100 Marathon Club Constitution
1. The name of the club is the 100 Marathon Club
2. The aims of the Club are:
2.1 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.
2.2 To maintain a database of marathon statistics relating to members' achievements.
2.3 To promote and organise various marathon challenges for members.
2.4 To assist members to enter races of marathon distance and longer, individually and collectively.
2.5 To share knowledge and experience and encourage newcomers to the sport of marathon running.
2.6 To assist the organisers of road marathons in the United Kingdom and Ireland by providing constructive feedback.
2.7 To promote marathons in the United Kingdom and Ireland through the provision of an endorsement mark.
3. The Club shall be affiliated to the South of England Athletics Association (SEAA).
4.1 Membership of the Club is confined to amateurs as defined by UK:Athletics.
4.2 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.
The marathon statistics of overseas full members shall be shown separately.
4.3 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.
4.4 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.
5. The Club will be managed by a Committee comprised of the offices of Chairman, Secretary, Treasurer, and up to three other members.
5.1 Committee members including officers will be elected annually at the Annual General Meeting.
5.2 Officers will be elected for a three year period. Chairman, Secretary and Treasurer will be elected on a three year rolling period.
5.3 The Committee will have the power to co-opt additional members periodically and for specific purposes. Such co-opted members shall have voting rights.
6. The Committee will meet as required, but at least once per year.
6.1 The quorum will be three members.
7. Applications for membership of the Club will be received and normally accepted by the Membership Secretary, who will maintain a register of members.
7.1 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'
7.2 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.
8. Members will pay a joining fee on election and thereafter a subscription fee annually on the 1st January . The subscription fee in the first full year of membership may be reduced to take into account the date of joining. Options may be made available to pay subscriptions for periods greater than one year including life membership. Joining fee and subscription charges will be determined at Annual General Meetings of the Club.
8.1 Reminders will be broadcast for any subscriptions outstanding at the 1 January to all members signed up on email. Individual reminders will be issued to non-email members.
8.2 Membership will be assumed to have lapsed for any member whose subscription is still outstanding at 31 January. Any lapsed member who returns to the Club between the 1 February and 28 February of the year in which their membership lapsed will be required to pay the full year's subscription.
8.3 Honorary Life Members will pay no obligatory subscriptions.
9. 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.
10. 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 unanimous decision of the committee
11. General Meetings
11.1 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.
11.2 Notice of the AGM will be sent by the Club Secretary (or their alternate) to members 12 weeks before the scheduled date.
(a) AGM papers will be available electronically from the date of the Notice of the AGM.
(b) Members may request to receive paper copies of all AGM papers.
(c) Additional Agenda items or Proposals from individual members must be received by the Club Secretary 6 weeks before the date of the AGM
(d) 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.
11.3 The Annual General Meeting will conduct the following business:-
(a) Acceptance of reports from Club Officers
(b) Election of Committee members
(c) Agreement of Subscription Fees
(d) Amendments to the Constitution of the Club.
(e) Motions. Limited to motions notified in writing to all members at least 21 days before the General Meeting, and amendments to such motions.
(f) Any other business.
11.4 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.
11.5 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.
11.6 No proxy votes will be allowed at General Meetings.
11.7 Twenty one days notice of all General Meetings will be given to all paid up members.
11.8 Ten members excluding Club officers (i.e., Chairman, Secretary and Treasurer) shall be required to form a quorum at a General Meeting
12. 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.
12.1 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.
13. Definition of races to count towards Club membership:-
13.1 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.
13.2 A race must have at least ten participants finish the event.
13.3 Race results or a record of race completion must be published or made available.
13.4 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 teams, no matter the distance covered, cannot count that race.
13.5 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.)
13.6 If a runner finishes a race outside a stated time limit the race will not count unless the race director is flexible in his interpretation of the rules and the runner is given a medal/certificate and/or appears in the result list.
13.7 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.
13.8 Ultras: Races of a declared distance of over 27 miles.
13.9 Timed Marathons: 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.
13.10 Each individual day or stage of a multi-day event can be counted as a marathon or ultra if the following criteria are met.
1) It is possible to enter each individual day or stage as a separate independent event.
2) 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.
3) 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.
13.11 A race must hold a permit, licence or public liability insurance from such organisations as UK Athletics, The Trail Runners Association or LDWA.
13.12 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 1.4 01.09.11