1. Purpose.
The Stowmarket Triathlon Club (the Club)
exists to encourage and co-ordinate the participation in, and the promotion of, all aspects of triathlon and related multi-sport
events and the training for, and coaching of, each and all of the individual disciplines of swimming, running and cycling.
2. Officials and Committee.
The Club Committee (the Committee) is
responsible for making collective decisions on the conduct of the Club’s activities and is bound by this constitution.
The Committee comprises three Table Officers, namely Chairperson, Secretary and Treasurer, and up to five other members. Four
specific roles are identified below; these roles must be performed by Committee members. A Committee member may take on more
than one role. A meeting of the Committee is only valid if either the Chairperson or Secretary is present and if at least
four of its members are present. The Committee must be bound by any collective decision it makes. The composition of the Committee
will be as follows:
a. Chairperson.
The Chairperson
is responsible for ensuring that the Club remains true to its purpose as defined by this constitution and that the Committee
functions correctly. Specific responsibilities are as follows:
i. To provide
leadership to the Committee and the Club.
ii. To co-ordinate
the work of the Committee.
iii. To be a spokesperson
for the club.
iv. To appoint a
Web Master with responsibility for the technical maintenance of the Club’s website.
b. Secretary.
The Secretary is
responsible for ensuring that the Club’s records and administration remain in order and are documented. Specific responsibilities
are as follows:
i. To be responsible
for the Club’s correspondence and to maintain a written record of this correspondence.
ii. To ensure that
the proceedings of Annual General Meetings (AGM), Extraordinary General Meetings (EGM) and of all additional Committee meetings
are recorded.
iii. To liaise with
the British Triathlon Federation (BTF).
iv. To ensure that
the Club complies with all requirements of the BTF.
c. Treasurer.
The Treasurer is
responsible for financial (fiscal and budgetary) management of the Club. Specific responsibilities are as follows:
i. To maintain
written accounts of all of the Club’s financial
affairs.
ii. To ensure that
the Club’s accounts are reviewed annually by an independent qualified Accountant or Book Keeper.
iii. To recommend
to the AGM one or more annual membership subscription rates.
iv. To be responsible
for the collection of membership fees, unless expressly delegated.
v.
To issue payment for BTF membership, Club website
subscriptions
and book keeping services.
vi.
To issue payment to the Property and Clothing member for
the
purchase of
Club logo branded clothing as and when required.
vii.
To issue payment to the Property and clothing member for
the
purchase of equipment as voted in, during an annual general
meeting
or extraordinary general meeting.
d. Property and Clothing Member.
The Property and Clothing member is responsible for
any property
owned by the Club and for Club logo branded
clothing. Specific
responsibilities are as follows:
i. To maintain a written record of all property owned by the Club;
to include description, value of item and signature for item on
loan to a Club member.
ii. To arrange for safe storage of said property.
iii. To receive payment from the Treasurer, to order, receive and
distribute Club logo branded clothing for Club members.
e. Training Co-ordinator.
The Training Co-ordinator
is responsible for delivering training services to the Club. Specific
responsibilities are as follows:
i. To ensure that
the number, type and format of the Club’s training sessions meet the general requirements of Members.
ii. To ensure that
training sessions have an appropriate level of coaching/facilitation.
iii. To co-ordinate
the activities of the Club’s recognised coaches.
f. Events Co-ordinator.
The Events Co-ordinator
is responsible for all aspects of Event Promotion and ensuring that the Club’s events are promoted to the highest standard
that is reasonably achievable. Specific responsibilities are as follows:
i. To co-ordinate
a sub-committee charged with the organisation of each specific event.
ii. To appoint
a Race Director for each of the Club’s organised
races
iii. To ensure that
all events are run in compliance with the rules of the BTF.
The Committee will appoint Club members
to fill additional functional roles as described above and additionally as and when required. Members appointed to such roles
will be invited to quarterly meetings.
A committee member who will knowingly
be absent for any length of time, must ensure their responsibilities are delegated to another member, for the duration of
that absence. The delegated member must be agreed by at least two committee members.
3. Annual General Meetings.
An Annual General Meeting of the Club
will be open to all members, and must be held once within each calendar year, on a date decided by the Committee. AGMs will
be publicised to all Club members one month in advance. An AGM is valid if at least half the total membership is present.
Should this AGM fail to achieve the minimum attendance rule described above, the AGM shall be deemed in-valid and rescheduled
to convene within one month.
Business to be discussed during the AGM
must be sent to all Club members one week in advance of the AGM. All voting is open to Club members only. Voting will normally
be by show of hands, although a secret ballot must be held if requested by a Member. Credentials of all voting members must
be established at the start of the AGM and the number of those eligible to vote recorded in the meeting minutes.
4. Extraordinary General Meetings.
An Extraordinary General Meeting of the
Club must be held within two months of the receipt, by the Committee, of a request in writing to this effect from three Club
members or any two members of the Committee. All the rules relating to an Annual General Meeting apply to an Extraordinary
General Meeting, except in so far as the meeting is held only when requested by three members as described above.
5. Membership.
Membership of the Club will be by application
to the Committee and payment of an annual subscription. Membership will run from Apr 1st until Mar 31st.
New members joining throughout the year will be eligible to pay for the remaining months until the Apr 1st dateline.
(i.e for a new member joining the Club on Nov 1st, they would pay five twelfths of a years subscription until Apr
1st). Subscription rates will be recommended by the Treasurer and approved by the AGM. The Committee may refuse
an application for membership under exceptional circumstances.
6. Alterations to the Constitution.
The Constitution may be altered only at
an AGM or EGM. A proposed change must receive the support of more than two thirds of those present and voting in order to
be adopted.
7. Club dissolution.
The Club may be disbanded only at an AGM
or EGM. The dissolution must receive the support of more than four fifths of those voting in order to be carried. On dissolution,
all remaining Club assets must be auctioned to Club members and the resulting funds deposited into the Club funds. Club funds
must then be evenly distributed between all eligible members.
