Last updated 19 March 2017
CONSTITUTION FOR BLACKHEATH & BROMLEY HARRIERS AC
At the
AGM of 18 March 2017 new Rules of Club Membership were adopted
2017 New
Club Rules (PDF)
Old Rules as adopted at the AGM 22 March 2003
Amendments to rules 4 & 5 - 21 March
2015
Amendments to rules 10 & 11 - 23 March
2013
Minor amendments to rule 3 - 24
March 2012
Minor amendments to rule 6 - 26
March 2011
Minor amendments to rule 5 & 6 - 27 March
2010
Minor amendments to rule 3 - 21 March
2009
Major amendments to rule 4, 6, 7 &
10 - 31
March 2007 (To allow for an Executive Committee)
Minor amendments to rule 5 & 7 - 25
March 2006
Minor amendments to rule 10 & 11 -
19 March 2005
Minor amendments to rule 2 & 13 - 27 March 2004
1. The Club will be called
Blackheath & Bromley Harriers AC, and will be affiliated to the National
Governing Body for Athletics and other such bodies as necessary to fully pursue
the aims and objectives of the Club.
2. Aims and objectives
The aims and objectives of the Club will be:
- to promote Athletics and the Club in the local
community
- to offer coaching and competition opportunities in
Track & Field, Cross Country, Road Running and Race Walking
- 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
- to be non-profit making, but any surpluses made are
to be re-invested for the benefit of Members.
3. Membership
Membership shall consist of the 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. All members of the Club over 21 years of age
and having the rights of Full Members, are ipso facto members of BHHQ Ltd, a
company limited by guarantee, which owns the Club Headquarters. (Note: All
referred to as "Full Members" in the Memorandum & Articles of
Association of the Company provides that, in the event of the Company being
wound up, each Full Member of the Club over 21 may be liable to contribute an
amount not exceeding twenty-five pence).
Members will be enrolled in one of the following
categories:
- Full member: entitles a member to all benefits and
activities, athletic, social and administrative, offered by the
Club.
- Junior member (under 20 or full time student): as
Full member.
- Family member (one or both parents/guardians +
children 10 to 18 years): as Full member. Non-competing members of the
group may transfer to Full or Associate membership when qualification as
Family member expires.
- Associate member: for coaches, officials, and parents
etc. to be associated with the Club. They may not compete, or have
competed, for the Club, serve on the Committee or vote at an AGM or
EGM. In exceptional circumstances, one of the
Officers may recommend Associate Membership for an existing Full Member,
whether or not that Member has previously competed for the Club, where other
criteria may result in that Member otherwise leaving the Club.
- Life member: existing Full Members may be, in
particular cases, e.g.. Olympic selection, personal circumstances etc.
recommended to the Executive Committee by one of the Officers, and they
have the power to award Life Membership without obligation to further
payment of subscription.
- Honorary member: the Executive Committee have the
power to invite, at the instigation of one of the Officers, persons who
are deserving of recognition, to become Honorary Members for life, which
would carry the conditions of Associate Members.
4. Election
Every candidate for election to the Club must complete and
sign an official Club application form; in the case of a candidate under the age
of 16, the form must be countersigned by a parent or guardian. Every application
must be proposed and seconded by two paid up Members, at least one of who must
have been a member for at least three years. Every application must be
accompanied by the appropriate subscription and any joining fee due on election;
in the event of rejection the monies will be returned. The name and address of
any candidate must be displayed in the Clubroom for at least two days prior to
election. The election of any candidate will be considered by the
Executive
Committee at the first possible meeting after that, and will be by simple
majority of those present. In particular circumstances elections may take place
at ad hoc meetings, providing a quorum of 5 Committee members are present and a
written record of candidates and those present is kept for subsequent
confirmation at the next Executive Committee meeting.
5. Subscription rate
A subscription rate shall be reviewed annually by the
Executive Committee to determine any change, taking advice from the Honorary
Treasurer. The subscription year shall run from 1st January. If at
any time an increase in excess of 5% is deemed necessary, notice of the proposal
will be posted at least twenty-one days before the next
AGM or EGM to all members who are entitled to attend and vote., The posing
notice may be communicated by e-mail as an alternative to posting. Appropriate level of fee will be due on election at
the rate of one-twelfth of the annual subscription for each complete month to
31st December and then on the 1st January in subsequent years.
All Full Members of at least fifteen years membership,
having reached the age of sixty, may pay the reduced rate of 50%. Any Full
Member who is long-term unemployed may also pay a reduced rate of 5o% of full
subscription on production of Form UB40 held for at least 6 months at the date
subscriptions fall due. They will return to full subscription rate the year
following any re-employment.
A special rate for recruitment or promotional purposes,
payable at the time of election of applicants under 15 only, may be introduced
at the discretion of the Executive Committee. Additionally, any member whilst
in full time further and higher education, may be eligible to have their annual
subscription waived by the Treasurer on recommendation by the Chair of Active
Athletics. Any Full or Junior Member who
represents the United Kingdom, or any of the four Home Countries, will be
excused further payment of subscriptions until one year after such International
representation.
The Membership Secretary
shall place before the Executive Committee the name of any member whose
subscription has remained unpaid for six months and the Executive Committee will
have the power to expel any member whose subscription falls six months in
arrears, provided one months notice in writing has been sent to such member
either by post to the member's last known address or where
a member has supplied an electronic mail address, by electronic mail to the
member's last known e-mail address, informing the member of the proposed
action of the Committee.
6. Executive Committee
The Executive Committee of the Club shall
consist of:
The President
Immediate Past President
Chair of Committee
Hon. Secretary
Hon. Treasurer
Membership Secretary
Chairs of the 6 Sub-Committees
(Active Athletics, Finance, House & Social, Communications, Development
and Sponsorship/Fund Raising) plus the Head of
Track & Field and Head of Cross-Country and Road Running
Three other ordinary members.
All members of the Executive Committee
shall be elected annually at the AGM and shall retire each year but shall be
eligible for re-election except a) the President and IPP who will be governed by
the normal election of the new President and b) the Chairman who may be
re-elected for a maximum of four further years. Should for any reason the
President continues in office, he or she, together with the IPP, shall be liable
for re-election as other members of the Executive.
7. Committee
The Club shall be managed by the Executive
Committee, through the six Sub-Committees of Active Athletics, Finance,
Development, Communications, House & Social and Sponsorship/Fund Raising. All
Past Presidents and Vice Presidents may attend but will not be eligible to vote.
Others may be co-opted for specific business. The Executive Committee shall be
convened bi-monthly by the Hon. Secretary, normally on the first, but where this
is a public holiday, the second Monday, commencing in January of each year. The
Chairman of BHHQ Ltd. shall be notified of the meetings and may attend but will
not be eligible to vote. Should further meetings be deemed necessary, any one of
the Executive may request the Hon. Secretary to convene a meeting, giving at
least 7 days notice. The quorum required for business to be agreed at all such
meetings shall be 8. Minutes of the meetings shall be kept and, with the
exception of personal matters, be made available to all Club members. A record
shall also be kept of those attending the meetings. Only those members present
may vote, where all decisions shall be by a simple majority vote, with the
Chairman having a casting vote in the event of a tie. The six sub-committees
shall meet a minimum of three times a year. Their Chairs, or a representative
shall in any case present a report at the Executive meetings.
The Executive Committee will be responsible for the
general management of the Club, adopting new policy, codes of conduct and rules
that affect the running of the Club. The Executive Committee will have powers
to appoint sub-committees as necessary and appoint advisers to the Executive
Committee as necessary to fulfil their business. The President, Committee
Chairman, Hon. Secretary and Hon. Treasurer shall be ex-officio members of any
committee or sub-committee. In addition they will appoint a Child Officer and
assistants as necessary to implement the Child Protection Policy and to operate
the appropriate procedures.
The Executive Committee will be responsible for
disciplinary hearings of members who infringe the Club Rules, and for taking any
action of suspension or discipline following such hearings. See Rule 11.
8. Finance
The Club Treasurer will be responsible for the general
finances of the Club and will bank all Club monies in accounts in the name of
the Club. Any cheques drawn against Club funds should hold the signature of any
two authorised signatories.
The financial year of the Club will end on 31st December.
Audited statements of annual accounts will be presented by the Treasurer, Wine
Committee Treasurer and 200 Group Organiser at the Annual General Meeting.
9. Headquarters
The Club Headquarters will be open to Members during times
decided by the Executive Committee. The hours and conditions of serving
intoxicating liquor will be approved by the Executive Committee and be in
accordance with those prescribed by the Local Authority. These hours and
conditions will be posted adjacent to the bar.
A Wine Committee will be elected at an AGM and will
comprise a Secretary, a Treasurer and a minimum of six other Members. They will
be responsible for the purchase for the Club and supply by the Club of
intoxicating liquor, other drinks and food and will ensure no intoxicating
liquor is supplied to Members on the premises of the Club other than by or on
behalf of the Club. The Wine Committee shall make such arrangements as may be
required for the provision of storage and service in connection with the supply
of intoxicating liquors, other drinks and food. Friends of Members introduced to
the Club as Guests and members of visiting teams will, if their visit overlaps a
period when intoxicating liquor is on sale, sign the "Club Register"
maintained at the bar by the Wine Committee. The Member introducing a guest will
also sign the Register and be responsible for the conduct of the Guest.
10. General Meetings
The Annual General Meeting of the Club will be held in
March of each year. Notice of the Annual General Meeting and Agenda, including
any properly proposed motions, will be issued by the Secretary to all members,
either by post or, where a member has supplied an
electronic mail address, by electronic mail, not less than 21 days
before the meeting. Any items for inclusion on the Agenda
must be received in writing at least 28 days before the meeting. The Executive Committee
may include any item of business on the Agenda, but any other items must be
proposed in writing by two Full Members.
The AGM will receive a Secretary's report and statements
of the examined financial accounts of the
Treasurer, the Wine Committee and the 200 Group for the year ending 31st
December. The nomination for President will be made by the retiring President.
Nominations for all other Officials of the Club must be
received by the Secretary at
least 28 days prior to the AGM. These nominations must be made
in writing and seconded by
two paid up Full Members of the Club or by the Executive Committee.
Election of the Executive Committee, a Wine Committee as
detailed in Rule 9 and the re-election of the Vice Presidents, together with any
new nominations, shall take place at the AGM.
No business shall be transacted at a General Meeting
unless a quorum of 20 members who are eligible to vote are present. All members
present, except Associate & Honorary Members, who are not in arrears of
subscriptions, have the right to vote at any General Meeting. Voting will be by
simple majority, unless as covered in Rule 13 & 14. In the event of a tie
the Chairman of the meeting will have a casting vote.
An Extraordinary General Meeting of the Club shall be
arranged on the instruction of the Executive Committee or within fourteen days
of receipt by the Honorary Secretary of a written request signed by at least 20
Members; such meeting to be held within twenty-one days of
receipt of the original request.
Such written request shall state the matter it is proposed to bring forward. The
Honorary Secretary shall post or, where a member has supplied an electronic mail address,
send by electronic mail, to all Members details of such business with
notice of the meeting at least seven days before the meeting. No other business
may be brought forward or discussed at such a meeting.
11. Discipline and Appeals
All complaints regarding the behaviour of members should
be submitted in writing to the Honorary Secretary for consideration by the Executive
Committee. The subject matter of a complaint may include infringement of these
Rules or any other offence or misconduct, either within athletic activities or
outside, and including inappropriate use of social media facilities, which might
reasonably be considered as bringing, or having the potential to bring, the Club into disrepute
or causing, or having the potential to cause, harm to one or more other Members.
Upon receipt of, or on otherwise being
made aware of circumstances which might reasonably lead to, such a complaint,
the Honorary Secretary shall, having taken, and subject to, such advice as he or
she considers it prudent to take in the circumstances, write to the Member or
Members concerned to inform them of the complaint or circumstances and to invite
them to comment in writing within fourteen days upon the relevant allegations.
If the Honorary Secretary considers the complaint to be sufficiently serious,
the Executive Committee shall be notified promptly and, otherwise, shall be
notified promptly following receipt of such written comments or, if none are
received, the conclusion of the fourteen day period, together with such
information as is then available to the Honorary Secretary.
The Executive Committee will consider the
matter at their next meeting, or earlier if the matter is deemed sufficiently
serious, and shall, if it considers that it is reasonably possible that such a
disciplinary committee may recommend action falling within sub-paragraphs (iii)
- (v) below, set up a Disciplinary Committee of three to five Full Members, none
of whom have any direct interest in the matter. The Executive Committee will
have the power to suspend temporarily from membership any Member accused of an
offence or misconduct, pending further investigations or enquiries. This
suspension shall be to facilitate the investigation and be without prejudice to
the outcome of the investigation.
The Disciplinary Committee will make such
further enquiries as it thinks fit and will offer a reasonable opportunity to
any Member concerned, who may be accompanied by a friend, if so desired, to meet
with it and answer the allegations and the Disciplinary Committee will hear such
witnesses as are reasonably produced. The Disciplinary Committee will make such
procedural provisions as necessary for the just and efficient disposal of the
case.If the Disciplinary Committee is satisfied that
an offence or misconduct has been committed by a Member, then it may recommend one or more of the following actions to the
Executive Committee:
- note the offence or misconduct but take no further action;
- warn the Member concerned as to future conduct but no
further action;
- suspend or disqualify the Member from athletic
competition, coaching and/or administration and/or use of the Club's
premises for some definite or
indefinite period;
- recommend to the relevant governing
body that the Member
be disqualified from any involvement in athletics for some definite or
indefinite period;
- terminate the membership or such other penalty as the
Disciplinary Committee considers appropriate.
The Disciplinary Committee will submit a
written recommendation to the Executive Committee within seven days of the final
meeting with the Member or Members, and the Executive Committee will determine
its decision, which may take account of all or part of the Disciplinary
Committee's recommendation, as soon as is practical thereafter, provided that
the membership of any Member found guilty of taking performance-enhancing drugs
will be terminated forthwith.
The Member concerned will be given written
notification of the outcome by hand or by recorded delivery within seven days of
the decision. The Member or Members concerned may appeal against any decision as
allowed in the National governing body for Athletics Rules.
If additional material facts come to light
following the conclusion of any investigation, whether by the Executive
Committee or a Disciplinary Committee, the Executive Committee may determine to
reconsider the matter in accordance with the above procedures and any decision
previously made may, accordingly, be revised.
Notwithstanding the provisions of these
Rules, when dealing with a complaint the Honorary Secretary and the Executive
Committee shall be entitled to take, or omit to take, such action as is
recommended pursuant to legal advice received from a legal practitioner whom the
Honorary Secretary reasonably believes is competent to provide such advice.
12. Events
Club events will be held only as approved by the
Executive Committee. Open events, promoted by the Club, will be controlled by a
committee appointed by the Executive Committee.
13. Dissolution
A resolution to dissolve the Club can only be passed at an
AGM or EGM by a majority of not less than two thirds of the members as
vote.
In the event of dissolution, any assets of the Club that
remain will be transferred to:
- a new club, registered as a CASC or as a registered
charity, having the same aims and objectives, or
- the National Governing Body of Athletics.
14. Amendments to the Constitution
A resolution amending this Constitution shall be passed at
an EGM or AGM by a majority of not less than two thirds of such Members as
(being entitled to do so) vote.
Issue 1. Dated 22 March 2003
Minor amendments 27 March 2004
Minor amendments to rule 10 & 11 -
19 March 2005
Minor amendments to rule 5 & 7 - 25
March 2006
Major amendments to rule 4, 6, 7 &
10 - 31
March 2007
Minor amendments to rule 3 - 21 March
2009
Minor amendments to rule 5 & 6 - 27 March
2010
Minor amendments to rule 6 - 26
March 2011
Minor amendments to rule 3 - 24
March 2012
Amendments to rules 10 & 11 - 23 March
2013
Amendments to rules 4 & 5 - 21 March
2015
