Chesterton Rowing Club: Constitution and Rules
[This is a web-ified version of the latest “Newby” version of the club constitution, provided for convenience. The definitive version in Word format is available on request. A copy of the previous “Mike” constitution is archived here; and prior to that the “Wood” constitution is archived here.]
CHESTERTON ROWING CLUB
CONSTITUTION AND RULES
1.1. The club shall be known as Chesterton Rowing Club (“the Club”)
1.2. The Club is a not-for-profit organisation
1.3. The Club is affiliated to British Rowing (“BR”) and to the Cambridgeshire Rowing
2.1. The objectives of the Club are to promote a wider participation and interest in the
sport of rowing in the Cambridge area.
3.1. The following statements apply to Club membership:
(a) Membership is open to any person and actively advertised on the club
(b) If the Club accepts a membership application from a minor (being a person
under 18 years of age) the committee shall immediately review its structure
and procedures to comply with recommendations set out in the “Child
Protection Procedures in Rowing” as published from time to time by BR.
(c) Classes of Membership:
Social, coaching and coxing members
NB: *Temporary Members may be designated as such by any committee
member, or by those members responsible for organising an outing, for
the purposes of competition, training or recreation. Temporary
membership will be limited to the duration of such outing.
(a) Membership of the Club shall be open to anyone interested in the sport of
rowing, on application to the Membership Secretary, in accordance with the
Equal Opportunities Policy (paragraph 4). However, limitation of
membership according to available facilities is allowable on a non-
(b) The Club may have different classes of membership and subscription on a
non-discriminatory and fair basis. The Club will keep subscriptions at levels
which will not pose a significant obstacle to participation.
(c) Applicants for membership, as well as members renewing their existing
memberships, will abide by the rules and regulations of the Club as adopted
by the Club from time to time and by the sport of rowing.
(d) If it is considered by the Club committee that the granting or renewal of
membership would be detrimental to the aims and objectives of the Club, the
conduct or character likely to bring the Club or the sport of rowing into
disrepute or for some other similar good cause, the Club committee shall be
entitled to refuse or withdraw such membership. In doing so the committee
shall provide full reasons for their decision and grant a right of appeal to the
Any person who has been expelled from, or refused membership of, British
Rowing shall not be eligible for membership.
4. EQUAL OPPORTUNITIES POLICY
The Club is fully committed to the principles of equal opportunity and is responsible for
ensuring that no member, volunteer, employee or contractor receives less favourable
treatment on the grounds of gender, disability, parental or marital status, pregnancy,
race, creed, social class, colour, ethnic group, age, sexual orientation or political belief.
5. ENTRANCE FEE
There is no entrance (joining) fee. New members shall be charged the applicable
subscription rate, adjusted pro-rata for the remainder of the membership year.
The rates of subscription shall be determined by a simple majority of the committee
and shall be due on election, and thereafter on or before 1 January in every year.
7. CESSATION OF MEMBERSHIP
7.1. (a) Any member may resign giving one months’ clear notice in writing to the
(b) Any member violating any of the rules or regulations of the Club or being
adjudged guilty of unsatisfactory conduct may, by resolution of the
Committee, be suspended or expelled. Any member so suspended or
expelled may appeal to an independent hearings panel if such an appeal is
approved by the Club Captain and Honorary Secretary. The panel may be
drawn from the membership of the Club or from other clubs in the region.
The panel will hear and receive evidence to reach a conclusion and affirm or
reject the sanctions imposed as appropriate.
(c) Any hearings panel must give a fair and independent hearing to the appellant
within an appropriate timescale. Hearings must not contravene the Human
Rights Act 1998 or any other policies of the Club or of British Rowing
7.2 A member shall be deemed to have resigned from the Club if, after due notice, he
or shall has not paid the annual subscription by the renewal date. He or she
may, however, re-join at any time during the year by paying the full annual
membership fee, subject to the provisions of 3.2 and 3.3 above.
8.1 Race kit is to be worn for all races on or off Cam if it has been issued to a
member by the Kit Secretary (see Paragraph 10). Race kit is as described on the
8.2 The Club expects its members to behave responsibly at all times. Members shall
not bring the Club or its sponsors into disrepute whilst involved in Club outings
and races on or off the Cam.
9.1 Only members entitled to vote are eligible to hold office. Only paid-up members
are entitled to vote at meetings.
9.2 The committee shall conduct the affairs of the Club as a whole and shall consist
of at least three members sharing the following offices:
(a) Club Captain
(b) Men’s Captain
(c) Women’s Captain
(d) Men’s Vice-Captain
(e) Women’s Vice-Captain
(f) Honorary Secretary
(h) Membership Secretary
(i) Race Secretary
(j) Head Coach
(k) Water Safety Advisor
(l) Equipment Officer
(n) Kit Secretary
(o) Funding Secretary
(p) Social Secretary
(q) Crew Captain(s) (non-voting members)
9.3 Any committee member holding more than one office shall have one vote. The
committee shall have the power to co-opt further members and co-opted
members shall have the right to vote at committee meetings.
9.4 Nominations for the positions of Captains, Honorary Secretary, Treasurer and
other Officers shall be put forward in the form of a motion under the terms of Rule
9.5 The term of office for elected officers shall be for one year, and members shall be
eligible for re-election.
9.6 The committee may at any time request an independent examination of the Club
10. DUTIES OF COMMITTEE
The Club Captain shall:
be responsible for guiding the activities of the Club in accordance with its
general policy as expressed by the majority of its members.
represent or arrange for the representation of the Club at BR regional level,
CRA delegates’ meeting, and at meetings of other organisations.
ex officio be a member of any other committee of the Club.
have the ultimate responsibility for deciding which individuals shall row in
each crew and for which crews are formed.
The Men’s Captain shall:
be responsible for formation and development of the men’s crews in
consultation with the Head Coach.
help with, and promote, the selection of men’s crew captains.
The Women’s Captain shall:
be responsible for formation and development of the women’s crews in
consultation with the Head Coach.
help with, and promote, the selection of women’s crew captains.
The Men’s Vice-Captain shall assist the Men’s Captain in his or her duties
and deputise in his or her absence.
The Women’s Vice-Captain shall assist the Women’s Captain in his or her
duties and deputise in his or her absence.
The Honorary Secretary shall
be responsible for the organisation of meetings of the committee and of the
Club, and the recording of minutes relating to such meetings and all
correspondence relating to the general business of the Club.
provide a point of contact for general BR correspondence.
The Treasurer shall
keep such books of account as required by the members in General Meeting.
prepare the books annually and shall produce at the Annual General Meeting
accounts showing the financial state of the Club.
The Membership Secretary shall
be responsible for processing membership applications and renewals
ensure that membership forms are correctly filled in
provide membership figures for the BR membership declaration.
be responsible for the collection of all membership subscriptions
The Race Secretary shall
process all racing entries from Crew Captains and scullers, so that the Club
can submit race entries in a co-ordinated way. While a single Race
Secretary is preferred, no more than two Race Secretaries may co-operate
to perform these duties.
At the Race Secretary’s discretion, and in consultation with the Treasurer,
the Club’s bank account may be used to pay all crew entries together for any
event, in which case the Race Secretary is responsible for ensuring that the
Crew Captains recover entry fees from the rowers and reimburse the Club. A
levy may be applied to any race fees paid via the Club’s bank account to
cover interest and risk of default, as agreed by the committee.
The Head Coach shall advise on coaching related matters.
Water Safety Advisor:
The Water Safety Advisor is responsible for keeping the Club up to date with
BR guidelines and regulations on water safety and for ensuring that this
information is disseminated within the Club. The Water Safety Advisor shall
keep such safety records as are required by BR.
The Equipment Officer shall be responsible for
maintaining equipment in a safe and serviceable condition.
all contractual arrangements between the Club and other parties, particularly
but not exclusively hire of rack space, equipment and the hiring out of the
insuring the Club’s equipment and ensuring that the Club is covered for
The Webmaster shall be responsible for ensuring that the Club’s website and
other electronic services such as mailing lists, online boat booking forms etc.
are kept up to date.
The Kit Secretary shall be responsible for the design and procurement of
racing kit for the Club and for the issue of T-shirts showing the name of the
sponsor to all new Club members.
The Funding Secretary shall be responsible for finding the means to increase
the Club’s income. These may include sponsorship, fund-raising events,
sports events etc. as approved by the committee.
The Social Secretary shall be responsible for identifying social events which
should encourage socialising between crews and groups within the Club and
Any number of Crew Captains may be co-opted onto the committee. Crew
Captains shall organise crew outings and provide the Race Secretary with
accurate details of crews, preferred entry status and preferred division times.
Crew Captains shall recover race fees from rowers in their crews, on behalf
of the Race Secretary.
11. COMMITTEE MEETINGS
11.1 The committee is responsible for the general conduct of the Club’s business and
11.2 The committee shall meet during the year, as required by the business to be
transacted and no fewer than four times per year.
11.3 General meetings of the committee shall be called by the Honorary Secretary on
instructions from the Club Captain, or no fewer than three committee members.
11.4 A quorum shall consist of not less than three officers who have been elected at a
11.5 In the case of a casual vacancy among the committee, the said committee shall
be entitled to appoint another eligible person to act until the next Annual General
11.6 No fewer than seven clear days’ notice shall be given of a committee meeting,
such notice being sent to all current committee members.
12. GENERAL MEETING
12.1 Fully paid up members of any category shall be entitled to vote at General
Meetings. Non-members, and former members whose subscription has lapsed,
shall not be entitled to vote.
12.2 An Annual General Meeting shall be held in the autumn of each year. There
shall be laid before the meeting a statement of accounts made up to the
immediately preceding 31 August.
12.3 Any General Meeting shall be called on the instructions of a simple majority of
the committee or on a requisition signed by no fewer than three members of the
Club entitled to vote.
12.4 No fewer than 21 clear days’ notice shall be given, specifying to all members
the time and business of the General Meeting.
12.5 At any General Meeting, a resolution put to the vote of the Meeting shall be
decided by a show of hands of those entitled to vote, except when more than
one nomination has been received for a position on the committee, in which
case voting will be by secret ballot. In the event of a tie, the result shall be
decided by postal ballot of all paid-up members.
12.6 At all General Meetings, the Club Captain shall preside or in his or her absence,
a Chairman for the meeting will be elected from the committee by the voting
12.7 At all General Meetings no fewer than five members of the Club entitled to vote
shall constitute a quorum.
12.8 Absences of quorum: If after half an hour from the time appointed for the
meeting, a quorum is not present, the Meeting, if called at the request of the
members, shall be dissolved. In any other case, the meeting shall be adjourned
until a time and place to be fixed by the committee. If a quorum is not present
within half an hour from the time appointed for any adjourned meeting, those
members present shall be deemed to make the meeting quorate.
12.9 Accidental Omission: Accidental Omission to give notice of a meeting to, or the
non-receipt of notice of a meeting by any members shall not invalidate the
proceedings of a meeting.
12.10 Election of men’s and women’s captains: only men shall be entitled to vote for
the men’s captain and only women shall be entitled to vote for the women’s
12.11 Where one member holds more than one committee post, that member shall
only be entitled to one vote.
The committee shall manage the affairs of the Club. Financial or legal liability incurred
in the rightful exercise of their office shall not however be the personal liability of the
committee but shall be the responsibility of the Club as a whole.
14. ALTERATION OF CONSTITUTION
14.1 This constitution shall not be altered amended or rescinded except by a General
Meeting of the Club.
14.2 A resolution to give effect to a change must be passed by at least 75% of the
members present and voting at the General Meeting.
In no circumstances may any profit be distributed to members. All profits generated
must be used in furthering the objectives of the Club.
16. CONFLICTS OF INTEREST
16.1 All committee members must declare any conflicts of interest at the time of their
election, and thereafter any newly arising conflicts of interest at the next
committee meeting. Conflicts of interest may be financial and/or personal.
Such a committee member shall absent himself or herself from any discussion
where it is possible that a conflict of interest shall arise.
16.2 Any committee member absenting himself or herself from any discussions in
accordance with this clause must not vote or be counted as part of the quorum
in any decision of the committee on the matter.
16.3 A record of all declared conflicts of interest shall be kept by the Secretary.
The Club shall not terminate except by a resolution of a General Meeting convened for
the purpose and in such an event any surplus assets shall be handed over to a body or
bodies with similar objectives or to a charity or charities agreed by the meeting which
formally terminates the Club.
18. POWER OF DECISION
Any matter not provided for in this constitution or any question over its interpretation
shall be dealt with by the committee whose decision shall be final.
The committee shall appoint a member to act as Water Safety Advisor whose duty it
will be to understand the requirements of the BR Code of Practice for Water Safety and
advise on their prominent display, observation and implementation at all times.
All members shall be required to sign a membership form which shall include a
declaration of any applicable health problems, and which shall be kept by the
Membership Secretary. Any relevant health problems may be communicated with
officers of the Club and to coaches as necessary to ensure the safety of rowers.
This constitution replaces any previous version of the constitution and is the only
document applicable to the Club.
Approved at the General Meeting on 11 December 2018.
Signed by Club Captain, Rachel Newby _____________________