Mynydd Du Constitution

1. Name

The Club shall be known as Mynydd Du Mountain Runners (hereinafter to be referred to as the “Club").

2. Objectives

The objectives of the Club shall be:

a. To encourage the practice, promotion, development and participation of amateur fell running in and around the areas of East Wales Mountain sides and the wider community.

b. To be an inclusive Club that provides a holistic approach, with training, coaching and mentoring for all members, including strength/conditioning/cross training.

c. The Club shall cater for Fell running activities by helping to organise local races, the profits from these races to be used for the good of all club members as decided by the committee.

d. To organise teams to represent the Club in championships and leagues and in such other competitions as the Committee shall decide.

e. To organise open, club, and club handicap running races.

f. The Club shall seek to be affiliated to national (Welsh Athletics) and regional (East Wales) amateur athletic bodies as the Committee consider appropriate in order to carry out the objectives of the Club.

3. Membership

a. Membership of the Club shall be open to persons who are amateurs as defined by Welsh Athletics at that time, regardless of sex, age, disability, ethnicity, nationality sexual orientation, religion or other beliefs. However, limitation of membership according to the available facilities is allowable on a non-discriminatory basis. 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.

b. Each membership application must be made formally using either the Club paper application form or the online electronic submission using the web site. The appropriate subscription must accompany the application for membership.

c. Honorary life membership of the Club may be conferred upon any member by a majority vote of those present at an Annual General Meeting (AGM) in recognition of someone who has performed an outstanding service, or who has made an outstanding contribution to the Club.

d. Any member wishing to resign from the Club must do so in writing or by email to the Secretary of the Club. Resignation shall be considered by the Committee within one calendar month of receipt and will be held as effective from the date of tendering. Resignations will not be accepted if the member is financially indebted to the Club, i.e. has not paid their subscription for the current year and acceptance of the resignation will be withheld until the debt has been discharged.

e. The Committee shall have the power to 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.

4. Subscriptions

a. Annual subscriptions shall become due for payment on 1st January each year, with the amount being determined by the AGM.

b. The Club will keep subscriptions at levels that will not pose a significant obstacle to participating.

c. Members under 18 (subject to 3a) shall pay reduced rate subscriptions.

d. Members joining after the 15th November shall be deemed to have paid their subscription for the following year.

e. Any member failing to make payment by 31st March shall cease to be entitled to the rights and privileges of membership and may have membership terminated provided that notice has been sent at least twice to the member’s last known email address informing him/her of the proposed action.

5. Management

a. The management of the Club shall be vested in a Committee that shall consist of Chairman, Treasurer, Secretary, Welfare Officer, Men’s Captain and Women’s Captain, who shall be Officers of the Club together with a maximum of ten other members. All the foregoing shall be elected at the AGM and remain in office until the conclusion of the AGM of the following year.

b. Four elected Committee members are required for a quorum for a Committee meeting to take place providing the Chairman or Secretary is also present.

c. The Committee shall have the power to fill vacancies if they arise and to co-opt members for particular projects, but co-opted members shall not have a Committee vote.

d. The Committee shall also have the power to establish any sub Committee deemed appropriate to assist in meeting the objectives of the Club, and to delegate to these sub Committees such duties as may be considered appropriate.

e. The Committee shall have the power to appoint individuals to perform specific duties on behalf of the Committee, and to delegate to those individuals such duties as they consider appropriate.

6. Annual General Meeting

a. The AGM shall be held in the months of January or February as dictated by the practical circumstances applicable at that time. At the AGM the meeting will:

  • Receive the annual report of the Secretary.

  • Receive the financial statements and the Treasurer’s report.

  • Elect the officers and the Committee for the ensuing year.

  • Consider any amendment to the constitution of which due notice has been given to all

  • members. Any proposed change to the constitution must be received by the Secretary at least 14 days preceding the meeting in order that all members shall have sufficient notice of the proposal.

  • Transact any other notified business.

b. At least 21 days notice shall be given to members of the date, venue and agenda items for the AGM.

c. All registered members of the Club at the meeting who are aged 18 years or more shall have one vote. In the case of an equality of votes the Chairman will have a second, casting, vote. Voting shall be by a show of hands except where the Chairman decides voting shall be by ballot.

7. Extra-Ordinary General Meeting

a. An EGM may be called by the Committee to discuss changes to the Constitution and Rules or any other Club business too urgent to wait for the AGM.

b. An EGM must be called if 25% of voting members so petition the Secretary in writing.

c. As much notice as is practicable of an EGM must be given to the all members by email, social media or in writing, together with the motion/s to be discussed. No other business shall be conducted.

d. Procedures for voting shall be as used for the AGM.

8. Finance

a. The financial year of the Club shall end on 31st December.

b. All funds belonging to the Club shall be deposited with a bank or building society in accounts that shall carry the Club title. All accounts shall operate on two signatories, one of whom will be the Treasurer and the other either the Chairman or Secretary.

c. Expenditure above agreed budget levels may only be authorised at a Committee meeting.

9. Property and Funds

a. The property and funds of the Club cannot be used for the direct or indirect private benefit of members other than as reasonably allowed by the Rules and all surplus income or profits are reinvested in the Club.

b. The Club may provide sporting and related social facilities, sporting equipment, coaching, courses, insurance cover, medical treatment, travel expenses and other ordinary benefits of Community Amateur Sports Clubs as provided for in the Finance Act 2002.

c. The Club may also in connection with the sports purposes of the Club:

  • Sell and supply food, drink and related sports clothing and equipment.

  • Employ members and remunerate them for providing goods and services, on fair terms set by the Committee without the person concerned being present.

  • Pay for reasonable hospitality for visiting guests as agreed by the Committee

d. Indemnify the Committee and members acting properly in the course of the running of the Club against any liability incurred in the proper running of the Club (but only to the extent of its assets).

e. The Committee will have due regard to the law on disability discrimination and child protection.

10. Winding Up

a. The members may vote to wind up the Club if not less than three quarters of those present and voting support that proposal at a properly convened general meeting.

b. The Committee will then be responsible for the orderly winding up of the Club’s affairs.

c. After settling all liabilities of the Club, the Committee shall dispose of the net assets remaining to one or more of the following:

  • To another Club with similar sports purposes which is a registered charity and/or:

  • To another Club with similar sports purposes which is a registered athletics club and/or:

  • To the Club’s national governing bodies for use by them for related community sports.

11. Alterations to the Constitution

The Constitution may be altered but only by a resolution passed by two-thirds of those present and voting at an AGM or an EGM called for that purpose.

12. Priority

Interpretation of all the above rules must be consistent with requirements as defined by national (Welsh Athletics) and regional (East Wales) amateur athletic bodies.