Thurrock Harriers Constitution Thurrock Harriers Athletic Club Constitution and Rules
1. Name of the Club and Introduction1.1 The Club shall be ‘Thurrock Harriers Athletic Club’ also known as THAC. Herein after called ‘the Club’.
1.2 These Rules and Constitution and associated documents are for the guidance of members and as such are intended to provide a constructive framework for managing the Club’s activities in the best interest of the members.
1.3 The Club is affiliated to England Athletics as the National Governing Body and follows the United Kingdom Athletics (UKA) Rules for Competition.
1.4 The Club Committee shall have the power to decide on any matter not specifically provided for under the Rules and Constitution and any other club documents.
2. HomeThe Club and athletics track are located at Blackshots Athletics Stadium, Springfield Rd, Grays Essex RM16 2QT Tel: 01375 377599
3. Media Internet address:
Thurrockharriersac.comTwitter: @thurrockac
Facebook- closed group current and past members only
4. Club ColoursEither white vest with blue edging and blue inverted V or white vest with blue edging and club badge on the chest. Blue or black shorts.
5. Objects 5.1 To encourage amateur athletics for all age groups and abilities as defined by UKA.
5.2 To facilitate appropriate competition and encourage all members to participate.
5.3 To provide a high level of coaching and officiating.
5.4 To achieve these objectives within the rules of UKA.
5.5 To extend our links in the community in the use of our facilities.
6. Ethos6.1 The Club is committed to ensuring that equity is incorporated across all aspects of its operations, activities and development. In doing so, the club 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’
6.2 The Club respects the rights dignity and worth of every person and shall treat everyone equally within the context of their sport, regardless of age, ability, gender, race, ethnicity, religious belief, sexuality or social/economic status.
6.3 The club is committed to everyone having the right to enjoy their sport in an environment free from threat of intimidation, harassment and abuse.
6.4 All Members have a responsibility to oppose discriminatory behaviour and promote equality of opportunity.
6.5 The Club will deal with any incidence of discriminatory behaviour seriously according to the Club's disciplinary procedures (see Grievance and Disciplinary Policy).
7. Exercise of Powers of the Club7.1 To carry on as an athletics club.
7.2 To provide athletics coaching, training and equipment.
7.3 To participate in leagues and organise matches and competitions.
7.4 To provide information, advice and guidance in athletics, competitions, coach and official development.
7.5 To publish or distribute information by various means including the Club website, Facebook and email.
7.6 To operate a bank account in the name of the Club.
7.7 To raise funds and to receive contributions.
7.8 To maintain and hire out the track/ stand/ changing rooms/ clubhouse according to the lease agreement with Thurrock Council.
7.9 To insure the property of the Club against all foreseeable risk and to ensure all members are insured through UKA membership.
7.10 To take out other insurance to protect the Club, its Officers and volunteers when required.
7.11 to do any other lawful things that are conducive to the Objects of the Club
8. Management The management of the club shall be vested in a General Committee which shall be made up of the following Officers:
8.1 General Committee as elected at the AGM – President, Chair, Vice- Chair, Secretary, Treasurer, Chief Steward, Stadium Manager, Equipment Manager, Membership Secretary, Coaching Secretary, Male and Female Child Welfare Officers, Media Officer, Social Secretary, Sports Council Representative, Essex AA Representative, Senior Women’s Team Manager, Senior Men’s Team Manager, Young Athletes’ Team Manager Track and Field, Young Athletes’ Team Manager Cross Country, Officials’ Secretary, Fund Raising Secretary, Jack Petchey Officer, Three Vice Presidents elected by the AGM from the Vice Presidents list as per rule19.1.3
8.1.1 Officers shall hold no more than two Officer posts at any given time.
8.2 The Committee shall consist of a minimum of 5 Committee Officers elected at the AGM which shall include Chair or Vice Chair.
8.3 The Committee shall have the power to co-opt members in a non-voting capacity.
8.4 Sub – Committees are formed for specific issues as they arise.
8.5 Officers shall be elected by the Members at an AGM.
8.5.1The President shall serve for 2 years.
8.6 Nominations for election of Members as Officers shall be made:
8.6.1 by the Committee; or
8.6.2 in writing by the proposer and seconder, both of whom must be existing Members 16 years or over, to the Secretary, no less than fourteen days before the meeting.
8.7 Each Officer shall hold office from the date of election until the conclusion of the next AGM. A retiring Officer may be re-elected at the AGM.
8.78 Any vacancy on the Committee which arises between one AGM and the next may be filled by a Member, proposed by one Officer, seconded by another and approved by the Committee.
8.9 An absent Officer may not appoint a substitute to act or vote on his or her behalf at any Committee meeting.
9. Powers of the General Committee9.1. The Committee shall be responsible for the management of all the affairs of the Club and may exercise all the powers of the Club consistent with the Club Rules and Constitution.
9.2 To fill any vacancy that may arise.
9.3 To set up a Sub-Committee to investigate any special items and report back their findings to the General Committee.
9.4 The Committee shall have the power to decide all questions and disputes arising in respect of any issue concerning the Rules.
9.5 Subject to these Rules and the general law, the Committee shall so exercise its rights, powers and duties and shall where appropriate use its best endeavours to ensure that others conduct themselves so that the business and affairs of the Club are carried out in furtherance of the Objects and in accordance with the rules and regulations of England athletics and UKA for the time being in force.
10. Calling a Committee Meeting10.1 The Committee shall hold not less than six meetings each year.
10.2 At least seven days’ notice by email shall be given to all Committee members of a meeting unless the Chair determines that urgent circumstances necessitate shorter notice.
11. Proceedings of a Committee Meeting11.1 The quorum for the meetings shall be Chair or Vice Chair, Secretary, and four other Committee members.
11.2 Meetings shall be chaired by the Chair or in their absence the Vice Chair.
11.3 Any member absenting themselves from 3 consecutive meetings without offering a reasonable excuse may be deemed to have resigned and will be sent a letter by the Secretary.
11.4 Decisions of the Committee shall be made by a simple majority by a show of hands of those Officers present at the meeting.
11.5 In an equality of votes, the Chair shall have the casting vote.
11.6 Every member of the General Committee shall be entitled to vote.
11.7 Minutes shall be kept of all General Committee meetings and all other General Meetings of the Club, (including all decisions of the Committee made outside a meeting) including the names of those present. These shall be signed off by the Chair at the next meeting as a true record of the meeting. The minutes shall be retained by the Secretary.
11.8 When a face-to-face meeting cannot take place, an alternative online meeting may be required. The General Meeting and voting rules will apply.
11.9 A general summary of the meeting may be included in a newsletter to membership providing all sensitive material is removed as agreed by Committee.
12. Conflicts of Interest12.1 Each Officer shall declare the nature and extent of any direct or indirect interest in any matter that may conflict with his or her duties to the Club.
12.2 If the other Officers deem a conflict exists, the officer should withdraw from that part of the meeting and not vote.
13. Disqualification from Office13.1 A person should cease to hold office as an Officer if:
13.1.1 He or she is subject to a decision of England Athletics or UKA that such person be suspended or disqualified from holding office or from taking part in any activity relating to administration or management of a club.
13.1.2 The Committee reasonable believes that he or she has become incapable by reason of illness or injury of managing his or her own affairs and decides to remove him or her from office.
13.1.3 He or she resigns from office by notice to the Club.
13.1.4 He or she is absent from meetings held within six months without notification to the Committee and the Committee decide that his or her office be vacated.
13.1.5 He or she is in material or persistent breach of the Club’s code of conduct as amended from time to time. A decision may only be passed if:
13.1.5.1 The Officer has been given at least twenty-one clear days’ notice in writing of the Committee meeting at which the decision will be made and the reasons why.
13.1.5.2 The Officer or his/her representative has been allowed to make representations at the meeting.
13.1.6 He or she ceases to be a Member for any reason whatsoever
13.1.7 The provisions in rule 13.1 above apply to sub-committees and any member who is not an Officer
14. Affiliation14.1 The Club shall affiliate to England Athletics as the National Governing Body and shall comply with and uphold the rules and regulations of England Athletics and where necessary, these rules should be interpreted in the light of the overriding UKA Rules for Competition.
14.2 The Club shall affiliate to other athletics organisation as deemed appropriate for the needs of the Members.
15. Club Membership (refer to THAC Membership Policy)15.1 The Members shall be those persons listed in the Club’s register of members which shall be maintained by the Membership Secretary.
15.2 The Committee may make bye laws under rule 31 below establishing the groups/categories of membership with different fees, rights and obligations and shall be recorded in the Club’s Membership Policy, updated annually.
16. Admission to Membership (refer to THAC Admissions Policy)16.1 Membership of the Club is open to all persons 8 years and over without discrimination and may only be refused where admission to membership would be contrary to the best interests of the sport or the good conduct and interests of the Club.
16.2 The Committee may from time to time fix the levels of admission fees and subscriptions paid by different categories of Members.
16.3 Officials, including Coaches, shall sign the Honorary Membership form to become Honorary Members, if not already active Members or Life Members.
17. Conditions of Membership (refer to THAC Membership Policy)17.1 These rules, including any bye laws made under rule 31, shall form a binding agreement between each Member and Members shall comply with these rules and bye laws.
17.2 Members shall pay any fees and annual subscriptions set by the Committee under rule 16.2 above.
17.3 Membership fees and subscriptions are due by the end of March in each year.
17.4 Members shall so exercise their rights, powers and duties and shall where appropriate use their best endeavours to ensure that others conduct themselves so that the business and affairs of the Club are carried out to further the Objects of the Club, and in accordance with England Athletics and UKA.
18. Cessation of Membership 18.1 Membership shall terminate if:
18.1.1 The Member dies.
18.1.2 The Member is convicted of a criminal offence which involves dishonesty or any other offence relating to safeguarding, drugs or violence, or any offence relating to children.
18.1.3 The Member resigns by written notice to the Club
18.1.4 The Member is in arrears to the Club and his or her subscriptions are at least three months overdue
18.1.5 The Member is removed by a resolution of the Committee as a result of the Club’s Disciplinary Policy.
18.2 The Committee may exclude the member from the Club’s premises until the meeting has considered this matter (except for attendance to make representation at such a meeting). A person may appeal in accordance with rule 32.2.
18.3 Any person ceasing to be a member forfeits all rights in relation to claims upon the Club, its property and funds and the return of any subscription fee.
19. General Meetings 19.1 The Committee shall call an Annual General Meeting (AGM) each year and no more than fifteen months shall pass between an AGM and the next. The business of an AGM shall include:
19.1.1 the receipt of a report of the activities of the Cub over the previous year
19.1.2 the receipt of a report of the Club’s finances over the previous year
19.1.3 the elections of Officers; and
19.1.4 any other business.
20. All General Meetings other than the AGM shall be called Extraordinary General Meetings (EGMs)20.1 An EGM may be called at any time by the Committee within fourteen days of the receipt by the Secretary of a requisition in writing, signed by not less than twenty per cent of Members of voting age stating the purpose of the meeting.
20.2 Business at an EGM may be any business that may be transacted at an AGM.
21. Notice of General Meetings21.1 An AGM shall be called during the month of March in every year.
21.2 Notice shall be given at least 21 days before the meeting, save that 90% of Membership may agree to shorter notice.
21.3 The notice shall specify the date, time and place of the meeting and the general nature of the business to be dealt with.
21.4 The Secretary shall send to each Member at their last known address written notice together with the resolutions to be proposed.
21.5 Any business desired to be placed on the Agenda, other than the items in 19.1 shall be sent to the Secretary in writing by the last Tuesday in February.
21.6 Honorary Auditors shall be elected at the meeting.
21.7 The accidental omission to give notice of a General Meeting to or the non-receipt of notice of a General Meetings to any person entitled shall not invalidate the proceedings of that meeting.
22. Proceedings at General Meetings22.1 No business shall be transacted at an AGM unless a quorum is present. The quorum shall be a minimum of 4 Committee members and 4 Members.
22.2 If a quorum is not present within half hour of the agreed start time, or if during a meeting a quorum ceases to be present, the meeting shall be adjourned to the same time and place in the next week, or as the Committee may determine.
22.3 If the number of Members present at the adjourned meeting is still insufficient, the Members present shall constitute a quorum.
22.4 The Chair, or in his/her absence any other Officer, shall preside as the chair of the meeting. Each member present shall have one vote but in the event of equal votes the Chair of the meeting shall have the casting vote.
22.5 The Secretary shall enter the minutes into the Club’s minute records.
22.6 The Committee may make whatever arrangements they consider appropriate to enable members to exercise their right to speak or vote, via telephone, or other electronic communication.
23. Alterations to the Constitution 23.1 Alterations or additions to the Constitution and Rules must only be made at the AGM or at a Special General meeting called for that purpose and passed by 75% of the Members present.
23.2 Any alteration must be submitted in writing to the Club Secretary by the last Tuesday in February.
24. Club Teams24.1 The appointed Members elected at AGM shall be responsible for managing the affairs of the teams.
24.2 The Team Managers shall report to the AGM a written report of the activities of the team.
25. Child Protection25.1 The Club has a Child Protection Policy which is that of UK Athletics and all future editions.
25.2 The Club has an Equality Policy which is that of UK Athletics and all future editions.
25.3 The Club shall ensure that all Members, volunteers, parents and Officers have read and signed the appropriate England Athletics Code of Conduct adopted by the Club.
25.4 The Club shall elect 2 Safeguarding Officers at the AGM.
27.5 All Officers are advised to attend a safeguarding course.
26. Communication by the Club26.1 Subject to these Rules, any document or information sent by the Club may be sent:
26.1.1 in hard copy form
26.1.2 in electronic form
26.1.3 by making it available on a website or internet forum.
26.2 The Club shall comply with its own GDPR policy and that of England Athletics (ref THAC Privacy Notice 2018) which Members and parents of Members Under 18 shall sign with their membership form.
27. Personal Risk27.1 Members and guests acknowledge and accept that playing or participating in any sport can be dangerous and may result in personal injury and damage to property. Members and guests shall take personal responsibility for their own actions and participate in the Club’s activities at their own risk.
27.2 Subject to 29.3 below, the liability of the Club and its Officers to any Member is limited to the net assets of the Club.
27.3 Nothing in these Rules shall limit or exclude liability:
27.3.1 for death or personal injury caused by negligence;
27.3.2 for any loss or damage caused by criminal or fraudulent conduct; or
27.3.3 for any other liability which cannot lawfully be limited or excluded.
28. IndemnityWithout prejudice to any other indemnity to which an Officer may otherwise be entitled, every Officer of the Club shall be indemnified out of the assets of the Club against any liability incurred by him or her in the proper discharge of his or her duties to the fullest extent permitted by the law.
29. Health and Safety (refer to THAC Health and Safety Policy)The Club takes the health and safety of its Members and volunteers seriously. It has a health and safety policy linked with the club’s Risk Assessments updated annually.
30. Stadium Hire Fees30.1 Fees shall be fixed by the Committee at their discretion.
30.2 A completed hire form the Club Risk Assessment document shall be completed excluding the Club from any liability.
30.3 The Committee shall have authority to exercise their discretion, letting as deemed appropriate, but in accordance with the terms of the Council’s lease.
31. Bye Laws31.1 The Committee may from time to time make such bye laws as they deem necessary or expedient or convenient for the proper conduct and management of the Club, in particular the Committee may by such bye laws regulate:
31.1.1 the establishment of different categories of membership of the Club
31.1.2 the admission and classification of Members and the rights and privileges of such members and the conditions of membership and the terms on which Members may resign or have their membership terminated
31.1.3 the entrance fees, subscriptions and other fees or payments to be paid by their members
31.1.4 the creation of regulations to improve the administration of the Club
31.1.5 the adoption or alteration of such other regulations or policies as the Committee thinks fit
31.1.6 the conduct of members in relation to one another and to the Club’s Officers, staff, volunteers or beneficiaries including disciplinary procedures
31.1.7 the terms on which Members and guests may be permitted to take part in the Club’s activities
31.1.8 the setting aside of the whole or any part of the Club’s premises at any particular time for any particular purpose
31.1.9 any licensable or other regulated activities of the Club, within the Council lease agreement
31.1.10 the procedure at General meetings and meetings of the Committee and sub-committees insofar as such procedures are not regulated by these Rules
31.1.11 the appointment of proxies, the form and content of proxy notices, the delivery of proxy notices to the Club and the revocation of such appointments
31.1.12 any procedures to assist the resolution of disputes within the Club
31.1.13 generally, all such matters as are commonly the subject matter of Club Rules
provided that nothing in such bye laws shall prejudice the Club’s affiliation to England Athletics.
32. Complaints and Disputes32.1 All concerns, allegations or reports of malpractice or abuse relating to the welfare of children or vulnerable adults will be recorded and responded to swiftly and appropriately in accordance with the Club’s and EA’s safeguarding policy and procedures. The Welfare Officer shall be the Lead Officer for all members in the event of any safeguarding concerns.
32.2 Any complaints of misconduct (improper or unprofessional conduct) regarding the behaviour of Members or Officers shall be dealt with by the Club in the first instance, in accordance with its Discipline and Appeals process (see section 6.5 and the Club Grievance and Disciplinary Policy).
33. Dissolution 33.1 A proposal for dissolution may only be requested at the AGM.
33.2 If 75% of the Club’s Committee is in favour of proposing the dissolution, an EGM must be held within one month of the AGM with at least two weeks’ notice.
33.3 A dissolution proposal can only come from the Committee.
33.4 At the EGM at least 75% of the eligible voters must vote in favour of the proposal to become effective.
33.5 In case of dissolution, it is required:
33.5.1 Any net assets would be distributed for approved sporting or charitable purposes, by the Committee as agreed by the Members of the Club.
33.5.2 All liabilities must be paid to its creditors before dissolution.
33.5.3 Affiliated organisations are instantly notified of the dissolution and affiliation memberships are cancelled.
34. DeclarationThe Club duly adopted these rules as its governing document on 8th November 2023
Signed…G Heapy
Chair