SGP Constitution

Mission

The SGP is devoted to enriching Sussex communities through the exhilarating experience of road and trail running, our mission encompasses fostering a vibrant culture of wellness, unity, and personal triumph.
Our primary objective is to cultivate inclusive and encouraging environments where individuals of all backgrounds and abilities can flourish and participate in races together representing their Clubs.
Our commitment to sustainability and community engagement drives us to not only promote physical well-being but also to contribute positively to the local environment and society. Together, we pave the way for a healthier, happier Sussex through the rhythm of our footsteps!

The structure of the SGP Committee

  1. The SGP Committee is formed of Chair, Club Secretary, Treasurer, Results Co-ordinator, Membership Secretary, Trophies Coordinator, Presentation Evening Coordinator, PR/comms/media Manager, Web Manager (Functional Roles). The Functional Roles (apart from the Chair) may either be a SGP registered club representative (Club Representative) or other member of a SGP registered club; additional committee members co-opted can be Club Representatives. The SGP Committee will resolve any disputes regarding the competition, and make any changes to the events, or changes to the rules and methods of scoring or general running of the Grand Prix.
  2. Each SGP registered club should appoint a Club Representative, and all communications will be made via this person to the Club Secretary, Membership Secretary, Treasurer and Chair. It will be the club’s interest that the Club Representative attends all or as many meetings as possible so that the club’s opinions can be voiced. Club treasurers may also wish to communicate directly with the SGP treasurer of membership secretary.
  3. Any member of an SGP registered club over the age of 18 can put their name forward for election to a Committee Functional Role Election will be made at the next AGM. In the event of more than one person seeking to stand for the same Functional Role, election will be made by a show of hands by all members present at the AGM (except for the Chair). In the event of a tie, the outgoing Chair shall have the casting vote.
  4. All SGP Committee members who fulfil a functional role will retire each year but will be eligible for re-appointment at the AGM.
  5. Any member of the SGP Committee may resign by notice given to the Secretary.
  6. The SGP Committee may appoint a member to fill any casual vacancy until the next AGM.
  7. A SGP Committee member will leave the Committee if: (a) expelled having found to be in major breach of club rules or ethical conduct, or (b) disqualified from holding office as a company director.
    Committee powers
  8. Only those events selected by the SGP Committee can count for points scoring. The events chosen must carry a current Race Permit issued by England Athletics (EA). Events organised by SGP registered clubs will be treated as priority events for election at the start of the season, and provided they meet the requirements and have no objections from the SGP Committee they will be considered for inclusion.
  9. Only those clubs who have paid their SGP membership subscription and the EA affiliation fees to the County can be considered as eligible to score.
  10. The SGP Committee will be responsible for adopting new policy, codes of practice and rules that affect the organisation of the SGP.
  11. The SGP Committee will have powers to appoint subcommittees in order to meet specific objectives.

SGP Committee meetings, AGM and conduct of committee members

  1. An Annual General Meeting will take place in Autumn of each year unless agreed otherwise.
  2. It is intended that at least 3 SGP Committee meetings will be held during each calendar year and SGP Committee clubs will be given notice of dates and any changes in dates. Meetings may be held in person or virtual (e.g via Zoom or Teams). Additional meetings may be called if the need arises and notification will be sent prior to such meetings.
  3. All SGP Committee Members are strongly encouraged to attend or their alternates.
  4. Representatives of clubs that have not paid subs will have no vote at SGP meetings.
  5. The Club Secretary will give not less than 28 days’ Notice of Annual General Meetings (AGMs) to SGP club reps.
  6. The AGM will receive reports, either written or verbal, from members of the SGP Committee. The Treasurer will provide a statement of the audited accounts. Election of Functional roles is to take place at the AGM and well as motions for changes to the SGP in the coming year.
  7. The SGP Committee has the right to call Extraordinary General Meetings (EGMs) outside the AGM. Procedures for EGMs will be the same as for the AGM. An EGM can also be called outside of the AGM by 5% of SGP registered clubs.
  8. The constitution will only be changed through agreement by a majority vote at an AGM of SGP registered clubs present or EGM.
  9. A SGP rep may invite an alternate member of their club to attend SGP Committee meetings, but when motions are voted on only one vote per Club can be cast via the member present at the meeting
    Conduct of SGP Committee Members.
  10. The quorum required for business to be agreed at SGP Committee meetings and AGM will be any five SGP Committee members (or their delegates) which must include the Chair or their Deputy (if so appointed).
  11. SGP Committee members and their alternates when referring to the SGP in person or online, should employ common sense, protect themselves and their privacy, not say anything dishonest, untrue or misleading and not post material that is offensive, harassing, discriminatory, embarrassing, intimidating, sexually explicit, bullying, racist, sexist, homophobic or otherwise inappropriate.
  12. SGP social media platforms are not to be used for advertising products or services nor used for abuse by members or outside parties. Members who believe that they have a legitimate case for advertising should make a written request to the Club Secretary who will decide on consultation with other SGP Committee members whether or not to allow the request. The Social Media Administrator will remove postings without this approval, and the perpetrator risks being removed from the media platform.
  13. SGP Committee members shall at all times have regards to the SGP Data Privacy policy.

Finance

  1. All monies will be banked in an account held in the name of the Sussex Grand Prix.
  2. The Treasurer will be responsible for the financial administration. The financial year of the SGP will run from 1st January to 31st December each year, or such other dates as determined by the Committee, provided the financial year is no less than nine months or more than 15 months.
  3. A statement of annual accounts will be presented by the Treasurer at the Annual General Meeting.
  4. There will be two designated account signatories, including the Treasurer. The other two will normally be the Chair and the Club Secretary, otherwise as decided by the SGP Committee.
  5. Sums, with a maximum limit determined by the SGP Committee, shall be drawn from the account(s) by cheque or electronically, normally by the Treasurer. Sums exceeding this amount will need two signatures if by cheque or be supported by written authorisation from another signatory if paid electronically.
  6. All surplus income or profits will be reinvested into the Sussex Grand Prix.
    Dissolution
    A resolution to dissolve the SGP can only be passed at an AGM or EGM through a majority vote of SGP members. In the event of dissolution, any assets that remain will be transferred pro rata to member clubs.

The SGP Constitution and rules are subject to review annually at the AGM.

Last reviewed June ‘25