Our Constitution

Optima Racing Team Constitution


1. Name

The club will be called Optima Racing Team and will be affiliated to the British Triathlon Federation – Sports Coach UK & BASES.


2. Aims and objectives

The main purposes of the club are to provide facilities for and to promote participation in the amateur sport of Triathlon in South West London.

The aims and objectives of the club will be:

To provide an environment of individual sporting excellence where triathletes and duathletes can train with like minded individuals in pursuit of their performance goals.

  • To provide professional coaching and training sessions to all members that ensures increased individual performance.
  • To offer a structured pathway for juniors to progress to their optimum level of performance and competition (playgrounds to podiums).
  • For coaches to continually stay abreast of current research and understandings of all aspects of multi-sport coaching.
  • To promote Optima Racing Team within the local community.
  • To ensure a duty of care and safety to all members of the club.
  • To provide all its services in a way that is fair to everyone.
  • To ensure that all present and future members receive fair and equal treatment.


3. Membership

Membership of the club shall be open to anyone interested in the sport on application regardless of sex, age, disability, ethnicity, nationality, sexual orientation, religion or other beliefs. However, limitation of membership according to available facilities is allowable on a non-discriminatory basis.

The club may have different classes of membership and subscription on a non-discriminatory and fair basis. The club will keep subscriptions at levels that will not pose a significant obstacle to people participating.

The Club Committee may refuse membership, or remove it, only for good cause such as conduct or character likely to bring the club or sport into disrepute. Appeal against refusal or removal may be made to the members.

Membership will consist of officers and members of the club.

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 conduct that the club has adopted. Members will be enrolled in one of the following categories:

  • Full member
  • Associate member
  • Junior member
  • Distant member


4. Membership fees

Membership fees will be set annually and agreed by the Annual General Meeting. Fees will be paid monthly by standing order.


5. Officers of the club

The officers of the club will be:

  • Chair
  • Head Coach
  • Treasurer
  • Honorary Secretary
  • Social Secretary
  • Welfare Officer

Officers will be elected annually at the Annual General Meeting. All officers will retire each year but will be eligible for reappointment.


6. Committee

The club will be managed through the Club Committee consisting of the Officers of the club and a minimum of 2 elected committee members. These elected committee members to be elected annually at the Annual General Meeting. Only these posts will have the right to vote at meetings of the Club Committee.

The Club Committee will be convened by the Secretary of the club and held no less than four times per year, including the Annual General Meeting.

The quorum required for business to be agreed at Club Committee meetings will be five, including a minimum of two Officers.

The Club Committee will be responsible for adopting new policy, codes of conduct and rules that affect the organisation of the club.

The Club Committee will have powers to appoint sub committees as necessary and appoint advisers to the Club Committee as necessary to fulfil its business.

The Club Committee will be responsible for disciplinary hearings of members who infringe the club rules/regulations/constitution. The Club Committee will be responsible for taking any action of suspension or discipline following such hearings.


7. Finance

All club monies will be banked in an account held in the name of the club. The Club Treasurer will be responsible for the finances of the club. The financial year of the club will end on 31st October.

An internally audited statement of annual accounts will be presented by the Treasurer at the Annual General Meeting. Any cheques drawn against club funds should hold the signatures of the Treasurer plus one other officer. It should be normal procedure that none of the officers or members of the club make an unannounced unilateral purchase for which they expect reimbursement.

All surplus income or profits are to be reinvested in the club. No surpluses or assets will be distributed to members or third parties.


8. Annual General Meetings

Notice of the Annual General Meeting (AGM) will be given by the Club Secretary. Not less than 21 clear days’ notice to be given to all members.

The AGM will receive a verbal report from officers of the Club Committee and a statement of the audited accounts.
Nominations for officers of the Club Committee will be sent to the Secretary prior to the AGM.

Elections of officers and Club Committee members are to take place at the AGM. All members have the right to vote at the AGM.

The quorum for AGMs will be equal to the number representing 25% of the fully paid up membership at the time of the AGM.

The Club Committee has the right to call Extraordinary General Meetings (EGMs) outside the AGM. Procedures for EGMs will be the same as for the AGM.


9. Discipline and appeals

All complaints regarding the behaviour of members should be submitted in writing to the Secretary.

The Club Committee will normally meet to hear complaints within 14 (fourteen) days of a complaint being lodged. The committee has the power to take appropriate disciplinary action including the termination of membership.

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 seven days of the hearing.

There will be the right of appeal to the Club Committee following disciplinary action being announced. The committee should consider the appeal within 14 (fourteen) days of the Secretary receiving the appeal.


10. Dissolution

A resolution to dissolve the club can only be passed at an AGM or EGM through a majority vote of the membership.

Upon dissolution of the club any remaining assets shall be given or transferred to another registered CASC, a registered charity or the sport’s governing body for use by them in related community sports.


11. Safeguarding

British Triathlon has very detailed rules and regulations on the subject of safeguarding.

As a member of the British Triathlon Federation, Optima Racing Team takes this issue seriously and follows closely these guidelines


12. Anti-Doping Policy

Optima Racing Team has a zero tolerance policy on Doping in Sport and Triathlon in particular.

ORT abides by the policies as set out by UKAD. The head coach is a UK anti- doping advisor.

All members are invited to refer to the UKAD web site for further information http://ukad.org.uk/


13. Equality and Diversity

Please refer to the tab on the Optima Racing Team Website for a full summary of the Equality and Diversity Policy.


14. Amendments to the constitution

The constitution will only be changed through agreement by majority vote at an AGM or EGM.


15. Declaration

Optima Racing Team hereby adopts and accepts this constitution as a current operating guide regulating the actions of members as of the EGM of 8th July 2009.

Approved and updated on behalf of the Optima Racing Team Committee on August 1st 2017.

James Marler
Optima Racing Team