POLICIES

Derwent AC Cockermouth Constitution: 04/02/2022

 

Objectives of the Club
To facilitate participation in, and promotion of recreational and competitive running.

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Membership of the Club
Membership of the Club is open to adults over the age of 18.  The club membership year runs from 1st April to 31st March.

Individuals who wish to become members of the Club must apply via the website and pay the appropriate subscription fee. The Committee shall admit that person to membership unless to do so would be contrary to the best interests of the sport or the Club.

By becoming a member of the Club, every member agrees to abide by the Club’s Constitution, Rules and Policies; the Rules of Competition and other rules and regulations of UK Athletics Limited; and the rules and regulations of England Athletics Limited (or relevant successor bodies).

Membership Classes
The Club has three different classes of annual membership set out below.

 · First Claim Members
Anyone satisfying the general admission criteria (as determined from time to time by the Committee) can become a First Claim Member, provided that: they are an amateur as defined from time to time by UK Athletics.  First Claim Members are entitled to receive notice of, attend and vote at Annual General Meetings (AGM) of the Club.

 · Second Claim Members
Individuals with First Claim to another running club can train with the Club and join as ‘Second Claim’.  They cannot enter the Club Championship or vote at the AGM

Subscriptions
Membership fees are due on 1st April each year.  Fees are reviewed and each year and set by the Committee.  New members joining after 1st January each year do not need to pay a membership fee on the 1st April immediately following.
Members having arrears of subscriptions will not be eligible to participate in the affairs or activities of the Club, including voting in any meeting, the London Ballot and Club Championship.  Payment of a full subscription at a later date will enable the former member to be readmitted by the Committee and results count towards the Club Championship.

Cessation of Membership
Members may resign from membership at any time by notice to that effect given to the Secretary. A member who resigns is not entitled to any part refund of subscriptions.
Membership is not transferable and shall cease immediately on death or on the failure of the member to comply with any condition of membership set out in this Constitution.

The Committee has the power to expel a Member when in its opinion it would not be in the interests of the sport or the Club for him/her to remain a member. Such expulsion shall be carried out in accordance with the club’s Disciplinary Procedures.

Any person shall, upon ceasing to be a Member of the Club, forfeit all rights to and claims upon the Club and its property and funds.

The Club Committee
The day-to-day management of the Club shall be deputed to a Committee consisting of the seven elected Officers

Officers’ Roles
The Officers of the Club are: Chair, Treasurer, Secretary, Men’s and Ladies’ Captains, and the Race Coordinator, who are nominated in accordance with the procedure entitled “Election of Committee” and elected annually at the AGM. The seventh member of the committee will be occupied by one of the club coaches.

The Officers remain in office after their election for a one-year term until the end of the AGM after their election and are eligible for re-election. These Officers may delegate and assign tasks to other members.

Election of Committee
Any Member may be nominated by any other two Members, with his/her approval, as a candidate for any of the Committee Member posts by notice in writing (including email) to the Secretary at least two weeks before the date of the AGM.

A Member may accept nomination for any of the separately elected posts constituting the Committee, subject to being eligible to hold only one of these posts at any time. If a Member shall be elected to a post during the prescribed course of business, his or her name shall be deleted from all subsequent voting for the remaining elected posts at that meeting.

If there is only one candidate for the post of any Officer, that candidate will be declared elected unopposed. If the number of candidates is more than one, ballot papers will be prepared containing all the names proposed: every eligible Member may vote for each office; the candidate with a simple majority will be elected.

Leaving Office
The office of an elected member of the Committee will be vacated if he/she:
a) resigns at any time by notice in writing to that effect given to the Secretary and such resignation shall take effect immediately.
b) ceases to be a First Claim Member or is excluded or suspended from the Club under disciplinary proceedings.
c) is suspended from holding office or taking part in any activity relating to the administration or management of a Club by a decision of England Athletics Limited or UK Athletics Limited;
d) is asked to resign by all the other Committee members, acting together.
 
The Committee has the power to appoint a Member to fill any casual vacancy on the Committee or amongst the Honorary Officers until the next AGM. Any Honorary Officer or Committee Member so appointed will retire at the next AGM but is eligible for election at such meeting in accordance with the provisions for Proceedings at General Meetings.

The Committee will meet as often as necessary in any manner agreeable to the Committee (including telephone and social media).  The quorum necessary for transaction of business is half (rounded to the nearest whole) of the members of the Committee. A meeting of the Committee at which a quorum is present and has been properly convened is competent to exercise all the powers and discretions invested in the Committee by these Rules.

The Committee may act notwithstanding any vacancy in its numbers, so long as the number of members of the Committee entitled to vote is quorate, in which case it is entitled to act only for the purpose of appointing or arranging the election of new members of the Committee.  Questions arising at any meeting will be determined by a simple majority of votes, illustrated by a show of hands. In the case of an equality of votes, the Chair will have a casting or additional vote.
The Committee may regulate their meetings and proceedings as they think fit. As soon as is reasonably possible after a meeting, the Secretary will distribute minutes of the meeting to the other Committee members for comment.

The Committee may invite persons who are not members of the Committee to address a meeting of the Committee.

Powers of the Committee
The Committee is responsible for the management of the Club and has the following specific powers to:
a) make Club Rules and regulations to allow for the day to day operation of the Club and its activities. Such Club Rules may not supersede or contradict provisions of the Constitution and must be reasonably available to Members
b) operate a Members' Welfare policy in accordance with the Policy and Procedures issued by UK Athletics Limited.
c) appoint any person or persons to accept and hold in trust for the Club any property belonging to the Club or in which it is interested. The Chair from time to time is nominated as the person to appoint new trustees within the meaning of Section 36 of the Trustee Act 1925. A new trustee shall be nominated by resolution of the Committee and the Chairman shall by deed duly appoint the person or persons so nominated as the new Trustee or Trustees of the Club. The provisions of the Trustee Act 1925 shall apply to such appointment.
d) make and give receipts, releases and other discharges for any amount payable to the Club and for claims and demands of the Club.
e) issue, sign, draw, endorse, negotiate, transfer and assign all cheques, bills, drafts and promissory notes to operate on the Club's banking accounts.
f) enter into all such negotiations and contracts and rescind and vary all such contracts and execute and do all such acts, deeds and things in the name of, and on behalf of, the Club as they may consider expedient.
g) pay all the costs and expenses of, and incidental to, any of the aforesaid matters and things.
h) determine how and by whom any such power shall be executed, operations effected and documents signed or things done.
i) appoint Members or sub-Committees to exercise such functions as the Committee may require.
j) organise Club activities.
k) The members of the Committee and any trustees appointed under paragraph (c) above to act as trustees are entitled to an indemnity out of the assets of the Club for all expenses and other liabilities properly incurred by them in the management of the affairs of the Club.

Club Meetings
The accidental omission to give any such notice to, or the non-receipt of any such notice by, any person entitled to receive the same will not invalidate the proceedings at any General Meeting. Every notice calling a meeting will specify the general nature of the business to be transacted and will specify if the meeting is to be an Annual General Meeting.

At all such meetings the Chair, or in his or her absence a member of the Club selected by those members of the Committee present, shall take the Chair.  Every Member shall have one vote unless disqualified from voting. Votes may be given personally or by proxy.  Every resolution submitted to a meeting shall be decided by a show of hands, the Chair of the meeting shall have a casting vote in the event of a tie.

The following rules shall apply to all General Meetings:

a) the quorum for a General Meeting is ten Members personally present and entitled to vote. No business shall be transacted at any General Meeting unless the required quorum is present. If, within an hour following the time appointed for the meeting a quorum is not present, the meeting shall stand adjourned to a time and a place agreed by the majority of Members present. If, at such adjourned meeting a quorum is not present, those Members who are present shall be a quorum and may transact the business for which the meeting was called.
 
b) all resolutions (and amendments thereto) shall be put to the meeting.
 
c) resolutions proposed for consideration by a General Meeting shall be submitted in writing to the Secretary at least two weeks before the date of the meeting.
 
d) amendments may be proposed at any time during debate, although the Chair shall have the right to require these to be put in writing together with the name of the proposer.
 
e) the Chair shall deal with amendments in the strict order in which they are proposed, although he/she has the right to refuse amendments which negate the resolution. If an amendment to a resolution is proposed, no further amendments well be proposed until the first is disposed of. If an amendment is lost, a further amendment may be moved to the original resolution, but only one amendment will be submitted to the meeting at one time; if an amendment to a resolution is carried, then the resolution as amended will become the resolution to which further amendments may be proposed.

During the course of debate the proposer of a resolution may accept an amendment to the resolution, in which case the amended resolution shall become the resolution under debate. The proposer can withdraw a resolution or amendment. The resolution shall be debated and decided by the meeting.

The Chair of the General Meeting may, with the consent of the meeting, adjourn the same from time to time and from place to place but no business can be transacted at any adjourned meeting other than the business left unfinished at the meeting from the point at which the adjournment took place.

Annual General Meetings

The Annual General Meeting of the Club shall be held in at the beginning of each year for the following purposes and order of business:
· to receive from the committee a statement of accounts for the preceding financial year;
· to elect the Officers and the Committee
· to appoint any non-committee roles
· to decide on any resolution which may be submitted to the meeting as per these Rules.
· Not less than three weeks notice of an Annual General Meeting specifying the place, day and time of the meeting shall be given to the Members.

The AGM will elect a Returning Officer from those present to oversee any elections conducted at the meeting.

Special General Meetings (SGM)

Members will be given not less than three weeks notice of a Special General Meeting specifying the place, day and time.

Within four weeks of requisition in writing of not fewer than ten Members entitled to vote at such meetings, the Secretary will convene a SGM stating the business to be raised. No other business is to be discussed at a SGM.

Accounts
The Treasurer will ensure proper accounts are kept and provide Committee Members with accurate financial reports on at least a quarterly basis. The Club’s financial records shall always be open to inspection by the Committee.

The Club’s Financial Year runs from 1st April to 31st March inclusive. The Treasurer shall present accounts for the previous Financial Year to the AGM for consideration and copies will be available to Members at the meeting. If the Accounts are not accepted at the AGM, a qualified accountant may be appointed to investigate members’ concerns.

The club aims to cover its costs each year through membership fees and club events

London Marathon places
As the Club is affiliated to England Athletics, it is entitled to receive a place of entry into the London Marathon each year. The place will be allocated to club members via an open ballot. Entry into the ballot is open to those members who have been members of the Club as a member for 1-full year before the ballot date who have forwarded their “rejection slips” to the Club Secretary no later than 24 hours before the deadline.

Notices
Any notice required to be given under this Constitution will be deemed to have been given and received having been sent by mail or email to the last known address of the member, as appropriate, or by publication on the Club's website
 

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.

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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

This is the Cookie Policy for Derwent Athletics Club, accessible from https://www.derwentac.com/
 

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More Information

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