ESTEC Triathlon Club - Constitution

The Constitution was accepted and adopted at the 1992 Annual General Meeting (AGM).

1. PURPOSE
The official generic name of the club shall be the ESTEC Triathlon Club. Other species of this name are allowed such as ESTEC Triathlon and Running Club if the purpose e.g. advertisement, is better suited.

The purpose of the ESTEC TRIATHLON CLUB is to facilitate and encourage ESTEC personnel (staff & contractors), and their families to develop the skills for, and participate in, triathlon and other endurance sports.

This will be achieved through:
- Running sessions
- Cycle Rides
- Run-Bike-Runs
- Participation in local organised running events
- Swimming
- Skating
- ESTEC Fun-Runs
- and other endurance sport events

2. MEMBERSHIP
Membership of the club shall be reserved for ESTEC staff members and their immediate families and any others employed at ESTEC. Former members who cease to be employed at ESTEC may be invited to remain as associate members. Other associated members may be admitted by the committee as judged on a case by case basis in accordance with SSCC policy.

Any member over the age of 18 years may become an official of the club provided it is adequately demonstrated that administrative duties, especially with regard to the SSCC will be carried out.

Where Associated Membership is granted, the member shall be regarded in all respects equally with full members and normal subscriptions shall be paid.

3. OBLIGATIONS AND RESPONSIBILITIES
The club shall comply with the ESTEC rules and the SSCC Constitution. Members are responsible for the correct use of facilities. Damage to or destruction of club equipment shall be reported to the Equipment Officer or a committee member. The club shall promote policies which conserve the environment. The club shall comply with the rules of the Triathlon Organisation to which it is affiliated.

4. LIABILITY
The club shall not be held responsible for the infringement by any member of ESTEC rules or the law. The club shall ensure that adequate insurance is taken to safeguard against the possibility of claims against the club or a member of the club for damage or injury to third parties resulting from normal club activities.

5. CLUB YEAR
The club year shall run from the 1st November to the 31st October.

6. COMMITTEE
6.1. General
A committee shall be elected annually at the Annual General Meeting (AGM) or at an Extraordinary General Meeting (EGM).

Candidates must be club members, proposed and seconded by two other members.

The duties of the committee are:
- Ensure safe and efficient running of the Club, its activities and its facilities
- Promote the club and its events
- Manage the club budget
- Nominate a club representative to the SSCC
- Generate a timetable of events and stimulate participation
- Look after the special needs of members at all levels of ability, especially beginners.

6.2. Composition
The committee shall be elected by a simple majority of the votes cast and shall consist of the following officers:

- Chairman
- Vice-Chairman
- Treasurer
- Secretary
- Training Officer
- Beginners Representative

The committee may, if it wishes, co-opt club members as found necessary to ensure the successful organisation of the club.

7. MEETINGS
The club AGM shall be held in the month of October with the following purposes:

discussion and approval of the committee's report on club activities in the past year
report on budget expenditure for the past year and approval of the proposed budget for the following year
election of a new committee for the next year

The secretary shall circulate to all club members a notice of the meeting, prior to the circulation of the agenda, so that members may have time to raise matters for discussion. The agenda will be circulated at least one week before the date of the meeting. Minutes of the meeting shall be drafted by the retiring secretary and submitted for approval of the committee before circulation to members.

An EGM may be called at any time by the committee, or by written request of 20% of the club members. Notice and minutes of such a meeting will be circulated as for the AGM.

8. SUBSCRIPTIONS
All financial charges and fees shall be decided upon by the committee and agreed in a General Meeting. The subscription will fall due on 1st November of each year.

9. CHANGES TO CONSTITUTION
Any change to this constitution will require a majority vote at an AGM or EGM. The constitution of the club can only be changed at the General Meeting at which 20% of the voting members are present. Any proposal to change to constitution must be identified in full with the agenda of the meeting.