Constitution of Glenmore Athletic Club
Affiliated to Athletics Association of Ireland
- Title
1.1 The Club will be known as Glenmore Athletic Club
1.3 It will be non-political and non-sectarian.
1.4 The club will affiliate annually with the Athletics Association of Ireland or its successor.
- Objective
To promote and develop athletics in the area and assist, through participation in athletics, all members of Glenmore Athletic Club to fulfill their potential in a safe environment that exhibits friendship, fairness and equal opportunity for all.
- Management of the Club
3.1 A management Committee will manage the Club on a day-to-day basis. The management committee should comprise of at least seven elected members in accordance with Section 3.4 of the constitution. The club shall elect from its members the following officers
- Chairperson
- Assistant Chairperson
- Secretary
- Treasurer
- Child Welfare Officer
- Public Relations Officer
- Senior Athletes Representative
- Coaches Representative
3.2 Only registered members of the club at the time of the AGM or their representative can seek election to the Management Committee. A person must be:
- 18 years or over on the day of the nomination.
- A registered member of Glenmore Athletic Club for a period of one year prior to the nomination.
- A registered member of Glenmore Athletic Club at the time of the nomination.
3.3 Any Member of the Committee may seek re-election to the Committee to any post.
3.4 The Management Committee will have the power to appoint different sub-committees and to approve membership of each sub-committee.
3.5 Management meetings shall take place monthly but at least ten times a year and should be held following the County Louth Board Meetings.
3.6 For a meeting to be held, a quorum of 5 Officers must attend.
3.7 The Chairperson will have a casting vote in addition to the Chairperson’s vote, where necessary.
3.8 If, for any reason, the Membership of the Committee falls below 7, the Management Committee is empowered to co-opt additional members on to the committee.
3.9 Failure to attend three consecutive Management Committee Meetings without substantive cause may result in cessation of membership of the Committee.
3.10 The Treasurer must ensure a register of current paid up members is maintained and is available for examination at any AGM or EGM.
3.11 The Management Committee may request a member to act on its behalf in any forum.
3.12 The Management Committee will endeavor to secure all sources of funding for Glenmore Athletic Club available locally or nationally.
3.13 All expenditure must receive prior approval by the Management Committee with the exception of expenditure below €500 which can be incurred with the Treasurers consent but must be receipted and reported on at the following Management Committee meeting.
3.14 Borrowings for the club up to €5000 may be approved by the Management Committee but over this amount must be approved by the membership at an AGM or an EGM with detailed reasons given to the membership.
3.15 All Glenmore Athletic Club cheques must have the signatures from two of the following: Treasurer , assistant Treasurer and/or 2 designated committee members
3.16 No one person can hold more than two positions on the Management Committee simultaneously.
- Annual General Meeting
4.1 It will be held annually and before 28th February.
4.2 Members will be notified at least 14 days before the AGM. The Agenda for an AGM should be circulated to all paid up members two weeks before the date convened.
4.3 The Agenda should include:
- a) Welcoming address by the Chairperson
- b) Minutes of the last AGM
- c) Matters arising from them
- d) Reports of Officers
- e) Approval of Financial Statement and setting fees
- f) Reports of any EGM held
- g) Amendments to the Constitution
- h) Motions for debate
- i) Election of a Management Committee
- j) Any other business
4.4 Any registered member or in the case of a juvenile their parent or guardian may propose an amendment of the constitution or a motion once the amendment/motion is seconded by another registered member. The amendment/motion should be notified in writing to the Secretary at least 10 days before the AGM to allow him/her to circulate them to all registered members.
4.5 Any registered member or in the case of a juvenile their parent or guardian may propose or second another member for any post on the Management Committee, subject to section 3.4.
4.6 A person attending an AGM/EGM is entitled to one vote only. They must be registered member of the club at the time of the meeting or be a parent/guardian of a juvenile member (a juvenile member is a member under 18yrs).
4.7 In the case of a tied vote at an AGM/EGM the Chairperson has the casting vote.
4.8 All recordings related to meetings and correspondence remains the property of Glenmore Athletic Club and should be held by the Secretary. An outgoing Secretary hands these over to the incoming Secretary at the AGM.
4.9 All financial records, similarly, remain the property of Glenmore Athletic Club and are held by the Treasurer and outgoing Treasurer hands them over to an incoming Treasurer at the end of an AGM.
4.10 The outgoing Management Committee falls at the end of the AGM.
4.11 All Club records should be held for 6 years.
4.12 Any changes to the constitution shall require a 2/3 majority of the membership present. Any other motion, with the exception of a motion to dissolve the club, shall require a simple majority.
- Extraordinary General Meeting
5.1 An EGM can be called by any of the following:
- Any four members of the Management Committee.
- Any two members of the Board of Trustees.
- 15 registered senior members.
- 15 Parents of juvenile registered members.
5.2 A request for an EGM must be submitted in writing to the club secretary and must include a detailed reason for such a request. The request must be signed by all persons concerned in compliance with 5.1.
5.3 The Management Committee must facilitate the holding of an EGM within 30 days of receipt of such request.
- Membership of Glenmore Athletic Club in accordance with AAI guidelines
6.1 Membership is a contract between the club and the athlete that the athlete will train to the best of their ability and will compete when requested to by the club, the athlete also agrees to help with the fundraising activities of the club.
6.2 Payment of the requested fee agreed at the AGM is required before the middle of January each year unless agreement is reached with the Treasurer for payment by arrangement otherwise.
6.3 Transfer applications from Glenmore will be dealt with at the management meeting and submitted to the County Board subject to the rules of AAI. No transfer will be accepted or approved if there is any financial liability outstanding.
6.4 Liability of Glenmore Athletic Club will not be the liability of the Management Committee but will be the liability of all its members.
6.5 Members and athletes are bound by the Code of Conduct which they are issued with when they join and which they sign for.
6.6 Membership can be terminated by the Management Committee in exceptional circumstances. Those so affected have the right to appeal. Prior to the appeal being heard the member may be suspended from taking part in any club activity.
6.7 Within 14 days of the member being suspended the management committee must put in place an appeals committee, which should consist of 3 senior registered club members to hear the appeal.
6.8 Members must act for the good of the club and in the interest of Glenmore Athletic Club at all times. They must abide by the Code of Conduct for the club and be courteous at all times to all members.
7.Role of Officers Defined
7.1 Chairperson: It is the function of the Chairperson to organise and chair meetings. The Chairperson also gives the Chairperson’s addresses at EGM/AGM and any function organised by the club. Only where a vote is tied does the Chairperson have a casting vote. In a case where the Chairperson has a specific interest, the Assistant Chairperson takes over this role. The Chairperson still has his own vote. The Chairperson may have a role in relation to correspondence of a strictly personal and confidential nature.
7.2 Assistant Chairperson: assists the Chairperson and takes over in his absence or where the Chairperson has a personal interest which might influence the vote.
7.3 Secretary: It is the function of the secretary to
Administer club correspondence/first point of contact.
Agree, prepare and distribute agendas for club committees and AGM meetings.
Liaise with Chairperson on agendas and meetings.
Take minutes from meetings and distribute to members.
May sign cheques as required
7.4. Treasurer: maintains strict financial records of all incoming and outgoing monies in accordance with normal accounting procedures.
- The Treasurer presents a financial statement to the AGM for approval
- Records of all expenditure including receipts and invoices are kept by Treasurer
- The Treasurer reports on a monthly basis to the Committee on all income and expenditure
- The Treasurer can sign for necessary expenditure for the running of the club up to €500, subject to it being receipted and reported to the Management Meeting.
- The Treasurer may keep correspondence of a highly personal and confidential nature in relation to members in difficulties. This will not be read at meetings
7.5 Senior Athlete Representative: Senior Athlete representative is elected from among the senior athletes of the club and represents their interests on the Management Committee,
7.6 Public Relations Officer: ensures regular media coverage of athlete’s achievements in the local media and ensures coverage of the club’s fundraising activities and maintains a link between the committee and the members by way of a newsletter.
7.7 Coaches Representative: Coaches Representative shall be elected by the active coaches in the club and shall represent their view on the Management Committee. He/she shall liaise with coaches on matters of training, competition awards and disciplinary matters and put structures in place to ensure that training is carried out safely and is suitable for the age and ability of the various age groups in line with the guidelines given by the National Coaching Centre. He/she shall also endeavor to recruit coaches to the club to maintain coach/athlete ratio.
7.8 Child Welfare Officer:( In accordance with AAI rules) Ensure that the club has a copy of the AAI’s Child Welfare & Protection in Sport” booklet. Ensure child protection procedures are understood and adhered to by all members. Establish and maintain a complaints procedure and in the event of a compliant, ensure that the compliant procedures are met and followed through to the final decision. Attend the Irish Sports Council “Child Welfare & Protection in Sport Workshop” (renewable every three years). Be familiar with current child protection legislation. Understand the National Governing Bodies child protection procedures and regulations. Assure that all coaches and club officials are vetted with Garda Vetting Section.
7.9 Other members assist the committee in the normal running of the committee and the club within their own expertise and as required.
8.Sub-Committees
8.1 Sub-committees may be set up by the Management Committee to carry out a particular duty/function. They must contain one officer of the club whose duty is to report back to the Management Committee on the activities of the sub committee on a monthly basis.
9.Funding of Glenmore Athletic Club
9.1 The annual subscription fees agreed at the AGM will be used for the day-to-day funding of the club. The fees will cover the annual registration and insurance costs for juvenile and senior athletes, as well as their entry into Leinster, provincial and national competition. It does not cover their transport.
9.2 When any item costs more than €1000 tenders from three competent suppliers must be sought
9.3 The Club may not borrow in excess of €5000 without seeking the approval of the majority of its members in attendance at an AGM or an EGM. Full details of the proposed expenditure must be given to the membership.
9.4 The membership not the Management Committee carries the joint liability for any funding borrowed.
- The Dissolution of Glenmore Athletic Club
10.1 Glenmore Athletic Club can only be dissolved if a motion to that effect is proposed at an AGM, EGM and will require a 2/3 majority of the members present to be passed.
10.2 The assets of Glenmore Athletic Club as well as any monies remaining will be disposed of to other similar clubs with similar objectives in the area as agreed by a majority at that meeting.
10.3 Any outstanding debts are the responsibility of the membership and any decision regarding the settlement or otherwise of those debts will be made at that meeting.
- Board of Trustees
11.1 The Club will establish and maintain a Board of Trustees with a minimum of two registered members.
11.2 The property and effects of the Club shall be vested in the Board of Trustees up to the value of the total outstanding debts.
11.3 The Board of Trustees will be responsible for acting as guarantors for Club financial obligations as required by a lender. Acting as a guarantor will be subject to approval by a lender and will require written consent from the lender prior to resignation. A guarantee is a legal obligation, which should not be entered lightly as it could result in the guarantor being called upon to pay a sum of money to a lender in the process of discharging club debts.
11.4 The liability of the Trustees for the repayment of the facilities and for the performance of the Trustees obligation under the terms of lending shall be joint and several. The Trustees shall be indemnified against risk and expense or cost out of Club property.
11.5 Should the Club default in its payment obligations it must give notice in writing to the Board of Trustees who have then 30 days to pay the sum demanded.
11.6 Whilst a loan is outstanding the Club shall each year supply each the Board of Trustees with its annual Balance Sheet and Accounts to enable guarantors to be made aware of the Club’s financial position.
11.7 If a guarantor wishes to be released from his or her liability whilst a loan is still outstanding because of a change in financial circumstances or other reason, they should consult with co-guarantors to see whether they are willing to have the limit of their liability increased to take account of the reduction in numbers or whether a substitute guarantor can be offered in his or her place. This change in the Board of Trustees may be subject to approval by a lender.
11.8 Once the loan in respect of which the guarantee was given is repaid, together with all interest, the liability of the guarantor is discharged and without agreement is not effective in respect of further or additional loans made to the club.
