Constitution

CONSTITUTION OF GLOUCESTER ROWING CLUB

Name

1. The Club shall be called the Gloucester Rowing Club.

2. The Club badge shall be the Coat of Arms of the City of Gloucester with crossed oars. The colours of the Club shall be black, white and red.

Purpose

3. The sole objective of the Club is to promote the sport of rowing in the Gloucester area and community participation in the same.

Membership

4. a) Membership of the Club shall be open to anyone interested in the sport of rowing.
b) Any person may apply to join the Club. Such application shall state the name and address of the applicant, and include a statement that the applicant will abide by the constitution and rules of the Club including its Safety Policy, and shall be delivered to the Secretary with a deposit, the amount of which shall be fixed at the Annual General Meeting. The Secretary shall as soon as possible thereafter bring the proposal before the Committee and the proposal will be accepted subject to the approval of the majority of the Committee present. In the event of the proposed member being elected the deposit shall be retained as part payment of their subscription.
c) The Committee may limit membership according to available facilities (including coaches for Junior and inexperienced members) on a non-discriminatory basis.
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, by virtue of 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 a Special General Meeting of members.
e) A person who has been expelled from, or refused membership of, British Rowing, shall not be eligible for membership.

5. There shall be six classes of membership.

a) Senior Members

b) Junior Members - Such Members shall be eligible to row in Junior events under the rules of British Rowing, or engaged in full time education.

c) Volunteer Members - Such Members will cox and coach the Club’s boats or act as an Umpire at Heads and Regattas. They will not be entitled to any other use of the Club’s boats and boating facilities without the express permission of the Captain.

d) Patrons. Such members will not be entitled to any use of the Club’s boats, boating or land training facilities without the express permission of the Captain and will pay a usage fee determined by the Annual General Meeting.

e) Associate Members. Such members will not be entitled to any use of the Club’s boats and boating facilities without the express permission of the Captain and will pay a usage fee determined by the Annual General Meeting.

f) Temporary Members. Such members shall be eligible to use the Club’s boats and boating facilities as agreed by the Captain. Temporary membership will last for a fixed term agreed in advance which will not exceed 4 months; the fee will be agreed by the Committee taking account of the degree of access to Club facilities permitted and any costs that the Club will incur and will be payable in advance. At the end of the membership period, Temporary Members may transfer to another class of membership upon payment of the appropriate fee.

6. Members may transfer between classes of membership upon giving written notification to the Secretary and paying the appropriate fee.

7. Members may suspend their membership for up to 6 months without the need to reapply to join the Club. The start and end dates for the suspension must be notified to the Secretary in writing. During the period that membership is suspended, the individual will have no rights to use the Club’s boats and boating facilities or to vote at General Meetings of the Club.

8. All members of the Club are bound by the Constitution and all rules of Gloucester Rowing Club.

Equal Opportunities Policy

9. The Club is fully committed to the principles of equality of opportunity and is responsible for ensuring that no member, volunteer, employee or job applicant receives less favourable treatment on the grounds of age, gender, disability, race, ethnic origin, nationality, colour, parental or marital status, pregnancy, religious belief, social status, sexual orientation or political belief or is disadvantaged by conditions or requirements which cannot be shown to be relevant to performance.

Cessation of Membership

10. If the subscription of any member shall be in arrears more than fourteen days after written application has been made for it by the Secretary or Treasurer, the Committee may at their discretion remove their name from the list of members, but they shall nevertheless remain liable for their subscription.

11. Any member wishing to resign membership shall give one month’s notice in writing to the Secretary. They shall be liable for any arrears of subscription.

12. Any member violating any of the Constitution, Rules or regulations of the Club or being adjudged guilty of unsatisfactory conduct may be suspended, expelled or required to undertake other appropriate actions. Complaints about the conduct of a member shall be delivered in writing to the Secretary or the Chairman. The Committee will maintain and publish the procedures under which any such complaint will be considered. A member disciplined under these procedures will have the right of appeal to the full membership of the Club at a Special General Meeting called for that purpose. A majority of the votes of the members present will decide whether to uphold the disciplinary measures.

Subscriptions

13. The annual subscription for members shall be fixed at the Annual General Meeting and shall be due on election and, thereafter, to be paid in advance as determined by the Annual General Meeting. The Club will keep subscriptions at levels that will not pose a significant obstacle to people participating.

General Meetings

14. The Annual General Meeting (AGM) shall be held early in September in each year.

15. A Special General Meeting shall be called on the instructions of a simple majority of the Committee, or on a requisition signed by not less than ten members of the Club entitled to vote.

16. The date, time, location and purpose of a General Meeting shall be posted in the Clubroom at least 14 days prior to the meeting. Twenty members at such a meeting forming a quorum.

17. Senior, Junior, Coxing/Coaching, Patron and Associate Members over 16 at the time may vote at a General Meeting. All other members should attend and make known their views in general debate at these meetings, but are not eligible to vote.

18. Members eligible to vote at a General Meeting who are unable to attend the meeting in person for good reason may appoint another member to vote on their behalf. The appointment shall be notified to the Secretary in writing before the meeting stating the reason that the member is unable to vote in person. The appointed member must be eligible to vote in their own right. No member may act on behalf of more than one other member.

19. Motions for discussion at an Annual General Meeting not of origin from within the Committee, shall be lodged with the Secretary at least 30 days preceding the AGM, and be signed by 3 members entitled to vote.

20. 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.

21. Accidental Omission: Accidental Omission to give notice of a meeting to, or the non-receipt of notice of, a meeting by any member shall not invalidate the proceedings of a meeting.

Committee

22. The management of the Club shall be vested in the Chairman, Captain, Secretary, Treasurer, Treasurer-elect, none of whom shall be under 18 years of age, and six members, who shall together form the Committee, three of whom together with the Chairman or Secretary, shall be a quorum.

23. The officers will have the following duties:

A. Chairman: The Chairman will preside at all General meetings of the Club and at all meetings of the Committee, and 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 Chairman shall represent or arrange for the representation of the Club at British Rowing regional level and at meetings of other organisations. The Chairman shall ex officio be a member of any other committee of the Club.

B. Captain: The Captain will be responsible for training, coaching and representation of the Club in competitions.

C. Secretary: The Secretary will 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.

D. Treasurer: The Treasurer's term of office will be from 1st April to 31st March. The Treasurer will be responsible for the collection and disbursement of all monies belonging to the Club and will keep proper accounting records of all such transactions. He or she will present to the members at the AGM an audited balance sheet and income and expenditure account showing the Club’s financial position and the results of its transactions for the year ending 31st March. The transactions of the Club will be conducted through a bank account and will require the signatures of any 2 of 4 members of the Committee who have been designated for the purpose. The AGM may set a limit below which transactions can be authorised by a single signatory.

24. The Committee shall be elected at the Annual General Meeting. The retiring members shall be eligible for re-election.

25. Only those persons eligible to vote and who have been members continuously during the preceding twelve months shall stand for election to the Committee or propose any member for election. Patrons and Associate Members shall constitute less than half of the Committee.

26. a) In addition to the above officers, the members may in open meeting elect a President and a Vice-President to hold office for such period or periods as may be determined from time to time. It shall not be a pre-requisite of such offices that the holders should be members of the Club.

b) The Coaches who have signed up to the Junior Policies under British Rowing’s ClubMark scheme shall elect a Junior Co-ordinator, subject to ratification by the Committee.

c) The Committee shall appoint: a Club Welfare Officer; an Honorary Safety Adviser; and a Membership Secretary.

These office holders and Past Presidents, who are members of the Club, may attend Committee meetings but may not vote unless elected to the Committee in their own right. Other Club members may attend meetings at the Chairman’s discretion.

27. Any member elected to serve on the Committee shall attend at least half of the Committee Meetings. If they do not do so, the Secretary shall report this to the next Annual General Meeting.

28. The Captain shall nominate members, who shall not be under 18 years of age, who will serve as Vice Captains, subject to ratification by the Committee. All duties given to the Captain may in his/her absence be exercised by the Vice Captain(s), including voting at Committee meetings.

29. In the event of any Committee member or Vice-Captain retiring before their term of office shall have expired, the Committee shall have the power to fill the vacancy until the next General Meeting.

30. The Committee shall meet at regular intervals during the year, as required by the business to be transacted.

31. Special meetings of the Committee shall be called by the Secretary on instructions from the Chairman, or not less than three committee members.

32. The Committee and individual committee members should act according to high ethical standards, and ensure that conflicts of interest are properly dealt with.

Auditor

33. The Club’s accounts shall be audited annually by a qualified auditor or by two members of the Club appointed by the Committee, and shall be laid before the Annual General Meeting.

Distribution of Profits

34. In no circumstances can any profit be distributed to members, but any profits earned shall be used in furthering the objects of the Club.

Wine Committee

35. The purchase for the Club and supply by the Club of intoxicating liquor, tobacco and other excisable goods shall be under the control of a committee called the Wine Committee. The Wine Committee shall consist of the Secretary, Treasurer and three other members appointed annually by the General Committee from its elected members, all such members of the Wine Committee being of the age not less than 18 years. Any members of the Wine Committee ceasing to be a member of the General Committee shall automatically cease to be a member of the Wine Committee. The Wine Committee shall cause an account to be kept of all purchases and receipts and shall present a report and financial statement for the preceding year at each Annual General Meeting. The net balance of any profits received by them, and any other monies designated by the General Committee, shall be transferred to an account designated for special purposes and that withdrawals from this account may only be authorised by a valid resolution made by a Special General Meeting for that specific purpose.

36. The Wine Committee shall regulate the supply of intoxicating liquor in accordance with the Licensing and Excise Laws in particular shall ensure that:

a) Intoxicating liquor for consumption off the premises is supplied only to members in person.
b) Intoxicating liquor shall not be supplied to persons who are not members or the guests of members except as follows:

1. Members of other Clubs invited by the Committee
2. Guests invited by the Committee
3. Persons attending functions organised by or on behalf of the Club provided that the number of functions to which this rule applies shall not exceed twelve in any one calendar year
4. Persons attending private functions promoted by and being the responsibility of a member and being authorised by the Committee; at which function such member shall be present

c) Intoxicating liquor is supplied only during the licensing hours for the City of Gloucester and the hours permitted by special order of exemption.
d) No other person may supply intoxicating liquor upon the Club premises.
e) Intoxicating liquor is not supplied to persons under 18 years of age.
f) At least 48 hours before any function organised by, or on behalf of, the Club or any private function held at the Club, notice shall be given to the Gloucester Police.

37. The following categories of guests may be introduced to the Club:

a) Members of other Clubs invited by the Committee
b) Other guests invited by the Committee
c) Persons attending functions organised by or on behalf of the Club provided that the number of functions to which this category applies shall not exceed twelve in any one calendar year
d) Persons attending private functions promoted by and being the responsibility of a member and being authorised by the Committee, such member being present at such function, the number of guests in this category being limited to 60 at any one function
e) Persons invited to the Club by a member subject to the following restrictions:
1 No member shall invite more than two guests at any one time
2 No guest shall be introduced on more than six occasions in any one year
3 A member inviting a guest to the Club shall sign his name in the Visitors Book

Termination

38. The Club shall not be dissolved without the consent of two thirds of the members present and voting at a Special General Meeting convened for the purpose. In the event of dissolution being resolved the property of the Club shall be sold, and after payment of all debts and any loans to members the net assets are to be applied to:

a) the promotion of rowing in the community
b) the purposes of another Community Amateur Sports Club or
c) the purposes of a charity

Alteration of Constitution

39. This Constitution shall not be altered without the consent of two thirds of the members present and voting at a General Meeting called for that purpose. Proposed changes to this Constitution must be displayed for a minimum of 10 days before the General Meeting at which they are to be discussed.

Safety

40. The General Committee will devise and publicise a Safety Code for the Club observing guidance of water safety issued by British Rowing and through RowSafe. It is the responsibility of all Club members to ensure that the code is observed. All Club members must sign a declaration that they have read and will abide by the Safety Code. The Committee may appoint an Honorary Safety Adviser to advise them on the contents and implementation of the Safety Code. The Safety Adviser, Captain, Vice Captain(s) or Secretary, or in their absence any other officer of the Club may stop any activity by Club members that they consider unsafe.

Child Protection and the Protection of Vulnerable Adults

41. The Club accepts the policy and procedures relating to Child Protection and the Protection of Vulnerable Adults as set out by British Rowing, and requires all members to accept them as a condition of membership.

42. An individual or member with a complaint about treatment by the Club should set out their grievance, in the first instance to the Club Chairman. The Club will seek to deal with complaints in a fair and timely manner, with reference to British Rowing’s Guidelines on Grievance and Disciplinary Procedures in Rowing.

Trustees

43. The Committee may appoint Trustees to act on behalf of the Club. If needed, there should be at least 2 and no more than 5 Trustees. Trustees shall give 3 months’ notice in writing to the Secretary of their intention to retire from the office. The Committee will ensure that the Land Registry and any other relevant bodies are notified of changes of Trustees.

Liability

44. 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 Committee, but shall be the responsibility of the Club as a whole. The Committee should ensure that adequate and appropriate public or preferably civil liability insurance is in place to cover all the activities of the club, its committee, trustees and members.

Power of Decision

45. 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.

Precedence

46. In cases of conflict, the Constitution of Gloucester Rowing Club takes precedence over any other Rules of Gloucester Rowing Club.

Last changed: 5th September 2016