STAFFORD HARRIERS CONSTITUTION
The Club shall be known as Stafford Harriers (hereinafter to be referred to as “the Club”).
The objectives of the Club shall be:
- To encourage the practice, promotion, development and participation of amateur athletics in Stafford and the wider community.
- To provide training and coaching for members.
- To organise open, club and club handicap running races.
- To organise teams to represent the Club in championships and leagues and in such other competitions as the Committee shall decide.
- The Club shall cater for the following athletic disciplines: Road Running, Track Running, Cross-Country Running and Fell Running.
- The Club shall seek to be affiliated to national and regional amateur athletic bodies, as the Committee considers appropriate in order to carry out the objectives of the Club.
3. Club Colours
The club colours shall be, a yellow T-Shirt with two vertical black stripes and the name Stafford Harriers in 1” (25 mm) letters, the shorts will be black.
But for those wanting to wear a vest the colours shall be, a black vest with two vertical yellow stripes and the name Stafford Harriers in 1” (25 mm) letters, the shorts will be black.
(The change will take place from September 2024 – for the new team competition season)
- Membership of the Club shall be open to persons who are amateurs as defined by UK athletics governing 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.
- Each candidate for membership must be proposed, seconded and approved at a properly convened meeting of the Committee. The appropriate subscription must accompany the application form for membership.
- Junior members shall be anyone between the ages of 8 and 17 years inclusive.
- Honorary life membership of the Club may be conferred upon any member by a majority vote of those present at an Annual General Meeting (AGM) in recognition of someone who has performed an outstanding service, or who has made an outstanding contribution to the Club.
- Any member wishing to resign from the Club must do so in writing or by email to the Secretary, failing which, they may be liable for the ensuing year’s subscription.
- Resignation shall be considered by the Committee within one calendar month of receipt and will be held as effective from the date of tendering. Resignations will not be accepted if the member is financially indebted to the Club, eg. has not paid their subscription for the current year and acceptance of the resignation will be withheld until the debt has been discharged.
- The Committee shall have the power to suspend or exclude any member for contravention of this Constitution, documented rules or published codes of conduct that may exist at that time. In exercising these powers the Committee shall adhere to the Club’s disciplinary procedures. Appeal against refusal or removal may be made to the members.
- Annual subscriptions shall become due for payment on 1st January each year, with the amounts being determined in advance by the committee and ratified at the AGM.
- The Club will keep subscriptions at levels that will not pose a significant obstacle to people participating.
- Members under the age of 18 (subject to 4 iii) shall pay a reduced subscription.
- Members joining after the 1st October shall pay a minimum amount to cover EA fees (currently £17 for 2023) for the current year then renew as normal for their subscription for the following year.
- Any member failing to make payment by 31st March shall cease to be entitled to the rights and privileges of membership and may be expelled provided that notice has been sent at least twice to the member’s email address informing him/her of the proposed action. To cover those who do not have or fail to provide a valid email address, notice shall be put on the club website 6 and 3 weeks prior to 31st March.
- Any member who reaches the age of 70 years or who attains a Level Four coaching certificate or an International vest shall not be required to pay the annual subscription.
- The management of the Club shall be vested in a Committee that shall consist of the Chairman, Treasurer and Secretary who shall be the Officers of the Club, together with a Vice Chairman, Team Manager, Team Captains, Subscriptions Secretary, Junior Section Manager and Press Officer. There shall also be eight ordinary members. All the foregoing shall be elected at the AGM and remain in office until the conclusion of the AGM of the following year.
- The Chairman shall serve for no more than three years and then seek re-election.
- Six elected Committee members are required for a quorum for a Committee meeting to take place providing one is the Chairman, Vice Chairman or Secretary.
- 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 Committee vote.
- 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.
- The Committee shall have the power to appoint any individuals to perform specific duties on behalf of the Committee, and to delegate to those individuals such duties as they consider appropriate.
7. Annual General Meeting
- The AGM shall be held in the months of January or February as dictated by the practical circumstances applicable at that time.
- At the AGM the meeting will:
- Receive the annual report of the Secretary.
- Receive the Treasurer’s financial statements and report.
- Elect the officers and the Committee for the ensuing year.
- 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.
- Transact any other notified business.
- When required elect a current President. All past Presidents will be known as Life Presidents.
- At least 21 days notice shall be given to members of the date, venue and agenda items for the AGM.
- All registered members of the Club at the meeting who are aged 18 years or more shall have one vote. In the case of an equality of votes the Chairman will have a casting vote. Voting shall be by a show of hands except where the Chairman decides voting shall be by ballot.
8. Extra-Ordinary General Meeting
- An EGM may be called by the Committee to discuss changes to the Constitution or any other Club business too urgent to wait for the AGM.
- An AGM must be called if 25% of voting members so petitions the Secretary in writing.
- Three weeks notice of an EGM must be given to the all members by email or in writing together with the motion/s to be discussed. No other business shall be conducted.
- Procedures for voting shall be as used for the AGM.
- The financial year of the Club shall end on 31st December.
- All funds belonging to the Club shall be deposited with a bank or building society in accounts that shall carry the Club title. All accounts shall operate on any two signatories. The signatories shall be the Treasurer, The Chairman and the Subscriptions Secretary.
- Expenditure over £500 may only be authorised at a Committee meeting or AGM
10. Property and Funds
- The property and funds of the Club cannot be used for the direct or indirect private benefit of members other than as reasonably allowed by the Rules and all surplus income or profits are reinvested in the Club.
- 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.
- The Club may also in connection with the sports purposes of the Club:
- Sell and supply food, drink and related sports clothing and equipment.
- Employ members and remunerate them for providing goods and services, on fair terms set by the Committee without the person concerned being present.
- Pay for reasonable hospitality for visiting guests;
- Indemnify the Committee and members acting properly in the course of the running of the Club against any liability incurred in the proper running of the Club (but only to the extent of its assets).
11. Winding Up
- 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 extra ordinary general meeting.
- The Committee will then be responsible for the orderly winding up of the Club’s affairs.
- After settling all liabilities of the Club, the Committee shall dispose of the net assets remaining to one or more of the following:
- To another Club with similar sports purposes which is a registered charity and/or
- To another Club with similar sports purposes which is a registered CASC and/or
- To the Club’s national governing bodies for use by them for related community sports.
12. Alterations to the Constitution
The Constitution may be altered but only by a resolution passed by two-thirds of those present and voting at an AGM or an EGM called for that purpose.
Interpretation of all the above rules must be consistent with the statutory requirements for CASCs (which means Community Amateur Sports Clubs as first provided for by the Finance Act 2002).
14. Revision History
- This Constitution was formerly adopted at the AGM held on 25th January 2011 and replaces the club’s last known Constitution.
- 5.iv and 5.v wording changed at AGM held January 2017
- Web site formatting only C Mitchell April 2017
- 5.d increased to £17 in line with EA 2023 fee
- 3 Club Colours have changed for vests. Jan 2024