Club Constitution

Sphinx Athletics Club

Rules and Constitution

1. Name

The club will be called Sphinx Athletics Club (“the Club”) and will be affiliated to England Athletics.

2. Aims and Objectives

The aims and objectives of the Club will be:- - To encourage participation in running and athletics events - To offer coaching and competitive opportunities in Athletics - To promote the Club within the local community - To manage the club athletic and social activities - To ensure a duty of care to all members of the club - To treat all present and future members equally and fairly without prejudice or discrimination on any grounds.

3. Club Equity Statement

This club is committed to ensuring that equality is incorporated across all aspect of its development. In doing so it acknowledges and adopts the following Sport England 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.

4. Membership

  1. Membership will consist of officers and members of the Club who have paid the required membership fees in the following categories:
  2. Senior member (over 18 years of age on 1st April)
  3. Junior member (over 8 years of age)
  4. Associate member

  5. Life member

  6. New members will be required to complete the appropriate application forms before becoming a member of the club.

  7. Member’s details will be held by the Club Secretary and registered with England Athletics.

  8. The Club’s annual membership fees will be reviewed and agreed by the Committee prior to presentation at the AGM or an EGM called for that purpose.

5. Officers and Officials of the Club.

  1. The Officers of the Club shall be: the Chairperson, the Club Secretary, and the Club Treasurer.
  2. The Officials of the Club shall be: the Men’s Captain, the Ladies’ Captain, the Social Secretary, the Handicap Secretary, the Membership Secretary, the Communications Officer, the Race Director, the Head Coach, Schools Liaison Officers, Welfare Officers and Merchandise Officer.
  3. The Chairperson, Club Secretary and Club Treasurer will be elected biennially at the Annual General Meeting (AGM). All other officials will be elected annually at the AGM.
  4. All Officers and Officials will be elected by a simple majority at the AGM.
  5. All Officers and Officials will retire from office at the end of their term at the AGM but shall be eligible for re-election. If any office becomes vacant between AGMs the Management Committee will make an appropriate interim appointment as soon as possible.
  6. Any nominations for positions as Officer or Official must be made in writing to the Club Secretary at least 14 days prior to the AGM. All nominations must be proposed and seconded by paid-up member s of the Club.

6. Committee

  1. The general management and control of the business of the Club will be through a Committee of the Officers and Officials of the Club.
  2. The Committee meetings will be convened by the Secretary of the Club and held no less than 8 times a year.
  3. The Officers and Officials will coordinate the conduct of the affairs of the Club including its finances and facilitate communication with external bodies and organisations
  4. The quorum for a general committee meeting will be 6.
  5. The Committee will be responsible for adopting new policy, codes of practice and rules that affect the organisation of the Club.
  6. The Committee may appoint sub committees as necessary and appoint advisors to the Committee if required.
  7. The Committee will be responsible for disciplinary hearings of member who infringe the club rules or constitution. The Committee will be responsible for taking any action of suspension or discipline following such hearings.

7. Colours

The registered colours of the Club will be blue vest with gold horizontal band and blue shorts.

8. Finance

  1. The Club Treasurer, acting under the delegated authority of the Committee, will be responsible for the finances of the Club. The funds of the Club shall be maintained in such bank accounts as the Committee decide are appropriate.
  2. The authorised signatures for cheques are any two from the Chairperson, Club Secretary and Club Treasurer or other duly authorised official.
  3. The Club Treasurer may authorise transfers between accounts or make payments electronically only with written approval for the Chairperson or Club Secretary.
  4. The financial year of the Club shall be from 1st April to 31st March.
  5. The Club annual membership fees will be reviewed by the Committee and presented at the AGM or an EGM called for that purpose for approval. 8.6. Annual membership fees shall be effective from the beginning of the next financial year and must be paid within 2 months of the AGM.

9. Annual General Meetings

  1. An AGM will be held during the month of March. A minimum of 21 days notice shall be given to all members.
  2. Only senior paid-up members of the Club will have the right to vote.
  3. The ordinary business of the AGM shall be:
  4. To receive apologies for absence
  5. To received the Annual Report of the Officer
  6. To elect the Officers and Official of the Club
  7. To set Club fees
  8. To consider and vote upon any amendments to the Rules and Constitution
  9. To consider any other business
  10. The committee may call and Extraordinary General Meeting in exceptional circumstances. Procedures for an EGM will be the same as for an AGM.

10. Discipline and Appeals

  1. All concerns, allegation or reports of poor practice/abuse relating to the welfare of young children and young people will be recorded and responded to swiftly and appropriately in accordance with the Club’s child protection policy and procedures. The Club Welfare Officers are the lead contact for all members in the event of any child protection concerns.
  2. All complaints about the behaviour or conduct of members should be presented and submitted in writing to the Secretary. The Committee will meet to hear complaints within 14 days of a complaint being lodged. If the conduct of any member of the Club should be inconsistent with the aims and objectives or interests of the Club, the committee will have the power to take appropriate disciplinary action including the termination of membership.
  3. The outcome of a disciplinary hearing must be notified in writing to the person who lodged the complaint and the member against whom the complaint was making within 7 days of the hearing.
  4. There will be a right of appeal to the Committee following disciplinary action being announced. This must be made in writing to the Secretary. The Committee should consider the appeal within 14 days of the Secretary receiving the appeal.

11. Amendments to the Constitution

Amendments will only be made to this Constitution at an AGM or an EGM called for that purpose following due notice of the proposed amendment in each case. A majority vote of eligible voting members attending will be required for amendments to be approved.

12. Dissolutions

The Club may only be dissolved by Resolution at an AGM or an EGM called for that purpose, supported by a majority vote of eligible voting members. In the event of dissolution, the Committee will discharge all debts and liabilities and donate any remaining funds and assets to a local charity decided by the Committee.

13. Declaration

Sphinx Athletics Club hereby adopts and accepts this constitution as a current operating guide regulating the actions of members.