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Club Rulebook - Revised June 2011

  1. TITLE OF THE CLUB

    Sunderland Harriers and Athletic Club.

  2. CLUB COLOURS

    Royal Blue vest with White shorts.

  3. CLUB HEADQUARTERS

    Silksworth Sports Complex, Silksworth Lane.

  4. OBJECTS

    To provide facilities and equipment for the coaching of athletics and to provide access to athletics competition within the City of Sunderland without imposing geographic boundaries on recruitment. The club is committed to encouraging the highest ethical standards. All individuals involved in the Club should conduct themselves with integrity, transparency, accountability and in a fair and equitable manner.

  5. MANAGEMENT

    The management of the club shall be vested in an Executive Committee consisting of the following:

    • President
    • Life Vice-Presidents AGM.
    • Vice-Presidents Chairman
    • Vice-Chairman
    • Secretary Treasurer

    Other positions will be allocated at the A GM. All to be elected annually at the Annual General Meeting

    • (5a) Nominations for elective positions shall be restricted to bona-fide Club members, and shall be opened 14 days prior to the date of the A.G.M. Each nominee must be proposed and seconded by a Club member, and the Club Secretary shall arrange for the nomination forms to be displayed for this purpose. Further nominations may be accepted verbally at the A.G.M.

    • (5b) Election shall be by show of hands, unless the Chairman in his discretion deems that a ballot will be necessary. Only bona-fide Club members will be allowed to vote.
    • (5c) With the exception of the Youths Captain and Young Females Captain, the election of officers listed under Rule 5 shall be restricted to those Club members who are aged 17 years or over on the date of the A .G.M. The election of the Young Athletes Captains shall be restricted to those Club members who are aged 16 years or under on the date of the A.G.M. Voting shall be limited to their own sex.
    • (5d) The committee shall have the power to appoint Club members to elective posts which fall vacant between A.G.M.'s. The committee shall further be empowered to co-opt members as it deems necessary. Co-opted members will be non-voting unless decreed otherwise by the committee.
    • (5e) At all committee meetings, seven Committee "members present shall constitute a quorum. In the absence of a quorum, the normal daily Club business shall be conducted by the Club Officers until the next Committee Meeting.

  6. MEMBERSHIP

    Members in each category shall pay fees as fixed at each Annual General Meeting. All members joining the Club shall be deemed to accept the terms of this Constitution and any Bye-laws from time-to-time adopted by the Club, in particular the requirement to conduct themselves in accordance with the Clubs ethical framework and codes of conduct. Any person seeking to join the Club shall submit an application to the Executive Committee. Membership is open to all and no application will be refused on other than reasonable grounds. There will be no discrimination on grounds of race, occupation, sex or religious, political or other persuasion.

    • (6a) Life membership will be reserved for those club members, who in the opinion of the committee, have had long and meritorious service as a club volunteer or outstanding achievement as a competitor.

  7. RESIGNATION

    A member intending to withdraw from the Club shall give his or her notice in writing to the Honorary Club Secretary and his or her membership terminates on the day of the notice unless he or she is financially indebted to Club in which case the Committee may hold acceptance of the resignation until he or she has discharged their liability. A member not having tendered his or her resignation prior to the 1st September shall be liable to the ensuing year's subscription.

  8. SUBSCRIPTION

    Annual subscriptions are due from the 1st October at the present rate. After the AGM subscriptions are due at the new rate if changed. The annual subscription of the club shall be decided at the A.G.M. The committee has the right to expel any member whose subscription is not paid by the 30th December, provided notice is given in writing. After payment deadline of 30th December, members in debt will be surcharged a rejoining fee of £5.

    • (8a) FINANCE

    • The clubs financial year shall run from 1st September to 31st August each year.
    • The Treasurer shall be empowered to receive and pay out monies on behalf of the club.
    • The Treasurer shall be responsible for the preparation for the annual accounts of the Club .
    • The accounts shall be certified by an appropriate independent auditor appointed annually at the AGM.

  9. ANNUAL GENERAL MEETING

    The general meeting shall be held during the month of October in every year to receive the official's reports and elect officers and a Committee and deal with any other matter specified on the agenda. The Honorary Club Secretary must give every member 21 days' notice of the meeting and notice of business which is desired to be placed on the agenda must be given in writing to the Honorary Club Secretary with a seconder at least 14 days' prior to the meeting.

  10. SPECIAL GENERAL MEETING

    This meeting must be called by the Honorary Club Secretary within 14 days of the receipt by him of a requisition in writing signed by 10 members of the club aged 17 and over as per Rule 5c, stating the business to be brought before such a meeting.

  11. ALTERATION OF RULES

    No alteration to the rules except at the A .G.M. of a Special General Meeting called for the purpose

    Notice of any proposed amendment must be given as stated in Rules 9 and 10.

  12. NOTICE OF MEETING

    The Honorary Club Secretary shall give at least 7 days notice to every member of the time and place of any General Meeting and business to be dealt with, and no other business shall be dealt with at any such meeting.

  13. EMERGENCY MEETING

    This will consist of the following:

    • Chairman
    • Vice-Chairman
    • Secretary Treasurer

    This Committee will deal with any emergency concerning the Club or the Club Members. In the case of a tied vote the Chairman's vote will be the deciding vote.

  14. CLUB DISCIPLINE

    Disciplinary measures will be taken against members for the following: Contravention of U.K.A. Laws and Club Rules. Any action which brings the Club into disrepute.

  15. DISSOLUTION

    The Club is a non-profit making organisation. All profits and surpluses will be used to maintain, improve or develop the Club's facilities. No profit or surplus will be distributed other than to another non-profit making body on a winding-up or dissolution of the Club. If, upon the winding-up or dissolution of the Club there remains, after the satisfaction of all its debts and liabilities, any property, such property where acquired from funding received from a funding organisation shall, in the first instance, be offered to that organisation. All other remaining property shall be transferred to the North Eastern Counties Athletics Association.

  16. Committee Meetings will be held according to business.

  17. The Committee have the power to deal with any contingencies not provided for by these Rules.