Constitution

CAMBRIDGE UNIVERSITY RIDING CLUB CONSTITUTION

 

  1. Definitions
  2. Objectives of the Club
  3. Membership
  4. The Committee
  5. Committee meetings
  6. Annual general meetings
  7. Elections
  8. Finances
  9. Selection of the Team
  10. Half blues and Colours
  11. Club competitions
  12. Varsity Match
  13. Dissolution
  14. Liability

 

  1. DEFINITIONS

 

  1. The club shall be named the Cambridge University Riding Club and both “the Club” and “CURC” means Cambridge University Riding Club in this constitution.

 

  1. “Written” includes communication by email.

 

  1. Any dispute about the interpretation of this constitution shall be decided by the Committee, in accordance with article 4.ii.

 

  1. Types of members of the club:

 

    1. a “Current Member” has provided the Secretary with relevant medical history and an emergency contact number, signed the Club’s liability disclaimer and has paid membership fees for the current term or the most recent term if outside of the Full Term, as defined by the Statutes and Ordinances of The University of Cambridge.

 

    1. “Recreational” membership is open to any person who is in statu pupillari at The University of Cambridge or Anglia Ruskin University. “Recreational Members” do not participate in BUCS or Varsity Matches.

 

    1. “Competitive” membership is open to those in statu pupillari at The University of Cambridge, subject to selection as described in Article 9. “Competitive Members” participate in at least one BUCS or Varsity Match.

 

    1. “Staff and Alumni Members” are alumni of The University of Cambridge or those on the payroll of The University of Cambridge. Staff and Alumni Members are not eligible to be Competitive Members.

 

  1. “Team Trials” is the process of selecting Competitive Members in accordance with Article 9
    1. The “Ridden Trials” are the event at which candidates are able to ride in accordance with Article 9.ii before Competitive Members are selected

 

 

 

  1. OBJECTIVE OF THE CLUB

 

  1. To provide facilities for students of The University of Cambridge to learn and practice the art of equitation;

 

  1. To win the annual Equestrian Varsity Match against the University of Oxford and field two strong teams in the British Universities and Colleges Sports Equestrian League;

 

  1. To promote interest in horses amongst members of The University of Cambridge.

 

  1. MEMBERSHIP

 

  1. Membership of the Club is open to any person who is in statu pupillari at The University of Cambridge or Anglia Ruskin University.
    1. This may be extended to other higher education institutions in Cambridge at the individual discretion of the Committee.

 

  1. Membership of the Club is also open to any alumni of The University of Cambridge and those on the payroll of The University of Cambridge.

 

  1. The right to be considered for the team is open to any person who is in statu pupillari at The University of Cambridge.
    1. The team shall be selected in accordance with Article 9.

 

  1. All members must provide the Secretary with information including relevant medical history and an emergency contact number and must also sign the Club’s liability disclaimer before they can do any riding with or in the name of the Club.

 

  1. Membership fees shall be levied on all Current Members in accordance with Article 8.iii.

 

  1. COMMITTEE

 

  1. The members of the Committee shall be empowered to make all decisions necessary for the running of the Club. A majority of the members of the Committee should be in statu puillari at the University of Cambridge.

 

  1. In the event that any decision to be made by the Committee cannot be agreed by consensus, the issue shall be decided by a simple majority of votes cast. In the event of a tied vote, the President’s vote shall be casting.

 

  1. General responsibilities of members of the Committee:
    1. to act as good ambassadors for equestrianism within the University of Cambridge,
    2. to attend each meeting or deliver an explanation of absence to the President prior to the meeting,
    3. to communicate to the President any potentially contentious issues arising in relation to the affairs of the Club.

 

  1. Powers and responsibilities of each member of the Committee:
ROLE PRE-REQUISITES POWERS AND RESPONSIBILITIES
Senior Treasurer MA Standing/Member of the Regent House at The University of Cambridge o        Sign the copy of the Club accounts provided to the Proctors of The University of Cambridge on an annual basis.

o        Approve any change to the fees or subscriptions levied.

o        Provide advice and support to the President and Junior Treasurer if required.

President Preferably a previous member of the Committee o        Overall responsibility for the running of the Club.

o        Identify the tasks required for the effective running of the Club and delegate these to other members of the Committee if unable to do them him/herself.

o        Responsible for ensuring the constitution and Code of Conduct are followed by members of the Club. S/he may use any such powers necessary and reasonable to do so. They will also be responsible for health and safety.

o        It is the job of the President to check that the centres being used have a standard of safety and insurance and obtaining a copy of their risk assessments at the start of the academic year

o        Attend Ridden Trials and is involved in the selection of the team.

o        Chair Committee Meetings and make the casting vote.

First Team Captain Must have ridden at least one First Team BUCS match or the First Team Varsity Match for the University of Cambridge o        Organise Ridden Trials in accordance with Article 9.

o        Make the casting vote in the selection of the First Team.

o        Make the casting vote in the selection of the Second Team.

o        Organise the home BUCS match and the First Team Varsity Match in a hosting year.

o        Make the necessary arrangements for the First Team to attend the other BUCS matches and any finals qualified for and an away Varsity Match.

o        Facilitate the election of the Second Team Captain and support the Second Team Captain in their role.

Secretary o        Maintain a database of relevant medical history and emergency contact numbers for all Current Members.

o        Hold a signed disclaimer from all Current Members.

o        Ensure the mailing list contains Current Members only.

o        Maintain and update the Alumni contact database.

o        Help the President respond to general and membership enquires.

Junior Treasurer o        Be the signatory on the Club account.

o        Monitor payments coming in and out of the Club’s account and investigate if necessary.

o        Provide the Secretary with a list of all those members who have paid the subscription.

Hilltop Lesson Coordinator o        Organise weekly lesson schedule for intermediate and advanced members.

o        Assist the President in organising the Club Competitions.

o        Be a point of contact for the intermediate and advanced members.

o        Be available as a designated welfare officer to members of the club

o        Organise the filling in of Emergency medical forms to be held at the centre

Springhill Lesson Coordinator o        Organise the weekly lesson schedule for beginner and novice members.

o        Be a point of contact for the beginner and novice members.

o        Help the President and Secretary respond to enquiries from beginners.

o        Be available as designated welfare officer to members of the club

o        Organise the filling in of Emergency medical forms to be held at the centre

Social secretary o        Organise social events for Current Members

o        These include but are not limited to the Membership Squash, the New Members Dinner in Michealmas term, the A.G.M and the annual riding holiday.

Webmaster o        Keep the Club’s website up to date and secure.

 

  1. The President shall have the power to delegate any responsibility not listed in 4.iv to an appropriate Committee member.

 

  1. Subject to resignation or dismissal as described by Articles 4.viii and 4.ix, each Committee member shall retain their position for one year, beginning on the first day of week 8 of Easter term in the year in which they were elected.

 

  1. Upon vacating their position, each Committee member shall meet with their replacement to provide advice and continuity for the forthcoming term in office.

 

  1. Any Committee member wishing to resign from their position shall deliver to the Committee a written notice of resignation not less than seven days before the resignation takes effect.
    1.  Upon receipt of the notice, the President (or, if the President is resigning, then the Secretary) shall find a replacement in accordance with Article 7.viii.

 

  1. Any three Committee members together, on reasonable grounds, may deliver to the Committee a written requisition for the dismissal of any other Committee member.
    1. Upon receipt of the requisition, the President (or, if the President is the subject of the requisition, then the Secretary) shall call a Committee Meeting to be held within seven days. At the meeting, the following procedure shall be observed:
      1. Those Committee members who delivered the requisition shall state their uninterrupted case for dismissal.
      2. The Committee member subject to the requisition may reply uninterrupted.
      3. The Committee member subject to the requisition shall then leave the meeting whilst the remainder of the Committee discuss and vote whether to uphold the requisition.
    1. If the requisition is upheld, the Committee member subject to the requisition shall be dismissed from the Committee with immediate effect.
    2. The President (or, if the President is the subject of the requisition, then the Secretary) shall undertake or delegate the role of the dismissed Committee Member until a replacement can be found.
    3. A replacement shall be found in accordance with Article 7.viii.

 

  1. COMMITTEE MEETINGS

 

  1. There shall be at least one Committee Meeting in each Full Term. The President shall communicate the date, time and location of these meetings no less than 48 hours before the meeting is to be held.

 

  1. The President may call additional Committee Meetings.

 

  1. A Committee Meeting may be attended by any Committee member and by any other person upon the invitation of the President. Invited persons shall not be eligible to vote.

 

  1. Any decisions that cannot be decided by consensus shall be decided according to Article 4.ii.

 

  1. The President shall be responsible for ensuring the publication of the minutes of any Committee Meetings to the Committee and bringing to their attention any specific tasks thereby arising, within seven days of the meeting.

 

  1. Documents that are to be relied upon at the meeting should be circulated to all those entitled to attend the meeting at least twenty-four hours in advance, by the person wishing to rely upon them.

 

  1. ANNUAL GENERAL MEETINGS

 

  1. There shall be an Annual General Meeting (“A.G.M”) as early as is practical in Easter term.

 

  1. All Current members shall be invited to the A.G.M at least 7 days in advance.

 

  1. Committee elections shall take place at the A.G.M in accordance with Article 7.

 

  1. This constitution may be amended only by a two thirds majority vote at the A.G.M.

 

  1. ELECTIONS

 

  1. The Committee are elected by the Current Members of the Club.
    1. All junior positions on the Committee are elected.
    2. All Current Members have the right to vote for all positions on the Committee.
    3. Non-members are not entitled to vote, nominate or second.
    4. In exceptional circumstances, the Committee may permit a non-Member to stand for election.
    5. To stand as First Team Captain, prospective candidates must have competed in at least one First Team BUCS match or the First Team Varsity Match.

 

  1. The voting system shall be by simple majority with each voter being able to vote for one candidate per Committee position.

 

  1. The outgoing President and Treasurer shall be returning officers of the election.

 

  1. Each candidate shall be nominated and seconded by two different Current Members of the Club.
    1. A Current Member may not nominate or second two people running for the same position.
    2. A Current Member may also not nominate or second a candidate they are running against.
    3. A Current Member may nominate or second multiple people for different Committee positions subject to Article 7.iii.b.

 

  1. Re-open Nominations (R.O.N.) shall be listed as the final candidate for all positions.

 

  1. Under normal circumstances, the junior Committee, excluding the Second Team Captain (see Article 9.ix) shall be elected by a secret ballot of the Current Members in attendance at the A.G.M.

 

  1. If the position of President or First Team Captain is contested, this/ese election/s shall take place first at the A.G.M. The results shall be counted and announced immediately. The loosing candidate is entitled to stand for any other position on the Committee, subject to Current Members present being willing to nominate and second in accordance with Article 7.iv.

 

  1. In the event that R.O.N. receives a majority at the A.G.M.; or there is no candidate for a position at the A.G.M.; or a resignation or dismissal in accordance with Articles 4.viii and 4.ix; or there is no Team Captain as described by Articles 9.ix.b and 9.x, the President (or the Secretary if there is no President) shall open nominations to all eligible (see Articles 9.ix.b and 9.x) Current Members of the Club.
    1. An uncontested new member may be brought onto the Committee by a majority vote of the remaining Committee members.
    2. In the event that the position is contested, all Current Members shall be given the opportunity to vote.

 

  1. FINANCE

 

  1. The Club shall be maintained by the revenues from subscriptions, sponsorship and donations.

 

  1. The accounts of the Club shall be in the charge of the Junior Treasurer, whose signature shall appear on any cheque.

 

  1. Each member shall be required to pay a subscription. The membership fees shall be set by the Committee at a level sufficient to ensure the efficient running of the Club.
    1. The University Sports Syndicate funding is for persons in statu pupillari at The University of Cambridge. It is an expected consequence that Staff and Alumni Members will pay a higher subscription than Recreational Members.
    2. A difference between the Recreational Members and Competitive Members subscription may be introduced if the outgoings for distinct activities are found by the Committee to be disproportionate.

 

  1. The cost of activities, which involve the use of facilities etc. other than those owned by the Club, may be subsidised at the discretion of the committee.

 

  1. The accounts shall be audited by or on behalf of the Senior Treasurer and will be available to the Club at the A.G.M.

 

  1. The accounts shall be available to the Senior Treasurer at any time and presented to the Committee at each Committee Meeting.

 

  1. SELECTION OF THE TEAM

 

  1. The Team Trials shall be organised by the Team Captain in the first four weeks of Full Michealmas Term of each year.

 

  1. The Team Trials shall culminate in the chance to ride on the flat and over fences in front of the Team Captains, Head Coach and President on suitable horses.
    1. The Team Captain may ask for written submissions of experience and achievements in equestrianism.
    2. A minimum of the top 18 Candidates shall progress to the Ridden Trial.

 

  1. The time, date and location of the Ridden Trials shall be circulated to all those riding or attending at least 7 days in advance.

 

  1. Persons taking part in the Ridden Trials must provide the Secretary or Team Captain with relevant medical history, an emergency contact number and a signed disclaimer before riding. They are not required to be Current Members or pay subscription before the Ridden Trials.

 

  1. The Team Captain may levy a fee for participants in the Ridden Trials to allow their efficient running.

 

  1. The First Team shall consist of the most able 4 riders, chosen by the First Team Captain, Head Coach and President. In the event of a dispute, the First Team Captain’s vote is casting.
    1. The availability of the riders to commit to the competitions contested by the team shall be considered as a selection criterion.

 

  1. The Second Team shall consist of the next most able 4 riders and 2 reserves, chosen by the First Team Captain, Head Coach and President. In the event of a dispute, the First Team Captain’s vote is casting.

 

  1. In exceptional circumstances, a rider who is not available for the Ridden Trials may be considered for the team.
  2. Once teams are selected:
    1. All selected riders must become Competitive Members of the Club.
    2. Those riders selected for the Second Team are eligible to stand for the position of Second Team Captain and a Second Team Captain is elected in accordance with Article 7.viii. Similarly this process will occur in the same manner for the Third Team.

 

  1. In the event that the First Team Captain is not selected for the First Team, this is taken as their resignation. Those riders selected for the First Team are eligible to stand for the position of First Team Captain and a First Team Captain is elected in accordance with Article 7.viii.

 

 

  1. BLUES, HALF-BLUES AND COLOURS

 

  1. If the information provided here contradicts the status held by the Blues Committee, the Blues Committee’s published status shall take precedence.

 

  1. An automatic Half-Blue will be awarded if a member rides in the First Team Varsity Match and at least 2 other BUCS matches. Up to 4 Half-Blues may be awarded at the First Team Captain’s discretion.

 

  1. Colours will be awarded to members in either of the teams who ride in at least 1 of the 5 First Team matches during the year.

 

  1. Full Blues will be awarded if a member competes in the First Team Varsity Match AND a) if the team wins BUCS Nationals (all 4 riders to receive Full Blue), OR b) the individual member finishes in the overall top 3 at BUCS Nationals, OR c) if the member is selected for the Great Britain Student team, or has ridden for Great Britain in the Nations Cup or at a higher level in the academic year concerned.

 

  1. CLUB COMPETITIONS

 

  1. The Club shall host annual inter-Collegiate team competitions in each of the following disciplines on separate dates: dressage; novice dressage; show-jumping and gymkhana.

 

  1. All Current Members of sufficient competence are entitled to enter.

 

  1. In team competitions the President or Lesson Coordinator may assemble composite teams in the event that less than 3 riders from any one College is available and able. This may be done as they see fit to ensure a good and fair competition.

 

  1. VARSITY MATCH

 

  1. The First Team Captain and the Second Team Captain shall announce the 4 riders who will compete in the First Team Varsity Match and the Second Team Varsity Match to all Competitive Members at least 1 month before each match is to be held.

 

  1. The First Team Captain and the Second Team Captain shall invite all Current Members to each match at least 1 month in advance.

 

  1. DISSOLUTION

 

  1. The Club can be dissolved at an Annual General Meeting provided that:
    1. All Current Members of the Club have been given written notice of at least 21 days of the motion to dissolve the Club.
    2. At least 75% of those present and voting at the Annual General Meeting must vote in favour for the Club to be dissolved.
    3. Any assets remaining after all liabilities have been met shall be transferred either to another Registered University Society or to the Society’s Syndicate.

 

  1. LIABILITY

 

  1. The Club, its Committee or anyone acting on their behalf shall not be held responsible for any accident or injury to any person or property howsoever caused.