1.1. The club will be called Lucan Harrier & Athletic Club.

1.2. It is a non-political and non-sectarian Club.

2.1.To assist, through athletics, each member of Lucan Harrier & Athletic Club to attain their full potential, both physically and mentally, in an atmosphere of friendship, co-operation, fairness, equal opportunity and safety. To assist in the development of athletics in Lucan and surrounding areas.

3.1. An annual general meeting will be held each year covering the period from 1 January to 31 December. It must be held between 1^st November and the 15^th December (except in exceptional circumstances). Minutes of the A.G.M. will be taken by the outgoing secretary. The agenda for the AGM will be as follows:

Welcoming address from chairperson

Minutes of previous A.G.M.

Matters arising and approval of minutes

Reports from officers and sub-committee chairpersons

Approval of financial statement

Reports of any E.G.M. since last A.G.M.

Chairpersons address

Amendments to this Constitution

Motions for debate

Election of a management committee

Any other business

3.2.The purpose of the Annual General Meeting shall be to discuss any business pertaining to the Club and to elect management committee Officers. At the Annual General Meeting, the Officers of the incoming management committee shall be elected and shall hold office until the next Annual General Meeting. The duty of the management committee shall be to run the ordinary affairs of the Club between Annual General Meetings.

3.3. Any management committee member who is absent from three consecutive committee meetings without a written explanation shall automatically cease to hold that position. Should a vacancy arise on the management committee during the year, the committee shall co-opt a replacement at the next meeting.

3.4. Any member may propose a motion for debate, or an amendment to this Constitution at an A.G.M.. Such motions or amendments must be forwarded, in writing, to the secretary, to arrive no later than one week before the A.G.M. The secretary will prepare copies of such motions and amendments for distribution at the start of the A.G.M.

3.5. The management committee will notify, in writing, all members of a forthcoming A.G.M. and the rules for motions and amendments (see 3.4 above). This notice must be distributed a minimum of one week prior to that A.G.M.

3.6. A Quorum for the Annual General Meeting shall be fifteen (15).

3.7. The A.G.M. will elect members to the following management committee Officer positions:

Chairperson

Vice Chairperson

Secretary

Registrar/Treasurer

Juvenile Liaison Officer

Public Relations Officer

Dublin County Board Representative (AAI)

3.8. The following non-Officer positions will also be filled at the Annual General Meeting;

Honorary President

Lucan Sports Association (Director) (See 8.6)

Lucan Sports Association (Committee) (See 8.6)

Senior Men’s Captain

Senior Ladies Captain

Senior Men’s Coach

Senior Ladies Coach

Juvenile Coach

Persons elected to non-Officer positions may attend ordinary management committee meetings.

3.9. Any member of Lucan Harrier & Athletic Club, who is over 18 years old, may go forward for election to the management committee but no member can hold more than one Officer position on the management committee at the same time.

3.10. When all positions on the management committee are not filled at an A.G.M., the meeting can give the management committee permission to seek extra members up to the total specified at 3.7 above.

3.11. At an A.G.M. the decision of the chairperson on matters of procedure will, subject to this Constitution, be final. In the event of a tied vote the chair will have a casting vote.

3.12. No articles of this Constitution may be changed without the support of a two-thirds majority at the A.G.M. or E.G.M..

3.13. All records associated with A.G.M.’ s and E.G.M.’ s must be kept by the secretary. Upon leaving office the secretary will pass these records on to the incoming secretary. These records of A.G.M.’s and E.G.M.’s will be kept for a minimum of 6 years following the A.G.M..

3.14. The outgoing management committee and all sub-committees fall at the end of an A.G.M..

4.1. An E.G.M. will be convened if the secretary receives a signed request to do so. This request can be made by any 4 members of the management committee or by any 15 members of Lucan Harrier & Athletic Club. All 4/15 members must sign the request to hold an E.G.M.. The management committee must arrange the E.G.M. to take place no later than 14 days after receipt of the request.

4.2. When requesting an E.G.M. the applicants must include in their application a brief outline of the reason for the E.G.M.. If the reason for the E.G.M. is to propose a motion for adoption, or an amendment to this Constitution, such motions or amendments must be proposed and seconded by the applicants and forwarded, in writing, to the secretary, with their application for an E.G.M..

4.3. The management committee will notify, in writing, all members of a forthcoming E.G.M. and a brief outline of the reason for the E.G.M. as well as the date, time and venue for the E.G.M.. This notice must be distributed to members at least 7 days prior to the E.G.M..

5.1. Each athlete must pay the annual membership fee agreed by the management committee. All subscriptions must be paid within three months of the start of the new Club financial year (i.e. must be paid by 31^st December). Failure to pay will result in termination of membership. Members must abide by this Constitution and the Code of Good Conduct for Lucan Harrier & Athletic Club.

5.2. Members under 18 years of age do not have voting rights at the A.G.M. and cannot be members of the management committee but can be represented by a parent/guardian.

5.3. The management committee must ensure a register of current members is kept. They can appoint any member of Lucan Harrier & Athletic Club over 18 years of age to carry out this duty. Any member has the right to see the register. The register must be available at the A.G.M. or any E.G.M..

6.1. The management committee will take up office immediately following the A.G.M. and must meet within three weeks of the A.G.M. to set their objectives for the year. In addition to the above meeting, the management committee must meet at least 10 times per year including a final review meeting in preparation for the next A.G.M..

6.2. The role of the management committee will be to oversee and co-ordinate the day to day running of Lucan Harrier Athletic Club on behalf of the members. Members of the management committee should at all times act in the best interest of Lucan Harrier & Athletic Club. All decisions of the management committee will be by majority vote. In the event of a tied vote the chair will have a casting vote. For a meeting to proceed a minimum of five management committee members must be in attendance. The secretary must give reasonable notice to all members of a forthcoming meeting.

6.3. The management committee may appoint sub-committees from time to time to deal with specific matters relating to Lucan Harrier & Athletic Club. Sub-committees appointed by the management committee must have a minimum of three members including a chairperson. At least two members of these sub-committees including the chair must be members of Lucan Harrier & Athletic Club. While sub-committees appointed under this clause are in office, the chair of each one will automatically be a member of the management committee.

6.4. Sub committee chairs will report to the management committee on the activities of their sub committee. Where necessary they will also seek the approval of the management committee for forthcoming activities as well as any finances required to carry out such activities.

6.5. The management committee can appoint any member/s of Lucan Harrier & Athletic Club over 18 years of age, to represent it at any forum upon condition that appointed members act in accordance with instructions given by the management committee. The member/s must also report back to the management committee following the forum.

6.6. All new signings must be approved by the Club Committee.

6.7. The management committee will only approve the transfer of an athlete to or from Lucan Harrier & Athletic Club when the transfer application is in accordance with the A.A.I. Constitution and by-laws. Before completing the transfer the secretary must ensure that all perpetual trophies are returned to the club.

6.8. The management committee will seek to secure funding for Lucan Harrier & Athletic Club from any organisation (eg South Dublin County Council, National Lottery etc.) having such funds.

6.9. All correspondence and circulars, between Lucan Harrier & Athletic Club and its members or between Lucan Harrier & Athletic Club and all third parties received or sent since the last management meeting will be presented to the management committee at their next meeting. Any item of correspondence can be read at management committee meetings at the request of any management committee member. When dealing with correspondence of a sensitive nature the secretary or chairperson can rule that the names of those involved are not revealed to the meeting. In such cases the chairperson will read the entire document privately and only give the meeting brief details of its contents.

6.10. All correspondence detailed at 6.9 will be numerically coded by the secretary, during the meeting. It will then be filed numerically in the minutes and correspondence file, which will be available at all management committee meetings.

6.11. The management committee will act in accordance with this Constitution and the Lucan Harrier & Athletic Club Code of Good Conduct. In carrying out their duties they must always be mindful of any laws covering the safety, health and welfare of the members, particularly members under the age of 18 years.

6.12. All minutes of management meetings must be signed and stored by the secretary. The signed minutes will then be placed in the minutes and correspondence file. Upon leaving office the secretary will pass these records on to the incoming secretary. Minutes and correspondence are kept for a minimum of 6 years following the term of office of each management committee.

7.1. The role of the coaches will be to plan, implement and review all aspects of coaching and competition at Lucan Harrier & Athletic Club. In addition they will select, prepare and arrange the entry of athletes in whatever competition is forthcoming.

7.2. The coaches will select the winners of Lucan Harrier & Athletic Club awards. In addition the coaches will select and purchase appropriate awards for presentation. These awards will be presented at a ceremony, which will be organised in consultation with the management committee.

7.3. In carrying out their duties all coaches must act in accordance with this Constitution and the Lucan Harrier & Athletic Club code of Good Practice. In addition they must comply with any laws affecting the safety, health and welfare of all athletes.

7.4. The coaches will decide on matters of discipline involving athletes as detailed in the code of good practice, but suspensions from Lucan Harrier & Athletic Club will be communicated, in writing, by the chair of the management committee upon the instruction of the coach. The chair of the management committee must be briefed on the details of a suspension decision prior to sending a suspension notice to any athlete.

7.5. The coaches should as a priority, familiarise themselves with developments in coaching and encourage the on-going development of coaches at Lucan Harrier & Athletic Club.

7.6. No authorised training session can take place involving athletes under 18 years of age unless at least one coach and at least one other adult are present at all times.

8.1. Lucan Harrier & Athletic Club shall be a one third member of Lucan Sports Association Limited. Lucan Sports Association shall be a company limited by guarantee and registered with the Companies Office under Company number 358600.

8.2. Lucan Harrier & Athletic Club shall nominate two Club members as its representatives in Lucan Sports Association Limited. One nominated member will be a Director of Lucan Sports Association Limited and the second representative shall be a subscriber to Lucan Sports Association Limited.

8.3. The objectives for which Lucan Sports Association Limited is established are as outlined in the Company Memorandum of Association.

8.4.The liability of the members of Lucan Sports Association Limited is limited and the name and address of each director and subscriber shall appear in the Memorandum of Association of Lucan Sports Association Limited. Each director and subscriber shall hold 10 shares each. Each share shall be valued at 10 Euro.

8.5. Each member of Lucan Sports Association Limited shall be bound by the conditions outlined in the Articles of Association of that Company and will also be subject to the provisions of the Companies Acts 1963 to 2001.

8.6. The rotation of the Directors of Lucan Sports Association Limited shall be in accordance with Articles 95-103 of the Company Articles of Association.

8.7. The representatives of Lucan Sports Association Limited shall report to the management committee of Lucan Harrier & Athletic Club a minimum of three times per year, from whom they shall take their instruction.

8.8. The representatives of Lucan Harrier & Athletic Club shall at all times represent the best interests of the Club when acting in their role as director/subscriber to Lucan Sports Association Limited.

8.9. The representatives shall produce a report to the A.G.M. of Lucan Harrier & Athletic Club. This report will include a copy of the statement of annual accounts of Lucan Sports Association Limited and any other documents/reports considered relevant to the interests of the general membership of Lucan Harrier & Athletic Club. Such documents will be retained by the secretary of Lucan Harrier & Athletic Club.

9.1. The Public Relations Officer will be elected at the A.G.M..

9.2. The main aim of the Public Relations Officer is to promote Lucan Harrier & Athletic Club and its members. To act in a public relations capacity on matters relating to Lucan Harrier & Athletic Club and its activities. To seek as much positive publicity as it can for Lucan Harrier & Athletic Club and its members.

9.3. To communicate with members on a regular basis by use of the Lucan Newsletter or other such means. This newsletter will contain details of a wide range of activities relevant to the members of Lucan Harrier & Athletic Club.

9.4. To set up regular lines of communication with local/national media and the business community with the aim of raising the profile of Lucan Harrier Athletic Club and maximising the good will of the media and the business community.

9.5. To liase with any other sub committee established by the management committee particularly in the planning of fund raising events.

9.6. To prepare a report for the Annual General Meeting.

10.1. The treasurer will keep proper records of accounts and finance. Such records and accounts must be kept in accordance with recognised accounting practice. Prior to the A.G.M. these records must be approved and signed by two members of Lucan Harrier & Athletic Club appointed by the management committee, or alternatively, by auditors appointed by the management committee. The accounts must then be presented to the A.G.M. for its approval. Details of all records, receipts and accounts for the year should be available at the A.G.M. in case there is any item in the accounts that needs clarifying or explaining.

10.2. No monies, excluding those detailed at 10.3, can be spent without first obtaining the approval of the management committee at a properly convened management meeting. The minutes of that meeting must show this consent as well as the amount and reason for such spending. Furthermore the management committee cannot approve any expenditure of an exceptional or extraordinary nature without the approval of a majority of members at an A.G.M. or E.G.M..

10.3. Where necessary amounts need to be expended at short notice such amounts can be approved by the chairperson or treasurer of Lucan Harrier & Athletic Club. Details of these expenditures must be reported to the next management meeting and recorded in the minutes.

10.4. Any borrowing of monies, must be approved by the management committee. In addition where any one item of expenditure will be in excess of €500 three quotations must be obtained before the management committee approve such expenditure. This rule can only be by passed where there is a specialist sole supplier.

10.5. Lucan Harrier & Athletic Club cannot have borrowings, overdrafts or a combination of both where their total exceeds €2000 without first obtaining the approval of a majority of members at an A.G.M. or E.G.M.. When seeking the approval for such borrowings or overdrafts the members must be given full details of the reasons for their necessity together with details of the repayments and time span for such repayments.

10.6. When a payment is made on behalf of Lucan Harrier & Athletic Club a properly completed receipt must be obtained by the payee. Receipts must be forwarded to the treasurer for recording and filing.

10.7. All Lucan Harrier & Athletic Club cheques must have 2 signatures. The signatories of Lucan Harrier & Athletic Club cheques will be any two of following: the chairperson, treasurer or secretary. Blank cheques must not be signed by the above signatories except where they are used for clause 10.3 above.

10.8. Liability of Lucan Harrier & Athletic Club will not be the liability of the management committee but will be the liability of all members.

10.9. All records, receipts and accounts associated with Lucan Harrier & Athletic Club must be kept by the treasurer. Upon leaving office the outgoing treasurer will pass these records on to the incoming treasurer. Records and accounts are kept for a minimum of 6 years following the A.G.M. at which they were approved.

10.10. All funds of the Club shall be deposited as soon as possible after receipt in such bank as the Club may, by resolution, designate.

10.11. The financial year shall end on the 30^th of September each year when the accounts will be balanced and a statement presented to the next Annual General Meeting.

11.1. Lucan Harrier & Athletic Club is fully committed to safeguarding the well- being of all its members. Every individual in Lucan Harrier & Athletic Club should at all times show respect and understanding for members rights, consider the safety and welfare of each athlete and conduct themselves in a manner that reflects the principles of Lucan Harrier & Athletic Club and the guidelines contained in the Code of Ethics and Good Practice for Children’s Sport in Ireland.

11.2. The members will appoint a Juvenile Liaison Officer to the management committee. The J.L.O. will advise the management committee in relation to child protection and oversee the implementation of the guidelines contained in the Code of Ethics and Good Practice for Children’s Sport in Ireland.

12.1. The management committee will have the power to interpret this Constitution and the chairperson will have the right to rule finally in the event of a dispute.

13.1. Lucan Harrier & Athletic Club will pay the registration fees and insurance costs of competing athletes, as requested by County, Provincial or National Athletic Associations to which we are affiliated.

13.2. Lucan Harrier & Athletic Club will, at the discretion of the management committee, pay competition entry fees for members who compete at County, Provincial, National and International level where such competitions are organised or approved by athletic associations to which we are affiliated.

13.3. While transport costs, associated with travel to training and competition remain the responsibility of each member, Lucan Harrier & Athletic Club may on occasion subsidise such costs.

14.1. The Lucan Harrier Athletic Club code of good practice will be issued to all members upon registering with the club and members must agree to abide by this code of good practice.

14.2. During a period of suspension an athlete cannot compete for the club.

14.3. The management committee can terminate the membership of any member of Lucan Harrier & Athletic Club in exceptional circumstances. Members have the right to appeal this decision.

15.1. Lucan Harrier & Athletic Club colours must be worn at all competitions. They are red singlet with diagonal black stripe and black shorts. Athletes representing their county, province or country will wear the appropriate uniform of such bodies.

16.1. Lucan Harrier & Athletic Club can be dissolved if a motion to that effect is proposed at an A.G.M. or E.G.M.. Two thirds of members must be in attendance at this A.G.M. or E.G.M. and members of Lucan Harrier & Athletic Club must receive advance notice of a motion to dissolve the club. When voting on a motion to dissolve Lucan Harrier & Athletic Club, once at least two thirds of members are present, a simple majority is required.

16.2. The assets of Lucan Harrier & Athletic Cclub as well as any remaining monies will be dispersed as decided by the members at the meeting detailed at 16.1. Such assets and monies must be dispersed to another club/s with similar objectives.

16.3. Should outstanding debts remain at Lucan Harrier & Athletic Club the members present at the meeting detailed at 16.1 above must decide on how to clear such debts.