Constitution


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Constitution


CONSTITUTION

 

1. The University of Warwick Boat Club (hereafter known as Warwick Rowing) caters for members of the University of Warwick Sports Federation (hereafter known as the Warwick Sport) who wish to row or cox.

2. Warwick Rowing is affiliated to British Rowing (hereafter known as BR).

3. As a society within the Warwick Sport, Warwick Rowing is bound by the constitution of Warwick Sport, whose rules and regulations shall have precedent over this constitution. This constitution may only be amended by an Extraordinary General Meeting which may be called by any Member of Warwick Rowing and must be seconded by another Member of Warwick Rowing.

4. Membership of Warwick Rowing consists of those Warwick Sport members who have paid full membership for the current academic year and for those awarded life membership.

5. Members shall be entitled to the use of the general facilities offered by Warwick Rowing subject to the consent of the Executive Committee of Warwick Rowing, subject to agreement to abide by the rules and regulations stated below and subject to Rule 10 stated below.

6. The Executive Committee shall comprise of ten members - the President & Safety Advisor, Administrational & Social Secretary, Senior Women's Captain, Senior Men's Captain, Treasurer, Intermediate Men's Captain, Novice Men's Captain, Novice Women's Captain, Equipment & Safety Officer and Public Relations, Sponsorship & Website Officer.


Rules and Regulations

7. The constitution is binding on all Members of Warwick Rowing and on all members of the coaching team insofar as the rules are relevant and applicable to that member of the coaching team.

8. Warwick Rowing's safety documents which will be issued in accordance with the safety policies of BR as varied from time to time.

9. Warwick Rowing's safety documents will be displayed on Warwick Rowing's website and the Executive Committee must extend reasonable publicity to them among the Warwick Rowing members.

10. Those authorised to participate in training on the water without an effective personal flotation device must have provided evidence to a member of Warwick Rowing's executive committee or have demonstrated to the satisfaction of a member of Warwick Rowing's executive committee that they can swim to the standard required by BR at that time. Members have a duty to inform the Executive Committee of the club if their capacity to swim to the standard required by BR lapses.

11. The Warwick Rowing Executive Committee and coaching team have a duty to use reasonable endeavours to implement Warwick Rowing's safety policy documents which are in force and vary from time to time.

12. Members will have valid BR membership in order to be invited to represent university in competition.

13. Members may only use the equipment offered by the club with the permission of the Equipment & Safety Officer, subject to ratification by the Executive Committee.

14. The use of club boats is strictly reserved for active members of the club who are associated to one of the five squads.

15. Except for specific permission from the President, no member is allowed on the water unaccompanied. Members may only use single sculls while a safety launch is accompanying them.

16. Members shall adhere to the permissions detailed on the Safety and Permissions Google Doc, available to all active club members. 


Meetings

17. The Secretary of Warwick Rowing shall call the Annual General Meeting (hereafter known as the AGM), to be held at or around the beginning of the third academic term. A copy of this constitution and the constitution of Warwick Sport shall be available at the AGM and all other general meetings of Warwick Rowing. Candidates for the Executive Committee positions for the following academic year shall be formally invited at the time of calling the AGM. Candidates must be members of UWBC and therefore Warwick Sport.

18. This AGM shall:
a. Receive the brief oral annual reports of the executive committee members or from the President of Warwick Rowing on behalf of the Executive Committee.
b. Elect the committee for the following year according to paragraph 17 below.
c. Discuss any other business.

19. The AGM shall be conducted according to the regulations of Warwick Sport. The Executive Committee shall nominate a Chairperson, unless a majority of those present request that there should be an election for the Chair. In the absence of an nomination for the chair by the Executive Committee or an Election for the Chair by those present, the President of Warwick Rowing shall chair the meeting.

20. Any other meetings requested by a Member and seconded by another Member shall be called an Extraordinary General Meeting (hereafter known as an EGM). This shall be for the purpose of raising specific and immediate issues of relevance to Warwick Rowing. This meeting shall be chaired as in Rule 16.

21. Notice of AGMs and EGMs shall be displayed on the Warwick Rowing website at least seven days before the meeting.


Meetings of the Executive Committee

22. Meetings of the Executive Committee shall be open to all Members, who may raise issues of concern for discussion by the Executive Committee.


Executive Committee Members

23. The individual and collective responsibilities of the Executive Committee are outlined on two separate documents entitled Executive Committee Code of Conduct and Executive Committee Individual Responsibilities as updated from time to time.

24. Election of the Executive Committee members (at the AGM) shall be by single transferable vote. Each position shall be finalised before the next is opened, in the following order: President & Safety Advisor, Secretary,Club Captain, Senior Women's Captain, Senior Men's Captain, Treasurer, Intermediate Men's Captain, Novice Men's Captain, Novice Women's Captain, Equipment & Safety Officer and Public Relations, Sponsorship & Website Officer.

25. Nominations along with the candidate's manifesto must be submitted to the Secretary at least 4 days prior to the AGM. Audio-visual aids may be used by the candidates when presenting at the AGM. Presentations should last no longer than five minutes, including any AV aids.

26. The collective duties and responsibilities of the Executive Committee of Warwick Rowing are defined as the pursuit of the best interests of Warwick Rowing.

27. Members may elect one further non-executive position, upon the recommendation of the Executive Committee.

General Code of Conduct


General Code of Conduct


General Code of Conduct

 

General Etiquette

  • Members have a mutual respect for each other regardless of their ability, sex or status.
  • Punctuality is essential for the smooth running of all training sessions, competitions and events organised by the club. Being late is impolite and disrespectful to your fellow crew members and may compromise your selection to represent the club at an external competition.


Safety - Generally

  • The club researches, produces, communicates and implements a comprehensive set of safety policy documents annually which can be found on this website. These are produced in accordance with the British Rowing safety guidelines as varied from time to time and take into account any hazards unique to our club's particular environment and circumstances.
  • Very minor breaches of the club's safety rules will be dealt with by that member's squad captain. Larger breaches will be reported to Warwick Sport and British Rowing.
  • Members must familiarise themselves with the club's safety documents in advance of undertaking any training sessions on the water. It is strongly advisable that members familiarize themselves with these various safety documents in advance of undertaking regular land training.
  • The below safety rules provide a very general overview of some of the key provisions of those safety documents. They are not however sufficient to verse each member fully with our safety policies and they must be read in conjunction with the rest of the club's safety documents.
  • Members are reminded that these safety policies also extend to training camps and competitions held away from the club's usual training venues.


Safety - The Club's commitment to you

  • The club's executive committee and coaching team from the most senior to the most junior members will be open to challenge at all times by any club member from the most senior to the most junior on the club's safety policies and will not prejudice directly or indirectly any member who chooses to challenge the club's safety policies.
  • The club's executive committee and coaching team will constructively deal with all suggestions made by members pursuant to the above scenario.
  • To protect its athletes the club's executive committee and coaching team will not allow any culture of complacency towards safety to breed at UWBC.


Safety - Your duties as members

  • Members have a duty to read in full and abide in full by the safety rules as set out across the club's various safety documents.
  • Members have a duty to ask a more senior member of the club if they are unsure as to the safety of a particular practice.
  • Members have a duty to report any unsafe practice however small to the President of the club or to any member of the club's executive committee or coaching team.
  • Members have a duty to refuse to row if your coxswain is not wearing a lifejacket.
  • Members have a duty to refuse to row if your coach is not wearing a lifejacket.
  • Members have a duty to refuse to row if you know or suspect a member of your crew or your coach is unfit to train or coach through for example drunkenness or excessive tiredness.


Safety - Some other key points

  • Prior to a water training session, the President & Safety Advisor, the Equipment & Safety Officer, the Senior Men's Captain, the Intermediate Men's Captain, the Senior Women's Captain, the Novice Men's Captain, Novice Women's Captain or any member of the coaching team will decide if the river and weather conditions are suitable for rowing. The decision of those present from the list above will be unanimous. If those listed above decide the conditions are inappropriate for training on water then no member may go onto the water.
  • During a water training session, any member has the right to demand the termination of the training session for any reason linked to safety. Any member demanding the termination of a water training session must continue to obey the instructions of the coxswain who must safely navigate the craft back to the landing stage or if that is not possible, must safely land the boat where appropriate in all the circumstances.
  • In the event of a capsizing, rowers must hold on to the boat to provide buoyancy. Once all crew members have been counted as present by the coxswain, the crew should swim the boat to the riverbank where the immediate attention of any other club members should be raised.
  • For the avoidance of doubt, members MUST NOT swim away from the boat in the event of a capsizing. The boat is likely to be your best buoyancy support even if it is upside down.
  • Medical emergencies during a water session will be reported to the coxswain of the crew immediately.
  • Members may not under any circumstances overload any vehicle under the hire of the club. All members traveling in a vehicle hired by the club must wear seatbelts for the duration of the journey.
  • A First Aid kit is provided at the Barford Boathouse. Any member has access to the First Aid kit. Authorisation must be sought if any club member intends to remove the First Aid kit from the site of the Barford Boathouse.
  • Members are encouraged to take the basic First Aid course run by the Warwick Sport
  • Any injuries or incidents that occur, whether during any club training session or at an external club event, such as a competition, must be reported to the President & Safety Advisor of the club.
  • Members' attention is drawn to the rules below restricting the use of the club's electricity generator and outboard engines and restricting the handling of fuel.


Security

  • With the exception of those members of the Executive Committee, members will not keep in their possession any property of the club, without prior permission from the President & Safety Advisor or the Equipment & Safety Officer.
  • With the exception of the members of the Executive Committee, no member may handle the keys to the club's estate.


Training

  • Members will only train within their abilities and levels of fitness. All training sessions will start with a warm-up and end with a cool-down.
  • Members will not change places in the same boat while it is afloat.
  • Any commands given by the coxswain or coach are to be acted on immediately as it is the responsibility of the coxswain or coach to look after the boat and crew.
  • Once the boat has been taken from the boathouse, there is to be no talking between the crew members excluding the coxswain, other than if the boat is in danger of hitting an obstacle.


Clothing

  • There is no requirement for members to have any specific clothing for training sessions. However, members are advised to wear sensible clothing including shorts, tracksuit and other warm layers.
  • During Heads, Regattas and private matches, members are expected to wear the correct club strip, which can be purchased through the club. Failure to do so could resulting the disqualification of the crew.


Coxing

  • Coxswains should be able to cope with hazards arising from obstructions in the water. Coxswains should also be able to assess a hazardous situation on the water.
  • During a medical emergency, coxswains should alert the attention of any nearby Safety & Coaching Boats.
  • Coxswains should avoid navigating near weirs.
  • Coxswains must wear a lifejacket whilst on the water. The club always provides lifejackets for coxswains.
  • The boat is the responsibility of the coxswain throughout the session.
  • Coxswains shall be responsible for delegating the cleaning of the boat at the end of a water training session.


Equipment

  • Members are responsible for the care of equipment during all training sessions.
  • Members are strictly forbidden from starting, driving, fuelling or switching off the Safety & Coaching launch boat without having been formally approved by both the President & Safety Advisor and the Safety & Equipment Officer.
  • With the exception of the members of the Executive Committee, members are strictly forbidden from starting, operating, fuelling or switching off the generator situated in the Barford Boathouse
  • Any member of the Men's Senior Squad and the Women's Senior Squad may use the ergos situated in the sports hall on central campus.
  • Damage to the equipment must be reported immediately to any Executive Committee member.


Affiliations

  • Each member of the club will be a member of the British Rowing. Membership details can be obtained fromthe Club Secretary at the beginning of the academic year.
  • British Rowing membership cards will be given to the Club Secretary for the duration of the academic year. All exceptions will be previously negotiated with the club's President & Safety Advisor.


Social events

  • Members are reminded that heavy alcohol consumption does not mix well with intensive training. Members are advised to bear this in mind especially whilst attending club organised social events.
  • Members should be aware that the club can be held accountable by the Students' Union for any serious incident that occurs during a club organised social event.

Executive Committee Code of Conduct


Executive Committee Code of Conduct


Executive committee code of conduct

 

Safety
All Executive Committee members shall act in accordance with the safety rules detailed in the club's General Code of Conduct and, in addition, shall:

  • Be familiar with British Rowing's safety guidance documents as issued through their website from time to time.
  • Be familiar with the club's various safety documents and therefore the club's own unique safety hazards
  • Practice and promote consistent high standards in safe training - both on and off the water
  • Intervene to stop the unsafe practice of any of the club's members without compromising personal safety
  • Report all hazards directly to the President and Safety Advisor
  • Ensure that there is no litter is left inside and around the boathouse and no food waste is left in the boathouse bins.


Security
All Executive Committee members shall act in accordance with the security rules detailed in the club's General Code of Conduct and, in addition, shall:

  • Ensure that none of the club's equipment is left outside of the boathouse after a Barford training session has ended
  • Ensure that none of the club's equipment is left on the trailer at the Barford boathouse overnight
  • Ensure that all boats in the possession of the club are bound to trestles when temporarily left outside the boathouse for whatever reason
  • Ensure that the boathouse is locked when leaving the building unattended, including training sessions.
  • Ensure that the storage containers inside the boathouse are both locked and that neither are overfilled
  • Ensure that the keys for the boathouse are never given to anyone without prior permission from the President & Safety Officer, the Senior Men's Captain or the Senior Women's Captain. Arrangements should be made for the return of the keys before they are released.


Training
All Executive Committee members shall act in accordance with the training rules detailed in the club's General code of conduct and, in addition, shall:

  • Practice, train and compete regularly, without extended periods of absence other than due to illness or injury


Administrational
All Executive Committee members shall act in accordance with the affiliation rules detailed in the club's General Code of Conduct and, in addition, shall:

  • Attend weekly Executive Committee meetings
  • Be familiar with standard processes used by the club (eg. Posting notices, registering training session attendances, entering competitions)
  • Detail any liaisons with outside parties (eg. University, Students' Union or British Rowing etc) to the club's Executive Committee
  • Handle no more than £200 inliquid money no cheques from any of the club's athletes except in a fundraising situation. The treasurer is to keep the records and receipts of all liquid money and cheques handled.

Executive Committee Individual Responsibilities


Executive Committee Individual Responsibilities


Executive Committee Individual Responsibilities

 

Executive members shall act in accordance with the rules detailed in the Constitution of the club. In addition to the General Code of Conduct and the Executive Committee Code of Conduct, each member individually shall:

 

President and Safety Advisor

  • Protect and promote the image of the club
  • Consult associated organisations on behalf of the club
  • Maintain a strong relationship between the club and its associated organisations
  • Ensure long term financial stability of the club
  • Ensure equality between the five four squads
  • Insure the fleet of boats, oars and auxiliary equipment to the correct value
  • Promote good administrative organisation and practice in the club
  • Conduct regular consultations with the Equipment & Safety Officer
  • Call weekly meetings of the Executive Committee
  • Advise and consult Executive Committee at weekly meetings
  • Ensure the Executive Committee are doing their roles correctly, giving help and advice where needed
  • Produce intensive external competition schedule for both senior squads in accordance with the Senior Men's Captain and the Senior Women's Captain 
  • Protect coaching infrastructure
  • Administrate coaching launch driving proficiency test 
  • It is expected that candidates for the position of president will have already been on the exec for at least one year

 

Club Captain

  • Protect and promote the image of the club
  • Produce intensive external competition schedule for both senior squads in accordance with the Senior Men's Captain and the Senior Women's Captain 
  • Administrate coaching launch driving proficiency test 
  • Consult coaches and captains to manage outings and boat/launch usage
  • Organise timings and transport for all outings
  • Be in charge of logistics for training camps, away days and race days with help from other captains and secretary 
  • Collate crew entries for races for the Secretary to submit
  • Ensure equality between the five squads
  • Identify and train minibus and trailer drivers
  • With information gathered from squad captains, advise the committee on equipment needs of the club
  • Assist squad captains in sourcing boats for borrowing

 

Senior Men's Captain

  • Recruit and form a large squad of experienced rowers
  • Conduct a swimming proficiency test of each athlete before training on water
  • Maintain and encourage the attendance of athletes throughout the duration of the Head and Regatta race seasons
  • Produce intensive external competition schedule in accordance with the President & Safety Advisor
  • Produce competitive, varied and appropriate training plans throughout the duration of the Head and Regatta race seasons
  • Register attendance levels of every training session
  • Register ergometer results attained by each member of the squad
  • Video on-the-water training sessions as well as ergometer sessions
  • Provide regular analysis of filmed sessions
  • Select and invite squad members to attend training camps
  • Organise Winter and Easter training camp in co-operation with Secretary and Captains
  • Maximise the squad's exposure to competition
  • Select crews to represent the University for Heads, Regattas and private matches
  • Analyse and present competition results to Executive Committee

 

Senior Women's Captain

  • Recruit and form a large squad of experienced rowers
  • Conduct a swimming proficiency test of each athlete before training on water
  • Maintain and encourage the attendance of athletes throughout the duration of the Head and Regatta race seasons
  • Produce intensive external competition schedule in accordance with the President & Safety Advisor
  • Produce competitive, varied and appropriate training plans throughout the duration of the Head and Regatta race seasons
  • Register attendance levels of every training session
  • Register ergometer results attained by each member of the squad
  • Video on-the-water training sessions as well as ergometer sessions
  • Provide regular analysis of filmed sessions
  • Select and invite squad members to attend training camps
  • Organise Winter and Easter training camp in co-operation with Secretary and Captains
  • Maximise the squad's exposure to competition
  • Select crews to represent the University for Heads, Regattas and private matches
  • Analyse and present competition results to Executive Committee

 

Secretary

  • The Secretary shall act in accordance with the rules detailed in the constitution of the club. In addition to the General Code of Conduct and the Executive Committee Code of Conduct, the Secretary shall:
  • Ensure that every athlete is a member of the Amateur Rowing Association
  • Be the keeper of the club's ARA membership cards
  • Make sure that a comprehensive database of athlete information is created and maintained 
  • Gather relevant information about external competition
  • Be responsible for meeting race entry deadlines
  • Organise trailer loading and unloading for races 
  • Organise competitor transport to/from races 
  • Form agendas for Executive Committee meetings
  • Book the venue for Executive Committee meetings
  • Write the minutes for Executive Committee meetings
  • Identify and provide training for the minibus and trailer drivers
  • Book minibuses for training sessions, events and competitions
  • Contact clubs for use of their facilities for race days, away days and training camps
  • Be the main contact with other clubs for external trips, e.g. training camps and away days

 

Treasurer

  • Manage club's online payment system
  • Manage the use of union grant money
  • Manage and document all money request forms from athletes and coaches
  • Document and receive travel contributions from the athletes
  • Document and receive coaching contributions from the athletes 
  • Manage the finance and funding of all training camps and away days
  • Manage the club's annual affiliation fees
  • Manage the finance and funding of the rowing ball

 

Novice Men's Captain

  • Recruit and form a large squad of novice rowers
  • Conduct a swimming proficiency test of each athlete before training on water
  • Maintain and encourage the attendance of athletes throughout the duration of the Head and Regatta race seasons
  • Introduce athletes to the accepted technique used by Senior Squad, with the help of the coaching team
  • Produce basic external competition schedule aimed at being an introduction to Heads and Regattas
  • Produce competitive, varied and appropriate training plans throughout the duration of the Head and Regatta race seasons
  • Ensure that the squads trains occasionally with the Senior Squad
  • Register attendance levels of every training session
  • Register ergometer results attained by each member of the squad
  • Video on-the-water training sessions as well as ergometer sessions
  • Provide regular analysis of filmed sessions
  • Select and invite squad members to attend training camps
  • Organise Winter and Easter training camp in co-operation with Secretary and Captains
  • Maximise the squad's exposure to appropriate level competition
  • Select crews to represent the University for Heads, Regattas and private matches
  • Analyse and present competition results to Executive Committee

 

Novice Women's Captain

  • Recruit and form a large squad of novice rowers
  • Conduct a swimming proficiency test of each athlete before training on water
  • Maintain and encourage the attendance of athletes throughout the duration of the Head and Regatta race seasons
  • Introduce athletes to the accepted technique used by Senior Squad, with the help of the coaching team
  • Produce basic external competition schedule aimed at being an introduction to Heads and Regattas
  • Produce competitive, varied and appropriate training plans throughout the duration of the Head and Regatta race seasons
  • Ensure that the squads trains occasionally with the Senior Squad
  • Register attendance levels of every training session
  • Register ergometer results attained by each member of the squad
  • Video on-the-water training sessions as well as ergometer sessions
  • Provide regular analysis of filmed sessions
  • Select and invite squad members to attend training camps
  • Organise Winter and Easter training camp in co-operation with Secretary and Captains
  • Maximise the squad's exposure to appropriate level competition
  • Select crews to represent the University for Heads, Regattas and private matches
  • Analyse and present competition results to Executive Committee

 

Coxswains' Captain

  • Recruit and form a squad of coxes 
  • Maintain and encourage the attendance of coxes throughout the duration of the Head and Regatta race seasons
  • Organise and manage coxes. Allocate them to squads upon request
  • Run sessions to teach novice coxes about the basics of coxing
  • Make sure coxes know marshalling practises and how to do sufficient pre-race prep 
  • Select and invite squad members to attend training camps
  • Organise Winter and Easter training camp in co-operation with Senior Women's Captain, Treasurer, Senior Men's Captain and Novice Men's Captain
  • Maximise the squad's exposure to appropriate level competition
  • Select crews to represent the University for Heads, Regattas and private matches

 

Equipment and Safety Officer

  • Order, receive and fit spare parts from recognised companies, dealers and organisations in co-operation with the Treasurer
  • Conduct a risk assessment of the club
  • Give a series of short safety presentations to the club
  • Maintain a comprehensive toolbox
  • Check the condition of the ties used for the trailer
  • Oversee any loan and safe return of the club's equipment
  • Ensure that all boats carry names
  • Ensure that all boats, blades and auxiliary equipment is presentable both in competition and in training
  • Ensure that the launch engine and trailer are serviced externally
  • Protect the coaching infrastructure
  • Maintain the club's equipment stored in the sports hall
  • Present all progress to the Executive Committee

 

Sponsorship, Website and Kit Officer

  • Produce the regular press releases and website articles
  • Post race reports on the website
  • Organise regular opportunities to buy kit
  • Be in charge of kit designs 
  • Order and distribute kit to athletes 
  • Ensure all athletes have the essential kit
  • Actively seek for and maintain Club's sponsorship(s)
  • Keep in contact with Sponsors, regularly informing them of the clubs activities and results

 

Public Relations, Events and Charities Officer

  • Maintain Public Relations for the Boat Club
  • Look after, keep updated and post regularly on all the social media sites
  • Post about big club events and results of races on social media sites
  • Organise regular charity and fundraising events for the Club
  • Organise the Club's Annual Ball
  • Organise Club social events

 

Men's Calendar Representative

  • Recruit athletes to be in the calendar
  • Tell the athletes/models all the relevant information they need to know about the calendar and what it means to be involved with the project
  • Ensure the happiness and comfort of athletes/models at all times
  • Work with Angus as the liaison between Warwick Rowing and Warwick Rowers 
  • Ensure the smooth running of the photo shoots (liaise with coaches about training times, organise transport, organise and collect model release forms, ensure everyone is comfortable and happy) 
  • Work with the next year’s potential calendar coordinator progressively throughout the year to ensure a smooth handover 
  • Have a constant presence on social media (Facebook, Twitter, Instagram) 
  • Help Eleanor with website content, coordinate people to write articles
  • Help organise any events that calendar models need to attend (coordinate who’s going and transport)
  • Organise the sale of calendars on Campus 

 

Women's Calendar Representative

  • Organise Training Camp photo shoot 
  • Liaise with our photographer to set date(s) for Barford photo shoots 
  • Ensure the smooth running of the photo shoots (liaise with coaches about training times, organise transport, organise and collect model release forms, ensure everyone is comfortable and happy) 
  • Choose calendar photos and order, create front and back cover artwork and blurb 
  • Send the calendar to printers and organise all posting and packaging of calendars
  • Design and manage the bonus albums and creation of any new products
  • Ensure the successful marketing through online competitions, promotional videos and contacting customers etc.
  • Work with the website officer and the SU to ensure all physical products and all bonus albums are available on to the website and linked to the SU website 
  • Work with the next year’s potential calendar coordinator progressively throughout the year to collaborate on ideas and ensure a smooth handover 
  • Have a constant presence on social media (Facebook, Twitter, Instagram) 
  • Coordinate any press coverage 
  • Deal with customer enquiries, comments and complaints 
  • Organise the sale of calendars on Campus
  • Maintain links with the local Macmillan representative 
  • Keep on top of finances updating personal spreadsheets regularly and ensure payment to Macmillan is made