| 1. | NAME |
| The Club shall be known as Vale of Aylesbury Athletic Club. |
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| 2. | OBJECTS |
| The objects of the Club shall be to further the interest and encourage Amateur Athletics in the Vale of Aylesbury |
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| 3. | HEADQUARTERS |
| The Headquarters of the Club shall be at the Stoke Mandeville Stadium, or such other place as members, in meeting, shall determine. |
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| 4. | GENERAL EXECUTIVE COMMITTEE |
| The General Executive Committee (Executive Committee) shall be responsible for all matters relating to the Club. It is to comprise a maximum of 7 duly elected members and to include the following:
Chairman, Vice-Chairman, General Secretary (Secretary), Treasurer, Director of Coaching, Membership Secretary and Development Officer. |
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| a. | All Executive Committee Members shall be elected annually at the Annual General Meeting |
| b. | All duly elected members shall hold office until the following Annual General Meeting when they will be eligible for re-election. |
| c. | No member shall hold more than two positions on the Executive Committee at any one time. |
| d. | With the sole exception of the post of Development Officer (Clause 24), all appointments shall be Honorary. |
| e. | Any 5 members may form a quorum and in the Chairman or Vice-Chairman’s absence shall themselves elect a Chairman to preside over that one meeting. |
| f. | Non Executive Committee members co-opted onto the Executive Committee shall have voting rights in accordance with Clause 17. |
| g. | The Executive Committee shall meet at regular intervals on a date to be notified to each Executive Committee member by the Secretary. |
| h. | The Executive Committee shall have the power to appoint sub-committees and to delegate to them such tasks as necessary. |
| i. | Any member of the Executive Committee or any other officer of the Club shall be entitled to reclaim any reasonable expenses properly incurred in the performance of their duties. Any claim for exceptional expenses must be referred to the Executive Committee for authorisation. |
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| 5. | CLUB KIT |
| The Club kit shall be a Royal Blue Vest with a White Hoop across the chest or alternatively in the case of females a Club crop top, which must be worn by all members when representing the Club in Athletic Competition or other events as directed by the Executive Committee. Alternative colours of a White Vest with Royal Blue trim may be worn in endurance events of 20 kilometres or more. |
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| 6. | AFFILIATION |
| The Club shall be affiliated to UK Athletics, the South of England Athletic Association and the Buckinghamshire Athletic Association and shall abide by their rules. |
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| 7. | MEMBERSHIP |
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| a. | Membership of the Club shall be limited, as may from time to time be determined and shall consist of such subscribers and categories of Honorary Officers and Members referred to in Clause 7d.(7) hereof who are themselves eligible within the definition of the Amateur Athletic Association of England (or the controlling body for Amateur Athletics in England) and who for the time being are members appointed in accordance with Clauses 7b, 7c and 7d below. |
| b. | Applications for membership must be made in writing on the official form provided for the purpose and shall be approved by the Club's Membership Secretary who will decide whether it is necessary to first seek the approval of the Executive Committee. |
| c. | All such applications must either be Proposed or Seconded by a member of the Executive Committee |
| d. | There will be 7 classes of Membership, determined by appropriate subscription levels:
| 1) | Junior Individual – Those of 8 years of age and under 20 years |
| 2) | Senior Individual – Those of 20 years and over |
| 3) | Family – (i) Junior Individuals and Parents
(ii) Senior Individuals and Junior Individuals
(ie competing parent/s and children) |
| 4) | Associate Members
Senior Individual Members who
(i) do not wish to use the Club’s athletics track at the Stoke Mandeville Stadium for training or
(ii) do not train with or compete for the Club but wish to remain associated with the Club and do not qualify as Concessionary Members. |
| 5) | Concessionary Members
i) Junior and Senior Individuals who are living away in connection with full time education but who wish to continue to compete for the Club and to resume full Membership of the Club on completion of their studies
ii) Old Age Pensioners
iii) The unwaged and unemployed |
| 6) | Second Claim Members – Junior and Senior Individuals who are first claim members of other clubs but who use the Club’s facilities. |
| 7) | Honorary Officers and Members – The Club’s President, Vice-Presidents,Life Members and Honorary Members. | | |
| 8. | SUBSCRIPTIONS |
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| a. | With the exception of the Honorary Officers and Members categorised in Clause 7d(7) hereof and active coaches and officials (defined in Clause 8h hereof), every member shall pay to the funds of the Club a subscription fee which shall become due upon acceptance of application for membership and thereafter on the 1st April of each following year. |
| b. | The appropriate subscription must be paid before the member is entitled to any of the privileges of the Club. |
| c. | The rate of subscription shall be determined by the Executive Committee and placed before members at the Annual General Meeting. |
| d. | A surcharge of £10 will imposed on all subscription fees unpaid after 31 July of any year. |
| e. | To be fairer to members joining mid-year, the Membership Secretary shall be empowered to operate a sliding scale of fees. |
| f. | In cases of genuine financial hardship, the Membership Secretary shall be empowered to exercise discretion as to the amount of Subscription Fees charged. |
| g. | Current elected members of the Executive Committee shall be entitled to claim a 50% reduction of their respective membership subscription fees in recognition of their service to the Club unless they are exempt from the payment of such fees by virtue of being a Vice-President, Honorary Member, active Coach or active official. |
| h. | The following Club Members shall be exempt from the payment of individual membership subscription fees or alternatively will be entitled to claim a 50% reduction of any Family Membership subscription fee whichever is more beneficial to the coach or official:-
(i) current Club Coaches
(ii) current officials who do not compete for or train with the Club
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| For the purposes of this provision, a coach is defined as a member who has a minimum qualification of UK Athletics Level 1 Coach and continues to be active in their coaching role and an official is defined as a member who regularly assists the Club with officiating, marshalling or stewarding at Track and Field Events, Cross Country Events or Road Races. |
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| 9. | ARREARS OF SUBSCRIPTIONS |
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| a. | No member shall be entitled to represent the Club in competition or to use the Club’s training and coaching facilities unless they have paid their membership subscription fee. |
| b. | The Executive Committee shall have the power to expel any member whose subscription is six months in arrears, providing a month’s notice in writing shall have been sent to such a member by a registered or recorded delivery letter, addressed to his last known address, informing him of the proposed action of the Executive Committee. |
| c. | The name and address of any person so expelled from a Club shall be sent to the Honorary Secretary of the appropriate Area Association who shall enter the name in the book (to be called “the Suspension Book”) kept for that purpose. Every person whose name has been entered in a Suspension Book shall be suspended from competing at any meetings held under U K Athletics Laws until the liability causing his said expulsion, which shall not exceed one year’s subscription, shall have been discharged. |
| d. | A Club Secretary sending a name for entry in the Suspension Book must send the Post Office receipt for the registered or recorded delivery letter sent to such person, or the name will not be inserted. | |
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| 10. | REGISTER OF MEMBERS |
| The Club shall keep a register of members in which the Secretary, or Membership Secretary if so appointed, will maintain the following particulars: |
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| a. | The names and addresses of the members. |
| b. | The status of membership held |
| c. | The date each person was registered as a member and the date they ceased to be a member |
| d. | The names and addresses of the Officers of the Club, with the Office and date of assuming Office. For this purpose “an Officer” is the Chairman, Secretary and Treasurer of the Club. |
| e. | Every Member shall within 14 days give notice to the Secretary of any change of address. | |
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| 11. | CESSATION OF MEMBERSHIP |
| Members shall cease to be such by: |
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| a. | Non-payment of subscription (see Clause 8a and 8b above). Any person whose membership has ceased by this clause shall not be re-nominated for membership unless they pay all arrears due at the time of their cessation and any other additional fee or levy as the Executive Committee may, at its discretion, so determine. |
| b. | Expulsion. |
| c. | Resignation. |
| d. | Death. |
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| 12. | MISCONDUCT OF MEMBERS |
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| a. | The President, any Vice President, Chairman, Secretary, Treasurer, or any Executive Committee Member present, shall have the power to order withdrawal from the Club premises any members who misconduct themselves and such members shall have no right of re-admission until summoned to meet the Executive Committee. |
| b. | The Executive Committee meeting permitting suitable notice to the member(s) concerned and the dissemination of the details of the misconduct to the Executive Committee. The officer ordering the withdrawal shall appear before the Executive Committee and give an account of the circumstances and/or provide a full written account of the incident. |
| c. | “Suitable Notice” shall be at least 14 days but this may be reduced by the mutual consent of the member(s) concerned, the Executive Committee and the officer ordering the withdrawal. |
| d. | If the member fails to appear before the Executive Committee without showing just cause the case may be decided in his/her absence. |
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| 13. | CHILD PROTECTION POLICY |
| All Coaches, Coaching Assistants, Team Managers and Officers of the Club will comply with the Club’s Child Protection Policy approved and circulated by the Executive Committee and any person suspected of breaching the said Child Protection Policy will be liable to have their membership suspended forthwith by the Executive Committee pending the proper investigation of the suspected breach by the Club’s Child Protection Officer in accordance with the provisions of the Child Protection Policy. |
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| 14. | EXPLUSION OF MEMBERS |
| The Executive Committee shall have the power to reprimand, suspend (for a period not exceeding twelve months) or expel any member who infringes any Rule or Bye-Law or the Club’s Child Protection Policy or whose conduct, whether within or without Club premises representing the Club or not, shall in their opinion render such person unfit for membership. |
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| 15. | RIGHT OF APPEAL |
| A member suspended or expelled has a right to appeal to the Club President. No appeal shall be heard unless made within 28 days of the member being notified of the action being taken against him/her and in writing to the General Secretary. |
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| 16. | DRUGS, STIMULANTS AND PROSCRIBED SUBSTANCES |
| Any member found guilty, or admitting to the taking of, or distributing, or encouraging others to take any drug or stimulant that is proscribed by the governing body for amateur athletics in England may be expelled from the Club for life. It will make no difference whether the offence was committed for reward or not. Clauses 12, 13, 14 and 15 shall apply except that the ‘period of notice’ in Clause 12c shall be ‘at least 28 days’ and the Right of Appeal shall be extended to 90 days. |
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| 17. | EXECUTIVE COMMITTEE ELIGIBILITY |
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| a. | Fully paid up Senior Individual Members, Adult Family Members, Associate Members, Concessionary Members, Vice-Presidents and Honorary Members of a minimum of 6 months may stand for election to the Executive Committee. |
| b. | The President, Vice-Presidents, Trustees, Chairman, Vice-Chairman, General Secretary, Treasurer and Development Manager of the Club have the right to act as Ex-Officio members of any Club Committee at any time they think it necessary. |
| c. | Honorary Life Members shall be Ex-Officio members of the Executive Committee but shall not have voting rights. |
| d. | The Executive Committee may co-opt a qualified person to replace an Executive Committee member who has missed three consecutive meetings and in such circumstances the said Executive Committee member will be deemed to have resigned the post. |
| e. | Where an Executive Committee member advises the Executive Committee of their extended absence the Executive Committee may at their discretion co-opt a replacement pending the Executive Committee member's return. |
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| 18. | TRUSTEES |
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| a. | The Club may have Trustees duly propositioned in number by the Executive Committee. All Trustees are Ex-Officio and hold voting rights. |
| b. | Any elected Trustee shall retain such position and privileges until a time as either they become desirous of resigning or the terms of their appointment have changed, whereby the Executive Committee may request their resignation. |
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| 19. | PRESIDENT AND VICE-PRESIDENTS |
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| (a) | The Executive Committee shall have the power to nominate for election at an Annual General Meeting a President and Vice-Presidents of the Club. |
| (b) | Any President or Vice-President will not be charged any further membership subscription fee while holding such office |
| (c) | Any President or Vice-President elected shall retire at the next following Annual General Meeting, but shall be eligible to be nominated for re-election |
| (d) | The number of Vice-Presidents shall be restricted as determined from time to time by the Executive Committee |
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| 20. | HONORARY MEMBERSHIP |
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| (1) | LIFE MEMBERS: The Club may nominate individuals to be elected as “Life Members” of the Club without payment of any further membership subscription fees. These may be past or present members who by their efforts deserve to be so honoured. Such nominations should be made annually by the Executive Committee and ratified by the members at the Annual General Meeting. |
| (2) | HONORARY MEMBERS: The Executive Committee may also nominate individuals to be elected as “Honorary Members” of the Club from year to year without payment of membership subscription fees in recognition of particularly long or meritorious service to the Club. Such nominations to be made annually by the Executive Committee and ratified each year by the members at the Annual General Meeting. |
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| 21. | SECOND CLAIM MEMBERS |
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| a. | There shall be no restriction on the number of Second Claim Members allowable from any one Club. |
| b. | The Subscription Fees for Second Claim Members shall be 50% of the Subscription Fees charged for comparable First Claim Categories. |
| c. | Second Claim Members shall have no voting rights at an AGM or other Special General Meeting. |
| d. | Second Claim Members shall be eligible for Club Championships and Club Races. |
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| 22. | VOTING RIGHTS |
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| a. | With the exception of young athletes under 13 years of age, every eligible first claim member shall have one vote which will be given by a show of hands, unless a ballot on any matter be demanded by 5 or more members present and voting at an Annual General Meeting, when a ballot shall be taken of all eligible members present. |
| b. | Young Athletes under 13 years of age do not have voting rights |
| c. | In the case of Family Membership, voting rights pertain to all members, previously submitted to the Membership Secretary and whose status has been duly recorded, with the exception of Young Athletes under 13 years of age, but must, in person, be present at any meeting to record such vote. |
| d. | In the case of equality of votes, the Chairman for the time being at all meetings shall have the casting vote (see Clause 23a (3)). |
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| 23. | DUTIES OF ELECTED OFFICERS |
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| a. | Chairman
(1) It shall be the duty of the Chairman to preside at meetings of the members of the Executive Committee
(2) In the absence of the Chairman or Vice-Chairman any one member of the Executive Committee shall be appointed by and from those elected members present to act as Chairman of that one meeting.
(3) The Chairman presiding shall conduct proceedings impartially at all meetings and in keeping with the prepared agenda and shall have the power to exercise a second or casting vote as provided. |
| b. | Treasurer
(1) The Treasurer shall receive all subscriptions and other monies due to the Club and shall pay all accounts for which the Club is liable.
(2) He shall keep a true account of all such transactions and at the end of the financial year shall prepare and submit a complete statement of accounts properly audited. |
| c. | General Secretary
(1) The General Secretary will be responsible for summoning all Executive Committee and General Meetings and shall record the minutes of proceedings at such meetings.
(2) The General Secretary will receive all general correspondence addressed to the Club and bring such matters to the attention of the Executive Committee.
(3) The General Secretary will respond to correspondence in accordance with the wishes of the Executive Committee. |
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| 24. | DEVELOPMENT OFFICER |
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| a. | On behalf of the Club, the Executive Committee shall have the power to appoint and employ a Development Officer. |
| b. | The annual salary of the Development Officer and an annual budget for the position will be determined each year by the Club’s Executive Committee and ratified by the Annual General Meeting. |
| c. | The Development Officer will be entitled to reclaim all expenses properly incurred and authorised in the reasonable performance of their duties. |
| d. | The Executive Committee shall determine the objectives and priorities of the Development Officer in consultation with the Aylesbury Vale District Council while it continues to award finance to the Club for the position. |
| e. | The performance of the Development Officer will be monitored by the Development Manager on a day to day basis and will be reviewed by the Executive Committee at its meetings. |
| f. | To specifically facilitate the Executive Committee’s review of the Development Officer’s performance and to discuss and obtain authority for initiatives, the Development Officer will be required to attend all Meetings of the Executive Committee unless they are excused in advance from doing so by either the Development Manager or the Chairman. |
| g. | While the post of Development Officer is funded by the Aylesbury Vale District Council, whether in whole or in part, the said District Council will be entitled to have a representative attend all meetings of the Executive Committee. |
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| 25. | SPECIAL MEETINGS |
| A special General Meeting may be called as required by the Executive Committee or on receipt of a requisition or petition signed by at least one-fifth of the paid up members (or by 12 paid up members, whichever is the less) for the transaction of business for which the meeting is called. |
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| 26. | CONVENING OF MEETING OF MEMBERS |
| Every meeting shall be convened by giving at least 14 days notice by the General Secretary. |
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| 27. | ANNUAL GENERAL MEETING |
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| a. | The Club’s financial year shall run from 1st January to 31st December and within three months of the end of each such year an Annual General Meeting must be held to receive the Chairman’s Report, receive an audited financial statement, elect Officers (in accordance with the provisions of Clause 17) and deal with any other matters specified on the agenda. |
| b. | Notice shall be given by communication sent to each member of the Club except that notice sent to a member of a family shall be deemed sufficient notice to the remaining members of that family at the same address. |
| c. | 20 members duly elected to vote in accordance with the provisions of Clause 22 must be present before a meeting can commence. |
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| 28. | ALTERATIONS TO THE CONSTITUTION |
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| a. | Written notice of any new Rule or Amendment, or repeal of any Rule for the time being, operative, must be sent to the General Secretary who first shall convene a meeting of the Executive Committee to consider the notice received, thereafter, and if deemed expedient by the Executive Committee, the General Secretary will convene a Special Meeting of the members as provided for under Clause 25 and Clause 26. |
| b | No new Rule shall be made, nor shall any Rule herein contained, or hereafter to, be amended or repealed, except by resolution at the Annual General Meeting or a Special Meeting of Members called for that purpose and at which a majority vote of the total votes cast are in favour of the resolution. |
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| 29. | VISITORS AND GUESTS |
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| a. | A member may personally introduce friends as their guests and shall hold full responsibility for their actions whilst on Club premises including Club organised transport in accordance with Clause 12, Clause 13 and Clause 30. |
| b. | On the occasion of Athletic Competition, there may be admitted to the premises, persons other than members or their guests, namely members and officials or guests of visiting clubs. |
| c. | Unsolicited visitors, who wish to use Club facilities may do so providing such visits are limited to 3 separate occasions, at which stage approach must be made with a view to membership. Further visits are only allowed in accordance with Clause 7. |
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| 30. | CLUB RESTRICTIONS |
| Any damage to the property of the Club or for which the Club is responsible, must be made good to the satisfaction of the Executive Committee, by the member or members causing such damage, or in the case of a visitor or guest by the member introducing him or her. |
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| 31. | DISCLAIMER |
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| a. | Neither the Club, its Officials or Executive Committee will be held responsible for the loss or damage to property left on or about the Club's premises. |
| b. | Any damage to the property of the Club for which the Club is responsible, must be made good to the satisfaction of the Executive Committee, by the person responsible, or in the case of a visitor or guest, by the member introducing him or her |
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| 32. | DISBANDMENT |
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| a. | The Club is a non-profit making organisation and any profits realised can only be distributed when the Club is disbanded. |
| b. | On disbandment, the assets of the Club will be distributed to the Regional Athletic Association to which the Club is affiliated. |
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| 33. | INTERPRETATION OF RULES |
| The Executive Committee shall decide on all questions as to the interpretation of Club Rules or otherwise as to the management of the Club in conformity with the Rules and Laws of the Amateur Athletic Association of England, UK Athletics, the South of England Athletic Association and the Buckinghamshire Athletic Association. |