Radcliffe Athletic Club
Constitution
1. Title of the Club
The title of the Club shall be Radcliffe Athletic Club.
The Club colours shall be yellow vest with black trim.
2. Aims of the Club
The aims of the Club shall be to:
a) actively promote the sport of Athletics;
b) promote participation in amateur Athletics;
c) provide facilities for participation in amateur Athletics.
Specifically, the Club shall:
d)
e)
f)
g)
h)
i)
j)
encourage the practice and development of amateur Athletics;
provide coaching for the members and organise competitions;
provide facilities and equipment for the practice and development of amateur Athletics;
encourage the active participation of all members of the Club, regardless of ability;
organise teams to represent the Club in championships and leagues, and in such other competitions as the
Management Committee shall decide;
affiliate to the governing bodies of Athletics and observe their rules and laws;
provide a healthy environment and social facilities to all members.
2.1. Types of Athletics Catered For
The Club shall cater for:
a)
b)
c)
d)
e)
f)
Track and Field Athletics;
Cross Country Running;
Road Running;
Road Relay Running;
Race Walking;
Fell and Hill Running.
2.2. Not for Profit
The Club shall be operated on a not-for-profit basis.
3. Equal Opportunity Aims
a) The Club shall ensure that everyone is given the opportunity to participate fully and equally in all activities
and shall work against discrimination and harassment of people on the basis of age, ethnicity, gender,
sexual orientation, disability, religion, nationality, beliefs or culture.
b) The Club shall actively promote and support the principles of equality and diversity. Membership is open
to all, regardless of age, ethnicity, gender, sexual orientation, disability, religion, nationality, beliefs or
culture.
c) The Club shall be non-political.
4. Affiliations
a) The Club shall seek to be affiliated to one or more of the Governing Bodies of amateur Athletics as the
Management Committee consider appropriate in order to carry out the objectives of the Club.
b) The Governing Bodies to which the Club is affiliated are UK Athletics and the Association of Running Clubs.
5. Priority of Rules
a) In the event that there shall be any conflict between any rule or by-law of the Club and any of the
Governing Body Rules then the relevant Governing Body Rule shall prevail.
b) In the event of a conflict between the rules of the Governing Bodies then the relevant Association of
Running Clubs Rule shall apply.
c) In the event of any conflict between the rules of the Governing Bodies and the statutory requirements for
Community Amateur Sports Clubs (“CASC”s) (which means Community Amateur Sports Clubs as first
provided for by the Finance Act 2002), the statutory requirements for CASCs shall prevail.
6. Membership
6.1. Subscriptions
a) Membership subscription to the Club shall be open to amateur athletes over the age of 16 years and
otherwise in accordance with the governing body’s laws.
b) Each applicant for subscription must complete the official application form, and be proposed, seconded
and elected or otherwise at a properly convened meeting of the Management Committee.
c) Only fully paid up first claim members of the Club may represent the Club in any competition.
d) Club vests must be worn when competing in any Club event.
6.2. Ending Membership
a) Any member wishing to resign must do so in writing addressed to the Chair or Secretary. The
resignation shall be considered by the Management Committee within one calendar month of receipt
and will be effective as from the date of tendering.
b) Resignations shall not be accepted if the member is financially indebted to the Club i.e. has not paid
his/her subscription for the current year, and acceptance will be withheld until the debt is discharged.
c) Any member who resigns from the Club shall not be entitled to have any part of the annual
membership fee or any other fees returned.
6.3. Amount of Subscriptions
a) The amount of the annual subscriptions for the year shall be set at the AGM.
b) The yearly subscription fee must accompany the application for subscription and thereafter is due in
January.
c) The Officers (or Committee) shall have the power in special circumstances to remit the whole or part
of the fees to address issues of social inclusion.
6.4. Non Payment of Subscriptions
The Committee may expel any member whose subscription is three months in arrears providing that one
month’s notice in writing has been sent to such a member by registered or recorded delivery letter to the
member’s last known address, informing that member of the proposed action of the Committee.
7. Management Committee
7.1. Composition of the Management Committee
a) The Management Committee who will be elected at the Annual General Meeting, will consist of an
Honorary President, Chair, Secretary and Treasurer who shall be Officers of the Club and up to 11
members, collectively the “Committee Members”.
b) The Chair, Secretary and Treasurer shall pass the Fit and Proper Persons test as set out in HMRC
guidance.
c) The Committee shall consist of no more than 15 members.
d) The Committee will be elected by a vote by a show of hands. In the event of a tie a secret vote will
take place.
e) If vacancies occur among Committee Officers between General Meetings, the Committee Members
may fill the positions from the Committee Representatives.
f) No more than two Committee Members shall be from the same household and only one Officer shall
be from the same household.
g) The Committee has the power to create any sub-Committees on a permanent or temporary basis.
h) The Committee shall have the power to co-opt members for particular projects, but co-opted
members shall not have a Committee vote.
i) The quorum for a Management Committee meeting shall be five members of the Committee and must
include two Officers.
j) The Committee shall establish and update as required a series of rules, regulations and guidelines
covering all aspects of the day to day running of the Club.
7.2. Ending Committee Membership
a) A Committee member may be suspended or dismissed from the Club by a Committee majority vote if
they fail to attend three meetings without sending apologises or they have committed gross
misconduct (as defined in the Club’s Code of Conduct).
b) A Committee member who has been suspended will be entitled to have that suspension reviewed at a
Special General Meeting called for by that Committee member in writing to the Secretary of the Club.
At this meeting the Committee Member will be allowed to speak personally and/or can be represented
by another Committee Member.
7.3. Indemnity
Each member or co-opted member of the Committee shall (to the extent that such a person is not entitled
to recover loss under any policy of insurance) be entitled to be indemnified out of any and all funds
available to the Club, which may be lawfully so applied against all costs, charges, expenses and liabilities
whatsoever incurred by such a person in the execution and discharge of duties on behalf of the Club, or in
relation thereto, or incurred in good faith in the purported discharge of such duties, subject to Club
Committee approval, public liability.
7.4. Recording of Decisions Made at Management Committee Meetings
All decisions made at all Management Committee meetings will be recorded in the minutes. When minutes
are agreed they shall be taken to be the authoritative record of decisions.
8. General Meetings of the Club
8.1. Annual General Meeting (AGM)
a) The Annual General Meeting shall be held in the month of January or within one month of the end of
the Club financial year.
b) All members will be given at least 28 days notice of the date of the AGM.
c) All reasonable steps will be made to publicise the AGM.
d) The quorum shall be 15 members, including at least 2 Committee Officers. If the quorum is not
reached, another meeting will be held in 21 days’ time.
e) Each fully paid up member present at the meeting shall have one vote.
8.2. Duties of the Committee at the Annual General Meeting (AGM)
At the Annual General Meeting (AGM) the Committee shall:
a)
b)
c)
d)
e)
f)
Produce a copy of the previous AGM minutes;
Give an annual general report (verbal or written) summarising the work done by the Club;
Provide annual accounts for inspection;
Elect Committee Officers and Committee Representatives;
Consider and vote on any amendments to the Constitution;
Any proposed changes to the Constitution by a member must be received by the Chair or Secretary at
least 21 days prior to the date of the AGM, in order that all members shall have sufficient notice of
the proposal;
g) Provide an update of subscription;
h) Consider any other business of which due notice has been given.
8.3. Extraordinary General Meeting
a) An Extraordinary General meeting shall be called by the Secretary or Chair within one month of the
receipt of a requisition signed by at least 15 members stating the purpose of the meeting.
b) At least 14 days notice shall be given to all fully paid up members of the date, venue and purpose of
the Extraordinary General Meeting.
c) No other business should be conducted at such a meeting.
8.4. Notification of nominations, resolutions and voting procedures
a) Each member shall have one vote on any resolution put before an AGM, General Meeting or Special
Meeting. Committee Members shall have one vote on resolutions put to Committee Meetings.
b) Each resolution proposed, including nominations for the Committee, must have the support of at least
two members.
c) Nominations for the Management Committee and proposed changes to the Constitution at AGMs and
resolutions to be put to all General Meetings must be notified to the Secretary no later then seven days
prior to the date of the relevant meeting.
d) All resolutions and nominations shall be passed by the majority only.
9. Finance
a) The funds of the Club cannot be used for the direct or indirect private benefit of its members other than
reasonably allowed by this Clause.
b) The Committee shall appoint at least three authorised signatories, being the Chair, Treasurer and a
Committee member, and cheques shall be signed by at least two of the authorised signatories.
c) The signatories shall be from different households.
d) All moneys payable to the Club shall be received by the Treasurer and deposited in a bank account in the
name of the Club. No sum shall be drawn from that account except by cheque signed by two of the three
signatories who shall be the Chairman, Secretary and Treasurer.) Any monies not required for immediate
use may be invested as the Committee in its discretion think fit.
e) The Treasurer shall undertake appropriate book keeping training.
f) The Treasurer shall provide an update of accounts on a regular basis to the Committee.
g) All payments over £100 shall be made by cheque, not cash. Signatories are not to authorise cheques in
excess of £5,000 without the consent of the Committee.
h) The accounts shall be kept up-to-date, and a statement of accounts presented at the AGM, or whenever
the Committee feels appropriate.
i) The Committee will have responsibility for ensuring the financial health of the Club.
j) The income and property of the Club shall be applied only in furtherance of the objects of the Club and no
part thereof shall be paid directly or indirectly, overtly or covertly by way of bonus, dividend or profit to
any members of the Club or third parties other than other community or sports Clubs or charities (save as
set out in Clause 11.)
k) The Committee shall have power to authorise the payment of remuneration and expenses to any Officer,
member or employee of the Club and to any other person or persons for services rendered to the Club.
l) The financial transactions of the Club shall be recorded by the Treasurer in such manner as the Committee
thinks fit.
m) The financial year of the Club shall be the period commencing on 1 st January and ending on 31st
December. Any change to the financial year shall require the approval of the members in a General
Meeting.
n) The Committee shall retain all financial records relating to the Club and copies of Minutes of all meetings
for a minimum period of six years.
9.1. Commercial Activity and Remuneration
The Club may in connection with the Aims of the Club:
a) Sell and supply food, drink and related sports clothing and equipment;
b) Employ members (though not for competing nor current Committee Members) and remunerate them
for providing goods and services, on fair terms set by the Committee without the person concerned
being present;
c) Pay for reasonable hospitality for visiting teams and guests; and
d) Indemnify the Committee and members acting properly in the course of the running of the Club
against any liability incurred in the proper running of the Club (but only to the extent of its assets.)
10. Property
a) The property of the Club cannot be used for the direct or indirect private benefits of its members other
than as reasonably allowed by this Rule.
b) The property of the Club, other than cash at the bank, shall be vested in not more than four Custodians.
They shall deal with the property as directed by resolution of the Committee and an entry in the minutes
shall be conclusive evidence of such a resolution.
c) The Custodians shall be elected at a General Meeting of the Club and shall hold office until death or
resignation unless removed by a resolution passed at a General Meeting.
d) The Club may provide sporting and related social facilities, Club sporting equipment, coaching, courses,
insurance cover, medical treatment, reasonable away-competition expenses, post competition
refreshments and other ordinary benefits of CASCs.
11. Dissolution of the Club
a) If the Committee by a majority decide at any time that it is necessary to dissolve the Club, it shall call a
Special General Meeting of the members giving not less than 21 days’ notice and stating the terms of the
resolution to be dissolved.
b) The Committee will then be responsible for the orderly winding up of the Club’s affairs.
c) The dissolution shall take effect from the date specified in the resolution and the members of the
Committee shall be responsible for the winding-up of the assets and liabilities of the Club.
d) After settling all liabilities of the Club, the Committee shall dispose of the net assets remaining to one or
more of the following:
I.
II.
III.
To another Club with similar sports purposes which is a registered charity; and/or
To another Club with similar sports purposes which is a registered CASC; and/or
To the Club’s national governing body for use by them for related community sports.
12. Definition of Amateur
The definition of Amateur is as defined by UK Athletics.
13. Priority and Interpretation
Interpretation of all of the clauses within this Constitution must be consistent with the statutory requirements
for Community Amateur Sports Clubs.
14. Amendments to the Constitution
No part of this Constitution may be altered, added to or deleted except at an Annual General Meeting or at an
Extraordinary General Meeting called for the purpose and then only by a two thirds majority of those present
and voting.
Signed:
………………………………………………
Chair
………………………………….
Date
……………………………………………..
Secretary
…………………………………..
Date