Constitution

1. Name

The club will be called Rochdale Triathlon Club, herein after called “the club”.

2. Aims and objectives

The aims and objectives of the club will be:

  • To offer coaching and competitive opportunities in triathlon, aquathlon, duathlon, swimming, cycling and running events
  • To promote the club within the sporting community through all aspects of triathlon and wider social events; promoting an environment where likeminded people can come together
  • To provide access to specialist advice, knowledge and coaching for all members and potential members of the club
  • To provide all its services in a way that is fair to everyone and in line with Triathlon England’s Equal Opportunity Policy and to ensure a duty of care to all club members
  • To ensure that all present and future members receive fair and equal treatment.
  • Affiliate to the Governing Body for Triathlon, Triathlon England; and such other governing bodies as determined by the club; and carry out all conduct in accordance with the relevant policy and procedures
  • Conduct all the business affairs of the club in accordance with Triathlon England guidelines and club rules, policies and procedures.

3. Membership

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 all additional policies that the club has adopted.
Any person:

  • Who wishes to become a member must complete annually a club membership form
  • Who becomes a member of the club must abide by the terms and conditions of the club and Triathlon England
  • Members will be enrolled in one of the following categories:
    • Full member
    • Social member
    • Junior / student member
    • Honorary member

The club committee is responsible for granting membership.
The club will not refuse an application for membership on discriminatory grounds and will only refuse this for good and sufficient cause or cause which is likely to bring the club or sport into disrepute.  Abuse of volunteers, coaches, staff or members will not be tolerated, and repeated offenses may result in expulsion from the club, and revoking of membership, without refund.
Any membership refusal can be challenged by the applicant who can request this to be reviewed by a Review Panel whose decision will be final and binding.
All members will be encouraged to become members of Triathlon England.

4. Membership fees

Membership fees will be set annually by the Management Committee and agreed at the Annual General Meeting to be held annually in the last quarter of the club year.
The club year will operate from 1st January to 31st December.
Membership fees will be for 1 full calendar year and run from 1st January to 31st December regardless of when membership is applied for and approved.
Membership accepted after 1st August will be charged at half the annual price.
The committee will, at their discretion, have the authority to remit whole or part fees to any member.
Any member resigning from the club must do so in writing to the club secretary and will not be entitled to any refund/part refund of their membership fee.

5. Officers of the club

The officers of the club will be:
a. President
b. Chair
c. Vice Chair
d. Secretary
e. Treasurer
f. Head Coach
g. Club Welfare Officer
h. Club Development Officer
i. Social Representative
j. Plus any additional positions as required.

Club officers:

  • will be elected annually at the Annual General Meeting.
  • will retire each year but will be eligible for re-election
  • must be a paid up full or social member of the club
  • must give written notice of any resignation from the committee and return any property of the club to the club.

Officers and members of the club who have direct contact with any person under the age of 18 must have an enhanced DBS check in line with requirement guidance from the Disclosure and Barring Service.

6. Management Committee

The club will be managed through the Management Committee and shall consist of the aforementioned officers of the club (a. to g.):
Only these posts will have the right to vote at meetings of the Management Committee.
The Management Committee will be convened by the Secretary of the club and hold no less than 4 meetings per year with a minimum of 7 days’ notice given.
The quorum required for business to be agreed at Management Committee meetings will be 5. If the quorum is not present then the meeting will be adjourned and chairperson will set a new date.
The Management Committee will be responsible for adopting new policy, codes of conduct and rules that affect the organisation of the club.
The Management Committee will have powers to appoint sub-committees as necessary and appoint advisers to the Management Committee as necessary to fulfil its business.
The Management Committee will be responsible for disciplinary hearings of members who infringe the club rules/regulations/ constitution.
The Management Committee will be responsible for taking any action of suspension or discipline following such hearings.

7. Finance

All club monies will be banked by the treasurer in an account held in the name of the club.
Monies will be applied only to further the objectives of the club; the club committee will be responsible for the authorisation of any remuneration.
The Club Treasurer will be responsible for the recording of any financial transaction.
The financial year of the club will commence on the 1st January and end on the 31st December.
An audited statement of annual accounts will be presented by the Treasurer at the Annual General Meeting.
Any cheques drawn against club funds should hold the signatures of the Treasurer plus one other officer of the management committee or authorised signatory. These officers should be non-related.

8. Annual General Meetings/Special General meetings

Notice of the Annual General Meeting (AGM) will be given by the Club Secretary. Not less than 21 clear days’ notice shall be given to all members.
This notice should be made publically available on the clubs website.
The AGM will receive a report from officers of the Management Committee and a statement of the audited accounts. The agenda and annual reports will be sent out to all members 7 days prior to the meeting.
Nominations for officers of the Management Committee will be sent to the Secretary prior to the AGM. Proposer and seconder names should accompany the nominations. The list of nominations will be sent to all members 7 days prior to the meeting.
Election of officers is to take place at the AGM.
Only fully paid up members have the right to vote at the AGM.
The quorum for AGMs will be no less than 20 members and each will be entitled one vote. In the event of an equality of votes the Chairperson will have an additional or casting vote.
An independent financial examiner will be determined.
In the event of a Special General Meeting being required, 14 days notice and the nature of the business to be discussed shall be given to members, by the club secretary

9. Health and safety

All members of the club are responsible for ensuring they are fit and healthy before taking part in any club training programme or representing the club in any sporting event. The club accepts no liability for any ill health or injury to any member.
All reasonable steps will be taken by the club to ensure that training and coaching programmes are ability appropriate, well organised and the necessary risk assessments and procedures are in place.
It is the responsibility for members to obtain any additional insurance that they may deem necessary.
The head coach will be responsible for maintaining and recording any incidents taking place during club sessions and events and reporting to the relevant bodies.

10. Discipline and appeals

All complaints regarding the behaviour of members should be submitted in writing to the Secretary.
The Management Committee will meet to hear complaints within 14 days of a complaint being lodged. The committee has the power to take appropriate disciplinary action including the termination of any membership.
The outcome of a disciplinary hearing should be notified in writing to the person who lodged the complaint and the member against whom the complaint was made within 14 days of the hearing.
There will be the right of appeal to the Management Committee following disciplinary action being announced. The committee should consider the appeal within 14 days of the Secretary receiving the appeal.

11. Dissolution

A resolution to dissolve the club can only be passed at an AGM or SGM through a majority vote of the members present.
In the event of dissolution

  • The club committee will be responsible for winding up the assets of the club
  • Any assets of the club that remain will be discharged in such a manner as directed by the management committee

12. Amendments to the constitution

The constitution will only be changed through agreement by majority vote of members present at an AGM or SGM.

13. Declaration

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