St Mary's School Calne

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Running Club: Constitution

Name of the Club

  • St Mary’s Running and Tri Team (SMARTT) are affiliated to the SOUTH
    OF ENGLAND ATHLETICS ASSOCIATION & WILTSHIRE COUNTY ATHLETICS ASSOCIATION.
     
  • The Club Constitution sets the rules about how the club is organised and how members are involved in the decision making.

Aims & Objectives: The aims and objectives of the club will be:

  • To offer coaching and competitive opportunities and to facilitate training in road and cross-country running for male and female athletes.
  • To promote the club and the sport within the local and wider community.
  • To ensure 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

  • Membership of the club is confined to amateurs as defined by UK Athletics in the rules for competition handbook.
  • A candidate for Membership must apply in writing on a form provided for the purpose.
  • All members will be subject to the regulations of the constitution and by joining the club will be deemed to accept regulations and codes of conduct that the club has adopted.

Subscription

  • Membership fees will be set annually and agreed by the SMARTT committee
  • Subscriptions to the club will be paid annually.
  • SMARTT shall have the power to expel any member, whose subscription is twelve months in arrears provided one month's notice in writing has been sent to the member by a registered or recorded letter, addressed to his/her last known address, informing him/her of the proposed action.
  • The name and address of any person so expelled from a Club in the Southern district will be sent to the South of England AA who will enter his/her name in a book (to be called “ The Suspension Book”) to be kept for that purpose. Every person whose name has been entered from competing at any meeting held under the UK Athletics Rules until the liability causing his/her said expulsion, which shall not exceed one year’s subscription, shall have been discharged. If in arrears is ineligible to take part in any competition promoted by the club. 

Committee

  • The Management of the Club is vested in a committee consisting of a Club Treasurer, Club Secretary, Club Captain, Club Vice-Captain, Club Social Secretary and any other relevant position.
  • Only these posts will have the right to vote at meetings of the Management Committee.
  • The Management Committee will be convened by the Secretary of the Club and held no less than FOUR times per year.
  • The quorum required for business to be agreed at Management Committee meetings will be four. 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 fulfill 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. 
     

Finance

  • All Club monies will be banked in an account held in the name of SMARTT.
  • The Club Treasurer will be responsible for the finances of the club.
  • The financial year of the Club will end on: 31st March
  • An audited statement of annual accounts will be presented by the Treasurer at the Annual General Meeting.     

Annual General Meetings

  • Notice of the Annual General Meeting (AGM) will be given by the Club Secretary.
    Not less than 21 clear days notice to be given to all members.
  • The AGM will receive a report from officers of the Management Committee and a statement of the audited accounts.
  • Nominations for officers of the Management Committee will be sent to the Secretary prior to the AGM.
  • Election of officers is to take place at the AGM every three years.
  • All members have the right to vote at the AGM.
  • The quorum for AGMs will be 25% of the membership.
  • The Management Committee has the right to call Extraordinary General Meetings (EGMs).

Disciplinary and Appeals Procedure 

  • All complaints regarding the behaviour of members should be submitted in writing to the Secretary.
  • The Management Committee will meet to hear complaints within TWENTY ONE 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 TWENTYONE 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 The Members. 

          Alteration of rules

  • The Club Secretary shall give to every member at least 7 days notice of the time and place of  Annual General Meeting along with the business to be dealt with at any meeting.
  • The club rules will only be changed through agreement by majority vote at an AGM or EGM.