Hungerford Hares RC Constitution - HHRC Constitution 17.10.17


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

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


(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.

(h) 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


(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 General Secretary, Membership secretary, Social Secretary,

Run leader coordinator, Club kit officer, Club Promotion/marketing officer and

Beginners coordinator who shall be elected at the Annual General Meeting.

(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 reelection.

(e) If the post of any officer or ordinary committee member should fall vacant after such

an election, the 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 the management of members who infringe the

club rules/regulations/constitution. The Committee will be responsible for taking any

action of suspension or discipline following such management.

(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 members.


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 Oct and end on 30th Sept.

(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 Meeting.

(e) Any cheques drawn against club funds should hold the signatures of the treasurer.


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 21 days’ notice to

be given to all members.

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


(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 complaints regarding the behaviour of members should be presented and

submitted in writing to the Secretary.

(b) The 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.

(c) 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.

(d) There will be the right of appeal to the 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 club funds. Any

assets of the club that remain following this will become the property of England



11 Declaration

Hungerford Hares hereby adopts and accepts this constitution as a current operating

guide regulating the actions of members.