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THE CONSTITUTION OF EDINBURGH UNIVERSITY HARE AND HOUNDS CLUB

1. NAME

The name of the Club shall be Edinburgh University Hare and Hounds.

2. OBJECT
  1. The object of the Club shall be to encourage the sports of cross-country, road- and hill-running to runners of all abilities.
  2. The Club shall affiliate to Scottish Athletics Ltd and shall operate under the rules and regulations of that organisation.
3. MEMBERSHIP

The qualification for membership shall be membership of the Edinburgh University Sports Union.

4. RELATIONSHIP WITH E.U.S.U.

The Club shall form a Club under the Jurisdiction of E.U.S.U. The Club shall send a representative to each meeting of the General Committee of E.U.S.U and may nominate candidates for its officers and its Executive Committee.

5. CLUB OFFICIALS

The Club may appoint at its A.G.M. an Hon. President and up to 5 Honorary Vice-Presidents. These honorary positions shall be awarded for lifetime services to the Club and/or the sport of Cross Country, Hill or Road Running.

The officials of the Club shall be:
  • Men's Captain
  • Ladies' Captain
  • Secretary
  • Treasurer
  • Race Organiser
  • Social Secretary
  • Kit Secretary

The Club should also nominate a Publicity Officer and Safety Officer at its A.G.M. and may choose to nominate a Webmaster. These officials may or may not form part of the Club Committee, at the discretion of the Committee. Members of the Club Committee may take on these roles in addition to their office, if agreed by the A.G.M.

Individuals may not share Committee positions.

In the event of a tie in the election of officials, the casting votes shall be made by the (outgoing) Club Captains and Secretary.

It is suggested that no member shall sit on the Club Committee for longer than two years, and that no member shall sit on the Club Committee during their final year of study.

Officials shall be elected at the Club's A.G.M. (see 11), but the out-going Committee shall remain in their posts until the end of the academic year. It is the responsibility of the out-going Committee member to make his/her successor fully aware of their duties. It is recommended that Committee members maintain a handbook during the year, to help with the hand-over of Committee positions.

In addition, the A.G.M. may nominate up to two E. U. H. & H. graduates to sit on the Club Development Committee, alongside the Club Captains, Secretary and Treasurer.

Officials shall be elected at the Club's A.G.M. (see 11), but the out-going Committee shall remain in post until the end of the academic year. It is the responsibility of the out-going Committee member to make his/her successor fully aware of their duties.

6. MANAGEMENT

The affairs of the Club shall be managed by a Committee consisting of the officials.

The Committee shall have the power to fill vacancies that arise, to appoint sub-Committees and to co-opt to its number.

A Freshers' Member shall be co-opted to the Committee in December each year.

7. DUTIES OF OFFICIALS

  1. CAPTAINS
    In addition to such duties as are consistent with the term Captain in the sport of running, the Captains are Co-Presidents of the Club. The Captains will chair Committee meetings and general meetings of the Club alternately. At the Club A.G.M., one of the Captains, as elected by the meeting, shall take the Chair. If both Captains are unable to fulfil any of these roles on any one occasion, the Secretary should act as a temporary replacement. It is suggested that, where possible, the Club Captains ought to have served on the Committee in the previous academic year.

  2. SECRETARY
    The Secretary shall be responsible for communication within the Club. The Secretary shall keep the minutes and other records of the Club including an accurate and detailed membership list. The Secretary shall prepare an agenda for Committee and general meetings. The Secretary shall represent the Club at general meetings of S.A.L. and shall be the first point of contact for S.A.L. within the Club. The Secretary is responsible for all correspondence with S.A.L., all race and league entries and the organisation of appropriate transport to away fixtures. The Secretary shall also be the main point of contact for E.U.S.U.

  3. TREASURER
    The Club Treasurer shall keep the accounts of the Club, if any, in a secure place, and shall attend to such claims for reimbursement from Sports Union funds that the Club may have. The Treasurer shall also ensure that all monies, including membership fees, owing from Club members are collected promptly.

    The Club Treasurer shall also be responsible for collecting any monies, subscriptions and the like due by the Club to the Sports Union and to the timeous remitting of them to the Sports Union Treasurer. The Treasurer shall prepare an annual summary of the Club and E.U.S.U.

  4. RACE ORGANISER
    The Race Organiser is responsible for organising the Club's races (see 12(c)). He or she is also ultimately responsible for all matters arising from any race organised by the Club.

  5. SOCIAL SECRETARY
    The Social Secretary is responsible for building and maintaining a relationship with the Club'ssponsors, if any. The Social Secretary shall be in charge of the Club's Freshers' Week events and any other social events throughout the year.

  6. KIT SECRETARY
    The Kit Secretary is responsible for ensuring the production and sale of Club kit and any other Club merchandise.

  7. PUBLICITY OFFICER
    The Publicity Officer shall be responsible for publicising the Club, its activities, fixtures and results to the student body at large, E.U.S.U., and the student, regional and/or national press. The Publicity Officer shall maintain good relations with the E.U.S.U. Publicity Officer. The Publicity Officer shall also be responsible for the Club's website unless a separate Webmaster is nominated, and keep it regularly updated.

  8. SAFETY OFFICER
    The Safety Officer shall hold, or be trained in, the relevant first aid qualifications. The Safety Officer shall also ensure that suitable medical assistance is available to members and at any races hosted by the Club.

  9. WEBMASTER
    The Webmaster, if elected at the A.G.M., shall take over the responsibility for the Club'swebsite from the Publicity Officer, and ensure that it is updated regularly.

  10. CLUB DEVELOPMENT COMMITTEE
    The business of the Club Development Committee shall be the long-term development of E. U. H. & H., and the effective implementation of improvement to the Club's activities, resources, and aims in the longer term. The Club Development Committee will comprise two E. U. H. & H. graduates, as well as the Club Captains, Secretary and Treasurer. The Club Development Committee will maintain and update a written development and action plan, and will meet at least four times per academic year, or more often if deemed appropriate.

  11. HONORARY OFFICIALS
    The Honorary Officials of the Club shall be entitled to attend and vote at the E. U. H. & H. A.G.M., and shall be invited to all major Club functions and social events.

8. AUDITOR

The auditor to the Club shall be the Treasurer to E.U.S.U.

9. FINANCIAL YEAR

The financial year of the Club shall end on 31st July in each year.

10. SUBSCRIPTION FUNDS

  1. The Club may charge such subscriptions as its Committee sees fit, from time to tine, subject to the rate of any such subscription being approved by the General Committee of E.U.S.U., and raise funds for its own use in such other ways as it sees fit. Funds raised in these ways shall be under the control of the Club and not the Sports Union, but proper accounts shall be kept by the Club Treasurer. Should the Club terminate for any reason, its funds shall fall to the general account of E.U.S.U.

  2. Bank Account
    The Club may open a bank account in its name, subject to its having first obtained the approval of the general Committee of E.U.S.U.

11. ANNUAL GENERAL MEETING

The annual general meeting of the Club shall be held during term time, and at least 2 weeks before the A.G.M. of E.U.S.U..

  1. SPECIAL MEETINGS
    Special Meetings of the Club may be called by any official or by five members.

  2. NOTICE OF GENERAL OR SPECIAL MEETINGS
    Notice of General or Special Meetings shall be given at least 7 days before the date of the proposed meeting by means of notices on the boards customarily used by the Club, together with intimation to the General Committee of E.U.S.U.

12. COMMITTEE MEETINGS

The Committee shall meet at least once per month and as often as it seems appropriate. A quorum for a meeting of the Committee shall be three.

  1. BUSINESS OF COMMITTEE
    The business of the Committee shall be to consider race and team selection, training opportunities, Club motivation and recruitment, fixture planning and other such matters as it considers appropriate.

  2. ESTIMATES
    The annual Estimates shall be prepared by the Treasurer and at least one other official but shall be examined by the Committee prior to forwarding to the Treasurer to the E.U.S.U.

    Such items of expenditure in these Estimates as receive approval by the Finance Committee of E.U.S.U. shall be administered to the Club by E.U.S.U.

  3. RACES
    The Committee shall be responsible for holding annually or whenever possible:

    1. The Braid Hills Cross Country Races, incorporating the Club Championship.
      1. An individual may be both Novice and Club Champion in the same academic year.
      2. All winners shall have their names engraved on the Club Championship Trophy, Ye Old Crocks Shield.
      3. Champions will be considered as follows:
        1. The Men's Club Champion shall be considered to be the first E. U. H. & H. male Member to finish the Braid Hills Cross Country Race.
        2. The Women's Club Champion shall be considered to be the first E. U. H. & H. female Member to finish the Braid Hills Cross Country Race.
        3. The Men's Novice Champion shall be considered to be the first E. U. H. & H. Male Fresher (i.e. first year undergraduate student) to finish the Braid Hills Cross Country Race.
        4. The Women's Novice Champion shall be considered to be the first E. U. H. & H. Female Fresher (i.e. first year undergraduate student) to finish the Braid Hills Cross Country Race.
    2. The King's Buildings 5 and/or 10 Mile Road Races
      1. The Winning Team of the King's Buildings 10 Mile Road Race (when held) shall be engraved on the Eva Coventry King's Buildings 10 Mile Road Race Trophy.
    3. The Summer Handicap Races, open only to Club Members and incorporating the Club Handicaps Championship.
      1. The Club Handicaps Series will consist of three races around a set course, with handicaps set by the Club Captains based on individuals' performances over the year. The Club Handicaps Champion shall be the member with the lowest total from their two best results over the series.

    The Club shall host the Scottish Universities Cross Country Championships in alphabetic rotation with other Scottish Universities, or as advised by the relevant Scottish Universities Sports Development Coordinator. In addition, the Club may apply, through E.U.S.U., to host the British Universities Sports Association Cross Country Championships.

  4. COACHING
    The Committee may appoint a coach or coaches as they see fit and in accordance with the regulations laid down by E.U.S.U.

13. CLUB COLOURS

  1. The colours of the Club vest shall be green body with a white side panel.

  2. The Club tie shall be bottle green with a white and emerald green stripe, and shall also feature the Club crest. Members are encouraged to wear the Club tie at important Club events and Championship races.

14. BLUES AWARDS

For criteria see separate Blues and Half Blues Constitution.

Nominations are considered at the meetings of the E.U.S.U. Blues and Colours Committee as advised by E.U.S.U. Blues medals and Half Blue certificates will be presented at the Blues and Colours Dinner at the end of the academic year.

The Club Committee shall decide whether to nominate members for Blue or Half Blue Awards.

16. ALTERATION OF CONSTITUTION

This constitution may be altered by a majority of those present at any special or general meeting of the Club, but subject to ratification by the General Committee of E.U.S.U. and the next subsequent A.G.M. of E.U.S.U.

17. INTERPRETATION

In the case of a conflict of interpretation between the provisions of this constitution and that of E.U.S.U. or its Bye-laws, the provisions of the E.U.S.U. Constitution Bye-laws shall prevail.