CLUB CONSTITUTION of Hercules Wimbledon
HERCULES WIMBLEDON ATHLETIC
The name of the club
is HERCULES WIMBLEDON ATHLETIC CLUB c.i.c.
(a) For correspondence: the address of
the Club Secretary.
(b) Track and Field Athletics: Wimbledon Park Track, Wimbledon Park
Road, London SW19 6PE.
(c) Cross Country and Road Running: Lauriston Cottage, 6B Southside,
London SW19 4TG.
Gold top with Scarlet
The promotion of
5. ORGANISATION AND
(a) The management of Hercules
Wimbledon Athletic Club c.i.c. (the Club) is vested in the Annual and Special General Meetings, the Officers of the Club
and the Management Committee (the Committee).
(b) A General Meeting shall be held annually within three months of
the end of the Financial Year.
(c) The Agenda for the Annual General Meeting (AGM) shall normally be
in the hands of members at least 14 days before the meeting. Motions and
Notices of Amendments to the ClubConstitution (also known as the Club Rules)
shall be forwarded to reach the Club Secretary nolater than 21 days before the
(d) The AGM shall consider the Annual Report and Statement of
Accounts and shall elect the Officers of the Club and members to other positions in the Club and to three other places on
the Committee for the following
(e) Voting at General Meetings shall be by the show of hands except
where a ballot is demanded by at
least 5 members. A simple majority is required for a motion to pass, except for an
amendment to the Club Rules
which shall only be passed by the support of two-thirds of those members present and eligible to vote. Anyone whose
subscription is in arrears is not eligible to vote.
(f) The Officers of the Club, who are members of the Committee, are
the President, Chairman, Vice-Chairman, Club Secretary and
(g) The Committee shall consist of all elected office holders (except
the honorary auditor) plus thethree additional members elected to the
Committee at the AGM. Attendance shall be voluntary. Past Presidents may also
serve on the Committee if they wish. Four persons shall form a quorumof the
Committee, two of whom must be Officers of the Club.
(h) The Committee has the power
- co-opt additional members (without power to vote) and to fill any
vacancies that occur during its term of office;
- appoint any sub-committee deemed necessary;
- give rulings on any matter on which the Club Rules are silent and
to expel any member who fails to comply with the Club Rules. Any member so
expelled shall have the right of appeal to the Committee and may be
accompanied by a representative of their choice. If such an appeal is
rejected, the member shall have the right to appeal at the AGM;
- in exceptional circumstances, nominate a member whose services to
the Club are considered of special merit to be elected a Life member if the
AGM thinks fit; and
- where it considers appropriate, invite in Associate membership 1)
all Club coaches, and 2) a person who is making a useful contribution to the
Club, or has made a useful contribution and retains an interest in the Club’s
activities, but does not wish to compete for the Club. Such membership shall not prejudice his or her membership of any other club which operates under UK Athletics
(i) The Committee shall meet at least once every two months and
attendance of its members shall be published in the Annual Report.
(j) At the written request of at least 25 members or if decided by
the Committee, the Club Secretary shall call a Special General Meeting giving
all members of the club 14 days’ notice ofthe date which shall not be more
than 28 days after receipt of the written request or the decisionof the
Committee. Only business detailed on the notice paper convening the meeting shall bedealt with at that Special General Meeting.
(k) In the event of the dissolution of the Club, any assets remaining
after the satisfaction of all debts and liabilities shall be transferred to a charitable organisation or organisations, having
objectives similar to those of the
(a) Persons aged 10 or over are
eligible for Club Membership. The Club subscribes to theUKA/England Athletics
(EA) policy of open membership and equal opportunities.
(b) Applications for membership shall
be submitted online via the Club website and the appropriate annual subscription paid by direct debit. For
candidates aged 18 or under, the membership form shall be authorised by a parent or guardian. All applications for
membership are subject to the approval of the committee. In the unlikely event of membership being declined, the
annual subscription will be refunded. Membership of the Club shall commence on the date of the first direct debit
(c) Those who are changing their first-claim club to this Club must
submit the duly-prescribed
form to EA with the relevant
(d) A member of another club shall be admitted to this Club as a
second-claim member subject to the rules applicable to a first-claim member. Those who wish to compete for the Club in a
discipline not undertaken by their
first-claim club (usually track and field) shall submit the duly-prescribed form to EA and then also be eligible for Club
trophies/awards and to hold Club records for this discipline.
(e) Subscriptions shall be paid
annually and at such rates as determined by a General Meeting.
(f) Notice of resignation from the Club must be submitted in writing
to the Club Secretary orMembership Secretary and shall be considered by the
Committee within one month of its receipt. Membership shall be deemed to have
ceased on the actual date of posting of the notice unless themember is
financially indebted to the Club, in which case the acceptance of the resignation shallbe withheld until the debt has been cleared. A member not having tendered their resignation by
the due date of his or her annual renewal shall be liable for the following year’s subscription.
(g) The Committee has the power to lapse (i.e. drop from membership)
any member whose subscription is
three months or more in arrears provided one month’s notice has been sent by email or letter to his or her last known address informing
the member of the proposed lapsing.
(h) Past Presidents who are no longer competing for the Club and
anyone who has represented GreatBritain & NI at senior level when a Club
member shall be invited to become a Life member. No subscription shall be
payable by a Life member or an Associate member (or, if no longer competing
for the Club, by an Officer of the Club).
(i) Where financial assistance is given to a specific athlete, the
beneficiary shall be obliged to signan undertaking that he or she shall remain
a first-claim member of the Club for at least two yearsfrom the date of
receipt of such support. In the case of an athlete aged 18 or under, theundertaking shall be signed by a parent or guardian and an Officer of the Club. In the event of
thebeneficiary wanting to break that undertaking by joining another club, the
total value of anyassistance given shall have to be repaid in full or the
athlete shall be considered to be financiallyindebted to the Club until the
debt has been discharged. The Committee, in its absolutediscretion, may agree
to waive this requirement in special cases.
7. AFFILIATION AND
The Committee shall, in its absolute
discretion, work with or affiliate to organisations where it considers it to be beneficial to the Club. The Club is
affiliated to EA, South of England Athletic Association, South of the Thames Cross Country Association and Surrey County
Athletic Association. It may work in
partnership with and/or affiliate to (as appropriate) the London Borough of Merton, the Wimbledon Park Heritage Group
and other bodies serving the community to promote the maintenance and improvement of facilities and environment
of Wimbledon Park and Wimbledon and
(a) Except where they have a direction from the AGM, the Committee shall have authority
in administering the funds of the
(b) The funds of the Club shall be deposited in an account opened in
the name of the Club at a Bank approved by the Committee. Cheques drawn on this account shall be signed by two of
three nominated signatories, one of
whom shall normally be the Treasurer.
(c) The Financial Year of the Club ends on 31st December.
(d) The Statement of Accounts of the
Club shall be audited by a Chartered or Certified Accountant, or by two unqualified persons, who shall be appointed
at each AGM and shall not be serving members of the Committee. In the event of the appointed auditors not being able to carry out
their duties, the Committee may
appoint another person or persons.
(a) Competition for club
trophies/awards is annual unless the Committee decides otherwise.
(b) For trophies which are perpetual, the winner shall give written
acknowledgement of its receipt and
shall undertake to return it when requested to do so, which is normally in good time
before the next
(c) Anyone whose subscription is in arrears is not eligible to
receive a trophy/award.
(d) The year of competition for trophies/awards shall run from
1st April to the weekend
before the AGM
Sheila White, Club Secretary
David Clarke, Chairman