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Oswestry Olympians
Thursday, 30 May 2013 12:01

Club Constitution

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Issue 8, as amended at the AGM 2017


$11.    NAME

The name of the Club shall be OSWESTRY OLYMPIANS ATHLETICS AND TRIATHLON CLUB, known as Oswestry Olympians.

$12.    COLOURS

The Club colours shall be Black, Red and White and worn as British Athletic Governing Body rules require.

$13.    AIMS

The aims of the Club shall be the organisation and promotion of, and participation in, all forms of athletics.


4.1 Membership is open to any amateur as defined by the UKA or any subsequent governing body.


4.2 Prospective members shall complete the Club membership form.


4.3(a) All clubs affiliated to the UKA shall have the following rule incorporated into their constitution, viz, “The management committee of an affiliated club shall have the power to expel any member whose membership subscription is twelve months in arrears, provided that one month’s notice in writing shall have been sent to the member’s last known address giving information of the proposed action of the committee”. (UKA RULE)


4.3(b) Any person so expelled shall be dealt with in accordance with the pertaining UKA rules.


4.4 A notice of resignation must be made in writing to the Club Secretary and shall be considered by the Club within one calendar month of receipt. Membership shall be deemed to have ceased on the actual date of the rendering of the notice, unless a member is financially indebted to the Club, in which case the acceptance shall then be the date on which the debt was discharged (UKA rule 3.4) or as covered by any updated UKA rule.


$1a)    If it shall appear to the Club Committee that any irregularity or breach of the Club constitution or other matter of concern to it may have occurred it shall, at its discretion, appoint an individual (who may or may not be a Club member) or a sub-committee to investigate with such terms of reference as the committee sees fit.

$1b)    If it shall appear to the committee that there is evidence that any person is in breach of the constitution, or if it shall appear that the continued membership of the Club by any person is detrimental to the Club, the Hon. Secretary shall write to the person concerned setting out the alleged breach and invite the person to comment thereon in writing by a specified date which, unless the committee otherwise directs, shall not be less than 14 days following the date such letter was posted.

$1c)    The committee shall consider the response (if any) at the next convenient meeting and if it is not satisfied that the constitution has been observed, or that the continued membership of the Club by the person in question is in the best interests of the Club, it shall refer the matter to a disciplinary committee, appointed by it, which shall consist of not less than three nor more than five people, none of whom shall be directly interested the matter other than as members of the Club. The disciplinary committee shall make such further enquiries as it thinks fit and shall afford to the person against whom the allegation has been made a reasonable opportunity to appear before it and state his/her case and answer the allegations brought against him/her and the disciplinary committee shall hear such witnesses as he/she reasonably produces and shall also allow the person the right to be accompanied and/or represented by a friend. The disciplinary committee shall make such procedural provisions as shall be necessary for the just and efficient disposal of the case remitted to it.

$1d)    If it is satisfied that a breach of the constitution has occurred the disciplinary committee may recommend to the main committee one or more of the following actions;

$11)    Resolve to note the offence but take no further action; or

$12)    Warn the person concerned as to his/her future conduct and thereafter take no further action; or

$13)    Suspend or disqualify the person from athletics competition, coaching and/or administration for any period whether fixed or indefinite; or

$14)    Recommend to the Regional Association that the person concerned shall be disqualified from any involvement in athletics for any period whether fixed or indefinite; or

$15)    Such other penalty as the disciplinary committee, in the circumstances of the case, shall consider appropriate.

$1e)    The disciplinary committee shall report its recommendation to the Club Committee in writing within seven working days and the Club Committee shall determine its decision as soon as practicable thereafter.

$1f)     A term of suspension starts from the time it is pronounced by the Club Committee unless otherwise stipulated and does not expire until the end of the day named in the decision.


$1g)    Every person suspended, expelled or disqualified; or otherwise dealt with shall be notified in writing by hand or by recorded delivery post within seven working days of the decision.


$1h)    The Club Committee shall, as it sees fit, transfer as many of the duties under the provision of its constitution to such disciplinary committees as from time to time it shall set up.


$1i)      APPEALS. Any person suspended, expelled or disqualified by decision of the main committee may appeal against such decision as defined in UKA rules.

$16.    FEES

6.1 Membership fees for all members shall be agreed at the Annual General Meeting. Unemployed people shall be entitled to a 50% reduction of the membership fee only (excluding registration fee). There will be a 20% reduction of the membership fee only (excluding registration fee) when two or more members of the same family living at the same address join in the same membership year. 



6.2 Membership renewal fees are due between 1 April and 30 June. Any member previously registered with England Athletics or Welsh Athletics who does not renew by 30 June becomes unregistered and cannot compete as a member.


6.3 Designated non-competitive coaches, plus non-competitive officials and non-competitive committee members and other such persons at the discretion of the committee, shall be deemed full members of the Club and shall be exempt from the membership fee.


6.4 The Committee shall be empowered to arrange reciprocal reductions of membership fees with other sporting bodies.


6.5 All competitive Club members shall pay any fee required by the UKA National Associations - England Athletics and Welsh Athletics.


6.6 The Club will pay the club affiliation fee to the following UKA National Associations - England Athletics and Welsh Athletics.  The Club will register competitive members with either Welsh Athletics or England Athletics depending upon eligibility.  Members are required to pay the appropriate membership fee.


6.7 The Membership Secretary reserves the right to remove any member (except those who are members as per rule 6.3) from the Oswestry Olympians Facebook group page who has not paid their membership fee by the 30 June. The Membership Secretary will remove/ block any members that post comments which are deemed inappropriate by the Facebook group page administrators.


7.1 The Committee shall consist of the officers who shall be; the Hon. President, Chairman, Deputy Chairman, Hon. Secretary and Hon. Treasurer: plus other posts, the number of which shall be reviewed annually by the outgoing Committee and recommended to the AGM.

7.2 A quorum of the Committee shall be three officers plus two other members of the Committee.


7.3 The Committee shall meet as required.


7.4 Retiring officers shall be eligible for re-election.


7.5 Members shall be elected at the AGM which shall be held during May each year. Candidates for election shall be either existing members or parents/guardians of junior members.

7.6 A minimum of twenty-eight days preliminary notice to all members shall be given of every AGM, and fourteen days’ notice of every other EGM, specifying the place, day and hour of the meeting and, in the case of EGMs, the nature of the special business.


7.7 Nominations for posts and motions for the AGM shall be received in writing by the Hon. Sec. no less than twenty-one days before the meeting. Posts without nominations may be filled at an AGM.


7.8 The Chairman may, at his/her discretion, permit the discussion of any other business relevant to the meeting.


7.9 Where a vote is called for, every paid up member and Committee member shall have one vote either in person or by proxy. A parent or guardian may represent those under 14 years of age.


7.10 A proxy need not be a member of the Club but the instrument appointing the proxy shall be in writing under the hand of the appointee and duly signed.


7.11 Any objection raised to the qualification of any voter shall be referred to the Chairman of the meeting whose decision will be final and conclusive.


7.12 The new Committee shall have the power to co-opt and to appoint a member of the Club to the Committee to fill a vacancy created through unforeseen circumstances.


7.13 The Committee shall have the power to co-opt and appoint sub-committees.


The Chairman shall have the power on all points of interpretation arising from these rules, provided that such power shall not over-ride resolutions duly passed by a General Meeting concerning such an interpretation.


Oswestry Olympians Athletics and Triathlon Club shall affiliate to: Shropshire Athletic Association, England Athletics, Welsh Athletics, British Triathlon Association and other such bodies as the AGM or Committee decides.

$110.  AUDIT

At least once in every year the Club Accounts shall be examined and correctness of the income and expenditure account and balance sheet ascertained by one or more persons considered qualified to conduct such a duty by the Committee.


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

In the event of dissolution, any assets of the Club that remain will become the property of Oswestry Special Olympics. If that club no longer exists, the assets of the Club should be transferred to a local club with similar objectives.


12.1 The Committee by a two-thirds majority at a quorum meeting may propose amendment to the constitution. The changes may be made only at the AGM or an Extraordinary General Meeting called for that purpose. Fourteen days’ notice must be given for an EGM. If the motion is approved by a two-thirds majority, that amendment to the constitution will be adopted.

12.2 Alternatively, ten ordinary voting members may petition the Honorary Club Secretary in writing to call an EGM in which the conditions described in para.12.1 will apply in respect of the calling of the meeting and the voting at it.

12.3 Voting rights as at the AGM pertain.


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, 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.




THIS CONSTITUTION was adopted at the AGM 20 November 2017






Trevor Searle                                    ………………………………………………….

Honorary Chairman   






Mary Thornton                      ………………………………………………….

Honorary Club Secretary






Margaret Morris                    …………………………………………………….









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