Constitution of Leicester Coritanian Athletics Club

CONSTITUTION OF LEICESTER CORITANIAN ATHLETICS CLUB

1. Name

The name of the Club shall be LEICESTER CORITANIAN ATHLETICS CLUB, formed with effect from 1 April 1969 by the amalgamation of:
Leicester Colleges of Art and Technology Athletic Club, Loughborough & District Athletic Club, Lutterworth Athletic Club, Petfoods Athletic Club.
The Club shall be affiliated to England Athletics.

2. Aims and Objectives

The aims and objectives of the club shall be:
• To offer coaching and competitive opportunities in Athletics
• To promote the club within the local community and Athletics.
• To ensure a duty of care to all members of the club.
• To provide all its services in a way that is fair to everyone.

3. Membership

a) Membership of the Club is open to all persons interested in promoting, encouraging or participating in the sport of Athletics within the framework of UK Athletics (UKA) Rules.
b) A candidate for membership shall apply on the prescribed form and must be duly proposed and seconded by members of the Club. The application shall be submitted to the General Management Committee (see Rule 8) for approval by ballot.
c) All members shall be subject to the regulations of the constitution and by joining the club will be deemed to accept these regulations and codes of practice that the club has
adopted.

4. Club Equity Statement

This club is committed to ensuring that equity is incorporated across all aspects of its devel-opment. In doing so it acknowledges and adopts the following Sport England definition of sports equity:
Sports equity is about fairness in sport, equality of access, recognising inequalities and taking steps to address them. It is about changing the culture and structure of sport to ensure it becomes equally accessible to everyone in society.
• The club respects the rights, dignity and worth of every person and will treat everyone equally within the context of their sport, regardless of age, ability, gender, race, ethnicity, religious belief, sexuality or social/economic status.
• The club is committed to everyone having the right to enjoy their sport in an environment free from threat of intimidation, harassment and abuse.
• All club members have a responsibility to oppose discriminatory behaviour and promote equality of opportunity.
• The club will deal with any incidence of discriminatory behaviour seriously, according to club disciplinary procedures.

5. Club Colours

The Club colours shall be a Royal Blue Vest.

6. Headquarters

The Club shall have its headquarters at the Saffron Lane Athletics Stadium, Saffron Lane, Leicester, LE2 7NQ.

7. Other Training/Coaching Centres

For the convenience of members, the Club may establish training and coaching centres in different areas of the County.

8. General Management Committee

(i) Responsibilities and Powers:
a) The General Management Committee (GMC) shall be responsible for adopting new pol-icy, codes of practice and rules that affect the organisation of the club.
b) The GMC shall have powers to appoint subcommittees as necessary and appoint advisers to the GMC as necessary to fulfil its business
c) The GMC shall be responsible for disciplinary hearings of members who infringe the club rules/regulations/constitution.
d) The GMC shall be responsible for taking any action of suspension or discipline following such hearings.
(ii) Administration:
a) The Club shall be administered by a General Management Committee comprised of the following Officers: President, Chairman, General Secretary, and Treasurer & Membership Secretary who shall be known as the Executive Officers. The other Officers shall be the Events Coordinator, Volunteer Coordinator, Welfare Officer, Coaching Coordinator, Junior Coordinator, Press & Publicity Officer, and one member from each of the four sub-committees. In addition there shall be two Parent Representatives and two Athlete Representatives (one in each group from Track & Field and from Road Running and Cross Country). The roles and responsibilities of these Officers shall be defined in the Standing Orders of the Club.
b) The Officers and Sub-Committee members shall be elected annually at the AGM. The Vice-Chairman shall be elected by the General Management Committee at its first meeting following the AGM.
c) For sporting activities the Club shall be divided into two sections, namely Track & Field and Cross Country & Road Running. Each section shall have its own organising administration but shall be responsible to the General Management Committee which shall be the central administration of the Club. Each of these sections shall have sub-committees comprising Team Managers, Team Captains, Coaches, and three ordinary club members who shall be elected at the AGM.
d) There shall be a Social & Fund Raising Sub-committee comprised of five ordinary members of the Club who shall be elected at the AGM.
e) There shall be an Events sub-committee comprised of the Events Coordinator, appropriate members of the General Committee and the other three sub-committees who shall be invited to attend by the General Committee or by the Events Coordinator.
f) Each sub-committee shall select ONE of its members to represent them at each General Management Committee meeting. The selected member may change for each meeting according to the wishes of the sub-committee.
g) Each of the four sub-committees shall elect its own Chairman and Secretary from its membership.
h) The General Management Committee may appoint no more than five other officers as from time to time may be necessary and may, if it thinks fit, co-opt these officers to the General Management Committee on an annual basis. Such co-opted members shall have no voting rights on the general Committee.
i) At all committee meetings each member shall have one vote, but the chairman of the meeting shall have a second or casting vote in the event of a tie.
j) Each sub-committee shall meet as frequently as it is deemed necessary by its membership.
k) The General Management Committee may, subject to a two-thirds majority at a meeting, suspend a sub-committee pending an investigation into any alleged breaches of the constitution. Any proposal to suspend a sub-committee must be placed on the agenda and notified to committee members and the relevant sub-committee at least seven days prior to the General Management meeting which is to consider such a suspension.
l) The minimum age of all committee members shall be 16 years.

9. Annual General Meetings and Special General Meetings

a) The Annual General Meeting (AGM) shall be held in March or April, with twenty one clear days’ notice of the date being given to all members.
b) An Independently Examined Statement of Accounts and written Reports of the Officers and Sub-Committees shall be presented to this meeting.
c) The General Secretary shall accept Notices of Motion from any member provided that they are submitted in writing to the General Secretary fourteen clear days in advance of the meeting. Any Notices of Motion should be circulated to members no later than seven days prior to the AGM.
d) The General Secretary shall circulate a notice to members of a Special General Meeting (SGM) which has been requested by the General Management Committee no later than 14 days prior to the SGM. The notice to members will include details of the proposals to be discussed. All members will have the right to propose additional amendments or business for that meeting provided they are sent to the General Secretary no later than 7 days prior to the meeting.
e) A Special General Meeting shall be called within twenty one days of the General Secretary receiving a written request signed by not less than twenty one paid-up members of the Club stating the business that they wish to discuss. Notices of such a meeting to members will be subject to the same notice periods as those requested by the General Management Committee.
f) At an Annual General Meeting or a Special General Meeting voting shall be by simple majority of paid-up members (but note Rule 16) and all classes of membership shall be entitled to one vote. In the event of a tie, the chairman shall exercise a second or casting vote.

10. Quorum at Meetings

a) The quorum for General Committee meetings shall be at least 50% of those elected and shall include at least two of the Executive Officers.
b) The quorum for Annual General Meetings and Special General Meetings shall be at least 5% of the membership or 30, whichever is the greater.

11. Subscriptions

a) Annual subscriptions are due and payable to the Club on 1 January each calendar year at the rate set by the General Management Committee (age categories for this purpose shall be determined in relation to 31st August each year). This annual subscription will incorporate the England Athletics (EA) Affiliation Fee which the Club will pass to as part of the required return of its members.
b) No subscription shall be required of a Life Member, but election to Life Membership shall only be made at an Annual General Meeting or Special General Meeting and shall only be nominated by the General Committee.
c) The criteria for proposal to Life Membership is that the member has “had loyal service and made an outstanding contribution to the club” or for “full senior international selection”. Such members shall have full voting rights at the AGM. The names and addresses of Life Members should be retained by the Membership Secretary and the General Secretary and available for inspection as required.
(Note: It is customary for an athlete joining the Club late in the year to have his or her subscription treated as covering the remainder of the calendar year and the ensuring one. This informal arrangement stands, but the EA Affiliation Fee, at the then current rate, will be required and become payable immediately in respect of whatever portion of the year remains in addition to the Club subscription at the appropriate rate.)

12. Expulsion from the Club

a) The General Management Committee shall have the power to expel any member whose subscription is six months in arrear, provided that one month’s notice shall have been sent to such member by registered or recorded delivery post addressed to him or her at the last known address and advising him or her of the action proposed by the Committee.
b) The name and address of any person so expelled by the Club shall be sent by the General Secretary to England Athletics. Anyone whose name is so entered shall be suspended from any meeting held under the UKA Rules of Competition until the liability causing the expulsion which shall not exceed one year’s subscription shall have been discharged. When sending the name of the person to be entered in the ‘Black Book’ the General Secretary shall send with it a copy of the letter to the person concerned and the Post Office receipt for the recorded or registered delivery of that letter.

13. Club Funds

a) The funds of the Club shall be lodged in a current account at a bank nominated by the Treasurer & Membership Secretary and approved by the General Management Committee. The General Management Committee shall also have power to authorise the investment of funds on deposit in a bank or building society.
b) Withdrawals made from or cheques drawn against these accounts must be authorised by the signature of any two of the following Officers:
President, Chairman, General Secretary, Treasurer & Membership Secretary and Events Coordinator.
c) The Club Treasurer shall be responsible for the finances of the club.
d) The financial year of the club shall end on 31st December.
e) An audited statement of annual accounts shall be presented by the Treasurer at the Annual General Meeting.

14. Discipline and Appeals

a) All 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 the club’s child protection policy and procedures. The club Welfare Officer is the lead contact for all members in the event of any child protection concerns.
b) All complaints regarding the behaviour of members should be presented and submitted in writing to the General Secretary.
c) The GMC Committee shall meet to hear complaints within 14 days of a complaint being lodged. The committee has the power to take appropriate disciplinary action including the termination of membership.
d) The 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.
e) There shall be the right of appeal to the General Management Committee following disciplinary action being announced. The GMC shall consider the appeal within 21 days of the General Secretary receiving the appeal.

15. Interpretation of the Constitution

The General Management Committee shall have power to resolve matters of interpretation relating to this Constitution.

16. Amendments to the Constitution

This Constitution may be amended by a two thirds majority of the votes cast at an Annual General Meeting or Special General Meeting subject always to such an amendment being within the Laws of UK Athletics, England Athletics and Sport England.

17. Observation of other Policies

The Club and its members shall at all times observe the requirements of the Child Protection Policy, the Welfare Policy and the Disciplinary Code of the Amateur Athletic Association of England, the Health & Safety Policy of UK Athletics, the Equal Opportunities Policy of Sport England, and any other relevant governing bodies.

18. Dissolution

A resolution to dissolve the club can only be passed at an AGM or SGM through a majority vote of the membership. In the event of dissolution, any assets of the club that remain will become the property of England Athletics or some other club with similar objectives to those of the club.

19. Declaration

LEICESTER CORITANIAN ATHLETICS CLUB hereby adopts and accepts this constitution as a current operating guide regulating the actions of members.

1) Signed: Date:

Name: Position: Club Chairman

2) Signed: Date:

Name: Position: Club Secretary

(Constitution dated April 1969 incorporating amendments to February 24th 2011 inclusive)

The new Standing Orders will be approved by the Committee and they will include a description of the new Officer roles in Para 8. (Standing Orders can be approved or amended by the General Management Committee provided they do not contravene or change the principles embodied in the Constitution. Any amendments would be reported to the next AGM or SGM.