CLUB CONSTITUTION
1. Name
The Club will be called Rugby Triathlon Club and may also be known as RTC. Rugby Triathlon Club is a registered Community Amateur Sports Club.
The Club will be affiliated to the national triathlon governing body (currently Triathlon England) and any other multisport organisations as decided by the Management Committee.
2. Aims and Objectives
The aims and objectives of the Club will be:
• To offer coaching, training and competitive opportunities in triathlon and other multisport activities.
• To promote the club within the wider local community and the sport of triathlon and other multisport activities.
• To promote community participation in the amateur sport of triathlon and other multisport activities in Rugby and the surrounding areas.
• 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 members.
• To ensure that all present and future members receive fair and equal treatment.
3. Membership
a. Membership should consist of officers and members of the club.
b. Membership of the club is open to anyone interested in promoting, coaching, volunteering or participating in triathlon or multisport activities, regardless of sex, age, disability, ethnicity, nationality, sexual orientation, religion or other beliefs. However, limitation of membership according to available facilities is allowable on a non-discriminatory basis.
c. The membership shall consist of the following categories:
• Full member (over 18)
• Junior member (under 18 and non-voting)
• Life Member
• Community Member
• Honorary Member (non-voting)
d. 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.
e. The Management Committee may refuse membership, or remove it for just cause, such as conduct or character likely to bring the club or sport into disrepute. Appeal against refusal or removal may be made to the members.
f. Any future changes to the Membership categories will be decided by the Management Committee with ratification by members at the Annual General Meeting.
4. Membership Fees
a. Membership fees will be agreed annually by the Management Committee and presented at the Annual General Meeting.
b. The membership year will run from 1st January to 31st December. Annual subscription fees are due on 1st January.
c. Fees must be paid annually before 15th February each year for renewals and at the date of joining for new members. Anyone not paid up by the 15th February shall be deemed to have left the club and access to club sessions and championship races will be discretionary on a non-member basis until fees are paid.
d. A reduced concession rate is available for new members joining after 1st July each year. Other concession rates may be made available in exceptional circumstances by agreement of the Management Committee.
e. Individuals shall not be eligible to take part in the business of the Club, vote at general meetings or be eligible for election to the Management Committee unless the applicable subscription has been paid by the due date and/or membership has been agreed by the Management Committee.
5. Officers of the Club
a. The officers of the club will be:
• Chairperson
• Club Secretary
• Treasurer
• Welfare Officer
b. Officers will be elected annually at the Annual General Meeting.
c. All Officers must be members of the club.
d. The term of office shall be for one year, and members shall be eligible for re-election.
6. Management Committee
a. The club will be managed through the Management Committee consisting of the Officers of the club plus any other required positions. These may include dedicated roles for:
• Membership Secretary
• Club Captain
• Head Coach
• Grants & Funding Officer
• Junior Chairperson
• Kit Coordinator
• Press & Publicity Officer
• Race Director
• Social Secretary
• Webmaster
b. All committee members must be members of the club.
c. The term of office shall be for one year plus one month. Members shall be eligible for re-election at the AGM. Outgoing committee members will remain involved for one extra month to facilitate the smooth handover of roles and projects to new committee members.
d. If the post of any officer or ordinary committee member should fall vacant after such an election, the Management Committee shall have the power to fill the vacancy until the succeeding Annual General Meeting.
e. Only these posts will have the right to vote at meetings of the Management Committee.
f. The Management Committee meetings will be convened by the Secretary of the club and held no less than six times per year.
g. The quorum required for business to be agreed at Management Committee meetings will be half (50%) of the elected committee.
h. The Management Committee will be responsible for adopting new policy, codes of conduct and rules that affect the organisation of the club.
i. 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.
j. Rugby Triathlon Club recognises Rugby Junior Triathlon Club as a sub-committee, with a Junior Chairperson in position, and Terms of Reference to abide by.
k. The Management Committee will be responsible for disciplinary hearings of members who infringe the club rules, regulations or constitution. The Management Committee will be responsible for taking any action of suspension or discipline following such hearings.
7. Finance
a. The club Treasurer will be responsible for the finances of the club.
b. The financial year of the club will run from 1st October and end on 30th September.
c. All club monies will be banked in an account held in the name of the club.
d. An independently inspected statement of annual accounts will be presented by the Treasurer at the Annual General Meeting.
e. Any cheques drawn against club funds should hold the signatures of the Treasurer plus up to one other officer who is named as a bank signatory.
f. Rugby Triathlon Club is a non-profit making club. All surplus income or profits are to be reinvested in the club. No surpluses or assets will be distributed to members or third parties, with the exception of nominated registered charities.
8. Annual General Meetings
a. General Meetings are the means whereby the members of the Club exercise their democratic rights in conducting the Club’s affairs.
b. The club shall hold the Annual General Meeting (AGM) in the month of October to:
• Approve the minutes of the previous year’s AGM
• Receive reports from Officers of the Management Committee
• Receive a report from the Treasurer and approve the independently inspected Annual
Accounts
• Elect the Officers and ordinary members of the Management Committee
• Present the membership fees for the following year
• Consider any proposed changes to the constitution
• Deal with other relevant business
c. Notice of the AGM will be given by the Club Secretary with not less than 21 clear calendar days’ notice to all members.
d. Nominations for Officers and ordinary members of the Management Committee will be sent to the Club Secretary prior to the AGM.4
e. Proposed changes to the constitution shall be sent to the Club Secretary prior to the AGM, who shall circulate them at least 7 calendar days before an AGM.
f. All eligible members have the right to vote at the AGM.
g. The quorum for AGMs will be 20% of membership.
h. The Chairperson of the Club shall hold a deliberative as well as casting vote at general and management committee meetings.
i. The Management Committee has the right to call Extraordinary General Meetings (EGMs) outside of the AGM. Procedures for notice of EGMs will be the same as for the AGM.
j. If the AGM is not quorate, the Club Secretary will call an Extraordinary General Meeting, for one month later, to ratify votes taken at the AGM. No rules for quoracy will be required at the EGM and any vote taken will be binding.
9. Discipline and Appeals
a. All concerns, allegations or reports in relation to safeguarding of children and vulnerable adults will be recorded and responded to swiftly and appropriately, in accordance with the British Triathlon Federation’s Safeguarding Policy. The Club Welfare Officer is the lead contact for all members in the event of any safeguarding concerns.
b. All complaints regarding the behaviour of members should be submitted in writing to the Chairperson and Welfare Officer.
c. The Management Committee will meet to hear complaints within 28 calendar days of a complaint being lodged. The committee has the power to take appropriate disciplinary action including the termination of membership.
d. 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 7 calendar days of the hearing.
e. There will be the right of appeal to the Management Committee following disciplinary action being announced. The committee should consider the appeal within 28 calendar days of the Chairperson and Welfare Officer receiving the appeal.
10. Dissolution
a. A motion to dissolve the Club, or to merge with another club, if not initiated by the Management Committee must be advised in writing to the Club Secretary and supported by six ordinary members. The Club Secretary will convene a General Meeting within 28 calendar days and notices convening the meeting will be sent to all members at least 21 calendar days before the meeting. The notice should carry details of the motion(s). In order to be carried a motion to merge within another club must be agreed by at least half (50%) of the Club’s membership. A motion to dissolve the club must be agreed by at least three quarters (75%) of the Club membership. Postal voting in each of these circumstances will be permitted, if agreed by the Management Committee prior to notification of the meeting.
b. In the event of dissolution, the Management Committee will be responsible for the orderly winding up of the Club’s affairs. All debts should be cleared with any Club funds. Any assets of the Club that remain should be given to one or more of the following:
(i) To another Club with similar sports purposes which is a registered charity
(ii) To another Club with similar sports purposes which is a registered CASC (Community Amateur Sports Club)
(iii) To the Club’s governing body for use by them for related community sports.
11. Amendments to the constitution
The constitution will only be changed through agreement by majority vote of those present at an AGM or EGM.
12. Declaration
Rugby Triathlon Club hereby adopts and accepts this constitution as a current operating guide regulating the actions of members.
updated October 2024
