a. The Club shall be known as Tunbridge Wells Harriers (hereinafter to be referred to as “the Club”). The Club Colours shall be a “vest, or other garment as approved by the Committee, bearing royal blue and yellow vertical stripes with a plain dark-coloured lower garment”.
The objectives of the Club shall be:
a. To encourage the practice, promotion, development and participation of amateur athletics in Tunbridge Wells and the wider community.
b. To provide training and coaching for members.
c. To organise open, club, and club handicap running races.
d. To organise teams to represent the Club in championships and leagues and in such other competitions as the Committee shall decide.
e. The Club shall cater for the following athletics disciplines: Road Running, Track Athletics, Cross-Country Running and other sporting events which include a running discipline.
f. The Club shall seek to be affiliated to national and regional amateur athletic bodies as the Committee consider appropriate in order to carry out the objectives of the Club.
a. Membership of the Club shall be open to persons, aged 18 and above, who are amateurs as defined by UK athletics governing bodies at that time, 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.
b. Each membership application should normally be made by on-line electronic submission using the web site application form. Each candidate for membership must be considered by the Committee, which shall admit that person to membership unless to do so would be contrary to the best interests of the sport or the good conduct and interests of the Club. The appropriate subscription must accompany the application for membership.
The club welcomes first and second claim members.
c. Honorary life membership of the Club may be conferred upon any member, by a majority vote of those present at an AGM, in recognition of someone who has performed an outstanding service, or who has made an outstanding contribution to the Club.
d. The Committee shall have the power to suspend or exclude any 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, which will include an Appeals procedure.
a. Annual subscriptions shall become due for payment on 1st January each year, with the amounts being approved by the AGM.
b. The Club will keep subscriptions at levels that will not pose a significant obstacle to people participating.
c. Any member failing to make payment by 31st March shall cease to be entitled to the rights and privileges of membership, provided that notice has been sent at least twice to the member’s last known email or postal address informing him/her of the proposed action.
a. The management of the Club shall be vested in an elected Committee that shall consist of the Chairman, Treasurer and Secretary, together with a maximum of ten other members, who shall be Officers of the Club. Additionally there will be an Honorary President of the Club who shall perform duties representing the Club and may provide guidance on strategy and probity as required. The President shall be a member of the Committee and will be invited to Committee meetings. All the foregoing shall be elected at the AGM and remain in office until the conclusion of the AGM of the following year.
b. Five elected Committee members are required for a quorum for a Committee meeting to take place providing the Chairman, Vice Chairman or Secretary is also present.
c. The Committee shall have the power to fill vacancies if they arise and to co-opt members for particular projects; co-opted members shall not have a Committee vote.
d. The Committee shall also have the power to establish any sub Committee deemed appropriate to assist in meeting the objectives of the Club, such as, but not limited to, the promotion of open events, and to delegate to these sub Committees such duties as may be considered appropriate.
e. The Committee shall have the power to appoint individuals to perform specific duties on behalf of the Committee, and to delegate to those individuals such duties as they consider appropriate.
f. The Committee shall have the power to deal with any matter not covered by the rules.
6. Annual General Meeting
a. The AGM shall be held in the months of March or April as dictated by the practical circumstances applicable at that time.
b. At least 21 days notice shall be given to members of the date, venue and agenda items for the AGM. 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.
c. At the AGM the meeting will:
i Receive annual reports of the principal activities of the Club.
ii Receive the financial statements and the Treasurer’s report.
iii Elect the Club officers and other Committee members for the ensuing year.
iv Consider any amendment to the constitution of which due notice has been given to all members.
v Approve the annual subscription for the following year
v Transact any other notified business.
d. The quorum for a General Meeting shall be 25% of the fully paid up members, including Associate and Honorary Life Members, at that time.
e. All registered members of the Club at the meeting 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. Extra-Ordinary General Meeting
a. 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.
b. An EGM must be called if not less than 10 voting members so petition the Secretary in writing.
c. Three weeks’ notice of an EGM must be given to all the members by email or in writing together with the motion/s to be discussed. No other business shall be conducted.
d. Procedures for voting shall be as used for the AGM.
a. The financial year of the Club shall end on 31st December.
b. All funds belonging to the Club shall be deposited with a bank or building society in accounts that shall carry the Club title. All accounts shall operate on two signatories, one of whom will be the Treasurer and the other the Chairman, Secretary or President.
c. Expenditure above or outside agreed budgeted amounts may only be authorised at a Committee meeting.
9. Property and Funds
a. The property and funds of the Club cannot be used for 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. Surplus from open events may be distributed to charity(ies) as agreed by the Committee
b. 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 first provided for in the Finance Act 2002.
c. The Club may also in connection with the sports purposes of the Club:
i Sell and supply food, drink and related sports clothing and equipment.
ii Employ members and remunerate them for providing goods and services, on fair terms set by the Committee without the person concerned being present.
iii Pay for reasonable hospitality for visiting guests;
d. The Club shall 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, normally by taking out insurance as provided by affiliation to national bodies
e. The Committee will have due regard to the law on disability discrimination and child protection.
10. Winding Up
a. 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.
b. The Committee will then be responsible for the orderly winding up of the Club’s affairs.
c. After settling all liabilities of the Club, the Committee shall dispose of the net assets remaining to one or more of the following:
i To another Club with similar sports purposes which is a registered charity and/or
ii To another Club with similar sports purposes which is a registered CASC.
11. Alterations to the Constitution
The Constitution may be altered but only by a resolution passed by two-thirds of those present and voting at an AGM or an EGM called for that purpose.
12. Revision History
a. This Constitution was formally adopted at the AGM held on 25 March 2015 and replaces the club’s original Constitution used since its formation in 1982.
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