Constitution

YUSU Sport Clubs Constitution 2016/17

Purpose of the constitution:
  ●      To provide the University of York University Students’ Union (YUSU) Sports Clubs with a constitution that outlines their duties, responsibilities and guidance which members are expected to abide by.
●     To provide YUSU with details about the Club.

Contents
1.    Definitions
2.    Name of the Club
3.    Aims and Objectives
4.    Membership
5.    Code of Practice
6.    Club’s Committee
7.    Duties of the Club’s Committee
8.    Club Finance
9.    Meetings
10.  Election of the Committee
11.  Club Complaints Procedure
12.  Dismissal and Resignation of Committee Members
13.  Suspension and Exclusion of Members
14.  Amendments to the Club Constitution
15.  Dissolution
      16.  Declaration

Definition
1. The Sports Club in this document will be referred as the ‘Club’.
2. Those chosen to collectively represent the ‘Club’ shall be referred to as the ‘Committee’.
3. The club President can also be known as the ‘Commodore’ as and when the President deems appropriate.

Name
1. The full name of the club will be York University Sailing and Windsurfing Club.

Aims and Objectives
1. The aims and objectives of the Club are to promote the interests and act on behalf of Club Members.

To provide an opportunity for members of the Club to meet and participate in the given activities together.
The club’s specific aims and objectives are:
1. Provide the opportunity for students to sail
2. Provide the opportunity for students to windsurf
3. Teach students to sail
4. Teach students to windsurf
5. Build a community of like minded people

Membership
1. Membership of the club will be open to all members of YUSU
2. Membership of the Club, in addition to section 4.1, will be open to non-YUSU members who are not subject to disciplinary proceedings or consequent condition of their membership.
3. Non-YUSU members must not exceed 20% of the overall Club membership.
4. The Club must have a core membership of 15 YUSU members.

Code of Practice
1. Adhere to the constitution, general rules, regulations and policies of YUSU and UoY.
2. No member should undertake any action that may bring the reputation of the Club, YUSU or the University into disrepute.
3. Adhere to the constitution, general rules, regulations and policies of YUSU and UoY.
4. A member must not participate in or omit to mention anything which might cause damage to themselves or others.
5. Members must respect the property of the University, YUSU, the Club and of other members.
6. Socials (and any related activity) must be opt-in only and have no effect on eligibility to hold membership of the Club or a committee position.
7. The committee will ensure that members of the Club should not pressure or coerce any other member into any action with which they feel uncomfortable.
8. Any action taken by the members on behalf of or while representing the Club in any way will also be accountable to the YUSU Code of Conduct found in Bye-Law 13.
9. Members must act responsibly at all times when participating in activities and to avoid actions which could bring the group, YUSU, UoY or sponsors/funders into disrepute.
10. Members should be aware of how their actions may be perceived by others.
11. Conduct themselves in a reasonable manner relating to language, noise and behaviour.

Compete in a manner of fair play, respect for opponents and polite behaviour regardless of the nature of the competition, when representing YUSU/UoY in a sports fixture.
Treat facilities, staff and students at the UoY and other institutions with respect and abide by any rules that may apply.
Refrain from any form of harassment of others and respect the rights, dignity and values of others.
Not encourage or pressure others into acting against the Code of Conduct
Operate within the rules, including national guidelines, which govern the activity.
Not carry out initiation ceremonies as detailed below.
Not be unduly intoxicated at any event or activity where such behaviour could be deemed unacceptable or unprofessional.
Abide by the law at all times.
During social events, especially those involving the consumption of alcohol, to be aware of behaviour and the impact on others, particularly members of the local community.
Not to consume alcohol whilst being transported to or from any activity organised under the umbrella of the student group, YUSU or UoY.
Understand the repercussions of any breaches of this Code.

Club’s Committee
1. The Committee will be collectively responsible for the effective management and day to day running of the Club.
2. All of the Committee must be current YUSU members who are enrolled and studying on a University of York programme.
3. The Committee shall have the power to set Club rules, in accordance with the Club Constitution.
4. A new Committee must be elected at least annually at the Annual General Meeting (AGM)
5. The democratically elected committee must consist of a:
  1. ● President
  2. ● Vice-President
  3. ● Treasurer
6. The committee will ensure an up-to-date list of all Committee members is provided to YUSU within two working days of any election.
7. The decision of the committee shall be final except when such a decision is overruled by a general meeting of a club.
8. The Club shall also nominate sustainability officer(s) each year, to liaise with the Green Blue organisation in aiming to become a more environmentally friendly and sustainable club.

Duties of the Committee
1. The club President is responsible for:
  1. Ensuring that club policies are adhered to

Ensuring the club committee contains officers named in 6.5
Attending Club Officer Training
Delegating tasks
Being a spokesperson/figurehead
Maintaining committee enthusiasm
Organise and oversee the general running of YUSWC
Ensure the unity of the Sailing and Windsurfing elements of YUSWC
Chair Committee Meetings
Ensure all Committee members are informed of Committee meetings by email, at least one day in advance
Chair and organise the Annual General Meeting (AGM)
Chair General Meetings (GMs)
Represent YUSWC at YORK SPORT General Meetings
Liaise with Beaver Sailing Club
Compile and update the Key List

The club vice-president is responsible for:
1. Attending Club Officer Training and Club AGM
2. Taking care of club admin
3. Keeping the club’s backpages up-to-date, including signatories and memberships
4. Arranging meetings and book facilities
5. Creating agendas and keeping minutes of meetings as necessary
6. Communicating regularly with your members
7. Being aware of key dates for your club throughout the year
8. Collecting post from Activities Office when you receive an email
9. Liaise with the Windsurf Captain and Sailing Race Captain to assist the President with the running of YUSWC
10. Promote YUSWC at the University of York and at YORK SPORT General Meetings
11. Takeminutes at Committee meetings and distribute them to all officers by email before the next meeting.

The club treasurer is responsible for:
1. Administering the club’s finances in accordance with the Constitution, Laws and Bye Laws of YUSU
2. Attending Club Officer Training and Club AGM
3. Learn and understand the Students’ Union financial system
4. Apply for the annual grant and extra funding from the Union as necessary
5. Keep track of all income/expenditure
6. Keep the committee and members informed of the club’s financial situation
7. Organise fundraising or sponsorship for your club
8. Countersign every claims form and transport form
9. Create a budget for each event and discuss with Sports Coordinator
10. Manage and record the finances of YUSWC
11. Liaise with YORK SPORT and York University Students' Union (YUSU) about the YUSWC Annual Budget
12. Compile and submit the YUSWC's Annual Budget to YORK SPORT
13. Ensure collection of all YUSWC money (from events and competitions; merchandise; Recreational Days; kit; etc)
14. Collect YUSWC membership money and maintain a list of YUSWC membership
15. Organise reimbursement to YUSWC members for YUSWC purchases
16. Organise transport reimbursement for drivers
17. Present a breakdown of the YUSWC Annual Budget at the AGM

The club Windsurf Captain is responsible for:
1. Liaise with the Sailing Race Captain to assist the Presidentwith the running of YUSWC
2. Promote Windsurfing at the University of York and at YORK SPORT General Meetings
3. Promote YUSWC within the Student Windsurf Association (SWA)
4. Ensure that YUSWC is kept up to date with the activities of the SWA

The club Sailing Race Captain is responsible for:
1. Liaise with the Windsurfing Captain to assist the Presidentwith the running of YUSWC
2. Promote Team Racing and Sailing Events and Competitions at the University of York
3. Select teams to race in Sailing Events and Competitions
4. Organise race-training and coaching sessions for the Sailing Teams and for other members
5. Oganise all attendance to Sailing Events and Competitions, including transport and accommodation
6. Captain YUSWC teams at Sailing Events and Competitions, promoting a united team spirit between all YUSWC teams
7. Liaise with the PPSA Officer to organise and coordinate an Alumni event during the summer term
8. Have good knowledge of Team Racing

The club Windsurfing Kit Officer is responsible for:
1. Organise the general maintenance of all Windsurfing equipment
2. Repair, or arrange to be repaired, any damage Windsurfing equipment
3. Order new Windsurfing equipment (and sell the old if applicable), in consultation with YUSWC Committee
4. Ensure that all Windsurfing equipment is stowed away correctly after use
5. Maintain the insurance of all Windsurfing equipment
6. Maintain an inventory of all Windsurfing equipment, including its current value and storage location
7. Liaise with the Bosun to ensure the Lock-Up is kept tidy
8. Liaise with the Bosun to ensure the maintenance of all YUSWC wetsuits, drysuits and B.A.s
9. Liaise with the Recreational Officer about the Windsurfing equipment necessary for Recreational Days if required
10. Organise YUSWC equipment and its transport for Windsurfing Events

The club Windsurfing Beginners and Recreational Officer is responsible for:
1. Organise and coordinate YUSWC Recreational Windsurfing Days, including transport, people and dates
2. Organise instruction for Recreational Days if required
3. Organise food for Recreational Days (in particular organising BBQs in the summer term)
4. Promote YUSWC Recreational Days at the University of York
5. Encourage Beginners to attend these days
6. Ensure that Recreational Days are run in a friendly and safe manner
7. Liaise with the Windsurfing Events and Kit Officer to ensure the correct equipment is available for Recreational Days
8. Represent the concerns of Beginners and other Recreational Windsurfers to YUSWC Committee

The club Sailing Beginners and Recreational Officer is responsible for:
1. Organise and coordinate YUSWC Recreational Sailing Days, including

transport, people and dates

Organise instruction for Recreational Days if required
Organise food for Recreational Days (in particular organising BBQs in the summer term)
Promote YUSWC Recreational Days at the University of York
Encourage Beginners to attend these days
Ensure that Recreational Days are run in a friendly and safe manner
Liaise with the Bosun to ensure the correct equipment is available for Recreational Days
Represent the concerns of Beginners and other Recreational Sailors to YUSWC Committee

The club Social Secretariesare responsible for:
1. Organise social events for all YUSWC members
2. Organise end of term meals for all YUSWC members

7.9.3The outgoing Social Secretary is responsible for organising the Handover ceremony for the new Committee in the summer term

The post of Social Secretary may be held by up to two people

The club Bosunis responsible for:
1. Organise the general maintenance of all Boats and Sailing equipment
2. Repair, or arrange to be repaired, any damaged Boats or Sailing equipment
3. Order new Boats and Sailing equipment (and sell the old if applicable), in consultation with YUSWC Committee
4. Ensure that all Boats and Sailing equipment are stowed away correctly and safely after use
5. Maintain the insurance of all Boats and Sailing equipment
6. Maintain an inventory of all Boats and Sailing equipment, including its current value and storage location
7. Liaise with the Windsurfing Events and Kit Officer to ensure the Lock-Up is kept tidy
8. Liaise with the Windsurfing Events and Kit Officer to ensure the maintenance of all YUSWC wetsuits, drysuits and B.A.s
9. Liaise with the Sailing Beginners and Recreational Officer about the Boats And Sailing equipment necessary for Recreational Days if required

The club Webmaster & Communications & Alumni Officeris responsible for:
1. Design and maintain YUSWC website
2. Update YUSWC email system with new members and changes in details
3. Ensure YUSWC email account is kept tidy and coherent
4. Design, produce and organise distribution of posters as publicity for

YUSWC at the University of York

Liaise with the University of York press to maximise publicity for YUSWC, especially concerning Recreational Days or events
Organise and coordinate an Alumni newsletter every term
Manage the YUSWC Alumni Facebook group
Maintain links with and contact details of Alumni
Represent Alumni concerns to YUSWC Committee
Liaise with the Sailing Race Captain to organise and coordinate an Alumni event during the summer term

The club Merchandise Officeris responsible for:
1. Organise the design, ordering, delivery, pricing and exchange on all lines of YUSWC merchandise
2. Provide a variety of different lines of YUSWC merchandise (including any Sailing specific or Windsurfing specific requirements if applicable.
3. Ensure any sponsorship obligations affecting Merchandise are fulfilled

The club Sponsorship Officeris responsible for:
1. Seek further sponsorship opportunities
2. Organise existing and further YUSWC sponsorship
3. Maintain and build relationships between YUSWC sponsors

The club Ordinary Member is responsible for:
1. Sit on the Committee
2. Assist the Committee with the general running of YUSWC.

7.14.0 Clause: The ordinary member position is only available if one or more positions go unfilled at the AGM. If a position does not get filled then an ordinary member position becomes available up to a maximum of one ordinary member position.

The club First Year Rep. is responsible for:
1. Sit on the Committee
2. Assist the Committee with the general running of YUSWC.

The club Trip Organiser is responsible for:
1. Organise recreational trips for the club.
2. The post of Trip Organiser may be held by up to two people
3. The post of Trip Organiser will be held from bi-election to bi-election.

No committee member should be responsible for case work e.g. giving support and advice to any individual student, and when these cases present they must be referred promptly to the YUSU who can ensure the proper support is made available.

Club Finance
1. All Club income and expenditure shall be conducted through the YUSU Finance Office. Holding funds externally will constitute grounds for de-ratification and/or disciplinary procedures.
2. The President, Secretary and Treasurer shall automatically be signatories to the Club accounts, once YUSU has received an up-to-date signatory list.
3. Two of these signatories shall be required for each expense claim and for any contract or undertaking, financial or otherwise, on behalf of the Club; one of which must the Treasurer.
4. The club’s accounts shall be available for inspection at any reasonable time by YUSU staff.
5. An annual membership fee is required from all Club members, unless the Club states otherwise, and agrees not to receive YUSU Main grant. The Committee are also responsible for determining this fee and its collection.
6. YUSU members shall receive no remuneration from the Club, except in legitimate expenses incurred in connection with the Club business.

Meetings
1. The primary decision making bodies of the Club are Committee meetings, Annual General Meetings (AGMs) and Extraordinary General Meetings (EGMs).
2. All general meetings must be open and advertised to all members.
3. Minutes should be taken at each meeting and published to all members. A copy of the minutes must also be made available to YUSU staff upon request.
4. The Committee shall give at least 7 days notice of any general meeting.
5. The quorum of a general meeting shall be 20% of YUSU members of the Club or 10 YUSU members of the Club, whichever is greater.
6. An EGM can be called by the Committee of the Club, York Sport Union Committee or a petition signed by a petition of 25% of YUSU members of the Club or 10 YUSU members of the Club, whichever is greater.

Election of the Committee
1. Only current members of the Club are allowed to stand for elections.
2. The committee must be elected by the Club at an AGM (see section 9), which must be held at least once in every 12 month period, in the time period suggested by the Sports Sabbatical Officer in the Club’s Timeline.
3. All members should be made aware of their ability to stand for election and vote.
4. Only Club members who are also full members of YUSU shall be entitled to vote.
5. The committee must be democratically elected in a free and fair election.
6. All Club members must have the chance to question candidates and submit a vote in private and in absentia(where necessary).
7. Votes may be counted using either ‘first past the post’ or the ‘alternative vote’ or ‘single transferrable vote’, which offer preferential voting.
8. If desired, YUSU can provide assistance in the running of any election to ensure fairness or to count votes where necessary.
9. If any vacancies occur in the committee during the academic year, they shall be democratically filled as soon as is convenient via an EGM (Extraordinary General Meeting).
10. Election of the club’s sustainability officer(s) will be done during committee meetings as and when deemed appropriate an appropriate time of year by the president.

Club Complaints Procedure
1. This procedure allows members to raise complaints about any issues relating to the Club, including (but not limited to):
  1. The safety of activities
  2. The standards of instruction
  3. The standard of equipment used for the activities
  4. Bullying and harassment
  5. Disregard of operational policies of YUSU including the Equal Opportunities and Safe Space policies.
2. Complaints should first be addressed in writing to the Club President/Chair. When a complaint is made, the President/Chair they must consult YUSU for advice.
3. If this initial process does not provide a satisfactory outcome, a formal complaint should be made to the York Sport President in writing, triggering the use of York Sport’s Union Code of Conduct or YUSU’s Code of Conduct (Bye-Law 13) to address the formal Complaint.
4. In serious or unresolved cases, the member may be supported by YUSU in progressing the complaint through the University's Code of Practice on Harassment and/or Complaints Procedure.

Dismissal and Resignation of Committee Members

          12.1.        No committee member shall be deemed to be dismissed unless they have received during their term of office a vote of ‘no confidence’ from their Club members.
          12.2.        Before a vote of ‘no confidence’ can be considered against a committee member, the complainant must have attempted to settle the matter informally, and one of the committee members named in section 6.5 will be responsible to oversee this informal process, and act as a mediator when and where they deem necessary..
          12.3.        Any incident which cannot be satisfactorily resolved in this way must be referred to the YUSU Sports Coordinator, who will facilitate a vote of ‘no confidence’. This request much be accompanied by a petition of 25% of YUSU members of the Club or 10 YUSU members of the Club, whichever is greater.
          12.4.        If a ‘no confidence’ motion is called then a Club EGM (see section 9) must be held, and in order for a vote of ‘no confidence’ motion to be carried it must be supported by two-thirds of those voting.
          12.5.        If the no confidence motion is successful or a committee member resigns, then a committee member must inform YUSU immediately. The Club will then need to hold another EGM to re-elect a new person to the position (see section 9)
          12.6.        If the no confidence motion in unsuccessful.
                          12.6.1.        YUSU will facilitate support with the committee to resolve any outstanding issues.
                          12.6.2.        Further ‘no confidence’ motions must be on different grounds and not within one calendar month of the general meeting at which the last ‘no confidence’ motion against that committee member was heard.
13.       Suspension and Exclusion of Members
          13.1.        No member shall be deemed to be suspended or excluded without a formal process involving YUSU. This is to ensure fairness and transparency of processes.
          13.2.        Any matter which may be considered grounds for suspension or exclusion must be referred as a matter of urgency to YUSU who will instigate the process for an investigation.
          13.3.        If an imminent risk is identified a Club member may be suspended immediately for a period of up to 14 days.
                          13.3.1.        Any assessment of risk must be carried out by YUSU at the earliest opportunity.
                          13.3.2.        If no process is initiated within these 14 days to permanently exclude the member then the suspension will be lifted and considered resolved once 14 days have passed.
          13.4.        Exclusion of a member is a penalty that can only be considered in exceptional circumstances and subject to the below procedure.
          13.5.       Any member facing exclusion from a Club must have a fair hearing at which they have the right to speak in their defence, have a supporter present and have been advised of the allegations made, and supporting evidence disclosed at least 7 clear days in advance.
                          13.5.1.        The panel for the hearing will be chaired by the York Sport President (or another Sabbatical Officer if there is a conflict of interest) with the following additional members: a member of Societies Committee (who is not a member of any other Club in the same group as the Club) and a member of the York Sport Committee, neither of whom should have previous knowledge of the nature of the allegations, and a YUSU Staff member will minute the meeting.
                          13.5.2.        Any decision to exclude a member requires a majority vote from the panel and must be communicated in writing, with a statement of reasons, to the excluded member within 7 days.
          13.6.        A member may appeal against any decision to suspend or exclude them on the grounds of lack of adherence to process, provision of further evidence or evidence that the decision was biased or prejudiced. The member must communicate their intention to appeal in writing to YUSU.
          13.7.        Any appeal of a decision to suspend or exclude a member must be heard by a panel who were not involved with the original decision, have no prior knowledge of the case and will be chaired by a Full Time Officer. Ideally this panel will also consist of one more member each from Societies Committee and the York Sport Committee. However the panel will primarily be constituted with a view to fairness and elimination of conflict of interest.
          13.8.        An appeals panel only has the power to uphold or overturn a decision by the initial panel. They may not suggest alternative sanctions.

14.       Amendments to the Club Constitution
          14.1.        The Constitution may be amended by two thirds of the members present at an AGM or EGM.
          14.2.        If amended, the constitution shall be re-ratified by the York Sport Committee before coming into effect, this includes a change of name.

15.       Dissolution
          15.1.        The Club may be dissolved if deemed necessary by the members in a simple majority vote at an AGM or EGM. Any assets or remaining funds after debts have been paid shall revert to YUSU, in line with charity law requirements.
          15.2.        In exceptional circumstances, the Club may also be dissolved by the York Sport Committee if deemed necessary and subject to the approval of the York Sport President.

16.       Declaration (All Committee Members)
          16.1.        As a Club Committee Member I agree to abide by, enforce and operate in accordance with this Constitution, Code of Conduct, YUSU’s Constitution, YUSU’s Policies and guidelines in the Resource Hub.

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