Club Constitution
Club Constitution
Constitution
1.Name
The name of the Club shall be 'Tri Harder’.
2. Address
The address of the club is: Unit 7, Astra Court, Greens Road, Dereham Norfolk NR20 3TR
3.Status
The Club shall be a member club and shall be affiliated to the British Triathlon Association and shall consist of those classes of members as specified in rule 5.
4. Aims and Objectives
The aims and objectives of the Club will be:
To support members in the activity of competing in triathlons, duathlons and multi-discipline events.
4.1 To support members in the activity of competition in the individual elements of triathlon, namely: swimming, cycling, running.
4.2 To promote the sport of triathlon
4.3 To encourage the enjoyment of the sport of triathlon at all events Tri Harder Triathletes take part in
4.4 To provide all its services in a way that is fair to everyone
4.5 To ensure that all present and future members receive fair and equal treatment
5. Elegibility and Terms of Membership
5.1 Adult members shall be aged 18 or over, Junior members aged under 18.
5.2 Categories shall be as follows:
(a) Active Members (who can join the BTA under the name of Tri Harder Triathlon Club and have voting rights within the Club
(b) Honorary Members (who shall be granted Active Members rights and will not be charged for membership).
(i)Any club member can propose someone for Honorary Membership. They will outline brief reasons why and get this seconded by another club member. This will be submitted to the Committee for the meeting before the AGM.
(ii)The Committee will then be given the proposals and will vote on the candidates. There should be no need for discussion. The vote must be unanimous.
(iii)Anyone approved as an Honorary Member will remain so for three years to be announced at the AGM and taking effect from the following membership year.
6. Committee
6.1 The business of the Club shall be directed by the Committee except for matters reserved under those rules for the Club in the Annual General Meeting (AGM).
6.2 The Committee shall consist of the following officials who will be elected at the AGM for a period of one year:
(a)Chairperson
(b)Treasurer
(c)Secretary
(d)Additional active members of the Club, so that, as at the AGM, the total Committee members represent approximately 10% of the fully paid-up membership, with a minimum of three active members serving.
6.3 The Committee shall meet at least quarterly with a majority of the Committee in attendance.
6.4 The Chairperson, Treasurer and Secretary may not hold more than one of these posts.
6.5 All post holders should prepare written reports for the AGM to be published with the Agenda
6.6 The responsibilities of the Committee members shall be as follows:
(a)Chairperson
(i)The Chairperson shall chair all Club meetings but in their absence any member of the Committee may be selected to chair.
(ii)They shall coordinate all the work of the Committee.
(iii)They shall be the spokesperson of the Club.
(iv)They shall be a co-signatory of the Club's bank account.
(b) Treasurer
(i)The Treasurer shall be responsible for keeping an up to date record of the accounts of all monies received and paid, by and to, Tri Harder Triathlon Club.
(ii)They shall discharge any debts of the Club's bank account, which shall be held in the name of 'Tri Harder'.
(iii)They shall discharge any debts the Club may incur promptly and expediently.
(c)Secretary
(i) The Secretary shall keep an up to date record of all Club members.
(ii) The Secretary shall keep a record of forthcoming events.
(iii) They shall be the named contact of the Club as published in the BTA handbook.
(iv) They shall be responsible for membership enquiries and provide new members with a copy of the Club constitution.
(v) They shall minute all Club meetings. In their absence another member of the Committee should be elected to complete the task. They shall publish all Club minutes.
(vi) They shall be co-signatory of the Club's bank account.
(vii) They shall notify all Club members of any General meetings.
6.7 The committee will be responsible for adopting new policy, codes of conduct and rules that affect the organisation of the club.
6.8 The committee will have the powers to appoint sub-committees as necessary and appoint advisers to the committee as necessary to fulfil its business.
6.9 The committee will have the powers to appoint a Welfare Officer and a Child Protection Officer, both positions may be carried out by one person.
6.10 The committee will be responsible for disciplinary hearings of members who infringe the clubs rules/regulations/constitution. The committee will be responsible for taking any action of suspension or discipline following such hearings.
6.11 The Committee reserves the right to approve or deny any undertakings under the name of Tri Harder Triathlon Club.
6.12 There is no limit on the number of years, consecutive or otherwise, that a member can be elected to and serve on the committee
6.13 If a resignation occurs a new election will take place. All members will be notified of a vacancy and there will be a two week period in which any Active Member may be proposed and seconded.
6.14 Such a proposal shall be submitted to a Returning Officer. The Returning Officer shall be nominated by the remaining members of the Committee.
6.15 After the two week period all members shall be notified of the candidates and be given a further week to vote via postal ballot, under the first-past-the-post method.
6.16 In the event of a resignation within a month prior to a General Meeting, the Committee shall have the power to refer the vote to that meeting if they see fit.
7. Subscriptions
7.1 The annual subscriptions shall be proposed by the Treasurer and to be agreed at the AGM.
7.2 The membership year runs from 1st Feb – 31st January
7.3 To become a member and benefit from club membership the membership fee must be paid in full and a membership application form completed for each year for which membership is required. No membership card (future) shall be issued until the subscription has been paid.
7.4 Any member whose subscription is not paid by the 31st January shall cease to be a member of the Club.
8. Club Communications
8.1.The Club's main choice of communication will be via email, Facebook, Twitter and the Club website. Those members who do not have access to email or the website will be sent Club documentation by post. Copies will also be available from the Secretary.
9. Club Championships
9.1 The Committee will select 3 races, a Sprint, Olympic and Middle distance, each year as the Club Championship races and will be notified to members in the relevant Committee meeting minutes.
9.2 Only members whose subscriptions have been fully paid will be eligible to participate in the Club Championships
9.3 Tri Harder kit should be worn if possible when racing in these events.
9.4 Prizes will be awarded at the Committee’s discretion.
10. Discipline and appeals
10.1 All complaints regarding the behaviour of members should be submitted in writing to the Secretary.
10.2 The committee will meet to hear complaints within 14 days of a complaint being lodged. The committee has the power to take appropriate disciplinary action including the termination of membership.
10.3 The outcome of a disciplinary hearing should be notified in writing to the person who lodged the complaint and the members against whom the complaint was made within 14 days of the hearing.
10.4 There will be the right of appeal to the committee following disciplinary action being announced. The committee should consider the appeal within 14 days of the Secretary receiving the appeal.
11. Meetings of the Club
11.1 The AGM shall be held on a suitable date in November and must occur by the end of the membership year. Four weeks notice must be given to members of the AGM.
11.2 Quorum shall be 20% of members eligible to vote in that meeting.
11.3. The agenda for the AGM shall be circulated one week prior to the meeting and will include:
a) details of existing Officers and committee members willing to stand for re-election
b)nominations for positions of Officers and committee members of the club will be open until the point at which the Chairperson puts the matter to the vote
c)notice of any additions or amendments to the Constitution
d)Written reports from the Chairman and Secretary, together with an income and expenditure account and written report from the Treasurer
11.4 An Extraordinary General Meeting (EGM) shall be called if a minimum 10% of Active Members of the Club makes such a request in writing to the Chairperson. This will take the form of requesting an EGM and the agenda item(s) to be discussed.
11.5 An EGM shall have all the powers and authority of an AGM. Two weeks notice must be given to members of a forthcoming EGM.
11.6 Voting at all General Meetings shall be one member, one vote, either by a show of hands or, if requested, a secret ballot.
11.7 Any member unable to attend a General Meeting will be allowed a proxy vote. This must be conveyed to the Secretary in writing prior to the meeting.
11.8 All matters shall be decided on a straight majority. In the event of a tie the Chair will have the right to a casting vote.
12. Changes to the Constitution
The Constitution may be amended or revoked by the members present at a General Meeting, but the changes must have been notified as part of the agenda and not tabled at the meeting.
13. Dissolution
13.1 The Club shall be dissolved upon a resolution to that effect passed by a quorate General Meeting. Following this resolution the Secretary, Treasurer and Chairperson shall take appropriate action to convert into money all property of the Club and to discharge all debts and liabilities of the Club.
13.2 In the event of dissolution, any assets of the club that remain will become the property of the governing body (The British Triathlon Association) or some other club with similar objectives to those of the club, with the agreement of the majority of members of the club. Any monies received from outside funding should be returned to source.
14. Exemption from Liability
14.1 Neither Club officials nor members will be liable to any member or guest for injury, loss or damage to self or property occurring through the process of reasonable Club activities.
14.2 Failure by any member to follow the due process of law will negate this clause.