The Constitution of
BRASENOSE COLLEGE BOAT CLUB
1.1 The Club shall be known as Brasenose College Boat Club (BNCBC), hereafter known as ‘the Club’.
2.1 The Club exists to encourage participation in rowing amongst members, staff and fellows of the Kings Hall and College of the Brazen Nose (Brasenose College), and to develop the skills of athletes of a range of abilities.
2.2 The Club aims to raise its standing in local and national competition. Specifically, the Club aims to maintain and improve its standing in Torpids and Summer Eights.
3.1 The Club is constituted by “Members”, which is anyone who satisfies at least one of the following:
a) They have rowed or coxed in Autumn Fours, Christ Church Regatta, Isis Winter League, Torpids, Eights or an external regatta in the last twelve months, b) They have trained in a squad on a weekly basis in the last twelve months, c) They are deemed by the Executive Committee to be Members (e.g. coaches, alumni).
4.1 The Club’s colours shall be black and gold.
4.2 The Club’s blade colour shall be black.
4.3 The Childe of Hale colours are yellow, purple and red, and shall be worn by Members under the following circumstances:
a) They have rowed or coxed in the Club’s men’s or women’s first eight in Torpids or Summer Eights or have represented the Club at Henley Royal Regatta or Henley Women’s Regatta, b) To allow for Principal’s breakfast and similar situations, Members will be allowed to wear Childe of Hale colours on the first day of Torpids, Summer Eights, Henley Royal Regatta or Henley Women’s Regatta if they are entered to row/cox in a first eight or have qualified for Henley Royal Regatta or Henley Women’s Regatta, c) The ultimate decision of whether a Member will be allowed to wear Childe of Hale colours shall rest with the Executive Committee (see 6.1).
4.4 The Executive Committee with approval from the Senior Member can remove the Childe of Hale colours from any member of the Club who is deemed to no longer represent the value of the Club outlined by our Code of Conduct (see 15.6)
5.1 Blades shall be awarded for Torpids and Summer Eights only when all of the following criteria have been met by a crew:
a) The crew bumps four or more times over the competition and, b) The crew does not receive any bumps, or c) The crew finishes the competition as Head of the River
THE EXECUTIVE COMMITTEE
6.1 The Executive Committee shall consist of the following Members (with no Member occupying more than one Committee post concurrently):
a) President, b) Vice President, c) Treasurer, d) Men’s Captain, e) Women’s Captain, f) Captain of Coxswains.
6.2 Members of the Executive Committee will serve for a term of one year, starting at the end of Trinity term. Throughout Trinity term, the committee-elect will shadow the outgoing committee.
6.3 Two Members may run for a position together, in which case they would serve concurrently and the responsibilities of the role would be the joint responsibility of these two Members.
6.4 In the case of the role of President being served by two Members concurrently in a Joint Presidency, the Vice-President will have the deciding vote when deciding any irreconcilable disagreements between the Presidents.
6.5.1 The President shall be elected by alternative vote at the AGM (Annual General Meeting, see 8.1). Candidates shall have at least two publicly announced seconders, including at least one outgoing Executive Committee Member.
6.5.2 The Vice President shall be elected by alternative vote at the AGM. Candidates shall have at least two publicly announced seconders, including at least one outgoing Executive Committee Member.
6.5.3 The Treasurer shall be elected by alternative vote at the AGM. Candidates shall have at least two publicly announced seconders, including at least one outgoing Executive Committee Member.
6.5.4 The Men’s Captain shall be chosen by the outgoing Men’s Captain, whose decision shall be ratified by simple majority at the AGM.
6.5.5 The Women’s Captain shall be chosen by the outgoing Women’s Captain, whose decision shall be ratified by simple majority at the AGM.
6.5.6 The Captain of Coxes shall be chosen by the outgoing Captain of Coxes, whose decision shall be ratified by simple majority at the AGM.
6.5.7 In the event that a Captain’s choice is not ratified, alternative candidates shall nominate themselves within one week. Elections shall take place at an Extraordinary General Meeting.
6.5.8 All candidates should announce their intention to run for positions no less than 3 days in advance of the AGM, and that it be the responsibility of the president to publicise this at least 2 weeks before the AGM.
6.5.9 In the case of an electoral tie during the AGM for a position, the incumbent President will call for an Emergency General Meeting for a new election. Candidates must submit applications with the same conditions as the AGM.
6.5.10. In the case of an Emergency General Meeting election, a candidate is still not selected, the incoming Executive Committee will cast the deciding vote
6.6.1 The responsibilities of the President shall be:
a) To observe and respond to the long-term interests of the Club, b) To call and chair meetings of the General Committee (see 7.1) and Steering Committee (see 10.1), and the AGM, c) To oversee the responsibilities of the General Committee and provide assistance where possible, d) To ensure that the Club conforms to OURCs, British Rowing and Environment Agency regulations, e) To maintain the Club’s relationship with its Alumni and the Brasenose College Development Office, f) To organise recruitment of new and novice rowers and termly Club dinners, g) To act as Returning Officer during elections, h) To assist in the establishment of a new Executive or General Committee, i) To record the Club’s activities in the Captain’s log.
6.6.2 The responsibilities of the Vice President shall be:
a) To process the order and payment of stash at least once per year, b) To act as the Club’s senior marshal and to organise umpires and marshals for regattas, c) To assist with the organisation and running of club events, d) To organise training camps at least twice per academic year.
6.6.3 The responsibilities of the Treasurer shall be:
a) To promote the financial interests of the Club, b) To keep the Club’s accounts, ensure that all financial commitments are met in good time, and present the accounts for inspection at the Executive Committee’s discretion, c) To make recommendations to the General Committee as to the affordability of Club expenditures and propose changes to subscriptions or other financial arrangements as necessary, d) To maintain the Club’s relationship with the College Bursar, Accountant, etc. and to keep a record of all developments in BNCBC/College relations, e) To create a separate coaching budget of equal value for both sides (male and female) of the Club, f) To maintain the Club’s relationship with its official sponsor
6.6.4 The responsibilities of the Men’s/Women’s Captain shall be:
a) To promote the best interests of the Club in all races and regattas, b) To recruit and appoint the Club’s coaches, c) To organise training for crews, d) To choose the Members of the crews who will represent boats in Torpids, Summer Eights, and other regattas, under the guidance of the Club’s coaches, e) To represent the Club at OURCs Captains Meetings, f) To ensure that individual Members of the Club adhere to OURCs regulations, e.g. swim tests, g) To assist with the organisation of recruitment and events.
6.6.5 The responsibilities of the Captain of Coxswains shall be:
a) To promote the best interests of the Club in all races and regattas, b) To recruit and ensure suitable training for the Club’s coxswains, c) To ensure all Coxswains adhere to OURCs regulations, including but not limited to licensing and attendance of coxing briefings, d) To oversee the disbursement of the Club’s coxswains amongst the crews according to merit and suitability, e) To act as Water Safety Officer monitoring safety procedures within the Club and reporting incidents to British Rowing.
6.7 RESIGNATION AND DISMISSAL
6.7.1 A member of the Executive Committee is able to resign their position but must give at least 2 weeks’ notice.
6.7.2 In the event of an unscheduled or scheduled vacancy of any position of the Executive Committee, the remaining Members of the Executive Committee shall be responsible for appointing a successor.
6.7.3 The Executive Committee can, through a supermajority vote (≥2/3 majority), remove any member from the Executive Committee, General Committee or Club.
6.7.4 A member removed from the Executive Committee, General Committee or Club can appeal their removal either to the Senior Member or Executive Committee. In the case of the latter, the Executive Committee will call for an Emergency General Meeting unless they deem it inappropriate (e.g. outstanding welfare issue).
THE GENERAL COMMITTEE
7.1 The Executive Committee will appoint other Members to form a General Committee, which will include:
a) The Executive Committee, b) Men’s and Women’s Vice Captains, c) Men’s and Women’s Social Secretaries, d) The Club Secretary, e) The Webmaster, f) The Boathouse Officer, g) Any other role deemed appropriate by the Executive Committee.
7.2 If a position is not appointed by the Executive Committee, the responsibilities of this position will be the joint responsibility of the Executive Committee.
7.3 Members of the General Committee will serve for one year, starting at the end of Trinity term. Throughout Trinity term, the committee-elect will shadow the outgoing committee.
7.4 The General Committee shall meet no less than twice a term (preferably more), to coordinate the day to day running of the Club.
7.5.1 The responsibilities of the Vice Captains shall be:
a) To promote the best interests of the Club in all races and regattas, b) To assist the Captains in fulfilling their responsibilities, c) To organise novice and lower boats training.
7.5.2 The responsibilities of the Social Secretaries shall be:
a) To promote the social interests of the Club, b) To organise and advertise club events and crew dates, c) To organise the social aspects of rowing events such as Torpids and Summer Eights, d) To assist in the recruitment of new and novice Members.
7.5.3 The responsibilities of the Club Secretary shall be:
a) To produce regular reports and newsletters for general publication, and distribute information to Club Members, b) To update news on the Club’s Facebook page, Twitter feed, and website, c) To produce agendas for and keep records of General Committee meetings, d) To keep a record of Club Members, and to present a list termly to the College to levy subscriptions, termly to the Webmaster to update mailing lists, and yearly to the Development Office to update the Club alumni, e) To assist the President with the Club’s correspondence.
7.5.4 The responsibilities of the Webmaster shall be:
a) To manage the Club’s website, mailing lists and other online presences, b) To provide such technical assistance as the General Committee may reasonably require, c) To promote the Club online.
7.5.5 The responsibilities of the Boathouse Officer shall be:
a) To promote the accumulation and maintenance of the Club’s capital, b) To maintain and regularly update an inventory of the belongings of the Club, and to keep a record of any damage to equipment, c) To keep a record and a deposit when the Club’s belongings are lent out, d) To liaise with the General Committee about new equipment needed and make the appropriate purchases.
THE ANNUAL GENERAL MEETING
8.1 The AGM shall be held in Trinity Term before the second week of Trinity Term.
8.2 The Club Secretary shall publicise the meeting no less than two weeks before it is to be held.
8.3 All Members of the Club are eligible to attend the AGM.
8.4 The AGM shall be chaired by the President, and the order of business will be:
a) Constitutional change, b) Election of a new Executive Committee, with each Member present exercising one vote (subject to article 6.5), c) Areas of business deemed by the President to be best discussed by the Club, d) Areas of business as submitted by any Member of the Club.
THE SENIOR MEMBER
9.1 The Club will have a Senior Member who will represent the interests of the Club to the Governing Body of Brasenose College and fulfil any other obligation as reasonably expected of a Senior Member by Brasenose College and the Club.
9.2 Should a new Senior Member need to be appointed, the President shall enter into negotiations with the interested parties.
THE STEERING COMMITTEE
10.1 The Steering Committee shall consist of the following Members:
a) The Executive Committee, b) The Senior Member, c) Where possible, the outgoing President, d) Several appointed Alumni Members.
10.2 Alumni Members shall be appointed for a term of one academic year. They shall be appointed in the first instance by the President, and each year thereafter by self-nomination for an online poll, in which all present and former members of the Club may vote.
10.3 The Steering Committee shall meet at least once at the beginning of each academic year, and once during Hilary or Trinity term.
10.4 Further meetings can be called at any time, with at least a month’s notice, by the President, Captains, or any three Members of the Steering Committee. No more than three meetings of the Steering Committee ought to be held in any one year, unless in exceptional circumstances.
10.5 The shared responsibilities of the steering committee shall be:
a) To regularly review the performance of the Club, specifically in Torpids and Summer Eights, and to discuss how the performance can be improved upon, b) To make suggestions towards the Club’s training programs, and provide such assistance as is expedient, c) To act as a link with the wider alumni, making suggestions towards alumni relations and, either personally or through those contacts, assist with crew mentoring, d) To advise and provide strategic assistance with the Club’s finances, e) To promote the interests of BNCBC; present, past and future.
11.1 Anyone who uses the Club’s equipment, both land and water based, is liable to pay subscriptions for the use of equipment.
11.2 The Treasurer will levy subscriptions once a term, at a reasonable level determined by the General Committee.
11.3 At the General Committee’s discretion, returning Blues rowers may be excused from subscriptions. This reflects their extra effort, expense, and the valuable experience they bring to college rowing.
12.1 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 basis of gender, disability, marital status, creed, social class, ethnicity, age or sexual orientation. Selection of crews, training squads and any other aspect of the sport should be based on merit alone.
13.1 The Club agrees and supports the sentiments of the ARA Child Protection measures, although these typically have no direct bearing upon the running of the Club as its Members are generally over the age of 18.
13.2 In the unlikely event that this situation was to change, the President must immediately convene a meeting of the General Committee to ensure that the Club is adequately prepared to meet the needs of a junior.
14.1 The Executive Committee shall appoint a Member to act as Safety Advisor 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. In the event of a suitable Member being unavailable, these duties will be distributed between the Executive Committee.
15.1 The Club shall prioritise the welfare of its members, and all members are encouraged to speak out about welfare concerns to an authority of their discretion.
15.2 The Club will endeavour to have at least two members trained in welfare support by the university, if feasible at least one of these member’s should not be a member of the Executive Committee in order to reduce conflicts of interest.
15.3 In the circumstance that no member of the Club is welfare trained, the Executive Committee must publish the names of all welfare trained individuals in College. The President shall also write a letter to the relevant authorities in the HCR and JCR to inform of the Club’s position.
15.3 At the end of each year the outgoing committee must publish recommendations to improve the welfare of its members, the incoming Executive Committee must respond to these recommendations and publish their response to all members.
15.4 The Club supports the ‘Good Lad Initiative’, all members that are actively rowing are required to attend a Good Lad Initiative Workshop or similar.
15.5 Any Member of the Executive or General Committee who is found to be discussing disclosed information relating to a welfare issue with individuals tangential to the welfare process will be reported to a relevant authority.
15.6 Code of Conduct
15.6.1 The Club agrees and supports the Code of Conduct outlined by British Rowing. This Code of Conduct will be published by the Executive Committee at the start of every academic year and must be adhered to by all Members of the Club.
15.6.2 The Club can amend this Code of Conduct with new codes but cannot remove codes published by British Rowing.
15.6.3 Proposal of new codes follows the same rules as amendments to the Constitution and is outlined in 20.1 and 20.2.
15.6.4 Any member, at their own discretion, can report anyone who is found to be breaking its Code of Conduct to the Senior Member or an appropriate authority.
16.1 The General 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 General Committee but shall be the responsibility of the Club as a whole.
17.1 The Club shall not terminate except by a resolution of an Extraordinary General Meeting convened for this purpose.
17.2 In such an event, any surplus assets shall be handed over to a body with similar objective, or to a charity or charities agreed at the Executive General Meeting.
18.1 Each member upon joining the Club will sign this declaration (amended November 2010):
To be accepted as a member you must sign this declaration (together with your parent/guardian if you are under 18 years of age)
Rowing and its associated training can be a strenuous activity. You must be in good health and have no medical or physical condition precluding heavy exercise. If there is any doubt, you must consult your doctor. Some conditions, such as asthma or diabetes, do not prevent individuals participating in the sport, but you must inform your coach and captain of any condition that might put you or others at risk. BNCBC and its Committee accept no liability for injury, death or loss of personal possessions beyond that required by UK law.
For your own safety it is important that you are a competent swimmer. As a minimum you must be able to pass the OURCs swim test: 50 metres in light clothing, including 5m underwater, and one minute of treading water. If you cannot meet this requirement then you will not normally be able to participate in the sport.
Every member of BNCBC is liable to a subscription charge of £20 per term, paid via batels, as a minor contribution to coaching costs / equipment upkeep.
I have read and understood both the Health and Swimming Ability statements above and declare that I can meet the minimum swimming requirements, I have no need to seek medical approval or have been passed medically fit to row, and I agree to inform the Club of any change in my personal health/swimming proficiency that may put myself or others at risk. I accept that BNCBC and its Committee have no legal liability for injury, death or loss of property beyond that required by UK law. I also agree that I am liable to pay any subscriptions charges levied in accordance with the Club’s constitution.
POWER OF DECISION
19.1 Any matter not provided for in this constitution or any question of interpretation shall be dealt with by the Executive Committee, whose decision shall be final.
19.2 Any responsibility not delegated in this constitution will be the joint responsibility of the Executive Committee.
AMENDMENTS AND ADDITIONS
20.1 Amendments and additions to this constitution, if proposed unanimously by the Executive Committee and voted on by the members present at the AGM, shall be immediately included.
20.2 If proposition by the Executive Committee is not forthcoming, an amendment can be proposed in writing by ten Members. If it is approved by a simple majority at the AGM, it shall be included.