Page 1 of 16

GOVERNANCE MANUAL

Page 2 of 16

Table of Contents

Foreword...............................................................................................................................................3

Feedback..........................................................................................................................................3

Modifications and Updates...................................................................................................................4

Strategic Strategy..................................................................................................................................5

Position Statement:..........................................................................................................................5

Vision:..............................................................................................................................................5

Mission Statement:..........................................................................................................................5

Objective one: .................................................................................................................................5

Objective two:..................................................................................................................................5

Targets:.............................................................................................................................................5

Objective one targets:..................................................................................................................5

Objective two targets:.................................................................................................................5

Constitution..........................................................................................................................................6

Name:...............................................................................................................................................6

Aims and objectives: .......................................................................................................................6

Membership:....................................................................................................................................6

Membership Fees:............................................................................................................................6

Officers of the Club:........................................................................................................................6

Committee:.......................................................................................................................................7

Finance:............................................................................................................................................8

Annual General Meetings:...............................................................................................................8

Discipline and Appeals:...................................................................................................................9

Dissolution:......................................................................................................................................9

Amendments to the constitution:.....................................................................................................9

Declaration:......................................................................................................................................9

CLUB OFFICER'S – ROLES and RESPONSIBILITIES..................................................................10

1 INTRODUCTION......................................................................................................................10

2 DECISION MAKING................................................................................................................10

2.1 Membership Decisions........................................................................................................10

2.2 Committee Decisions..........................................................................................................10

3 NOMINATED EVENT ORGANISER.......................................................................................10

4 MANAGEMENT COMMITTEE...............................................................................................11

4.1 Management Committee Positions......................................................................................11

4.2 Duties and Responsibilities of all members of the Management Committee..........................11

4.3 Club Chairperson.....................................................................................................................12

4.4 Club Secretary..........................................................................................................................12

4.5 Club Treasurer..........................................................................................................................12

4.6 Web master...............................................................................................................................13

4.7 Press / Publicity Officer...........................................................................................................13

4.8 Child & Club Welfare Officer..................................................................................................13

4.9 Quartermaster...........................................................................................................................14

5 NON-COMMITTEE POSITIONS.............................................................................................14

5.1 Juniors Committee..............................................................................................................14

6 ADDITONAL -COMMITTEE POSITIONS .............................................................................14

6.1 Coaching Coordinator.........................................................................................................14

6.2 Membership Secretary.............................................................................................................15

6.3 2 co-opted members................................................................................................................15

Policies and Procedures:.....................................................................................................................16

Page 3 of 16

Foreword

This document has been prepared to provide a working framework for the on going management

and development of the club.

Feedback

Please direct any comments or suggestions about this document to:

secreatary@mansfieldtri.com

Page 4 of 16

Modifications and Updates

Version Date Description of Change

0.1 01/11/10

Initial adoption of the document by the Management

Committee.

Page 5 of 16

Strategic Strategy

Position Statement:

“We are a small, friendly triathlon club, based in Mansfield.”

Vision:

“Mansfield Triathlon Club seeks to be the ‘club of choice’ for tri athletes and multi-sports people in

the heart of Mansfield and surrounding areas”.

Mission Statement:

“To be a friendly and inclusive triathlon club, assisting our members with opportunities for training

and competition in triathlon and associated sports.”

Objective one:

To increase our membership

Objective two:

To develop a Junior Section of the Club

Targets:

Objective one targets:

• Profile the club at local venues, events and races (purchase club banner, encourage all

members to wear club kit, distribute club information and membership application forms).

• Offer regular group and training sessions; financially underwrite swimming, indoor training

and other sessions as appropriate.

• Encourage members to lead group runs, rides and other sessions as appropriate.

• Develop a social programme; financially underwrite some social events as necessary.

Objective two targets:

• Develop our own coaches, including paying for courses and associated expenses.

• Develop protocols and policies to support a Junior Section.

Page 6 of 16

Constitution

Name:

The club shall be known as the ‘Mansfield Triathlon Club’ and will be affiliated to the English

Triathlon Association.

Aims and objectives:

The aims and objectives of the club will be:

• To positively promote the sport of triathlon.

• he club shall promote and encourage members in enjoying and being involved in and

participating in the sport of 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.

Membership:

To ensure all present and future members receive fair and equal treatment.

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 practice that the club has adopted.

When racing, members are encouraged to wear club colours, which are orange/red and black

Members will be enrolled in one of the following categories:

• Full member

• Junior member

Membership Fees:

The club subscriptions costs shall be determined at the AGM but the committee has the power to

amend same if the situation requires it.

Fees will be paid annually.

Officers of the Club:

The officers of the club will be:

Page 7 of 16

• Chair

• Secretary

• Treasurer

• Web master

• Press Officer

• Child Welfare Officer

• Quartermaster

Committee:

The club will be managed through the Management Committee consisting of:

• Chair

• Secretary

• Treasurer

• Web master

• Press Officer

• Child Welfare Officer

• Quartermaster

Only the above mentioned posts will have the right to vote at meetings of the Management

Committee.

• The Management Committee meetings will be convened by the Secretary of the club and

held no less than twice per year. Also the Management Committee shall meet as and when

called to do so when proposed by one Management Committee member and supported by

at least 2 others.

• The quorum required for business to be agreed at Management Committee meetings will

be by means of a majority vote.

• The Management Committee will be responsible for adopting new policy, codes of practice

and rules that affect the organisation of the club.

• The Management Committee will have powers to appoint subcommittees 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. The

Management Committee shall have the power to discipline members and withdraw their

membership. This shall be determined by the Management Committee upon receipt of a

complaint. The Management Committee decision must be 66% in favour of removal of

membership. 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. The Management Committee shall have the power to discipline members

and withdraw their membership. This shall be determined by the Management Committee

Page 8 of 16

upon receipt of a complaint. The Management Committee decision must be 66% in favour

of removal of membership.

• The club shall have a child protection policy which shall be managed and reviewed by the

Child Welfare Officer.

The club shall include a junior section and actively support junior members.

There shall be a separate Junior Committee consisting of a Child Welfare Officer and three non- specific officers.

The Junior Committee shall meet separately.

The Junior Committee shall specifically promote on behalf of the Management Committee junior

triathlon.

Finance:

The Club Treasurer will be responsible for the finances of the club.

The financial year of the club will end on: 31st December.

An audited statement of annual accounts will be presented by the Treasurer at the Annual General

Meeting.

Any cheques drawn against club funds should hold the signatures of the Treasurer plus up to two

other officers.

Annual General Meetings:

The club will hold an AGM each year after 1st October and before 30th November.

Notice of Annual General Meetings (AGM) will be given by the Club Secretary. Not less than 21

clear days notice to be given to all members on the club forum and website.

The AGM will receive a report from officers of the Management Committee and a statement of the

audited accounts.

Nominations for officers of the Management Committee will be sent to the Secretary prior to the

AGM.

Elections of officers are to take place at the AGM.

All members have the right to vote at the AGM.

Page 9 of 16

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.

Discipline and Appeals:

All concerns, allegations or reports of poor practice / abuse relating to the welfare of children and

young people will be recorded and responded to swiftly and appropriately in accordance with the

club’s child protection policy and procedures. The club Welfare Officer is the lead contact for all

members in the event of any child protection concerns.

All complaints regarding the behaviour of members should be presented and submitted in writing to

the Secretary.

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 7 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.

Dissolution:

• A resolution to dissolve the club can only be passed at an AGM or EGM through a 75% or

above vote of the membership.

• By agreement if member numbers (x membership fee) and financial resource is inadequate

to meet the needs to pay the BTA for the club’s annual subscription and insurance.

• The club fails to be affiliated to the BTA.

• Web master

• Press Officer

• Child Welfare Officer

• Quartermaster

The distribution of the club’ financial assets in case of the club’s demise shall be determined by the

committee.

Amendments to the constitution:

The constitution will only be changed through agreement by majority vote at an AGM or EGM.

Declaration:

Mansfield Triathlon Club hereby adopts and accepts this constitution as a current operating guide

regulating the actions of members.

Whoops!
There was a problem loading this page.

Page 10 of 16

CLUB OFFICER'S – ROLES and RESPONSIBILITIES

1 INTRODUCTION

This document set outs the various roles that are within the and

clarifies the duties and responsibilities of the Management Committee and it’s members.

All roles contained within this document (with the exception of Chairperson, Club Secretary and

Treasurer) are open to any club member irrespective of age, gender or length of membership.

Any member standing for the position of Chairperson, Club Secretary or Treasurer must have

previously been a member of the Management Committee during the five years preceding the

AGM at which they are seeking election (in accordance with the Club Constitution).

2 DECISION MAKING

The various levels of decision making are outlined below

2.1 Membership Decisions

The following decisions must be made by a two thirds majority vote of eligible club members at an

Annual General Meeting or Extraordinary General Meeting.

a) Changes to the Club Constitution.

c) Changes to the time and / or day of regular club training sessions.

d) Changes to annual membership fees or run subscriptions. The club subscriptions costs shall be

determined at the AGM but the committee has the power to amend same if the situation requires it.

2.2 Committee Decisions

The following decisions must be made by a majority vote of the Management Committee at a

properly convened Committee Meeting provided that a quorum of committee members is present.

a) Whether or not the Club will host an event that is open to the entire Club Membership i.e. Social

event, organised race etc. The Management Committee will agree who is to be the ‘Nominated

Event Organiser’ for each event. The event must be run in accordance with the guidelines stated in

paragraph 3

b) Expenditure of Club funds over the value of £100 (except as described in paragraph 3 a)).

3 NOMINATED EVENT ORGANISER

Every event that is open to the entire club membership (i.e. social event, organised race etc.) must

have an allocated ‘Nominated Event Organiser’ as agreed by the Management Committee.

The ‘Nominated Event Organiser’ does not necessarily have to be a member of the Management

Committee but can be any Club member.

‘Nominated Event Organisers’ who are not members of the Management Committee are welcome

to attend committee meetings as they wish.

The ‘Nominated Event Organiser’ is responsible for all aspects of the event and is authorised to

Page 11 of 16

make any and all decisions relating to that event as long as the following is complied with:

a) Expenditure must be within the limits stated in paragraph 4.2 1.g) unless the expenditure is an

essential cost for that event (i.e. purchase of prizes or medals etc. for an organised race) in which

case the expenditure may be authorised by the Club Treasurer alone.

b) The event must be ‘self-funding’ not make a financial loss.

c) A summary of the progress of the organisation of the event must be presented to the

Management Committee at each monthly committee meeting. A written report sent to the Club

Secretary in lieu of attendance at the committee meeting will suffice.

e)The date of the event must not conflict with any other club event or activity unless agreed by the

Management Committee.

4 MANAGEMENT COMMITTEE

4.1 Management Committee Positions

The Management Committee comprises the following 7 posts:

1. Club Chairperson

2. Club Secretary

3. Club Treasurer

4. Web master

5. Press Officer

6. Child Welfare Officer

7. Quartermaster

4.2 Duties and Responsibilities of all members of the Management

Committee

All members of the Management Committee have the following duties and responsibilities:

a) Attend Management Committee meetings and take part in decision making as required.

b) inform the Club Secretary in advance of any meeting that cannot be attended.

c) Represent the best interests of the club members at Management Committee meetings.

d) Keep club members informed of club rules and policy and report to the Management

Committee any issues or findings that have been brought to their attention.

e) Increase awareness of club activities amongst club members, promote club events and

encourage club members to get involved in club activities.

f) To become actively involved in the organising of club activities and to take on specific tasks

to assist the Management Committee in fulfilling it’s Club role.

g) Each member of the Management Committee are authorised with the following:

h) To spend up to £25 of the Club funds in any one year on items or services that are required

by the Club. Expenditure greater than £25 but less than £100 may be authorised by the

Club Treasurer. Expenditure of over £100 must by agreed by the Management Committee

at a properly convened committee meeting.

i) To lend club equipment to any club member for a community or sporting event. The

j) Club Chairperson, Club Secretary or Quartermaster must be informed of the loan. The

Committee member that authorised the loan is responsible for the equipment until it is

returned.

8 of 16