CHELMSFORD ATHLETIC CLUB CONSTITUTION
VERSION 2.0 MARCH 2025
Foreword - Interpretation of this document.
The name of the club shall be Chelmsford Athletic Club (the club). The Constitution and Rules are written for the guidance of Members who are encouraged to familiarise themselves with the contents. The club encourages all those who refer to the Constitution to do so with an open and positive approach, seeking to do the right thing in the best interests of the club and the Members. The club constitution and Rules remain subordinate to the national governing body rules of competition, and any interpretation of this document must take account overriding instruction of the national governing body rules of competition.
1, Objectives
a. To promote and provide facilities for amateur athletics.
b. For this purpose, Athletics is defined as Track and Field Athletics (running, jumping, throwing),
Indoor and Sports-hall Athletics, Cross-Country running, Road/Endurance running and Race
Walking.
c. To promote community participation in athletics as a recreation for the benefit of the
inhabitants of Chelmsford and the surrounding districts.
d. To provide qualified coaching to all club members.
e. To encourage and improve members of the club in athletics.
f. To provide and maintain a clubhouse for the use of members.
g. To ensure a duty of care to all members of the club.
h. To provide all services in a way that is fair to everyone.
2, Club Colours
a. The registered club colours are green and gold. The men’s vest shall be gold with a green
horizontal band. The ladies vest shall be green with gold vertical side bands. Club athletes are
required to wear these colours when competing for the club unless the rules of competition
provide for exemption.
3, Trustees
a. The trustees shall be appointed by the Committee.
b. There should be no less than two and no more than four trustees of the club.
c. The trustees shall be indemnified against risk and expense out of the club property and funds.
d. Appointment of trustees should be in line with section 36 of the Trustee act 1925
e. Trustee liability is covered by UKA for affiliated clubs
f. The property of the club shall be vested in the trustees to be dealt with by the trustees as the
Committee shall from time to time direct by resolution.
g. The trustees should approve how the club best fulfil the objectives of this constitution ‘Section
1’ and delegate the general management of the club to the committee (see constitution section
5).
h. The trustees shall hold office until death or resignation or until removal from office by a
resolution of the Committee. The committee may for any reason it sees sufficient remove a
trustee by majority vote at a committee meeting.
4, Membership
a. Membership is confined to Amateurs, as defined by the rules of the National Governing Body
for Athletics.
b. Age restrictions
I, Must be minimum nine years old to attend the CAC Junior track and endurance sections.
There is no upper age limit for joining CAC.
c. Membership is open to all, regardless of background, ethnic origin, religion, gender, sexual
orientation but subject to the minimum age restriction above.
d. Children under the age of 18 years may be enrolled as junior members without the right to
exercise the power of voting or to hold office but shall otherwise be entitled to all benefits of
club membership.
e. The club shall consist of:
I. Full Members (1st claim as defined by the national governing body)
II. 2nd claim Members.
III. Higher Claim Athletes (HCA).
IV. Life members.
V. Committee Members.
VI. Non-members.
f. The total of Full and Life Members must always exceed 25.
g. Members will be subject to the constitution and club rules and by joining the club will have
deemed to accept the codes of conduct the club has approved and adopted.
5, The Club Electoral Committee
The management of the club shall be vested in a committee consisting of the following. Please note the position of Vice Chairman will be covered by either the Secretary or Treasurer if the Chairman is
unavailable. A maximum committee size between 12-15 is acceptable.
a. Chairman
b. Secretary / Vice Chair (covering Chairman as required)
c. Treasurer / Vice Chair (covering Chairman as required)
d. Lead Welfare Officer
e. Membership Secretary
f. Social Media Manager.
g. Coacha Administrator.
h. Other volunteer lead roles are recommended but not compulsory. If these roles are filled, then
they would be able to attend committee meetings when available.
I. Junior Academy lead
II. XC/RR Secretary
III. EYAL Lead.
IV. SAL/NAL Lead.
V. T&F meetings organiser.
VI. Other Welfare Officers.
VII. Social Secretary
i. An additional maximum of 3 general committee members maybe elected.
j. Additional volunteer roles maybe instigated by the committee as required without AGM approval.
k. All committee positions are elected annually at the Annual General Meeting and must be
proposed and seconded prior to the meeting.
l. The Quorum for any committee meeting is six.
m. A resolution cannot be passed by the committee unless there are a minimum of 6 eligible votes
cast (including abstentions)
n. Any elected member of the General Committee who is absent from three successive meetings,
without acceptable reason, may at the discretion of the Committee, be replaced for the
remaining elected term (illness excepted).
6, Equality and Welfare
a. CAC shall promote equal opportunities for all people who wish to take part in Amateur Athletics
and adheres to the UKA safeguarding policy.
b. It will not discriminate in the provision of facilities or support for people because of gender,
ethnicity, religion, sexual orientation, or any other irrelevant distinction. It will provide support
and facilities for people with disabilities in every way it can within its means.
c. The club is committed to everyone having the right to enjoy athletics in an environment free
from threat of intimidation, harassment, and abuse.
7, Subscriptions and Track Fees
a. The annual subscription and track fees will be decided by the committee. If the increase to
annual membership fees exceeds the increase in EA fees, then said increase should be agreed at
the AGM /SGM.
b. The annual membership subscription is payable on completion of the Membership application
form, and thereafter due on January 1st of each year. The membership fee must be paid by end
of February. The Committee have power to expel any member whose subscription is more than
2 months in arrears i.e., end of April.
8, Finance
a. The financial year will end December 31st of each year.
b. All funds shall be banked in accounts held in the name of the club.
c. Cheques and online transactions payable from the club accounts must be signed by a minimum
of two persons. The signatures of the Secretary, Treasurer and Chair, or any other specifically
nominated person are valid.
d. The Treasurer is required to produce independently verified Accounts, for the previous
completed financial year, at the Annual General Meeting.
9, Resignation of membership
a. Any Member wishing to resign membership, with no intention to join another athletic club,
shall give notice in writing to the membership secretary prior to the end of their Membership
year.
b. Any member wishing to resign membership with intention of joining another club as a first
claim member must do so using the national governing body procedure.
c. In default of such notice from (a) or (b) above, subscription for their ensuing Membership year
shall become payable. Resignation may not be accepted if a member is indebted to the club,
and this may consequently affect first claim status transfers.
10, Complaints and Disciplinary Matters
a. Any matter of a disciplinary nature shall be dealt with following the procedures set out in the
Disciplinary Code of the National Governing Body, such that the club acts for disciplinary
matters within its remit in the same manner as the National Governing Body should act for such
matters in its areas of responsibility.
b. The underlying principle is to protect the interests of the Club and the Member(s) against whom
allegations have been made. All matters should be dealt with discreetly and confidentially.
11, Annual and Special General Meetings (AGM/SGM)
a. An AGM shall be held in March of each year.
b. A SGM can be called at any time to deal with extraordinary club business. The SGM should take
place a minimum of fourteen days after, but not more than twenty-eight days after, the issue of
the calling notice.
c. The quorum for the Annual General Meeting is 10 Members.
d. The quorum for a Special General Meeting is 20 Members.
12. Changes to the constitution and/or rules
a. No alteration to the constitution and rules of the club may be made except at the AGM or at a
SGM convened for that purpose.
b. Notice of any proposed constitutional or rule alterations to be considered at the AGM must be
made to the Secretary twenty-eight days before such meeting.
c. The Secretary shall give at least twenty-eight days’ notice to all people entitled to attend the
AGM meeting.
d. Notice for the SGM or AGM shall state time and place of the meeting and the business to be
transacted.
13, Quorum
a. The quorum for the Annual General Meeting is 10 Members.
b. The quorum for a Special General Meeting is 20 Members.
14, Voting Rights
a. Voting at an AGM or SGM will be based on one vote per Member.
b. Only paid-up club members may vote at such meetings, but non-members may attend.
c. Proxy votes will be accepted only if a signed request is lodged with the chairman or secretary in
advance of the meeting stating the member’s name.
15, Personal Data
a. The club maintains databases of club Members, Coaches and Officials.
b. The club undertakes that data provided by members will be used only for bona-fide club
purposes, and only divulged to members of the club who need the information to carry out
their agreed duties.
c. The club is voluntarily registered under the Data Protection Act. It is the responsibility of
individual Members to inform the club of any change of personal details such as address,
telephone number, e-mail address or medical conditions.
d. Any communication or notice required by these rules shall be deemed to be given if sent to the
last known address of any member or person entitled to attend.
e. Any medical information provided to paramedics in emergency will be the latest information in
the club’s possession which has been provided by the member.
16, Matters not in the Constitution/Rules
a. The club committee shall have power to deal with any club related matter not specifically
provided for by these rules.
17, Codes of Conduct
a. Members and parents are expected to adhere to the UKA Safeguarding policy and codes of
conduct. These can be accessed via the UKA website.
18, Child Protection
a. All coaches and other officers working with young people, when requested, must agree to a DBS
Check via the National Governing Body.
b. The General Committee of the club will nominate a Lead Safeguarding officer, plus an assistant
Safeguarding officer, who should normally be present on a club night.
c. The Safeguarding officers should ideally be one male and one female.
d. The nominated persons will receive training on Safeguarding issues and will be the first point of
contact for any person with concerns.
19, Dissolution of The Club
a. The Committee, by a two thirds majority, may decide to propose dissolution of the club.
b. If the committee proposal is approved a special meeting must be called giving four weeks’
notice to all members.
c. If at the special meeting the motion is passed by a two thirds majority, the club is then
dissolved.
d. Upon dissolution any funds remaining after all debts have been met will be donated to a local
charity. The decision of charity taken by a majority of the club members.
END OF CONSTITUTION
VERSION 2.0 MARCH 2025