Victoria University

SQUASH CLUB
2020 ​
Club Constitution
VUW Squash Club
 VUW Squash Club

Contents
Our Club 1
Committee 2
Accounts & Contacts 3
Running the Club 4
Monetary Matters 5
Clubs Week + Handover Duties 6
Contact Information 7
VUW Squash Club
 VUW Squash Club

Our Club
1.0 Purpose
1.0.1 The Victoria University Squash Club is a student-led initiative that facilitates members of the
Victoria University of Wellington to play squash.

1.0.2 It promotes the sport and welcomes students of all skill levels to participate, create a fun, social,
and even competitive environment.

1.1 Host Club

1.1.1 C
​ lub Kelburn ​is the club’s venue provider.

1.1.2 It reserves four courts for the student club.

1.2 Club Night

1.2.1 The club is first and foremost a place for members of the Victoria University of Wellington to play
squash. This happens once a week on Wednesday from 7 – 9 pm at Club Kelburn.

1.2.2 Paid members may attend club night at any time between these hours.

1.2.3 Prospective members have an allowance of one session free of charge.

1.3 Membership
1.3.1 Membership is open to all members of the Victoria University of Wellington Community.

1.3.2 Interested students, staff, faculty members can request a membership at any time throughout the
academic year when the club is in operation.

1.4 Conduct
1.4.1 Members of the Victoria University Squash Club must engage in good sportsmanship and play by
the agreed rules of the game. See w
​ ww.squashnz.co.nz​ for full details of the rules.

1.4.2 Members should be aware that they are representatives of the university when playing as part of
the Victoria University Squash Club, and should conduct themselves accordingly.

1.4.3 Any obscene failure to meet these requirements, in addition to those of the host club and Club
Kelburn, can lead to their membership being rescinded upon review of the committee members.
 VUW Squash Club

1.5 Looking Ahead

1.5.1 The Victoria University Squash Club currently introduces students to the sport.

1.5.2 As the squash culture in Victoria grows, the club envisions increasing its skill level and becoming
more competitive, up to a level where inter-university events may take place.

1.5.3 The current committee members, in addition to the two clauses above, must consider the purpose
of the club when planning event(s) throughout the year as well as the general consensus of their current
members.
 VUW Squash Club

Committee Members 2020

President​: Sam Reyes

Treasurer​: Dana Windsor

Secretary​: Finlay Burke

2.0 Job Descriptions

2.1 President:

The current President acts as the head of the club, is actively involved in its running and supports other
committee members. Their responsibilities include but are not limited to:

2.1.1 Liaising with the current manager at Club K and both the current clubs administrator and current
clubs manager from Vic Clubs;

2.1.2 Helping the Treasurers to organize funding;

2.1.3 Leading club meetings;

2.1.4 Organizing a table for clubs week;

2.1.5 Act as VUWSA delegate;

2.2 Treasurer:

The treasurer acts as the financial officer of the club and may act as the stand-in President, if the
current President is not able to execute their duty. Their main responsibilities are financially-related,
these include but are not limited to:

2.2.1 keeping track of member subscriptions, payments and bank processing;

2.2.2. banking and have access to the club’s bank account;

 VUW Squash Club

2.2.3 Subscriptions should be collected as soon as possible. The treasurer is also responsible for
keeping track of the receipt book and financial folder.

2.2.4 Supporting fellow committee members where appropriate.

2.3 Secretary:

The secretary acts as the main distributor of information to the other current members of the club and
may act as the stand-in President if the President is unable to execute their duty. Their main
responsibilities are communications and admin related which include but are not limited to:

2.3.1 Communicating information through the Facebook page, instagram, email or other form of
communication either online or offline;
2.3.2 Attending any committee meetings;

2.3.3 and taking any notes or records of the meeting.

2.4 All Committee members must gather at the end of the year to write a final year report and assist in
the transition of powers to future incoming committee members.
 VUW Squash Club

Accounts & Contacts

The following accounts must be accessible to all members of the
committee with exception to the Bank account, for which only two
committee members are required.

3.0 ANZ Bank New Zealand Ltd.

• Account Number: 06 0606 0239307 00
• Customer Number: 71978863
• Online Account Password: ******CB

3.1 E-Mail
• Username: vicsquashclub@gmail.com
• Password: ***********20

3.2 Facebook
• Victoria University Squash Club
• All committee members are to be given admin access

3.3 Instagram and other social media outlets

● Victoria University Squash Club is the name which these social media accounts should be
made under.
● The establishment or deactivation of any social media outlet must be discussed within the
committee members
● All Committee members are to be given admin access

3.4 Club Kelburn

• Manager: Christina Betty
Tel:
e-mail: christina.betty@vuw.ac.nz
Address: 65 Salamanca Rd, Kelburn, 6005
 VUW Squash Club

Victoria Clubs
• Clubs Manager: Lara Andrews
Tel: 04 456 35538
e-mail: l​ ara.andrews@vuw.ac.nz
• Clubs Administrator: Peter McDonald
Tel: 04 463 6711
e-mail: p
​ eter.mcdonald@vuw.ac.nz
VUW Squash Club
 VUW Squash Club

Running the Club

4.0 Annual General Meeting
An AGM must be held to discuss general club matters including:

4.0.1 How club night is run

4.0.2 Effectiveness and performance of executive committee
4.0.3 Vote for future committee members
4.0.4 The AGM is suggested to take place at the end of the academic year, either on the last or
second last club night.

4.1 Committee Meetings

4.1.1 Regular committee meetings should take place to discuss and possibly plan the running of the
club. An effective way to run these meetings is to pre-organize and get in touch via e-mail or Facebook,
and then meet up before or after club night.

4.2 Committee’s Role during Club Nights

4.2.1 The purpose of club nights to make everyone feel welcome. Squash is a social sport and the club is
meant to enhance the athletic experience with social interaction. As such all committee members must
actively participate, engage in social interactions and during club nights

4.2.2 Committee members are expected to say hi and be friendly with everyone. They are also expected
to play with anyone who wants to play, regardless of skill level.

4.3 Relationship with Club Kelburn

4.3.1 Regular contact with Christina from Club Kelburn should be made to keep him aware of how the
club is working out as well as discussing plans for the year and general marketing strategies.

4.4 Running Club Nights

4.4.1 To run a club night you may need: a whistle, watch, a whiteboard, a whiteboard marker, paper, a
pen, a rag (to wipe the white board). Squash rackets, balls and table tennis bats can be obtained from
the front desk at Club Kelburn.
 VUW Squash Club

Monetary Matters

5.1 For 2020, the fees charged by Club Kelburn to the Victoria University Squash Club have been $1200
incl. GST per semester ($2400 a year) and the current committee must ensure that there is at least $1200
in the bank for the in-coming committee.

5.2 In order for the squash club to be feasible it requires 27 members in the first semester to cover all of
the costs. The club fee can be built up in various ways, the following is a suggestion:

5.2.1 Charging members $50 per year

5.2.2 A $50 subsidy granted by the university for each member of the club
5.2.2.1 This can only be applied for once during the year.
5.2.2.2 The more members register and pay at the start of the year, the more funding
the university will provide to the club.

5.2.3 People who are already members of Club K still need to be charged a fee in order to receive
funding from the university.
5.2.3.1 The same charges apply for full-year and half-year members.

5.2.4 The membership fees are prorated, members who register after the mid year breaks are
charged $30

5.3 If the club has some spare funds at the end of the academic year, these may be used for social events
that provide food and drinks to all members. They may also be used to organize special events such as
tournaments or to subsidize club shirts.

5.4 The committee is not compensated for their services unless the club has enough members to pay off
the Club K fee and that the majority of its members are in favour of this.

5.5 University funding must be applied for as soon as possible

VUW Squash Club
 VUW Squash Club

Clubs Week + Handover Duties

6.0 Clubs Week
The most important event to keep in mind at the beginning of the academic year is Clubs Week.

Clubs Week is usually held in the second or third week of each term, however, the one in March
is considerably more important in order to get a solid membership base and enough funding to
pay off the Club K fee.

The Clubs Week organizer will e-mail the club with details regarding table spots and schedules.
The organizer must reply and book a table asap to ensure a good spot.

During Clubs Week:

6.0.1 Organize within the committee to ensure that the table can be manned for as long as
possible during the week.

6.0.2 Set up at table with club posters, squash equipment, sign-up equipment.

6.0.3 Using a Google form is preferred to collect sign-ups as this avoids illegible handwriting
issues. An example can be found in the Vic Squash Club Google drive.

6.0.4 Set up any prize that you may have organized along with Club K (prizes and giveaways).

6.0.5 Provide anything that would make the table more inviting (sweets, squash videos, etc.)

6.1 Handover Duties

To allow for a smooth transition between academic years, the following should be done before
the end of the squash season (academic year):
6.1.1 Hand over the Club Folder

6.1.2 Organize a meeting with incoming committee and the bank to pass over the bank account.

6.1.3 New committee should be introduced to the Club K manager and the Victoria Clubs
Manager
 VUW Squash Club

6.1.4 All committee members should introduce future members to their roles and be available to
answer any questions, even if via e-mail.
 VUW Squash Club

Contact Information

7.0 Victoria University Squash Club

Tel: 0274929585

E-mail: v​ icsquashclub@gmail.com

Facebook: Victoria University Squash Club

Instagram:

7.1 Committee
President​: Sam Reyes

reyessama@myvuw.ac.nz

027 492 9585

Treasurer​: Dana Windsor

d.windsor97@gmail.com

027 863 3372

Secretary​: Finlay Burke

finlay@burke.kiwi

021 153 3430

President: Sam Reyes Date: 03 March 2020

 VUW Squash Club

Signature: