1. Name of the Organisation
The name of the club is ‘St Benedict Inbhear Mor Athletics Club’ and may be referred to where necessary as ‘SBIM A.C’. All references hereinafter in this document to ‘the club’ shall mean St Benedict Inbhear Mor Athletics Club. The club will be located at Arklow, Co Wicklow.
2. Affiliations
The club will affiliate annually with the Athletic Association of Ireland (AAI). All members agree to be bound by the rules and regulations of the AAI.
3. Club Name / Colours
The club colours are black, royal blue and green with club logo, which shall be worn in all competitions where members are representing the club.
4. Aims and Mission
4.1 The aim of the club is to encourage and promote the participation and enjoyment of all facets of athletics and all standards in Arklow and the surrounding area.
4.2 The club shall also promote the pursuit of sporting excellence within its members so that all members may fully reach and achieve their athletic potential.
4.3 The club shall aim to provide services to all its members in a way that is fair to everyone regardless of ability. It is the policy of the club to promote equal opportunities for all people regardless of their ability, disability, race, nationality, colour, ethnicity, or creed. The club shall not knowingly act in any way that is an infringement of a member’s human rights.
5. Membership
5.1 The Club’s membership will consist of the following categories
Senior; over 18 on the date membership is due for the year
Juvenile; 6 or over on the date membership is due for the year
Coach; over 18 non active member
5.2 Membership will begin as soon as the membership form is filled in and the subscription is received. Once the subscription and membership form are received, the member will be registered with the Athletics Association of Ireland by the club Registrar.
5.3 There will be an annual membership fee payable by all members. This subscription will cover the calendar year from 1st January to 31st December inclusive.
5.4 Members are required to attend a reasonable number of training sessions in order to continue to available of membership to the club and represent the club at competitions. The Management Committee may terminate membership of the club should a member fail to attend a reasonable number of training sessions without due notice and/or good reason and/or if they consider it in the best interests of the club.
5.5 The Club or its management and/or members, shall not be liable for, nor shall they accept responsibility for any injury, loss or damage howsoever sustained by any person or persons who are not members of the club whether direct or indirect and including consequential losses arising out of any of the activities of the club or in any way whatsoever which does not arise from any negligent act or omission of the club, its management and/or members.
5.6 An up to date list of member’s names, current address, date of birth and contact phone number will be kept by the club Secretary.
5.7 Registered Members may resign at any time in writing to the club Registrar. Any member who has not paid their membership fee for one year will be deemed to have resigned.
5.8 Any person caught taking performance enhancing drugs, therefore bringing the club into disrepute will immediately be suspended from the club pending an investigation. The Chairperson, Secretary and one other Management Committee member and or members of a Coaching committee can call for the immediate suspension of an athlete.
5.9 Any person guilty of conduct liable to bring the name of the club into disrepute or guilty of an offence against another club member will render themselves liable to either suspension or expulsion from the club. An immediate suspension from the club may be imposed in cases of serious misconduct, pending an investigation. For all other cases of such persistent misconduct, voting at a Management Committee meeting by a majority of the members present is required before a member of the club can be suspended or called upon to resign.
6. Administration
6.1 The club shall be managed by a Management Committee, the members of which shall be elected at the Annual General Meeting of the club.
6.2 The Management Committee will consist of:
Only registered members of the club at the time of the AGM can seek election to the Management Committee. Any Member of the Committee may seek re-election to the Committee and to any post.
6.2.1 In addition to the Management Committee the club may elect persons to fill the following non-executive posts:
6.3 The club may also elect such other officers to the Management Committee to ensure adequate representation within the club
6.4 Sub-committees may be set up by the Management Committee to carry out a particular duty/function. They must contain one officer of the club whose duty is to report back to the Management Committee on the activities of the subcommittee on a regular basis.
6.5 The Management Committee shall hold office from the conclusion of the A.G.M. at which its successors are elected.
6.6 The role of the Management Committee will be to oversee and co-ordinate the day-to-day running of the club on behalf of the members. Members of the Management Committee should at all times act in the best interest of the Club. All decisions of the Management Committee will be by majority vote. In the event of a tied vote, the chair will have a casting vote. Two thirds of the committee present as a meeting shall constitute a quorum. The Secretary must give reasonable notice to all committee members of a forthcoming meeting.
6.7 The club’s Management Committee will meet within 4 weeks of the A.G.M. in order to set out its objectives for the year and thereafter, insofar as is possible, on a monthly basis or according to the needs of the club.
6.8 The Management Committee is empowered to:
6.8.1 Deal with any matters not covered by the Constitution
6.8.2 Fill any Management Committee vacancies, which may arise until the next Annual General Meeting.
6.8.3 Appoint any member(s) of the club, to represent it at any forum upon condition that appointed member(s) act(s) in accordance with instructions given by the Management Committee. The member(s) must also report back to the Management Committee following the forum.
6.8.4 Agree all charges for members.
6.9 A Committee member wishing to resign from the Management Committee must notify the Management Committee in writing. In such circumstances, the Management Committee may appoint another member of the club onto the management committee of that term up and until the next A.G.M.
6.10 The Management Committee reserve the right to remove a member from the Management Committee who has been absent from 3 consecutive committee meetings without due notice and/or good reason and/or if they consider it in the best interests of the club. The Management Committee may appoint another member of the club onto the management committee of that term up and until the next A.G.M.
6.11 The Management Committee will act in accordance with this Constitution. In carrying out their duties the members of the committee must always be mindful of any laws covering the safety, health and welfare of the member.
6.12 No one person can hold more than two positions on the Management Committee simultaneously.
6.13 The Management Committee may nominate Life Presidents/Vice Presidents in recognition of their long/meritorious service to the club. They shall not have any specific duties but shall assist the Chairperson generally as necessary
6.14 Life membership without payment of any further subscription may be awarded to a member by the Management Committee in recognition of their long/meritorious service to the club.
7.1 The Management Committee shall fix all subscriptions and taxes payable to the club.
7.2 The Annual subscription shall become payable on the 1st January each year.
7.3 The financial accounts will be prepared and maintained by the Treasurer, which shall be audited, shall be made up to the 31st December of each year and presented to members at the A.G.M.
7.4 The use of club bank account should be used at all times where possible for lodging and withdrawing of moneys with cheques being signed by any two of the Management Committee, one of which must be the Treasurer.
7.5 All statements, used cheque books and yearly financial account to be filed away for safe keeping for a period of 5 Years.
8 Annual General Meeting:
8.1 The Annual General Meeting will be held each year to cover the period from the 1st January to 31st December.
8.2 The A.G.M. Agenda will include:
8.3 A notice of the A.G.M. will be sent out together with a provisional agenda, with an invitation to members to submit motions for inclusion on the agenda and/or nominations for Management Committee before the A.G.M. All additional motions shall be submitted by a club member in writing/via email to the club Secretary at least seven days prior to date of the A.G.M.
8.4 Only motions submitted in advance of the A.G.M. will be discussed
8.5 Only paid up members of the club have the right to vote at the A.G.M. and Extraordinary General Meeting (E.G.M.). Juvenile members under 18 do not have a vote, instead they can be represented by a parent/guardian who have a right to vote on their behalf.
8.6 At an A.G.M. the decision of the Chairperson on matters of procedure will, subject to this Constitution, be final. In the event of a tied vote the chair will have a casting vote.
8.7 No articles of this Constitution may be changed without the support of a two thirds majority at the A.G.M. or E.G.M.
8.8 The minutes of the A.G.M. or E.G.M. will be taken by the Secretary. All records associated with the A.G.M. and E.G.M. must be kept by the secretary. Upon leaving office the secretary will pass these records on to the incoming secretary. The records of A.G.M. and E.G.M. will be kept for a minimum of 5 years following the A.G.M. or E.G.M.
8.9 An E.G.M. shall be called if deemed appropriate or necessary by the club’s Management Committee or on receipt of a written request by the club Secretary signed by a minimum of twenty percent of registered club members. The written request shall clearly detail the specific purpose for which the meeting is called.
8.10 The Management Committee will notify all members of a forthcoming E.G.M. and a brief outline of the reason for the E.G.M. as well as the date, time and venue for the E.G.M.
9 Funding
9.1 The annual subscription fees agreed at the AGM will be used for the day-to-day funding of the club. The fees will cover the annual registration and insurance costs athletes.
9.2 When any item costs more than €500 tenders from three suppliers must be sought unless a proprietary supplier is supplying it.
9.3 The Club may not borrow in excess of 50% of the previous years funds without seeking the approval of the majority of its members in attendance at an AGM or an EGM. Full details of the proposed expenditure must be given to the membership.
9.4 The membership not the Management Committee carries the joint liability for any funding borrowed.
9.5 Fundraising activities will be planned annually to support the running costs of the club.
10 Child Protection Policy
10.1 The club aims to provide a safe and encouraging environment for children and to teach children the importance of sport to their wellbeing and to take all necessary steps to foster the talents of children
10.2 All regular coaches and supervisors of the clubs’ juveniles will be Garda vetted
10.3 Any offence against children of any nature will be reported to the designated Child Welfare Officer who will comply with the duty to investigate the alleged offence and if reasonable evidence of such offence, report it to the relevant authorities.
10.4 The Athletics Ireland Code of Ethics and Good Practice for Children in Athletics is hereby adopted.
11 Miscellaneous
11.1 The club accepts no responsibility for the loss or damage to members personal belongings
11.2 All equipment and facilities provided by the club or any event organised by the club must be respected at all times
11.3 Transport to/from events remains the responsibility of the athlete/their parents or guardian
12 Data Protection
12.1 The Club and all members will act in accordance with the terms of the Data Protection Acts as enacted from time to time.