Styal Running Club Constitution

1. Name 

The name of the organisation shall be Styal Running Club hereinafter referred to as the Club. 

2. Objectives

The club is established to pursue the following objectives: 

 

a)   Participation in the sport of running for those aged over 18 

b)  To offer support and encouragement, coaching and competitive opportunities in 

      the name of running 

c)   To assist and encourage members to achieve their own personal goals

d)   To promote the club within the local community

e)   To ensure duty of care to all members of the Club

f)    To provide its services in a way that is fair to all members

g)   To foster a spirit of comradeship and co-operation between members and     

      promote a cordial relationship between members 

h)  To co-operate with clubs and leagues in all matters including those related to 

      the laws of England Athletics and Cheshire County Athletics Association

3. Affiliation

The Club shall be affiliated to England Athletics and Cheshire County Athletics Association

4. Membership

All members are subject to the Constitution of the Club and the regulations of England Athletics and Cheshire County Athletics Association

a)   Membership of the club is open to all individuals provided they comply with this Constitution. 

b)   No person shall be refused membership on the grounds of race, colour, creed, religion, sex, sexual preference, impairment or disability. 

c)   All applications for membership shall be accompanied by the appropriate annual membership fee, which shall thereafter be payable on demand. New members joining after 31 December shall pay a reduced fee covering membership through to the following 31 March. 

d)  New members transferring in from other clubs shall provide, in addition to the club application  

form, a completed first claim transfer form together with information required from their former first claim club in order to register the transfer, together with the England Athletics transfer fee.

e)   Each fully paid up member shall be entitled to attend and vote at General or Annual General Meetings. 

f)    Fully paid up members may be elected and serve on the Committee. 

g)    Fees will be set annually and agreed by the Committee or determined at the    

Annual General Meeting and will be paid annually. The subscription year will run from 1 April until the following 31 March.

h)   Members entering races should run in official club shirts.  Navy, orange and white (winter kit) or

      Orange, navy and white (summer kit) and abide by rules set out by race organisers.

i)   Children under the age of 16 attending training, races or any club activity must 

       be accompanied by their parent or guardian who shall be entirely responsible 

      for them. For young people age 16 or 17, a parent or guardian is to be entirely 

      responsible for their attendance at all club activities.

 

5.  Officers of the Club

The officers of the Club will be 

 

  • Chair

  • Secretary

  • Treasurer

  • Fixtures Secretary

  • Press, Publicity and Information Officer

  • Social Secretary

  • Any other relevant position as required from time to time as decided by the Committee

 

Officers will be elected annually at the Annual General Meeting.  All officers will retire each year but will be eligible for re-appointment

 

6.  Committee 

The Club will be managed through the Committee consisting of the officers

 

  1. The  Committee will have the power to appoint subcommittees as necessary and appoint advisers to the  Committee as necessary to fulfil its business

  2. The Committee will be responsible for disciplinary hearings of members who infringe the Club rules/regulations/constitution.  The  Committee will be responsible for taking any action of suspension or discipline following such hearings (see 10)

 

7.  Club Meetings

  1. Meetings shall be chaired by the Chairman or another Committee member.

  2. Club meetings will take place no less than 4 times per year

  3. All members will be invited to attend

  4. The Committee will agree an agenda for each club meeting

  5. The secretary shall circulate that agreed  agenda prior to the meeting

  6. Any competent business to be discussed/considered at a meeting shall be notified to the Secretary at least 14 days before the meeting in order that it may be included in the agenda

  7. Any votes at club meetings shall be indicative and not binding

  8. No proxy votes will be permitted at club meetings apart from AGM & EGM’s.

 

8.  Finance

  1.  All Club monies will be banked in an account in the name of the Club

  2. The Club Treasurer will be responsible for the finances of the Club

  3. The Financial Year of the Club will end on 31st March.

  4. A statement of annual accounts will be presented by the Treasurer at the AGM

  5. Any cheques drawn on the Club will hold the signature of the Treasurer plus either the Chair or Secretary.

  6. The property and funds of the Club cannot be used for the direct or indirect private benefit of members other than as reasonably allowed by the Rules and all surplus income or profits are reinvested in the Club.

 

9.  Annual General Meetings

  1.  Notice of Annual General Meetings (AGM) and Extraordinary General Meetings (EGM) and agenda will be given by the Club Secretary.  Not less than 14 clear day’s notice to be given to members.

  2. The Committee shall agree the Agenda for each AGM/EGM prior to it being circulated to the Members by the Secretary

  3.  Nominations for officers of the Committee shall be sent to the Secretary at least 21 days prior to the AGM or EGM at which an Election of officers is to take place. All nominations should be proposed and seconded by club members and the nomination should clearly state who proposes and seconds the member seeking election

  4. Elections of officers are to take place at the AGM or, in Extraordinary circumstances, at an EGM

  5. In the event of two members standing for one office, each member shall provide a written statement to the Secretary outlining why they believe they should be elected for that office. The statement shall be provided, together with the nomination, no later than 21 days prior to the AGM/EGM at which an election is to take place. The statements will be circulated to the members by the Secretary together with the meeting agenda not less than 14 days before the meeting and the person(s) standing for office shall not be permitted to make any further representation at the AGM/EGM at which the election is to take place. The statements will be read out at the AGM/EGM by the Secretary or Chairman

  6. An AGM or EGM shall be chaired by the Chairman or a Committee member

  7. All members over the age of 18 have the right to vote at an AGM or EGM.  In the case of an equality of votes, the Chairman of the meeting (as per clause f above) will have a second, casting vote. Members who have an interest in a vote such as their own election to office must make the meeting aware of their interest in the vote and will not be permitted to vote on the matter

  8. The quorum for AGM/EGM’s will be25% of membership

  9. The Committee or 25% of the members acting together have the right to call Extraordinary General Meetings (EGMs) outside the AGM.  Procedures for EGMs will be the same as the AGM

  10. Any request for alteration of the rules or Constitution must be agreed at an AGM or EGM.  A proposal to change a rule or the Constitution may be voted upon providing it is submitted in writing 21 days in advance, bears the name of the proposer and a seconder and has been circulated to the members as an agenda item at least 14 days prior to the meeting at which it is to be considered

  11. All votes at AGM/EGM’s shall be by show of hands and shall be passed by a simple majority

  12. Members will be entitled to vote by proxy if they are unable to attend an AGM/EGM. Proxy votes must be submitted in writing to the Secretary no later than 7 days prior to the meeting. The Secretary will confirm to the meeting the outcome of any proxy votes and confirm who has voted by proxy

 

  1.  Any member wishing to register a complaint against the club or a member of the Club should do so in writing to the Secretary

  2. The Committee will meet within 7 days of a complaint being lodged.  The Committee has the power to take appropriate disciplinary action including the termination of the membership

  3. The outcome of a disciplinary hearing will be notified in writing to the person who lodged the complaint and the member against whom the complaint was made within 7 days of the hearing

  4. There will be the right of appeal to the Committee following disciplinary action.  The Committee should consider the appeal within 7 days of the Secretary receiving the appeal.

 

  1.  A resolution to dissolve the Club can only be passed at an AGM or EGM through a majority vote of the membership

  2. In the event of a dissolution, any assets of the Club that remain will be donated to a charity chosen by club members

 

 

Styal Running Club hereby adopts and accepts this constitution as a current operating guide regulating the actions of members.

 

  • Charles Lowthian                         Signed:  Tony Collier

 

Name:  Charles Lowthian                                  Name:  Tony Collier

 

Position:  Club Chair                                         Position:   Club Secretary

 

 

Date: May 2016                                                Date: May 2016