CONSTITUTION
CYBI STRIDERS
CONSTITUTION
As a Welsh Athletics affiliated Club, Cybi Striders has a formal Club Constitution, a link for which can be found below. This was adopted by the Club Chairman and Club Secretary at the Annual General Meeting at the Iorweth Arms, Bryngwran on the 13th April 2018
NAME
The name of the Club is Cybi Striders (hereafter referred to as ‘the Club’)
AFFILIATION
The Club will be affiliated to the Welsh Athletics.
AIMS AND OBJECTIVES
The aims and objectives of the club will be:
• The promotion and enjoyment of running.
• To promote the club within the local community.
• To ensure a duty of care to all members of the club.
• To provide all its services in a way that is fair to everyone
CLUB COLOURS
The official Club kit is a blue vest with a white band across the front containing the title
‘Cybi Striders’
MEMBERSHIP
All members will be subject to the regulations of the constitution and by joining the
Club will be deemed to accept these regulations and codes of practice that the Club has
adopted
Membership of the Club will be confined to amateurs.
Applications for membership should be made via the prescribed application form.
Club members may choose to be affiliated to Welsh Athletics who hold details of
individual members for administration purposes.
Members will be enrolled in one of the following categories:
• Full member.
• Social member.
• Second claim member.
The Committee, on behalf of the Club, shall be entitled to refuse applications with just
cause. The applicant may appeal to an Extraordinary General Meeting, where the
decision will be made by Club members whose resolution will be final.
RESIGNATION
A member wishing to resign from the Club shall give notice to the Club Secretary.
Should that member wish to join another athletics club, they must follow the rules
stipulated by Welsh Athletics and the Committee will consider the request according to
these rules.
MEMBERSHIP FEES
Membership fees will be set annually and agreed at the Annual General Meeting.
Fees will be paid annually in advance.
New members joining the Club after 1st January will have membership until 31st March
the following year.
Any member not paying their annual membership fees by 31st May will cease to be a
member of the Club.
Reminders that annual fees are due will be posted on social media prior to the 18th
March.
OFFICERS OF THE CLUB
The Officers of the club will be:
• Chairperson.
• Club Membership/Secretary
• Club Treasurer
• And any other Members as decided at the Annual General Meeting.
Duties of the Officers:
Chairman.
The Chairman will preside at the Annual General Meeting, Extraordinary General Meetings and Committee Meetings.
He/she will be responsible for guiding the activities of the Club in accordance with general policy as decided by the Annual General Meeting or Extraordinary General Meeting.
He/she shall represent the Club at meetings of other organisations or appoint a representative. He/she shall be present at General and Committee meetings but will have no vote, unless a casting vote is required.
Club Secretary
The Cub Secretary will be responsible for the organisation of General and Committee Meetings, the recording and distribution of minutes relating to such meetings and dealing with all correspondence relating to the general business of the Club. Monitoring the Email and Social Media accounts, Liasing with the other committe members.
Updating the members list for Borders League and Cross Country from Spond
Liaising with the London Marathon re the allocation of the club place.
The Club Secretary will also be responsible for collecting all membership fees via the Spond app and passing all monies collected to the Club Treasurer, ensuring members have paid their Club fees, collect Welsh Athletics affiliation fees and will be responsible for passing the monies collected and relevant forms to Welsh Athletics.
Club Treasurer
The Club Treasurer will be responsible for the collection and distribution of all monies
and shall keep such accounts and records as required. He/she shall produce the Club’s
accounts annually and report to the Annual General Meeting.
COMMITTEE
The club will be managed through the Committee consisting of the Officers of the Club
(above).
Any Club members may attend and contribute at Committee meetings, unless the
Chairman decides that a closed meeting is to be held, in which case only Committee
members may attend.
Only the Officers will have the right to vote at the meetings.
The Committee meetings will be convened by the Secretary of the club and held no less
than 4 times per year.
The quorum required for business to be agreed at Committee meetings will be 5.
The Committee will be responsible for adopting new policy, codes of practice and rules
that affect the organisation of the Club.
The Committee will have powers to appoint subcommittees as necessary and appoint
advisers to the Committee as necessary to fulfil its business.
The Committee will be responsible for disciplinary hearings of members who infringe
the Club rules/regulations/constitution. The Committee will be responsible for taking
any action of suspension or discipline following such hearings.
Committee members will be elected at the Annual General Meeting for a period of one
year.
Should a vacancy occur on the Committee during the year, the Committee has the power
to co-opt a replacement until the next Annual General Meeting.
FINANCE
All Club monies will be banked in an account held in the name of the Club.
The Club Treasurer will be responsible for the finances of the club.
The financial year of the Club will end on: 31st March.
Any spend of more than £200 will need to be agreed by at least five members of the
Committee.
ANNUAL GENERAL MEETING
Notice of Annual General Meetings (AGM) will be given by the Club Secretary. Not
less than 21 clear days notice to be given to all members.
The AGM will receive a report from officers of the Committee and a statement of the
accounts.
Elections of officers are to take place at the AGM.
All members have the right to vote at the AGM.
The quorum for AGMs will be 10 members.
The Committee has the right to call Extraordinary General Meetings (EGMs) outside
the AGM. Procedures for EGMs will be the same as for the AGM
DISCIPLINE AND APPEALS
All complaints regarding the behaviour of members should be presented and submitted
in writing to the Secretary.
The Committee will meet to hear complaints within 28 days of a complaint being
lodged. The Committee has the power to take appropriate disciplinary action including
the termination of membership.
The outcome of a disciplinary hearing should be notified in writing to the person who
lodged the complaint and the member against whom the complaint was made within 28
days of the hearing.
There will be the right of appeal to the Committee following disciplinary action being
announced. The appeal should be submitted to the Committee, in writing within 14 days
of notification of the disciplinary action. The Committee should consider the appeal
within 28 days of the Secretary receiving the appeal
DISSOLUTION
A resolution to dissolve the Club can only be passed at an AGM or EGM through a
majority vote of the membership.
In the event of dissolution, the membership present at that meeting will decide what to
do with any Club assets that may be held at that time
AMENDMENTS TO THE CONSTITUTION
The constitution will only be changed through agreement by majority vote at an AGM
or EGM.