ST. JOHN'S COLLEGE BOAT CLUB CONSTITUTION
The full name of the Boat Club shall be “St. John’s College Boat Club”, hereafter referred to as the Club.
The Club shall be a constituent member of Durham College Rowing, hereafter referred to as D.C.R., and it shall be affiliated to British Rowing, hereafter referred to as B.R.. Members of the Club will be bound to observe the rules of D.C.R. and of B.R.. The Club shall also be associated to St. John’s College Durham, hereafter referred to as College, and St. John’s College Common Room, hereafter referred to the S.J.C.R.
Motion to change J.C.R. to S.J.C.R and ARA to BR proposed by Sebastien de la Fuente and seconded by Tom Channon.
Membership of the Club will be by subscription on an annual or termly basis, either as a competitive or a recreational member. The Captain and the Treasurer shall keep a list that is to be revised once each term and submitted to the Board of Governors.
4. BOARD OF GOVERNORS
A Board of Governors (henceforth known as ‘The Board’) will serve as the highest authority in the club, and is ultimately responsible for the long-term function of the club. Their Liability in law shall not extend further than the assets of the club from time to time invested in them. The Assets of the club shall remain property of the club unless the club disbands or are placed invested in the Board of Governors by the Captain of Boats. The Board of Governors will act as the constitutional authority for the club, and so shall decide all questions that may arise as to the interpretation of the constitution. The Board shall consist of any persons (henceforth referred to as ‘Governors’), maximum 10, who are voted into by unanimous agreement of other board members or appointed by the Principal of St John’s College. The residing Captain of Boats will sit on the board as an ex-officio member.
With the Board, the Club shall be run under the principles of ‘On the ultimate direction of the board, on the advice of the executive committee for the long-term preservation, function and growth of St John’s College Boat Club’.
5. DUTIES OF THE BOARD
i. The Board shall elect a President of the Board of St John’s College Boat Club (henceforth known as ‘The President’) from amongst its own members.
ii. Governors shall be honorary life long members. The Governors shall be named in the constitution. The current Governors are:
- a) Senior Tutor of St John’s College
- b) The Residing President of the SJCR
- c) Heinz Fuchs
- d) Sebastien de la Fuente
- e) Thomas Rowan
- f) Rosi Jelfs
- g) President(s) of the Regatta Blue Club
- h) Ex officio seat: Residing Captain of Boats
iv. The elected President will carry a deciding vote in the event of an even split of votes.
v. The Principal of St John’s College can remove a Board member.
vi. The Board must in reasonable circumstance meet twice a year, to be organized and convened by the President working with the staff of College.
- The Club Captain must then appear before the board report progress and present the club accounts.
vii. The Board shall be responsible for the creation and maintenance of each 5-year plan. The current 5-year plan will be presented in September 2016. This involves:
- Holding the executive committee to account to ensure the procession of 5 Year-Plans.
- To work as a Board, an in particular with the President of the Regatta Blue Club, to carry out the 5-year plans
- 5-years plans will be created, or in years in between creation, subject to annual reviews during the period of June, July and August.
- 5-year plans will be created in each year ending with a 6, or a 1.
viii. The Board’s Approval Must be sought for the following:
- Amendments to the Constitution
- Purchases and repairs above £500
- Disaffiliation or affiliation with any body, including the S.J.C.R, D.C.R or B.R.
- The Expulsion of any Member
- Disbanding of the Club
x. The Board will approve decisions on a simple majority, except in the cases of constitutional change whereby a super-majority of at least 75% will be needed.
xi. The Board will be responsible for the ensuring the Executive Committee, as well as it’s own activities, facilitates the upkeep of the Regatta Blue Club Fund. The Board will have sole discretion over what funds raised for the fund are spent on, but may receive advice from the Executive Committee of the day.
xii. The President of the Regatta Blue Club will be elected by a majority of the Board of Governors. They may not serve as President for more than one year without a re-election as a result of an open contest, but be re-elected for President of the Regatta Blue Club.
- The President of the Regatta Blue Club will be responsible for running the Regatta Blue Club, and must ensure that the Alumni of St John’s College Boat Club have a society that is both ‘active’ and ‘engaging’.
- Any previous member of St Johns College Boat Club may run for President of the Regatta Blue Club.
6. EXECUTIVE COMMITTEE
An Executive Committee of elected members, hereafter referred to as the Committee, shall administer the Club; Committee members shall also be known as “Officers” of the Club and may all vote at Committee meetings. The Committee shall consist of the Captain, Vice-Captains, Head Coach, Treasurer, Secretary, Social Secretary, Boatmen(s), Health and Safety Officer, Head Cox, and past Captains who are still members of the JCR. On the advice of the Captain, the Executive Committee can create elected ‘Unconstitutional Executive Officers’ to manage areas that are considered temporary, minor or not in need of a constitutional change. There shall be a meeting of the Committee at least four times a year. The Captain shall have the power to call a Committee meeting at any time he deems necessary. All items of business shall be decided on a simple majority.
7. DUTIES OF THE COMMITTEE
i. The Captain
The Captain shall be the Club’s first representative on any committee of D.C.R. or of B.R. The Captain shall, in conjunction with the Committee, be responsible for the day-to-day running of the Club.
The Captain shall have the power to make such rules for the good management of the Club as necessary. This shall include the imposition of fines, at the discretion of the Committee, in situations where damage is caused to Club property by negligence.
The Captain may invite any person, not a member of the Club or College, to become an active member of the Club and invite coaches who are not active members of the Club to coach and crew at such time as he sees fit.
The Captain shall in conjunction with the Vice-Captains, decide the crew selections though the Captain may co-opt crew captains for the purpose, although his decision will be final. Shall be a signatory of the Club account.
The Captain will have the duty to keep the Board informed of any progression.
The Captain will have the duty to ensure there is progression of 5-year plans.
The Captain shall chair committee meetings and be responsible for the creation and management of a timetable of boat usage.
ii. The Vice Captains
There shall be two Vice-Captains: a Men’s Squad Captain and a Women’s Squad Captain. They shall be responsible for the organization of crews. They shall organize and converse with coaches, in order to ascertain the state of crews, as regards to fitness and competence to row, at any time. They shall assist the Captain when necessary.
iii. The Head Coach
The Head Coach shall be responsible for any land training, which may take place The Head Coach shall decide, along with the Captain, the organization and structure of all coaching and be the Club’s Ultimate authority on correct technique.
iv. The Treasurer
The Treasurer shall be responsible for the keeping of accurate accounts by the Club, these may be called for at any time by the Committee. The Treasure shall present the Club with termly accounts and, if asked, inform the Club at any meeting of the current financial situation. The Treasurer shall be answerable to the committee for any discrepancy with the accounts. The Treasurer shall be responsible for obtaining subscription monies or receipts from Competitive and Recreational members of the Club. The Treasurer shall be responsible for the maintenance of the Club account. The Treasurer shall be a signatory of the Club account. The Treasurer shall, with the Captain, make a termly inventory of all equipment owned by the Club for insurance purposes and present this inventory to College. The Treasurer shall be responsible for any further insuring of equipment and any claims resulting from this. The Treasurer, with the Captain, be required to have given consent before any Club expenditure is incurred and be responsible for applications for financial assistance from the college. The Treasurer Shall attend all meetings of the JCR Finance Committee, and shall present both termly and annual accounts to the Finance Committee. The Treasurer may not be the current Captain.
v. The Secretary
The Secretary shall prepare an agenda for non-emergency meetings of the Committee. The Secretary shall write the minutes of all meetings of the Club. The Secretary shall be responsible for entering crews in competitions and shall keep a record of the Club’s performance. The Secretary shall be responsible for notes, memos etc. to any active member, and, if necessary, shall keep a record of the correspondence. The Secretary shall be responsible for any Club publicity that may be necessary. The Secretary shall be responsible for administrative issues, including the issue of Boat House keys. The Secretary shall be responsible for the seeking of all sponsorship of the Club. The Secretary shall take on the responsibility of Health and Safety Officer. In this regard, they shall be in charge of maintaining good Health and Safety practices within the Club. Shall be responsible for ensuring the Club abides by the Health and Safety rules of DCR and British Rowing. Shall be responsible for First Aid in the Club and displaying on the boathouse wall all qualified first aiders within the Club. Shall be responsible for producing or reviewing a document on good water practice guidelines and responsible for informing all new members of the Club of the above rules and guidelines.
vi. The Social Secretary
The Social Secretary shall be responsible for organizing and social events and fund-raising activities within the Club.
vii. The Boatmen(s)
The Boatmen shall be responsible for the general safety and condition of all equipment (including the boathouse) and shall ensure necessary repairs are made. The Boatmen are responsible for the upkeep and maintenance of boats.
viii. The Head Cox:
The head cox shall be responsible for the recruitment and training of new coxes and to teach them the basics of coxing. The head Cox shall be aware of and resolve issues that arise between coxes and their crew on a day-to-day basis.
8. GENERAL MEETINGS
There shall be at least three clear days notice of any General meeting of the Club, which shall be announced by the Secretary. The Executive shall meet at a date not more than five days before this date. If presented with a petition to call a General meeting signed by at least 50% of the active membership, the Executive must call a General meeting within 48 hours of it being presented. The Executive shall also have the power to call an emergency General meeting at any time. The Captain shall be the Chairman. In his or her absence one of the Vice-Captains shall be Chairman.
The first business of each meeting shall be the reading of the minutes of the last meeting and, if necessary, the amending of the Constitution. A majority of two-thirds of the active members may amend the Constitution.
When approved they shall be signed, by the Club Captain, before seeking approval from the Board for the changes.
Each motion shall be brought in a similar way to that in a SJCR meeting, and shall be voted on by simple majority. Any member of the College may attend a General meeting but only paid-up, active members of the Club shall be entitled to vote on any resolution. The Chairman shall have a casting vote. Voting by proxy shall not be allowed, but postal votes may be accepted at the Chairman’s discretion.
The Captain(s) of the Club shall be elected at the final General meeting of the Summer Term for the following academic year. Joint Captaincy is permissible. The Officers of the Club shall be also elected at the final General meeting of the Summer term. Nominations with a Proposer and Seconder must be given to the Captain at least 72 hours before the meeting. The election of the Executive shall be voted by secret ballot.
Colours shall be awarded at the discretion of the Executive to any member of the Club who has won either a B.R. approved, non-B.R. Approved or D.C.R. regatta or head race, and/or whom the committee feels has contributed to the running of the Club.
10. USE OF EQUIPMENT
No non-member may use and equipment belonging to the Club without prior permission of the Captain of Boats.
The decision to lend boats for periods in excess of one week and the specific conditions attached to each lending shall be decided by the Committee on a case-by-case basis.
Coaches shall be entitled to retain a key to the Boat House, subject to a deposit of an amount to be set by the Committee and to availability. Keys shall be granted to coaches in order of seniority.
All damage to equipment or property of the Club shall be reported to the Captain immediately, in writing, and logged by the Boatmen for repair.
Use of expensive equipment bought by the Regatta Blue Club Fund listed below require permission of the Board for other clubs to use them:
- Wintech fine racing 8 –‘’
- Janousek fine racing 8 – ‘Mally Yates’
11. RULES OF THE CLUB
The D.C.R. rules of the river shall be observed at all times. The Committee has the power to report those to who do not observe the rules of the river to the Board, who can remove their membership.
The standing orders of the Club shall be taken directly from those relevant sections of the SJCR standing orders, with the Captain deciding upon the relevance of each part and also their interpretation. Membership of the Club shall be open to all SJCR members, except insofar as a specific exemption has been granted by the SJCR in accordance with Clause III.2 [no discrimination policy] of the SJCR Constitution.
The Club shall follow the SJCR’s No Discrimination Policy in all matters, except insofar as a specific exemption has been granted by the SJCR in accordance with Clause III.2 of the SJCR Constitution.