Newark Athletic Club

Club consitution

Adopted from 24/04/2007

London Marathon info can be found here

1. Name
   
   This shall be Newark Athletic Club.
   
   
2. Objects
   
   The object of the club shall be to promote athletics.
   
   
3. Membership
   
   a) The club shall consist of members according to the eligibility rule of UK Athletics.
   
   b) Membership shall consist of senior members, student members, family members (i.e. two adults and two children under the age of 18 or in full time education) under 11’s and associate Mmembers.
   
   c)  Application for membership shall be made in writing to the membership secretary and such an application to be approved by a majority of the management committee present at the appropriate meeting.
   
   d) Each member shall pay a subscription decided at the annual general Mmeeting. As from 1st April 2008, there shall be added to members’ subscriptions such sum as shall be required by England Athletics for registration of the athlete.
   
   e) Subscriptions must be paid for the current year before the member can compete for the club, except where the member is paying by agreed instalments in which case the first instalment must be paid before the member can compete. The club may, if circumstances so warrant waive this rule. Existing members must pay their subscriptions in full by the 31st December in the current year.
   
   f)  Any member guilty of unacceptable behaviour may be cautioned once or expelled from the club by a majority decision of the management committee.  The decision of the committee will be conveyed to the member in writing.  Any person expelled will have the right to appeal to the management committee called at his/her request not later than two weeks from the date of expulsion.
   
   g)  According to UK Athletics rules a notice of resignation must be made in writing to the club secretary and shall be considered by the club within one calendar month of receipt.  Membership shall be deemed to have ceased on the actual date of the tendering of the notice, unless the member be financially indebted to the club, in which case any decision shall be withheld until the indebtedness has been discharged.  The date of resignation shall then be the date on which the debt was discharged. 
   
   
4. Management
   
   a) The management committee shall consist of president, chairman, vice-chairman, club secretary, club treasurer, plus other elected officers, ex officio team managers and 10 other members who shall be elected at the annual general meeting.
   
   b) Committee members shall attend a minimum of 6 meetings in any one year or cease to be a member of the committee.
   
   c)  The management committee shall meet at least once every 6 weeks.
   
   d)  A quorum of the management committee shall be five, including the chairman.
   
   d)  All decisions will be by a majority vote. The chairman shall have a casting vote in the event of a tie.
   
   e) The management committee has the power to co-opt extra member, to create trustees, and to form a sub-committee as and when considered necessary.
   
   f)  An Auditor, who must not be a committee member, must be elected annually at the AGM.
   
   
   
5. Annual general meeting (AGM)
   
   a)  The AGM will be held during April and the following business undertaken:
   
   i)  Reports will be read and discussed.
   
   ii)  The audited accounts will be presented.  The financial year will be 1st April to 31st March.
   
   iii) The officers will be elected.  In the event of there being more than one nomination for an office there will be a secret ballot among the voting members present.  Two tellers will be appointed to conduct the vote.
   
   b) Notice of the AGM will be sent to all members at least 4 weeks before the date of the meeting.
   
   c)  Motions to be discussed must be submitted in writing to the club secretary at least 3 weeks before the meeting.
   
   d)  Standing orders or rules shall be changed by a two0thirds majority decision of members present and eligible to vote.
   
   e)  Only members of 14 years and over will be eligible to vote.
   
   f)  25 paid up members eligible to vote will constitute a quorum.
   
   g)  The chairman of the meeting, who will be the Club president if present, will not vote but shall have the casting vote.
   
   
6. Club colours
   
   a)  The colours of the club shall be blue/grey quartered vest, blue/grey quartered or halved cropped vest.
   
   b)  Club colours must be worn by all competitors representing the club at every competitive meeting.
   
   
7. Amendments to the consitution
   
   a)  The management committee, by a two-thirds majority at a quorate meeting, may propose amendments to the constitution. The changes may be made only at the AGM or an extra-ordinary general meeting called for that purpose. At least four weeks notice must be given for an EGM. A quorum for an EGM consists of one half of the membership eligible to vote. If the motion is passed by two-thirds majority, the amendment to the constitution will be adopted.
   
   b)  If an EGM is not quorate, it will be cancelled and reconvened within one month when 25 voting members present shall constitute a quorum.
   
   c)  Alternatively, ten ordinary paid-up and voting members may petition the club secretary in writing to call an EGM in which the conditions in 7a will apply with respect to calling the meeting and voting at it.
   
   d)  Voting rights and practices as at the AGM will pertain.
   
   
8. Dissolution
   
   a)  The management committee, by two-thirds majority at a quorate meeting, may decide to dissolve the club. They must then call an EGM giving 4 weeks notice to all club members. If the motion is passed by two-thirds majority of members eligible to vote, the club is dissolved.
   
   b)  Alternatively 50% of the ordinary paid-up voting members may petition the club secretary in writing to call an EGM in which the conditions in 8a apply with respect to calling the meeting and voting at it.
   
   c)  Voting rights and practices at the AGM will pertain.
   
   d) Upon dissolution any funds remaining after all debts have been met will be donated to the Nottinghamshire AAA to be used in the furtherance of athletics in the county.
   
   
9. London Marathon
   
   A committee of road and cross-country runners from the club shall decide the club entry allocation. Those eligible for selection shall be members who have applied direct for entry but been refused and have made application to the club for consideration. If there are more applicants than places, the said committee shall consider the following criteria.
   
   1. Whether the applicant is a fully paid up member.
   2. Whether the applicant competes regularly for the club.
   3. Whether the applicant has previously received entry through the club.