Club Rules

GUILDFORD & GODALMING A.C. – CLUB RULES

1. The name of the Club shall be "Guildford and Godalming Athletic Club".

2. The object of the Club shall be promotion of athletics in all its forms in Guildford, Godalming and the surrounding districts.

3. The Club shall affiliate to the British Athletic Federation (BAF), and such other Associations as the Committee may from time to time consider appropriate to the aims and activities of the Club.

4. The Club colours shall be predominantly green with any secondary colour to be black. Shorts to be black. All athletes when competing for the Guildford and Godalming Athletic Club must wear the Club colours. Any athlete violating this rule will be liable for suspension from competing for the Club for that meeting.

5a. The Management of the Club shall be vested in a Committee, consisting of a Chairman, Honorary Secretary, Honorary Treasurer, four senior Team Managers, and a minimum of four other members. All members shall abide by the rules drawn up from time to time by the Committee, and in the case of any conflict between these rules and BAF rules, the BAF rules shall have precedence.

5b. All members of the Committee shall be elected annually at the Annual General Meeting (AGM) but the Committee shall have power to co-opt further members, up to a maximum of six to the Committee, or to form such sub-committees as it deems necessary.

5c. No person shall be nominated for a Committee position, unless they are a full member of the Club.

5d. A President shall be elected by majority vote an AGM to serve for a period of two years and shall be eligible for re-election for further terms.

5e. The President is eligible to attend and vote at Committee meetings.

5f. The Chairman, or in the absence of the Chairman, the person so acting at a Committee or official Club meeting, shall have a second or casting vote.

5g. A quorum shall consist of seven members of the Committee.

5h. The Committee shall appoint an Honorary Solicitor and an Honorary Medical Officer to the Club. Such appointment to be reaffirmed annually at the AGM.

5i. An Honorary Auditor shall be elected by majority vote at the AGM.

5j. The Committee shall have power to expel any member whose actions or behaviour are deemed to have brought the Club into disrepute. Any such member must be given the opportunity to appear before the Committee prior to such expulsion.

5k. All full members shall be eligible to attend and vote at an AGM except in regard to fiscal matters when only members aged 18 or over shall vote.

5l. There shall be two categories of vice-presidency, as follows: -
(i) Honorary - The Club at the AGM shall have the power to elect Honorary vice-presidents, such election to be normally in recognition of service to the Club.
(ii) By annual donation to the Club.
Both categories will carry automatic membership of the Club.

5m. The members of the Committee or former members of the Committee may be indemnified out of Club funds against risk and expense authorised by the Committee and incurred by them personally on behalf of the Club.

6. Membership of the Club shall be:
A. Full (i.e. fully paid-up members, as defined on the membership form).?B. Honorary (i.e. vice-president).?C. Associate i.e. Non-voting and non-competing. Valid for one year only, or part thereof. Membership period will be from April 1st to March 31st. To be nominated by a senior club member only, as defined in the club rules. At the expiry date the membership of the club will cease. Associate membership may only be renewed, subject to the approval of the Committee. All applicants must be a member of another affiliated athletic club.?D. Life Member.

7. Membership shall be open irrespective of political belief, nationality, religion, sex, sexual orientation, race, colour, ability or disability to:?Anyone who wishes to participate in the activities of the Club?And shall be granted to any such person upon the lodgement of with the Secretary of an application form signed by the applicant and approval by the Committee by simple majority vote.

8. A member intending to resign from the Club shall give notice in writing to the Honorary Seccretary and that notice shall be considered by the Committee within one calendar month of receipt. His/her membership shall be deemed to have ceased on the day of posting of that notice, unless he/she is financially indebted to the Club, in which case the Committee may withhold acceptance of the resignation untill the indebtedness has been met. The date of resignation shall then be the date on which the debt is discharged.

9. Membership subscription rates shall be agreed by majority vote at the AGM as appropriate to the following twelve months from 1 April to 31 March. Subscriptions shall become due on 1 April each year. Membership renewal notices shall be sent or otherwise delivered to all members. Subscriptions shall be payable within one month of the renewal date. The Committee shall be empowered to expel any member whose subscription is six months or more in arrears, provided one months notice in writing shall have been sent to such member by recorded delivery informing him or her of the proposed action. Any such member shall be given reasonable opportunity to appeal to the Committee prior to expulsion. The Committee shall be empowered to allow any membership to lapse where it is considered inappropriate to enforce an expulsion order. The name and last known address of all expelled and lapsed members shall be sent to the Honorary Secretary of the South of England Athletic Association. Any expelled or lapsed member may be banned by the BAF from competing under BAF laws for a proscribed period and/or joining another Club.

10. The Annual General Meeting (AGM) shall be held during the first quarter in every year to receive the Committee's report and financial statement, for the previous period of 1 January to 31 December, elect officers and a Committee and deal with any other matters specified on the Agenda. The Honorary Secretary shall give every member 35 days notice of the meeting. Notice of business, which it is desired to place on the agenda, must be given in writing to the Honorary Secretary at least 21 days prior to the meeting. This is to enable the Honorary Secretary to inform all members of any additions, at least 7 days before the meeting.

11. An Extraordinary General Meeting (EGM) may be called at the discretion of the general Committee, or shall be called by the Honorary Secretary within 14 days of the receipt, or a requisition in writing signed by 10 members of the Club, stating the business to be brought before such meeting.

12. The Honorary Secretary shall give at least 7 days notice to every member stating the venue of any EGM and the business to be dealt with. No other business shall be dealt with at any such meeting.

13. No alteration, deletion, or addition shall be made to the rules except by a majority of two-thirds of the members present, voting at the AGM or an EGM, called for that purpose. Notice of any proposed amendments must be given as provided in Rules 9 & 10.

14. All performances put forward as new Club records must be ratified by the Committee.

15. The Club is a non-profit making organisation. All profits and surpluses will be used to maintain or improve the Club's facilities

16. On dissolution or winding up of the Club no profit or surplus will be distributed other than to another Community Amateur Sports Club Scheme, a registered charity, or the Sport's Governing Body.