St Hugh's Boat Club Constitution
Below can be found section 8 of the SHBC constitution, which details the committee positions and what they entail. Elections for Men's and Women's captains take place in Hilary Term, and all other positions take place in the annual general meeting in Trinity Term. If you wish to run for a position you must first speak to the current holder of the position.
8. The Duties of the Committee
8.1 President of Boats
The President shall:
Be responsible for the general running of SHBC and shall represent it to the College, the Boatman, and all outside bodies.
Be responsible for chairing General Meetings as well as those of the Committee.
Decide whether to loan equipment to other college or city boat clubs. Equipment may be lent if and only if a written (or electronic) request is received and approved by the President, and proof of insurance is provided.
Award Blades for Torpids and for Summer Eights to any crew that, on each of the four days, gains at least one bump and is not bumped.
Maintain the Constitution.
Be responsible for arranging the insurance of all boat club equipment.
Be responsible for processing mail addressed to SHBC.
Delegate responsibility for completing the SHBC contribution to the College Freshers’ Guides to a suitable party or parties.
Appoint a Private Lady and a Private Gentleman to advise the committee, if suitable candidates exist to fill the roles.
Compose two email updates per term to be sent to all current members of SHBC, briefly summarising Boat Club progress and the activities of the Committee.
8.2 Vice President
The Vice President shall:
At all times assist the President with the running of SHBC.
Chair General Meetings and Committee Meetings where the President wishes to speak on a motion or where the President is unable to attend.
Be responsible for the welfare of the members of the boat club. If any member is unhappy with a decision and does not wish to approach the captains, they may approach the VP in confidence who will aim to mediate the problem.
Attend all relevant health and safety and OURCs meetings.
Oversee the organization of Marshalling and Umpiring and ensure attendance at relevant meetings.
Oversee registration with the Environment Agency, British Rowing, and other statutory outside organisations.
Understand the requirements of the BR Code of Practice for Water Safety and advise on their prominent display, their observation and their implementation. He or she shall also personally ensure that all Members have signed the safety declaration included at Article 11.1.
Maintain the incident logs.
Appoint an individual to act as Senior Sculler (if they are not fit to assume this role themselves), who is able to decide if an individual is safe to scull unsupervised.
Maintain a list of those who have passed a capsize test and those who are deemed safe to scull unsupervised, as decided by the Senior Sculler. He or she shall also ensure all members sign a small boats safety form upon passing a capsize test.
The Treasurer shall:
Maintain the accounts of SHBC in full.
Meet with the Senior Member to discuss large expenditure and to evaluate the funding of SHBC.
Levy subscriptions against active Members.
Be responsible for ordering personal kit.
Maintain a list of all active and voting members of SHBC.
Be responsible for the loan of racing Lycra to crew members during regattas, ensuring it is returned and that it is washed between race days.
8.4 Men's and Women's Captains
The Men's and Women's Captains shall:
Be responsible for arranging coaches, outings and land training for all boats of the club.
Be responsible for entering their boats in regattas on the Isis and elsewhere and, so far as possible, for arranging transport for boats.
Be responsible for ensuring fair selection of crews.
Ensure that all crews have a basic knowledge of boat maintenance and general safety on the water and in the boathouse.
Liaise with the Boatman, and refer any safety or maintenance issues to the President and Treasurer.
Liaise with the Treasurer regarding expenditure on coaching, racking, entry fees, fines, and any other appropriate expenditure.
Maintain a list of active rowers, including updating the email mailing lists. They shall provide the Treasurer with a list of the Members in every crew each term.
Attend all Captain’s meetings and represent the views of SHBC.
Ensure there are substitutes for all senior outings.
Vice Captains may be appointed by the Captains, in order to aid them in their Constitutional duties. If appointed, they are considered non-voting Committee Members. Captaincy candidates running in pairs shall both be considered full Committee members, but may not appoint a Vice Captain.
8.5 Captain of Coxes and Equipment
The Captain of Coxes and Equipment shall:
Recruit Members to cox for SHBC.
Oversee training of all coxes, ensuring that they are fully aware of all safety and maintenance procedures.
Be responsible for ensuring fair selection of coxes for crews.
Aid the Men’s and Women’s Captains and the Novice Coordinator in finding coxes for all outings.
Ensure the boathouse and equipment are properly maintained, particularly the correct functioning of all cox boxes and lights.
Liaise with the Boatman and refer any equipment faults to the President and Treasurer.
Be responsible for ensuring that lights are used on all boats during those times specified by OURCs.
Attend all relevant Health and Safety, and OURCs meetings.
Be responsible for the maintenance and security of the SHBC bike.
The Secretary shall:
Arrange a venue for each General Meeting, for which they will give a week’s notice, and each Committee Meeting, for which they should give adequate notice.
Be responsible for recording and distributing agendas and minutes of Committee and General Meetings.
Post announcements concerning Elections.
Assist the other Committee members in advertising social events, racing, and results, to the rest of college.
Be responsible for maintaining and updating the SHBC website.
Be ultimately responsible for the SHBC Facebook page and Twitter feed. He or she shall grant access to persons who wish to publicise boat club activities, should they be deemed responsible enough, with the approval of the President.
8.7 Development Secretary
The Development Secretary shall:
Be in charge of working with the College Development Office and the Social Secretary in raising funds for SHBC.
Work to obtain sponsorship for the provision of new materials and to assist in the running costs of SHBC.
Maintain a list of previous Members of SHBC and arrange Senior Members’ dinners.
Oversee the writing and distribution of the SHBC newsletter to Senior Members.
8.8 Social Secretary
The Social Secretary shall:
Oversee the running of Christ Church Curry, Torpids Roast, Eights Dinner, and other social events.
Be responsible for organising charity fundraising events or collections with minimum frequency of once per year.
Be responsible for the funding of and the profits from all such events, in conjunction with the Treasurer.
Ensure that all such events are well publicised throughout college and on the SHBC Facebook page and Twitter feed.
Maintain the College noticeboard space.
Appoint a Junior Social Secretary of the opposing gender, with the approval of the President.
Be responsible for organising crew dates, with the assistance of the Junior Social Secretary.
The Junior Social Secretary shall be responsible only for the social events (e.g. crew dates) of their side of the boat club, though may be asked to assist with whole club events such as Torpids Roast. They are considered a non-voting Committee Member, much like a Vice Captain, and are not expected to attend Committee meetings, though are free to do so.
8.9 Novice Coordinator
The Novice Coordinator shall:
Oversee the recruitment of new members into SHBC.
Coordinate coaches for each novice boat.
Consult with the Captain of Coxes and Equipment for novice coxing.
Oversee assignment of novice rowers to boats.
Ensure there are subs for all novice outings.
Work with the Captains in order to ensure setting of crews, allocation of coaches and choice of which boats are used. If an irresolvable dispute arises, it shall be resolved by the whole Committee.
The Novice Coordinator position shall only have responsibilities during Michaelmas term, during which time he/she is a member of the Committee with full voting rights. In Hilary and Trinity term they may choose to remain on the Committee as a full member, as a non-voting advisory member, or leave the Committee entirely.
© 2014 St Hugh's Boat Club