MDC CLUB CONSTITUTION
1. Title and Constitution
The club shall be called Mynyddwyr De Cymru. The objectives of the club are to encourage and promote fell/mountain running.
2. Club Equality and Diversity Statement
• The club respects the rights, dignity and worth of every person and will treat everyone equally within the context of their sport, regardless of age, ability, gender, race, ethnicity, religious belief, sexuality or social/economic status.
• The club is committed to everyone having the right to enjoy their sport in an environment free from threat of intimidation, harassment and abuse.
• All club members have a responsibility to oppose discriminatory behaviour and promote equality of opportunity within the club.
• The club will deal with any incidence of discriminatory behaviour seriously, according to club disciplinary procedures.
• The club is committed to providing a caring, friendly and safe environment for all of our members so they can participate in a relaxed and secure atmosphere. Bullying of any kind is unacceptable.
3. Membership
Membership is open to any individual. The operation of the club shall ensure all present and future members receive fair and equal treatment. All members of the club will be subject to the regulations of the constitution, and by joining the club will be deemed to accept these regulations and any codes of practice that the club has adopted. Subscriptions shall be decided at an Annual General Meeting and shall be due annually on 1st January. New members joining after 1st October will only be required to pay the following year’s subscription.
Children under the age of 16 attending training, races or any club activity must be accompanied by their parent or guardian who shall be entirely responsible for them. For young people age 16 or 17, a parent or guardian is to be entirely responsible for their attendance at all club activities.
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.
4. Management
The management of the club shall be vested in a committee comprising:
a) Chairperson, Secretary, Membership Secretary, Treasurer, Club Captain, Welfare Officer
b) Individual members co-opted onto the committee.
The committee shall be elected at an Annual General Meeting. Every member of the committee shall have one vote on all resolutions. In the event of a tie the Chairperson shall have a second or casting vote. Individual members of the club may attend committee meetings as an observer. Management of the committee cannot be conducted if less than the minimum numbers for a quorum (see Section 8).
Key committee decisions may also be made outside the routine committee meetings, with open discussion copied to the Committee membership. The basis of decisions is the same as for the meetings, with majority voting from those providing an input.
5. Powers of the Committee
The committee shall have the power to:
a) draw up rules for the club which shall be subject to confirmation at a General Meeting, open to all club members
b) call an Annual General Meeting, normally to be held between 1st April and 31st May.
c) arrange any Extraordinary General Meetings as provided by Rule 7
d) control finance and arrange for the publication of a financial statement to be presented at an Annual General Meeting
e) enquire into, consider and deal with all issues affecting the club or matters referred to them for investigation.
f) suspend or exclude any member for contravention of this Constitution, documented rules or published codes of conduct that may exist at that time. In exercising these powers the Committee shall adhere to the Club’s disciplinary procedure.
6. Finance
The financial year shall be from 1st April to 31st March. The accounts shall be balanced by 31st March for publication of the financial statement. All costs written against club funds shall be paid by the Treasurer. All club monies will be banked in an account held in the name of the club.
7. Meetings
Notice of the Annual General Meeting (AGM), including agenda items, shall be circulated to members of the club. Every attending club member shall have one vote on all resolutions. Written postal/email votes shall be accepted. In the event of a tie the Chairperson shall have a second or casting vote.
Notice of Committee Meetings, including agenda items, shall be circulated to members of the committee. Members must submit motions in writing to the Secretary at least two weeks before an AGM or EGM.
Extraordinary General Meetings (EGM) shall be called by the committee, when it thinks fit and open to all club members. Such meetings must be called upon a requisition, made in writing, by any club member. The requisition shall express the objects for which the meeting is proposed to be called and shall be sent to the Secretary. The business of the meeting shall be confined to any resolutions set out in the requisition. It shall be held within two months of the requisition and not less than one month’s notice shall be given to all club members. Voting rights are as stated in Rule 3.
8. Quorum
The committee business of the club cannot be conducted at any meeting unless a quorum of three committee members and two other voting members are present.
For the AGM and any EGM a quorum comprises at least 50% of the committee officers along with five other voting members. If the Chairperson is not present, the meeting can elect one officer to have the powers/voting rights conferred by Rule 7.
If the above are convened without the required number, the meeting shall be adjourned to a date a place specified by the meeting. At least one month’s notice shall be given to other members and shall be held on that date, with any number present forming a quorum.
9. Discipline, Complaints and Appeals
All members are subject to this disciplinary process.
All complaints regarding the behaviour of members should be submitted in writing to the Club Secretary, who will notify all members of the Committee upon receipt.
A sub-committee will meet to hear complaints within 21 days of a complaint being lodged. This sub-committee will comprise the Chairperson and at least two other Committee members one of whom should be the Welfare Officer. Where the issue directly relates to a specific committee member or members, or there are doubts regarding impartiality, that person or persons will not form part of the decision making process. The sub-committee has the power to take appropriate disciplinary action including the termination of membership. The subject of the complaint/disciplinary matter shall be given reasonable opportunity to state their ‘defence’. The outcome of the hearing should be notified in writing to the person who lodged the complaint and the member against whom the complaint was made within 14 days of the hearing. There will be the right of appeal following disciplinary action being announced. The appeals body should consist of two remaining Committee members not involved in the original decision-making sub-committee, and should consider the appeal within 14 days of the Secretary receiving the appeal.
The Committee can decide to exclude non-serious offences from the formal process and deal with the complaint on an informal basis.
For more serious offences a Disciplinary Committee will then be set up, consisting of the following; a member of the Committee and a senior Club member (defined as someone who has been a member for a minimum of five years).
The Disciplinary Committee will meet to hear the complaint within 21 days of the complaint being lodged.
The outcome of the Disciplinary Hearing will be notified to the person who lodged the complaint and the member against whom the complaint was made, within 14 days of the hearing.
There is a right of appeal to the Club Committee following the disciplinary hearing being announced. The Committee should consider the appeal within 21 days of the Secretary receiving the appeal.
The Club Committee’s decision is final.
The following sanctions are available:
- No case to answer
- Informal verbal warning
- Formal written warning
- Suspension of membership for a set period
- Termination of membership
The Chairperson can suspend membership pending enquiries
The Committee can also decide to forward serious complaints to Welsh Athletics and or the police.
The Chairperson will record any decisions made and give a brief summary at the next AGM.
10. Dissolution
A two-thirds majority at an AGM or EGM can vote to dissolve the Club.
Upon dissolution, any assets remaining after all debts have been met will be donated to a registered charity or charities as decided by those present at the meeting.