Constitution

Constitution

It is hereby agreed that:

A. Name and Affiliations
A.1. The name of the body shall be the Murray Edwards College Boat Club (“the Club”, abbreviated as “MECBC”).
A.1.1. It is noted that the Club was founded as New Hall Boat Club (abbreviated as “NHBC”). Following the announcement of the re-foundation of New Hall as Murray Edwards College in 2008, the Club was renamed accordingly.
A.2. The Club is affiliated to
A.2.1. Murray Edwards College, Cambridge (“the College”),
A.2.1.1. which is a College of the University of Cambridge (“the University”),
A.2.2. Cambridge University Combined Boat Clubs (abbreviated as “CUCBC”),
A.2.3. British Rowing (formerly the Amateur Rowing Association).
A.3. The Club agrees to abide by CUCBC rules.
A.4. The Club shall follow guidance and rules related to good practice, safety and welfare as laid down by British Rowing.
A.5. Administration of the Club is the responsibility of the Murray Edwards College Boat Club Committee (“the Committee”).

B. Membership
B.1. Membership shall be defined as at least one of rowing, coxing, coaching or being on the committee for the Club in the current term or having paid the Club’s subscription fee for at least one of the previous two University terms, without having graduated since the most recent payment of the Club’s subscription fee (“the Members of the Club”).
B.2. All members of the College over eighteen (18) years of age and a member of the JCR and/or the MCR shall be automatically eligible for membership of the Club.
B.2.1. Persons who are in statu pupillari as a member of another college, in addition to Murray Edwards College, shall declare their intention to train and race with MECBC at the start of every term. In accordance with CUCBC Regulations for Racing, General, rule 4.(c), such a person can only race for one of either MECBC or another college in CUCBCevents in one term, and her intention should be declared at a CUCBC meeting at the start of every term.
B.2.2. This declaration of intention should be communicated to the Captain of Boats and the Captain in a timely manner.
B.3. Fellows, college staff and other persons may also be accepted as a member of the Club after consideration of each individual case by the Committee.
B.4. The activities available for each Member of the Club depends on whether they are a novice or a senior member. Senior Members shall be defined as
B.4.1. having rowed or coxed for a College Club for at least one University term, and
B.4.2. having participated in at least one racing event for a College Club.
B.5. All Members of the Club are accepted initially as Novice Members.
B.5.1. Persons who have at least one year experience of rowing or coxing prior to joining the Club can choose to become Senior Members immediately, and participate in senior crew selection and races.
B.5.2. All Members of the Club must sign a safety form prior to participation in water outings, including tubbing.
B.6. All active Members of the Club can book and use the Club’s double scull, “Two Fat Ladies”, subject to approval by the Captain of Boats, or if she is unavailable, a Member of the Committee who has at least three months of sculling experience.
B.6.1. Training sessions in the double scull will be publicised over the Club email list and shown on the calendar when confirmed.
B.6.2. The double scull must be booked before being taken out. The Captain of Club will handle external requests, and the Captain of Boats internal requests.
B.6.2.1. Booking requests should be handled within 24 hours of receipt. If a request is made in less than 24 hours, there is no guarantee that the boat can be booked successfully.
B.6.3. The first five self-organised sculling sessions by any active Member in any University Term and the subsequent holiday is free.
B.6.3.1. Subsequent sessions require a flat fee of £5 per term provided that the double scull is not used more than twice a week.
B.6.3.2. If there is demand within the Club it may be possible to substitute the fee by coaching novice rowers or scullers, or by volunteering for the Club in some other capacity.
B.6.3.3. These fees are subject to review. If there are any changes they will be brought in at the start of a term, and all Members will be informed via the Club email list.

C. Tasks of the Committee
C.1. The Club is administered by a Committee, which must include the following positions:
C.1.1. the Captain
C.1.1.1. A person with at least one year’s experience of rowing or coxing with the Club.
C.1.1.2. Shall ensure the smooth working of the Club.
C.1.1.3. Shall call at least two Committee meetings per University Term.
C.1.1.4. Shall preside at all Committee meetings, and has a casting vote in matters requiring a Committee vote.
C.1.1.5. Shall be responsible for liaising with the College, CUCBC, British Rowing, and all external parties.
C.1.1.6. Shall be responsible for dealing with external enquires on borrowing boats that belong to the Club.
C.1.1.7. If a Captain of Boats and/or a Vice Captain is not elected for the year, the tasks involved in their respective roles shall be taken on by the Captain.
C.1.1.7.1. The Captain may choose to delegate or redistribute the tasks of Captain of Boats and/or Vice Captain to another suitable Committee member in this situation.
C.1.2. the Senior Treasurer
C.1.2.1. A person of the standing of a Fellow of the College.
C.1.2.2. Shall lend advice, where appropriate, on the financial and general administration of the Club.
C.1.3. the Junior Treasurer
C.1.3.1. Shall be responsible for the day-to-day administration of the Club’s accounts.
C.1.3.2. Shall be responsible for preparing the Club accounts for annual audit.
C.1.3.3. Shall be responsible for collecting subscription fees from Members of the Club.
C.1.3.4. Shall be responsible for ensuring that all boats and equipment that belong to the Club are covered by suitable and current insurance.
C.1.3.5. Shall be responsible for the purchase of equipment and clothing in Club colours on behalf of Members of the Club.
C1.3.6. If a Secretary is not elected for the year, the tasks involved in her role shall be
taken on the Junior Treasurer.
C.1.4. the Safety Officer
C.1.4.1. A person with at least one year’s experience of rowing or coxing with the Club.
C.1.4.2. Shall be responsible for ensuring that the Club complies with British Rowing and CUCBC safety standards and regulations.

C.2. In addition to the positions in C.1., the Committee may also include the following positions:
C.2.1. the Captain of Boats
C.2.1.1. A person with at least one year’s experience of rowing or coxing with the Club.
C.2.1.2. Shall be responsible for the selection of senior crews. During the process, she may consult with other members of the Committee, the coaches, and other impartial advisers, where possible.
C.2.1.3. The Captain of Boats has the final decision on crews, including both senior and novice crews.
C.2.1.3.1. Once crews have been selected the full list of names should be posted on the website within a week.
C.2.1.3.2. In case of amendments to the crews, the updated list should be posted on the website as soon as possible.
C.2.1.4. Shall be responsible for organising the training of 1st and 2nd VIII.
C.2.1.5. Shall oversee and offer advice on the training of 3rd VIII and below, and novices.
C.2.1.6. Shall ensure that all boats receive suitable coaching, which may include training current Members of the Club to become coaches. If hiring of external coaches are required, the costs shall be discussed with the Captain and the Junior Treasurer.
C.2.1.7. Shall be in charge of authorising all use of Club boats by Members of the Club.
C.2.1.7.1. During the Long Vacation, the authorisation of the use of Club boats can be delegated to a member of the Club who is resident in Cambridge.
C.2.1.8. Shall be responsible for entering crews for races, and ensuring race reports are written and given to the Computing Officer to be published on the website.
C.2.1.9. If a Lower Boats Captain(s) is not elected for the year, the tasks involved shall be taken on by the Captain of Boats.
C.2.1.9. If a Training Officer is not elected for the year, the tasks involved shall be taken on by the Captain of Boats.
C.2.2. the Vice Captain
C.2.2.1. A person with at least one year’s experience of rowing or coxing with the Club.
C.2.2.2. Shall be responsible for carrying out the annual review of the Constitution, to be completed before the start of Michaelmas Term.
C.2.2.3. If an Alumnae Officer is not elected for the year, the tasks involved shall be taken on by the Vice Captain.
C.2.2.4. If a Fundraising Officer is not elected for the year, the tasks involved shall be taken on by the Vice Captain.
C.2.2.5. If a Publicity Officer is not elected for the year, the tasks involved shall be taken on by the Vice Captain.
C.2.2.6. If an Archives Officer is not elected for the year, the tasks involved shall be taken on by the Vice Captain.
C.2.3. the Lower Boat Captain(s)
C.2.3.1. one to three person(s), ideally with at least one year’s experience of rowing or coxing with the Club.
C.2.3.2. Shall be responsible for the recruitment and training of novice rowers and coxes to the Club.
C.2.3.3. Shall be responsible for the training of 3rd VIII and below, in the University terms where the Club has more than two senior crews.
C.2.3.4. Shall be responsible for the selection of novice crews. During the process, the Lower Boat Captain(s) may consult the Captain of Boats. The Captain of Boats has the final decision in case of dispute.
C.2.3.4.1. Once novice crews have been selected, the full list of names should be posted on the website within a week.
C.2.3.4.2. In case of amendments to the novice crews, the updated list should be posted on the website as soon as possible.
C.2.4. The Secretary
C.2.4.1. Shall be responsible for keeping minutes of the Committee meetings.
C.2.4.1.1. The minutes shall be circulated via email to all Committee members, and posted on the website, within one week of the meeting.
C.2.4.2. Shall be responsible for organising the order of clothing in Club colours on behalf of Members of the Club.
C.2.4.3. Shall be responsible for administering the Elections of the Club Committee.
C.2.4.4. If a Computing Officer is not elected for the year, the tasks involved in her role shall be taken on by the Secretary.
C.2.5. the Social Secretary(s)
C.2.5.1. Shall be responsible for organising social events of the Club, including, but not limited to: formal swaps with other College Boat Clubs, Fairbairns Dinner, Lent Term Boat Club Dinner, Easter Term Bumps Breakfast.
C.2.5.2. Shall be responsible for practical details of social events, including, but not limited to: venue booking, catering, logistics, advertising, collecting payment. All receipts should be kept on record and handed over to the Junior Treasurer after the event, for auditing and reimbursement.
C.2.5.3. If a Social Secretary was not elected for the year, the tasks involved shall be shared among the Committee.
C.2.6. the Fundraising Officer(s)
C.2.6.1. Shall be responsible for raising funds for the Club, in particular for building up long term savings, or for building up sufficient funds for purchasing equipment.
C.2.6.2. Shall be responsible for contacting and maintaining dialogue with potential sponsors, including, but not limited to: writing and sending letters, writing and publishing leaflets and brochures, meeting potential sponsors, delivering presentations.
C.2.6.3. Shall be responsible for initiating and organising fundraising efforts within the Club, such as, but not limited to: sponsored erg or rowing events, cake sales, raffle ticket sales.
C.2.7. the Computing Officer(s)
C.2.7.1. Shall be responsible for maintaining the Club website, ensuring that it is accessible, up-to-date, and factually correct.
C.2.7.2. Shall assist the Committee in publishing information on the website, including, but not limited to: Committee names, Committee meeting minutes, crew lists, race results, any photos or videos of interest.
C.2.7.3. Shall ensure that all hosting costs are paid on time.
C.2.7.4. Shall ensure that the software used for hosting the website is current and
secure.
C.2.8. The Alumnae Officer.
C.2.8.1. Shall be responsible for maintaining relations with alumnae of the Club, includes, but is not limited to:
C.2.8.1.1. Compiling and producing the alumnae electronic newsletter, The Neptune, to be sent out by the College Development Office at the start of every University term.
C.2.8.1.2. Responding to alumnae correspondence in a timely manner.
C.2.8.1.3. Organising social events for Members and alumnae of the Club including the biennial Neptunes Dinner which will be organised jointly between the Vice Captain and Social Secretary(s).
C.2.9. The Publicity Officer
C.2.9.1. Shall be responsible for raising the profile of the Club as much as possible, and for ensuring that we are correctly represented.
C.2.9.1.2. Responsibilities shall include, but are not limited to, posting race results on the notice board, designing publicity materials, helping produce Neptunes, updating Wikipedia entries, cross-posting our events on the New Hall Alumnae page.
C.2.10. The Archives Officer
C.2.10.1. Shall be responsible for building up and preserving the heritage of the Club. This includes, but is not limited to:
C.2.10.1.1. Collecting photographs and videos of the Club’s current activities, contacting people directly requesting that they send in their material if necessary, and uploading it onto the website.
C.2.10.1.2. Maintaining the order of current archive material such that it can be referred to by any person wishing to discover more about the history of the Club.
C.2.10.1.3. Working with the Alumnae Officer to compile old crew lists and other interesting and relevant historical material.
C.2.11. Training Officer
C.2.11.1. Shall be responsible for organising any land training that could improve the Club’s rowing. This includes but is not limited to:
C.2.11.1.1. Circuits, ergs, runs, cycle trips and cross-training.
C.2.12. the General Member(s)
C.2.12.1. Any Member of the Club may join the Committee as a General Member, subject to the approval of the elected Committee.
C.2.12.2. General Members of the Committee can join and leave the Committee at any time.
C.2.12.3. They are invited to Committee Meetings, but do not have voting rights.
C.2.12.4. They shall assist the Committee and may be delegated with Committee roles if deemed suitable.
C.2.12.5. If a General Member misses three consecutive committee meetings without sending apologies, their membership of the committee will cease.

C.3. The Committee shall meet at least twice per University term.
C.4. Committee meeting shall be called at least 48 hours in advance by the Captain. The Senior Treasurer shall be invited to meetings on financial matters.
C.5. Those Committee members who absent themselves from a Committee Meeting shall abide by the decision of the majority of those present.
C.6. Each Committee member has one vote, regardless of how many posts she is holding concurrently. The Captain has the casting vote.
C.7. Any Committee member wishing to trial for a University crew should deputise her position for this period to a suitable person.
C.8. Any Committee member wishing to retire shall give notice to the effect to the Secretary.
C.8.1. The Secretary shall inform all Members of the Club of this vacancy on the Committee, and collect the names of any candidates for a successor and their Proposers and Seconders.
C.8.2. The election should take place within two weeks of the retiring Committee member’s resignation.
C.8.3. If no successor comes forward, the tasks involved shall be taken up by a current Committee member if specified above. If not, the tasks involved should be shared among the Committee.
C.9. In case of a Committee member ceasing to fulfil their duties as laid out in the Constitution, they shall be asked to leave the Committee and their position shall be filled by the process laid out in C.8.
C.10. In case of disputes arising within the Club, the Committee’s decision is final.

D. Election of the Committee
D.1. The Club Committee shall be elected by a simple majority vote by secret ballot, except General Members of the Committee, who are not elected.
D.2. The election shall be held on or before the last Sunday of Lent Term.
D.2.1. In exceptional circumstances the elections may be postponed to no later than the last Sunday before May Bumps.
D.2.2. The Club shall vote to allow the elections to be postponed to a stated date at a General Meeting.
D.3. All Members of the Club who have matriculated at the College and/or had membership of the JCR and/or MCR have the right to vote at the election.
D.3.1. Members of the College who are “trialling”, or rowing/coxing for an University crew are allowed to be considered as Members of the Club for election purposes.
D.4. All Members of the Club who have matriculated at the College and/or had membership of the JCR and/or MCR have the right to stand for election for a position on the Committee.
D.5. Members who wish to stand for a position should be supported by two other Members of the Club, and notify the Secretary in the week before the elections.
D.6. Members are allowed to stand for more than one position, but may only hold one out of the following positions: Captain, Junior Treasurer, Captain of Boats, Vice Captain, Lower Boats Captain.
D.6.1. The positions above can be held with an additional Officer position.
D.6.2. Two Officer positions can be held concurrently.
D.6.3. When a Member of the Club stands for more than one position to the Committee, she must make known her preferred position.
D.7. The names of all candidates for election to Committee of the Club, their Proposers and Seconders, shall be emailed to all Members of the Club and posted on the website by the Secretary on the day preceding the election.
D.8. Hustings shall be arranged for an appropriate time before elections.

E. Finance and Accounts of the Club
E.1. The Junior Treasurer shall keep the accounts of the Club and shall produce them for audit by external auditors as requested by the JCR, and by the request of the Captain and the Committee.
E.2. The Captain, Captain of Boats, Senior Treasurer and the Junior Treasurer shall be joint signatories on cheques issued by the Club, and cheques will require any two signatures to be valid.
E.3. The Club is currently renting rack space and sharing a boathouse with Peterhouse.
E.4. Any proposed changes to the contract with Peterhouse, the Boatman, Murray Edwards College and Murray Edwards JCR should be discussed by the Committee at a Committee meeting and decided by the majority vote.
E.5. Purchases of equipment shall be discussed by the Committee, planned ahead and budgeted for. Large purchases shall be discussed with the Senior Treasurer and the College.
E.6. Each Member of the Club shall pay subscription fees for the terms in which they row or cox.
E.6.1. The amount of fees payable and the due date shall be decided by the Committee and posted on the Club website.
E.6.2. The Members of the Club that do not pay subs before or on the due date shall be fined to pay an extra 10% on top of the sum of the fees.
E.7. The crew or individuals involved in a race are fully responsible for their own transport, British Rowing membership, and any fines that they may incur.
E.7.1. The Committee will decide at the beginning of each term which races will have their entry costs paid for by the Club. Otherwise, the cost of entering a race is payable by the crew or individuals involved.

F. General Meetings
F.1. General meetings are open to all Members of the Club, and shall be held at the beginning of each Term if the Committee deem necessary.
F.1.1. The Secretary shall post notice of every General Meeting not less than 48 hours before the appointed time.
F.1.2. Those Members of the Club who absent themselves shall abide by the decision of the majority of those present.
F.2. In the case of equal votes being cast, the Captain shall have the casting vote.
F.3. Any General Meeting of the Club shall have power to approve a reviewed Constitution by a majority vote.

G. Club Colours and Awards
G.1. Club colours are black and white.
G.2. All members of a racing crew are expected to provide themselves with articles of the Club uniform, which can be ordered once per term from the Secretary.
G.3. Blades in Club Colours shall be awarded to any crew which, over four days of racing, ‘bump’ at least four times without conceding a bump in either the Lent or May Bumps Races.
G.4. The Club Scarf shall be awarded to Members of the Club who have, for six (6) consecutive terms: rowed, and/or coxed, and/or served on the committee.
G.4.1. The Club Scarf may be available to other persons at the discretion of the Committee.
G.4.2. For the purpose of awarding the Club Scarf, Members of the Club who rowed, and/or coxed for the university crews during any term is allowed to count that term towards their six (6) consecutive terms.
G.5. Colours in the form of Zephyrs shall be awarded to Members of the Club who have rowed for the Murray Edwards College 1st Senior VIII in May Bumps.
G.6. The Club Blazer with plain black trim shall be awarded to Members of the Club who have coxed/rowed in a crew for three (3) consecutive terms and raced for the club.
G.6.1. Any member fulfilling this condition shall be able to purchase her blazer once she has been set in a crew at the start of her third consecutive term.
G.7. The Club Blazer with black/white trim shall be awarded to Members of the Club who fulfil any of the following criteria:
G.7.1. Are part of the 1st Mays crew in current or previous years.
G.7.2. Are an elected Member of the Club Committee.
G.7.3. Has coached consecutively for MECBC for six (6) terms, with responsibility for one specific crew per term, at the discretion of the committee.
G.7. All awards by the Committee are awards of honour; trophies symbolising these awards will not be purchased using Club funds.
G.8. Non-members of the Club are allowed to obtain general kit at the discretion of the
committee.

Last revised: 2014

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