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Code of Conduct
Privacy Notice
Cookie Policy

Derwent AC Cockermouth Constitution


1. Name of Club

The Club will be called Derwent AC Cockermouth (Hereinafter will be referred to as The Club) and may also be known as Derwent AC; Derwent Athletic Club, DAC.  Derwent AC Cockermouth will be affiliated to England Athletics and Northern Athletics.


2. Aims and Objectives

The aims and objectives of The Club will be:

  1. To encourage the practice, promotion, development and participation within running including: road; track; cross-country; fell; trail

  2. To provide training and coaching for Club members

  3. To promote The Club within the local community and running community

  4. To organise open and Club races

  5. To organise teams to represent the Club in championships and leagues and in such other competitions as the Committee decide

  6. To ensure a duty of care to all members of the club

  7. To provide all its services in a way that is fair to everyone

  8. To seek affiliation to national and regional amateur athletic bodies as the Committee consider appropriate in order to carry out the objectives of The Club


3. Membership 

(a)   Membership of the club is open to anyone aged 16 or over interested in promoting, coaching, volunteering or participating in running, regardless of sex, age, disability, ethnicity, nationality, sexual orientation, religion or other beliefs.


(b)   The membership shall consist of the following categories:

  • Full member

  • Second Claim member (those belonging to another club to which they pay affiliation fees, but wishing to access the training / social benefits of The Club)

  • Social member (those wishing to access the training / social benefits of The Club, but do not require England Athletics affiliation)


(c)   All members will be subject to the regulations of the constitution and by joining The Club will be deemed to accept these regulations and codes of practice that The Club has adopted.


(d)   Members in each category will pay membership fees, as determined at the Annual General Meeting.


(e)   Individuals shall not be eligible to take part in the business of The Club, vote at general meetings or be eligible for selection of any Club team unless the applicable subscription has been paid by the due date and/or membership has been agreed by The Club committee.


  1. Sports Equity

  1. This Club is committed to ensuring that equity is incorporated across all aspects of its development. In doing so it 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.


  1. The Club respects the rights, dignity and worth of every person and will treat everyone equally within the context of their sport, regardless of age, ability, gender, race, ethnicity, religious belief, sexuality or social/economic status.


  1. The Club is committed to everyone having the right to enjoy their sport in an environment free from threat of intimidation, harassment and abuse.


  1. All Club members have a responsibility to oppose discriminatory behaviour and promote equality of opportunity.


  1. The Club will deal with any incidence of discriminatory behaviour seriously, according to club disciplinary procedures.


5. Committee

  1. The affairs of the Club shall be conducted by a Committee which shall consist of the Chair, Treasurer, and Secretary plus other officers as may be determined at the Annual General Meeting and may include: Ladies Captain; Men’s Captain; Coaching Coordinator; Media Officer; Race Director / Volunteer Coordinator.  All Committee members shall be elected at the Annual General Meeting.


  1. All committee members must be members of The Club.


  1. If required, the committee shall elect a Vice Chair from among its members.


  1. The term of office shall be for one year, and members shall be eligible for re-election.


  1. If the post of any officer or ordinary committee member should fall vacant after such an election, the Executive Committee shall have the power to fill the vacancy until the succeeding Annual General Meeting.


  1. The Committee will be responsible for adopting new policy, codes of practice and rules that affect the organisation of The Club.


  1. The Committee will have powers to appoint any advisers to the Committee as necessary to fulfil its business.


  1. The Committee will be responsible for disciplinary hearings of members who infringe the club rules/regulations/constitution. The Committee will be responsible for taking any action of suspension or discipline following such hearings.


  1. The committee meetings will be convened by the Secretary of the Club and be held no less than 3 times per year.


  1. Only the posts listed above will have the right to vote at committee meetings.


  1. The quorum required for business to be agreed at Management Committee meetings will be 50% of officers in post.


6. Finances

(a) The club treasurer will be responsible for the finances of the club.


(b) The financial year of the club will run from 1st April and end on 31st March


(c) All club monies will be banked in an account held in the name of the club. 


(d)A statement of annual accounts in line with audit requirements will be presented by the treasurer at the Annual General Meeting.


(e) Any cheques drawn against club funds should hold signatures of two of the officers in post.


  1. All members of the Club shall be jointly and severally responsible for the financial liabilities of the Club.


7. Annual General Meetings and Extraordinary General Meetings

  1. General Meetings are the means whereby the members of the Club exercise their democratic rights in conducting the Club’s affairs.

  2. The Club shall hold the Annual General Meeting (AGM) in the month of December to:
    - Approve the minutes of the previous year’s AGM. 
    - Receive reports from the Chair and Secretary. 
    - Receive a report from the Treasurer and approve the Annual Accounts. 
    - Receive a report from those responsible for certifying the Club’s accounts if required. 
    - Elect the officers on the committee. 
    - Agree the membership fees for the following year. 
    - Consider any proposed changes to the Constitution.
    - Deal with other relevant business.

  3. Notice of the AGM will be given by the club secretary with at least 14 days’ notice to be given to all members.

  4. Nominations for officers of the committee will be sent to the secretary prior to the AGM.

  5. Proposed changes to the constitution shall be sent to the secretary prior to the AGM, who shall circulate them at least 7 days before an AGM.

  6. All members have the right to vote at the AGM.

  7. The quorum for AGMs will be 15% of the current membership.

  8. The Chair of the Club shall hold a deliberative as well as a casting vote at general and committee meetings.

  9. An Extraordinary General Meeting (EGM) shall be called by an application in writing to the Secretary supported by at least 10% of the members of the Club.  The committee shall also have the power to call an EGM by decision of a simple majority of the committee members.

  10. All procedures shall follow those outlined above for AGMs.

8. Amendments to the constitution

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


9. Discipline and appeals

  1. All concerns, allegations or reports of poor practice/abuse relating to the welfare of children and young people will be recorded and responded to swiftly and appropriately in accordance with the club’s child protection policy and procedures. The Club Welfare Officer is the lead contact for all members in the event of any child protection concerns.

  2. All complaints regarding the behaviour of members should be presented and submitted in writing to the Secretary.

  3. The Management Committee will meet to hear complaints within 28 days of a complaint being lodged. The committee has the power to take appropriate disciplinary action including the termination of membership.

  4. The outcome of a disciplinary hearing should be notified in writing to the person who lodged the complaint and the member against whom the complaint was made within 28 days of the hearing.

  5. There will be the right of appeal to the Management Committee following disciplinary action being announced. The committee should consider the appeal within 28 days of the Secretary receiving the appeal.



10. Dissolution

(a) A resolution to dissolve the club can only be passed at an AGM or EGM through a majority vote of the membership.


(b) In the event of dissolution, all debts should be cleared with any clubs' funds.  Any assets of the club that remain following this will become the property of the following approved sporting or charitable bodies:

  1. A registered charitable organisation

  2. Another club which is a registered CASC

  3. The sport’s national governing body for use by them for related community sports


11. Declaration

Derwent AC Cockermouth hereby adopts and accepts this constitution as a current operating guide regulating the actions of members.



Philip Cueto










Elizabeth Watson


Committee Member






Code of Conduct for Coaches and Athletes

The purpose of the Code of Conduct is to uphold standards of ethical behaviour for both coaches and athletes. The components of ethical behaviour are: integrity, responsibility, competence and confidentiality.

It complements, but does not supersede, the Codes of Practice and stated welfare policies of UK Athletics, and has been written to reflect the particular character of Derwent Athletic Club Cockermouth.

As a responsible Athletics Coach you will:

  • Respect the rights, dignity and worth of every athlete and other involved in athletics and treat everyone equally

  • Place the welfare and safety of the athlete above the development of performance

  • Be appropriately qualified including obtaining CRB clearance, update your licence and education as and when required by UKA and adhere to the terms of the coaching licence

  • Ensure that activities you direct or guide are appropriate for the age, maturity, experience and ability of the individual athlete

  • Whilst in a coaching role, strictly observe a clear boundary between friendship and intimacy with athletes

  • Never try to recruit, either covertly or overtly, athletes who are already receiving coaching

  • Challenge inappropriate behavior or language by others

  • Turn up in good time for each session and / or assure that there is adequate cover for each session provided, or adequate notice of cancellation

  • In advance, clarify the content and purpose of a particular session

  • Act as a good role model by consistently displaying good standards of behavior, appearance and safe training practice in their own training

  • Encourage and guide athletes to accept responsibility for their own performance and behaviour

  • Consistently promote positive aspects of the sport such as fair play and never condone rule violations or the use of prohibited or age-inappropriate substances

  • Never put themselves in a position where exploitation or abuse of vulnerable athletes could occur or could have thought to have occurred

  • Try to observe a recommended maximum ratio of 1 coach to 12 athletes at a training session, or work in partnership with another coach / coaching assistant

  • Invite and listen to feedback from the athletes they are coaching

  • Cooperate fully with others involved in the sport such as technical officials, team managers, other coaches, doctors, physiotherapists, sports scientists and representatives of the governing body in the best interests of the athlete

  • Report any suspected misconduct by other coaches to the appropriate authorities (the Club’s Welfare Officer, UK Athletics, police, as appropriate)

As a responsible Athlete you will:

  • Respect the rights, dignity and worth of every athlete, coach, technical official and others involved in athletics and treat everyone equally

  • Accept responsibility for their own behavior and performance in training and in competition

  • Act with dignity and display courtesy and good manners towards others

  • Avoid swearing and abusive language and irresponsible behavior including behavior that is dangerous to yourself or others, acts of violence, bullying, harassment and physical and sexual abuse

  • Anticipate and be responsible for your own needs including being organized, having the appropriate equipment and being on time

  • Inform your coach of any other coaching that you are seeking or receiving

  • Let the coach know of any factors liable to have an impact on their ability to train or compete or their long term health (e.g. wellness or health issues, medication, injury, illness, impending or recent competition, work or home pressures)

  • Whilst in an athlete role, strictly observe a clear boundary between friendship and intimacy with the coach(es)

  • If junior, notify a responsible adult if you have to go somewhere (why, where and when you will return)

  • Avoid destructive behavior and leave athletics venues as you find them

  • Challenge inappropriate language and behavior by others

  • Give feedback to the coach(es) on how the session felt for them and whether there are any consequential problems

  • Take personal responsibility for warming up before the session and cooling down including stretching after the session

  • Consistently promote positive aspects of the sport such as fair play and never condone rule violations or the use of prohibited or age inappropriate substances

  • Show appreciation to those throughout the club who help them participate in athletics, including the coaches

  • Pay all membership, training and competition fees promptly

  • Cooperate fully with others involved in the sport such as technical officials, team managers, other coaches, doctors, physiotherapists, sports scientists and representatives of the governing body in the best interests of the yourself and other athletes

  • Report and suspected misconduct by other coaches to the Club’s Welfare Officer in the first instance

Additionally, Parents or Carers will:

  • Never place undue pressure on children to perform, participate or compete

  • Check out the qualifications and licences of people who are coaching or managing your child or offering a service connected to athletics such as physiotherapy, massage or nutritional advice

  • Take an active interest in your child’s participation

  • Never make assumptions about your child’s safety

  • Ensure that your child does not take any unnecessary valuable items to training or competition

  • Inform your child’s coach of any illness or disability that needs to be taken into consideration for athletic performance

  • Provide any necessary medication that your child needs

  • Assume responsibility for safe transportation of your child to and from training and competition

  • Report any concerns you have about your child’s or any other child’s welfare to the Club’s Welfare Officers (this does not affect your right to contact your local social services or the police if you feel it is necessary)

Breaches of Conduct

Coaches or Athletes wishing to allege breaches of the Codes of Conduct should in the first instance contact the Club’s Welfare Officers.


Derwent AC Cockermouth is committed to protecting and respecting your privacy.  For any personal data you provide for the purposes of your membership, Derwent AC Cockermouth is the Data Controller and is responsible for storing and otherwise processing that data in a fair, lawful, secure and transparent way.


What personal data we hold on you

You may give us information about you by filling in forms at an event or online, or by corresponding with us by phone, e-mail or otherwise.  This includes information you provide when you register with the Club.  The information you give us may include your name, date of birth, address, e-mail address, phone number, name of the EA affiliated Clubs with which you are registered and gender (Athletics Data).  We may also ask for relevant health information and disability information which is classed as special category personal data.


Why we need your personal data

The reason we need your Athletics Data is to be able to administer your membership, and provide the membership services you are signing up to when you register with the club.  Our lawful basis for processing your personal data is that we have a contractual obligation to you as a member to provide the services you are registering for.

Reasons we need to process your data include:

For training and competition entry

  • Sharing personal data with club coaches or officials to administer training sessions;

  • Sharing personal data with club team managers to enter events;

  • Sharing personal data with leagues, county associations (and county schools’ associations_ and other competition providers for entry in events.

For funding and reporting purposes

  • Sharing anonymised data with a funding partner as condition of grant funding e.g. Local Authority

  • Analysing anonymised data to monitor club trends; and

  • Any reviews / surveys to improve your experience as a club member

For membership and club management

  • Processing of membership forms and payments

  • Sharing data with committee members to provide information about club activities, membership renewals or invitation to social events;

  • Club newsletter promoting club activity; and

  • Publishing of race and competition results.

Marketing and Communications (where separate consent is provided)

  • Sending information about promotions and offers from sponsors;

  • Sending information about selling club kit, merchandise or fundraising.


Any special category health data we hold on you is only processed for the purposes of passing health data to coaches to allow the safe running of training sessions.  We process this data on the lawful basis of consent.  Therefore, we will also need your explicit consent to process this data, which we will ask for at the point of collecting it.


On occasion we may collect personal data from non-members (e.g. any non-member participant who fills in a form at an event).  This information will be stored for 4 weeks after and event and then destroyed securely.  Our lawful basis for processing data is consent.  Therefore, we will also need explicit consent from non-members to process this data, which we will ask for at the point of collecting it.


The club has the following social media pages: Facebook, Twitter, WhatsApp.  All members are free to join these pages.  If you join one of the social media pages, please note that the provider of the social media platforms have their own privacy policies and that the club do not accept any responsibility or liability for these policies.  Please check these policies before you submit any personal data on the club social media pages.


Who we share your personal data with

When you become a member of or renew your membership with Derwent AC Cockermouth you will automatically be registered as a member of England Athletics.  We will provide England Athletics with your personal data which they will use to enable access to an online portal for you (called MyAthletics).  England Athletics will contact you to invite you to sign into and update your MyAthletics portal (which, amongst other things, allows you to set and amend your privacy settings).  It is vital, therefore, that a valid email address is given, so that you can ensure that your data is correct and so that you can set your own privacy settings.  If you have any questions about the continuing privacy of your personal data when it is shared with England Athletics, please contact dataprotection@englandathletics.org

The Club does not supply personal data it holds for this purpose to any other third party.  The Club does not store or transfer your personal data outside of the UK.


How long we hold your personal data

We will hold your personal data on file for as long as you are a member with us.  Athlete data is updated every year on annual membership forms.  Any personal data we hold on you will be securely destroyed after four years of inactivity on that member’s account, in line with England Athletics Limited’s retention policy.  Your data is not processed for any further purposes other than those detailed in this policy.

Your rights regarding your personal data

As a data subject you may have the right at any time to request access to, rectification or erasure of your personal data; to restrict or object to certain kinds of processing of your personal data, including direct marketing; to the portability of your personal data and to complain to the UK’s data protection supervisory authority, the Information Commissioner’s Office about the processing of your personal data.

As a data subject you are not obliged to share your personal data with the Club.  If you choose not to share your personal data with us we may not be able to register or administer your membership.


Version Updated: February 2019


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