DONCASTER ATHLETIC CLUB
CLUB CONSTITUTION
1. NAME
The name of the club shall be DONCASTER ATHLETIC CLUB, being a Company Limited by Guarantee (registration no. 5907679).
2. OBJECTIVES
The objects for which the Club is established are: -
a) to encourage the practice and development of athletics throughout the Doncaster Metropolitan Borough.
b) to provide coaching for the members and to organise appropriate competition.
c) to provide and organise teams to represent the club in championships and leagues and other such competitions as the Club Committee shall decide.
d) to cater for the following activities (subject to demand)
- Track and Field athletics
- Cross Country Running
- Road Running
- Fell and Hill Running
- Race Walking
3. MEMBERSHIP
a) Membership of the Club (Company) is open to any person.
b) Application for membership shall be made in writing on the appropriate form and submitted to the Membership Secretary. All memberships must be approved by a majority vote at a Committee Meeting.
c) Each member shall pay a subscription decided by the Committee and ratified at the AGM.
d) The club year shall run from 1st January to 31st December, i.e. a calendar year.
e) Subscriptions are due on 1st January in each calendar year.
f) Subscriptions not paid by 31st March will incur the club joining fee when renewing membership after this date.
g) Members gaining international selection (England or Great Britain) shall be recommended for honorary life-membership by the membership secretary; such recommendation to be subject to ratification at the next AGM. This cannot be applied retrospectively to athletes who join after gaining such selection and lapses on resignation from the club.
h) The minimum age at which a person becomes eligible for membership is eight years old.
i) A member may at any time resign from the Club by giving at least seven clear days’ written notice to the Club.
j) Any member guilty of misconduct (i.e. behaviour contrary to this Constitution, the club Code of Conduct, the Articles of Association or UK Athletics: Rules for Competition) shall be liable to expulsion from the Club. However, such action shall not be effective unless the member in question has been given not less than 21 clear days written notice of and has the right to attend at such meeting and to be heard in his defence.
k) A person shall automatically cease to be a member if any sum due from him has not been paid at the expiry of three months after its due date. Such a person may not compete under UK Athletic Rules until the liability has been discharged.
l) Only bona-fide first claim members of D.A.C. are eligible for Club Championship Awards.
4. MANAGEMENT
a) The Directors of the Company shall delegate the day-by-day running of the Club to a Management Committee, which shall consist of a Chairperson, Vice-Chairperson, Secretary and Treasurer, plus other elected officers and members up to a maximum of 15 persons, who will be elected at the Annual General Meeting. The Directors will be members of this Committee.
b) Each Committee Member shall be elected for a maximum period of 3 years (but will be eligible for re-election at the end of each 3 year period), with one third of the current committee retiring at every annual general meeting, as follows: -
First Year Second Year Third Year Chairperson Vice-Chairperson Secretary Treasurer Publicity / Sponsirship Membership Secretary Track & Field Secretary Road & Cross Country Secretary Vets Section Secretary Social Secretary Junior Representative Junior Representative Junior Representative 1 other member 1 other member
N.B. The Junior Representatives must be in the 11-19 age groups)
c) Elections for the Club Captains (men's and women's) will be held annually. Nomination forms will be placed on Club Notice Boards approximately one month prior to the AGM with a closing date 7 days before the AGM. Club Captains will become members of the Committee.
d) Nominations for Officers will be made at the AGM.
e) An Honorary President may be nominated and elected at the AGM. This person would become an ex-officio member of the Committee.
f) 2 Auditors must be elected at the AGM who are not members of the Club Committee.
g) Committee members or officers not attending 3 consecutive committee meetings may be removed from office by the passing of an ordinary resolution at a committee meeting, provided the committee member or officer in question has been given 21 clear days notice of, and has the right to attend at, the meeting and be heard in his defence.
5. COMMITTEE ORGANISATION
a) The committee shall meet on the second Wednesday of each month.
b) A quorum for a Committee Meeting shall be five members who are personally present and entitled to vote.
c) Decision-making will be by a majority vote of those present at a Committee Meeting. The Chairperson will have the casting vote in the event of a tie.
d) The Committee has the power to:
- co-opt up to 3 extra Committee members
- set up Sub-Committees or Working Parties for a specific purpose.
6. ANNUAL GENERAL MEETING
a) At least 21 clear days’ notice in writing must be given for every AGM. The meeting will be held in February each year and the following business undertaken:-
- Reports from the Chairperson, Secretary, Track and field Secretary, Road Running Secretary and Cross Country Secretary will be presented and discussed.
- The Audited accounts will be presented.
- The Officers will be elected (see section 4 above).
All Officers will be elected by a majority vote.
b) Motions to be discussed must be submitted in writing to the Secretary at least 2 weeks before the meeting.
c) Standing Orders or Rules may be changed by a simple majority of those present.
d) Only members of 11 years and over will be eligible to vote.
e) A quorum for all purposes is five members who are personally present and entitled to vote.
f) The Chairperson shall have a further or casting vote in the event of a tie.
g) Notification of the AGM will be placed on club notice boards 4 weeks prior to the date of the meeting.
7. CLUB COLOURS
a) The colours of the club shall be a white vest with green and royal blue trim and royal blue shorts with green trim.
b) Club vests must be worn by all athletes competing for the club.
8. AMENDMENTS TO THE CONSTITUTION
a) The Committee may propose amendment to the Constitution. The changes may only be made at the AGM or an Extra-ordinary General Meeting (EGM) called for that purpose. At least 21 clear days’ notice must be given for an EGM and notification must be placed on Club notice boards. A quorum is that for an AGM. If the motion is passed the amendment to the Constitution will be adopted.
b) Alternatively, 10 ordinary paid up voting members may petition the Secretary in writing to call an EGM, in which the conditions in 8a) will apply with respect to calling the meeting and voting on it.
c) Voting rights as at the AGM pertain.
9. FINANCIAL ARRANGEMENTS
a) Bank Accounts will be held in the name of Doncaster Athletic Club.
b) Signatures for transactions will be the Treasurer plus one of two other named Committee Members agreed at the first meeting after the AGM.
c) The Club will operate both a current account and deposit account. Other accounts, for specific purposes, may be set up with the approval of two thirds of the Directors. Such new accounts to be approved at the next AGM
d) Audited statements for every account must be submitted for approval at the AGM.
e) The financial year, for accounting purposes, shall be from 1st January to 31st December.
f) The treasurer may recommend from time to time to the Directors the transfer of funds to specific savings schemes. Finances may only be transferred with the approval of two thirds of the Directors. Such transfers to be approved at the next AGM.
10. DISSOLUTION
a) The Directors, by a two thirds majority at a quorate meeting, may decide to recommend dissolution of the club. They must then call an EGM giving 21 clear days’ notice to all club members. The motion must be passed by a majority of the members present.
b) Alternatively any 10 ordinary paid up voting members of the club may petition the Secretary in writing to call an EGM in which the conditions in 10a) will apply with respect to calling the meeting and voting conditions.
c) If the motion to dissolve the club is approved the meeting will decide how to dispose of any assets or meet any liabilities the club may have in accordance with the provisions contained in paragraphs 8 and 9 of the Memorandum of Association.
d) Voting rights as at the AGM will pertain.
11. ADOPTIONThis constitution was adopted by Doncaster Athletic Club at the AGM held on 10th January 2007.
SIGNED - CHAIRPERSON...Chris Firth.................................DATE….10th January 2007.......
SECRETARY........Barry Barnes........................ DATE… 10th January 2007........
