Windrush Triathlon Club Constitution

 

1. Name 

1.1 The name of the club shall be “Windrush Triathlon Club”, herein after called the Club. 

2. Objectives 

2.1 The object of the Club is to encourage the practice and development of the sport of triathlon through: 

  • developing membership of the Club, 

  • organising regular coached training sessions for the members, • organising and promoting events and competitions, 

  • encouraging Para-Tri participation in Club activities and in competition, • promoting the Club within the local and triathlon community. 

2.2 The Club shall cater for: 

  • triathlon, duathlon and aquathlon, 

  • the sports of running, cycling and swimming. 

3. Membership 

3.1 Membership of the Club consists of full-paying members of the Club. 3.2 Membership shall be open to all persons over the age of 8. 

3.3 Each applicant for full or student membership must complete the official application form. The parent or guardian of each applicant for junior membership must complete the official application form. 

3.4 All members agree to abide by the Club's Code of Conduct and any Club Rules that are in place. 

3.5 Members will join as one of the following categories: 

  • Full Member, 

  • Student Member (you must be enrolled in an institute of higher education at the point of joining and/or on each renewal date),

  • Junior Member (aged under 18 years before the end of the membership year),

  • Senior Member (you must be aged 65 years or over at the start of the membership year). 

3.6 The membership year shall run from 1 January to 31 December in each year. 

3.7 Membership fees will be set annually by the Committee. Membership fees will be paid annually from 1 January.

3.8 The Committee will set the fees and their method of collection for attending training sessions and participation in Club events. 

3.9 The Members shall appoint the Committee to manage the Club on their behalf. 

3.10 Full Members, Senior Members and Student Members that are 18 years of age or older will be eligible to hold office. All members are eligible to attend and vote at General Meetings. 

3.11 The Committee shall have the power to expel any member or refuse membership where: 

• a member’s subscription is three months in arrears and they have attended training sessions, provided that one months' notice in writing shall have been sent to such member addressed to the member’s last known address, informing of the proposed action by the Committee 

• the conduct or character of the individual is likely to bring the Club or sport into disrepute. 

4. Management 

4.1 The management of the Club shall be vested in the Committee which shall consist of the following Committee Members: 

  • Chair 

  • Secretary 

  • Treasurer 

  • Membership Secretary 

  • Head Coach 

  • Junior Coordinator 

  • Marketing Officer 

  • Aquathlon Director 

  • Welfare Officer 

  • IT Officer 

4.2 All Committee Members shall be elected at the Annual General Meeting and remain in office until the conclusion of the Annual General Meeting of the following year. Any Committee Members stepping down shall be eligible for re-election (see 4.5 in relation to the role of Chairperson and re-election). 

4.3 The Welfare Officer must not hold any other Officer positions in the Club, and also cannot hold any coaching role or equivalent within the Club. The Welfare Officer will be a member of the Club Committee, but will not vote in Committee matters in order to remain impartial. 

4.4 The Committee will agree the scope of the role of each Committee Member and the key roles will be explained on the Club website.

4.5 A person shall not be able to be the Chairperson for more than three consecutive years, unless agreed by all those present at the Annual General Meeting. 

4.6 The Committee shall have the power to fill vacancies, until the next Annual General Meeting, if and when they arise. 

4.7 The Committee will meet not less than 4 times per year. The Secretary will give Committee Members at least 7 days’ notice of any Committee Meeting. 

4.8 The Committee will be responsible for adopting new policy, codes of conduct and rules that affect the organisation of the Club, in accordance with the Constitution. 

4.9 The Committee shall prepare and approve a development plan and implement the actions agreed in the development plan. The development plan shall be available for discussion by the Members prior to its adoption. 

4.10 The Committee may delegate any of their powers of management including the day to day management of the Club, organising events or dealing with disciplinary matters to a sub committee comprising no less than two Committee Members PROVIDED that no decision shall be made by such sub-committee or action taken which is contrary to the aims of or interests of the Club. 

4.11 The Committee shall have the power to co-opt members for Sub-Committees and particular projects, but co-opted members shall not have a Committee vote. Co-opted members may perform roles including, but not limited to: 

  • Swim Captain 

  • Bike Captain 

  • Run Captain 

  • Performance Development Coordinator 

  • Volunteer & Events Coordinator 

  • Social Coordinator 

  • Kit Officer 

  • Website Officer 

  • Sponsorship & Grants Coordinator 

  • Aquathlon Sub-Committee Members 

  • Disability Officer 

  • Diversity Officer 

4.12 Any Member can request a Committee Member to raise any issues at the next meeting of the Committee. 

4.13 If any 5 Members (acting together) disagree with a decision of the Committee, they may call an Extraordinary General Meeting where the matter shall be discussed by all Members present. The decision by majority vote of those in attendance shall determine the issues. The Secretary shall determine the wording of the resolution for voting. 

5. Finances

5.1 All Club monies will be banked in an account held in the name of the Club. 5.2 The Club Treasurer will be responsible for the finances of the Club. 5.3 The financial year of the Club will end on 30 September. 

5.4 A statement of annual accounts will be presented by the Club Treasurer at the Annual General Meeting. The statement will be verified by a qualified accountant, other than the Club Treasurer, who shall be approved by the Committee. 

5.5 The annual accounts (which shall include a statement of income and expenditure) will be available on the Club's website. 

6. Affiliations 

6.1 The Club shall seek to be affiliated to the British Triathlon Federation and to such other supporting bodies as the Committee considers to be appropriate to carry out the objectives of the Club. 

7. Annual General Meeting 

7.1 The Annual General Meeting shall be held within three months of the Club's financial year end for the purpose of, but not limited to: 

  • receiving the annual reports of the Committee, 

  • receiving the statement of accounts, 

  • considering any amendments to the Constitution of the Club,

  • electing the Committee Members for the next year. 

7.2 The Secretary shall be responsible for notifying members of the proposed date of the Annual General Meeting at least 35 days before the Annual General Meeting. Notifications will be in writing to all paying members. The Notice of the Annual General Meeting shall also be displayed on the Club website. The communication will include a request for nominations for Committee Member positions, and ask members for any proposed changes to the Constitution or other resolutions that they would like to be considered. 

7.3 Any proposed change to the Constitution by a member must be received by the Secretary in writing at least 21 days prior to the date of the Annual General Meeting in order that members shall have sufficient notice of the proposal. 

7.4 Nominations for Committee Members may be sent to the Secretary any time after the notification of the AGM up to the day of the AGM.. Expressions of interest for co-opted roles can also be sent to the Secretary at this time. 

7.5 At least 14 days' notice shall be given to members of the date, venue and agenda items for the Annual General Meeting. To be included in the notice will be a copy of the examined accounts, a list of nominees for the Committee positions, and any proposed Constitution changes and resolutions to be voted on by members in attendance.

7.6 Each fully paid up member present at the meeting shall have one vote.

8. Resignations 

8.1 Any member wishing to resign must do so in writing, addressed to the Chairperson or Secretary. The resignation will be considered by the Chairperson 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. 

9. Changes to the Constitution 

9.1 The Constitution may only be altered, added to or deleted at an Annual General Meeting or an Extraordinary General Meeting (see 10 Extraordinary General Meeting) called for that purpose and then only by a majority of those present and voting. 

10. Extraordinary General Meetings 

10.1 The Committee or any 5 Members (acting together) have the right to call Extraordinary General Meetings outside the Annual General Meeting. 

10.2 An Extraordinary General Meeting shall be called by the Chairperson or Secretary within one month of the receipt of a requisition signed by at least 5 members, stating the purpose of the meeting. 

10.3 At least 14 days' notice shall be given to all fully paid-up members of the date, venue and purpose of the Extraordinary General Meeting. No other business shall be conducted at such a meeting. 

10.4 Each fully paid up member present at the meeting shall have one vote.

11. Quorum and Voting 

11.1 The quorum for Committee Meetings shall be not less than five (5) Committee Members. Decisions of the Committee shall be taken by majority vote of Committee Members in attendance. In the event of equal votes on any matter, the Chair, or the acting Chair of that meeting, shall have the casting vote. 

11.2 For an Annual General Meeting or Extraordinary General Meeting, no less than fifteen (15) (including Committee) members must be present. Any voting taking place will be determined by a majority vote. In the event of equality of votes the Chair, or the acting Chair of that meeting, shall have a casting vote. 

12. Club Equality Policy Statement 

12.1 The Club is committed to ensuring that equality is incorporated in all aspects of its development and to ensure that all Members receive fair and equal treatment. The Club adopts the principles in the Policies of the British Triathlon Federation in relation to Equality and Diversity and the BTF Code of Ethics.

12.2 The Club respects the rights, dignity and worth of every person and will treat everyone equally within the context of sport, regardless of age, ability, gender, race, ethnicity, religious belief, sexuality or social /economic status. 

12.3 The Club is committed to everyone having the right to enjoy their sport in an environment free from threat of intimidation, harassment and abuse. 

12.4 All members have a responsibility to oppose discriminatory behavior and promote equality of opportunity. 

12.5 The Club will deal with any incidence of discriminatory behavior seriously, according to Club disciplinary procedures. 

12.6 The Club recognises the need to ensure the welfare and safety of all people engaged in the sport of triathlon. As part of the Club’s commitment to ensure this safety the Club agrees to follow the BTF Safeguarding Policy and Triathlon England Procedures on Safeguarding. 

12.7 The Club are committed to providing a doping-free environment for triathlon and agree to follow the Clean Sport Statement set out by BTF. 

13. Complaints, Discipline and Appeals 

13.1 All complaints regarding the behavior of Club members should be submitted in writing to the Secretary who will investigate the complaint. If the complaint is about the Secretary then the submission should be made to the Chairperson instead. 

13.2 A sub-committee of not less than three Committee Members, including the Secretary and Welfare Officer, will meet to discuss the complaint within 10 working days of a complaint being lodged. The sub-committee has the power to take appropriate disciplinary action including recommending the termination of membership. 

13.3 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 two days of the meeting. 

13.4 There will be the right of appeal to the Committee following disciplinary action being announced. The Committee should consider the appeal within 21 days of the Secretary receiving the notice of appeal. 

14. Dissolution

14.1 A resolution to dissolve the Club can only be passed at an Annual General Meeting or Extraordinary General Meeting through the majority vote of the membership. 

14.2 If upon the winding up or dissolution of the Club there remains, after the satisfaction of all its debts and liabilities, any property whatsoever, the same shall not be paid to or distributed among the members of the Club, but shall be given or transferred to some other institution or institutions having objectives similar to the

objectives of the Club, such institution or institutions to be determined by the members of the Club at or before the time of dissolution, and if and so far as effect cannot be given to such provision then to some other institution which operates for the benefit of triathlon in England and Wales. 

Dated: 24 November 2021