Club Constitution and Rules

1. TITLE
   • The Club shall be called Bourton Roadrunners Club and shall be conducted in accordance with and under the rules of UK Athletics (UKA).
2. CLUB COLOURS
   • Royal blue vest with two red horizontal hoops, with royal blue shorts, red trim.
3. SUBSCRIPTIONS
   1. Annual subscriptions shall be reviewed yearly for the various categories, payable on election and subsequently on the first day of April each year:
      1. Individual Adult – 16 and over. Full voting membership which includes England Athletics (or equivalent governing body) fees.
      2. Concessionary - Aged 16 and over and in full time education, or Senior Citizen. Full voting membership, which includes England Athletics (or equivalent governing body) fees.
      3. Junior - Under 16. Non-voting. Club will pay England Athletics (or equivalent governing body) fees as they become due (i.e. at 11yrs).
      4. Family - Up to 2 adults and all juniors living at the same address. Full voting membership for both adults, and England Athletics (or equivalent governing body) fees for all eligible (i.e. 11 yrs and over). A separate Junior Membership form must be completed for all Juniors covered on the Family Membership.
      5. Friends of BRR - Small membership fee. No affiliation to England Athletics (or any other athletic governing body). Non-voting. Will receive newsletters and invitations to club social events. This is a non-running membership.
      6. Life Membership - In addition to these categories, Life membership may be bestowed by the committee on any member they see fit to honour. Full voting rights. This membership is entirely free to the individual, the Club bearing all outgoing costs required as a result of that membership.
   2. When a new member joins membership fees as follows:
      1. less than 4 months to 1st April – 1/3 annual subscription;
      2. less than 8 months to 1st April – 2/3 annual subscription;
      3. less than 12 months to 1st April- full annual subscription.
   3. The Committee shall have the power to expel any member whose subscription is six months in arrears, after due notice of one month, in writing, shall have been sent to such member by registered letter or recorded delivery.
      
      The name and address of any member so expelled from the Club will be sent to the Hon. Secretary of the Midland Counties Athletic Association and will be entered in a book (to be called “The Black Book”) by this officer, this book being so kept for that purpose. Every person whose name has been so entered in the “Black Book” will be suspended from competing at any meeting held under UKA Rules until the liability causing his/her expulsion shall have been discharged.
4. MANAGEMENT
   • The Club shall be managed, controlled and conducted by a committee consisting of the following officers: Chairman, Vice Chairman, Hon. Secretary, Treasurer and no fewer than 5 other elected members. Other roles such as Membership Secretary, Press Officer, Entertainments Officer, Youth Development Officer, Child Protection Officer, Overseas Trip Co-ordinator, Teams Co-ordinator, Club Equipment Officer, Club Competitions Organiser and County Representative, are not automatically elected to the committee, although those same people can, subject to nomination and a separate vote, also stand on the committee. All such Officers and Committee Members to stand down, making their positions vacant in readiness for re-election at the AGM.
     
     The President (and Vice President if elected) are honorary positions and as such are not automatically elected to the Committee. They may, if fully paid-up members, also stand as committee members (subject to the same nominations and voting process as other elected members). These two positions are elected by the committee at their discretion and at any time. The four main committee members: Chairman, Vice Chairman, Hon. Secretary and Treasurer must be in attendance when a decision is made.
5. ANNUAL GENERAL MEETING
   • A General Meeting shall be held every year either in the month of October or November to receive the Chairman and Hon. Treasurer’s reports and Financial Statement, elect officers and committee and deal with any matter on the Agenda. The Hon. Secretary must give every member fourteen days’ notice of the date of meeting and notice of any business which is desired to place on the agenda must be given in writing to the Secretary at least seven days prior to the meeting.
6. QUORUM
   • At a Committee Meeting, 5 members including at least one officer will constitute a quorum. At an Annual General Meeting 20% of the membership.
7. NEW MEMBERS
   • New members to be elected at any Committee Meeting, subject to the signing of a club entry form and payment of the appropriate subscriptions, which will be returned if the candidate is not elected. No one shall be eligible for membership of the club unless an amateur, as defined by UKA.
8. RESIGNATION
   • A member intending to withdraw from the Club shall give notice in writing to the Hon. Secretary and his/her membership terminates on the date of notice unless he/she is financially indebted to the Club, in which case the Committee may withhold acceptance of the resignation until he/she has discharged the liability. A member not having tendered his/her resignation prior to March 31 shall be liable for the ensuing year’s contribution.
9. BANKING ACCOUNTS
   • The Club shall have a Bank Account and cheques signed by all 3 of the following, or 2 of the following and 1 other from the Committee: Chairman, Hon. Secretary, Hon. Treasurer.
10. HONORARY SECRETARY
    • The Hon. Secretary shall convene, attend and conduct the business of the Club except membership which shall be handled by the Membership Secretary.
11. HONORARY TREASURER
    • The Hon. Treasurer shall keep the Club’s Accounts and submit an Annual Financial Statement to the Annual General Meeting.
12. CHAIRMAN
    • The Chairman shall conduct the business of the Club and chair Club meetings. The Chairman has no ordinary vote, but has a casting vote in the event of a tie. The Chairman will submit an annual report to the Annual General Meeting.
13. INDEPENDENT EXAMINATION OF ACCOUNTS
    • The accounts for submission to the AGM shall be duly independently examined, prior thereto, by a fit person(s) appointed at the AGM. This person shall not be a member of the committee.
14. MEETINGS
    1. Committee meetings shall be held as appropriate.
    2. Special (Extraordinary) General Meetings.
       
       A Special General Meeting must be called by the Hon. Secretary within fourteen days of the receipt by him/her of a request in writing by 5 members of the Club, stating the special business to be brought before such a meeting. The Hon. Secretary shall give at least ten days’ notice to every member of the date, time and place of any such meeting and the business to be dealt with. No other business shall be dealt with at any such meeting.
15. ALTERATION TO RULES
    • No alteration or addition may be made to the Rules except by an Annual General Meeting or special meeting called for the purpose. Notice of any amendment must be given as provided in Rule 5 and 14(b). Two-thirds majority of the club members present at such meeting for any such alteration to Rules to take place.
16. CLUB RULES
    • Are published on the Club web site and all members are assumed to have read and accepted them.
17. CONDUCT OF MEMBERS
    1. All members competing at meetings
       1. Shall wear the Club colours unless representing another Club or Organisation.
       2. Should conduct themselves in a manner that will bring honour, respect and credit to their Club.
    2. Reflective tops must be worn on winter Club nights.
18. DISCIPLINE AND APPEALS
    1. Welfare of children
       All concerns, allegations or reports of poor practice/abuse relating to the welfare of children will be recorded and responded to swiftly and appropriately and where necessary in accordance with UKAs Welfare Policies and Procedures. The Club Welfare Officer is the lead contact for all members in the event of any child protection concerns.
    2. Definition of Misconduct
       The transmitting of electronic, written or verbal messages directed at, or describing, club officials with specific regard to their club duties. Examples of such inappropriate behaviour may include (but not limited to) offensive telephone calls, abusive messages on social media, false accusations via email, unreasonable demands, etc.
       
       The transmitting of electronic, written or verbal messages directed at or describing club members with the intent to cause intimidation harassment or abuse.
       
       The conduct of members when representing the club (i.e. wearing the club kit and/or running for the club in races) is also subject to review by this process. Such examples may include cheating in a race, offensive comments made to others, etc. Such behaviour may be sanctioned independently (e.g. by the race officials) as well as by The Club.
       
       Gross misconduct is defined as a much more serious offence and includes (but not limited to) physical abuse, theft, intimidation, harassment.
    3. Managing Misconduct
       All complaints regarding the behaviour of members should be presented and submitted in writing to the Club Secretary.
       
       The committee may take it upon themselves to discuss disciplinary proceedings on club member(s).
       
       The appropriate disciplinary actions the committee may consider are as follows, in order of severity:
       1. No case to answer / not guilty
       2. Written or verbal apology
       3. Verbal warning
       4. Written warning
       5. Suspended ban of membership
       6. Any combination of above
       7. Termination of membership
       
       
       Procedure for managing disciplinary actions:
       1. Initial disciplinary hearing. Appropriate disciplinary action will be issued only after FIVE members of the committee – excluding the Chairman - have reviewed the misconduct allegation. The club member concerned will attend this meeting. This meeting to be held within 21 days of a complaint being lodged. Where appropriate, independent evidence will be sought before reaching a decision, for example, the person complained about being given an opportunity to present their views. 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. If a formal written warning was issued, it will remain in place for twelve months from the date of the decision.
       2. Appeal on a written warning. All members have right to appeal their warning and the committee should consider the appeal within 21 days of the Club Secretary receiving the appeal. The appeal will be heard by FOUR members of the committee not involved in the original warning, but this time including the Chairman. A successful appeal will nullify the warning.
       3. Repeat offence. If a second formal written warning is issued within 12 months then the offence is considered gross misconduct.
       4. Gross misconduct will result in immediate termination from the club without refund of remaining club fees. A gross misconduct decision must be a unilateral one by the entire committee. There is no right of appeal.
       
       The Club operates within the disciplinary procedures of England Athletics , full details are available on their website: http://www.englandathletics.org
19. GRIEVANCE PROCEDURE
    • All grievances regarding the operation and management of the club should be lodged in writing by members to the Club Secretary. The committee will meet to discuss the alleged grievances within 21 days of the grievance being lodged.
    
    
    • Should the matter not be resolved to the satisfaction of the member, then in accordance with the Grievance Procedures of England Athletes, the member has the right to raise the grievance formally with England Athletics. Details of the England Athletics grievance procedure are available on their website: http://www.englandathletics.org
20. DATA PROTECTION
    • The personal details of members are securely kept by members of the committee and not shared without the member’s permission.
    
    
    • When a member who has access to these details leaves the committee, they must make every effort to delete electronic copies and return paper copies of details to the committee.
    
    
    • Any club member who knowingly misuses the personal details of members will have their membership immediately revoked.
    
    
    • Any emails sent out to all members should be blind copied, i.e. using BCC.
    
    
    • BRR Facebook page
      Members are encouraged to leave comments, photos, videos and links. The Club will review all comments and will remove any that are inappropriate or offensive.
      
      If any group member posts anything considered as detrimental to others’ enjoyment, they will be removed from the group.
      
      Comments posted do not represent the opinions of the BRR committee.
21. COACHING
    • The Club are keen to encourage members to gain UKA coaching qualifications in order to support club members, both individually and in speedwork sessions. To this end, the Committee will look favourably towards payment of fees.
    
    
    • Where fees have been paid by the club but the qualifications used for personal gain and where the club have not benefitted from the worth of the training, these fees may be rescinded, or request made for them to be refunded (fully or in part)
22. PROMOTION OF EVENTS
    • The Club promote Open races each year. Help from club members to contribute towards the organisation of these events is always encouraged and appreciated.
    
    
    • Members wishing to promote their own races should, as a matter of courtesy, inform the committee of their intentions. Any promotion for such an event should not use the club’s name Bourton Roadrunners.
    
    

To obtain a printable copy of the constitution and rules please click on the club logo below.

Coverage

1. Title
2. Club Colours
3. Subscriptions
4. Management
5. AGM
6. Quorum
7. New Members
8. Resignation
9. Banking Accounts
10. Honorary Secretary
11. Honorary Treasurer
12. Chairman
13. Independent Examination of Accounts
14. Meetings
15. Alteration to Rules
16. Club Rules
17. Conduct of Members
18. Discipline and Appeals
19. Grievance Procedure
20. Data Protection
21. Coaching
22. Promotion of Events

25th May 2016

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