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INTRODUCTION |
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Hart Road Runners
(‘the Club’) was started over 25 years ago by a small group of sporting
enthusiasts who wished to train together for the then Fleet Half The Club went
from strength to strength, with the name changing to ‘Hart Road Runners’, but
with the emphasis still on fun. In
fact, the Club still has some of those founder members running today. The objectives of
the Club are to encourage and promote amateur road and cross country running
in a social and supportive environment. The Club is
managed by a Committee of members, according to the rules laid down in this
constitution. The Club is
affiliated to UK Athletics , the Amateur Athletics
Association and other recognised sporting associations from time to time. This Constitution
is intended to outline the main rules of the Club. Any further questions or enquiries should
be referred to the Committee. The
Constitution is set into two parts: ·
Part
1 relates to the organisation of the Club; ·
Part
2 relates to the organisation of the Committee. |
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PART 1:
THE ORGANISATION OF THE CLUB |
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1.1 |
CLUB NIGHTS The Club meets at
the Hart Leisure Centre in The routes on a
Thursday usually vary between 6 and 10 miles, with all standards catered
for. Groups of runners of the same
standard try to stick together to make the run both more sociable and
encouraging. Winter running is on the
road and in the summer is on tracks and trails wherever possible. Tuesday evening
sessions are usually coached and a programme of training is issued by the
coaches from time to time. |
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1.2 |
RUNNING STANDARD Runners should be
able to run 6 miles before attending a Club session. Speed does not matter. |
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1.3 |
CLUB COMMUNICATIONS Information on
the Club is provided by a variety of media including, but not restricted to
the World Wide Web, emails, notice board and pamphlets. A newsletter is
issued to Club members on approximately a monthly basis. This contains information on Club events,
as well as reports from members. All
members are invited to contribute to this publication. The preferred method of issue for the
newsletter is via email. |
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1.4 |
MEMBERSHIP A candidate for
membership must apply on the form provided for the purpose. There is no maximum age for membership, but
applicants must be at least 18 years of age. Membership
Subscriptions are on an annual basis becoming due on 1st March
each year. Any new members joining
after 1st September each year will be requested to pay only 50% of
the membership fee. Any new members
joining between 1st January and 28/29th February each
year will be deemed to be a member for the rest of that Club year and the
whole of the following year (i.e. max 14 months). The rate of
Subscription shall be determined at the Annual General Meeting of the Club,
based on the recommendation of the Committee. |
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1.5 |
RUNNING & SOCIAL EVENTS The Club
organises and/or attends a number of running events each year as agreed by
the Committee. Members are encouraged
to wear Club kit for these events, which can be purchased from the Committee. The rules for the regular programmes,
including the Monthly Handicap, Bob Muat Handicap, Fleet Half Marathon
Handicap are included in Appendix 1,2 and 3
respectively. Changes to these rules
must be agreed by the Committee and ratified at the next AGM. The Club
organises and /or attends a number of social events each year as agreed by
the Committee. Where the Club
organises events, prices for entry and other facilities provided e.g. drinks
must be agreed within the Committee.
Hart Road Runners accepts no liability for any injury or loss incurred
as a result of participation in Club events. |
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1.6 |
ANNUAL GENERAL MEETING A general meeting (‘the AGM’) shall be held each year, during the month
of March to receive the Committee’s report and financial statement, elect the
Committee and deal with any other matters as specified on the agenda. The Secretary will give at least 28 days notice of the meeting. Any business that is desired to be placed
on the agenda or nominations for the Committee must be given to the Secretary
in writing at least 14 days prior to the meeting. Any proposals must be nominated and
seconded by fully paid up Club members. The Secretary must provide any proposed constitutional changes and an
AGM agenda at least 7 days prior to the meeting. Where any issues require a vote, all Club members (including the
Chairman and other Committee members) are eligible to vote and the result
will be decided by a straight majority on a show of hands, with the Chairman
having the casting vote. If at any AGM
meeting the Chairman is absent, those members of the Committee present shall
choose one of their number to be the Chairman for
the meeting. |
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1.7 |
EXTRAORDINARY GENERAL MEETING An Extraordinary General Meeting (EGM) must be called by the Secretary
within 14 days of the receipt by him/her of a requisition in writing signed
by no less than 15% of the Club membership who must also be
1st claim club members of Hart Road Runners, stating the single item of business to
be brought before such a meeting. |
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1.8 |
REFLECTIVE RUNNING VESTS When running with the Club it is compulsory for all Members to wear
reflective running vests during the hours of dusk / darkness in the winter
months, between dates notified by the Chairman. |
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1.9 |
INSURANCE The Club pays a regular premium in respect of Public Indemnity
Insurance. A copy of the Policy
Schedule is available on request from the Committee. |
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1.10 |
DISCIPLINARY PROCEDURE If it shall appear to the Committee that there is evidence that any
member is in breach of the constitution or if it appears to the Committee
that the continued membership of the Club by any member is detrimental to the
Club, the Secretary shall write to the member concerned setting out the
alleged breach and invite the member in question to comment in writing within
7 days of the letter being sent. This
letter will be signed by both the Secretary and the Chairman of the
Committee. The Committee will then consider any response at its next regular
meeting. A letter will be sent to the
member concerned confirming the Committee’s decision and its reasoning. |
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1.11 |
WINDING UP OF THE CLUB The Members may vote to wind up the Club if not less than three
quarters of those present and voting support that proposal at a properly
convened EGM. The Committee will then
be responsible for the orderly winding up of the Club’s affairs. After settling all liabilities of the Club, the Committee shall dispose
of the net assets remaining to one or more of the following: ·
Another Club with similar sports purposes which is
a registered charity and/or ·
The Members of the Club equally |
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PART 2:
THE ORGANISATION OF THE COMMITTEE |
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2.1 |
THE COMMITTEE The Committee will consist only of members of the Club. There is no limit on the number of
Committee Members, but the minimum is three. The role of the
Committee is to discuss, co-ordinate, advise and present the views of the
members of the Club and in particular:- ·
to
examine, distil and to take note of the views advanced from the Club members
on matters of interest or concern relating to the Club and its operation or
in relation to running and other related sports in general; ·
where
appropriate, to formulate proposals for possible developments to the Club
and/or other related issues; ·
to
provide the means for discussion with UK Athletics, the Amateur Athletics
Association and any other recognised sporting associations of any issues
emanating from Members of the Club or equally of any such proposals that
these organisations may wish referred for consideration through the club; |
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2.2 |
APPOINTMENT OF COMMITTEE MEMBERS Any Member of the
Club is eligible to stand for appointment to the Committee. Appointments are made in March at the
Annual General Meeting (AGM). Those Members
wishing to stand for appointment must be proposed and seconded by two
Members. The appointment must be
ratified by a majority of those present at the AGM. Where possible
the outgoing Committee Members should attend the first meeting of the next
Club year to ensure a smooth handover to new Committee Members. The Committee may
co-opt Club Members to serve on the Committee until the end of the next AGM. |
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2.3 |
REGULAR COMMITTEE MEETINGS The Committee
shall determine the frequency of meetings, however there shall be a minimum
of two meetings per annum, in addition to the AGM. A quorum shall
consist of 50% of the membership of the Committee. The meeting
schedule shall be established by the Committee Chairman and notified by the
Secretary to all Committee members.
There shall be at least two weeks notice to any meetings. Where any issues require a vote, all Committee members (including the
Chairman) are eligible to vote and the result will be decided on a straight
majority on a show of hands, with the Chairman having the casting vote. If at any
Committee meeting the Chairman is absent, those Committee members present
shall choose one of their number to be the Chairman
of the meeting. |
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2.4 |
CHAIRMAN At the AGM the
Club Members present shall elect one of its members to be Chairman of the
Club and Committee. All members of the
Club are eligible to stand, but they must be either a current member of the
Committee, or have served on the Committee in the past to qualify. They will automatically become a member of
the Committee on appointment as Chairman. The standard
period of office for the Chairman is for two years and will be reviewed at
the AGM at the end of this period.
Unless disqualified, the existing Chairman is able to re-stand for
office at the end of each period to a maximum of 8 years. The Chairman
shall attend meetings of the Committee.
If at any meeting the Chairman is absent, those committee members
present shall choose one of their number to be the Chairman of the meeting The role of the
Chairman is as follows: ·
to
chair any meetings ·
to
oversee the running of the Club ·
to
present any Club awards / trophies along with the Club Captain ·
any
other tasks appropriate to the
Chairman |
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2.5 |
SECRETARY At the meeting
immediately following the AGM the Committee shall elect one of its members to
be Secretary. This appointment will
then be ratified by the other Members present at that meeting. The standard
period of office for the Secretary is for two years and will be reviewed by
the Committee at the end of this period.
The existing Secretary is able to re-stand for office at the end of
each period to a maximum of 8 years. The Secretary
shall attend meetings of the Committee, including the Club AGM and keep
proper minutes of all proceedings thereof.
If at any meeting the Secretary is absent, those committee members
present shall choose one of their number to be the Secretary of the meeting The Secretary
shall circulate the minutes of the Committee meetings, including the Club AGM
in a timely manner, to all Committee members, the editor of the Club
newsletter, the editor of the Club web site and will
also ensure a copy is held on the Club notice board. The Secretary shall also ensure that an
archive of all minutes, correspondence, amendments to the Constitution etc
and will ensure that this is passed onto his successor. |
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2.6 |
TREASURER At the meeting
immediately following the AGM the Committee shall elect one of its members to
be Treasurer. This appointment will
then be ratified by the other Members present at that meeting. The standard
period of office for the Treasurer is for two years and will be reviewed by
the Committee at the end of this period.
The existing Treasurer is able to re-stand for office at the end of
each period to a maximum of 8 years. The Treasurer
will provide a financial report to the Committee at each meeting, including
the AGM. If at any meeting the
Treasurer is absent, he will provide a financial report to the Chairman
and/or Secretary prior to the meeting, for dissemination at the meeting. The role of the
Treasurer is as follows: ·
to
maintain the Club bank account including making withdrawals and deposits
where appropriate ·
to
reimburse members promptly all such reasonable expenses incurred by them
within the rules agreed with the Committee ·
to
hold an amount of Petty Cash, as agreed by the Committee so that small
amounts of expenses can be promptly reimbursed in cash ·
to maintain an up to date set of accounts which can be made available
for examination by any Committee member through the year, together with the
Paying in book. ·
to
prepare the annual accounts for audit and presentation to the Committee and
Club Members ·
any
other tasks appropriate to the Treasurer It is the
responsibility of the Treasurer to pay any payments as instructed by the
Committee. |
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2.7 |
CLUB CAPTAIN The Club Captain will be selected by the Committee, with no fixed term
of office. The Club Captain, if not
already a Committee Member, shall attend meetings of the Committee on a
non-voting basis. The role of the Club Captain is as follows: ·
to be
a representative of the Club at sporting events ·
to
collect any team awards / trophies ·
to
present any Club awards / trophies along with the Chairman |
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2.8 |
OTHER OFFICERS OF THE COMMITTEE The Committee shall appoint other Officers, such as membership
secretary, social secretary, web site editor, events secretary, press officer
and newsletter editor as it sees fit.
It may establish sub-committees for the purposes of individual
projects where necessary. |
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2.9 |
NON-COMMITTEE MEMBERS ATTENDING COMMITTEE
MEETINGS Non-Committee members may attend
Committee meetings provided that they have formally given the Club Secretary notice one week in advance. The Chairman may restrict Non-Committee
members to a maximum of two at his discretion. The Non-Committee members may raise, advise or consult on a particular agenda item but will not have
voting rights. |
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2.10 |
TERM OF OFFICE All Committee
members, excluding the Chairman, Secretary and Treasurer will be appointed
for a one-year term of office On vacating
office other than by a disqualification, a member shall be eligible for
re-election. A representative shall be deemed to take office from the date on
which his/her election is announced. A Committee
Member shall be disqualified from continuing in office if he/she ceases to be
a club member. |
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2.11 |
REMUNERATION & EXPENSES Members shall be
entitled to be reimbursed, promptly, all such reasonable travelling and other
expenses incurred by them within rules agreed with the Committee. Members shall not be entitled to any
additional remuneration for the performance of their duties. |
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2.12 |
BANK/BUILDING SOCIETY ACCOUNTS A Club
bank/building society account will be maintained by the Treasurer. There shall be at least three signatories
for the bank/building society account at any time. For items under £100, one signatory may
sign, for items £100-£1000 two signatories must sign, for all items over
£1000 three signatories must sign. Payments for
day-to-day, usual payments should be authorised as above. If a payment is in respect of an
extraordinary or large (i.e.over £5000) matter e.g.
in respect of gifts to charities, it should be referred to the Committee (and
the AGM if the Committee deem necessary) for authorisation prior to payment. |
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2.13 |
DISCIPLINARY PROCEDURE If it shall appear to the Committee that there is
evidence that any Committee member is in breach of the constitution; if it
appears to the Committee that the continued membership of the Committee by
any member is detrimental to the Club; or if the Committee member is deemed
to be failing to perform their duties or responsibilities, the Secretary or
Chairman shall write to the Committee member concerned setting out the
alleged breach and invite the Committee member in question to comment in
writing within 7 days of the letter being sent. The Committee will then consider any response at its next regular
meeting. A letter will be sent to the
Committee member concerned confirming the Committee’s decision and its
reasoning. |
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PART 3:
AMENDMENTS TO THIS CONSTITUTION |
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3.1 |
Any proposed
amendments to day-to-day issues covered by this Constitution must be agreed
by 80% of the members of the Committee.
Any proposed amendments to issues which are fundamental to the running
of the Club and covered by this Constitution must be agreed by 80% of the
members of the Committee and must be referred to the AGM for ratification by
the majority of the members present at that meeting. |
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