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NOTTS ATHLETIC CLUB
Rules and Regulations
1. NAME
The club shall be known as NOTTS ATHLETIC CLUB.
2. OBJECTS
The object of the club shall be to encourage and raise the standard of all forms of athletics.
3. MEMBERSHIPS
(a) All members must be amateurs as defined by UK Athletics.
(b) There shall be four types of membership:
i. Full Member (Competitive) – All who wish to take part in athletic competition under the Club's name. Such members shall be liable for the annual membership fee and have voting rights. Those under 16 years of age shall have voting rights in relation to issues affecting their age group. The Committee will decide where this is appropriate.
ii. Full Member (Non-competitive) – Those who do not actually take part in competition but wish to have voting rights. Such members shall be liable for an annual membership fee. Volunteers who are elected to the club committee at an Annual General Meeting will automatically be granted membership in this category without the requirement to pay a membership fee.
iii. Associate Member – A non-competitive, non-voting, non-fee paying member who is desirous of giving assistance.
• Life Member – Life Membership may be proposed for anyone whose contribution to Notts Athletic Club and to Athletics generally is deemed to have been exceptional (see note below). The nominee must be proposed in writing to the Secretary for consideration by the Executive Committee and other Life Members and, if approved, forwarded to the Committee for its approval. The nomination will then be put as a resolution to the next Annual General Meeting. Life members shall have the same rights as full members.
For a member to be considered "exceptional", this will usually have been many years of consistently intense service, working selflessly for the benefit of others within Notts AC and Athletics in general. This may have been in the capacity of Athlete, Administrator, Events Official, Coach, Team Manager, Event Organizer and any other productive role in which the nominee has shown exceptional effort, commitment and success.
(c) Membership of the club shall be open to all persons, irrespective of ethnicity, nationality, sexual orientation, religion, beliefs, age (with the exception of children under the age of 8 for Health & Safety reasons), sex or disability, except as a necessary consequence of the requirements of athletics as a particular sport.
(d) The club may refuse membership or expel from membership only for good and sufficient cause, such as conduct or character likely to bring the club or sport into disrepute. Appeal against such a decision may be made to the Club's Appeal Committee which will be drawn from the general membership and agreed by both parties.
4. METHOD OF JOINING
(a) Candidates for full membership of the Club shall be proposed by a full member, and the completed membership form forwarded to the membership secretary together with the requisite membership fee. The membership secretary shall place the nomination before the Committee for approval. In the event of the nomination not being accepted, the membership fee will be returned in full.
(b) Candidates for Associate Membership shall be nominated and approved by the Committee.
5. COLOURS
The club colours shall be vertical green / gold / green striped on white vests and shorts.
6. MEMBERSHIP FEES
The annual membership fees shall be fixed at the Annual General Meeting for the following year and shall take effect from 1st January. Renewal will be due annually on 1st January. All members shall be written to at the start of December to request the subscription fee. A second reminder will be issued if fees are not received by the end of January ie. one month after they are due. If fees are not received by the end of March ie. three months after the original date then the athlete's membership will be assumed to have lapsed. A further third reminder will be sent to senior athletes only at the end of February ie. one month after the second reminder, by recorded delivery to their last known address, again to finally advise that if fees are not received within one calendar month, the athlete's membership will be assumed to have lapsed. The committee has discretionary powers to waive the membership fee.
7. UK ATHLETICS - RULE 3 SUBSECTION 9
All Clubs affiliated to UK Athletics shall have the following law incorporated into their rules -
“The Committee shall have the power to expel any member whose membership subscription is twelve months in arrears, provided that a month's notice in writing shall have been sent to the member's last known address by recorded delivery giving information of the proposed action by the committee.
The name and address of any person so expelled from the club shall be sent to the Honorary Secretary of the appropriate Territorial body or National association who shall enter the Name in a book to be called “The Suspension Book” kept for that purpose. Every person whose name has been entered into the suspension book shall be suspended from competing at any meeting or event under UKA Rules until the liability causing the expulsion, which shall not exceed one year's membership subscription, shall have been discharged.
A club secretary sending a name for inclusion in the Suspension Book must send the Post Office receipt for the recorded delivery letter to the club member concerned or the name will not be entered".
8. FUNDS
(a) The funds of the Club shall be vested in the name of the Club, and accounts as necessary operated by the treasurer.
(b) The income and property of the Club shall be applied solely towards promoting the Club's objects as set forth in this constitution and no portion thereof shall be paid or transferred, directly or indirectly, to the members of the Club.
(c) In the event of the dissolution of the Club, any assets remaining after satisfaction of all debts and liabilities shall not be paid to or distributed among the members of the Club, but shall be given or transferred to one or more of the following approved or charitable bodies;
i. a registered charitable organization(s)
ii. another club which is a registered CASC
iii. the sport's national governing body for use by them for related community sports.
9. COMMITTEE STRUCTURE
The management of the Club shall be vested in the Committee comprising:
• President
• Chair
• Vice Chair
• Secretary
• Treasurer
• Welfare / Volunteers Officer
The above shall constitute the Executive Committee.
7. Membership Secretary
8. Coaching & Development Officer
9. Social Secretary
10. Fundraising Officer
11. Marketing / Merchandising Officer
12. Events Organiser
13. Representatives from Mens Track & Field
Womens Track and Field
Mens Road & Cross Country
Womens Road & Cross Country
Young Athletes
10. ANNUAL GENERAL MEETING
The Annual General Meeting shall be held by the 31 st October each year for the following purpose:
(a) To receive the annual accounts which have been reviewed by an independent person suitably qualified to do so. This person will be able to inspect the books at any time during the year and will be nominated and elected at the AGM.
(b) To elect Committee members for the ensuing year. In the event of no nominations being received prior to the AGM, nominations will be taken on the night if the meeting agrees.
(c) To vote on any Resolutions which have been submitted to the meeting under the rules of the constitution.
11. CONVENING THE ANNUAL GENERAL MEETING
(a) Notice of the Annual General Meeting shall be displayed on the Club notice board not less than 42 days before the meeting date.
(b) Any member wishing to move any resolution at the Annual General Meeting shall give notice thereof in writing to the Secretary at least 28 days before the meeting.
(c) All nominations (ie. persons who have been proposed and seconded by individuals from the general membership) shall be made in writing to the Secretary at least 28 days before the meeting
(d) At least 14 days before the date of the Annual General Meeting a notice of such meeting shall be sent out to all members, and such notice shall state the agenda for the Meeting.
(e) The quorum for business to be conducted at an Annual General Meeting shall be 25 members.
12. RULE CHANGES
No changes shall be made to these Rules, except by correctly notified Resolution at a General Meeting, and no such resolution shall be deemed to have been passed unless approved by at least a two-thirds majority (excluding abstentions) in a vote of the members present at a quorate meeting.
13. VOTING AND BALLOT
(a) Every full member shall be entitled to one vote at a General Meeting provided the membership fee for the current year has been paid.
(b) In the event of a ballot being necessary, such ballot shall take place amongst the members present at the General Meeting.
(c) An Associate member is a non-voting member.
14. COMMITTEE MEETINGS
(a) The Executive Committee, of whom three shall form a quorum, will meet as and when necessary. Minutes shall be taken and kept.
(b) The Committee, of whom five shall form a quorum, shall normally meet ten times between Annual General Meetings. Minutes shall be taken and kept and displayed on the relevant notice board, with the exception of confidential matters which will be minuted separately.
15. SUB-COMMITTEES
The Committee may, from time to time, appoint such sub-committees as it considers expedient and refer to them such powers and duties as it may determine.
16. CO-OPTION
The Management Committee shall have the power to co-opt if deemed necessary.
17. EXTRAORDINARY GENERAL MEETING
(a) The Secretary shall call an Extraordinary General Meeting at any time on a requisition signed by not less than twelve voting members, who shall at the same time declare the business of the meeting. 14 days notice of such a meeting shall be sent to every member, containing the Agenda for the Meeting. Only matters on the Agenda shall be discussed, and no other business.
(b) The Quorum and voting shall be as at an Annual General Meeting.
18. RESIGNATION
Any member wishing to resign from the Club must notify the membership secretary in writing and pay any arrears of membership fee due as at the date of resignation. The Committee will not be bound to accept a resignation when the athlete's membership fees are in arrears.
19. EXPULSION OF MEMBERS
Membership of the Club shall be held to imply acquiescence in, and conformity to, the rules of the Club. In case the conduct of any member shall, in the opinion of the Committee and after full opportunity has been given for explanation, be injurious to the character and interests of the Club, the Committee shall have the power to call upon such member to resign and, in the event of a refusal to resign, to expel such member.
20. CODE OF CONDUCT
All athletes, coaches, parents/carers, officials and volunteers or anyone else representing the Club will abide by the club's codes of conduct which will be displayed in the club premises.
21. INTERPRETATION OF THE RULES
The Committee shall be the sole authority for the interpretation of these rules.
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