Darlington Harriers and Athletic Club

‘VINCIT QUI PATITUR’

Formed 1891

Club Constitution

Revised May 2017

Welcome to Darlington Harriers and Athletics Club

A Club with an interesting past and an exciting future

Although the Darlington Harriers Club was officially formed in 1891, athletics has been part of the town’s life since 1861, the Club’s vice chairman proposed in 1892, ‘Darlington Harriers were likely to prove a Grand Success; the club having the chief objective of promoting health. There was nothing better than a run out into the country’. Early club activities include Wednesday night runs and true harrier races with ‘Hares’ and ‘Hounds’.

Darlington has provided a number of international representatives, the most successful being Joy Grieveson (400m), including a silver and UK record at the 1962 European Championships; a European Record in 1963, only 0.1sec outside the world record and competed in the 1964 Tokyo Olympics.

Many club members have had representative honours from the schools, region, county and country in all disciplines – Cross Country, Track and Field, Ultra Distance Running, Fell Running and Duathlon and now Triathlon. The club can also boast some very successful teams.

Like all athletics at grassroots level, Darlington Harriers is a voluntary organisation, maintained by the goodwill of the club officials, coaches, athletes and parents. It will only continue to grow and succeed if it develops these relationships. If you can spare any time at all to help with this development, please do not hesitate to contact any member of the committee for details.

Constitution and Rules for Darlington Harriers and Athletics Club

1. Name The club will be called Darlington Harriers and Athletics Club and will be affiliated to and bound by the policies, procedures and other rules of UK Athletics, referred to as the “Club”.

2. Aims and Objectives

The aims and objectives of the Club will be to encourage and support the development of local athletes and athletic opportunities to:

•Offer coaching and competitive opportunities in ATHLETICS •Promote the club within the local community and ATHLETICS •Act with honesty and integrity in support of ATHLETES and ATHLETICS

3. Membership

3.1Club membership shall consist of members, set out at para 3.3 together with coaches;

3.2Membership shall be confined to amateurs as defined by the rules of UK Athletics;

3.3All members will be subject to the regulations of the constitution and by joining the club will be deemed to accept these regulations and codes of conduct that the club has adopted;

3.4Members will be enrolled in one of the following categories

•Junior: under 18 years of age before 1st April or over 18 years but in higher education, •Senior: over 18 years of age before 1st April, •Group memberships – for example, husband and wife, Parent(s) and junior •Student •15 years continuous service •Second Claim

3.5Applications to join the club should be made via the club membership form to the Clubs Membership Secretary and follow any England Athletics [EA] requirements. Renewals will be sent from the first of April each year for existing members to re-sign and pay their club fees. All competing athletes will have until the 30th April to re-sign otherwise their membership will lapse and they would not be able to compete in club competitions. Athletes who are not registered as members of the Club with EA cannot compete for the Club.

3.6Transfers into the club can be done via the EA portal.

3.7No individual seeking membership of the Club will be accepted where the Club is aware of an unresolved disciplinary or financial issue with another club associated with England Athletics or similar governing body. 3.8Members, juniors, seniors [including those with Group membership] shall have the right to vote at the Annual and Emergency General Meetings;

3.9All members of the Club can expect to be treated fairly and without discrimination.

4. Club Management

4.1The club shall be managed by a ‘Management Committee’, comprised of no less than the following officers, Chair, Vice Chair, Secretary, Treasurer, Coaching Coordinator and Club Development Officer. Unless agreed to the contrary all officers should be members of the club.

4.2The Management Committee shall have arrangements for the efficient and effective management of the Club. In so doing they will from time to time establish a number of leadership positions. These will be set out in the Schedule to the constitution.

4.3All officers of the Management Committee will be elected annually at the Annual General Meeting and all officers will retire each year but will be eligible for re-election;

4.4The Management Committee will be convened by the Secretary of the club, held no less than SIX meetings per year and notified to members;

4.5Any member of the club will be entitled to attend a meeting of the Management Committee. However, only the officers of the club will have the right to vote at meetings of the Management Committee;

4.6The quorum required for business to be agreed at Management Committee meetings will be no less than three members, including one of the officers set out in para 4.1;

4.7The Management Committee will be responsible for adopting new policy, codes of conduct and rules that affect the organisation of the club;

4.8In discharging its responsibilities and to support effective management within the Club will appoint a number of leadership roles. Each role will have a clear role and specified responsibilities. These roles and responsibilities are set out at Schedule 1 and may be reviewed by the Management Committee from time to time.

4.9The Management Committee may appoint sub-committees as necessary and appoint advisers to the Management Committee as necessary to fulfil its business. However, these sub-committees and\or advisors will not be empowered to commit the club to any financial expenditure without the approval of the committee;

4.10The Management Committee will be responsible for disciplinary hearings of members who infringe the club rules / regulations / constitution;

4.11The Management Committee will be responsible for taking any action of suspension or discipline, under paragraph 4.8.

5. Membership Fees 5.1Membership fees will be set annually each January and agreed by the Club’s Management Committee. These fees will be communicated to members and will be displayed on the Club website on the membership form;

5.2Fees will be paid annually by the 30th April through the England Athletics portal or by exception to the club

5.3A member of the Club whose subscription is 1 calendar month in arrears shall no longer be regarded as a member of the club and their name will be recorded in the minutes of the next meeting of the Management Committee and notified to other members. This lapse of membership will be communicated to the member in default. This will include will confirmation to that the individual that they are no longer affiliated to England Athletics.

5.4A member in default who later wishes to re-join the Club shall have their application considered by the Management Committee and if accepted, their affiliation to England Athletics renewed providing all fees due are paid in full including the fees due to the Club and fees due to England Athletics for the period of default for the previous membership. If the Management Committee considers that there was misconduct in the way that subscriptions were allowed to fall into arrears at the end of the previous period of membership then the Management Committee has the right to refuse the application for membership and the reasons shall be recorded in the minutes of the meeting and communicated to the applicant in writing.

5.5If a member does not make payment of membership fees then these are shown as lapsed in the EA portal. A list of non-paying members will be circulated to coaches to ensure they are aware. The individual shall be suspended from competing at any meeting held under UK Athletics rules until the liability causing the expulsion has been paid.

6. Finance

6.1All Club monies will be banked in an account held in the name of the club;

6.2The financial year of the club will end on 31st March;

6.3The Club Treasurer will be responsible for the finances of the club;

6.4A statement of annual accounts will be presented by the Treasurer at the Annual General Meeting;

6.5Any cheques drawn against Club funds should hold the signatures of the Treasurer plus up to two other officers.

7. Annual General Meeting

7.1To be held within the first fourteen days of May; 7.2Notice of the Annual General Meeting (AGM) will be given by the Secretary with no less than 14 clear days’ notice to be given to all members;

7.3In addition to the formal notice a communication should be sent out by the Club Secretary to all members inviting them to nominate themselves for a role on the committee clearly stating which role they would like to put themselves forward for. In the event of multiple nominations of where there is someone already in the position who is looking to continue then the individuals should provide supporting evidence to advise what they would bring to the role and a communication to all members to vote.

7.4The AGM will receive a report from officers of the Management Committee, a statement of the Clubs accounts, election of officers and Committee for the ensuing year and to consider any amendments to the Constitution of which due notice has to be given all members;

7.5All members have the right to vote at the AGM;

7.6The quorum for an AGM will be 10 (TEN);

7.7The Management Committee has the right to call an Extraordinary General Meeting (EGM) outside the AGM,

7.8An EGM may also be called by the Chairman or Secretary within 28 days of the receipt of a request for the same, signed by at least 10% of the club’s membership stating the purpose of the meeting No other business shall be conducted at such a meeting;

8. Discipline and Appeals

8.1All complaints regarding the behaviour of members should be submitted in writing to the Secretary; Safeguarding concerns should be brought to the attention of the Clubs Welfare Officers.

8.2The Management Committee will meet to hear complaints within 28 days of a complaint being lodged. The Management Committee has the power to take appropriate disciplinary action including the termination of membership;

8.3The outcome of a disciplinary hearing should be notified in writing to the person who lodged the complaint and the member against whom the complaint was made within 7 days of the hearing;

8.4There will be the right of appeal to the Management Committee following disciplinary action being announced. The Management Committee should consider the appeal within 28 days of the Secretary receiving the appeal.

9. Club Championships & Competitions

9.1The Club will from time to time organise championships to recognise athletes within the Club 9.2The Club will from time to time recognise achievements and exceptional performances by members of the club;

9.3The Club will from time to time reimburse members fees for designated championships where they represent the Club.

10. Club Colours

White vest, two royal blue vertical stripes on the right, ‘D’ monogram on the top left or Darlington Harriers AC Est. 1891 and Royal Blue shorts. A Club vest must be worn at all times when competing for the Club.

11. Resignations\Removal of Members

11.1Any member wishing to resign can do this now through the EA portal without any notification to the club.

11.2. Membership of the Club is at the discretion of the Club and members can be suspended and\or dismissed where they are acting contrary to the Clubs constitution, policies and accepted codes of conduct.

11.3Any member who ceases to be a member of the Club shall not be entitled to a refund of fees

12. Penalties

12.1Members whose subscriptions have not been paid will not be allowed to compete in any Club Championship or event;

12.2Where a club member is subject to an allegation of misconduct they will be dealt with through the Clubs disciplinary arrangements and if proven shall be reported to UK Athletics.

13. Safeguarding and Welfare

13.1All concerns, allegations or reports of poor practice/abuse relating to the welfare of children and young people will be recorded and responded to swiftly and appropriately in accordance with local arrangements. The Welfare Officer shall be lead contact for all members in the event of any child protection, safeguarding or welfare concerns.

13.2Any person wishing to undertake an activity with the Club involving junior members must agree that their name and relevant details are made available for submission to the relevant vetting authorities;

13.3Until the applicant supplies the required information for vetting they will not be allowed to act in any capacity, coach or chaperone, which involves Junior Members of the Club; 13.4Any person whose name is recorded as an offender against children and young people will be liable to suspension or exclusion from the Club.

14. Dissolution

14.1A resolution to dissolve the Club can only be passed at an AGM or EGM through a majority vote of the membership;

14.2In the event of dissolution the Management Committee shall investigate the opportunities for disposing of the clubs assets (including financial assets) to similar sports or community clubs. The Management Committee shall satisfy itself that the intended recipient of the assets is a well-founded, well managed and constituted club or clubs. The Management Committee can take the decision to dispose of the assets to such club or clubs without further recourse to members;

14.3In the event that a suitable club or clubs to receive the assets cannot be found then the management committee can sell the assets to buyers approved by the management committee or auction the assets of the club and make a cash donation of the proceeds to a suitable sports or community organisation.

16. Amendments to the Constitution

The constitution will only be changed through agreement by majority vote at an AGM or EGM.

Revised [Draft] Constitution

16th April 2017

Declaration Darlington Harriers and Athletics Club hereby adopt and accept this constitution as a current operating guide regulating the actions of members.