*** PLEASE NOTE *** WE ARE CURRENTLY APPLYING TO ENGLAND ATHLETICS TO BECOME AFFILIATED. THEREFORE THE FOLLOWING POINTS OF OUR CONSTITUTION DO NOT COME INFO EFFECT UNTIL OUR AFFILIATION HAS BEEN CONFIRMED, HOWEVER THEY HAVE BEEN UPDATED ON THE WEBSITE SO THAT MEMBERS & ENGLAND ATHELTICS ARE AWARE OF WHAT RULES WILL COME IN TO PLACE & HOW WE WILL CONDUCT OURSELVES AS A CLUB GOING FORWARD SHOULD OUR APPLICATION BE SUCCESSFUL.
Club registration no. TBA open successful completion of application to England Athletics
Membership: point 4
Cessation of membership: point 13
The Byelaws of RbR Club: point 5
Subscriptions: point 7
Constitution and Rules of RbRClub Running Club
1. The club shall be known as “RbR Club”, affiliated to England Athletics as “RbR Club” under club registration no. TBA
AIMS & OBJECTS OF RbR Club:
2. The Object of the club is the promotion of amateur athletics and recreational running, regardless of ability, sex, race or religion.
3. The club shall consist of Ordinary members and Committee members, together being the Members. Classes of membership may be created, deleted or amended by the members in general meetings from time to time.
4. The club shall be affiliated to England Athletics and membership of the Club is confined to those abiding by the Rules Of Competition of the UKA.
5. Members will be admitted to the club on application by Internet. Members will be accepted on submission of application and payment of the appropriate fee for the required class of membership. (See Byelaws for membership costs)
6. Application details provided by members will be held confidentially on the Club Database, and not disclosed to any third party other than those bodies as defined in rule 4.
7. The Club may as a condition of membership require annual or other periodic contributions or subscriptions to be paid by Members of the Club in accordance with Club Byelaws.
8. The income and property of the club shall be applied towards promoting the Aims and Objects of the Club as set forth in these Rules and no portion thereof shall be paid or transferred directly or indirectly by way of dividend, bonus or otherwise howsoever by way of profit to any Member of the Club notwithstanding that payment in good faith of reasonable remuneration and expenses otherwise consistent with these Rules may be made in pursuance of the said Aims and Objects.
9. All contributions and Subscriptions shall be paid to the club online using secure online payment methods.
10. Any member having arrears of contributions or subscriptions shall not be eligible to take part in any competition promoted by the club, nor shall he/she be allowed to participate in the affairs of the Club, inclusive of the right to vote in any General Meeting.
(a) Renewals of membership shall become due on the first anniversary of the member joining the club and annually thereafter.
(b) The membership renewal date may be amended from the anniversary date in situations where the Committee agrees subscriptions are valid for a period other than twelve months.
CESSATION OF MEMBERSHIP
11. A member may resign from membership at any time by written notice to that effect forwarded to the Membership Secretary. A Member shall remain liable to pay any arrears of contributions or subscriptions owed by him/her at the time of resignation but without being entitled to any refund of contributions or subscriptions in respect of the remaining period. Any resignation will not be accepted until such liability is discharged.
12. Any member with outstanding subscriptions two months after their renewal date shall become liable to expulsion from the club. Membership can be obtained again by payment of the appropriate subscription as detailed in the rules of Membership.
13. The name and address of any person so expelled from the club shall be sent to England Athletics who shall enter his/her names in a book (called the Suspension Book) to be kept for that purpose. Every person whose name has been so entered shall be suspended from competing in any event/meeting under UK Athletic rules until the liability, causing his/her said expulsion, which shall not exceed one year’s subscription, has been discharged in full.
14. Any person shall, upon ceasing to be a Member of the Club, forfeit all rights to and claims upon the Club and its property and funds.
15. Any Member may be disciplined or excluded from Membership of the Club if his/her conduct has been or is likely to be prejudicial to the interests of the Club. This shall be done by resolution of a majority of those present and voting at a properly convened Committee Meeting, and at which not less than 3 of the total voting members of the Committee shall be present, in addition to whatever other quorum requirements which may apply from time to time. Such member shall have one month’s clear notice sent to him/her of the Committee meeting and he/she shall be entitled to attend the Meeting and be heard in defence but shall not be entitled to be present at the voting or take part in the proceedings otherwise than as the Committee shall permit.
16. Any member so disciplined or excluded from the Club under the Rules of the Club may lodge an appeal with the Committee and shall thereupon have the right to demand that the matter be referred to three arbitrators: one chosen by the Committee, one by the aggrieved party and one by the two arbitrators. This appeal must be received within 14 days of the original disciplinary date. In the event that the first two arbitrators fail to agree on a third, the relevant organising body nominated by the Committee shall appoint the third arbitrator. Such arbitrators shall have the power by their award to annul the disciplinary action or exclusion, or to annul it subject to the performance of any condition of which the arbitrators may think fit to impose.
17. The management of the Club, and its business, except as may otherwise be provided by the rules from time to time, shall be deputed to a Committee consisting of: –
1. The Chairperson, Secretary and Treasurer.
2. Other Members deemed necessary for the effective running of the Club, all to be elected at the Annual General Meeting in accordance with the respective provisions in the Rules governing such elections.
18. The Committee shall serve from time to time of its election until the following Year’s Annual General Meeting except as otherwise provided in these Rules.
19. Any Member of the Committee may resign his/her respective office at any time by notice in writing to that effect given to the Chairperson and such resignation shall take effect immediately.
20. The office of an elected member of the Committee shall be vacated if he/she shall be excluded or suspended under the terms of the Club Rules.
21. Only fully paid up members, first or second claim, shall be allowed to serve as committee members.
22. The Committee shall have the power to co-opt a Member to fill any casual vacancy on the Committee until the next Annual General Meeting. Any member so appointed shall resign at the next Annual General Meeting but shall be eligible for re-election at such meeting in accordance with the provisions for Proceedings at General Meetings
PROCEEDINGS OF THE COMMITTEE
23. The Committee shall meet on a face-to-face basis at least annually.
24. Subject to 23., the Committee may conduct its role by any other means available for group communication, e.g. internet forum, e-mail.
25. The majority of voting members of the Committee shall be the quorum necessary for the transaction of business. A meeting of the Committee at which a quorum is present and has been properly convened shall be competent to exercise all the powers and discretions invested in the Committee by these Rules.
26. Questions arising at any meeting shall be determined by a simple majority of votes except as otherwise provided by these Rules and in the case of an equality of votes, on a matter on which the Chairperson has not voted, the Chairperson shall have the casting vote.
27. The method of vote shall be show of hands at face-to-face Meetings and by typed response from the Committee Member at Online Meetings / committee forum agreements / email.
28. The Committee may from time to time, as it shall see fit invite persons who are not Members of the Committee to attend at and address a meeting or meetings of the Committee.
29. Subject to the aforesaid the Members of the Committee may regulate their meetings and proceedings as they think fit.
POWERS OF THE COMMITTEE
30. Subject always to the provisions of these Rules, the administration, direction and management of the affairs of the Club shall be vested in the Committee which in addition to the powers and authorities expressly conferred upon it by the Rules may exercise all such powers and do all such acts and things as may be expressly directed or required to be exercised or done by the Club in General Meeting.
31. Without prejudice to the general powers conferred upon the Committee by Rule 31, the committee shall have the following powers:
a) Subject to the provisions of these Rules, to make, repeal, and amend all such Byelaws and Regulations as they shall think expedient for the management and well-being of the Club. All Byelaws and Regulations made by the Committee under this Rule must be available to Members on the Club Website at all time and shall be binding upon the Members until repealed by the Committee or set aside by Resolution of a General Meeting of the Club.
b) To appoint any person or persons to accept and hold in trust for the Club any property belonging to the Club or in which it is interested.
c) To make and give receipts, releases and other discharges for any amount payable to the Club and for claims and demands of the Club.
d) To invest, place on deposit and deal with any moneys of the Club not immediately required upon any investments or securities which the Committee thinks fit.
e) To issue, sign, draw, endorse, negotiate, transfer and assign all cheques, bills, drafts, promissory notes, securities and instruments, negotiable and non-negotiable to operate on the Club’s banking accounts.
f) To enter into all such negotiations and contracts and rescind and vary all such contracts and execute and do all such acts, deeds and things in the name of and on behalf of the Club as they may consider expedient.
g) To pay all the costs and expenses of and incidental to any of the aforesaid matters and things.
h) To determine how, and by whom, any such powers shall be executed, operations effected and documents signed or things done.
i) To appoint Members or sub-committees consisting wholly or partly of the Members of the Committee to exercise such functions as the Committee may from time to time delegate to them.
32. The Annual General Meeting of the Club shall be held in January of each year upon a date and at a reasonable time and place to be fixed by the Committee for the following purposes and order of business:
a) To receive from the Committee a report, balance sheet and statement of accounts for the preceding year
b) To elect the Committee for the ensuing year
c) To decide any Resolutions which may be duly submitted to the meeting as provided by these Rules
d) To discuss any other business as shall arise.33. The Committee shall on the requisition in writing of not less than 50% of members or twenty Members (whichever is lower) entitled to vote at such meetings convene a Special General Meeting within four weeks of the receipt by him/her of the requisition stating the business to be brought. No other business to be discussed.
34. Not less than six weeks notice of an Annual General Meeting and three weeks notice of a Special General Meeting specifying the place, day and time of the meeting shall be given to Members.
35. The accidental omission to give any such notice or the non-receipt of any such notice by any person entitled to receive the same shall not invalidate the proceedings at any General Meeting.
36. Every notice calling a General Meeting shall specify the general nature of the business to be transacted and shall specify if the meeting is to be an Annual General Meeting.
PROCEEDINGS AT GENERAL MEETINGS
37. The quorum of a General Meeting shall be FOUR Members personally present and entitled to vote. No business shall be transacted at any General Meeting unless the required quorum shall be present at the commencement of business.
38. If within an hour following the time appointed for the meeting a quorum is not present the meeting shall stand adjourned to a time, date and place as agreed by the majority of Members present. If at such adjourned meeting a quorum is not present those Members who are present shall constitute a quorum and may transact the business for which the meeting was called.
39. At all such meetings the Chairperson, or in his /her absence a member of the Committee selected by those members of the Committee present, shall take the chair. If no member of the Committee be present or if all members of the Committee present decline to take the Chair then the Members present shall choose one of their number to be Chairperson for the meeting.
40. At all General Meetings every Member shall have one vote unless disqualified from voting by these Rules or any Byelaw not inconsistent with the Rules. Votes shall be given personally and not by proxy.
41. Every Resolution submitted to a meeting shall be discussed and then decided by a show of hands.
42. In order for all resolutions to be decided democratically, the Chairperson shall not vote except in a casting vote situation.
43. Any member of one year’s standing may, with his/her approval, be nominated by any other Member, as a candidate for any of the Committee posts by notice in writing to the Chairperson not less than two weeks before the date of the Annual General Meeting.
44. A Member may accept nomination for any of the separately elected posts constituting the Committee subject to being eligible to hold only one of the posts at any time.
45. If the number of candidates for the post of Chairperson, Secretary, Treasurer or any subsequent Committee post is only one, that candidate shall be declared duly elected.
46. If the number of candidates for any Committee position is more than one, balloting lists shall be prepared containing, in alphabetical order, all the names thus proposed. These will be sent out, no less than two weeks prior to the arranged meeting date, to all currently eligible Members who may vote for one candidate for each of the vacant posts and no more. The candidate receiving most votes for each post shall be declared elected; in the case of two or more receiving an equal number of votes, election shall be by a show of hands of Members present.
47. The following shall apply to all General Meetings: –
a) All Resolutions and Amendments thereto shall be put to the meeting
b) The Chairperson must receive resolutions proposed for consideration by a General Meeting in writing no less than two weeks before the date of the meeting.
c) The Chairperson shall give notice of the text of such Resolutions.
d) Two or more motions on the same subject may be combined at the discretion of the Chairperson with the consent of each of the relevant proposers.
e) Amendments may be proposed at any time during debate although the Chairperson shall have the right to require these to be put in writing together with the name of the proposer.
f) The Chairperson shall deal with Amendments in the strict order in which they are proposed, although he/she shall have the right to refuse Amendments that negate the Resolution.
g) During the course of debate the proposer of a Resolution may accept an Amendment to the Resolution, in which case the amended Resolution shall become the Resolution under debate. The proposer of a Resolution may not propose an amendment to his/her own Resolution.
h) No Member present other than the proposer shall be entitled to speak more than once to each Resolution and to each Amendment except with the leave of the Chairperson notwithstanding that any Member may address the Chairperson on a point of order. The proposer shall be entitled to the right of reply except where a Resolution has been displaced by an Amendment when the right of reply shall pass to the proposer of the final Amendment.
i) The following Resolutions maybe proposed at any time without previous notice:
I. That the order of Resolutions, at an Annual General Meeting, be changed to give precedence to a particular item or items.
II. That the question be now put. The Chairperson may defer this Resolution if in his/her opinion there has been insufficient discussion of the Resolution or Amendment in question.
III. That the proposer be given leave to withdraw a Resolution or Amendment.
48. At any General Meeting a declaration by the Chairperson that a Resolution has been carried by a particular majority or lost or not carried by a particular majority and an entry to that effect made in the minutes shall be conclusive evidence of fact without proof of the number of proportion of the votes recorded.
49. The Chairperson of the General Meeting may with the consent of the meeting adjourn the same from time to time and from place to place but no business shall be transacted at any adjourned meeting other than the business left unfinished at the meeting from which the adjournment took place.
50. The Committee shall ensure proper books of account are kept by the appointed club Treasurer.
51. The Committee shall lay proper accounts for the previous Financial Year before the Annual General Meeting each year. These shall be accompanied by a report of the Committee as to the state of the affairs of the Club. The Financial Year for the purposes of these rules shall run from January 1 to December 31 in the subsequent calendar year to include both of these dates.
52. Accounts will be proposed to the membership at the AGM, where members will vote to agree accuracy of the accounts by voting in favour of the accounts as a true record by show of hands.
53. If the majority of members present at the AGM do not vote the accounts being a true record, an auditor will be appointed to validate the accounts and propose a statement of accuracy to the committee within 1 calendar month of the AGM.
INTERPRETATION OF THE RULES
54. The Committee shall be the sole authority for the interpretation of these Rules and of any Byelaws and Regulations made in accordance with these Rules. The decision of the Committee upon any questions of interpretation or upon any matter affecting the Club and not provided for by these Rules shall be final and binding on the Members except otherwise directed by the Club in General Meeting.
AMENDMENT OF THE RULES AND BYELAWS
55. These Rules and Byelaws may be added to, repealed, or amended by resolution at any Annual or Special General Meeting, provided that no such resolution shall be deemed to have been passed unless it is carried by a majority of Members voting thereon.
DISSOLUTION OF THE CLUB
56. If at any General Meeting a Resolution for the dissolution of the Club shall be passed by a majority of the Members present a Special General Meeting shall be convened to be held not less than four weeks thereafter (of which two weeks written notice shall be given to each Member in addition to the other provisions for Notices) to further consider the matter.
57. The quorum for any Special General Meeting convened in accordance with Rule 58 shall be half of the Members entitled to vote and present and any such Resolution shall only be successful if then passed by a majority of two-thirds of the Members voting. If successful, the Committee shall thereupon, or at such future date as may be specified in the Resolution, proceed to realise the property of the Club and after discharge of all liabilities shall divide the same equally among such bodies having similar Objects and such Registered Charities nominated at the Special General Meeting and approved by at least one half of those eligible Members voting thereon.
58. Any notice required to be given under these Rules will be deemed to have been given and received when a member of the Committee receives it or when it is displayed on the Club WebPages. Notwithstanding this strict requirement, the Committee will endeavour to the best of its efforts to advise all Members of the details of any such notice as soon as its details are generally known.
THE BYELAWS OF RbR Club
1. Club Headquarters
As the Club is an Internet based Running Club, the Website and Forum represent the main “Headquarters” of the Club. The registered address of the club shall be as follows;
80 Woodhouse Lane, Sale, Manchester, M33 4LX
2. Club Colours
The Club Colours will be Black Vests with a gold rectangle with RbR Club logo cut out of that.
3. Club Championships
In Club Championship races, members must wear Club colours and must have a bona fide entry in their own name and have declared the Club in races which are not exclusively confined to Members.
Handicapping for all Club events, including Championship series, is the exclusive responsibility of the Club Handicapper appointed by the Committee from time to time.
5. London Marathon Entries
a) The club, as being part of the UK Athletics Association, shall receive no less than 1(one) Guaranteed Entry for the London Marathon each year.
b) The decision on who receives any allocated places will be made by a random draw organised by a nominated member of the Committee (the “Draw Secretary”) and subject to the criteria as described below.
c) The draw is open to all fully paid First Claim members only.
d) A draw entrant MUST have been a club member since July 1st in the year preceding the race for which the draw is being held (i.e. for the 2020 race, membership must date back to July 2019).
e) Draw entrants must attempt to enter the London Marathon open ballot. If the ballot closes due to reaching its limit before a member has been able to enter, that member will still be eligible for the club ballot by e-mailing the Chairperson within one week of the open ballot closing.
f) Draw entrants must supply to the Draw Secretary before the draw takes place, proof that they entered the general ballot for a London Marathon place.
g) Failure to adhere to any of conditions in VII) to X) above, will render the entrant ineligible for the draw.
h) In order to maintain a degree of fairness, a member who wins that place in the Marathon in any one year, shall become ineligible for the draw for the subsequent two years.
i) Should a member, through illness and/or injury, be unable to take up his place as a draw winner, then he/she shall retain that place for the following year and enter accordingly by London Marathon rules and regulations.
j) This guaranteed place remains continuously under the rules and regulations of the London Marathon and at no time is transferable, except in XV) below.
k) Should the draw winner feel that he/she will be unable to compete, for whatever reason, there is the option to transfer that place to another eligible club member (declared as Reserve at the time of draw). This option is restricted by date limitations as declared by the London Marathon.
l) Any member winning a club place under the above system will be required to wear a RbR Club vest.
6. RbR Club MEMBER OF THE YEAR AWARD
a) A trophy is to be awarded to the person most deserving as chosen by the club membership. This need not be a running achievement; it may be anyone who, in the eyes of the membership has contributed greatly to the club. The trophy, in the form of an annual shield, shall be retained by the winning member for ONE year and should be returned to a current Committee member at least FOUR weeks before the following years AGM. He/she will also be presented with a smaller replica shield to keep. On cessation of membership, the annual shield must be returned to a member of the current committee.
b) A shortlist of RbR Club of the Year candidates will be drawn up by the RbR Club committee, each committee member submitting 2/3 names of members they deem to be worthy of the award with a short rationale to the Chair between 1st & 14th December.
c) The Chairperson is then responsible for drawing up a final shortlist to circulate by e-mail to all members of the club to vote for their choice of recipient of the award. Votes are to be confidentially forwarded to the Chairperson and counted by the Chairperson, with the member receiving most votes being deemed the winner of the award.
d) The award is to be notified to members in the AGM.
a) An annual Subscription of: –
• £12– New membership – non-affiliated member or second claim (includes PayPal fees)
• £27– New membership – affiliated member (includes PayPal fees and cost of application to UK athletics for individual affiliation, currently set at £15 for the year 2019 – 2020)
• £27– Renewal Membership (first claim) (includes PayPal fees and cost of application to UK athletics for individual affiliation, currently set at £15 for the year 2019 – 2020)
• £12 – Renewal Membership (second claim) (includes PayPal fees)
will be paid by all Members except as otherwise provided in the Rules. The Committee will be empowered where it feels necessary to change the structure of the annual Subscriptions during the course of the year at a properly convened Committee Meeting. Any increases will be specified at the AGM and will not come into effect until the 1st April of that year.
b) The Subscription period for the non-affiliated portion of RbR Club Membership (non-affiliated & second claim) will run for a Calendar Year from the date of receipt of application and payment of appropriate Subscription. Such membership gives them access to the members area of the website, club calendar, etc. but does not include the portion of the subscription that is payable to English Athletics for their individual affiliated status.
c) The Subscription period for the affiliated portion of membership subscriptions will run from 1st April – 31st March the following year as set out by England Athletics
d) The Committee, at its discretion, may award honorary membership of the Club to an individual. Such persons shall be non-fee paying members, but hold full voting rights at the AGM (and on any other club matters). However, these members shall not be registered with England Athletics and therefore not permitted to race under the Club name.
8. Club Kit
a) Various items of Club Kit will be available. The price of kit is to be decided by the Committee and notified to members at time of availability.
b) Due to manufacturers’ requirements Club Kit may take 6-8 weeks to be available from receipt of a full order from the Club.
a) A Notice of decisions made at Committee Meetings which affect the Membership shall be agreed at that Meeting and posted by e-mail to Members (or by post if the member does not have a current e-mail address), and on the Club Website as soon as possible thereafter.