1. NAME & COLOURS

The Club shall be called Henley Rowing Club(hereinafter called the Club).

1.2 Colours, Badges And Dress

The Colours shall be dark blue and white.

The badge shall be a "White Lion Rampant" with "H.R.C." in white letters and white crossed oars on a dark blue background. The blazer shall be dark blue with white trim and with the badge on the pocket. The cap shall be dark blue with "H.R.C." in white letters. The tie shall be dark blue with motifs showing white crossed oars with "H.R.C." in white letters.

The male rowing dress shall be white trimmed with dark blue.

The female rowing dress shall be dark blue trimmed with white

Track suits to be dark blue with or without white vertical stripe on sleeves and legs.

To provides its members with facilities to promote and practice the sport of rowing so that the may participate competitively at regattas and Head-of-River races and to carry on such activities as are in the general interest and for the benefit of its members.

3. MEMBERSHIP

3.1 Classes of Membership

The membership of the Club shall consist of the following categories.

(i) Rowing Members: Persons entitled to row or cox under the Club colours. Rowing members under 16 years of age at the date of any meeting are not entitled to vote or to be counted in a quorum at General or Captains Meetings.

(ii ) Non-Rowing Members: Persons associated with the Club who are not entitled to row, but may cox, under the Club colours. Such persons may coach when invited and are entitled to vote.

 

3. MEMBERSHIP (cont.)

(iii) Temporary Members: Persons who with the captains permission are entitled to use the clubs facilities and row or cox under the club colours. They shall not be entitled to vote or to be counted in a quorum at General or Captains Meetings nor participate in the surplus assets of the club on dissolution. The period of election shall not exceed three months.

(iv) Honorary Member: The Club Committee may offer annually Membership to persons in recognition of their office or services to the Club. They shall enjoy the full Club facilities for the year without payment of any subscription, but shall not be allowed to vote or to be counted in a quorum at General or Captains Meetings nor participate in the surplus assets of the club on dissolution. Honorary Membership may be bestowed on a position rather than an individual.

(v) Vice Presidents: The Club Committee may offer the position of Vice President to persons in recognition of services to Henley Rowing Club, such persons shall hold the office for LIFE (subject to provisions of para. 6.0.) or until they resign. They shall enjoy the full Club facilities and be able to vote without payment of any subscription

(vi) Life Members: A full member may apply in writing for election to life membership. They shall enjoy the full Club facilities and shall be members for life (subject to the provisions of para. 6.0) or until they resign. They shall be entitled to vote.

The subscription for life members shall be a single lump sum payment particular to each life member. The amount shall be determined by the Committee giving due regard to age and length of membership.

The total number of Life Members may not exceed 10% of the total membership at any time.

3.2 Amateur Status

The Club shall be affiliated to and shall observe the rules of the Amateur Rowing Association. No person shall be eligible to row for the Club who is not a duly qualified amateur as defined under the rules of the ARA.

3.3 Responsibility Of Members

To act at all times in the best interests of the Club, to support as many of its activities as possible, to co-operate with the Officers and Committee Members and Coaches, and to attend meetings when requested to do so.

A list of the names and addresses of all members must be kept on the Club premises at all times.

4. ELECTION OF MEMBERS

(i)Application for membership must be made on the official form provided and accompanied with the appropriate subscription .

(ii)Each applicant must be proposed and seconded only by members of the Club.

(iii)All applicants for Rowing Membership under 16 years of age must be able to swim 50 metres.

(iv)The completed form shall be prominently displayed on the Club Notice Board for at least seven days before the Management Committee meeting at which the application is to be considered. Any objection to an application must be forwarded in writing to the Secretary before the date of that meeting. Where an objection is made in writing the application for membership shall be referred to the Committee.

(v)At the Management Committee meeting considering applications for membership or where an application has been referred to the Committee a simple majority of those present shall determine the acceptance or rejection of applications.

(vi)Every candidate for Membership who has been duly elected shall be so informed by the Honorary Secretary and sent a copy of the Constitution and Rules currently in force.

(vii)When an elected candidate has paid or has authorised payment of their annual subscription they shall become a Member of the Club and be entitled to all the benefits and privileges of Membership (relative to the class of membership) and shall be deemed to have agreed to be bound by the Constitution and Rules .

5.0 MEMBERSHIP SUBSCRIPTIONS

(i)The subscription shall be such sums as shall be set annually by the Committee and advised to the Club Membership by the 31st July each year . Annual Subscriptions shall become due, in advance, on 1st September. The Committee may reduce, or remit, the annual subscription to any Member.

(ii)Any member who fails to pay the annual subscription within one month after the due date shall cease to be eligible to represent the Club or vote at Club general meetings. Any member failing to pay the annual subscription within three months after the due date shall cease to be a member of the Club and therefore forfeits all benefits and privileges of Membership. (BUT NEVERTHELESS may apply to the Honorary Secretary for reinstatement as a Member upon payment of the current subscriptions).

(iii)The Club participates as an originator in the direct debiting scheme operated by certain members of the Association for Payment Clearing Services and the Northern Ireland Bankers Association and that the Hon Treasurer and Hon Secretary are authorised to execute a form of indemnity in the standard form required by those members.

5.2 Regatta Entrance Fees And Expenses

Members elected to represent the Club at a Regatta, or Head-of-River race shall pay the appropriate entry fee and transportation expenses as well as defraying all personal expenses. Such payments due to the Club shall be made before the date of the Regatta, or race. The Committee may waive any of the foregoing expenses for the whole crew, any member thereof, or sculler.

 

6. EXPULSION OF MEMBERS

It shall be the duty of the Committee to expel, or suspend, for such a period as may be determined, any member whose conduct or actions shall in the opinion of the Committee render that member unqualified for membership of the Club. Before any member is expelled, or suspended, from membership the Honorary Secretary shall give that member ten days notice in writing to attend a meeting of the Committee, which notice shall contain particulars of the complaints made, against that member. No member shall be expelled, or suspended, from membership of the Club without first having an opportunity of appearing before the Committee and answering the complaints made. Following such an appearance, a simple majority of the full Committee is required to implement expulsion or suspension of that member. Failure of any member so notified to appear before the Committee and without due explanation, shall result in expulsion of such member, or suspension from membership of the Club. A disqualified member shall forfeit all rights in and claims upon the Club and its property.

7. OFFICERS AND COMMITTEE

(i)The officers shall be:

a) President,

b) Chairman,

c ) Captain,

d) Vice Captains,

e) Honorary Secretary

f ) Honorary Treasurer.

(ii)The Committee shall consist of all the foregoing, and not more than 10, nor less than 6 other members.

(iii)Temporary and Honorary Members and members under the age of 16 shall not be eligible for the Committee or to be an officer of the Club.

8. ELECTION OF OFFICERS AND COMMITTEE

8.1 Election Of Officers And Committee (excl Captain)

(i)Any serving Officer (except President and Captain) or Committee Member of the Club may put their name forward for re-election to the same office, or Committee. Such intention shall be notified to the Honorary Secretary at least three days before the meeting at which the election of Officers and the Committee, is to be transacted.

(ii)Only Members over 16 years of age who have been members for two consecutive years prior to the meeting may be nominated for election by two other Members (who shall also be over 16 years of age) who shall give notice of the nomination and the member’s consent thereto in writing to the Secretary at least three days before the meeting. No nomination shall be considered if not so notified. A non member may be nominated for President.

(iii)In the event that more than one person is nominated for an office (or more than ten persons for the Committee), then a secret ballot shall be held. For this purpose ballot papers shall be distributed to Members before the commencement of the Meeting. "Members" for this purpose shall be those persons eligible to vote under Constitution 3.1 and 5.1 (ii). The Honorary Treasurer shall provide details of such Members in order to ensure that only those entitled to vote receive ballot papers.

(iv)The Honorary Secretary’s decision in respect of eligibility to vote shall be final.

 

 

(cont.)

(v)In the event of a drawn vote if one of the nominees in question is a serving Officer then that person shall continue in office. If both, or neither are Officers, then a further ballot shall be held. In the event of a further drawn vote, the Chairman shall give the casting vote.

(vi)Postal or proxy votes are not permitted.

(vii)Election for President, Chairman, Honorary Secretary and Honorary Treasurer and one third the number of posts on the Committee shall take place at the Annual General Meeting (AGM) but members may be co-opted to fill a vacancy by resolution at any other General Meeting except the Captain’s Meeting.

 

8.2 Term of Office

Elected Members will serve on the Committee from the date of their election as follows:

(i) Chairman, Honorary Secretary or Honorary Treasurer

A Member elected to the position of Chairman, Honorary Secretary or Honorary Treasurer will be elected for three years. They may immediately be nominated for re-election and if re-elected serve for a further year. At the end of this period they may apply for re-election each and every subsequent year with the Committees consent.

(ii) President

The President shall serve for one year. He may immediately be nominated for re-election each and every subsequent year.

(iii) Committee Members

Committee Members will be elected for three complete years. They may be immediately nominated for re-election and, if re-elected, are eligible to serve a further one year. They can not apply for re-election at the end of this further year until one year has passed.

8.3 Election of Captain

8.3.1 General

(i) The Captain is elected once a year at the Captain’s Meeting .

(ii) The Committee will identify a candidate for election who must confirm support of the 3-Year Business and Rowing Plan prior to nomination for the post of Captain.

(iii) The position of Captain is open to any Full Member or any nomination by the Committee.

(iv)Upon election, the Captain becomes a Member of the Committee. The retiring Captain may, with the Chairman of the Club’s agreement, remain on the Committee until the next Annual General Meeting but with no voting rights.

8.3.2 First Captain’s Meeting

A secret ballot of Members eligible to vote will be held at the Captain’s Meeting to approve of or disapprove of the candidate. If the candidate receives a majority approval he or she will be deemed elected. If the majority disapprove of the candidate an election will be held at a second Captain’s Meeting within twenty-one days.

8.3.3 Second Captain’s Meeting

(i) Any Full Member,complying with and in accordance with para 8.1(ii), may apply for election to the position of Captain prior to this second Captain’s Meeting. At this second Captain’s Meeting the Committee may offer the same or a new candidate for election.

 

(ii) A secret ballot will be held if there is more than one candidate; votes may be cast after any election addresses by the candidates. The candidate gaining the majority of votes will be elected. In the event of a drawn vote there will be a second ballot; in the event of a further drawn vote the Chairman of the meeting will give the casting vote.

 

 

9. COMMITTEES POWER AND DUTIES

(i)The Committee is the body through which the Club discharges its legal, safety and financial responsibilities. The Committee shall be responsible for the policy and strategic direction of the Club, within the authority of these Constitution and Rules. The policy and strategic direction will be defined within a Three Year plan produced by the Committee and approved by the Club at the AGM. The Committee shall be the sole Authority for, the interpretation of this Constitution, the expulsion of members, for setting the annual subscription and for recommending the appointment of Captain to the members. The Committee shall appoint the Management Committee to carry out the administration of the policy set by the Committee.

 

(ii)The Committee shall appoint the Management Committee At the first meeting of the Committee after it has been constituted for each calendar year.

(iii)The Committee may appoint Sub-Committee(s) for specific purposes. The Sub-Committee responsible for the supply of liquor on behalf of the Club must consist of members of the Committee. All members of other Sub-Committees must be members of the Club, but need not be members of the Committee. The powers of such Sub-Committee(s) shall be determined by the Committee.

 

(iv)The Committee shall have power to borrow money on behalf of the Club, and to mortgage or charge its property and assets or any part thereof and to issue debentures and security and to grant any indemnities or warranties as may be required for any debt liability or obligation of the Club provided that the total amount of moneys borrowed or secured shall not exceed such amount as shall have been fixed in General Meeting.

 

 

10. THE MANAGEMENT COMMITTEE

(i)The Management Committee will manage the rowing , financial and legal affairs of the Club within the authority of these Constitution and Rules and any authority delegated by the Committee.

(ii)The Management Committee shall comprise :-

1. Chairman
1. Hon Secretary
2. Hon Treasurer
3. Captain
4. House Manager
5. Marketing and Fund Raising Manager

The House Manager and Marketing & Fund Raising Manager shall be appointed from members of the Committee.

(iii) Subject to clause 10 (i), the Management Committee may exercise all such powers and do all such acts on behalf of the Club as are not specifically required by these constitution and rules to be done by the Committee.

(iv) The Management Committee shall receive reports of such other sub -committees appointed by the Committee and make recommendations thereon. It shall be responsible for procuring that proper action is taken on all decisions of the Committee.

 

11. COMMITTEE AND MANAGEMENT COMMITTEE MEETINGS

11.1 Committee Meetings

(i) The Committee shall meet not less than three times a year.

(ii) Eight Members present and entitled to vote shall form a quorum.

11.2 Management Committee Meetings

(i) The Management Committee shall meet as often as necessary but not less than nine times a year.

(ii) Four members present and entitled to vote shall form a quorum.

 

11.3 Committee and Management Committee Meetings

(i)Meetings shall be convened by the Hon Secretary and at any time at the request of an officer or upon the written request of two other members of the Committee or Management Committee

(ii)At least seven days notice shall be given in writing of a meeting of the Committee or Management Committee

(iii)At all meetings of the Committee or Management Committee the Chairman shall preside. In his absence, the Captain shall act as Chairman At any meeting at which the Chairman and Captain are absent a Chairman shall be elected by majority vote.

(iv)Resolutions shall be carried by a simple majority vote , in the case of equality of votes the chairman shall have a second or casting vote.

(v)The Committee will receive copies of the minutes of business conducted by the Management Committee.

12. RESPONSIBILITY OF OFFICERS OF THE CLUB

shall be as follows :-

(I) President: To act a "father" of the Club and to promote its interests.

(ii) Chairman: Shall so conduct the day to day affairs of the Committee and Management Committee as to ensure a high standard of administration of the Club. To act in the best interest of the Club at all times.

(iii) Vice-Presidents: To act at all times in the best interests of the Club.

(iv) Captain: To organise the day to day rowing activities and associated functions of the Club in accordance with the Three Year plan as approved by the Committee. To act in co-operation with other officers in the administration of the Club and as authorised by the Committee. To select and appoint Coaches in co-operation with other officers. To act in the best interest of the Club at all times.

(v) Vice-Captain: To assist the Captain in his duties and responsibilities of the office.

(cont.)

(vi) Honorary Secretary: To transact the general administration of the Club and to act in co-operation with other officers and in accordance with the decisions and authority of the Committee in fulfilling the objects of the Club. To be responsible for the Minutes of all proceedings at Annual General Meetings, General Meetings, Special General Meetings and Committee Meetings and to keep records of all activities of the Club and act in its best interests at all times.

(vii)Honorary Treasurer: To transact all business relating to the financial matters of the Club. To receive, pay out and be responsible for all Club monies as authorised by the Committee from time to time. To act at all times in the best interest of the Club.

(viii)Committee Member: To co-operate with the officers and other Committee Members and Coaches to formulate, agree and implement policies that are in the best interests of the Club and shall enable it to achieve its objects to support the Club in its activities and attend all Meetings when requested to do so.

 

13. MEETINGS

13.1 General Meeting

A General Meeting of the Club shall be whenever the Committee directs and shall be competent to deal with all matters of which notice has been duly given in writing to all members.

13.2 Annual General Meeting

(i)An Annual General Meeting of the Club shall be held in December of every year on a date fixed by the Committee. The business shall be:

(a) To approve the Minutes of the previous Annual General Meeting.

(b) To pass the Annual Accounts as Audited, or presented prior to Audit, for the past year ended 31st August.

(c) To elect Officers and Committee for the ensuing year, other than Captain and Vice-Captains.

(e) To approve Trustees selected by the Committee.

(f) To approve the Three year Plan prepared by the Committee.

13.2 Annual General Meeting (cont)

(g) To transact the business as stated on the Agenda and Any other Business of which notice in writing shall preferably have been given to the Honorary Secretary at least three days prior to the Meeting. Matters not so notified may be raised with the Chairman’s consent.

(ii)A statement of the number of attendance’s made by individual members of the Committee to meetings shall be given at the Annual General Meeting and shall indicate the maximum number of attendance’s possible.

13.3 Captain’s Meeting

A General Meeting of the club shall be held in late July of each year, or on a date to be fixed by the Committee. The purpose of the Meeting shall be to elect a Captain and Vice-Captains for the ensuing year commencing 1st September and to consider the Captain’s report for the past year, a copy of which shall be attached to the notice convening the Annual General Meeting.

13.4 Special General Meeting

The Secretary shall convene a Special General Meeting of the Club on the decision of the Committee, or on receipt of a requisition signed by not less than ten voting members of the Club. A Special General Meeting shall be held not less than seven and not more than twelve days after the issue of the notice convening the meeting. No other business other than that specified in the notice shall be transacted at any Special General Meeting.

13.5 Notice Of Meetings

(i) Notice of the date and purpose of each General Meeting, Special General Meeting, or Captain’s Meeting, shall be shown on the Club Notice Board. Seven days notice in writing of such meetings shall be given to each member of the Club.

(ii) Notice of all Annual General Meetings shall be sent to each member of the Club at least fourteen days before the meeting and such notice shall be accompanied by the Agenda for the Meeting, a copy of the Annual Accounts and Captain’s Report for the past year.

 

13.6 Quorum

(i) At any meeting (except Committee Meetings) 20 voting members of the Club, or 1/10th of the voting membership, whichever is the greater shall constitute a quorum.

(ii) No item of business shall be transacted at any Annual General Meeting, General Meeting, or Special General Meeting unless a quorum of Members is present at the time and who are entitled to vote.

13.7 Chairman

The President shall act as Chairman at any General meeting of the Club at which he is present. In his absence, the Chairman or in the absence of both the Captain shall act as Chairman (except at the Captain’s Meeting). At any meeting at which the President ,Chairman and Captain are absent ( or if the President and Chairman are absent from the Captain’s Meeting) a Chairman shall be elected by majority vote.

13.8 Conduct Of Meetings

(i) Meetings shall be conducted democratically in accordance with Parliamentary rules and this Constitution. Only eligible members may vote. (see 3.1 & 5.1(ii)).

(ii) Minutes shall be taken of all proceedings at Annual General Meetings, General Meetings and Special General Meetings.

14. TRUSTEES

(i)All property of the Club shall be vested in Trustees under and with the powers provided by and subject to the restrictions contained in the Trust Deed of the Club.

(ii)The Trustees shall be appointed as the need arises by amendment to the Trust Deed. New or additional Trustees shall be selected by the Committee and approved by the Club in General Meeting.

15. LIABILITY

(i)The Club shall not accept liability for any injury to Members, or their guests, or loss or damage to their property.

(ii)Private boats may only be kept at the Club at the discretion of the Committee. Boat owners shall be liable for storage charges as determined by the Committee.

 

16. BAR

(i)No member shall be entitled to introduce more than three bonafide guests into the Club at any time.

(ii)The names and addresses of all guests and the name of the member signing them in shall be entered into a book maintained for the purpose, such book to be kept on the premises.

(iii)Sales of intoxicating liquor may be made to members and officials of crews visiting the Club premises for the purpose of competing in a regatta, but only to those specific persons and not to spectators and supporters of the same.

(iv)No intoxicating liquor shall be sold for consumption off the premises except to a member in person.

(v)No intoxicating liquor shall be sold to a person under the age of 18 years.

(vi)No intoxicating liquor shall be sold otherwise than to a member who has been a member of the Club for at least two days or whose nomination for membership was made at least two days before becoming a member.

(vii)The permitted hours of the club when the sales of intoxicating liquor is allowed are as follows :-

Weekdays: 10.30 a.m. to 2.30 p.m.

6.00 p.m. to 11.00 p.m.

Sundays, Christmas Day, Good Friday:

12.00 noon to 2.00 p.m.

7.00 p.m. to 10.30 p.m.

(viii)There will be no more than twelve functions, organised or authorised by the Club, in any one year at which intoxicating liquor may be sold to persons who are not members or guests of members. Admission to any of these functions may not be obtained by payment of money at the door whether for a ticket or otherwise.

(ix)The Club will maintain registration under and comply with the Licensing Act (1964), or any statutory successor thereof, for sale of intoxicating liquor.

 

17. ALTERATION TO CONSTITUTION AND RULES

These Constitution and Rules may be added to, repealed, or amended by resolution at an Annual General Meeting, or at a Special General Meeting, specifically called for the purpose, provided that no such resolution shall be deemed to have been passed unless it be carried by at least two thirds of the Members present and entitled to vote thereon.

 

 

RULES

CLUBHOUSE AND EQUIPMENT

1. The use of the Clubhouse and equipment will normally be restricted to paid up Members only.

2. Only the Captain shall have the right to grant the use of the Clubhouse and equipment to non-members, and he shall report such permission and the terms agreed upon at the next Committee Meeting.

3. No boat or equipment shall be removed from the Henley Reach of the river without permission from the Captain, or his representative.

CREWS AND BOATS

4. The selection of crews, changes and allocations of boats and times of use thereof are under the sole control of the Captain or, in his absence, the Vice-Captain, or most Senior Committee Member present.

5. The selection of crews or scullers to represent the Club at Regattas shall be the responsibility of the Captain and/or the Vice-Captain, who may form a sub-committee to assist, should this be desirable.

6. Any member, having been asked to row and having consented to row, and afterwards refusing, or failing to row, with adequate reason, when called upon to do so by the Captain, may be liable to be brought before the Committee for disciplinary action.

LOSS OR DAMAGE

7. Any member making use of the clubhouse or equipment shall be answerable for any loss or damage incurred but, after enquiry, the Management Committee shall have the power to rescind, or remit, any costs of repairs or replacements.

8. Where an accident involving another or other parties occurs, every endeavour must be made to obtain the names and addresses of the parties involved.

A factual report in writing must then be made to the Captain, as soon as possible, who will take action to retain the Club’s rights against all parties, and report to the next Management Committee Meeting for a decision on further action.

9. All damage to boats must be reported to the Captain or his representative as soon as possible

 

ROWING FOR OTHER CLUBS

10. Rowing members may not row with other clubs unless the prior agreement of the Captain, or Management Committee, shall have been obtained. Exceptions to this rule may be made in cases of members representing their School, College or University.