Arran Runners Club Constitution  Dec 2024 The Club shall be called “Arran Runners” with the main aim being promoting all forms of Road, Hill and Trail running in the local community and on the Island of Arran.  Objectives 1) The promotion of and participation in recreational running  2) Facilitation of relevant running competition for all members  3) The provision where practical, of appropriate training and competition for all members  Membership 4) Membership of the Club is open to everyone aged 18 years and above interested in running, regardless of sex, age, disability, ethnicity, nationality, sexual orientation, religion or other beliefs, except as a necessary consequence of the requirements of running. 5) The Club shall be affiliated to Scottish Athletics and be subject to their Rules, Procedures and Laws. 6) All members agree to abide by the Constitution of the Club and the accompanying policies and procedures. 7) The Club Committee may refuse membership, or remove it, only for good cause such as conduct or character likely to bring the club or sport into disrepute. Appeal against refusal or removal may be made to the members.’ 8) Subscription must be paid for the current season before a member can compete for the Club. 9) The membership year will be January to December. 10) Each fully paid-up member shall be entitled to attend and vote at General or Annual General Meetings. 11) Fully paid up members may be elected and serve on the Management Committee. 12) All members will be directed to a copy of the relevant Code of Conduct, a copy of the Club’s Child Protection Policy and a copy of the Constitution. 10) To resign a member must inform the Club Secretary in writing. Resignations will be considered at the next Committee meeting; all due fees must be paid up to date.  11) Membership of the Club will terminate in the event of non-payment of fees by the due date. 12) Members whose subscriptions are in arrears will be terminated and transferred to the ‘inactive members list’. Such members shall not eligible to attend or vote at meetings, compete for the club or receive any awards.  Register of members 13) The Club must keep a register of members, setting out Data Protection considerations.  Annual Subscription 14) The annual subscription will be fixed at the AGM and due on 1st January each year. A graduated fee is available to new members joining at different points in the year. Fees can be changed at the Annual General Meeting by a majority vote.  General Meetings 15) The Committee shall typically meet a minimum of three times a year (in addition to the annual AGM). 16) All decisions will be by a majority vote: the Chairperson shall have the casting vote in event of a tie. 17) A quorum for a Committee meeting shall be 50% plus 1. 18) The Committee shall make no decision contrary to the AGM. No single Committee member can overturn a Committee decision. 19) The Club Secretary is authorised to call an additional meeting with the agreement of the Club Chair. 20) The AGM will be held in September/October or within 15 months since the last AGM and the following business undertaken: 

 

Approval of minutes from the previous AGM 

The Chairperson’s report   

The Secretary’s report and activities of the club 

The Treasurer’s report and consideration of the annual accounts of the Club 

Approval of the annual accounts  

Election of office bearers as required  

Following which, any other business will be discussed. 

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21) Notice for an AGM shall be a minimum of 21 days. 22) Motions (any changes to the Constitution etc) must be put in writing to the Club Secretary two weeks before the meeting. Only fully paid-up members will be eligible to raise motions and to vote.  Minutes 23) The board must ensure that proper minutes are taken in relation to all members’ meetings. 24) Minutes of members’ meetings must include the names of those present; and (as far as possible) should be signed by the Chairperson of the meeting.  Extraordinary General Meeting 25) An EGM may be called upon the written demand of:  

33% of the membership. 

The Chairperson. 

2/3 majority of the management committee. 

26) Notice for an EGM shall be of a minimum of fourteen days’ notice, and stating the business to be discussed.  Rules for General Meetings 27) A minimum of 21 days’ notice in writing shall be given to all members, except in the event of an EGM where the notice shall be a minimum of 14 days.  28) The Chairperson, or in his/her absence a member selected by the meeting, will take the Chair.  29) All members shall register with the Secretary prior to the start of the meeting.  30) Each member shall have one vote.  31) All votes shall be determined by a simple majority. In the event of a tied vote, the Chair may exercise a casting vote.  32) The quorum shall be one quarter of those eligible to vote, or 8 such members, whichever is the smaller.  33) The Secretary shall keep the minutes of the meetings and record all proceedings and resolutions.   Election of Officers to the Management Committee 34) The members of the management committee shall be drawn from the membership as defined in this constitution.  35) Candidates shall be elected by paper ballot at the AGM. The term of office shall be 3 years. Elected members shall be members of the Management Committee from the conclusion of the AGM in which they were elected, until the conclusion of the AGM at the end of their term (unless they resign).  36) All nominations of candidates for election shall: have the consent of the nominee; be in writing; be seconded; be received by the secretary not less than fourteen days before the AGM.  37) Uncontested posts may be filled by nomination(s) and election at the AGM.  38) The Secretary shall send all members a list of all nominations not less than seven days prior to the AGM.   Members of the Management Committee 39) The Management Committee shall consist of the following Officers:  

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Chairperson  

Secretary  

Treasurer  

Welfare Officer 

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The committee may have up to a maximum of 4 ordinary members comprising of roles for example of race director, social media coordinator, kit coordinator 40) All the above shall be entitled to one vote each at General Meetings. 41) The Committee may co-opt any member to any unfilled post until the conclusion of the following AGM, providing that the number of co-optees shall not exceed one third of the total number of persons serving on the committee at that time.  42) The Management Committee may appoint any sub-committees it may deem necessary to deal with the matters of the club, until the conclusion of the following AGM. The proceedings of all such committees shall report to the Management Committee by a representative elected by that sub-committee.    Rules for the Management Committee 43) The Chairperson shall chair the meeting, or in his/her absence one of either the Secretary or a nominee from the committee in the event of those mentioned being absent.  44) 14 days’ notice of any meeting of the management committee shall be given by the Secretary, except when: 

The date of the meeting had been agreed at the previous management meeting, in which case seven days’ notice shall be given. 

In an emergency the Chairperson may call a meeting at four days’ notice. 

The quorum shall be 50% +1. 

45) All votes shall be determined by a simple majority. In the event of a tied vote, the Chair may exercise a casting vote.  46) Meetings shall be open to all members of the Club.  Finance 47)  All surplus income or profits are to be reinvested in the club. No surpluses or assets will be distributed to members or third parties 48) The Club shall have the power to raise money by means of yearly affiliation fees, training fees, race fees and donations as determined by the Management Committee at the Annual General Meeting.  49)  All monies shall be lodged in a bank account in the name of the Club.  50) The Chairperson, Treasurer and Secretary shall be authorised signatories to sign cheques on behalf of the club, of which two signatories shall be needed.  51) The financial year of the club shall end on 31 December or any other date the Management Committee deem appropriate.   52) The Treasurer will keep a proper record of all financial transactions relating to the Club’s activities. 53) Annually, the Treasurer will prepare an Income and Expenditure Account for the financial year together with a Balance Sheet as at the year–end. The annual accounts and other financial records will be subject to an Independent Examination by a suitable person or organisation appointed by the Management Committee.  Discipline and Appeals 54) All complaints regarding the behaviour of members should be submitted in writing to the Secretary or Welfare Officer.  Such complaints will be dealt with according to the Club Disciplinary Procedure.  Amendments to the Constitution 55) This Constitution may only be amended by a proposal passed by a majority of members present and entitled to vote at an Annual or Extraordinary General Meeting.  Dissolution 56) The Management Committee, by a two-thirds majority, may decide to dissolve the Club. They must then call an extra-ordinary meeting, giving four weeks’ notice to all Club Members. If the motion is passed by a two-thirds majority, then club is dissolved. Upon dissolution any funds remaining after all debts have been met will be donated to a named charity, an athletics club or to Scottish Athletics; that decision to be taken by a majority vote. Review 57) This Constitution will be regularly reviewed and updated in accordance with changes in legislation and guidance from Scottish Athletics.  Declaration It is hereby certified that this document represents a true and most up to date version of the Constitution of Arran Runners Club.