YEOVIL TOWN ROAD RUNNING CLUB CONSTITUTION
1. The club shall be called “YEOVIL TOWN ROAD RUNNING CLUB”, hereafter referred to as the Club and shall be affiliated to England Athletics or any other suitable organisation as decided by the Committee.
To encourage, promote and develop all aspects of running for men and women of Yeovil and the surrounding area and to organise, arrange and participate in running events.
In addition to this Constitution, the Club shall have a separate set of rules (“the Rules”) governing the general running of the Club. The Rules are to be published on the Club website.
Membership is confined to amateurs, as defined by the laws of England Athletics.
It is open to all adult individuals aged 18 or over regardless of gender, race or ability.
Application for membership shall be made on the appropriate form or in electronic format from the Club website and the appropriate membership fee shall accompany all applications.
The membership fee will be determined by the members of the Committee
The Club has an absolute power of acceptance of membership applications.
All members will be subject to the regulations of this Constitution and by joining the Club will be deemed to accept this Constitution and the Rules. A copy of this Constitution will be published on the Club website.
If a member wishes to resign from the Club, they must follow the procedures laid down by England Athletics. No refund of subscription will be made to a resigning member unless approved by the Committee.
Life membership will ordinarily be granted only in recognition of a significant personal contribution to the Club affairs. The total number of Life Members is not limited but only two Life Memberships may be granted in one financial year. Individuals to be appointed as Life Members shall be proposed by the Committee, and elected at the next Annual General Meeting providing they have the support of the majority of voting members present. Life Members are exempt from payment of annual subscriptions but must pay their EA fees if they are still running with the Club and taking part in competitions. They have the same rights as Ordinary members.
The Officers of the Club shall be:
- Vice Chairman
- Membership Secretary
- Kit Manager
- Men’s Club Captain
- Ladies Club Captain
- Run Co-ordinator
- Welfare Officer
- Data Protection Officer
Posts are to be elected at each Annual General Meeting, and to hold office until the next Annual General Meeting.
6. THE COMMITTEE
The Committee shall be formed by the Officers and the Race Directors, who shall conduct the affairs of the Club. The Committee shall meet at agreed monthly intervals.
Notice of Committee Meetings shall be given at least seven days prior to the meeting, and should any member of the Committee be absent from four successive meetings, the Committee shall have power to remove that member from office unless a satisfactory explanation is given.
Four members of the Committee shall form a quorum.
The Committee shall have the power to fill any vacancies occurring between successive Annual General Meetings and appoint any other Committee posts as shall be required between Annual General Meetings.
Any such new post is to be confirmed at the next Annual General Meeting.
A non-member or second claim member of the Club may become an Associate Member of the Club Committee at the invitation of the Committee. Non-members cannot represent the Club or be involved in any athletic activities. Second claim members will maintain their second claim privileges. Associate membership of the Club Committee can be terminated at any time by the Committee.
The Committee shall have the power to appoint a sub-committee and to co-opt any person to serve on such committee. The duties of the Committee shall be:
- To control the affairs of the Club on behalf of the members.
- To keep accurate accounts of the finances of the Club through the Treasurer. The Club shall maintain a current bank account and cheques will be signed by the Treasurer.
- To make amendments and alterations to the Rules.
- To make decisions on the basis of a simple majority vote. In the case of equal votes the Chairman shall be entitled to an additional casting vote.
- To determine the annual subscription for members
7 ANNUAL GENERAL MEETINGS
The financial year of the Club shall end on the 31st March and the Annual General Meeting shall be held at some time during the first two months of the following Club year.
Notice convening an Annual General Meeting shall be posted on the website not less than seven days before the meeting and shall specify the matters to be dealt with.
The business of the Annual General Meeting shall be:
- To confirm the minutes of the previous Annual General Meeting.
- To receive, and, if approved, to adopt a statement of the Club’s accounts from the Treasurer to the end of the preceding club year.
- To consider, and if approved, sanction any alteration to the Club Rules or Constitution.
- To appoint the Officers and other members of the Committee.
- To appoint an auditor or auditors.
- To deal with any special matter, which the Committee wish to bring before the members and to receive suggestions from the members for consideration by the Committee.
Each fully paid member of the Club shall be entitled to one vote at the Annual General Meeting.
Decisions made at an Annual General Meeting shall be by a simple majority vote from those full members attending the meeting. In the event of equal votes the Chairperson shall be entitled to an additional casting vote.
8 EXTRAORDINARY GENERAL MEETINGS
In addition to the Annual General Meeting, an Extraordinary General Meeting may be convened within twenty eight days of the receipt of a requisition in writing, signed by not less than ten members, specifying the object of the business for the Extraordinary General Meeting.
Meeting is desired:
- To consider and, if approved, sanction any duly made alteration of the Rules.
- To deal with any special matter which the Committee may wish to place before the members, including the expulsion of a member.
- To receive the resignation of the Committee, or to remove any Committee member and fill vacancies that result.
- To deal with any special matter, which the members require to put before the Club.
9 EXPULSION FROM THE CLUB
The Committee shall have the power to expel from the Club, any member, who for any reason, the Committee considers to be unfit for membership.
10 DISCIPLINE AND APPEALS
The Club shall not tolerate the physical or mental abuse, harassment, discrimination, or defamation of any of its members during or subsequent to Club events.
Any member may be disciplined or excluded from membership of the Club if his or her conduct has been or is likely to be prejudicial to the interests of the Club.
All complaints regarding the behaviour of members should be presented and submitted in writing to the Secretary or the Chairman.
The Committee will meet to hear complaints within twenty eight days of the 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 twenty eight days of the hearing.
There will be the right of appeal to the Committee following the disciplinary action being announced. The Committee should consider the appeal within twenty eight days of the Chairman receiving the appeal.
11 ALTERING THE CONSTITUTION
No alteration or addition to this Constitution shall be made unless approved by a two thirds majority at an Annual General Meeting or an Extraordinary General Meeting.
The notice for that Annual General Meeting or Extraordinary General Meeting must detail the proposed alteration or addition. Anyone wishing to have such an alteration or addition proposed should give notice to the Secretary at least seven days prior to such meeting.
If at any Annual General Meeting or Extraordinary General Meeting of the Club a resolution is passed calling for the dissolution of the Club, the Secretary shall immediately convene an Extraordinary General Meeting of the Club to be held not less than one month later to discuss the vote on the resolution.
If at that Extraordinary General Meeting the resolution is carried by at least two thirds of the members present at the meeting, the Committee shall thereupon, or at such date as shall have been specified in the resolution, proceed to realise the assets of the Club and discharge all debts and liabilities of the Club.
After discharging the debts and liabilities of the Club, the remaining assets should be given or transferred to some other voluntary organisation having objects similar to those of the Club.