Salisbury Tri Club Constitution

Club Name

The Club is called Salisbury Tri Club and is affiliated to Triathlon England.

https://salisburytriclub.com/wp-content/uploads/2018/10/2026-Affiliation-certificate.pdf.

Aims and Objectives

The Club is a non-profit making organisation. 

The aims and objectives of the Club will be:

• To offer coaching, training and competitive multi-sport opportunities in triathlon
• 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 to all members
• To ensure that all present and future members receive fair and equal treatment

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:

Memberships

• Member
• Member (concessionary)

Other categories as agreed from time to time by the Management Committee. Membership fees are valid from 12 months from the date of joining and renewable thereafter.

Membership Fees

Membership fees will be set annually by the Committee and agreed at the Annual General Meeting. The Committee may make changes to fees at other times considering income and costs and giving at least one month’s notice of such changes. 

Officers of the Club

The Officers of the Club will form the Committee and include:

• Chair
• Secretary
• Treasurer
• Welfare Officer
• Membership Secretary
• Lead Coach (the aim is that this officer should be accredited to British Triathlon Association standards but could be a member who demonstrates a clear plan to become accredited, or exceptionally this role could be fulfilled by a member with informal racing and/or coaching experience)
• Website, Social Events, Kit and social media roles can be led by any of the committee members or volunteers from club members.
• Any other Officers that the Committee shall determine to be necessary for the running of the Club and propose to the membership for election.

Officers will be elected annually at the Annual General Meeting.

All Officers will retire each year but will be eligible for re-election. Should a member of the Committee resign before an AGM then the Management Committee can make an appointment for the remaining term without representation to the membership. Officer roles may be shared by multiple members where appropriate.

Committee

The Club will be managed through the Committee consisting of the Officers of the Club (as above). The Committee will be convened by the Chair of the Club and held no less than 3 times during the year.

The Committee will be responsible for adopting new policies, codes of conduct and rules that affect the organisation and running of the Club and for agreeing all expenditure out of the Club’s funds. All decisions will be determined by the majority of votes. In the event of no majority vote, the Chair will make a casting vote. 

At the Annual General Meeting (AGM) members may be appointed to support the Committee in meeting its obligations to the Club. These posts will be agreed by the Committee and volunteers requested. The roles and responsibilities for these posts will be recorded by the Club Secretary and made available upon request to members.

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

The Committee will be responsible for disciplinary hearings of members who infringe the Club code of conduct, rules or constitution. It will be responsible for taking any action of expulsion, suspension or discipline following such hearings.

The Committee will communicate with Members by email, the Club Facebook pages and the Club website.

Finance

All Club monies will be banked in an account held in the name of the Club. The Club Treasurer will be responsible for the administration of the finances of the Club. The financial year of the Club will end on the last day of March. The accounts will be audited annually.

A statement of annual accounts will be presented by the Treasurer at the Annual General Meeting.

In general, Club Officers and Members will not be reimbursed for minor out of pocket expenses such as travel, phone, and internet related. Any expenses agreed by the Committee and paid to Members and Officers must be clearly shown in Club accounts to allow Members to see how their money is being spent.

Annual General Meeting

Notice of the AGM will be given by the Secretary/Chair of the Club. Not less than 14 days’ notice of the Annual General Meeting (AGM) will be given to all the Members by email and/or publishing on the Club Facebook page and on our website. The AGM normally takes place in March or April each year.

The AGM will receive a report from Officers of the Committee and a statement of the audited accounts. Nominations for Officers of the Committee will be sent to the Secretary/Chair prior to the AGM. 

Nominations may be made during the course of the Annual General Meeting. Elections of Officers are to take place at the AGM.

The quorum for AGMs will be 10% of Members. All Members present at the AGM have the right to vote. Resolutions will be passed by majority of those present and eligible to vote. In the event of no majority vote, the Chair will make a casting vote.

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.

Discipline and Appeals

All complaints regarding the behaviour of Members should be submitted in writing to the Secretary of the club who will instigate the complaints procedure.

The Committee will meet to consider complaints within 14 days of a complaint being lodged (the hearing). 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 Committee following disciplinary action being announced. The committee should consider the appeal within 14 days of the Vice-Chair receiving the appeal.

(See also The Complaints Policy.)

Club Management

A resolution to dissolve the Club can only be passed at an AGM or EGM through a majority vote of those Members present and eligible to vote, and subject to the quorum rules.

In the event of dissolution, any assets at the point of dissolution may be donated to an appropriate sports related charity/charities as proposed by the Committee and voted upon by the Members.

Amendments to the constitution, rules and code of conduct

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

The Code of Conduct may be amended by the Committee at any reasonable time as a normal part of the Committee process. All changes will be made to members of the Club.

Declaration

The Salisbury Tri Club hereby adopts this constitution as a current operating guide regulating the actions of Members of the Club.