Steel City Striders Running Club Constitution
The name of the club is STEEL CITY STRIDERS RUNNING CLUB.
2. Aims and ethos
2.1 The Club’s aims are:
a. To promote and encourage running activities for people of all abilities.
b. To promote and encourage social activities for members.
c. To support charities and good causes in and around Sheffield.
2.2 The Club is open to everyone. The Club respects the rights, dignity and worth of everyone.
2.3 The Club expects all members to conduct themselves in a manner consistent with the Club’s ethos.
3.1 Membership of the Club is open to all people aged 18 and over wishing to join the running and/or social activities of the Club and willing to pay the relevant subscription and abide by the Constitution of the Club.
3.2 Membership is open to persons who are amateurs as defined by the Associations to which the Club is affiliated and who are eligible to compete under the rules laid down by those bodies.
3.3 The Club encourages people of all abilities and from all backgrounds to become members.
3.4 Any person joining the Club as a second claim member will be eligible for all benefits of the club with the following exceptions:
(a) Unable to be a Committee member;
(b) Unable to set a Club record;
(c) Unable to participate in Club championships.
3.5 The Committee has the power to accept or reject all membership applications.
3.6 Any Member whose conduct is deemed to have brought the Club into disrepute or to be contrary to the aims and interests of the Club may have their membership terminated by the Committee, providing that the member is given 14 days notice of the matter, in writing, and is given the opportunity to make representations to the Committee about the matter. The decision to terminate a member’s membership will have a majority of those present at the Committee meeting.
3.7 Any Committee Member whose conduct is deemed not to be in the best interests of the club may be suspended or banned from serving on the Committee at any Annual or Special General Meeting, at which the Committee Member concerned is entitled to be present and providing that the Committee Member is given 14 days notice of the matter, in writing. The decision to suspend the Committee Member and the length of the suspension will have a majority of at least 75% of those present and entitled to vote at the meeting. Any Committee Member so suspended will be allowed to continue as a member unless the provisions made in 3.6 apply.
3.8 Any member wishing to resign from the Club must give notice of their resignation in writing to the Membership Secretary. A notice of resignation will be considered by the Committee within one calendar month of receipt. Membership will be held to have ceased on the actual date of the tendering of the notice, unless the member concerned is financially indebted to the Club, in which case the acceptance may be withheld until the indebtedness has been met. Having resigned, any person subsequently wishing to rejoin the Club will be readmitted at the discretion of the Committee and will be required to pay the full year’s membership subscription.
The Club will affiliate to Associations relevant to the running activities of the Club in the manner laid down by those Associations necessary to compete in events under their control.
The management and control of the club will be vested in the Committee.
The Committee will be responsible for all matters pertinent to the successful functioning of the club, including affiliations, membership, finance, coaching and training, club events, participation in local and national competitions, club social events, internal and external communications and any other relevant matters.
5.1 Committee members
The Committee will consist of the Chair, General Secretary, Membership Secretary, Treasurer and up to10 other members, all of whom must be full members of the Club.
5.2 Election of Chair
The Chair will serve for a period of three consecutive years from the date of the Annual General Meeting at which the Chair is elected, unless the Chair resigns mid-term in which case the appointment of a new Chair will be as soon as is practically possible. The post of Chair will be open to any first claim member of the club. Invitation to be considered for the post of Chair will be sought by the Committee and such an invitation will be via a suitable advertisement on the club website and via any other means used to publicise information to Club members. The appointment of a new Chair will be ratified by a majority decision at an Annual (or Special) General Meeting and in the event of more than one member wishing to be considered for Chair, the final decision will be by election and a majority decision of the Annual (or Special) General Meeting. There will be no restriction on the number of terms a member may serve as Chair; however, reappointment will not be automatic and a retiring Chair will be subject to the formal appointment and election process outlined above.
5.3 Election of Committee members
Nominations for Committee will be invited from among the first claim members in advance of the Annual General Meeting via the club website and via any other means used to publicise information to club members. Such nominations will be in writing or email to the General Secretary and will be supported by one other first claim member. The appointment of the committee members will be ratified by a majority decision at an Annual General Meeting.
Any Committee member who does not attend three consecutive meetings of the Committee without reasonable cause may, at the discretion of the Committee, cease to be a member of the Committee.
5.4 Committee member roles
The Committee will decide which of its members will undertake the committee’s responsibilities (in addition to those of the chair, general secretary, membership secretary and treasurer). The Committee will inform the members which roles committee members are undertaking.
5.5 Committee co-optees
The Committee may from time to time co-opt additional Committee members from among the first claim members.
The use of co-opted volunteers to assist with the running of the club will be promoted to ensure a fair and equitable distribution of tasks.
5.7 Conduct and Frequency Committee Meetings
The Committee will meet a minimum of 8 times a year. The Committee will agree the dates of its meetings in advance, and no less than 7 days in advance. The dates of its meetings will be publicised on the Club website or via any other means used to publicise information to Club members.
The Committee will be quorate if at least five members are present.
Any member of the Club may attend a Committee meeting as an observer.
The Committee will consider all matters of relevance to the successful functioning of the Club. It will receive reports from the chair, general secretary, membership secretary and treasurer, and from other Committee members about their areas of responsibility.
Minutes of Committee meetings will be kept by the general secretary and will be available on request from the General Secretary.
6. General meetings
6.1 Annual General Meeting
The Annual General Meeting will normally be held in January of each year, and within no more than 15 months after the previous meeting. At least seven days notice of the Annual General Meeting will be issued to all members.
An Annual General Meeting will be quorate if 5% of more of the current first claim membership of the Club is present.
At the Annual General Meeting, the chair will be taken by the Chair or in his/her absence, another Committee member as agreed by the Committee.
Annual General Meetings will consider an annual report from the Chair and a finance report from the Treasurer. Annual General Meetings will also consider any resolutions from the Committee or from first claim members of the Club.
6.2 Special General Meeting
Special General Meetings can be called by the General Secretary or at the written request of 10 first claim Club members. Such requests should be submitted to the General Secretary, setting out the reason for requesting the meeting and the business to be considered.
At least 14 days notice of such a meeting must be given.
A Special General Meeting will be quorate if 5% or more of the current first claim membership of the Club is present.
7.1 Subscriptions and payment procedures will be decided at the Annual General Meeting and will come under the following categories:
Senior Citizen member
Second claim member
National, European or World Champion member – any current fully paid up member of the club who becomes a National, European or World Champion will be entitled to become a free life member.
7.2 The Committee will have the power to expel any member whose subscription is six months in arrears providing that one month’s notice in writing has been sent to such member by registered or recorded delivery letter addressed to the member’s last known address or by email to the member’s last known email address, informing them of the proposed action of the Committee.
8. Finance and property
8.1 The Club’s funds, income and property will be used solely in pursuance of the Club’s aims.
8.2 The Club’s funds will be expended by the Treasurer in accordance with an annual financial plan approved by the Committee and, for items valued at £1,000 or more arising during the year and not included in the plan, with approval from the Committee.
8.3 The Treasurer will keep an account of all income and expenditure and will submit accounts at the Annual General Meeting.
8.4 There will be one main banking account in the name of the Club, through which all Club finances will pass. Withdrawals will be made in the name of the Club and on the signature of the Treasurer and one of the following Committee members: Chair; General Secretary; or one other Committee member, as agreed by the Committee.
8.5 Further banking accounts in the name of the Club will only be opened with the approval of the Committee and will be for specific purposes. Withdrawals will be made in the name of the Club and on the signature of the Treasurer and one of the following Committee members: Chair; General Secretary; or one other Committee member, as agreed by the Committee.
8.6 Between one and three Auditors, not being elected members or co-optees of the Committee, will be appointed annually at the Annual General Meeting to audit the Club’s accounts.
8.7 The audit of the accounts will be made available to all members.
The Club’s constitution can only be altered by a majority vote of those members present at an Annual (or Special) General Meeting.
The Club can only be dissolved by a minimum 75% majority of members present at a quorate Annual or Special General Meeting.
Upon dissolution, any assets remaining, after satisfying any outstanding debts and liabilities, will be donated to local charities to be determined by the Committee.
Constitution Approved: AGM, 26 January 2017
Amendment to section 7.2 to add in email as notification option and correcting typographical error in section 5.2: 25 February 2019