100 Marathon Club Rules & Constitution
The name of the club is the 100 Marathon Club
The aims of the Club are:
- To provide a focal point for runners in the United Kingdom and Ireland who have completed 100 or more races of marathon distance or longer.
- To maintain a database of marathon statistics relating to members’ achievements.
- To promote and organise various marathon challenges for members.
- To assist members to enter races of marathon distance and longer, individually and collectively.
- To share knowledge and experience and encourage newcomers to the sport of marathon running.
- To assist the organisers of road marathons in the United Kingdom and Ireland by providing constructive feedback.
- To promote marathons in the United Kingdom and Ireland through the provision of an endorsement mark.
The Club shall be affiliated to the South of England Athletics Association (SEAA).
- Membership of the Club is confined to amateurs as defined by UK:Athletics.
- Full membership of the Club is open to all runners who have completed 100 or more races of marathon distance or longer as defined in 13 below. At least 10 of these events must be United Kingdom or Ireland Road Marathons.
- Associate membership of the Club is open to all runners who have completed 50 or more races of marathon distance or longer as defined in 13 below. At least 5 of these events must be United Kingdom or Ireland Road Marathons. Associate members shall not have the right to wear club kit. An Associate must be a member for a full 6 months before achieving full membership.
- All members will be subject to the regulations of the constitution and by joining the Club will be deemed to have accepted those regulations and codes of conduct the Club has adopted.
- Lifetime membership of the Club shall be granted to members who reach any of the following criteria:-
- Qualify for membership otherwise and be 70 years of age.
- Been a continuous member of the Club for 10 or more years and have a vetted total of 500 or more marathons/ultras.
- Been a continuous members of the Club for 20 or more years.
The Club will be managed by a Committee comprised of the offices of Chairman, Secretary, Treasurer, and up to three 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.
- The Honorary President position will be elected on a three year rolling period and can attend committee meetings but has no vote.
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.
Annual General Meetings
- The Annual General Meeting (AGM) of the Club will be held once in each year, within six months from the close of the financial year end of the Club, which is currently 30 September.
- Notice of the AGM will be sent by the Club Secretary (or their alternate) to members 12 weeks before the scheduled date.
- AGM papers will be available electronically from the date of the Notice of the AGM.
- Members may request to receive paper copies of all AGM papers.
- Additional Agenda items or Proposals from individual members must be received by the Club Secretary 6 weeks before the date of the AGM
- Members unable to attend the AGM may vote by post or electronically. A request to receive mailing or electronic voting should be confirmed to the Club Secretary at least 7 days before the stated AGM date.
- The Annual General Meeting will conduct the following business:-
- Acceptance of reports from Club Officers
- Election of Committee members
- Agreement of Subscription Fees
- Amendments to the Constitution of the Club.
- Motions. Limited to motions notified in writing to all members at least 21 days before the General Meeting, and amendments to such motions.
- Any other business.
- Members will be able to call for an Extraordinary General Meeting (EGM) of the Club should the need arise, but due to the costs and time involved any such request must be in writing, clearly stating the nature of the business to be discussed and supported by signatures of at least 25% of the membership of the Club. At an EGM no business shall be transacted other than that for which it was called.
- Motions will be passed by a simple majority of members voting, with the exception of a motion to permanently disband the Club which will require a two thirds majority.
- No proxy votes will be allowed at General Meetings.
- Twenty one days notice of all General Meetings will be given to all paid up members.
- Ten members excluding Club officers (i.e., Chairman, Secretary and Treasurer) shall be required to form a quorum at a General Meeting
The Club shall be deemed as non-profit making and as such any surplus income or gains shall be reinvested into the Club. Surpluses or assets cannot be distributed to Club members or third parties.
- In the event that the Club is permanently disbanded by over two thirds majority decision at a General Meeting of the members, then that meeting shall nominate a properly registered charity to receive any surplus of the Club’s funds, including proceeds from the disposal of Club assets. Club trophies donated to the Club should be returned to the donor. Club trophies purchased by the Club should be given into the safe custody of a Club member nominated by the meeting. Any Club asset which includes the Club logo, eg medals or kit, may only be sold to Club members.
- 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 25 participants finish the events for events defined as a marathon.
- A race must have at least 25 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 a permit, licence or public liability insurance 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.
V 1.5 01.04.15
- Keeping financial records in accordance with their governing document and relevant legislation (e.g. Charities Act, Companies Act etc).
- Safeguarding the assets of the organisation by taking steps to prevent fraud and avoid mistakes.
- Preparing Annual Accounts and Returns in accordance with the governing document and relevant legislation and submitting these to relevant bodies as required.
In order to help the Committee to do this, and to manage the finances of the club, they have agreed the following Financial Procedures Policy which, must be followed at all times by members of the Committee and Volunteers.
From time to time the Financial Procedures Policy may be reviewed by the Committee and revised as necessary. Revisions should be presented at the Annual General Meeting (AGM)
- The organisation will operate a Current Bank Account to hold its funds.
- Any new Bank Accounts may only be opened following agreement at a meeting of the Committee.
- Any Bank Accounts must be held in the name of the organisation.
- Bank Statements for each bank account will be received on a regular basis and reconciled against the organisation’s bookkeeping systems.
- A minimum of three signatories shall be nominated on the bank mandate to act as signatories on the organisation’s Bank Accounts.
- Signatories should not be closely related (e.g. relatives)
- Any changes to the signatories listed on the bank mandate must be agreed at a meeting of the Committee (and minuted accordingly). Current signatories are:
- Howard Bailey – Treasurer
- Traviss Willcox – Chair
- Rachel Smith – Secretary
Payment by Cheque, Direct Debit or Standing Order
- All payments by Cheque shall require a minimum of two signatures as will Instructions for Direct Debits or Standing Orders.
- Blank cheques must never be signed by signatories.
- Signatories will be responsible for examining relevant documentation (purchase invoice etc) relating to payments prior to signing cheques and should initial the documentation to verify this has been done.
- Signatories will be responsible for examining Cheques and Instructions for Direct Debits and Standing Orders for accuracy and completeness.
- Signatories shall not sign cheques made payable to themselves.
Payments by BACS or Bank Transfer (via Internet Banking)
- All payments by BACS or Bank Transfer will be authorised by the Treasurer
- The Treasurer will be responsible for examining relevant documentation (purchase invoice etc) relating to the payments prior to authorisation and should initial the documentation to verify this has been done.
- Signatories will be responsible for examining BACS or Bank Transfer details for accuracy and completeness at least every six weeks.
- Signatories will confirm dates of checking BACS and Bank Transfer actions at all Committee meetings
Cash and Cheque Receipts (Income)
- Where cheques are received through the post, acknowledgement that the cheque has been received should be issued where appropriate
- Details of all cash and cheques received shall be recorded within one month in the organisation’s bookkeeping systems
- Details of the date the cash or cheques were banked should be recorded in the organisation’s bookkeeping systems.
- A copy of the ‘receipt’ or other relevant paperwork (e.g. sales invoice etc) should be filed accordingly in the organisation’s accounting paperwork (e.g. by receipt number, date banked etc).
- Any Cash and Cheques received shall be held securely until banked.
- All Cash and Cheques held shall be paid into the Organisation’s bank account on a monthly basis.
BACS Receipts (Income)
- Details of any BACS payments being made directly into the organisation’s bank account shall be recorded within one month in the organisation’s bookkeeping systems.
- Copies of any Remittance Advices received, advising of payments being made directly into the Organisation’s bank account should be filed accordingly (e.g. by date payment was received etc).
Sales Invoices (Income)
- Where Sales Invoices are raised for goods or services, details of the amount due should be recorded in the organisation’s bookkeeping systems and a copy of the sales invoice kept on file.
- A Credit Control system should be in place to ensure payment of these invoices is received within the agreed terms of 30 DAYS.
Purchases and Orders for Goods and Services (Expenditure)
- The Position or Nominated Person is authorised to place orders and purchase items up to a value of £500.00 as long as this is within agreed budgets.
- The purchase of any item above this value must be authorised in advance by either the Chair/Treasurer prior to the order being placed as long as the amount is within agreed budgets. Such decisions should be recorded in the Minutes of the next committee meeting.
- The purchase of any item outside agreed budgets must be agreed at a meeting of the Committee Members and minuted accordingly.
- No Committee member may authorise payment to themselves, their partner or relatives.
- Goods supplied must be checked for completeness and invoices (or other documentation) should be matched and checked against original orders before payment is authorised.
- Original documentation must be obtained for all items purchased (e.g. a receipt or purchase invoice etc).
- Where Purchase Invoices are received, details of the amount due should be recorded in the organisation’s bookkeeping systems and a copy of the purchase invoice kept safely on file until payment is made.
- Once paid, receipts or purchases invoices should be filed accordingly in the organisation’s accounting paperwork (e.g. by cheque number, date paid etc).
Petty Cash (Expenditure)
- A single Petty Cash float will be held for the organisation by the Chair
- The maximum value of the Petty Cash Float held at any one time is set at £200.00.
- Petty Cash will be administered by Chair and will be operated using the Imprest system.
- Details of all petty cash expenditure shall be recorded in the organisation’s bookkeeping systems.
- Only items of expenditure with a value up to £50.00 can be claimed through the petty cash system. Expenditure items above this value should be paid by cheque or via BACS.
- All claims for Petty Cash shall be accompanied by original receipts or other documentation verifying the amount requested
- A Petty Cash claim form (spread sheet) should be completed for all claims and the original receipt or other documentation shall be attached
- Recipients shall sign the voucher to confirm receipt of the petty cash.
- Once paid, petty cash vouchers should be filed accordingly in the organisation’s accounting paperwork (e.g. by voucher number, date paid etc).
- The petty cash should be reconciled on a regular basis but not exceeding every two months.
- The Petty Cash (Imprest) Float shall only be topped up by drawing cash from the organisation’s bank account
- Petty Cash (Imprest) maybe provided to a member in light of their carrying out club activities. This should be agreed and recorded in Committee Minutes
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.