Constitution of West End Road Runners
The name of the Club shall be West End Road Runners [hereinafter referred to as ‘the Club’] and shall seek to be affiliated to Scottish Athletics and any other national and regional amateur athletic bodies as the Committee consider appropriate in order to carry out the objectives of the Club.
(a) The advancement of running and athletics as a sport; and
(b) the provision of recreational facilities, or the organisation of recreational activities, with the object of improving the conditions of life for the persons for whom the facilities or activities are primarily intended.
In furtherance of the above the Club will:
(i) encourage the practice, participation, promotion and development of running in Jordanhill, Scotstoun, Broomhill, Hyndland and the wider West End community;
(ii) provide training and coaching for members;
(iii) organise open, club and club handicap running races and participation of club members in running events; and
(iv) so far as possible cater for the athletic disciplines of running, trail and cross-country running.
In furtherance of the charitable purposes the Club shall have the following powers:
(a) subject to such consents as may be required by law, to borrow and raise money for the furtherance of the objects of the Club in such manner and on such security as the Club may think fit;
(b) to take such steps as may be deemed appropriate for the purpose of raising funds for the Club’s activities and to invite and receive grants, donations and legacies of all kinds (and to accept any reasonable conditions attaching to them) from any Club, person or persons by way of subscription, donation or otherwise; however the Club shall have the right to disclaim any gift, legacy or bequest in whole or in part in such circumstances as the Club may think fit;
(c) to lend money and give credit (with or without security) and to grant guarantees and issue indemnities;
(d) to invest any funds which are not immediately required for the Club’s activities in such investments as may be considered appropriate (and to dispose of and vary such investments);
(e) to purchase, take on lease, hire or otherwise acquire any property, business or rights which are suitable for the Club’s activities;
(f) to sell, let, hire out, license or otherwise dispose of all or any part of the property and rights of the Club;
(g) to liaise with, work with and/or enter into any arrangement with any Club, government or authority which may be advantageous for the purposes of the activities of the Club and to enter into any arrangement for co-operation or mutual assistance with any such body;
(h) to effect insurance of all kinds (which may include officers’ liability insurance);
(i) to subscribe to, become a member of or amalgamate or co-operate with any other Club, institution, society or body not formed or established for the purposes of distributing profit whose objects are wholly or in part similar to those of the Club and which by its constitution prohibits the distribution of its income and property amongst its members;
(j) to establish and/or support any charity and to make donations for any charitable purpose falling within the Club’s objects;
(k) to do all or any of the things previously authorised either alone or in conjunction with any other club, institution, society or body with which this Club is authorised to amalgamate;
(l) to pay all or any expenses incurred in connection with the promotion, formation and future incorporation of the Club;
(m) to enter into any formal partnership or consortium arrangements to further the Club’s objects;
(n) to open and operate such bank accounts and other financial savings accounts as required in the name of the Club;
(o) to promote member companies whose activities may further one or more of the above objects or may generate income to support the activities of the Club;
(p) to engage such coaches, consultants and advisers as are considered appropriate from time to time and pay fees to such advisers or consultants;
(q) to oppose or object to any application or proceedings which may prejudice the Club’s interests;
(r) to apply for, purchase or otherwise acquire and protect and renew in any part of the world any patents, patent rights, brevets d'invention, privileges, concessions and licences, secret processes, trademarks, trade names, brands and copyrights and the like which may seem capable of being used for any of the above objects and to use, exercise, develop, prolong and grant licences of the same; and
(s) to do anything which may be incidental or conducive to the furtherance of any of the Club’s objects.
In relation to its objectives and aligned to the Equality Act 2010 the Club will:
(a) strive to avoid intentional and unintentional discrimination by virtue of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, sex, sexual orientation, religion or belief or any other artificial barrier or prejudice;
(b) undertake whatever reasonable changes in the Club’s services or facilities which may be necessary in implementing the above.
(a) Membership of the Club is voluntary and open to all persons living or working in or around or with access to the west end of Glasgow and who are interested in helping the Club to achieve its aim and willing to abide by the rules of the Club and the terms and conditions of affiliated and regulatory bodies.
(b) In relation to its membership the Club will always encourage:
- Inclusivity – Whether running to keep fit or to race, all are welcome;
- Openness – The Club belongs to its members and member’s views and input are encouraged, welcomed and valued;
- Achievement – Whatever members seek to achieve through their running, the Club will support those aspirations.
(c) Every member shall have one vote at general meetings.
(d) The Management Committee shall have the power to refuse membership to an applicant, where it is considered such membership would be detrimental to the aims, purposes or activities of the Club.
(e) Registration and termination of membership:-
(i) Membership is made by written or electronic application to the Secretary.
(ii) Any member of the Club may resign his/her membership and any representative of a member club or section may resign such position, by giving to the Secretary of the Club written notice to that effect.
(iii) The Management Committee may, by resolution passed at a meeting thereof, terminate or suspend the membership of any member if in its opinion his/her conduct is prejudicial to the interests and objects of the Club, provided that the individual member or representative of the member club (as the case may be) shall have the right to be heard by the Management Committee before the final decision is made. There shall be a right to seek reconsideration by the Management Committee within 14 days.
6. Management Committee
(a) The Committee shall consist of a minimum of not less than three (3) members and not more than eight (8) members elected at the Club’s Annual General Meeting. Committee Members must be at least 18 years old.
(b) The officers of the Management Committee shall be:
and such other officers the Club shall deem necessary at the meeting. Election of office bearers will be by means of a proposer and a seconder for each post. In the event of multiple nominations for any post a vote will be taken to determine who is to be appointed.
(c) Except for the reimbursement of expense wholly or necessarily incurred in connection with Club events or activities, no payment or remuneration will be made to any Committee Member.
(d) Committee Members will serve a maximum of 3 one year terms and will not be eligible for further election until a one year term has elapsed, unless the circumstances are exceptional.
7. Committee Meetings
(a) The Committee shall meet at least four (4) times each year.
(b) The quorum for a meeting shall be three (3) or 55% whichever is the greater.
(c) All meetings must be minuted and available to any member on request.
(d) All Committee Members will be given at least seven (7) days’ notice of a Committee meeting unless it is deemed an emergency meeting.
(e) The Committee will have the power to appoint such Sub-Committees as it may from time to time decide and to determine their powers and terms of reference. Minutes will be kept of all Sub-Committee meetings.
(f) Each Committee Member shall have one vote. In the event of a tied vote, the Chairperson shall have the casting vote.
(g) In the interests of integrity, any conflict of interest in decision making processes must be declared and where appropriate, those making such declarations should neither take part in discussion nor decision making in relation to said conflict of interest.
(a) Any money obtained by the Club shall be used only in the furtherance of the Club’s charitable purposes. None of the Club’s assets may be distributed or otherwise applied (on being wound up or at any other time) except to further its charitable purposes.
(b) Any bank accounts opened for the Club shall be in the name of the Club.
(c) Any cheque issued shall be signed by at least two of any three nominated signatures. Electronic banking will be managed by at least one of any three nominated operators.
(d) The Treasurer will keep a proper record of all financial transactions relating to the Club’s activities.
(e) The Club’s financial year will be for the twelve month period from 1 April to 31 March.
(f) 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 may be subject to audit by a suitable independent person appointed by the Committee.
9. Annual General Meeting
(a) The Club shall hold an Annual General Meeting (AGM) at not more than 15 month intervals.
(b) Notice will be deemed served by advertising the meetings on the Club noticeboard, emailing members and/or via the Club’s website and other social media giving at least 14 days’ notice of the AGM.
(c) The business of the AGM shall include:
- receiving a report from the Chairperson of the Club’s activities over the year;
- receiving a report and presentation of the last financial year’s accounts from the Treasurer on the finances of the Club;
- electing a new Management Committee and considering any other matter as may be appropriate at such a meeting; and
- any other competent business.
(d) At least one half of the Committee, which must include two (2) Office bearers, must be present to hold an Annual General Meeting.
10. Extraordinary General Meetings
(a) An EGM can be called by Committee Members at any time or by a Member’s Resolution submitted by 8 members or 33% of the membership whichever is the lesser;
(b) At least two thirds (2/3) of the Committee, which must include two (2) office bearers, must be present to hold an Extraordinary General Meeting:
(c) At least 14 days’ notice must be given subject to (Clauses 11 and 12) of the date, time, place and purpose of the meeting and should be publicised as widely as possible;
(d) In the event that a meeting is called to consider dissolution of the Club at least twenty one days’ notice is required and must be displayed on the Club noticeboard, by email and/or via the Club’s website and other social media.
11. Alteration of the Constitution
(a) Proposals for amendments to this Constitution, or dissolution (see Clause 12), must be delivered to the Secretary in writing. The Secretary in conjunction with all other officers shall then decide on the date of a general meeting to discuss such proposals, giving at least four weeks (28 days) clear notice.
(b) Any changes to this Constitution must be agreed by at least two thirds of those members present and voting at any general meeting.
(a) If two thirds (2/3) of the Committee decide that it is advisable or necessary to terminate the Club, it shall call an Extraordinary Meeting at a minimum of twenty-eight (28) days’ notice. If the decision to terminate the Club is confirmed by a two-thirds (2/3) majority of those present and voting at such a meeting, the Club will have the power to wind up its affairs and dispose of any remaining assets held by or in the name of the Club.
(b) Any assets remaining after the satisfaction of any proper debts and liabilities, including any expenses incurred in winding up the affairs of the Club, shall go to another project, club or charity with similar aims.
Adoption of the Constitution
This Constitution was adopted by the members present at the AGM held on:
June 3rd 2016