SHAFTESBURY BARNET HARRIERS : CONSTITUTION AND RULES

RULE 1

The name of the Club shall be Shaftesbury Barnet Harriers, hereinafter called the Club
whose headquarters are at The Clubhouse, Allianz Park, Greenlands Lane, Hendon,
London, NW4 1RL

RULE 2

The principal objects of the Club shall be the encouragement, promotion and development
of amateur athletics and associated activities in the London Borough of Barnet and
surrounding areas in accordance with the rules laid down by UK Athletics.

RULE 3

The Club’s colours shall be black and white vertical stripes with red piping around the neck
and arms.

RULE 4

The Club shall comprise of amateurs, as defined by the governing bodies of athletics,
whose membership has been confirmed by the Council. Membership of the Club shall be
open to anyone interested in the sport regardless of sex, age, disability, ethnicity,
nationality, sexual orientation, religion or other beliefs.

RULE 5

Supporter membership shall be available to those persons who do not wish to be active
members, they shall have all the rights of a full member but shall not be entitled to vote at
an Annual General Meeting or a Special General Meeting.

RULE 6

Application for membership shall be made on the form provided and shall contain the
applicant’s full name, address and date of birth. Any applicant under the age of 18 must
have their application form countersigned by a parent or guardian. The application form
shall contain a declaration, to be signed by the applicant, that he or she is an amateur as
defined by the governing bodies of athletics.

RULE 7

Any member wishing to resign shall give notice in writing (by letter or email) to the
General Secretary who will process the letter promptly and advise Council of the
resignation at its next meeting. Membership shall be deemed to have ceased on the actual
date of posting of the said notice in writing (by letter or email) unless the member is
financially indebted to the Club in which case the resignation may be withheld until the
financial obligation has been discharged.

RULE 8

The Council may expel from the Club any member who they deem guilty of conduct
detrimental to the interests of the Club or athletics in general, subject to him or her stating
their case to the Council. Any such member, on giving notice within seven days of the
receipt by him/her of a notice of expulsion, may claim the right of appeal to the appropriate
governing body. The name of any person so expelled from the Club shall be reported to the
relevant governing bodies for athletics.

RULE 9

The general management of the Club shall be vested in the Council which shall consist of the
under mentioned officers. These officers shall be elected each year at the Annual General
Meeting. The President will normally serve in office for a period of three consecutive years
during any one term of office.

  1. President
  2. Chairman
  3. General Secretary
  4. Treasurer
  5. Eight Club Members
  6. Promotions Secretary
  7. Membership Secretary
  8. Officials Secretary
  9. Coaching Secretary
  10. Welfare Officer
  11. Webmaster/Social Media Manager
  12. Team Managers
  13. Clerk to the Council

RULE 10

Each member of the Council shall have one vote, the Chairman shall have a casting vote in
the event of a tie, co-opted members shall not be entitled to vote. The Council shall
normally meet as and when necessary but at least two times in a Club year. Seven Council
members are required to form a quorum. The Council shall have power to fill any vacancy
should one occur.

RULE 11

The Council shall have power to co-opt members and to form Sub-Committees as and
when it considers it desirable. All expenditure by sub-committees must be sanctioned by
the Council. Membership of sub-committees should always exceed four in number.

RULE 12

A Joining Fee shall be paid upon election and thereafter an Annual Subscription shall be
payable on the anniversary of election. The subscription payable shall be approved at an
Annual General Meeting of the Club and set at a level that will not pose a significant
obstacle to people participating. Any increase in the subscription rate can become operative
immediately. Individual affiliation to a Governing Body is the responsibility of individual
members and may be paid through the Club.

RULE 13

The Treasurer shall operate such Bank accounts as authorised by the Council. The
Treasurer shall be authorised to issue cheques drawn on /make payments from these
accounts up a maximum set by the Council. In the alternative, all cheques issued by the
Treasurer must be signed by the Treasurer and countersigned by one of the three nominated
signatories. The signatories are to be appointed at the first Council meeting of the Club year.

RULE 14

The accounting year of the Club will commence on 1 October and end on the following 30
September. The accounting year of the Club can be changed by resolution at an Annual
General Meeting. The accounts of the Club, being a statement of Income and Expenditure
for the previous financial year and a Balance Sheet as at the end of the financial year duly
signed by the Treasurer and Chairman, shall be presented at each Annual General Meeting.

RULE 15

The Annual General Meeting can request by way of a simple majority for the accounts of
the Club to be independently examined by an Auditor (not being a member of Council)
who shall be elected at the Annual General Meeting for this purpose.

RULE 16

There shall be not less than two and not more than four Trustees of the Club who shall be
appointed by the Council. All freehold and leasehold property of the Club shall, and any
other property of the Club may, be vested in the Trustees who shall deal with such property
as the Council or the Club in general meeting shall direct.

RULE 17

No Trustee should be paid for his/her service but the Trustees shall be reimbursed all
reasonable expenses and shall be fully and effectually indemnified by the Club against all
personal liability, save to the extent that such liability arises by reason of any fraudulent act
or default of the Trustee in question.

RULE 18

The power of appointment of new Trustees, pursuant to the Trustee Act 1925, shall be
vested in the Chairman of the Club for the time being who shall exercise such power in
accordance with the directions of the Council.

RULE 19

An Annual General Meeting shall be held within 3 months of the accounting year end to
receive the annual report and accounts, to elect officers and committees and to deal with
any other item specified on the agenda.

RULE 20

The nomination for President, Vice Presidents, Chairman and any additional Life Members
will be made by the Council for approval by the Annual General Meeting.

RULE 21

Any nomination from members may be submitted to the Council. The General Secretary
shall notify (by e-mail or by post on request) members of the date, time and venue of the
Annual General Meeting at least forty two days prior to the Annual General Meeting.

RULE 22

Nominations, proposed alterations to rules and notice of any business which it is desired
should be placed on the agenda must be given in writing to the General Secretary at least
twenty eight days prior to the meeting. A copy of the agenda and details of any proposals
must be notified (by e-mail or by post on request) to the members at least fourteen days
prior to the meeting.

RULE 23

Life Members of the Club can be elected at an Annual General Meeting on the
recommendation of the Council for exceptional and meritorious services to the Club.

RULE 24

A Special General Meeting must be called by the General Secretary at a reasonable time
and place, within a period of not less than twenty one days and not more than twenty eight
days from receipt of a requisition signed by not less than twenty five members or one fifth
of the membership which shall state the business to be brought before the meeting and only
that business shall be discussed.

RULE 25

Those entitled to vote at an Annual General Meeting or Special General Meeting shall be a
life member, a fully paid up member or an officer of the Club. No proxy votes will be
allowed.

RULE 26

No alteration or addition to rules may be made except at an Annual General Meeting and
must be passed by at least two thirds of those present. Notice of any proposed alteration or
amendment must be given as provided for in Rule 24

RULE 27

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. The Council will
then be responsible for the orderly winding up of the Club’s affairs. After settling all known
liabilities of the Club, the Council shall distribute all the remaining assets for the benefit of
athletics through either a registered charity, or through a registered Community Amateur
Sports Club or through UK Athletics for use by them for related local projects.