Constitution of Mossley Running Club
Club Finances and Property
A bank account shall be opened and maintained in the name of the Club Designated account signatories shall be the Treasurer and one other nominated committee member. No sum shall be expended from the Club Account except by cheque signed by two of the designated signatories or by electronic transfer approved by at least one of the designated signatories subject to a maximum amount fixed by the Committee. All monies payable to the Club shall be received by the Treasurer and deposited in the Club Account as soon as is reasonably practicable. The Club Account shall be managed in accordance with any finance policy drawn up by the Committee and/or in accordance with the reasonable instructions of the Committee (acting collectively) from time to time.
The Club’s financial year shall end on 31st March each year or such other date as the Committee may determine from time to time provided that no financial year shall be shortened to less than nine months or extended to more than fifteen months.
The income and property of the Club shall be applied solely towards promoting the objects of the Club as set forth in the 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 objects.
The Committee shall call an Annual General Meeting (AGM) each year and no more than fifteen months shall pass between one AGM and the next following one. The business of an AGM shall include:
The receipt of a report of the activities of the Club over the previous year.
The receipt of a report of the Club’s finances over the previous year.
The election and retirement of Officers; and
Any other business.
All General Meetings other than the AGM shall be called Extraordinary General Meetings (EGMs).
An EGM may be called at any time by the Committee at that time and shall also be called within fourteen days of the receipt by the Secretary of a requisition in Writing, signed by not less than 10% of members. Members stating the purposes for which the EGM is required and the resolutions proposed. Business at an EGM may be any business that may be transacted at an AGM.
Notice of General Meetings
An AGM or EGM shall be called on at least 14 days before the meeting. The notice shall specify the date, time and place of the meeting and the general nature of the business to be transacted and, in the case of an AGM, shall specify the meeting as such.
The Secretary shall send to each Member via the club Facebook page / email notice of the date of a General Meeting (whether an AGM or an EGM) together with the resolutions to be proposed.
The accidental omission to give notice of a General Meeting to or the non-receipt of notice of a General Meeting by any person entitled to receive notice shall not invalidate the proceedings at that meeting
Proceedings at General Meetings
No business shall be transacted at any General Meeting unless a quorum is present. The quorum for an AGM or EGM shall be the greater of 25% of the total number of Members.
If a quorum is not present within half an hour from the time appointed for the meeting or if during a meeting a quorum ceases to be present, the meeting shall stand adjourned to the same day in the next week at the same time and place as the Committee may determine.
If the number of Members present at the adjourned meeting in insufficient to constitute a quorum in accordance with the rule above, the Members present shall constitute a quorum.
The Chair, or in his or her absence any other Officer, shall preside as the chair of the meeting. Each Member present shall have one vote but in the event of an equality of votes the chair of the meeting shall have a casting vote.
The Secretary, or in his or her absence any other Officer, shall enter the minutes into the Club’s minute book.
The Committee may make whatever arrangements they consider appropriate and viable to enable Members attending a General Meeting to exercise their rights to speak or vote whether attending directly or by telephone communication or by video conference, an internet video facility or similar electronic method allowing visual and/or audio participation.
Members shall receive from the Committee a report, balance sheet and statement of accounts for the preceding financial year.
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.
Every Resolution submitted to a meeting shall be decided by a show of hands and in the case of an equality of votes, on a matter on which the Chair has not voted, the chairman of the meeting shall have a casting vote.
If the number of candidates for the any Committee is only one, that candidate shall be declared elected. If the number of candidates is more than one, every eligible Member may vote for each office with the first candidate to reach a majority elected.
Resolutions proposed for consideration by a general meeting shall be submitted in writing to the Secretary at least two weeks before the date of the meeting.
Amendments may be proposed at any time during debate although the chairman shall have the right to require these to be put in writing together with the name of the proposer. 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.
The minutes of the Annual General Meeting shall be published within two weeks on the Club Facebook pager and Webiste if available.
Powers of the Committee
The Committee shall be responsible for the management of all the affairs of the Club and may exercise all the powers of the Club.
No alteration of these Rules and no such direction by the Members shall invalidate any prior act of the Committee which would have been valid if that alteration had not been made or that direction had not been given.
The Committee shall have the power to decide all questions and disputes arising in respect of any issue concerning the Rules.
The Committee may, while retaining responsibility delegate to any person, company or sub-committee any of its powers or functions, the implementation of any of its decisions or the day-to-day management of the affairs of the Club by such means, to such an extent, in relation to such matters or areas and on such terms as they may determine in accordance with these Rules.
Subject to these Rules and the general law, the Committee shall so exercise its rights, powers and duties and shall where appropriate use its best endeavours to ensure that others conduct themselves so that the business and affairs of the Club are carried out in furtherance of the Objects and in accordance with the rules and regulations of England Athletics and UKA for the time being in force.
The Committee shall consist of a minimum of five Officers including the following :
Club Chairperson, Club Treasurer; Club Secretary, Membership Secretary and Welfare Officer
Any other Officers elected at a General Meeting.
Officers shall be elected by the Members at an AGM. Nominations for election of Members as Officers shall be made by the Committee; or at the AGM by the proposer and seconder, both of whom must be existing Full Members.
Furthermore, in order to qualify under the above rule, an applicant must have served six months full membership with the Club by 31st March in the calendar year prior to the AGM.
Each Officer shall hold office from the date of election until the conclusion of the next AGM. A retiring Officer may be re-elected at the AGM.
Any vacancy on the Committee which arises between one AGM and the next may be filled by a Member proposed by any other member and voted for by all members of the club.
An Officer may not appoint an alternate or substitute to act on his or her behalf at any Committee meeting.
At least three members of the clubs committee should be unrelated or not co habiting.
Calling a Committee Meeting
The Committee shall hold not less than four meetings each year.
A meeting of the Committee shall be called on not less 10 days’ notice to all Officers unless the Chair determines that urgent circumstances necessitate shorter notice.
Notice of a Committee meeting shall be given to each Officer save that it shall not be necessary to give notice of a meeting to an Officer who is absent from the United Kingdom.
Proceedings of a Committee Meeting
Subject to the provisions of these Rules, the Committee may regulate its proceedings as it thinks fit.
Meetings of the Committee shall be chaired by the Chair or in their absence the another member of the Committee. The chair of the meeting shall have a casting vote in the event of a tie.
The quorum for the transaction of business of the Committee shall be the greater of three Officers.
Decisions of the Committee shall be made by a simple majority of those Officers attending the Committee meeting.
Decisions of the Committee of meetings shall be entered into the Club’s minute book.
A resolution in Writing signed by all the Officers (or members of a sub-committee) entitled to vote on the matter shall be as valid and effective as if it had been passed at a meeting of Officers or (as the case may be) a sub-committee duly convened and held. Such a resolution may consist of several documents in the same form each signed by one or more of the Officers (or members of the sub-committee).
Conflicts of Interest
Each Officer shall declare the nature and extent of any direct or indirect interest in a transaction or arrangement with the Club or a third party which conflicts or may possibly conflict with his or her duties to the Club.
If the non-conflicted Officers deem there to be a material conflict, the conflicted Officer should withdraw from that part of the meeting and shall not vote.
If there is deemed not to be a material conflict by the non-conflicted Officers, the Officer that declared the conflict shall be allowed to re-join the meeting, take part and vote as applicable.
Disqualification from Office
A person shall cease to hold office as an Officer if:
He or she is disqualified from holding office as a company director.
He or she is subject to a decision of England Athletics or UKA that such person be suspended or disqualified from holding office or from taking part in any activity relating to the administration or management of a club.
The Committee reasonably believes that he or she has become incapable by reason of illness or injury of managing and administering his or her own affairs and it decides to remove him or her from office.
He or she resigns from his or her office by notice to the Club.
He or she is absent without the permission of the Committee from all its meetings held within a period of six months without good reason and the Committee decide that his or her office be vacated.
A bankruptcy order or an order is made against him or her in individual insolvency proceedings in a jurisdiction other than England and Wales which has an effect similar to that of bankruptcy;
He or she makes a composition with his or her creditors generally in satisfaction of his or her debts;.
he or she is removed from office by the Committee on the grounds that he is in material or persistent breach of the Club’s code of conduct as amended from time to time. A decision to remove an Officer from office under this rule may only be passed if:
The Officer has been given at least fourteen days’ notice in Writing of the Committee meeting at which the decision will be made and the reasons why it is to be proposed; and the Officer or, at the option of the Officer, the Officer’s representative (who need not be an Officer) has been allowed to make representations to the meeting.
He or she ceases to be a Member for any reason whatsoever.
The provisions of the rule above shall also apply to sub-committees and any member of a sub-committee who is not an Officer.
The proceedings at any meeting or on the taking of any poll or the passing of a written resolution or the making of any decision shall not be invalidated by reason of any accidental informality or irregularity (including any accidental omission to give or any non-receipt of notice) or any want of qualification in any of the persons present or voting or by reason of any business being considered which is not specified in the notice.
The Committee shall cause minutes to be made in books kept for the purpose:
of all appointments of Officers made by the Members or the Committee;
of all resolutions of the Members and of the Committee (including decisions of the Committee made outside a meeting); and
of all proceedings and reports of meetings of the Club and of the Committee, and of sub-committees, including the names of those present at each such meeting.
Communications by the Club
Subject to these Rules, any document or information (including any notice, report or accounts) sent or supplied by the Club under these Rules may be sent or supplied in hard copy form, in electronic form, or by making it available on a website or internet forum.
Members and guests acknowledge and accept that playing or participating in sport of any kind can be dangerous and may result in injury and damage to property. Members and guests shall take personal responsibility for their own actions and participate in the Club’s sporting activities at their own risk.
The liability of the Club and its Officers to any Member is limited to the net assets of the Club.
Nothing in these Rules shall limit or exclude liability for death or personal injury caused by negligence, for any loss or damage caused by criminal or fraudulent conduct, or for any other liability which cannot lawfully be limited or excluded;
Without prejudice to any other indemnity to which an Officer may otherwise be entitled, every Officer of the Club shall be indemnified out of the assets of the Club against any liability incurred by him or her in the proper discharge of his or her duties to the fullest extent permitted by law.
The Committee may from time to time make such bye laws as they may deem necessary or expedient or convenient for the proper conduct and management of the Club and for the purposes of prescribing classes of and conditions of membership and in particular the Committee may by such bye laws regulate:
The creation of regulations, standing orders and bye laws for the better administration of the Club and to govern the functioning of sub-committees to assist the Committee in the better administration of the Club.
The adoption or alteration of such other regulations or policies as the Committee thinks fit.
The conduct of Members in relation to one another and to the Club’s Officers, staff, volunteers or beneficiaries including disciplinary procedures.
The appointment of proxies, the form and content of proxy notices, the delivery of proxy notices to the Club and the revocation of such appointments.
Any procedures to assist the resolution of disputes within the Club.
Generally, all such matters as are commonly the subject matter of club rules.
Provided that nothing in such bye laws shall prejudice the Club’s affiliation to England Athletics.
The Club in General Meeting shall have power to alter, add to or repeal the bye laws and the Committee shall adopt such means as they think sufficient to bring to the notice of the Members all such bye laws.
Complaints and Disputes
All concerns, allegations or reports of malpractice or abuse relating to the welfare of children or vulnerable adults will be recorded and responded to swiftly and appropriately in accordance with the Club’s and UKA’s/EA’s safeguarding policy and procedures. The Welfare Officer shall be the lead Officer for all Members in the event of any safeguarding concerns.
Any complaints of misconduct (improper or unprofessional conduct) regarding the behaviour of Members or Officers shall be dealt with by the Club in accordance with it’s discipline and appeals process and must be presented in writing to the Secretary (and where the matter relates to the Secretary, the complaint must be submitted to the Welfare Officer). Unless exceptional circumstances apply, the Secretary will hear complaints within fourteen days of receiving a complaint. If the complaint is sufficiently evidenced, the Secretary will appoint 3 (three) Club Members (who have no direct or indirect interest/involvement in the matter) to sit on a disciplinary panel. Subject to the rule below, a decision of the disciplinary panel shall be final and conclusive.
Any appeals must be received by the Secretary within 7 (seven) days of receiving the written decision and, if appropriate, the appeals process will be followed.
Any complaints of serious misconduct (including, without limitation, theft, doping violations, fraud, physical violence, safeguarding policy breaches, serious breach of applicable health and safety, gambling and/or ticketing regulations or any act or omission of the Member or Officer which in the opinion of EA, acting reasonably, brings or is likely to bring the sport of athletics into disrepute) regarding the behaviour of Members or Officers shall be reported and dealt with by EA in accordance with its Disciplinary Procedures.
If a dispute arises between any Members or Officers of the Club about the validity or propriety of anything done by any Member or Officer under these Rules and the dispute cannot be resolved by agreement, the parties to the dispute must first try in good faith to settle the dispute by mediation before resorting to litigation.
Alteration of the Constitution & Rules
No alterations or amendments shall be made to or in the provisions of this Constitution and the Club Rules except by resolution at a General Meeting in accordance with these Rules and shall be carried by the majority of at least three quarters of the Members present.
A resolution to dissolve the Club may only be proposed at a General Meeting and shall be carried by the majority of at least three-quarters of the Members present.
The dissolution shall take effect from the date of the resolution and the Committee shall be responsible the winding up of the assets and liabilities of the Club.
Any surplus assets remaining after the discharge of the debts and liabilities of the Club shall be dividing equally between fully paid up members.
The Club duly adopted this Constitution as its governing document on 16th November 2022.
Chair: Karl Law
Secretary: Nicola White
Rules of membership
Our aim is to promote healthy participation in road and trail running, fitness training sessions and other such related activities. The Club respects the rights, dignity and worth of every person and shall treat everyone equally within the context of their sport, regardless of age, disability, gender, gender reassignment, race (including ethnicity and nationality), religious belief, sex, sexual orientation, pregnancy, maternity or social/economic status.
Membership of the Club is open to all without discrimination and may only be refused where admission to membership would be contrary to the best interests of sport or the good conduct and interests of the Club.
For the safety and continued enjoyment of all, there is an expectation that all members will agree and abide by our Club Rules, Constitution and all rules laid down by the sports’ governing body, England Athletics (EA). Encourage and be supportive of fellow members. Uphold the Clubs’ good name and reputation, both inside and outside of Club activities, and conduct themselves in an appropriate manner.
All members must register with our membership secretary and complete the necessary documents.
People wishing to join the club may attend for three trial runs on any of our training days. After this period they will be expected to register as either a Full / Junior Family or Social Member.
We have three types of membership:
Full members: Members have access to the club private Facebook group, Team Up app and will be added to any other form of whole club communication network.
Social (non-runners): For members who cannot or do not wish to partake in running. The yearly subscription allows Social Members access to the clubhouse on training run sessions to enjoy socialising, access to the clubs private Facebook group and to volunteer for ‘brew duties’ / emergency contact at the clubhouse. Social Members may also participate in up to three trial runs on any of our training days. After this period they will be expected to register as a Full Member.
Junior family: 16-18 year old children who have at least one parent who is a current full member of the club may join if the following criteria is followed. The parent must always accompany their child at training runs and any events open to our junior family members. Club disclaimer documents must be completed alongside the regular membership documents with our Membership Secretary.
Club Affiliation / Insurance
The Club is affiliated to England Athletics and as such is insured to organise training runs and social events for its members.
Our club season runs from 1st April until 31st March.
Full Membership and Junior Family Membership are £60 per year in total. This can be paid in full by bank transfer or cash directly to the treasurer by 7th April or by monthly standing order @ £5.00 per month. Members joining part way through our season are expected to pay pro-rata.
Non running Membership is £20 per year payable in full by bank transfer or directly to the club treasurer on 1st April. Should Non-running Members decide to become Full Members during the year, they will be expected to pay the additional amount pro-rata.
Any member who pays by standing order / bank transfer having arrears of one months payment of 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, including voting in any general meeting. The member will be removed from our social media pages. Fourteen days later if there has been no contact, we will then also unregister the member from England Athletics.
The Club may as a condition of membership require annual or other periodic contributions or subscriptions to be paid by Members of the Club should the club need financial support.
Membership is not transferable to anyone else.
Subscriptions are non-refundable.
Affiliation to England Athletics
Members have the option to affiliate to England Athletics. A one off payment of £16 should be made to the Treasurer at time of joining and our Membership Secretary will complete the necessary registration with England Athletics on your behalf.
Cessation of membership
A Member may resign from membership at any time by notice to that effect given 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.
Failure to pay within one calendar month of the due date will result in automatic cessation of membership. 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.
Welfare / Handling disputes
**see separate Disciplinary Procedure document.
All members are expected to respect and maintain the facilities of Mossley AFC Football Club. Not to cause any damage and to keep clean and tidy all areas and equipment used for the purposes of the Running Club. Adhere to any rules of any facility.
Key holders will have to provide name, address and contact details to the Groundsman for emergency use and be responsible for following instructions set by Mossley AFC with regard to lighting, heating, use of equipment and alarm system.
- Members should ensure good time management, so as not to delay the start times of sessions they attend.
- Members running must sign in and out of clubhouse on club run / training sessions.
- Members must have the Clubhouse Contact number in their personal mobile phone and carry their phone with them on all runs.
- Always wear appropriate clothing including high visibility clothing and lights when necessary.
- No headphones of any variety to be worn during club runs.
- All routes planned by run leaders / coaches and risk assessed at time of plotting. ** note; the route may not have been checked pre-run so members run at their own risk taking responsibility for route being affected by weather conditions, road works, issues to surfaces etc. **
- Members responsible for their own personal health – do not run if injured / feeling unwell / undergoing medical treatment.
- We welcome all abilities although runners are expected to be able to complete a 5k run.
- Only train within their abilities and levels of fitness, taking care to warm-up adequately prior to participation and cool-down when finished.
- Designated run leaders / experience runner will oversee and advise on route, conduct a warm-up and ensure first aid procedures and safeguarding guidelines are followed.
- Run leaders may from time to time ask any member to assist whilst out on a run.
- Members to run in a ‘buddy system’ (within speaking distance of each other) so no runner is ever isolated from the group.
- Please show respect for fellow footpath/bridleway users by moving into single file to allow passing. If it becomes necessary to step onto the road then the person running into the traffic should do this. Always show courtesy to road traffic using appropriate crossings etc.
- When taking part in race events you are representing your club and should always follow the organisers procedures and race rules.
Members [and guests] acknowledge and accept that playing or participating in sport of any kind can be dangerous and may result in injury and damage to property. Members and guests shall take personal responsibility for their own actions and participate in the Club’s sporting activities at their own risk.
London Marathon club place
Members who have entered through the normal procedure must produce their rejection notice in order to take part in the Club ballot. First consideration will be given to First Claim members who have never previously run the London Marathon. Second consideration will be given to other First Claim members.
Furthermore, in order to qualify under the above rules, an applicant must have served twelve months full membership with the Club by 31st March in the calendar year prior to the London Marathon.
If all the above criteria are met and there are more entries than places, the Club Place will be randomly selected in a draw at the Clubhouse with members present.
All members are welcome to attend club socials; these will be advertised via social media and at the clubhouse. These may incur a charge which must be paid in advance. Members are expected to behave appropriately at all functions. Junior Family Members will only be invited to events deemed age appropriate by the Committee.
We have various social media channels and a website where our members can have a great time sharing club related posts. However, when posting or commenting, please be aware of the sensitivity of others. We will not tolerate any of the following: Trolls, Racism, Sexism, Homophobia, Disability Discrimination etc.
We allow as much freedom as possible to have relevant debate on social medias. However, we are also responsible for making sure these discussions stay polite, safe and relevant and do not violate any laws. Moderation is necessary so all users can participate without fear of intimidation by other users or being subjected to offensive content. Also, people may intentionally or unintentionally post unlawful content, putting themselves and the Club at risk of legal action.
We will correspond the member who has posted, providing an explanation via email for all moderation decisions so that we can make the process as transparent and as fair as possible. In some cases, the reasons for removal may not be apparent to other members, but the Club will email the person who posted it explaining why and when
the decision is made to remove it. The Club will not be in a position to give detailed individual explanations to other members about why a comment or post was removed.
Code of conduct
For the safety and continued enjoyment of all, there is an expectation that all members will adhere
to this Club Code of Conduct.
All members shall:
- Agree and abide by the Club Rules, Constitution, the Code of Conduct and all rules laid down by the sports’ governing body, England Athletics (EA).
- Encourage and be supportive of fellow members.
- Report any incidents relating to derogatory or discriminatory language being used and bullying or intimidating type behaviour.
- Uphold the Clubs’ good name and reputation, both inside and outside of Club activities, and conduct themselves in an appropriate manner.
- Only train within their abilities and levels of fitness, taking care to warm-up adequately prior to participation and cool-down when finished.
- Ensure good time management, so as not to delay the start times of sessions they attend.
- Report any medical conditions, injuries or incidents whether at training or during events to the session leader.
- Not cause any damage and to keep clean and tidy all facilities used for the purposes of the club.
- Adhere to any rules of any facility used for the purposes of the Club.
- Use club social media platforms in a respectful way and in line with the Social Media House Rules document.
The Club duly adopted this Rules of Membership document on 16th November 2022.
Chair: Karl Law
Secretary: Nicola White
1. Policy Statement
The purpose of the Disciplinary Procedure is to emphasise and encourage improvement in the conduct of AFC Mossley Running club and will not primarily be used as a means of imposing sanctions.
This procedure covers all persons and is intended to deliver fair and consistent treatment for everyone.
- Matters will be investigated fully before any disciplinary action is taken.
- Matters will be dealt with as speedily as possible.
- Board members will act in good faith and not prejudge an issue.
- Personal information will be kept confidential.
- Person(s) will be informed of the complaints against them.
- Person(s) will have the right to be accompanied at the interview of this procedure.
- Person(s) will be given a chance to state their case before the Board members reaches a decision.
2.1.1. Expected standards must be followed that cannot bring any cause for concern/ disrepute for AFC Mossley Running club or its members.
2.2. Informal Stage
2.2.1. Person(s) who are involved in infringements of a minor nature will be dealt with by informal discussion with a board member. This will be the end of the matter unless minor offences are repeated.
2.3.1. When misconduct by any Person(s) is suspected, the Board members will promptly investigate to establish the facts. Where appropriate, statements from available witnesses and speak to the person(s) concerned to get their explanation of events.
2.3.2. If the Person(s) under investigation requests a fellow person to accompany them at the investigation this will be granted.
2.3.3. The board members will keep a confidential report of the investigation, together with any witness statements taken.
2.3.4. Having investigated the facts, the board members will decide promptly whether to disregard the matter or arrange for the matter to be dealt with under a formal stage.
2.4. Notification Following the Investigation
2.4.1. If following the investigation, a formal hearing is considered to be the most appropriate course of action, the Person(s) will be informed clearly, in writing or via Email.
2.4.2. The Person(s) will be advised of the alleged offence and be provided with a copy of all relevant evidence. The Person(s) will be asked to attend a hearing with the Board members which will be arranged promptly, at a convenient time and location for all parties.
2.4.3. Where a matter is to be disregarded and the disciplinary procedure ended the Person(s) will be informed in writing or via Email.
2.5. Examples of when the Disciplinary Procedure may be needed
- Serious infringement of health and safety rules.
- Theft or fraud.
- Physical violence.
- Serious insubordination.
- Bringing AFC Mossley running club into serious disrepute.
- Bullying, harassment, or discrimination.
2.6.1. An outcome will be made by the Board members and the Person(s) will be made aware as soon as possible and what if any actions needs to be taken.
2.7. Raising a complaint
2.7.1. Anyone needing to make a complaint or requires assistance into a matter should contact the welfare officer.