Club Constitution & Rules

General

Clapham Chasers was formed and is governed by a group of individuals with a passion for running, cycling and swimming. Their efforts to build this Club have been completely for the benefit of the members and do so on a voluntary basis. The foundations of the club are based on a friendly and social atmosphere that we are keen to preserve. Please respect this, the efforts to build this team and help maintain this ideal. Although we hope it will never be necessary we will have to address any behaviour that may be offensive to other members. The Committee will manage any such process.

Title

The name of the Club is Clapham Chasers

Objective

The objective of the Club is the promotion of Amateur Athletics and Triathlon. More specifically, the aim of the club is to bring social, fun and team sport to the local area.

Club Colours

The club colours are blue, green and white.

Management

The Club consists of Ordinary Members, Honorary Officers and General Committee Officers, together being the Members

The Honorary Officers of the Club shall be the Chairman, the Treasurer and the Secretary who shall be elected by the Members at the Annual General Meeting and in accordance with the rules governing such procedures and shall remain in office until the end of the Annual General Meeting on the year their term expires.

The Management of the Club is vested in a Committee consisting of the Honorary Officers and no more than 9 General Committee Officers: all to be elected annually. Six to make a quorum.

The General Committee Officers shall be elected annually, and serve for the period from the adjournment of the AGM at which they are elected until the adjournment of the following AGM, or the Term of the Committee, except as otherwise provided in these rules.

Honorary Officers and General Committee Officers shall be eligible for re-election, except if excluded elsewhere in these Rules.

Any Committee Officers may resign by giving 7 days notice in writing to the Chairman of the Committee. On resignation the Committee Officer must pass on all official documents or property to the Chairman or Secretary and must not keep any documents, property or information for any other purpose after resigning.

The Committee shall meet at least every 8 weeks with a minimum of 7 days’ notice to the General Committee Officers. The Chairman shall provide an agenda and the Secretary will take accurate minutes.

A decision of the Committee will be binding on all Honorary Officers and General Committee Officers.

The Committee has power to fill any vacancies that may arise.

The Committee may delegate functions and responsibilities to sub-committees or Club Members who will report back to a specific General Committee Officer.

Compliance

The Club shall maintain affiliation with the British Triathlon Federation, England Athletics and any other appropriate governing bodies for the benefit of the Club and the Members. The Club shall purchase insurance that is made available by the British Triathlon Federation and England Athletics.

The Club shall observe the Code of Conduct and ensure compliance with the same by Members of the Club.

Any changes to the Constitution, Rules or Code of Conduct must be approved by the Committee.

Membership

The Members of the Club are those who apply, are admitted and maintained in the membership database of the Club and who have paid the relevant Club subscription.

Subscription

The annual subscription of the Club shall be a fixed annual fee as agreed by the Committee, payable on the 1st April of each calendar year. Should any membership be declined in the Committee Meeting then the subscription fee will be refunded.

The initial subscription fee will be pro-rated up until the following 31st March. The initial subscription period will also be up until the 31st March. All following periods will be for further annual periods directly following the termination of the previous year and upon payment of the then due subscription fees.

Membership to Clapham Chasers will automatically be terminated if any subscription is not renewed within three months from the end of their previous subscription period. 

The name and address of any person expelled from the club will be sent to the appropriate governing bodies.

Resignation

A Member intending to withdraw from the club shall give notice in writing to the Secretary, and their membership terminates on the date of that notice unless they are financially indebted to the club, in which case the Committee may withhold acceptance of the resignation until the Member has discharged their liability. A Member not having tendered their resignation prior to the end of their subscription year shall be liable for the ensuing year's subscriptions.

Annual General Meeting

An Annual General Meeting (AGM) shall be held during the month of November in every year to receive the Committee's report and financial statement, elect Officers and deal with any other matters specified on the Agenda. The Secretary must give every Member 21 days’ notice of the meeting, and notice of any business, which is desired to be placed on the agenda, must be given in writing to the Secretary at least 14 days prior to the meeting.

At the AGM;

i)                  the Chairman, Treasurer and Secretary will deliver the annual report including annual accounts, reports, membership status and main Club developments;

ii)                 the election process for the Honorary Officers and General Committee Members will take place;

iii)                other motions or agenda items that were proposed prior to the meeting will be discussed.

All nominations to the AGM for Officers of the Committee for the following year shall be received in writing by the Secretary at least 14 days prior to the AGM. A list of nominees for the Officers of the Committee shall be sent to all Members of the club at least 7 days prior to the AGM.

Any Member of one year's standing who at the relevant time is a first claim Member may be nominated by any other two Members, with his/her approval, as a candidate for any of the posts of Honorary Officer or General Committee Officer by notice in writing (including email) to the Secretary at least two weeks before the date of the Annual General Meeting. The nomination shall clearly state for which position the member is standing. Candidates for the posts of General Committee Officers shall also clearly state for which role, as listed on the Website and the current Officer in that position, the member is standing.

If the number of candidates for the post of Chairman, Secretary, Treasurer or each specified role of General Committee Officer (as each falls for election) is only one, that candidate shall be declared elected. If the number of candidates is more than one, balloting lists shall be prepared containing in alphabetical order all the names thus proposed: every eligible Member may vote for each office, and voting shall be by the Alternative Vote with the first candidate to reach a majority elected. Ballots shall be carried out for the posts in the order of Chairman, Secretary, Treasurer and then General Committee Officer roles in the order they are listed on the website.

The Annual General Meeting shall elect from those present a Returning Officer to oversee the elections conducted at the meeting.

A decision of the Club at the AGM shall be binding on all Members of the Club and Officers of the Committee if it is supported by the general majority i.e. greater than 50%.

Special General Meeting

The Secretary must call a Special General Meeting within 14 days of receipt by him of a requisition in writing signed by at least ten members of the club, stating the business to be brought before such a meeting.

If the Committee calls the meeting at least 75% of the Honorary Officers and General Committee Officers and 10% of the Members must support the requisition of the club at that time and be present at the meeting.

An agenda shall be sent out to all Members at least 7 days prior to the meeting.

If the nature of the requisition is of financial matters then the Treasurer or a deputy appointed by the Treasurer must be present.

A decision at the meeting shall be binding on all Members of the Club and Officers of the Committee if it is supported by the general majority i.e. greater than 50%.

Alteration in Constitution & Rules

No alteration or addition may be made to the Constitution & Rules, except by an AGM or a Special General Meeting called for the purpose. Notice of any proposed amendment must be given as provided within these rules.

Complaints

Any Member who believes the conduct of another Member of the club is contrary to the Constitution of the Club should inform the Chairman in writing. The Chairman will contact all parties individually. The Chairman will inform the Committee of his or her recommendation. The Committee will approve the recommendation or agreed action if the majority of the Committee agree i.e. greater than 50%. The Chairman will inform the Members involved of their decision.

Disciplinary Procedure

Each member should follow the general club Code of Conduct. The Club will not accept any form of offensive behaviour.

The Committee shall have the following options at its disposal under this procedure following any failure by a Member to adhere to the Code of Conduct, Club Rules or governing body regulations;

i)                  Call a member to any Committee Meeting and issue a verbal warning.

ii)                 Request the Member to reimburse the Club for any expenses incurred by the Club on behalf of the Member or as a result of the Member’s action or omissions.

iii)                Impose a period of suspension.

iv)                Terminate the membership if the Member is in serious breach of the Code of Conduct or Club Rules.

During any suspension period the member will not be allowed to participate in any activities at or on behalf of the Club. The Member will also be removed from any online forums or groups.

The Member shall be informed in writing of the reasons for the suspension and the date from which the suspension shall commence and, if appropriate, when the individual’s membership of the Club shall be reinstated.

Notification of the disciplinary action taken will be forwarded to the appropriate governing bodies.

Appeals Procedure

A Member may appeal a decision of the Committee in respect of the disciplinary action. The appeal must be in writing to the Secretary at least 14 days after the Member after they were notified.

The appeal shall be heard at the Appeals Committee not later than 14 days after the appeals procedure has been invoked.

The Appeals Committee shall have the power to confirm, set aside or alter any sanction imposed by the Committee.

The Appeals Committee shall consist of the Chairman and two ordinary registered Members of the Club selected by the Chairman subjected to approval by the aggrieved Member.

Notification of the outcome of any appeal shall be forwarded to the appropriate governing body.

Injuries

Neither the Club nor the Committee shall be liable for injuries incurred by Club members on official Club nights or in their own time. Reference to the club's insurance may be appropriate in case of injury.

Accounts

The club shall be deemed as non-profit making and as such any surplus income or gains shall be reinvested into the club. Surpluses or assets cannot be distributed to its members or to third parties.

The Treasurer shall keep the accounts of the Club and shall make up the annual statement of accounts and balance sheet of the Club to be presented at the AGM.

The Committee must authorise all expenditure above £100 per item. The Treasurer may authorise expenditure below £100 per item.

Dissolution

The Club may be dissolved at any time by a majority vote of greater than 75% of Members present at a Special General Meeting or AGM. No Member shall be entitled to financially benefit from the dissolution of the Club.

Indemnity

To the extent permitted by law taking into consideration existing British Triathlon Federation and England Athletics insurance cover, every Officer of the Committee and Club Coach is indemnified by the Club against all costs, charges, losses, expenses and liabilities incurred by him or her in the execution or discharge of his or her duties as Officers of the Committee, except in the event of gross negligence or wilful misconduct of the Officer or Club Coach.

Declaration

Clapham Chasers hereby adopts and accepts this Constitution as a current operating guide regulating the actions of the Members. This was passed unanimously by all Committee Officers on the 5th September, 2013.