WARMINSTER RUNNING CLUB – RULES

INTRODUCTION

1. The name of the Club shall be Warminster Running Club [the Club] and the object shall be to promote amateur athletics, in particular road running and cross country.

MEMBERSHIP

2. The Club is open to any person aged 16 years and over who is an amateur according to the UK Athletics definition of an amateur.

3. Individuals wishing to apply for membership must complete an Application form and to pass this with their subscription to the Treasurer who will pass it onto the Secretary for registration and issuance of a membership card. In cases of doubt, the matter is to be referred to the Chairman. In order to enable the prospective member to be able to take part in Club Training Nights safely and without prejudicing the safety of any other member, it is normally the case that he/she will be confident of being able to run five miles without difficulty. In addition, he/she may be allowed to run for a trial period of three Wednesday night training sessions; thereafter membership is considered to be mandatory.

4. Subscriptions, must be paid in full prior to the individual competing for the Club. Any member who has not paid his/her subscription by the six month stage in the year shall have their cases reviewed by the Committee. Decisions taken by the Committee shall be notified in writing to the member concerned.

5. The Subscription Rate for the year is to be decided at the AGM. Categories of Subscriptions are to be as follows:

             Adult.

     Second Club claim rate

     16– 19 year old

     In full time Education/UNI

    Member of the Armed Forces whose home is in Warminster, who was       member prior to enlistment and who is serving away from Warminster,

   Member not in work [get in touch privately, if preferred, with the     Treasurer].

6. Resignations are to be notified in writing to the Secretary.

COMMITTEE

7. The Club Committee shall consist of Chairman, Secretary, Treasurer, Race Secretary, Kit Member, Publicity Member, Welfare Officer/Designated Officer [the person nominated as the leadf or Young and Vulnerable people] and General Member all of which are elected at the AGM. The Committee shall meet monthly. A quorum shall consist of three Committee members. All decisions shall be by a majority vote and the Chairman shall have a casting vote in the event of a tie. The duties of the different members of the Committee are largely self explanatory. For certain members, some duties are outlined elsewhere in these rules.

AGM

8. The AGM will be held in the late Autumn/early Winter and the following business undertaken:

         - Minutes of the previous years AGM

         - Chairman’s report.

         - Presentations

         - Treasurer’s report.

         - Subscription rate for the following year.

         - Diary/Calendar for the year ahead.

          -Committee elected.

          - Any Other Business.

9. Motions to be discussed and nominations for the Committee must be submitted in writing to the Club Secretary at least two weeks prior to the AGM.

10. Rules may be changed by a two thirds majority vote. However there will be occasions when the rules MUST be changed due to the requirements pertaining to whichever  governing body the Club is affiliated [in2007 UK Athletics] plus the ever changing demands of legislation.

11.The Chairman shall have the casting vote.

CLUB KIT

12. Club kit shall be purchased and stocked under the arrangements made by the Kit Member of the Committee who will work in close liaison with the Treasurer. Normally the following items are to be in stock:

         - Singlets

         - Shorts

         - T Shirts

         - Sweatshirts

13. Club colours are to be aqua and purple singlets and aqua shorts.  T Shirts and sweatshirts are to be Purple.

14. Club colours must be worn by members representing the Club at every competitive meeting.  This is are requirement of UK Athletics.

TRAINING NIGHTS

15. These take place normally on a Wednesday meeting at 7.15pm for a 7.30pm start. The day may be altered by the Committee after due consultation. The routes to be used will be decided by a member of the Committee with particular reference to the time of year, light and weather conditions. Besides normal training, the Committee may organise competitive events to take place mainly in the Summer [for example, in 2007, the GRAND PRIX].

HEALTH AND SAFETY POLICY ON TRAINING NIGHTS

16. It is the object of the Club to provide a safe and enjoyable training environment for all members. However,with this comes the requirement for members to take responsibility for their own health and safety coupled with the need to help others within the training environment. Where necessary, Risk Assessments will be undertaken for Club Events [including Public Races as organised by the Club]. For  training nights, the following should be noted:

  a.   Members will divide into several groups:Fast, Medium, Slow and Slowest.       Each will have a leader – ideally this should be someone who does this weekly however this is unlikely to be practical. He/she is to ensure that they know the route for the night, who is in the group at the start [specially inexperienced or young runners], that the group stays cohesive,that no one is left behind and that all are         accounted for on return to the start point [2007 – the Cricket Club].

  b.   Groups are to leave the start point at one minute intervals starting with the Fast Group. For safety reasons all Groups are NOT to leave simultaneously.  Particular attention should be paid to other users of pavements and roads.

  c.    In the Winter, it is mandatory that reflective vests are worn by all those training.

  d.       For safety reasons, headphones are not to be worn. 

e.       Ideally each group should have a mobile telephone with them.

  f.    It is Club policy that under no circumstances should a lady member run on her own especially in the hours of darkness or in the Summer when the Longleat Woods or the Plain are being used.

  g.  It is the responsibility of the Kit Member of the Committee to ensure that the Club Medical pack is brought to training nights. The Secretary is to keep a register of those who are qualified to administer First Aid. An Injury Book is to be maintained by the Kit Member.

  h.   Members are strongly advised not to train unless they feel well enough

and are completely fit to do so.

  j.    Where a horse and rider is encountered,every effort is to be made to alert the rider to the presence of runners at the earliest possible opportunity.

  k.   Railway lines are not to be crossed except at approved crossing points.

  l.    In an emergency, members should:

     Assist but only within their own competency.

     If the Police or an Ambulance is needed [to deal with a very serious medical problem], using a telephone dial 999 and request the assistance of the emergency services [if off road try and be as accurate as possible when stating where you are].

     If on a road, pay particular attention to traffic control.

PUBLIC RACES

17. It is Club policy to organise one race per year which is open to all members of the public. This is the Forest 10 miles race [normally held in late June]. The administrative preparation for the race by the Committee is a detailed exercise which starts each year with the application for the Permit in the late Autumn. The following applies directly to all members:

     a.   The race is very much a public event and the Club Committee is      responsible to the governing body of Athletics – UK/England Athletics and also to the local Authorities – police, ambulance and local landowners - for the safe and successful conduct of it.

    b.   Given the above, all members are expected to be prepared to help support the event on the day is as a marshal, receptionist, timekeeper etc. Participation in the race by a member is not allowed unless that member has provided a suitable person to officiate in their place.

    c.    The race is normally in aid of a nominated charity and in support of Club   Funds.

18. Members are not to take part in Public Races using someone else’s entry number without having obtained clearance from the organisers in advance of the race taking place.

AFFILIATION

19. The Club Committee will decide annually in mid Winter which Governing Body that they believe the Club should be affiliated to for the forthcoming year [starting on 1^st April annually] – either UK/England Athletics or any other competing organisation. It will only be necessary for the Committee to consult the Club about this when it is proposed to make a major change.

20. The Treasurer is to ensure that subscriptions are paid to the chosen Governing Body prior to the start of the year [normally 1^st April each year] in order to ensure continuity in provision of support by that body, in particular, insurance cover.

21. It is Club direction that as far as is possible and practical, the policies as laid down by the Governing Body are adhered to specially concerning the requirements for the granting of a race Permit/Licence and all those concerning Young and Vulnerable people [see below].

PUBLIC LIABILITY INSURANCE

22. Civil Liability Insurance for the Club will be obtained through membership of one of the two Governing Bodies in existence to support athletics. In 2007 this is UK Athletics and a briefs ummary of the cover that this provides is as follows:

    It includes: Athletic activities only [training, admin meetings and social events]

       It does not include: hazardous activities even if they are organised by the Club.Nor does it cover events such as public races which must be covered by the issue of a Permit. Equally it does not include insurance of Club Kit.

     It is NOT a personal accident policy.

     As at 2007, the cover provided is £10 million for any one incident.

CLUB POLICY CONCERNING THE PROTECTION OF YOUNG AND VULNERABLE PERSONS
 

23. Whilst the minimum age for membership is 16 years, the age group 16 – 18 years constitutes an age group which is considered in legal terms as a ‘Young Person’ for whom special consideration must be given by law. In addition, there may well be members of the Club who could be considered in law as being ‘Vulnerable’ ie someone aged 18 or over who is in need of assistance by reason of mental, physical or learning disability, age or illness and who is unable to take care of him or herself or unable to protect him or herself against significant harm or serious exploitation which may be occasioned by the act or omissions of other people.

24. The Club acknowledges its responsibility to safeguard the welfare of both Young and Vulnerable People who have been entrusted to its care as being of paramount importance and in doing so subscribes to and endorses the UK Athletics Protection Policy for Young and Vulnerable People together with the procedures and guidelines as outlined therein. In summary, the Club is committed to providing a safe and secure environment for Young and Vulnerable People [and all its members] so they can  participate in running with confidence.

25. Key principles of the Protection Policy are:

a.  The welfare of Young or Vulnerable people is most important and they must be protected from abuse regardless of their gender, sexual orientation,disability, racial origin or religious beliefs.

b.  All suspicions and allegations of abuse will be taken most seriously and responded to rapidly and in an appropriate manner.

c.  The Club will work in partnership with Young and Vulnerable People, their parents and carers and, where appropriate, with the Police, Social Services and other relevant organisations.

d.  The Club recognises that every Young or Vulnerable person who participates in the sport should be able to do so in a safe environment and be protected from poor practise and abuse; it acknowledges that this is the responsibility of every adult in the Club. It further accepts that it has a role to play in protecting the welfare of all Young and Vulnerable persons by guarding them from physical,sexual or emotional harm and from neglect or bullying. It accepts that UK Athletics Regulations apply to everyone in the sport irrespective of role –volunteer, helper, coach or club official.

e.  Abusive behaviour of any form to a Young Person or Vulnerable Person [or any Club Member] is unacceptable.

f.  The Club does not recruit volunteers or staff directly to work with any members,should this policy change it will follow the UK Athletics guidance as to selection procedures.

26. Key members of the Club with direct access to young or vulnerable people will be required to complete a CRB Enhanced Disclosure. If there are concerns regarding an individual who is already a member or who wishes to be a member, guidance will be sought from UK Athletics. It is accepted that UK Athletics will consider the relevance and significance of the information obtained from CRB and that all decisions will be made in the best interests of Young People and Vulnerable People. This is to prevent direct sexual or physical harm or ‘grooming’. As at 2007 these people are seen as being the following:

a. Club Welfare Officer

b. A selection of members who are in effect Club Leaders [the normal leader of the groups that exist on training nights [ie Fast, Medium, etc].

27. Procedure for reporting concerns about the welfare of a Young orVulnerable person. Any member of the Club who has concerns about a fellow member should alert the first point of contact the Welfare/Designated Officer[and the Chairman] or go direct to the Police, Social Services or the NSPCC. This‘Whistle-blowing’ is also a valuable early warning system which the Club encourages members to know about and to use if necessary.

28. The role of the Welfare/Designated Officer is to:

a.  Be the focal point and first point of contact within the Club for all matters of a welfare nature specially those where young and vulnerable people are concerned.

b.  Liaise as necessary with the UK Athletics Welfare Officer and to be familiar with their procedures dealing with any concerns, allegations or disclosure [the sharing of concerns by one individual to another].

c.  Build relations with parents and carers as necessary.

d.  Ensure that UK Athletics best practise is followed and that any cases of poor practise are investigated promptly and referred to the Committee for action as necessary. He/she is also to play a proactive role in increasing the awareness of both best and poor practise and abuse amongst members.

e.  Act as ‘Designated officer’ for the protection of Young Persons and Vulnerable Persons’ with the aim of making running as safe as possible for them.

f.  Be alert to any changes in mood, behaviour or appearance in Young People and Vulnerable People which might be cause for concern.

g.  Maintain a register of those being cleared for CRB Enhanced Disclosure.

h.  Record accurately suspicions, concerns and events [ie disclosure] – this is very important for legal reasons.

i.  In the event of a trip away from Warminster, to decide whether a risk assessment is needed.

j.  Be aware of UK Athletics policy on the following:

                -Responding to concerns about Allegations and Disclosures.

                -What to do if a Young Person or Vulnerable Person Discloses to you.

                -Reporting Procedures.

                -Dealing with cases of Poor Practise.

                -Dealing with concerns outside of a running club setting.

    Be aware of the possibility of concerns being raised about the welfare of a Young Person or Vulnerable Person who is involved in the Club yet the concern does not relate to someone within the sport. In this action should be followed in accordance with guidance by UK Athletics.

ANTI-BULLYING POLICY

29. The Club acknowledges and endorses the UK Athletics identification of bullying as a category of abuse.Bullying is the use of aggression with the intention of hurting another person resulting in pain and distress to the victim. It can take the form of emotional, physical, verbal, racial sexual or homophobic characteristics.  Bullying of any kind is unacceptable in the Club.

30. If bullying does occur, all members or parents/carers should be able to inform and know that incidents will be taken seriously, dealt with promptly and in a supportive way to runners and parents/carers. This Club is a TELLING Club. This means that anyone who knows that bullying is happening is expected to report such incidents to the Club Welfare/Designated Officer or a member of the Committee. The Club will then follow UK Athletics procedures to deal with the case including, in more serious cases, referral to the Police and in the case of Under 18s, to UK Athletics. In summary, the Club takes bullying seriously and it will not be tolerated.

EQUALITY POLICY

31. The Club seeks to ensure thatall members are treated fairly irrespective of gender, sexual orientation,marital status, race nationality, ethnic origin, colour, religion or belief,disability, age, pregnancy, class background, social distinction or political belief. It is committed to promoting equality by treating people fairly and with respect and the Club, within the availability of facilities, aims to be accessible to all in the community. It encourages equal opportunities. It will not tolerate harassment, bullying, abuse or victimisation for the purposes of this policy and the actions and sanction applicable is regarded as discrimination. This includes

sexual or racially based harassment or other discriminatory behaviour, whether physical or verbal. The Club will work to ensure that such behaviour is met with appropriate action in whatever context it occurs. In summary, it opposes all forms of unlawful and unfair discrimination.

32. All members are required to abide by these policies and the requirements of the relevant legislation including the Race Relations Act 1976, the Sex Discrimination Act 1975 and the Disability Discrimination Act 1995, all Acts as amended.

33. The Club commits itself to the immediate investigation of any claims brought to its attention, of discrimination on the above grounds and where such is found to be the case, are requirement that the practice stop and sanctions be imposed as appropriate.

CODES OF CONDUCT

34. The Club aspires to offering a very friendly atmosphere for those who share the sport of running to pursue it in a safe and secure environment where the well being of each runner is a very high priority.

35. The Club requires from its members mutual respect for it and all involved. All members are expected to comply with the rules as laid down in this document and by UK Athletics. In addition the Club expects all national and local laws and regulations to be respected and the good name of the Club to be upheld at all times. Every consideration is to be given to the needs of others when members are running both in urban and rural areas.

36. In summary therefore, members are asked to conduct themselves with dignity, sensitivity to and consideration of the general public both pedestrians and wheeled transport, whilst outrunning. Bad publicity is hardly ever forgotten !

COMPLAINTS AND DISICIPLINARY POLICY

37. In a Club such as this, it is hoped that complaints and disciplinary action are very unlikely occurrences.The following should be noted:

a. In the event of a member having a complaint, it should be put to the Chairman in writing for consideration. However, if the complaint is of a welfare nature it should be put to the Club Welfare Officer [without delay and initially verbally].

b. In the event of there being a need for consideration of disciplinary action against a member, the Chairman will, with the Committee, consider the following options: Verbal or Written Warnings and Exclusion from the Club for a period or training sessions or for a part of a season. The ultimate option of Expulsion from the Club is available as necessary. Any appeal against a sanction should be made to the Chairman which will be considered by him and the Committee soon after the date of the appeal being lodged. Their decision is final.

IN CONCLUSION

38. These rules are not designed to be exhaustive and they need to be interpreted with common sense and good will.The future success of the Club depends upon this.

39. These rules will be reviewed from time to time as directed by the Chairman with the need to keep abreast of instructions from whichever governing body the club is affiliated to and the demands of ever changing legislation .

Roger N T Broberg