100 Marathon Club Rules & Constitution

Club Rules

A full list of the club rules and regulations, broken down into three sections; General, Membership and Management.

AGM

An AGM will be organised every year, for 2019 this will be held on Saturday 23rd February at Chasewater Country Park in South Staffordshire. A trail marathon being organised by ‘How Hard Can it be Events’ is being held prior to the meeting.

Financial

Details of the clubs accounts and finances will be shared with the membership to ensure full transparency of how membership fees and kit income orders are recorded and reported.

Club Rules and Constitution

Management

The Club will be managed by a Committee comprised of the offices of Chairman, Secretary, Treasurer, and up to seven other members.

Committee members including officers will be elected annually at the Annual General Meeting.

  • Officers will be elected for a three year period. Chairman, Secretary and Treasurer will be elected on a three year rolling period.
  • The Committee will have the power to co-opt additional members periodically and for specific purposes. Such co-opted members shall have voting rights. Any members co-opted onto the committee can serve for up to two years at which point their continued membership will need to be ratified by the AGM.
  • The Committee will nominate, from time to time, individuals who have contributed to the Clubs growth and development, or for other significant reasons, to become “Honorary Life Presidents”  of the Club. The role is ceremonial and does not have rights to attend or vote at committee meetings but those undertaking the role will  act as Ambassadors for the club at presentations etc. Any such nominations will only take effect after ratification in a vote by the club membership.

The Membership will elect a “Welfare & Complaints Officer” to serve for a period of up to three years.

(i)The Welfare & Complaints Officer will be independent of the committee and will attend meetings only where necessary to report progress.

(ii)The Welfare & Complaints Officer will present an annual report to the AGM of any issues raised and action taken to resolve them.    Where they feel it appropriate the Welfare & Complaints Officer will have the authority to communicate directly with all members outside the normal communications channels of the club.

(iii) The Welfare and Complaints Officers role is to investigate any issues concerning bullying by club members or officers, inappropriate behaviour of members to other members and where members believe the committee has not effectively applied the club rules.

(iv) Only items occurring after this rule is adopted by the committee can be investigated by the Welfare & Complaints Officer.

  • Following nomination and election an Associate Member will be appointed to the committee. This member will serve for a term of the lesser of three years or the AGM in the year following their achieving full member status. If no Associate Members are nominated the Committee will seek to Co-Opt an Associate Member.

The Committee will meet as required, but at least once per year.

The quorum will be three members.

Applications for membership of the Club will be received and normally accepted by the Membership Secretary, who will maintain a register of members.

  • Application for membership includes authorisation for the Committee to hold personal data on computer media. The 100 Marathon Club collects and uses certain types of information about members in order to operate. It manages this data in line with its established ‘Data Protection Statement’
  • Members will have the right to examine a copy of the record held and may limit the use of personal information to administration purposes only if they so choose.

Members will pay a joining fee on election and thereafter a subscription fee annually on the 1st April. Joining fee and subscription charges will be determined at Annual General Meetings of the Club.

  • Reminders will be broadcast for any subscriptions outstanding at the 1 April to all members signed up on email.
  • Membership will be assumed to have lapsed for any member whose subscription is still outstanding at 30 April.
  • Honorary Life Members will pay no obligatory subscriptions.

A member intending to withdraw from the Club shall give notice in writing to the Membership Secretary, and membership terminates on the date of that notice unless the member is financially indebted to the Club, in which case the Committee may withhold acceptance of the resignation until the liability is discharged.

The Committee shall have the power to vet applications for membership and to expel members who are deemed to have acted or behaved in a manner so as to bring the Club into disrepute. Members who are deemed to have acted or behaved in a manner so as to bring the Club into disrepute may be expelled by a decision of the committee.



AGM


Financial

Financial Reports

Annual Budgets (Financial Reports)

  • Annual budgets shall be prepared and agreed at a Committee meeting, prior to the start of the financial year.

Management Committee Reports (Financial Reports)

  • Financial Reports shall be prepared on a quarterly basis and presented at Committee meetings on a quarterly basis
  • Quarterly Financial Reports shall include
  • Details of actual Income and Expenditure vs. Budget.
  • Notes to explanation any variances exceeding £100.00 (either way).
  • A copy of the latest Bank Reconciliation.
  • A copy of the latest Bank Statements verifying the Bank Balances detailed on the Bank Reconciliation.
  • Details of any outstanding Sales Invoice amounts not received within the agreed payment terms.

Annual Accounts (Financial Reports)

  • Annual Accounts shall be prepared in line with statutory requirements.
  • Annual Accounts shall undergo independent scrutiny in line with statutory requirements (where required).
  • Annual Accounts shall be submitted to relevant regulatory bodies within the required deadlines.

Complaints

Definition of races to count towards Club membership:-

  • A race, organised by an identifiable race director, open to all applicants (which may be subject to entry limits or qualification restrictions), advertised at least 30 days beforehand in the running press, web, by leaflets at other races or similar manner. A race is not required to be competitive in nature.
    • A race must have at least 15 participants finish the events for events defined as a marathon.
    • A race must have at least 15 participants start the event for events defined as an ultra.
    • Existing events that have been running for 3 or more years as at 31/12/2014 and traditionally have had a field of less than 25 participants shall not be subjected to this limit.
  • Race results or a record of race completion must be published or made available.
  • The runner must have completed the whole race entered, abiding by the event rules and have completed the whole course (unless misdirected by the organisers) for the race to count. The declared race distance counts (the runner is not penalised if the race distance appears to be short). However, a runner cannot count a race he knows in advance to be short. Participants in relay events or teams, no matter the distance covered, cannot count that race.
  • If a race advertises in advance a rule that allows participants to withdraw at a shorter distance than the full race distance, but still over the minimum threshold of a marathon or ultra then this is permitted to count as long as other criteria are followed. (i.e. results must be published of the time & distance covered.)
  • If a runner finishes a race outside a stated time limit the race will not count unless the runner is included in the race results.
  • Marathons: (i) Road: Races where the distance is accurately measured and stated by organisers to be 26m 385y (26.2 miles) / 42.195 km (42.2 kilometres) on a road or predominately road surface or, (ii) Trail: Races where it is accepted that exact measurement is not possible, rounded down i.e. minimum 26 miles or 42km.
  • Ultras: Races of a declared distance of over 27 miles.
  • Timed Events: Events that are advertised as 6 hour, 12 hour, 24 hour or longer shall count as a single event, no matter the distance covered or time allowed. A runner who completes a minimum of 26.2 miles can count a marathon or over 27 miles an ultra.
  • Each individual day or stage of a multi-day event can be counted as a marathon or ultra if the following criteria are met.
    • It is possible to enter each individual day or stage as a separate independent event.
    • That individual day or stage is at least 26 miles in length to count for a trail marathon, 26.2 miles for a road marathon or over 27 miles for an ultra.
    • Separate results are produced for each individual day or stage.
  • If these criteria are not met then the event shall be counted as one marathon or ultra for Club purposes.
  • A race must hold valid public liability insurance either directly sourced or from such organisations as UK Athletics, The Trail Runners Association or LDWA.
  • If there is a dispute as to whether an event should count towards Club membership and statistics the Committee of the Club will arbitrate. The decision of the Committee is final.

The 100 Marathon Club hereby adopts and accepts this constitution as a current operating guide regulating the actions of members.

This version approved and adopted 24th February 2018.

(Effective 1 December 2017)

This Guide Is subject to Law and the Data Protection Act. Your Statutory and Legal Rights are unaffected.

  1. SANCTIONS:

Sanctions upon a Club Member by the Club may include the following……

  • Written Warning to Future Conduct
  • Final Written Warning to Future Conduct
  • Suspension from membership of the 100MC for a period of up to six months
  • Expulsion from the 100MC
  • Removal from any Elected or any Non-Elected Position within the 100MC
  • Any other penalty that the Committee feel that the circumstances warrant.

The penalties listed above are not linear and there is no need for an earlier penalty to be imposed before a “higher” one can be.

Any member expelled or suspended will have the right to appeal to a panel of three senior members of the club appointed by the committee to act as an appeals panel. The decision of the Appeals Panel will be considered the final internal stage

Sanctions against an Organisation may include the following……..

  • Temporary Removal of Events that are listed on the 100MC website / that events count for 100 Marathon purposes
  • Permanent Removal of Events that are listed on the 100MC website / that events count for 100 Marathon purposes
  • Temporary Loss of 100MC Membership of the concerned Organisation’s controlling officers
  • Expulsion of 100MC Membership of the concerned Organisation’s Officers
  • Any other penalty that the Committee feel that the circumstances warrant

Following the conclusion of any investigation (or exceptionally earlier where in the opinion of the Welfare & Complaints Officer and the Club Chairman the circumstances warrant) the club reserve the right to:

  1. Report incidents to Legal Authorities (Police, CPS, etc)
  2. Reporting of incidents to the Governing Bodies of Athletics (UKA, IAAF, etc)
  3. Reporting of incidents to Organisers of UK & Ireland Marathon Races that publish their events on our website
  1. APPEALS PROCESS:

If the either party believes that they have not been treated fairly during the Process, or are not satisfied with the outcome, then they can lodge the Appeal directly to the Welfare & Complaints Officer within fourteen days of written notification of the outcome of the Complaint giving full details of the nature and reasons for their Appeal.

The Welfare & Complaints Officer will acknowledge that they have received this Appeal. The Welfare & Complaints Officer will collate all available evidence from all parties concerned and deliver this as a completed document to the Club Chairperson.

The Club will appoint a panel of three senior members of the club who haven’t been involved in the process or complaint up to that point to review the report and the result of the initial complaint.

They may recommend to the Club Committee any of the following actions

  • Uphold the sanction
  • Dismiss the sanction
  • Impose a different sanction (which may be higher or lower)

The Appeals Process is the final internal stage of the 100MC Disciplinary Guide and the outcome will be considered final and absolute.