Club Constitution

Club Constitution

Name

The club shall be called Houghton Harriers and Athletics Club [hereinafter referred to as the Club] and it shall seek affiliation to and be bound by the rules of athletics’ National Governing Body (NGB).

Objects

To provide facilities and equipment for the coaching of athletics and to provide access to athletics competition within the communities of the City of Sunderland and East Durham without imposing geographic boundaries on recruitment.

The Club is committed to encouraging the highest ethical standards. All individuals involved in the Club should conduct themselves with integrity, transparency, accountability and in a fair and equitable manner.

The Club recognises the problems of socially disadvantaged groups, especially young people, and attempts to improve self-esteem through the building of skills and confidence.

Management

This is vested in an Executive Committee consisting of: Chair; Vice Chair; Secretary; Treasurer; Membership Secretary; Fixtures Secretary; Athletes’ Co-ordinator; Development Co-ordinator and Coaching Co-ordinator all of whom will be elected at the Annual General Meeting.

The Executive Committee members will resign each year but shall be eligible for re-election.

All Executive Committee members must be paid up members of the club and a member may hold only one of these posts.

The Executive Committee shall have full power to deal with all matters relating to the Club not reserved to a General Meeting, including power to make public and enforce such byelaws as the Committee feel necessary to govern the activities of the Club.

The Executive Committee will meet quarterly and a number greater than or equal to 50% of those elected shall form a quorum.

Membership

Membership shall consist of the following categories:

 Senior members (18 and over)
 Junior members (under 18)
 Officials / Coaches

Members in each category shall pay fees as fixed at each Annual General Meeting.

All members joining the Club shall be deemed to accept the terms of this Constitution and any Bye-laws from time to time adopted by the Club, in particular the requirement to conduct themselves in accordance with the Club’s ethical framework and codes of conduct.

Any person seeking to join the Club shall submit an application to the Executive Committee. Membership is open to all and no application will be refused on other than reasonable grounds. There will be no discrimination on grounds of race, occupation, sex or religious, political or other persuasion.

General Meetings

Annual General Meeting (AGM)
An AGM shall be held each January / February, to receive the Secretary’s and Treasurer’s reports, elect officers, fix subscriptions for the forthcoming year, consider changes to the Constitution, review and consider any bye-laws and deal with other relevant business.

The Secretary shall give members 28 DAYS notice of the meeting. Items to be included in the agenda must be sent to the Secretary, in writing, 14 DAYS prior to the meeting.

Extraordinary General Meeting (EGM)

An EGM must be called by the Secretary within 10 DAYS of a request, in writing, signed by at least 10 members, stating the matter(s) to be dealt with. The Executive Committee may also call an EGM by decision of a simple majority of its members.

The Secretary shall give every member 7 DAYS notice stating the matter(s) to be dealt with. No other business can be discussed at an EGM.

10% of paid -up members (over the age of 16 years), coaches or officials must be present to form a quorum at a General Meeting.

Finance

The Club’s financial year shall run from 1 January to 31 December each year.

The Treasurer shall be empowered to receive and pay out monies on behalf of the club. Cheques MUST be signed by any two of the following:

Chair; Treasurer or Secretary.

The Treasurer shall be responsible for the preparation of annual accounts of the Club.

The accounts shall be certified by an appropriate independent auditor appointed annually at the AGM.

Subscriptions

The annual subscriptions shall be determined by the AGM and must be paid by 30 June following the AGM.

Non – competing NGB graded Officials and Coaches will pay 25% of the Senior subscription and will have full voting rights.
Over 18s in full time education will pay the Junior membership rate.

Free life membership will be awarded to members with 25 YEARS service to the club (including membership of Houghton Harriers or Peterlee Road Runners) and to members over 65 years of age with at least 10 YEARS service. Such persons wishing to compete must pay the England Athletics registration fee.

Reduced rates in the case of hardship will be allowed at the discretion of the Executive Committee.

Resignation

Members wishing to resign must give written notice to the Secretary. Membership will terminate on the date of that notice when accepted by the Executive Committee. If the member is indebted to the club, termination will be withheld until the liability is discharged.

Alteration to the Constitution

No alteration to the constitution can be made except at an AGM or EGM and by no less than a two-thirds majority of those present.

A proposal to change the Constitution must be submitted in writing to the Secretary who shall circulate the proposal to all members and allow seven days for submission of any amendments before calling a meeting in accordance with rule 5 above.

All proposals for changes to the Constitution shall be signed by two members eligible to vote at a General Meeting.

Dissolution

The Club is a non-profit making organisation. All profits and surpluses will be used to maintain, improve or develop the Club’s facilities. No profit or surplus will be distributed other than to another non-profit making body on a winding-up or dissolution of the Club.

If, upon the winding up or dissolution of the Club there remains, after the satisfaction of all its debts and liabilities, any property, such property where acquired from funding received from a funding organisation shall, in the first instance, be offered to that organisation. All other remaining property shall be transferred to the North Eastern Counties Athletics Association.

Declaration

HOUGHTON HARRIERS AND ATHLETICS CLUB hereby adopt and accept this constitution as a current operating guide regulating the actions of members.

SIGNED
Date
Name
M Dickinson
Club Chair

SIGNED
Date
Name
L Welch
Club Secretary

Equity Policy Statement

This club is committed to ensuring that equity is incorporated across all aspects of its development. In doing so it acknowledges and adopts the following England Athletics definition of sports equity:

Sports equity is about fairness in sport, equality of access, recognising inequalities and taking steps to address them. It is about changing the culture and structure of sport to ensure it becomes equally accessible to everyone in society.

 The club respects the rights, dignity and worth of every person and will treat everyone equally within the context of their sport, regardless of age, ability, gender, race, ethnicity, religious belief, sexuality or social/economic status.
 The club is committed to everyone having the right to enjoy their sport in an environment free from threat of intimidation, harassment and abuse.
 All club members have a responsibility to oppose discriminatory behaviour and promote equality of opportunity.
 The club will deal with any incidence of discriminatory behaviour seriously, according to club disciplinary procedures.