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Club Constitution


City of Lancaster Triathlon (COLT)

1. Name


The club will be called City of Lancaster Triathlon (COLT) and will be affiliated to Triathlon

England.

2. Aims and objectives


The aims and objectives of the club will be:

  • to provide an environment in which people can meet to train for, prepare for and compete in triathlons and other multisport events by organising training sessions and competitions
  • to provide coaching or training opportunities in all three disciplines
  • to encourage participation in running, swimming and cycling.
  • to promote the club within the 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 to everyone.
  • to ensure that all present and future members receive fair and equal treatment.


The club shall be affiliated to Triathlon England.

The club shall not affiliate to governing bodies of other sports where there is another local

club or organisation affiliated to that body.

3. Membership


Membership shall 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 in one of the following categories:

  • Full member
  • Temporary member


Membership tiers will be decided by the management committee or at the Annual General Meeting.

4. Membership fees


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

Temporary membership may be purchased at events that require participants to be a member of COLT prior to taking part. Temporary membership fees may vary depending on the event.

5. Officers of the club


The officers of the club will be:

  • Captain
  • Vice-Captain
  • Secretary
  • Treasurer
  • Any other relevant position as deemed necessary by the Committee


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 Committee consisting of the officers and any other members co-opted to the Committee at the Annual General Meeting. Only these posts will have the right to vote at meetings of the Committee.

The Committee will be convened by the Secretary of the club and hold no less than one meeting per year.

The quorum required for business to be agreed at Committee meetings will be: 5


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

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

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.

7. Finance

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

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

The financial year of the club will end on 31st December.

A statement of annual accounts will be prepared by the Treasurer & checked for accuracy &completeness by other club member(s), who have not been involved in their production.


This statement of annual accounts will be presented at the Annual General Meeting for Acceptance.

Any cheques drawn against club funds should hold the signatures of the Treasurer plus one other officer. Any online payments in excess of £75 should be supported by the Treasurer plus one other officer or committee member.

8. Annual General Meetings


An Annual General Meeting shall be held no later than 15 months after its predecessor.

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 Committee. The treasurer (or his nominee) will present the statement of annual accounts to the AGM for approval.

Nominations for officers of the Committee will be sent to the Secretary prior to the AGM or proposed and seconded at the AGM itself.

Election of officers is to take place at the AGM by show of hands.

All members have the right to vote at the AGM.

The quorum for AGMs will be 10% of membership.

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

If considered necessary any General Meeting may be held online.

9. Discipline and appeals


All members are expected to comply with this Constitution, the COLT members Code of Conduct, and any other COLT rules or regulations valid at that time.

Any formal complaint regarding the behaviour of any member(s) should be submitted assoon as possible, in writing, to the Secretary.

A disciplinary hearing will be convened, comprising three members of the committee, as soon as possible to gather evidence & make appropriate judgements. This hearing has the power to take disciplinary action including the termination of membership.

The outcome of a disciplinary hearing should be promptly notified, in writing, to the person who lodged the complaint and the member against whom the complaint was made.

Within 21 days the disciplined member(s) has the right of appeal against the outcome & disciplinary action. Three other members of the committee shall hear that appeal. This appeal hearing has the same authority, power and process as the original disciplinary

hearing. The decision of this appeal hearing is final.

10. Dissolution


A resolution to dissolve the club can only be passed at an AGM or EGM through a majority vote of the membership.

In the event of dissolution, any assets of the club shall not be paid to or distributed among the members of COLT but shall be given or transferred to some other charitable organisation or body having purposes similar to the objects of COLT, or for some charitable

purpose, within the local area as determined by the Committee at the time.

11. Amendments to the constitution


The constitution will only be changed through agreement by majority vote of those present

at an AGM or EGM.

12. Declaration


City of Lancaster Triathlon (COLT) hereby adopts and accepts this constitution as a current

operating guide regulating the action of the club and its members.

Signed: Date:

Name:

Club Captain

Signed: Date:

Name:

Club Secretary