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Rules and Constitution

Reviewed 10th Dec 2021

1.  Object

    1. The object of the Club is to promote and encourage the sport of quadrathlon through:
      1. providing an environment in which people can meet to train for and compete in quadrathlons, triathlons and duathlons irrespective of age, ability and sex, by organising regular training sessions in all four disciplines, and competitions.
      2. providing access to specialist advice in all aspect of the sport.
      3. developing membership of the Club, and
      4. organising social events to benefit the Club and encourage an atmosphere in which people of similar ideals and interests can meet to discuss any aspect of the sport.

2.  Membership

    1. Membership of the club is open to anyone interested in promoting, coaching, volunteering or participating in quadrathlons, triathlons, duathlons or a single sport, regardless of sex, age, disability, ethnicity, nationality, sexual orientation, religion or other belief.
    2. The membership shall consist of the following categories:
      1. Senior
      2. Youth
      3. Family
      4. Honorary
      5. Committee
      6. Coach
    3. All members will be subject to the regulations of the constitution and by joining the club will be deemed to accept these regulations and codes of practice that the club as adopted.
    4. Individuals shall be entitled to take part on the business of the club, vote at general meetings or be eligible for selection of any Club team unless the applicable subscription has been paid by the due date and/or membership has been agreed by the Club committee.
    5. The committee reserves the right to expel any member acting in its opinion in a manner prejudicial to the interests of the Club.

3.  Annual Subscriptions

    1. The amount of the annual subscriptions for each class of membership shall be decided by the Club at the AGM and shall become payable on admission and by April 1st each year.
    2. When a new member joins the Club from October 1st, the subscription payable will be at a reduced rate and be valid until March 31st of the following year.
    3. No member shall, in any year, be entitled to exercise any rights or privileges of membership until his or her subscription for that year has been paid.

4.  Officers of the Club

    1. The Officers of the Club shall be Chair, Secretary, Treasurer, Membership Secretary, Coaching Secretary, Race Secretary and TT Secretary.
    2. The Officers shall be elected at the AGM each year to hold office until the conclusion of the next AGM. The retiring Officers shall be eligible for re-election.
    3. To support the affairs of the club the following roles are also recognised: Welfare Officer, Media Officer, IT Support. The position of Race Secretary will also oversee an events committee, these are non elected positions.
    4. All Officers of the Club must be members of the Club.

5.  The Committee

    1. The affairs of the club shall be conducted by a Committee which shall consist of the Chair, Secretary, Treasurer, Membership Secretary, Coaching Secretary, Race Secretary and TT Secretary.
    2. The Committee shall manage all the affairs of the Club according to the Rules and Constitution and shall apply the funds of the Club to the Objects of the Club.
    3. The Committee shall make such by-laws and regulations as they think fit. These shall be subject to ratification at the next AGM.
    4. The Committee shall be convened by the Chair not less than four times a year. The Chair shall exercise a casting vote, if necessary.
    5. Only posts listed in 5.1 will have the right to vote at the respective committee meetings.
    6. If the post of any officer or committee member should fall vacant after election, the role will initially be undertaken by the Committee until a replacement is voted in by members.
    7. The Committee will be responsible for the disciplinary hearings of members who infringe the club rules/regulations/constitution. The Committee will be responsible for taking any action of suspension or discipline following such hearings.
    8. The quorum required for business to be agreed at Management Committee meetings will be four.

6.  Finances

    1. The club treasurer will be responsible for the finances of the club.
    2. The financial year of the club will run from the 1st January and end on the 31st December.
    3. All club monies will be banked in an account held in the name of the club.
    4. All members of the Club shall be jointly and severally responsible for the financial liabilities of the Club.
    5. A statement of the annual accounts will be presented by the treasurer at the Annual General Meeting.
    6. In conjunction with 6.5 a full list of income and expenditure will be made available at the AGM for any member to view.

7.  Honorary Auditor

    1. The club accounts will be audited as deemed by the members at the AGM.

8.  Meetings

    1. Club meetings will be held at least once a quarter at a venue to be decided from time to time and convened by the Secretary of the Club. Minutes of club meetings will be available for members to view. Matters deemed confidential by the Committee will be redacted.
    2. The Club shall hold its Annual General Meeting (AGM) in January to:
      1. Approve the minutes of the previous year’s AGM
      2. Receive reports from the Chair and Secretary.
      3. Receive a report from the Treasurer and approve the Annual Accounts.
      4. Receive a report from those responsible for certifying the Club’s accounts.
      5. Elect the officers on the committee.
    3. Notice of the date of the AGM shall be advertised at least twenty-eight days before the AGM. Prior to the AGM the following should be made available:
      1. details of existing Officers willing to stand for re-election,
      2. details of nominations for positions of Officers of the Club,
      3. a reminder of the members’ rights to move propositions, and
      4. details of business to be transacted.
    4. The Committee may, on giving fourteen days notice, call an Extraordinary General Meeting (EGM) of the Club for any specific business, the nature of which shall be stated on the summons convening the meeting. The meeting shall be empowered to decide matters relating to and arising out of the stated business.
    5. The Committee shall also convene an EGM of the Club upon the written request of not fewer than ten full members. The meeting shall be held within twenty-eight days of the request being received by the Secretary. The request shall state the business to be transacted.

9.  Notice

    1. Notice of any additions or amendments to the Rules and Constitution intended to be proposed by a member of the Club, and nominations for the posts of Officers of the Club, shall be seconded and given to the Secretary in writing at least one week before an AGM or EGM. The Committee may waive this requirement at their discretion.

10. Voting At General Meetings

    1. All proposed additions or amendments to the Rules and Constitution, and nominations for the posts of Officers of the Club, together with any other propositions put forward by members, shall be put to the vote of the meeting. Provided that, on a show of hands or, if demanded, a poll, a majority of the votes of those members present and voting is cast in favour of that proposition or nomination then it shall be deemed carried. Minor changes to proposals for additions or amendments to the Rules and Constitution may be introduced at General Meetings, so long as the spirit of the proposal is not substantially changed.
    2. Every Member aged 18 and over shall have the right to attend, speak and cast one vote at Members’ meeting of the Club. Every Member under the age of 18 shall have the right to attend and speak at Members’ meetings, but any vote must be cast by a parent or guardian who shall also have the right to attend and speak on behalf of that Member at Members’ meetings.

11.  Safety

    1. All reasonable steps will be taken to ensure the safety of Club members while training and racing. Members are also encouraged to have a medical check-up before embarking on a training program / event participation. However, subject to any relevant provision in law, the Club accepts no liability for the ill-health or injury of its members whilst racing or training.
    2. Helmets of a design approved by the (ansi/snell) are compulsory on all Club cycling activities.
    3. Buoyancy Aids are also recommended when using Canoes or Kayaks.

12. Equity

    1. This Club is committed to ensuring that equity is incorporated across all aspects of its development. In doing so it acknowledges and adopts the following Sport England definition of sports equity:
      1. 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.
    2. The Club respects the rights, dignity and worth of every person and will treat everyone equally within the context of their sport, regardless of age, ability, gender, race, ethnicity, religious belief, sexuality or social/economic status.
    3. The Club is committed to everyone having the right to enjoy their sport in an environment free from threat of intimidation, harassment and abuse.
    4. All club members have a responsibility to oppose discriminatory behavior and promote equality of opportunity.
    5. The Club will deal with any incidence of discriminatory behaviour seriously, according to club disciplinary procedures.

13. Disciplines and Appeals

    1. All concerns, allegations or reports of poor practice/abuse relating to the welfare of children and young people will be recorded and responded to swiftly and appropriately in accordance with the club’s child protection policy and procedures. The Club Welfare Officer is the lead contact for all members in the event of any child protection concerns.
    2. All complaints regarding the behaviour of members should be presented and submitted in writing to the Secretary.
    3. The Management Committee will meet to hear complaints within 14 days of a complaint being lodged. The committee has the power to take appropriate disciplinary action including the termination of membership.
    4. The outcome of a disciplinary hearing should be notified in writing to the person who lodged the complaint and the member against whom the complaint was made within 7 days of the hearing.
    5. There will be the right of appeal to the Management Committee following disciplinary action being announced. The committee should consider the appeal within 14 days of the Secretary receiving the appeal.

14. General

    1. The Club will affiliate annually to the British Quadrathlon Association (BQA), the British Triathlon Federation (BTF), the Cycle Time Trials (CTT), British Cycling and English Athletics. We will also consider any other affiliation that our members request subject to approval by the committee.

15. Club Championships

    1. To be decided at AGM on annual basis

16. Profits

    1. Any profits made by the Club shall be used for the benefit of its members in accordance with the Rules and Constitution. No distribution of profits to the members shall take place other than in accordance with paragraph 17.b.

17.  Dissolution of the Club

    1. A resolution to dissolve the club can only be passed at an AGM or EGM through a majority vote of the membership.
    2. In the event of dissolution, all debts should be cleared with any clubs funds. Any assets of the club that remain following this will become the property of another club with similar objectives or the British Quadrathlon Association.