Constitution
1) Name of the Club
The club’s name shall be the ‘Corpus Christi College Boat Club’, and hereafter referred to as CCCBC.
2) Aims and Objectives of the Club
a) The objectives of CCCBC are to support rowing within Corpus Christi College and allow members of CCCBC to enjoy the sport of rowing.
b) The first objective is the performance of CCCBC crews; firstly in Summer Eights, Torpids and Christchurch Regatta, secondly in Isis Winter League, Nepthys Regatta and Oriel Regatta and other external regattas.
c) The second objective is to support members of Corpus Christi College in developing to University Boat Club potential, and providing moral support for members of Corpus Christi College who are trialing for University crews.
3) Membership
i) There are to be three classes of members:
(1) Full Members of the Club shall be restricted to those in possession of a valid University ID card, listing affiliation to Corpus Christi College and a status of: Undergraduate, Postgraduate, Visiting Student, Staff or Congregation; with such status to be deemed to have terminated prior to the card expiry date in the event of:
(a) The subject leaving or suspending their course of study;
(b) The publication of a pass list or class list marking the end of the course;
(c) The granting of leave to supplicate for the degree.
ii) Honorary Members may be granted membership at an OURCs Captain’s Meeting (transfer of an oarsperson or coxswain from another club to CCCBC).
iii) Associate Members: As permitted by OURCs.
4) Cessation of Membership
a) 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.
5) Subscription and Finance
a) Membership Fees (“subs”) are required from all club members. Members shall not be allowed to participate in regattas or events if subs have not been paid.
b) The rates of subscription shall be determined by the Committee at the first Committee Meeting of each academic year. The amount is to be advertised to all members at the beginning of the year.
c) Yearly subs shall be due within the first four weeks of Michaelmas Term.
d) Termly subs shall be due within the first four weeks of Michaelmas Term, first three weeks of Hilary Term and first three weeks of Trinity Term.
e) There shall be two CCCBC Awards presented each term to members of the Club. Any student who is receiving an income-assessed Student Loan may apply to the Treasurer before the end of 4th Week in Michaelmas, or 3rd week in Hilary and Trinity for an Award. Where possible these shall be awarded to one man and one woman. Applications shall be assessed by the committee at their absolute discretion. Successful applicants will have the cost of their Subscription waived for the term, and receive all the benefits of membership of the Club..
6) Equal Opportunities Policy
a) The Club will 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 gender, disability, marital status, creed, social class, ethnicity, age or sexual orientation or is disadvantaged by conditions or requirements which cannot be shown to be relevant to performance.
7) Child Protection Procedures
a) The Club accepts the policy and procedures relating to Child Protection, as set out by the ARA, and requires all members to accept them as a condition of membership.
8) The Committee
a) The Committee shall conduct the affairs of the Club as a whole and shall consist of one President, one Men’s Captain and one Women’s Captain, one Secretary, one Treasurer, and any other Officers as deemed necessary by the Committee. The Committee shall have the power to co-opt up to 4 further Full Members, including a Social Secretary, a Captain of Coxes and a Water Safety Advisor, but co-opted members are not required to attend Committee Meetings and shall have no right to vote at Committee Meetings.
b) Only Full Members of the Club are eligible to hold office. Any member who is under the age of 18 years, shall not be eligible for election or appointment to the Committee.
c) The term of office for each candidate shall be for one year. Incumbent committee members are eligible for re-election or re-appointment.
d) The posts of President, Secretary and Treasurer shall be held by election only.
i) The President shall be elected in 7th Week of Hilary Term. This election is to be organised by the Secretary of CCCBC.
ii) The Secretary and Treasurer shall be elected in the 5th Week of Hilary Term. This election is to be organised by the Secretary of CCCBC.
iii) Only paid up members of CCCBC may vote in a CCCBC Committee election. The Treasurer is to provide the Secretary with a complete and current list of paid-up members at least 24 hours prior to each election.
iv) Where the Secretary is running for a position, the election is to be organised by the President.
e) The posts of Men’s Captain, Women’s Captain, Social Secretary and Captain of Coxes and Safety Advisor are appointed by the existing elected Committee members. Captain of Coxes may be combined with Water Safety Officer where this is deemed more appropriate by the Committee. This appointment will take place between 6th and 8th Week of Trinity Term for Men’s and Women’s Captain.Appointment of Social Secretary, Captain of Coxes and Water Safety Advisor may occur at any time deemed suitable by the Committee. Any currently elected committee members being considered for an appointment are not to be involved in the decision making for that appointment, but must be involved in the decision making for the other appointments. Appointments are made by a vote of the existing elected Committee Members. In the event of a tie, the President shall have the casting vote.
f) If a Committee member stands-down, faces a vote of no-confidence or wishes to stand for an alternative Committee position, another election must take place with immediate effect, for the remainder of the original Committee member’s term.
9) Disqualification from Office
a) CCCBC Committee Members shall hold office for one calendar year, unless they are unable to continue in their position.
b) Committee Members can only be forcibly removed by a Vote of No Confidence.
c) A Vote Of No Confidence is based upon a CCCBC referendum, the result of which stands. A 2/3rd majority is required in such a referendum in order that a Vote of No Confidence be passed.
d) A referendum can only be called by motion signed by four members of the Committee including the President, or all Committee Members except the President.
e) If a Vote of No Confidence fails, the incumbent may fulfill his/her term, subject to the possibility of later Vote of No Confidence.
f) If a Vote of No Confidence is passed; either a new appointment will be made by the elected members of the Committee, or an election will be called with immediate effect. The candidate who received the Vote of No Confidence may stand in such an election. The new Committee member shall fulfill the remainder of the previous Committee member’s term of office.
10) Duties of Club Officials
a) Responsibilities of the CCCBC President
i) Serve as representative and spokesperson for CCCBC.
ii) Holding the mandate of greatest significance, with the constitutional responsibilities that are entailed.
iii) Chair all General Meetings of the Club and at all meetings of the Committee.
iv) Be responsible for guiding the activities of the Club in accordance with its general policy as expressed by the majority of its members.
v) Be conversant with OURCs rules and ensure that members abide by them.
vi) Maintain a healthy rapport with College officials e.g. the Bursar, the Dean, members of the Development Office and the JCR Club’s Captain.
vii) Organise a recruitment campaign to be implemented in 0th week of Michaelmas Term. The recruitment campaign should include setting up a stall at the college’s freshers’ fair, producing posters, organising socials, coordinated with the Committee.
viii) Serving as Webmaster/Webmistress of the CCCBC Web-site, or delegate the responsibility to a person with necessary abilities.
ix) Any other duties as agreed with the Committee.
b) Responsibilities of the CCCBC Secretary
i) Organise the meetings of the Committee and of CCCBC, as coordinated with the President.
ii) Minute all meetings. The minutes of all Committee and CCCBC meetings must include the Apologies/Absences, Matters Discussed and Decisions Made. These minutes must be kept for a minimum of three years, the maintenance and care of which are the responsibility of the Secretary.
iii) Collate a database of CCCBC Members and contact details and distribute to the Committee.
iv) Run Friends of CCCBC assisted by the Committee:
(1) Attract new members
(2) Keep current the database of members including membership payment
(3) Organise suitable events including an event during Summer Eights
(4) Coordinate the publication of 2 newsletters per annum to be mailed to members.
v) Be conversant with OURCs rules and ensure that members abide by them.
vi) Notify the OURCs Secretary of the names of the Men’s and Women’s Captains and the Club’s Senior Member.
vii) Maintain and update the Club Constitution and Rules.
viii) Organise the election of the Secretary, Treasurer and President in Hilary Term in accordance with clause 8(d) of this Constitution.
ix) Any other duties as agreed with the Committee.
c) Responsibilities of the CCCBC Treasurer
i) The collection and disbursement of all monies belonging to the CCCBC, including and especially subscriptions.
ii) Keep proper accounting records of all transactions. These records must be kept for a minimum of three years, the maintenance and care of which are the responsibility of the Treasurer.
iii) Present to the members of CCCBC at the AGM a Balance Sheet showing the financial position and the results of its transaction of the year.
iv) Present a detailed statement of accounts at Committee Meetings at the start of each term and as required by the Committee.
v) Collect the receipts of all transactions of CCCBC. All transactions must be authorised by the Treasurer and President of CCCBC. The transactions of the Club will be conducted through a bank account and will require the signature of the Treasurer and either the President or the Secretary.
vi) Produce a yearly financial plan for the Club in conjunction with the rest of the Committee and Dean of Corpus Christi College, in consultation with the Corpus Christi College Club’s Captain, in the first two weeks of Michaelmas Term. Produce a termly budget at least 2 weeks prior to the end of the term in to which the budget applies. This is to be presented to the committee and is to be available should the Dean request to see it.
vii) Ensure that all CCCBC invoices and fines are paid promptly.
viii) Take responsibility for the fundraising activities of CCCBC, in consultation with the Dean of Corpus Christi College and the Development Director of Corpus Christi College.
ix) Any other duties as agreed with the Committee.
d) Responsibilities of the CCCBC Men’s Captain
i) Represent or arrange for the representation of the Men’s Boat Club at OURCs Captains’ Meetings and at meetings of other organisations.
ii) Be conversant with OURCs rules and ensure that members abide by them.
iii) Organising the intake / novice rowers, making sure their first encounter with rowing is safe and enjoyable.
iv) Organising training, coaching and representation of the Men’s Boat Club in competitions. This includes entries in competition.
v) Select crews for training purposes and races, in conjunction with the coach.
vi) Book tank sessions through the website, and notify the Treasurer accordingly.
vii) Provide information and text for college publications.
viii) Ensuring the welfare of the members they represent.
ix) Any other duties as agreed with the Committee.
e) Responsibilities of the CCCBC Women’s Captain
i) Represent or arrange for the representation of the Women’s Boat Club at OURCs Captains’ Meetings and at meetings of other organisations.
ii) Be conversant with OURCs rules and ensure that members abide by them.
iii) Organising the intake / novice rowers, making sure their first encounter with rowing is safe and enjoyable.
iv) Organising training, coaching and representation of the Women’s Boat Club in competitions. This includes entries in competition.
v) Select crews for training purposes and races, in conjunction with the coach.
vi) Book tank sessions through the website, and notify the Treasurer accordingly.
vii) Provide information and text for college publications.
viii) Ensuring the welfare of the members they represent.
ix) Any other duties as agreed with the Committee.
f) Responsibilities of the CCCBC Social Secretary
i) Organise and oversee all socials for the Club.
ii) Organise the CCCBC Cocktails (or other celebrations) for after Christchurch Regatta, Torpids and Summer Eights.
iii) Organise the CCCBC Annual Dinner in Trinity Term, including advertisement, venue, menu, entertainment, money, table allocation, tickets and guests.
iv) Any other duties as agreed with the Committee.
g) Responsibilities of the CCCBC Captain of Coxes
i) Instruct CCCBC coxswains in the technique of coxing, safety and the rules of the Isis and Godstow.
ii) Ensure that Novice Coxes attend the coxes’ meeting organised by OURCs and are in possession of an OURCs coxing permit.
iii) Organise, in conjunction with the Captains, coxes for outings.
iv) Ensure that all coxes wear lifejackets whilst boating, and maintain a large enough number available at the Boathouse to satisfy demand.
v) Ensure that cox-boxes are adequately charged before outings and that sufficient lights are provided for each boat. Alternatively, cox-boxes and lights may be signed out to coxes with more than one term’s experience or Experienced or Senior Status.
vi) Any other duties as agreed with the Committee
vii) This position may be merged with Water Safety Advisor at the discretion of the Committee.
h) The CCCBC Water Safety Advisor is responsible for
i) Ensuring the welfare of the members they represent. understand the requirements of the ARA Code of Practice for Water Safety and advise on their prominent display, their observation and their implementation at all times.
ii) Completing the ARA Safety Audit accurately and punctually as required by the ARA and OURCs.
iii) Any other duties as agreed with the Committee.
iv) This position may be merged with Captain of Coxes at the discretion of the Committee.
11) Meetings
a) A meeting for Freshers’ shall be held within the first 2 weeks of Michaelmas term. This shall include safety briefings, raise awareness of the existence of subs and other issues deemed to be important by the Committee. New members are also to fill out membership forms (refer to clause 21 and appropriate attachment).
b) A General Meeting may, at the absolute discretion of the Committee, be held by the Sunday of 2nd week of both Hilary and Trinity term. All members are invited to attend.
c) An Extraordinary General Meeting shall be called on the instructions of either the President or both Captains or on a requisition signed by not less than 50% of full members.
d) Not less than 2 days clear notice shall be given, specifying to all Club members the time and business of the General Meeting.
e) At any General Meeting, a resolution put to the vote of the Meeting shall be decided by a majority show of hands, of those entitled to vote. Only Full Members of the Club shall be entitled to vote.
f) At all General Meetings the President will act as chairman, or, in their absence the Secretary. If neither the President nor Secretary are able to attend, the President must select a Chairman from the existing Committee members.
g) Accidental Omission: Accidental Omission to give notice of a meeting to, or the non-receipt of notice of, a meeting by any Committee member shall not invalidate the proceedings of a meeting.
12) Coaches
a) The President and Captains, shall appoint appropriately experienced and / or qualified coaches to support the activities of the Club.
b) New coaches to the Club shall be subject to references / checks for suitability by the Captains and President before engagement.
c) The liability insurance for each Coach shall be checked before engagement. All coaches are to be ARA members.
d) Coaches shall behave in such a manner as not to place their charges at any risk greater than that associated with normal participation.
e) A contract shall be drawn up as decided by the Committee, and duly signed by the Coach, before the coaching may commence.
f) Coaches shall be responsible for any fines which they incur whilst performing their coaching duties (for example; fines incurred as a result of bank riding when prohibited.)
13) Liability
a) 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 the Constitution
a) This Constitution shall not be altered, amended or rescinded except by a meeting of the Committee.
b) A resolution to give effect to a change must be passed by at least 75% of the members present at the Committee Meeting, and voting on this behalf.
15) Distribution of Profits
a) In no circumstances can any profit be distributed to members, but any profits earned shall be used in furthering the objects of the Club.
16) Termination
a) The Club shall not terminate except by a resolution of an Extraordinary 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 objects or to a charity or charities agreed by the meeting which formally terminated the Club. This meeting must be attended by a senior representative of the Rowing Society and the Bursar, or a suitable representative.
17) Power of Decision
a) Any matter not provided for in this constitution, or any question over the interpretation shall be dealt with by the Committee whose decision shall be final.
18) Boathouse
a) The Club’s Boathouse is located on the Isis stretch of the River Thames and is the property of Corpus Christi College.
b) It is the responsibility of the Committee to ensure that the College’s maintenance department is informed of any repair work required at the boathouse.
c) The cleaning of the boathouse is the responsibility of all members of the Club.
19) Equipment
a) All boats, blades and secured fittings will be provided and maintained by the Club.
b) The Committee and Club boatman have responsibility for the use and maintenance of all Club equipment.
c) No member shall use any equipment not specifically allocated to him or her without reference to a member of the Committee.
d) Members have a responsibility to either record in the damage / repair log or notify a member of the Committee of any remedial work required.
e) Following an outing, the boat shall be cleaned and rinsed by the whole crew.
20) Safety
a) The Committee shall appoint a member to act as Club Water Safety Adviser whose duty it will be to understand the requirements of the ARA Code of Practice for Water Safety and advise on their prominent display, their observation and their implementation at all times.
b) The Safety Advisor need not be a member of the Committee, and it is a non-Committee post. The Safety Advisor may be invited to Committee meetings at the discretion of the President.
21) Member’s Declaration
Each member upon joining shall sign the attached declaration:
22) Committee Member’s Declaration
As a club official I agree to abide by and enforce the rules of the Club Constitution and Office to which I hold.
President: ……………………………………………………………………………………………….
Men’s Captain: ……………………………………………………………………………………….
Women’s Captain:……………………………………………………………………………………
Secretary:………………………………………………………………………………………………
Treasurer: ……………………………………………………………………………………………….
Social Secretary: ……………………………………………………………………………………..
Captain of Coxes ……..…………………………………………………………
Water Safety Advisor……………………………………………………………
