Blue Star Club – Club Constitution
Edition: 14th December 2016
NAME, COLOURS AND EMBLEM
- The name of the organisation is Blue Star Club, hereinafter referred to as ‘the Club’.
- The colours of the Club are Royal Blue and White.
- The emblem of the Club is a five-pointed star filled in Royal Blue on a white background.
- The objectives of the club are to:
- Support the work of Newcastle University Boat Club (referred to as ‘NUBC’),
- Maintain links between alumni and current students of Newcastle University who were or are involved in rowing,
- Provide an opportunity for past members of NUBC to row together both recreationally and competitively, and to meet socially.
- The assets, funds, property and income of the Club must be applied solely to advance its objectives. None of the assets, funds, property and income of the Club may be paid or transferred by way of any dividend, bonus or profit to a member of the Club. However, this will not preclude the reimbursement of any expenses reasonably incurred through Club activities.
- The Club is open to all alumni of Newcastle University (and its predecessor institutions), and others who rowed competitively for NUBC but were never students at Newcastle University.
- The Committee will decide whether to operate a formal membership system or to maintain the Club as an informal grouping of interested persons. A change between formal and informal systems must be ratified by a General Meeting.
- If the Committee decides to organise membership informally, the rules listed in Annex A will apply. If the Committee decides to organise membership on a formal basis, the rules listed in Annex B will apply.
- Any member who has a complaint about treatment from the Club or any of its members should notify the President in writing. The President will raise the matter with the Committee, which will determine what course of action to take in line with the British Rowing Guidelines on Grievances and Disciplinary Procedures in Rowing.
- If a complaint relates to the President, this should be directed to the Vice-President or Club Secretary.
- There will be a Committee of Management (‘the Committee’) who will conduct and administer the affairs and resources of the Club to advance the Club’s objectives.
- The Committee will consist of a President, Vice-President, Treasurer and Secretary, and at least one other. Further appointments may be made by the AGM.
- The Committee will meet as required, and a quorum of three members is required for all meetings of the Committee. Decisions at meetings will be made by majority vote.
- The Committee may take decisions informally outside of meetings, e.g. by email.
- All Committee members will serve one year terms, renewable indefinitely.
- The duties of the President will be to preside at all General Meetings of the Club and its Committee, and to direct the activities of the Club in accordance with its objectives and the decisions of General Meetings.
- The duties of the Vice-President are to support the President in carrying out their role.
- The duties of the Treasurer will be to take responsibility for the collection and disbursement of all monies belonging to the Club, and to maintain proper accounting records of all transactions carried out in this regard. The Treasurer will present to the Annual General Meeting a balance sheet and income statement reflecting the Club’s current financial position and the results of its transactions through the previous year.
- The duties of the Secretary will be to take minutes of all Committee meetings and General Meetings, and to maintain records and contact details of the Club’s members. The Secretary will preserve and make known the decisions of the Committee and all General Meetings of the Club. The Secretary will be responsible for any administration related to British Rowing.
- Financial or legal responsibility incurred by members of the Committee in the course of their duties will not be their personal liability, but that of the Club as a whole.
- Any matter not provided for in this Constitution will be dealt with by the Committee, subject to the review of a General Meeting.
- An Annual General Meeting (AGM) will be called every year, to be held no later than 6 months after the 31st August of the year in question. At this meeting all Committee positions will be elected, and a statement of accounts made up to the 31st day of August preceding the meeting will be presented for acceptance.
- Other General Meetings may be called by the Committee or by petition of not less than 20% of the membership of the Club.
- At least 14 days’ notice must be given in advance to members of any General Meeting.
- General Meetings may decide or enact policies of the Club, or review or overturn decisions made by the Committee.
- Decisions will be made by consensus or voted upon by a show of hands, and a simple majority will be required to carry a motion. Elections to the Committee, if contested, will be conducted by secret ballot.
- Should the President be absent, the Vice-President will chair a General Meeting. If they are also not present, the meeting will elect another person present to chair.
- The quorum for General Meetings will be five members. If a General Meeting is found to be inquorate, the meeting will be adjourned until a later date as determined by the Committee. There will be no quorum for a General Meeting which has previously been adjourned.
- Members entitled to vote may do so in advance of the meeting by sending their decision in writing to the Club Secretary. Votes cast in this manner must be received before the day of the meeting, and will count towards both the quorum and the voting threshold.
- Members may empower another member to exercise their vote as a proxy. The manner in which this may occur will be regulated by the Committee.
- This Constitution will be amended or altered only by a General Meeting of the Club.
- A motion to alter the Constitution will require a two-thirds majority to pass. Such motions will be voted upon by show of hands unless otherwise decided by the person chairing the meeting.
ANNEX A – INFORMAL MEMBERSHIP RULES
- The Committee will maintain a database of contacts of interested persons as it sees fit.
- For formal purposes the members of the Club will be the members of the Committee.
- Those persons on the database of contacts, and others at the discretion of the Committee, will be eligible to vote and stand for election at General Meetings as if they were members.
ANNEX B – FORMAL MEMBERSHIP RULES
- Membership will be open to all alumni of Newcastle University, and to individuals who were permitted to row competitively for NUBC but were never students at Newcastle University. This will include the academic institutions that predated Newcastle University and their respective Boat Clubs.
- Honorary membership may be conferred upon individuals by the Committee in recognition of their services to NUBC.
- Application for membership will be made in writing or electronically to the Club Secretary.
- The Committee will have power to set any membership form or other requirements as part of the membership application process.
- The Committee may refuse an application for membership or rescind an existing membership if in its view granting or continuing such membership would bring the Club into disrepute or would be detrimental to the Club’s objectives, or if it has good cause to do so for any other reason.
- Any person who has been expelled from, or refused, membership of British Rowing will not be eligible for membership of the Club.
- Members of the Newcastle University Boat Club Committee will be ex-officio members of the Club.
- The Committee may decide to set a membership fee. In this case, all ordinary members will be required to pay the fee, but Honorary and ex-officio members will be exempt. The amount of the fee and the date it falls due will be determined by the Committee.
- If a member has failed to pay their fee three months after the date it was due, that member is deemed to have resigned their membership of the Club. Members who resign their membership in such a manner may re-join at any time and will not be prevented from re-joining the Club on this basis.
- All ordinary members of the Club who have paid the subscription fee for the year, honorary members and ex-officio members will be entitled to vote at any General Meeting.