Ellenborough Athletic Club constitution
The club will be called Ellenborough Athletic Club and will be affiliated to the North of England Athletics Association.
- Aims and objectives
The aims and objectives of the club will be:
- To offer coaching and competitive opportunities in athletics.
- To promote the club within the local community and athletics
- To ensure a duty of care to all members of the club.
- To provide all its services in a way that is fair to everyone.
- To ensure that all present and future members receive fair and equal treatment.
Membership of the club shall be open to any person completing a membership application form and paying the relevant subscription/joining fee as determined by the General meeting of the club.
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 conduct that the club has adopted.
Members will be enrolled in one of the following categories:
- full member
- associate member
- junior member
- family membership (two adults)
- Membership fees
Membership fees will be set annually and agreed by the Executive/ Management Committee or determined at the Annual General Meeting.
Annual membership fees shall run from January to January.
- Officers of the club
- The executive officers of the club will be:
- Chair person
- Honorary Secretary
- Any other relevant position as determined by the Annual general meeting for example, publicity officer, welfare officer, membership secretary, newsletter editor.
Officers will be elected annually for a period of one year at the Annual General Meeting of the club, from, and by, the members of the club on a democratic basis.
All officers will resign each year but will be eligible for re-election to the same or another office.
- General Management Committee
The affairs of the club shall be managed through the general management committee consisting of the Executive Officers of the Club and other members selected on a democratic basis from, and by the members of the club.
The Management Committee will be convened at agreed intervals by the Secretary of the club and be held no less than 4 times per year.
The duties of the general management committee shall be
- To control the affairs of the club on behalf of the members.
- To keep accurate accounts of the finances of the club through the Treasurer. These should be available for any reasonable inspection by Members and should be audited before every Annual General meeting. The Club shall maintain a bank account in the Club name requiring at least two named and unrelated Officers to sign each cheque.
- To make decisions on the basis of a simple majority vote. In the case of equal votes, the Chair person shall be entitled to an additional casting vote.
- The Management Committee will be responsible for adopting new policy, codes of conduct and rules that affect the organisation of the club.
- The Management Committee will have powers to appoint sub-committees as necessary and appoint advisers to the Management Committee as necessary to fulfil its business.
- The Management Committee will be responsible for disciplinary hearings of members who infringe the club rules/regulations/constitution. The Management Committee will be responsible for taking any action of suspension or discipline following such hearings.
All club monies will be banked in an account held in the name of the club.
The Club Treasurer will be responsible for the finances of the club.
The financial year of the club will end on end of October.
An audited statement of annual accounts will be presented by the Treasurer at the Annual General Meeting.
Any cheques drawn against club funds should hold the signatures of the Treasurer plus up to two other officers.
- Annual General Meetings
The Annual general meeting of the Club shall be held not later than the end of November each year. 14 days notice shall be given to members of the Annual General Meeting. Members must advise the Secretary of any business to be moved at the Annual General meeting prior to the meeting. The secretary shall circulate or give notice of the agenda of the meeting to Members prior to the beginning of the meeting.
The business of the Annual general meeting shall be to:
- Confirm the minutes of the previous Annual general meeting.
- Receive the audited accounts for the year from the Treasurer.
- Receive annual reports from the executive officers
- Elect an auditor
- Elect the officers of the club and other committee members
- Transact such other business received in by the Secretary and included on the Agenda.
All members have the right to vote at the AGM.
The quorum for AGMs will be at least 5 full members and two executive officers. Decisions made at a General Meeting shall be by a simple majority of votes from those full Members attending the Meeting. In the event of equal votes the Chairperson shall be entitled to an additional casting vote.
Each full member of the Club shall be entitled to one vote at General meetings.
The General 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.
At all meetings the chair will be taken by the Chairperson or, in their absence, by a deputy appointed by the Club or by Full Members attending the meeting.
- Discipline and appeals
All complaints regarding the behaviour of members should be submitted in writing to the Secretary.
The Management Committee will meet to hear complaints within seven days of a complaint being lodged. The committee has the power to take appropriate disciplinary action including the termination of membership.
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 seven days of the hearing.
There will be the right of appeal to the Management Committee following disciplinary action being announced. The committee should consider the appeal within 28 days of the Secretary receiving the appeal.
If at any General Meeting of the Club, a resolution be passed calling for the dissolution of the Club, the Secretary shall immediately convene a Special General Meeting of the Club to be held not less than 14 days thereafter to discuss and vote on the resolution.
If at that Special General Meeting, the resolution is carried by at least two-thirds of the Full Members present at the meeting. The General Committee shall thereupon, or at such date as shall have been specified in the resolution proceed to realise the assets of the Club and discharge all debts and liabilities of the Club.
After discharging all debts and liabilities of the Club, the remaining assets shall not be paid or distributed amongst the Full Members of the Club, but shall be given or transferred to some other voluntary organisation having objectives similar to those of the Club.
10. Amendments to the constitution
The constitution will only be changed through agreement by majority vote at an AGM or EGM. An alteration must be proposed by a member of the club and seconded by another member. Such alterations cannot be passed if by not less than two-thirds of those Members present at the meeting, assuming that a quorum has been agreed.
Ellenborough Athletic Club hereby adopts and accepts this constitution as a current operating guide regulating the actions of members.
POSITION: Club Chair
POSITION: Club Secretary