Club Constitution

NAME OF CLUB
1. Name
The club will be called Wrecsam Triathlon Club and will be affiliated to Welsh Triathlon (Club Affiliation number will be issued annually following renewal of registration

2. Aims and objectives
The aims and objectives of the club will be:
• To offer coaching, training and competitive multisport opportunities in triathlon.
• To promote the club within the wider local community and the sport of triathlon.
• To ensure a duty of care to all members of the club.
• To provide all its services in a way that is fair and inclusive to all club members.
• To ensure that all present and future members receive fair and equal treatment.

3. Membership
Membership shall 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 codes of conduct that the club has adopted.

Members will be enrolled in one of the following categories:

• Full member / Social member (for those who wish to be part of the club but do not wish to compete in any discipline)
• Life member
• Junior member (although we do not currently have a junior section or provide specific junior training sessions we will accept junior members)

Membership of the Club is confined to Amateurs who are eligible to compete under British Triathlon Federation Rules and Welsh Athletics Code of Conduct Policy.

Membership is paid annually and a candidate for membership currently has a number of options:

• Complete the online membership application, paying the fee at the time of completion (Preferred method)

• Complete a Membership Application Form, to be submitted to the Membership Secretary together with the appropriate subscription fee.

• Complete a Membership Application Form, to be submitted to the Membership Secretary and transfer the payment by BACS.

Membership tiers will be decided by the management committee or at the Annual General Meeting.

4. Membership fees
Membership fees will be set annually and proposed by the Management Committee for agreement at the Annual General Meeting.

Fees will be paid: annually via the Online membership application (Preferred option), BACS, cash or cheque

Refer to Code of Practice (WTC/CoC002 – Members Handbook)

5. Officers of the club

The management committee will consist of:

• Chair
• Secretary
• Treasurer
• Club Welfare Officer (compulsory for a junior club)
• Membership Secretary
• Club Captain
• Head Coach
• Publicity Secretary

Other none voting posts can be created by the management committee to support them in specific tasks. See below.

Officers will be elected annually at the Annual General Meeting.
All officers will retire each year but will be eligible for re-election.

Refer to Officer Roles and Responsibilities documents on club website

6. Committee
The club will be managed through the Management Committee consisting of all officer posts listed in section 5. 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 6 meetings per year.
• The quorum required for business to be agreed at Management Committee meetings will be: 4 officers listed in section 5.

The Management Committee will be responsible for adopting national new policy, manage club codes of conduct polices 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. Such as:
• Financial Advisors
• Risk / Safety Advisor
• Information Technology (IT) specialists
• Representatives Local Authority
• Commercial Events organisers

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

a. All club monies will be banked in an account held in the name of the club, with the Treasurer and at least two other elected Officers as signatories on the account British Triathlon Federation.
b. All electronic monies (BACS payments) will be banked in an account held in the name of the club, with the treasurer controlling and recording all transactions
c. The signature of the Treasurer and one other signatory shall be required in relation to all operations (other than lodgement of funds) on the bank and building society accounts held by the Club.
d. The title to all property (including any land or buildings, the tenant's interest under any lease and (so far as appropriate) any investments) shall be held either in the names of the Captain, Treasurer and Secretary of the Club (and their successors in office) or in name of a nominee company holding such property in trust for the Club. Any person or body in whose name the Club's property is held shall act in accordance with the directions issued from time to time by the Committee.
e. The Club Treasurer will be responsible for the finances of the club.
f. The financial year of the club will end on 31st October
g. A statement of annual accounts will be presented by the Treasurer at the Annual General Meeting, which shall have been Independently Examined by an appropriately qualified individual or company.

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.
Election of officers is to take place at the AGM.
All members have the right to vote at the AGM.
The quorum for AGMs will be 25% of membership.
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.

9. Extraordinary General Meetings
a. The Secretary will convene an Extraordinary General Meeting (EGM) within 30 days of:
i. A resolution by the Management Committee, calling for an EGM to be held, or;
ii. The receipt of a request signed by one tenth of the total number of members of the club as at the date of the request, or 20 members, whichever is the lesser.
b. The resolution of the Committee or a request by the members must specify the business for which the EGM is being called, and no other business is to be discussed.
c. Notice of the date, venue and business for the EGM will be given by the Secretary no less than 21 clear days' in advance of the proposed meeting date.
d. Where the EGM is called for the purpose of electing new Officers, proposed and seconded nominations for elected Officer positions must be received by the captain or secretary at least 14 days in advance of the EGM, in a format specified
e. Where the EGM is called for the purpose of voting on changes to the constitution, any proposed change to the Constitution must be included in the Committee resolution or member request that calls for the EGM, and should be communicated with notice of the meeting in accordance with Section 10(b). Members may suggest amendments to the proposed changes, which must be received by the Secretary or Club Captain at least 14 days in advance of the EGM.
f. All members have the right to vote at an Extraordinary General Meeting. Each member shall have one vote.
g. Voting will take place by show of hands, unless the Committee makes a decision to implement an alternative voting method for a meeting, and notifies the membership of that change at least 21 days in advance of the meeting.
h. No business shall be dealt with at any general meeting unless a quorum is present. The quorum for a general meeting shall be one tenth of the Members of the Club as at the date of the meeting, present in person.
i. Where there is only one candidate for a Committee role, that person shall be ratified by a show of hands of members present at the EGM.
j. Resolutions put to the vote at a general meeting shall require the approval of a simple majority of Members present.

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 28 days of a complaint being lodged. The committee has the power to take appropriate disciplinary action including the termination of membership if evidence indicates a breach to rules detailed in WTC/CoC002 – Members Handbook.
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. Conflicts of Interest

a. An Officer who has an interest in any transaction or other arrangement which the Club is proposing to enter into must declare that interest to the Committee and may not vote on that matter. A person shall be deemed to have an interest in an arrangement if any partner or other close relative or any firm of which that person is a partner or any limited company of which they are a substantial shareholder, director or employee, has an interest in that arrangement.
b. Provided that the Officer has declared their interest, that the Officer has refrained from voting on the matter, and that the requirements of Section 11(c) are complied with, an Officer will not be prohibited from entering into an arrangement with the Club in which they have an interest (or are deemed to have an interest under Section 8 (a)) and may retain any personal benefit gained from their participation in that arrangement.
c. Where an Officer provides services to the Club or might benefit from any remuneration paid to a connected party for such services, then:
1. the maximum amount of the remuneration must be specified in a written agreement and must be reasonable; and
2. the Committee members must be satisfied that it would be in the interests of the Club to enter into the arrangement (taking account of that maximum amount).
d. Officers shall not be paid any remuneration for carrying out their duties as members of the Committee but may be reimbursed for expenses reasonably incurred by them in connection with the carrying-out of those duties.

12. 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 become the property of British Triathlon Federation .

14. Amendments to the constitution
The constitution will only be changed through agreement by majority vote at an AGM or EGM.
15. Declaration
Wrecsam Triathlon Club hereby adopts and accepts this constitution as a current operating guide regulating the actions of members.

Signed: Date:

Name:
Club Chair

Signed: Date:

Name:
Club Secretary