The Association shall be called the “Surrey County Athletic Association” - hereinafter referred to as the ‘Association’. The address of the Association shall be deemed to be the address of the Honorary Secretary.
2. Definition of “County”
In this constitution the word “County” shall be regarded as being the current Administrative County of Surrey together with those parts of Greater London that were within the County of Surrey on 20 March 1889. (See Note at end of Constitution).
3. County Emblem
The 1934 ‘Coat of Arms’ of the Surrey County Council shall be the emblem of the Association.
4. County Colours
The colours to be worn by athletes representing the Association shall be ‘Old Gold and Black’.
The objectives of the Association shall be to encourage, organise and manage Athletics in the County, and in pursuance thereof:
(a) Promote County Championships;
(b) Select teams to represent the County in Inter-County and other competitions;
(c) Consider applications for membership of the Association;
(d) Assist in the promotion of athletics in schools.
(e) Assist in the formation and development of clubs and associations;
(f) Support individual and collective coaching activities.
Any athletic club, association or branch of other sports clubs, provided it is eligible for affiliation to the national governing body for athletics in England, may apply for membership of the Association. Individuals may also apply for membership but must possess a County qualification.
(b) County Qualification
A County qualification may be acquired as follows:
(i) by birth;
(ii) by nine months continuous bona fide residence in the County; or
(iii) by nine months service in a unit of HM Forces stationed in the County.
(Also see Rule 9 of the UKA Handbook)
(c) Election of Members
Applicants for membership to the Association must apply in writing to the Honorary Secretary.
Athletic clubs must provide a copy of their Constitution with their application. Election to membership shall be by majority vote at an Executive Committee meeting.
(d) Resignation from Membership
A member may resign from membership of the Association by giving notice in writing to the Honorary Secretary. Any member not having sent notice of resignation on or before the thirty first of December in any year shall be liable for the subscription for the ensuing year.
Schools (including Colleges and Academies for students up to 19 years of age) in Surrey (as defined in 2 above) may enter teams in Association competitions. Each member of a school’s team must be Surrey County qualified. Schools do not have a right to vote at any of the Association’s meetings.
The Association will adopt the ‘Misconduct competition rule of national governing body for athletics in England, insofar as it applies to the affairs of the County Association.
7. Honour Membership
The President will be nominated and invited by the Executive Committee and proposed for election at the Annual General Meeting..
A Vice-Presidency is awarded to recognise meritorious service in supporting the Association in achieving its objectives. Vice Presidents are elected and re-elected annually at the AGM.
(c) Life Members
Life Membership is awarded to recognise outstanding endeavour within Athletics in Surrey.
Nominations for the Honour positions of Vice President and Life Member may be made by any member of the Association (Club or Individual). Nominations must be received by the Honorary Secretary by the 1st January for review and approval by the Executive Committee for inclusion in the motions at the AGM.
(a) Subscriptions for members are payable on election and subsequently on the first day of February in each year. The amount payable shall be set by the Executive Committee. Any amendment to the subscription shall be operative from the first day of the following February.
(b) A member whose subscription is in arrears shall not be entitled to vote at any General Meeting nor enter teams in any Championship.
(c) Any member whose subscription is in arrears, or who is under liability to the Association, may be suspended or expelled by the Executive Committee. At least twenty-eight days notice of such action shall be sent by recorded delivery to the last known address of the member.
The management of the affairs of the Association shall be vested in the Annual and Special General Meetings (hereinafter called General Meetings), the Officers and the Executive Committee.
The Officers of the Association shall be the President, Chairman, Honorary Secretary and Honorary Treasurer.
11. General Meetings
(a) The proceedings of General Meetings shall still be valid even if a member has not received a notice of a meeting.
(i) The President, other Officers, Past Presidents, Vice Presidents and Life Members are each entitled to one vote.
(ii) Each member club is entitled to two votes.
(iii) No person being entitled to more than one vote.
(i) The Chairman shall normally take the Chair at General Meetings. If the Chairman is not able to attend any meeting the Members present shall elect a Chairman for that meeting.
(ii) All speakers must address the Chair.
Motions and amendments to motions shall be proposed and seconded by speakers entitled to vote. Any person may speak to a proposition.
The Executive Committee may at its discretion invite appropriate guests.
12. Annual General Meeting
(a) An Annual General Meeting shall be held once in every year during the month of March.
(b) At least 42 days notice of the meeting shall be given to all members.
(c) The business of the meeting shall be to:
- receive and consider the Annual Report
- receive and consider an audited Financial Statement for the past year
- elect a President for the coming year.
- elect the Officers and Members of the Executive Committee
- elect Honorary Auditor(s)
- elect a Legal Adviser
- elect Vice Presidents
- elect Life Members
- transact such other business as specified in the notice convening the meeting
(d) Submission of motions for the Agenda
Any club, association or body of persons entitled to be represented at a General Meeting or any persons entitled to vote in their own right, may submit a motion for consideration at the Annual General Meeting. All motions, including motions for changes of rules, must be submitted in writing and must be received by the Hon. Secretary no later than twenty eight days prior to the Annual General Meeting. All such motions shall be included in the Agenda and circulated.
13. Executive Committee
(a) The Executive Committee shall comprise:
The Officers, Hon Secretaries of Sub-Committees, Hon Championship Secretaries, 20 elected members from affiliated clubs (not exceeding two from any one affiliated club) elected at the Annual General Meeting, Past Presidents and Vice Presidents all with the right to vote with no individual having more than one vote.
(b) Powers of the Executive Committee
(i) The Executive Committee shall appoint the following Sub-Committees:
- Management of Teams (including making appropriate arrangements for chaperoning)
- Road Running
- Coaching and Development
(ii) The Executive Committee shall also appoint other Sub-Committees, and/or individuals to specific tasks, as may be deemed necessary to properly address the affairs of the Association, and shall define their terms of reference.
(iii) To fill any vacancies on the Executive Committee which may arise during the year.
(iv) To co-opt onto the Executive Committee, and to Sub-Committees, in an advisory capacity, any persons who services are needed. Co-opted members shall not have the right to vote.
(v) The Officers shall be ex-officio members of all Sub-Committees.
(c) Frequency of Meetings
The Executive Committee shall meet at least four times a year. In addition it shall meet at the written request of not less than six elected members.
(d) Notice of Meetings
Fourteen days notice of meetings of the Executive Committee shall normally be sent to all members of the Committee.
(e) Emergency Meetings
Matters of urgency shall be dealt with by the Officers meeting as an Emergency Committee. The proceedings of the Emergency Committee shall be reported to the Executive Committee at its next meeting.
Ten members present, including at least two officers, and entitled to vote shall form a quorum.
14. Special General Meetings
A Special General Meeting of the Association shall be called on the instructions of the Executive Committee, or within one month of the receipt by the Hon Secretary of a written request made by at least six members. Such requisitions shall state the matter it is proposed to bring forward at the meeting and the Hon Secretary shall notify all members of such business at least fourteen days prior to the meeting. No other business may be brought forward or discussed at such meeting.
(a) The accounts of the Association shall be made up to the thirty first of December each year and shall be audited by Hon Auditor(s) elected at the Annual General Meeting. The Executive Committee may order an audit of the accounts at any time.
(b) The funds of the Association shall be vested in the Honorary Treasurer who shall apply and deal with Association monies in such manner as the Executive Committee shall direct in pursuit of the objectives of the Association.
(c) The funds of the Association shall be deposited in an account or accounts opened in the name of the Association at a bank, building society, or other similar deposit taking institution.
(d) Books of account shall be kept by the Hon Treasurer and remain the property of the Association.
16. Welfare and Equity
The Association will adopt and apply the ‘Welfare and Equity Policies’ of the national governing body for athletics in England insofar as it applies to County Association affairs.
17. Association Assets
All cups and trophies offered for competition in County Championships shall be perpetual and remain the property of the Association. The recipient of a County cup or trophy shall sign a receipt and undertake to return such in good condition upon request. All Association Assets (cups, trophies and equipment) shall, as appropriate, be insured against loss or damage.
18. Amendments to Rules
These rules shall not be altered nor amended except by the vote of two-thirds of the members present and eligible to vote at an Annual General Meeting. See also paragraph 10(d) above.
The Association may be dissolved at an Annual General Meeting, or at an Special General meeting, upon the affirmative vote of three-quarters of those present and entitled to vote. In the event a decision to dissolve the Association is reached the assets of the Association shall be transferred to such other organisations as may exist, or be formed, for the benefit of athletics in Surrey. In the event of there being no such body the assets of the Association shall be realised by the Executive Committee and, after provisions for the discharge of all debts, shall be transferred to the governing body of athletics in England.
This issue of the Constitution of the Surrey County Athletic Association was approved at the Annual General Meeting held on March 11, 2016.
Note. The London County Council was formed on 21 March 1889 and took over the administration of parts of the Counties of Essex, Kent, Middlesex and Surrey in what is now referred to as ‘Inner London’. The Greater London Council was formed on 1 April 1965 and took over the administration of the areas covered by the former London County Council together with additional parts of the Counties of Essex, Kent, Middlesex and Surrey.
The areas within Greater London now considered to be part of the ancient and geographical County of Surrey are those with the following London Post Codes SE1, SE5, SE11, SE15, SE16, SE17, SE19, SE21, SE22, SE24, SE25, SE27, SW2, SW4, SW8, SW9, SW11, SW12, SW13, SW14, SW15, SW16, SW17, SW18, SW19 & SW20 plus those parts without a London Post Code located within the London Boroughs of Croydon, Kingston, Merton, Sutton and the part of Richmond situated on the “Surrey side” of the River Thames.