The Club’s Constitution

THE CONSTITUTION OF BUCKINGHAM & STOWE RUNNING CLUB

1. Title
The Club shall be known as “Buckingham and Stowe Running Club”, hereinafter to be referred to as “the Club”.

2. Objectives
The objectives of the Club are:
a) To encourage the practice, promotion, development and participation in competitive and recreational running in Buckingham and the surrounding area;
b) To provide training and coaching for its members;
c) To organise open, club and club handicap races;
d) To organise teams to represent the Club in local running events;
e) To become affiliated to national and regional amateur athletic bodies as the Committee consider appropriate in order to carry out these objectives.

3. Membership
a) Membership of the Club shall be open to persons age 18 or over who are amateurs as defined by UK athletics bodies at that time, regardless of sex, age, disability, ethnicity, nationality, sexual orientation religion or other beliefs. However, limitation of membership according to available facilities is allowable on a non-discriminatory basis.
b) Each membership application must be made by on-line submission using the web site application form, or alternatively by completing a paper copy. The appropriate subscription must accompany the application.
c) Any member wishing to resign from the Club must do so in writing or by email to the Secretary and shall not be entitled to reimbursement of any subscription fee.
d) Members’ children under 18 may accompany a parent or guardian on Club runs and events, provided the member accepts full responsibility for their safety and acknowledges that the Club accepts no responsibility or liability whatsoever for such children.
e) The Committee shall have the power to refuse membership or expel existing members when, in its opinion, it would not be in the interests of the Club for him or her to become, or remain, a member. Such expulsion shall be carried out in accordance with the Club’s disciplinary procedures extant at the time.

4. Subscriptions
a) Annual subscriptions shall become due for payment on 1st February each year.
b) The Committee shall propose the subscription rates and submit them to the AGM for ratification.
c) Members joining after October 31st shall be deemed to have paid their subscription for the following year.
d) The Club will keep subscriptions at levels that will not pose a significant obstacle to people participating.
e) Existing members failing to pay their subscription by 28th February shall be deemed to have resigned and have their membership automatically terminated. Should they subsequently wish to re-join they must then pay the full membership fee.

5. Management
a) The management of the Club shall be vested in a Committee that shall consist of a Chairperson, Treasurer, Secretary and Social Secretary, together with a maximum of ten other members, who may be given specific posts of responsibility not covered by those aforementioned. All the foregoing shall be elected at the AGM and remain in office until the conclusion of the AGM the following year.
b) Five elected Committee members are required for a quorum for a Committee Meeting to take place providing the Chairperson, Vice-chairperson or Secretary is also present.
c) The Committee shall have the power to fill vacancies if they arise and to co-opt members for particular projects, but co-opted members shall not have a vote.
d) The Committee shall also have the power to establish any sub-committee deemed appropriate to assist in meeting the objectives of the Club, and to delegate to these sub-committees such duties as may be considered appropriate.
e) The Committee shall have the power to appoint individuals to perform specific duties on behalf of the Committee and to delegate to those individuals such duties as they consider appropriate.
f) The Committee shall establish and manage Club Rules and Codes of Conduct which should always be conducive to the objectives of the Club and must not conflict with the Club Constitution.
g) The Committee shall be responsible for the timely and effective communication to the members of all decisions made at Committee Meetings that will have direct impact upon the members or could be considered to be of significant importance to the running of the Club.

6. Club Colours
The club colour is purple and a club vest will be available only from the club and will have club logos front and back together with any sponsor’s name where appropriate. Members are expected to wear club kit when participating in any race or event, especially those they have entered under the club name.

7. AGM
a) The AGM shall be held in the months of January or February as directed by the practical circumstances applicable at that time.
b) At the AGM the meeting will:
i) Receive the annual report from the Chairman and/or Secretary.
ii) Receive the financial statement, including an income and expenditure report for the previous year ending and the Treasurer’s report.
iii) Elect the Committee for the ensuing year.
iv) Consider any amendment to the Constitution of which due notice has been given to all members. Any proposed change to the Constitution must be received by the Secretary at least 14 days preceding the meeting in order that all members shall have sufficient notice of the proposal.
v) Transact any other notified business.
c) At least 14 days’ notice shall be given to all members of the date, venue and agenda items for the AGM.
d) All fully paid up registered members of the Club at the meeting shall have one vote. In the case of an equality of votes the Chairman will have a second casting vote. Voting shall be by a show of hands except where the Chairman decides voting shall be by ballot.

8. Extraordinary General Meeting
a) An EGM may be called by the Committee to discuss changes to the Constitution and Rules or any other Club business too urgent to wait for the AGM.
b) An EGM must be called if 25% of the voting members so petition the Secretary in writing or by e-mail.
c) Three weeks’ notice of an EGM must be given to all the members by email or in writing, together with the motion(s) to be discussed. No other business shall be conducted.
d) Procedures for voting shall be as used for the AGM.

9. Finance
a) The financial year of the Club shall end on 31st December.
b) All funds belonging to the Club shall be deposited with a bank or building society in accounts that carry the Club name.
c) Expenditure above agreed budget levels (£50 – as at December 2014) may only be authorised at a Committee Meeting.

10. Property and Funds
a) The property and funds of the Club cannot be used for the direct or indirect private benefit of members.
b) All surplus or profit must be reinvested in the Club, subject to item 9.c) below.
c) The Club may provide sporting and related social facilities, sporting equipment, coaching courses, insurance cover, medical treatment, travel expenses and other ordinary benefits of community amateur sports clubs as provided for in the Finance Act 2002.
d) In connection with its sports purposes the Club may:
i) Sell and supply food, drink and related sports clothing and equipment
ii) Employ members and remunerate them for providing goods and services on fair terms set by the Committee without the person concerned being present.
iii) Pay for reasonable hospitality for visiting guests.

11. Data Protection Act
a) Personal membership details will be stored on computer by the Secretary in accordance with the requirements of the Data Protection Act.
b) Members objecting to the storage of personal data on computer should make their objection in writing or by e-mail to the Club Secretary.

12. Dissolution
a) The members may vote to dissolve the club if not less than three quarters of those present and voting at a properly convened AGM or EGM vote to support the resolution.
b) The Committee shall be responsible for the timely and orderly winding up of the Club’s affairs.
c) After settling all Club liabilities, the Committee shall dispose of the net remaining assets to one or more of the following:
i) Another club with similar sports purposes which is a registered charity or a registered CASC and/or
ii) The Club’s national governing bodies for use by them for related community sports.

13. Amendments
The Constitution can only be altered or amended by a resolution passed by two-thirds of those present and voting at an AGM, or an EGM that has been specifically called for that purpose.

14. Revision History
This Constitution was formally adopted at the AGM held on 9th January 2015, and updated at the AGM on 15th January 2016 and hence replaces all previous editions.