CONSTITUTION

Constitution Headings

  • Name
  • Aims & Objectives
  • Membership
  • Membership Fees
  • Officers of the Club
  • Committee
  • Finance
  • Annual General Meetings
  • Discipline & Appeals
  • Dissolution
  • Amendments to the constitution
  • Declaration

Name

The club will be called STAFFORD TRIATHLON CLUB and will be affiliated to TRIATHLON ENGLAND

The club will wear the colours of : BLACK, RED & WHITE

Aims & Objectives

  • To offer coaching and competitive opportunities in TRIATHLON
  • To promote the club within the local community and TRIATHLON
  • To ensure a duty of care to all members of the club
  • To provide all its services in away that is fair to everyone
  • To ensure that all present and future members receive fair and equal treatment
  • To provide coaching for the members and to promote and organize competitions
  • To cater for Triathlon, Multi-Sports and Adventure Sports and the individual sports of Swimming, Cycling & Running.

Membership

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 conduct that the club has adopted.

Members will be enrolled in one of the following categories:

  • Full member
  • Full member plus UK Athletics Affiliation
  • Junior member
  • Associate member
  • Family member
  • Life member (a member can be voted to become a life member and pay no annual fee by being nominated and receiving a majority vote at an AGM or EGM. This is usually awarded for contributions to the club or national representation over a number of years.

 Membership Fees

Membership fees will be set and agreed annually by the management committee and any changes will be voted on at the AGM.

Fees will be paid annually on the 1st April each year.

The management committee shall have the power to impose an increase to the annual membership of any renewing member who fails to renew their membership before the end of April.

The management committee shall have the power to expel any member who is 3 months in arrears.

Any member wishing to resign must do so in writing, addressed to the Chair or Secretary.  The resignation will be considered by the Committee within one calendar month of receipt and will be held as effective on the date of tendering.  Resignations will not be accepted if the member is financially indebted to the Club and acceptance will be withheld until the debt has been discharged.

Officers of the Club

  • Chair
  • Vice Chair
  • Secretary
  • Treasurer
  • Welfare Officer
  • Publicity Officer
  • Team Manager
  • Head Coach
  • Junior Head Coach
  • Junior Team Manager
  • Social Secretary
  • Open Water Representative
  • Webmaster
  • Cycling Secretary

Officers of the club will be elected annually at the Annual General Meeting.
All officers will stand down each year but will be eligible for re-appointment.
The Management Committee will have the power to fill any vacancies if and when they arise.

Committee

The club will be managed through the Management Committee ( MC ) consisting of;

All of the above named officers

Only these posts will have the right to vote on decisions made by the MC at meetings or when requested to do so by any other means to include, email, phone or closed social media options.

The MC will meet for club business on no less than 6 times per year.

The quorum required for business to be agreed at MC meetings or any other club business meetings will be 4 club officers.

The minutes of all MC meetings will be published following each meeting and a hard copy will be held by the secretary. The minutes will also be made available to the membership by any means deemed appropriate by the MC.

The MC will be responsible for adopting new policy, codes of conduct and rules that affect the organization of the club.

The MC will have the powers to appoint sub-committees as necessary and appoint advisers to the MC as necessary to fulfil its business.

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

Finance

All club monies will be banked in a suitable account held in the name of the club.

The club Treasurer will be responsible for the general management of finances of the club.

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

An audited statement of the annual accounts will be presented by the Treasurer at the AGM.

Any cheques drawn against club funds should hold the signatures of at least two of the designated signatories one of whom should be either, Treasurer, Secretary, Chair or Vice Chair.

Annual General Meetings

Notice of the Annual General Meeting (AGM) will be given by the club secretary no less than 21 clear days before the Meeting via the club website and to all members by any appropriate means.

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

Nominations of officers of the MC will be sent to the Secretary prior to the AGM.

Election of officers is to take place at the AGM, The 3 Principle posts of Chair, Secretary and Treasurer MUST be appointed at the AGM.
Any posts other than the 3 principle posts that are not filled can be appointed following the meeting so long as a nomination for a member is received and accepted by that member and the general membership is informed so that an Extra-ordinary General ( EGM ) meeting can be called if deemed necessary.

All members have the right to vote at the AGM.

The MC has the right to call EGMs outside of the AGM. The procedures for EGMs will be the same as for the AGM.

Discipline & Appeals

All complaints regarding the behaviour of members should in the first instance be reported to the Secretary by any appropriate means and then be submitted in writing.
The MC will meet to hear complaints within 7 days of a complaint being received in writing. The MC has the power to take appropriate disciplinary action including termination of membership.

The outcome of any discipline hearing will be given in writing to the person who lodged the complaint and to the member accused within 7 days of the hearing.

There will be the right of appeal to the MC following any discipline action being sanctioned. The MC should consider the appeal within 14 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 British Triathlon.

Amendments to the constitution

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