Colwyn Bay Athletics Club |
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Constitution and Rules |
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| 1) | The name of the club shall be "Colwyn Bay Athletics Club" (hereafter referred to as "the club"). | |||
| (a) | The general aim of the club is to promote the sport of athletics to all ages from eight years upwards. | |||
| (b) | In order to achieve the general aim, the club will pursue the following objectives: | |||
| i) | To actively encourage the understanding of the sport. | |||
| ii) | The creation of an annual programme of events designed to stimulate the sport. | |||
| iii) | The raising of funds to enhance the provision of facilities for club members. | |||
| 2) | Membership shall consist of the following sections:- | |||
| (a) | Senior Athletic: all athletes aged 17 years and above, paying full subscription and having full voting rights, full-time students will pay half the senior rate. | |||
| (b) | Junior Athletic: all athletes up to and including the age of 16 years, bearing in mind the minimum age in rule 1a). The subscription rate will be half the senior rate and parents and/or guardians will have voting rights on behalf of their junior members at the ratio of 1 parent/guardian per child. | |||
| (c) | Family Membership: For families who would prefer to pay a "family membership" subscription rate being twice the senior rate. | |||
| (d) | Coaching Membership: awarded annually by coaching committee to any coach who in their opinion, is actively coaching within the club. The subscription being waived. | |||
| (e) | Life Membership: awarded at the AGM, to recognise service to the club. The subscription being waived. | |||
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Fees, For the year 1st April to 31st March fall due from the first of April, and must be paid by the 30th of April. Any club member having not paid their fees for membership after (3) three months and following a polite written reminder, shall be seen as no longer interested, wishing to compete, or wanting to join in with any club activities or events. (unless an understanding has been formally agreed by the full committee allowing the athlete to do so, for exceptional circumstances) |
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| Fees are defined as the applicable rate (as per section 3a, 3b, 3c, 3d) plus any costs due to the appropriate governing body. | ||||
| Only fully paid members shall be eligible to vote at general meetings of the club, and only fully paid up members can compete for the club. All management and coaching committee members have full voting rights. | ||||
| Subscription Rates will be set at the Annual General Meeting. | ||||
| 3) | Management of the club shall be vested in an elected committee which shall number 10 (ten), 4 (four) of which shall be elected officers. There will be 2 (two) representatives of senior athletes (I Track and Field and 1 Cross-country) and 1 representative from coaching. | |||
| 4) | The officers of the Management Committee will be:- | |||
| Chairman, Secretary, Treasurer, Membership/Assistant Secretary. | ||||
| 5) | Members of the Management Committee will be elected annually by the members present at the Annual General Meeting. | |||
| 6) | Two officers and as many members of the management committee as to make not less than 50% of total committee to constitute a quorum for any meeting of that committee which shall have been convened with knowledge of the chairman. | |||
| 7) | There shall be two subcommittees known as the Coaching Policy Committee, and Coaching Committee. The structure and duties shall be:- | |||
| Coaching Policy Committee | ||||
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shall comprise of the highest qualified coach responsible for each discipline within the club, their duties shall be: (i) The establishment of a coaching policy within the Club. (ii) The establishment of a coaching structure. (iii) The establishment of a coaches education programme. (iv) The promotion of an interest in coaching athletics. |
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| Coaching Committee: | ||||
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Shall comprise of all other coaches, assistants, trainee coaches and the statistician. Their duties shall be: (i) To advise management committee, via their representative, on all matters relating to coaching. (ii) To arrange athletics meetings for members of the club. (iii) To select the team managers n. |
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| 8) | The Annual General Meeting shall be held by the end of March each year, for the consideration of the rules of the club, statement of accounts, election of officers and any other business which the management committee considers relevant. All other business to be transacted at the General meeting shall appear on the agenda which must be circulated to all voting member's 14 days prior to the date of the meeting. | |||
| 9) | The management committee shall have the power to co-opt additional members and to appoint any subcommittee and to prescribe the functions of that subcommittee. | |||
| 10) | No alterations of the constitution of the Club may be made except by the annual general meeting or by a special general meeting of members convened by the management committee or on demand of at least 25 members. A notice of meeting and agenda submitted is to be circulated all members at least 14 days before the meeting. Any proposed change of rules shall be effective if supported by at least two-thirds of the members present and eligible to vote. | |||
| 11) | A written message passed to members shall be deemed an adequate means of communication for notice of a special meeting called under article 10, or for any other purpose. | |||
| 12) | In the event of adequate resources being available, monies may be voted by the Management Committee for specific purposes. | |||
| 13) | The club may be wound up by a Special General Meeting of members, provided that at least 14 days notice of the meeting shall be given | |||
| 14) | The funds of the Club shall be applied solely for the development of its stated objectives. In the event of a winding of the club, the Management Committee, after satisfying outstanding debts and liabilities, shall be empowered to transfer any assets to the North Wales Regional Athletics Board, for the benefit of children at other clubs affiliated to that association. | |||
| 15) | The Treasurer shall keep an account of all income and expenditure and submit a report of this account together with a balance sheet to the Annual General Meeting. These accounts will have been audited by an Auditor, approved by the Management Committee and appointed annually. The Treasurer shall produce a Statement of Accounts for the examination of the officers at every monthly Management Committee meeting. | ||||||||||||
| 16) |
The Club shall operate its own bank account and withdrawals shall be made on the signature of two elected officers. |
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| 17) |
The financial year shall end on the last day of December. |
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| 18) | The Club shall take out public liability insurance to cover all its meetings and activities. | ||||||||||||
| 19) | The Club Secretary shall keep an account of monthly meetings and there shall be kept a minute book giving a true record of all resolutions adopted. Minutes of Club meetings can be seen by Club members, on request to the Club Secretary | ||||||||||||
| 20) | Any Management Committee member, absent from three consecutive meetings, without a reasonable explanation, will automatically cease to be a member of that committee, for the remainder of the year. | ||||||||||||
| 21) | The Management Committee shall have the powers to deal with any matter not provided for in these rules. The Management Committee may appoint any subcommittee they consider necessary and delegate powers to the subcommittee as they see fit. All decisions of a subcommittee are subject to ratification by the Management Committee, whose decision shall be final. | ||||||||||||
| 22) |
Disciplinary Procedures |
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| a) If it shall appear to the Club Committee that any irregularity or breach of its constitution or any other matter of concern to it, may have occurred, it shall at its discretion appoint an individual (who may or may not be a Club Member) or a Committee to investigate with such terms of reference as the Club Committee sees fit. | |||||||||||||
| b) If it shall appear to the Club Committee that there is evidence that any person is in breach of its constitution or if it shall appear to the Club Committee that the continued membership of the Club by any person is detrimental to the Club, the Honorary Secretary shall write to the person concerned setting Out the alleged breach and invite the person in question to comment thereon in writing by a specified date which unless the club Committee otherwise directs shall be not less than 14 days after the date the letter was sent. | |||||||||||||
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c) The Club Committee shall consider the response (if any) at its next convenient meeting and if it is not satisfied that the Constitution has been observed or that the continued membership of the Club by the person in question is not in the best interests of the Club, it shall refer the matter to a Disciplinary Committee appointed by it which shall consist of not less than three nor more than five people non of whom shall be directly interested in the matter otherwise than as members of the Club. The Disciplinary Committee shall make such further enquiries as it sees fit and shall afford the person against whom the allegation has been made a reasonable opportunity to appear before it and state his/her case and answer the allegations brought against him/her. The Committee shall hear such witnesses as he/she reasonably produces, (and shall allow the person against whom the allegations have been made the right to be accompanied by a representative). It shall make such procedural provisions as shall be necessary for the just and efficient disposal of the case remitted to it. |
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d) If it is satisfied that a breach of the Constitution
has occurred the Disciplinary Committee may recommend to the Club Committee
one or more of the following penalties:
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| e) The Disciplinary Committee shall report its recommendations to the Club Committee in writing within seven working days and the Club Committee shall determine its decision soon as practicable thereafter | |||||||||||||
| f) A term of suspension starts from the time it is pronounced by the Club Committee unless otherwise stipulated and does not expire until the close of the day named in the decision | |||||||||||||
| g) Every person suspended, expelled on disqualified, or otherwise dealt with shall be notified in writing I can all by recorded delivery times in seven working days of decision. | |||||||||||||
| h) The Club Committee shall, as it sees fit, transfer as many of its duties under the provisions of its Constitution to such Disciplinary Committee as from time to time it shall set up. | |||||||||||||
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i) Any person suspended, expelled or disqualified by the decision of the Club Committee may appeal against such a decision as defined in UKA Rules. |
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The following extracts from the UKA rules are included by request of members and are subject to change by UKA |
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23) |
Club Vests |
17 (2) |
When competing in any team or relay competition competitors must wear the registered colours of the team they are representing, unless the Referee has given permission for a change to be made. | ||||||||||
| 17 (3) | In individual County, District, Regional or National Championships athletes must wear the vest of their first claim affiliated Club, or their County, Regional or National vest. | ||||||||||||
24) |
Resignation | 3 (4) | A notice of resignation from a club must be made in writing and shall be considered by the club in one Calendar month of receipt. Membership shall be deemed to have ceased on the actual date of posting of notice of resignation, if the member does not intend to join another club, unless the athlete is financially indebted to the club, in which case the acceptance shall be withheld until the indebtedness has been met. The date of resignation shall be then the date on which the debt was discharged. Members wishing to join another club following a resignation must comply with conditions within 4 (8) below. | ||||||||||
| 4 (8) | Athletes who resign membership of a club without claiming hardship exemption are not eligible to represent their next claim club in any open team competitions confined to first claim members until the first day of the month preceding the expiration of nine months from the date of receipt of notice of resignation by the Honorary Secretary of the First Claim and hardship committee of the region in which the headquarters of the club they wish to represent is situated. All such changes must be registered. | ||||||||||||