South West Road Runners

South West Road Runners Constitution



The Club shall be known as “South West Road Runners” [Hereinafter called the Club]




The primary object of the Club shall be to encourage the practice and development of all aspects of athletics for all people of all ages [aged 8 and above] and abilities




Membership shall be open to any person eligible under UK Athletics rules.  Each applicant for membership shall complete the official Club application form, and must be approved by the Club’s General Committee before gaining membership of the Club.  The Club is committed to UKA’s current Equality and Diversity Policy.




The General Committee shall have the power to confer life membership upon such individuals as it deems appropriate.




The Committee reserves the right to withdraw membership from an individual.  Any person who is asked to withdraw has the right of appeal to the Chairman who will present the case to the General Committee for reconsideration at the next available Committee meeting.




The General Committee shall have the power of recourse to the England Athletics Welfare current Disciplinary and Grievance Procedures for Affiliated Members where it appears there is evidence that any member is in breach of the Constitution, or that their continued membership is detrimental to the Club.


The Club is committed to the current UKA Safeguarding Children Welfare Policy and Safeguarding Vulnerable Adults Policy.


The General Committee shall ensure compliance with all the Club’s legal obligations, including but not limited to the requirements of data protection legislation




The disciplinary procedure for Children and Junior Members whose behaviour is considered by the Club’s coaches to be detrimental to the running of the Club shall begin with a formal warning to the person, and where possible parent, by the relevant Section Coach.  If the behaviour persists then the matter shall be referred to the Chief Coach for final warning to person and parent.  This may include, at the discretion of the Chief Coach, temporary exclusion from Club activities for a maximum period of 4 weeks.  If after this time the behaviour continues to be unsatisfactory then the Chief Coach shall suspend membership for a further 4 weeks and refer the matter to the General Committee who shall have recourse to the procedure set out in item 3[c].




Management of the Club shall be vested in a General Committee, which shall consist of:

Chairman, to serve a maximum of three consecutive years

Vice Chairman

General Secretary

Membership Secretary


Chief Coach

Captain of the Male Section

Captain of the Female Section

Social Secretary

Welfare Officer

Health and Safety Officer

Who shall be the officers of the Club, and up to 4 other members


All the foregoing shall be elected at the Annual General Meeting and will carry out administration of the Club’s affairs as deemed necessary during the term of office.




The Committee shall have the power to fill vacancies if and when they arise, and have the power to co-opt additional members as deemed necessary.  Such co-opted members shall not have a Committee vote.




The Committee shall have the power to elect the Club President, to stand for a maximum 2 year period.




The Committee shall record minutes of its meetings and these will be made available to any member on request to the Club Secretary.




All Members of the Committee [except co-opted members] shall be entitled to one vote.  The Chairman, or in the absence of the Chairman a deputy, shall be permitted a casting vote when necessary.




The quorum for Committee meetings shall be half the number of currently serving voting Committee members less one.




The Annual General Meeting shall be held within 13 calendar months of the previous AGM for the following:

[i]           To receive the Annual Report of the Committee which shall include reports from the Chairman and the Independently Reviewed accounts of the previous year from the Treasurer.

[ii]          To elect the Officers and Members of the General Committee

[iii]         To consider the annual subscription rates and club night sessions fees for the forthcoming year

[iv]         To consider proposed amendments to the Constitution and any other business, details of which must have been submitted to either the Chairman or General Secretary at least 14 days prior to the date of the AGM.              


At least 21 days shall be given to Members of the date and venue for the AGM.  Each fully paid up first claim member and social member who is not a first claim member of another UK Athletics affiliated club present shall have one vote.




An extraordinary General Meeting shall be called by the Chairman or General Secretary within one calendar month of the receipt of a written request – which must state the purpose for such a meeting – from a minimum of 25% of the current paid first claim membership.




Membership of the Club shall be confined to fully paid up members and life members created under section 3[b].




Members whose subscription is three months in arrears shall be deemed to have resigned, providing that a month’s notice in writing shall have been sent to such a member to their last known address.




Any member wishing to resign must do so in writing addressed to the Chairman or General Secretary.  The resignation shall be considered by the Committee within one calendar month of receipt and will be held effective from the date of tendering.  Resignations will not be accepted if the member is financially indebted to the Club.




No Constitutional Rule may be altered, added to, or deleted unless agreed by a simple majority at the AGM or at an Extraordinary General Meeting called specifically for that purpose.




In the event of the Club having to be dissolved any one remaining officer shall call an Extraordinary General Meeting which shall decide on the disposal of any property or assets belonging to the Club.