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Club constitution

1. Name

The club will be called "Abingdon & Vale Triathlon Club" hereafter known as "The Club".

2. Affiliation
The Club is affiliated to Triathlon England and is a not for profit organisation.

3. Aims and objectives
The aims and objectives of the club will be:

  • To offer coaching, development of technique, fitness and competitive opportunities in swimming, cycling, running, triathlon and duathlon in and around Abingdon and the Vale of White Horse to individuals aged 18 and over

  • To promote the club within the local community

  • To promote the sports of swimming, cycling and running 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.

4. Membership
To ensure all present and future members receive fair and equal treatment.

Membership should consist of committee members 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 practice that the club has adopted.

Members will be enrolled in one of the following categories:

  • Full member – Senior

  • Full member – Student/part-year

5. Membership fees
Membership fees will be set annually and agreed by the club committee or determined at the Annual General Meeting.
Fees will be paid annually, with additional fees for swimming and sometimes other sessions as determined by the committee charged per session.

6. Club Committee
The committee members of The Club will be elected annually. Positions becoming vacant will be made known at the Annual General Meeting for the coming year, after which the appointment of the committee will be announced by email. The committee members will be expected to attend each committee meeting and have full voting rights at the committee meetings. The committee members of the club are as follows:

  • Chairperson

  • Club Secretary & Coaching Support

  • Membership 

  • Treasurer

  • Events and Social 

  • Welfare 

  • Kit 

  • Website and newsletter

  • Social Media and PR 

  • Club Charity 

  • Coach Liaison

  • [Head Coach]

These officers will form the club committee and will meet at least four times annually as well as at the AGM. There is no upper limit on length of term. A minimum of three members will need to be present in order for a decision or motion to be passed.

7. Committee Responsibilities
The Club Committee will be responsible for adopting new policy codes of practice and rules that affect the organisation of the club. A majority vote of the committee members is required to pass a motion at the club committee meetings.

The Club Committee will have powers to appoint subcommittees as necessary and appoint advisers to the Club Committee as necessary to fulfil its business.

The Club Committee will be responsible for disciplinary hearings of members who infringe the club rules/regulations/constitution. The Club Committee will be responsible for taking any action of suspension or discipline following such hearings.

8. 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 30 September. An un-audited statement of profit and loss for the financial year 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.

Club monies will be spent on affiliation and insurances for Triathlon England, subsidising specified race entry, hire of venue, equipment and specialist instructors (as appropriate), purchase of equipment, social events and administration of the club such as web hosting and domain name registration.

9. Annual General Meetings
Notice of Annual General Meetings (AGM) will be given by the Club Chair. Not less than 21 clear days notice to be given to all members.

The AGM will receive a report from Committee Members of the Club Committee and a statement of the accounts.

Nominations and elections for roles within the Club Committee will take place at the AGM or soon after.

All members have the right to vote at the AGM.

The Club 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. Discipline and Appeals
All complaints regarding the behaviour of members should be presented and submitted in writing to the Welfare Officer and/or the Chair. Three members of the Committee will meet to hear complaints within 30 days of a complaint being lodged. The 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 30 days of the hearing.

There will be the right of appeal to the Committee following disciplinary action being announced. The committee should consider the appeal within 30 days of the Chair receiving the appeal.

11. 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 Triathlon England, to be distributed to another triathlon club.

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

13. Declaration
Abingdon & Vale Triathlon Club hereby accepts and adopts this constitution as a current operating guide regulating the actions of members, in accordance with the amendments agreed by popular vote at the Club AGM, October, 2022.

Signed: Nick Bentley

Chair of Abingdon & Vale Triathlon Club

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