Club Constitution

Club Constitution – March 2016

Approved at the AGM on 25th February 2016

1. Name

The club will be called Queensbury Running Club and will be affiliated to England Athletics.

2. Aims and objectives

The aims and objectives of the club will be:

  • To offer coaching and competitive opportunities in running
  • To promote the club within the local community
  • To ensure a duty of care to all members of the club
  • To provide all its services in a way that is fair to everyone

3. Club Equity Policy Statement

Queensbury Running Club respects the rights, dignity and worth of every person and will treat everyone equally within the context of their sport, regardless of age, ability, gender, race, ethnicity, religious belief, sexuality or social/economic status.

Queensbury Running Club is committed to ensuring that equity is incorporated across all aspects of its development. In doing so it acknowledges and adopts the following Sport England definition of sports equity:

Sports equity is about fairness in sport, equality of access, recognising inequalities and taking steps to address them. It is about changing the culture and structure of sport to ensure that it becomes equally accessible to all members of society, whatever their age, ability, gender, race, ethnicity, sexuality or socio-economic status.

Queensbury Running Club is committed to everyone having the right to enjoy their sport in an environment free from threat of discrimination, intimidation, harassment and abuse.

All Club members have a responsibility to challenge discriminatory behaviour and promote equality of opportunity.

Queensbury Running Club will deal with any incidence of discriminatory behaviour seriously, according to our disciplinary procedures – see section 10.

4. Membership

To ensure all present and future members receive fair and equal treatment.

Membership should consist of officers and members of the club.

All members will be subject to the regulations of the constitution and by joining the club will be deemed to accept these regulations and codes of practice that the club has adopted.

Members will be enrolled in one of the following categories:

  • Full member
  • Associate member (this is solely for those those joining the club in the last quarter of the year before UKA registration fees are paid, otherwise full membership fees are paid)
  • Life member

5. Membership fees

Membership fees will be set annually and agreed at the Annual General Meeting.

6. Officers of the club

Committee Roles

  • Chairperson
  • Secretary
  • Treasurer
  • Welfare Officer
  • Coaching Coordinator
  • Race Director

Supporting Roles

  • Social Secretary
  • Race Results Officer
  • Webmaster
  • Club Kit Manager
  • Awards Coordinator
  • Any other relevant position

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

7. Management Committee

  • The club will be managed through the Management Committee consisting of Officers with Committee Roles. Only these posts will have the right to vote at meetings of the Management Committee.
  • The Management Committee meetings will be convened by the Secretary of the club and held no less than four times per year.
  • The quorum required for business to be agreed at Management Committee meetings will be four.
  • The Management Committee will be responsible for adopting new policy, codes of practice and rules that affect the organisation of the club.
  • The Management Committee will have powers to appoint subcommittees  and advisers to the Management Committee as necessary to fulfil its business.
  • The Management Committee will be responsible for disciplinary hearings of members who infringe the club rules/regulations/constitution. The Management Committee will be responsible for taking any action of suspension or discipline following such hearings.

8. Finance

All club monies will be banked in an account held in the name of the club. The Club Treasurer will be responsible for the finances of the club. A statement of annual accounts will be presented by the Treasurer at the Annual General Meeting.

Any cheques drawn against club funds that are over £50 should hold the signatures of the Treasurer plus up to two other officers.

9. Annual General Meetings

Notice of Annual General Meetings (AGM) will be given by the Club not less than 21 clear days before the meeting.

The AGM will receive a report from officers of the Management Committee and a statement of the accounts. Nominations for officers of the Management Committee will be sent to the Secretary prior to the AGM. Elections of officers are to take place at the AGM. All members have the right to vote at the AGM. The quorum for AGMs will be 25% OF THE MEMBERSHIP.

The Management Committee has the right to call Extraordinary General Meetings (EGMs) outside the AGM. Procedures for EGMs will be the same as for the AGM.

10. Discipline and appeals

All complaints regarding the behaviour of members should be presented and submitted in writing to the Welfare Officer. The Management 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.

The outcome of a disciplinary hearing should be notified in writing to the person who lodged the complaint and the member against whom the complaint was made within 14 days of the hearing.

There will be the right of appeal to the Management Committee following disciplinary action being announced. The committee should consider the appeal within 14 days of the Welfare Officer receiving the appeal.

11. Dissolution

A resolution to dissolve the club can only be passed at an AGM or EGM through a majority vote of the membership. In the event of dissolution, any assets of the club that remain will become the property of another club with similar objectives to those of Queensbury Running Club.

11. Amendments to the constitution

The constitution will only be changed through agreement by majority vote at an AGM or EGM.

12. Declaration

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

Signed: Date:

Name: Position: Club Chair

Signed: Date:

Name: Position: Club Secretary