Name of the Club

The name of the Club shall be “Thurrock Harriers’ Athletic Club”.

Home

The location is the Blackshots Athletics Stadium, Springfield Road, Blackshots, Grays, Essex.  (This is not the postal address.)
Tel: 01375 377599

Internet Address

thurrockharriersac.com

Mission Statement

The Club caters for athletes of all ages, development and abilities to enhance their potential in the variety of disciplines which the sport offers. The Club aims to support the members’ goals through well qualified and experienced coaching, dedicated to the needs of the athletes and the athletic disciplines. In addition, the club co-operates with the relevant national, regional and local bodies to provide facilities and infrastructure from grass roots to international level. The activities strive to provide enjoyment and challenging competitive opportunities, which is based on a socially responsible foundation. The Club welcomes any members, whatever their social, religious or ethnic origin.

Club Colours

Women and Men: Either white vest with blue edging and inverted V or white vest with blue edging and club badge on the chest.

Non-profit making

Any surplus income or gains must be reinvested in the Club. Surpluses or assets cannot be distributed to members or third parties unless subject to clause 20.

Objectives

Encourage the practice and development of athletics
Assist sports promoting bodies to popularise these forms of athletic exercise in accordance with a development plan
Promote equality of opportunity and good race relations
To extend our links with the Community in the use of our facilities
Encourage participation of disability athletics
Adopt and implement a child protection policy
Provide coaching for the members and organise competitions
Organise teams to represent the club in championships, leagues and other competitions as the management committee shall decide

The Club shall select out of the four athletic disciplines it caters for and pay the appropriate affiliation fee annually to the regional administrative body:

  • Track and field
  • Road running
  • Cross country
  • Race walking

Management

The management of the Club shall be vested in an Executive Committee consisting of: –

  • Chairman
  • Chief Steward
  • Child Welfare Officer- Men’s
  • Child Welfare Officer- Women’s
  • Coaching Secretary
  • Equipment Officer
  • Fixtures Secretary
  • Membership Secretary
  • Officials Secretary
  • President
  • Press Officer including Social Media
  • Secretary
  • Senior Men’s Secretary
  • Senior Women’s Secretary
  • Social Secretary
  • Sports Council & Essex Network Representative
  • Stadium Manager
  • Three Vice Presidents elected by the AGM from the Vice Presidents list as per rule 11
  • Treasurer
  • Trophies Secretary
  • Young Athletes Secretary

The quorum for the meetings shall be Chairman, Secretary and three other Committee members.
No Committee member will hold more than 2 Committee positions
No Committee Member will hold any position that has a Conflict of Interest with any other position.
The Committee have the power to co-opt members in a non-voting capacity.
Sub committees are formed for specific issues as they arise.

Membership

Membership is open to persons who are eligible according to the national governing bodies.

The minimum age of entry is 8 years. Each applicant for membership must complete the official application form. Applications from children (under 18 years old) must be approved by a parent.

First claim Membership

This category is for active athletes.

Honorary and Second Claim Active Members

Can take a full part in Club activities and have the right to vote at AGMs.

Associate Members

Associate Members are not eligible to participate in Club competitions but are eligible to vote at AGM and Special Meetings.

Committee Members

Committee members who are voted to the Committee but not necessarily Club members are eligible to vote at all meetings.

Life members

This is an honour awarded by the Club for meritorious service to the Club, or in the case of active athletes, as a consequence of being awarded a Senior International Vest, including England, provided they have served 2 years club membership. This honour is also awarded to a member who has 25 years continuous membership of Thurrock Harriers. The announcement of this award will be made at the AGM.

All applications shall be considered and subject to approval by the Committee.

The Committee shall have full power to reject an application for membership, suspend any member for a given period and to remove the name of any member from the membership register.

Any member found guilty of misconduct, which in the opinion of the Committee is not in the true spirit of the sport or is in breach of conduct prejudicial to the good name of the club, shall be dealt with as the committee decides. Any member, who wishes to protest against a permanent or temporary suspension of the club taken by the Committee, has the right to appeal. The Committee will hear any appeal within one calendar month of receipt of such an appeal.

Voting Age

At AGMs and Special General Meetings the minimum voting age shall be 18 years for all eligible voters.

Vice Presidents

The Committee shall have the power to accept vice-presidents of an unlimited number to be confirmed in office at the AGM, three of whom may be elected to serve on the Committee by the General Meeting.

Non Payment of Subscription

The Committee shall have the power to expel any member whose subscription is six months in arrears, providing that one month’s notice in writing shall have been sent to such member by recorded delivery letter addressed to the member’s last known address, informing him/ her of the Committee’s proposed action.

The name and address of the expelled person shall be recorded and sent to the regional administrative association. Any person whose name has been so recorded shall be so suspended from competing at any meeting held under governing body rules until the liability causing the expulsion, which shall not exceed one year’s subscription, shall be discharged.

Delete regional administrative body –Insert UK Athletics.

Resignations

A member intending to withdraw from the club shall give notice in writing to the Secretary and his/her membership terminates from that date, unless he/she is indebted to the Club. In which case the Committee may withhold acceptance of the resignation until he/she has discharged his/her liability. A member not having withdrawn before 1st April will be liable for the ensuing year’s subscription.

Membership, Track  and Season Ticket Fees

These shall be set by the Committee from time to time at their discretion and confirmed at the next AGM. for implementation for that season.

Stadium Hire Fees

These shall be fixed by the Committee at their discretion. A completed hire form shall be completed by the hirer, including Insurance at hirers cost, which will exclude the Club from liability. The Committee shall have the authority to exercise their discretion, letting as deemed appropriate, but in accordance with the terms of the Council’s lease.

All hiring fees including a copy of Insurance liability certificate to be paid and completed 7 calendar days before any event.

Annual General Meeting

A meeting shall be held during the month of March in every year to receive the Committee’s report and financial statement, elect Officers and Captains, and deal with those matters specified in the agenda. The Secretary must give every member 21 days notice of the meeting, and notice of any business it is desired to be placed on the agenda, must be given in writing to the Secretary by 28th February.      Honorary Auditors are elected at the meeting.

Special General Meeting

A Special General Meeting must be called by the Secretary within 28 days of the receipt by him/ her of a requisition in writing by 50 members of voting age, stating the business to be brought before such a meeting. No other business may be dealt with at such a meeting other than the business for which the meeting had been called.

Alterations to the Constitution

Alterations or additions to the rules must only be made at the AGM or at a Special Meeting called for that purpose

Child Protection

The club has a Child Protection Policy which is that of UK Athletics and all future editions.
The Club has an Equity policy which is that of UK Athletics and all future editions.

Dissolution

Proposal for dissolution of the Club can only be requested at the AGM. If ¾ of the Club’s Committee is in favour of proposing dissolution, an Extraordinary General Meeting must be held within 1 month of the AGM with at least 2 weeks notice. A dissolution proposal can only come from the Committee. At the EGM at least ¾ of the eligible voters (clauses 9 and 10) must vote in favour of the proposal of dissolution to become effective.

In case of dissolution, it is required:
Any net assets would be distributed for approved sporting or charitable purposes, by the Committee as agreed by the members of the Club.
All liabilities must be paid to its creditors before dissolution.
Affiliated organisations are instantly notified of the dissolution and affiliation memberships are cancelled.

Revised March 2014