Constitution & Rules
Hinksey Sculling School Ltd
Trading as "Hinksey Sculling School"
The Club’s Constitution
CONSTITUTION
1. NAME
The Club shall be known as “HINKSEY SCULLING SCHOOL LTD” herein after known as THE CLUB and trading as "Hinksey Sculling School" and "HSS".
2. OBJECTS
The object of the club is to promote junior sculling and rowing in the Oxford area.
The colours of the club shall be Royal Blue & White.
3. MEMBERSHIP
A.The following are eligible for membership: - Girls & Boys who had not attained eighteen years of age by the first day of September preceding. Adults as specified in 3B below. Membership is open to all irrespective of religion, creed or gender.
B.Classes of Membership
- School Member
Girls & Boys who had not attained eighteen years of age by the first day of September preceding and who only take part in club activities on school premises.
- Active Members:
Anyone meeting the criteria at 3A above provided that she/he can pass the club’s 100 metre swimming test.
- Athletes under 12 years of age on 1st September
Those under 12 years old (J12) on 1st September will train at Hinksey Lake in the main. This will be determined by reference to “How Much & How Often” guidelines for Junior Training Programme, by the ARA Chief Coach Juniors. The fee to be agreed from time to time will be split into 3 equal payments due on September 1st, January 1st and May 1st.
Each athlete will be entitled to 1 outing only on the water at the week end (Either Saturday or Sunday).
J12's who possess the prerequisites for sculling individually at the River will train at Godstow at the discretion of the coaches.
During the summer, occasional mid week afternoon sessions will be available when the weekend sessions are not operating.
This schedule will provide for a Maximum of about 40/45 sessions per year.
- Athletes over 12 years of age on 1st September
Those over 12 years old (J13 to J18) on 1st September will train at St Edwards Boat House at Godstow in the main. This will be determined by reference to “How Much & How Often” guidelines for Junior Training Programme, by the ARA Chief Coach Juniors. The annual fee to be agreed from time to time will be split into 3 equal payments due on September 1st, January 1st and May 1st.
This schedule will provide for a Maximum of about 75/80 sessions per year.
As athletes develop and wish to train towards specific goals they will have individual training programmes developed for them in conjunction with their parents and coaches. Such programmes requiring more commitment may require an alternative fee structure.
- Athletes over 18 years of age on 1st September
Those over 18 years old may progress to become senior members of the Club at an annual rate to be agreed from time to time.
- Associates
One parent or guardian per Active Member with a maximum of 2 Associates per family. A qualified coach, professional or volunteer, who is a member of the club’s coaching team. Any individual appointed by the committee.
- Social
- Temporary Members:
The Committee may at any time (either without subscription or at such subscription as they shall think fit appoint temporary members for such period (not exceeding one year) as the Committee may feel appropriate and such temporary members shall be entitled to represent the Club as if active members.
C.Election
Candidates for election to membership shall make written application to the Secretary of the Club on the form provided. The power of election shall rest with the committee, who may refuse to elect to membership any applicant without assigning any reason for doing so. The committee shall also consider requests for concessions on the subscription and its decision shall be final.
D.Restriction
A person who has been expelled from or refused membership of the Amateur Rowing Association shall not be eligible for membership.
E.Acceptance
The committee may at its sole discretion, decline to accept renewal of membership from any person without disclosing the reason
4. EQUAL OPPORTUNITIES POLICY
The Club will ensure that the talents and resources of all the members are utilised to the full and that no member receives less favourable treatment on the grounds of sex, handicap, marital status, creed, social class, colour, ethnic group, age or sexual orientation or is disadvantaged by conditions or requirements which cannot be shown to be relevant to performance.
5. CHILD PROTECTION PROCEDURES
The Club 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.
6. ENTRANCE FEE
Each applicant shall, if his or her application be accepted, pay an entrance fee, the amount of which shall be determined by the members in a General Meeting.
For Active Members the Entrance Fee shall include the passing of the Club’s swimming test and up to 5 sessions on the water by way of a “Taster”. After the “taster” or when the applicant decides to become a member (if occurring first) the full subscription for the current year or part thereof shall become payable. After resignation or the non-payment of a fee invoice an Entrance Fee is again due when an Active Member re applies to the Club.
7. SUBSCRIPTION.
1. The ANNUAL MEMBERSHIP FEE payable to cover the period from September 1 to August 31, irrespective of the date a member may join, shall be determined by the members in the General Meeting from time to time.
2. The ANNUAL Subscription for standard weekend water training shall be PAYABLE from September 1st, shall be determined by the members in the General Meeting, shall fall due on election and shall be invoiced pro-rata “termly” on or before 1st September, 1st January and 1st May each year and is payable against invoice. No statements will be issued. Subscriptions may be paid in one annual sum if desired.
There shall be 5 Rates of Subscription: -
1. SCHOOL
2. ACTIVE
3. ASSOCIATE: All Associates shall be enrolled free of charge.
4. SOCIAL
5. TEMPORARY
The Annual Subscription for School Members shall be determined each year separately with the school concerned.
The Annual Subscription for Active Members shall include the full cost of A.R.A.'s annual Affiliation fee. The A.R.A.'s racing licence will be charged, as published from time to time by the ARA, as an extra.
The committee may, at its sole discretion, offer a concession on a subscription that shall be termed “The Committee Subscription as per rule no. 3”
The Subscription Rate agreed by the committee from time to time shall be published in the Active Membership Application Form. Active Members shall provide a full term’s advance notice in writing of their intention to resign.
8. CESSATION OF MEMBERSHIP
A.Any member may resign by giving one term’s clear notice in writing to the Secretary. There will be no refund of any subscription already paid.
B.Any member violating any of the rules and regulations of the Club or being adjudged guilty of unsatisfactory conduct may, by resolution of the committee, be suspended or expelled. Any member so suspended or expelled may appeal to a Special General Meeting if such an appeal is sponsored by not less than 15% of the members present who are entitled to vote
C. A member shall be deemed to have resigned from the Club if, after due notice in writing, he/she has not paid the subscription due within one calendar month of the date of invoice. He/she may, however, rejoin at any time on payment of the entrance fee, subject to the conditions of 3.c or 3.d above
9. DISQUALIFICATION FROM HOLDING OFFICE
Only Associate Members entitled to vote are eligible to hold office.
10. COMMITTEE
A.The committee shall conduct the affairs of the Club as a whole and shall consist of a Chairman, Secretary, Treasurer and other Officers as deemed necessary, together with 2 Associate Members. The committee shall have the power to co-opt up to 2 further Members but co-opted Active Members shall have no right to vote at committee meetings.
B.Nominations for the position of Chairman, Hon Secretary, Hon Treasurer, and other Officers shall be put forward in the form of a motion under the terms of Rule 11. 4.
C.The committee shall elect a Vice-Chairman from among its numbers
D.The term of office shall be for one year and Members shall be eligible for re-election.
11. DUTIES OF THE COMMITTEE
A.Chairman. The Chairman will preside at all General meetings of the Club and at all meetings of the committee. He or she 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 Chairman shall represent or arrange for the representation of the club at ARA regional level and at meetings of other organisations. He/she shall ex officio be a member of any other committee of the Club.
B.Hon. Secretary. The Hon Secretary will be responsible for the organisation of meetings of the Committee and of the Club, and the recording of minutes relating to such meetings and all correspondence relating to the general business of the club.
C. Hon. Treasurer. The Hon treasurer will be responsible for the collection of all monies and shall keep such books of account as required by the General meeting. The Hon treasurer shall audit the books annually and shall produce at the AGM accounts showing the financial state of the Club accompanied by the Hon. Auditor’s report.
D.The Committee will be responsible for training, coaching and representation of the Club in competitions until such time as a full time paid position can be supported when a club coach will be appointed
12. CLUB COMMITTEE
A.The Committee is responsible for the general conduct of the Club’s business and activities.
B.The Committee shall meet at regular intervals during the year, as required by the business to be transacted.
C.The Hon. Secretary on instructions from the Chairman, or not less than three committee members shall call special meetings of the Committee.
D.A quorum shall consist of not less than 4 Associate Members of which at least 2 shall be from the Chairman, Secretary or Treasurer.
E.In the case of casual vacancy among the Committee, the said Committee shall be entitled to appoint another eligible person to act until the next AGM.
13. GENERAL MEETINGS
A.An Annual General Meeting shall be held in the autumn of each year. There shall be laid before the meeting a statement of accounts made up to the 3lst day of the month of August immediately preceding.
B.An Extraordinary General Meeting shall be called on the instructions of a simple majority of the Committee, or on a requisition signed by not less than 15% of the members of the Club entitled to vote.
C.Not less than 21 days clear notice shall be given, specifying to all members the time and business of the General Meeting.
D.Motions for discussion at Annual General Meetings not of origin from within the Committee, shall be lodged with the Hon. Secretary at least 30 days preceding the AGM, and be signed by 15% of members entitled to vote.
E.At all General Meetings not less than 15% of members of the Club entitled to vote shall constitute a quorum. At any General Meting, 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.
F. At all General Meetings the Chairman will preside or, in his/her absence, the voting members present will elect a Chairman for the meeting.
G. At all General Meetings not less than 15% of members of the Club entitled to vote shall constitute a quorum
H. 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 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.
I. 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 General 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 Committee, but shall be the responsibility of the Club as a whole.
15. VOTING
Only Associate members are entitled to vote at all meetings.
16. ALTERATION OF CONSTITUTION
This constitution shall not be altered, amended or rescinded except by a General Meeting of the Club.
A resolution to give effect to a change must be passed by at least 75% of the members present at the General Meeting, voting on this behalf.
17. AUDITOR
Every Annual General Meeting shall appoint an Hon. Auditor who shall at least once in every year examine the Accounts of the Club, and ascertain the correctness of the income and expenditure accounts and of the balance sheet.
18. 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 the Club.
19. TERMINATION
The Club 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 the Club.
20. POWER OF DECISION
Any matter not provided for in this constitution, or the Committee whose decision shall be final shall deal with any question over the interpretation of it.
21. SAFETY
The Committee shall appoint a member, who shall be a member of the Club’s coaching team, to act as Safety Adviser. Their duty will be to understand the requirements of the ARA Code of Practice for Water Safety and advise on their prominent display, their observation and their implementation at all times.
22. DECLARATION
Each Active Member upon joining shall provide the Club with its registration and consent form authorised and signed by the appropriate Associate member.