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Club Constitution

1 Name
a The name of the Club is Datchet Dashers.

2 Objects
a The Club’s objects are the support, development, improvement and promotion of road running, cross country running and running fitness. The income and property of the Club shall be applied solely to those objects.

3 Membership
a. The members of the Club shall be those who are willing to obey the rules of the national athletics governing body who have been admitted and maintained in membership by the Committee and who have paid the relevant Club
b A candidate for membership must apply online via the Club website. Membership may be declined by the Committee at their discretion.
c Candidates for membership must be at least eighteen years of age.
d There shall be four classes of membership:
i) Full Members,
ii) Second Claim Members,
iii) Honorary Members.
iv) Over 70 Members
e Full Members pay the full subscription and may take part in the running activities of the club.
f Second Claim Members are members who have first claim membership with another club and who are affiliated to England Athletics through that other club. Second Claim Members may take part in the running activities of the Club but are not eligible to win any category in the Club Championship, vote at the AGM or occupy a role on the club committee. Second Claim Members pay
a reduced subscription.
g Honorary Members pay no subscription and are appointed from time to time by the Committee in recognition of service to the club. They may take part in the running activities of the Club.
h Over 70 Members are active Club members aged 70 or over and shall receive free Club membership, and may take part in the running activities of the Club.
i Full Members and Over 70 Members have the option of paying the annual England Athletics affiliation fee. The Club will administer the collection of fees and the registration of runners with England Athletics. Active Honorary Members will have their affiliation fee paid by the Club.
j The Committee may remove a person from membership for good cause such as bringing the club into disrepute. Notice of expulsion must be given in writing to the last known email address of such a member.

4 The committee
a The affairs of the Club shall be administered by a Committee consisting of at least, a Chair, Secretary, Treasurer, Mens Captain, Ladies’ Captain & Membership Secretary. Any other roles deemed necessary will be at the discretion of the Committee.
b The above-listed Committee roles shall be elected annually by the members of the Club and shall be eligible for re-election. All posts are unpaid.
c The Chair of the Committee shall have held office on the Committee for at least one previous year.
d Individuals may hold more than one office at a time but the election process should seek to avoid this situation.
e If any vacancies occur among the Committee members during the period between the annual elections, the Committee shall have the power to co-opt a replacement up to the next Annual General Meeting.
f Committee meetings may take place physically or virtually. The quorum for a Committee meeting shall be three members. When any financial business is to be transacted, there must be present either the Treasurer or a member of the Committee deputed by the Treasurer to represent his or her views to the meeting.
g Should the Chair be absent, or decline to take the chair, the Committee shall elect another member of the Committee to chair the meeting.
h All committee meetings shall be open to Club members who may listen to the discussion but may not vote on any of the issues raised. Members wishing to attend these meetings should give advance notice to the Secretary.
i The Committee shall have control of the funds, property and administration of the Club and have ultimate responsibility for its activities.
j The Secretary shall:
i) give notice of meetings of the members and of the Committee,
ii) draw up the minutes of those meetings.
k The Treasurer shall:
i) keep proper records of the Club’s financial transactions in accordance with currently accepted accounting rules and practices,
ii) develop and implement control procedures to minimise the risk of financial exposure,
iii) ensure that bills are paid and cash is banked in accordance with such control procedures,
iv) prepare an annual budget for the Club and regularly inform the Committee of progress against that budget.
l The Membership Secretary shall maintain a register of the members of the Club & is responsible for registration with England Athletics.
m On leaving office Committee members must promptly hand to their successors all official documents and records belonging to the Club, together with any other property of the Club which may be in their possession; and must complete any requirements to transfer authority relating to control of the Club’s bank or building society accounts, other financial affairs and accounts
with online service providers.
n Without derogating from its primary responsibility, the Committee may appoint a sub-committee to deal with specific issues. Any sub-committee must have at least one elected Club Committee member who shall report to the main Committee.
o The Committee shall have power to settle any disputed points not otherwise provided for in this Constitution
p No member of the Committee shall be removed from office except by the approving votes of two thirds of those present in person or by proxy at a General Meeting.

5 Resignation
a Any member intending to resign from the club shall give notice in writing to the Membership Secretary. Their membership shall terminate on the date of that notice unless they are financially indebted to the Club in which case the Committee may withhold acceptance of the resignation until they have discharged their liability.

6 Subscriptions
a Annual subscriptions shall be proposed by the Committee for approval by two thirds of those present in person or by proxy at the Annual General Meeting.
b There shall be subscriptions for both Full and Second Claim Members.
c Subscriptions shall be payable by members on applying to join the Club and subsequently on 1 st April of each year. The subscriptions of members joining the Club on or after the 1 st October will be 50% of the relevant annual subscription.
d Membership shall terminate automatically in respect of any member who fails to renew their membership and pay the relevant subscription by 1 st April or any later deadline agreed by the Committee.

7 Annual General Meeting
a An Annual General Meeting shall be held, virtually or physically, each year during the month of February for all members of the Club.
b The Secretary shall give at least 21 days’ notice of the date of the meeting by email to every member for whom the Club holds a valid email address.
c The Agenda, including any proposed changes to the Club Constitution, shall be sent out with the notice of the meeting.
d The Annual General Meeting will:
i) receive the annual reports of the Committee (Chair, Ladies’ Captain and Men’s Captain) for the previous year plus the annual accounts of the Club for the previous year.
ii) elect Members of the Committee in accordance with paragraph 4B above.
iii) consider any motions of which due notice has been given and any other relevant business.
e Nominations for the Committee must be received in writing by the Secretary no less than 7 days before the date of the meeting. All nominations shall be seconded and have the consent of the nominee.
f All members (except Second Claim Members) shall be eligible to vote at an Annual General Meeting.
g Signed votes from members who are unable to attend the meeting should be sent to, and will be cast by the Secretary. A member may nominate a proxy to attend and vote on his / her behalf and must give signed notice of the identity of such proxy to the Secretary.
h The quorum for an Annual General Meeting shall be 15% of the club membership present in person or by proxy of whom 3 must be members of the Committee.
i When any financial business is to be transacted, there must be present either the Treasurer or a member of the Committee deputed by the Treasurer to represent his or her views to the meeting (provided that where it is a case of a deputy, the only financial business transacted shall be that which was set out in the agenda accompanying the notice of the Meeting).
j Any motion shall be carried by a simple majority vote of those present in person or by proxy.

8 Special general meeting
a A Special General Meeting may be called at any time by the Chair, the Secretary or the Treasurer or on written request of ten or more members of the Club, stating the reason for which the meeting is to be called.
b Rules 7b, 7c, 7f, 7g, 7h and 7i above shall also apply to the conduct of Special General Meetings.

9 Club Colours
a Club Colours shall be a white vest or tee shirt featuring the club logo or design.
b Any changes to Club Colours shall require the approving vote of two-thirds of those present in person or by proxy at a General Meeting.
c Club Colours must be worn at Club Championship events for members to be eligible for championship points.
d The old colours shall be valid in Club Championship events for the two years following any change to the colours.
e New members waiting to receive Club Colours can be awarded Club Championship points at the discretion of the Men’s or Ladies’ Captain.

10 Changes to the Constitution
a Any alteration to this Constitution shall require the approving vote of two-thirds of those present in person or by proxy at a General Meeting.
b Any defeated proposal for a constitutional change shall not be represented for a period of three years.

11 Interpretation
a Any question about the interpretation of this Constitution shall be settled by the Committee.

12 Dissolution

a The Club may be dissolved at any time by the approving votes of two thirds of those present in person or by proxy at a General Meeting.
b In the event of the Club being dissolved its assets shall be distributed equally among the members.

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