Meridian Triathlon Club Constitution

Club Title

The club will be called Meridian Triathlon Club (MTC) and will be affiliated to the British Triathlon Federation (BTF).

Aims and Objectives

The aims and objectives of the club will be to:

  • offer coaching and competitive opportunities in the sport of triathlon;
  • promote the club and the sport within the local community and the wider triathlon community;
  • provide a duty of care for all members of the club;
  • ensure that all present and future members receive fair and equal treatment;
  • to promote MTC’s core values of: team spirit, community, achievement and honesty.

Membership

Membership is open to those who have completed an application form (online or paper) and either paid the current fee or have been exempted from payment. People exempted from payment are those agreed by the MTC Committee. The club only caters for adult members (over 18).

All members will comply with the constitution and by joining the club will be deemed to have accepted its rules and codes of conduct (Rule and Regulations Policy).

Membership fees

Membership fees will be set annually and will be agreed at the Annual General Meeting (AGM).

Membership starts when the completed  application form and associated fee have been received by the membership secretary. The membership period starts on 1 April and ends on 31 March. New members who apply and pay the full fee after 30 February but before 1 April will be deemed to be full members up to 31 March the following year.

Fees will be paid annually for the whole year and will not be reimbursed if a member resigns or is dismissed.

Officers of the club

The officers of the club forming the MTC Committee will comprise:

  • Chair
  • Vice Chair
  • Club Secretary
  • Treasurer
  • Membership Secretary
  • Welfare Officer
  • Head Coach
  • Web and Social Media officer

 Committee roles and responsibilities

An individual can hold no more than two elected positions of Club Officer at any time.

Club officials will be elected annually at the AGM and will need to be proposed and seconded by two members of the club.  All officers will retire each year but will be eligible for reappointment.

All strategic (constitutional and financial) and operational decisions will be made by the MTC Committee and only the named posts will be eligible to vote at committee meetings.

The office of Chair can only be held by an individual for up to three years.

Where appropriate the Committee will appoint sub-committees to assist in the delivery of its business. It may also invite non-committee members to attend meetings in an attendance only capacity in order to help fulfil the decision making process.

The committee will be convened by the Club Secretary no less than 6 times a year.

The quorum required for business to be approved at committee meetings will be 50%. This must  include the Chair (or in absence and by agreement, the Vice Chair).

The Committee will be responsible for dealing with disciplinary issues as outlined in the Rules and Regulations policy.

Decisions of the Club Committee of meetings shall be recorded by the Club Secretary.

Finance

All club monies will be banked in a single account held in the name of the club. The club Treasurer will be responsible for the finances of the club and will present a report of the accounts at the quarterly  committee meeting or as requested by the Chair.

The financial year of the club will end on April 31st. An independently verified statement of the annual accounts will be presented by the Treasurer at the AGM.

There will be three signatories on club finances: Chair, Treasurer and Club Secretary.

The club is a not-for-profit organisation.

Discipline and appeals

All complaints regarding the behaviour of members should be submitted in writing to the Secretary.

The Committee will hear complaints within 21 days of a complaint being lodged. The committee  has the power to take any disciplinary action it deems necessary which includes termination of membership.

The outcome of the disciplinary hearing will be notified in writing to the person who lodged the complaint and to the person the complaint is lodged against, within 21 days.

There will be the right of appeal to the Committee following disciplinary action being announced. The committee should consider the appeal within 21 days of the Secretary receiving the appeal.

Annual General Meetings

Notice of the AGM to be held on March will be given by the Club Secretary to all club members with not less than 21 clear days’ notice. Nominations for the Committee positions will also be requested at the same time.

The AGM will receive a report from the Chair of the Committee which will include a statement of the audited accounts. Officers of the committee will also make presentations where appropriate. Elections of officers will then take place and all members have the right to vote at the AGM.

The quorum for AGMs will be 25% of the membership. The Committee has the right to call Extraordinary General Meetings (EGMs) outside the AGM. EGMs will follow the same evocation procedure as AGMs.

Dissolution

A resolution to dissolve the club can only be passed at an AGM or EGM through a majority vote of the membership.

In the event of dissolution, any assets of the club that remain will, after paying outstanding debts or liabilities, be used as decided by the meeting for the benefit of all members and the advancement of the sport of triathlon.

Amendments to the constitution

The constitution will only be changed through agreement by a majority vote at an AGM or EGM.

Declaration

Meridian Triathlon Club hereby adopts and accepts this constitution as a current operating guide regulating the actions of members.

 


April 2017

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