The posts to be considered for election each year to form the Executive Committee will be as follows:

Chairman, Vice Chairman, Honorary Secretary, Honorary Treasurer, Membership Secretary, Track Secretary, Officials’ Representative, Coaches’ Representative, Road Racing Representative, Cross Country Representative, Team Managers’ Representative, Transport Co-ordinator, Athletes’ Representative, Welfare Officer, Marketing Director, Wednesday Development Night Representative and Press Officer.

The Committee will elect a President, usually for a two-year term.

For any Committee decision to be binding the meeting must have a quorum of six members.

In the event of equality of votes the Chairman has the casting vote.

• Deal with any matters not covered by the Constitution and Rules
• Fill any committee vacancies which may arise until the next Annual General Meeting.
• Co-opt to the Executive Committee other club member/s where their special knowledge or participation on a particular club activity makes this necessary at the specific meeting concerned.  The co-opted member/s are not necessarily required at all future meetings. The co-opted members do not have a vote.
• Appoint sub-committees to deal separately with specific matters requiring detailed attention.   It is the duty of sub-committees to report back to the Executive Committee. Sub committees can make suggestions and proposals but cannot make binding decisions until agreed by the Executive Committee at a Committee Meeting.
• Agree all charges for members.
• Draft and implement appropriate operational rules.  

The Annual General Meeting shall be held each year before the 31st March.

Proposed alterations of Constitution and Rules, nominations of officers for the Executive Committee, and notice of any other matters properly dealt with at an AGM must all be sent to the Honorary Secretary by the end of January.

All nominations for Executive Committee posts are to be proposed and seconded by bona fide members of the Club and signed by the nominee.

The Honorary Secretary will circulate notice of the Annual General Meeting to members of the Executive Committee at least 21 days before the meeting.

A general notification and a provisional agenda will be displayed on Notice Boards at the Kings Park Athletics Stadium at least 21 days before the meeting. This notification will indicate which of the Committee members will be happy to continue in office and where vacancies exist. It will also indicate that if additional nominations and motions are received they will be displayed on the club’s Notice Boards.  

A notification of the date of the AGM shall be placed on the club website at least 21 days before the meeting.

In the event that there is more than one nomination for an elected post on the Executive Committee and / or an additional motion to be placed on the Agenda for the Annual General Meeting, which has been duly received in writing by the Honorary Secretary, the Honorary Secretary will ensure that the additions to the previously published Agenda will be displayed on all Notice Boards.   

A copy of the final agenda, Minutes of the previous AGM, the Chair’s Report and the Honorary Treasurer’s Report for the year ended on 31st December of the previous year shall be available to all members attending the meeting.

1. President or Chairman’s Opening Remarks
2. Nomination of 2 tellers
3. To agree the Minutes of the Previous AGM
4. Matters Arising from those Minutes
5. Receive and adopt the Chair’s Report
6. Receive the Honorary Treasurer’s Report and approve the Audited Accounts, and note any changes to Subscriptions.
7. Consider any proposed changes to Constitution and Rules
8. Elect the Committee Members (list present incumbents/vacancies)
9. Confirmation of Life Members (if applicable)
10. Such other business contained in the Notice convening the meeting.

Only First Claim Members aged 16 years plus may vote at an Annual General Meeting.

A resolution to change the Constitution and Rules shall require a 2/3rd majority.

All other resolutions shall be determined by a simple majority.

Voting by proxy is not allowed (the definition of “proxy” is that someone else votes on behalf of another person unable to attend).

In the event of equality of votes the Chairman has the casting vote.

BACS transfers will be used to pay for goods where possible, by those individuals appropriately set up within the banking system (i.e. following the banks rules). Payments can be made by single individuals included on the list of roles that can sign cheques.

Cheques issued by the Club must be signed by two of the following persons: The Honorary Treasurer, Chairman, Vice Chairman, Honorary Secretary and Membership Secretary.

The categories and conditions of membership are as follows:

Life Members

This is an honour awarded by the Club for meritorious service to the Club or, in the case of active athletes, as a consequence of being awarded a Senior Great Britain International Vest, provided that they have served at least 2 years club membership.  Life Membership is at the Executive Committee’s discretion. The confirmation of this award will be at an AGM. There will be no formal obligation for Life Members to pay annual membership fees.

First Claim Active Membership

This is the main category of membership for those wishing to belong to the club.  It is the only category for any athlete wishing to compete for the Club under the British Athletics First Claim Rule.

First Claim Honorary / Associate Membership

Non competing members who wish to have an involvement in Club affairs. Such members will be entitled to vote at an AGM/EGM

Second Claim Active Membership

Athletes may become Second Claim Members and compete as such in competitions which specifically state in Rules that its competition is open to Second Claim Members.

Encouragement shall be given to people associated with the club who wish to gain coaching or officiating qualifications. At the discretion of the Committee the club shall:

1. Refund course fee paid by a potential official once that official has qualified at level 1 after officiating at four events in which the club is involved;

2. Pay course fee for a potential Coaching Assistant who has already been helping for 6 months or refund course fee once a person has qualified as a Coaching Assistant and has helped continuously for 6 months with the Wednesday Development or any other coaching group within the wider club;

3. Pay 50 % of course fee for a potential coach and refund the remaining 50% subject to person qualifying as a coach and coaching for the club for a year.

Additionally, in cases of financial hardship course fees may be paid in whole or in part at the discretion of the Executive Committee.

• conduct liable to bring the name of the Club into disrepute,
• taking performance enhancing drugs
• guilty of an offence against another Club member
• expulsion or suspension by any other recognised athletic organisation
• breach of these rules

will render themselves liable to suspension or expulsion from the Club.  

Immediate suspension from the club may be imposed by the Chairman or Vice-Chairman plus one other officer of the Club in appropriate cases.  

Otherwise, subject to clause 12.2, a vote at an Executive Committee Meeting by a majority of the members present is required before a member of the club can be suspended, expelled or called upon to resign.

The member concerned may appeal against any decision as allowed in the National Governing Body for Athletic Rules.

Subject to clause 12.1, which permits suspension in appropriate cases, if the Executive Committee consider that there is evidence that any person is in breach of the rules or if it appears to the Executive Committee that the continued membership of the club by any person is detrimental to the club, it may instruct the Honorary Secretary to write to or email the person setting out the alleged issue and invite the person in question to comment thereon in writing or by email by a specified date which, unless the Executive Committee otherwise directs, shall not be less than 14 days after the date the letter was sent.

The Executive Committee shall consider the response (if any) at its next convenient meeting and if it is satisfied 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 three, four or five people, none 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 thinks fit and shall afford to the person against whom the allegation has been made a reasonable opportunity to appear before it and state their case and answer the allegations brought against them and the Committee shall hear such witnesses as he/she reasonably produces. The Disciplinary Committee shall also allow the person against whom the allegations have been made the right to be accompanied and/or represented by a friend. It shall make such procedural provisions as shall be necessary for the just and efficient disposal of the case remitted to it. If it is satisfied that a breach of the rules has occurred and/or that the continued membership of the club by the person in question is not in the best interests of the club the Disciplinary Committee may recommend to the Executive Committee one or more of the following penalties:

1. Resolve to note the matter but take no further action;
2. Warn the person concerned as to his/her future conduct and thereafter take no further action;
3. Suspend or disqualify the person from involvement with the club, including athletics competition, coaching and/or administration, for any period whether fixed or indefinite;
4. Recommend to the Regional Association or National Governing Body that the person concerned should be disqualified from any involvement in athletics for any period whether fixed or indefinite;
5. Such other penalty as the Disciplinary Committee in the circumstances of the case shall consider appropriate

The Disciplinary Committee shall report its recommendation to the Executive Committee in writing within seven calendar days and the Executive Committee shall determine its decision as soon as practicable thereafter.

A term of suspension starts from the time it is determined unless otherwise stipulated and does not expire until the close of the day named in the decision.

Every person suspended, expelled or disqualified or otherwise dealt with shall be notified in writing by hand or by recorded delivery post or by e mail within seven working days of the decision.

A Development Night is run by the club for young people many of whom are not members of the club. This initiative is managed by a Development Group, which meets regularly, and makes recommendations to the Executive Committee.

The Development Group may formulate a Code of Conduct for young people attending Development Night. Breach of this code of conduct shall result in the young person being liable to the sanctions detailed therein. Any appeal against a sanction shall be considered in accordance with clauses 12.2 – 12.3.