ACRW CONSTITUTION V5.00

  1. NAME:

    1. The club will be known as ALPHA CENTURION RUNNERS AND WALKERS, hereafter referred to as ‘ACRW’.

    2. The club will have its own legal identity and responsibility

  2.  COMMUNICATION:

    1. The club will be fully bilingual – both Afrikaans and English will be used as communication media.

    2. The newsletter will be the most important medium of communication.

    3. The preferred method of communication will be by email

  3. OBJECTIVES: 

    1. The objectives of the club are:

      1. To protect, expand and promote the interests of its members.

      2. To promote athletics in all its disciplines within the limits of the regulations as laid down by ASA and other relevant controlling bodies.

      3. To ensure that no discrimination, either on the grounds of race, religion or politics takes place in athletics under the club’s control.

      4. To execute other functions towards the advancement of athletics in general, which might be required in certain circumstances.

      5. To acquire and to receive funds in the name of the club and to fulfill financial duties for the execution of any of the club’s activities.

  4.  ACHIEVEMENT OF OBJECTIVES:

    1. To achieve the above mentioned objectives, the club is entitled to do the following:

      1. Acquire suitable grounds, buildings, apparatus and other facilities which are required to promote athletics.

      2. Undertake negotiations, finalise contracts and agreements, which might be required to promote athletics.

      3. React to and investigate any violation/departure from the constitution.

      4. Present colours, trophies, medals and certificates within the framework of prescribed standards which will be adjusted periodically.

      5. Co-operate with other clubs and organizations to promote athletics in and around Centurion.

      6. Levy fees, collect funds and receive donations in order to achieve the aforementioned objectives in accordance with prescriptions laid down by the committee.

      7. Appoint, with Annexure A as criteria, honorary members (service) and honorary members (sporting achievement) with the understanding that nominations must be submitted in writing to the ACRW Committee on the prescribed nomination document at least four (4) weeks prior to the AGM of ACRW (REFER TO ANNEXURE A FOR MORE DETAIL.)

  5. COLOURS:

    1. ACRW colours will include red, blue, green and white on the vest, official ACRW RunningT or crop-top, with red shorts and optional ski-pants (must be red if no shorts are worn), and a running tortoise with the number seven (7) on its chest, as the club emblem and changes will be approved at a Special General Meeting (SGM) or AGM.

    2. Colours and design of other club clothing will be determined by the ACRW Management Committee (i.e. T-shirts, track suits etc. do not require SGM or AGM approval).

    3. No athlete will represent the club unless he/she wears the prescribed attire, provided it is available.

    4. No logos or motifs may appear on the official club colours except as prescribed by ASA and other controlling bodies.

  6. MEMBERSHIP:

    1. Acceptance as a member is with the following provisions:

      1. All applications are subject to the approval of the executive committee.

      2. Membership applications must be done annually on the prescribed form.

      3. If an athlete is or was a member of another athletics club his application for membership must be accompanied by a clearance certificate from their previous club.

      4. The ACRW Management Committee can provide membership wither free of charge or at a reduced rate, at its discretion.

      5. Honorary membership can be granted to club members and non-club members with Annexure A as criteria document, after a proposal (see 4.1.7) for such honorary membership, has been approved at the AGM, where the nominees will be absent during voting.

  7. MEMBERSHIP FEES:

    1.            Every application must be paid up annually in advance.

    2.            Membership fees are to be reviewed and fixed at the Annual General meeting.

    3.            Membership fees are payable on acceptance of membership.

  8.  COMMITTEE MEMBERS:

    1. The committee will consist of the following portfolios, which will be the Executive Committee. The balance of the committee will consist of portfolios as deemed necessary by the Executive Committee.

      1.  Chairperson

      2.  Vice Chairperson

      3.  Club Captain

      4.  Secretary

      5.  Treasurer

  9. COMMITTEE TERM OF OFFICE:

    1. The Chairperson may not serve for a continuous period of more than three years. He/she may however be re-elected after a period of absence from the position for twelve (12) months. The period of service of other committee members is not restricted. In the case of the Chairperson; The 3 year period may be extended by a MAXIMUM of one year subject to the following conditions:

      1. The incumbant Chairperson agrees to the extension.

      2. The Club Committee recommends the extension.

      3. Final approval for the extension is granted by the members an Annual General  Meeting.

  10. COMMITTEE VOTING RIGHTS:

    1. A committee member has one vote.

    2. The chairperson has the deciding vote in the event of a tie.

  11. COMMITTEE MEETINGS:

    1. Meetings will be held where, when and as often as decided upon by the committee, but at least once per month. A minimum of seven (7) days’ notice and an agenda of the meeting must be given to each member.

    2. All meetings will be chaired by the chairperson or in his absence the vice chairperson or in the absence of both any member elected by the floor.

    3. Six members form a quorum for a committee meeting.

    4. Voting to be done by the raising of hands or ballot.

    5. Minutes are to be taken at each meeting and to be circulated, read and approved at the next meeting.

    6. The agenda and the minutes of each meeting are to be given to each committee member.

    7. Any vacancy arising in the committee will be filled by the committee co-opting a member to the vacant position.

    8. Any committee member absent from three (3) consecutive committee meetings without apologies can be removed from the committee.

    9. A member must have been a member of the club for at least six (6) months before being eligible for nomination to the committee.

    10. The committee controls and manages all club finances and will provide an audited statement of income and expenditure together with the chairperson’s annual report at the Annual General Meeting.

    11. The committee controls all club activities but will have the power to set up ad-hoc committees to appoint representatives and delegates. These committees and nominated persons will remain under the jurisdiction of and report to the executive committee.

  12. ELECTION PROCEDURE:

    1. Each nomination must be in writing and be signed by the nominator, the nominee and a second – all must be members. Nominations must be handed to the secretary before the meeting.

    2. The nominations will be invalid if incomplete or incorrectly filled in.

    3. Current committee members are automatically nominated unless they make themselves unavailable.

    4. Committee members will be elected by ballot or show of hands.

  13. POWERS AND DUTIES OF  COMMITTEE:The committee is the highest authority of the club. Its decision is final. The committee has the power to-

    1. Accept or obtain funds or donations which will be of advantage to the club.

    2. Lend or collect monies that could be necessary, e.g. Membership fees or as the committee approves of.

    3.  Listen to differences between members and act as an arbiter.

    4.  Delegate its authority with discretion.

  14. VOTING RIGHTS:

    1. All accepted/registered members over the age of 18 will have voting rights.

    2. Each member has only one vote.

  15. DISCIPLINARY COMMITTEE:

    1. Any three (3) members of the committee can form a disciplinary committee.

    2. The disciplinary committee has the right to discipline any member guilty of bad behavior, dishonest or unsporting behavior thereby blemishing the name of the club.

    3. The disciplinary committee has the right to reprimand a member, suspend membership temporarily or for life.

  16. STANDING COMMITTEES:

    1. Standing Committees will be created where required by the Management Committee, with members being co-opted, as required from ACRW members and non-members, to deal with long-term requirements. (E.g. Races and in particular, the Wally Hayward Marathon).

    2. Members attending will form a quorum.

    3. Voting takes place by raising of hands, except where two (2) or more members request a ballot.

  17. AD-HOC COMMITTEE

    1. The Management Committee can create temporary ad-hoc committee to deal with a specific task, until that task has been fully dealt with.

    2. Members will be co-opted, as required, from ACRW members and non-members.

    3. At least two (2) members will form a quorum at ad-hoc committee meetings.

    4. Voting by raising of hands except where two (2) or more members request a ballot.

  18. FINANCES:

    1. All club finances will be the responsibility of the treasurer.

    2. A current and/or savings account will be opened by the committee at a financial institution they approve of.

    3. Any two of the executive committee may be appointed to sign cheques on behalf of the club.

    4. Honorariums recommended and approved at the AGM will be paid out by the committee.

    5. The committee will pay for travel, accommodation and other cost if approved.

    6. All purchases/payments must be approved by the committee.

    7. Funds received by the club must be deposited directly in the club’s account and may not be used directly by the receiver.

    8. It is the treasurer’s responsibility to ensure that all annual affiliation fees and members ‘registration fees are paid.

    9. The club’s financial statements (as audited by a non-management committee member) must be presented at the AGM.

  19. MEMBER MEETINGS:

    1. ANNUAL GENERAL MEETING (AGM)

      1. The annual general meeting of all members will be held each October and will be known as the Annual General Meeting.

      2. All members to be given 14 days’ notice in writing of the AGM.

      3. A quorum for the AGM will consist of the members present on the proviso that conditions of paragraph 19.1.2 have been met.

      4. The secretary will send out Agenda, previous minutes and a list of any nominations and motions received at least 7 days before the AGM.

      5. Email and notices on the club notice board will constitute the written notifications referred to above (Notifications will not have to be posted).

    2. SPECIAL GENERAL MEETINGS (SGM):

      1. All meetings, excepting committee meetings and the AGM, will be SPECIAL GENERAL MEETINGS.

      2. Written notice will be given to each member 14 days prior to the meeting being held.

      3. A quorum for the SGM will consist of the members present on the proviso that conditions of paragraph 19.2.2 have been met.

      4. A special general meeting may be called by the committee at their own initiative or at the written request of 50% plus 1 of the adult members (members over 18).

  20. INTERPRETATIONS OF THE CONSTITUTION:

    1. The decision of the committee in respect of the meaning, the interpretation and application of any of the clauses of this constitution is binding and is so noted.

  21. CHANGES TO THE CONSTITUTION:

    1. The constitution may only be changed at a general members’ meeting.

    2. Written notice is required at least 14 days prior to the event.

    3. Such a meeting can only be called by a minimum of 10% of paid up members.

    4. Amendments must be approved by at least 75% of the members present.

    5. A quorum will consist of the members present on the proviso that conditions of paragraph 21.2 have been met.

    6. However, any addendums to the constitution reflecting operational aspects which do not form an integral part of the constitution may be amended by the elected Management Committee as required without needing the approval of the AGM.

  22. DISSOLUTION OF THE CLUB:

    1. In the event that the club ceases to function in terms of the objectives of the constitution, the club can be dissolved at a special general meeting by a majority vote of those members present. Remaining funds are to be distributed amongst organisations for the benefit of athletics.

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