Club Constitution & Rules

1.Name

The Club shall be called CARPE DIEM RUNNING CLUB

2. Object

The object of the Club shall be to promote the Game of road running in Gibraltar.

3. Colours 

The recognised colours of the Club shall be dark green, white and black. 

4. Crest 

The recognised crest of the Club shall be a circular badge with an image of the rock in the background and a male and female runner running towards a tape. The edge of the badge has a black background with white text “Carpe Diem Running Club” around the top and “Gibraltar” on the bottom

5. Membership

5.1 The membership shall consist of:

  • Senior members (18 and over)
  • Honorary members
  • Non-playing members

5.2 Senior Membership will be open to persons of the age of 18 years and over.

5.3 Honorary Members shall be proposed by the Committee and approved by a majority vote at the Annual General Meeting (AGM) and shall be exempt from payment of membership fees or subscriptions.

5.4 Non-running Membership shall be open to persons over the age of 18 years, wishing to be affiliated with the club but not running and representing CDRC at events

5.5 The club membership season shall run from 1st Aug to 31st July annually.

5.6 Membership fees shall be as determined by a majority vote of the Committee and approved at an Annual or Extraordinary General Meeting.
As at 2020/21 season: New members £30, renewal of membership £20, non-running members £5

5.7 Should any member fail to renew their membership the Hon. Secretary shall notify the member that, in the event of the subscription not being paid within the month of July, the member shall be contacted directly as failing to renew and excluded from the club communications.

5.8 Should any member resign, or be excluded under rule 8, and wish to re-join, a new application will be submitted in the usual manner.

6. Admission 

6.1 In all cases of proposals and applications for membership a majority vote of the Committee reserves the right to refuse application of membership.

6.2 Honorary Titles, such as Patrons, Life Presidents, Honorary Life Members etc. may only be bestowed on persons on the unanimous recommendation of the Committee and carried by an Annual General Meeting (AGM)


7. Committee

7.1 The affairs of the Club shall be covered by a Committee of Senior Members, elected at the Annual General Meeting, and shall consist of the following posts:

  • President
  • Vice-President
  • Secretary
  • Treasurer
  • Three Committee members

7.2 Five members of the Committee, shall form a quorum at the meeting duly convened by the Secretary. Decisions are to be taken at committee meetings only and duly recorded in the minutes. Should decisions be taken outside committee meetings the requirement of minimum five members agreement remains. However the secretary must ensure that the decision is validated formally at next committee meeting.

7.3 Committee meetings must include the following items on each agenda:

  • Date and time,
  • Present and apologies,
  • Approval of minutes of previous meeting,
  • Outstanding action points,
  • Chairmans Report (Important Club Issues),
  • Treasurers Report,
  • Any Other Business (AOB),
  • Decision of Date of Next Meeting

7.4 In the absence of the President and Vice-President, then the Committee shall elect a Chairman from amongst the members of the Committee present.

 7.5 In the event of the number of votes being equal at a meeting, the President of Chairman shall have a casting vote.

7.6 The Committee shall be responsible for the general management of the Club and for the framing of the rules. The new rules will be available from the Club website. 

 7.7 Any member of the Committee, unable to be present at a Committee meeting, may record his/her vote by proxy in writing.

7.8 The Committee may appoint any Member to act on a sub-committee, but any recommendations by such a sub-committee need not necessarily be binding on the Committee.

7.9 The Secretary shall keep minutes of all meetings and shall conduct the general correspondence of the Club. Prior to each committee meeting the agenda and minutes of the previous meeting is to be distributed to all members of the committee. Ideally by email and 48 hours prior to the meeting.

 7.10 The Treasurer shall have charge of the funds of the Club. He/she will be responsible for the collection of dues and shall keep the Club’s accounts which shall be presented, duly audited, at the Annual General Meeting.

7.11 The club bank account will have four committee members nominated on the account with the requirement of two of four as signatories.

7.12 The Committee shall meeting frequently. minimum 6 times per annum

7.13 The Committee shall have powers to fill vacancies occurring during the term of office.

7.14 No member of the Committee, other than the Treasurer shall incur any expenditure of Club funds. In the event of the absence of the Treasurer the President shall have the authority to incur expenditure of the Club.

7.15 No item of capital expenditure exceeding £500 will be incurred without the sanction of the majority of the Committee.

8 Annual General Meeting (AGM)

8.1 The Annual General Meeting shall be held before the end of March and the business at such meeting shall be:

  • To read the minutes of the previous Annual General Meeting and any Extraordinary General Meetings which may have been held.
  • To receive the Committee’s report
  • To receive the Treasurer’s report and pass the accounts.
  • Any other business, of which ten days due notice shall have been given to the Secretary in writing.
  • To elect the Committee for the ensuing year.

8.2 Only paid up members shall have the right to vote. Honorary, and non-running members are not entitled to vote.

8.3 At the General Meetings of the Club, 15 members shall form a quorum. In the event of there being no quorum within thirty minutes from the time appointed to commence the meeting, if convened at the request of members under Rule 9.1, the meeting shall be dissolved, but in any other case it shall stand adjourned for the same day in the next week, at the same time, the venue to be agreed. At the adjourned meeting, if a quorum as established is not present, those members present shall constitute a quorum and the meeting shall proceed with.

 8.4 The date, time and venue for all General Meetings shall be published on the club website and social media channels 14 days before the date fixed for such meetings.

 8.5 Any business or motion to be brought before a General Meeting must be sent in writing, giving the names of the proposer and seconder – both of whom shall be voting members – to the Secretary so as to reach him/her ten days before the date fixed for such meeting. These proposals shall be posted on the Club’s website seven days before the meeting which they are to be discussed.

8.6 For an amendment to the Rules, two-thirds of those present must be in favour of the proposed amendment. For any other purpose, a majority of those present shall carry the motion. In the case of an equal member of votes, the Chairman shall have the casting vote.

8.7 Any proposal carried at a General Meeting shall stand for a minimum period of six months, from the date of its adoption, before it can be revoked.

8.8 Any proposals rejected at a General Meeting may not be brought up again, until six months have elapsed from the date of its rejection.

9 Extraordinary General Meeting

9.1 An extraordinary General Meeting (EGM) may be called by the Committee or a majority thereof. Such a meeting shall also be called, upon receipt by the Committee of a written request, signed by not less than 25 members, and accompanied by a statement in the form of a resolution, setting forth the matter to be brought before the meeting. For an Extraordinary General Meeting dealing with the possible dissolution of the Club, see Rule 11

9.2 No business shall be transacted at an Extraordinary General Meeting except that for which the meeting was called.

10. Suggestions and complaints 

All suggestions and complaints shall be made in writing to the Secretary.

11. Dissolution

If an Extraordinary General Meeting, of which no less than 30 days notice has been given, passes a resolution by a majority of not less than two-thirds of the Members present, for the dissolution of the Club, then the Committee shall proceed to realise the property of the Club and, after the discharge of all liabilities, shall divide the residual balance equally, amongst all the voting members of at least ten years standing, and on completion of such divisions the Club shall be dissolved. 

12. Members Duties

Every Member on joining the Club, undertakes to comply with and help uphold these Rules and any refusal or neglect to do so, or any conduct while representing the club considered injurious to the character or interest of the Club or any Member, shall render the offending Member liable to suspension or expulsion by a two-thirds majority vote of a Committee meeting, provided that at least one week before such a meeting he/she should have had notice of this meeting and of the intended resolution for his/her suspension or expulsion, and that he/she shall at such a meeting and before the passing of any such resolution have had an opportunity of giving, orally or in writing, an explanation by way of defense which the Members may think fit. Notices to Members shall be held to have been duly served if sent by registered post to the address of the Member as appearing in the Club’s records.

13. Matters not provided for

The Committee shall have powers to decide on matters on which the Rules may be silent, until such time as a General Meeting may rule on the subject.

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