Constitution of the Oxford University Historical Re-enactment Society
Name and Objects
- The Club is called the Oxford University Historical Re-enactment Society
(hereafter referred to as "the Club"). The Club's objects are:
- to encourage the study and re-enactment of aspects of British and
Anglo-Saxon life and culture in the early mediaeval period;
- to provide basic equipment for the making of props and clothes necessary
for the re-enactment of battles and village life of the times;
- to demonstrate skills-at-arms to those people wishing to re-enact battles
of the period to standards of national re-enactment societies;
- to liaise with other Dark-Age societies, especially for the purposes
of appearing at re-enactment shows.
Compliance
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- The Club shall be administered in accordance with the University's
Regulations for the Activities and Conduct of Student Members.
- The activities of the Club will at all times be conducted in accordance
with the University's procedures, codes of practice and policies in force
from time to time on equality, harassment, freedom of speech and safeguarding
(which are available via the University Student Handbook on the University's
webpages).
- If there is a national governing body for the Club's activities with
which the Club is eligible to register, the Club shall effect and maintain
such registration: purchase any insurance cover which the national body makes
available (unless the Insurance Section of University Administration and
Services agrees to or prescribes other arrangements); and make every effort
to comply with all safety procedures which the national body prescribes,
or recommends as good practice.
- The Club shall observe the Code of Conduct on Safety Matters which is set
out in the Schedule to this Constitution, ensure compliance with the Code by
the members of the Club, and follow an appropriate procedure for risk
assessment. Both the Code of Conduct and the procedure for risk assessment
must be acceptable to and approved by the University's Safety Officer.
- No member of the Club shall participate in any activity overseas
organised by the Club, whether during term-time or vacation, unless the plans
for such activity have been notified at least one calendar month in advance
of the date of departure from the United Kingdom to the University Marshal
and approved by the Proctors. Each member participating in such activities
overseas shall observe any conditions imposed by the Proctors on the
recommendation of the University Marshal, e.g. relating to the deposit of
contact addresses, fulfilment of health, safety and insurance requirements,
and stipulation of coaches, trainers or Senior Members to accompany the
trip.
- The Club shall maintain a dedicated website and shall supply details of
its web address to the Clubs Office for listing on the University's clubs and
societies webpage. The Club may apply to the University's IT Services to use
information technology ('IT') facilities in the name of the Club. Where
relevant facilities are allocated by IT Services it is the responsibility of
the Club:
- to designate a member of the Club entitled to a University email
account (as defined by IT Services rules) to act as its IT Officer,
whose duties shall include liaising with IT Services about the use of
facilities allocated and passing on to the successor in office all
records relating to the use of the facilities allocated;
- to designate one of its members (who may be, but need not necessarily
be, the same as its IT Officer) or, exceptionally, a member of
Congregation, to act as its principal Webmaster, whose duties shall
include maintaining an awareness of the University guidelines on web and
social media publishing, and co-ordinating and regulating access to the
web facilities used by the Club;
- to comply with regulations and guidelines relating to the use of
IT facilities published from time to time by IT Services;
- to ensure that everyone responsible under (i)-(iii) is competent to
deal with the requirements, where necessary undertaking training under
the guidance of IT Services.
Membership
- The members of the Club shall be those who are eligible and apply for
membership of the Club, who are admitted to and maintained in membership by the
Committee, and who have paid the relevant Club subscription.
- Subject to paragraph 5, all student members of the University, and all
persons whose names are on the University's Register of Visiting Students, shall
be eligible to become members of the Club. A member shall continue to be eligible
until given permission to supplicate for a degree, diploma or certificate,
regardless of any continuing liability to pay fees to the University.
- If the Club's objects relate directly to a protected characteristic as
defined in section 4 of the Equality Act 2010, the Club may be entitled to
restrict membership to members sharing that protected characteristic, provided
that the Proctors shall first approve any such restriction.
- The Committee may also, at its discretion, admit to membership:-
- students registered to read for diplomas and certificates in the
University;
- student members of Permanent Private Halls who are not student members of
the University;
- members of Ruskin College and Ripon College, Cuddesdon;
- members of Oxford Brookes University, provided that such members shall
not constitute more than one-fifth of the total membership; and
- other persons not falling within paragraph 4 above or paragraphs 6(a) to
(d) above, provided that such members shall not constitute more than
one-fifth of the total membership.
- The Committee, having specific regard to the Senior Member's advice in
relation to the relevant matter, may remove a person from membership if removal
of such person from membership is deemed to be in the best interests of the Club.
If the person concerned is an Oxford University student (i.e. within paragraphs
6(a), (b) or (c) above), that person may appeal against such removal to the
Proctors.
Meetings of the Members
- There shall be an Annual General Meeting for all the members of the Club in
Hilary Full Term, convened by the Secretary on not less than fourteen days'
notice.
- The Annual General Meeting will:
- receive the annual report of the Committee for the previous year and the
annual accounts of the Club for the previous year, the report and accounts
having been approved by the Committee;
- receive a report from the Committee on the Club's compliance with
paragraph 2 above;
- elect Members of the Committee in accordance with paragraph 24 below:
the Committee's nominations for the Officers and the Senior Member shall be
contained in the notice of the Meeting: any alternative nominations must be
seconded and have the consent of the nominee, and must be received in writing
by the Secretary not less than seven days before the date of the Meeting:
nominations for the other Committee Members may be taken from the floor of
the meeting;
- consider any motions of which due notice has been given, and any other
relevant business.
- An Extraordinary General Meeting may be called in any Full Term; by the
President, the Secretary or the Treasurer on not less than seven days' notice;
or on a written requisition by seven or more members, stating the reason for
which the meeting is to be called, and delivered to the Secretary not less than
fourteen days before the date of the Meeting.
- Prior to all General Meetings notice of the agenda shall be sent out with the
notice of the Meeting.
- The quorum for a General Meeting shall be ten members present in person or by
proxy, of whom three must be members of the Committee. When any financial business
is to be transacted there must be present the Treasurer, or a member of the Committee
deputed by the Treasurer to represent the Treasurer's views to the Meeting
(provided that where it is a case of a deputy, the only financial business
transacted shall be that which was set out in the agenda accompanying the notice
of the meeting).
- Every matter, except where this Constitution provides otherwise,
shall be determined by a majority of members present and voting.
In the case of equal votes the President of the Club shall have a casting
vote.
- Minutes of all meetings shall be kept and formally adopted. Copies of the
minutes shall be made available to members and, upon request, to the
Proctors.
The Committee
- The affairs of the Club shall be administered by a Committee consisting of
not more than eight persons, which shall determine the subscriptions payable by
the members of the Club, and have ultimate responsibility for the activities of
the Club. Members of the University shall at all times make up the majority of
the members of the Committee. The Committee shall have control of the funds and
property of the Club, and of its administration.
- No member of the Committee (or the Club) shall enter into or purport to enter
into any arrangement, contract or transaction on behalf of the Club with a value
exceeding £1,000 unless the Committee has resolved to approve the relevant
arrangement, contract or transaction at a Committee meeting.
- The quorum for a Committee meeting shall be four members present in person.
When any financial business is to be transacted, there must be present either
the Treasurer or a member of the Committee deputed by the Treasurer to represent
the Treasurer's views to the meeting.
- The Committee shall be made up of the President, the Secretary, the Treasurer
(together, the "Office Holders"; and their offices are referred to as "the
Offices"), the Senior Member, the Master/Mistress of Revels and the Battle Captain.
The President, the Secretary and the Treasurer shall each be either a member of the
Club whose eligibility stems from paragraph 4 above or paragraphs 6(a) to (c) above,
or (with the approval of the Proctors) a member of Congregation. Where
eligibility stems from paragraphs 6(a) to (c) above, the President, the Secretary
and the Treasurer must each, on election to office, sign an undertaking to abide
by relevant provisions of the University Student Handbook and other relevant
University policies, and to accept the authority of the Proctors on Club
matters.
- The President shall have the right to preside at all meetings of the members
of the Club and at all meetings of the Committee. Should the President be absent,
or decline to take the chair, the Committee shall elect another member of the
Committee to chair the meeting.
- Minutes of all meetings, including Committee meetings, shall be kept and
formally adopted. Copies of the minutes shall be made available to members and,
upon request, to the Proctors.
- The Secretary shall:
- maintain a register of the members of the Club, which shall be available
for inspection by the Proctors, the Clubs Office and the Proctors' Office on
request;
- give notice of meetings of the members and the Committee;
- draw up the agendas for and minutes of those meetings;
- notify the Proctors (through the Clubs Office) promptly following the
appointment and resignation or removal of Office Holders and other members
of the Committee;
- take responsibility for the operation and updating of a suitable club
web-page displaying (at a minimum) current club contacts and the
constitution;
- provide the Insurance Section with full details of any insurance cover
purchased from or through a national governing body pursuant to paragraph
2(c) above; and
- inform the Proctors through the Clubs Office if the Club ceases to
operate, or is to be dissolved, and in doing so present a final statement of
accounts (the format of which the Proctors may prescribe).
- The Treasurer shall:
- keep proper records of the Club's financial transactions in accordance
with current accepted accounting rules and practices;
- develop and implement control procedures to minimise the risk of
financial exposure, such procedures to be reviewed regularly with the
University's Internal Audit Section ("Internal Audit");
- ensure that bills are paid and cash is banked in accordance with the
procedures developed under (b);
- prepare an annual budget for the Club and regularly inform the Committee
of progress against that budget;
- ensure that all statutory returns are made including VAT, income tax and
corporation tax if appropriate;
- seek advice as necessary on tax matters from the University's Finance
Division;
- develop and maintain a manual of written procedures for all aspects of
the Treasurer's responsibilities;
- make all records, procedures and accounts available on request to the
Senior Member, the Proctors and Internal Audit;
- forward to the Proctors (through the Clubs Office) at the end of week 9
of Trinity Term a copy of annual accounts for the financial year to which
they relate (the format of which the Proctors may prescribe) signed by the
Senior Member, for retention on the Proctors' files (subject to the condition
that during the first year of registration, a club may be required by the
Proctors to submit termly accounts); and
- if the Club has a turnover in excess of £25,000 in the preceding year,
or if owing to a change in the nature or scale of its activities, it may
confidently be expected to have such a turnover in the current year, submit
its accounts (the format of which the Proctors may prescribe) for independent
professional inspection and report by a reporting accountant approved in
advance by the Proctors. Accounts are to be ready for inspection within four
months of the end of the Club's financial year and the costs of the
inspection and report shall be borne by the Club. If requested by the
reporting accountant, the Club shall submit accounts and related material
as a basis for a review of accounting procedures, the cost likewise to be
borne by the Club.
- The Senior Member shall:
- keep abreast of the actions and activities of the Club;
- provide information relating to the Club to the Proctors on request;
- seek to settle any preliminary disputes between the Committee and the
members;
- following paragraph 22(i) above, consider whether the accounts of the
Club are in order and, if so, sign them;
- ensure that adequate advice and assistance is available to the Secretary
and the Treasurer in the performance of their responsibilities under
paragraphs 21 and 22 above; and
- be available to represent and speak for the Club in the public forum,
and before the University authorities.
- The Master/Mistress of Revels shall:
- take overall responsibility for the organisation and execution of
social events run by the society;
- oversee financial matters in relation to the running of such events by:
- preparing a budget for the planned social event in co-operation
with the Treasurer;
- recording all financial transactions taking place relating to
the social event; and
- reporting these to the Treasurer as soon after the event as is
reasonably practicable
- be responsible for the safe-keeping of society-owned equipment which
is used for the events for which they are responsible;
- maintain a written record of activities for the assistance of future
holders of the position; and
- take responsibility for the training of future holders of the
position, both by example and formally.
- The Battle Captain shall:
- organise regular training sessions in re-enactment combat;
- be familiar with the combat standards and techniques used by national
re-enactment societies, and seek to conform the standards and techniques
used in the Club to these, to ensure that Club members deemed competent under
the Club training schemes will be able to participate in combat events
alongside national re-enactment groups;
- design and administer the competency tests which take place at the end
of a course of combat training;
- create and maintain records of competency test tasks and pass/fail
criteria, and the names of those members who have passed each test;
- as far as reasonably practicable, be responsible for checking the
suitability of both the society's and members' personal equipment before use
in re-enactment; and
- take responsibility for the duties of the Quartermaster, either directly,
or by appointing another Club member to act as Quartermaster.
The Quartermaster shall:
- maintain an inventory of weapons, armour and other combat equipment
owned by the society;
- ensure proper maintenance and repair of the above equipment;
- find suitable storage facilities for safe and proper storage of
combat equipment both during and outside of term time; and
- oversee the transfer of society equipment between term time
storage facilities and vacation storage facilities if necessary.
- The members of the Committee shall be elected by the members of the Club
annually, and shall be eligible for re-election. The members of the Club shall
not appoint several individuals jointly to hold any of the Offices, nor allow any
individual to hold more than one Office at a time. The members of the Club shall
appoint a member of Congregation as the Senior Member when electing other members
of the Committee each year provided that a Senior Member who has previously held
office as Senior Member for more than five consecutive years shall not be
eligible for re-appointment. The Senior Member shall be a member of the Committee
ex officio.
- If during the period between the annual elections to offices any vacancies
occur amongst the members of Committee, the Committee shall have the power of
filling the vacancy or vacancies up to the next Annual General Meeting by
co-optation.
- Each Office Holder must, and shall procure that other Office Holders shall,
at the end of any term of Office, promptly hand to the relevant successor in
Office (or to another member of the Club nominated by the Committee) all official
documents and records belonging to the Club, together with (on request from the
Committee) any other property of the Club which may be in the outgoing Office
Holder's possession; and must complete any requirements to transfer authority
relating to control of the Club's bank accounts, building society accounts, or
other financial affairs.
- Without derogating from its primary responsibility, the Committee may
delegate its functions to finance and general purposes and other subcommittees
which are made up exclusively of members of the Committee.
- The Committee shall have power to make regulations and by-laws in order to
implement the paragraphs of this Constitution, and to settle any disputed points
not otherwise provided for in this Constitution.
- No member of the Committee shall be removed from office except by the
approving votes of two thirds of those present in person or by proxy at a General
Meeting.
Indemnity
- So far as may be permitted by law, every member of the Committee and every
officer of the Club (each a "relevant officer") shall be entitled to be
indemnified out of the Club's assets against all costs, charges, losses, expenses
and liabilities incurred by the relevant officer in the execution or discharge of
duties as a relevant officer or the exercise of powers as a relevant officer, or
otherwise properly in relation to or in connection with the relevant officer's
duties. This indemnity extends to any liability incurred by a relevant officer in
defending any proceedings, civil or criminal, which relate to anything done or
omitted or alleged to have been done or omitted by the relevant officer in that
capacity and in which judgement is given in the relevant officer's favour (or the
proceedings are otherwise disposed of without any finding or admission of any
material breach of duty on the relevant officer's part), or in which the relevant
officer is acquitted, or in connection with any application under any statute for
relief from liability in respect of any such act or omission in which relief is
granted to the relevant officer by the Court.
- So far as may be permitted by law, the Club may purchase and maintain for the
benefit of any relevant officer insurance cover against any liability which by
virtue of any rule of law may attach to the relevant officer in respect of any
negligence, default, breach of duty or breach of trust of which the relevant
officer may be guilty in relation to the Club and against all costs, charges,
losses and expenses and liabilities incurred by the relevant officer and for
which the relevant officer is entitled to be indemnified by the Club by virtue of
paragraph 32.
Dissolution
- The Club may be dissolved at any time by the approving votes of two thirds of
those present in person or by proxy at a General Meeting. The Club may also be
dissolved (without the need for any resolution of the members) by means of not
less than thirty days' notice from the Proctors to the Secretary of the Club if
at any time the Club ceases to be registered with the Proctors.
- In the event of the Club being dissolved, its assets shall not be distributed
amongst the members, but shall be paid to or at the direction of the
University.
Interpretation
- Any question about the interpretation of this Constitution shall be settled
by the Proctors.
- This Constitution shall be binding on all members of the Club. No regulation,
bye-law or policy of the Club shall be inconsistent with, or shall affect or
repeal anything contained in, this Constitution.