Club Constitution

 

Cork Triathlon Club

Club Constitution

Version 2

[12/11/09]

 

 

 

 

 

 

 

 

Cork Triathlon Club Club Constitution

 

 

Version 1 Voted on and Ratified on 24/01/2008

 

 

1. Name

 

1. The name of the Club shall be Cork Triathlon Club.

 

2. The Club’s colours shall be [white, dark blue and light blue].

 

2. Objectives

 

1. The objectives of the Club shall be to:-

 

1. encourage the practice and development of triathlon in Cork and surrounding areas.

 

2. provide coaching for club members and to organise and promote competitions.

 

3. organise teams to represent the club in triathlon and multisport events, national championships, international championships and in such other competitions as the committee shall decide.

 

3. The club shall cater for:-

 

1. Triathlon

 

2. Multisports involving the individual sports of running, cycling and swimming (duathlons, aquathons and other variations)

 

3. The individual sports of running, cycling and swimming.

 

4. Membership

 

1. Membership shall be open to all persons either amateur or professional. The amateur status of non-professional club members shall be protected.
   
2. It is mandatory for members of Cork Triathlon Club to be either full or associate members of Triathlon Ireland, the national governing body for the sport of triathlon in Ireland. Failure to maintain a membership of Triathlon Ireland (in accordance with the membership policies of Triathlon Ireland), or the withdrawal of membership of Triathlon Ireland from a member of Cork Triathlon Club automatically results in an immediate loss of membership of Cork Triathlon Club.

 

3. Participants in training sessions, club competitions and other club activities must be current members of Cork Triathlon Club. The Club Secretary may permit the involvement of guest participants at his / her discretion; such guest participants must, however, be members of Triathlon Ireland or other national governing body.

 

4. Each applicant for membership must complete the official application form. An application for membership is valid for the calendar year in which it is signed, and to continue membership, members are required to renew their membership for each new calendar year.

 

5. Approved persons remain members of the club until the earlier of
   a) such time as they tender a resignation as per Article 10 of this constitution or
   b) they fail to renew their membership as per Article 4.d. of this constitution or
   c) they fail to pay any subscription validly approved under this constitution in accordance with Article 9.b. of this constitution.

 

6. The Committee of Cork Triathlon Club are empowered to withdraw membership from any member of Cork Triathlon Club.

 

5. Equality and Children’s Rights

   Cork Triathlon Club shall carry out all functions in a manner that promotes equality of opportunity between:
   

   1. Persons of different religious belief, political opinion, racial group, age, marital status or sexual orientation;
   2. Men and women generally;
   3. Persons with a disability and persons without;
   4. Persons with dependants and persons without.
      
   1. Cork Triathlon Club aims to promote the participation of children by:
      
      1. Creating a culture of safety and fun;
         
      2. Fully subscribing to the following international standards: “Children have the right to be protected from all forms of violence; they must be kept safe from harm, and they must be given proper care by those looking after them” (Article 19; UN Convention on the Rights of the Child);
         
      3. Asserting the right of Children to be safe. Club officials must ensure that this fundamental principle takes precedence over all other considerations;
         
      4. Fully subscribing at all times and without variation to Triathlon Ireland’s Code of Ethics for Children.

 

6. Management

 

1. The management of the Club shall be vested in a committee, comprising members elected to the positions of Chairperson, Secretary, Treasurer and Child and Vulnerable Adult Protection Officer, together with additional members validly elected to the committee, with or without specific functions. These positions are defined below:

 

1. Chairperson
   The Chairperson is responsible for ensuring the committee operates in the best interest of the club and its members. Their role is to co-ordinate committee activity to achieve this. Alongside chairing committee and general meetings, the chairperson will also help out the other committee members where required.

 

2. Secretary
   The role of the Secretary involves maintaining the database of members, taking and circulating meeting minutes from AGMs and committee meetings as required.

 

3. Treasurer
   The Treasurer is responsible for accurately recording all financial transactions made by the club and presenting this record in a recognised format to members of the club at the AGM.. The role will involve collecting and recording cash payments from members and sponsors and for issuing and recording payment to suppliers and others as agreed by the committee. The Treasurer is automatically a co-signatory on any bank or credit card account held in the name of the club.
4. Child and Vulnerable Adult Protection Officer
   The Child and Vulnerable Adult Protection Officer shall be responsible for ensuring that all aspects of the Triathlon Ireland Code of Ethics for Children are implemented fully in the club, and to act as point of liaison between the club and Triathlon Ireland and other Voluntary or Statutory Agencies where appropriate or required by Statute.

 

A functioning committee may be formed once each of the above positions are filled by members validly elected to the position in accordance with this constitution. In addition to the above four positions, up to five additional members may be elected to serve on committee. It is recommended that additional members be elected for the following roles.

v Public Relations Officer:

The Public Relations Officer (PRO) is responsible for working with committee on sponsorship opportunities for Cork Triathlon Club events. Liaising with Event /Web administrators to ensure website has appropriate logos etc. Issuing press releases and race reports to local media. Submitting reports as necessary for possible grant aid.Exploring other promotional opportunities.

vi Webmaster:

The Webmaster is responsible for the Cork Triathlon website (www.corktri.com). This role involves design and upload of content to the site. .Making recommendations on web design/improvements to committee. Liaising with on-line entry companies. Presentation of status to other committee members at meetings.

 

vii Web-site Administrator:

The website administrator is responsible for liaising with web-master and up-dating the web-site as required. Soliciting Articles and links from members. Working with the cork Triathlon Club event organisers and ensuring website reflects correct event status.

viii Events Administrator:

The events administrator is responsible for sending regular emails keeping club members informed of upcoming events and results from previous week. Collating info on pertinent events, results and achievements of members’, upcoming events that maybe of interest.

 

ix Cork Tri Club Race Chairperson:

Manage the race and co-ordinate race  organisation committee.  Responsible for co-ordinating the event, liaising with TI. Contacting all personnel involved in supporting the event, arranging all aspects of water safety, preparing Water Safety plan. Selection of Race director. Arranging numbers/t-shirts/refreshments/registration/prize-giving. Follow-up race report and results. Present status to other committee members at meetings. 

 

x 2 other members.

 

2. At least one of the committee should represent the interests of new triathletes.

 

3. All of the forgoing shall be elected. All positions are filled by election at the Annual General Meeting, with each member of Cork Triathlon Club present having one vote per position.

 

4. Any club member can declare their interest in a position, whereupon they must be proposed and seconded by two members of Cork Triathlon Club.

 

5. Where more than one person nominated for a position, the person deemed elected is the person who receives the most votes. Where there is only one nomination for election, that person is deemed elected if there is a simple majority of votes in favour of their election over votes against their election.

 

6. The elected committee shall remain in office until the Annual General meeting of the following year. In the event of a committee member having to step down before the next AGM, then an EGM should be held to elect an interim replacement.

 

7. The Committee shall have the power to fill vacancies if and when they arise.

 

8. The Committee shall have the power to co-opt members from time-to-time and for specific projects but co-opted members shall not have a Committee vote. Co-opted members may attend Committee Meetings upon invitation by the Committee Chairperson or Secretary.

 

9. The Committee shall meet at regular intervals as decided by the Chairperson but not less frequently than once in every 3 months in a venue to be decided.

 

10. Copies of the minutes of committee meetings should be available to members on request from the Secretary.

 

11. A committee member missing 3 meetings in succession without adequate reason will be deemed to have resigned from the Committee

 

7. Annual General Meeting

 

1. The Annual General Meeting shall be held no later than the December 31st for the purpose of:-

 

1. receiving the annual report of the committee for the preceding season
2. receiving the statement of accounts for the preceding season

 

2. electing the officers and committee for the ensuing year

 

3. considering any amendments to the Constitution and Rules of the Club of which due notice has been given to all members. Any proposed change to the Constitution Rules by a member must be received by the chair or secretary at least 8 days prior to the date of the Annual General Meeting in order that members shall have sufficient notice of the proposal. At the discretion of the Chairperson, amendments not submitted at least 14 days prior to the AGM may be proposed by any member present at the AGM and voted upon.

 

4. At least 28 days notice (in accordance with Article 14 of this constitution) shall be given to members of the date, proposed venue for the Annual General Meeting. Notice of the final agenda shall be given to members at least 7 days prior to the proposed AGM, and will be available in printed form at the proposed AGM. The accidental omission to give notice of an AGM to or the non-receipt of notice by any member shall not invalidate the proceedings at that meeting.

 

5. Each fully signed up member present at the meeting shall have one vote. No proxy votes will be accepted.

 

6. All motions proposed and voted on, and the election of committee members is by simple majority. Voting will ordinarily be by a show of hands (two ordinary members will be charged with counting hands) except in the case where a member or group of members request a secret ballot. Where there are equal numbers of votes cast, the deciding vote should be that of the Club Chairman. In the event that the Club Chairman is not in available then the deciding vote should fall to the Club Secretary.

 

 

 

 

 

8. Affiliations

 

1. The club shall be affiliated to Triathlon Ireland and to such other sporting bodies as the Committee consider appropriate in order to carry out the objects of the Club.
   

 

9. Subscriptions

 

a. Subscription to Cork Triathlon Club is by means of:

An annual membership fee structure, the amount of which to be proposed annually by the outgoing Treasurer and carried by majority vote at the AGM.

b. Where an annual membership fee is mandated by the AGM in accordance with this constitution, failure to pay such annual fee by Jan 31st of the year of membership application / renewal will result in the loss of membership of Cork Triathlon Club.

 

10. Resignations

 

1. Any member wishing to resign, must do so in writing, addressed to the Chair or Secretary. The resignation will be considered by the Committee within one calendar month of receipt and will be held as effective on the date of tendering. Resignations will not be accepted if the member is financially indebted to the Club, and acceptance will be withheld until the debt has been discharged.

 

 

11. Extraordinary General Meetings

 

1. An Extraordinary General Meeting shall be called by the Chair or Secretary within one month of the receipt of a requisition signed by at least [9] members stating the purpose of the meeting. At least [14] days notice shall be given to all fully signed-up members of the date, venue and purpose of an Extraordinary General Meeting. No other business shall be conducted at such a meeting.

 

12. Constitution Amendments

 

1. No Constitution Rule may be altered, added to, or deleted except at an Annual General Meeting or an Extraordinary General Meeting called for that purpose and then only by a majority of those present and voting.

 

13. Financial Year

 

1. The Club’s financial year ends each December 31^st.
1. The Chairman, Secretary or Treasurer may take decisions on matters under their jurisdiction requiring an immediate answer that involves the club in expenditure up to €500. Any such decisions must be reported to the committee at the next meeting. The 3 officers may jointly involve the club in expenditure up to €2000. Any such decisions must be reported to the committee at the next meeting.
2. The committee of Cork Triathlon club shall endeavour to spend at least 75% of the excess revenue (profits) from the previous years club events to benefit all members of the club / on capital expenditure

 

 

 

 

 

14. Quorum

 

1. For Committee meetings the Quorum shall be not less than four members.
   
2. For an Annual General Meeting or Extraordinary General Meeting, the Quorum shall be not less than ten members.

 

15. Notices

 

1. A notice required to be given under this Constitution shall be sufficiently given if
   1. Published on the website of Cork Triathlon Club or
   2. Announced in at least one local newspaper.