Constitution
Beverley AC Codes of Conduct
Club Constitution last reviewed October 2022
Beverley AC has agreed a constitution which sets out how the Club operates, how decisions are made and the procedures which are followed to ensure that these are efficient, transparent and accountable. Some of these processes are required by UK Athletics (UKA) while others are a matter for the Club. The Constitution can only be amended at the AGM.
1 TITLE
1.1 The Club shall be known as Beverley Athletic Club.
2 AIMS & OBJECTIVES
2.1 To encourage the practice and development of running at all levels and abilities within an active social and supportive environment.
2.2 To organise teams to represent the Club in Championships and Leagues and in other such competitions as decided by the Club’s committee.
2.3 The Club is affiliated to UK Athletics and Northern Athletics, declaring annually the intention to participate in road running, cross country running, and paying appropriate Club affiliation and individual member’s registration fees.
2.4 All 1st and 2nd claim Club members to abide by UK Athletics rules (available from the Club Secretary).
3 MEMBERSHIP
3.1 Membership shall be open to persons who are amateurs as defined by UK Athletics. Minimum age for membership to the junior section is 8 years. There is no maximum age limit but any members 18 years or over are deemed seniors for all purposes of club administration and activity. Over 16s but under 18 years attending with seniors for training must be accompanied by a responsible adult.
3.2 Each application or re-application for annual membership is to be completed online with payment of the appropriate fee. Membership fees are payable 1 April of each year. Due to the requirement to inform the UKA of membership details as of 1 April each year, which results in individual registration for the 12 months following, members must either renew or otherwise inform the Membership Secretary of any change to their membership immediately after receiving their renewal request.
3.3 Membership fees will be set each year at the Annual General Meeting.
3.4 The club has appropriate safeguarding guidelines in place for the oversight of those members under 18 years and will annually (re) confirm the appointment of the Welfare Officer.
4 CLUB COLOURS
4.1 Club colours are cobalt blue with vertical broad yellow band (to be worn in UKA permitted races), blue shorts preferable.
5 MANAGEMENT
5.1 The Management of the Club is vested in a Committee consisting of the following members:- Chairman, Secretary, Treasurer, Race Secretary, Press Officer, Juniors Coach, Membership Secretary and 3 additional members from the club membership. If a committee member has dual roles, then additional members should be appointed to make a committee of 12 persons.
5.2 The three (or more) additional members can also hold a role under clause 5.5
5.3 The committee shall be elected at the AGM and remain in office until the conclusion of the AGM the following year.
5.4 Should vacancies occur midterm the Committee have the right to appoint replacements by co-opting a member agreed by a majority vote of the Committee.
5.5 The committee may be supported by sub-groups as required and appoint the following roles within the club: Kit secretary, social and trip secretary, route master, handicap secretary, EYCCL representative, rankings statistician, handicaps statisticians, awards coordinator, photography secretary, social media coordinator and other roles it deems necessary within the life of the club. These will report to the committee as requested.
5.6 The positions of Chairperson, Secretary and Treasurer must be held by separate individuals. Any other role within the club can be held in tandem by any club member.
6 THE AGM
6.1 The AGM shall be held in the month of October of each year for the purpose of:-
- Receiving the Annual Reports of the Committee.
- Receiving the audited Statement of Accounts and Balance Sheet annually.
- Appoint/reappoint auditors for the following year.
- Electing the Officers and Committee for the ensuing year.
- Adjusting as necessary level of Club Membership fees for the ensuing year.
- Reviewing and agreeing amendments to the Club Constitutional Rules of which due notice has been given to all members.
6.2 At least 14 days notice shall be given to members of the date and venue for the AGM with a provisional agenda. A final agenda will be provided within seven days of the AGM. Each fully paid-up member present at the meeting shall have one vote.
6.3 For the AGM to be quorum, a minimum 25% of its senior members (1st, 2nd and Young Adult 18-21) must be in attendance. Membership taken as of 14 days before the AGM.
6.4 The Agenda and minutes of the AGM shall be prepared and taken by a member of the Committee appointed by the committee in the preceding year no later than two months prior to the AGM. The minutes will be circulated within three weeks of the AGM to all members after being adopted by the Secretary, Chairman and Treasurer initially and the following Committee meeting as a true record of the meeting. These will be formally agreed at the following AGM.
7 CLUB FUNDS/FINANCE
7.1 The Chairman, Treasurer and Secretary shall serve as trustees for banking purposes with any two signatures being required for withdrawals from the club’s bank account.
7.2 The Treasurer is to ensure that club accounts are professionally audited every year prior to the AGM.
8 COMMITTEE MEETINGS
8.1 Frequency. Committee meetings are to be held monthly on a date set by the Secretary.
8.2 Function and Quorum. The Committee shall transact the day-to-day business of the Club. Business shall only be transacted when at least six members are present. At the first Committee after the AGM the Committee shall appoint a Vice Chair from within its membership as outlined in 5 above. In the absence, resignation or removal of the Chair, the Vice Chair will then become chair until the chair is available again (if a temporary absence) or AGM if a resignation/removal.
8.3 Voting Rights. All Committee Members present shall have one vote on any issue. In the event of a tied vote the Chairman shall have a casting vote. Proposals shall be carried or defeated by simple majority. Proxy voting is not permitted.
8.4 Members Representation. A Club member wishing a matter to be considered by the Committee should approach a Committee Member. The matter will then be raised on their behalf or if they so wish they are invited to attend the next meeting and put forward their own case. Additionally, by prior arrangement Club members are welcome to observe Committee Meetings.
9 CONDUCT OF MEMBERS
9.1 Members of the Club should not conduct themselves in a manner that could reasonably be regarded as bringing the club into disrepute.
9.2 Members are expected to treat others with respect.
9.3 Any complaint against a member of the club will be reported to the Committee who will recommend a course of action to be overseen by the Welfare Officer in the first instance.
9.4 A misdemeanour deemed serious enough will result is expulsion from the club.
10 DISSOLUTION
10.1 The Club shall not be dissolved except by the consent of 75% of the fully paid up first claim senior members.
10.2 In the event of dissolution, the Club’s assets are to be disposed of as recommended by a committee approved at the AGM or at an Extraordinary AGM consenting to dissolution. This Committee should be advised by the independent auditor for the year in question.
11 ITEMS NOT COVERED IN THE CONSTITUTIONAL RULES
11.1 The Club Committee shall have the authority to deal with such matters.
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