Club Constitution

STAC logoClub Constitution

    1. Title
      The club will be known as St Theresa’s Athletic Club (STAC) hereinafter after referred to as ‘the club’
    2. Aims and objectives
      The aims and objectives of the Club will be:

      1. To encourage the practice, promotion, development and participation of amateur athletics.
      2. To provide training and coaching for Club members.
      3. To organise open and club races.
      4. To organise teams to represent the Club in championships and leagues and in such other competitions as the Committee shall decide.
      5. The Club shall cater for the following athletics disciplines:
        • Road Running;
        • Track Running;
        • Cross-Country Running;
        • Fell Running;
        • Trail Running
      6. 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.
    3. Club Equity Statement
      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.

      1. 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.
      2. 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. All Club members have a responsibility to oppose discriminatory behaviour and promote equality of opportunity.
      4. The Club will deal with any incidence of discriminatory behaviour seriously, according to club disciplinary procedures.
    4. Membership
      1. Membership of the Club commences on the actual day of completion of the application and payment of the membership fees. Membership of the Club shall be open to any amateur male or female of a minimum age agreed by the management committee (16 years).  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.
      2. Members will be enrolled in one of the following categories:
        • First Claim Member
        • Second Claim Member
        • Social Member
        • Life Member
      3.      Honorary life membership of the Club may be conferred upon any member by a majority vote of those present at an Annual General Meeting (AGM) in recognition of someone who has performed an outstanding service, or who has made an outstanding contribution to the Club.
      4. Social Member status is open to any members that are currently unable to run due to long term injury, maternity leave or work/education commitments.   This status is temporary, with a term of no longer than 1 year.
      5. Any member wishing to resign from the club must do so in writing or by email to the Membership Secretary.
      6. Any member under the age of 18 years must have written consent from a guardian to join the club.
    5. Membership fees
      Each Club member shall pay an annual fee which shall be decided by the Committee prior to the end of the financial year and which shall become due on the 1st January each year.

      1. Part of the fee shall be sent to the National Governing Body to cover the registration of the club members with that organisation. National Governing Body will issue a membership number, which will be void unless subscriptions are renewed each year on the 1st March in that year.
      2. Members joining after the 1st October shall be deemed to have paid their subscription to the end of the following year
      3. Any members failing to make payment by 31st January 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 action.
    6. Management
      1. The management of the Club shall be vested in a Committee that shall consist of:
        • Chairman;
        • Treasurer;
        • Secretary

        Plus other officers as may be determined from time to time which may include: Ladies Captain; Men’s Captain; Social Secretary; Membership Secretary;Training Officer; Plus additional supporting members – as determined at the AGM.All Committee members shall be elected at the AGM and remain in office until the conclusion of the AGM of the following year.  All officers will have the option to retire each year but will be eligible for re-appointment.

      2. Five elected Committee members are required for a quorum for a Committee meeting to take place providing the Chairman, Secretary or Treasurer is also present.
      3. The Committee shall have the power to fill vacancies if they arise and to co-opt members for particular projects unless the vacancies are Chairman, Secretary or Treasurer.
      4. 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.
      5. 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.
      6. Only members of the Committee will have the right to vote at Committee meetings
      7. Committee meeting will be held a minimum of 8 times per year.
    7. Committee
      The Club will be managed through the Committee as follows:

      1. The Committee will be responsible for adopting new policy, codes of practice and rules that affect the organisation of the Club.
      2. The Committee will have powers to appoint subcommittees as necessary and appoint advisers to the Committee as necessary to fulfil its business
      3. 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.
      4. Control the finances of the Club.
      5. Deal with all matters relating to membership and competitions.
      6. Call annual and extraordinary general meetings.
      7. Make proposals to a general meeting for the alteration of the constitution.
      8. Agree membership fees for the ensuing twelve months.
    8. Finance

      1. All funds of the Club shall be applied towards the furtherance of the club and its objectives.  
      2. The financial year of the Club shall end on 31st December.
      3. 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.
      4. Expenditure above agreed budget levels may only be authorised at a Committee meeting.
      5. The Committee shall cause accounts to be kept of all sums of money received and expended by the Club and the assets and liabilities of the Club, and shall annually present to the annual general meeting fully audited accounts made up to a date not earlier than the final day of the previous year.
    9. Winding Up
      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 property convened general meeting.
      2. The Committee will then be responsible for the orderly winding up of the club’s affairs.
      3. After settling all liabilities of the club, the committee shall dispose of the net assets remaining to one of more of the following
        • To another club with similar sports purposes
        • To the clubs national governing bodies for the use by them for related community sports
    10. Annual General Meetings
      At least once in every calendar year there shall be held an annual general meeting at such time and place as may be determined by the committee, but not more than eighteen months shall elapse between the dates of the two successive meetings. An extraordinary meeting shall be convened:-

      1. At the resolution of the committee.
      2. Notice being given in writing to the club secretary by not less than 20 voting members, not less than 35 days prior to any meeting, stating the business to be dealt with at such a meeting.
      3. Committee gives 21 days’ notice of an AGM
    11. Notice of General Meetings
      1. Not less than twenty-one days’ notice shall be given to each paid up member or honorary member. The notice will be placed on the club’s website and in the club newsletter. Such notice shall specify the place, day, hour and nature of the business of such meeting.
      2. Only paid up members and honorary members will be entitled to vote on any matter at the meeting.
      3. A new member or member re-joining the club will be entitled to vote at a general meeting providing that their subscription was received before the date of the meeting.
    12. Proceedings at General Meetings
      The business of the general meeting shall be:-

      1. To receive and consider the annual reports of the committee.
      2. To receive and consider the audited accounts.
      3. To elect the committee.
      4. To consider any proposed alterations 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 21 days preceding the meeting in order that all members shall have sufficient notice of the proposal.
      5. To transact any business of which 21 days’ notice is given in writing to the management committee via the club secretary. Any such business can be voted upon.
      6. The business of any other general meeting shall be confined to that business of which the required notice has been given to the management committee and to members.
      7. At the Committees discretion there will be an open forum at the end of the meeting
    13. Votes at General Meeting
      1. Each qualifying member and any elected officer shall be entitled to one vote per resolution.
      2. The Chairman will determine the method of voting for election of the committee including proxy voting.
      3. Any other proper business of the meeting shall be decided by a majority of those voting.
    14. Discipline and appeals
      1. All complaints regarding the behaviour of members should be presented and submitted in writing to the Secretary or Chairman.
      2. Three members if the committee including either the Secretary or Chairman will meet to hear complaints within 14 days of a complaint being lodged. The committee has the power to take appropriate disciplinary action including the termination of membership.
      3. The accused are allowed to bring a witness to the disciplinary meeting.
      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 14 days of the hearing.
      5. There will be the right of appeal to the Committee following disciplinary action being announced. The committee should consider the appeal within 7 days of the Secretary receiving the appeal in writing.
    15. Amendments to the constitution
      The constitution will only be changed through agreement by majority vote at an AGM or EGM.
    16. Appendices
      The club rules are attached as appendix A.
    17. Declaration
      St Theresa’s Athletic Club hereby adopts and accepts this constitution as a current operating guide regulating the actions of members.

Signed: M Horbury Date: March 2017 Name: Martin Horbury  Position: Club Chairman

Signed: S Cullen Date: March 2017 Name: Sophie Cullen   Position: Club Secretary


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