Twickenham Rowing Club Constitution and Rules August 2024
1. NAME
The Club shall be known as Twickenham Rowing Club hereinafter known as ‘the Club’. The Club colours are magenta and dark blue.
2. PURPOSE
The purposes of the Club are to promote the amateur sport of rowing in Twickenham and the surrounding area and community participation in the same. The Club will facilitate rowing under the Rules and Conditions of British Rowing.
3. MEMBERSHIP
3.1 Membership of the Club shall be open to anyone interested in the sport of rowing on application regardless of sex, age, disability, ethnicity, nationality, sexual orientation, religion, or other beliefs in accordance with the Equal Opportunities Policy (Section 4). However, limitation of membership according to available facilities will be determined by the Club’s Committee on a non-discriminatory basis.
3.2 The Club has different classes of membership and subscription on a non- discriminatory and fair basis. The Club will keep subscriptions at levels that will not pose a significant obstacle to people participating.
3.2.1 Classes of Membership
3.2.1.1 Full Rowing: Members over the age of 18 years of age as at 1st September of the membership year and are eligible to represent the Club at Head Races and Regattas
3.2.1.2 Recreational: Members over the age of 18 years who require permission from the captain to race
3.2.1.3 Student: As full rowing, but full-time students as evidenced by a current and valid SU card or indentured apprentices.
3.2.1.4 Junior: Members under 18 years of age as at 1st September of the membership year and are eligible to represent the Club at Head Races and Regattas
3.2.1.5 Non-Rowing: Members who are not entitled to use the rowing equipment but may be eligible to use the land training facilities and equipment dependent on type of membership within this category.
3.2.1.6 Trial/Temporary: Members trying out the Club’s facilities, undergoing a course of instruction. Members using the Club’s facilities on a temporary basis. Temporary membership confers no rights and will not normally exceed 2 months.
3.2.1.7 Life: At the discretion of the Committee long standing members of the club may apply for life membership.
3.3 The Club Executive Committee may refuse membership, or remove it, for good cause such as conduct or character likely to bring the Club or sport into disrepute or any contravention of the Club’s Code of Conduct or Bye-Laws. Appeal against refusal or removal may be made to the members. (See section 7.2 below).
3.4 Election of Membership
3.4.1 Applicants for membership and members renewing their membership will abide by the Rules and Bye-Laws of the Club and by the Rules and Regulations of the sport of rowing as set out by the National Governing Body (British Rowing). Applicants are required to sign a form to confirm this agreement. (A copy of the Rules and Bye-Laws shall be available to the members via the club web site or on application to the Club Secretary).
3.4.2 The Junior membership application form shall be counter-signed by the candidate’s parent or guardian.
3.4.3 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 the members. (See section 7.2 below).
3.5 Restriction A person who has been expelled from, or refused membership of, British Rowing shall not be eligible for membership.
4. EQUAL OPPORTUNITIES POLICY
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.
5. CHILD PROTECTION PROCEDURES
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.
6. SUBSCRIPTIONS
6.1 The rates of annual subscription may on the recommendation of the Committee be changed within a margin of +/- 10%. Any increase above 10% will be ratified by a motion at a General Meeting. (See section 13).
6.2 The subscriptions of all members become due on 1st April each year.
6.3 Any subscription due from trial/temporary members will be at the discretion of the Committee.
6.4 Family groups consisting of at least one adult member and related child under the age of 18 will be offered reduced rates of subscription as the Committee may decide.
6.5 Rowing members paying their subscription promptly shall receive a discount as the Executive Committee may decide.
6.6 Subject to Committee approval, payment by monthly instalments may be available to rowing members.
6.7 No Member whose subscription or other liabilities are in arrears shall be entitled to use any Club boat, to represent the Club at any Regatta or participate in any General Meeting of the Club.
7. CESSATION OF MEMBERSHIP
7.1 Any member may resign giving one month's clear notice in writing to the Membership Secretary or the Executive Committee but shall not be entitled to any refund of any membership subscription already paid or due.
7.2 Any member violating any of the rules or regulations of the Club (including safety guidelines), or being adjudged guilty of unsatisfactory conduct or contravening the Club’s Code of Conduct may, by resolution of the Committee, be suspended or
expelled. Any member so suspended or expelled may appeal with reference to the Club’s Grievance and Disciplinary procedure.
7.3 Any hearings panel must give a fair and independent hearing to the appellant within an appropriate timescale as set out in the Club’s Grievance and Disciplinary procedure. Hearings must not contravene the Human Rights Act 1998 or any other policies of the Club and British Rowing. [Note: See Club’s Grievance and Disciplinary procedure developed with reference to current Guidelines on Grievance and Disciplinary Procedures in Rowing published in the British Rowing Almanack and downloadable from the website www.britishrowing.org ]
7.4 A member shall be deemed to have resigned from the Club if, after due notice in writing, they have not paid by 31st July the annual subscription which became due on 1st April each year. This means they forfeit the right to use the club facilities. They may, however, rejoin at any time during that year, subject to the provision of Section 3 above.
8. GRIEVANCE AND DISCIPLINARY PROCEDURES
An individual or member with a complaint about treatment by the Club should set out their grievance, in writing, in the first instance to the Club Chairperson or President. The Club will seek to deal with complaints in a fair and timely manner, with reference to the Club’s Grievance and Disciplinary procedure policy.
9. DISQUALIFICATION FROM HOLDING OFFICE
Only members entitled to vote are eligible to hold office.
10. COMMITTEE
10.1 The Committee shall conduct the affairs of the Club and consist of an Executive Committee made up of key Officers (Chairperson, President, Captain, Treasurer, Secretary, Membership Secretary, House Steward and two Senior Members, where a Senior Member is one that is either a Vice President or has been a member of the club for ten or more years) and three supporting Sub-Committees which will have distinct areas of responsibility. The Executive Committee will be the overarching decision-making body, within the Committee structure, to make and execute actions on behalf and in the
interests of the Club and its members. It will shape the Club’s strategic direction, policies, and operations. The Sub-Committees will have delegated authorities under their respective remits. The Executive Committee will, however, be the ultimate arbiter within the Committee structure.
10.2 The three Sub-Committees will be Rowing, Finance and People. The Sub-Committees will support the Executive Committee. The Sub-Committees will have delegated authorities under their respective remits. The Sub-Committees will support the Executive Committee by providing monthly updates and requests for action. The other Officers (Events/Bar Steward, Welfare and Safety Advisor) will sit on the Sub- Committees but will attend the Executive Committee when required.
10.3 A maximum of 2 Junior members, over the age of 16 (at the date of the AGM on which they are elected), will be allowed to stand on the Executive Committee or Sub- Committee in any one year.
10.4 The key Officers on the Executive Committee should be Club Members for three or more years. Individuals who have been Club Members for less than three years are not precluded from standing for an Executive Committee role; however, such individuals would be expected to outline their suitability for the role, and why the three-year membership expectation may be overlooked.
10.5 Senior Members on the Executive Committee must be active rowing members who have participated in rowing race events representing the Club within the previous season and have been club members for ten or more years. Individuals who have been Club Members for less than ten years are not precluded from standing as a Senior Member; however, such individuals would be expected to outline their suitability for the role, and why the ten year membership expectation may be overlooked.
10.6 Nominations for all Officer’s positions shall be submitted one week before the date of the AGM and shall be proposed for election by way of motion under terms of Rule 13.
10.7 Only paying Members can stand, propose, or vote for Officers of the Executive or Sub Committees.
10.8 The term of office shall be for one year from the date of the AGM in which they were elected, and members shall be eligible for re-election.
10.9 The Executive Committee will make Executive Committee meeting minutes available to the wider club membership but has the right to redact certain information from the meeting minutes where it would breach someone’s right to privacy or any data privacy regulations such as GDPR.
10.10 No Officer can assume more than one role on the Executive Committee (this does not apply to any roles undertaken on the Sub-Committees).
10.11 If an Officer steps down during tenure, the Executive Committee can co-opt a replacement for the role, which will then require ratification at an EGM within one month of being co-opted.
10.12 The President will be nominated by the Vice Presidents of the Club. This nomination will then be endorsed by the Executive Committee and can then be proposed for election amongst the club membership by way of motion under terms of Rule 13. They will be expected to be in post for five years to bring leadership continuity within the Club. The President must be reaffirmed annually at the Annual General Meeting by the club membership. After the five-year period, the President can be replaced or reaffirmed. If the President is not reaffirmed by the club membership or with good reason, the Vice Presidents may nominate a new president within the five-year period. This must be endorsed by the Executive Committee and can then be proposed for election amongst the club membership by way of motion under terms of Rule 13.
10.13 In recognition of service to the Club a long-standing member may be elected a Vice President (VP).
10.14 This appointment of VP will be for life and will be by Executive Committee nomination and a simple majority vote at a General Meeting.
10.15 The number of VPs holding office simultaneously will not exceed 18 unless temporarily by special concession e.g. to accommodate a retiring President.
10.16 VPs do not form part of the Executive Committee or Sub-Committees unless they have elected to put themselves forward as a senior Member on the Executive Committee, for another Officer role, or as a Sub-Committee member.
10.17 There must be a quorum of five Officers for any Executive Committee meeting.
10.18 The Executive Committee and Sub-Committee Officers should act according to high ethical standards and ensure that conflicts of interest are properly dealt with.
10.19 The Committee shall have the power to make regulations and bye-laws having the force of rules, and to alter and suspend any bye-laws.
10.20 No Trial/Temporary member may take part in the management of the Club.
11. DUTIES OF COMMITTEE OFFICERS AND TRUSTEES
11.1 President:
11.1.1 The President shall be a senior member of the Club and may represent and act on behalf of the Club as agreed by the Executive Committee. The President has no specific role but will sit on the Executive Committee. The President will fulfil an external facing role for the club and preside over all General Meetings of the club. The President also has a duty to oversee good governance at the club.
11.2 Chairperson:
11.2.1 The Chairperson will preside at all Executive Committee meetings 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 Chairperson will oversee the strategic direction of the Club. To be eligible for Chairperson, a member will need to have ideally served on the Executive Committee for at least one year but individuals who have not will not be precluded from standing for Chairperson; such individuals would be expected to outline their suitability for the role, and why the one-year service expectation on the Executive Committee may be overlooked.
11.2.2 Primary responsibilities include:
11.2.2.1 Create an environment within the Executive Committee for constructive discussion and informed decision-making.
11.2.2.2 Implement the Club’s direction and strategy in agreement with Executive Committee
11.2.2.3 Ensure that any grievance and discipline matters are progressed in accordance with the Club’s Grievance and Policy Procedure.
11.2.2.4 Where a vote is drawn the Chairperson has the deciding vote.
11.2.2.5 Ensure the implementation of decisions.
11.2.2.6 Act as senior manager or Second Reporting Officer in matters concerning employees of the Club.
11.2.2.7 Ensure good governance of the Club.
11.3 Captain:
11.3.1 The Captain will provide leadership of all rowing related activities within the Club - training, coaching and representation of the Club in competitions. They will set targets and key objectives for all the squads.
11.3.2 Primary responsibilities include:
11.3.2.1 Progress and manage the Club’s rowing activities in accordance with the Club strategy as agreed by the Executive Committee.
11.3.2.2 Chair the Rowing Sub-Committee - organise and chair monthly rowing and report the outcome back to the Executive Committee.
11.3.2.3 Manage and oversee the day-to-day rowing affairs of the Club. Ensure effective coordination of rowing activities by working with Squad Representatives to organise squads/crews to ensure all members wishing to row have opportunity to do so.
11.3.2.4 Co-ordinate with the Rowing Sub-Committee all entries to Regatta and Head events.
11.3.2.5 Ensure that transport is organised to events and that boat launching permission has been requested and secured when required (e.g.Tideway Events).
11.3.2.6 Management of boat allocation and usage.
11.3.2.7 Ensure the welfare of all Club members with the Welfare Officer.
11.3.2.8 Report progress against targets/objectives, coaching and training plans to Executive Committee meetings & AGM.
11.3.2.9 Manage the workload of the Boatman and any other rowing staff, including coaches.
11.3.2.10 Ensure that any safety concerns, accidents or incidents are captured without delay, managed in accordance with BR guidance and if appropriate, brought to the attention of the Safety Advisor. Ensure any safety concerns are reported to the Safety Officer
11.3.2.11 Make the Captain’s speech at the Club’s Annual Dinner.
11.4 Secretary:
11.4.1 The Secretary will be responsible for the organisation of meetings of the Executive Committee and of the Club (AGM and any EGMs).
11.4.2 Primary responsibilities include:
11.4.2.1 Produce agendas and co-ordinate any preparation for meetings.
11.4.2.2 Ensure all meetings are correctly minuted, actions captured and disseminated to the relevant individuals and make available Executive Committee meeting minutes to the wider club membership.
11.4.2.3 Act as first point of contact between members and Executive Committee
11.4.2.4 Collate and distribute the Annual Report.
11.4.2.5 Manage the election of Club Officer nominations at the AGM.
11.4.2.6 Manage the record keeping and archiving of AGM and Executive Committee meeting minutes.
11.4.2.7 Notify membership of changes to the constitution or bye-laws.
11.4.2.8 Circulate to Club members any notices relating to forthcoming meetings or outcomes of Executive Committee business.
11.5 Treasurer:
11.5.1 The Treasurer will be responsible for managing the financial affairs of the Club including the collection and disbursement of all monies belonging to the Club and will keep proper accounting records of all such transactions.
11.5.2 Primary responsibilities include:
11.5.2.1 Manage Club accounts and ensure they are audited.
11.5.2.2 Ensure the Executive Committee is updated on the current financial status of the Club.
11.5.2.3 Ensure the Club bills are paid as required.
11.5.2.4 Prepare and maintain an annual budget for the Club (boat and equipment purchases, maintenance of the Clubhouse and outside areas etc).
11.5.2.5 Present to the AGM a balance sheet and income and expenditure account showing the Club’s financial position and the results of its transactions for the year.
11.5.2.6 Ensure payment and renewal of insurance and any fees to regulatory bodies are made.
11.5.2.7 The Club's bank accounts shall be operated on the signature of the holder of office of Honorary Treasurer or Deputy Treasurer alone up to a sum not exceeding an amount that shall be determined by the Executive Committee in respect of any one transaction.
11.5.2.8 Withdrawals, or transfers (having the effect of withdrawals), of sums over this amount must be countersigned by any one of the following: the holder of the office of Chairperson; the holder of the office of Secretary; one other nominated officer of the Club. Such signatories shall be appointed by annual resolution of the Executive Committee.
11.6 Membership Secretary:
11.6.1 The Membership Secretary is responsible for the registration and administration of the Club’s membership records including the addition and removal of members and the collection and administration of membership
subscriptions.
11.6.2 Primary responsibilities include:
11.6.2.1 Provide updates to the Executive Committee on Membership numbers, debtors etc.
11.6.2.2 Ensure that a comprehensive database of members’ addresses and details is maintained.
11.6.2.3 Oversee GDPR compliance.
11.6.2.4 Provide a coordination function for courses including Learn to Row.
11.6.2.5 Liaise with Treasurer on membership payments.
11.6.2.6 Advise Executive Committee on membership subscription renewal rates annually.
11.7 House Steward:
11.7.1 The House Steward will be responsible for the on-going maintenance and security of the Club House and arranging for relevant works to be carried out on the authorisation of the Executive Committee and Sub-Committees where relevant e.g. if there are any significant financial implications for the club.
11.7.2 Primary responsibilities include:
11.7.2.1 Proactive maintenance and upkeep of clubhouse and grounds.
11.7.2.2 Conduct repairs and renovations.
11.7.2.3 Ensure the Clubhouse and grounds meet Health and Safety Requirements.
11.7.2.4 Manage Health and Safety aspects of the non-rowing aspects of the Cub.
11.7.2.5 Organise and manage cleaning of the Clubhouse.
11.8 Water Safety Advisor:
11.8.1 The Water Safety Advisor will be responsible for ensuring that the Club Members are informed of any Health and Safety (H&S) requirements of the club and any relevant bodies such as the PLA and British Rowing.
11.8.2 Primary responsibilities include:
11.8.2.1 Ensure that the safety of the Club Membership is run in accordance with BR guidelines and RowSafe and H&S legislation guidelines.
11.8.2.2 Encourage members to act in a safe manner and that they report any incidents.
11.8.2.3 Report any safety related incidents or issues to the Rowing and Executive Committee on a regular basis.
11.8.2.4 Link with Regional Safety Advisor to report incidents correctly.
11.8.2.5 Update club on relevant safety matters.
11.8.2.6 Organise any safety training for club or individuals e.g. organising regular swim tests and capsize drills.
11.8.2.7 Organise regular audits of club facilities, equipment and arrangements.
11.8.2.8 Ensure that actions raised during these audits are communicated and completed. Keep a record of these audits.
11.8.2.9 Ensure the British Rowing “Row Safe Guidelines” is followed and other documentation including Risk Assessments are regularly reviewed.
11.9 Welfare Officer:
11.9.1 The Club Welfare Officer is to support the Club, and everyone affiliated with it, to create safe, inclusive environments and respond to concerns and disclosures. While the Welfare Officer is a safeguarding focal point, it is the responsibility of the Executive Committee and Sub-Committees, all members and visitors, to adhere to the Club’s Code of Conduct, and to uphold our safeguarding policies and procedures in order to safeguard children and adults at risk.
11.9.2 Primary responsibilities include:
11.9.2.1 Develop a framework to promote safeguarding, diversity and inclusion and ensure compliance with British Rowing’s safeguarding standards.
11.9.2.2 Work with others in the Club to ensure safeguarding and diversity and inclusion information, including policies, reporting procedures are visible, and available.
11.9.2.3 Work with others in the Club to promote the Club’s Code of Conduct.
11.9.2.4 Ensure all relevant volunteers and coaches are appropriately CRB checked.
11.9.2.5 Deal with any welfare related queries related to membership of The Club.
11.9.2.6 Report any welfare related incidents or issues to the Executive Committee on a regular basis.
11.9.2.7 Contact the Local Authority, British Rowing and Police about concerns, where appropriate.
11.9.2.8 Ensure that training of relevant people in the Club’s safeguarding policies and practices is undertaken on a regular basis.
11.9.2.9 Provide advice and support the provision of a friendly, safe and secure environment for Juniors, young people and vulnerable adults.
11.10 Event / Bar Steward.
11.10.1 The Event / Bar Steward will be responsible for the management of all events held at the Club.
11.10.2 Primary responsibilities include:
11.10.2.1 Oversee the contractual arrangements of Events.
11.10.2.2 Staff and manage events.
11.10.2.3 Responsibility for all bar related activities such as bar stock, bar cash, and organising staffing of the bar during social events.
11.10.2.4 Responsible for ensuring the appropriate licensing is in place for the sale of alcoholic beverages etc.
11.10.2.5 Report the performance of the bar, and any issues relating to the bar, to the committee on a regular basis.
11.11 Trustees:
11.11.1 The General Meeting of the Club shall appoint Trustees from time to time. The trustees shall be three in number, and each shall be appointed for a period terminable by resignation or death of that Trustee or by ordinary resolution of a
subsequent General Meeting.
11.11.2 The Trustees shall be appointed to hold for the Club any freeholds which are properly the property of the members collectively; and any investment, mortgage or other instrument made for and on behalf of the Club shall be in the names of one or more Trustee, and the Trustees only are empowered to hold such investments, mortgages or instruments in individual names, except for any such instrument allowed in the name of Twickenham Rowing Club.
11.11.3 The Trustees shall at all times act upon resolutions of the Executive Committee and the Executive Committee alone shall have power to direct the Trustees to act in any manner consistent with the powers conferred by this Rule.
12. EXECUTIVE AND SUB-COMMITTEES
12.1 The Executive Committee is responsible for the general conduct of the Club’s business and activities including putting in place relevant assurances.
12.1.1 The key responsibilities of the Executive Committee will include:
12.1.1.1 Formulate the Club’s strategic direction and key policies.
12.1.1.2 Provide oversight of the key functions of the Club.
12.1.1.3 Authorise any capital expenditure (boats and equipment) and significant repairs or additions to the Clubhouse.
12.1.1.4 Review financial reports and ensure the Club is progressing with its strategic financial objectives.
12.1.1.5 Ensure the Club is legally compliant and complies with British Rowing regulations.
12.1.1.6 Actively ensure that any grievance and discipline matters are progressed in accordance with the Club’s Grievance and Disciplinary Procedure policy.
12.1.1.7 Ensure any safety concerns are reported to the Safety Officer.
12.1.1.8 Ensure the Club constitution is upheld and the Club’s Code of Conduct and the Rules and bye-laws are abided by.
12.1.1.9 Ensure welfare issues are referred to the Welfare Officer and dealt with in a fair and transparent way.
12.1.1.10 Promote and model Club culture and ethos.
12.2 The three Sub-Committees, Rowing, Finance and People, will support the Executive Committee. The Sub-Committees will have delegated authorities under their respective remits. The Sub-Committees will support the Executive Committee by
providing monthly updates and requests for action.
12.3 All members of the Executive Committee and Sub-Committees must be paid-up members and the Rowing Sub-Committee must comprise Rowing members only.
12.4 The Rowing Sub-Committee will have responsibility for managing the day-to-day rowing activities of the Club. It will consist of the Captain, who will also Chair the Sub-Committee and representatives from the various squads e.g. Seniors, Masters, Club/Recreation and Junior Rep. The Safety Adviser will also sit on this Sub- Committee. The Club Captain will determine how squad representatives are appointed.
12.4.1 Key responsibilities of the Rowing Sub-Committee:
12.4.1.1 Develop and articulate the annual goals for each of the squads.
12.4.1.2 Agree scheduling for squad training sessions.
12.4.1.3 Ensure there are available coaches, boats and equipment.
12.4.1.4 Coordinate regatta/head entries and associated planning around boats and trailering.
12.4.1.5 Act as the lead for safety.
12.4.1.6 Devise the Club fleet plan and make recommendations for boat and other equipment purchases.
12.4.1.7 Promote and organise with recruitment initiatives e.g. Learn to Row to Experienced rowers.
12.4.1.8 Work with the Membership Sub-Committee on recruitment targets/objectives.
12.5 The Finance Sub-Committee will have general oversight of all financial matters related to the Club. It will consist of the Treasurer, who will Chair the Sub-Committee, Events/Bar Steward, Membership Secretary, Assistant Treasurer, Accounts/Invoices Member, Accountant (External Advisor) and Fundraising/Sponsorship representatives. The Sub-Committee is not confined to these roles, other members can also join as determined by the Treasurer.
12.5.1 Key responsibilities of Finance Sub-Committee:
12.5.1.1 Control the Club bank accounts.
12.5.1.2 Financial planning and budgeting.
12.5.1.3 Oversight of Twickenham Events.
12.5.1.4 Financial reporting (including on fleet depreciation), banking, book-keeping and record-keeping.
12.5.1.5 Prepare and present the end-of-year financial report and audited accounts to the Annual General Meeting.
12.5.1.6 Ensure payments and other invoices are paid.
12.5.1.7 Oversee the accounts and provide financial reporting for the Twickenham Rowing Club Events Ltd.
12.5.1.8 Insurance for Club facilities, members, staff and boats.
12.6 The People Sub-Committee will manage all membership, communications and social aspects of the Club. It will consist of the Membership Secretary, who will Chair the Sub-Committee, Welfare Officer, ED&I Lead, Communications Lead and
Social Lead. The Sub-Committee is not constrained to these posts, other members can also join as determined by the Membership Secretary.
12.6.1 Key responsibilities of People Sub-Committee.
12.6.1.1 Promotion of welfare and EDI initiatives.
12.6.1.2 Internal Club event organisation.
12.6.1.3 Organise and co-ordinate fundraising events and activities to raise funds for the Club or for specific causes.
12.6.1.4 Promote the image and profile of the Club externally.
12.6.1.5 Coordinate communications within the Club.
12.7 Both the Executive Committee and Sub-Committees shall meet at regular intervals during the year, as required by the business to be transacted.
12.8 Special meetings of the Executive Committee shall be called by the Secretary on instruction from the Chairperson, or not less than three Executive Committee members.
12.9 A quorum shall consist of not less than 5 members.
13. GENERAL MEETINGS
13.1 An Annual General Meeting (AGM) shall be held during July or August of each year. There shall be laid before the meeting a statement of accounts made up to the 31st day of the month of March immediately preceding. Also this meeting will include the election of Officers of the Club for the ensuing year.
13.2 Not less than 14 days clear notice shall be given, specifying to all members the time and business of the General Meeting.
13.3 Motions for discussion at Annual General Meetings not of origin from within the Committee, shall be lodged with the Secretary at least 30 days preceding the AGM, and be signed by 10 members entitled to vote.
13.4 An Extraordinary General Meeting (EGM) shall be called on the instructions of a simple majority of the Executive Committee, or on a requisition signed by not less than 10 of the members of the Club entitled to vote. Not less than 7 clear days notice should be given for an EGM specifying the resolutions intended to be moved, to which the business of the meeting will be confined.
13.5 At any General Meeting, a resolution put to the vote of the Meeting shall be decided by a show of hands, of those entitled to vote, except when more than one nomination has been received for a position on the Committee, in which case
voting will be by secret ballot.
13.6 At all General Meetings the President will preside or, in his/her absence, a Chair for the meeting will be elected by the voting members present.
13.7 At all General Meetings not less than 10 members of the Club entitled to vote shall constitute a quorum.
13.8 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 Executive 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.
13.9 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.
14. LIABILITY
The Executive 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 Executive Committee or any of its members, but shall be the
responsibility of the Club as a whole. The Executive 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 and members.
15. VOTING
Only members over the age of 16 years are entitled to vote at any meetings.
16. ALTERATION OF CONSTITUTION AND RULES
16.1 This Constitution shall not be altered, amended or rescinded except by a General Meeting of the Club.
16.2 A resolution to give effect to a change must be passed by at least 75% of the members present at the General Meeting, and voting on this behalf.
16.3 In addition, a further meeting shall be held not sooner than fourteen days and not later than one month from the date of the first meeting requiring a simple majority to ratify the resolution.
17. AUDITOR
Every Annual General Meeting shall appoint an Auditor who shall at the conclusion of the next financial year examine the accounting records of the Club, and report to the members on the income and expenditure accounts and balance sheet that are presented to the next AGM.
18. DISTRIBUTION OF PROFITS
18.1 In no circumstances can any profit be distributed to members, but any profits earned shall be used in furthering the objects of the Club.
18.2 Property and Funds.
18.2.1. The property and funds of the Club cannot be used for the direct or indirect private benefit of members other than as reasonably allowed by the Rules and all surplus income or profits are reinvested in the club.
18.2.2. The Club may provide sporting and related social facilities, sporting equipment, coaching, courses, insurance cover, medical treatment, necessary out of pocket expenses relating to representing the club or the running of the club (at the discretion of the Executive Committee) and other ordinary benefits of Community Amateur Sports Clubs as provided for in the Finance Act 2002.
18.2.3. The Club may also in connection with the sports purposes of the Club:
18.2.3.1. sell and supply food, drink and related sports clothing and equipment;
18.2.3.2. employ members (though not for playing) and remunerate them for providing goods and services, on fair terms set by the Executive Committee without the person concerned being present;
18.2.3.3. pay for reasonable hospitality for visiting crews and guests;
18.2.3.4. indemnify the Committee and members acting properly in the course of the running of the Club against any liability incurred in the proper running of the Club (but only to the extent of its assets).
19. TERMINATION AND WINDING UP
19.1 The Club shall not terminate except by a resolution of a Special General Meeting convened for the purpose.
19.2 The members may vote to wind up the Club if not less than three quarters of those present and voting support that proposal at a properly convened Special General Meeting.
19.3 The Executive Committee will then be responsible for the orderly winding up of the Club’s affairs.
19.4 After settling all liabilities of the Club, the Executive Committee shall dispose of the net assets remaining to one or more of the following:
19.4.1 to another Club with similar sports purposes which is a registered charity and/or
19.4.2 to another Club with similar sports purposes which is a registered CASC and/or
19.4.3 to the Club’s governing body for use by them for related community sports.
20. POWER OF DECISION
Any matter not provided for in this constitution, or any question over the interpretation of it shall be dealt with by the Executive Committee whose decision shall be final.
21. SAFETY
The Officers and Committee have primary responsibility for safe practice within the Club and for observing guidance of water safety issued by British Rowing and through RowSafe. The Executive Committee shall appoint a member to act as Safety Adviser whose duty it will be to understand the requirements of the RowSafe code of practice and advise on their prominent display, their implementation and compliance at all times.
22. PRIORITY
Interpretation of all the rules must be consistent with the statutory requirements for CASCs (which means Community Amateur Sports Clubs as first provided for by the Finance Act 2002).