Bollington Harriers
Club Constitution
Bollington Harriers Constitution
(Version adopted by majority vote at the 2024 AGM)
1. Name
The name of the Club shall be Bollington Harriers, hereinafter referred to as “the Club”.
2. Objectives
To promote an interest in the sport of running in Bollington and the surrounding areas and to organise, arrange and participate in running events.
To encourage Members to become qualified coaches for the benefit of all Members.
To foster a spirit of inclusiveness, informality, fellowship and mutual encouragement between Members of the Club and of the local community.
The main purposes of the club are to provide facilities for and to promote participation in the amateur sport of Running.
3. Affiliation
The club shall be affiliated to the Association of Running Clubs or any other suitable organisation as decided by the committee.
4. Management
The Club is managed by the Committee which is comprised of at least five Members (including the Officers) and a maximum of ten (including the Officers).
Officers are elected to the Committee by the Members at the AGM. Members have the power to elect and remove all Officers at the AGM.
The Officers of the Club are as follows:
Chairperson, responsible for the management of the Committee and the overall direction of the Club
Vice Chairperson, responsible for deputising and being in support of the Chairperson
Club Secretary, responsible for minuting meetings and administering Club matters
Treasurer, responsible for maintaining accurate financial records and reporting on them to the Committee and Members
Membership Officer, responsible for ensuring that accurate Membership records are maintained
Communications Officer, responsible for communications to Club Members and the wider public on matters relating to the Club
Welfare Officer, responsible for attending to the welfare of Members
Training Officer, responsible for providing training guidance for Run Leaders
Events Officer, responsible for organising events for the benefit of Members
Run Leader Officer, responsible for the recruitment and retention of Run Leaders
The Committee shall meet not less than four times a year, and the presence of four Members shall be necessary to form a quorum.
All major decisions will be by a majority vote, which will be recorded in the minutes by the Secretary.
The Chairperson (or Vice Chairperson when the Chairperson is not present) has an additional casting vote in the event of a tie.
The Committee has the power to co-opt extra Members, to create Trustees and to form a sub-committee as and when considered necessary.
5. Profit Making AND FINANCE
The Club shall exist as a non-profit making organisation, other than for the Club’s benefit.
Any information, documentation and intellectual rights produced by a Club Official, at any time on behalf of the club and in any format, shall be deemed Club property and copyright will be owned by the club. Wherever possible and practical a Club Official shall hold a copy of such information as part of the Club’s archives.
Any surplus income or gains are to be reinvested in the Club or donated to charities or to other clubs that are registered as community amateur sports clubs. No surpluses or assets will be distributed to Members or third parties.
The Treasurer is responsible for maintaining accurate financial records and reporting on the financial position of the Club to the Committee and the Members.
6. Membership
Membership of the Club shall be open to anyone aged 18 years or over, who is interested in the sport on application regardless of sex, age, disability, ethnicity, nationality, sexual orientation, religion or other beliefs, except as a necessary consequence of the requirements of Running.
An application for Membership shall be made by applying in electronic format using the relevant online application form.
The club committee may refuse Membership or remove it only for good causes such as conduct or character likely to bring the club or sport into disrepute. Appeal against refusal or removal may be made to the Members.
Subscription must be paid on an annual basis. The fee for subscriptions will be decided at the AGM.
When a member is required to renew their Membership, they must renew this in order to still be deemed a member of the club. Any member who doesn’t renew their subscriptions will not be classed as a member, or receive any benefits of being a member, until Membership fees are paid.
The club may have different classes of Membership and subscription on a non-discriminatory and fair basis. The club will keep subscriptions at levels that will not pose a significant obstacle to people participating.
The Club year shall run from 1st August to 31st July each year.
Membership of The Club does not negate Members being Members of another running club, providing this is permissible by the relevant affiliation organisation.
Prospective Members may attend Club runs (excluding any event explicitly specified as Members only) for a period of 4 weeks. After which they will be required to become subscribed Members of the club.
7. Annual General Meeting (AGM)
The AGM under normal circumstances, shall be held during September each year and the following business undertaken:
Annual report will be read and discussed.
The finalised accounts will be presented.
The Officers and Committee shall be elected.
Membership fees which renew during the following year shall be agreed.
Any other matter specified on the Agenda.
Attendance of the AGM will be restricted to Members of the Club defined in Paragraph 12.
Notice of the AGM must be provided to all Members at least three weeks before, by giving official notice on the club website and by various other unofficial means such as verbal announcements, the Club Facebook page, X account and email messages. Motions to be put to the AGM must be submitted in writing at least 14 days before the meeting. All nominations for Officers of the Club together with the names of a proposer and seconder must be submitted in writing or electronic format to the Secretary at least 14 days before the date of the AGM and will be acknowledged by the Secretary on receipt. Nomination, proposers and seconders must be Members of the Club.
The Club Constitution may be changed by a simple majority of Members attending the meeting (also see Paragraph 10 below).
All other decisions will be by a majority vote, the Chairperson (or Vice Chairperson if the Chairperson is not present) having the casting vote in the event of a tie.
Each Member has one vote and all Members have the power to elect and remove all of the officials of the Club at the Annual General Meeting (AGM) and Extraordinary General Meetings (EGM). Two thirds of the Members may petition the Club Secretary in writing to call an EGM, for which four weeks’ notice must be given.
8. Colours
The Club Colours shall be green and white.
Club colours may only be worn by subscribed Members or past Members who are still within the 3-month renewal period.
Where feasible Club Colours should be worn by all Members representing the Club at every representative meeting and for Club competition races unless the requirement is relaxed for a specific race or event agreed by the Committee.
Where a member holds Membership to other running clubs and has entered an event, they must wear the Club Colours of the club they have registered to the event under.
9. Club Policies
The Club will adopt and uphold the UK Athletics policies as set out at https://www.uka.org.uk/governance/policies/
The Clubs Code of Behavioural Conduct will be updated on a regular basis and published on the Clubs website.
10. Amendments to Constitution
The Committee by a simple majority may propose amendments to the Constitution. In the event of a tied vote the Chairperson (or Acting Chairperson in his/her absence) shall have a casting vote.
The changes may be made only at the AGM or at an Extraordinary General Meeting (EGM) called for that purpose.
A number of constitutional changes can be voted through at once at the discretion of the Chairperson or Vice Chairperson at the meeting.
Four weeks’ notice must be given to all Members for an EGM. If the motion is passed at the AGM/EGM by a simple majority of all Members present the amendments to the Rules/Constitution will be adopted immediately.
Any proposed rule changes will be made available to Members at least four weeks prior to the AGM or EGM, either on the club website or by email or both.
Alternatively, two thirds of Members may petition the Club Secretary in writing to call an EGM whereupon the conditions above shall apply.
11. Dissolution
The Committee by a two thirds majority at a quorum meeting may decide to dissolve the Club. They must then call an EGM giving four weeks’ notice to all Club Members. The motion shall be passed by a two thirds majority of all Members present.
Alternatively, at least one half of Members may petition the Club Secretary in writing to call an EGM.
Whereupon conditions in Paragraph 10 will apply re: calling such a meeting and voting at it.
Upon dissolution of the Club any remaining assets will be given or transferred to another registered community amateur sports club, a registered charity or the Association of Running Clubs in the furtherance of amateur athletics in the County of Cheshire.
12. Definition of Terms
Member or Members: Paid-up Members, Members who are not yet paid-up but have submitted a valid application form and Members awaiting a transfer from another club, subject to the rules in Paragraph 6.