- Definitions and Terms
- The Name
- Address
- Club Colours
- Aims and Objectives
- Ways and Means of Achieving Objectives
- Membership
- Misconduct
- Committee
- Powers of Committee
- Meetings
- General Meetings
- Special General Meetings
- Representatives of General Meeting
- Procedure at General Meeting
- Finances
- Amendments of the Constitution
- Dissolution of the Club
- Policy Approval
1.DEFINITIONS AND TERMS
Wherever the following terms and expressions are used in the text of this Constitution, they shall have the meaning which is hereby ascribed to them.
1.1. “Constitution” means this constitution and appendices hereto.
1.2. “Club” means Glen Striders Running Club.
1.3. “HAB” means Harare Athletics Board.
1.4. “Committee” means the Chairperson, Vice Chairperson, Secretary, Treasurer, Social Secretary, Club Captain, and any additional members.
1.5. “Code of Conduct” means the code of conduct of the Club, as amended from time to time.
1.6. “Code of Conduct Team” means the team responsible for upholding the Club’s code of conduct and handling misconduct issues.
1.7. “Members” means any member of the Club.
1.8. “Chairperson” means the chairperson of the Club, from time to time.
1.9. “Secretary” means the secretary of the Club, from time to time.
1.10. “Treasurer” means the treasurer of the Club, from time to time.
1.11. “Vice Chairperson” means the vice-chairperson of the Club, from time to time.
1.12. “Social Secretary” means the social secretary of the Club, from time to time.
1.13. “Club Captain” means the club captain of the Club, from time to time.
2.The Name
The name of the Club shall be Glen Striders Running Club.
3.ADDRESS
3.1. The postal address shall be:
New Glen View Hall, Glen View, Harare
3.2. The physical address shall be:
New Glen View Hall, Glen View, Harare
4.COLOURS
The colours of the club will be as from time to time decided on by the Committee, endorsed at the Annual General Meeting and. Members are urged to consult the Code of Conduct policy for further details.
5.AIMS AND OBJECTIVES
5.1. The primary aim and object of the Club shall be to foster, encourage, improve, control and manage the sport of amateur athletics in all its forms, particularly long-distance running, in the Glen View, High Glen and Greater Harare area.
5.2. The secondary objective is to promote social, recreational amenities and facilities for the Members in a non-profit manner to encourage, foster and develop:
5.2.1. A community, open to all, regardless of age, colour, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, or gender identity;
5.2.2. The friendship of Members based on a common interest;
5.2.3. Participation and enjoyment of athletics, and racing at all distances on the road, track, cross-country and trail;
5.3. To promote preparation, training and coaching of members for athletic competition;
5.4. To promote the health, wellness and fitness of all Members;
5.5. To undertake other duties, responsibilities, and activities consistent with the nature and well-being of the Club and its Members.
6.WAYS AND MEANS OF ACHIEVING AIMS AND OBJECTIVES
6.1. By affiliating to the Harare Athletics Board.
6.2. By providing suitable grounds, premises, facilities, equipment and other conveniences necessary for the practicing and carrying out of the sport of amateur athletics.
6.3. By acquiring in all legal manner of means, such property, both movable and immovable as may be required to achieve the aims and objects of the Club.
6.4. The Club’s income and property are not distributable to its office-bearers, except as reasonable compensation for services rendered.
6.5. The Club exists as an entity distinct from its office bearers.
6.6. The Club continues to exist notwithstanding changes in the composition of its office-bearers.
6.7. The Club’s office bearers have no rights in the property or other assets of the organization solely by virtue of their being office bearers.
7.MEMBERSHIP
7.1. Membership is open to all persons.
7.2. Application for membership to the Club must be done via the club website.
8.MISCONDUCT OF MEMBERS
8.1. The Code of Conduct Team
8.1.1. The Code of Conduct Team shall consist of three volunteer members who are trustworthy, discreet, and capable of handling sensitive matters (the “Code of Conduct Team”).
8.1.2. The Code of Conduct Team shall be gender-diverse, with at least one male and one female representative.
8.1.3. Volunteers for the Code of Conduct Team shall be approved by the Committee or membership to ensure appropriate balance and capability.
8.1.4. The functions of the Code of Conduct Team shall include, but not be limited to:
- 8.1.4.1. Investigating any alleged contraventions by Members of the Code of Conduct;
- 8.1.4.2. Convening disciplinary meetings; and
- 8.1.4.3. Taking such disciplinary action against Members as it deems necessary.
8.2. Hearings
8.2.1. The Secretary shall notify in writing a Member concerned of any complaint against him/her and call for any explanation or representations in writing he/she may wish to make to the Code of Conduct Team, which explanation or representation must be received by the Secretary no later than 14 (fourteen) days after receipt of the Secretary’s notice.
8.2.2. The Code of Conduct Team may by majority vote discipline a Member as they deem necessary, including a fine, the cancellation or suspension for an indefinite period of such Member’s membership (“Disciplinary Action”).
8.2.3. Any decision by the Code of Conduct Team shall be conveyed by the Secretary to the Member concerned in writing within 72 (seventy-two) hours of such decision, setting out in full the reasons for the Disciplinary Action. 8.2.4. Any Member may appeal the decision of the Code of Conduct Team with the Chairperson by notifying the Secretary of his/her intention to do so in writing no later than 5 (five) days after receipt of notification of the decision and setting out therein reasons for such appeal.
8.2.5. The Chairperson shall, in respect of an appeal to any decision by the Code of Conduct Team, have the power to confirm, amend, set aside and/or grant any other order as he/she deems necessary.
8.2.6. The fact that any such decision of the Code of Conduct Team as herein contemplated shall be under appeal shall not have the effect of suspending the operation of such decision pending the hearing of the appeal.
9.COMMITTEE
The Management of the affairs of the Club shall be under the control of the Committee. The Committee shall consist of:
9.1. Elected Positions: - Chairperson - Vice Chairperson - Secretary - Treasurer - Social Secretary - First Additional Member - Second Additional Member
9.2. Appointed Position: - Club Captain (appointed by the Committee)
9.3. Every member of the Committee as set out above shall be entitled to one vote at meetings of the Committee with exception of the Chairperson who in addition to a deliberative vote shall also have a casting vote.
9.4. Members of the Committee as set out in clause 9.1 above shall be elected annually at the Annual General Meeting of the Club.
9.5. The Club Captain as set out in clause 9.2 shall be appointed by the Committee following the Annual General Meeting.
9.6. The names of the nominated Members for elected positions must be submitted to the Secretary within 14 days after the date of the notice of the Annual General Meeting.
9.7. Should any vacancies occur in the Committee, the remaining members shall have the power to fill such vacancies except that of the Chairperson who has to be elected by a general meeting, and to appoint, whenever necessary an acting Chairperson pending the election of such officer.
9.8. The Committee shall meet at least once a quarter.
9.9. Members of the outgoing Committee, provided they are willing to stand, may be nominated and re-elected for consecutive terms.
9.10. To be a member of the Committee, a nominee must have been a Member of the Club for a minimum period of six months.
9.11. All elected committee positions shall be for a term of one (1) year.
10.POWERS OF THE COMMITTEE
The powers of the Committee shall be: 10.1. To appoint sub-committees for the purpose it may deem necessary to further the aims and objects of the Club and to receive, consider and deal with all reports of such sub-committees.
10.2. To appoint a Club Captain to organize weekly runs, plan routes, coordinate different pace groups, and ensure all members feel welcome regardless of speed.
10.3. To prepare or cause to be prepared an ‘Annual Report and Financial Statement Balance Sheet’ for submission to the Annual General Meeting.
10.4. To raise money in such a manner as the Committee may think fit.
10.5. To secure the fulfillment of any contracts or engagements entered into by the Committee.
10.6. In the name of the Club, to institute, conduct, defend, compound or abandon any legal proceedings by or against the Club; or its officers, or otherwise concerning the affairs of the Club and also to compound or allow time for payment or satisfaction of any debts due, and of any claims or demands by or against the Club.
10.7. To refer any claim or demand by or against the Club to arbitration, and to perform or refuse to perform the award.
10.8. To sell, lease, alienate or otherwise dispose of part or parts of the movable property of the Club as they may think fit with the consent of the Members at an extraordinary general meeting called, and to apply the consideration therefrom in such manner and to such purpose as they may think most advantageous to the Club.
10.9. The powers of this Committee shall be to enforce the rules of the Harare Athletics Board as an amateur athletic club.
10.10. To co-opt any member of the Club who, by reason of special qualifications is able to assist in the management of the Club.
10.11. Subject to clause 8 (Misconduct of Members), to expel or suspend any member of the Club for conduct detrimental to the interests of the Club, or to refuse to accept any application for membership without assigning any reason therefor.
11.MEETINGS
Meetings of the Committee:
11.1. The Committee shall meet once every quarter when and as required.
11.2. All meetings of the Committee shall be convened by written or verbal notice to be addressed to all members of the Committee at least 7 (seven) days before date of such meeting.
11.3. In cases of extreme urgency, the time allowed for the convening of a meeting may be reduced at the discretion of the Chairperson and Secretary, in which case members of the Committee may be summoned verbally in person, by telephone, or by WhatsApp to such a meeting.
11.4. The quorum at the Committee meeting shall be 50% plus one.
11.5. A meeting consisting of the Chairperson and two members of the Committee (3 in all), shall be delegated to deal with matters of urgency - such matters to be confirmed at the next Committee meeting.
11.6. The procedure at all Committee meetings shall be as provided for in this constitution for General Meetings.
11.7. Minutes shall be kept of the proceedings at all meetings of the Committee and copies of all such minutes shall be circulated to all members of the Committee.
11.8. Any member of the Committee who is absent from 3 (three) consecutive meetings of the Committee without apologies shall be deemed to have vacated his/her seat.
11.9. The minimum time to give notice of absence for any Committee meetings is 24 hours.
12.GENERAL MEETINGS
There shall be two kinds of General Meetings:
12.1. Annual General Meeting
12.2. Special General Meeting
12.1. ANNUAL GENERAL MEETING
12.1.1. The Annual General Meeting of the Club shall be held during December of each year.
12.1.2. Notice of the Annual General Meeting must be in writing giving the venue, date and time and the agenda shall be communicated to all Members at least 21 (twenty-one) days before the date of such meeting.
12.1.3. The following business in the order given, shall be dealt with at the Annual General Meeting:
12.1.3.1. Opening and welcome
12.1.3.2. Attendance register (credentials)
12.1.3.3. Apologies and proxies
12.1.3.4. Confirmation of the quorum
12.1.3.5. Adoption of the minutes and matters arising
12.1.3.6. Annual report
12.1.3.7. Financial report
12.1.3.8. Election of Committee members
12.1.3.9. General matters
12.2. SPECIAL GENERAL MEETING
Special General Meeting of the Club shall be called:
12.2.1. Upon a resolution to that effect by the Committee.
12.2.2. Upon receipt of the requisition for such a Special General Meeting, signed on behalf of at least 30% of the Members, and giving reasons for holding such a Special General Meeting.
12.2.3. The Secretary shall send out notices in writing to all Club Members within 7 (seven) days of receipt of such requisition, giving venue, date and time and clearly stating the business of such a Special General Meeting.
12.2.4. The date of such a Special General Meeting shall not be less than 14 (fourteen) days and not more than 21 (twenty-one) days from date of dispatch of the notice convening such a Special General Meeting.
12.2.5. The business of such a Special General Meeting shall be to deal with the special business for which the Special General Meeting has been called.
12.2.6. No business other than that for which the Special General Meeting has been called can be dealt with at such Special General Meeting unless agreed to by at least two-thirds (2/3) of the Members present.
13.REPRESENTATIVES OF GENERAL MEETINGS
13.1. At every General Meeting of the Club, Members shall be entitled to vote.
13.2. Members of the outgoing Committee, provided they are willing to stand, may be nominated for re-election.
14.PROCEDURE AT GENERAL MEETINGS
Quorum
14.1. At least 30% of the Members must be represented at the General Meeting to form a quorum. Should there be no quorum within the half-hour after the time for which the General Meeting has been called, the meeting shall stand adjourned for 7 (seven) days as per the immediate notice by the Secretary to all Members.
14.2. Those Members represented at the adjourned meeting shall be deemed to be a quorum and the business for which the meeting was originally called shall be proceeded with.
14.3. At every General Meeting of the Club the members of the Committee shall be entitled to one vote each with the proviso that the Chairperson shall have an additional vote should there be a deadlock.
14.4. The Chairperson shall preside at all General Meetings of the Club. Should the Chairperson not be present, the Vice Chairperson will preside over the meeting and if the Vice Chairperson is also not present the members of the Committee shall elect from amongst themselves one member to preside at such a General Meeting.
14.5. Voting at all General Meetings shall be by secret ballot or online voting platform as determined by the Committee.
14.6. Every Member shall have one vote.
14.7. Minutes shall be kept of the proceedings at all General Meetings.
14.8. Certified copies of such minutes shall be sent electronically to all members of the Committee and all Members.
15.FINANCES
15.1. The Club shall generate funds by the following manner:
15.1.1. By membership fees as determined by the Committee from time to time.
15.1.2. By gifts, grants, donations and legacies.
15.1.3. By interest on investments.
15.1.4. By profit on sales at sports meeting programmes and other sales.
15.1.5. By any other means as the Committee may deem necessary.
15.2. All moneys generated by the Club shall be deposited in a bank account in the name of the Club.
15.3. All moneys and other assets belonging to the Club shall be under the control of the Committee.
15.4. As far as it is practical, all payments made on behalf of the Club shall be made via electronic transfer or mobile money platforms.
15.5. The Treasurer shall keep proper books.
15.6. Financial Statements shall be submitted to each Annual General Meeting and the Treasurer shall give a brief report on the finances of the Club at every meeting of the Committee.
15.7. The Committee may order an audit of the accounts at any time.
15.8. The Financial Year shall end on the 30th of November each year.
16.AMENDMENTS TO THE CONSTITUTION
The Constitution shall only be amended at the Annual General Meeting or a Special General Meeting called specifically for the purpose of amending the Constitution. Amendments must be supported by at least two-thirds (2/3) of Members present and voting.
17.DISSOLUTION OF THE CLUB
The dissolution of the Club may only be effected when:
17.1. A resolution is supported by at least 70% of the Members and passed at a Special General Meeting called specifically for this purpose.
17.2. On the dissolution of the Club, the assets and liabilities of the Club shall be transferred to another nominated, similar, non-profit organization.
18.POLICY APPROVAL
This constitution shall be approved at a General Meeting or Special General Meeting of Glen Striders Running Club.