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HOW TO ORGANIZE A TRIATHLON CLUB

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					  HOW TO ORGANIZE A TRIATHLON CLUB
                              Table of Contents

What is USA Triathlon………………………………………………………………………………………………              Pg.

                                                                       3

Introduction……………………………………………………………………………………………………………..                Pg.

                                                                       4

Why People Join a Triathlon Club…………………………………………………………………………….         Pg.

                                                                       5

What People Want From a Triathlon Club………………………………………………………………         Pg.

                                                                       6

Beginning the Plan…………………………………………………………………………………………………..              Pg.

                                                                       7

Planning the Charter Meeting……………………………………………………………………..............   Pg.

                                                                       8

The Charter Meeting Agenda…………………………………………………………………………………..            Pg.

                                                                       9

Keys to                                                                Pg.

Success………………………………………………………………………………………………………..                       11

Suggested Club Committees……………………………………………………………………………………              Pg.

                                                                       12
Sample Club Constitution………………………………………………………………………………………        Pg.

                                                                 13

Rules for Group Rides………………………………………………………………………………………………        Pg.

                                                                 14

Sample Charter Meeting Flyer………………………………………………………………………………….     Pg.

                                                                 15

Registering Your Club with USAT…………………………………………………………………………………   Pg.

                                                                 16

“A Final Comment” ………………………………………………………………………………………………….         Pg.

                                                                 17


Club Development Coordinator
USA Triathlon
clubs@usatriathlon.org

Last Updated: October 2008
   How to Organize a Triathlon Club
                    Written by
                  Dave Rainey
  Houston Racing Triathlon Club – Houston, Texas
                  January 1997

                         With
                     Roger Partee
            Tri-Atlanta – Atlanta, Georgia

                     Guy Echols
             Tri-Dallas – Dallas, Texas

                   Joe Sparks
          Team Toledo – Perrysburg, Ohio

                John Hartpence
       Team Stampede – Missoula, Montana

                 Gurujon Dourson
  San Diego Triathlon Club – San Diego, California

                     Lisa Sewell
                Salt Lake City, Utah

                  Robert Vigorito
Columbia Triathlon Association – Columbia, Maryland

                   Fred Sommers
   Central Florida Triathletes – Claremont, Florida

                    Re-edited by
             B.J. Evans – USA Triathlon

                     Re-edit by
            Jody Ritchie – USA Triathlon
                   October 2008

                   Published by
                  USA Triathlon
     1365 Garden of the Gods Rd., Suite #250
           Colorado Springs, CO 80907
     Phone: 719-597-9090 Fax: 719-597-2121
        Home Page: www.usatriathlon.org
          E-mail: clubs@usatriathlon.org
                                         What is USA Triathlon?


         USA Triathlon is the national governing body for the Olympic sport of Triathlon and the multi-sport
disciplines of triathlon, duathlon, aquathlon, winter and off-road triathlon in the United States. USA
Triathlon is a member federation of the U. S. Olympic Committee and the International Triathlon Union.

USA Triathlon coordinates and sanctions grass-roots and elite multi-sport events across the country and
works to create interest and participation in those programs.

USA Triathlon’s 110,000-strong membership is comprised of athletes of all ages, coaches, officials,
parents and fans striving together to strengthen multi-sport.

On the elite level, USA Triathlon is responsible for the selection and training of teams to represent the
United States in international competition, including the world championships, Pan Am Games and
Olympic Games. It conducts national camps and clinics and provides coaching education programs.

On the developmental level, USA Triathlon fosters grass-roots expansion of the sport, which is facilitated
by the sanctioning of age-group events and triathlon clubs. National and regional championships are held
for triathletes from junior to senior age divisions.

USA Triathlon's mission is to provide excellence in leadership, structure and education for the growth and
development of the sport. USA Triathlon's vision is to set the standard of excellence as a world leader in
the sport by promoting a healthy lifestyle and encouraging participation and achievement.
USA Triathlon is comprised of several standing and ad hoc committees to help further the growth and
promotion of the sport. USA Triathlon has over 30 full time employees working tirelessly to improve the
sport at every level.



Who is USA Triathlon?
We’re 110,000 members strong and continuing to grow. Each member’s support contributes to the
growth of sage age group triathlon is the United States. Here are some reasons to consider becoming or
remaining an annual member:
        • No one-day fees for twelve months
        • Your contribution helps promote the healthy lifestyle of triathlon
        • Receive a subscription the USA Triathlon Times
        • Take advantage of discounts on merchandise from our sponsors.
        • Inclusion in the national amateur rankings
        • Excess medical and liability insurance to protect athletes while competing in USA Triathlon
            sanctioned races.

        For a complete listing of the membership levels and benefit details visit www.usatriathlon.org.

Be a part of the organization that supports the sport you love!




                                                -3-
                                                Introduction

Hey let’s start a club!

That's often the response when a group of people enjoys an activity together. The thought is: if we enjoy
this activity so much, we should share it with others. Thus, a club is born. As Americans we always have
a tendency to organize and coordinate our work, play and social interests.

A club emerges, and it will eventually reach different levels of organization. It usually begins with the idea
of being a low-key-keep-it-simple format, which quickly grows with the accumulation of members who
expect a higher level of leadership.

I had been involved in running and motorcycle racing clubs since my high school days. My motorcycle
racing ended with a bad crash followed by surgery, coupled with a move away from the California desert.
I became a runner with the running boom in the early 70s and eventually joined a running club. In the 80s,
as I moved more toward the sport of triathlon, I slowly moved away from my running club affiliation. I was
making new friends in triathlon and my training and racing were developing away from the road-racing
scene.

When membership renewal came around for my running club, I didn’t renew. I was a triathlete now, and
the club didn’t provide for any of my triathlon needs. A few years later, with the encouragement of a few
triathlete friends, I held a charter meeting for the Houston Racing Triathlon Club. Thirty-five charter
members showed up to form a club, which now has a membership of over 150.

The experience of being the founder and active member of a triathlon club led me to create this handbook
for USA Triathlon and all of those individuals who call asking for advice. My club has given me my “air to
enjoy life” you could say. The friends, the training, the racing, and the traveling have provided me with the
material for this handbook. I put it in writing so those looking to share the experience of triathlon would not
have to reinvent the wheel. This handbook provides an overview to jump-start the organizing process.

For you brave souls who are leading the way with your club’s foundation, I wish you good luck and above
all else the virtue of patience. As I have told so many volunteers over the years, when the burden of hard
work looms ahead of them, “your reward is in heaven.” Club organizing will not be easy, but can be very
rewarding because it involves working with good people; and people are the “air” to enjoying life.

Now get busy and make something happen!




                                                 -4-
                                   Why People Join A Triathlon Club


People can come into a club from many different directions, but the basic reasons for seeking out a
triathlon club affiliation are based around three issues. These three personal issues are the foundation of
any club, and should always be considered when creating activities, training sessions, meetings of
informal get-togethers.


SOCIAL INTERACTION                 Individuals are always seeking out avenues to increase their
                                   social opportunities, and a triathlon club brings them together
                                   with others who share a common interest. The club can
                                   become the “glue” that holds these individuals together as they
                                   share and enjoy the triathlon experience.

TRAINING SESSIONS                  Triathlon is not a “weekend warrior” sport where you spend all
                                   week just waiting for Saturday morning so you can meet
                                   friends and fly model airplanes, go fishing, or hunting.

                                   Triathlon is a sport of commitment, planning and training
                                   sessions. The first question usually asked of a new member is:
                                   "Where can I meet other club members to train?"

                                   Create a training schedule that provides for a certain amount
                                   of group training opportunities, and share other small pockets
                                   of information concerning training locations with new
                                   members. A more structured training schedule is more
                                   important in a major city where travel is time consuming, than
                                   in a smaller city where travel isn’t as much of a time factor.

IDENTITY W ITH                     Almost everyone likes to proclaim his or her situation in life.
THEIR SPORT                        Why do you think team uniforms are such a big issue within a
                                   club’s framework? We have a tendency to refer to ourselves
                                   as a runner, cyclist or, in our case, we’re “triathletes.” It’s an
                                   identification process that gives us a sense of belonging and
                                   pride in our personal athletic achievements.




                                                 SOCIAL
                                               TRAINING
                                               IDENTITY




                                                  -5-
                                 What People Want From A Triathlon Club

We’re a nation of joiners. Consider the vast amount of clubs, societies, service organizations, fraternities,
sororities … etc. It’s not a bad thing. In fact, it’s a pretty good thing. A triathlon club is one of those groups
where the sub-culture of triathlon flourishes. Clubs provide members with the opportunities to become
involved at many different levels in triathlon. Three groups will emerge within a club -- leaders, followers
and hangers-on. Each has a place in a club and will seek individual levels that best suit their needs and
comfort zones.

INFORMATION                All members want to know more about the activities that drive the sport
                           of triathlon. This is the chief purpose of a quality newsletter. A regular
                           newsletter that includes brief articles about club members and local
                           races or training episodes will be devoured by members. National
                           publications don’t receive the readership scrutiny that a club newsletter
                           does. Also, a club newsletter can bring the world of triathlon closer to
                           home.

                           A monthly newsletter is your major communication tool for all members.
                           The lack of an informative newsletter a quick way for a club to fall apart.

                           Today, the Internet allows for unlimited, up-to-the minute information.
                           For the local triathlon club, this medium can greatly enhance the
                           delivery of the club newsletter. All clubs should take advantage of the
                           Internet as an efficient form of disseminating club information.

OPPORTUNITY                No matter the reason a person chooses triathlon -- whether it is
                           because they want to accept the athletic challenge or they just stumbled
                           into it by accident -- they want the opportunity to participate. A club
                           should strive to provide the settings to accomplish these opportunities.

ACCEPTANCE                 The fastest way to drive someone away from a club, and possibly the
                           sport of triathlon, is by exclusion. As with most volunteer and
                           professional groups, there is the “inner circle." Those individuals who by
                           leadership, athletic ability, or personality make up the group who
                           attends most of a club’s functions and is most visible in the triathlon
                           community. The idea within a club is to expand the “inner circle” to
                           include everyone..

                           Inclusion regardless of athletic ability is a major concern for all clubs.
                           Individuals have to feel welcome and comfortable within a club to
                           become a contributing member. Keep in mind that after they feel
                           welcome and included, they will seek out their own involvement level.

                           This task challenge can be overcome, as all members, are, above all,
                           triathletes.




                                              INFORMATION
                                              OPPORTUNITY
                                              ACCEPTANCE



                                                  -6-
                                            Beginning the Plan

We suggest that you use the following plan as a basic road map when you feel ready to plan and
organize a charter club meeting.

The hardest part of any plan is the organizational stages where you have to make sure that all your
marketing opportunities have been covered. Yes, I did say marketing. You are now ready to put forth a
major marketing effort — almost the same as promoting a local triathlon. The results of putting together
and implementing a good plan will mean the difference between mediocre or good attendance at your
charter meeting.


1.   DECIDE ON A CHARTER MEETING DATE AND LOCATION
        Survey the race calendar, ask about possible activity conflicts, and then set a date for your
        charter meeting. A Sunday afternoon or a weekday evening will probably work the best. On
        Sunday afternoons, almost everyone is finished with training, and has fewer conflicts.

        Next, choose a location that is free of distractions. The first meeting is best held in a private
        home. You will have more control than at, say, a restaurant, where you contend with waiters and
        clanging dishes. If you meet at a home, serve light refreshments, but don’t put out a major meal
        to distract from the objective of a charter meeting.

2.   PRODUCE A RECRUITMENT FLYER
        Put together a simple recruitment flyer with basic information. Simply announce the organization
        of a local triathlon club and include the date, time, location and a map to the meeting site. Make it
        simple and on a single sheet of paper for easier distribution. Above all, make it look professional
        in appearance.

3.   DISTRIBUTE FLYER
        Now, the marketing begins. You want every triathlete in your area to have a chance to read this
        flyer and decide to attend your charter meeting. Some excellent places to distribute the
        recruitment flyer include: running and biking shops, city parks, YMCA/YWCA branches, fitness
        centers and local triathlons. Ask business owners if you can tape a flyer to front doors for better
        exposure. If you are attending a triathlon, either place fliers on car windshields or personally hand
        them out at the post race party. Talk to race directors ahead of time and ask to have fliers placed
        in race packets.

        As indicated earlier, the use of a club web site would allow for the flyer to be available to all
        prospective members. They can either download it and send it to the club directly or possibly
        complete it online. This is just another of the many uses for the club and the Internet.

        Flyer distribution should occur at least 45 days before the charter meeting to give individuals time
        to plan on attending, and to discuss the club with friends.

4.   MAILING OF FLYER
        It’s possible to purchase annual members' mailing labels by zip codes from USA Triathlon for a
        nominal fee. If you purchase the mailing labels, then you can mail the recruitment flyer directly to
        triathletes.

5.   NEW S RELEASES
        Turn your recruitment flyer into a press release for distribution to area newspapers and
        magazines. You may have to dig to find the right contact at the publication, but that improves its
        chance of being published. Include contact phone numbers for additional information.

6.   INCLUDE OTHERS
        During regular training sessions, talk up the charter meeting with partners. Ask for their help with
        distribution, and assistance at the charter meeting. Tell everyone you know about the meeting at
        least three times, that way you know the message is getting out.



                                                -7-
                                      Planning the Charter Meeting

So much hinges on the organization of the charter meeting. If it is well planned and brings the club from a
concept to an organization, then attendees will have more inclination to stay with the club and help
develop it. If things are unorganized with no general direction, then you will lose the momentum of the
club’s development.

To make the meeting successful, you will need to involve others in the charter meeting. Review the plan
and make a list of meeting roles and then add names to the list. It is easier to recruit assistance when you
can tell a volunteer their responsibility. Don’t be misled that all you have to do is organize the meeting and
the rest will take care of itself.

At this meeting, you are going to be asking others to take leadership roles within the club structure. This
same group will be looking to you for the lead role, and you should be ready to accept the role as
president of the club for the first year or two.

The following plan will assist you in organizing the charter meeting.

1.   THE MEETING ROOM
        Survey the room or rooms where the meeting is to be held. Your concerns are seating, equipment
        and climate control. Estimate how many you think will be attending the meeting and determine
        the best method for getting everyone into the meeting area so they can hear the proceedings and
        become involved. If you’re meeting in a recreation center/YMCA/restaurant location, then theater-
        style seating arrangements are best. Find out who is responsible for climate control in case you
        come into an uncomfortable room and need quick assistance. Next, determine if you want to use
        any props such as podiums, erasable boards, pens, flip charts, etc. for your presentation. Locate
        them ahead of time and have them ready for the meeting.

2.   REGISTRATION
        When people enter the meeting, the first thing you want to place in their hand is a membership
        application. Remember, they came to the meeting because they wanted to join a triathlon club.
        Don’t be bashful about being ready to take their applications and membership dues. Construct a
        membership application with all the pertinent information to keep communication open with your
        members. You’ll need many membership applications, pens and some cash for a change drawer.
        Before you pass out the application, complete a nametag for the individual.

3.   GREETERS
        A feeling of acceptance begins with a friendly welcome. Have one or more individuals at the door
        to help people feel welcome. They should introduce themselves and assure them that they are in
        the right place and then direct them to the registration table. Individuals who are helping with the
        meeting should circulate around the room introducing themselves. You are trying to get people to
        feel comfortable, and several friendly faces are the quickest way to accomplish this. Many of
        those in attendance will know each other from training and competition, but you want to make
        sure everyone feels included and not shut out by the insider groups.

4.   REFRESHMENTS
        If you’re meeting in a private home, keep the refreshments simple. Soft drinks and chips or
        pretzels are acceptable. If you are meeting in a restaurant, try to arrange ahead of time for a
        single ordering process or single meal at a set price. Allow individuals to purchase their own
        drinks from the bar or waiters. If you’re meeting at a YMCA or recreation center, then you’ll be
        responsible for your own refreshments. Always keep in mind that the food and drink shouldn’t be
        the center attraction at the meeting.

5.   TIMING
        Start the meeting on time, and don’t get yourself in the trap of continuing to wait for more people
        to arrive. In a volunteer environment, people are not always committed to punctuality due to other
        concerns. Follow the planned agenda and allow for individual input, but try to keep the focus on
        the agenda. Others always have a way of straying from the subject, so it’s up to you to make sure
        you complete the agenda of items. Finish up with the topics and do a quick review of
        assignments. Then invite everyone to stay and socialize.


                                                  -8-
                                     The Charter Meeting Agenda

The two primary goals of the charter meeting are create the club organization plan and try to give
everyone in the room a role in that plan. My personal philosophy is “everyone is a volunteer, you just
have to ask some of them”. Getting people involved will instill a commitment to the club’s progress and
will help develop future leaders for the club’s continued success.

Prior to the meeting, ask some key individuals to serve as either officers or leaders of the various
committees. This will move the volunteer process along and make it easier for people who may not like to
lead. Your worst problem, besides not having anyone show up, is not meeting your goals because you
don’t have the leadership. Don’t be afraid to ask someone to assist with a committee assignment. Qualify
the person for the assignment before you ask for their assistance. A traveling salesman probably would
not be a good choice for the uniform committee.

After making assignments, make sure each committee chairperson understands what is expected of
them. A written description really helps keep committees on track. Determine deadlines for the completion
of the assignments. It could be the next meeting, or some other time that fits into the organization plan.
Below is a suggested outline for a charter meeting:


1.   ELECT CLUB OFFICERS
        Elect four officers and three board members, and then allow the new president to conduct the
        meeting’s agenda. If the president is someone other than you, assist him or her with the agenda.

2.   MISSION STATEMENT
        Discuss your club’s purpose and create a mission statement that reflects the club’s direction and
        future.
        Action step: Ask someone to take notes of the discussion and then draft the statement.

3.   CLUB NAME
        Discuss the many variations for a club name. Narrow down the options and then, unless there is
        a strong favorite, wait until the next meeting to finalize the choice. You might say it gives
        everyone time to think before you get a club nickname that could be wrong in a few years. The
        simpler the name, the easier it is for reproduction on uniforms and other areas. Keep in mind
        what a potential sponsor might think about sponsoring a club with a controversial name.

4.   CLUB CONSTITUTION
        Read the constitution provided in this handbook. Make it quick so as not to lose the crowd.
        Action Step: Ask three individuals to complete a first draft from the discussion and prepare for
        club approval at the next meeting.

5.   CLUB NEW SLETTER
        Discuss the importance of a monthly club newsletter. It is your main communication link with the
        membership. The newsletter continues to tie those members who cannot attend meetings of the
        club and it is also one of your main advertising venues with sponsors.
        Action Step: Set up a three-person newsletter committee.

6.   MEETING DATE
        Discuss meeting opportunities for the membership in general. You will probably never find a time
        when everyone can attend a meeting. Settle on the choice that would allow the most people to
        attend. Keep in mind, dates can be changed later if a better time period can be found. A fixed day
        and time is the best choice, rather than skipping around the calendar.

7.   MEETING LOCATION
        Discuss suitable locations that could host your regular meetings. Individual’s homes can become
        difficult if the club grows beyond fifty members. Restaurants are good if there is meeting space
        where you can carry on without interrupting the other clientele. Triathletes are a noisy bunch who
        does not always dress and act according to other’s norms. Restaurant’s main purpose is to sell
        food and drink. They will usually work with a group, but make sure all arrangements are
        understood before you bring in the membership.
                                                 -9-
         Action Step: Ask two people to find a location to start club meetings.

8.   CLUB UNIFORM
         Discuss a choice of colors that could be worked into a club uniform. Consider the initial uniform
         choices to get started. You can always add more pieces as the club grows. An important factor
         with uniforms is to sell them before you order anything. It will save you a lot of worry when it
         comes time to pay the bill.
         Action Step: Ask three people to take charge of the uniform selection and purchase.

9.   CLUB TRAINING
         Use a prepared form to find out people’s training times, distances, and locations. Gather the
         information and try to overlap it and seek out a pattern. Obviously, weekends will be the most
         opportune time for group activities. This issue will be a major topic as the club grows and new
         members want to join in the training opportunities. An organized schedule helps bring that new
         member into the club’s fold.
         Action Step: Ask three people to help sort the surveys, and then start a regular scheduled club-
         training program.

10. CLUB EVENT
         Discuss the possibility of the club putting on a triathlon. The event can serve several purposes for
         a club: It can provide a quality event for the local triathlon community, raise funds for the club and
         give membership a project to work on together. It can also introduce new members to the club.
         Action Step: Ask an individual to pursue a club triathlon.

11. W EB SITE MAINTENANCE
         Discuss the value of maintaining a web site for club. The web site can provide a quality resource
         for all interested parties. It can market the sport of triathlon to potential triathletes. Downloadable
         forms for local events and membership applications can help to expand the club and its visibility.
         Action Step: Ask an individual(s) to help set up and maintain the site.




TIPS FOR A BETTER CHARTER MEETING



     •   Make people feel welcome and comfortable.

     •   Follow the agenda and complete assignments.

     •   Provide a fair and open forum for discussion, but do not allow an individual to monopolize the

         process.

     •   Make assignments fairly and include as many individuals as possible.

     •   Relax, but stay in charge of the meeting.

     •   End the meeting with plenty of time for socializing.




                                                    - 10 -
                                             Keys To Success


Below is what I consider the three most important keys of success for a triathlon club. They are in no
particular order of importance, but are important to successful triathlon club. Think about these three
issues carefully. Try to ensure that the club’s leadership always has them in mind when planning
activities.


REGULAR MEETINGS            Keep meetings at the same site and at the same time. If a
                            newsletter is late, members will always know where to go and
                            when. Use the web site and e-mail for up-to-date information and
                            changes.

                            Meetings are the best social interaction venue you have within the
                            club. Members can meet, visit, renew and make new friends. The
                            meeting is the best opportunity for new members to meet with
                            current members.

                            Keep speakers within a pre-arranged time limit and stick with it.
                            Long-winded speakers have a tendency to drive members away,
                            because they limit the social time that a meeting provides.

                            Take care of business in executive committee meetings. Share all
                            of that information with the members through the newsletter.

MONTHLY                     Publish a monthly newsletter, regardless size. The newsletter is
NEW SLETTER                 your best communication link with the members. Not all your
                            members attend club meetings for whatever reasons; but all club
                            members read the newsletter.

                            The newsletter should be personalized in that it includes activities,
                            race stories, results and other articles revolving around club
                            members.

                            New members will look to the newsletter for additional club
                            information such as, training sessions, meeting information, and a
                            chance to learn about other members.

                            Ask for input about the newsletter. Do not be afraid to change the
                            format to include “human interest” triathlon stories.

                            If possible, put the newsletter on the Internet.

“KEEP IT SOCIAL”            The club will attract people from all walks of life. Regardless of
                            age, career status, or social circles, they will come together
                            through the sport of triathlon. Therefore, it is imperative that you
                            allow this social interaction to develop and expand.

                            A meeting that is fun and allows for freedom to move about and
                            visit will keep members far longer than the “talking heads” type of
                            meeting. The attention span of a triathlete in a chair is about the
                            same as a toddler in a high chair.

                            Keep the meeting moving along from business, to speaker, to
                            social time. Plan your agenda in advance, so you can make
                            meetings more fun for the membership.

                                                  - 11 -
                                       Suggested Club Committees

Below are some brief outlines for suggested committees within the club’s structure. Committees should
be used to make the volunteer effort of a club’s activities happen with a better level of coordination.
Committees are also the best way to involve the membership in the club’s health.

A club that does not involve a large portion of its membership is bound for a slow death. It is not always
possible to include every member in a club activity, but the effort has to be made to do so. The committee
process is that vehicle. Some committees have a single function and they’re through. Some committees'
functions will continue throughout the entire year. Somewhere in that flurry of activity is an opportunity for
everyone.

A final note about volunteerism: We always hear about a club’s “dirty dozen" -- that small group of
individuals who make things happen. It’s thought that without them, nothing would happen. The
leadership’s role is to take the dirty dozen and multiply them time and again with working committees. I try
to use this rule with my events; “one person, one job”. It seems to work well for individuals who have
careers and families, but still want to contribute.

COMMITTEE                FUNCTION


TRAINING                 To organize regular group training schedules and locations.


NEW SLETTER              To publish a monthly newsletter for the general membership.


UNIFORMS                 To purchase and distribute club uniforms.


SPEAKERS                 To recruit interesting speakers for club meetings.


W ELCOME                 To greet new members at club meetings and provide membership information.


INTERNET/W EBSIT         To create and maintain an up-to-date information vehicle for members and
E                        prospective members.


SOCIAL                   To plan social activities for the club’s membership.


CHRISTMAS PARTY          To plan an annual Christmas party for the members and guests.


MARKETING                To solicit club sponsorships and recruit new members.


CLUB TRIATHLON           To organize and implement a club triathlon for the community.


YOUTH TRIATHLON          To organize and implement a youth triathlon for the community.


CLUB                     To organize participation at the region’s club championship.
CHAMPIONSHIP




                                                - 12 -
                                       Sample Club Constitution


                   ARTICLE I                            All Executive Committee meetings are open to
Club Purpose                                            the membership.
________________ is an organized club                   The Executive Committee can appoint
dedicated to the educational pursuit of triathlon,      committees as needed for club business or
general physical fitness, and the representation        activities.
of the sport of triathlon within the community.         There must be four Executive Committee
                                                        members present to have a quorum.
                  ARTICLE II                            Robert’s Rules of Order will govern all Executive
Club Name                                               Committee meetings.
The     official  name             shall       be
______________________                                                    ARTICLE VI
                                                        Club Meetings
               ARTICLE III                              Club meetings shall be held on the ______
Club Membership                                         ______ of each month. Dates, times, and
Membership shall be open to any individual who          location are to be published in the club
shares     in    the    common      purpose    of       newsletter.
_______________ Triathlon Club. Membership
shall be granter without discrimination upon                             ARTICLE VII
basis of race, creed, color, religion, age, sex,        Club Elections
national origin, and physical or mental handicap.       The President shall establish a nominating
                                                        committee at the September Executive
                  ARTICLE IV                            Committee meeting. The nominating committee
Club Officers                                           shall consist of one Executive Committee
Four officers and three directors shall comprise        member and one current club member at large.
the _______________ Triathlon Club Executive            The committee shall ask for nominations from
Committee. Terms of office are from January 1           the floor of the September and October
until December 31 of the calendar year.                 meetings. The committee shall prepare a slate
The offices are:                                        of officers for presentation at the November
President – presides over meetings, can                 meeting and request final nominations from the
appoint to fill board vacancies. Term is not more       membership. A slate of officers for presentation
than one year consecutively.                            at the November meeting and request final
Vice President – acts as president in the               nominations from the membership. A slate of
absence of the president. Responsible for guest         officers will be presented to the membership at
speakers at club meetings.                              the December meeting for approval from the
Secretary – responsible for keeping accurate            membership.
minutes at officer’s meetings. Keeps a current
roster of club members.                                               ARTICLE VIII
Treasurer – collects club’s dues, pays club             Amendments to the Constitution
debts, and accounts for club’s finances with a          Proposed amendments will be recommended by
monthly report.                                         the Executive Committee, and shall be posted in
Directors – participate in officer’s meetings and       the club newsletter fifteen days before the next
vote on club’s policies.                                club meeting. Amendments shall be voted on by
                                                        the club membership at a regularly scheduled
              ARTICLE V                                 meeting.
Executive Committee
Executive Committee meetings shall be held the                            ARTICLE IX
_______ ________ of each month. Dates and               Miscellaneous
times of Executive Committee meetings and               This constitution shall comply with applicable
agenda items are to be published in the club’s          state and federal regulations.
newsletter.
Special meetings may be called by the President
and seven current club members who petition
the Executive Committee in writing.




                                               - 13 -
                     Rules Of The Road for Group Rides


σ   Arrive Early

σ   Determine Routes Before Starting Ride

σ   Introduce New Members

σ   Start Ride on Time

σ   Wear a Helmet

σ   Leave Headphones at Home

σ   Pass Only on the Left

σ   Announce Pass to Other Cyclists

σ   Take Some Money for Rest Stops

σ   Be Prepared for Mechanical Problems

σ   Ride Friendly and be Aware of Traffic Conditions

σ   Double File on Shouldered Roads

σ   Never Leave a Woman Alone on the Route

σ   Include New Members. Even if a Cyclist Has to Slow Their Pace to Help.

σ   Make Sure Everyone Completes the Ride Safely

σ   Have Fun!




                                   - 14 -
                                          TRIATHLON CLUB
                                      Forming in Your Community



          A group of local triathletes is hosting a charter meeting with the purpose of forming a triathlon
club. If you are interested in participating in this new club, please attend the charter meeting. The meeting
will be informal and leaders will be present to handle organization details.


Meeting Date:                  Sunday March 19, 2009

Meeting Time:                  6 p.m. Social Time – 6:45 p.m. Meeting Room

Meeting Location:              Jax’s Grill – 1234 Ave A

Contact Person:                John B. Goode, Local triathlete and race director

Hotline:                       (707) 555-1234 after 5:30 p.m. or leave a message

Mailing Address:               Triathlon Club
                               9876 Elm Street
                               Anytown, TX 77777




                                  Triathlon Club Membership Application


        First Name           Last Name                                Age          Birth date


        Address                                     City              State        Zip


        Home Phone                            Business Phone           USA Triathlon Number




                                               - 15 -
                                 Steps to registering as an official
                                   USATriathlon Club
                                       “The Art of Multisport”
   The benefits to becoming a member of the National Governing Body for the Olympic sport of
   Triathlon for you as a club director and your club members are vast, and can only add to the
                       strength and fun of your club multi-sport experience.

The following steps will guide you to becoming a member of the exclusive USAT Triathlon Club program.

Step One : Designate one person as the USAT contact liaison for club correspondence between USAT
and the club. This person will receive all news bulletins to include National club events, discounts from
sponsors and race directors, rules changes, upcoming coaching clinics, and much more.

Step Two : Complete and submit a roster with club member names, USAT member numbers (when
applicable), contact address and email. The contact information would be the same as what you might
use to notify your members of an upcoming practice session or meeting.

Step Three: Complete and submit the Club Application information found online at
http://triathlon.teamusa.org/content/index/1106.
Step Four: It is strongly advised that your club purchase insurance. If you do not have your own club
insurance, please review the group insurance policy we provide for our registered clubs at
http://triathlon.teamusa.org/content/index/1108. It only takes one accident to ruin the fun for
everyone, possibly for life. If you are interested knowing more about USAT Club Insurance, please
contact clubs@usatriathlon.org for a PIN number. You will need the PIN to proceed on this site.

Step Five: USAT will post your club name, city, state, website and public contact email address on our
website. The webpage is called “Find A Club” http://triathlon.teamusa.org/content/index/1107.

Another excellent benefit of becoming a USAT Club is the USAT Club Grant. The grant is available to
clubs that have been registered with USA Triathlon for a minimum of one year. This grant can be used to
help your clubs grow membership through coach development (certification classes), the use of media
and communications (i.e. ongoing website development) and in surges (brochures, flyers, e-newsletter
blasts) intended to promote the awareness of your club. Details can be found on this page,
http://triathlon.teamusa.org/content/index/1105.




                                                 - 16 -
                                                “A Final Comment”

I am constantly being asked about that best single asset a triathlon club should possess to be successful.
Talk about being put on the spot for an answer. I feel like they want me to validate something they are
already doing, and if I give the wrong answer, I will be in the middle of a huge debate.

Usually, I handle about two to five phone calls per week regarding triathlon clubs. I have sort of become
the “authority” on clubs due to my former role as chairman of USA Triathlon’s Club Committee. The most
enjoyable part of this role is listening to people talk about their club like it is their first-born child. If they
could show me pictures over the phone, I’m sure they’d unroll a string of pictures from their hip pockets
that would make any parent proud.

However, when pressed, I always answer that question concerning the single most valuable asset for a
triathlon club with three words:

                                            “activity, activity, activity”

Just like any old Chinese proverb, the statement is simple and understandable. If your club creates
activities that interest members and keep them involved, success will be at your doorstep. More than
likely, it will beat down your door as people flock to the club to take part in the activities.

Uniforms and sponsorships don’t drive a club to success. It’s the activities. Uniforms and sponsorships
are only offshoots of successful activities you’ve created.

My high school football coach used to tell us before every game, “Just keep making first downs boys; the
touchdowns are automatic.” He wanted us to keep our focus where we could see the goal, and it was
never more than 10 yards away. Your focus should follow the same concept. Keep hosting fun activities
for the current members and membership growth will be automatic.

Good luck and I’ll see you at the races . . .

Dave Rainey




                                                     - 16 -

				
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