Club Constitution

Hillingdon Triathletes

1. Name

The club is called Hillingdon Triathletes and is affiliated to Triathlon England, British Cycling and Cycling Time Trials.

2. Aims & Objectives

The aims and objectives of the club will be:

To offer coaching, training and competitive multisport.
To promote the club within the wider community and the sport of triathlon.
To ensure a duty of care to all members of the club.
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 code of conduct that the club adopted.

Members will be enrolled in one of the following categories:

Full member
Honorary
Student
Event Membership.
Affiliate Membership

4. Membership fees

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

Fees will be paid: Annually

Honorary membership is free

The Club will maintain a confidential Bursary Fund to help those with a minimum of 2 years membership in times of hardship.

5. Officers of the club

The officers of the club will include the following Executive Committee Members:

Chair
Vice Chair (s)
General Secretary
Treasurer
Welfare Officer (s)
Event Organiser
Head Coach
Time Trial Organiser

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.

The Executive Committee will be supported by the rest of the committee with a variety of roles.

In addition there will be the honorary posts of President and Vice President(s). The honorary posts will be reviewed/renewed three yearly from their first appointment, then on a rolling three year basis, as will any other Honorary Members

All Chairs who have served for a minimum of 5 years will have honorary membership as a 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 33% are female.

6. Committee

The club will be managed through the Executive Committee which will include the posts of: Chair, Vice Chair(s), General Secretary, Treasurer, Welfare Officer(s), Event Organiser, Head Coach Time Trial Organiser. They will be assisted by a wider management committee with a variety of roles. Click on the link for more details. https://www.hillingdontriathletes.co.uk/contents/1421-committee

The Executive Committee will be convened by the Secretary of the club and held no less than 4 times per year.

The quorum required for business to be agreed at Executive Committee meetings will be: 5

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

The Executive Committee will be responsible for disciplinary hearings of members who infringe the club rules/regulations/constitution. The Executive 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 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 in accordance with the bank mandate.

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 Executive Committee will be sent to the Secretary one week prior to the AGM.

Resolutions must be submitted 7 days ahead of the AGM. Only paid up members of the club can submit these, and with the support of a second paid up member.

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 adult (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 5% of the current adult membership.

The Executive 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 membership.

9. Discipline and appeals

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

The Executive Committee will consider complaints within 10 days of a complaint being lodged. They may appoint a person(s) with appropriate skills to consider the complaint. 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 21 days of the Secretary receiving the hearing.

There will be the right to appeal to the Executive Committee following disciplinary action being announced. The committee should consider the appeal within 10 days of the Secretary receiving the appeal.

Grievance and disciplinary policies can be found on the clubs website.

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 Triathlon England.

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.

Document Name	Club Constitution 2025
Document I.D.	CC1
Version	1.0
Date Last Review	December 2025
Date Next Review	January 2026
Approved By	Club Committee
Date Approved	AGM 15th Febuary 2026