Club constitution

Club Constitution Hillingdon Triathletes

1. Name

The club will be called Hillingdon Triathletes and will be affiliated to Triathlon England

2. Aims and objectives

The aims and objectives of the club will be:

  • To offer coaching and competitive opportunities in triathlon and associated sports
  • To promote the club within the local community and triathlon
  • To ensure a duty of care to all members of the club
  • To provide all its services in a way that is fair to everyone
  • To ensure that all present and future members receive fair and equal treatment.

3. Membership

Membership should consist of officers and members of the club.

All members will be subject to the regulations of the constitution and by joining the club will be deemed to accept these regulations and codes of conduct that the club has adopted.

Members will be enrolled in one of the following categories:

  • Full member
  • Discretionary
  • Junior member
  • Life member.
  • Affiliate Membership

4. Membership fees

Membership fees will be set annually and agreed by the Executive/ Management Committee or determined at the Annual General Meeting.

Fees will be paid: annually

5. Officers of the club

The officers of the club will include:

  • Chair
  • Vice Chair
  • Secretary
  • Treasurer
  • Club Welfare Officer
  • Webmaster

A person may be appointed to more than one position, but no person may hold more than one of the positions of Chair,Vice Chair, Secretary and Treasurer at the same time.

In addition there will be the honorary posts of President and Vice-President.

Officers will be elected annually at the Annual General Meeting. All those so elected, and those standing for election should be able to confirm that they are able to pass a “fit and proper person” test. The committee should use its best efforts to ensure that at least 25% of Committee Members are male and at least 25% are female.

The honorary posts of President and any Vice Presidents will be reviewed three yearly from their first appointment, then on a rolling three year basis.

All officers will retire each year but will be eligible for re-election.

6. Committee

The club will be managed through the Management Committee which will include the posts of: Chair, Vice Chair, Secretary, Treasurer, Club Welfare Officer, Safety Officer, Webmaster and Coaching Coordinator..

The Management Committee will be convened by the Secretary of the club and held no less than 3 times per year.

The quorum required for business to be agreed at Management Committee meetings will be: 6.

The Management Committee will be responsible for adopting new policy, codes of conduct and rules that affect the organisation of the club.

The Management Committee will have powers to appoint sub-committees as necessary and appoint advisers to the Management Committee as necessary to fulfil its business.

The Management Committee will be responsible for disciplinary hearings of members who infringe the club rules/regulations/ constitution. The Management Committee will be responsible for taking any action of suspension or discipline following such hearings.

7. Finance

All club monies will be banked in an account held in the name of the club; the club address for all banking records to be that of the Treasurer.

The Club Treasurer will be responsible for the finances of the club. The financial year of the club will end on: 31st December.

A checked statement of annual accounts will be presented by the Treasurer at the Annual General Meeting.

Any payments drawn against club funds should hold the signatures as authorised by the committee.

8. Annual General Meetings

Notice of the Annual General Meeting (AGM) will be given by the Club Secretary. Not less than 21 clear days’ notice to be given to all members.

The AGM will receive a report from officers of the Chair, and Treasurer. The Treasurer will have a statement of checked accounts. All other management committee members should be available to give reports if required.

Nominations for officers of the Management Committee will be sent to the Secretary one week prior to the AGM. Election of officers is to take place at the AGM.

Proxy votes are permitted, and the instructions can be specific or general in relation to resolutions and votes.

All current adults (over 16 years old under British Triathlon rules) members in good standing have the right to vote at the AGM.

The quorum for AGMs will be 10% of the current adult membership.

The Management Committee has the right to call Extraordinary General Meetings (EGMs) outside the AGM. Procedures for EGMs will be the same as for the AGM. An EGM can also be called by order of 10% of the current adult membership.

9. Discipline and appeals

All complaints regarding the behaviour of members should be submitted in writing to the welfare officer.

The Management Committee will meet to hear complaints within 7 days of a complaint being lodged. The committee has the power to take appropriate disciplinary action including the termination of membership.

The outcome of a disciplinary hearing should be notified in writing to the person who lodged the complaint and the member against whom the complaint was made within 14 days of the hearing.

There will be the right of appeal to the Management Committee following disciplinary action being announced. The committee should consider the appeal within 7 days of the Secretary receiving the appeal.

10. Dissolution

A resolution to dissolve the club can only be passed at an AGM or EGM through a majority vote of the adult membership.

In the event of dissolution, any assets of the club that remain will become the property of English Triathlon.

11. Amendments to the constitution

The constitution will only be changed through agreement by majority vote at an AGM or EGM. Proxy votes can be utilised by prior arrangements.

12. Declaration

Hillingdon Triathletes hereby adopts and accepts this constitution as a current operating guide regulating the actions of members.


Approved at the AGM dated 21st Febuary 2021

Signed by

Jacqui Burke - Chair  23rd February 2021

Andrzej Warhaftig - Honorary President 23rd February 2021