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1: ADMINISTRATION

1.1 Purpose of this Document

This document, with the addenda of Appendix 1, the Rules of Racing, shall form the Constitution of Oxford University Rowing Clubs (OURCs).

to do: election rules; not campaigning against candidates.

1.2 Aims of OURCs

The aims of the Oxford University Rowing Clubs (OURCs) are to:

  1. Support rowing within the University;
  2. Organise inter-college rowing competitions;
  3. Assist member clubs to develop and maintain a safe approach to rowing;
  4. Oversee the conduct of college crews; and,
  5. Represent the interests of the College and University Boat Clubs.

1.3 Compliance

  1. OURCs shall be administered in accordance with the regulations for University clubs which are published from time to time in the Proctors’ and Assessor’s Memorandum (“the Proctors’ Memorandum”)
  2. The activities of OURCs will at all times be conducted in accordance with the following University policies and codes of practice in force from time to time: Integrated Equality Policy, Code of Practice on Harassment and Bullying, and Code of Practice on Freedom of Speech.
  3. Any event or competition which is approved or advertised by OURCs as an official event of OURCs shall first be approved by the Proctors and relevant local authority. OURCs shall submit to the Proctors an event plan and risk assessment, together with documentary evidence of appropriate insurance cover. OURCs shall observe such conditions as the Proctors may then attach to the running of the event.
  4. No member of OURCs shall participate in any activity overseas organised by OURCs, whether during term-time or vacation, unless the plans for such activity have been notified at least one calendar month in advance of the date of departure from the United Kingdom to the Director of Sport. Each member participating in such activities overseas shall observe any conditions imposed by the Proctors on the recommendation of the Director of Sport, e.g. relating to the deposit of contact addresses, fulfilment of health, safety and insurance requirements, and stipulation of coaches, trainers or Senior Members to accompany the trip.

1.4 Membership of OURCs

  1. Membership of OURCs shall be open to the University Boat Clubs and College Boat Clubs.
  2. University Boat Clubs shall refer to the following clubs:
    1. Oxford University Boat Club (OUBC)
    2. Oxford University Women's Boat Club (OUWBC)
    3. Oxford University Lightweight Rowing Club (OULRC)
    4. Oxford University Women's Lightweight Rowing Club (OUWLRC)
    College Boat Clubs shall refer to the following clubs:
    1. Boat Clubs representing the Colleges and Permanent Private Halls of Oxford University
    2. Osler House
  3. Boat Clubs may apply for affiliation to OURCs at a Captains' Meeting upon the presentation of a request signed by a 10 members of the Club, one of which shall be the designated point of contact (as defined in C4.2), and another the designated Senior Member.
  4. Any motion to disaffiliate a College Boat Club is treated as a constitutional amendment (C12).
  5. College Boat Clubs automatically cease to be affiliated on the 1st October if, in the previous year, they have not entered for any OURCs events, paid British Rowing affiliation fees or submitted a British Rowing Safety Audit.

1.5 Membership Requirements

  1. All Member Clubs as defined in C3 are responsible for ensuring that their members abide by the OURCs Constitution and Code of Conduct.
  2. All Member Clubs are required to provide details of points of contact. For University Boat Clubs, this must include their President and their Senior Member. For College Boat Clubs, this must include their Senior Member, and two captains.
    1. In the case of St Benet's, "and two captains" shall be read as "and their captain".
  3. The Senior Member of a College Boat Club must be a member of the College, or be otherwise clearly associated with the Boat Club, with the right to be present at the governing body meetings of that College.
  4. All Member Clubs are required to maintain their own constitution, risk assessment and safety plan and must send any of these upon request by the Rowing Sabbatical Officer.
  5. All Member Clubs are required to be affiliated to British Rowing. Should a club become suspended by British Rowing they are automatically suspended by OURCs until reinstated by British Rowing.
  6. All Member Clubs are required to hold sufficient cover to ensure against potential injury to their own members, or claims from Third Parties.
  7. All College Boat Clubs are required to pay an affiliation fee to OURCs, before the Sunday of 5th week of Michaelmas term, which will be used solely to fund the OURCs Sabbatical Officer. College Boat Club affiliations will be based on the number of boats competing in the Eights competition preceding the year of affiliation (excluding boats that fail to row on). The fee per crew must be confirmed in the first Captains' Meeting in Michaelmas Term. Any affiliation fee unpaid by Sunday of 5th Week may be subject to additional levies at the discretion of the OURCs Treasurer and president and College Boat Clubs with any unpaid fees beyond this date may not enter or compete in OURCs events.

1.6 OURCs Committee

  1. The OURCs Committee shall further the aims of OURCs, as defined in C1.
  2. The OURCs Committee shall consist of:
    1. The OURCs Chair, who shall be the President of OUBC in academic years commencing in even years and the President of OUWBC in academic years commencing in odd years, and whose duty is to Chair OURCs Captains' Meetings.
    2. The OURCs President, whose duties are to:
      1. Manage the affairs of OURCs.
      2. Act, or appoint a suitable deputy in each case to act, as Race Secretary for OURCs events.
    3. The OURCs Treasurer, whose duties are to:
      1. Oversee and keep a proper record of the financial transactions of OURCs.
      2. Issue invoices, receipts and payments as authorised.
      3. Issue, collect, and keep a record of fines.
      4. Notify clubs of any fines or other penalties incurred by breach of OURCs rules.
      5. Collect and keep a record of entry fees for OURCs events.
      6. Assess and distribute fine income to the University Boat Clubs.
    4. The Captain of Coxes, whose duties are to:
      1. Advise coxswains of the technique of coxing, safety and the rules of the Isis.
      2. Work with Oxford University Coxswains Society (OUCS) to issue coxing licenses, assess coxswains' status and maintain the register of coxswains.
      3. Advise on penalties to be imposed on individual coxswains for infringements of OURCs rules.
    5. The OURCs Webmaster, whose duties are to update and manage:
      1. the OURCs website
      2. the OURCs mailing lists
      3. the entries system
    6. The OURCs Sabbatical Officer, whose duties are detailed in the OURCs Sabbatical Officer's job description, which is available from the OURCs President or the Oxford University Director of Sport.
    7. The OURCs Senior Member.
    8. No more than fifteen Ordinary Members, who shall assist the OURCs President, Race Secretaries and Captain of Coxes with their duties.
  3. Not less than half of the OURCs Committee shall consist of members of the University of Oxford.
  4. The following shall be Elected Committee Members, and shall be elected in accordance with C7.
    1. The following shall be Non-Elected Committee Members:
      1. Ordinary Committee Members, who shall be co-opted by the OURCs President at an OURCs Committee Meeting
      2. The Chair, as in C5.2a
      3. The OURCs Senior Member, who shall be appointed annually by the OURCs Committee.
    2. All Non-Elected Committee Members shall be subject to ratification at the next OURCs Captains' Meeting.

1.7 Captains' Meetings

  1. The OURCs Captains' Meeting shall constitute the General Meetings of OURCs.
  2. There shall be at least one Captains' Meeting each Term.
  3. Any member of the OURCs Committee may call a Captains' Meeting, although normally it is the duty of the OURCs President or the OURCs Sabbatical Officer.
  4. Notice of a Captains' Meeting must be delivered to all College Captains and OURCs Committee Members at least 48 hours before the meeting. The agenda for every Captains' Meeting must be made available at least 48 hours before the meeting.
  5. A Captains' Meeting must be called within two weeks of a written request from five Captains of different College Boat Clubs to a member of the OURCs Committee. This request shall state the business to be brought before the Meeting, which must be included on the agenda for the Meeting.
  6. The quorum for a Captains' Meeting is 5 members of the OURCs Committee plus Captains from 15 different College Boat Clubs.
  7. The OURCs Chair shall normally chair Captains’ Meetings, unless resolved otherwise at the Meeting. The chair may not propose or second motions, and may only vote in the event of a tie.
  8. Only the following may propose, second or vote on motions:
    1. Captains or designated representatives of College Boat Clubs, with each college limited to two votes.
    2. Members of the OURCs Committee.
    3. Members of the University Boat Clubs who have been awarded rowing Blues or Half-Blues in the preceding 12 months.
    4. Senior Umpires who have been ratified by a Captains' Meeting in the preceding academic year.
  9. Motions:
    1. Motions may be proposed in advance of the meeting, in which case they shall be included on the agenda. Motions, other than those relating to the Constitution may be raised during the Meeting.
    2. At least one of the proposer and seconder of a motion (preferably the proposer) must be at the meeting before a vote can be called.
    3. Motions that require the use of OURCs’ funds for the University Boat Clubs, or any single College Boat Club may not be proposed without the approval of the OURCs President and OURCs Treasurer.
  10. Voting:
    1. Except where otherwise stated, all motions shall be decided by a majority of those present and voting.
    2. Each person at the meeting shall exercise only one vote, even if they are eligible to vote on more than one different ground.
  11. At least one representative of each College Boat Club shall be required to attend each meeting.
  12. No motion which requires the spending of OURCs' funds shall be passed without the presence of the Treasurer (or appointed deputy).

1.8 Election and Ratification of Committee Members

  1. All elections must appear as an agenda item for the Meeting.
  2. All candidates must be nominated and seconded by those entitled to vote.
  3. If only one candidate stands for a position, they must achieve a majority of votes in favour over votes against.
  4. If two or more candidates run, then the one who receives an overall majority of votes cast shall be declared the victor. If no candidate receives an overall majority, a second vote shall be taken between the two candidates receiving the highest number of votes in the first ballot.
  5. With the exception of the OURCs Sabbatical Officer, elections have immediate effect from the end of the Captains' Meeting, unless otherwise resolved at the Meeting.
  6. Should a post fall vacant, a new election shall be held at the next Captains' Meeting. In the interim period, the OURCs President may appoint a suitable person to act as deputy.
  7. Committee posts are held for a maximum of 4 terms before requiring re-election, starting with the term in which the post was taken up.
  8. The OURCs Chair is elected by the members of their squad, and is subsequently ratified at a Captains' Meeting.
  9. The Senior Member is elected by the OURCs Committee, and holds the office until they retire, resign, or a new member is elected by the OURCs Committee. Such a vote requires a two-thirds majority of voting Committee Members to be passed.
  10. A list of candidates for the post of OURCs Sabbatical Officer, approved by COUR, shall be voted on by the Captains according to the procedure above (C9.3-4).
  11. Upon retirement, resignation, or a vote of no confidence all committee members must hand over any OURCs documents or property (including intellectual property rights) in their possession.

1.9 Removal of Committee Members

  1. Any Elected OURCs Committee Members may be removed by a vote of no confidence at a Captains' Meeting.
  2. Such a motion shall be treated as a constitutional amendement.
  3. If a motion of no confidence is passed, the subject will be regarded as dismissed with immediate effect.
  4. If a motion of no confidence in the OURCs Sabbatical Officer is passed, the OURCs President shall request the Director of Sport to take immediate appropriate action in line with University employment policies.
  5. Removal of Non-Elected OURCs Committee Members may be performed at an OURCs Committee Meeting.

1.10 OURCs Committee Meetings

  1. A formally convened Meeting of the OURCs Committee has the interim power to:
    1. interpret the Constitution, Code of Conduct and Rules of Racing.
    2. Appoint and remove non-elected Committee Members, subject to ratification at the next Captains' Meeting.
  2. Any member of the OURCs Committee may call a Committee Meeting, although normally it is the duty of the OURCs President.
  3. Notice of a Committee Meeting must be given to all OURCs Committee members at least 24 hours before the meeting.
    1. In the case of the business before the Committee Meeting being a major transgression, the Captains and Senior Member(s) of the club(s) involved should also be given 24 hours' notice before the meeting is convened.
    2. The Captains or Senior Member(s) may be permitted to make a statement in their defence, either in person or in writing, before any sanctions are decided.
  4. The quorum for an OURCs Committee Meeting is 5 members of the OURCs Committee.
  5. Normally the OURCs President shall chair the Meeting, unless otherwise resolved at the Meeting.

1.11 Alteration of the Constitution and Code of Conduct

  1. The Council of Oxford University Rowing (COUR) has the authority to require changes to be made on safety grounds to sections of the Constitution and Code of Conduct. These changes shall be made, and publicised to members of OURCs, within 24 hours of the COUR ruling. At the next Captains' Meeting a representative of COUR will explain the changes and the reasoning behind them, and record the captains' response to be relayed back to COUR.
  2. A formally convened Committee Meeting may alter the Constitution for the purpose of correcting typographical, grammatical, formatting and numbering errors, subject to ratification at the next Captains' Meeting.
  3. Changes to the Constitution, Code of Conduct and the Rules of Racing, other than those listed in 1.10.1 and 1.10.2, may only be made at a Captains' Meeting.
  4. Proposed alterations to the Constitution must appear as an item on the agenda circulated in advance of the Meeting.
  5. Motions to alter the Constitution require a 2:1 majority of those in favour to those against, and an overall majority of those present and eligible to vote.
  6. Alterations to the Code of Conduct and Rules of Racing require a simple majority.

1.12 Senior Umpires

  1. Senior Umpires shall be appointed for one academic year by the OURCs President and ratified at the next Captains' Meeting.
  2. A person may be eligible for appointment as a Senior Umpire following a suitable period of training by the existing, ratified Senior Umpires.
  3. Senior Umpires are entitled to vote at Captains' Meetings, as specified in C6.8d.
  4. Once ratified, a Senior Umpire shall only be removed by a vote of a Captains’ Meeting, except during racing when a Senior Umpire may be removed by the Race Secretary and a majority of the other ratified Senior Umpires acting together.

1.13 Indemnity

  1. So far as may be permitted by law, every member of the Committee and every officer of OURCs shall be entitled to be indemnified by OURCs against all costs, charges, losses, expenses and liabilities incurred by him or her in the execution or discharge of his or her duties or the exercise of his or her powers, or otherwise properly in relation to or in connection with his or her duties. This indemnity extends to any liability incurred by him or her in defending any proceedings, civil or criminal, which relate to anything done or omitted or alleged to have been done or omitted by him or her as a member of the Committee or officer of OURCs and in which judgement is given in his or her favour (or the proceedings are otherwise disposed of without any finding or admission of any material breach of duty on his or her part), or in which he or she is acquitted, or in connection with any application under any statute for relief from liability in respect of any such act or omission in which relief is granted to him or her by the Court.
  2. So far as may be permitted by law, OURCs may purchase and maintain for any member of the Committee or officer of OURCs insurance cover against any liability which by virtue of any rule of law may attach to him or her in respect of any negligence, default, breach of duty or breach of trust of which he or she may be guilty in relation to OURCs and against all costs, charges, losses and expenses and liabilities incurred by him or her and for which he or she is entitled to be indemnified by OURCs by virtue of paragraph 1.

1.14 Sponsorship

Sponsorship agreements both signed by the Treasurer and President of OURCs shall be recognised by OURCs and treated as though the agreement is between OURCs and the sponsor. Any liability incurred by the signatories when signing as representative officers of OURCs, shall be indemnified by OURCs.