Constitution

Constitution

Revised 11th November 2016

Club Title
The club will be called Sheffield Triathlon Club [STC] and will be affiliated to the British Triathlon Federation [BTF].

Aims and Objectives
The aims and objectives of the club will be to:

  • offer coaching and competitive opportunities in the sport of triathlon;
  • promote the club and the sport within the local community and the wider triathlon community;
  • provide a duty of care for all members of the club;
  • ensure that all present and future members receive fair and equal treatment.

Membership
Membership is open to people who have completed an application form and either paid the appropriate fee or have been exempted from payment. People exempted from payment are in categories agreed by the STC committee as circumstances dictate.

All members will comply with the constitution and by joining the club will be deemed to accept the rules and codes of conduct that the club has agreed.

Membership Fees
Membership fees will be set annually and agreed by the STC Committee or determined at the Annual General Meeting.

Membership commences when the full appropriate fee and completed application form have been passed to a club official. Membership in on an annual basis. There is no half yearly membership. From 2014, people joining STC from 1 October will be accepted as full members but will not qualify for voting rights at the AGM until the year following. Fees will be paid annually for the whole year and will not be reimbursed if a member resigns.

Officers of the Club
The officers of the club forming the STC Committee will comprise:

  • Chair
  • Secretary
  • Treasurer
  • Head Coach
  • Events Co-ordinator
  • Kit Officer
  • Publicity/Social Media Officer
  • Membership Secretary
  • Social Secretary
  • Website and Communications Officer
  • Junior Co-ordinator

Any other relevant position as deemed appropriate in year by the Committee.

A welfare officer role will be filled by a club member, though the position will not be as a committee officer.

After being proposed and seconded by two members of the club, officers will be appointed annually at the Annual General Meeting. All officers will retire each year but will be eligible for reappointment.

Committee Roles and Responsibilities
The club will be managed by the STC Committee described above. Only these named posts will have the right to vote at meetings of the Committee. Key decisions that affect the constitution of finances of the club will be taken at meetings. Other decisions that need to be made quickly or do not affect the constitutional or financial nature of the club can be made outside of the meeting schedule by, for example, email as long as the committee agrees the timetable and clear parameters for such decisions.

The committee will be convened by the secretary of the club no less than ten times a year.

The quorum required for business to be agreed at Committee meetings will be six officers in attendance, including the Chair.

In addition to organising the day to day operation of the club, the Committee will be responsible for adopting new policy, codes of conduct and rules that affect the organisation of the club. Members can notify their concerns and ideas to Committee members for consideration and feedback will be provided to the member concerned.

The Committee will have powers to appoint sub-committees as necessary and appoint advisers to the Committee as necessary to fulfill its business.

The Committee will be responsible for disciplinary hearings of members who infringe the club rules/regulations/constitution or bring the club into disrepute. The member will be given 7 days’ notice of any such hearing and can make or attend to make representations about the circumstances. The Committee will be responsible for taking any action of expulsion or suspension following such hearings and its decision will be final. Membership fees will not be reimbursed in the event of expulsion of a member of the club.

Finance
All club monies will be banked in a single account held in the name of the club. The club Treasurer will be responsible for the finances of the club and will present a report of the accounts at each Committee meeting.

The financial year of the club will end on 31 October. An audited statement of annual accounts will be presented by the Treasurer at the Annual General Meeting.

Any cheques drawn against club funds should hold the signatures of the Treasurer plus up to two other officers.

Annual General Meetings
Notice of the Annual General Meeting [AGM] to be held on the second Friday in November will be given by the club Secretary to all club members with not less than 21 clear days’ notice. Nominations for the Committee positions will also be requested at the same time.

The AGM will receive a report from officers of the Committee and a statement of the audited accounts. Elections of officers will take place and all members have the right to vote at the AGM.

The quorum for AGMs will be 20% of the FULL membership. This does not include summer swim only and junior members. The Committee has the right to call Extraordinary General Meetings [EGMs} outside the AGM. Procedures for EGMs will be the same for AGMs.

Dissolution
A resolution to dissolve the club can only be passed at an AGM or EGM through a majority vote of the membership.

In the event of dissolution, any assets of the club that remain will, after paying outstanding debts or liabilities, be used as decided by the meeting for the benefit of all members and the advancement of the sport of triathlon.

Amendments to the Constitution
The constitution will only be changed through agreement by a majority vote at an AGM or EGM.

Declaration
Sheffield Triathlon Club hereby adopts and accepts this constitution as a current operating guide regulating the actions of members.

SIGNED: H Oscroft
DATE: 11th November 2016
NAME: Helen Oscroft – Club Chair

SIGNED: J Lafferty
DATE: 11th November 2016
NAME: Jim Lafferty – Club Secretary