Club Rules

Last updated 27 March 2010

CONSTITUTION FOR BLACKHEATH & BROMLEY HARRIERS AC

As adopted at the AGM 22 March 2003

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 21 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 12, 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 Honorary Treasurer 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 by recorded delivery, addressed to the member's last known 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, with not less than 21 days clear notice. Any items for inclusion on the Agenda must be received 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 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 sent to the Secretary at least 28 days prior to the AGM. These nominations must be made 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 the original request. Such written request shall state the matter it is proposed to bring forward. The Honorary Secretary shall post 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 to the Honorary Secretary for consideration by the Executive Committee. This may include any offence, either within athletic activities or outside, which might bring the Club into disrepute. The membership of any Member found guilty of taking performance-enhancing drugs will be terminated forthwith. 

The Executive Committee will have the power to suspend temporarily from membership any member accused of misconduct or abuse, pending further investigations or enquiries.  This suspension is to facilitate the investigation and is without prejudice to the outcome of the investigation.

Any Member thought to have infringed any of these Rules, or has been accused of any misconduct shall be invited to comment, in writing within fourteen days, on a written statement from the Honorary Secretary setting out the alleged breach. The Executive Committee will consider any reply at the next meeting and if not satisfied as to the suitability of continued membership shall set up a Disciplinary Committee of three to five Full Members, none of whom have any direct interest in the matter. The Disciplinary Committee will make such further enquiries as it thinks fit and will offer a reasonable opportunity to the Member concerned with 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. The Disciplinary Committee will submit a written recommendation to the Executive Committee within seven days of the final meeting with the Member, and the Executive Committee will determine its decision as soon as is practical thereafter. The Member concerned will receive written notification of the outcome by hand or by recorded delivery within seven days of the decision. The Member concerned may appeal against any decision as allowed in the National governing body for Athletics Rules. 

If the Disciplinary Committee is satisfied that there was an offence then it may recommend one or more of the following actions to the Executive Committee: 

1. note the offence but take no further action; 
2. warn the Member concerned as to future conduct but no further action; 
3. suspend or disqualify the Member from athletic competition, coaching and/or administration for some definite or indefinite period; 
4. recommend to the South of England AA that the Member be disqualified from any involvement in athletics for some definite or indefinite period; 
5. terminate the membership or such other penalty as the Disciplinary Committee considers appropriate.

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:

1. a new club, registered as a CASC or as a registered charity, having the same aims and objectives, or
2. 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