THE RULES AND CONSTITUTION
1. NAME
The club shall be known as Muddy Runners.
2. CLUB COLOURS
The colours of the club shall be Red (with white logo) or Black (with Red logo).
3. OBJECTIVES
The main purposes of the club are to provide facilities for and to promote participation in
the amateur sport of running in Andover and the surrounding area. The club was setup to
be accessible and inclusive to all, from beginners through to experienced runners. The
membership is to be encouraging and supportive to other members and welcoming to new
members. Membership of the club is open to anyone on application, regardless of sex, age,
disability, ethnicity, nationality, sexual orientation, religion or other beliefs, except as a
necessary consequence of the requirements of running.
To meet the requirements to be a Community Amateur Sports Club the majority of
members must actively participate in running events organised by the club on at least 12
times a year. This includes attending club runs and Muddy Runner branded events,
volunteering at Muddy Runner events and coaching or leading at training sessions and club
nights. It is your responsibility to keep a record of your participation and to inform the club
if you will be unable to participate on 12 occasions during the year. In the event that the
club is required to evidence the participation of members you may be required to provide
the committee with your participation record.
4. RUN TOGETHER
From 2013 Muddy Runners became joined with Run Together.
5. MEMBERS SAFETY AND WELL-BEING
Members are encouraged to take care in warming up, cooling down and stretching
whenever they take part in a club run. Members are also required to wear appropriate
running clothing and footwear. Each member must ensure that they are medically fit and
understand that they participate/enter in any club activities/events entirely at their own
risk. Members agree that Muddy Runners shall not be liable for any accidents, injury, loss,
damage or claim or expense that may arise in consequence of their participation in club
activities/events. Between 1st September and 31st March the club runs will revolve mainly
around the town. High visibility garments must be worn on club evening runs between
these dates. During the club runs no-one runs alone, you must run in pairs or in small
groups, you are advised to carry your phone, it is your responsibility to check the route and
or have access to the Strava Group page to check it or star the route you’re about to run.
As a club we are obliged to operate under the rules of the Highway Code, run on pavements
whenever possible, if there is no pavement run on the right hand side of the road facing the
oncoming traffic. The only exception is at blind right hand bends where you will need to
cross the road to negotiate the bend (so traffic can see you) then cross back when safe to do
so. If you are running in a large group and no pavement is available the code requires you
to run on the left hand side at all times.
6. MANAGEMENT
The management of the club will be in the hands of the Committee.
The Committee is empowered to deal with any matters not covered by the Rules and
Constitution and to fill any committee vacancies which may arise during the year.
The Committee shall consist of a Chairperson, Vice Chairperson, and Financial Controller.
The above are empowered to make club decisions.
The Operations Committee shall also consist of the following persons (as and if required)
Secretary / Membership Secretary, Welfare Office, Coaching Staff, Social Secretary,
Merchandise Officer, a representative from any and each officially recognised MR branch,
and up to 4 other committee members as required.
Both the Committee and Operations Committee shall meet as and when necessary and all
decisions will be by a majority vote.
7. PRIVACY NOTICE AND GDPR
The Muddy Runners (Group) are committed to protecting and respecting your privacy. For
any personal data you provide for the purposes of your membership, The Muddy Runners
Group is the Data Controller and is responsible for storing and otherwise processing that
data in a fair, lawful, secure and transparent way. The data privacy policy is available on
request.
8. FINANCES
The Financial Controller will have the responsibility for controlling the income and
expenditure of the club. At each Committee meeting the Financial Controller shall advise the
meeting of the current financial situation.
Receipts or invoices must be kept for all purchases.
The Clubs financial year shall run from 1st April to 31st March.
A set of accounts must be prepared by the Financial Controller.
All surplus income or profits are to be reinvested in the club. No surpluses or assets will be
distributed to members or third parties.
9. ANNUAL GENERAL MEETING (AGM)
The AGM shall be held within three months of the end of the club’s financial year. The
Chairperson in consultation with the Committee in conjunction with the Operations
Committee must give at least 28 days’ notice of the AGM to all club members.
The formal business of the AGM shall be to:
Receive the annual report.
Receive the Financial Controllers report.
Confirm Committee members for the ensuing year.
Approve membership fees for the coming year.
Discuss items proposed by members in advance and vote upon them if necessary.
AOB approved by the Chairperson and not requiring a vote.
Motions to be discussed at the AGM must be submitted in writing to the Secretary at least
14 days before the meeting.
10. MEMBERSHIP AND SUBSCRIPTIONS
The rates of subscription shall be recommended by the Committee on an annual basis.
Any person wishing to run and join with Muddy Runners must complete a membership
form, register on the Run Together site and pay the appropriate subscription within a month
of first running with the club. Under 18’s may join the club, but may only take part in runs
up to the distance currently advised as suitable for their age by UK Athletics. Many of our
runs take place on roads or public trails and paths, and where it is deemed necessary for
reasons of safety, under 18’s will only be able to participate in these runs if they are with a
responsible adult who commits to be responsible for the child’s safety for the duration of
the run. Because our runs take place on a variety of terrains and in a variety of locations,
individual runs may have health and safety requirements or restrictions. Details of these
will be posted with the run on the club Facebook page and must be adhered to by all
runners. Current members will also be required annually book onto the appropriate
membership run (email sent to member) to renew their subscription. Membership forms
are available via the club membership secretary. It is the responsibility of the Financial
Controller to ensure that all active members have paid their subscription.
Membership renewals are due within two months of the start of the new financial year (by
31st May). Any memberships not renewed by this date will be have deemed to have
resigned from membership.
Membership of the Club commences on the actual day of completion of the application and
payment of the membership fees. Membership of the Club shall be open to any amateur
male or female agreed by the management committee. 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.
Any person guilty of conduct liable to bring the name of the Club into disrepute or guilty of
an offence against another club member or any act including communication considered
inappropriate by the committee, will render themselves liable to either suspension or
expulsion from the club.
11. DISSOLUTION
The club can only be dissolved through a resolution called for that purpose at a committee
meeting. If the club dissolves any surplus cash or assets will be given or transferred to
another registered CASC, a registered charity or the sport’s governing body for use by them
in related community sports.
12. THE RULES AND CONSTITUTION
A copy of the Rules and Constitution shall be available on the club’s website and Facebook
group.
Appendix – Committee and Operating Committee Election Process
The management of the Club is vested in an operating committee consisting of a
Chairperson, Vice Chairperson, Financial Controller, and other committee members as
required and as per clause 6 of the rules.
All positions are to be elected by either secret ballot or open vote at the Annual General
Meeting (AGM).
All operating committee members will retire each year but will be eligible for re-
appointment.
Any paid up member is eligible to serve on the committee; however those who can
demonstrate an applicable skill set, experience or aptitude, and commitment to the club are
particularly welcome to apply. Such members will ordinarily be asked to join the committee
and, with their consent, be co-opted on to it. At the next AGM following this, they can be
formally elected by the membership. If a member is identified by the committee as having a
particularly valuable skill set, experience etc., but has not applied to join the committee,
they may be approached and asked if they would consider being co-opted/elected.
Candidates for the following core posts shall be elected specifically from the serving
Committee at the AGM:
-
Chairperson
-
Vice Chairperson
-
Financial Controller
If there is only one candidate for any particular post, voting is deemed unnecessary.
The serving committee has the authority to create, and make redundant, any non-core post.
Each person of the operating committee shall have one vote, but in the event of a tie, the
Chairperson shall have the deciding vote.
The Committee shall have the power to invite any person to discuss items of interest.
The Committee may form Sub-Committees (e.g. Event Crew, Social Function Sub Committee
etc.) and co-opt members onto these sub-committees.
Only paid up members may vote at the AGM
Members that are under the age of 18 are classed as junior muddy runner members and are
not eligible to vote at the AGM.
Those members unable to attend the AGM may apply in writing to the club for a postal
ballot, not less than seven days prior to the meeting. An electronic voting system will also be
made available for those unable to attend.
Discipline and appeals
1. All complaints regarding the behaviour of members should be presented and
submitted in writing to the Chairperson or Vice Chairperson.
2. Three members of the operating committee including either the Chairperson or Vice
Chairperson will meet to hear complaints within 14 days of a complaint being
lodged. The operating committee has the power to take appropriate disciplinary
action including the termination of membership.
3. The accused are allowed to bring a witness to the disciplinary meeting.
4. 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 14 days of the hearing.
5. There will be the right of appeal to the Operating Committee following disciplinary
action being announced. The committee should consider the appeal within 7 days of
the Chairperson receiving the appeal in writing.
Use of Social Media by Members – General
A small number of people; such as committee members, are authorised to speak on behalf
of MR however most of us will speak not on behalf of; but about MR in club forums, both
private and public. As members, we are all part of the conversation. Social media is of great
benefit to us as individuals and to MR – most of us use social media such as Facebook and
Twitter to keep in touch and find out what’s going on.
The following points should be kept in mind to ensure that we always apply common sense
in our use of social media:
Codes of conduct
MR constitution requires that we all treat each other with respect and not engage in actions
which would bring the club into disrepute – this includes how we conduct ourselves in all
our activities with the club, including social media and networking. Have fun, share the
spirit of the club, but be respectful online just as you would be in person.
Do’s and Don’ts before posting / interacting on Social Media
Think twice before posting. If you wouldn’t want your employer, parents, friends,
colleagues or future employer to see your post, don’t post it.
Be respectful. Be positive. Treat others the way you would like to be treated.
Remember many different audiences will see your posts including club members,
potential members, children, relatives and friends.
Avoid posting inflammatory, extraneous, objectionable or off-topic messages that
may provoke others into an emotional response (trolling/flaming). Avoid topics that
may be controversial, like politics and religion. Don’t post anything that you wouldn’t
say openly in a workplace such as comments about drug use, profanity, off-colour or
sexual humour, ethnic slurs, or personal insults.
Be in the right state of mind when you make a post. Don’t post when you’re angry,
upset, or your judgment is impaired in any way. Remember, the Internet is
permanent!
If any member has a genuine concern about the club or the way club business is
conducted, they should, in the first instance, approach a committee member, rather
than do our dirty laundry in public.
Remember that MR committee reserve the right to delete any post or comment
within any club forum, without warning or notice. Persistent flouting of this code
may result in withdrawal of membership.
When posting photos, have consideration of whether the individuals in that photo
would want it to be shared. If after deciding to share a photo any individual in it
expresses any genuine negativity regarding the photo, please remove it immediately.
Should the MR committee be contacted by any individual who wishes to have a
photo of them removed from the forum, they will do so at their earliest opportunity
without warning or notice to either the poster, or any other individuals in the photo.