The club shall be known as Wolfson College (Oxford) Boat Club, hereinafter referred to as THE CLUB or WCBC.

The aims of The Club are to offer the opportunity to participate in rowing to all members of Wolfson College Oxford and St Cross College Oxford (see section 3.); to represent the colleges in inter-collegiate events in Oxford; and to represent the colleges in external races.

As recognised by the Oxford University Rowing Clubs (OURCs), St Cross College is affiliated with WCBC. In recognition of this affiliation there shall be a St Cross representative on the WCBC committee (see section 6.). Hereinafter any clause in this document referring to Wolfson College or its members shall also apply to St Cross College and its members.

All members of WCBC are subject to the University of Oxford’s relevant regulations (including the Harassment Policy and Code of Practice on Meetings and Events) and British Rowing Code of Conduct, as well as to any applicable regulations made by Wolfson College. As a college society, all disciplinary or welfare issues beyond the scope of internal resolution will be referred to the relevant college or university authorities. Membership eligibility may be removed for good cause by the Deans of either college.

1. The following are eligible for membership:
   1. Any current matriculated member of Wolfson College, Oxford over the age of 18.
   2. Any other person over the age of 18, subject to the conditions in B.
2. Classes of membership
   1. A Representative Member – Eligible to represent the Men’s or Women’s 1st VIII in the inter-collegiate bumps races under the rules of OURCs.
   2. An Associate Member – By majority vote, the Committee may adopt as an associate member any person over the age of 18, who is not a full member as defined above. Individual’s participation in inter-collegiate bumps races as an Associate Member is constrained by the rules of OURCs, but in all other respects the individual is a full member of the Wolfson College Boat Club and entitled to all benefits and facilities pertaining thereto. Typical candidates include partners of Wolfson and St. Cross college members and previous members of the boat club. The Secretary shall maintain an official list of associate members.
      1. Existing associate members will be asked by the Secretary to confirm interest in the position and will be voted in by the committee in the first committee meeting of Michaelmas term each academic year.
      2. If no response is received, the member will automatically be dropped from associate status and will no longer have access to boat club equipment. They may however reapply at any time.
      3. The committee may vote provisionally not to renew the associate membership of an individual.
         1. If the committee decides provisionally not to renew membership of an associate, the individual will be notified and informed as to the reasoning, and will be invited to present a case to the committee, who will then make a final decision.
      4. If a final decision is made by the committee not to renew their membership, they may not reapply within that term.
   3. An Honorary Member – Honorary membership of the Club may be granted at a Captains’ meeting subject to the guidelines stated in the OURCs rules. Individual is subsequently treated as a representative member.
3. Election of members
   An individual qualifies as a member of WCBC after satisfying the requirements for subscription payment, as set out in section 4.D (ii) below. All members should read the WCBC health and safety declaration.
4. Subscription
   Categorized based on the following criteria:
   1. Any individual using WCBC equipment on three occasions or more from nought week to nought week of each university term, excluding the long vacation, is required to pay subscription to The Club.
   2. Any returning members using WCBC equipment on three or more occasions during the long vacation is required to pay subscription costs for the long vacation. For new members the long vacation counts as part of Michaelmas term.
   3. Subscription costs will be set by WCBC committee and will be displayed on the website. Any changes to the subscription costs will be announced to the boat club with one terms notice.
   4. Boat club equipment, as referred to above, includes ergometers, coaching staff, the OUBC tank, and boats.

An annual general meeting (AGM) shall be held after the Oxford Summer Eights, and before the end of Trinity term. The main purpose of this meeting shall be formal election of the new committee. Any member of WCBC, as defined in section 4, may attend the AGM.

1. The committee shall conduct the affairs of The Club as a whole, and shall consist of those individuals elected at the boat club AGM to the positions listed below. Each position is entitled to one vote in committee meetings, even if the position is shared by two or more individuals, but no individual may have more than one vote:
   1. President
   2. Men’s Captain
   3. Women’s Captain
   4. Boat Club Secretary
   5. Captain of Coxes
   6. Safety/Kit Advisor
   7. Treasurer
   8. Equipment Officer
   9. Social Secretary
   10. Regatta Secretary
   11. St Cross Representative
   12. Wolfson Representative
   13. Webmaster
   14. Development Officer

   WCBC recognises that diversity and inclusivity is integral to building a supportive and positive community. The ‘Welfare & Inclusivity Advocate’ will champion initiatives to promote diversity and inclusivity across all facets of the boat club. With their help, alongside the rest of the committee, WCBC will continue to make tangible strides towards maintaining fair representation of the diverse college and university campus we are a part of.

   15. Inclusivity and Welfare Advocate

   The following appointed by existing committee members based on involvement in the previous year’s committee, whom are entitled to vote in committee meetings. Generally offered to retiring captains, with a maximum of three in total:

   16. Honorary Committee Member(s)

   And the following appointed by the committee, who is not entitled to vote in committee meetings:

   17. Senior Member
2. Nominations for position (i)-(xiv) may be made by any member of WCBC including the individual standing for the position.
3. All members present at the AGM shall vote for candidates for each position. Voting shall be carried out according to the following rules:
   1. A provisional list of nominations shall be disseminated by the Secretary 48 hours before the AGM. Elections for each position shall proceed one-at-a-time in the order in which positions appear in 6.A. Nominations for each position shall remain open until the election for that individual position commences.
   2. The election will be run by secret ballot using the alternative vote (instant run off) system. Voters will be asked to rank the candidates, 1 being their most preferred candidate, 2 their second most preferred candidate, etc, where “reopen nominations” counts as a candidate. The first preference votes for all candidates will then be counted. If one candidate has a majority of votes then that candidate wins the election. If no candidate has a majority, then the candidate with the fewest votes is eliminated and their votes are redistributed. Votes are redistributed by adding the votes from the eliminated candidate to the tally of the candidate that is listed as the second preference on the ballot. If one candidate now has a majority, they win the election. If no candidate has a majority (which will only occur if there are more than two candidate remaining) this process is repeated, eliminating the candidate with the fewest votes, until one a candidate has a majority of votes. If the request to reopen nominations has the majority of votes in any round then nominations will be reopened and the election run again.
4. The committee term of office shall commence after election at an AGM, and run till selection of the next committee at the AGM of the following year.
5. Between AGMs, a vacant committee position may be filled by nomination as follows.
   1. An individual may be nominated for the position by a majority vote of committee members. The Secretary will publicise the nomination to the Boat Club. At this time, any member of the Boat Club opposing the nomination may, within two weeks of the Secretary’s announcement, make an alternative nomination. During this time the nominee may fulfil the duties of the role but is not entitled to a vote. If one or more alternative nominations is received, then at the end of the two weeks a special election will be held, by whatever means the committee deems appropriate, and the nominee receiving the most vote is duly elected. If there are no alternative nominations, the committee’s nominee will be deemed elected.
   2. Any committee member elected in this way will be a full voting member of the committee for the duration of that term of office (i.e. until the next AGM).

1. President
   • Committee spokesperson for the club to Wolfson College, Oxford, and external parties
   • Chair committee meetings and the AGM
   • Organise and set an agenda for committee meetings in conjunction with the boat club Secretary and captains
   • Oversee the organisation of training camp with the assistance of the Secretary
   • Organize sponsorship of The Club with the assistance of the development officer
   • Ensure the long term stability of the boat club
   • Aid the captains in the integration of the various parts of the club
   • Correspond with other colleges when required
   • Should usually be elected having previously served in another position on the committee
   • Write WCBC year overview for the Wolfson and St. Cross college records and website
2. Men’s and Women’s Captains
   • Organise, oversee and have the final authority on the selection process for crews
   • Liaise concerning shared resources such as coxes, women competing in men’s crews, ergs, etc.
   • Organise training, including outing plans, land training, coxes and coaching.
   • Find a coach for the squads.
   • Provide paid coaches with a contract in accordance with college regulations.
   • Represent the club to OURCs including attending captains meetings.
   • Communicate any business arising from the captains meetings or the rowing captains mailing list to the rest of the club.
   • Liaise with Regatta Secretary to make entries to intercollegiate regattas and races.
   • Keep track of members eligible for subscription fees and present associate members to the committee meeting to vote.
3. Boat Club Secretary
   • Maintain the constitution in an up-to-date format
   • Chair meetings in the President’s absence
   • Organise the ordering of club photographs when necessary
   • Aid the President in producing agendas and organising committee meetings and training camps
   • Generate umpiring and marshalling rotas for Torpids, Summer Eights and other regattas
   • Take minutes at the AGM and committee meetings and ensure they are distributed in accordance with 8.I
   • Ensure the minutes are available in an amended form to the webmaster for publication as soon as possible after a meeting.
   • Responsible for issuing and maintaining lists for Wolfson erg use.
   • Maintain a list of associate and honorary members.
   • Organise orders of blades after Torpids and VIIIs. This includes gathering orders from rowers, ordering blades from Jim Ronaldson, club boatman, or other sources as needed, and arranging painting from Cummings Signs or other sources.
4. Social Secretary
   • Organise full boat club social events, including:
     • Termly boat club dinners
     • Training camp-related social events
     • Internal club events
       • Excluding individual crew events such as crew dates
   • Aid the integration of ALL parts of the boat club.
   • Work with College Reps to organise representation of The Club at both Wolfson and St. Cross Fresher’s Fairs and aid the captains in recruitment of members from both colleges.
5. College Representatives
   1. St Cross Representative
      • Must be member of St Cross college
      • Represent WCBC to and liaise with St. Cross Sports Committee
      • Assist Social Secretary in Fresher’s Fair
      • Provide a point of contact between President and St Cross administration regarding relations between WCBC and the college (e.g. awards/bar blades, representation in college, etc.)
      • Help promote boat club and boat club events within college
   2. Wolfson Representative
      • Must be member of Wolfson college
      • Attend SCC and Wolfson general meetings with or in place of President
      • Assist Social Secretary in Fresher’s Fair
      • Provide a point of contact between President and Wolfson Administration regarding relations between WCBC and the college (e.g. awards/bar blades, representation in college, etc.)
      • Help promote boat club and boat club events within college
6. Captain of Coxes
   • Aid in the recruitment and training of new coxswains
   • Ensure all coxswains are aware of the rules of the river as set out by OURCs
   • Aid the captains in the coordination of coxswains and the equipment officer in the coordination of coxing equipment.
7. Safety/Kit Advisor
   • Committee representative to British Rowing, including ensuring the annual British Rowing safety audit is up-to-date.
   • With the captains, ensure all rowers and coxswains have passed the required swim test.
   • With the captains, ensure individuals receive the correct training before using any club equipment.
   • Ensure accidents are handled in accordance with the Wolfson Boat Club Major Incidents Policy.
   • Ensure first aid equipment and emergency procedures are in place.
   • Organise the ordering of club kit each term
8. Treasurer
   • Handle claims for reimbursement from members.
   • Produce a termly report on budget and accounts.
   • Oversee club budget.
   • Provide a budget review at each committee meeting.
9. Equipment Officer
   • Keep an up to date inventory of boats, oars, coxboxes, and lifejackets.
   • Ensure the security and maintenance of BC equipment.
   • Consult with the boatman over any equipment issues.
   • Coordinate the repairs of equipment when necessary.
   • Maintain the boat replacement record and schedule.
10. Regatta Secretary
    • Serve as an administrator on British Rowing online entry system.
    • Liaise with captains regarding which external regattas shall be entered.
    • Help the captains make entries and arrange payments to external regattas and heads.
    • Help the captains arrange trailering to external regattas.
    • Liaise with treasurer to ensure individuals are battled any costs incurred during regattas.
11. Webmaster
    • Maintain the WCBC website with up-to-date information on committee members, racing results, sponsors, upcoming events and donation possibilities.
    • Maintain The Club’s ownership of its domain (wolfsonrowing.org).
    • Administrate the other internet resources of WCBC (e.g. Facebook group, Twitter).
    • Maintain The Club’s mailing lists and DropBox archive.
12. Development Officer
    • Advertise WCBC-related events to alumni and sponsors.
    • Maintains and develops relations with the Development Office of the colleges.
    • Maintains an alumni database including alumni information.
    • Liaise with the Webmaster to promote the Boat Club on the internet.
    • Investigate potential sponsors of the Boat Club and develop links between the Boat Club President and potential sponsors of the Boat Club.
13. Inclusivity and Welfare Advocate
    • Work with the rest of the committee to ensure inclusivity and diversity is given deserved consideration across WCBC decision making.
    • Be a point of contact to allow WCBC members to provide comments/reporting/grievances.
    • Create and maintain an anonymous method for club feedback on welfare and inclusivity.
    • Send out regular tips and advice on welfare and inclusivity to the club.
    • Advise committee on compliance with the procedures described by British Rowing’s Safeguarding and Protecting Children and Adults at Risk Policies.
    • Should be identifiable to all members of the club.
    • In the event that anyone under the age of 18 joins the club the Inclusivity and Welfare Advocate will not be involved in coaching them and shall ensure appropriate vetting is carried out for any coaches involved in training members under the age of 18.
    • Shall be registered with British Rowing as Club Welfare Officer.

• Advise the committee on all aspects of The Club.
• Provide continuity in implementing WCBC policy and ideas.