Club Constitution


  Beeston AC Constitution        Code of conduct for adult members       


 1          Name of Club

 The club will be called Beeston Athletic Club (hereinafter will be referred to as ‘the club’), and may also be known as Beeston AC.  Beeston AC will be affiliated to England Athletics.

2          Aims and Objectives

 The aims and objectives of the club will be:

  • To offer coaching and competitive opportunities in all aspects of road, cross-country, fell and trail running.
  • To promote the club within the local community and athletics.
  • To ensure a duty of care to all members of the club
  • To provide all its services in a way that is fair to everyone

3          Membership

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

(b)  Membership of Beeston AC is only available to those over 18 years of age.

  • Full membership is available to those who wish to become first claim members of England Athletics as a member of Beeston AC.
  • Second claim membership is available to those who are already a first claim member of another athletics club affiliated to England Athletics.

(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 only be eligible to take part in the business of the club, vote at general meetings or be eligible for selection of any club team if the applicable subscription has been paid and / or membership has been agreed by the club committee.

  • Sports Equity
  • Beeston AC 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.

  • 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.
  • The club is committed to everyone having the right to enjoy their sport in an environment free from threat of intimidation, harassment and abuse.
  • All club members have a responsibility to oppose discriminatory behaviour and promote equality of opportunity.
  • The club will deal with any incidence of discriminatory behaviour seriously, according to club disciplinary procedures.

5      Committee

(a) The affairs of the club shall be conducted by a committee consisting of the following officers who shall be elected at the Annual General Meeting with nominations being supported by a Proposer and Seconder who shall be first claim members of the club.

  • Chair
  • Secretary
  • Treasurer
  • Road Race Secretary
  • Cross Country Secretary
  • Fell Race Secretary
  • Coaching Coordinator
  • Ladies Representative
  • Social Secretary
  • Members Representative (2)
  • Trent 5 Race Organiser

(b) All committee members must be first claimmembers of Beeston AC.

(c) If required, the committee shall elect a Vice Chair shall from among its number.

(d) The term of office shall be for one year and members shall be eligible for re-election.

(e) If the post of any committee officer should fall vacant after such an election, the committee shall have the power to fill the vacancy until the succeeding Annual General Meeting.

(f) The committee will be responsible for adopting new policy, codes of practice and rules that affect the organisation of the club.

(g) The committee will have powers to appoint advisers to the Committee as necessary to fulfil its business.

(h) 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.

(i) The committee meetings will be convened by the Secretary of the club and be held no less than four times per year.

(j) Only the posts listed above will have the right to vote at committee meetings.

(k) The quorum required for business to be agreed at committee meetings will be five.

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 October 1st to September 30th.

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

(d)   A statement of annual accounts will be presented by the Treasurer at the Annual General Meeting.The accounts will be verified by an Independent Examiner appointed by the committee.

(e)   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

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

(b) The Club shall hold the Annual General Meeting (AGM) in the month of November 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
  • Receive a report from those responsible for verifying the Club’s accounts.
  • 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.

(c) Notice of the AGM will be given by the club secretary with at least 28 daysnotice to be given to all members.

(d) Nominations for officers of the committee will be sent to the secretary at least two weeks prior to the AGM.

(e) Proposed changes to the constitution shall be sent to the secretary at least two weeks prior to the AGM, who shall circulate to the membership at least 7 days before an AGM.

(f) All members have the right to vote at the AGM.

(g) The quorum for AGMs and EGMs will be 20 First Claim members as verified by the Treasurer on the night.

(h) The Chair of the club shall hold a deliberative as well as a casting vote at general and committee meetings.

(i) 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.

(j) 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

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

(b) The Management Committee will meet to hear complaints within 31days of a complaint being lodged. The committee has the power to take appropriate disciplinary action including the termination of membership.

(c) 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 7 days of the hearing.

(d) There will be the right of appeal to the Management Committee following disciplinary action being announced. The committee should consider the appeal within 31 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 club funds. Any assets of the club that remain following this will become the property of an organisation agreed by the Committee and membership at the dissolution AGM or EGM.

11       Declaration

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

Name   Position Chair
Sign   Date  


Code of conductfor members of BEESTON ATHLETICS CLUB

Beeston AC is fully committed to safeguarding and promoting thewell-beingof all its members, ensuring a positive and enjoyable experience for all.  The club believes that it is important thatmembers, coaches and administrators associated with the clubshould, at all times, showrespect and understanding for the safety andwelfare of others. Therefore, membersare encouraged to be open at alltimes and to share any concerns or complaints that they may have aboutany aspect of the club with the Club Secretary.

As a member of Beeston AC, you are expected to abide by the following code of conduct:

§  All members must take responsibility in ensuring they are up to date with the rules, understand and adhere to them.   


§    All members must respect the rights, dignity and worth of allparticipantsregardless of age, gender, ability, race, culturalbackground, religious beliefs or sexual identity.
§  Members should recognise the valuable contribution made by coaches and officials who are usually volunteers. They give their time and resources to help you enjoy your sport.
§  All members must respect officials and publicly accept their decisions.   


§    All members should be a positive role model, treat other runners and officials with the same level of respect you would expect to be shown to you.
§  Use correct and proper language at all times.
§    Members should keep to agreed timings for training and competitions.
§    Members must wear suitable kit for training and competition.
§  Members must pay any fees for training or events promptly.
§  Bullying of any sort will not be tolerated. Encourage everyone to enjoy sport and understand that people have different motivations for taking part.