Sleaford Striders Athletics Club – Constitution

Below is the Clubs’ Constitution. There is a downloadable PDF at the bottom of the page.

1. Title

1.1 The club will be called Sleaford Striders Athletics Club (hereinafter to be referred to as ‘the Club’) and will be affiliated to England Athletics.

2. Aims and objectives

2.1 The aims and objectives of the club will be:
a. To encourage the practice, promotion, development and participation of amateur athletics in Sleaford and the wider community;
b. To offer training and competitive opportunities in Athletics to the club members
c. To organise open, club and handicap running races;
d. To organise teams to represent the club in championships and league and is such other competitions as the Committee shall decide;
e. The club shall cater for the following athletics disciplines: Road running, cross country, running, walking and track and field;
f. To promote the club within the local community and Athletics;
g. To ensure a duty of care to all members of the club;
h. To provide all its services in a way that is fair to everyone.

3. Club Equity Statement

3.1 This 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 it becomes equally accessible to everyone in society.

3.2 The 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.

3.3 The club is committed to everyone having the right to enjoy their sport in an environment free from threat of intimidation, harassment and abuse.

3.4 All club members have a responsibility to oppose discriminatory behaviour and  promote equality of opportunity.

3.5 The club will deal with any incidence of discriminatory behaviour seriously, according to club disciplinary procedures.

4. Membership

4.1 Membership of the Club shall be open to anyone interested in the sport on application regardless of sex, age, disability, ethnicity, nationality, sexual orientation, religion or other beliefs. However, limitation of membership according to available facilities is allowable on a non discriminatory basis.

4.2 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.

4.3 Any person who wishes to become a Member must submit an application in such form as the committee shall decide. Every candidate for membership shall be considered by the Committee, which shall admit that candidate to membership of the Club unless to do so would be contrary to the best interests and good conduct of the Club.

4.4 Members will be enrolled in one of the following categories:

• Full member;
• Associate/Social/Non competitive member;
• Junior member (under 18); and
• Life member.

4.5 A Member may resign from the Club on 30 days clear notice to the Club. Resignation shall be considered by the Committee within one calendar month of receipt and will be held as effective from the date of tendering. Resignations may not be accepted if the member is financially indebted to the Club, i.e. has not paid their subscription for the current year and acceptance of the resignation will be withheld until the debt has been discharged.

4.6 The Committee shall have the power to refuse membership, suspend or exclude any Club member for contravention of this Constitution, documented rules or published codes of conduct that may exist at that time. In exercising these powers the Committee shall adhere to the Club’s disciplinary procedures. Appeal against refusal or removal may be made to the Members.

5. Membership fees

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

5.2 The Club may have different classes of membership and subscription on a non discriminatory and fair basis. The Club will keep subscriptions at levels that will not pose a significant obstacle to people participating.

5.3 Annual subscriptions shall become due for payment on 1st April each year. For new members joining the club after 1st October each year, half yearly subscriptions will be paid.

5.4 Juniors will pay an additional entrance fee per junior training session. This additional fee will be waived for any children of club volunteers/coaches assisting the specific training session.

5.5 Any member failing to make payment by 1st July shall cease to be entitled to the rights and privileges of membership and may be expelled provided that notice has been sent at least twice to the member’s last known email address informing him/her of the proposed actions.

6. Management of the Club

6.1 The management of the club shall be vested in a Committee that shall consist of the following officers:

• Chair;
• Vice Chair;
• Honorary Secretary;
• Treasurer;
• Junior Co-ordinator; and
• Any other relevant position(to a maximum of 10 additional posts).

6.2 Officers will be elected annually at the Annual General Meeting. Any person nominated as a member of the Management Committee must be a club member of not less than 1 year standing.

6.3 All officers will retire each year but will be eligible for re-appointment.

6.4 Five elected Committee members are required for a quorum for a Committee meeting to take place providing the Chairman or Secretary is also present.

6.5 The Management Committee meetings will be convened by the Secretary of the club and held no less than 4 times per year.

6.6 The Management Committee will be responsible for adopting new policy, codes of practice and rules that affect the organisation of the club.

6.7 The Committee shall have the power to fill vacancies if they arise and to co-opt members for particular projects, but co-opted members shall not have a Committee vote.

6.8 The Committee shall also have the power to establish any sub Committee deemed appropriate to assist in meeting the objectives of the Club , and to delegate to these sub Committees such duties as may be considered appropriate.

6.9 The Committee shall also have the power to appoint individual to perform specific duties on behalf of the committee and to delegate to those individuals such duties as they consider appropriate.

6.10 The Committee will be responsible for disciplinary hearings of members who infringe the club rules/regulations/constitution. The Committee will be responsible for taking any action of suspension or discipline following such hearings.

6.11 An officer of the Committee shall be deemed to have vacated office if:
a. He/she resigns his office by notice to the Club;
b. He/she shall, without sufficient reason, has been absent for three or more consecutive meetings of the management Committee and the Management Committee resolved that his/her office be vacated; or
c. He/she is requested to resign by not less than two-thirds of the other Management Committee members acting together.

7. Annual General Meetings (AGM)

7.1 The Annual general Meeting (AGM) will be held in November.

7.2 Notice of Annual General Meetings (AGM) will be given by the Club Secretary. Not less than 21 clear days notice to be given to all members.

7.3 At the AGM the meeting will:
a. Receive the annual report of the Chairman;
b. Receive the financial statements and Treasurers report
c. Elect officers and Committee for the following year
d. Consider any amendment to the constitution of which due notice has been given to all members. Any proposed change to the constitution must be received by the Secretary at least 14 days preceding the meeting in order that all members shall have sufficient notice of the proposal.

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

7.5 At least 21 days notice shall be given to members of the date, venue and agenda items of the AGM.

7.6 All registered members of the Club at the meeting who are aged 18 years or more shall have one vote. IN the case of an equality of votes, the Chairman will have a second, casting vote. Voting shall be by a show of hands except where the Chairman decides voting shall be by ballot.

7.7 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.

8. Extra-Ordinary General Meeting (EGM)

8.1 An EGM may be called by the Committee to discuss changes to the Constitution and Rules or any other Club business too urgent to wait for the AGM.

8.2 An AGM must be called if 25% of voting members so petition the Secretary in writing.

8.3 Three weeks notice of an EGM must be given to all members by email or in writing together with the motion(s) to be discussed. No other business shall be conducted.

8.4 Procedures for voting shall be as used for the AGM

9. Finance

9.1 All club monies will be banked in an account held in the name of the club.

9.2 The Club Treasurer will be responsible for the finances of the club. The financial year of the club will end on: 31 October

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

9.4 The club budget will be set by the Committee following the Annual General Meeting and subsequent spending above budget agreed budget levels may only be authorised at a Committee meeting.

9.5 Any cheques drawn against club funds should hold the signatures of the Treasurer plus one other officer.

9.6 No member shall be paid a salary, bonus fee or other remuneration for competing for the Club.

10. Property and Funds

10.1 The property and funds of the Club cannot be used of the direct or indirect private benefit of members other than as reasonably allowed by the Rules and all surplus income or profits are reinvested in the Club.

10.2 The Club is a non-profit distribution organisation. All surpluses will be used to maintain or improve the Club’s facilities and in the furtherance of the Club’s objectives. No surplus will be distributed other than to another community sports club for athletics, to UKA for use in community related athletics initiatives or to a charitable organisation.

10.3 The Club may provide sporting and related social facilities, sporting equipment, coaching courses, insurance cover, medical treatment, travel expenses and other ordinary benefits of Community Amateur Sports Clubs as provided for in the Finance Act 2002.

10.4 The Club may also in connection with the sports purposes of the Club:
• Sell and supply food, drink and related sports clothing and equipment;
• Employ members and remunerate them for providing goods and services, on fair terms set by the Committee without the person concerned being present;
• Pay for reasonable hospitality for visiting guests;

10.5 Indemnify the Committee and members acting properly in the course of the running of the Club against any liability incurred in the proper running of the Club (but only to the extent of its assets).

10.6 The Committee will have due regard to the law on disability discrimination and child protection.

11. Discipline and appeals

11.1 All concerns, allegations or reports of poor practice/abuse relating to the welfare of children and young people will be recorded and responded to swiftly and appropriately in accordance with the club’s child protection policy and procedures. The club Welfare Officer is the lead contact for all members in the event of any child protection concerns.

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

11.3 The Management Committee will meet to hear complaints within 28 days of a complaint being lodged. The committee has the power to take appropriate disciplinary action including the termination of membership.

11.4 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 7 days of the hearing.

11.5 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 Secretary receiving the appeal.

12. Winding Up

12.1 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 general meeting.

12.2 The committee will then be responsible for the orderly winding up of the Club’s affairs.

12.3 After settling all liabilities of the Club, the Committee shall dispose of the net assets remaining to one or more of the following:
a. To another Club with similar sports purposes which is a registered charity and/or
b. To another Club with similar sports purposes which is a registered CASC; and/or
c. To the Club’s national governing bodies for use by them for related community sports.

13. Amendments to the constitution

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

14. Priority

14.1 Where there is any conflict between any of the above Rules (“key Rules”) and any other rule or rules the key Rule(s) will take priority. Interpretation of all the Rules must be consistent with the statutory requirements for CASCs (which means Community Amateur Sports Clubs as first provided for by the Finance Act 2002.)

15. Declaration

15.1 Sleaford Striders hereby adopts and accepts this constitution as a current operating guide regulating the actions of members.

Date: 1st December 2014

Name: Matt Lennard

Position: Club Chair