4 MANAGEMENT

PRESIDENT - A suitable person shall be invited annually to accept the office of President, he or she will preside at the Annual General Meeting and may also attend any other General Meetings and meetings of the management committee. The President shall not have a vote at the AGM, other General Meetings or at meetings of the management committee but shall be permitted a casting vote where necessary at the AGM or other General Meetings.

COMMITTEE - The management of the Club is vested in a committee consisting of a Chairman/woman, Honorary Treasurer, Honorary Secretary, Men’s Captain, Ladies Captain, Men’s Vice Captain, Ladies Vice Captain, Membership Secretary, FOUR General Members; all to be elected annually at the AGM. (SIX to form a quorum). The Committee has power to fill any vacancy which may arise.

Each Committee member will be entitled to one vote. All decisions will be by simple majority vote, the Chairman/woman being permitted a casting vote where necessary.

The committee shall meet not less than four times each year.

The club’s financial year shall end on 31^st August and the accounts shall be presented at the AGM.

5 MEMBERSHIP

Membership is open to any amateur as defined by UK Athletics or any subsequent Governing Body.

A candidate for Membership must apply in writing on a form provided for the purpose, and be proposed by one Member and seconded by another Member, and elected by ballot at the next ensuing committee meeting.

Second claim membership shall entitle the holder to attend and participate in, but not to vote at general meetings, nor to stand for election to the Committee. Second claim members shall not be entitled to enter any club championships.

6 RESIGNATION

A Member intending to withdraw from the Club shall give notice in writing to the Honorary Secretary, and his/her membership terminates on the date of that notice unless he/she is financially indebted to the Club, in which case the Committee may withhold acceptance of the resignation until he/she has discharged his/her liability. No refund of subscription shall be made in respect of any un-expired period of membership.

7 SUBSCRIPTION

The Committee will review club subscriptions and propose any changes to the Annual General Meeting for ratification. Members who join in the last three months of the subscription year will not be liable for subscriptions in the ensuing year. The subscription year will run from 1^st January to 31^st December.

8 EXPULSION

The Committee shall have the power to expel any Member whose subscription is six months in arrears provided one month's notice in writing shall have been sent to such a Member by a registered or recorded delivery letter, addressed to his/her last known address, informing him/her of the proposed action of the Committee. The name and address of any person so expelled from a Club in the Southern District shall be sent to the Honorary Secretary of the South of England AA who shall enter his/her name in a book (to be called "The Suspension Book" to be kept for that purpose). Every person whose name has been so entered in a Black Book shall be suspended from competing at any meeting held under Federation Rules until the liability causing his/her said expulsion, which shall not exceed one year's subscription, shall have been discharged. No Member whose subscription is in arrears is eligible to take part in any competition promoted by the Club.

9 ANNUAL GENERAL MEETING

A General Meeting shall be held within six weeks of the end of the financial year in every year to receive the Committee's report and financial statement, elect Officers and Committee and deal with any other matter specified on the agenda. The Honorary Secretary must give every Member 21 days notice of the Meeting, and notice of any business which it is desired be placed on the Agenda must be given in writing to the Honorary Secretary at least 14 days prior to the meeting.

10 SPECIAL GENERAL MEETING

The Honorary Secretary must call a Special General Meeting within 14 days of the receipt by him/her of a requisition in writing signed by at least 10 Members of the Club, stating the business to be brought before such a meeting.

11 PROCEDURE AT GENERAL MEETINGS

All matters will be decided by majority vote of eligible paid up members in attendance at the meeting. The President shall not have a vote but shall have a casting vote.

12 ALTERATION OF THE RULES

No alteration or addition may be made to the Rules except by an Annual General Meeting or a Special General Meeting called for that purpose. Notice of any proposed amendment must be given as provided in Rules 9, 10 and 12.

13 NOTICE OF MEETING (OTHER THAN ANNUAL GENERAL MEETING)

The Honorary Secretary shall give at least 7 days notice to every Member of the time and place of any General Meeting along with the business to be dealt with.

14 Club Championships and Competitions

The Club shall organize several championships and competitions as detailed in the “Rules for Club Championships and Competitions”. Changes in the “Rules for Club Championships and Competitions” may be made only by majority decision at a General Meeting or Annual General Meeting or by unanimous decision of the management committee. Changes resulting from a unanimous decision of the management committee will only become permanent if ratified by majority decision at the next General Meeting or Annual General Meeting.

Rules for Club Championships and Competitions

All club championships and competitions commence on 1^st January and run until 31^st December.

Roland’s Trophy

The purpose of Roland’s Trophy is to allow all eligible club members to compete with others on an equal footing regardless of age or gender. In order to qualify for Roland’s Trophy a member must have completed three Club 10k Handicap events in the year of the competition. Using approved rating tables the finishing times will be converted into performance levels for the member’s age and gender. The performance level will be calculated using the actual age on the day of the race to the nearest month. The highest performance level will be the entry for Roland’s Trophy. The winner of Roland’s Trophy shall be the member with the highest performance level. Club members placed 1^st to 3^rd in the Club Championships are not eligible for Roland’s Trophy

Club Championships

The Club shall organise a Club Championship for male members and a club championship for female members. The rules for each championship shall be the same.

The club champion shall be the member with the lowest aggregate time for a 10 kilometre, 10 mile and half marathon. Alternatively, the aggregate time may be calculated using any five 10 kilometre races including Club 10k Handicap events. Excepting Club 10k Handicap events, each qualifying event shall be on an BARR officially certificated course. All qualifying events must be completed during the calendar year of the championship.

Peter Dimmock Cup

The purpose of the Peter Dimmock Cup is to encourage sporting achievement among younger members of the Club. The competition shall be open to Club members between the ages of fifteen and twenty-six inclusively. Qualifying members shall submit written entries detailing a notable sporting achievement performed during the year of the competition. The entries shall be assessed by an impartial judge to be nominated by the management committee and the Cup and prize will be awarded to the member who, in the opinion of the judge, has attained the most notable achievement during the year. The prize will be sporting goods or services in the amount of £50.

London Marathon Ballot

The Club is entitled to official places in the London Marathon. These places shall be available to first claim members of the club who have been members of the club for at least 12 months at the time of the ballot. Second claim members shall not be entitled to any of these places. In order to claim a club place members must provide evidence that their applications have been rejected by the London Marathon organisers. Club places shall be allocated using a single simple ballot of all members providing official rejection notification before the ballot takes place.

Any surplus club place(s) will be returned to the organisers.

Revised 1 January 2010