Petts Wood Runners’ Constitution
The club constitution sets out the principles by which the club is governed. It also details the
organisation of the club, its aims and objectives.
1 Name of Club
The club will be called Petts Wood Runners (hereinafter referred to as the ‘Club’), and may
also be known as PWR. Petts Wood Runners will be affiliated to England Athletics.
2 Aims and Objectives
The aims and objectives of the club will be:
● To offer coaching and competitive opportunities in amateur running
● To inspire and support runners or all abilities in recreational and competitive running
● To promote the club, and amateur running. within the local community of Petts Wood in
the London Borough of Bromley and surrounding areas
● 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
3 Membership
(a) Membership of the club is open to anyone 16 and over interested in promoting, coaching,
volunteering or participating in running, regardless of sex, age, disability, ethnicity, nationality,
sexual orientation, religion or other beliefs.
(b) The membership shall consist of the following categories of full member:
● First claim member
● Second claim member
(c) All members will be subject to the constitution and by joining the club will be deemed to
accept this and the code of practice, as available on the club website, which the club has
adopted.
(d) Members in each category will pay membership fees, as determined by the Committee at a
level that will not pose a significant obstacle to people participating.
(e) Individuals shall not be eligible to take part in the business of the Club, vote at general
meetings or be eligible for selection for any Club team unless the applicable subscription has
been paid by the due date and/or membership has been agreed by the Club committee.
4 Sports Equity
(a) The 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.
(b) 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.
(c) The Club is committed to everyone having the right to enjoy their sport in an environment
free from threat of intimidation, harassment and abuse.
(d) All club members have a responsibility to oppose discriminatory behaviour and promote
equality of opportunity.
(e) The Club will deal with any incidence of discriminatory behaviour seriously, according to club
disciplinary procedures.
5 Committee
(a) The affairs of the Club shall be conducted by a Committee which shall consist of the Chair,
Treasurer, and Secretary (the Executive Committee), supported by additional roles which
may include but not be limited to: Ladies' Captain, Men’s Captain, Social Secretary, Health
and Safety Secretary, Coaching Secretary, Membership Secretary, Race Director, Minutes
Secretary, Online Content Officer and Liaison Officer. All committee members shall be
elected at the Annual General Meeting.
(b) All committee members must be first claim members of the Club.
(c) The term of office shall be for one year, and members shall be eligible for re-election.
(d) If the post of any officer or ordinary committee member should fall vacant after such an
election, the Committee shall have the power to fill the vacancy until the succeeding Annual
General Meeting.
(e) The Committee will be responsible for adopting policy, codes of practice and rules that affect
the organisation of the club.
(f) The Committee will have powers to appoint people to advise the Committee as necessary to
fulfill its business.
(g) The Committee will be responsible for disciplinary hearings of members who infringe the
club rules, England Athletics rules, the constitution, or bring the club into disrepute. The
Committee will be responsible for taking any action of suspension or discipline following
such hearings.
(h) Committee meetings will be convened by the Secretary of the Club and be held no less than
4 times per year.
(i) Only committee members appointed in accordance with above clauses 5a-d will have the
right to vote at Committee meetings.
(j) The quorum required for business to be agreed at Committee meetings will be a number
that equals one third of committee members plus one. This must include one member of
the Executive Committee.
6 Finances
(a) The club treasurer will be responsible for the finances of the club.
(b) The financial year of the club will normally end on 31st March each year
(c) All club monies will be banked in an account held in the name of the club.
(d)A statement of annual accounts will be presented by the treasurer at the Annual General
Meeting.
(e) Any cheques drawn against club funds should hold the signatures of the treasurer plus at
least one other officer.
(f) All members of the Club shall be jointly and severally responsible for the financial liabilities of
the Club.
(g) All surplus income or profits are to be reinvested in the club. No surpluses or assets will be
redistributed to members or third parties.
7 Annual General Meetings and Extraordinary General Meetings
(a) General Meetings are the means whereby the members of the Club exercise their
democratic rights in conducting the Club’s affairs.
(b) The Club shall normally hold the Annual General Meeting (AGM) in the month of May to:
● Approve the minutes of the previous year’s AGM.
● Receive a report from the Chair.
● Receive a report from the Treasurer and approve the Annual Accounts.
● Elect the officers on the committee.
● Consider any proposed changes to the Constitution.
● Deal with other relevant business.
(c) Notice of the AGM will be given by the club secretary with at least 28 days’ notice to all
members.
(d) Nominations for officers of the Committee will be sent to the secretary prior to the AGM.
(e) Any items that members wish to be discussed, including proposed changes to the
Constitution, shall be sent to the secretary at least 21 days prior to the AGM. The secretary
shall circulate them to members at least 7 days before the AGM.
(f) All members have the right to vote at the AGM.
(g) In exceptional circumstances where a member is unable to attend the AGM he/she may
nominate the club secretary to vote on his/her behalf at least 48 hours in advance of the
meeting.
(h) The quorum for AGMs will be 10% of the membership.
(i) The Chair of the Club shall hold a deliberative as well as a casting vote at general and
committee meetings.
(j) An Extraordinary General Meeting (EGM) shall be called by an application in writing to the
Secretary supported by at least 10% of the members of the Club. The committee shall also
have the power to call an EGM by decision of a simple majority of the committee members.
(k) All procedures for an EGM shall follow those outlined above for AGMs.
8 Amendments to the constitution
The constitution will only be changed through agreement by majority vote at an AGM or
EGM.
9 Discipline and appeals
(a) All concerns, allegations or reports of poor practice/abuse relating to the welfare of children
and young people will be recorded and responded to swiftly and appropriately in accordance
with the club’s child protection policy and procedures. The Club Welfare Officer is the lead
contact for all members in the event of any child protection concerns.
(b) All complaints regarding the behaviour of members should be presented and submitted in
writing to the Secretary, or by exception another member of the committee.
(c) The Executive Committee will meet to hear complaints within 14 days of a complaint being
lodged. The executive committee has the power to take appropriate disciplinary action
including the termination of membership.
(d) Where there is a complaint relating to a member(s) of the Committee (including the
Executive Committee), those persons shall be excluded from their roles set out in all parts of
clause 9.
(e) 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 7 days of the
hearing.
(f) There will be the right of appeal to the Committee following disciplinary action being
announced. The committee should consider the appeal within 14 days of the Secretary
receiving the appeal.
10 Dissolution
(a) A resolution to dissolve the club can only be passed at an AGM or EGM through a majority
vote of the membership.
(b) Upon dissolution of the club any remaining assets shall be given or transferred to another
registered CASC, a registered charity or the sport’s governing body for use by them in
related community sports.
11 Declaration
Petts Wood Runners hereby adopts and accepts this constitution.
Name Nicola Moore Position Chair
Sign N Moore Date 24/06/2021
Name Daniel Selman Position Secretary
Sign D Selman Date 24/06/2021
The club constitution sets out the principles by which the club is governed. It also details the
organisation of the club, its aims and objectives.
1 Name of Club
The club will be called Petts Wood Runners (hereinafter referred to as the ‘Club’), and may
also be known as PWR. Petts Wood Runners will be affiliated to England Athletics.
2 Aims and Objectives
The aims and objectives of the club will be:
● To offer coaching and competitive opportunities in amateur running
● To inspire and support runners or all abilities in recreational and competitive running
● To promote the club, and amateur running. within the local community of Petts Wood in
the London Borough of Bromley and surrounding areas
● 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
3 Membership
(a) Membership of the club is open to anyone 16 and over interested in promoting, coaching,
volunteering or participating in running, regardless of sex, age, disability, ethnicity, nationality,
sexual orientation, religion or other beliefs.
(b) The membership shall consist of the following categories of full member:
● First claim member
● Second claim member
(c) All members will be subject to the constitution and by joining the club will be deemed to
accept this and the code of practice, as available on the club website, which the club has
adopted.
(d) Members in each category will pay membership fees, as determined by the Committee at a
level that will not pose a significant obstacle to people participating.
(e) Individuals shall not be eligible to take part in the business of the Club, vote at general
meetings or be eligible for selection for any Club team unless the applicable subscription has
been paid by the due date and/or membership has been agreed by the Club committee.
4 Sports Equity
(a) The 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.
(b) 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.
(c) The Club is committed to everyone having the right to enjoy their sport in an environment
free from threat of intimidation, harassment and abuse.
(d) All club members have a responsibility to oppose discriminatory behaviour and promote
equality of opportunity.
(e) The Club will deal with any incidence of discriminatory behaviour seriously, according to club
disciplinary procedures.
5 Committee
(a) The affairs of the Club shall be conducted by a Committee which shall consist of the Chair,
Treasurer, and Secretary (the Executive Committee), supported by additional roles which
may include but not be limited to: Ladies' Captain, Men’s Captain, Social Secretary, Health
and Safety Secretary, Coaching Secretary, Membership Secretary, Race Director, Minutes
Secretary, Online Content Officer and Liaison Officer. All committee members shall be
elected at the Annual General Meeting.
(b) All committee members must be first claim members of the Club.
(c) The term of office shall be for one year, and members shall be eligible for re-election.
(d) If the post of any officer or ordinary committee member should fall vacant after such an
election, the Committee shall have the power to fill the vacancy until the succeeding Annual
General Meeting.
(e) The Committee will be responsible for adopting policy, codes of practice and rules that affect
the organisation of the club.
(f) The Committee will have powers to appoint people to advise the Committee as necessary to
fulfill its business.
(g) The Committee will be responsible for disciplinary hearings of members who infringe the
club rules, England Athletics rules, the constitution, or bring the club into disrepute. The
Committee will be responsible for taking any action of suspension or discipline following
such hearings.
(h) Committee meetings will be convened by the Secretary of the Club and be held no less than
4 times per year.
(i) Only committee members appointed in accordance with above clauses 5a-d will have the
right to vote at Committee meetings.
(j) The quorum required for business to be agreed at Committee meetings will be a number
that equals one third of committee members plus one. This must include one member of
the Executive Committee.
6 Finances
(a) The club treasurer will be responsible for the finances of the club.
(b) The financial year of the club will normally end on 31st March each year
(c) All club monies will be banked in an account held in the name of the club.
(d)A statement of annual accounts will be presented by the treasurer at the Annual General
Meeting.
(e) Any cheques drawn against club funds should hold the signatures of the treasurer plus at
least one other officer.
(f) All members of the Club shall be jointly and severally responsible for the financial liabilities of
the Club.
(g) All surplus income or profits are to be reinvested in the club. No surpluses or assets will be
redistributed to members or third parties.
7 Annual General Meetings and Extraordinary General Meetings
(a) General Meetings are the means whereby the members of the Club exercise their
democratic rights in conducting the Club’s affairs.
(b) The Club shall normally hold the Annual General Meeting (AGM) in the month of May to:
● Approve the minutes of the previous year’s AGM.
● Receive a report from the Chair.
● Receive a report from the Treasurer and approve the Annual Accounts.
● Elect the officers on the committee.
● Consider any proposed changes to the Constitution.
● Deal with other relevant business.
(c) Notice of the AGM will be given by the club secretary with at least 28 days’ notice to all
members.
(d) Nominations for officers of the Committee will be sent to the secretary prior to the AGM.
(e) Any items that members wish to be discussed, including proposed changes to the
Constitution, shall be sent to the secretary at least 21 days prior to the AGM. The secretary
shall circulate them to members at least 7 days before the AGM.
(f) All members have the right to vote at the AGM.
(g) In exceptional circumstances where a member is unable to attend the AGM he/she may
nominate the club secretary to vote on his/her behalf at least 48 hours in advance of the
meeting.
(h) The quorum for AGMs will be 10% of the membership.
(i) The Chair of the Club shall hold a deliberative as well as a casting vote at general and
committee meetings.
(j) An Extraordinary General Meeting (EGM) shall be called by an application in writing to the
Secretary supported by at least 10% of the members of the Club. The committee shall also
have the power to call an EGM by decision of a simple majority of the committee members.
(k) All procedures for an EGM shall follow those outlined above for AGMs.
8 Amendments to the constitution
The constitution will only be changed through agreement by majority vote at an AGM or
EGM.
9 Discipline and appeals
(a) All concerns, allegations or reports of poor practice/abuse relating to the welfare of children
and young people will be recorded and responded to swiftly and appropriately in accordance
with the club’s child protection policy and procedures. The Club Welfare Officer is the lead
contact for all members in the event of any child protection concerns.
(b) All complaints regarding the behaviour of members should be presented and submitted in
writing to the Secretary, or by exception another member of the committee.
(c) The Executive Committee will meet to hear complaints within 14 days of a complaint being
lodged. The executive committee has the power to take appropriate disciplinary action
including the termination of membership.
(d) Where there is a complaint relating to a member(s) of the Committee (including the
Executive Committee), those persons shall be excluded from their roles set out in all parts of
clause 9.
(e) 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 7 days of the
hearing.
(f) There will be the right of appeal to the Committee following disciplinary action being
announced. The committee should consider the appeal within 14 days of the Secretary
receiving the appeal.
10 Dissolution
(a) A resolution to dissolve the club can only be passed at an AGM or EGM through a majority
vote of the membership.
(b) Upon dissolution of the club any remaining assets shall be given or transferred to another
registered CASC, a registered charity or the sport’s governing body for use by them in
related community sports.
11 Declaration
Petts Wood Runners hereby adopts and accepts this constitution.
Name Nicola Moore Position Chair
Sign N Moore Date 24/06/2021
Name Daniel Selman Position Secretary
Sign D Selman Date 24/06/2021
