Constitution of King's College Boat Club

2. The function of the Boat Club shall be to provide facilities for training and competing in sweep-oared and sculling boats.

3. Membership of the Boat Club shall be open to all members of King's College. Membership of the Student Committee shall be open to all resident members of KCBC. Membership of the Steering Committee shall be open to all members of the Alumni Association.

4. Jurisdiction shall be vested in a full Boat Club Committee consisting of:

1. Officers of the Boat Club:

• The Men's Captain
  
• The Women's Captain
  
• The Men's Vice-Captain (2)
  
• The Women's Vice-Captain (2)
  
• The Secretary
  
• The Junior Treasurer
  
• The Computer Officer
  
• The Gastronomic Secretary
  
• The Head Coxwain
  
• The Clothing, Equipment & Safety Officer
  
• The Steering Committee Liaison Officer
  

2. The Development Team

• The Development Team Co-ordinator
• The Alumni Association Secretary & Archivist
• The Newsletter Editor

3. The Steering Committee

• The Honorary President
• The Steering Committee Chairman
• The Senior Treasurer
• Fellows of the Steering Committee
• The Steering Committee Liaison Officer (12)

4.2. The Officers of the Boat Club and the Development Team shall together be known as the Student Committee. The Student and Steering Committees together shall be known as the full Boat Club Committee.

4.3. Neither the Steering Committee, nor the Student Committee have the power to force their decisions upon the other committee. Both committees shall work together in the spirit of co-operative non-interference and make recommendations to each other. Disputes shall be settled by the Honorary President in the first instance, and ultimately by the Provost.

4.4. No individual may hold more than one post at a time (except the Computer Officer who may hold another post).

5. The responsibilities of the officers and committees shall be as follows:

• Men's/Women's Captains: The Captains shall be responsible for arranging coaches, outings and land- training for all boats of the club. Responsibility for the lower boats may be delegated to the respective Vice-Captain. Captains shall be responsible for ensuring the entry of their boats into races, for attending all Captains' meetings, and performing all duties outlined in the CUCBC Handbook. The Captains are also ultimately responsible for ensuring fair selection of crews and coxes. Both Captains shall enter a record of their respective terms of office into the Captains' Book (which contains records of the men and women) and pass the book on to their successors.

• Men's/Women's Vice-Captains: The Vice-Captains shall be responsible for the organisation and, after consultation with the Captains, the selection of senior lower boats. The Vice-Captains shall endeavour to assist the Captains in any practical way they can. The Vice-Captains shall further be responsible for all aspects of novice rowing with particular regard, though not restricted to, encouraging and developing new members during Michaelmas term.Both the Men and the Women shall have two Vice-Captains each.

• Secretary : The Secretary shall chair KCBC committee meetings in the absence of the Steering Committee Liaison Officer and be responsible for recording minutes of said meetings. Additional duties shall include organising the display and sale of photographs to members of the Boat Club, arranging a date and venue for the AGM, posting announcements concerning elections and keeping a list of voting members of the Boat Club. The Secretary shall also act as returning officer at the AGM or any other elections. The Secretary shall assist the Captains in submitting race entries and shall be responsible for dealing with mail addressed to the Boat Club (not the Alumni Association). Additionally, the Secretary should compile statistics and information for the Club and archive them in the Boat Club files. In this capacity the Secretary shall work in close conjunction with the Alumni Association Secretary & Archivist.<

• Junior Treasurer The Junior Treasurer shall be responsible for the administration of the Boat Club accounts, apportioning and collecting race fees, fines, etc. from members, where appropriate. The Treasurer shall be a signatory of the Current Account and of the Endowment Fund. The Treasurer shall present all club account balances at the AGM as well as the Student and Steering Committee meetings.

• Computer Officer The Computer Officer shall be responsible for maintaining and updating the Boat Club's homepage on the Internet, for maintaining and updating the Boat Club's files in the Turing Computer Room, and for dealing and distributing incoming Boat Club e-mail. The Computer Officer shall be the administrator of all Boat Club computer networking systems and look after any computing equipment that the Boat Club owns. The Computer Officer shall advise the Student Committee on anything regarding computers, their purchase and possible use for the Boat Club's benefit. Upon the approval of the Student Committee, the College Computer Officer may become the Boat Club Computer Officer (in which case there shall be no restriction on his / her term of office, except when Rule 7 applies).

• Gastronomic Secretary The Gastronomic Secretary shall be responsible for organising, advertising and ensuring the smooth running of all Boat Club and Alumni Association social events.

• Head Coxwain: The Head Coxwain shall be responsible for training and advising all coxes in the Boat Club and for ensuring that all coxes of the Boat Club are competent and safe in their coxing and that they have a full knowledge of the 'Rules of the River' as defined by the CUCBC Rule Book. The Head shall ultimately be responsible for all Boat Club equipment pertaining to coxing, ensuring that it is maintained in proper working order. The Head shall ensure that all coxes of the Club receive advice and coaching during outings and shall be available to deal with any problems which may arise concerning coxes. The Headshall give advance notice to all KCBC coxes of CU Coxing Society meetings, pre-bumps coxes meetings and any other events pertaining to coxing.

• Clothing, Equipment & Safety Officer: The Clothing, Equipment & Safety Officer shall be responsible for ensuring that all equipment owned by, and on loan to, the Boat Club is maintained in good working order and for reporting any damage however caused to the Captains and to the boatman. The Clothing, Equipment & Safety Officer shall be responsible for ordering and distributing rowing kit as required by members of the Boat Club. The Clothing, Equipment & Safety Officer should have up-to-date knowledge of available rowing kit and should advise the Student Committee on prices and availability. The Clothing, Equipment & Safety Officer shall also be responsible for all safety aspects of the club's oarsmen/women and coxes.

• The Steering Committee Liaison Officer: The Steering Committee Liaison Officer must be a respected rower of several years experience. The Steering Committee Liaison Officer shall chair all Student Committee meetings. The Liaison Officer will be expected to provide a link between the Student and Steering committees and to provide advice and experienced opinions about problems that may from time to time be encountered by the Student Committee.The Liaison Officer shall work with the Secretary and Captains in the general administration of the club. The nomination for Liaison Officer will be by agreement with both the Steering Committee and the members of the present Student Committee. The Steering Committee Liaison Officer will become a non-voting member of the Steering Committee during the course of their term of office, and shall attend Steering Committee meetings.

The Development Team shall be responsible for raising money for the Boat Club through a two-tier approach of alumni and corporate sponsorship. The Development Team is an integral part of the Student Committee and as such shall be accountable to the Officers of the Boat Club.

• Development Team Co-ordinator: The Development Team Co-ordinator shall represent the Development Team to alumni and the corporate world and shall co-ordinate the efforts of the Development Team in raising money for the Boat Club. The Development Team Co-ordinator shall report the Development Team's activities to the Student Committee and to the Steering Committee at their respective meetings. The Development Team Co-ordinator shall be responsible for keeping College reasonably informed about the activities of the Alumni Association and the Development Team. In particular, s/he shall ensure that forthcoming events are adequately covered and announced both in the College Annual Report and in the College alumni newsletter King's Parade.

• Alumni Association Secretary & Archivist: The Alumni Association Secretary & Archivist shall be responsible for the running of the Alumni Association (i.e. raising funds through alumni, keeping alumni abreast with King's rowing, organising events for alumni). The Alumni Association Secretary & Archivist shall keep a record of the members of the Alumni Association and keep them informed about the Boat Club by writing to them at least once a term, sending them a copy of the Boat Club newsletter. Working with the Gastronomic Secretary, the Alumni Association Secretary & Archivist shall also be responsible for organising events for Alumni Association members and inviting them to watch College crews race at the Bumps, Henley and other races. The Alumni Association Secretary & Archivist shall further be responsible for attracting new members to the Alumni Association. The Alumni Association Secretary & Archivist shall also be responsible for dealing with all mail addressed to the Alumni Association, for committing past and present records of rowing at King's to the Modern Archives of the College Library and for tending and updating the Boat Club's archive. As such the Alumni Association Secretary & Archivist shall work closely with the Boat Club Secretary in submitting proof photographs, bumps programmes, crew lists, bumps supper menu cards, committee minutes and other items to the archives.

• Newsletter Editor : The Newsletter Editor shall be responsible for the production and distribution of Henry's Eight, the Boat Club newsletter.

C. The Steering Committee

• Honorary President: The Honorary President shall be an alumnus with an exceptional interest in KCBC and shall represent the Boat Club at formal occasions; s/he shall chair all Boat Club dinners and other formal occasions whenever possible. The Honorary President shall ensure that traditions are reasonably maintained and that the Boat Club strives to excel on and off the water. S/he shall be responsible for maintaining continuity in the face of the constant change of student oarsmen and women and by resolving any disputes. If the Honorary President is unable to do so after some considerable effort, s/he shall endeavour to settle any dispute with the help of the Provost. The Honorary President shall be present at Steering Committee meetings whenever possible and is welcome to attend Student Committee meetings. The Honorary President shall chair the annual full Committee meeting and advise and assist the Steering Committee Chairman on all matters concerning the Boat Club and the Steering Committee. The Honorary President shall enter a yearly account of his/her term of office into the President's Book and pass it on to his / her successor.

• Steering Committee Chairman: The Steering Committee Chairman shall be an alumnus living in the Cambridge area with an exceptional interest in KCBC. The Steering Committee Chairman shall provide an interface between the Steering and Student Committees and as such shall be present at Student Committee meetings whenever possible. The Steering Committee Chairman shall be responsible for running the Steering Committee. S/he shall call, organise (in conjunction with the Boat Club's Secretary) and chair Steering Committee meetings (except the annual full Committee meeting which is chaired by the Honorary President), as well as keep a record of all Steering Committee members. The Steering Committee Chairman shall also be responsible for attracting new members to the Steering Committee. The Steering Committee Chairman shall chair the AGM jointly with the Secretary. S/he shall be a signatory of the Current Account and the Endowment Fund. At every Steering Committee meeting, the Steering Committee Chairman shall name a Fellow of the Steering Committee who will take and write up the minutes. The Steering Committee Chairman shall then distribute the minutes to all Steering and Student Committee members. The Steering Committee Chairman shall further prepare an annual committee report detailing past activities and future plans of the Steering Committee. This annual committee report shall be distributed once a year to all members of the Alumni Association with the Michaelmas copy of Henry's Eight. The Steering Committee Chairman shall also prepare an annual sporting report in conjunction with the Honorary President, the Men's and Women's Captains, and the Alumni Association Secretary detailing activities of the Steering Committee and the Alumni Association, as well as sporting events of the bumps and other races that KCBC have entered. This sporting report must be submitted by the Steering Committee Chairman every year after the end of the Easter term (or the races at Henley) to the Vice- Provost's Secretary for publication in the College Annual Report.<

• Senior Treasurer : The Senior Treasurer shall be a Fellow of King's College with a lively interest in KCBC. The Senior Treasurer shall provide a second interface between the Steering and Student Committees and shall be present at Student Committee meetings whenever possible. S/he shall advise the Steering and Student Committees on financial and other matters concerning KCBC. S/he shall be a signatory of the Current Account and the Endowment Fund.

• Fellows of the Steering Committee: Fellows of the Steering Committee shall be members of the Alumni Association with a lively interest in KCBC. Fellows shall support the Boat Club and senior members of the Steering Committee in any way they can by giving advice as well as providing skills and expertise. Fellows shall attend Steering Committee meetings whenever possible and are welcome to attend Student Committee meetings.

6. Elections and terms of office for the committees shall be as follows

• 6.1. The Student Committee shall hold office for one year (except when Rule 7 applies). The incoming Student Committee shall assume responsibility on the last day of the May Bumps, unless the Club sends crews to Henley Women's Royal Regatta and/or Henley Royal Regatta in which case responsibility shall be assumed by the incoming Student Committee on the last day of these events. The incoming Student Committee shall attend meetings during the Easter term and carry out some of the duties of the office to which they have been elected as an introduction to the running of the Club.

• 6.2. Elections for all offices of the Student Committee shall be held at the KCBC Annual General Meeting (AGM) which shall be held towards the end of the Lent term. The AGM shall be jointly called and chaired by the Secretary and the Steering Committee Chairman.

• 6.3. All those standing for Student Committee offices must be proposed and seconded by voting members of the Club. Nominations must be given to the Secretary and placed on the Boat Club notice board at least 48 hours before the AGM. If only one candidate is nominated for an office they will be declared 'elected unopposed' at the AGM. After presentation of manifestos, voting shall take place by secret ballot to be administrated by the Secretary and Steering Committee Chairman. Members who wish to stand for a Student Committee office, but who are unable to attend the AGM may send a manifesto to the KCBC Secretary who will read it at the AGM. Those standing for office shall be considered elected if they gain more than « of the votes.

• 6.4. Only members of the Club who have trained for the Lents or Mays of the current academic year are eligible to vote at the AGM. Only members of the Student Committee are eligible to vote at Student Committee meetings.

• 6.5. Only members rowing, or coxing, a men's boat may stand for the posts of Men's Captain and Men's Vice-Captain. Only members rowing for, or coxing, a women's boat may stand for the posts of Women's Captain and Women's Vice-Captain.

• 6.6. Membership of the Steering Committee is open to all members of the KCBC Alumni Association with a genuine interest in the Boat Club's affairs and fortunes on and off the river. There shall be no restriction on the total number of Fellows of the Steering Committee. The Provost and boatman of King's shall automatically be Fellows of the Steering Committee.

• 6.7. The terms of office for the Honorary President, the Steering Committee Chairman and the Senior Treasurer shall be five years. There shall be no restriction on the term of office for Fellows. Senior Members (i.e. the Honorary President, the Chairman and the Senior Treasurer) may be re- elected any number of times. The vote-of-no-confidence procedure described in Rule 7 shall apply to all members of the Steering Committee, junior and senior.

• 6.8. All holders of senior posts must recommend for election at least one candidate who should succeed them. Other candidates may be put forward by being proposed and seconded by members of the Steering and/or Student Committees.

• 6.9. Near the end of a senior post's term of office, the Steering Committee shall decide the new holder by secret ballot at one of its meetings and inform the Student Committee of its decision. Applicants shall be considered elected if they gain the support of at least 2/3 of the Steering Committee. If there is only one applicant for a senior post, s/he shall be declared `elected unopposed'. If no candidate succeeds in gaining the support of 2/3 of the Steering Committee after five rounds of voting, the Provost shall settle the dispute.

• 6.10. Fellowship of the Steering Committee shall be by application to the Steering Committee Chairman or the Alumni Association Secretary. Lists of new applicants must be presented to the Student and Steering Committees by the Steering Committee Chairman. The application may be rejected by either a 2/3 majority of existing Fellows or a 2/3 majority veto by the Student Committee. If neither is the case, the applicant will be declared a Fellow of the Steering Committee by the Steering Committee Chairman who will inform the Student and Steering Committees of the election.

• 6.11. Applicants for senior posts must have been Fellows of the Steering Committee for at least three years prior to commencing their senior appointment. Before any election, the Men's and Women's Captain and the Development Team Co-ordinator may voice a preference for the post, which the Steering Committee should give due consideration.

• 6.12. Only members of the Steering Committee are eligible to vote at Steering Committee meetings.

7. Twenty or more members of the Boat Club and/or Alumni Association may propose a vote of no confidence against any members of the Student or Steering Committee. Their reasons have to be given in writing with all supporters of the motion acknowledged. Two weeks after having made the written motion accessible to all members of the Boat Club and the Steering Committee, the Secretary and/or Steering Committee Chairman shall call a joint extraordinary AGM of the Student and Steering Committees at which both parties shall be able to present their case. One hour after the end of the presentations, a vote shall be taken. This vote of no confidence shall be considered carried, and the committee member relieved of his/her duties, by a 2/3 extraordinary AGM majority. Only members of the Student Committee, the Steering Committee, and those having trained for bumps during the course of the year shall be able to vote. If the vote is carried, the Secretary and/or Steering Committee Chairman shall endeavour to fill the vacant post within two weeks.

8. The Boat Club's financial set-up shall be as follows:

• 8.1. All expenditures of KCBC funds must be authorised by the Student Committee, and either the Senior Treasurer or the Steering Committee Chairman as described below. Any unresolved disputes over expenditures shall be settled by the Honorary President and the Steering Committee Chairman.

• 8.2. The Boat Club shall have two accounts, namely:

  The Endowment Fund: The Endowment Fund shall be a high-interest account, administered by the Junior Treasurer, which shall hold the bulk of the Boat Club's assets. Funds in the Endowment Fund may only be touched in exceptional circumstances with the Development Team endeavouring to obtain funds for large equipment purchases via alumni or corporate sponsorship first. The Current Account shall receive the annual interest which the Endowment Fund generates, but may be further supplemented from the Endowment Fund only in exceptional circumstances (an exceptional circumstance shall be defined as a case that has the support of all Student Committee members). As such all transferrals out of the Endowment Fund shall require a full Student Committee approval, AND the signature of the Junior Treasurer, AND the signature of EITHER the Senior Treasurer OR the Steering Committee Chairman, if the Senior Treasurer is not available.

  The Current Account: The Current Account shall be a charitable clubs and societies account and shall be used for the day-to-day running of the Boat Club, the Development Team and their events. The Current Account shall be administered by the Junior Treasurer who will hold the Current Account cheque book. Cheques or money transferrals of UNDER £ 100 from the Current Account shall require a 2/3 Student Committee approval, AND the signature of the Junior Treasurer. Cheques or money transferrals of OVER £ 100 from the Current Account shall require a 2/3 Student Committee approval, AND the signature of the Junior Treasurer, AND the signature of EITHER the Senior Treasurer OR the Steering Committee Chairman, if the Senior Treasurer is not available.

• 8.3. Members shall be responsible for purchasing their own kit and paying an equal portion of all fees for races their crew enter.

• 8.4. Members may be required to pay a deposit each term, the amount to be determined by the Student Committee, advised by the Junior Treasurer, to cover all expenses incurred by the Club during that term.

• 8.5. The Junior Treasurer shall have the right to have outstanding debts added to college bills at any time.

• 8.6. The Student and Steering Committees, and in particular the Junior and Senior Treasurers and the Steering Committee Chairman, shall ensure that the Boat Club retains financial independence and full authority over the Endowment Fund and the Current Account at all times, with no interference from College authorities or elsewhere.

9. The Boat Club's equipment shall be handled as followse:

• 9.1. No equipment belonging to, or on loan to, King's College Boat Club shall be used without the prior consent of the Men's or Women's Captains.

• 9.2. Equipment purchased for the use of the men shall be the sole responsibility of the Men's Captain. Equipment purchased for the use of the women shall be the sole responsibility of the Women's Captain. Either Captain shall reserve the right to refuse the use of their equipment by the opposite sex.

• 9.3 KCBC shall not lend equipment for any bumping races (University or City of Cambridge).

• 9.4 First boats and associated equipment shall not be loaned out. Any other major equipment loan shall require permission of the Liaison Officer or a senior member of the steering Committee if the Liaison Officer is not available.

• 9.5.1 Loan arrangements shall be made in writing, stipulating:
  

  • Specific equipment to be loaned (inclusive)
    
  • Insurance provisions
    
  • Date, time and place of return
    

• 9.5.2 KCBC committee members and all parties responsible for the loaned equipment shall sign loan agreement.

• 9.5.3 Beneficiary of loan shall provide written proof of reciprocal insurance if KCBC insurance does not clearly cover the circumstances of the loan.

• 9.6 First boats and first boat blade sets shall be restricted to use by first boat crews, or subsets of 1st crews (e.g. fours).Captains may override this rule if they obtain a majority vote of support from the Student Committee.

10. Crews and coxes shall be fairly selected by trials which shall be overseen by the respective Captain who shall ultimately be responsible for the fair selection of their crews and coxes. One or more independent coaches and the respective Vice-Captains should be invited to attend the trials and their opinions should be taken into consideration by the Captains before they select crews. In the case of coxes, the advice of an independent, experienced cox and the opinion of the crew to be coxed shall be sought by the respective Captain before s/he comes to a decision. Any unresolved dispute over selection of crews or coxes shall be settled by members of the Steering Committee. However, barring exceptional circumstances, the selections of the Captains shall be considered final.

11. The quorum of the Steering Committee shall be five. The quorum of the Student Committee shall be five.

12. Changes to this constitution shall require a 2/3 Student Committee majority AND a 2/3 Steering Committee majority. Any unresolved disputes over the changing or interpretation of the constitution shall be settled by the Honorary President in the first instance and ultimately by the Provost if no consensus can be found. 12.0pt; font-family: