Bye-Laws May 8th 2000.
Updated July 2010, following changes approved in the AGM 2010.
Updated September 2014, following changes at an EGM.
Sections 11 and 12 updated March 2016 following, changes approved in the AGM 2015.
An addition to Section 4 and the creation of a clause, 10e, was made after approval by members present at the AGM 2016.
Updated May 2018 with the removal of the duplicate section 10.6 and the addition of clause 10.6 after approval at the AGM 2018.
Updated October 2024, following changes at 2024 AGM. Changes made to section 10, 9, 8, 5.
1. NAME
a. The name of the Sports Club shall be the Bristol SU (University of Bristol Students’ Union) University of Bristol Underwater Club.
b. The Sports Club shall be affiliated to the University of Bristol Students’ Union and represented by the Sport Network.
2. AIMS
a. Scope: These Bye-laws shall regulate the structure, administration and activities of the University of Bristol Underwater Club (also known as “UBUC”, hereinafter the “Sports Club”) affiliated to the University of Bristol Student Union. The Sports Club shall abide by the Union’s Code of Conduct, and any other policies laid down by the Union’s Board of Trustees.
b. Objectives: The objectives of the UBUC shall be to provide for its members facilities, opportunity and training for underwater exploration, science, and sport.
3. MEMBERSHIP
a. Full membership is open to all full members of the Union by application to the Sports Club.
b. Associate membership is open to all other persons who are associate members of the Union. With the exception of British Sub-Aqua Club members holding both the Dive Leader (or equivalent) diving grade and the Assistant Diving Instructor qualification (or equivalent) and above who may be permitted membership without being associate members of the Union.
c. Not less than three-quarters of the Sports Club members shall be full members of the Union.
d. The Secretary shall keep a list of all members, differentiating between full and associate members. The Secretary shall inform the Student Services Team of the membership of the Sports Club each year.
e. There shall be a subscription fee levied for membership, which shall be fixed at the discretion of the Committee being no less than the minimum rate demanded by the Union.
f. Application for Club membership by any person below the age of 18, is subject to approval by the Committee.
4. PRIVILEGES OF MEMBERSHIP
a. Only members may sit on the Committee.
b. Only full members may vote in Committee elections.
c. All categories of membership shall have equal rights of attending meetings etc.
5. COMMITTEE
a. There shall be a Sports Club Committee which shall be the executive decision-making body of the Sports Club.
b. The President, Secretary, Treasurer and Equality Officer of the Committee shall be full members of the Union.
c. The Committee shall be responsible for the general and financial policy of the Sports Club, subject to such rules as laid out in the Union’s Constitution and Byelaws, and any rulings made by the Union.
d. All Committee meetings must be minuted by the Secretary (or other Committee member if they are unavailable) and the minutes circulated to the Committee before the next committee meeting.
e. The Committee is comprised of:
i. President
The President shall be the Chief Executive Officer of the Sports Club. They shall take the chair at all meetings of the Sports Club and of the Committee at which they are present, and subject to the provisions of these Bye-laws, their decision on matters of procedure shall be final.
ii. Vice-President
The Vice-President role is to shadow the President in providing leadership and responsibility for the organisation and to step into the President’s and other committee roles if required. They can take the chair at any meeting from which the President is absent. Their decisions at any meeting shall be subject to the further approval of the President. It is desirable that the Vice-President has previously held a committee position within the Sports Club, allowing them to maintain continuity of the Sports Club.
iii. The Treasurer
They shall be responsible for dealing with all monies received or paid on behalf of the Sports Club, shall make any investment of Sports Club funds approved by the Committee, shall keep records and proper books of account of all financial transactions conducted in the Sports Club’s name, and shall prepare for consideration by the Committee a statement of income and expenditure and a balance sheet to the last day of each Sports Club financial year. They shall arrange for all Sports Club funds and securities to be kept on deposit with a bank, or banks approved by the Committee and shall maintain current account or accounts on which any two approved members may sign cheques or other orders. The Treasurer shall arrange for the Sports Club accounts to be audited by a member of the Bristol University staff at the end of each session.
iv. The Secretary
The Secretary shall maintain the Sports Club records and shall record meetings of the Committee, General Meetings of the Sports Club, and such other meetings as the President may request. They shall be primarily responsible for the Sports Club’s communications with third parties, and shall keep the Officers, the Committee and/or the Sports Club membership, as may be appropriate, informed of matters coming to their attention which pertain to Sports Club activities.
v. The Diving Officer
The Diving Officer is responsible for UBUC’s diving and training programme and the safe conduct thereof. The final decision on all matters relating to BSAC’s recommendations and guidelines rests with the Diving Officer. The Diving Officer will, in liaison with the Training Officer, hold regular instructors meetings to: ensure instructors and assistants are informed of any changes to training, ensure that the training programme runs smoothly and effectively, address any issues raised by Instructors and Assistant Instructors and to resolve any conflicts that may occur. The Diving Officer may delegate training duties to a Training Officer, who shall be responsible to them for the performance thereof. The Diving Officer’s decision in respect of their responsibilities shall be final in the Sports Club, subject only to such guidelines consistent with these Bye-laws as may be established from time to time by the Committee.
vi. The Training Officer
The Training Officer is, along with the Diving Officer, responsible for organising all training done within the Sports Club. They are to be the primary source of correspondence for trainees, ensuring that they are well-informed and progressing with their training. They are to work with the Diving Officer in order to provide safe and effective training.
vii. The Equipment Officer
The Equipment Officer is responsible for maintaining the Sports Club’s equipment, making sure it is in service and working condition for the Sports Club’s members. They shall work closely with the Treasurer to manage any required kit replacement, make repairs on equipment (or arrange for repair if beyond abilities).
viii. The Assistant Equipment Officer
The Equipment Officer may, from time to time, be assisted by an Assistant Equipment Officer who shall assist in the upkeep, servicing, and replacement of the Sports Clubs equipment. Such an Assistant Equipment Officer must be duly elected at a properly constituted General Meeting and shall be a full member of the Committee. The Assistant Equipment Officer shall act as a training role to ensure the knowledge held by the Equipment Officer is shared within the membership.
ix. The Social Secretary(ies)
The Social Secretary is responsible for non-diving activities (such as talks), organising socials including pub socials, bar crawls and formals. They are also responsible for ordering club merchandise and running the Sports Club’s social media (e.g. Facebook and Instagram). This position may be jointly held by two members.
x. The Sustainability and Equality Officer
The Equality Officer is responsible for ensuring all students feel welcome, accepted and supported in your group. All committee members should take responsibility for making their activities as accessible, inclusive and welcoming as possible. The Equality Officer should steer this commitment, searching for ways to improve accessibility. They are also responsible for the Sports Club’s ‘diving with a purpose’ aim. Their aim is to make the Sports Club’s diving more sustainable, through organising collaborations with sustainable and conservation charities, upkeeping existing relationships with them, and running beach and dive clean ups throughout the year.
xi. The Boats Officer
The Boats Officer is responsible for maintaining the Sports Club’s two boats, engines and associated equipment (e.g. trailer) to ensure they are available to any club member who wishes to use them. This includes making repairs on the boats and associated equipment, arranging for repair when beyond abilities.
f. The committee may, at its discretion, appoint non-elected representatives who hold the role of non-portfolio officer (NPO). Such an NPO may be appointed by a majority from the President, Vice President, Treasurer, Secretary, and Sustainability Officer. The removal of an NPO is subject to either; a simple majority of the above members or; a simple majority of all elected committee members
g. At any given time, the maximum number of NPOs is to be three members. Of which, at least two thirds must be full Bristol Students Union members. Such NPOs may act as members of the committee, joining meetings as members but are not awarded voting rights as fully elected members would be.
h. The Committee shall determine any question as to the interpretation of these Bye-laws and of any regulations made hereunder and may rule in connection with any situation not otherwise provided for herein. In the latter event, such ruling shall only remain in effect until the next General Meeting of the Sports Club. Its continued validity shall depend on ratification of that meeting.
6. COMMITTEE MEETINGS
a. Any member of the Sports Club may request permission to attend a Committee meeting as an observer, or to raise specific issues. Such requests should be made in writing to the President. If refused, the refusal shall be made in writing by the President and reasons for the refusal shall be reviewed by the Committee at the Committee meeting.
b. A simple majority of Committee members then serving shall form a quorum for a Committee meeting; provided, however, that no quorum shall be formed without the presence of either the President, the Vice-President, or the Secretary.
c. The Committee may adopt no resolution unless it receives an affirmative number of votes at least equal to a simple majority of the total number of currently serving members of the Committee.
d. No member shall be entitled to vote on a matter in which his / her interests differs from that of the Sports Club as a whole, and shall withdraw from any meeting during the period of discussion of such interest.
e. Any elected member of the Committee shall have the power to require the Secretary to call a meeting of the Committee at any time.
7. CLUB ACTIVITIES
a. At the discretion of the Diving Officer, Club diving and open-water training activities shall be open to members of other clubs and guests.
b. Subject to such regulations as may be established from time to time by the Committee, any Club member, with the prior approval of the official in charge of the session, any visitor from another Club or any guest may use the training pool for training, testing equipment, swimming with basic equipment and free swimming. No-one shall use any equipment other than basic equipment without the prior approval of the official in charge of the session.
c. If a member damages or loses Club equipment, the Committee may charge that member part or full cost of repairing or replacing the article. The Committee may similarly charge a member who damages or loses private property used in connection with Club activities.
8. FINANCIAL
a. The Treasurer of the Sports Club shall be a full member of the Union.
b. All financial arrangements must be made in accordance with current instructions to Sports Club Treasurers, as set down by the Union.
c. The Bristol SU Union Affairs Officer, Sport and Student Development Officer and Director of Finance shall jointly be empowered to issue financial instructions on behalf of the Sports Club if:
i. the affiliated student group ceases to be affiliated
ii. there are concerns that the funds are being managed in breach of the provision set out in the Byelaws
iii. the group ceases to exist or there are breaches of any minimum standards set out in Union policy
9. GENERAL MEETINGS
a. There shall be an Annual General Meeting once per annum, and this shall be during Teaching Block 2.
b. Notice of such meetings must be sent to the Sports Club’s membership via email with at least 14 days’ notice along with an agenda.
c. Quorum of such meetings shall be set at twice the Committee size plus one or 20% of the non-Committee Membership plus the size of the Committee, whichever is greater.
d. An Extraordinary General Meeting may be called by either the Committee or 5% of the membership of the Sports Club by application to the Committee. An EGM shall be called as specified on the application, but at least 7 days’ notice shall be given.
e. Club members unable to attend any General Meeting may select another member of the Sports Club to vote by proxy. Proxies may only vote on the behalf of one member, and proxies must be identified in writing (including electronic communication) by the absent member to the Committee before the Meeting is held. Proxy votes do not count towards the quorum.
10. ELECTIONS
a. Elections shall be held at the Annual General Meeting to elect officers of the Committee for the following annual session. Officers can only be removed from their posts by an EGM or AGM. Nominations may be received up to and at the General Meeting, these shall require a proper and second from the membership.
b. If Committee positions are left unfilled after the AGM then the Committee must ensure a By-Election can be held at a properly constituted Extraordinary Meeting. If a vacant position must be filled immediately then the following temporary measures may be used provided a By-Election is held at the earliest opportunity:
i. A current Committee member may be elected as an “Acting Officer” by a simple majority vote of the Committee. They assume the vacant position as well as their own or;
ii. The Committee may co-opt any willing (non-Committee) member as an “Acting Officer” by way of a simple majority vote of the Committee. In neither of the above cases will the individual receive voting rights and must relinquish their temporary role prior to the corresponding By-Election, however is not prohibited from running for the position.
c. When two or fewer contestants are running, votes shall be by the first past the post method and shall be conducted by a show of hands if the position is uncontested, having asked the candidate to leave the AGM room. If the position is contested, then ballot papers shall be issued to those voting and a count taken of the ballot papers by a Committee member. In the event of a tie, the outgoing President shall have the deciding vote.
d. Where there are 3 or more candidates for a post, voting shall be by the Single Transferable Voting (STV) System.
e. A defeated candidate may opt (subject to proposer and second) for any position not yet voted.
11. DICIPLINE
a. Temporary suspension from participation:
i. In order to ensure that the safety and good name of the Sports Club and its members, the person in charge of a Club activity may suspend, at their discretion and for the duration of the activity, any member who misconducts themself. Any such suspension shall be reported as soon as possible to the President or the Secretary and shall be discussed at the next meeting of the Committee.
ii. The Committee shall first discuss the incident without the presence of the member in question and then shall invite them to join the discussion and present his / her view of the matter.
b. Suspension and loss of membership:
i. The Committee shall have the power by a two-thirds majority of all serving members to suspend the membership of any member of the Sports Club. Suspension of the membership of any Committee member shall be dealt with in accordance to the following:
A decision to suspend shall be immediately communicated in writing to both the member concerned and the Athletic Union Chair. Membership shall thereupon be suspended. A suspended member shall be entitled to demand a hearing at the next meeting of the Committee during which the reasons for the suspension shall be made fully known and they shall be given the opportunity to answer fully to any charges. The suspended member has the right to request that the Athletic Union Chair attend the hearing. Upon conclusion of the hearing, the member shall leave the meeting and the Committee shall vote again on the suspension. If the requisite two-thirds majority does not carry the motion, the suspension shall be lifted and the member informed accordingly. If the motion is carried again by the said majority, the member shall be so informed and shall be deemed to have resigned their membership of the Sports Club. The member affected shall have the right to appeal against the decision of the Committee at the next General Meeting of the Sports Club.
ii. Suspension of the membership of a Committee member shall only be voted upon at a meeting the agenda of which [a] has been posted or distributed to all Committee members and the Athletic Union Chair at least one week prior to the meeting and [b] explicitly refers to the motion of suspension. If the person charged attends the meeting, they shall be entitled to hear and respond to the charges levied against them. They also have the right to request that the Athletic Union Chair attends the hearing. When the chair of the meeting is satisfied that the matter has been adequately and fairly discussed, the person charged shall leave the meeting and a vote shall be taken. If the proposal to suspend is carried by the requisite two-thirds majority, the person charged shall be deemed to have resigned his / her membership in the Sports Club, and shall have the right of appeal provided for in the preceding paragraph. If the person charged does not attend the meeting, the provisions of the preceding paragraph shall apply.
12. AFFILIATIONS
a. The Sports Club shall affiliate to external bodies only where membership of those bodies is essential to the fulfilment of the core aims, and only with the prior agreement of the Union.
13. CONSTITUTIONAL AMENDMENTS
a. Any amendment to this constitution shall require a two-thirds majority of the members present at a properly constituted General Meeting.
b. All such amendments shall become valid only after approval by the Union.