Chelmsford Athletic Club

1. The Club shall be called the Chelmsford Athletic Club (hereinafter called 'the Club').
2. The objects of the Club shall be:-

1. to promote and provide facilities for amateur athletics
2. to provide and maintain a clubhouse for the use of members.

1. The colour's of the Club shall be Green and Gold.
2. The Club shall consist of Life Vice Presidents, Vice Presidents, Life Members, Ordinary Members, Honorary Members and Junior Members. The total of Life Members and Ordinary Members shall not be less than 25.

MEMBERSHIP

3. Persons of either sex shall be eligible for ordinary membership provided they are over sixteen years of age and are amateurs as defined by the rules of the UK Athletics. Children under the age of sixteen years may be elected as Junior Members without a right to exercise the power of voting on matters concerning the provision and sale of intoxicating liquor, or to hold office except as an ordinary committee member as provided by Rule 19 hereof.

Honorary Members shall not have the right to hold office or to exercise the power of voting but shall otherwise be entitled to all the benefits and privileges of membership.

4. Every candidate for admission as an Ordinary, Honorary or Junior Member shall be proposed by one member and seconded by another, both of whom shall vouch from their personal knowledge for the suitability of the candidate, and must complete the Club's Official Membership Application form, which shall contain the signature of such proposer and seconder and shall be submitted, together with the amount of his first annual subscription to the Honorary Secretary for consideration by the Committee.
5. The particulars inserted on the Membership Application Form shall be posted prominently in the Clubhouse for not less than two days preceding the day when the candidate comes up for election.
6. Admission of Ordinary, Honorary and Junior Members shall be by election of the Committee. A candidate for election who receives the votes of the majority of the Committee shall be declared elected, and he shall thereupon become a member of the Club and be entitled to all the benefits and privileges of membership and be bound by these rules.
7. After the election the Honorary Secretary shall notify the candidate of the decision of the Committee, and in the event that he be not elected, shall refund the amount of the subscription paid with his application.

 

SUBSCRIPTIONS

8. The Committee shall have the power to increase the Annual Subscription by a maximum of 25% during any one year should finances demand this. Any such increase must be justified at the following Annual General Meeting. Special provision may be made for Junior Members, Honorary Members and Ordinary Members under the age of twenty-one years.
9. All annual subscriptions shall be payable in advance on the first day of January on which day the financial year of the Club shall commence.

If any member shall fail to pay his annual subscription on or before the first day of April next after it has become due, he shall be deemed to be in arrears and notice may be sent to him by recorded delivery calling his attention thereto and if he shall not pay the amount within one month from the date of such notice, he may forthwith be posted in the Clubhouse as a defaulter, and he shall cease to be a member and his name shall be erased from the books of the Club, but may be replaced by the Committee upon payment of all arrears.

No member whose subscriptions are deemed to be in arrears shall be eligible to take part in any championship, or other fixture, promoted by the Club or in which the club is participating or vote at any meeting.

The name of the member expelled in accordance with this Rule shall be notified to the UK Athletics, and until payment of all arrears has been made no such person shall be eligible to take part in any championship, competition or other fixture promoted by the Amateur Athletic Association or any club or other body affiliated or associated thereto.

LIFE MEMBERS

10. Any Ordinary Member of five years standing may at any time compound by one payment for all his future subscriptions, and shall thereupon become a Life Member and be entitled to all privileges of membership for life unless he shall cease to be a member under the provisions of Rule 16 or be expelled under Rule 17. The compounding fee shall be determined from time to time by the Club in General Meeting.

VICE PRESIDENTS

11. The Committee only shall have power to elect as Life Vice President, without payment of any further subscriptions, any member who in the opinion of the Committee has rendered long service to the Club, but such election shall not take effect unless and until confirmed at the Annual General Meeting next following such election.
12. The Club in Annual General Meeting shall have power to elect as a Vice President any person nominated by the Committee as having rendered service to the Club. Election shall be by motion duly proposed and seconded and shall have effect until the next Annual General Meeting when all Vice Presidents (except Life Vice Presidents) shall retire but shall be eligible for re-election.
13. Life Vice Presidents and Vice Presidents shall be entitled to all the benefits and privileges of membership except that they shall not be entitled to claim any share of the property of the Club upon its dissolution.



RESIGNATION AND EXPULSION

14. Any member may resign his membership by giving to the Honorary Secretary notice in writing to that effect and his membership shall be terminated from the date of such notice unless he is financially indebted to the Club in which event the Committee may withhold acceptance of the resignation until such indebtedness has been discharged. Any member not having tendered such notice before 1^st January shall be liable to pay his subscription for the ensuing year.
15. It shall be the duty of the Committee if at any time they shall be of the opinion that the interests of the Club so require, by letter to invite any member to withdraw from the Club within a time specified in such letter and in default of such withdrawal to submit the question of his expulsion to a special general meeting to be held within twenty-eight days after the date of such letter. Not less than seven days notice of the meeting shall be given to the members. It shall be the duty of the Honorary Secretary to inform the member in question of the time and place of the meeting and of the nature of the complaints against him in sufficient time to afford him a proper opportunity of offering his explanation. At such meeting the member shall be allowed to offer an explanation of his conduct verbally or in writing, and if thereupon a majority of the members present shall vote for his expulsion he shall thereupon cease to be a member of the Club. Provided that the voting at any such special general meeting shall be by ballot if not less than five members present thereat shall so demand. It shall be in the power of the Committee to exclude such member from the Clubhouse until such special general meeting shall be held.
16. Any person shall, upon ceasing to be a member of the Club, forfeit all right to and claim upon the Club and its property and funds as he otherwise would have by reason of membership.

MANAGEMENT

17. The management of the Club (except as otherwise provided by these rules) shall be deputed to a Committee who shall manage the affairs of the Club in accordance with the rules of the Club and shall define the duties of the several officers who shall in all respects be subject to the control of the Committee. The Committee shall consist of the officers of the Club and seven ordinary members, of whom one at least shall be a Junior Member and all of whom shall be elected each year at the Annual General Meeting. In addition the trustees of the Club shall be ex officio members of the Committee. Five members of the Committee shall constitute a quorum. Minutes shall be taken of all proceedings and shall be open to the inspection of any member of the Club applying to the Honorary Secretary therefore.

OFFICERS

18. The officers of the Club shall be the President, Chairman, Vice-Chairman, Honorary Secretary, Honorary Treasurer,, Cross County Secretary, Child Protection Office(s), Girls Team Manager (U15), Minor Girls Team Manager (U13/U11), Colts (Boys U13/U11) Team Manager, Social Secretary, Public Relations Officer, Meeting Organiser, Coaching Organiser, Refreshments Manager, Men's Team Manager (Track), Men's Team Manager (cross country and Road), Ladies Team Manager and Youths and Boys Team Managers. They shall be elected annually in accordance with the provisions of Rule 21 hereunder save that the Men's Team Manager(s) and the Ladies Team Manager(s) are to be elected by the Men and Lady members respectively.

 

19. At the Annual General Meeting all members of the Committee excluding the trustees but including the officers shall retire but shall be eligible for re-election. Any two members may nominate any other candidate or candidates for election as an officer or ordinary committee member by notice in writing to the Honorary Secretary twenty-one days at least before the meeting.

In the event that a sufficient number of nominations is not received by the Honorary Secretary twenty-one days before the meeting, the Committee shall nominate a sufficient number of members of the Club to fill the remaining vacancies.

Every member shall be entitled to vote at the Annual General Meeting for as many candidates as there are vacancies to be filled, and if the number of candidates for election exceeds the number required to be elected voting shall be by ballot.

The candidates up to the number of vacancies who shall receive most votes shall be declared elected. In the event of two or more candidates receiving an equal number of votes for the last place or places a further ballot shall be taken to determine which of such candidates shall be elected.

20. The Committee shall have power to appoint a member to fill any casual vacancy on the Committee until the next Annual General Meeting. Any member so appointed shall retire at the next Annual General Meeting but shall be eligible for election as a member of the Committee at such meeting.

TRUSTEES

21. There should be no more than four trustees of the Club. The first trustees shall be appointed by the Committee and the property of the Club (other than cash which shall be under the control of the Treasurer) shall be vested in them to be dealt with by them as the Committee shall from time to time direct by resolution (of which an entry in the minute book shall be conclusive evidence). The trustees shall be indemnified against risk and expense out of the Club property. The trustees shall hold office until death or resignation or until removal from office by a resolution of the Committee who may for any reason which may seem sufficient to a majority of them present and voting at any meeting remove any trustee or trustees from the office of trustee. Where by reason of such death, resignation or removal it shall appear necessary to the Committee that a new trustee or trustees shall be appointed or if the Committee shall deem it expedient to appoint an additional trustee or additional trustees the Committee shall by resolution nominate the person or persons to be appointed the new trustee or trustees. For the purpose of giving effect to such nomination the President is hereby nominated as the person to appoint new trustees of the Club within the meaning of section 36 of the Trustee Act 1925 or any subsequent legislation and he shall by deed duly appoint the person or persons so nominated by the Committee as new trustee or trustees of the Club and the provisions of the Trustee Act 1925 or any subsequent legislation shall apply to any such appointment. Any statement of fact in any such deed of appointment shall in favour of a person dealing bona fida and for value with the Club or the Committee be conclusive evidence of the fact so stated.

ADMINISTRATION

22. The purchase of intoxicating liquor for supply by the Club shall be at the absolute discretion of a sub-committee (to be called the Wine Committee) of not less than four members being members of the Committee elected by the committee for that purpose. In the event of any member ceasing to be a member of the Committee he shall automatically cease to be a member of the sub-committee and another member of the Committee shall be appointed in his place. The Committee may also from time to time appoint from among their number such other sub-committees as they may deem necessary or expedient, and may depute or refer to them such of the powers and duties of the Committee as the Committee may determine. All sub-committees shall periodically report their proceedings to the Committee, and shall conduct their business in accordance with the direction of the Committee.
23. The Committee may from time to time make, repeal, and amend all such regulations (not inconsistent with these rules) as they shall think expedient for the management and well-being of the Club. All regulations made by the Committee under this rule shall be binding upon the members until repealed by the Committee, or set aside by a resolution of a general meeting of the Club.
24. If at any time the Club in general meeting shall pass a resolution authorising the Committee to borrow money, the Committee shall thereupon be empowered to borrow for the purposes of the Club such amount of money either at one time or from time to time and at such rate of interest and in such form and manner and upon such security as shall be specified in such resolution, and thereupon the trustees shall at the direction of the Committee make all such dispositions of the Club property or any part thereof and enter into such agreements in relation thereto as the Committee may deem proper for giving security for such loans and interest.

All members of the Club, whether voting on such resolution or not, and all persons becoming members of the Club after the passing of such resolution, shall be deemed to have assented to the same as if they had voted in favour of such resolution.

GENERAL MEETING

25. The Annual General Meeting of the Club shall be held in the month of March in each year upon a date and at a time to be fixed by the Committee who shall give at least twenty-eight days notice thereof to each member.

26. The Annual General Meeting shall be held for the following purposes:-

27. to receive from the Committee a report, on the past year and proposals for future years, balance sheet and statement of accounts
28. to elect the Officers, Vice Presidents and Ordinary Committee members and to appoint two auditors for the ensuing year
29. to decide on any resolution which may be duly submitted to the meeting as hereinafter provided.

1. Any member desirous of moving any resolution at the Annual General Meeting shall give notice thereof in writing to the Honorary Secretary not less than twenty-one days before the date of such meeting.
2. The Committee may at any time for any special purpose call a special general meeting and shall do so forthwith upon the requisition in writing of any ten members stating the purposes for which the meeting is required.
3. Fourteen days before the Annual General Meeting, or any special general meeting, notice of such meeting and of the business to be transacted thereat shall be posted in the Clubhouse, and a copy sent to every member requesting the same and providing a stamped addressed envelope, and no business other than that of which notice has been so given shall be brought forward at such meeting. The report, balance sheet, statement of accounts, shall also be posted in the Clubhouse seven days at least before the Annual General Meeting.
4. At all general meetings of the Club the President, and in his absence the Chairman, or in their combined absence a member selected by the Committee shall take the chair. Every member present entitled to vote shall have one vote upon every motion and in case of an equality of votes the Chairman shall have a second or casting vote. The Committee shall be empowered if they think fit, to make regulations for enabling members unable to be present to vote by proxy or in writing.
5. The quorum at all general meetings shall be twenty.
6. The financial year of the Club shall end of the 31^st day of December in each year to which day the accounts of the Club shall be balanced.
7. At every Annual General Meeting two members of the Club, not being members of the Committee, shall be elected to serve as auditors for the ensuing year. The auditors shall audit the accounts of the Club not less than fourteen days before the Annual General Meeting. A vacancy occurring in the office of auditor during the year shall be filled by the Committee.



CLUB PREMISES

8. The Clubhouse shall be opened to members daily between such hours as the Committee shall from time to time determine; but the Committee may close it for such times as they may deem necessary for cleaning and repairs or such other reasons as the Committee may deem sufficient.
9. The permitted hours for the supply of intoxicating liquor shall be:-

Monday to Thursday : 4.30 pm to 10.30 pm

Friday : 4.30 pm to 11.00 pm

Saturday : 12 noon to 11.00 pm

Sunday and Good Friday : 12 noon to 8.30 pm

Christmas Day : 12 noon to 3.00 pm

7.00 pm to 10.30 pm

10. Regulations made by the Committee may lay down the conditions upon which any game may be played in the Clubhouse and may prohibit any games the playing of which are unlawful or would in the opinion of the Committee by injurious to the interests of the Club.

VISITORS

11. Every member shall be allowed to introduce visitors subject to such regulations as shall be made from time to time by the Committee, and every visitor shall be considered the guest of and be accompanied by the member introducing him. The signature of the guest and of the person introducing him must be written in the Visitors Book kept for that purpose.
12. Persons who are not members of the Club but who have that day attended at the Club ground and taken part in an athletic meeting as competitors or officials, or persons or other sporting organisations who by previous resolution of the Committee have been granted use of the facilities or premises of the Club, may be admitted to the Club and intoxicating liquor may be sold to such persons for consumption by them and their guests on the premises.

 

GENERAL

13. The charges to be made for refreshments and the like shall be fixed by the Committee. Every member shall before leaving the Club pay any such charges incurred by him whether on his own account or for any guest introduced by him.
14. No member shall, except for professional services rendered at the request of the Committee, on any pretence or in any manner receive any profit, salary or emoluments from the funds or transactions of the Club.
15. No person shall at any time be entitled to receive at the expense of the Club or of any member thereof any commission, percentage or similar payment on or with reference to purchases of intoxicating liquor by the Club; nor shall any person directly or indirectly derive any pecuniary benefit from the supply of intoxicating liquor by or on behalf of the Club to members or guests apart from any benefit accruing to the Club as a whole and apart also from any benefit which a person derives indirectly by reason of the supply giving rise to or contributing to a general gain from the carrying on of the Club.
16. No member shall give the address of the Club in any advertisement, or use the Club address for business purposes.
17. Every member of the Club shall from time to time communicate to the Honorary Secretary in writing his address and all notices posted to such address shall be considered as having been duly given on the second day following the date of such posting.
18. The Committee shall be the sole authority for the interpretation of these Rules and of the regulations made from time to time by the Committee, and the decision of the Committee upon any question of interpretation or upon any matter affecting the Club and not provided for by these Rules or by the regulations shall be final and binding on the members.
19. The Rules may only be added to, repealed, or amended by resolution at any Annual or Special General Meeting.
20. The Committee shall have power to make arrangements for holding Championships, competitions, and other fixtures or social functions including the imposition of a charge for the admission of non-members to the grounds and to provide cups and other prizes for competition.

 

 

DISSOLUTION

21. If at any general meeting a resolution for the dissolution of the Club shall be passed by a majority of the members present and at a special general meeting held not less than six weeks thereafter (of which not less that four weeks written notice shall have been given to each member) and at which not less than one half of the members shall be present that resolution shall be confirmed by a resolution passed by a majority of two-thirds of the members voting thereon, the Committee shall thereupon, or at such future date as shall be specified in such resolution, proceed to realise the property of the Club and after the discharge of all liabilities shall divide the same in proportion to the amount each member has paid in subscriptions among all the Ordinary, Honorary, Junior and Life Members and upon the completion of such division the Club shall be dissolved.
22. In these Rules, and in the regulations made there-under, any reference to the masculine gender shall, where the context so admits, be deemed to include the female gender.

Revised March 2000

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