Constitution

1. Name

The name of the association shall be Red Rose Road Runners hereinafter referred to as “the Club”.

2. Object and Purpose

  1. The object of the Club shall be the encouragement of running for fitness, pleasure and competition.
  2. To organise events and competitions which shall be in accordance with UK Athletics Rules for Competition.
  3. To cater for Road Running, Trail Running, Cross Country Running and Fell Running.
  4. To organise teams to represent the Club in such competitions as the committee shall decide.
  5. To appoint a Management Committee hereinafter known as The Committee to carry out the day to day affairs of the club.

3. Powers

In furtherance of the object and purpose, but not otherwise, the club shall

  1. affiliate to UK Athletics or England Athletics or such governing bodies as may exist to control amateur athletics plus any other organisations that the Committee consider appropriate to carry out the objects of the club;
  2. provide competitions within the club;
  3. fix and collect the member’s subscriptions;
  4. raise additional money where required to pay for the Club’s activities, including by way of sponsorship;
  5. make purchases and make such payments as may be necessary;
  6. award trophies; and,
  7. take any other actions for the benefit of the Club.

4. Membership

  1. Membership shall be open to persons who are amateurs as defined by UK Athletics. Each applicant must complete the official application form and pay the appropriate fee. The age limit for junior membership shall be 16 or under on the 1st of April.
  2. The club shall operate on the basis of equal opportunities for all, ensuring no discrimination on the grounds of gender, race, age, culture, religion, sexual orientation, disability or financial means.
  3. The Committee may unanimously and for good reason terminate the membership of any individual provided that the individual concerned, or his/her representative, shall have the right to be heard by the Committee prior to any decision made.
  4. Any member found guilty of conduct which brings the club into disrepute will be liable to expulsion from the club and this clause shall also include Honorary Officers and Committee Members.
  5. The Committee, at its discretion, may offer Honorary Life Membership to members, either past or present, who have given valuable or longstanding service to the club.

5. Management

  1. The management of the Club shall be vested in a Committee constructed as follows:
    1. At the Annual General Meeting of the Club the members shall elect from amongst themselves a Chairman, a Vice Chairman, a Secretary and a Treasurer, who shall hold office from the conclusion of that meeting and these will be known as Honorary Officers.
    2. The Committee shall consist of not less than 6 members nor more than 20 members being: the Honorary Officers specified above and not less than 2, and not more than 16, members elected at the annual general meeting who shall hold office from the conclusion of that meeting. All of the foregoing shall be elected at the AGM and shall remain in office until the AGM of the following year.
  2. Subject to sub clauses (a) and (b) above the Management Committee, once elected, may establish such posts and roles to further the purpose of Clause 2 as it may consider. In addition, should not all Committee positions be filled at the Annual General Meeting, the Committee shall have the power to fill vacancies as when and where appropriate. The Committee may also appoint not more than 3 co-opted members for particular projects who shall retire at the next subsequent AGM. All members of the Committee shall retire from office together at the end of the Annual General Meeting next after the date on which they came into office but they may be re-elected or re-appointed.
  3. The proceedings of the Committee shall not be invalidated by the vacancy among their number or by any failure to appoint or any defect in the appointment or qualification of a member.
  4. Nobody shall be appointed as a member of the Committee who is under the age of 18.
  5. No alteration or addition to the Rules of the Club or this Constitution shall be made other than at the Annual General Meeting or an Extra-Ordinary General Meeting called for that purpose.
  6. In the event of any questions arising as to the interpretation of any of the Club rules, the question shall he referred to the Committee whose decision shall be conclusive and binding on all members.
  7. Any matter not dealt within this Constitution shall be dealt with at the discretion of the Committee.

6. Determination of Membership of Committee

A member of the Committee shall cease to hold office if he or she:

  1. becomes incapable by reason of mental disorder, illness or injury of managing his or her own affairs;
  2. is found guilty of any offence under sub clause 4.3 and 4.4
  3. is absent without permission of the Committee from all their meetings held within a period of six months and the Committee resolve that his or her office be vacated; or
  4. notifies to the Chairman or Secretary, in writing, a wish to resign. The resignation shall be considered by the Committee within one calendar month of receipt and will be held effective from the date of tendering. Resignations will not be accepted if the member is financially indebted to the club and acceptance will be withheld until any such debts have been discharged.

7. Meetings and Proceedings of the Committee

  1. The Committee shall meet at least once every six months. A special meeting may be called at any time by the Chairman or by any two members of the Committee upon not less than 4 days notice being given to the other members of the Committee of the matters to be discussed but if the matters include an appointment of a co-opted member then not less than 21 days notice must be given.
  2. The Chairman shall act as chairman at the meetings of the Committee. If the Chairman is absent from any meeting, the members of the Committee present shall chose one of their number to be chairman of the meeting before any other business is transacted.
  3. There shall be a quorum when at least one third of the number of members of the Committee for the time being, or four members of the Committee, whichever is the greater, are present at a meeting.
  4. Every matter shall be determined by a majority of votes of the members of the Committee present, and voting on the question, but in the case of equality of votes the chairman of the meeting shall have a second or casting vote.
  5. The Committee shall keep minutes, in books or files kept for the purpose, of the proceedings at meetings of the committee and any sub committee.
  6. The Committee may from time to time make and alter rules for the conduct of their business, the summoning and conduct of their meetings and the custody of documents. No rule may be made which is inconsistent with this constitution.

8. Annual General Meeting

The AGM shall be held in the month of October for the purposes of:

  1. Receiving Annual reports;
  2. Receiving the statement of accounts and balance sheet;
  3. Electing officers in accordance within the clause headed Management above;
  4. Considering amendments to the constitution or club rules of which due notice has been given to all members. Any proposed changes by a member must be received in writing by the Chairman or Secretary at least 21 days prior to the date of the AGM. At least 28 days notice will begiven to all club members of the date and venue of the AGM. Subject to the Chairman’s discretion, only items on the agenda shall be discussed at any AGM.
  5. Fixing the annual subscriptions.
  6. All members at the meeting will have one vote.
  7. A quorum for an Annual General Meeting shall be 10 members or one tenth of the membership whichever is the greater.
  8. The Chairman will not vote on items on the agenda but in the case of equality of votes the Chairman will have the casting vote.
  9. The secretary or person specially appointed by the Committee shall keep a full record of proceedings at every AGM of the Club.

9. Special or Extraordinary General Meetings

  1. The Committee may call an SGM or EGM at any time.
  2. If at least one quarter of members request such a meeting in writing, stating the business to be considered, the secretary shall call such a meeting. At least 21 days notice shall be given to the membership of the club giving the date, venue and purpose of the meeting. At such a meeting no business shall be discussed other than that for which the meeting was called.
  3. All members at the meeting will have one vote.
  4. The Chairman will not vote on the item being discussed but in the case of equality of votes the Chairman will have the casting vote.
  5. The Secretary or person specially appointed by the Committee shall keep a full record of proceedings at every SGM or EGM.

10. Club Competitions

A club road racing championship, a grand prix and a fell championship shall be held annually. Separate rule sheets will cover these events and shall be available to all members. The committee shall review the competition rules on an annual basis and determine any changes deemed necessary.

11. Trophies

All major trophies and awards shall remain the properly of the Club.

12. Club Colours

The Club colours shall be a red vest, or red tee shirt either short or long sleeved with a white horizontal band which must carry the wording “Red Rose Road Runners”.

13. Subscriptions

  1. The amount of the annual subscription shall be decided at the AGM. The yearly subscription must accompany the application for membership and is due thereafter on the first of April each year.
  2. New members joining after the first of October may have their subscription reduced at the discretion of the membership secretary.
  3. The Committee shall have the power to expel any member whose subscriptions are three months, or over, in arrears and will take any action to stop a person, so expelled, from running under the Club’s name. Newsletters will not be sent to members who have not renewed their subscription.

14. Finance

  1. The financial year shall run from the first of April to the 30th of March.
  2. The Treasurer shall keep proper accounts of the finances of the club and shall keep the Committee informed about the financial state of the club. The Treasurer shall advise the Committee on subscription levels and on spending.
  3. One or more Bank or Building Society accounts shall be opened and maintained. Any four members of the Committee shall be authorised to sign cheques and make withdrawals from these accounts but at least two of the Honorary Members must be on the list.
  4. At the end of the financial year, the Treasurer shall prepare accounts and balance sheet which shall be presented to the Annual General Meeting.
  5. All receipts and expenditure from Club events shall be properly accounted for and itemised and presented to the Treasurer by the event organiser.
  6. The funds of the Club shall be used only for the pursuance of the Object and Purpose under paragraph 2 and under the powers granted under paragraph 3 of this Constitution.

15. Dissolution

  1. If the Committee decides that it is necessary or advisable to dissolve the Club it shall call a meeting of all fully paid up members of the Club stating the terms of the resolution to be proposed. Not less than 21 days notice shall be given.
  2. If the proposal is confirmed by a two thirds majority of those present and voting the Committee shall have power to realise any assets held by, or on behalf of, the Club. Any amendments to the proposal will also be subject to a two thirds majority.
  3. Any assets remaining after the satisfaction of any proper debts and liabilities shall be given or transferred to such other institution or institutions having objects similar to the objects and purpose of the Club as the members of the Club may determine or, failing that, shall be applied for some other charitable purpose.
  4. The members so voting at the Dissolution Meeting may by voting by a two thirds majority advise the Committee how they wish to dispose of the assets under the terms of the preceding paragraph or may wish to leave the disposal to the discretion of the Committee.

Amended November 2015