BRJ Run and Tri is governed by a set of rules defined in its constitution. These rules define the rights and responsibilities of members.
The constitution is a physical document signed by the Chairman and Secretary. You can download the constitution in PDF format by clicking here.
For convenience the text of the constitution is reproduced below. The club takes no responsibility for errors in the reproduced text - the PDF version takes priority over the text below. If in doubt, view the PDF version.
Please note that BRJ members are further governed by the regulations of England Athletics, as stated in item 4.1. You can view those regulations by clicking here.
In addition, the Club defines a set of rules concerning entry into the Club London Marathon Ballot. You can read the ballot rules here.
BRJ Run and Tri Club Constitution
1.1. The name of the organisation shall be BRJ Run and Tri, hereinafter referred to as ‘The Club’.
1.2. The Club colours are a white vest with black lettering
1.3. All members should wear Club colours when competing in races held under U.K. Athletics rules where appropriate to comply.
The club is established to pursue the following objectives:
2.1. Participation in the sport of road running and associated activities hereinafter referred to as “the sport”.
2.2. The organisation, management and development of the sport for all members of the Club.
2.3. Membership of appropriate leagues for the purpose of establishing regular competitive play for the Club’s representative teams
2.4. The organisation of social events and functions for all members
2.5. Participation in the Frostbite Friendly League
2.6. The provision of training, advice and support for its members.
2.7. Promoting and maintaining the highest standards of technical competence and safety in the sport.
2.8. Upholding the rules of the sport.
2.9. Providing equal opportunities for successful participation by all sections of the community.
2.10. The promotion of the sport.
- 3. Affiliation
3.1. The Club shall be affiliated to the East Region of England Athletics (wef 01 April 07).
- 4. Membership
4.1. All members are subject to the Constitution of the Club and the regulations of England Athletics.
4.2. Membership of the Club is open to all individuals provided they comply with this Constitution.
4.3. No person shall be refused membership on the grounds of race, colour, creed, religion, sex, sexual preference, impairment or disability.
4.4. All applications for membership shall be accompanied by the appropriate annual membership fee, which shall thereafter be payable on demand. A receipt and membership card will be issued.
4.5. Each fully paid up member shall be entitled to attend and vote at General or Annual General Meetings.
4.6. Fully paid up members may be elected and serve on the Management Committee.
4.7. All members will receive a copy of the Club Constitution.
4.8. Members shall be enrolled on one of the following categories:
Junior Member (age 9-18)
Senior of State Pension Age
- 5. Suspension, Refusal or Termination of Membership
5.1. The Management Committee can refuse any application for membership on the grounds that such membership would be prejudicial to the objectives of the Club as set out in Rule 2 of this constitution.
5.2. The Management Committee can for good and sufficient reason refuse renewal of any existing membership or terminate or suspend any membership provided that the member concerned shall have the right to be heard by the full Management Committee before a final decision is made.
5.3. The member may apply for reinstatement at the next General meeting.
5.4. Any member who fails to pay their fees by the date required shall forfeit their right to representation on the Management Committee and at General meetings, and shall be suspended from taking part in any event under the control of the Club until such fees are paid. On March 1st each year the Membership Secretary will email the entire membership a notification that renewal is imminent. On April 30th any member that has not renewed will cease to be a member.
5.5. Any member under suspension shall be barred from taking part in any match or event under the control of the club.
5.6. The Management Committee shall inform the member in writing of any decision to terminate their membership.
5.7. Notification of the termination of a membership will be forwarded to the Governing Body.
- 6. Annual General Meeting (AGM)
6.1. The Annual General Meeting (AGM) shall be held during the month of March each year. The Secretary will give a minimum of 14 days notice of said meeting, and any items for inclusion on the agenda must be submitted in writing to the Secretary at least 7 days prior to the AGM. At each AGM the following business shall be conducted:
- i. Receive and confirm the minutes of the previous AGM.
- ii. Presentation of the club’s financial accounts for the year.
- iii. Presentation of club’s projected financial situation for the forthcoming year, and the setting of all fees
- iv. Presentation of Chairman’s report.
- v. Election of officers to the Management Committee.
- vi. Life Membership nominations (and voting process)
- vii. Any other items submitted in line with point 6.1.
6.2. Each club member over the age of 16, who has paid their annual subscription, is entitled to vote at the AGM. The Chairman will have the casting vote whenever necessary.
- 7. General Meetings
7.1. A General meeting will be held bi monthly. The March meeting will be the AGM.
7.2. The Secretary will give a minimum of 14 days notice of said meeting, and any items for inclusion on the agenda must be submitted in writing to the Secretary at least 7 days prior to the meeting.
7.3. There must have a minimum of 5 members in attendance and at least one of either the Chairman, Club Captain or Secretary present (preferably all).
7.4. The Chairman, or in his/her absence, another Committee Member, will take the Chair.
7.5. All members shall register with the Secretary prior to the start of the meeting.
7.6. Each member shall have one vote. Members not able to attend may appoint a proxy who must be either the Chairman or a member of the Committee.
7.7. All votes shall be determined by a show of hands and a simple majority. In the event of a tied vote, the Chair may exercise a casting vote.
7.8. The Secretary shall keep the minutes of the meetings and record all proceedings and resolutions.
- 8. Extraordinary General Meetings (EGMs)
8.1. An EGM may be called upon the written demand to the Secretary by:
- i. A minimum of 5 members.
- ii. The Chairman.
- iii. 3 members of the Committee.
8.2. The meeting will be run in accordance with the guidelines outlined for General meetings in 7.2 – 7.8 above
- 9. Election of Officers to The Management Committee
9.1. The members of the Management Committee shall be drawn from the membership, as defined in clause 4 of this Constitution.
9.2. Candidates shall be elected by paper ballot at the AGM, and shall be members of the Management Committee from the conclusion of that AGM until the conclusion of the following AGM.
9.3. All nominations of candidates for election shall have the consent of the nominee; be in writing; be seconded; be received by the secretary not less than seven days before the AGM.
9.4. Uncontested posts may be filled by nomination(s) and election at the AGM.
9.5. The Secretary shall send all members a list of all nominations not less than seven days prior to the AGM.
- Members of the Management Committee
The Management Committee shall consist of the following Officers:
3 Club Captain
5 Social Secretary
6 Press Officer
7 Kit Officer
8 Results Coordinator
9 Frostbite Liaison Officer
10 Membership Secretary
11 Fundraising Officer
12 Training Coordinator
13 Tri Working Group Leader
14 Welfare Officer
10.1. The committee may co-opt any member to any unfilled post until the conclusion of the following AGM, providing that the number of co-optees shall not exceed one third of the total number of persons serving on the committee at that time.
10.2. The Management Committee may appoint any sub-committees it may deem necessary to deal with the matters of the club, until the conclusion of the following AGM. The proceedings of all such committees shall report to the Management Committee by a representative elected by that sub-committee.
10.3. The Secretary shall keep the minutes of the meetings and record all proceedings and resolutions
- 11. Committee Meetings
11.1. The Chairman shall chair the meeting, or in his/her absence either the Club Captain or Secretary, or a nominee from the committee in the event of all those mentioned being absent.
11.2. Fourteen days notice of any meeting of the Management Committee shall be given by the Secretary, except when the date of the meeting had been agreed at the previous management meeting, in which case seven days notice shall be given.
11.3. In an emergency the Chairman may call a meeting at four days notice.
11.4. The quorum shall be four of those Officers entitled to vote, as listed at Rule 10
11.5. All members of the Management Committee as listed at Rule 10 shall be entitled to vote.
11.6. All votes shall be determined by a simple majority. In the event of a tied vote, the Chair may exercise a casting vote.
- 12. Finance
12.1. The income and property of the club, however derived, shall be applied solely towards the objectives of the club as set out in Rule 2, of this constitution.
12.2. The club shall have the power to raise money by means of yearly affiliation fees and match fees as determined by the members at the Annual General Meeting. Additionally funds may be generated by others means, e.g. social events; raffles.
12.3. All monies shall be lodged in a bank account in the name of the club.
12.4. The Chairman, Treasurer, Club Captain and Secretary shall be authorised signatories to sign cheques on behalf of the club, of which two signatories shall be needed.
12.5. The financial year of the club shall run from 1st March to 28th/29th February.
- Amendments to the Constitution
Changes to this Constitution may only be proposed at the AGM, or at an EGM called specifically for that purpose. Votes will be in accordance with the structure outlined for said meetings.
- The Dissolution of the Club.
14.1. Any resolution to dissolve the club may be passed at an Extraordinary General meeting provided that:
- i. the terms of the proposed resolution are received by the Secretary at least forty two days before the meeting at which the resolution is to be brought forward, and that
- ii. at least twenty eight days of the proposed resolution shall be given in writing by the secretary to all members, and that
- iii. such a resolution shall receive the assent of two thirds of those present and entitled to vote.
14.2. Upon dissolution of the club, after all club and Trustee liabilities have been cleared, all remaining financial and material assets shall be used for a suitable purpose(s) agreed (via a vote) at the said meeting.
BRJ Run and Tri is usually awarded one or more London Marathon places as a result of our affiliation to England Athletics. We typically offer these places to our members via a ballot. To enter the ballot you must comply with the following rules:
Rule 1: Members must have been full first-claim club members for the ballot year, full membership defined as having paid membership by the end of the April of that year. For example for London Marathon 2012 members must have paid fees by 30th April 2011. Members must also be registered with England Athletic for the year leading up to the marathon.
Rule 2: Members must have been an active member in the previous membership year. For example for London Marathon 2017, members must have been active for the year April 2015 to April 2016.
Rule 3: Members must inform Alan Hannibal, Club Captain, that they have entered the official ballot one week after the ballot closes. Once Alan has a list of those members who have entered the ballot, the committee will approve who is eligible for entry to the club ballot. This list will then be circulated to the club.
Rule 4: On notification of success or failure in the London Marathon ballot, members must inform Alan of the result and if applicable, supply evidence of rejection, e.g. a rejection magazine address, or a screen dump of a failed online attempt.
Rule 5: All club ballot entry is at the discretion of the committee, to be agreed at a committee meeting before the club ballot. The final list of members to enter the club ballot will then be approved and circulated by the committee.
Rule 6: Any member objecting to the committee’s decision as to who to enter into the club ballot, should raise their concerns prior to the club ballot. All objections received after the ballot will not be valid.
Rule 7. Any member who receives a marathon entry through the club ballot, and later wishes to defer, should notify the Club Captain prior to deferral, in case there is an option for another member to take that place.
Rule 8. Any member who receives a marthon entry through the club ballot can enter the ballot in the next year but will go to the bottom of the list - ie will be a last reserve.