Chesterton Rowing Club: Constitution and Rules

[This is a web-ified version of the latest version of the club constitution, provided for convenience. The definitive version in Word format is available on request. A copy of the previous “Wood” constitution is archived here.]

Chesterton Rowing Club

Constitution and Rules

1. NAME

1.1. The club shall be known as Chesterton Rowing Club hereinafter known as the Club

1.2. The Club is affiliated to the BR and CRA.

2. OBJECTIVES

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. MEMBERSHIP

3.1. The following are eligible for membership:

 Membership is open to any person at the discretion of the committee.

 If the club accepts a membership application from any junior, i.e. 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 by the BR”

 Classes of Membership:

 Rowing members

 Temporary members*

 Social, coaching and coxing members

NB: *Temporary Members can 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 held for the

duration of the outing only.

3.2. Election:

Candidates for election to membership shall submit a completed membership form to

the Membership Secretary. The power of election shall rest with the committee, who

may refuse to elect to membership any applicant without assigning a reason for doing

so.

3.3. Acceptance:

The committee may at its sole discretion, decline to accept renewal of membership,

from any person, without disclosing the reason.

4. EQUAL OPPORTUNITIES POLICY

The Club shall endeavour to ensure that the talents and resources of all members are utilised to

the full and that no member receives less favourable treatment on the grounds of sex, disability

marital status, creed, social class, colour, ethnic group, age or sexual orientation or is

disadvantaged by conditions or requirements which cannot be shown to be relevant to

performance.

5. ENTRANCE FEE

5.1. There is no entrance fee. New members shall be charged the applicable subscription

rate, adjusted pro-rata for the remainder of the membership year.

6. SUBSCRIPTION

6.1. 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. Any members may resign without notice

7.2. Any member may be expelled by a quorate meeting of the committee, held with due

notice

7.3. Any member who has been expelled by the committee may appeal by instructing the

Honorary Secretary to call an Extraordinary General Meeting, which shall decide

whether or not to reinstate the member, and whether or not to repay any part of the

member’s subscription.

7.4. A member shall be deemed to have resigned from the Club if, after due notice, he/shall

has not paid the annual subscription by the renewal date. He/she may, however, re-join

at any time during the year by paying the full annual membership fee, subject to the

provision of 3.3 above.

8. SPONSORSHIP

8.1. No rowing kit bearing the name of SIMOCO shall be worn in any Chesterton Rowing Club

outings, on the Cam or elsewhere, or in boathouses on the Cam, or in the vicinity of

Cambridge boathouses.

8.2. 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 10.11). Race kit is as described on the club website.

8.3. The Club expects it members to behave responsibility 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. COMMITTEE

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:

9.2.1. Club Captain

9.2.2. Men’s Captain

9.2.3. Women’s Captain

9.2.4. Men’s Vice-Captain

9.2.5. Women’s Vice-Captain

9.2.6. Honorary Secretary

9.2.7. Treasurer

9.2.8. Membership Secretary

9.2.9. Race Secretaries

9.2.10. Head Coach

9.2.11. Water Safety Advisor

9.2.12. Equipment Officer

9.2.13. Webmaster

9.2.14. Kit Secretary

9.2.15. Funding Secretary

9.2.16. Social Secretary

9.2.17. Crew Captains – non-voting member

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 position of Captain, Honorary Secretary, Treasurer and other

Officers shall be put forward in the form of a motion under the terms of Rule 11.5

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

accounts.

10. DUTIES OF COMMITTEE

10.1. Club Captain:

 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.

 The Club Captain shall represent or arrange for the representation of the Club at BR

regional level, CRA delegates’ meeting, and at meetings of other organisations.

 The Club Captain shall ex officio be a member of any other committee of the Club.

 The Club Captain shall have the ultimate responsibility for deciding which

individuals shall row in each crew and for what crews are formed.

10.2. Men’s Captain:

 The Men’s Captain shall be responsible for formation and development of the

men’s crew in consultation with the Head Coach.

 The Men’s Captain shall help with and promote the selection of Men’s crew

captains.

10.3. Women’s Captain:

 The Women’s Captain shall be responsible for formation and development of the

women’s crews in consultation with the Head Coach.

 The Women’s Captain shall help with, and promote, the selection of women’s crew

captains.

10.4. Men’s Vice-Captain:

 The Men’s Vice-Captain shall assist the Men’s Captain in their duties and deputise

for them in their absence.

10.5. Women’s Vice-Captain:

 The Women’s Vice-Captain shall assist the Women’s Captain in their duties and

deputise for them in their absence.

10.6. Honorary Secretary:

 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.

 The Honorary Secretary shall provide a point of contact for general BR

correspondence.

10.7. Treasurer:

 The Treasurer shall keep such books of account as required by the General Meeting.

 The Treasurer shall prepare the books annually and shall produce at the AGM

accounts showing the financial state of the Clubs.

10.8. Membership Secretary

 The Membership Secretary shall be responsible for processing membership

applications and renewals, shall ensure that membership forms are correctly filled

in, and shall provide membership figures for the BR membership declaration.

 The Membership Secretary shall be responsible for collection of all membership

10.9. Race Secretary:

 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, not more than two Race Secretaries can cooperate 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 pay these back to 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.

10.10. Head Coach:

 The Head Coach shall advise on coaching related matters.

10.11. 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 the BR.

10.12. Equipment Officer:

 The Equipment Officer shall be responsible for maintaining equipment in a safe and

serviceable condition.

 The Equipment Officer shall be responsible for all contractual arrangements

between the Club and other parties, particularly but not exclusively hire of rack

space, hire of equipment, hiring out of the Club’s equipment.

 The Equipment Officer shall be responsible for insuring the Club’s equipment and

ensuring that the Club is covered for public liability.

10.13. The Webmaster:

 The Webmaster shall be responsible for insuring the Club’s website and other

electronic services, such as mailing lists, online boat booking etc.

10.14. Kit Secretary:

 The Kit Secretary shall be responsible for 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.

10.15. Funding Secretary:

 The Funding Secretary shall be responsible for finding means to improve the Club’s

income. These may include sponsorship, fund-raising events, sports events etc. as

approved by the committee.

10.16. Social Secretary:

 The Social Secretary shall be responsible for identifying social events which should

encourage socialising between crews and groups within the Club and between

Clubs.

10.17. Crew Captains:

 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

activities.

11.2. The committee shall meet during the year, as required by the business to be transacted.

11.3. Special meetings of the committee shall be called by the Honorary Secretary on

instructions from the Club Captain, or not less than three committee members.

11.4. A quorum shall consist of not less than three officers who have been elected at a general

meeting.

11.5. In the case of casual vacancy among the committee, the said committee shall be entitled

to appoint another eligible person to act until the next AGM.

11.6. Not less 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 30 September immediately

preceding.

12.3. An Extraordinary General Meeting shall be called on the instructions of a simple majority

of the committee or on a requisition signed by not less than 3 members of the Club

entitled to vote.

12.4. Not less 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 members

present.

12.7. At all General Meetings not less 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 an adjourned meeting, the members present shall be a quorum.

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 captains only women shall be entitled to vote for the women’s captain.

12.11. Where one member holds more than one committee post, that member shall only be

entitled to one vote.

13. LIABILITY

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 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 at the General Meeting, and voting on this behalf.

15. DISTRIBUTION

In no circumstances can any profit be distributed to members. All profits generated must be

used in furthering the objectives of the Club.

16. TERMINATION

The Club shall not terminate except by a resolution of a Special 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 to a charity or charities agreed by the meeting which formally terminates

the Club.

17. POWER OF DECISION

Any matter not provided for in this constitution or any question over the interpretation of it

shall be dealt with by the committee whose decision shall be final.

18. SAFETY

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, their observation and their implementation at all times.

19. DECLARATION

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.

20. VALIDITY

This constitution replaces any previous version of the constitution and is the only document

applicable to the Club.

Approved at the Annual General Meeting, September 20 th 2017.

Signed by (Club Captain) ...................................... [Michael Prior-Jones]