Calne SMaRTT Running and Triathlon Club Constitution

Name and Standing of the Club

The club shall be named Calne SMaRTT and will be affiliated to the South of England Athletics Association, Wiltshire Athletics Association, England Athletics & Triathlon England.

The club is an independent club built on the foundation of integrity and fairness. The Club Constitution sets the rules about how the club is organised and how members are involved in the decision making.

 

Aims & Objectives

The aims and objectives of the club will be:

  • To offer coaching and competitive opportunities and to facilitate training in Running, Cycling and Swimming for Male and Female Athletes.
  • To provide a variety of sporting activities to develop and challenge members into progressing with personal fitness and achieving their athletic goals
  • To promote the club and athletics within the local and wider community.
  • To provide access for younger athletes to develop in triathlon and running
  • To ensure duty of care to all members of the club.
  • To provide all its services in a way that is fair to everyone.
  • To ensure that all present and future members receive fair and equal treatment.

The club should take due care to consider any impact on the local community and other bodies when implementing changes to coaching, events, competitions or other practices. The Club shall promote inclusion, opportunity and social harmony to all members.

Membership

Membership of the club is confined to amateurs as defined by UK Athletics in the rules for Competition Handbook.

A candidate for Membership must apply in writing on a form provided for the purpose, All members will be subject to the regulations of the constitution and by joining the club will be deemed to accept regulations and codes of conduct that the club has adopted. In particular no member will seek to use the club to further their own aims or ambitions or undertake any actions which is to the detriment of the clubs aims or ambitions.

 

Subscription

Membership fees will be set annually and agreed by the Management Committee or determined at the Annual General Meeting.

Subscriptions to the club will be paid annually.

The subscription becomes due on the 1st April and should be paid no later than the 30th April.
Any payment received between the 1st May and the 31st May will incur a £5.00 administration fee.

If payment has still not been received by the 31st May the membership will be cancelled and access to online forums and inclusion on club mailing lists will be removed.

Membership fees will not be reimbursed if a member resigns or is expelled before the end of the club year.

Committee

The Management of the Club is vested in a committee consisting of a committee of 6 which will be elected by the Club Members.

All committee members are responsible for club leadership and setting the direction of the club to ensure that it develops in a sustainable way to the benefit of members and the local area supported by the club.

Committee members have a responsibility for ensuring that any facilities, activities or events are to benefit the club members and not for personal gain of other club members, committee members or associates.

If the club were to promote any activity where a club member would benefit then this should be discussed by the Management committee. If agreed to still offer the activity or event, then the club member interests should be openly stated in any information about the event. This includes any informal discussions on social media.
The nominated Management Committee positions are:

Club Chairman
Club Treasurer
Club Secretary
Club Performance Member
Club Development Member
Club Social Member

All 6 committee members have a right to vote on all club matters. In the event of a tied vote the Chairman’s vote will be decisive.

Committee members will be re-elected each year at the AGM.

An opportunity for club members to nominate themselves to be considered for a committee role will be available at each AGM.

If there is more than a single nomination for each committee role, then there would be a vote for the nominated candidates.

The candidate obtaining the majority of votes would be elected.

Should a committee member resign from their post during the year the committee has the discretion to call an EGM to elect a new member.

Committee members being elected at an EGM do not have to be re-elected at the subsequent AGM.

The Management Committee 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 conduct and rules that affect the organisation of the club.

The Management Committee will have powers to appoint sub-committees as necessary and appoint 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.

Finance

All club monies will be banked in an account held in the name of Calne SMaRTT. The Club Treasurer will be responsible for the finances of the club.

The financial year of the club will end on: 31st December.

An audited statement of annual accounts will be presented by the Treasurer at the Annual General Meeting.

Any cheques drawn against club funds will hold the signatures of the Treasurer plus up to three other officers.

Annual General Meetings

Notice of the Annual General Meeting (AGM) will be given by the Club Secretary.

The AGM will receive a report from officers of the Management Committee and a statement of the audited accounts.

Nominations for officers of the Management Committee will be sent to the Secretary prior to the AGM.

All members have the right to vote at the AGM.

At the Management committees’ discretion, an online voting option can be used to ensure that a full participation of voting is obtained.

The quorum for AGMs will be 25% of the membership.

The Management Committee has the right to call Extraordinary General Meetings (EGMs)

Disciplinary and Appeals Procedure

All complaints regarding the behaviour of members should be submitted in writing to the Secretary.

The Management Committee will meet to hear complaints within TWENTY-ONE 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 SEVEN 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 TWENTY-ONE days of the Secretary receiving the appeal.

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 The Members.

Alteration of rules

The Club Secretary shall give to every member at least 7 days’ notice of the time and place of Annual General Meeting along with the business to be dealt with at any meeting.

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

Data Protection

The Club Chairman will be the club data manager and ensure that there is a valid up to date and relevant data protection policy.

This is to ensure that any information on club members is held securely and not distributed to third parties without the authorisation of the individuals concerned.