The constitution below was adopted at the AGM of the club in October 1998. Updates were approved at the club AGM’s on 12th September 2013, 26th November 2015, 6th October 2016 and as proposed on 12th October 2017.
1.1 The club shall be known as CANTERBURY HARRIERS.
2.1 The purpose of the club is to assist and encourage all members, irrespective of ability, age, gender or any other aspects of personal identity with their athletic aspirations; the club will also promote competition, social events and other activities that develop team spirit and club values, including friendliness and welcoming, encouraging a competitive approach, encouragement to improve, building club & team spirit, and social events.
3.1 Applications for membership will be made by completing the club’s Application Form to be forwarded to the Membership Secretary. The Management Committee reserves the right to refuse or review membership if that action is considered to be appropriate. Members should be aged 18 years or over except in the case of pupils of King’s School, Canterbury where a special relationship exists between club and school. This lower age membership sole exception will be for a small number of pupils. The arrangement is subject to committee oversight, and attendance by school staff whenever the pupils compete or train with Harriers and so ensuring appropriate child safeguarding/welfare arrangements are in place.
3.2 The annual subscription will become due from 1st October each year. The annual subscription will be recommended by the Management Committee and agreed at the AGM.
3.3 The current year subscription must be paid prior to a new member competing for the club or being eligible for any club award. For existing members membership of the club will be deemed to have lapsed if the membership fee has not been received within two months of the fee becoming due. After the lapsed date the member will be unable to compete for the club or be eligible for any club award. The member will then need to reapply for membership (meeting any waiting list requirement) and will be liable to pay a rejoining fee as well as the normal club subscription.
3.4 Any member wishing to:
1. Resign from the club
2. Transfer to another club
3. Become second claim to another club
must inform the Club Secretary in writing and, where appropriate, complete the relevant forms required by the England Athletics.
3.5 Any member believed to have behaved in a manner prejudicial to the good name of the club or in any way which is against the interests of members will be requested to attend an interview with three nominated members of the Management Committee. If after that hearing the three nominated members recommend a sanction (including expulsion), the member will be entitled to request in writing a hearing with a majority of the Management Committee. The matter will be heard within 14 days of receipt of that written request. If the member chooses not to attend an interview as requested then the interview meeting may go ahead in their absence.
3.6 Details of any expulsions will be passed on to the Kent County Athletics Association (KCAA).
4. Management Committee
4.1 The management of the club shall be vested in an elected Management Committee which shall comprise of: Chairman/Chairwoman; Deputy Chairman/Chairwoman; Secretary; Treasurer; Chief Coach; Administration Officer; and up to six runners’ representatives. Only fully paid up, first claim members are eligible for election.
4.2 The Management Committee has authority to co-opt additional members and to form sub-committees/working groups and specific roles when considered necessary.
4.3 A quorum of the Management Committee will be six members.
4.4 Management Committee meetings will take place on a monthly basis and notes of each meeting will be maintained for view by members.
5. Annual General Meeting
5.1 A general meeting will be held annually, usually during the month of October but may be varied according to the needs of the club.
5.2 The meeting will receive the annual Management Committee’s report, including the club’s accounts.The accounts will be audited annually.
5.3 Each position on the Management Committee is subject to election by the body of the annual meeting. Only fully paid up, first claim members may sponsor members for election or vote in the election of Management Committee members.
5.4 The club Secretary will give members adequate notice of the time, date and location of the AGM and the list of agenda items.
5.5 Any member wishing to have a specific matter added to the agenda must forward that matter to the Secretary seven days prior to the meeting. Otherwise at the discretion of the Chairman/Chairwoman the matter may be dealt with as any other business at the meeting.
6. Special General Meetings
6.1 If a written request to discuss one or more subjects, signed by a minimum of twenty members, is received by the club Secretary a Special General Meeting (SGM) will be called within 21 days to discuss those matters.
6.2 The appropriately signed written request must contain full details of the reason for and substance of the request.
6.3 The Management Committee may call a SGM giving 21 days’ notice and explaining the nature of the business to be discussed.
7. Club Colours
7.1 The club colours will be navy blue vests with the club logo and a broad white stripe on both sides. The vest will carry the club name across the back or front. Race shorts or leggings will be navy or black.
7.2 Club colours must be worn on all occasions when members are representing the club in competitive events.
8. Club Records
8.1 The club will hold a list of club records in different age groups and for both females and males. To be eligible to be recorded within the list of club records the member should:
• be a fully paid up, first claim member of the club at the time of achieving the time.
• the time should have been achieved on a race having recognised timing equipment and on a route with current measured distance certification.
The management committee will adjudicate where there may be doubt about a record having been achieved.
9. Club Rules
9.1 Headphones/Earphones/Bone Conduction Headphones – for safety and social reasons members will not wear headphones/earphones/bone conduction headphones of any kind whilst training/running at organised Harriers club training sessions or when running as part of other organised Harriers club events. When taking part in race events members are expected to observe the rules of the specific race in which they are participating.
9.2 Support to club events – to ensure the successful organisation of club events members will not run in events as determined by the Harriers committee. In practice this is currently the Whitstable 10K (but could be extended if required) where the expectation is that all members will assist on the day.
10.1 No addition or amendment will be made to this Constitution unless agreed at an AGM or SGM called for that purpose.
10.2 Notwithstanding anything aforesaid all club members are subject to any rules established by any organisation to which the club is affiliated, such as the England Athletics.
11. Club Finances
11.1 A bank account will be operated by the club in the name of Canterbury Harriers.
11.2 Cheques drawn on the account can only be signed by nominated members of the Management Committee. A list will be held of authorised signees and cheque holders.
11.3 The club will not be responsible for any liabilities entered into by any member in the name of the club unless they have specific authorisation from the Management Committee.
11.4 A monthly financial statement will be received by the Management Committee.
12. Dissolution of the Club
12.1 The club may only be dissolved by an SGM or an AGM. In the event of such dissolution all assets of the club will be transferred to the KCAA.