1. TITLE

The name of the Club shall be known as HADLEIGH HARES ATHLETICS CLUB. Affiliated to England Athletics and British Triathlon.

2. HEADQUARTERS

1. The headquarters of the Club is at Hadleigh Leisure Centre for training.

3. AIMS AND OBJECTIVES

1. To allow all members to reach whatever level of enjoyment from athletics that they want by promoting Amateur Athletics.
2. To promote the club within the local community and athletics.
3. To provide coaching, competitive opportunities, encouragement and ultimately better facilities to facilitate this aim.
4. To abide by the rules as laid down in the current UK Athletics "Rules for competition" handbook.
5. To abide by the rules as laid down in the current British Triathlon “Rules for Competition” handbook.
6. To ensure a duty of care to all members of the club.
7. To provide all services in a way that is fair to everyone.
8. To ensure that all present and future members receive fair and equal treatment.
9. To ensure the club is open and inclusive to all regardless of ability, gender, religion, race or financial restriction.

4. MEMBERSHIP

1. Membership shall consist of officers and members of the club. All members will be subject to the regulations of the constitution and by joining the club will be deemed to accept the regulations and codes of conduct that the club has adopted.
2. Members will be enrolled in one of the following categories:
   1. Full member (18 Years+)
   2. Second claim / associate member
   3. Junior member (8 – 17 Years)
   4. Concession (Student/OAP)
   5. Family member
   6. Life member
3. Application for membership shall be made in writing on the appropriate form to the membership secretary and approved by the majority of the management committee.
4. Each member shall pay a subscription, the amount decided on at the Annual General Meeting, which will be payable on the 1st of April in each year. Or if joining later than April, part thereof as decided by the management committee.
5. Subscriptions must be paid for the current year before the member can compete for the club, except where the committee chooses to waive this rule.
6. To resign from the club the member shall give notice in writing to the secretary. Membership terminates on the date of the notice, unless the member is financially indebted to the club. In such cases the committee may withhold acceptance of resignation until the member has discharged any liability.
7. Any member guilty of misconduct (i.e. rules, regulations and behaviour contrary to the constitution or in a non-sporting manner) may be cautioned once, or expelled from the club by a majority decision of the management committee. Any person expelled shall have the right to appeal to the management through a committee meeting called at the member's request, not later than 2 weeks from the date of expulsion
8. The committee shall have the power to expel any member whose subscription is 2 months or more in arrears, provided a month's notice in writing has been sent to the member, addressed to the member's last known address, informing the member of the proposed action of the committee.

5. ASSOCIATE MEMBERSHIP

1. Associate Membership is available to any NON-RUNNING persons who wishes to join the club.
2. Associate members pay an annual subscription as decided at the AGM.
3. Associate members have NO VOTING RIGHTS.

6. MANAGEMENT

1. The management of the Club shall be vested in a Committee that shall consist of the Chairman, Treasurer and Secretary who shall be Officers of the Club together with a maximum of twenty other members.
2. Committee members will be elected at the Annual General Meeting.
3. All officers will retire each year but will be eligible for re-appointment.
4. All members are welcome to attend meetings and will have voting rights if they attend.
5. A Honorary President may also be chosen at the AGM.
6. The Management Committee shall meet at least every 3 months.
7. A quorum for the management committee shall be formed by 3 committee members.
8. All decisions shall be by a majority vote, the person chairing the meeting shall have the casting vote in the event of a tie.
9. The Management committee has the power to co-opt up to 3 extra non-voting members, as and when considered necessary, to create trustees and to form sub-committees.

7. COMMITTEE

1. The club will be managed through the management committee.
2. The management committee will be convened by the secretary of the club and no less than four meetings per year.
3. The management committee will be responsible for adopting new policy codes of conduct and rules that affect the organisation of the club.

8. FINANCE

1. All club monies will be banked in an account held in the name of the club.
2. The Club Treasurer will be responsible for the finances of the club.
3. The financial year of the club will end on 28th February.
4. An audited statement of annual accounts will be presented by the treasurer at the Annual General Meeting.
5. Any cheques drawn against club funds should hold the signature of the Treasurer or one other officer.
6. The bank account mandate will have the following signatories: Treasurer, Chairman and one other committee member.

9. ANNUAL GENERAL MEETING

1. The Secretary shall give 21 days notice of The Annual General Meeting which will be held during March and during which the following business will be undertaken.
   1. The general report from officers of the management committee will be read and discussed.
   2. The audited accounts will be presented.
   3. The Officers and Committee will be elected. Nominations to be sent to the secretary prior to the AGM.
2. Motions to be discussed must be submitted in writing to the Secretary at least 14 days before the meeting.
3. Standing Orders or Rules may only be changed by a two-thirds majority decision.
4. All paid up members attending have the right to vote.
5. The person chairing the meeting shall have the casting vote.
6. The quorum for AGM’s will be ten members.
7. The management committee has the right to call Extraordinary General Meetings (EGMs) outside the AGM. Procedures for EGMs will be the same as the AGM.

10. DISCIPLINE AND APPEALS

1. All complaints regarding the behaviour of members should be submitted in writing to the secretary.
2. The management committee will meet to hear complaints within 14 days of a complaint being lodged. If appropriate, all parties involved should be given the opportunity to attend an emergency meeting to put forward their case(s).
3. The committee has the power to take appropriate disciplinary action including the termination of membership.
4. 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 14 days of the hearing.
5. There will be the right of appeal to the management committee following disciplinary action being announced.
6. The committee should consider the appeal in 14 days of the secretary receiving the appeal.

11. AMENDMENT TO CONSTITUTION

1. The Management Committee, by a two thirds majority at a quorum meeting called for that purpose, may propose amendments to the Constitution. The changes may be made only at the AGM or an EGM called for that purpose. Four weeks notice must be given for an EGM. A quorum consists of one half of the attending membership. If a two-thirds majority passes the motion, the amendment to the constitution will be adopted.
2. Alternatively, 10 ordinary paid up and voting members may petition the Secretary in writing to call an EGM in which the conditions in the constitution will apply with respect to calling the meeting and voting at it.

12. CLUB COLOURS

1. The colours of the club shall be red and black.
2. First claim club colours must be worn by all competitors at all UK Athletics sanctioned meetings unless mutually agreed by both Club Captain and Race Referee.

13. RACE ENTRIES

1. Members wishing to take part in any race that is coordinated/entered via the club are requested to pay any fees due in advance.
2. Non payment of race fees will be interpreted to mean that the member has withdrawn from the race.

14. THE LONDON MARATHON – BALLOT OF CLUB PLACES

1. Primary qualification criteria
   To be eligible to participate in the ballot for Club places the following primary criteria must be met:
   1. The member must be a paid up first claim Member of the Club in the qualifying year (i.e. the year prior to the Marathon).
   2. The member must have entered for the London Marathon.
   3. The member must have the relative rejection slip.
2. Secondary qualification criteria
   In addition the member must also fulfil the following secondary criteria:
   1. The member must have run at least 3 races for the Club in the qualifying year.
   2. The member must have been an active member of the Club in the qualifying year, as considered by the Committee.
   3. The member must not have had a club draw place for the marathon in the previous 2 years.
3. In exceptional circumstances the committee may modify these criteria to ensure that the places are filled.

15. PUBLICITY

1. No member shall act as a representative of the club either verbally or through the written word without the content being approved by the committee or a working party appointed by the committee.

16. DISSOLUTION

1. The management committee, by a two-thirds majority at a quorum meeting called for that purpose may decide to dissolve the club. The committee must then call an EGM giving 3 weeks notice to all club members. If a two-thirds majority passes the motion the club is then dissolved.
2. Alternatively 10 ordinary paid up voting members may petition the Secretary in writing to call an EGM in which the conditions in the constitution will apply with respect to calling the meeting and voting at it.
3. Upon dissolution any funds remaining after all debts have been met will be donated to ENGLAND ATHLETICS or some other club with similar objectives to those of Hadleigh Hares.