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Rules & Regulations

South London Harriers

Constitution and Rule Book

Table of Contents

 

1.       Name

2.       Objectives

3.       Colours and Kit

4.       Affiliation

5.       Training Venues

6.       Membership

6.1                Qualification for Membership

6.2                Application for Membership

6.3                Classes of Membership

6.4                Life Membership

6.5                Cessation of Membership

7.       Membership Fees

7.1                Subscription Rates

7.2                Payment of Subscriptions

7.3                Reduced Subscriptions

7.4                Sport’s Governing Body Affiliation

8.       Club Management

8.1                Executive Committee

8.2                General Committee

8.3                Powers of the Committees

8.4                Premises Sub-Committee

8.5                Social Sub-Committee

8.6                Media Sub-Committee

8.7                Welfare & Child Protection Officers

8.8                Election of Officers

8.9                Leaving Office

8.10       Proceedings of the Committees

 

8.11       Interpretation of the Constitution

9.       Club Honours

9.1                Honours Badge

9.2                Innes Memorial International Trophy

9.3                Vice Presidents

9.4          President

10.   Other Awards

11.   General Meetings

11.1            Annual General Meeting

11.2            Special General Meeting

12.   Grievance, Discipline and Appeal

12.1            Grievance Procedure

12.2            Disciplinary Procedure

13.   Finance

13.1            Financial Management

13.2            Application of Surplus Funds

13.3        Loans

14.   Property and Funds

14.1            General

14.2            General Reserve Fund

14.3            Land and Buildings

15.   Dissolution

16.   Amendments to the Constitution and Rule Book

Appendices

 

                Appendix A  Track Coulsdon

               

 

 

 

 

 

1.       Name

Thename of the club is South London Harriers (“the Club”). It was established in 1871.

The Club is headquartered at 194a Brighton Road, Coulsdon, Surrey, CR5 2NF

2.       Objectives

 

·        to facilitate participation in and promotion of the sport of athletics in South London and Surrey; and

·        to offer training, coaching and competitive opportunities in cross-country, track & field, road running and other forms of athletics; and

·        to organise open, Club and Club handicap races; and

·        to organise teams to represent the Club in championships, leagues, inter-club matches and such other competitions as the General Committee shall decide; and

·        to provide and maintain premises for use by Club members: and

·        to provide other ordinary benefits of an amateur sports club as set out in Schedule 18 of the Finance Act 2002 including without limitation provision of suitably qualified coaches, coaching courses, insurance, post training/event refreshment.

 

3.       Colours and Kit

 

The Club colours are white, maroon and black, and the Club Badge is a double cross and the motto ‘Fortuna Sequatur’. The Club kit is a white vest with a vertical maroon band on the left-hand side (back and front) with the Club Badge, and black shorts.

 

4.       Affiliations

 

The Club shall be affiliated to UK national and regional amateur athletic bodies (“the Sport’s Governing Bodies”) as the Executive consider appropriate in order to carry out the objectives of the Club. Such bodies include ‘England Athletics’, ‘South of England Athletic Association’ and ‘Surrey County AA’.

 

The Club is registered as a Community Amateur Sports Club (CASC 03525)

 

5.       Training Venues

For Track & Field

·         Track Coulsdon, Meadow Hill, Coulsdon, Surrey, CR5 2EH

·         Crystal Palace National Sports Centre, Ledrington Road, London SE19 2BB

For Cross Country

·         The Clubhouse, 194a Brighton Road, Coulsdon, Surrey, CR5 2NF

 

For Road Running

·         The Clubhouse, 194a Brighton Road, Coulsdon, Surrey, CR5 2NF

 

6.       Membership

                6.1 Qualification for Membership

Membership of the Club is open to anyone interested in the sport on application regardless of sex, age, disability, ethnicity, nationality, sexual orientation, religion or other beliefs. However, limitation of membership according to availability of facilities and coaching may be made on a non-discriminatory basis.

                6.2 Application for Membership

Individuals who wish to become members of the Club must apply using the membership application form approved by the Executive from time to time. Applications must be accompanied by the relevant subscription.

Every candidate for membership shall be considered by the Executive, which shall admit that person unless to do so would be contrary to the best interests of the sport or the good conduct or interests of the Club.

The Executive may elect to delegate screening of new candidates to a Membership Secretary, who will admit new members unless finding reason to refer any particular application to the Executive for review. Where referred to the Executive, the candidate will be advised of the outcome at the earliest reasonable opportunity.

Any five members entitled to attend General Committee meetings may hold an emergency meeting for the sole purpose of electing new members, provided the candidates have not been rejected for membership by the Executive in the previous twelve months and their membership fees have been submitted. Such elections must be submitted to the next meeting of the Executive when the resolutions of the emergency meeting shall be confirmed.

By becoming a member of the Club, the member shall be deemed to accept and must abide by the Constitution and Rule Book, the Rules of Competition and other rules and regulations of the Sport’s Governing Bodies.

                6.3 Classes of Membership

Members shall be enrolled in one of the following categories for the duration of the membership year, depending on their status and age on 1st October of that membership year:

·         Junior                    Aged 20 or under on 1st October.

·         Student                                Aged 21 or over and in full-time education on 1st October.

·         Adult                     Aged 21 or over on 1st October.

·         Second Claim     Fully paid up member of another athletics club.

·         Non-Active         Inactive and social members.

   6.4  Life Membership

Any member who has paid the annual subscription for six consecutive years at the full adult rate shall be entitled to become a Life Member of the Club upon payment of a fee of an amount fixed by the Executive from time to time.

   6.5 Cessation of Membership

A member may resign from membership at any time by notice to that effect given to the Membership Secretary or Treasurer in writing or by e-mail. A member who resigns shall not be entitled to any refund of subscription fees in respect of the remaining period of the membership year.

 

A member may be deemed to be ineligible to participate in Club events if their subscription fee remains unpaid within three months of the start of the membership year.

 

The Executive shall consider that a member has resigned his or her membership if he or she fails to pay their subscription fees by 1st April each year, with the proviso that a month’s notice either in writing or by e-mail has been sent to the member’s last known residential/e-mail address.

 

Where appropriate, the Club shall not permit the member to change their Club affiliation until any liability to the Club, which shall not exceed one year’s subscription, has been discharged.

 

Membership shall not be transferable and shall cease immediately on death or exclusion. Any person shall, upon ceasing to be a member of the Club, forfeit all rights to and claims upon the Club or its property and funds.

 

7.       Membership Fees

7.1  Subscription Rates

Subscription rates shall be set by the Executive following review each year. Subscription rates shall be set on a non-discriminatory and fair basis and at levels that should not pose a significant obstacle to people joining.

7.2   Payment of Subscriptions

Subscriptions are payable within one month of the 1st day of October each year, or on initial application for membership and cover the period 1st October to 30th September. Should an application be refused for any reason the subscription shall be refunded at the earliest reasonable opportunity.

 

 

   7.3  Reduced Subscriptions

Any annual subscription paid by new members joining between 1st July and 30th September in any year shall give entitlement to membership for the period to 30th September the following year.

Where two or more members of a family, living at the same address, are members of the Club reduced subscription rates, set by the Executive from time to time, shall apply. Application for family membership should be made to the Membership Secretary.

The Membership Secretary shall consider any request for a reduced subscription rate in the event of a member not being in employment or, with respect to a junior member, their parents/guardians not being employed.

                7.4   Sport’s Governing Body Affiliation

Members aged 11 and above wanting to compete for the Club in National, Regional or County Championships, athletics and cross-country leagues, and most open road races should be affiliated to England Athletics. The Club shall notify members of the fee required each year and administer the scheme.

8.       Club Management

                8.1 Executive Committee

The overall management of the Club shall be vested in the Executive, which shall comprise the President, Chairman, Treasurer, Secretary, Gazette Editor, Membership Secretary, Media        Manager, Premises Manager and Minutes Secretary.

The Chairman, Treasurer and Secretary shall be the Club’s representatives on the Track Coulsdon Executive Committee (see Appendix 1). Substitution of these positions will be as agreed by the Executive.

The Executive shall appoint a Kit Manager.

8.2 General Committee

The General Committee shall be responsible for the athletic and social pursuits of the Club. It shall comprise the Executive, Club Coaches,  the Kit Manager, a Welfare Officer and representatives from Club sections as follows: men’s and women’s cross country, men’s and women’s road running, track & field, young athletes and triathlon sections. Each section shall be entitled to nominate two of their officers (to be chosen from the captain, vice-captain, secretary and team manager) to attend General Committee Meetings. The Social and Media Sub-Committees will also be entitled to nominate two of their members.

All Past Presidents and first claim Vice-Presidents are entitled to attend General Committee Meetings.

The General Committee shall each year appoint a Coaching Co-ordinator, the officers for the men’s and women’s cross-country, road running and track & field sections and the Club’s representatives on the Track Coulsdon Operations Committee for the day-to-day running of the track (see Appendix 1).

8.3  Powers of the Committees

The Executive and General Committee shall have the power to manage all Club affairs and property as they see fit. Any such activity shall not supersede or contradict the Club’s Constitution and Rule Book and decisions made shall be open and be reasonably available to members.

The Executive may appoint members or form sub-committees to exercise such functions as the Executive may delegate to them from time to time.

8.4  Premises Sub-Committee

The Executive shall appoint a Premises Sub-Committee, to include a Bar Manager, a Lettings Manager and a Premises Treasurer, to work with the Premises Manager, for the purpose of managing, maintaining, improving and hiring out of the Club headquarters. The Bar Manager shall be responsible for running the Clubhouse bar and making arrangements for the provision of stock, storage and service. The Premises Treasurer shall at each Annual General Meeting (AGM) render financial accounts showing the receipts, expenditure and reserves of the Premises Sub-Committee (incorporating the Clubhouse bar) and for the Clubhouse bar separately.

8.5  Social Sub-Committee

The Executive shall appoint a Social Sub-Committee, to include a Social Secretary.

The Social Sub-Committee shall be responsible for drawing up a calendar of social events and for ensuring these events are organised, publicised and promoted.

8.6 Media Sub-Committee

The Executive shall appoint a Media Sub-Committee, to include a Press Officer, Website Manager and Website Contributors, to work with the Media Manager, to manage the Club’s website, Social Media content and press releases.

The Media Manager will ensure that content is not derogatory, offensive or damaging to the reputation of the Club.

8.7 Welfare & Child Protection Officers

The Executive shall appoint Welfare and Child Protection Officers to manage the Club’s welfare and child protection policies. The Club’s Child Protection Policy is set out separately on the Club’s website.

8.8 Election of Officers

Members of the Executive shall be elected for one year, being elected for office at the AGM.  Vice Presidents retain office for the duration of their membership of the Club.

Any member may be nominated by any other two members, with his or her approval, for any elected Executive Committee role. If the number of candidates is greater than one, election to office shall be decided by a show of hands from all eligible members (see subdivision 11.1) at the AGM.

8.9   Leaving Office

The office of an elected member shall be vacated if he or she:

1.                   resigns at any time by notice to that effect given to the Club Secretary; or

2.                   ceases to be a member of the Club; or

3.                   is suspended from membership; or

4.                   is asked to resign by the Executive.

The Executive shall have the power to appoint a member to any such vacancy until the next AGM, at which time that member shall retire from the post but be eligible for election in the following year.

8.10   Proceedings of the Committees

The Executive and General Committee shall meet from time to time, as agreed by the Chairman and Secretary, to manage the day to day affairs of the Club.

For the purpose of transacting business, the Executive shall require at least five of its members, and the General Committee shall require at least nine of its members, including three from the Executive, to be present to form a quorum.

The Chairman shall chair both committees, unless he or she is unable to attend, in which case an alternative shall be selected from the Executive.

Decisions made shall be determined by a simple majority of votes, illustrated by a show of hands. In the case of an equality of votes, the Chairman shall have a casting vote in addition to any other vote he or she may have.

8.11   Interpretation of the Constitution

The Executive shall be the sole authority for the interpretation of the Club’s Constitution and Rule Book. The decision of the Executive upon any questions of interpretation or upon any matter effecting the Club, and not provided by the Constitution and Rule Book, shall be final and binding on the members except if otherwise directed by the Club in a Special or Annual General Meeting.

Interpretation of the Constitution and Rule Book must be consistent with the statutory requirements for CASCs (as first provided for by the Finance Act 2002).

9.   Club Honours

9.1   Honours Badge

A special badge, called the Honours Badge, shall be awarded to such first claim members as the General Committee may determine to be entitled to it.

The badge will not be awarded in respect of performances achieved in the name or colours of another club or in branches of sport other than those for which the Club exists. In ordinary circumstances the Honours Badge will be awarded for:

Cross Country

Men being placed in the first 3 of the Surrey County Senior Cross Country Championships or the first 20 in the South of England Senior Cross Country Championships or the first 50 in the English National Senior Cross Country Championships.

Women being placed in the first 3 of the Surrey County Senior Cross Country Championships or the first 10 in the South of England Senior Cross Country Championships or the first 30 in the English National Senior Cross Country Championships.

Track & Field

Men or Women achieving in any competition held under the laws of the national governing body the AAA Senior Grade 1 standard.

Road Running

For men achieving any of the following performances in a road race approved by the Sport’s Governing Bodies:

·                     Under 30 minutes for ten kilometres  

·                     Under 50 minutes for ten miles         

·                     Under 67minutes for a Half Marathon     

·                     Under 2 hours 20 minutes for a Marathon  

For women achieving any of the following performances in a road race approved by the Sport’s Governing Bodies:

·                     Under 33 minutes for ten kilometres 

·                     Under 56 minutes for ten miles 

·                     Under 75 minutes for a Half Marathon  

·                     Under 2 hours 40 minutes for a Marathon  

The above times may be amended from time to time at the behest of the General   Committee to maintain their equivalence to AAA Grade 1 performances.

 General

 For performances that are obviously outstanding and equal to the above.

9.2 Innes Memorial International Trophy

The Trophy, in a form to be determined by the Executive, shall be awarded to first claim members of the Club who have represented Great Britain in World or European Championships, indoor or outdoor, or in the Olympics; or represented England, Wales, Scotland or Northern Ireland in the Commonwealth Games. This includes all Para Championships but excludes all age group representation. Not more than one trophy shall be given to any member.

9.3 Vice Presidents

Election of a member to the honorary position of Vice President is based on the          member’s outstanding service to the Club through either their athletic contribution or their participation in the administration/management of the Club. Members are proposed for election to the AGM at the behest of the Executive.

9.4 President

The position of President is the highest honour the Club can bestow. Members are proposed for election by the Executive from the existing pool of Vice Presidents. The appointment is confirmed at the AGM.

10.   Other Awards

The General Committee shall have absolute discretion as to the making of awards in respect of performances of members in Club championship events for track & field, cross country or road running. No trophy, award or other prize shall be given to a member who is indebted to the Club.

11.   General Meetings

11.1   Annual General Meeting

An AGM shall be held annually, within three months of the end of the Club’s financial year, on a date and at a time and place to be fixed by the Executive for the following purposes and order of business:

1.                   To confirm the Minutes of the previous Annual General Meeting.

2.                   To receive the annual report of the Executive.

3.                   To receive the Treasurer’s Report, with the accounts for the last financial year and                          the balance sheet at the end of the last financial year.

4.                   To receive the Premises Treasurer’s Report, with the accounts for the last financial                         year and the balance sheet at the end of the last financial year.

5.                   To elect the President and officers of the Executive for the ensuing year.

6.                   To elect any members recommended by the Executive for the status of Vice                                      President.

7.                   To elect two Account Examiners for the ensuing year.

8.                   To elect two Trustees for the ensuing year.

9.                   To consider any changes to the Constitution and Rule Book.

10.                Any other business.

At least 45 days’ notice shall be provided to members of the venue, date and time of the meeting.

The President shall chair the meeting. If he or she is unable to attend the Chairman, or another member of the Executive, shall deputize.

Only paid-up first claim members aged 18 and above shall be eligible to vote at an AGM (and any Special General Meeting) and shall also be eligible to stand as candidates for committee roles.

The quorum shall be 20 members present and eligible to vote, unless the total number of eligible members is less than 100 in which case it shall be 20% of the eligible membership.

The names of members to be proposed for election shall be presented to the Secretary at least 21 days prior to the meeting, stating the office to which election is sought, and such names shall be advertised prior to the date of the meeting.

Any proposed change to the Constitution and Rule Book must be received by the Secretary at least 28 days prior to the meeting. Any such change must be advertised by the Secretary at least 21 days prior to the date of the meeting in order that members have sufficient notice of the proposal.

Decisions made shall be determined by a simple majority of votes. In the event of an equality of votes, the President shall have the casting vote in addition to any other vote he or she may have. Voting shall be by a show of hands except where the chair decides voting should be by ballot.

11.2 Special General Meeting

A Special General Meeting may be called by the Executive to propose changes to the Constitution and Rule Book or any other Club business in either case deemed too urgent to wait for the next AGM.

A Special General Meeting shall also be convened following receipt by the Secretary of a requisition in writing from not less than 20 members entitled to vote at such a meeting.

The Secretary must provide members with at least 21 days’ notice of the venue, date and time of a Special General Meeting, along with the motion(s) to be discussed. No other business shall be conducted at the meeting.

The quorum and voting procedures shall be the same as for the AGM.

12.   Grievance, Discipline and Appeal

12.1   Grievance Procedure

If a Club member has a complaint regarding another Club member then he or she should make that complaint known to the Secretary. The Executive shall take what it considers to be suitable steps to investigate the grievance and respond to the complainant within what it considers to be a reasonable period of time.

12.2 Disciplinary Procedure

If any member is alleged to have infringed any of the laws of any governing athletics body, or contravenes this Constitution and Rule Book or other documented rules or published codes of conduct that may exist at that time, or if a member’s conduct shall, in the opinion of the Executive, be injurious to the Club or to the sport in general, particularly the physical or mental abuse, harassment, discrimination or defamation of any other member during, or subsequent to, Club events, a meeting of the Executive shall be called and a notice of such meeting shall be sent to such member (who shall be entitled to attend) and to each member of the Executive at least 14 days prior to the meeting.

 

After hearing any explanation which such member may give, or in default of any explanation, the Executive may by a resolution passed by a simple majority of those present forthwith expel such member from the Club or impose other such penalty as it may deem fit.

 

An expelled member shall have the right to appeal to a Special General Meeting called as provided by Rule 11.2. The votes of a simple majority of the members present eligible to vote shall be necessary to confirm such expulsion.

13.   Finance

 13.1   Financial Management

The Club’s financial year shall run from 1st October to 30th September. The Treasurer and Premises Treasurer shall present audited accounts for the previous financial year to the AGM for consideration and copies of these accounts will be available to members at the meeting. If the accounts are not accepted at the AGM a qualified accountant may be appointed by the Executive to investigate members’ concerns.

 

Two Account Examiners shall be elected at the AGM but in the event of either being unable to act the Executive shall have the power to appoint a replacement.

 

All funds belonging to the Club shall be deposited with a bank or building society in accounts that shall carry the name of the Club. For withdrawals and instructions no account whatsoever may be operated without the signatures of at least two authorised members of the Executive or General Committee.

 

Other financial assets shall be vested in the name of two members, as Trustees. These Trustees shall be elected, and either or both may be removed or replaced by the vote of the majority at an Annual General Meeting. The Executive shall have the power to fill any vacancies that arise until the next General Meeting.

 

Only securities authorised by the Trustee Act 1925 or the Trustee Investment Act 1961 shall be deemed to be suitable investments for the Club.

13.2   Application of Surplus Funds

The Club may provide sporting and related social facilities, sporting equipment, coaching courses, insurance cover, medical treatment, travel expenses and other ordinary benefits of CASCs as provided for in the Finance Act 2002, as felt appropriate from time to time by the Executive.

 

The Club shall be a non-profit-distributing organisation. All surplus income or profits shall be reinvested in the Club or in the sport in general. Generally it will be used to maintain or improve the Club’s facilities or otherwise in furtherance of the Club’s objectives, such as to:

 

·         sell and supply food, drink and related sports clothing and equipment; and

·         remunerate members for providing goods and services, provided that such arrangements are approved by the Executive without the member being present and are agreed on an arm’s length basis; and

·         reimburse any Club officer his or her reasonable and proper out of pocket expenses incurred on Club business; and

·         pay for reasonable hospitality for visiting teams and guests.

Members of the Executive and any Trustees appointed to act for the Club as detailed in the Constitution and Club Rules shall be entitled to an indemnity out of the assets of the Club for all expenses and other liabilities properly incurred by them in the management of the affairs of the Club.

No member shall be paid a salary, bonus fee or other remuneration for competing for the Club.

13.3  Loans

The Executive shall neither undertake on behalf of, nor commit the Club to loans totalling more than 50% of the General Reserve Fund except by vote of the majority at an Annual General Meeting or any properly convened Special General Meeting. The quorum and voting procedures shall be the same as set out in Rule 11.1 .

14.   Property and Funds

14.1  General

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 Constitution and Rule Book and all surplus income or profits shall be reinvested in the Club.

14.2  General Reserve Fund

A single fund, to be known as the General Reserve Fund, shall be maintained. In this fund shall be included all sums received hereafter in respect of general donations or gifts to the Club, all sums received through life membership, together with any transfers from the income and expenditure account as deemed appropriate by the Executive.

 

Income generated by the General Reserve Fund shall be used for the day-to-day running of the Club and shall be recorded as investment income in the income and expenditure account.

 

No sum shall be withdrawn from the General Reserve Fund and placed at the disposal of the Executive except by the vote of the majority at an Annual General Meeting or any properly convened Special General Meeting, and the Executive shall be bound to act upon the decision of such General Meeting. The quorum and voting procedures shall be the same as set out in Rule 11.1.

14.3  Land and Buildings

The Executive shall seek to acquire and maintain land and buildings (“the Land”) commensurate with the needs of members in seeking to meet the objectives of the Club.

 

The legal title of the Land shall be vested in either the name of the Club or in the name of the Trustees who shall hold the same as Trustees upon bare trust for the benefit of members of the Club. The Executive shall be responsible for the management of the Land and retain rights in relation to the management of the Land.

 

Notwithstanding any provision contained in these rules, any decision to purchase, sell, mortgage, let or take on, lease any land or enter into any agreement so to do shall require a majority vote of eligible members of the Club in attendance at an Annual or Special General Meeting. The quorum and voting procedures shall be the same as set out in Rule 11.1.

15.  Dissolution

The members may vote to wind up the Club if not less than three-quarters of those present and eligible to vote support that proposal at a properly convened Annual or Special General Meeting. The quorum and voting procedures shall be the same as set out in Rule 11.1. The Executive shall then be responsible for the orderly winding up of the Club’s affairs.

 

After settling all liabilities of the Club, the Executive shall dispose of the net assets to one or more of the following:

 

1.                   To another Club or Clubs with similar sports purposes which is a registered charity;                          and/or

2.                   To another Club or Clubs with similar sports purposes which is a registered CASC;                             and/or

3.                   To the Club’s Sport’s Governing Bodies for use by them for related community                                                 sports.

16.   Amendments to the Constitution and Rule Book

The Constitution and Rule Book may be added to, repealed, or amended by resolution at an Annual General Meeting or Special General Meeting convened for that purpose. Amendments may be submitted either by proposal from the Executive or by petition from a group of members.

Proposals for change arising from the Executive shall be subject to the normal notice requirements for Annual and Special General Meetings.

A proposal for change to the Constitution and Rule Book can be made via petition to the Secretary supported by no fewer than 10 members who are eligible to vote at a General Meeting. Such a proposal can be tabled:

a)         at the next Annual General Meeting if the petition is received at least 28 days and no     more than 45 days prior to the Annual General Meeting; or;

b)         at a Special General Meeting convened specifically for that purpose, which must be        held no later than 28 days from receipt of the petition by the Secretary.

 

 

                                                                                                                               24th November, 2017

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Appendix A  –  Track Coulsdon

Track Coulsdon was built as a joint venture between Woodcote High School and South London Harriers.

It was financed by a bequest from John Jewell, a Past President of the Club, and grants from the Mayor of London’s Facility Fund, the London Marathon Trust, Sport England, the Football Foundation, the Coulsdon Cluster of Schools and Coulsdon West Residents Association. The land on which the track is built was provided by the school.

The facility has been secured in perpetuity by the National Playing Fields Association (operating as Fields in Trust) through a Fields in Trust’s ‘Deed of Dedication’.

The Club has a 99 year Track User Agreement with Woodcote High School effective from 10 July 2012. A copy of the Agreement is held by The Club’s Secretary. 

The Club has use of the track outside school hours and at weekends.