Sperrin Harriers Constitution (Revised at AGM 25 th Nov 2015)

1. Name
a) The name of the organisation shall be Sperrin Harriers hereinafter referred to as the ‘Club’.
b) The Club colours shall be red / white vest. Red / white shorts are optional.
c) The Club shall abide by all Policies of Athletics Northern Ireland.

2. Objectives
The Club is established to pursue the following objectives: –
a) Participation in the sport of running (meaning road, track, mountain and cross country) hereinafter referred to as the ‘sport’.
b) The organisation, management and development of running for all members of the Club.
d) The provision of training opportunities for its members.
e) Promoting locally based races for Club members and encouraging members to participate in events organised by ANI affiliated clubs.
f) Providing equal opportunities for successful participation by all sections of the community.
h) The promotion of the sport in the Mid Ulster region.
i) As agreed, the Committee to assist other organisations to organise running events. The Committee’s prior agreement is required before the Club commits to offering such support.

3. Affiliation
The Club shall be affiliated to Athletics Northern Ireland (ANI) and will abide by their rules, policies
and procedures.

4. Membership
All members are subject to the Constitution of the Club, its Policies and Procedures, and the  regulations of the ANI.

a) Membership of the Club is open to all individuals, over 18 years of age at the time of application, provided they comply with this Constitution. Membership will also be open to the children of Club Members who are age 12 or over, subject to it being understood that the child/juvenile member is accompanied by the parent club member at all Club organised events and the parent is responsible for the welfare/safety of the child/juvenile at these events. In exceptional cases an alternative guardian/relative may be acceptable, subject to this being explicitly agreed at a Management Committee Meeting. Other persons under 18 years will be directed towards Schools / Other Clubs / Coaches who cater for under age categories. Sperrin Harriers does not currently have the facilities or volunteer network to cater for juniors/juveniles.

b) No person shall be refused membership on the grounds of race, colour, creed, religion, sex, sexual preference, impairment or disability.

c) All applications for membership shall be accompanied by the appropriate annual membership fee which shall thereafter be payable on the 1st day of March each year. The onus on payment of membership rests with the individual member. The Club reserves the right to apply an additional charge of £5 for payments for renewal of membership received after the 31st March each year. Members who join after the 1st January will pay the full annual fee, but may at the discretion of the committee be allowed a discount of £10 on the membership fee due for the following year.

d) Members are required to wear club colours/kit when participating in races. Therefore new members are required to purchase club vest (club shorts are optional). This requirement may be waived for members who do not intend to race.

e) Only fully paid up senior members shall be entitled to vote at General or Annual General Meetings. Juvenile members are not entitled to vote.

f) Only fully paid up members may be elected and serve on the Management Committee.
g) Only fully paid up members can participate under the Club’s name and wear the Club’s official colours/kit.

h) The Club’s financial year will run from 01st November to 31st October. The membership year will run from 1st April to 31st March in order to align with ANI’s membership year. The membership fee will be agreed at the AGM. The AGM should normally be held during the month of November.

i) Communications to members may be by email, text alert or published on the Club’s website or Facebook, or a combination of these.

5. Suspension, Refusal or Termination of Membership
a) All Membership Applications will be brought forward to the management committee for confirmation.

b) The management committee shall be entitled to:

i) Refuse any application for membership on the grounds that such membership would be
prejudicial to the objectives of the Club as set out in Rule 2 of this constitution.
ii) For good and sufficient reason to refuse renewal of any existing membership or terminate
or suspend any membership provided that the member concerned shall have the right to
be heard by the full management committee before a final decision is made.

c) The member may apply for reinstatement at the next annual general meeting. If reinstated the member will be subject to a probationary period as determined by the management committee

d) Any member under suspension shall be barred from taking part in any event organised by the Club, unless prior permission has been granted by the Management Committee.

e) The management committee shall inform the member in writing of any decision to refuse, suspend or terminate their membership and include the reasons for doing so.

f) Notification of the termination of a membership will be forwarded to the Governing Body.

6. General Meetings
a) Annual General Meeting (AGM) should normally be held during the month of November. In any event the AGM shall be held each year at such time and place as determined by the management committee, at approximately twelve monthly intervals, but no more than fifteen months after the date of the previous AGM.

At each AGM the following business shall be conducted:

1. Receive and confirm the minutes of the previous AGM.
2. Presentation of Chairperson’s report.
3. Presentation of Secretary’s report.
4. Presentation of the Club’s financial accounts for the year by the Treasurer.
5. Presentation of the Club’s projected financial situation for the coming year, and the setting of all fees.
6. Resolutions and proposed amendments to the Club’s Constitution.
7. Election of Officers to the management committee.
8. Any other business brought before the meeting, which has been submitted in writing to the secretary not less than seven days prior to the AGM, and any other business deemed relevant by the chairperson.

Notice for an AGM shall be a minimum of 14 days. Publication on the Club’s website and/or
notification by email or text alert, and a note in the Club’s Press Reports, published in the local press,
will be deemed sufficient.

b) Extraordinary General Meeting (EGM)

An EGM may be called upon the written demand of:

i) 33% of the membership.
ii) The Chairperson.
iii) 2/3 majority of the management committee.

In the event that a demand for an EGM is received the members must be notified within 7 days giving a minimum of fourteen days notice, and stating the business to be discussed.

In the event that ten members submit a written request to the club secretary to notify members of a reason for an EGM, the Club Secretary is obliged to facilitate those members to communicate with the total membership.

7. Rules for General Meetings
a) The Chairperson, or in his/her absence a member selected by those present at the meeting, will take the Chair.

c) All members shall register with the Secretary prior to the start of the meeting.

d) Each member shall have one vote.

e) All votes shall be determined by a simple majority. In the event of a tied vote, the Chair may exercise a casting vote.

f) The quorum shall be 10% of those eligible to vote.

g) The Secretary shall keep the minutes of the meetings and record all proceedings and resolutions.

h) Minutes of the General Meeting and all other relevant information arising from the General Meeting will be made available to all members within 3 weeks of the GM taking place. The information may be emailed to all members, or published on the Club’s website, or both.

i) All members attending the meeting shall be expected to conduct themselves in a manner
that upholds the dignity of the Club.

8. Election of Officers to the Management Committee
a) The members of the management committee shall be drawn from the membership, as defined in clause 4 of this constitution.

b) Candidates shall be elected by proposal and nomination at the AGM (or EGM in exceptional circumstances), and shall be members of the management committee from the conclusion of that AGM / EGM until the election of a new committee at the following AGM unless under exceptional circumstances.

c) All nominations of candidates for election shall have the consent of the nominee and be seconded.

d) Uncontested posts may be filled by nomination(s) and election at the AGM / EGM.

9. Members Of The Management Committee
a) The Club shall be administered by Officers and committee as agreed and elected at the AGM (or EGM in exceptional circumstances), and may include the following Officers:

i) Chairperson
ii) Vice Chairperson
iii) Secretary (Communications & Meetings)
iv) Assistant Secretary
v) Secretary (Membership Registrations)
vi) Treasurer
vii) Assistant Treasurer
viii) Public Relations Officer (PRO)
ix) Training & Races Co-ordinator
x) Welfare Officer (compulsory for juvenile membership)

And any other Officer post as agreed at the AGM (or EGM in exceptional circumstances)

b) All the above shall be entitled to one vote each at General Meetings.

c) The management committee may agree to additional officer posts and co-opt any member to any unfilled post until the conclusion of the following AGM, providing that the number of cooptees shall not exceed one third of the total number of persons serving on the committee at that time. The option to co-opt members should not be used as an alternative to electing members at the AGM (or EGM in exceptional circumstances).

d) The management committee may appoint any sub-committees it may deem necessary to deal with the matters of the Club, until the conclusion of the following AGM (or EGM in exceptional circumstances). The sub-committee must include at least one member from the Management Committee. The proceedings of all such committees shall be reported to the management committee by a Management Committee member or in the event of his/her absence by a representative elected by that sub-committee.

e) No individual may hold the post of Chairperson of the Management Committee for more than two years. After two years the individual must step down, but may be eligible to be elected to an alternative post on the committee. As far as possible the retirement of committee members should be managed to ensure a continuation of relevant knowledge and expertise.

f) Relevant guidance and training should be provided to members taking on new responsibilities. Retiring members are expected to co-operate in ensuring a timely and smooth handover. Failure to do so will be regarded as mis-conduct.

g) All members of the Management Committee shall be expected to conduct themselves in a manner that upholds the dignity of the Club.

10. Rules for the Management Committee
a) The Chairperson shall chair the meeting, or in his/her absence the Vice Chair. If neither are present at a meeting, the members shall elect an acting chairperson from those present.

b) Normally seven days notice of any meeting of the management committee accompanied by an agenda of the business to be discussed, shall be given by the Secretary, except when:

i) The date of the meeting had been agreed at the previous management meeting, in which
case four days notice shall be given.
ii) In an emergency the Chairperson may call a meeting at four days notice, or earlier with
the agreement of the members of the management committee.

c) The quorum shall be two-thirds of Committee Members.

d) All members of the management committee as listed at Rule 8 a) shall be entitled to vote.

e) All votes shall be determined by a simple majority. In the event of a tied vote, the Chair may exercise a casting vote.

f) Attendance at meetings shall be restricted to members of the Committee at 9 (a). Individual members may be asked to attend to provide advice and guidance.

g) If any committee member misses two consecutive meetings without furnishing an explanation that is acceptable at the discretion of the committee, that member may be suspended from the committee and substituted in line with clause 9c above.

h) The minutes of the Management Committee meetings shall be distributed by the Secretary to the members of the Management Committee as draft minutes within seven days of the meeting. The minutes will be brought to the subsequent Management Committee meeting for ratification and adoption. A copy of the ratified/adopted minutes shall be made available to a member of the Club upon request, but subject to any personal information relating to individual members being withheld.

11. Finance
a) The income and property of the Club, however derived, shall be applied solely towards the objectives of the Club as set out in Rule 2, of this constitution.

b) The Club shall have the power to raise money by means of yearly affiliation fees, Club races, sponsorship, advertising on Club website, and fund raising activities for the benefit of the Club, subject to any statutory requirements.

c) All monies shall be lodged in a bank account in the name of the Club.

d) The Chairperson, Treasurer, Assistant Treasurer and Secretary shall be authorised signatories to sign cheques on behalf of the Club, of which two signatories shall be needed.

e) The financial year of the Club shall run from 01st November to 31st October.

f) At each Committee Meeting the Treasurer will update the Committee members on the current financial position, and after each meeting will forward an update to the Secretary to be distributed with the minutes of meeting.

12. Amendments to the Constitution
This Constitution may only be amended by a proposal passed by a majority of members present and entitled to vote at an Annual or Extraordinary General Meeting. The constitution will be published on the Club’s website within one week of any changes being made to it with a note of the date of the most recent amendment.

13. The Dissolution of the Club.
a) Any resolution to dissolve the Club may be passed at any General Meeting provided that:

  • The terms of the proposed resolution are received by the secretary at least 42 days before
    the meeting at which the resolution is to be brought forward, and that
  • At least twenty eight days notice of the proposed resolution shall be given in writing by the
    Secretary to all members, and that
  • Such a resolution shall receive the assent of two thirds of those present and entitled to vote.

b) Upon dissolution of the Club, after all Club and Trustee liabilities have been cleared, all remaining financial and material assets shall be given or transferred to a local charity.

14. Declaration
It is hereby certified that this document represents a true and most up to date version of the Constitution of Sperrin Harriers.

SIGNATURES

Toirleach Gourley
Chairperson
25th November 2015

Deirdre Conway
Secretary
25th November 2015