Club Constitution


1. Name and affiliation:

The club is called Tunbridge Wells Triathlon Club and is affiliated to Triathlon England (British Triathlon). This is a community club and has adopted and will comply with British Triathlon policies on Safeguarding, Anti-Doping and Equality and Diversity. Club coaches abide by the Coaches Code of Ethics and Conduct, are listed with British Triathlon and have valid membership, qualifications and checks. The club has opted for public liability insurance through British Triathlon Federation.

The club encourages its members to subscribe to the BTF each year. The Club will use British Triathlon’s Club Management system to maintain accurate records.

2. Aims and objectives:

The aims and objectives of the club will be:

  • To offer a structure for non-competitive and competitive opportunities in triathlon and multisport variances to its members
  • To offer as much as possible of coaching and advice for competitive and non-competitive practice of the sport to its members 
  • To promote the club within the local community and the triathlon community at large
  • To ensure a duty of care to all members of the club, and to ensure they receive fair and equal treatment
  • To remain independent from commercial ventures as a core value of amateur sporting activity unless officially endorsed by the club committee as one of its official sponsors or partners
  • To be a non-profit organisation
  • To encourage participation in triathlon and multisport
  • To offer an effective entry point to triathlon and multisport for novices

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 has adopted. Members will be enrolled in one of the following categories:

  • Full member
  • Full member – Concessionary rate
  • Life Member

4. Membership fees:

Membership fees will be set annually and agreed by the Committee or determined at the Annual General Meeting. Fees will be paid by January 31st of each year. New members can join the club at any point in the year and will pay full subscription up to October 1st after which point membership is free until January 1st of the following year.

On each annual subscription, members are to complete and update a membership form, including emergency details. Members are also asked to ‘opt in’ to the sharing of personal information (e.g. race results) so that the Club can publicise members’ activities online and in the local press.

5. Club Committee Members:

The Committee will consist of the following officers:

  • President
  • Chair
  • Secretary
  • Treasurer
  • Membership Secretary
  • Kit Officer
  • Welfare Officer
  • Social Secretary
  • Press & Web Officer
  • Fitness Development

Officers will be elected annually at the AGM. All officers will retire each year but will be eligible for re-election. Should an officer resign before an AGM then the Committee can make an appointment for the remaining term without representation to the membership.

6. Committee Modus Operandi:

The club will be managed through the committee consisting of the above mentioned officers. The Committee will be convened by the Secretary of the club and hold no less than 4 meetings per year including an Annual General Meeting. The quorum required for business to be agreed at Committee meetings will be by majority, i.e. 50% of the total number of officers present +1. The Committee will be responsible for adopting policies, rules and the code of conduct that affect the organisation and the wellbeing of the club. The Committee will have the powers to appoint sub-committees as necessary and appoint advisers to the Committee as necessary to fulfill its business. The Committee will be responsible for disciplinary hearings of members who infringe the club’s code of conduct and rules or its Constitution. The Committee will be responsible for taking any action of suspension or discipline following such hearings.

7. Finance:

All club monies will be banked in the Metro bank account held in the name of Tunbridge Wells Triathlon Club at 4 Calverley Road, Tunbridge Wells, TN1 2TB. The Treasurer will be responsible for the finances of the club.
The financial year of the club will end at the end of each calendar year.
A Statement of annual accounts will be presented by the Treasurer at the Annual General Meeting.

8. Annual General Meetings:

Notice of the Annual General Meeting (AGM) will be given by the Club Committee; not less than 21 days’ notice to be given to all members. The AGM will receive a report from officers of the Committee and a statement of the audited accounts. Nominations for officers of the Committee will be sent to the Secretary prior to the AGM. Election of officers is to take place at the AGM by a vote all those present. All members have the right to vote at the AGM. The quorum for AGMs will be by majority vote, i.e. 50% of those present +1.
The Committee has the right to call Extraordinary General Meetings (EGMs) outside of the AGM. Procedures for the EGM will be the same as for the AGM.

9. Discipline and appeals:

All complaints regarding the behaviour of members should be submitted in writing to the Secretary. The Club Rules can be found in Appendix A and on the club website. The Committee can also decide to launch a complaint against a club member or a committee member. In both cases the Committee will meet to hear complaints within 21 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 a right to appeal to the Committee following disciplinary action being announced. The Committee should consider the appeal within 14 days of the Secretary receiving the appeal.

10. Dissolution:

A resolution to dissolve the club can be passed at an AGM or EGM through a majority vote of the membership (50% +1). In the event of a dissolution, any assets of the club that remain will become the property of Hospice on the Weald.

11. Amendments to the Constitution:

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

12. Declaration:

The Tunbridge Wells Triathlon Club hereby adopts and accepts this Constitution as a current operating guide regulating its activities and its members.
Signed: Date: 12-01-2020
Name: Ken MacSporran
Office: Club Chairman