THE PETTS WOOD RUNNERS CONSTITUTION
Title
1. The name of the Club is "Petts Wood Runners" (The Club).
2. The colours of the club are black and white. All members must wear the Club vest when competing in races held under UK Athletics (UKA) rules.
Headquarters
3. The Headquarters of the Club is at the address of the Club Secretary.
Object
4. The main purpose of the club is to promote participation in the amateur sport of endurance athletics in the catchment area of Petts Wood in Kent.
Management
5. The entire management of the Club shall be vested in a Committee consisting of Executive Officers and Non-Executive Officers.
6. The Executive Officers shall be the Chairman, the Club Secretary and the Treasurer.
7. The Non-Executive Officers shall be the Membership Secretary, Race Director, Health & Safety Secretary, Social Secretary, Coaching Secretary, Minutes Secretary, Women’s Captain, Men’s captain, Online Content Officer and Liaison Officer.
8. All Officers shall be proposed, seconded and elected by a simple majority vote at an Annual General Meeting (AGM). They shall hold office until the next AGM when they shall retire but shall be eligible for reselection from year to year.
9. If no candidate for a Non-Executive Officer is put forward at the AGM, then Non-Executive Officers may be appointed by a majority of the Executive Officers. New Committee posts or replacement officers may also be appointed by a majority of the Executive Officers. The Executive Officers may also co-opt additional members with specialist expertise or experience as may be required from time to time.
10. No person who has been a member of the Club for less than one year is eligible for election as an Executive Officer. An Officer must be a first claim member of Petts Wood Runners.
11. The Committee shall meet from time to time. The Secretary shall advise all the Officers of any proposed meeting, give at least 7 days’ notice of the meeting and provide an agenda for the meeting. A minimum of three Officers shall form a Committee quorum (including at least one Executive Officer).
12. When a vote is required, all Officers shall have a single vote each and a simple majority vote will decide each issue that is put to the vote. In the event of a tie, then the Chairman’s vote will decide the majority outcome. Should an Officer not be able to be present at a Committee meeting, that Officer may submit their proxy votes in writing to the Chairman, prior to the meeting on items on the agenda.
13. In the event of an Officer being unable to fulfil their role on an ongoing basis that Officer must inform the Committee in writing of their resignation. Should the Commit-tee consider that an Officer is not fulfilling their role on an on-going basis in a way that affects the administration of the Club, the Officer must be informed in writing by letter signed by a minimum of three Officers, and if the Officer agrees that they are not fulfilling their role as a Committee Officer, that Officer will resign. Should that Officer refuse to resign in such circumstances the Committee may remove that Officer by majority vote at a Meeting. The Committee will elect a temporary re-placement.
Petts Wood Runners’ Membership
14. Membership of the club shall be open to anyone interested in the sport on application regardless of sex, age, disability, ethnicity, nationality, sexual orientation, religion or other beliefs. However, limitation of membership according to available facilities is allowable on a non-discriminatory basis. Members must be amateurs as defined by UKA in the Rules for Competition Handbook.
15. An application for Membership of the Club (and each renewal) must be made online on the appropriate form provided on the Club’s website, and accompanied by the appropriate subscription fee as agreed by the Committee on an annual basis. Each application for Membership of the Club (and each renewal on the 1 April each year) is subject to approval by the Committee.
16. Members shall be admitted by the Committee following satisfactory completion of the application process. The Committee reserves the right to refuse new and/or the renewal of any application for Membership of the Club. Decisions on any applicant will be taken at the next Committee meeting following receipt of the application. Should the application be refused then the applicant’s money will be refunded within 7 days of the decision of the Committee.
17. Every member shall be bound by and submit to the Constitution and Safety Rules of the Club which are provided on the Club’s website. Failure to do so will be dealt with under the misconduct section within the Constitution.
18. All written correspondence between the Club and members shall be via email using the member’s email address as entered on the member’s application form unless the member has informed the Membership Secretary of a new email address.
19. Neither the Club nor the Committee shall be liable for injuries incurred by Club members running on official Club nights or in their own time.
Resignation
20. A member intending to withdraw from the Club shall give notice in writing to the Secretary, and his/her membership terminates on the date of that notice. No refunds of subscriptions will be available.
Misconduct
21. The Club reserves the right to discipline any member, or expel from the Club any member whose conduct is not conducive to the aims or interests of the Club or its members, or whose behaviour is likely to bring the Club into disrepute, or fails to abide by the rules laid down by the Club. These rights shall be exercised by the Executive Officers on behalf of the Club.
22. Reports or allegations of misconduct will be investigated at a meeting of the Executive Officers, who will invite the member to address the meeting. Any member alleging misconduct must support the allegation in writing together with any relevant supporting evidence.
23. The appropriate penalty will be set by the Executive Officers.
24. The member will be informed of the decision as soon as possible.
25. The member disciplined or expelled may appeal against the Executive Officers’ decision in writing within 7 days of being notified of the decision.
26. The appeal will be dealt with by the Committee.
27. The Club shall not tolerate the physical or mental abuse or harassment, nor discrimination or defamation, of any of its members before, during or subsequent to Club events.
28. Reported incidents of such abuse shall be investigated by the Executive Officers, and if substantiated may be dealt with under the misconduct rules.
Subscriptions
29. All subscriptions shall be paid to the Club using internet banking. Should a member not have access to internet banking that member shall inform the Membership Secretary to agree an appropriate method for paying the subscription.
30. One email reminder will be sent to a member between the 1 and 30 April, and should the member not have paid their subscription by the 31 May then that member will be deemed to have resigned and will cease to be a member of the Club and will be ineligible to take part in any competition promoted by the club or wear the Club vest when competing in races held under UKA rules. Participation in any event is subject to the entry requirements of each event.
Finance
31. The Club Treasurer will be responsible for the general finances of the Club.
32. All Club monies will be banked in the Club’s bank account.
33. Any electronic payments transacted on behalf of, or any cheques drawn against, club funds, must be made by an authorised signatory.
34. The financial year of the Club will end on 31 March.
35. All surplus income or profits of the Club are to be reinvested in the Club. No surpluses or assets will be distributed to members or third parties.
36. Upon dissolution of the Club any remaining assets shall be given or transferred to a registered Community Amateur Sports Club (CASC), a registered charity or the sport’s governing body for use by them in related community sports.
Annual General Meeting
37. An Annual General Meeting (AGM) shall be held each year to receive the Club’s report and financial statement, elect officers and deal with any other matter specified on the agenda. The Secretary must give each member 28 days’ notice of the meeting, and notice of any business which is requested to be placed on the agenda must be given in writing to the Secretary at least 14 days prior to the meeting. 10% of the members of the Club must be present for the AGM to be quorate.
38. The Secretary will keep minutes of the meeting and conduct the correspondence of the Club. At the close of each year, Financial Statements shall be drawn up by the Treasurer and presented at the AGM.
Special General Meeting
39. A Special General Meeting (SGM) must be called by the Secretary within 14 days of the receipt by him of a request in writing signed by not less than ten members of the Club, stating the business to be brought before the meeting, and only that business shall be discussed.
Alterations to the Constitution
40. The Constitution may be amended at any AGM or SGM, by majority vote.
Ratified AGM 13 June 2017
Chair: Karen Barritt Club Secretary: John O'Toole
Title
1. The name of the Club is "Petts Wood Runners" (The Club).
2. The colours of the club are black and white. All members must wear the Club vest when competing in races held under UK Athletics (UKA) rules.
Headquarters
3. The Headquarters of the Club is at the address of the Club Secretary.
Object
4. The main purpose of the club is to promote participation in the amateur sport of endurance athletics in the catchment area of Petts Wood in Kent.
Management
5. The entire management of the Club shall be vested in a Committee consisting of Executive Officers and Non-Executive Officers.
6. The Executive Officers shall be the Chairman, the Club Secretary and the Treasurer.
7. The Non-Executive Officers shall be the Membership Secretary, Race Director, Health & Safety Secretary, Social Secretary, Coaching Secretary, Minutes Secretary, Women’s Captain, Men’s captain, Online Content Officer and Liaison Officer.
8. All Officers shall be proposed, seconded and elected by a simple majority vote at an Annual General Meeting (AGM). They shall hold office until the next AGM when they shall retire but shall be eligible for reselection from year to year.
9. If no candidate for a Non-Executive Officer is put forward at the AGM, then Non-Executive Officers may be appointed by a majority of the Executive Officers. New Committee posts or replacement officers may also be appointed by a majority of the Executive Officers. The Executive Officers may also co-opt additional members with specialist expertise or experience as may be required from time to time.
10. No person who has been a member of the Club for less than one year is eligible for election as an Executive Officer. An Officer must be a first claim member of Petts Wood Runners.
11. The Committee shall meet from time to time. The Secretary shall advise all the Officers of any proposed meeting, give at least 7 days’ notice of the meeting and provide an agenda for the meeting. A minimum of three Officers shall form a Committee quorum (including at least one Executive Officer).
12. When a vote is required, all Officers shall have a single vote each and a simple majority vote will decide each issue that is put to the vote. In the event of a tie, then the Chairman’s vote will decide the majority outcome. Should an Officer not be able to be present at a Committee meeting, that Officer may submit their proxy votes in writing to the Chairman, prior to the meeting on items on the agenda.
13. In the event of an Officer being unable to fulfil their role on an ongoing basis that Officer must inform the Committee in writing of their resignation. Should the Commit-tee consider that an Officer is not fulfilling their role on an on-going basis in a way that affects the administration of the Club, the Officer must be informed in writing by letter signed by a minimum of three Officers, and if the Officer agrees that they are not fulfilling their role as a Committee Officer, that Officer will resign. Should that Officer refuse to resign in such circumstances the Committee may remove that Officer by majority vote at a Meeting. The Committee will elect a temporary re-placement.
Petts Wood Runners’ Membership
14. Membership of the club shall be open to anyone interested in the sport on application regardless of sex, age, disability, ethnicity, nationality, sexual orientation, religion or other beliefs. However, limitation of membership according to available facilities is allowable on a non-discriminatory basis. Members must be amateurs as defined by UKA in the Rules for Competition Handbook.
15. An application for Membership of the Club (and each renewal) must be made online on the appropriate form provided on the Club’s website, and accompanied by the appropriate subscription fee as agreed by the Committee on an annual basis. Each application for Membership of the Club (and each renewal on the 1 April each year) is subject to approval by the Committee.
16. Members shall be admitted by the Committee following satisfactory completion of the application process. The Committee reserves the right to refuse new and/or the renewal of any application for Membership of the Club. Decisions on any applicant will be taken at the next Committee meeting following receipt of the application. Should the application be refused then the applicant’s money will be refunded within 7 days of the decision of the Committee.
17. Every member shall be bound by and submit to the Constitution and Safety Rules of the Club which are provided on the Club’s website. Failure to do so will be dealt with under the misconduct section within the Constitution.
18. All written correspondence between the Club and members shall be via email using the member’s email address as entered on the member’s application form unless the member has informed the Membership Secretary of a new email address.
19. Neither the Club nor the Committee shall be liable for injuries incurred by Club members running on official Club nights or in their own time.
Resignation
20. A member intending to withdraw from the Club shall give notice in writing to the Secretary, and his/her membership terminates on the date of that notice. No refunds of subscriptions will be available.
Misconduct
21. The Club reserves the right to discipline any member, or expel from the Club any member whose conduct is not conducive to the aims or interests of the Club or its members, or whose behaviour is likely to bring the Club into disrepute, or fails to abide by the rules laid down by the Club. These rights shall be exercised by the Executive Officers on behalf of the Club.
22. Reports or allegations of misconduct will be investigated at a meeting of the Executive Officers, who will invite the member to address the meeting. Any member alleging misconduct must support the allegation in writing together with any relevant supporting evidence.
23. The appropriate penalty will be set by the Executive Officers.
24. The member will be informed of the decision as soon as possible.
25. The member disciplined or expelled may appeal against the Executive Officers’ decision in writing within 7 days of being notified of the decision.
26. The appeal will be dealt with by the Committee.
27. The Club shall not tolerate the physical or mental abuse or harassment, nor discrimination or defamation, of any of its members before, during or subsequent to Club events.
28. Reported incidents of such abuse shall be investigated by the Executive Officers, and if substantiated may be dealt with under the misconduct rules.
Subscriptions
29. All subscriptions shall be paid to the Club using internet banking. Should a member not have access to internet banking that member shall inform the Membership Secretary to agree an appropriate method for paying the subscription.
30. One email reminder will be sent to a member between the 1 and 30 April, and should the member not have paid their subscription by the 31 May then that member will be deemed to have resigned and will cease to be a member of the Club and will be ineligible to take part in any competition promoted by the club or wear the Club vest when competing in races held under UKA rules. Participation in any event is subject to the entry requirements of each event.
Finance
31. The Club Treasurer will be responsible for the general finances of the Club.
32. All Club monies will be banked in the Club’s bank account.
33. Any electronic payments transacted on behalf of, or any cheques drawn against, club funds, must be made by an authorised signatory.
34. The financial year of the Club will end on 31 March.
35. All surplus income or profits of the Club are to be reinvested in the Club. No surpluses or assets will be distributed to members or third parties.
36. Upon dissolution of the Club any remaining assets shall be given or transferred to a registered Community Amateur Sports Club (CASC), a registered charity or the sport’s governing body for use by them in related community sports.
Annual General Meeting
37. An Annual General Meeting (AGM) shall be held each year to receive the Club’s report and financial statement, elect officers and deal with any other matter specified on the agenda. The Secretary must give each member 28 days’ notice of the meeting, and notice of any business which is requested to be placed on the agenda must be given in writing to the Secretary at least 14 days prior to the meeting. 10% of the members of the Club must be present for the AGM to be quorate.
38. The Secretary will keep minutes of the meeting and conduct the correspondence of the Club. At the close of each year, Financial Statements shall be drawn up by the Treasurer and presented at the AGM.
Special General Meeting
39. A Special General Meeting (SGM) must be called by the Secretary within 14 days of the receipt by him of a request in writing signed by not less than ten members of the Club, stating the business to be brought before the meeting, and only that business shall be discussed.
Alterations to the Constitution
40. The Constitution may be amended at any AGM or SGM, by majority vote.
Ratified AGM 13 June 2017
Chair: Karen Barritt Club Secretary: John O'Toole
