BEDFORDVIEW COUNTRY CLUB
ATHLETIC SECTION

The name of the Club shall be the “Bedfordview Country Club – Athletic Section”

  1. HEADQUARTERS AND ADDRESS

The Headquarters of the Athletic Section shall be in Bedfordview and the address shall be 17 Harp’\9r Road, Bedfordview.

  1. AIMSAND_QBJECTS
    1. To provide Amateur Athletic recreation for members of the Athletic section.
    2. To promote and/or assist in promoting Amateur Athletic meetings, competitions and races with or without a view of financial gain.
    3. To promote, assist and encourage Amateur Athletic Sport wherever possible.
  2. AFFILIATION
    1. The Athletic Section shall at all times be an affiliated member of the C.G.A., and shall conduct its affairs at all times in accordance with the rules, constitution and decisions of the C.G.A.
    2. The Bedfordview C.C. Athletic Section’s name, affiliation, or powers may not be used

for any purpose other than the Section’s athletic meetlngs and business.

  1. COLOURS
    1. The colours of the Athletic Section shall be Navy Blue and Light Blue.
    2. Vests shall be Light and Navy Blue.
    3. Pants shall be Navy Blue throughout.
    4. The Athletic Section’s badge shall be the same as the registered Bedfordview C.C. badge.
    5. The Club’s colours shall be worn by all members whenever they represent the Club in any event, league match or open competition.
    6. Club Blazers shall be of Navy Blue, and shall bear the Club Badge on the left hand breast pocket.
  2. OFFICE BEARERS
    1. COMMITTEE
      1. The Chairman
      2. The Vice-Chairman
      3. The Secretary
      4. The Treasurer
      5. and up to a maximum of 4 other members.
      6. One member may hold more than 1 position.
      7. Minimum of 6.

All Office Bearers of the Athletic Section shall be elected at the Annual General Meeting of the Athletic Section.

The position of Chairman may not be retained by the same member for more than 3 (three) consecutive years.

  1. COMMITTEE
    1. The Committee shall be elected by Members of the Athletic Section who are 16 years of age and over, at the Annual General Meeting of the Athletic Section .
    1. The powers and duties of the Committee shall be:
      1. To administer the affairs of the Athletic Section to the best of its ability.
      2. To submit entries for open competitions.
      3. To deal with applications for membership and resignation and to cause a proper Register of Members to be kept.
      4. To assist and co-operate with the Executive of the C.G.A. wherever possible
      5. To co-opt additional members of the Committee when necessary for the proper administration of the Athletic Section’s affairs.
      6. To appoint Sub-committees for any special purpose it may deem necessary.
      7. To do and perform all maters appertaining to the attainment of the aims and objects of the Athlettc Section, as set out in this Constitution.
    1. Meetings

The Committee shall hold at least one meeting during each calendar month and the Secretary shall notify all Committee Members of the time, venue, and the agenda  of the meeting.

Proper minutes of the proceedings of Committee Meetings shall be kept. The quorum at Committee Meetings shall be 4 (four).

Any member of the Committee who shall be absent from three consecutive meetings with leave, shall be deemed to have vacated his seat

  1. MEMBERSHIP AND SUBSCRIPTIONS

Membership of the Athletic Section shall be open to persons of good repute, and shall be divided into th.e following categories:-

    1. Honorary Life Members.
    2. Senior Members
    3. Junior Members.
  1. Honorary Life Members shall be persons of good repute, who have served the cause of Amateur Athletics in general, and the interests of the Athletic Section in particular.
    1. Nominations for Honorary Life Membership shall, from time to time, be submitted to the Committee, who after investigation and approval shall submit such nominations to the Annual General Meeting for acceptance.
    2. Honorary Life Members shall enjoy the same privileges as Sen_ior Members of the Athletic Section.
    3. Honorary Life Members shall not be required to pay subscriptions to the Athletic Section.
  1. Senior and Junior Membership.
    1. Active and non-active members shall have the same voting rights, and shall pay the same rate of subscriptions .
    2. Junior Members shall be Members under the age of 19 years on the 1st day of January each year.
    3. Senior and Junior members of 16 years of age and over, shall enjoy equal rights and privileges, at all Ordinary and Special Meetings of the Athletic Section.
    4. Subscriptions shall be laid down by the main club, (Bedfordview Country Club), from time to time. All members will be !evied a subscription  fee  which  is payable annually by 1 January or the date their license is purchased. A person who buys a license under Bedfordview Country Club is deemed to be a member and is obliged to pay the annual subscription fee. All applications for membership of the Athletic Section shall be submitted to the Committee on the official form which shail be duly completed, signed and seconded, and shall be accompanied by a remittance covering subscriptions for the current year. The decision of the Committee in regard to any particular application shall be final.
    5. All active Members of the Athletic Section shall be licensed as required by the C.G.A., and subscriptions shall be due at the beginning of each Licensing Year. All resignations from the Athletic Section shall be submitted to the Committee in writing and shall not become effective until accepted by the Committee. The Committee has the power to suspend any Member whose conduct it may consider detrimental to the interests and good name of the Athletic Section.
    6. No member will be allowed to enter any race that is hosted by the Club, either as a licensed runner or in a temporary license. Special permission may be granted by the Committee.
  1. GENERAL MEETING
  1. The Annual General Meeting of the Athletic Section shall be held once in every calendar year on a date to be determined by the Committee but not more than 14 (fourteen) months shall lapse between any two consecutive Annual General Meetings. Notices of Annual General Meetings shall be posted to each registered member with voting rights, and shall be displayed on the club notice board at least 2 (two} weeks prior to such meeting. Accidental non-receipt of a notice of the meeting shall not invalidate such meeting or any resolution passed thereat. Should any member fail to register any change of name a.nd address with the secretary, he/she shall be taken to have waived his/her right to any notice of meetings.
  2. The quorum for General Meeting shall not be less than 10% (ten percent} of the members, personally present, and entitled to vote. Should a quorum not be present within 30 (thirty) minutes of the appointed time, the meeting shall stand adjourned for 7 (seven) days. Notice of adjourned meetings shall be posted on the club notice board and the members present at any adjourned meeting shall constitute a quorum.
  3. The business of the Annual General Meeting shall be:-
    1. Notice convening the Meeting,

II. Minutes of the previous A.G.M. and the minutes of any Special General Meeting during the previous year, read and confirmed.

Ill. Report of the retiring Committee read.

  1. The Financial Statement for the previous year read.
  2. The election of Office Bearers.
  3. The election of Honorary Life Members.
  4. General O any other business which may be transacted at an Annual General Meeting.
  1. The Chairman of the Athletic Section, and in his absence the Vice-Chairman, shall preside at all Annual General Meetings of the Athletic Section. Should both the Chairman and Vice-Chairman be absent, the Members 16 years of age and over, present, shall elect from amongst themselves someone to preside at such Meeting.
  1. The Chairman shall have a casting vote in addition to his deliberative vote.
  2. Voting shall take place:–
  • in the case of persons by ballot,
  • in the case of other matters by show of hand.
  1. Members entitled to vote shall be:-
  • Honorary Life Members.
  • Ordinary members 16 years of age and over, whose subscriptions have been paid in full at the commencement of the Meeting.
  1. Junior members under the age of 16 (sixteen) years are not entitled to vote.

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  1. . SPECIAL, GENERALMEETJNG
    1. The Committee may convene a Special General Meeting whenever it deems  it necessary to do so.
    2. The Committee shall be compelled to call a Special General Meeting when requested

to do so by at least one third of the paid-up Members of the Athletic Section.

3,        All notices  convening Special General Meetings  shall  give  the time,  place and date of the Meeting and shall be sent to all paid-up Members to reach them 14 (fourteen) clear days before the Meeting.

  1. Only the business set out in the notice convening the Special General Meeting shall be

dealt with at the Meeting.

  1. Procedure at Special General Meetings Will be the same as at the A.G.M.
  1. MINUTES OF MEETINGS
    1. Proper minutes of all Annual General Meetings, Special General Meetings, and Committee Meetings shall be kept.
    2. Minutes shall be read at each succeeding Ordinary Meeting of the Athletic Section and on being passed by the Meeting and signed by the Chairman, shall constitute a  true and correct record of the proceedings at such Meeting.
  1. FINANCES OF THE ATHLETIC SECTION.
    1. Control of Finances – The control of finances shall be in the hands of the Treasurer of the Athletic Section, subject however, to the instructions and supervision of the Committee.
    2. The Athletic Section’s funds shall be kept in the Bedfordview Country Club‘s account at banking institutions approved by the Committee.
    3. Payment by the Athletic Section shall be effected in the following manner:-

AII accounts drawn against the Athletic Section shall be passed by the Committee for payment and submitted to the Bedfordview Country Club for payment.

Small sundry disbursements shall be approved by the Committee at the next meeting.

    1. Books
      1. The Treasure of the Athletic Section shall be kept in one or more  books suitable for the purpose, complete records of all monies received and  disbursed by the Bedfordview C.C. on behalf of the Athletic Section.
      2. The Treasurer shall issue receipts for each specific  amount received  by  him on behalf of the Athletic Section, and shall keep copies of all receipts issued by him

C) The Treasurer shall receive and retain all receipts and vouchers in support of

monies authorised by the Committee paid out by the Bedfordview C.C. on behalf of the Athletic Section.

  1. The books of the Athletic Section shall be open for Inspection  at any time by the Committee.
  2. Any event held under the Auspices of the Athletic Section, must be controlled by the Committee, and be recorded in the books of the Athletic Section.
    1. Financial Statements
      1. The Treasurer shall lay before each Meeting of the Committee:-
        • A Statement of financial transactions since the preceding Meeting;
        • A statement of the balance standing to the credit of the Athletic Section from the Bedfordview C.C. Treasurer.
      2. The Treasurer shall lay before the A.G.M. of the Athletic Section  a statement of the financial affairs of the Athletic Section for the Financial Year under review.
    1. The Financial Year of the Athletic Section shall end on 30 June each year.
    1. The assets and/or income of the Athletic Section, shall not be available for distribution to the members of the Athletic Section.
    1. The liability of members for the debts and obligatlons of the Athletic Section shall be limited to such amount as represents the current unpaid membership subscriptions.
  1. NON COMPLIANCE‘
    1. The members of the Committee of the Athletic Section shall be guardians of the interests of the Athletic Section, and shall investigate and finally decide on any contravention of any of the provisions of this Constitution by any Member of the Athletic Section, whether in his Private or Official capacity.
    1. In the case of non-compliance with any of the provisions of this Constitution by Members of the Committee, a full explanation  of the reasons for and the circumstances of such non-compliance shall be given to Members at the first following General Meeting of the Athletic Section.
  1. ADDITIONS, DELETIONS AND OTHER CHANGES
    1. Additions to, deletions from, and any other change in the Constitution can only be effected by the Members at a General Meeting of the Athletic Section.
    2. Notice of any proposed chang.e in the Constitution must be submitted in writing to the Committee in time for it to be discussed at the monthly Committee meeting before the next General Meeting of the Athletic Section.
    3. Any such changes in the Constitution shall appear on the Agenda of the Annual or General Meeting of the Athletic Section, and sent to all members.
    4. No change in the Constitution shall be come effective unless a 2/3 (two thirds) majority

of paid-up Members present at the General Meeting, vote in favour of such changes.

0 . DISSOLUTION

If for any reason whatsoever the Athletic Section should be dissolved, all books, assets and liabilities of the Athletic Section shall be handed over to the Bedfordview Country Club, which body shall be empowered to affect a final winding–up of the affairs of the Athletic Section and

shall dispose of any balances or surpluse.s resulting from such windup, in any manner it may deem fit.

  1. All members of the Athletic Section must be bona fide members of the Bedfordview Country Club .

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  1. PRIZE GIVING AND AWARDING OF CLUB COLOURS FOR PERFORMANCE.
    1. The rules put in place in 1996/1997 for the awarding of prizes at prize-giving will be used every year. This entails every year defining a period during which races will be taken into consideration, and selecting certain races of various distances for which the Committee are responsible for collecting results -it remains the members’ responsibility to forward any other results to any member of the committee.
    2. Club Colours will be awarded according to the ruled defined by the committee. These include the definition of colours times for the various age groups and race distances, which may be subject to change. Honorary colours may be awarded at the discretion of the Committee.

CHAIRMAN ………………….. …………………………..

SECRETARY ………………………………………………………..