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OUR CONSTITUTION

Club Constitution - South West Tigers Junior Triathlon Club

 

1. Name

The club will be called the South West Tigers Junior Triathlon Club and will be affiliated to Triathlon England. In abbreviated form this may be SWT or Tiger Tri.

 

2. Aims and objectives

The aims and objectives of the club will be:

  • To offer coaching, training and competitive multisport opportunities in triathlon to Junior Triathletes aged 7 – 14 years.

  • To promote the club within the wider local community and the sport of triathlon.

  • To ensure a duty of care to all members of the club.

  • To provide all its services in a way that is fair and inclusive to all club members.

  • To ensure that all present and future members receive fair and equal treatment.

 

3. Membership

Membership should consist of 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.

 

Members will be enrolled as ‘Junior Members’

 

Any additional membership tiers will be decided by the management committee or at the Annual General Meeting.  A parent may accompany or attend in lieu of a Junior member at an AGM or EGM.

 

4. Membership fees

Membership fees will be set annually and agreed by the Management Committee or determined at the Annual General Meeting.  

 

Currently there is no standing fee charged – monthly or annually.  This may be changed in the future as agreed by the Committee.

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Club subscriptions will be paid by weekly subscription as part of the session costs. 

 

5. Officers of the club

The officers of the club will be:

  • Chair

  • Secretary

  • Treasurer

  • Club Welfare Officer

  • Head Coach

  • Club Committee Members

 

Officers will be elected annually at the Annual General Meeting.

All officers will retire each year but will be eligible for re-election.

 

6. Committee

The club will be managed through the Management Committee consisting of all officers.

The Head Coach and Welfare Officer can also undertake another role on the committee although there needs to be at least 4 people at each committee meeting of which 3 must be unrelated individuals)

 

Only these posts will have the right to vote at meetings of the Management Committee.

 

The Management Committee will be convened by the Secretary of the club and held no less than 4 per year.

 

The quorum required for business to be agreed at Management Committee meetings will be 4.

 

The Management Committee will be responsible for adopting new policy, codes of conduct and rules that affect the organisation of the club.

 

The Management Committee will have powers to appoint sub-committees as necessary and appoint advisers to the Management Committee as necessary to fulfil its business.

 

The Management Committee will be responsible for disciplinary hearings of members who infringe the club rules/regulations/ constitution. The Management Committee will be responsible for taking any action of suspension or discipline following such hearings.

 

7. General Operation

The day to day operation of the club including planning of sessions coaching provision and standards are delegated to the Head Coach.  The Head Coach will report to the Committee meetings on the coaching and Race programme at the quarterly meetings.

 

8. Finance

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

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The Club Treasurer will be responsible for the finances of the club.

The financial year of the club will end on: 30th September.

An audited statement of annual accounts will be presented by the Treasurer at the Annual General Meeting

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Any cheques drawn against club funds should hold the signatures of the Treasurer plus  one other officer.

 

9. Annual General Meetings

Notice of the Annual General Meeting (AGM) will be given by the Club Secretary. Not less than 21 clear days’ notice to be given to all members.

 

The AGM will receive a report from officers of the Management Committee and a statement of the audited accounts.

 

Nominations for officers of the Management Committee will be sent to the Secretary prior to the AGM.

 

Election of officers is to take place at the AGM.

 

All members have the right to vote at the AGM.

 

The quorum for AGMs will be 40% of membership.

 

The Management Committee has the right to call Extraordinary General Meetings (EGMs) outside the AGM. Procedures for EGMs will be the same as for the AGM.

 

10. Discipline and appeals

All complaints regarding the behaviour of members should be submitted in writing to the Secretary.

 

The Management Committee will meet to hear complaints within 10 days of a complaint being lodged. The committee has the power to take appropriate disciplinary action including the termination of membership.

 

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 14 days of the hearing.

 

There will be the right of appeal to the Management Committee following disciplinary action being announced. The committee should consider the appeal within 10 days of the Secretary receiving the appeal.

 

11. Dissolution

A resolution to dissolve the club can only be passed at an AGM or EGM through a majority vote of the membership where at least 70% of the club members are represented.

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In the event of dissolution, any assets of the club that remain will become the property of a local Junior Triathlon Club.

 

12. Amendments to the constitution

The constitution will only be changed through agreement by majority vote at an AGM or EGM.

 

13. Declaration

South West Tigers Junior Triathlon Club hereby adopts and accepts this constitution as a current operating guide regulating the actions of members.

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Club Personnel roles and responsibilities

All committee, coaching and support roles will have a Job description.  These are agreed by all undertaking these roles and amended annually. 

Job descriptions will be held centrally and, in the personnel file, submitted for accreditation.

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Specific Additional Tasks

Other tasks which may be undertaken by existing club officers or other resources on an as required basis – to be agreed by the management committee. 

 

General

  • get around the club, talk to members and get feedback

  • offer advice to new members

  • keep an eye on the facebook forum and respond wherever possible

  • 'push' the club volunteering ethos to everyone

 

Publicity & Comms

  • manage the regular posting of news announcements (with photos where possible) to the homepage of the website of social media by either writing or commissioning the news item from other club members. The news should reflect major events in the Club’s calendar such as races and events attended by club members.

  • encourage club members to input on their race experiences for others to read;

  • write and supply press releases on Club activity to external medium where appropriate;

  • hold overall responsibility for the content of the public areas of the website and social media;

  • manage marketing material;

  • deal with publications/press.

 

Social Programme

  • organising and making all necessary arrangements for social functions of the Club, including an annual Christmas Party and an annual Summer Barbecue;

  • notify all Club Members of the social programme, and submit this programme to the Webmaster or inclusion on the website;

  • collect all monies (where appropriate) from Club Members for all social functions, and bank these monies in the Club bank account within 7 days of collection of the monies;

  • provide a weekly report to the Treasurer advising all monies banked for the preceding week;

  • submit all invoices for payment of social functions to the Treasurer within 14 days of the social function.

 

Events and Races

  • Responsible for organising a club internal race event;

  • Responsible for co-ordinating volunteer marshals;

  • Responsible for organising a club race event that ticks BTF funding boxes and that is open to the public;

  • appoint sub-committees and deputy officers as necessary to assist in organising these events;

  • report back to committee on the progress of each event, and agree budgets with the Treasurer.

 

 IT and Website

  • be responsible for the programming and maintenance of the site when new sections or pages need to be added; Note that the content of individual sections of the website are the responsibility of officers within that role (as agreed by the committee)

  • operation, maintenance, update and upgrade of the forum

  • ensure onsite and offsite backups of both forum and website happen on a scheduled basis

  • ensure that updates from those who are unable to post are posted no later than 7 days after they have been received by the Webmaster;

  • manage all subscriptions, registrations, annual renewals and software payments as agreed with the treasurer and committee

 

Kit

  • source suppliers for Club kit, subject to approval by the Committee;

  • order the kit and arrange for logo printing (where appropriate);

  • collect all monies from Club Members and bank these monies within 7 days of collection.

  • statements of weekly banking and stock levels must be submitted to the Treasurer;

  • obtain approval for all purchase decisions from the Treasurer (repeat orders) or Committee (new orders);

  • agree the pricing of items and stock levels to be maintained with the Treasurer;

  • submit all invoices for payment to suppliers to the Treasurer within 14 days of receipt;

  • maintain content of the website for their designated area.

 

 Fixtures & Race Reports

  • put together a race calendar of events for the year and post this to the website, updating with new races from Club Members as they are announced;

  • collate details of events entered by Club Members into a fixture list on the race calendar, and post this to the website;

  • contact all Club Members on a regular basis to ensure that the fixture list remains up-to-date;

  • use the fixture list to compile a results sheet for each event, and post these results to the website no later than 7 days following the event;

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