CUSWPC Constitution

1. NAME:
The name of the Club is “Cambridge University Swimming and Water Polo Club” (hereafter referred to as “the Club”). The Club represents Cambridge University in men’s and women’s swimming and men’s and women’s water polo.

(1) The Club’s objects shall be the support, development, improvement and promotion of swimming and water polo within the University of Cambridge. The income and property of the Club shall be applied solely to the furtherance of the objects.
(2) The Club is committed to treat everyone equally within the context of its activity. This shall be, for example, regardless of sex, ethnic origin, religion, disability or political persuasion, on any grounds.
(3) The Club shall implement the ASA Equality policy.
(4) The Club shall be affiliated to ASA East Region, and shall adopt and conform to the rules of this Association, and to such other bodies as the Club may determine from time to time.
(5) The business and affairs of the Club shall at all times be conducted in accordance with the Laws and Technical Rules of the ASA (“ASA Laws”) and in particular all competing members shall be eligible competitors as defined in ASA Laws.
(6) By virtue of the affiliation of the Club to ASA East Region, the Club and all members of the Club acknowledge that they are subject to the laws, rules and constitutions of:
(i) ASA East Region;
(ii) the ASA (to include the ASA/IOS Code of Ethics);
(iii) British Swimming (in particular its Doping Control Rules and Protocols and Disciplinary); and
(iv) FINA, the world governing body for the sport of swimming in all its disciplines (together “the Governing Body Rules”).
(7) In the event that there shall be any conflict between any rule or by-law of the Club and any of the Governing Body Rules then the relevant Governing Body Rule shall prevail.

(1) Membership of the Club shall be open to all junior members of the University. A “junior member” for these purposes is a matriculated member of a college or hall who is reading and registered for a recognized degree, diploma or certificate.
(2) There shall be an annual subscription fee for membership which shall be determined by the Club from time to time.
(3) Any person who wishes to become a member of the Club must submit a signed application to the Secretary.
(4) The Club shall not refuse an application for membership on discriminatory grounds, whether in relation to age, gender, sexual orientation, national or ethnic origin, religion, disability or political persuasion.
(5) The Club may offer Life Membership and Honorary Membership on such terms as it may decide.
(6) The Committee may expel any member whose conduct seems likely to bring the Club or the sport into disrepute. Such expulsion shall be subject to confirmation at the next General Meeting of the Club.
(7) The Committee at its discretion may admit to membership other persons not being members of the University student body, provided that such members shall not compose more than one-fifth of the total membership.
(8) The Club may refuse membership only for good and sufficient cause, such as (a) on the basis of individuals’ potential for furthering the Club’s sporting goals, as determined by the relevant team Captain, or (b) conduct or character likely to bring the Club or the sport into disrepute.

(1) The day-to-day management of the Club’s affairs shall be in the hands of the Committee, which shall normally be elected in an annual election held at the beginning of Easter Term.
(2) The election shall be conducted by a Returning Officer who is normally outgoing Junior President but may be another person nominated by the outgoing Committee. Candidates for election to office shall be self-proposed to the outgoing Returning Officer before the elections. If there are two or more candidates for a post, they should submit manifestos not less than three days before the elections, which shall be circulated to all non-Honorary members of the Club. Voting shall be done in person by secret ballot and if there are more than two candidates for a post, voting shall be by Single Transferable Vote. Voting for Executive Officers shall be open to all non-Honorary members of the club. Voting for other positions (e.g. a Captain) may, at the discretion of the Committee, be restricted to an appropriate sub-group of the Club. Members may vote in absentia by notifying the Returning Officer of their voting intentions not more than three days before the election. The Returning Officer shall give members at least 10 days’ notice of the election.
(3) The Committee shall consist of a Junior President, Junior Vice-President, Secretary, and Junior Treasurer (together, the “Executive Officers”), a Men’s Swimming Captain, Women’s Swimming Captain, Men’s Water Polo Captain, Women’s Water Polo Captain, and any other positions as the Committee sees appropriate, all of whom shall be elected by the members as in 4(1) and 4(2). In addition there shall be a Senior President and a Senior Treasurer, who shall be resident members of the Senate or other persons approved by the Junior Proctor. The Senior Treasurer and Senior President shall be appointed by the elected members of the Committee and shall be ex officio a member of the Committee.
(4) A majority of the elected members of the Committee shall be full-time undergraduate or postgraduate students of the University.
(5) Any Executive Officer, or any three members of the Committee, shall have discretion to call meetings of the Committee when they consider it to be in the interests of the Club.
(6) An Executive Officer shall give all members of the Committee not less than three days’ notice of a meeting.
(7) Meetings of the Committee shall be chaired by the Junior President or in his or her absence the Vice-President. If neither the Junior President nor Vice-President is present, the remaining members shall elect a chairperson for that meeting. The quorum of a committee meeting shall be five members and shall include one or more Executive Officers.
(8) Decisions of the Committee shall be made by a simple majority (and in the event of equality of votes the chairperson shall have a casting or additional vote).
(9) The Secretary, or in his or her absence another member of the Committee, shall take minutes.

(1) The Club shall hold an Annual General Meeting (AGM) during each Academical year. The AGM shall be held in Cambridge during Michaelmas Full Term. All members, other than Honorary Members, shall be entitled to attend and vote at any General Meeting. At least fourteen days’ notice shall be given to members before the AGM.
(2) The AGM shall approve Minutes of the last General Meeting and the Club’s Accounts for the preceding year, and conduct such other business as is necessary.
(3) Every motion at a General Meeting shall be proposed and seconded by two members. Voting shall be by secret ballot if requested by any member (otherwise, a show of hands will suffice). If there are more than two options on a motion, voting shall be by Single Transferable Vote via secret ballot.
(4) An Extraordinary General Meeting (EGM) may be held at any time during Full Term. It shall be held in Cambridge and may be called by the Committee or at the written request of at least ten members. Twenty-one days’ written notice shall be given to members before an EGM is held. An EGM shall have the same powers as an AGM.
(5) The Senior President or in his or her absence the Senior Treasurer shall take the Chair at any General Meeting. In the absence of the Senior President and Senior Treasurer the meeting shall elect a Chairperson for that meeting. The quorum for a General Meeting shall be ten members and a written record of every General Meeting shall be kept.

(1) The Club shall maintain a banking account with a suitable Bank or Building Society to hold the Club’s funds.
(2) It shall be the responsibility of the Junior Treasurer to ensure that monies received are properly accounted for and that the Club’s financial records are kept in good order.
(3) The Senior Treasurer shall make arrangements for the Club’s Accounts to be properly audited, either by himself or herself, or by some other person approved under University Ordinances.
(4) The Senior Treasurer shall not be liable for any financial debt or other obligation of the Club unless he or she has personally authorised such a debt in writing.
(5) For so long as the Club shall be Registered with the Junior Proctor, it shall be the duty of the Committee to ensure that the Club complies with the requirements for Registration as a University Society.

The Constitution may be amended at a General Meeting.

(1) The Club may be dissolved at a General Meeting provided that at least twenty-one days’ written notice of the intention to dissolve the Club has been given to the members. At least two thirds of those present and voting at the General Meeting must vote in favour of the motion for Dissolution for it to be effective.
(2) Any motion for Dissolution of the Club shall provide that assets remaining after all liabilities have been met shall be transferred either to another Registered University Society, or to the Club’s Syndicate.

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