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Terms & Conditions

1.0 Name
The club will be called “Portishead Running Club” and will be affiliated to UK Athletics and/or such other bodies associated with athletics as the Management Committee shall, from time to time, see fit.

2.0 Aims and objectives
The aims and objectives of the club will be:

• To offer coaching and competitive opportunities in Athletics
• To promote the club within the local community
• 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.

3.0 Colours
The colours of the Club shall be navy blue and orange. The primary racing colour shall be navy blue with orange stripes at the side. As per UK Athletics rules, the Club shall have a secondary racing colour of orange with navy stripes at the side.

4.0 Membership

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 codes of conduct that the club has adopted. Members must be 16 or older upon joining the club. Younger runners of 14 or over and appropriate ability may run with the club on club nights under the supervision of a parent or guardian.
Membership shall be open to all regardless of sex, ability, disability, ethnic group, religion or sexual orientation.
An individual will be classed as a member when they have completed a membership form and membership fees are paid. Membership is confirmed by receipt of a current membership card.
The Officers of the club have the right to confer honorary life membership.

5.0 Membership fees
Membership fees will be set annually and agreed by the Management Committee or determined at the Annual General Meeting.
Fees will be paid annually at a time nominated by the Management Committee.

6.0 Officers of the club
Elected officers of the club will be:

• Chair
• General Secretary
• Treasurer
• Membership Secretary
• Social Secretary
• Welfare Officer
• Club Captain
• Ladies Club Leader

Elected officers will retire each year but will be eligible for re-appointment at the Annual General Meeting.
One person may hold more than one office provided the management committee are satisfied there is no conflict of interest. In the event that one person holds more than one office they will only be entitled to cast one vote at a Management Committee meeting. In the event of the Chair being absent the committee shall appoint a Chair for the meeting.

7.0 Committee
The club will be managed through the Officers of the Club plus such co-options to ensure adequate representation of the various Committees of the Club. Only these posts will have the right to vote at meetings of the Management Committee.
The Management Committee will be convened by the General Secretary of the club and held no less than four per year.
The quorum required for business to be agreed at Management Committee meetings will be four.
In the event of a tied decision the Chair holds the casting 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.

Section 7a Patron

The club shall have a position of Patron. This position shall be voted upon at an AGM meeting and once filled is held by that person until resignation or ceases to be a member. The Patron is an honorary role and seen as a figurehead for the club. It is a position seen as a show of thanks for long service and dedication to the club. The Patron may attend meetings of the Management Committee as an observer but holds no vote.

8.0 Finance
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 March.
An audited statement of annual accounts will be presented by the Treasurer at the Annual General Meeting.
Any monies drawn against club funds must require the authorisation of two out of the Chair, General Secretary and the Treasurer.

9.0 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 paid up members have the right to vote at the AGM.
The quorum for AGMs will be FIFTEEN.
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.

10.0 Extraordinary General Meetings
In addition to the right of the Management Committee to call an EGM, there exists a member right to call an EGM where the members are dissatisfied with the actions or decisions of the Management Committee.

a) In order to call an EGM, a minimum of 10 paid up members may petition the General Secretary in writing
b) The General Secretary must arrange the EGM within 4 weeks of the written petition
c) Voting rights and quorum will be as specified for AGM’s
d) Any decision/motion is passed by two thirds majority of the attending members with voting rights

11.0 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 Management Committee has the power to take appropriate disciplinary action 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 SEVEN days of the hearing.
There will be the right of appeal to the Management Committee following disciplinary action being announced. The Management Committee should consider the appeal within FOURTEEN days of the Secretary receiving the appeal.

12.0 Dissolution
A resolution to dissolve the club can only be passed at an AGM or EGM through a majority vote of the whole membership.
In the event of dissolution, any assets of the club that remain will be disposed of by the Management Committee to local athletics clubs or to UK Athletics at the discretion of the Management Committee.

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

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

15.0 Child Protection and Data Protection
Child Protection and Data Protection Legislation prevent the taking of images of children other than with the permission of the child and or the carer. I hereby consent to the taking of such images by an authorised person at any club training session or any competition or league event permitted by the sports governing body