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CONSTITUTION & RULES OF THE NEWQUAY & PAR ATHLETIC CLUB

1st OCTOBER 1992
amended 2013

1 TITLE

Newquay and Par Athletics Club

2 OBJECT

Newquay and Par Athletics club is an athlete centred club with the aim of promotion,

development and encouragement of Amateur Athletics in Newquay and Par and the

surrounding areas; membership of which is open to all irrespective of their age, gender, race, sexual orientation, religion or ethnicity.

3 COLOURS

Burgundy vest with white side stripe or club logo, with Black shorts.

4 INCOME & PROPERTY

The income & property of the club shall be applied solely to the stated object of the club and no portion thereof shall be paid by way of profit to any member of the club.

5 MEMBERSHIP

a) Membership shall be open to all Amateur Athletes as defined in accordance with the UK Athletics Ltd RULE 1 “ELIGIBILITY TO COMPETE”, sub paragraphs 1), 2), 3), 4) and 5) as printed in the UKA Handbook.

b) Members shall be deemed to remain as such until a resignation in writing is tendered to the Hon. General Secretary, to take effect from the date of the resignation, provided that the member is not in any way financially indebted to the club (UKA RULE 3 applies)

c) The committee shall reserve the right to expel any member deemed to have brought the club into disrepute or whose conduct is considered to be unacceptable. At least 75% of the full committee to be in favour.

d) Memberships shall be given to all coaches, active on club duties. All officials active on club duties and all Committee Members (as listed in rule 8) who attend at least two thirds of all meetings. For purposes of membership these shall be treated as fully paid up members.

6 SUBSCRIPTION

a) Subscriptions shall be due & payable on joining and on the first of April in each year, as reviewed at the Annual General Meeting, subject to exception in b)

b) New members joining the club between 1st April & 30th September shall pay the full subscription, those joining between 1st October & 31st December shall pay the 50% subscription and those joining after 31st December will pay the full subscription rate which will cover the following year’s renewal.

c) There are reduced rates of subscription for first claim members living more than 50 miles from the Par Track HQ and for second claim members.

See current rates as advertised. Note that this is subject to change at each AGM.

d) The committee shall have the power to expel any member whose subscription is more than 12 months in arrears, providing that a month’s notice in writing has been sent to the member by email or recorded delivery to their last known address, informing them of the proposed action. (rule 3{12}I applies)

The name & address of any member expelled may be forwarded to the Area Secretary with a request that the person shall be suspended from any meeting held under UKA rules until the liability has been discharged.

e) The committee shall have the power to waive all or part of any subscription should it see fit to allow payments by instalments.

f) Members who have not paid their England Athletics registration fee for the year shall not be permitted to compete for the club.

7 TRAINING FEES

Training fees which are in addition to the Annual Subscription, will be set by the General Committee and subject to periodic review. Note that non-members and members more than one month late in renewing their membership are subject to a higher rate of training fee.

8 MANAGEMENT

a) The management of the club shall be vested in the General Committee. The club’s headquarters shall be at the Par track. The management committee should consist of not less than 10 officers and the upper limit shall be fixed as appropriate.

i) General Committee shall consist of the Officers of the club, viz:

President
Vice-President (s)
Chairman
Vice Chairman
General Secretary
Minute Secretary
Treasurer
Membership Secretary
Coaching Secretary
Officials Secretary
Club Welfare Officer
Fund Raising Secretary
Parents’ Representative
Athletes’ Representative

ii) In addition to the above, the members may propose or elect representatives in roles which will promote or extend the development of the club.

iii) An Executive Committee comprising the Chairman, Secretary & Treasurer shall meet at intervals between the General Committee meetings to discuss and make

recommendations to the General Committee where this is deemed to be in the interest of the club and where utmost urgency is required shall make & implement decisions. These must be ratified at the next committee meeting.

iv) A funding sub-committee shall consist of co-opted members whose role it will be to put forward ideas and organise events and personnel to raise funds for the general development, training & transport needs of the athletes or any other specific purpose.

b) The committee shall have the power to co-opt members to fulfil any vacancy in the

Officers during the year and to appoint nominees for election to committees of all

organisations to which the club is affiliated.

c) All nominations for officers and committee members to be submitted in writing to the Hon. General Secretary at least 7 days prior to the Annual General Meeting. No

nominations will be taken at the meeting unless there is a vacancy and no nominations have been received.

Acting officers do not need to apply in writing where willing to continue

d) At least 2 signatories must sign club cheques, one of these to be the Treasurer the other being either the Chairman, President or Secretary.

e) General committee meetings shall be held at least 3 times each year, at an agreed venue. (Generall St Stephens)

f) For the purpose of committee meetings, a quorum of five must be in attendance, two of whom must be from the Chairman, President, Secretary & Treasurer unless two of these agree in writing that the meeting should proceed.

9 ANNUAL GENERAL MEETING

a) An Annual General Meeting shall be held during the months of either October or November. No less than fourteen days’ notice shall be given to members by the following means. Email, Newsletter and Poster Display on the approved member notice boards. This notice is to be accompanied by the Agenda of the meeting. Any points for the Agenda outside of the usual reports must be submitted to the General Secretary for discussion at the previous Committee Meeting (Normally in September)

The normal reports shall be to receive and approve the income and expenditure account, together with a Treasurer’s report, To receive and acknowledge the Chairman’s report, the General Secretary’s report and any further report that officers of the club submit. (see also Rule 8 c)

b) Only paid up members (and those treated as fully paid as set down in rules 5) and 6)) or their Guardians may vote at the Annual General Meeting.

c) No addition or amendment shall be made to the constitution except at the Annual

General Meeting and, on receipt in writing to the Honorary General Secretary of a

request for such and supported by at least 10% (or 20 members, whichever is the

greatest), of the paid up membership

Upon receipt of a bona-fide ‘supported’ amendment, the Secretary shall call a vote at

the A.G.M. The vote will only be carried if 75% of those present (in accordance with

Rule 9 c) are in favour.

10 EXTRAORDINARY GENERAL MEETING

May be called by the Honorary General Secretary with powers and rules as for the Annual General Meeting. Members may call an E.G.M. by writing to the Honorary General Secretary, of a request for such and supported in writing by at least 10% (or 20 members, whichever is the greatest) of the paid up membership.

11 ACCOUNTS

An Income & Expenditure Account and Balance Sheet will be prepared annually for the 12 months ended 31st March and shall be verified by the Honorary General Secretary or a member elected at the preceding Annual General Meeting.

12 DISSOLUTION

If the Management Committee decides that it is necessary or advisable to dissolve the Organisation it shall call a General Meeting of all the members of the Organisation, of which not less than 21 days’ notice shall be given. If the proposal is confirmed by a two thirds majority of those present and voting the Management Committee shall have the power to realise any assets held by or on behalf of the Organisation. Any assets remaining after the satisfaction of any proper debts and liabilities shall be transferred to such other organisation or organisations (having objects similar to the Organisation) as the General Meeting or the Management Committee (in the absence of direction from the General Meeting) may determine.

Revised March 2013

On Behalf of the Committee _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _