Our Club Constitution

Revised November 2006

1. Title and Purpose

1.1. The club shall be called ‘Calder Valley Fell Runners’ (the Club).

1.2. The purpose of the Club is to promote fell running as a sport in the local community, and to provide encouragement, support and fell running related services to Club members.

1.3. The Club will additionally provide for cross country for junior members only and will compete in cross country only at junior level.

2. Affiliations

2.1. The Club shall be associated with the Fell Runners Association (FRA) and will encourage individual membership of the FRA.

2.2. The Club shall be affiliated to the appropriate regional athletics association.

3. Membership

3.1. All individuals who are prepared to comply with the FRA Rules for Competition shall be entitled to apply for membership.

3.2. The committee shall have the authority to refuse membership to an individual only if considers that membership would be against the interests of the Club.

3.3. Membership subscriptions shall be decided at an Annual General Meeting (AGM) and shall be due annually in January each year. Rules on payment for members joining mid-year shall be decided by the executive committee.

3.4. Honorary members may be appointed by the committee with the approval of the membership at a general meeting.

3.5. The Committee shall have the authority to expel any member who acts against the interests of the Club or brings the sport of fell running into disrepute.

4. Management

4.1. The management of the Club shall be vested in an executive committee (the Committee) comprising the officers and co-opted members, all of whom must be members of the Club.

4.2. The officers shall be elected annually at the AGM. They shall comprise: Chair, Secretary, Treasurer, Club Captain, Women’s Captain, Coaching Coodinator, Juniors Coordinator, Membership Secretary, Magazine Editor, Publicity Officer, Social Secretary, Equipment Officer, Statistician and Web Officer.

4.3. If a vacancy occurs amongst the officers, the Committee shall have the power to fill the post until the next AGM

4.4. The Committee shall have the power to co-opt up to three additional members, who shall not have a vote.

4.5. The quorum for Committee meetings shall be four.

4.6. Every elected member of the Committee shall have one vote on all resolutions.

4.7. Decisions will be made by a simple majority, with the chair of the meeting (who need not be the Chair as defined in 4.1) having a casting vote.

5. Responsibilities and Powers of the Executive Committee

5.1. The Committee shall meet, and act as required for the efficient management of the Club, not less than once every three months. An officer shall produce and retain minutes of meetings.

5.2. The Committee shall have the power to draw up Club rules which shall not contravene the rules of the FRA and which shall be subject to confirmation at a general meeting

5.3. The Committee shall decide on any matters pertaining to the purpose of the Club.

6. Finance

6.1. The financial year of the club shall be from the 1st of October to 30th September.

6.2. An auditor will be appointed at the AGM

6.3. Accounts shall be submitted after independent audit to the AGM which follows the end of the financial year.

6.4. A bank account shall be maintained in the name of the Club at a bank determined by the committee. An interest bearing account will be used when possible.

6.5. There will be three signatories to cheques (usually the Chair, Secretary and Treasurer). All cheques written against the club shall be signed by two signatories.

7. Annual General Meetings

7.1. The Annual General Meeting of the club shall be held during the month of November each year.

7.2. Notice of the Annual General Meeting, any agenda items and special business shall be published and sent to all members at least 30 days before the meeting.

7.3. The business to be transacted at the Annual General Meeting shall be:

  • Consideration of the Chairman’s report of the previous year.
  • Consideration of the Secretary’s report of the previous year.
  • Consideration and adoption of the accounts of the previous year and any report from the auditor.
  • The election of an executive committee.
  • Such other business as may be specified in the notice convening the meeting or received by the secretary in accordance with the rules of the Club.
  • Appointment of an auditor.

8. Extraordinary General Meetings

8.1. An Extraordinary General Meeting may be called by the Committee when it thinks fit.

8.2. An Extraordinary General Meeting shall be called when a request is made in writing by not less than 10% of individual members of the Club. The requisition shall express the object for which the meeting is proposed.

8.3. The business of an Extraordinary General Meeting shall be confined to the consideration of any proposed resolution set out in the requisition. It shall be held within two months of a valid requisition and not less than 20 days notice shall be given.

9. Conduct of general meetings

9.1. A quorum of members at any general meeting shall be ten.

9.2. If, at a meeting convened at the request of members, a quorum is not present within 30 minutes of the time of the meeting, the meeting shall be dissolved.

9.3. If, at a meeting convened otherwise, a quorum is not present within 30 minutes of the time of the meeting, the meeting shall adjourn to a day named at the meeting.

9.4. In the case of an adjourned Annual General Meeting, any number of members shall constitute a quorum.

9.5. Individual members of the Club who have paid the appropriate subscription and who are present at the General Meeting have the right to vote. Honorary members present at a General Meeting also have the right to vote.

9.6. Decisions at general meetings shall be made by a simple majority, with the chair having a casting vote, except those relating to dissolution of the Club (see 11.1).

10. Changes to the constitution

10.1. Changes to the constitution may only be made at a general meeting, annual or extraordinary.

10.2. Any proposed amendment of the constitution must be submitted to the secretary at least 30 days before the meeting.

11. Dissolution

11.1. The Club shall be dissolved if at any quorate General Meeting a resolution for the dissolution of the Club is supported by at least three quarters of the members present

11.2. If, on dissolution of the club, and after payment of debts and liabilities, there remain any assets, all funds realised shall be distributed among the membership.

APPENDIX

Revision History

October 1986

The first constitution was written by John Riley and others, based on the constitution of East Pennine Orienteering Club (EPOC).

December 1999

No copy of the constitution could be found. A new constitution was produced for the purposes of an application for a grant for Club equipment. It was based on the constitution of the FRA, but was never ratified at a general meeting of the Club.

2001

Mike Bell, as Secretary, suggested some amendments to the new constitution. His illness and untimely death prevented him from completing this revision.

December 2002

The new constitution was put into electronic format by Jon Underwood.

2003

A revision of the new constitution was drafted by Rod Sutcliffe, with reference to the original EPOC constitution and the revision notes made by Mike Bell. After discussion and amendment by the committee it was adopted at the annual general meeting in November .

November 2005

Two amendments were made and passed at the AGM in November 2005. Clause 1.3 was added to cater for the cross country needs of juniors, and 4.2 was amended to add women’s captain and coaching coordinator as officers of the committee.

November 2006

A further amendment was made to clause 4.2 to include the Juniors Coordinator as an Officer of the Club.

 

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