The Club shall endeavour:-

1. To draw together all those who are interested in running and jogging and encourage, coach and advise members in an effort to promote the sport in its various forms.

2. To afford members with information, advice and assistance on matters connected with running and jogging.

3. To arrange teams to enter road races, marathons etc in the area.

4. To be a non-profit making club.

1. Only members of ECSSC shall be eligible for full membership of the Club.

1. The Club shall be managed by a committee of at least five members consisting of a Chairman, Hon. Treasurer, Hon. Secretary, plus two committee members. The committee shall have the power of co-option of other members.

2. The authority and responsibility for the transaction of the business of the Club shall be vested in this committee. The committee are empowered to act in all matters in furtherance of the object for which the Club is established, other than those hereby expressly directed or required to be exercised by the Club in General Meetings.

1. At the end of each year, the whole committee shall resign, and each member individually shall be eligible for re-election. Each AGM shall be conducted by the retiring officers after which the new committee shall take over.

2. Only ordinary members of ECSSC and full members of ECSSC shall be eligible for election as Chairman, Hon. Treasurer, Hon. Secretary and the two Committee Members.

3. Nominations for election of officers and committee members must be received (by post or e-mail) by the Hon. Secretary 14 days prior to the opening of the Annual General meeting. Two members acting as proposer and seconder must support nominations.

4. Election of Officers and Committee shall be conducted via a Club voting mechanisms [see 8].

1. Electronic Voting.

   Where a committee, or club membership vote is required, an electronic voting (e-Voting) mechanism (typically via e-mail) is the preferred method of the Club. E-Voting is a method by which individuals can electronically register their preferred selection from a list of options. The Hon. Secretary shall normally act as the ‘Counting Officer’ for all votes although provision is made for a committee member to undertake this function should circumstances dictate. The Counting Officer shall maintain voting records for three months following the closure of the vote.

   E-Voting will be used in determination of club matters set against the following criteria :-

1. Formal constitutional matters requiring membership voting against specifically defined items in club rules.

   Intended to cover the annual Committee membership and selection process. The process for such votes will be clearly defined, the counting method, and an allowance for individuals to vote via non electronic forms will be defined for each such voting decision.

2. Formal constitutional matters which the committees determines requires membership voting but are not specifically defined in club rules.

   Intended to cover items, which would have previously required an EGM. The committee shall be responsible for determining the counting method and an allowance for individuals to vote via non-electronic forms will be defined for each such voting decision.

3. Voting to determine membership preference over non-constitutional matters.

   Intended to cover decision making of a non-formal nature typically such as race routes, training event options etc. These items are non-formal in nature, and individual organizing members can select and agree appropriate counting method. It would not normally be envisaged that additional non-electronic form of voting would be required.

1. Each committee member present shall be entitled to exercise one vote. The Chairman shall not vote except in the exercise of a casting vote.

1. Any committee member absenting him or herself from three consecutive Committee Meeting without sufficient reason shall be understood to have resigned.

1. The committee shall meet whenever summoned by the Secretary in accordance with standing orders. A minimum of three members are required to form a quorum, provided that all decisions taken by this reduced committee are ratified by the remaining committee members within fourteen days.

2. The Secretary (or the Minutes Secretary appointed from the members of the committee) shall take minutes of the meeting. The minutes shall be presented at the following meeting for confirmation. Alterations to the list of members shall be reported at committee meetings.

1. The Hon. Treasurer for day-to-day expenses shall maintain a petty cash fund. The Treasurer shall bank all other monies. The accounts will be audited annually by an auditor appointed by ECSSC and presented at the AGM. The Hon. Treasurer will draw all cheques.

1. All applications for membership of the Club shall be made on the approved form. The committee shall be empowered to award Honorary Membership/Life membership to persons so deserving. All applicants must be members of ECSSC.

2. Membership of the Club is confined to Amateurs as defined by their eligibility to compete under the current rules of UK Athletics.

1. There shall be an annual charge for membership to the Club as decided at the AGM. All subs must be paid by the end of March of that year.

2. The committee shall have the power to expel any member whose subscription is six months in arrears provided a month’s notice in writing shall have been sent to such a member by email or letter, addressed to his or her last known address, informing them of the proposed action of the committee.

3. The name and address of any person so expelled from the Club in the Athletic Association shall be sent to the Honorary Secretary of UK Atletics and/or their regional offices who shall determine any further action.

1. Where external events require a Team Captain, a suitable candidate from the membership of the Club will be elected for the season or year of the competition by a voting mechanism. Their role will be to decide the participants from a shortlist of all eligible candidates for representing the Club at such external races.

1. Teams will be selected by the Team Captain, who will notify all Club members who have put themselves forward for selection of their status within the Team.

1. The name and address of the Club shall not be given by a member on his or her behalf as his or her address for any trade, advertising or business purposes, or in connection with any legal proceedings. The Club name may be used in promoting local races which are run under the auspices of UK Athletics rules for competition.

1. The AGM of the Club shall be held upon a date and at a time to be fixed by the committee. The Hon. Secretary shall give at least twenty-one days notice of such meeting.

2. The AGM shall :-
   1. Receive from the committee a full statement of accounts duly audited showing the receipts and expenditure for the said year.

   2. Receive from the committee a report of the activities of the Club during the said year.

   3. Confirm acceptance of all E-Voting ballots undertaken for the purposes of election of officers and members of the committee.

   4. Decide on any resolution that may be duly submitted to the meeting as herein after provided.

1. A Special General meeting may be convened by direction of the committee, or on requisition to the Hon. Secretary stating the business for which the special general meeting is required and signed by no less than eleven members.

2. If the meeting so requisitioned be not convened within twenty-one days, the said twelve members may convene such a meeting. Eleven members shall form a quorum.

3. At least ten days notice of all special meetings shall be given, but non-receipt of such notice by any member shall not invalidate the proceedings.

1. No one can take part in a Annual or Special general meeting unless he or she is a bona fide member of the Club, or a full member sponsors her/him to speak but not vote.

1. When a member with a matter to be discussed at a general meeting the text of such matters signed by at least two members shall be sent to the secretary at least seven days before the date of such meeting so that it may be included in the agenda. A copy of the agenda shall either be sent to members by e-mail or will appear on the Club website at least five days prior to the meeting, but the fact that any member has not seen the agenda shall not invalidate the proceeding. No business that is not included in the agenda shall be discussed at the meeting unless 2/3 of the members present are in favour thereof.

1. Voting at general meetings shall be by show of hands. Every person with a right to participate may exercise one vote. The Chairman shall not vote except in the event of a casting vote. At all General meetings a majority of votes decide a resolution. At any General Meeting two thirds majority of the members present may demand a poll, thereupon the meeting shall be adjourned to a time and place to be named by the Chairman and a postal vote may be taken of all members of the Club.

1. Every member binds him or herself to abide by the Rules of the Club, and also by any modifications thereof made in conformity with such Rules, and also accept as final and binding the decision of the committee in all cases of dispute or disagreement with these rules.

1. Alterations may be made to these rules by a General Meeting providing that the proposal is supported by at least SIX members AND that details of the proposed alteration or alterations are included in the notice of the General Meeting AND that the resolution proposing such alterations is carried by two-thirds of the electorate.

2. Emergency alterations to the Rules may be made only at Special General Meetings.

1. Members will report any loss or damage to the Club property to any Club Officer immediately after such damage or loss is noted.

2. In event of any damage to Club property the member judged to be responsible shall be obliged to pay an amount decided by the committee which shall be approximately equal to such repair or replacement charges or a percentage thereof.

1. Any member held to be in breach of these rules or guilty of an offence tending to bring the Club into disrepute shall be liable to expulsion from the Club, and the ECSSC.

1. Every member shall be furnished with a copy of the Club Rules and Regulations.

1. The Club may be dissolved by a Special General Meeting convened by direction of the committee, or on the requisition of a majority of these members.

2. If the resolution of dissolution be duly passed, the committee shall forthwith liquidate the affairs of the Club, and if there be any surplus assets on realisation these shall be distributed on dissolution and handed to the ECSSC.

1. All members of the Club have insurance cover by virtue of their membership of ECSSC for use of the Club facilities. In addition, all members of the Club are covered by the UK Athletics Liability Insurance scheme for their participation in Wednesday & other Club events, i.e. those organised and notified as official Club events. (Note: This excludes ad hoc training runs run with other Club members). Insurance for members of the Club participating in races which are organised under the UK Athletic Association Licence System are covered by their insurance scheme.

1. Where exceptional absence prevents a Club runner from participating in a Club race, provision is made for the runner to 'record participation' and 'record a time' for that race with the following conditions and provisos.

2. Club races must normally be run on the day and time scheduled for the race by the Club. If, due to work (or exceptional personal) circumstances a member cannot be available at the allotted date and time they may run the race route and distance at an alternative date/time providing the following criteria is met :-

1. At least one committee member must have agreed that the circumstances that prevent the runner from participating are sufficient (feeling unwell is insufficient). The notification must have been received by the committee member prior to the original scheduled race day.
2. The race is timed by another Club member. The timing member cannot run with the runner.
3. the race course and distance is completed within +/-8 days of the scheduled original race day.
4. the completed race time may be posted in Club records as 'completing' the said Club event.
5. the completed race time will NOT be eligible for individual or team prizes or awards.
6. the completed race time will contribute to the runners Club handicap time for that race distance.