Bitton Road Runners Constitution 2005

1                        Name


The name of the Club shall be “Bitton Road Runners”.


2                        Object


The object of the Club shall be to promote amateur athletics in the South Gloucestershire, Bath and North East Somerset and  Bristol area.  The Club ethos should be to extend a welcome to athletes of all standards.


3                        Management


a               The affairs of the Club shall be conducted by a Committee numbering not less than four and not more than 15.


b               The Committee shall meet not less than six times a year, and the presence of 4 members shall be necessary to form a quorum.


c               The Committee shall be elected at the Annual General Meeting and shall include a Chair, Secretary, Vice Chair and a Treasurer.


d               The Committee shall have the power to fill any vacancies that occur amongst officers until the next Annual General Meeting.


e               The Committee shall have the power to co-opt extra members as required, such members to be without voting rights.


f                 Should any candidate poll more than 50 per cent of the votes in the ballot to form the Committee then he/she shall be elected.  If not, then the two candidates with the most votes will go forward to a second ballot and the candidate with the most votes in this ballot shall be elected.


g               All members of the Committee who wish to stand for the forthcoming year have to be re-nominated individually.

h               The Junior Section will elect officers to act as a sub-committee of the main committee. A junior liason officer shall be appointed who will be a member of the main committee.

i                 The Committee will appoint a child protection officer who will act in accordance with UKA policy.

j                  The Committee will elect a Welfare Officer to deal with issues of welfare raised by Club members, the position will be not be held by a member of the committee to ensure confidentiality.   



4                        Membership


a               Membership of the Club shall be confined to amateur’s as defined by the United Kingdom Athletics (UKA).


b               An application for Membership must be made in writing on the form provided for that purpose.                                                                       

c               The information on the application form will be regarded as confidential it will be recorded on computer and the information will only be available to the Club Chairperson, Secretary, and Membership Secretary.                                                                               

Name and age categorisation lists will be made available to members organising Club competitions.                                                

A complete listing will be held securely in the clubhouse for use in case of emergency.


d                Any member whose subscription is more than two months in arrears shall be deemed to be no longer a member of the Club.


e      A notice of resignation must be made in writing to the Club      secretary and shall be considered by the Club within one calendar month of receipt. UKA Rule 3


f        As a condition of Membership, the member agrees to assist with the organisation in at least one BRR organised event.


g       The Committee shall have the power after due consideration of   the facts to suspend or expel any member who in the opinion of the committee has been found guilty of misconduct. (for example)


i) behaviour contrary to the constitution


ii) discourteousness to another club member


h      Any member expelled will have the right to appeal to the Management Committee meeting called at his/her request not later than two weeks from the date of expulsion.  



5                        Subscriptions


a               The elected Committee shall set the annual subscription at the beginning of the financial year and present it to the Annual General Meeting for debate and approval.


b               All subscriptions shall be payable on election to Membership and on the first day of September each year thereafter.


6                        Colours


a               The Club colours shall be Vest: top half yellow, bottom half blue with “Bitton Road Runners” on the back.  Shorts: Blue.


b               Club colours must be worn by all members representing the Club at every competitive meeting and for Club competition races. Unless the requirement is relaxed for a specific race e.g. The Christmas Cracker


7                        Annual General Meeting


a               A General meeting shall be held in September to receive the Committee’s report and financial statement, elect officers and Committee members and deal with any other business relating to the Club’s transactions.


b               The Secretary shall give every member fourteen day’s notice of the meeting by circular.


c               Notice of any business which a member desires to be placed on the agenda must be given to the Secretary at least seven days prior to the meeting.


8                        Financial Year


The financial year of the Club shall be from the first day of August to the thirty-first of July, both days inclusive.


9                        Bank Account


a               Bank accounts shall be maintained with a convenient bank in the name of the Club.


b               All cheques payable on the account must be signed by the Treasurer and either the Secretary, Chair or other nominated member, approved by the committee.


10                    Treasurer


a               The Treasurer shall keep full and complete accounts and produce such accounts for audit each year.


b               A financial statement for presentation at the Annual General Meeting shall be produced by the Treasurer.

c               The Junior Section will hold a float not to exceed £60 expenditure to be recorded and will be subject to audit.


11                    Audit


a      An independent person approved by the committee shall audit the accounts prior to submission to the Annual General Meeting.


b     Two members of the Club not eligible to sign cheques will view the audited accounts prior to the AGM


12                    Alteration of Rules / Amendments to Constitution



a               The Management Committee, by a majority at a quorate meeting, may make recommendations to the AGM for changes to the  Club Constitution or Club Rules.


b               No alteration or addition shall be made to the Club Constitution or Club Rules except at the Annual General Meeting or EGM called for this purpose, and passed by two-thirds majority of members attending the meeting.


c               The management Committee may deem it necessary to call on EGM to deal with changes to the Club Constitution or Club Rules.  Four weeks notice must be given for an EGM.


d               Alternatively, ten ordinary paid up and voting members may petition the Honorary Secretary in writing to call an EGM.


e               Notice of any proposed amendments must reach the General Secretary in writing at least seven days before the meeting.


f                 Voting rights as at the AGM pertain.



13                    Club Awards


a               The Kevin Rose Trophy shall be presented annually to the Club member who has made “most progress during the year”.    The Membership should vote for the recipient of the Kevin  Rose Trophy prior to the AGM the award to be presented at the AGM.


b               An award for the “Club Person of the Year” shall be presented annually to the Club member who has done exceptional work on behalf of the Club during the year.  The Membership should vote for the recipient of this award prior to the AGM the award to be presented at the AGM.


14                    Club Competitions


The Club will organise various inter Club Competitions, open to first claim members of Bitton Road Runners only.


To be eligible the member must have joined no later than October 31st  (two months after the commencement of the Club year).


Competition results will be taken from official race records, therefore members must have entered and competed under their own name.


A result obtained by utilising a number under another members name will not be eligible.


Race of Eight


The Competition will be based on the best of 8 placings in nominated races in the year:


10 points for the 1st Bitton Road Runner in each category in the race.

09 points for 2nd BRR in each category, etc etc.

01 point for completing the race.


Highest total points at the end of the series, will decide the winner in each category.


Most Improved Athlete (calculated)


Percentage improvement in each race distance over the previous time.  ½ Marathon, 10 Mile, 10K  5Mile and 5K.


Club Championship, Men and Ladies


Fastest time recorded in each year by a Club member, Men and Ladies.  In permitted races, with certificates of course accuracy over the following race distances.   ½ Marathon, 10 Miles, 10 Kilometres, 5 Miles and  5 Kilometres. 

20 points will be allocated for the fastest.

2nd fastest time, 19 points will be allocated, etc etc.


Highest aggregate score defines Club Championship.


London Marathon Numbers


The Club applies for and usually receives a small number of guaranteed London Marathon entries.


The allocation will be decided by ballot during December.  Eligibility for the ballot will be based on:


1               Being a fully paid up member by 31st October, (two months after Club Membership year).



2               Presentation of London rejection slip or letter.


Revision Approved at the AGM on the22 September 2005