Hungerford Hares RC Constitution

1          Name of Club

The club will be called Hungerford Hares (Hereinafter will be referred to as The Club), and may
also be known as HHRC. Hungerford Hares will be affiliated to the England Athletics.

2          Aims and Objectives

The aims and objectives of the club will be:
•     To offer coaching and competitive opportunities in running
•     To promote the club within the local community
•     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

3         Membership

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

(b)  The membership shall consist of the following categories:
• Full member aged 18 years and over. The club does currently not have a welfare officer therefore
is not open to children, however the club chair will consider a member under the age of 18 if
attending the beginners group or main group with a responsible parent.

(c) 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 practice that the club has adopted.

(d) The club membership form must be completed before attending the first session. All fields must
be completed otherwise prospective members will not be able to join the session.

(e) Prospective members can attend for a period of 2 weeks without paying the subscription fee. On
or before the 3rd session payment is required.

(f) Members will pay subscription fees, as determined at the Annual General Meeting.

(g) Individuals shall not be eligible to take part in the business of the Club, vote at general
meetings or be eligible for selection of any Club team unless the applicable subscription has been
paid by the due date and/or membership has been agreed by the Club committee.
(f) Any member who does not pay their subscription fees within 1 month of the due date will be
contacted by the membership secretary and informed that if payment is not received within 7 days
their membership will be terminated.

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,
Treasurer, and Secretary who shall be elected at the Annual General Meeting. Other committee roles
include Run leaders (to focus on training/coaching), Marketing/club promotion, ordering club kit
for members and Social secretary.

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

(c) If required, the committee shall elect a Vice Chair from among its members.

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

(e) 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.

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

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

(h) 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.

(i) The committee meetings will be convened by the Secretary of the Club and be held no less than 4
per year.

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

(k) The quorum required for business to be agreed at Management Committee meetings will be 4

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 April and end on 31st March

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

(d)An audited statement of annual accounts will be presented by the treasurer at the Annual General

(e) Any cheques drawn against club funds should hold the signatures of the treasurer plus up to two
other officers.

(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) in the month of October to:
•     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 28 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 them 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 12

(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          Discipline and appeals

(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.

(b) All complaints regarding the behaviour of members should be presented and submitted in writing
to the Secretary.

(c) The Management Committee will meet to hear complaints within 7 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 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 7 days of the Secretary receiving
the appeal.

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.

(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 England Athletics

11       Declaration

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