Club constitution

CONSTITUTION OF MURLOUGH ATHLETICS CLUB

1. Introduction

a)      The name of the club shall be MURLOUGH ATHLETICS CLUB

b)       The Club colours shall be a BLACK vest with RED and WHITE side panels and BLACK shorts. All members are expected to wear the Club colours at races or events held by other ANI registered running clubs or ANI supported events.

c)      All Club correspondence will be via email and club Facebook page.

d)      This constitution dated 18th April 2018 replaces all previous constitutions.

2. Affiliation

a)      The Club shall be affiliated to Athletics Northern Ireland and agrees to abide by its rules and regulations.

3. Membership

a)      Membership is open to all persons aged 16 and over and shall be divided into the following classes: –

      a) Full Member

      b) Honorary Member

      c) Associate Member

b)      Honorary membership may be given to someone in recognition of outstanding athletic performances or major contributions to other aspects of the club. Honorary members will not be required to pay a membership fee but will still be subject to the club constitution. Honorary Membership is subject to a majority vote at the AGM, is not time limited and may be revoked by a majority vote at the AGM.

c)      Associate membership may be offered by the Committee to individuals who have special qualities likely to benefit the Club. Associate membership is a temporary membership and may not extend beyond 12 months. Associate members do not have a right to vote.

d)      All members shall complete an application form and be accepted at a meeting of the Club Committee.

¹The Committee is currently developing a junior section (under 16) and plans to introduce it on a trial basis during 2018. Any final decision to formally incorporate junior membership will be subject to a membership majority vote of those present at either an AGM or EGM.

e)      All members are subject to the constitution of the club and regulations of Athletics Northern Ireland.

f)      Membership of the club shall be open to anyone interested in the sport on application regardless of sex, age (16+ only)¹, disability, ethnicity, nationality, sexual orientation, religion or political opinion, except as a necessary consequence of the requirements of Athletics. The club may have different classes of membership and subscription on a non-discriminatory and fair basis. The club will keep subscriptions at levels that will not pose a significant obstacle to people participating.

g)      The club committee may refuse membership, suspend it or remove it, only for good cause such as conduct or character likely to bring the club or sport into disrepute. A member shall have the right to be heard by the Committee before a final decision is made. Any persons whose membership is refused or removed will be told the reasons in writing and have a right of appeal. At the appeal hearing, the person may be accompanied by one colleague or friend.

h)      Notification of termination of membership will be forwarded to the ANI.

i)      Photographs or videos posted on the club Facebook page or taken by photographers at athletics events may be used by the Committee to promote the club unless a member informs the Committee otherwise.

4. Objects

a)      The object of the Club shall be to provide facilities for and to promote participation in the amateur sport of Athletics.

b)      The word Athletics for the purposes of these rules shall mean Track and Field Athletics and/or Road and Cross Country Running and /or Mountain Running.

5. Management

a)      The Club shall be administered by a Chairman, Vice-Chairman, Secretary, Treasurer and Committee elected annually at the AGM.

b)      The Committee shall have powers to co-opt additional members or replace any of its members.

c)      Committee members shall consist of a quorum of three members. Meetings shall be called as and when the Committee feels necessary but not less than six per year. Decisions may be made by simple majority. In the event of a tie, the chairman shall have the casting vote.

d)      The exception to paragraph (c) shall be on any occasion where membership is being considered for refusal or removal. In such cases, a committee quorum must be a minimum of 60% and voting must be by two-third majority.

e)      If a quorum is not present within fifteen minutes of the specified commencement time the meeting shall be adjourned.

f)      The Vice-Chairman shall be entitled to act as Chairman in the absence of the Chairman. If neither are present at a meeting, the members shall elect an Acting Chairman from those members present.

g)       The AGM shall be held on or before 30th April each year and the quorum shall be 10% of all paid up members. All paid up members of the Club will be notified in writing by the Secretary at least three weeks before the AGM. All matters for inclusion in the Agenda shall be received by the Secretary at least seven days before the meeting.

h)      At the AGM the current committee will present written reports and stand down. Election of the new committee will then take place with nominations being received and voted on by simple majority. Any paid-up member of the club may nominate any other paid-up member, including themselves, to a position on the committee.

i)      Only fully paid up members who are present may vote at the AGM.

6. Extra-ordinary General Meetings

a)      An Extraordinary General Meeting may be called by at least 50% of the Committee, or at least 20% of members, who shall state in writing the business to be discussed.

b)      At least seven days notice in writing shall be given to all of the members and only the business specified in the notice convening the meeting shall be discussed.

c)      The rules regarding attendance, voting and quorums are as those for the AGM.

7. Subscription

a)      At each AGM, annual membership fees shall be proposed by the Committee and be subject to a majority vote of those present and a minimum of 10% of paid-up members being present. Membership fees are payable at the time of joining and/or by 31st March each year. Athlete registrations will be paid to Athletics Northern Ireland within 30 days of the due date and as new members join thereafter.

b)      Members who are over 60 days in arrears with fees are not eligible to represent the Club. Athletes who have not paid and are not registered with Athletics NI are not entitled to insurance at any events/training they participate in.

c)      All surplus income of profits are to be reinvested in the club. No surpluses or assets will be distributed to members or third parties.

8. Club Funds and Assets

a)      The use of club funds is subject to approval by the Committee at committee meetings or by email on the basis of majority voting with a least three members in support. The Treasurer will retain evidence of authorisation (minutes of committee meetings and copies of email authorisations) for audit purposes until after the AGM.

b)      Any equipment purchased by the club must have a named custodian with a record retained by the Treasurer. A list of equipment and custodians will be reported by the Treasurer at the AGM.

c)      Custodians of equipment must undertake to take reasonable care of the equipment and report any loss, damage or change of custodian to a member of the committee as soon as possible. Custodians will not be held financially liable for damage or loss of club equipment unless it was purposefully or wilfully done.

d)      Equipment damaged, worn out or lost must be written-off at the AGM following a report by the custodian.

9. Alterations to the Constitution

The Constitution shall be altered only at an AGM by a majority of members present and voting.

Upon dissolution of the club any remaining assets shall be given or transferred to another Athletics Club registered as a Community Amateur Sports Club, a registered charity or Athletics Northern Ireland for use by them in related community sports.

10. Unforeseen Events

The Committee shall have the power to deal with any matter not specifically provided for in the Constitution, or of such urgency as would preclude the calling of an EGM, provided it is reported to the membership as soon as is practicable.