Club Constitution

1. The Club will be called Wallsend Harriers and Athletic Club, and will be directly affiliated to ‘England Athletics and thence to England Athletics North East. England Athletics is directly affiliated to the governing body of the sport UK:Athletics.

As a Club, we retain membership of these bodies in accordance with their Articles of Association, Rule Books and Code of Conduct. The Club colours shall be green with a gold hoop bearing the name ‘Wallsend’.

Base
2. The training base of the Club is Hadrian Leisure Centre, St Peter Road, Wallsend.

Aims and Objectives
3. The aims and objectives of the Club will be:

  • To offer coaching, competitive and recreational opportunities in athletics
  • To promote the Club within the local community and athletics
  • To ensure a duty of care to all members of the Club
  • To provide all its services in a way that is fair to everyone
  • To offer enjoyment and friendship in the sport of athletics to all ages and abilities

Membership
4. Membership of the Club shall be open, on application to anyone who is interested in recreational or competitive running, regardless of sex, age, disability, ethnicity, race, nationality, sexual orientation, occupation, religion, political or other beliefs.

Individuals who wish to become members of the Club must apply using the membership application form.

The Committee shall admit that person to membership unless to do so would be contrary to the best interests of the sport or the good conduct and interests of the club.

The club membership year shall run from 1st February to 31st January annually.

By becoming a member of the club every member and Club officer agrees to abide by the Club’s Constitution and rules, the rules and regulations of UK Athletics and the rules and regulations of England Athletics (or relevant successor bodies).

Members will be enrolled in one of the following categories:

  • Full member
  • Junior member
  • Life member – this will be granted in recognition of a significant personal contribution to the Club’s affairs. Individuals to be appointed as Life Members shall be appointed by the Committee. Life members are exempt from the payment of annual subscriptions but shall otherwise have the same rights as full members.

Membership Fees
5. Membership fees will be set annually and agreed at the Annual General Meeting. Fees will be paid annually

Those members whose annual subscriptions remain unpaid at the end of May each year, or whose outstanding race fees exceed a figure agreed by members at the annual AGM, shall not, unless otherwise approved by the General Committee, be entered, by the Club, to any races or events, or be eligible to compete in Club competitions only open to members.

Resignation
6. A member intending to withdraw from the Club shall give notice in writing to the Secretary, and their membership terminates on the date of that notice, unless they are financially indebted to the Club, in which case the Committee may withhold acceptance of their resignation.

Officers of the Club
7. There will be 8 officers of the Club :

  • Chairperson
  • Secretary
  • Treasurer
  • Men’s Captain
  • Women’s Captain
  • Coaching Advisor
  • Fixtures Secretary
  • Membership Secretary

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

The committee has the power to fill any vacancy which may arise. An Honorary President may be elected annually. The Men’s Captain will be elected only by male members of the Club and the Women’s Captain will be elected only by female members of the Club.

The Club Committee
8. The Club will be managed through the Committee consisting of:

  • Chairperson, Secretary, Treasurer, Men’s Captain, Women’s Captain, Fixtures Secretary, Membership Secretary, Coaching Advisor. Committee Members (min of 2 and max of 8). Only these posts will have the right to vote at meetings of the Committee.
  • The Committee meetings will be convened by the Secretary of the Club once a month. Dates to be agreed by Committee members.
  • The quorum required for business to be agreed at Committee meetings will be a minimum of 7
  • The Committee will be responsible for adopting new policy, codes of practice and rules that affect the organisation of the Club.
  • The Committee will have powers to appoint subcommittees as necessary and appoint advisers to the Committee as necessary to fulfil its business.
  • The Committee will be responsible for adhering to England Athletics guidelines in any matter relating to welfare, disciplinary or grievance. Disciplinary and Grievance Policies and Procedures. The Committee are responsible for disciplinary hearings of members who infringe the Club rules/regulations/constitution. The Committee will be responsible for taking any action of suspension or discipline following such hearings (see Section 11)
  • The Club is committed to communicating in a timely and effective way with all its members. As a voluntary organisation the Secretary (and other members of the Committee) reserve the right to reply to correspondence within 7 working days of the next committee meeting which follows the receipt of correspondence (e.g letter/email/website contact/verbal discussion)

Finance
9. All Club monies will be banked in an account held in the name of the Club.

The Club Treasurer will be responsible for the management tracking & recording of the finances of the Club.

The financial year of the Club will end on 31st January.

An 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 two of the following Officers of the Club – Chairperson, Treasurer, Secretary, Membership Secretary).

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

The AGM will receive a report from Chairperson, Secretary, Treasurer and Club Captains and a statement of the audited accounts.

Nominations for officers of the Management Committee will be made on the night of the AGM. All nominations must be proposed and seconded by current members of the Club.

Elections of officers are to take place at the AGM.

All current members have the right to vote at the AGM.

A minimum of 20 members can make a request for an EGM however the Management Committee has the sole right to call Extraordinary General Meetings (EGMs) outside the AGM. Procedures for EGMs will be the same as for the AGM.

Discipline and Appeals
11. The club shall not tolerate the physical or emotional abuse, harassment, discrimination or defamation of any of its members during or subsequent to club events. Any member may be disciplined or excluded from the club if his/her conduct has been, or is likely to be, prejudicial to the interests of the Club.

Any complaints regarding the behaviour of members should be detailed and submitted in writing to the Secretary – unless the complaint is against the Secretary, in which case the complaint should be presented in writing to the Chairperson. It is the responsibility of the Secretary (or Chairperson) to convene a committee meeting in order to hear the complaint. The committee will, where necessary, appoint two investigating officers (normally club members) to gather appropriate evidence to be presented to the committee.

The Committee will meet to hear complaints within 21 days of being lodged. The committee has the authority to take appropriate disciplinary action (in line with England Athletics Guidelines)

Exclusion of a member will be agreed by a resolution of a majority of at least two thirds of those present at a properly convened committee meeting at which no fewer than 7 of the committee must be present.

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 14 calendar days of the hearing.

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

All concerns, allegations or reports of poor/unsafe practice/abuse relating to the welfare of children and young people will be recorded and responded to swiftly and appropriately in accordance with England Athletics child protection policy and procedures.

The Club Welfare Officers (Brian Hetherington and Becki Newman) are the lead contact for all members in the event of any child protection concerns.

 

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

In the event of dissolution, any assets of the Club that remain will become the property of a charity or charities chosen by the management committee.

Amendments to the Constitution
13. The constitution will only be changed through agreement by majority vote at an AGM or EGM.

Declaration
14. Wallsend Harriers & Athletics Club hereby adopts and accepts this constitution as a current operating guide regulating the actions of members (as voted for in the AGM 16.02.2012).

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