Hartlepool Triathletes Club Constitution
The club will be called HARTLEPOOL TRIATHLETES and will be affiliated to TRIATHLON ENGLAND
2 AIMS AND OBJECTIVES
The aims and objectives of the club will be:
* to offer coaching and competitive opportunities in Triathlon and other Multisports
* to promote the club within the local community and Triathlon and Multisports
* to ensure a duty of care to all members of the club
* to provide all its services in a way that is fair to everyone
* to ensure that all present and future members receive fair and equal treatment.
Membership should consist of officers and 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 the codes of conduct that the club has adopted.
Members will be enrolled in one of the following categories:
* Full member
* Junior member
* Associate Member
4 MEMBERSHIP FEES
Membership fees will be set annually at the Annual General Meeting.
Fees will be paid annually and are due at the AGM.
Members joining after the 1st August shall pay 60% of the membership fee or 150% to last until the end of the following year.
Members joining after the 1st October shall pay the full membership fee to last to the end of the following year.
5 OFFICERS OF THE CLUB
The officers of the club will be:
* Head Coach
* Publicity Officer
* Welfare Officer
* Brand and Digital
* Ordinary Committee member
Officers will be elected annually at the Annual General Meeting.
All officers will retire each year but will be eligible for re-appointment.
The club will be managed through the Management Committee consisting of:
the above named persons. 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 held no less than 4 meeting per year.
The quorum required for business to be agreed at Management Committee meetings will be 5, with a minimum of 3 to carry any vote.
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.
All club monies will be banked in an account held in the name of the club.
The Club Treasurer will be responsible for the finances of the club.
The financial year of the club will end on 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 up to two other officers, namely the secretary and chairman.
8 ANNUAL GENERAL MEETINGS
Notice of the Annual General Meeting (AGM) will be given by the Club Secretary. Not less than 21 clear days’ notice to be given to all members.
The AGM will receive a report from officers of the Management Committee and a statement of the audited accounts.
Nominations for officers of the Management Committee will be sent to the Secretary prior to the AGM.
Elections of officers are to take place at the AGM.
All members have the right to vote at the AGM.
The quorum for AGMs will be 25% of the total members.
The Management Committee has the right to call Extraordinary General Meetings (EGMs) outside the AGM. Procedures for EGMs will be the same as for the AGM, with the exception of a 7 Day clear notice being given to members.
9 DISCIPLINE AND APPEALS
All complaints regarding the behaviour of members should be submitted in writing to the Secretary.
The Management Committee will elect a Discipline subcommittee to meet to hear complaints within 14 days of a complaint being lodged. The committee has the power to take appropriate disciplinary action ranging from exclusion from training or access to Facebook, up to and including the termination of 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 will elect a separate Appeals committee who should consider the appeal within 14 days of the Secretary receiving the appeal.
The outcome of an appeals hearing should be notified in writing to the person who lodged the appeal and the member by whom original complaint was made within 14 days of the hearing.
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 become the property of TRIATHLON ENGLAND NORTH EAST to be used for the good of the sport in the North East.
11 AMENDMENTS TO THE CONSTITUTION
The constitution will only be changed through agreement by majority vote at an AGM or EGM.