Club Constitution

1. Name of Club

The name of the club shall be Omagh Harriers Athletic Club, hereinafter referred to as the “Club.”

2. Objectives

2.1. To promote and encourage participation in running sports and athletics (hereinafter referred to as the ‘sport’) within the local community.

2.2. To organise, manage and develop the sport for all members of the Club.

2.3. To provide training facilities for its members.

2.4. To promote and maintain the highest standards of technical competence and safety in the sport.

2.5. To uphold the rules and values of the sport.

2.6. To provide equal opportunities for successful participation by all sections of the community.

2.7. To provide opportunities for training, competition, and social activities for members.

2.8. To support and promote a healthy and active lifestyle.

2.9. To affiliate with relevant governing bodies and comply with their rules and regulations.

The club shall be affiliated to Athletics Northern Ireland (ANI) and agrees to abide by its rules and regulations. By affiliating to ANI the Club accepts the Privacy Notice of the National Governing Body.

3. Membership

3.1. Membership shall be open to all individuals interested in running, regardless of ability, age (minimum age 8 years), gender, or background. No application for membership will be refused on other than reasonable grounds.

3.2. Members shall pay the appropriate annual membership fee with all applications, which shall thereafter be payable on demand. Fees will be kept at levels that will not pose a significant obstacle to people participating.

3.3. All fully paid up members will have access to copies of the various club policies. When making an application to join/renew membership, members are agreeing to abide by the Club’s constitution and codes of conduct.

3.4. Each fully paid up member shall be entitled to attend and vote at Extraordinary or Annual General Meetings.

3.5. The Club Committee shall be entitled to:

(i) Take disciplinary action, including suspension or expulsion, against any member whose conduct is detrimental to the Club.

(ii) Refuse any application for membership on the grounds that such membership would be prejudicial to the objectives of the club as set out in Section 2 of this constitution.

(iii) For good and sufficient reason, to refuse renewal of any existing membership or terminate or suspend any membership provided that the member concerned shall have the right to be heard by the Club Committee before a final decision is made.

In the cases of (i), (ii) and (iii), the applicant/member may apply for reinstatement for consideration at the next scheduled Committee meeting.

3.6. Any member who fails to pay their fees by the date required shall forfeit their right to representation on the Club Committee and at general meetings, and shall be suspended from taking part in any event under the control of the club until such fees are paid.

3.7. Any member under suspension shall be barred from taking part in any competition or event under the control of the club.

3.8. The Club Committee shall formally inform the member of any decision to terminate their membership.

4. Club Equality Statement

This Club is committed to ensuring that equality is incorporated across all aspects of its development. In doing so, it acknowledges and adopts the following definition of sports equity:

Sports equity is about fairness in sport, equality of access, recognising inequalities, and taking steps to address them. It is about changing the culture and structure of sport to ensure it becomes equally accessible to everyone in society.

a) There will be no discrimination on grounds of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex; sexual orientation, political or other opinion.
b) The Club is committed to everyone having the right to enjoy their sport in an environment free from threat of intimidation, harassment, and abuse.
c) All Club members have a responsibility to oppose discriminatory behaviour and promote equality of opportunity.
d) The Club will deal with any incidence of discriminatory behaviour seriously, according to club disciplinary procedures.

5. Management Committee

5.1. The Club shall be managed by a Committee consisting of:

• Chairperson: Oversees committee operations and chairs meetings. A chairperson can only hold 3 consecutive terms in office and cannot hold the post twice.
• Secretary: Manages club records and correspondence.
• Vice Secretary: Assists the Secretary and acts in their absence.
• Vice Chairperson: Supports the Chairperson and chairs meetings in their absence.
• Public Relations Officer (PRO): Handles external communication and promotes club activities.
• Female Captain: Represents female club members and encourages participation. Will liaise with coaching team on training plans.
• Male Captain: Represents male club members and encourages participation. Will liaise with coaching team on training plans.
• Events Coordinator: Will liaise with the committee and coaching teams to help arrange and deliver a range of events across the club.
• Treasurer: Manages club finances and prepares annual accounts.
• Safeguarding Officer (Female): Ensures the welfare of female members, particularly minors and vulnerable individuals. Person in post will receive the correct Safeguarding training.
• Safeguarding Officer (Male): Ensures the welfare of male members, particularly minors and vulnerable individuals. Person in post will receive the correct Safeguarding training.
• Half Marathon Committee Delegate (Honorary Role): Liaises with external committees and represents the club’s interests.
• Additional Committee Members: Provide support for the club’s activities and initiatives and any additional roles as deemed necessary.

5.2. Committee members shall be elected annually at the AGM.

5.3. The Committee shall meet regularly, with a quorum of 8 required for decisions to be valid.

5.4. All the above shall be entitled to one vote each at General Meetings.

5.5. The Club Committee may appoint any sub-committees it may deem necessary to deal with the matters of the club, until the conclusion of the following AGM. The proceedings of all such committees shall report to the Club Committee by a representative elected by that sub-committee.

5.6. The Club Committee may co-opt any member to any post which may become unfilled due to sudden and unforeseen circumstances. The decision can extend until the conclusion of the following AGM.

6. Decision Making Process

6.1. Consensus: Wherever possible, decisions shall be made by consensus among Committee members and then formally proposed and seconded accordingly.

6.2. The Chairperson shall chair the discussion for decisions, or in his/her absence one of either the, Vice Chairperson or Club Secretary or a nominee from the Club Committee in the event of all those mentioned being absent.

6.3. Voting: If consensus cannot be reached, decisions shall be made by a simple majority vote of the Committee members present. Each member, including the Chairperson, shall have one vote. In the case of a tie, the Chairperson shall have the casting vote.

6.4. Recording Decisions: All decisions made by the Committee must be recorded in the meeting minutes and made available to Club members upon request.

7. Meetings

7.1. Annual General Meeting (AGM):

• Held annually, typically in November.
• Held at approximately twelve monthly intervals, but no more than fourteen months after the date of the previous AGM.
• All members shall be notified at least 21 days in advance.
• At each AGM the following business shall be conducted:
  • Receive and confirm the minutes of the previous AGM.
  • Presentation of the club’s financial accounts for the year and a projected financial situation for the forthcoming year.
  • Presentation of Chairpersons report
  • Election of officers to the Club Committee
  • Any other business brought before the meeting which has been submitted in writing to the Secretary no less than seven days prior to the AGM.
  • Any other business deemed relevant by the Chairperson

7.2. Extraordinary General Meeting (EGM):

• Can be called by the Chairperson, Club Committee or upon written request of at least 66% of the adult membership.
• Notice for an EGM shall be of a minimum of 7 days’ notice, and stating the business to be discussed.

7.3. Committee Meetings:

• Held as required to manage the affairs of the Club.
• The Chairperson shall chair the meeting, or in his/her absence one of either the Vice Chairperson or Secretary or a nominee from the committee in the event of all those mentioned being absent.
• Fourteen days’ notice of any meeting of the management committee shall be given by the Secretary, except when:
  • The date of the meeting had been agreed at the previous management meeting, in which case seven days’ notice shall be given.
  • In an emergency the Chairperson may call a meeting at four days’ notice.

8. Finance

8.1. The income and property of the club, however derived, shall be applied solely towards the objectives of the club as set out in Rule 2, of this constitution.

8.2. The Club’s financial year shall run from January to December.

8.3. All monies shall be lodged in a bank account in the name of the club.

8.4. The Treasurer shall maintain accurate records of income and expenditure.

8.5. The Club shall have the power to raise money by means of yearly affiliation fees and entry fees as determined by the Club Committee at the Annual General Meeting.

8.6. An annual financial report shall be presented at the AGM.

8.7. The Chairperson, Treasurer and Club Secretary shall be authorised signatories to sign cheques on behalf of the club, of which two signatories shall be needed.

8.8. For cheque payments relating to the annual Omagh Half Marathon event, the club will accept the Race Director as one of the two signatories.

9. Coaches and Conflicts of Interest

9.1. A conflict of interest occurs when a coach’s personal, professional, or financial interests could compromise their ability to act impartially in their role.

9.2. Any coach found to have a conflict of interest that undermines the Club’s values, reputation, or operations may face disciplinary action, including suspension or removal from their coaching duties.

10. Amendments to the Constitution

10.1. Amendments to the constitution can only be made at the AGM or an EGM.

10.2. Proposed amendments must be submitted in writing to the Secretary at least one week before the meeting.

10.3. Amendments require a 66% majority of those adult members present and voting.

11. Dissolution

11.1. Due to a lack of membership or active participation in future, the club may be dissolved by a resolution which can only be passed at an EGM, with at least 75% of the members present voting in favour.

11.2. The terms of the proposed resolution are received by the Secretary at least 42 days before the meeting at which the resolution is to be brought forward.

11.3. The terms of the proposed resolution shall be given in writing by the secretary to all members at least 28 days before the meeting.

11.4. If, upon the winding up or dissolution of the Club there remains after the satisfaction of all the Club’s debts and liabilities any property whatsoever, the same shall be given or transferred to a nominated charity or organisation. This will be a committee decision at the time of dissolution.

12. Declaration

It is hereby certified that this document represents a true and most up to date version of the constitution adopted by Omagh Harriers A.C. at an arranged EGM on 13.03.2025.