Our Constitution

Name:

The name of our group is: Trail Criú. Hereafter referred to as ‘the club’. The club is based in Donard, County Wicklow.

Values, aims and objectives:

Values: Inclusively, equality, equitability.

Aims and Objectives:

To break down the barriers that people from marginalised communities face when trying to access the sport of trail running. To run trails together with people of different nationalities, backgrounds and abilities in order to build connection, fitness, community and friendship.

Powers: 

In order to promote our objectives, we may exercise the following powers:

  1. Raise funds.

  2. Run gear/kit drives/collections.

  3. Enter into contracts with associated bodies to the benefit of Trail Criú and its participants.

  4. Advocate on the behalf of members for equitable opportunities in trail running & hiking.

  5. Other:

    Membership:

Those who can become members of our organisation are: 

People of all genders and nationalities who are from marginalised communities, different backgrounds, abilities and situations, who wish to experience the sport of trail running. Plus all people who wish to run in solidarity with people of all genders and nationalities who are from marginalised communities, different backgrounds, abilities and situations. 

Officers:

The Officers of the club shall be as follows:

  1. Chairperson

  2. Secretary

  3. Treasurer

  4. Designated Liaison Person

  5. Assistant Designated Liaison Person 

  6. Auditor

  7. Ordinary club member

The Officers shall be elected at the Annual General Meeting of the club from, and by, the members of the club. In the event that the Annual General Meeting of the club fails to fill an Officer position, it will be the responsibility of the incoming Committee to appoint a suitable person.

Holding office:

  1. Chairperson: The Chairperson will assume the responsibility of overseeing the Management Committee. The Chairperson will be elected at the Annual General Meeting each year, and can hold the position for up to 1 year. Their duties include but are not limited to:

    • Chair meetings of the Management Committee and General Meetings, and act as senior club officer throughout the year by making decisions whenever the need arises, in consultation with other club officers where appropriate.

    • Attend meetings in a neutral and uncommitted capacity to enable the group to have meaningful discussions with a neutral person in the Chair.

    • Provide direction for the club by effective leadership and management.

    • Monitor and evaluate the progress of agreed actions – both short-term and strategic.

    • Ensure that succession and forward-planning are integral and ongoing at the club.

    • Constitute and resource any special working groups/sub-Committees and ensure that their activities are reported to the Management Committee.

    • Manage other club officers to ensure the delivery of their responsibilities.

    • Ensure that the club structure and responsibilities are transparent and available to the membership.

    • The Chairperson must set the agenda for General Meetings.

    • The Chairperson must ensure that the safety statement is reviewed regularly and its operation monitored.

  2. All other officers shall be elected for a period of one year, but shall be eligible for re-election to the same office up to a maximum of 2 years. After serving in the same office role for 2 years, a person must not hold the same position for a minimum of one year. However, they may hold a different Officer role.

  3. New officer roles can only be created by the membership through the Annual General Meeting.

Management Committee:

The affairs of the club shall be committed by the management Committee (the Committee) comprising of officers of the club. All will have an equal vote at Committee meetings.

The Committee will be convened by the Secretary and shall meet at agreed intervals not less than 4 times per year. 

The duties of the Committee shall be:

  1. To co-ordinate the affairs of the club on behalf of the members/participants.

  2. The Committee shall keep minutes of all meetings held and be able to produce all minutes of such meetings duly signed and duly vouch an account of all monies received and disbursed.

  3. To keep accurate accounts of the finances of the club through the Treasurer. These should be available for reasonable inspection by member and should be presented at the annual general meeting. The club shall maintain a bank current account and the following officers shall be authorised to sign club cheques/issue electronic funds transfers: any one of the Chairperson, Treasurer or Secretary.

  4. To co-opt additional members of the Committee as the Committee feel is necessary. 

  5. Shall not permit any person who has not been duly elected a member of the club or whose membership has lapsed to take part in its activities.

  6. To make decisions by consensus in the interests of the membership. It will be the duty of the Committee (Chairperson, etc.) to facilitate inclusive discussions to promote a consensus approach to decision-making. In the case of a non-agreement decisions may be made by a simple majority. Where votes are equal, no decision may be made without consultation with the membership of the club.

The Committee shall have powers to appoint sub-Committees as necessary and to invite advisors who may be non-club members to advise on specialist subjects.

An elected Committee member ceases to be such if they cease to be a member of the club, resigns by written notice, or is removed by the Committee for a good cause after the member concerned has been given the chance of putting their case to the Committee. In such case, the club disciplinary procedure must be followed.

The Committee has the responsibility, on behalf of the membership to:

  1. Provide kit/equipment.

  2. Provide opportunities to partake in organised Trail Criú and other related events.

  3. Raise funds by appeals, grants and other means.

  4. Open bank accounts.

  5. Set aside funds or kit for special purposes or as reserves.

  6. Engage with 3rd parties to provide services.

  7. Co-operate or affiliate with any bodies regulating or organising the sport of trail running and any club or body involved with trail running or in the provision of places that trail running can take place.

  8. Do all other items reasonably necessary to advance the aims and objectives of the club.

  9. Ensure appropriate measures are in place to reasonably safeguard member and visitor safety (safety statement).

NONE of the above powers may be used other than to advance the aims and objectives of the club in a manner consistent with the Code of Conduct for the club and the general law. 

General meetings of members:

A minimum of one general meeting of members is held once per calendar year. The maximum length that may elapse between one Annual General Meeting (AGM) and the next is 15 months. All other meetings of members are Extraordinary General Meetings (EGMs). Members will receive notice of general meetings as follows:

  1. 21 clear days’ notice of each Annual General Meeting shall be given to members by circulating a copy of the notice to every member via email and/or WhatsApp communication method. 

  2. Members must advise the Secretary in writing any motions to be brought up at the AGM no less than 10 days before the AGM. 

  3. The Secretary shall circulate or give notice of the agenda for the meeting to members not less than 7 days before the meeting.

  4. Extraordinary General Meetings (EGMs) may be convened by the Committee or on receipt by the Secretary of a request in writing of not less than 10 active members of the club. At least 21 days’ notice of the meeting will be given.

The business of the Annual General Meeting shall be to:

  1. Confirm the meetings of the previous AGM and any general meetings held since the last AGM.

  2. Receive the Secretary’s Report.

  3. Receive the Treasurer’s report.

  4. Elect Officers of the Club.

  5. Review club membership/subscription rates and agree the for the forthcoming year

  6. Transact such other business received in writing by the Secretary from members 10 days prior to the meeting.

  7. Presentation of the budget for the coming year.

  8. Presentation of plans for the coming year.

  9. Any other business relating to the start of the coming year and the affairs of the club.

Nominations of candidates for election of Officers shall be made in writing to the Secretary no less than 7 days in advance of the AGM date. Nominations can only be made by active members of the club and must be seconded by another such member. (From herein such member will be known as a Voting Member).

At all General Meetings, the Chair will be taken by the Chairperson or, in their absence, by another appropriate Officer. Decisions made at a General Meeting shall be by a simple majority vote from those voting members attending the meeting. In the event of equal votes, the Chair of the meeting shall be entitled to an additional casting vote. A quorum for a General Meeting shall be 5 number of active members and Officers of the club including at least 1 from the Chairperson, Secretary and Treasurer.

Each Voting Member of the club shall be entitled to one vote at General Meetings.

The quorum for passing decisions is one third.

Those who have voting rights are all club and Committee members. 

Our process for electing officers is a club or Committee member puts the officer forward and if there is no objection they are elected.  If more than one person is for election then the members vote and the delegate with the majority votes is elected. 

A person can serve on our governing body for this length of time 2 years. 

Our governing body meets as follows 4 times yearly.

The quorum for passing decisions at meetings of the governing body is one-third.

If it becomes necessary, our process for removing officers is:

  1. 3 written warnings.

  2. Majority Committee vote for removal.

  3. Written dismissal. 

Alterations to the Constitution:

Any proposed alterations to the club Constitution may only be considered at a General Meeting or an Extraordinary General Meeting, convened with the required written notice of the proposal. Any alteration of amendment must be proposed by a Voting Member of the club and seconded by another Voting Member. Such alterations shall be passed if supported by not less than two-thirds of those Voting Members present at the meeting, assuming that a quorum has been achieved.

Finance

All club monies shall be banked in an account in the name of Trail Criú. The Treasurer shall be responsible for the finances of the club and shall be answerable to the Committee in such regard – including provision of a quarterly report on the financial position of the club or as otherwise required by the Committee. The financial year will end on 31st of December. The Treasurer will present a statement of annual accounts at the AGM.

Any cheques drawn against or payments drawn against club funds should hold the signatures of any one of the authorised signatories. Authorised signatories will be Chairperson, Treasurer, Secretary and up to 2 other Officers.

Income and property:

The income and property of the organisation shall be applied solely towards the promotion of main object(s) as set forth in this constitution. No portion of the organisation’s income and property shall be paid or transferred directly or indirectly by way of dividend, bonus or otherwise howsoever by way of profit to members of the organisation. No trustee shall be appointed to any office of the organisation paid by salary or fees, or receive any remuneration or other benefit in money or money’s worth from the organisation. All surplus income or profit shall be reinvested in the club.

However, nothing shall prevent any payment in good faith by the organisation of: 

  1. Reasonable and proper rent for premises demised and let by any member of the organisation (including any trustee) to the organisation;

  2. Reasonable and proper out-of-pocket expenses incurred by any trustee in connection with their attendance to any matter affecting the organisation;

Grievance and Discipline:

Where possible, issues (including alleged bullying) will be resolved and dealt with at a local level in an informal and low-key manner in the interests of all concerned. Matters that are raised early with the Designated Liaison Person, Assistant Designated Liaison Person, volunteers or members of the Committee can often be resolved quickly and to the satisfaction of all concerned. However, this is not always the case and it may not be appropriate depending on the nature and seriousness of the alleged issue.

The club grievance, disciplinary and appeals procedures will be followed where informal approaches have either been exhausted or are inappropriate given the seriousness and nature of the issue being dealt with. These procedures will be followed in relation to alleged breaches of the codes of conduct that govern club activities. However, in line with the code of ethics and the governing law, if the complaint involves suspected abuse or a criminal offence the Designated Liaison Person or a member of the Committee will contact the Garda Siochána.

Dissolution: 

If at any General Meeting of the Club, a resolution is passed calling for the dissolution of the club, the Secretary shall immediately convene a Special General Meeting of the club to be held not less than one month thereafter to discuss and vote on the resolution.

If, at that Special Meeting, the resolution is carried by at least two-thirds of the Full Voting Membership present at the meeting, the Committee shall thereupon, or at such a date as has been specified on the resolution, proceed to realise the assets of the club and discharge all debts and liabilities of the club.

The Committee will then be responsible for the orderly winding up of the club’s affairs. If upon the winding up or dissolution of the organisation there remains, after satisfaction of all debts and liabilities, any property whatsoever, it shall not be paid to or distributed among the members of the organisation. Instead, such property shall be given or transferred to some other charitable institution or institutions having main objects similar to the main objects of the organisation. Members of the organisation shall select the relevant institution or institutions at or before the time of dissolution. Final accounts will be prepared and submitted that will include a section that identifies and values any assets transferred along with the details of the recipients and the terms of the transfer.