Club Constitution (2016)
The Club will be called Southampton Triathlon Club and will be affiliated to Triathlon England.
2. Aims and objectives
The Club is a non-profit making organisation.
The aims and objectives of the Club will be:
• To offer coaching and competitive opportunities in triathlon
• To promote the Club within the local and triathlon community
• To ensure a duty of care to all members of the Club
• To provide all its services in a way that is fair to all members
• To ensure that all members receive fair and equal treatment
Membership shall consist of Officers and Members of the Club.
All Members will be subject to the regulations of the constitution and by joining the Club will be deemed to accept these regulations and the Rules and Code of Conduct the Club has adopted.
Members will be enrolled in one of the following categories:
• Full member
• Junior member
• Concessionary member
• Life/Honorary member
• Other categories as agreed from time to time by the Management Committee
Members of the Club are expected to register for multi-sport races (and particularly, but not exclusively, triathlon and duathlon races) in the name of Southampton Triathlon Club. Any Club member who wishes to race under another Club name must get written permission from the Management Committee to do so.
4. Membership Fees
Membership and Activity fees will usually be set annually by the Management Committee and agreed at the Annual General Meeting. The Management Committee may make changes to Activity fees at other times taking into account income and costs, and giving at least one month’s notice of such changes.
In the event that a membership fee shall be payable by a new member joining part way through a month, they will pay a pro rata fee.
Activity fees will be paid annually by monthly by automated bank payment.
5. Officers of the Club
The Officers of the Club will be:
• Vice Chair and Secretary
• Membership Secretary
• Head Coach (the aim is that this officer should be accredited to British Triathlon Association standards but could be a member who demonstrates a clear plan to become accredited, or exceptionally this role could be fulfilled by a member with informal racing and/or coaching experience)
• Kit Master
• Welfare Officer
• Any other Officers that the Management Committee shall determine to be necessary for the running of the Club and propose to the membership for election.
Officers will be elected annually at the Annual General Meeting by a process determined by the Management Committee.
All Officers will retire automatically each year but will be eligible for re-election. Should a member of the Management Committee (or official non-voting nominees appointed by the Management Committee) resign before an AGM then the Management Committee can make an appointment for the remaining term without representation to the membership.
6. Management Committee
The Club will be managed through the Management Committee consisting of the Officers of the Club.
The Management Committee will be convened by the Secretary of the Club and held no less than 6 times a year.
The Management Committee will be responsible for adopting new policy, codes of conduct and rules that affect the organisation of the Club and for agreeing all expenditure out of the Club’s funds.
The quorum required for business to be agreed at Management Committee meetings will be 3 Officers of the Club. All decisions will be determined by the majority of votes. In the event of no majority vote, the Chair will make a casting vote.
At the Annual General Meeting (AGM) members may be appointed to non-voting posts to support the Management Committee in meeting its obligations to the Club. These posts will be agreed by the Management Committee and volunteers requested. The roles and responsibilities for these posts will be recorded by the Secretary and made available upon request to members.
The Management Committee will have the powers to appoint sub committees as necessary and appoint advisers to the Management Committee as necessary to fulfil its responsibilities.
The Management Committee will be responsible for disciplinary hearings of members who infringe the Club code of conduct, rules or constitution. It will possess the power and be responsible for taking any action of expulsion, suspension or discipline as it deems appropriate based on the circumstances of each case.
The Management Committee will usually communicate with Members by email or the Club website.
All Club monies will be banked in an account held in the name of the Club.
The Club Treasurer will be responsible for the administration of the finances of the Club.
The financial year of the Club will end on the last day of February.
An audited statement of accounts will be presented by the Treasurer at the Annual General Meeting.
The Management Committee will appoint two Members responsible for auditing the accounts of the Club.
Any cheques drawn against Club funds should hold the signatures of the Treasurer plus up to two other Officers. Significant expenditure on such areas as Club training, kit or equipment shall additionally be approved by the Management Committee
In general Club Officers and Members will not be reimbursed for minor out of pocket expenses such as travel, phone, and internet related. Any expenses agreed by the Committee and paid to Members and Officers must be clearly shown in Club accounts to allow Members to see how their money is being spent.
8. Annual General Meeting
Not less than 21 days’ notice of the Annual General Meeting (AGM) will be given to all the Members by email and/or publishing on the Club website. The AGM will normally take place in March or April each year. The agenda will be finalised and circulated no later than 24 hours prior to the meeting, but the Management Committee should aim to give an indicative agenda at least 7 days prior.
The AGM will receive a report from Officers of the Management Committee and a statement of the audited accounts.
Nominations for Officers of the Management Committee will be sent to the Secretary prior to the AGM. No nominations may be made during the course of the Annual General Meeting.
Elections of Officers are to take place at the AGM.
The quorum for AGMs will be 10% of Members. All Members present at the AGM have the right to vote. Resolutions will be passed by simple majority of those present and eligible to vote. In the event of no majority vote, the Chair will make a casting vote.
9. Discipline and Appeals
All complaints regarding the behaviour of Members should be submitted in writing to the Secretary who will instigate the complaints procedure.
The Secretary will notify all interested parties within 7 days of receiving a complaint. The notification will advise the nature of the complaint, the process to be followed and timescales. The date of this notification will be the start date for the disciplinary process.
The Management Committee will consider complaints within 14 days of the start date. The Committee has the power to take appropriate disciplinary action including suspension and termination of Membership.
The outcome of the complaint should be notified in writing to all parties to the complaint within 28 days of the start date of the disciplinary process.
There will be the right of appeal to the Management Committee. All appeals must be made within 14 days of the notification of the outcome of the complaint. The time limits applying to appeals will be communicated in the correspondence notifying the outcome of the complaint.
A resolution to dissolve the Club can only be passed at an AGM or EGM through a majority vote of those Members present and eligible to vote, and subject to the quorum rules.
In the event of dissolution, any assets of the Club that remain will become the property of Sport Relief or, in the event that Sport Relief no longer exists at the point of dissolution, an appropriate sports related charity as proposed by the Management Committee and voted upon by the Members.
11. Amendments to the constitution, rules and code of conduct
The constitution will only be changed through agreement by majority vote of those present at an AGM or EGM.
The Management Committee has the right to call Extraordinary General Meetings (EGMs) outside the AGM. Procedures for EGMs will be the same as for the AGM.
An Extraordinary General Meeting shall be called by the Chair or Secretary within one month of the receipt of a requisition signed by at least 9 members stating the purpose of the meeting. At least 14 days notice shall be given to all fully paid-up members of the date, venue and purpose of an Extraordinary General Meeting. No other business shall be conducted at such a meeting.
The Code of Conduct and Rules may be amended by the Management Committee at any reasonable time as a normal part of the Management Committee process. All changes will be communicated to Members of the Club.
The Southampton Triathlon Club hereby adopts this constitution as a current operating guide regulating the actions of Officers and Members of the Club.
Signed: Date: 02/04/2016
Name: Mike Zollo
Signed: Date: 02/04/2016
Name: Donna Lovelock
Code of Conduct for Club Members
Southampton Triathlon Club is fully committed to safeguarding and promoting the well-being of all its members. The Club believes that it is important that the behaviour and actions of Members, coaches, administrators and parents should:
meet the highest standards and not bring the Club’s name into disrepute
show respect and understanding for the rules of the Club, the decisions made by the Management Committee and the safety, welfare and feelings of others.
Members must share any concerns they may have regarding the behaviour of members with the Club’s Welfare Officer (firstname.lastname@example.org), the Chair of the Club, or Secretary (email@example.com).
Club Rules – March 2016
These rules may be amended from time to time at the discretion of the Management Committee.
The Club’s disciplinary procedure will be applied to any serious disregard for, or breaches of, the rules reported to the committee. This may result in the offending Member being expelled from the Club.
Members agree not to engage in behaviour or take actions likely to bring the Club’s good name into disrepute.
All Members must agree to be bound by the Club’s code of conduct.
All Members, including those who do not belong to British Triathlon, must abide by the rules and articles of British Triathlon.
Member communication will usually be through the Club website and/or by email. Members are required to supply a current email address, and to monitor Club communications.
Training and Club organised Activities
Members participating in organised training activities or races recognise that they have volunteered to do so at their own risk and that Southampton Triathlon Club and its Officers are not liable for any injury, death, loss or damage to personal property.
a. The local swimming pool rules must be adhered to.
b. Members must not enter the water until the life guards required by the facility are in attendance.
c. In open water sessions Members must make themselves aware of all the specific dangers relating to the chosen location. Members must take personal responsibility for their own safety and should take adequate safety precautions and ensure reasonable safety cover is in place.
d. Members must not swim in prohibited areas and must follow any rules or guidance applying to the chosen location.
Members participating in Club organised cycle rides must:
a. wear a helmet at all times,
b. obey the highway code, and
c. be courteous to other road users.
Members participating in Club organised running sessions must have due regard for pedestrians and other legitimate users of foot paths, roads and bridleways. This also applies to running over land where members should keep to designated public footpaths and give due regard to other users and the owners of private land.
Members recognise that they enter and participate in any competitions at their own risk, must obey all the rules relating to the event they are competing in, and compete in a sporting manner.
Members participating in events organised by the Club must provide a replacement marshal if requested to do so.