Club Constitution

1 – Name

The club will be called ‘TriHarman-Norfolk’, it will be affiliated to Triathlon England and the British Triathlon Federation.

2 – Aims and objectives

The aims and objectives of the club will be:

  • to offer coaching and competitive opportunities in Triathlon and similar sports.
  • to promote the club and encourage participation within the local community.
  • to promote and manage Triathlon and similar athletic events.
  • to encourage participation by young people and other underrepresented groups.
  • to ensure a duty of care to all members of the club.
  • to provide all its services in a way that is fair to everyone.
  • to ensure all present and future members receive fair and equal treatment.

3 – Membership

Membership will 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 any codes of conduct the club has adopted.

Members will be encouraged to become members of Triathlon England.

4 – Membership fees

There will be a membership fee, the level for the following year will be decided at each annual general meeting.

5 – Officers of the club

The officers of ‘TriHarman-Norfolk’ will be:

  • Chairman
  • Secretary
  • Treasurer

Officers will be elected annually at the Annual General Meeting.  All officers will retire each year but be eligible for re-appointment.

6 – Committee

In addition the club will be managed through the Management Committee consisting of:

  • Officers of the club
  • Media & Publicity Coordinator
  • Head Coach
  • Competitions Coordinator

The Management Committee will be convened by the Secretary of the club and held no less than two times per year.

The quorum required for business to be agreed at the Management Committee meetings will be three.

The Management Committee will be responsible for adopting new policy, codes of conduct and rules that affect the conduct of the club.

The Management Committee will have powers to appoint sub-committees as necessary and appoint advisers to the Management Committee as necessary to fulfill its business.

The Management Committee will be responsible for discipline hearings of members who infringe the club rules/regulations/constitution.  The Management Committee will be responsible for taking action of suspension or discipline following such hearings.

7 – 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 finances of the club.  The financial year of the club will end on the 31st December each year.

A statement of annual accounts will be presented by the Treasurer at the annual general meeting.

Any cheques drawn against club funds should hold the signatures of the Treasurer plus one other officer.

8 – Annual General Meeting

Notice of the annual general meeting (AGM) will be given by the club Secretary.  Not less than 21 days notice to be given to all members.

The AGM will receive a report from officers of the Management Committee and a statement of the accounts.

Nominations for officers of the Management Committee will be sent to the secretary prior to the AGM.

Election of officers will take place at the AGM.

All members have the right to vote at the AGM.

The management Committee has the right to call extraordinary general meetings (EGM) outside the AGM.  Procedures for the EGM will be the same as for the AGM.

9 – Discipline and appeals

All complaints regarding the behavior of members should be submitted in writing to the Secretary.

The Management Committee will meet to hear complaints within 28 days of a complaint being lodged.  The committee has the power to take appropriate disciplinary action including termination of membership.

The outcome of the disciplinary hearing should be notified in writing to the person who lodged the complaint and the member against who the complaint was made within 14 days of the hearing.

There will be a right of appeal to the Management Committee following the disciplinary action being announced.  The committee should consider the appeal within 14 days of the Secretary receiving the appeal.

10 – Child Protection

The club will have a published child protection policy

All members will meet the requirements of the Child Protection Policy

11 – Dissolution

A resolution to dissolve the club can only be passed at an AGM or EGM through a majority vote of the membership.

In the event of dissolution, any equipment and similar assets of the club that remain will be passed on to another organization promoting triathlon or similar sport, cash assets will be passed to a charity agreed at the final meeting.

12 – Amendments to the constitution.

The constitution can only be changed through an agreement by majority vote at an AGM or EGM.

13 – Declaration

‘TriHarman-Norfolk’ hereby adopts and accepts this constitution as a current operating guide regulating the actions of its members.

Signed: Mark Harman, Club Chairman

Signed: Teresa Harman, Club Treasurer

Signed: Adrian Jay, Club Secretary