Club Constitution

Read below our Club Constitution

Constitution (Revision 8) 5 March 2023

Harold Wood Running Club

The object of the club is to provide facilities for and promote participation of the whole community in
the sport of walking road and cross country running and related sports.

The main location is The Pavilion, Harold Wood Park, Harold Wood, Essex. RM3 0LX.

Any surplus income or gains must be reinvested in the club. Surpluses or assets cannot be distributed
to members or third parties unless subject to clause 18.

The club caters for athletes over the age of 18, development, and abilities to enhance their potential in
walking, road and cross country running and related sports. The club aims to support the members’
goals through coaching, dedicated to the needs of the athletes and their athletic skills. In addition, the
club cooperates with the relevant national, regional, and local bodies to provide facilities and
infrastructure from grass roots to international level. The activities of the club strive to provide
enjoyment, challenging competitive opportunities, and social interaction which is based on a socially
responsible foundation. The club welcomes any members whatever their social, religious or ethnic

a) Encourage active involvement in and development of the sport of walking, road and
cross country running and related activities.

b) In accordance with the sport’s promoting bodies, to popularise these forms of athletic
exercise through the production of a development plan.

c) Promote equality of opportunity.

d) Provide coaching in walking, road and cross country running available to all

e) Promote and organise competitive events walking, in road and cross country running
for all age groups.

f) Organise teams to represent the club in area, regional and national championships,
leagues and other competitions.

g) The club shall pay the appropriate affiliation fees annually to the relevant
administrative bodies for walking, road and cross country running.

h) The club will be fully inclusive in all its activities, operating in an open, honest and
transparent way.

i) The club will hold a bank account through which all its financial transactions will be

Membership of the club shall be open to all persons irrespective of ethnicity, nationality, sexual orientation, religion or beliefs; sex or disability except as a necessary consequence of the requirements of walking road and cross country running as a particular sport.

All members will be amateurs as defined by UK Athletics, and any other governing body which may supersede it.

The minimum age of entry is 18 years . Each applicant for membership must complete the official
application form. All applications shall be considered and subject to approval by the management

The management committee may refuse membership to any potential member. Any potential member, who wishes to protest against membership refusal by the management committee, has the right to appeal. Appeals against such a decision will be heard at a meeting of club members, with a quorum present and decided by a majority vote.

There will be two categories of membership, namely:

1. Full members.
Active members who will be registered with the relevant association, and will have full access to the club’s nominated events and support.

2. Honorary Life members.
The club shall have the power to elect life members. The qualification for life membership being distinguished services rendered to the club. Honorary Life Members may be proposed by any member and submitted for approval at a General
Meeting of the Club by a simple majority vote.

The management of the club shall be vested in a management committee, made up of officers and
section representatives, consisting of the following positions:

• Chairman
• Treasurer
• Membership Communication and Media Secretary
• Technology and Website
• Minutes Secretary
• Mens Club Captain
• Ladies Club Captain
• I2R Captain
• Head Coach

One of the elected committee members shall also be elected as Vice Chairman.

All the listed management committee positions are elected when a vacancy arises at the Annual
General Meeting with the exception of the Minutes Secretary, Men’s Club Captain, Ladies Club
Captain, I2R Captain and Head Coach whose positions shall be elected on a yearly basis.

The management committee will establish an executive consisting as a minimum of the following
officers: – Chairman, Membership, Communication and Media Secretary and Treasurer.

A quorum shall consist of three of the members of the management committee and must include the
Chairman. The management committee shall have the power to fill vacancies if and when they arise.
The management committee shall also have the power to co-opt members for particular projects but
co-opted members shall not have a committee vote.

The management committee will meet on a minimum 3-monthly basis, with the executive dealing with
any issues that require addressing on an ongoing basis. The executive will update the management
committee of ongoing decisions made at management committee meetings.

The management committee will prepare a standard agenda which must include progress reports
from the relevant Committee Members on the day to day running of the club. Minutes of management
committee meetings will be made available to all club members through the club website.
The management committee will make decisions on the basis of a simple majority vote. In the case of
equal votes, the Chairperson shall be entitled to an additional casting vote.

All Club members must adhere to HWRC Code of Conduct.

The management committee will hear any complaint made against a member of the club for
inappropriate behaviour or conduct or character likely to bring the club into disrepute. A disciplinary
hearing will be heard by a disciplinary panel, which will consist of a maximum of three members of the
committee and any subsequent appeal should be heard by (maximum of three) committee members
who did not sit on the panel for the original hearing.

The club will act in accordance with the England Athletics Disciplinary and Grievance polices

The management committee will receive any nominations from full members for the honorary
positions of President and Vice President(s). The term of office will be determined on an individual
basis. Once considered and approved by the management committee a recommendation will be made to club members at the Annual General Meeting, or if appropriate through an Extraordinary General Meeting.

The Annual General Meeting shall be held in March or within two months of the end of the club’s
financial year for the purpose of:

a) Confirming the minutes of the previous Annual General Meeting and any Extraordinary
General Meetings held since the last Annual General Meeting.
b) Receiving the annual report of the management committee from the Secretary.
c) Receiving the statement of accounts and balance sheet from the Treasurer.
d) Electing the officers and management committee for the ensuing year.
e) Considering any amendments to the constitution and rules of which due notice has
been given to all members. The Chairman or Secretary must receive any proposed
changes to the constitution by a member at least 28 days prior to the date of the
Annual General Meeting in order that all members shall have sufficient notice of the
f) Receiving nominations for elected management committee members and any other
item of club business that a member wishes to raise, details of which must be lodged
with the Secretary at least 28 days in writing prior to the date of the Annual General
Meeting. Nominations can only be made by club members and must be seconded by
another club member.
g) Reviewing subscription rates and agreeing them for the ensuing year.
h) A quorum shall be 10 members or more.

At least 21 days notice shall be given to members of the date, venue, and agenda items for the
Annual General Meeting. Each fully paid up club member over 18 years of age on the day of the
meeting and present at the meeting shall be eligible to vote.

Decisions made at an Annual General Meeting shall be by a simple majority of votes from those club
members attending the meeting. In the event of equal votes, the Chairperson shall be entitled to an
additional casting vote.

The club shall seek to be affiliated to the relevant governing bodies in order to carry out the objectives
of the club.

Members pay an annual subscription fee at the commencement of the club year 1st April. The level of the fees for full members may be adjusted at the Annual General Meeting. Life members who are active must pay as a minimum the affiliation fee to the relevant association for insurance purposes. New members must pay the appropriate fees with their application for membership.

Honorary Life Members will not be required to pay club fees but will be required to pay fees related to
affiliated bodies on their behalf.

Subscriptions for the current year must be paid before any member can compete for the club.

The committee shall have the power to expel any member whose subscription is three months in
arrears, providing that one month’s notice in writing shall have been sent addressed to the member’s
last known address, informing him/her of the proposed action of the management committee.

The name and address of any full or active life member so expelled from the club shall be recorded
and sent to the relevant association. Any person whose name has been so recorded shall be
suspended from competing at any meeting held under governing body rules until the liability causing
the expulsion, which shall not exceed one year’s subscription, shall be discharged.

The suspended person may not compete under Amateur Athletic Association laws until reinstatement
by the club in which event the said reinstatement shall be similarly notified.

Any member wishing to resign should do so in writing addressed to the Chairman or General
Secretary. The resignation shall be considered by the management 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, i.e. has not paid his subscription for the
current year, and acceptance will be withheld until the debt has been discharged.

The Secretary or Chairman shall call an Extraordinary General Meeting within one month of the
receipt of a requisition signed by at least 20 members stating the purpose of the meeting. The
management committee also have the right to call an Extraordinary General Meeting. At least 14 days
notice shall be given to all fully paid up members of the date, venue and purpose of an Extraordinary
General Meeting.

Decisions made at an Extraordinary General Meeting shall be by a simple majority of votes from those Club Members attending the meeting. In the event of equal votes, the Chairman shall be entitled to an additional casting vote.

No other business shall be conducted at such a meeting.

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, then only by a two thirds majority of those
present and voting. In all other matters the club will be governed by the current rules of the governing
bodies. The management committee shall decide all questions as to the interpretation of the
aforementioned constitution.

If, at any management committee meeting of the club, a resolution is passed calling for the dissolution
of the club, the Secretary shall immediately convene an Extraordinary General Meeting of the club to
be held not less than one month thereafter to discuss and vote on the resolution.

If, at that Extraordinary General Meeting, the resolution is carried by at least two-thirds of the fully
paid up members present at the meeting, the management committee shall thereupon, or at such
date as shall have been specified in the resolution, proceed to realise the assets of the club and
discharge all debts and liabilities of the club.

In the event of the dissolution of the club, any assets remaining after the satisfaction of all debts and
liabilities shall not be paid to or distributed among the members of the club but shall be given or
transferred to one or more of the following approved sporting or charitable bodies:

a) A registered charitable organisation(s)
b) Another club which is a registered CASC
c) The sport’s national governing body for use by them for related community sports

The following criteria applies when applying for a London Marathon place through the club ballot:

• You were unsuccessful in the London Marathon ballot (proof will be required).
• You have been a first claim club member for a minimum of 18 months at the time the draw
takes place.
• You regularly attend club sessions.
• You volunteered in the preparation of our Elvis race or on the day.
• You competed in the Elvis or Chingford League.
• You did not receive a club ballot place the previous year.

Any Club Member obtaining a guaranteed race entry to the London Marathon through the club draw
and unable to run should return their entry to the Secretary to be passed on to one of the reserves
providing the cut off date provided by the London Marathon organisers has not passed. No individual
Club Member will personally return any Club entry to the London Marathon organisers nor will they
pass any such entry to another person (this being contrary to London Marathon regulations in any

Signed: Alan Woodroof

Dated: 06.03.2023