Club Constitution

1.  Name

The club will be called Poole Runners (Here in after will be referred to as The Club),. Poole Runners will be affiliated to England Athletics.

The club is not incorporated under companies act, co-operative and community benefit societies act, Friendly societies act or a registered charity.

2.  Aims and objectives

The aims and objectives of the club will be:

  • To offer coaching and competitive opportunities in ATHLETICS and ensure the Coach to young athlete ration is no greater than1:12.
  • To promote the club within the local community and ATHLETICS.
  • To encourage and support members to achieve competitive standards and/or personal goals.
  • To provide to members all its services in a way that is fair to everyone and all opportunities/ treatment whether competing or non-competing.
  • To accommodate disabled athletes, particularly in the area of track and field athletics.

3.  Membership

(a) Membership of the club is open to anyone interested in promoting, coaching, volunteering or participating in ATHLETICS, regardless of sex, age, disability, ethnicity, nationality, sexual orientation, religion or other beliefs.

(b) The membership shall consist of the following categories:

  • Associate Members(social & non-competitive runners)
  • Full Member( includes England Athletics Registration Fee)
  • Under 18’s Member( includes England Athletics Registration Fee)
  • The General Committee shall determine Life Members.

The Membership year runs from 1st April to 31st March.

Under 18 members are those under 18 as at 1st April.

(c) All members and coaches will be subject to the regulations of the constitution and by joining the club and signing the membership form will be deemed to accept these regulations and UKA codes of practice for Athletes and Coaches that the club has adopted for the protection of all concerned, Athletes, Coaches and Parents and


(d) Members in each category will pay membership fees, as determined at the Annual General Meeting. This fee shall include the appropriate registration fee to England Athletics.

(e) First Claim, over 18 years of age Members, who have paid their current membership are entitled to:-

  • Serve on the General Committee
  • Vote at General Meetings and propose items
  • Compete in Club Championships
  • Represent the Club in open team race/events
  • Be eligible for end of year annual awards

Second claim members can compete for the Club in accordance with the laws of the governing body. They can compete in Club Handicap races and represent the Club where rules of the competition/league/race allow.

(f) Members shall be eligible for selection of any Club team unless the applicable subscription has not been paid by the due date and/or membership has been agreed by the Club committee.

(g) Failure to pay fees/subscription within 30 days of the due date will result in suspension from the clubs membership benefits plus cancellation of England Athletics Affiliation. Continued failure to pay may result in expulsion from the club. The Club will be sensitive and discreet in cases where there is difficulty in paying subscriptions. Members in this situation should contact a club official to discuss how the club may help.

4. Sports Equity

(a) This Club is committed to ensuring that equity is incorporated across all aspects of its development. In doing so it acknowledges and adopts the following Sport England definition of sports equity:

Sports equity is about fairness in sport, equality of access, recognising inequalities and taking steps to address them. It is about changing the culture and structure of sport to ensure it becomes equally accessible to everyone in society.

(b) The Club respects the rights, dignity and worth of every person and will treat everyone equally within the context of their sport, regardless of age, ability, gender, race, ethnicity, religious belief, sexuality or social/economic status.

(c) The Club is committed to everyone having the right to enjoy their sport in an environment free from threat of intimidation, harassment and abuse.

(d) All club members have a responsibility to oppose discriminatory behaviour and promote equality of opportunity.

(e) The Club will deal with any incidence of discriminatory behaviour seriously, according to club disciplinary procedures.

5. Committee

(a) The affairs of the Club shall be conducted by a Committee which shall consist of the Chair, Vice Chair, Treasurer, Secretary, Membership Secretary, Competitions Secretary, Male Captain/Leader and Female Captain/Leader Plus up to 8 elected committee who shall be elected at the Annual General Meeting.

Chair of Under 18 Group and Chair Festival of Running are Co-Opted from their own groups and have full voting rights.

(b) All committee members must be members of the Club.

(c) The term of office shall be for one year, and members shall be eligible for re-election.

(d) Elected Committee members cannot seek re-election after a five year term but are eligible after one year. (Adopted from 2016 AGM)

(e) In the case of there not being 8 elected members the member may seek re-election for one further year.

(f) If the post of any officer or ordinary committee member should fall vacant after such an election, the Executive Committee shall have the power to fill the vacancy until the succeeding Annual General Meeting.

(g) The Committee will be responsible for adopting new policy, codes of practice and rules that affect the organisation of the club.

(h) The Committee will have powers to appoint advisers to the Committee as necessary to fulfil its business.

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

(j) The committee meetings will be convened by the Secretary of the Club and be held no less than 6 times per year.

(k) Only the posts listed above will have the right to vote at committee meetings.

(l) The quorum required for business to be agreed at Management Committee meetings will be seven(7).

(m) The officers of the club do not receive remuneration but may be reimbursed for out of pocket expenses incurred during general committee business.

6.  Finances

(a) The club treasurer will be responsible for the finances of the club.

(b) The financial year of the club will run from 1st January to 31st December.

(c) All club monies will be banked in an account held in the name of the club.

(d)An independently reviewed 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 two officers of the club.

(f) All members of the Club shall be jointly and severally responsible for the financial liabilities of the Club.

7. Annual General Meetings and Extraordinary 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) before the end of February of each year:

  • Approve the minutes of the previous year’s AGM.
  • Receive reports from the Chairman and Secretary.
  • Receive a report from the Treasurer and approve the Annual Accounts.
  • Receive a report from those responsible for certifying the Club’s accounts.
  • Elect the officers on the committee.
  • Agree 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 at least 14 days’ notice to be given to all members.

(d) Nominations for officers of the committee will be sent to the secretary prior to the AGM.

(e) Proposed changes to the constitution shall be sent to the secretary prior to the AGM, who shall circulate at least 7 days before an AGM.

(f) All members have the right to vote at the AGM.

(g) The quorum for AGMs will be 30.

(h) The Chairman of the Club shall hold a deliberative as well as a casting vote at general and committee meetings.

(i) An Extraordinary General Meeting (EGM) shall be called by an application in writing to the Secretary supported by at least 10% of the members of the Club. The committee shall also have the power to call an EGM by decision of a simple majority of the committee members.

(j) All procedures shall follow those outlined above for AGMs.

8. Amendments to the constitution

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

9. Welfare, Disciplinary and Grievance Procedures

(a) All concerns, allegations or reports of poor practice/abuse relating to the welfare of children and young people will be recorded and responded to swiftly and appropriately in accordance with the club’s child protection policy and procedures. The Club Welfare Officer is the lead contact for all members in the event of any child protection concerns.

(b) All matters relating to discipline and grievances concerning club members will be handled in line with the Club Policy for Raising and Resolving Problems. This Policy will be reviewed annually by the Committee.

10. Dissolution

(a) A resolution to dissolve the club can only be passed at an AGM or EGM through a majority vote of the membership, either present or by post.

(b) In the event of dissolution, all debts should be cleared with any clubs funds. Any assets of the club that remain following this will become the property of another club with similar objectives, Charity or EA.

11.  Declaration

Poole Runners hereby adopts and accepts this constitution as a current operating guide regulating the actions of members.

Signed       p.j.ingham      

Name:          Paul Ingham

Club Chairman