Club Constitution

  1. Name

The club will be called Cheltenham Triathlon Club and will be affiliated to Triathlon England.

  1. Aims and objectives

The aims and objectives of the club will be:

  • To offer coaching, training and competitive multisport opportunities in triathlon
  • To promote the club within the wider local community and the sport of triathlon
  • To promote the enjoyment and participation of its members in triathlon events and enter events as a club
  • To ensure a duty of care to all members of the club
  • To provide all its services in a way that is fair and inclusive to all club members
  • To ensure that all present and future members receive fair and equal treatment
  1. Membership

Membership should 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:

  • Full member
  • Family member

Membership categories will be decided by the Management Committee.

  1. Membership fees

Membership fees will be set annually and agreed by the Management Committee and presented to the Annual General Meeting. Fees will be paid annually.

5. Officers of the club

The officers of the club will be:

  • Chair
  • Secretary
  • Treasurer
  • Team Captain
  • Membership Secretary
  • Coach Coordinator

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

The roles of Welfare Officer, Race Director, Social Secretary and Covid Officer to be co-opted onto the Management Committee, and as such, for these roles not to have voting rights at Management Committee meetings.

  1. Committee

The club will be managed through the Management Committee consisting of: Chair, Secretary, Treasurer, Team Captain, Membership Secretary and Coach Coordinator. Only these posts will have the right to vote at meetings of the Management Committee. The Management Committee will be convened by the Secretary of the club and hold no less than 3 meetings per year. The quorum required for business to be agreed at Management Committee meetings will be: 4. The Management Committee will be responsible for adopting new policy, codes of conduct and rules that affect the organisation 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 fulfil its business. The Management Committee will be responsible for disciplinary hearings of members who infringe the club codes of conduct/ rules/ constitution. The Management Committee will be responsible for taking any action of suspension or discipline following such hearings.

  1. 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 March 31st. A statement of annual accounts independently examined by someone who has not prepared the accounts will be presented by the Treasurer at the Annual General Meeting. Any payments drawn against club funds should have the authorisation of the Treasurer plus one other officer.

8.  Annual General Meetings

Notice of the Annual General Meeting (AGM) will be given by the club Secretary. Not less than 21 clear 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 is to take place at the AGM. All members have the right to vote at the AGM. The quorum for AGMs will be 16% of membership. The Management Committee has the right to call Extraordinary General Meetings (EGMs) outside the AGM. Procedures for EGMs will be the same as for the AGM.

  1. Discipline and appeals

All complaints regarding the behaviour 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 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 Management Committee following disciplinary action being announced. The committee should consider the appeal within 28 days of the Secretary receiving the appeal.

  1. 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 assets of the club that remain will become the property of Triathlon England.

  1. Amendments to the constitution

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

  1. Declaration

Cheltenham Triathlon Club hereby adopts and accepts this constitution as a current operating guide regulating the actions of members.

Annex

Honorary Positions – President and Vice-President

 In addition to the officers of the club, the new honorary posts of President and Vice-President were proposed as the club approached its 15th anniversary and passed unanimously at the AGM held on 14 November 2017.

These posts will be presented by the committee and elected at the Annual General Meeting. As honorary positions, the President and Vice-President do not have the right to vote at meetings of the Management Committee.

The post of Vice-President will honour members who have made an outstanding contribution to the club and is a lifetime appointment. The post of President is for the future, to reflect the importance and enhance the profile of the club in the local community.

Vice-President

The honorary post of Vice-President is open to members who have made an outstanding contribution to the development and ongoing running of Cheltenham Triathlon Club and shown extraordinary achievement in the sport of triathlon.

Any member may be proposed and seconded for the post of Vice-President to the committee. The committee will vote, and if a majority are in favour, the nomination put forward to the AGM where a majority vote will confirm the appointment of Vice-President.

The Vice-President will:
• uphold the principles of the founder members
• safeguard the ethos of the club

Principles of the founder members
The aim of the club has always been to provide an enjoyable environment for members to train for triathlon and to provide the coaching which enables members to achieve beyond their expectations – or wildest dreams even.

Ethos of the club
• membership open to all adults, presently ranging from teens to over 70
• training sessions designed to be suitable for all abilities
• coaching is proven in effectiveness from getting beginners to their first triathlon through to high levels of achievement at Age Group World Championships
• coaching is specific for triathletes and realistic for busy working people
• coaches are club members who want to put something back into the club and build on the expertise of the founder members

In 2017 Sue Bathgate was unanimously elected to the position of Vice-President in recognition of her outstanding contribution to the club and for fiercely upholding the ethos of the club.

President

The honorary post of President is intended to reflect the importance and enhance the profile of the club in the local community.

This post is open to a well-known triathlete or person associated with the sport of triathlon.

Any member may put forward a suggestion for President to the committee. The committee will vote, and if a majority are in favour, the nomination put forward to the AGM where a majority vote will confirm the appointment of President.

No-one has yet been proposed for the role of President; this post however positions the club for the future.