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ISLWYN RUNNING CLUB CONSTITUTION

Amendments, made by Club Officers, agreed at Committee meeting on Tuesday 25th November 2019 – quorate committee. 

CLUB NAME AND COLOURS

The name of the club is Islwyn Running Club (hereinafter will be referred to as ‘the club’), and was established in 1983.  The club colours are black and white. Islwyn Running Club will be affiliated to Welsh Athletics Ltd (WA). 

CLUB OBJECTIVES

The objectives of the club are:

  • To facilitate participation in and promotion of recreational and competitive running in the area of Blackwood and amongst the community and related sporting and social activities.

  • 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, insurance, post training meetings/refreshment).

  • For the Committee to make suitable decisions, on behalf of the club members, to further the interests of the club.

 

 

CLUB MEMBERSHIP

Membership application

Membership of the club shall be open, on application, to anyone interested in recreational or competitive running, regardless of sex, age disability, ethnicity, race, religion, sexual orientation, occupation, nationality, political or other beliefs.

Individuals who wish to become members of the club must apply using the membership application form. This will be processed by the Membership Secretary and Treasurer. Any concerns regarding membership, and new member’s applications, will be brought to the Committee for discussion. 

By becoming a member of the club, every member agrees to abide by this constitution and club rules; the rules of competition and other rules and regulations of UK Athletics Ltd; to the rules of the club social media policy (including Facebook, Twitter and Instagram) and to the rules and regulations of Welsh Athletics Ltd (or relevant successor bodies).

Membership classes

Anyone satisfying the general admission criteria can become ordinary members provided that they are an amateur as defined at that present time by Welsh Athletics Association (WA).

Members must designate themselves first, first other or second claim members.

Members shall be entitled to receive notice of, attend and vote at the AGM (Annual General Meeting) of the club.

 

Life members

Life membership will ordinarily be granted only in recognition of a significant personal contribution to the club’s affairs.  The total of life members is not limited, but a maximum of two life memberships may be granted in one financial year. Individuals to be appointed as life members shall be proposed and elected at a Committee meeting and must have the support of two thirds of the voting members present.  Life members are exempt from paying annual subscriptions but shall otherwise have the same rights as ordinary members.

Subscriptions

Membership fees are due on and from the 1st January until 31st March.  If membership is not paid by 31st March it will be noted as a lapsed membership and the individual will not be eligible for associated benefits. New members may join at any given point throughout the year.  

Cessation of membership

Members may resign at any time by notice given to the Secretary.  A member who resigns shall not be entitled to any refund of subscriptions in respect of any remaining period.

Membership shall not be transferable and shall cease on failure of a member to comply with any condition of membership set out in this constitution.

The Committee shall have the power to expel any member when it would not be in the interests of the club or the sport for them to remain a member.  Such expulsion shall be carried out in accordance with the Disciplinary Procedures set out below.

Any person shall, upon ceasing to be a member, forfeit all rights to claims upon the club and its property and funds.

 

 

 

THE CLUB COMMITTEE

The day to day management of the club shall be deputed to a committee consisting of nominated club officers and Ordinary Committee Members not to exceed 16 members. All Committee members must be members of the club. 

 

Ex-Officio Honorary Member (President)

The Honorary President of the club shall perform duties representing the club and may provide guidance on strategy and probity as required.  The President shall be nominated annually by the Committee and be ratified by members of the club at the AGM.

Club Officers

The officers of the club shall be Chair, Vice Chair, Treasurer, Secretary, Membership Secretary, Social Secretary, Ladies’ Captain and Men’s Captain. These shall be nominated in accordance with the procedure entitled ‘Election of Committee’ as set out below and elected by members at the AGM.

Ordinary Committee Members

The ordinary Committee members shall be elected by members and attend Committee meetings. 

Election of Committee

Any member may be nominated by any two members, with their approval, as a candidate for any of the posts on the Committee by notice to the Secretary in advance one week prior to the AGM. All posts will be voted on at every AGM.

A member can only hold one Committee post at any one time.  If a member has been nominated for a subsequent post after already being successfully elected into a post, then his/her name shall be withdrawn from the subsequent vote.

If the number of candidates for any post is only one, then that candidate shall be elected unopposed.  If more than one candidate contest a post, then ballot papers shall be distributed and a majority vote carried. 

 

Leaving Office

The office of an elected member of the Committee shall be vacated if they:

  • Resign at any time by notice in writing to the Secretary and such resignation will take effect immediately.

  • Ceases to be a member or is excluded or suspended from the club for disciplinary reasons.

  • Is suspended from holding office or taking part in any activity related to the administration or management of a club by a decision of the WA.

  • Is asked to resign by the majority of the other Committee members.

The Committee may appoint a stand in temporary Committee member to any vacated post until the next AGM.  This casual member will stand down at the next AGM but may stand for re-election as a permanent member of the Committee, carrying out his/her previously temporary role.

Proceedings of the Committee

The Committee shall meet monthly in person and as often as necessary.  Any additional meetings may be held in a manner agreeable with the Committee (including by telephone conference call).

At least two thirds of the elected members need to be in attendance of monthly members meetings, to enable the meeting to be quorate and voting legal.  All Committee members are eligible to vote on matters. 

Questions arising at any meeting shall be determined by a simple majority vote illustrated by a show of hands.  In the case of equal votes the Chair shall have the casting say.  

Minutes of meetings will be taken and be available to members on request from the Secretary. Main points from all Committee meetings will be posted on the Members Only Facebook page. Confidential, or sensitive, matters will be removed from the minutes shared with club members. 

If any Committee member fails to attend three consecutive meetings (without apologies) they will be contacted by the Chair to ascertain their intention to stay on the Committee. Extenuating circumstances for absences can be agreed, and accepted, by the Committee. 

The Committee may invite non members to address the meeting as guests.

All concerns, issues and general complaints (not against another member) should be emailed to the Committee via the club email address (islwynrc@gmail.com) and should not be shared publicly on any social media pages. The Committee will endeavour to address this issue at the next scheduled Committee meeting.

Powers of the Committee

The Committee shall be responsible for the management of the club and shall have the following specific powers to:

  • Make club rules and regulations to allow for the day to day operation of the club and its activities.

  • Operate a member’s welfare policy in accordance with the policy and procedures of the WA.

  • Appoint any person(s) to accept and hold in trust for the club any property belonging to the club or in which it is interested.

  • Make and give receipts, releases and other discharges for any amount payable to the club and for claims and demands of the club.

  • Invest, place on deposit and deal with any finances of the club.

  • Issue, sign, draw, endorse, negotiate, transfer and assign all cheques, bills, drafts, promissory notes, securities and instruments, negotiable and non-negotiable to operate on the clubs banking accounts.

  • Enter into all such negotiations and contracts and rescind and vary all such contracts and execute and do all such acts, deeds, and things in the name of and on behalf of the club as they may consider expedient.

  • Pay all costs and expenses of, and incidental to, any of the aforementioned matters. 

  • Determine by how and whom any such power shall be executed, operations affected and documents signed or things done.

  • Organise club activities as a whole Committee or as an elected Sub Committee.

  • The Committee will be responsible for disciplinary hearings of members who infringe the club rules/regulations/constitution. The Committee will be responsible for taking any action of suspension or discipline following such hearings.

  • Meetings will be held on the first Tuesday of every month (unless there is a clash with a club event) at which point an alternative date will be agreed.

 

The members of the Committee 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. 

 

CLUB MEETINGS

Requests for agenda items to be posted on the club Facebook page. Any other business will always be on the agenda for ordinary meetings but AGMs will be strictly agenda led.

At all meetings the Chair will preside, in his/her absence the Vice Chair will take over. If both are absent the Secretary will oversee matters.

The following rules shall apply to all ordinary meetings:

  • All resolutions and amendments shall be put to the meeting

  • Resolutions may be taken from the agenda or any other business.

  • Amendments may be proposed at any time during the meeting and shall be minuted.

  • The Chair shall deal with amendments in strict order.  A subsequent amendment cannot be proposed until the existing has been dealt with.  If the amendment is positively voted in the new resolution shall become effective until a further amendment is passed.

The proposer of an amendment can withdraw their proposal at any time during the meeting.

The Chair of the meeting can call adjournment at any time and no voting may take place after adjournment.  A subsequent meeting may pick up an agenda from where a consequent meeting was adjourned.

The Committee will hold a minimum of two open meetings each calendar year for members to attend should they wish. Confidential or sensitive issues will not be discussed during these meetings. 

 

Annual General Meetings (AGM) and Extraordinary General Meetings (EGM)

The AGM of the club shall be held on the first Tuesday of December each year, and for the following purposes and order of business:

  • To receive from the Committee an annual report, balance sheet and statement of accounts for the preceding financial year. 

  • To elect Honorary Officers of the Committee and to ratify selection of Honorary President.

  • To decide on any resolution on the agenda of this meeting and within the rules of the constitution.

Three weeks notice of an AGM specifying the place, date and time of the meeting shall be given to members.

An Extraordinary General Meeting (EGM) can be called by an application in writing to the Secretary supported by at least 30% of the members of the Club.  All calls for EGM must be supported by signatures of 30% of members to be presented to the Committee. The Committee reserve the right to check with signatories on the letter. The Committee will then give 3 weeks’ notice of EGM in line with AGM procedures. The Committee shall also have the power to call an EGM by decision of a simple majority of the Committee members.  

 

The business which may be conducted at an EGM is limited to one item which can include:

  • Removing all of or any of the officers or Committee members of the club and filling vacancies thereby caused

  • Changes to or altering the rules outlined in this constitution

  • Dissolving or renaming the Club

All procedures at EGMs shall follow those outlined above for AGMs. 

 

ACCOUNTS

The Treasurer will ensure proper accounts are kept and provide the Committee members with accurate financial reports on at least a quarterly basis.  The club’s financial records shall always be open to inspection by the Committee.

The club’s financial year shall run from December 1 to November 31 inclusive. The Treasurer will present the accounts to members at the AGM. If the accounts are not accepted an impartial accountant may be appointed to investigate member’s concerns.

 

PROPERTIES AND FACILITIES

The club’s facilities and equipment shall be provided to its members without discrimination.

The Club operates as a not-for-profit organisation and all surplus income or profits are to be reinvested in the club. Profits can be invested for the benefit of the club at the discretion of the Committee.

 

The club may also in furtherance with the objectives of the club:

  • Sell and supply food, drink, and related sports equipment and clothing.

  • Remunerate members for providing goods and services, providing such arrangements are agreed by the Committee.

  • Pay for reasonable hospitality for visiting teams and guests.

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

 

INTERPRETATION OF THE CLUB CONSTITUTION AND RULES

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

The Committee shall be the sole authority for the interpretation of the constitution and rules.  The decision of the Committee on any such interpretation shall be binding on all members except if directed by the club at an AGM or EGM.

 

DISCIPLINARY PROCEDURES

The club shall not tolerate the physical or mental abuse, harassment, discrimination or defamation of any of its members during or subsequent to club events.  Any member may be disciplined or excluded from membership of the club if their conduct has been prejudicial to the interests of the club.  Exclusion shall be agreed by resolution of a majority of at least two thirds those present and voting at a properly advertised and convened meeting.

Any members wishing to make a complaint about another member will need to follow the process as set out below:

  • Complaints should be made to one of the Welfare Officers in writing to ircwelfare@hotmail.com. A written acknowledgement of the complaint will be sent to the complainant. 

  • Complaints will be passed onto the Chair and Vice Chair

  • Welfare Officers to meet with concerned parties.

  • Welfare Officers to feedback to Committee following a meeting (where appropriate and needed).

  • If no resolution is made please refer to the timescales below.

  • If no resolution has been reached the complaint will be escalated to the Committee.

  • The Chair, Vice Chair or Welfare Officers may take advice from relevant bodies if needed (e.g. WA or Police).

Any potentially excluded member must be given a month’s notice of a disciplinary meeting, shall have the right to attend and defend themselves but will have no voting rights and will not be in the room during the voting action.

Any member disciplined or excluded shall have the right to appeal.  The appeal will be decided by three arbitrators (one chosen by the Committee, one chosen and paid for by the appealing member and a third chosen by the two arbitrators). In the event of the two original arbitrators failing to agree on the third, they will be appointed by WA. Such arbitrators will uphold or reject the disciplinary or excluding action and their decision will be final.

The Committee will meet to hear complaints within 21 working days of a complaint being shared with the Welfare Officer. The Committee has the power to take appropriate disciplinary action including the termination of membership.

The outcome of a meeting should be notified in writing to the person who lodged the complaint and the member against whom the complaint was made within 7 working days of the meeting by the Welfare Officers.

 

Unprecedented Events or Situations

 

Any event or situation arising that is not covered under the rules of the club or constitution and therefore falls out of the remit of the committee should be presented to the membership to vote on.

The exception to this would be anything that falls under Welfare or disciplinary processes whereby external advice would be required where applicable.

 

LONDON MARATHON BALLOT

Eligibility for the London Marathon ballot is based on the following criteria:

  • Membership of club for one FULL membership year.

  • Successful entrants must be current members of the club at the time of the London Marathon. Membership fees for the year of the marathon must be paid prior to the runner’s details being submitted. 

  • No deferment of club places. If unable to run then place to be returned to the club

  • Members must have entered the main marathon ballot and produce letter/email of rejection to be eligible to enter club ballot

  • Procedures to be followed will be provided to runners successful in the ballot to ensure successful registration.

 

DISSOLUTION OF THE CLUB

If at any Committee or annual meeting a resolution for dissolution of the club is passed by a majority of members present, a further special meeting shall be called (not more than four weeks hence), to further consider the matter.

The club shall be wound up if at the aforementioned special meeting three quarters of member’s present vote for such action.  The Committee shall then proceed to realise the property of the club and discharge liabilities.

Any remaining property after the discharge of debts and liabilities of the club may be donated to any other amateur community running club or to a charitable organisation, as nominated at the special meeting.

 

DECLARATION

 

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

Amendments, made by Club Officers, agreed at Committee meeting on Tuesday 25th November 2019 – quorate committee. 

CLUB NAME AND COLOURS

The name of the club is Islwyn Running Club (hereinafter will be referred to as ‘the club’), and was established in 1983.  The club colours are black and white. Islwyn Running Club will be affiliated to Welsh Athletics Ltd (WA). 

CLUB OBJECTIVES

The objectives of the club are:

  • To facilitate participation in and promotion of recreational and competitive running in the area of Blackwood and amongst the community and related sporting and social activities.

  • 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, insurance, post training meetings/refreshment).

  • For the Committee to make suitable decisions, on behalf of the club members, to further the interests of the club.

 

 

CLUB MEMBERSHIP

Membership application

Membership of the club shall be open, on application, to anyone interested in recreational or competitive running, regardless of sex, age disability, ethnicity, race, religion, sexual orientation, occupation, nationality, political or other beliefs.

Individuals who wish to become members of the club must apply using the membership application form. This will be processed by the Membership Secretary and Treasurer. Any concerns regarding membership, and new member’s applications, will be brought to the Committee for discussion. 

By becoming a member of the club, every member agrees to abide by this constitution and club rules; the rules of competition and other rules and regulations of UK Athletics Ltd; to the rules of the club social media policy (including Facebook, Twitter and Instagram) and to the rules and regulations of Welsh Athletics Ltd (or relevant successor bodies).

Membership classes

Anyone satisfying the general admission criteria can become ordinary members provided that they are an amateur as defined at that present time by Welsh Athletics Association (WA).

Members must designate themselves first, first other or second claim members.

Members shall be entitled to receive notice of, attend and vote at the AGM (Annual General Meeting) of the club.

 

Life members

Life membership will ordinarily be granted only in recognition of a significant personal contribution to the club’s affairs.  The total of life members is not limited, but a maximum of two life memberships may be granted in one financial year. Individuals to be appointed as life members shall be proposed and elected at a Committee meeting and must have the support of two thirds of the voting members present.  Life members are exempt from paying annual subscriptions but shall otherwise have the same rights as ordinary members.

Subscriptions

Membership fees are due on and from the 1st January until 31st March.  If membership is not paid by 31st March it will be noted as a lapsed membership and the individual will not be eligible for associated benefits. New members may join at any given point throughout the year.  

Cessation of membership

Members may resign at any time by notice given to the Secretary.  A member who resigns shall not be entitled to any refund of subscriptions in respect of any remaining period.

Membership shall not be transferable and shall cease on failure of a member to comply with any condition of membership set out in this constitution.

The Committee shall have the power to expel any member when it would not be in the interests of the club or the sport for them to remain a member.  Such expulsion shall be carried out in accordance with the Disciplinary Procedures set out below.

Any person shall, upon ceasing to be a member, forfeit all rights to claims upon the club and its property and funds.

 

 

 

THE CLUB COMMITTEE

The day to day management of the club shall be deputed to a committee consisting of nominated club officers and Ordinary Committee Members not to exceed 16 members. All Committee members must be members of the club. 

 

Ex-Officio Honorary Member (President)

The Honorary President of the club shall perform duties representing the club and may provide guidance on strategy and probity as required.  The President shall be nominated annually by the Committee and be ratified by members of the club at the AGM.

Club Officers

The officers of the club shall be Chair, Vice Chair, Treasurer, Secretary, Membership Secretary, Social Secretary, Ladies’ Captain and Men’s Captain. These shall be nominated in accordance with the procedure entitled ‘Election of Committee’ as set out below and elected by members at the AGM.

Ordinary Committee Members

The ordinary Committee members shall be elected by members and attend Committee meetings. 

Election of Committee

Any member may be nominated by any two members, with their approval, as a candidate for any of the posts on the Committee by notice to the Secretary in advance one week prior to the AGM. All posts will be voted on at every AGM.

A member can only hold one Committee post at any one time.  If a member has been nominated for a subsequent post after already being successfully elected into a post, then his/her name shall be withdrawn from the subsequent vote.

If the number of candidates for any post is only one, then that candidate shall be elected unopposed.  If more than one candidate contest a post, then ballot papers shall be distributed and a majority vote carried. 

 

Leaving Office

The office of an elected member of the Committee shall be vacated if they:

  • Resign at any time by notice in writing to the Secretary and such resignation will take effect immediately.

  • Ceases to be a member or is excluded or suspended from the club for disciplinary reasons.

  • Is suspended from holding office or taking part in any activity related to the administration or management of a club by a decision of the WA.

  • Is asked to resign by the majority of the other Committee members.

The Committee may appoint a stand in temporary Committee member to any vacated post until the next AGM.  This casual member will stand down at the next AGM but may stand for re-election as a permanent member of the Committee, carrying out his/her previously temporary role.

Proceedings of the Committee

The Committee shall meet monthly in person and as often as necessary.  Any additional meetings may be held in a manner agreeable with the Committee (including by telephone conference call).

At least two thirds of the elected members need to be in attendance of monthly members meetings, to enable the meeting to be quorate and voting legal.  All Committee members are eligible to vote on matters. 

Questions arising at any meeting shall be determined by a simple majority vote illustrated by a show of hands.  In the case of equal votes the Chair shall have the casting say.  

Minutes of meetings will be taken and be available to members on request from the Secretary. Main points from all Committee meetings will be posted on the Members Only Facebook page. Confidential, or sensitive, matters will be removed from the minutes shared with club members. 

If any Committee member fails to attend three consecutive meetings (without apologies) they will be contacted by the Chair to ascertain their intention to stay on the Committee. Extenuating circumstances for absences can be agreed, and accepted, by the Committee. 

The Committee may invite non members to address the meeting as guests.

All concerns, issues and general complaints (not against another member) should be emailed to the Committee via the club email address (islwynrc@gmail.com) and should not be shared publicly on any social media pages. The Committee will endeavour to address this issue at the next scheduled Committee meeting.

Powers of the Committee

The Committee shall be responsible for the management of the club and shall have the following specific powers to:

  • Make club rules and regulations to allow for the day to day operation of the club and its activities.

  • Operate a member’s welfare policy in accordance with the policy and procedures of the WA.

  • Appoint any person(s) to accept and hold in trust for the club any property belonging to the club or in which it is interested.

  • Make and give receipts, releases and other discharges for any amount payable to the club and for claims and demands of the club.

  • Invest, place on deposit and deal with any finances of the club.

  • Issue, sign, draw, endorse, negotiate, transfer and assign all cheques, bills, drafts, promissory notes, securities and instruments, negotiable and non-negotiable to operate on the clubs banking accounts.

  • Enter into all such negotiations and contracts and rescind and vary all such contracts and execute and do all such acts, deeds, and things in the name of and on behalf of the club as they may consider expedient.

  • Pay all costs and expenses of, and incidental to, any of the aforementioned matters. 

  • Determine by how and whom any such power shall be executed, operations affected and documents signed or things done.

  • Organise club activities as a whole Committee or as an elected Sub Committee.

  • The Committee will be responsible for disciplinary hearings of members who infringe the club rules/regulations/constitution. The Committee will be responsible for taking any action of suspension or discipline following such hearings.

  • Meetings will be held on the first Tuesday of every month (unless there is a clash with a club event) at which point an alternative date will be agreed.

 

The members of the Committee 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. 

 

CLUB MEETINGS

Requests for agenda items to be posted on the club Facebook page. Any other business will always be on the agenda for ordinary meetings but AGMs will be strictly agenda led.

At all meetings the Chair will preside, in his/her absence the Vice Chair will take over. If both are absent the Secretary will oversee matters.

The following rules shall apply to all ordinary meetings:

  • All resolutions and amendments shall be put to the meeting

  • Resolutions may be taken from the agenda or any other business.

  • Amendments may be proposed at any time during the meeting and shall be minuted.

  • The Chair shall deal with amendments in strict order.  A subsequent amendment cannot be proposed until the existing has been dealt with.  If the amendment is positively voted in the new resolution shall become effective until a further amendment is passed.

The proposer of an amendment can withdraw their proposal at any time during the meeting.

The Chair of the meeting can call adjournment at any time and no voting may take place after adjournment.  A subsequent meeting may pick up an agenda from where a consequent meeting was adjourned.

The Committee will hold a minimum of two open meetings each calendar year for members to attend should they wish. Confidential or sensitive issues will not be discussed during these meetings. 

 

Annual General Meetings (AGM) and Extraordinary General Meetings (EGM)

The AGM of the club shall be held on the first Tuesday of December each year, and for the following purposes and order of business:

  • To receive from the Committee an annual report, balance sheet and statement of accounts for the preceding financial year. 

  • To elect Honorary Officers of the Committee and to ratify selection of Honorary President.

  • To decide on any resolution on the agenda of this meeting and within the rules of the constitution.

Three weeks notice of an AGM specifying the place, date and time of the meeting shall be given to members.

An Extraordinary General Meeting (EGM) can be called by an application in writing to the Secretary supported by at least 30% of the members of the Club.  All calls for EGM must be supported by signatures of 30% of members to be presented to the Committee. The Committee reserve the right to check with signatories on the letter. The Committee will then give 3 weeks’ notice of EGM in line with AGM procedures. The Committee shall also have the power to call an EGM by decision of a simple majority of the Committee members.  

 

The business which may be conducted at an EGM is limited to one item which can include:

  • Removing all of or any of the officers or Committee members of the club and filling vacancies thereby caused

  • Changes to or altering the rules outlined in this constitution

  • Dissolving or renaming the Club

All procedures at EGMs shall follow those outlined above for AGMs. 

 

ACCOUNTS

The Treasurer will ensure proper accounts are kept and provide the Committee members with accurate financial reports on at least a quarterly basis.  The club’s financial records shall always be open to inspection by the Committee.

The club’s financial year shall run from December 1 to November 31 inclusive. The Treasurer will present the accounts to members at the AGM. If the accounts are not accepted an impartial accountant may be appointed to investigate member’s concerns.

 

PROPERTIES AND FACILITIES

The club’s facilities and equipment shall be provided to its members without discrimination.

The Club operates as a not-for-profit organisation and all surplus income or profits are to be reinvested in the club. Profits can be invested for the benefit of the club at the discretion of the Committee.

 

The club may also in furtherance with the objectives of the club:

  • Sell and supply food, drink, and related sports equipment and clothing.

  • Remunerate members for providing goods and services, providing such arrangements are agreed by the Committee.

  • Pay for reasonable hospitality for visiting teams and guests.

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

 

INTERPRETATION OF THE CLUB CONSTITUTION AND RULES

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

The Committee shall be the sole authority for the interpretation of the constitution and rules.  The decision of the Committee on any such interpretation shall be binding on all members except if directed by the club at an AGM or EGM.

 

DISCIPLINARY PROCEDURES

The club shall not tolerate the physical or mental abuse, harassment, discrimination or defamation of any of its members during or subsequent to club events.  Any member may be disciplined or excluded from membership of the club if their conduct has been prejudicial to the interests of the club.  Exclusion shall be agreed by resolution of a majority of at least two thirds those present and voting at a properly advertised and convened meeting.

Any members wishing to make a complaint about another member will need to follow the process as set out below:

  • Complaints should be made to one of the Welfare Officers in writing to ircwelfare@hotmail.com. A written acknowledgement of the complaint will be sent to the complainant. 

  • Complaints will be passed onto the Chair and Vice Chair

  • Welfare Officers to meet with concerned parties.

  • Welfare Officers to feedback to Committee following a meeting (where appropriate and needed).

  • If no resolution is made please refer to the timescales below.

  • If no resolution has been reached the complaint will be escalated to the Committee.

  • The Chair, Vice Chair or Welfare Officers may take advice from relevant bodies if needed (e.g. WA or Police).

Any potentially excluded member must be given a month’s notice of a disciplinary meeting, shall have the right to attend and defend themselves but will have no voting rights and will not be in the room during the voting action.

Any member disciplined or excluded shall have the right to appeal.  The appeal will be decided by three arbitrators (one chosen by the Committee, one chosen and paid for by the appealing member and a third chosen by the two arbitrators). In the event of the two original arbitrators failing to agree on the third, they will be appointed by WA. Such arbitrators will uphold or reject the disciplinary or excluding action and their decision will be final.

The Committee will meet to hear complaints within 21 working days of a complaint being shared with the Welfare Officer. The Committee has the power to take appropriate disciplinary action including the termination of membership.

The outcome of a meeting should be notified in writing to the person who lodged the complaint and the member against whom the complaint was made within 7 working days of the meeting by the Welfare Officers.

 

Unprecedented Events or Situations

 

Any event or situation arising that is not covered under the rules of the club or constitution and therefore falls out of the remit of the committee should be presented to the membership to vote on.

The exception to this would be anything that falls under Welfare or disciplinary processes whereby external advice would be required where applicable.

 

LONDON MARATHON BALLOT

Eligibility for the London Marathon ballot is based on the following criteria:

  • Membership of club for one FULL membership year.

  • Successful entrants must be current members of the club at the time of the London Marathon. Membership fees for the year of the marathon must be paid prior to the runner’s details being submitted. 

  • No deferment of club places. If unable to run then place to be returned to the club

  • Members must have entered the main marathon ballot and produce letter/email of rejection to be eligible to enter club ballot

  • Procedures to be followed will be provided to runners successful in the ballot to ensure successful registration.

 

DISSOLUTION OF THE CLUB

If at any Committee or annual meeting a resolution for dissolution of the club is passed by a majority of members present, a further special meeting shall be called (not more than four weeks hence), to further consider the matter.

The club shall be wound up if at the aforementioned special meeting three quarters of member’s present vote for such action.  The Committee shall then proceed to realise the property of the club and discharge liabilities.

Any remaining property after the discharge of debts and liabilities of the club may be donated to any other amateur community running club or to a charitable organisation, as nominated at the special meeting.

 

DECLARATION

 

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

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