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Boat Club Exec: Constitution[Back to Boat Club Exec]The Constitution of the Lady Margaret Hall Boat Club The membership and rights of the LMHBC Executive Committee The membership and rights of the LMHBC Executive Committee 1. The LMHBC Executive Committee, henceforth referred to as "the Exec.", comprises 11 positions: President; 2. Only the position of Social Secretary and Vice Captains may be held by more than one person at one time. 3. Subject to the electoral rules (see section D), any individual may hold more than one position on the Exec. provided at least one of the positions held by that individual is Captain of Coxes, Alumni Relations Representative or Website Administrator. Indeed, individuals holding these positions are encouraged to hold further positions. 4. At least one member of the Exec. must have coxing experience. 5. All members of the Exec. will henceforth be referred to by their titles as quoted above, or collectively as " members of the Exec." or simply "Exec. members". 6. Exec. members are automatically members of LMHBC for their year of office, and they therefore need not pay membership fees for that year. 7. The Exec. meets at least twice every term, once in 0th or 1st Week and once after 4th Week. All meetings are called by the President, the Men's Captain, or the Women's Captain at his/her discretion, although any member of the Exec. may request a meeting to be called. Exec. members are expected to attend all Exec. meetings, but non-members of the Exec. may also attend on invitation by the President. The responsibilities of the Exec members 8. President: It is the primary responsibility of the President, as the figurehead of the Exec. and of LMHBC in general, to ensure that LMHBC is being efficiently run and is promoting itself well in all respects. The President chairs all Exec. meetings. If any issue discussed in an Exec. meeting comes to a vote and the Exec. is split evenly, the President holds the casting vote. He/she also seeks whatever sponsorship LMHBC requires (in the view of the Exec.) and does not already have, as well as promoting relations with any existing sponsor(s). He/she should be equally concerned with the men's boat club as with the women's boat club. The President can receive financial support, to a maximum of £20 per annum, with proof of expenses, for general costs incurred in his/her duties. The President is also responsible for the financial management of the boat club (formerly the domain of the Treasurer). He/she must collect Subs, the level of which is to be agreed by the Exec. every year. At the end of every term he/she should produce a balance sheet for the boat club accounts, which is to be distributed to the Exec. and filed appropriately. He/she also controls the LMHBC Trust Fund with the sole purpose of purchasing new equipment for the boat club. 9. Boat Club Captain: The Boat Club Captain is responsible for the coordination of the boat club’s rowing activities in order that the boat club is focused towards a common goal. The role of the Boat Club Captain is also to reduce the work load placed on the Men’s and Women’s Captains. In this respect, his/her duties include: maintenance of equipment, transport, safety, training allocation on the Isis and coordination of regatta entries (transportation, paperwork, ARA membership etc.). He/she is expected to work closely with the Men’s and Women’s Captain to assist them in improving efficiencies in training. He/she is also responsible for club welfare. 10. Secretary: The Secretary is responsible for all orders for both rowing photographs and LMHBC clothing. He/she may hold a stock of clothing to sell or hire out on behalf of LMHBC. He/she also manages all LMHBC elections (see section E), and supplies Exec. members with such items as headed paper, envelopes, stamps, and books/folders. He/she is also in charge of producing and distributing the LMHBC Newsletter, which should be published at least every term. He/she should also maintain a list of current LMHBC members as well as alumni, along with contact details. 11. Men's Captain: The Men's Captain organises and co-ordinates men's rowing and helps the men's coach devise training schedules for the First VIII. He carries out administrative duties relating to the First VIII, including the appointment of a coach and selection of a crew, although general administrative duties are now covered by the Boat Club Captain. The Men’s Captain should attend OURCs Captains’ Meetings. The Men’s Captain can receive financial support, to a maximum of £20 per annum, with proof of expenses, for general costs incurred in his duties. He must be in the first eight squad. 12. Women's Captain: The Women's Captain organises and co-ordinates women's rowing and helps the women's coach devise training schedules for the First VIII. She carries out administrative duties relating to the First VIII, including the appointment of a coach and selection of a crew, although general administrative duties are now covered by the Boat Club Captain. The Women’s Captain should attend OURCs Captains’ Meetings. The Women’s Captain can receive financial support, to a maximum of £20 per annum, with proof of expenses, for general costs incurred in her duties. She must be in the first eight squad. 13. Men's Vice-Captain: In Michaelmas the Men's Vice-Captain is responsible for putting novice rowers and coxes together into crews. In Hilary and Trinity Terms, he is responsible for organising lower men's crews. He is responsible for finding a coach for all lower men’s crews, although he is encouraged to delegate this job to an informal crew captain when appropriate. He also encourages men who are not rowing competitively to form non-competitive crews. The Men’s Vice Captain can be held by any member of the boat club. 14. Women's Vice-Captain: In Michaelmas the Women's Vice-Captain is responsible for putting novice rowers and coxes together into crews. In Hilary and Trinity Terms, she is responsible for organising lower women's crews. She is responsible for finding a coach for all lower women’s crews, although she is encouraged to delegate this job to an informal crew captain when appropriate. She also encourages women who are not rowing competitively to form non-competitive crews. The Women’s Vice Captain can be held by any member of the boat club. 15. Social Secretary: The Social Secretary organises all social events which are hosted and/or funded by LMHBC. For every LMHBC event, the Social Secretary should provide a detailed ledger of expenses and revenues in computerised format, which should be submitted with receipts to the President, and circulated to the Exec. At the end of the Trinity Term, the Social Secretaries should provide the President and Exec. with a balance sheet for the year, which should be filed appropriately. 16. Captain of Coxes: The Captain of Coxes helps the Men's Captain and Women's Captain, henceforth referred to collectively as the "Rowing Captains", to recruit coxes for the men's and women's crews. He/she also ensures hat LMHBC is always adequately equipped with coxing accessories such as lifejackets and coxboxes. The Captain of Coxes should have coxing experience. 17. Alumni Relations: The Alumni Relations Representative is responsible for maintaining and strengthening relations with Senior Members of the boat club, particularly with Cerberus BC. He/she should assist the Social Secretaries organise social and aquatic events, which Senior Members should be encouraged to attend. The Alumni relations Representative is also responsible for organising invitations for Torpids and Eights Dinners. 18. Website Administrator: The Website Administrator should maintain and update the LMHBC website regularly. He/she should encourage all members of the Exec. to contribute content. 19. Every Exec. position should be contested annually (subject to paragraphs 20 and 21). Exec. elections are called by the President at a suitable point towards the end of the Trinity Term. All candidates must be current members of LMHBC, that is to say, have paid subs or be on the Exec., and all voters must be current members of LMHBC. 20. Any Exec. position for which fewer than 2 candidates are standing separately will not be elected. If on the election day there is only one valid candidate for a position, the President will appoint a suitable individual to the position. 21. If any Exec. member resigns and a by-election therefore becomes necessary, 5 days notice will be given of it to LMHBC so that candidates may present themselves as in paragraphs 19 and 20 and so that all other LMHBC members know where to vote. If there are not 2 candidates, the current President will appoint the new member. In all other respects, by-elections operate as in paragraphs 23-27. 22. If no individual has put himself/herself forward for election onto the Exec. for a particular position, the President should delegate a member of the Exec. to fulfil the duties of the vacant position until such a time as the position can be filled. 23. The current Secretary organises all LMHBC elections. 24. Any two or more candidates who are contesting the same position and who are proposed by the same person and seconded by the same person are deemed to be running jointly. They are thus treated as a single candidate in the case of an election for Social Secretary, or will be asked to change nominees (or failing that be eliminated) in the case of all other positions. No member of LMHBC may propose or second more than one candidate who is running against a candidate whom that member is proposing or seconding. 25. Candidacy and voting for the two Rowing Captains is restricted. Only members of the men's boat club may vote or run for Men's Captain, and only members of the women's boat club may vote or run for Women's Captain. 26. Rules for voting by coxes in the election of Men’s and Women’s Captain: Before the election, the Captain of Coxes shall provide the President with a list of all coxes who are current members of LMHBC (under paragraph 19). The President will decide whether an individual cox has been predominantly coxing either the men or women. The cox shall then be eligible to vote in that election. Should the cox have similar experience, then he/she shall be allowed to choose which election to vote in. 27. Voting is done in a secret ballot by putting a single mark against the name of one's chosen candidate for each position. No further expressions of preference are required. Votes which are not clearly for one candidate will be ignored. Voters may choose not to vote for all positions. The winning candidate for each position is the one who receives more votes than any other single candidate. 28. Votes may be cast in proxy to the Secretary. These votes will not be anonymous to ensure correct procedure. General points concerning the Constitution 29. All Exec. members should always have an up-to-date copy of the Constitution in their possession, and should abide by it as the basic statement of practice of LMHBC. The Secretary should also have several copies of it available for inspection by non-members of the Exec. It may be altered by a majority vote of the full Exec. 30. Equal Opportunities Policy. LMHBC 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. 31. Child Protection Procedures. LMHBC 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. 32. Entrance Fee. Each applicant for membership shall, if his/her application be accepted, pay an entrance fee, the amount of which shall be determined by the members of the Exec. 33. Liability. The Exec shall manage affairs of LMHBC. Financial or legal liability incurred in the rightful exercise of their office shall not, however, be the personal liability of the Exec, but shall be the responsibility of LMHBC as a whole. 34. Distribution of Profits. In no circumstances can any profit be distributed to members, but any profits earned shall be used in furthering the objects of LMHBC. 35. Termination. LMHBC 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 objects or to a charity or charities agreed by the meeting, which formally terminates LMHBC. 36. Power of Decision. Any matter not provided in this constitution, or any question over the interpretation of it shall be dealt with by the Exec whose decision shall be final. 37. Declaration. Each member upon joining shall sign the following declaration: I also confirm that I am able to swim a minimum of 100 metres. Signed: *Should a medical condition exist, this will not necessarily preclude you from membership/participation, but it must be declared." Last amended at a meeting of the Boat Club Exec on 17/11/2005.
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