Club Name & Colours
The Name of the Club is “Roundhay Runners” and it was established in 2009. Club Colours are: a royal blue vest with white vertical stripe.
Objects Of The Club
The Objects of the Club are:
- to facilitate participation in and promotion of recreational and competitive running & general fitness in Roundhay, Leeds, and surrounding areas;
- to promote running in all disciplines, including road running, fell running, trail running, adventure racing and triathlons;
- to do all such things as the Committee thinks fit to further the interests of the club or to be incidental or conducive to the attainment of all or any of the objects above.
Affiliation Of The Club
At the time of writing the constitution, The club will be affiliated to England Athletics. The business affairs of the club shall at all times be conducted in accordance with the rules and procedures of the Governing Body to which the club is affiliated and in particular, all club members will follow the rules and procedures of the Governing Body. Continued affiliation will be reviewed on an annual basis by the Club Committee.
Membership Of The Club
Membership of the Club shall be open, on application, to anyone interested in recreational or competitive running, regardless of sex, age, disability, ethnicity, race, nationality, sexual orientation, occupation, religion, political or other beliefs.
Individuals who wish to become members of the Club must apply using the Membership Application Form approved by the Committee from time to time. Applications must be accompanied by the subscription fee.
Every candidate for membership shall be considered by the Committee, which shall admit that person to membership unless to do so would be contrary to the best interests of the sport or the good conduct and interests of the Club.
By becoming a member of the Club, every member agrees to abide by the Club’s Constitution and Rules; the Rules of Competition and other rules and regulations of UK Athletics Limited; and the rules and regulations of England Athletics Limited (or relevant successor bodies).
The Club shall have only Ordinary Members. Members will enjoy the rights and obligations specifically outlined in this document. Members must also designate themselves as either “First Claim” or “Second Claim” Members.
Anyone satisfying the general admission criteria (as determined from time to time by the Committee) can become an Ordinary Member, provided that: they are an amateur as defined from time to time by UK Athletics and that they are aged over 18 at the date of their application.
Ordinary Members shall be entitled to receive notice of, attend and vote at general meetings of the Club.
The Club may, as a condition of membership, require annual or other periodic subscription fees to be paid by Members of the Club, as determined from time to time by the Committee provided that the Committee shall ensure that the subscription fees are set on a non-discriminatory basis and do not preclude open membership of the club.
Ordinary Members shall pay their subscription fees direct to the Treasurer by 1st March of each year.
Members having arrears of subscriptions of more than six weeks will have their membership automatically terminated and will not be eligible to participate in the affairs or activities of the Club, including voting in any General Meeting. Payment of a full subscription at a later date will enable the former member to be readmitted by the Committee.
Cessation Of Membership
Members may resign from membership at any time by notice to that effect given to the Secretary. A member who resigns shall not be entitled to any refund of subscriptions in respect of the remaining period.
Membership shall not be transferable and shall cease immediately on death or on the failure of the member to comply with any condition of membership set out in this Constitution.
The Committee shall have the power to expel a Member when in its opinion it would not be in the interests of the sport or the Club for him to remain a member. Such expulsion shall be carried out in accordance with the Disciplinary Procedures set out below.
Any person shall, upon ceasing to be a Member of the Club, forfeit all rights to and claims upon the Club and its property and funds.
The Club Committee
The day-to-day management of the Club shall be deputed to a Committee consisting of not more than eight Ordinary Committee Members.
The Committee shall consist of: the Treasurer, the Secretary, and elected others as appropriate, who shall be nominated in accordance with the procedure entitled “Election of Committee” set out below and elected by the Members at the Annual General Meeting.
Election Of Committee
Committee posts will be reviewed on a yearly basis. Any member may be proposed for a Committee position at the AGM. If there is more than one candidate for any given post, a vote will be taken and the member with the most votes appointed.
The office of an elected member of the Committee shall be vacated if he or she:
- resigns at any time by notice in writing to that effect given to the Secretary and such resignation shall take effect immediately.
- ceases to be a member or shall be excluded or suspended from the Club under disciplinary proceedings.
- is asked to resign by all the other Committee members, acting together.
The Committee shall have the power to appoint a Member to fill any casual vacancy on the Committee until the next Annual General Meeting. Any Committee Member so appointed shall retire at the next Annual General Meeting but shall be eligible for election at such meeting in accordance with the provisions for Proceedings at General Meetings.
Proceedings Of The Committee
The Committee shall meet at least 4 times each year in person and as often as may from time to time be necessary.
Questions arising at any meeting shall be determined by a simple majority of votes illustrated by a show of hands. In the case of an equality of votes, the Chair shall have a casting or additional vote.
Minutes of club meetings will be recorded and will be available to club members should they wish.
Powers Of The Committee
The Committee shall be responsible for the management of the Club and shall have the following specific powers to:
- make Club Rules and regulations to allow for the day to day operation of the Club and its activities. Such Club Rules may not supersede or contradict provisions of the Constitution and must be reasonably available to Members.
- make and give receipts, releases and other discharges for any amount payable to the Club and for claims and demands of the Club.
- invest, place on deposit and deal with any finances of the Club not immediately required upon any investments or securities which the Committee thinks fit.
- issue, sign, draw, endorse, negotiate, transfer and assign all cheques, bills, drafts, promissory notes, securities and instruments, negotiable and non-negotiable, to operate on the Club’s banking accounts.
- enter into all such negotiations and contracts and rescind and vary all such contracts and execute and do all such acts, deeds and things in the name of, and on behalf of, the Club as they may consider expedient.
- pay all the costs and expenses of, and incidental to, any of the aforesaid matters and things.
- determine how and by whom any such power shall be executed, operations effected and documents signed or things done.
- appoint Members or sub-Committees consisting wholly or partly of the members of the Committee to exercise such functions as the Committee may from time to time delegate to them.
- organise Club activities.
At all General Meetings every Member shall have one vote unless disqualified from voting by the Constitution. Every resolution submitted to a meeting shall be decided by a show of hands and in the case of an equality of votes the Chair of the meeting (club secretary) shall have a casting vote.
The following rules shall apply to all General Meetings:
(a) the quorum for a General Meeting shall be ten Members personally present and entitled to vote. No business shall be transacted at any special General Meeting unless the required quorum is present. If the quorum is not present, the meeting will be adjourned.
(b) all resolutions (and amendments thereto) shall be put to the meeting.
(c) resolutions proposed for consideration by a General Meeting shall be submitted in writing to the Secretary at least two weeks before the date of the meeting.
Annual General Meetings
Calling Of AGM
The Annual General Meeting of the Club shall be held between 1st April and 15th May each year, on a date and at a reasonable time and place to be fixed by the Committee for the following purposes and order of business:
- to receive from the committee an Annual Report, balance sheet and statement of accounts for the preceding financial year;
- to elect the Committee
- to decide on any resolution which may be duly submitted to the meeting as provided by these Rules.
Not less than three weeks notice of an Annual General Meeting specifying the place, day and time of the meeting shall be given to the Members.
The Annual General Meeting shall elect from those present a Returning Officer to oversee any elections conducted at the meeting.
Special General Meetings
Not less than three weeks notice of a Special General Meeting specifying the place, day and time of the meeting shall be given to the Members.
The Secretary shall, on the requisition in writing (including email) of not less than ten Members entitled to vote at such meetings, convene a Special General Meeting within four weeks of the receipt by him or her of the requisition stating the business to be raised. No other business is to be discussed at a Special General Meeting.
The Treasurer will ensure proper accounts are kept and provide Committee Members with accurate financial reports on at least a quarterly basis. The Club’s financial records shall always be open to inspection by the Committee.
The Club’s Financial Year shall run from April 1 to March 31 inclusive. The Treasurer shall present accounts for the previous Financial Year to the Annual General meeting for consideration and copies of these will be available to Members at the meeting.
Property And Facilities
Application of Surplus Funds
The Club is a non-profit-distributing organisation. All surplus income or profits are to be reinvested in the club and will be used to maintain or improve the Club’s facilities or otherwise in furtherance of the Club’s objects. No Member shall be paid a salary, bonus fee or other remuneration for competing for the Club.
Interpretation Of Club Constitution & Rules
The Constitution may be added to, repealed, or amended by resolution at any Annual or Special General Meeting carried by a majority of at least two-thirds of the Members voting thereon.
The Committee shall be the sole authority for the interpretation of the Constitution and of Club Rules. The decision of the Committee upon any questions of interpretation or upon any matter affecting the Club and not provided for by the Constitution, shall be final and binding on the Members except if otherwise directed by the Club in a Special or Annual General Meeting.
Dissolution Of The Club
If at any special General Meeting a resolution for the dissolution of the Club shall be passed by a majority of the Members present, a further special General Meeting shall be convened, to be held not less than four weeks thereafter (of which two weeks written notice shall be given to each Member in addition to the other provisions for Notices), to further consider the matter.
The members may vote to wind up the Club if not less than three quarters of those present and voting support that proposal at a properly convened special General Meeting. If successful, the Committee shall proceed to realise the property of the Club and discharge all liabilities.
Any property remaining after the discharge of debts and liabilities of the Club shall be paid to or distributed to another community amateur sports club for road running or athletics, [or to UK Athletics Limited for use in community-related road running initiatives] or to a charitable organisation having similar objects and affiliations, as nominated at the Special General Meeting.
The Club shall not tolerate the physical or mental abuse, harassment, discrimination or defamation of any of its Members during, or subsequent to, Club Events. Any Member may be disciplined or excluded from membership of the Club if his or her conduct has been, or is likely to be, prejudicial to the interests of the Club. Exclusion will be agreed by resolution of a majority of at least two thirds of those present and voting at a properly convened Committee Meeting and at which no fewer than nine of the total voting members of the Committee shall be present.
Such Member shall have one month’s clear notice of the Committee Meeting sent to him or her together with details of the case against him or her. The Member shall be entitled to attend the Meeting and be heard in defence, but shall not be entitled to be present at the voting or take part in the proceedings other than as the Committee shall permit. If the Member is a member of the Committee, he or she shall not be entitled to vote.
Any Member disciplined or excluded from the Club for disciplinary reasons may lodge an appeal with the Committee and shall thereupon have the right to demand that the matter be referred to three arbitrators: one chosen by the Committee, one chosen and paid for by the aggrieved party and one by the two arbitrators. In the event that the first two arbitrators fail to agree on a third, the third arbitrator shall be appointed by the (insert NGB contact association) or other relevant organising body as shall be nominated by the Committee. Such arbitrators shall have the power by their award to annul the disciplinary action or exclusion, or to annul it subject to the performance of any condition, which the arbitrators may think fit to impose.
Any notice required to be given under this Constitution will be deemed to have been given and received having been sent by mail or email to the last known postal or address of the member as appropriate [or by publication on the Club’s website].