Constitution

1. NAME

The name of the club shall be the Newcastle (Staffs) Athletic Club - hereafter referred to as "the club".

2. COLOURS

The club colours are red, white and blue branded vest with royal blue shorts.

3. SITE

The club headquarters and ground address is New Ashfields Road, Newcastle-under-Lyme in the county of Staffordshire.

4. AIMS AND OBJECTIVES

The object of the club shall be to foster athletics and encourage athletics through competition, training and good fellowships. The club is mindful of the connection between healthy well being and physical activity and will pursue the theme of mass participation through athletics at all levels of ability.

The club shall provide facilities of the highest standard that are safe and suitable for all users.

The club is committed to incorporating equal opportunities into all aspects of its work and will ensure that no-one suffers discrimination abuse or harassment on the grounds of race, sex, disability, marital status, religious beliefs, sexual orientation or class.

5. MEMBERSHIP

The club will exercise a policy of open membership in accordance with its social inclusion policy statement. The management committee shall have the authority to elect persons to membership of the club and shall equally have the authority to refuse or cancel membership having good reason thereof.

The Honorary Subscriptions Secretary shall keep a register of the names and addresses of all members of the club; this register to be available at an Annual General or Special General Meeting. The club complies with the requirements of the data protection act.

6. CATEGORY

Membership of the club shall be open to the following:

(a) Junior members - persons under the age of 18 years or those in full-time education.

(b) Senior members - persons aged 18 years and over.

(c) Family members - Mother, Father and children.

(d) Associate members - persons aged 18 and over who wish to support the club, but do not wish to compete in BAF/AAA's affiliated events.

7. CONSTITUTION AND RULES

The constitution and rules or any part of them may be altered, varied or revoked, on request, at any Annual General or Special General Meeting. Any such proposals must be submitted in writing to the Honorary Club Secretary before 1st September prior to an Annual General Meeting or 14 days prior to a Special General Meeting. Before the President (or in his/her absence the Chairman) shall declare any resolution in this connection be passed, they must be satisfied that it has been carried by two-thirds majority of those present and eligible to vote.

8. ANNUAL GENERAL MEETING

(1). Shall be held no later than 31st October of each year and in any event within 15 months of the previous Annual General Meeting. The time and date of such a meeting to be notified to members, giving not less than 14 days notice in advance.

(2). The business of the Annual General Meeting shall comprise the election of President, Officers of the club, Management Committee members, the receiving of the Honorary Treasurer's audited statement of accounts for the past financial year, plus other reports appropriate to the clubs activities. Also to discuss any proposed Constitution and/or Rule changes which must have been included in the agenda (subject to section 4).

(3). In the event of a tie of votes, the President (or in his/her absence the Chairman) shall have the casting vote.

(4). To conclude the Annual General Meeting, the President (or in his/her absence the Chairman) shall ask if there is any other business in order to accord members the opportunity for asking questions.

(5). Anyone may attend an Annual General Meeting but only paid-up members can vote. Membership cards may be asked for.

9. OFFICERS OF THE CLUB

(1). Officers of the club shall be governed by the President, Honorary Club Secretary and Chairman together with other officers including: Honorary Treasurer; Honorary Subscriptions Secretary, Managers of the Male and Female Road, Cross-Country and Track and Field sections, the Young Athletes section, Club Captains and representatives for Coaching, Social/Fund Raising, Ladies and Veterans sections.

(2). The Chairman and Vice-Chairman shall be elected by the Management Committee from amongst its members at the first general meeting following the Annual General Meeting.

10. MANAGEMENT COMMITTEE

(1). The club shall be governed by a Management Committee comprised of not more than 10 members together with the President, Honorary Treasurer, Honorary Secretary and Chairman. Such members and officers of the club shall be eligible for re-election each year.

(2). Eligibility for nomination to the Management Committee is open to first-claim members only.

(3). Five members of the committee to form a quorum.

(4). Meetings shall be held monthly or otherwise as the management Committee may from time to time decide.

(5). Copies of minutes of Management Committee general meetings, on being agreed as a true record and duly signed by the Chairman (or his/her deputy) shall be displayed for members to consult.

(6). Within any Management Committee general meeting agenda, an item entitled "Memberstime" may be included so as to enable an opportunity for members to address the Committee directly.

11. DISCIPLINE

All matters relating to discipline will be dealt with in accordance with the guidelines recommended by the British Athletic Federation.

12. SPECIAL GENERAL MEETING

A Special General Meeting of the club may not be called at any time by the Honorary Secretary or at the written request of not less than 20 first-claim members. At least 14 days notice shall be given of any such meeting and no business shall be transacted at any such meeting when there are not at least 20 first-claim members present.

13. VICE-PRESIDENT/HONORARY LIFE MEMBERS

(1). The club, at an Annual General or Special General Meeting, at their discretion may elect Vice-Presidents or Honorary Life Members of the Club for such a period and on such terms as the club may think fit.

(2). Such persons should have an official connection with the club or with athletics or for other reasons which shall be deemed by the club worthy of such a privilege.

14. SUBSCRIPTIONS

(1). Subscriptions shall be at such a rate as the Management Committee shall decide subject to ratification at an Annual General Meeting or Special General Meeting duly convened.

(2). Subscriptions become due on 1st October; the financial year of the club being 1st October to 30th September.

(3). No competing member, having failed to pay subscriptions for the previous year shall be considered for team selection.

15. RESIGNATION AND EXPULSION

(1). Any member desirous of resigning membership of the club shall signify such intention in writing to the Honorary Secretary before 1st October or otherwise may be liable for that years subscription.

(2). The Management Committee shall have the power to expel any member whose subscription is twelve months in arrears, provided one months notice in writing shall have been sent to such a member by registered or recorded letter, addressed to the members Last known address, informing that member of the proposed action by the Management Committee.

(3). The name and address of any person so expelled from the club shall be sent to the Honorary Secretary of the appropriate Area Association who shall enter the name in a book (to be called "The Suspension Book" kept for that purpose.

(4). Every person whose name has been entered in a Suspension Book shall be suspended from competing in any event held under BAF/AAA Laws until the liability causing the said expulsion, which shall not exceed one years subscription, has been discharged.

All members shall abide by the Constitution and Rules of the club for the time being in force.

16. SOCIAL INCLUSION STATEMENT

Newcastle under Lyme Athletic Club is committed to incorporating equal opportunities into all aspects of work. Members, officers and contracted service providers are expected to ensure that no-one suffers discrimination, abuse or harassment on the grounds of race, sex, disability, marital status, religious beliefs, sexual orientation or class. The aim of the Social Inclusion Policy is:

To promote respect for both individuals and groups in all aspects of the clubs activities.

To this end, the club will continually review its practices to ensure that as far as possible no group or individual is excluded from its activities as a result of its actions or omissions.

The club will expect the members, officers and contracted service providers to actively promote equality of access to all aspects of the club activities. The club will attempt to be welcoming and indicate an understanding of the needs of all its members and potential members

In order to achieve this the club will seek to monitor, review and respond to the views and experiences of its members and where possible to seek the views of groups and organizations socially excluded individuals and groups within society.

Members must have an equal opportunity to:

* Be consulted on their needs.

* Know about club facilities and services available to them.

* Comment on their experience of the clubs activities and practices.

* Be treated fairly and courteously.

The club will aim to give fair access to everyone and this will include making special or seperate provision to ensure friendly, responsible and accessable services where possible.

The club will expect its members and officers to actively promote this policy within their own activities.

Special action should be taken to improve membership amongst known socially excluded groups where these are under represented.

The club will designate one of its officers as a social inclusion officer with responsibility for monitoring the success of the club implementing the policy. This Officer will where possible seek to work with other public bodies and in particular the Borough Council to ensure that its policies have a synergy with their Social Inclusion strategies. The aim will be to identify those social inclusion issues that impact on the clubs activities, members and athletics in general.

The officer will provide members with updates, advice and interpretation of all statutory and other legislation relating to equal opportunities and social inclusion issues.

The club and its members should therefore:

* Ensure all members, officers, and visitors are not discriminated against in any way.

* Co-operate with measures introduced by the club to ensure equal opportunities and inclusiveness are adhered to.

* Prevent attempts to criticize individuals on the grounds that they have made complaints or provided information about discrimination.

* Ensure that members, officers, visitors and members of the public are not harassed, abused, or intimidated on account of their sex, marital status, age, race, disability, religious beliefs, sexuality or class.

* Inform the club if they are aware that discrimination is taking place in any area of the clubs activities.

* Seek to learn from other clubs and organizations best practice in ways to ensure inclusiveness.

* Ensure that the club and its members adhere to the social inclusion policy.

The club will not tolerate overtly racist behavior amongst its members, contracted service providers or visitors and will seek to exclude anyone responsible for such behavior. Where appropriate the club and its members will be responsible for reporting such behavior to the police.

17. RULES

London Marathon Selection

A draw to be made adopting the following guidelines:

(a). Those who have been rejected.(Proof required/rejection slip).

(b). Those who wish to take part and have made this known to the Honorary Secretary.

(c). They have been a member of the club for at least 12 months.

(d). They have paid their subscriptions for both their first and second years membership of the club.

18. AMENDMENTS TO THE CONSTITUTION

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

The Constitution is also available as a MS Word document: Club Constitution