Rowing WA By-Laws (updated 8/12/2010)
1. Board Portfolio and Standing Committee Structure
1.1 Standing Committees – Responsibilities:
All Standing Committee’s are required to carry out their operational duties in
accordance with the following set of operational directions:
meet as often as is deemed necessary to carry out their duties or as directed by
the Board;
appoint one of their number as a minute secretary;
make recommendations to the Board in accordance with the respective
Committee’s specified responsibilities for adoption or amendment in accordance
with their charter or terms of reference as determined by the Board;
record minutes of all meetings and have those minutes submitted to the Board;
report back to the Board in a timely manner on all delegated tasks; and,
conduct their affairs and meetings in accordance with RWA’s policies and the
procedures and personal performance standards expected of board members
outlined under Article 10 in the Constitution.
Where a member of a Committee, by virtue of their particular office, is unable to
attend a meeting of said Committee then a duly appointed and authorized
representative may attend in their place.
1.2 Finance Committee:
i) The Finance Committee shall comprise the Director Finance as chairman, CEO and at
least two (2) other persons appointed by the Board at its first meeting following the
AGM. Appointment of other persons shall be for one year only and can be renewed at
the discretion of the Board.
ii) The Finance Committee is responsible for:-
overseeing management and maintenance of RWA finances and assets;
development of a financial business plan in accordance with the strategic plan;
development of the annual budget in accordance with the annual operational
plan;
considering ways and means for the generation of income by and/or for RWA;
assisting the Director Finance in the pursuance of his duties;
providing advice on all matters referred by the Board; and,
during 2010, the development of a charter for the committee to be signed off by
the Board.
1.3 Regatta Committee:
i) The Regatta Committee shall comprise the Director Regattas as chairman, Club
Captains (other than Captains of Associate Clubs), Umpire’s Convener, Equipment
Officer, Registrar, Safety Officer, Regatta Secretary, Operations Officer and any other
persons as may be determined by the Board from time to time.
ii) The Regatta Committee is responsible for:-
overseeing the planning and management of regattas and state championships
including the setting of an annual calendar, development of programs, and all
matters pertaining to the conduct and proper delivery of regattas and rowing
events generally;
the allocation of venues for regattas and other rowing events on an annual basis
as deemed necessary to confirm venues and host clubs;
input to the Finance Committee on budget matters related to regattas and
rowing events;
providing advice on all matters referred by the Board; and,
during 2010, the development of a charter for the committee to be signed off by
the Board.
iii) On any matter that requires a vote, voting shall be restricted to the Club Captains
(other than Captains of Associate Clubs) only with the Director Regattas having a casting
vote only.
1.4 High Performance Committee:
i) The High Performance Committee shall comprise the Director High Performance as
chairman, Operations Officer and at least two (2) other persons appointed by the Board
at its first meeting following the AGM. Appointment of other persons shall be for one
year only and can be renewed at the discretion of the Board.
ii) The High Performance Committee is responsible for:-
reviewing, developing, conducting and maintaining programs designed to
identify and improve the performance of high level rowers and coaches;
development of interorganisational relationships between RWA, WAIS and other
agencies as may be associated with high performance programs;
development and implementation of plans to assist clubs in providing
appropriate high performance pathways for rowers;
providing advice to the Board on the appointment of members to selection
committees for State teams;
providing advice to the Board on the nomination of rowers and coaches for
awards;
input to the Finance Committee on budget matters related to HP;
providing advice on all matters referred by the Board; and,
During 2011, the development of a charter for the committee to be signed off by
the Board.
1.5 Marketing Committee:
i) The Marketing Committee shall comprise the Director Marketing as chairman, CEO,
Public Relations Officer and at least two (2) other persons appointed by the Board at its
first meeting following the AGM. Appointment of other persons shall be for one year
only and can be renewed at the discretion of the Board.
ii)The Marketing Committee is responsible for:-
development and implementation of a Marketing and Communications Plan
designed to promote Rowing WA and its activities in WA;
overseeing the ongoing updating and maintenance of communication systems
with Clubs and stakeholders, including the web site as the key front line
communication tool, in line with that plan;
ensuring that results of regattas are conveyed to The West Australian and/or
other relevant media in a timely fashion;
exercising control, through appropriate policies and/or resolutions of the Board,
over the announcement of RWA appointments, representative crews and/or
teams and matters of RWA policy;
consideration of sponsorship options for the benefit of RWA;
input to the Finance Committee on budget matters related to marketing;
providing advice on all matters referred by the Board; and,
during 2010, the development of a charter for the committee to be signed off by
the Board.
1.6 Facilities Committee:
i) The Facilities Committee shall comprise the Director Facilities as chairman, Director
Finance, Operations Officer and at least two (2) other persons appointed by the Board at
its first meeting following the AGM. Appointment of other persons shall be for one year
only and can be renewed at the discretion of the Board.
ii) The Facilities Committee is responsible for:-
overseeing the proper and effective management and maintenance of all
facilities held under the authority of Rowing WA;
development and implementation of plans to maximize the use and income
potential of the RWA HQ at Canning Bridge and other facilities;
input to the Finance Committee on budget matters related to facilities;
providing advice on all matters referred by the Board; and,
during 2010, the development of a charter for the committee to be signed off by
the Board.
1.7 Club Development Committee:
i) The Club Development Committee shall comprise the Director Club Development as
chairman, Operations Officer and at least two (2) other persons appointed by the Board
at its first meeting following the AGM. Appointment of other persons shall be for one
year only and can be renewed at the discretion of the Board.
ii) The Club Development Committee is responsible for:-
reviewing, developing, conducting and maintaining programs designed to
improve the capacity of clubs in relation to the conduct of their operations;
development of interorganisational relationships between RWA and its affiliated
clubs;
development and implementation of plans to promote pathways for the
recruitment of rowing members;
input to the Finance Committee on budget matters related to club development;
providing advice on all matters referred by the Board; and,
During 2011, the development of a charter for the committee to be signed off by
the Board.
2. Committees and Panels
2.1 General:
In addition to their specific and/or other duties as detailed hereunder, all committees
and panels are required to operate in accordance with the provisions of By-Law 1.1.
2.2 Disciplinary Appeals Panel and Procedure:
i) The Disciplinary Appeals Panel is responsible for receiving and dealing with any
appeals that may be made under Article 7.10 of the Constitution.
ii) The Disciplinary Appeals Panel shall comprise at least five (5) persons, not being
board members, one of whom shall be appointed Disciplinary Appeals Panel Convener,
appointed by the Board at its first meeting following the AGM. Appointment shall be for
one year only and can be renewed at the discretion of the Board.
iii) Any member/s seeking to pursue their right/s of appeal against suspension or
expulsion as provided under Article 7.10 of the Constitution shall do so in writing,
addressed to the President, within seven (7) days of receiving advice of said suspension
of expulsion, setting out the grounds for an appeal.
iv) The grounds for an appeal shall only be based on the correctness of the procedure
under which such suspension or expulsion was made or the perceived severity of the
suspension or expulsion.
v) Within two (2) days of receiving an appeal, the President shall advise the Panel
Convener of the receipt of an appeal and simultaneously convey the written appeal and
all information relating to the original decision against which the appeal is made,
including copies of all notices and minutes of related meetings, to the Panel Convener.
vi) Within two (2) days of receiving advice of an appeal from the President, the Panel
Convener shall appoint any three (3) members of the Appeals Panel, including one of
them as chairman, convey the information received under clause (v) above to each
member and instruct them to convene as a Disciplinary Appeals Committee to hear and
deal with the appeal as soon as is practical to all parties concerned. The Panel Convener
may include himself among the appointments made.
vii) On appointment the chairman of the Disciplinary Appeals Committee shall
determine the date, time and place for the meeting, such that attendance is practical for
the Committee members and the appellant/s and convey such information to the
Appeals Committee members and the appellant/s.
viii) Advice of the meeting date to the appellant, under clause (viii) above, shall include:
their right to be accompanied by any witnesses and for those witnesses to be
heard;
their right to represented by another party; and
their obligation to ensure that any such parties as above are advised of the
meeting date, time and place.
viii) The Disciplinary Appeals Committee shall provide for the appellant/s to put their
appeal, with supporting witnesses if applicable, shall consider the grounds on which the
original decision was made and shall seek whatever additional information and advice to
be submitted either in writing or in person they deem to be relevant, before arriving at a
decision.
ix) A decision of the Disciplinary Appeals Committee can include amendment, extension,
reduction or rejection of any penalty as may have been handed down previously and
such decision shall be final and binding on the appellant/s and Rowing WA.
2.3 Umpires Panel
i) The Umpires Panel shall comprise three (3) members, including the Convener
appointed by the Board and two (2) persons appointed by the Regatta Committee. The
Convener shall preside as Chair at all meetings of the Umpires Panel.
ii) Only holders of current FISA, ARC or RWA licenses shall be appointed as members of
the Umpires Panel.
iii) The Umpires Panel, in conjunction with the appropriate Officer/s of RWA, shall:
plan and contribute to the conduct of courses for umpires and boat race officials
and shall prepare such teaching materials as are required;
seek out, recruit, instruct, examine and update candidates and officials for
appropriate licenses in accordance with the requirements thereof or to extend
their viability;
appoint the Control Committee, umpires and boat race officials for all Regattas
and Rowing Events sanctioned by RWA; and
appoint the members of the juries for all pennant regattas.
2.4 Selection Committee:
i) The Selection Committee is responsible for the selection of Coaches and members of
State Representative crews and/or teams.
ii) The Selection Committee shall comprise three (3) members, one of whom shall be
appointed chair, appointed by the Board in accordance with these By-Laws and time
frames as deemed appropriate by the Board.
iii) The WAIS head rowing coach, acting in an ex officio capacity, shall be invited to
consult with the selectors in the formulation of selection policy, selection of coaches
and selection of crews.
iv) In each case the appointed coach will automatically become the fourth selector in relation to each
relevant crew and/or team.
v) Notwithstanding anything contained in these By-Laws, the selectors of any crew may
appoint two coaches to such crew. In each case where two coaches are appointed, the
selectors shall nominate only one such coach to be the fourth selector.
vi) The selectors shall then select squads from which the final crews or scullers will be chosen. In
each case the person appointed as chair of selectors will have the authority to exercise a casting vote
should this be required.
vii) Nomination of a candidate for appointment as a selector shall be:
made in writing on the appropriate form published from time to time by RWA
and signed by the candidate;
AND
delivered to the Secretary of RWA not less than 21 days prior to the date fixed
for holding the meeting at which the appointment is to take place.
viii) Following their appointment, the selectors shall fulfill their obligations undertaken in the
nomination form.
ix) If a selector fails to fulfill their obligations, the Board may remove the selector.
x) A selector appointed under clause 2.4 ii) of these By-Laws shall not be entitled to be appointed
coach of any crew which they are appointed to select.
2.5 Ad-hoc Committees
i) Ad-hoc committees may be appointed by the Board from time to time under certain
and specific terms of reference including reporting back to the Board within specific
time frames.
ii) Membership of such committees will be as determined and appointed by the Board.
iii) Ad-hoc committees will be bound by the normal operational procedures as
applicable to Standing Committees.
3 Duties Board Members and Officers:
3.1 General:
No officer shall authorise expenditure in excess of specified budget amounts without
the prior approval of the Director Finance or of such person or persons as the Board
may determine from time to time for this purpose.
3.1 President:
The duties of the President shall be:
i) to preside as Chair at all General and Board meetings of RWA and ensure that business
is conducted in a proper manner;
ii) to ensure the appropriate induction of all new RWA board/committee members and
officers;
iii) to ensure the appropriate professional development of board members, officers and
staff;
iv) to ensure proper liaison with government, commercial and other agencies, sponsors
and instrumentalities;
v) to abide by the policies of RWA and ensure that all board members and officers also
abide by those policies, including the appropriate code of conduct and carry out their
specified and delegated duties; and
vi) to generally protect and ensure the well being and Objects of RWA.
3.2 Directors:
The duties of the Directors shall be:-
i) to carry out their responsibilities as may be defined in the Constitution;
ii) to ensure the appropriate and timely activities as required under these By-Laws with
respect to any Standing Committees are carried out; and,
iii) to abide by the policies and code of conduct of RWA.
3.3 Registrar:
The duties of the Registrar shall be:
i) To maintain records of the following:
The names and registered colours of all Clubs;
The Register of Rowing Members;
Such other records as the Board may from time to time
determine.
To attend the Draw for starting positions for Regattas.
To carry out such tasks as the Rules may require.
3.4 Equipment Officer: (regatta equipment)
The duties of the Equipment Officer shall be:-
i) To be responsible to the Director Regattas for all property belonging to RWA related
to the conduct of regattas, including regatta equipment, launches and associated
equipment, but not including boats and oars.
ii) To maintain such property in good order and condition at all times and ensure its
adequate housing and safekeeping.
iii) To issue and receive back such property from boat race officials and club members.
iv) To report to the Regatta Committee from time to time as to the condition of such
property.
v) To keep comprehensive records as to the condition of and the use made of such
property.
3.5 Public Relations Officer:
The duties of the Public Relations Officer shall be:
i) To be responsible to the Director Marketing for publicising to the best of his ability the
sport of rowing through all the mass media of communication.
ii) To appoint, supervise and dismiss deputies to assist in contacting one or more of the
State’s media outlets including newspapers and radio and television stations.
3.6 State Team Manager:
The Board in each year shall appoint the manager or managers of the teams to
represent WA at the Australian Championships and other interstate regattas, who, in
conjunction with staff members and/or other officers as may be delegated by the Board,
shall supervise, manage and make all necessary arrangements for the teams in
accordance with these By-Laws.
The duties of the State Team Manager/s in relation to any and every team for which
they are responsible, shall be:
i) To arrange and book accommodation and travel for the Team.
ii) To arrange and book transportation of the team’s equipment.
iii) To prepare a Team budget showing:
the projected costs of travel, accommodation, hire, insurance,
maintenance, repair and transportation of equipment, uniforms,
testing and all other expenses of the Team;
the benefit of all sponsorship and grants made to the Team or
individual State Crews (as the case requires);
the proportion of the shortfall (if any) payable by each Team
Member as a seat levy.
iv) To arrange the hiring of equipment for use by the Team and to ensure the adequate
insurance and regular maintenance and repair thereof.
v) To ensure proper care and maintenance of all boats and oars used by the Team whilst
in the care of the Team.
vi) To coordinate (in consultation with the Equipment Officer) the use of RWA
equipment including ergometers and launches by the Team.
vii) To arrange for the manufacture and/or purchase of Team uniforms including racing
singlets, training singlets, blazers, shirts, ties, trousers, skirts, track suits.
viii) To coordinate the activities of all Crew Managers (if any) and all Team fundraising
activities conducted only upon such terms and conditions as authorized by the Board
and forthwith collect from any Team member or Crew Manager the proceeds of any
such fundraising activities, sponsorship payments or seat levies raised and received by
each Crew Manager and to forthwith deliver the same, along with appropriate income
and expense statements and copies of all receipts, to the Director Finance for depositing
in RWA accounts.
ix) To require any letters or requests written or made by any persons on behalf of the
team or any State Crew to be signed and/or authorised by the CEO.
x) Within fourteen (14) days prior to the close of entries, submit to the Operations
Officer such information as shall be required to complete the entry forms as may be
required for the Team.
xi) To set reasonable standards of conduct and dress for team members and to use his
best endeavours to ensure the proper conduct of all team members and to forthwith
report in writing to the Board any conduct of any team members or any person
travelling with the Team likely to bring RWA or the sport of rowing into disrepute.
xii) To ensure that every team member or other person on whose behalf RWA’s credit
has been pledged or on whose behalf RWA has paid monies, has cleared such debts
prior to their departure with the Team.
xiii) Within six (6) weeks of the return of the Team to present a written report to the
Board and a statement of Team income and expenditure, together with supporting
receipts, summarising the preparation, performance and conduct of the team.
xiv) To ensure the safe return, cleaning, repairing, maintenance and storage of the
equipment and boats/oars used by the team within three (3) weeks of its return from
the Australian Championships.
xv) To undertake such other tasks as the Board may from time to time direct.
3.7 Secretary:
The duties of the Secretary shall be:
i) To convene and attend and keep a record of all General and Board meetings, and of
the attendance of members thereat.
ii) Within 10 days of a General or Board meeting, to forward minutes of such meeting to
the secretaries of all Clubs, the members of the Board and such other persons as the
Board may from time to time determine.
iii) To maintain an up-to-date copy of RWA’s constitution.
iv) To keep such other records as the Board may from time to time determine.
v) To conduct correspondence and to take charge of all documents and papers.
vi) To perform all secretarial work (excluding the preparation and copying of regatta
programs if required) necessary to carry out the Objects of RWA.
vii) To do such other things as instructed to do by the Board.
3.8 Property Officer: (boats, trophies, building property)
The duties of the Property Officer shall be:
i) To prepare and keep updated a schedule of and maintain in a good order and
condition all trophies of RWA and equipment related to the facilities under the direct
control of RWA such as tables, chairs, audio visual and the like.
ii) To prepare and keep updated a schedule of and maintain in a good order and
condition all rowing craft and oars and the like owned and held by RWA.
iii) To report to the Operations Officer on the condition and replacement required of any
such equipment.
3.10 Regatta Secretary:
The duties of the Regatta Secretary shall be as determined in the Rules from time to
time and/or as required by the Regatta Committee in the conduct of regattas.
3.11 Safety Officer:
The duties of the Safety Officer shall be:
i) To convene and chair meetings of Club Safety Officers to discuss and determine
matters relating to the safety of members participating in regattas and training for
regattas.
ii) To ensure that at least four (4) such meetings are held annually such that there is one
prior to the start of the regatta season, one midway through the season, one just prior
to the State Championships and one within six (6) weeks of the State Championships.
iii) To ensure that the RWA Safety Policy is followed at all regattas and by clubs during all
training sessions and report as soon as is practical any violations to the Director
Regattas.
iv) To attend and report to meetings of the Regatta Committee on safety matters.
4 Meeting Procedure:
i) General Procedure:
Except where inconsistent with the Constitution, all General and Board meetings of
RWA shall be conducted in accordance with the practices and procedures established
under Common Law.
ii) Absence of Quorum Discovered During Meeting:
If at any time during the progress of a meeting it shall appear to the chair, on notice
being taken by a person present and entitled to vote thereat, that a quorum of
members is not present, the chair shall adjourn the meeting to a time and place to be
determined by an ordinary resolution of the persons then present at the meeting. All
business transacted at such meeting previous to such adjournment shall be deemed to
have been validly transacted unless a special resolution of the adjourned meeting is
passed declaring that such business was not validly transacted, when the transaction of
such business shall be deemed to be null and void.
iii) Subject to any contrary provisions in the Constitution, all business at any meeting
shall be transacted by ordinary resolution of the meeting on the motion of a person
present and entitled to vote at such meeting, and seconded by another such person.
iv) Any motion may be amended or withdrawn by the mover thereof with the
permission of the person seconding such motion.
v) Any motion may be amended by ordinary resolution moved and seconded in manner
similar to an original motion.
vi) Any motion or amendment not seconded shall not be discussed.
vii) As soon as any motion or amendment has been properly moved and seconded, it
shall be open to the meeting for discussion.
viii) Any person desiring to speak shall raise a hand and address themself to the chair.
When two or more persons raise a hand, the chair shall call upon the person who first
raised a hand to speak.
ix) Unless by leave of the meeting, no person shall be entitled to speak who is not so
entitled under the constitution.
x) Unless they speak to a point of order, or on the invitation of the chairman, no person
shall be entitled to speak except to move, second or discuss a motion or amendment.
5 Representative Crews/Teams:
5.1 All members of RWA representative crews shall be registered members of RWA.
5.2 Nomination of a registered member of RWA for selection in a WA representative
crew and/or team shall be:
made in writing on the appropriate form published from time to
time by RWA and signed by the candidate;
o AND
delivered to the Secretary of RWA no later than the advertised
closing date for such nominations.
5.3 RWA shall assist in defraying the expenses of its representative teams consisting of
selected managers, coaches, coxswains, scullers and crews including one emergency for
each crew.
5.4 The appointed manager(s) shall, in preparing the team expenses, be authorised to
include the equipment and team costs as set out hereunder:
travelling expenses to and from the venue not to exceed, in respect of each team
member, one return economy air fare plus related land transport costs;
approved racing attire and uniform for each team member;
transport of all team rowing equipment to and from the venue;
insurance of all rowing equipment owned by RWA or used by crews selected to
represent RWA pursuant to these rules;
coaching launch expenses incurred by the team subject to the prior authorisation
of such expenditure by the Board;
accommodation at the venue for the number of days approved by the Board;
any other expenses as approved by the Board.
5.5 Where equipment is to be hired for the exclusive use of a crew, the Board shall fix, in
its opinion, a fair and reasonable weekly hire fee for such equipment.
The hire fee shall be calculated using the formula:
hire fee = market value of boat × 0.001768 × no. of weeks usage
In the event of any club or other boat owner requiring a higher fee than that fixed by
the executive, the difference between the higher fee and the amount fixed shall be the
responsibility of the members of the crew using the boat.
Notwithstanding the foregoing provisions of this sub-clause, if any of the said crews also
compete in the same class of boat for their member clubs at the Australian National
Regatta in the same period and use the same equipment, no hire fee shall be paid by
RWA in terms of this rule.
In the event of any crew consisting wholly of members of one club, and such club and
such crew is also competing in the same class of event in the aforementioned National
Regatta, no hire fee shall be paid.
5.6 Single scullers shall provide their own boats and oars.
5.7 The total team expenses shall be ascertained by the team manager(s) and, after
deducting the funds provided by RWA, the balance shall be apportioned among the
team members and paid by them to the team manager(s) no later than 14 days prior to
the departure of the team.
5.8 The team manager(s) shall report to the executive any team member who has not
paid their portion of the balance within the specified time and the executive may, at its
discretion, request the responsible selectors to name a replacement, who shall pay the
sum required within seven days of being notified of their selection.
5.9 Should two emergencies be deemed necessary by the selectors of a crew, the
manager(s) shall provide a racing singlet for each such emergency and RWA’s provision
for travelling expenses shall be shared between such emergencies.
5.10 Should two coaches be deemed necessary by the selectors of a crew, RWA’s
provision for travelling expenses shall be shared between such coaches.
5.11 Team managers shall be permitted to arrange fund-raising to assist in meeting
expenses not covered by RWA.
Any such arrangement shall be authorised and conducted only upon such terms and
conditions as per these By-Laws and further, that the Board may decide.
No member of the team shall be permitted to engage in any advertising or soliciting or
sponsorship without the authority of the executive and must sign an undertaking to that
effect upon being selected.
5.12 Each team manager shall present a report to the management committee within
six weeks after the regatta, which shall include the following matters:
members of the team;
a detailed financial statement including fund-raising;
training prior to the regatta;
competition (if any) prior to the regatta;
transport of the team to, at and from he regatta venue;’
transport of boats to, at and from the regatta venue;
accommodation at the venue;
team manager’s accommodation costs (receipts to be supplied);
official and social functions at the regatta;
any other matters.
6. Code of Conduct
Each and every Member of RWA regardless of whether a competitor, coach, official, officer
and/or an employee of RWA shall, on being involved in the conduct of any RWA event or activity,
or while a member of any team representing RWA, or at any other time whilst representing RWA
or being seen to be representative of RWA, abide by and conform to the terms of any code of
conduct that the Board may adopt to govern the conduct of such persons under any of the above
circumstances and/or as may be further defined in such code or in the Rules.
7. Prizes, Payments, Trophies and Sponsorship
7.1 There shall be no restriction imposed on payments made to a Member from any source.
7.2 Cash prizes may be awarded for regattas and races conducted under the auspices of RWA.
7.3 Members may receive cash or other prizes for competition. They may also enter into
sponsorship contracts, provided these contracts are reviewed and approved by RWA
and (where applicable) their club in advance, and that these contracts are in compliance with
RWA rules.
7.4 The Board may impose additional requirements concerning commercial publicity,
sponsorship or advertising on Members and/or organising committees or RWA events
beyond the Constitution in accordance with the Rules, provided that such requirements do
not contravene the Constitution.
8. Transfers of Members
The transfer of Members between Clubs shall be in accordance with the Rules, or where
not specified in the Rules, then under conditions as may be determined and approved
by the Board from time to time.