MK Lakeside Runners (MKLR) – Running Club Constitution

1. CLUB NAME

The name of the Club is MK Lakeside Runners, hereafter referred to as ‘the Club’.

2. OBJECTIVES OF THE CLUB

The objectives of the Club shall be:

  •         To encourage the participation, development and promotion of amateur athletics in the Milton Keynes area.

 

  •       To provide training and coaching for members.

 

  •          To safeguard the rights and interests of members in accordance with guidelines laid down by the Committee and recommended athletic practice and to provide a social, safe and enjoyable running experience.

 

  •        While looking after the individual needs of the runner, will also seek to foster a positive club spirit through running events and social activities.

 

  •       To do all such things as the Committee sees fit to further the interests of the club or to achieve the objects above.

3. Membership

Membership of the Club shall be open to persons who are amateurs as defined by UK athletics governing bodies at the time regardless of sex, age, disability, ethnicity, nationality, sexual orientation, religion or beliefs.  However, limitation of membership according to available facilities is allowable on a non-discriminatory basis.  Children under the age of 16 attending training, races or any club activity must be accompanied by their parent or guardian who shall be entirely responsible for them.  For young people age 16 or 17 a parent or guardian is to be entirely responsible for their attendance at all club activities.

Individuals wishing to become members of the club must complete a membership application form and health information form and forward it to the Club Membership Secretary accompanied by the appropriate subscription fee.

Membership assumes members wish to be a First Claim member of the Club for road running, cross country and trail running.  Those wishing to run for the Club as Second Claim must inform the Club Secretary at the time of their application for membership.

Running as Second Claim for another club is allowed in events where either the organisers state second claim runners are allowed or the Club is not participating, or in a League in which the Club does not participate.  In either case, prior permission is required from the Committee of the Club.

Membership rules are those laid down by the governing bodies of the associations and organisations to which the Club maintains membership and/or is affiliated to, or is otherwise subject to, the rules of the said governing bodies. The Club is affiliated to UK Athletics (UKA).

Any member wishing to resign from the Club must do so in writing to the Club Secretary with one month’s notice. No refund of subscriptions relating to the remaining period will be given.

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

The Committee shall have the power to suspend or exclude any member for contravention of this Constitution, documented rules or UKA published codes of conduct that may exist at that time. 

4. Subscriptions

The Club may as a condition of membership, require annual or periodic subscription fees to be paid by Members of the Club. The subscription will be set by the Committee and ratified by the membership at the AGM. The fees shall be set at a level that does not preclude open membership of the Club.

Members shall pay their annual subscriptions (for the year 1st April to 31st March) by cash or bank transfer to the Club account by 31st March – All members should use their name as the payment reference to enable tracking of payments.

Members having arrears of subscriptions greater than 6 weeks will have their membership automatically terminated and will not be eligible to participate in the affairs or activities of the Club, including voting at a General Meeting. Payment of the full subscription at a later date will enable the individual’s full membership to be reinstated.

Members facing financial difficulty should approach the Treasurer and Secretary in confidence and may agree an alternative means of paying their subscription.

5. Management

The management of the Club shall be vested in a Committee consisting of a Chairman, Vice Chairman, Treasurer, Secretary, Membership Secretary, Head Coach and at least three other elected ordinary Committee members (the maximum being at the discretion of the Annual General Meeting (AGM), allof whom will be elected annually at the AGM.

The Committee has the power to co-opt any member to the Committee as it deems necessary for a specific task.  The Committee shall also have the power to establish any sub Committee deemed appropriate to assist in meeting objectives of the Club and to delegate to these sub Committees such duties as may be considered appropriate. Co-option may be used to ensure representation of all groups on the committee.

Any committee member failing to attend three committee meetings in a single annual period of election will be obliged to offer to resign from the Committee.

5.1 Election of the Committee

Any Member may be nominated by any two members (with his/her approval), as a candidate for any of the posts by notice in writing (including e-mail) to the Secretary at least two weeks before the AGM.

If the number of candidates for a post (as each falls for election) is one, that candidate shall be elected unopposed. If the number of candidates is more than one, every eligible member present at the meeting may vote for each office with the candidate receiving the largest number being elected.

If the number of candidates for the post of Ordinary Committee Members is equal to or less than the number of vacancies those candidates shall be elected unopposed. If the number of candidates is more than the number of vacancies, every eligible member present at the meeting may vote for as many candidates as there are vacancies with the candidates receiving the largest number of votes being elected.

5.2 Proceedings of the Committee

The Committee shall meet at least four times each year in person and as often as may from time to time be necessary. Any meetings may be held in a manner agreeable to the Committee (including by telephone conference call).

Fifty per cent of the members of the Committee shall be the quorum necessary for the transaction of business.  A meeting of the Committee at which a quorum is present and has been properly convened shall be competent to exercise all the powers and discretions invested in the Committee by these Rules.

The Committee may regulate their meetings and proceedings as they think fit.  The Committee shall, within two weeks of each meeting, record the decisions that it has taken and publicise these to Club Members.

The Committee may invite persons who are not members of the Committee to address a meeting of the Committee.

5.3 Powers of the Committee

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

(a)  make Club Rules and regulations to allow for the effective day to day operation of the Club and its activities.  Such Club Rules may not supersede or contradict provisions of the Constitution and must be reasonably available to Members

(b)  operate a Member’s Welfare policy in accordance with the Policy and Procedures issued by UK Athletics.

(c)  make and give receipts, releases and other discharges for any amount payable to the Club and for claims and demands of the Club.

(d)  invest, place on deposit and deal with any finances of the Club not immediately required upon any investments or securities which the Committee thinks fit. 

(e)  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 Club’s banking accounts.

(f)   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.

 

(g)  pay all the costs and expenses of, and incidental to, any of the aforesaid matters and things. 

(h)  determine how and by whom any such power shall be executed, operations effected and documents signed or things done.

(i)    organise Club activities.

6. Annual General Meeting (AGM)

An AGM will be held in May each year as dictated by practical circumstances at that time.

At the AGM the meeting will:

  • receive the annual report from the Club Secretary
  • receive the Treasurer’s Annual Report, balance sheet and statement of accounts for the preceding financial year;
  • to elect the Officers and the Committee
  • to consider and decide any amendment to the Constitution of which due notice has been given to all members.  Any proposed change to the constitution must be received by the Club Secretary at least 14 days preceding the meeting in order that all members shall have sufficient notice of the proposal.
     
  • Transact any other notified business. Any business must be notified to the secretary at least 14 days prior to the AGM.

At least 21 days’ notice of an AGM shall be given to members specifying the place, day and time of the meeting.

All registered members of the Club at the meeting shall have one vote.  In the case of an equality of votes the Chairman will have a casting vote.  Voting shall be by a show of hands except where the Chairman decides voting shall be by ballot.

7. Extra Ordinary General Meeting (EGM)

An EGM may be called by the Committee to discuss changes to the Constitution and Rules or any other Club business too urgent to wait for the AGM. (For example this would be any business that prevents the Club meeting its commitments under Paragraphs 3 and 5).

An EGM must be called if 30% of voting members submit a petition to the Club Secretary clearly stating the business to be brought before such a meeting and reasons why this cannot wait until an AGM.

The petition may be submitted in the following ways:-

  • A single document with the wet signatures of 30% of the voting members.
  • Individual wet signed documents.
  • Individual personal e-mails.
  • A combination of the above.

No other business except for the notified business as set out in the above paragraph will be discussed at the EGM.

8. Finance

The financial year of the Club shall end on 31st March.

All funds belonging to the Club shall be deposited with a bank or building society in accounts that shall carry the Club title.  All accounts shall operate on two signatories, one of whom will be the Treasurer and the other either the Chairman or Secretary.

Expenditure above agreed budget levels may only be authorised at a Committee Meeting.

Any expenses relating to the Club business must be authorised by the Club Treasurer and Secretary or Chairman in advance of said expenses being incurred and all receipts must be available at the time of reimbursement

The Treasurer will ensure proper accounts are kept and provide 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 Treasurer shall present accounts for the previous Financial Year to the Annual General meeting for consideration and copies of these will be available to Members at the meeting. The accounts must be inspected by an independent competent person prior to presentation at the AGM.  If the Accounts are not accepted at the Annual General Meeting, a qualified Accountant may be appointed to investigate members’ concerns.

9. Property and Funds

The Club is a non-profit making organisation.

The property and funds of the Club cannot be used for the direct or indirect private benefit of members other than as reasonably allowed by the Rules and all surplus income or profits are reinvested in the Club.

The Club may also in support of the objectives of the Club:

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

 

  • remunerate members for providing goods and services, provided that such arrangements are approved by the Committee (without the Member being present) and are agreed on an arm’s length basis

 

  • pay for reasonable hospitality for visiting guests.

 

Indemnify the Committee and members acting properly in the course of the running of the Club against any liability incurred in the proper running of the Club (but only to the extent of its assets).

10. Interpretation Of Club Constitution and Rules

The Constitution can only be altered or amended by resolution passed by two thirds of those present and voting at an AGM, or an EGM that has been specifically called for that purpose.

 The Committee shall be empowered to rule on any dispute regarding the interpretation of the Constitution and such judgements shall be formulated at the first available AGM.

11. Dissolution

The members may vote to dissolve the Club if three quarters of those present at a properly convened General Meeting vote to support the resolution.

The Committee shall be responsible for the timely and orderly winding up the Club’s affairs.

After settling all liabilities of the Club, the Committee shall dispose of the net assets remaining to one or more of the following:

  1. to another Club with similar sports purposes which is a registered charity and/or
  2. to another Club with similar sports purposes which is a registered Community Amateur Sports Clubs (CASC) and/or
  3. to the Club’s national governing bodies for use by them for related community sports.

12. Other Matters

The Committee, whose decision shall be deemed final, shall deal with any matter not provided for in the Constitution.

Revision History

This Constitution was formally adopted at the AGM held on 10 September 2012 and replaces the Club’s original Constitution used since its formation in 2005.

 

Issue 1.0 (12-08-2012)

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