Oxford University Squash Racquets Club

Constitution of Oxford University Squash Racquets Club

I. INTRODUCTION

The purpose of this document is to provide the foundation for an amalgamated squash club for both men and women at Oxford university. No provision in this document is intended to conflict with the Proctor's Rules for the administration of Sports Clubs within the university.

II. NAME

The club shall be known as the Oxford University Squash Rackets Club.

III. AIMS

The aims of the Club are to:

1. Develop and promote the game of squash in the University at every level.

2. Organise teams to represent the University in matches and tounaments.

3. Foster harmonious ties between Members of the Club and Old Blues and their affiliated clubs.

IV. MEMBERSHIP

1. Membership is open to all Members of the University and is determined by payment of the subscription fee set at the beginning of each academic year by the Executive Committee. The membership year runs from the first day of Michaelmas term.

i) The Executive Committee reserves the right to refuse or terminate membership to anyone based on majority vote within the Committee.

2. Executive Committee position holders must have paid their Club subscription fee before the time of election.

3. Members are entitled to all the rights and privileges as directed by the Executive Committee.

4. Membership to the Club shall cease in any one of the following situations:

i) The Member informs the Executive Committee in writing that she or he wants to leave the Club.
ii) The Member who is a non-Executive Committee Member is expelled from the Club by majority vote of the Executive Committee for conduct which is detrimental to the interests of the Club, as determined by the Committee at the Committee's absolute discretion.

iii) The Member who is an Executive Committee Member is expelled from the Club by three-quarters majority vote of the Executive Committee and vote of the Senior Member for conduct which is detrimental to the interests of the Club, as determined by the Committee at the Committee's absolute discretion.

5. In any of the situations described in Section IV(4) the former Member shall relinquish immediately all rights and privileges previously extended to her/him as a Member of the Club.

V. MANAGEMENT

1. The Club will be managed by an Executive Committee consisting of the following members:

i) Senior Member.
ii) One President.

iii) One Captain each for the Women's First Team, Women's Second Team, Men's First Team, Men's Second Team.

iv) One Secretary each for the Women's and the Men's Teams.

v) One Treasurer.

2) The responsibilities of the Senior Member and respective Executive Committee members will be as follows:

i) Senior Member will be responsible for:
a) Maintaining links between the Club, alumni organisations, and external agencies with the intention of advancing any of the aims as defined above in Section III.
b) Acting as the Treasurer of the OUSRC Alumni Fund.

c) Maintaining an interest in the running of the Club.

d) Maintaining an accountable link between the Club and the Proctors.

ii) President will be responsible for:

a) The general supervision of the Club's activities.

iii) Captains will be responsible for:

a) Selecting their respective teams for all matches.
b) Organising practice, coaching sessions.

c) The appointment of coaches in consultation with the Sport Strategy Committee.

d) The development of guidelines regarding safety and insurance for the Club.

e) The Women's and Men's First Team Captains will be responsible for making the final selection of their respective Blues Teams in consultation with the Senior Member and the President. The selection should be in accordance with the rules and regulations of the Blues Committee from time to time. The final decision shall be with the relevant Captain.

f) A similar procedure will apply for the selection of the Women's and Men's Second Team.

iv) Secretaries will be responsible for:

a) The administration of the Club, official correspondence, record-keeping, and performance of all duties incidental to the office of secretary.
b)Organising the fixture list and arranging matches for the Club.

c) Organising and regulating their respective inter-collegiate "Cuppers" and League competitions.

v) Treasurer will be responsible for:

a) All accounting of the Clubs finances.
b) Preparing the financial statements and grant applications.

c) Updating the Club Ladder ranking of all Club Members.

d) Updating the Club Website.

VI. ELECTION PROCEDURE

1. The executive Committee Members should be elected at the start of Trinity Term at the Annual General Meeting (AGM), convened by the retiring President and attended by the Members of the Club. Reasonable notice shall be given to all Members of the date of the AGM. Nominations for executive Committee posts may be made by any member of the Club and elections are decided by a majority vote at the meeting, subject to the provisions of paragraphs 4 and 5 below. After the elections all official documents, records and club property (equipment and finances) are handed over to the successors in office.

2. In the event that there is no one willing to accept the responsibilities of a particular post, or no one willing to run for election to a particular post, that post will remain vacant until Michaelmas term of the following academic year. An Extraordinary General Meeting will be held by the end of the third week of that Michaelmas term for the specific purpose of electing a Club Member into the vacant Committee post(s). A willing Club Member(s) may be asked to carry some or all of the responsibilities, until such time as a Club Member is elected to fill that post and assume the post's relevant responsibilities.

3. Senior Member

i) The Senior Member (who must be a Member of Congregation) will be selected by the current Executive Committee at the time the position is vacated and in consultation with the Oxford Alumni Squash Committee.
ii) The position of the Senior Member can be vacated by:

a) Her/his resignation by written notification to the President of the Club.
b) Removing the Senior Member from office through a three-fourths majority decision of those attending an Extraordinary General Meeting convened for the specific purpose of reviewing the suitability of the current Senior Member.

4. Captains and Secretaries shall be elected by a simple majority vote during the AGM of the respective Women or Men Members who have represented the University in any OUSRC team during the previous season. Proxy votes are permitted.

5. The President and Treasurer shall be elected by a simple majority of all members present at the AGM. Proxy votes are permitted.

6. The administrative terms of the Executive Committee will take immediate effect.

7. Any Member of the Executive Committee may resign at any time by giving written notice to the President, effective from date of receipt.

8. The President and First Team Captains may resign by submitting written notice to the Senior Member effective from the date of receipt.

9. Issues of concern to the Executive Committee are to be resolved by simple majority vote. In the event of a tie, the Senior Member's vote is decisive.

10. Any member of the Executive Committee may be removed from her/his position only by two-thirds majority vote at an Extraordinary General Meeting, convened by any one of the Executive Committee Members, for the specific purpose of ascertaining the suitability of a particular individual for the Committee position currently held by her/him.

VII. MEETINGS

1. An Annual General Meeting will be held no later than Friday of Week 3 of Trinity Term. In this forum any matter pertaining to the interest of the Club or its Members may be discussed.

2. Any matter requiring the immediate attention of the Executive Committee may be made in writing to either of the Secretaries of the Club. The Club will be required to respond within two months.

3. Executive Committee meetings will be called at the discretion of the Committee but not lass than once a term.

4. The Executive Committee reserves the right to call Extraordinary General Meetings (EGM) at any time to bring to the attention of Club Members issues which the Committee deems as being in the interest of the Club and its Members. Such meetings require a minimum of one weeks notice.

VIII. SELECTION OF BLUES TEAMS

The Women's and Men's First Team Captains will be responsible for making the final selection of their respective Blues Teams in consultation with the Senior Member and the President. The selection should be in accordance with the rules and regulations of the Blues Committee from time to time. The final decision shall be with the relevant Captain.

IX. AMENDMENTS TO THE CONSTITUTION

No additions, alterations or amendments to this Constitution shall take effect unless sanctioned by three fourths majority of a quorum of Club Members at the AGM or an Extraordinary General Meeting. A quorum shall constitute four current non-Executive Committee Members in addition to a majority of the Executive Committee Members.

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		Constitution of Oxford University Squash Racquets Club I. INTRODUCTION The purpose of this document is to provide the foundation for an amalgamated squash club for both men and women at Oxford university. No provision in this document is intended to conflict with the Proctor's Rules for the administration of Sports Clubs within the university. II. NAME The club shall be known as the Oxford University Squash Rackets Club. III. AIMS The aims of the Club are to: 1. Develop and promote the game of squash in the University at every level. 2. Organise teams to represent the University in matches and tounaments. 3. Foster harmonious ties between Members of the Club and Old Blues and their affiliated clubs. IV. MEMBERSHIP 1. Membership is open to all Members of the University and is determined by payment of the subscription fee set at the beginning of each academic year by the Executive Committee. The membership year runs from the first day of Michaelmas term. i) The Executive Committee reserves the right to refuse or terminate membership to anyone based on majority vote within the Committee. 2. Executive Committee position holders must have paid their Club subscription fee before the time of election. 3. Members are entitled to all the rights and privileges as directed by the Executive Committee. 4. Membership to the Club shall cease in any one of the following situations: i) The Member informs the Executive Committee in writing that she or he wants to leave the Club. ii) The Member who is a non-Executive Committee Member is expelled from the Club by majority vote of the Executive Committee for conduct which is detrimental to the interests of the Club, as determined by the Committee at the Committee's absolute discretion. iii) The Member who is an Executive Committee Member is expelled from the Club by three-quarters majority vote of the Executive Committee and vote of the Senior Member for conduct which is detrimental to the interests of the Club, as determined by the Committee at the Committee's absolute discretion. 5. In any of the situations described in Section IV(4) the former Member shall relinquish immediately all rights and privileges previously extended to her/him as a Member of the Club. V. MANAGEMENT 1. The Club will be managed by an Executive Committee consisting of the following members: i) Senior Member. ii) One President. iii) One Captain each for the Women's First Team, Women's Second Team, Men's First Team, Men's Second Team. iv) One Secretary each for the Women's and the Men's Teams. v) One Treasurer. 2) The responsibilities of the Senior Member and respective Executive Committee members will be as follows: i) Senior Member will be responsible for: a) Maintaining links between the Club, alumni organisations, and external agencies with the intention of advancing any of the aims as defined above in Section III. b) Acting as the Treasurer of the OUSRC Alumni Fund. c) Maintaining an interest in the running of the Club. d) Maintaining an accountable link between the Club and the Proctors. ii) President will be responsible for: a) The general supervision of the Club's activities. iii) Captains will be responsible for: a) Selecting their respective teams for all matches. b) Organising practice, coaching sessions. c) The appointment of coaches in consultation with the Sport Strategy Committee. d) The development of guidelines regarding safety and insurance for the Club. e) The Women's and Men's First Team Captains will be responsible for making the final selection of their respective Blues Teams in consultation with the Senior Member and the President. The selection should be in accordance with the rules and regulations of the Blues Committee from time to time. The final decision shall be with the relevant Captain. f) A similar procedure will apply for the selection of the Women's and Men's Second Team. iv) Secretaries will be responsible for: a) The administration of the Club, official correspondence, record-keeping, and performance of all duties incidental to the office of secretary. b)Organising the fixture list and arranging matches for the Club. c) Organising and regulating their respective inter-collegiate "Cuppers" and League competitions. v) Treasurer will be responsible for: a) All accounting of the Clubs finances. b) Preparing the financial statements and grant applications. c) Updating the Club Ladder ranking of all Club Members. d) Updating the Club Website. VI. ELECTION PROCEDURE 1. The executive Committee Members should be elected at the start of Trinity Term at the Annual General Meeting (AGM), convened by the retiring President and attended by the Members of the Club. Reasonable notice shall be given to all Members of the date of the AGM. Nominations for executive Committee posts may be made by any member of the Club and elections are decided by a majority vote at the meeting, subject to the provisions of paragraphs 4 and 5 below. After the elections all official documents, records and club property (equipment and finances) are handed over to the successors in office. 2. In the event that there is no one willing to accept the responsibilities of a particular post, or no one willing to run for election to a particular post, that post will remain vacant until Michaelmas term of the following academic year. An Extraordinary General Meeting will be held by the end of the third week of that Michaelmas term for the specific purpose of electing a Club Member into the vacant Committee post(s). A willing Club Member(s) may be asked to carry some or all of the responsibilities, until such time as a Club Member is elected to fill that post and assume the post's relevant responsibilities. 3. Senior Member i) The Senior Member (who must be a Member of Congregation) will be selected by the current Executive Committee at the time the position is vacated and in consultation with the Oxford Alumni Squash Committee. ii) The position of the Senior Member can be vacated by: a) Her/his resignation by written notification to the President of the Club. b) Removing the Senior Member from office through a three-fourths majority decision of those attending an Extraordinary General Meeting convened for the specific purpose of reviewing the suitability of the current Senior Member. 4. Captains and Secretaries shall be elected by a simple majority vote during the AGM of the respective Women or Men Members who have represented the University in any OUSRC team during the previous season. Proxy votes are permitted. 5. The President and Treasurer shall be elected by a simple majority of all members present at the AGM. Proxy votes are permitted. 6. The administrative terms of the Executive Committee will take immediate effect. 7. Any Member of the Executive Committee may resign at any time by giving written notice to the President, effective from date of receipt. 8. The President and First Team Captains may resign by submitting written notice to the Senior Member effective from the date of receipt. 9. Issues of concern to the Executive Committee are to be resolved by simple majority vote. In the event of a tie, the Senior Member's vote is decisive. 10. Any member of the Executive Committee may be removed from her/his position only by two-thirds majority vote at an Extraordinary General Meeting, convened by any one of the Executive Committee Members, for the specific purpose of ascertaining the suitability of a particular individual for the Committee position currently held by her/him. VII. MEETINGS 1. An Annual General Meeting will be held no later than Friday of Week 3 of Trinity Term. In this forum any matter pertaining to the interest of the Club or its Members may be discussed. 2. Any matter requiring the immediate attention of the Executive Committee may be made in writing to either of the Secretaries of the Club. The Club will be required to respond within two months. 3. Executive Committee meetings will be called at the discretion of the Committee but not lass than once a term. 4. The Executive Committee reserves the right to call Extraordinary General Meetings (EGM) at any time to bring to the attention of Club Members issues which the Committee deems as being in the interest of the Club and its Members. Such meetings require a minimum of one weeks notice. VIII. SELECTION OF BLUES TEAMS The Women's and Men's First Team Captains will be responsible for making the final selection of their respective Blues Teams in consultation with the Senior Member and the President. The selection should be in accordance with the rules and regulations of the Blues Committee from time to time. The final decision shall be with the relevant Captain. IX. AMENDMENTS TO THE CONSTITUTION No additions, alterations or amendments to this Constitution shall take effect unless sanctioned by three fourths majority of a quorum of Club Members at the AGM or an Extraordinary General Meeting. A quorum shall constitute four current non-Executive Committee Members in addition to a majority of the Executive Committee Members.
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