Constitution of Celbridge Athletic Club

Last amended via EGM 25/11/09

Affiliated to Athletics Association of Ireland

1.   Title

1.1       The Club will be known as Celbridge Athletic Club

1.2       It will be non-political and non sectarian

1.3       It will be subject to the overall constitution of the parent association AAI and to the Irish Sports Council

2. Objective

To assist, through athletics, each member of Celbridge Athletic Club to reach their full potential, physically and mentally, in an atmosphere of friendship, co-operation, fairness, equal opportunity and safety and to assist in the development of athletics in Celbridge and Leinster.

3. Management of the Club

3.1       The club will be managed on a day to day basis by a Management Committee. The Management Committee should comprise of at least 7 elected members in accordance with     Section 3.4 of this constitution. These shall include a Chairman, Deputy Chairman, Secretary, Asst. Secretary, Treasurer, Asst. Treasurer, Fund Raiser, Development Officer, PRO Officer and a Senior Athlete. Nothing prohibits the Committee having non office members.

3.2       In addition to the elected members of the Committee, the Management Committee will select a Child Protection Officer in accordance with the Code of Ethics for Children in Sport. A Representative of the Coaches may be elected by the active coaches and the Child Protection Officer

3.3       The Management Committee may co-opt other members as required once they comply with section 3.4 of this constitution

3.4       Only paid up members of the club or their representative can seek election to the Management Committee. To be eligible for membership of the Management Committee one must be a member of the club for one year and be over 18 years of age.

3.5       Any Member of the Committee may seek re-election to the Committee to any post.

3.6       The Management Committee will have the power to appoint different sub-committees and to approve membership of each sub-committee

3.7       Management meetings shall take place monthly but at least ten times a year and should be held following the County Kildare Board Meetings

3.8       For a meeting to be held, a quorum of 5 must attend

3.9       The Chairman will have a casting vote in addition to the Chairman’s vote, where necessary.

3.10    If, for any reason, the Membership of the Committee falls below 7, the Management Committed may have the power to co-opt additional members from the Membership

3.11    Failure to attend three consecutive Management Committee Meetings without substantive cause will result in cessation of membership of the Committee

3.12    Positions not filled at the AGM may be filled by co-option by the Management Committee

3.13    The Management Committee must ensure a register of current paid up members is maintained and is available for examination at any AGM or EGM

3.14    The Management Committee may request a member to act on its behalf in any forum

3.15    It will be the responsibility of the Management Committee to secure funding for Celbridge Athletic Club from the lotto, County Council or any other available sources

3.16    No expenditure by the Management Committee, excluding those referred to in Section 7.4.6, can be spent without the approval of the Management Committee. Where expenditure for the club is over 500 Euro, tenders should be obtained from at least three suppliers unless there is only one specialist supplier.

3.17    Borrowings for the club up to €2000 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

3.18    All Celbridge Athletic Club cheques must have two signatories of two of the officers Chairman, Secretary and/or Treasurer

3.19    Sub Committees set up must comply with Section 3.4 and 8 of this constitution

4 Annual General Meeting

4.1.      It will be held annually and certainly not more than 14 months

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 Chairman

b)     Standing Orders and scrutiny of delegates

c)      Minutes of the last AGM

d)     Matters arising from them

e)     Reports of Officers

f)        Approval of Financial Statement and setting of subscriptions and fees

g)     Reports of any EGM held

h)      Amendments to the Constitution

i)        Motions for debate

j)        Election of a Management Committee

k)      AOB

4.4.      Any paid up Member may propose an amendment to the constitution or a motion once the motion is seconded by another paid up member. These should be notified in writing at least ten days before the AGM to allow the Secretary to copy them and to circulate them to all paid up members.

4.5.      Any paid up member or representative may propose or second another member for any post on the Management Committee, subject to section 3.4 of this constitution

4.6.      Voting at an AGM is allowed on the basis of one vote per paid up adult or one vote per minor by the parent or guardian on behalf of the underage athlete

4.7.      In the case of a tied vote, the Chairman has the casting vote

4.8.      All recordings related to the meetings and correspondence remain the property of Celbridge 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 Celbridge Athletic Club and are held by the Treasurer and an out going 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 an AGM as do any sub-committees

4.11.   Club records should be held for 6 years

5 Extraordinary General Meetings

5.1       An EGM can be called by any four members of the Management Committee/Board of Trustees or 15 signed up and paid up members in accordance with section 3.4 of this constitution. All 4/15 must sign the request and must include, in their application for an EGM, the reason for the request.

5.2.      Any request for such a meeting must include copies of any proposed amendments to the constitution or any motions, signed, proposed and seconded by fully paid up members.

6. Membership of Celbridge Athletic Club

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 fund-raising 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 Celbridge 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 Celbridge 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

6.6.      Membership can be terminated in exceptional circumstances. They have the right to appeal.

6.7.      Members must act for the good of the club and in the interest of Celbridge 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. Roles of Officers defined

7.1.      Chairman It is the function of the Chairman to organise and chair meetings. The Chairman also gives the Chairman’s addresses at EGMs, AGMs and any function organised by the club. Only where a vote is tied does the Chairman have a casting vote. In a case where the Chairman has a specific interest, the Deputy Chairman takes over this role. The Chairman still has his own vote. The Chairman is one of the members listed who can sign cheques. This is his only function in relation to finances. The Chairman may have a role in relation to correspondence of a strictly personal and confidential nature.

7.2.      Deputy Chairman assists the Chairman and takes over in his absence or where the Chairman has a personal interest which might influence the vote

7.3.     Secretary deals with the correspondence, keeps minutes of the meetings, maintains club records and assists the Chairman in arranging meetings. The Secretary reads the correspondence at the meeting and minutes it and keeps it on record. Correspondence of a highly sensitive nature may be kept by either the Secretary or another officer and not read out. The Secretary is one of the officers who can sign cheques, this is their only function in relation to finances

7.4.           Treasurer maintains strict financial records of all incoming and outgoing monies in accordance with normal accounting procedures.

1. The Treasurer presents the accounts to an accountant for audit before the AGM
2. The Treasurer presents a financial statement to the AGM for approval
3. Records of all expenditure are kept with receipts and invoices kept by the Treasurer
4. The Treasurer reports on a monthly basis to the Committee on all income and expenditure
5. The Treasurer maintains a register of paid up Members and collects fees and registrations. This register will be available for all to see and will be present at the AGM and EGM.
6. 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.
7. 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.      Development Officer acts as a liaison with the builders and engineers for the development at Ballymachealy and reports on the developments. The Development Officer deals with Lotto Applications with the help of the management Committee. The Development Officer may set up a sub-committee to assist with this work. The committee reports on a monthly basis through the Development officer.

 7.6.     Fundraiser must raise as much funding as possible to help with the development costs of the club and to assist with paying back any loans drawn down. The fund raiser deals with fundraising ideas and seeks to organise them with the help of a sub-committee and reports back to the Committee on them. The Fund Raising Officer may set up a sub-committee to help organise and run activities of a fund raising nature. The sub-committee must act within the law at any time.

7.7.     Senior Athlete Representative represents all athletes in the club and seeks to develop the senior section of the club through various activities including training.

7. 8.     Public Relations Officer ensures regular media coverage of athetes’ achievements in the local media, ensures coverage of the club’s fundraising activities and maintains a link between the committee and the members by way of a newsletter

7.9.      Coaches Representative maintains a liaison between club management and day to day activities of coaching. The Coaches Representative acts as a chairman at a meetings of coaches to discuss the club, athletes, training, disciplinary matters and the annual awards night. The Coaches Representatice relays any request for equipment to the management meeting. The Coaches Representative ensures that training is carried out in safety and is suitable for the age and ability of the various age groups in line with the guidelines given by the NCC.

7.10.   Child Protection Officer is responsible for safeguarding the well being of its juveniles in accordance with the Code of Ethics provided by the Sports Council. The Child Protection Officer implements the policy as provided in that code.

7.11.   Other members assist the committee in the normal running of the committee and club within their own expertise and as required.

8.  Sub-Committees

Sub-Committees are governed by the rules of Celbridge Athletic Club as at section 3.4 They must contain at least two of the officers of the club and two other club members. They may have non members as participants on the committee. Sub committees may use the club logo and subject to parental of athletes permission media material for the good and development of the club. They must seek the permission of the Management meeting to spend any finance. The chairmanship of the Coaching Committee may rotate, among all coaches and the Child Protection Officer

9. Funding of Celbridge Athletic Club

9.1       The day to day funding of the Athletic Club is to be funded by the annual subscription fees agreed at the AGM. These cover registrations and insurance for juveniles. The fee is intended to cover all entries for county championship competitions. It is not intended to cover transport costs. The fee for seniors covers registration and insurance at all levels it does not cover their entries.

9.2.      The 3 euro fee per child per week and a 5 euro per family per week sub goes towards our loan.

9.3.      When any item costs more than 500 Euro tenders from three suppliers must be sought unless it is being supplied by a specialist supplier.

9. 4.     The Club may not borrow in excess of 2000 Euro without seeking the approval of the majority of its members at an AGM or an EGM. Full details of the proposed expenditure must be given to the membership.

9.5.      The membership not the Management Committtee carries the joint liability for any funding borrowed

10. The Dissolution of Celbridge Athletic Club

10.1.   Celbridge Athletic Club can be dissolved if a motion to that effect is proposed at an AGM, EGM subject to two thirds of the membership being in attendance and subject to two thirds of the membership being in attendance and subject to a simple majority

10.2    The assets of Celbridge Athletic Club as well as any monies remaining will be dispose 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 it falls to them to decide how to clear them and to do so.

11. 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 into 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 the agreement of the guarantor the guarantee is not effective in respect of further or additional loans made to the Club.