Constitution
North Eastern Counties Athletic Association (NECAA) - Constitution (Draft Revision May 2022) vs 4
1.Title
The Association shall be called “North Eastern Counties Athletic Association” (NECAA), herein referred to as “the Association”.
Constitution ociation shall be called “North Eastern Counties Athletic Association” (NECAA), herein referred to as “the Association”.
2. Area
The area shall comprise the geographical counties of Durham, Northumberland, Tyne & Wear and former county of Cleveland.
3. Objectives
The objectives of the Association shall be to:
4. Membership
(a) All clubs and organisations affiliated to England Athletics with headquarters within the area shall have automatic membership of the Association, with voting rights at General Meetings in accordance with Rule 5(c) below.
(b) Member clubs and organisations shall be required to:
(i) notify the Association Secretary immediately in the event of any change in the name and address of the Secretary of the club or organisation;
(ii) submit details of any proposed athletic events to the Fixtures Coordinator of the Association for approval.
5. General Meetings
(a) Annual General Meeting
An Annual General Meeting of Clubs and Organisations within the Association shall be held within 9 months of the end of the financial year. The Secretary shall notify each member club or organisation of the proposed time and place of the meeting at least 42 days in advance, requiring that nominations and other items of business for the meeting shall be notified at least 28 days before the meeting is due to take place. Additional nominations may be made at the Annual General Meeting for those positions where insufficient have been received by the due date. The Secretary shall, at least 14 days before the meeting, notify the secretary of each member club or organisation of the business to be transacted, which shall only include the following:
(i) receive secretarial and financial reports, and to approve the financial statements.
(ii) elect the Officers of the Association for the ensuing year, President, Chairman, Treasurer and Secretary, and if appropriate, any Life Vice-Presidents;
(iii) elect a Fixtures Coordinator for the ensuing year;
(iv) elect the Chairman of the North East COFSEC for the ensuing year;
(v) elect a General Committee to be responsible for the management of the sport in the area for the ensuing year;
(vi) elect a Chairman/Secretary and additional representatives for the ensuing year in respect of each of the following Sub-Committees:
Cross Country Sub-Committee, Road Running Sub-Committee, Track & Field Sub-Committee.
(vii) appoint representatives for Hill & Fell Running and Race Walking.
(viii) appoint an individual to undertake an independent review of the financial statements and submit a brief report at the
AGM
(ix) transact such other business which under the Constitution of the Association should be conducted at the Annual General Meeting and which has been notified in writing to the Secretary at least 28 days prior to the meeting.
(b) Extraordinary General Meetings
An Extraordinary General Meeting shall be called, and held within 28 days:
(i) at the instruction of the Officers;
(ii) at the instruction of the General Committee; or
(iii) on the written request of ten clubs in full membership, or 25 per cent of member clubs, whichever is the least.
The Secretary shall notify the secretary of each member club or organisation at least fourteen days prior to the meeting stating the time and place of the meeting and the business to be transacted at the meeting. No other business may be brought forward at that meeting.
(c) Voting at General Meetings
Member clubs and organisations who are affiliated to England Athletics, in accordance with clause 4(a), shall be entitled to two voting representatives. Votes may only be cast by persons present at the meeting and no person may cast more than one vote.
6. Officers
(a) There shall be 4 Officers of the Association - President, Chairman, Treasurer and Secretary
(b) The Officers shall be elected annually by members at the Annual General Meeting.
(c) The President shall not hold the post for more than three consecutive years and may be nominated by:
(i) The General Committee;
(ii) no less than five member clubs or organisations.
(d) All Officers may be nominated by:
(i) The General Committee.
(ii) any member club or organisation.
(e) A nomination shall be invalid if the person nominated has, at the time of the nomination, been suspended by their Club, England Athletics or any County District/Association.
(f) Officers shall serve until the conclusion of the following Annual General Meeting.
(g) An Officer may attend and vote at any meeting of any Committee or Sub-Committee.
7. Management
The management of the Association shall be vested in a General Committee, consisting of the following:
The General Committee shall be required and entitled to:
a) manage the day-to-day running of the Organisation.
b) maintain records and minutes of meetings relating to its activities.
c) agree an Annual Budget.
d) maintain a record of all financial transactions.
e) act as a discussion forum for athletics related matters and, where appropriate, determine policy for the Organisation and make suitable recommendations to national governing bodies.
f) maintain a Membership list.
g) call an Annual General Meeting.
h) call an Extraordinary General Meeting.
i) present a report of the Organisation’s activities in the year preceding the Annual General Meeting.
j) consider financial reports of the Organisation’s accounts.
k) consider a financial statement of the Organisation’s independently reviewed accounts as at the end of each financial year.
n) appoint an Honorary Legal advisor should it consider it to be appropriate.
o) appoint additional Sub-Committees and additional co-opted members of the General Committee as may be required for the conduct of specific activities or the management of athletics disciplines throughout the area. It may not make such appointments to deal with specific geographical parts of the area.
p) ensure that all voting members of the General Committee are current members of clubs.
q) appoint the Chairman and Secretary of the North Eastern Youth Development League (NEYDL) should this be earlier???
9. Sub-Committees
The Sub-Committees elected at the Annual General Meeting, as per clause 5(a)(vi), will be responsible for Objectives 3(c) and 3(d) of their respective disciplines.
10. Finance
a) The Financial Year of the Organisation shall be from 1st April to 31st March of the following year.
b) The Finances of the Organisation shall be managed by the Treasurer who shall report and be answerable to the General Committee.
c) All funds and assets of the Organisation shall be applied towards the achievement of the Objectives of the Organisation (Section 3)
d) An Annual Budget for the Organisation shall be presented to the General Committee for approval
e) During the year, financial update reports shall be presented to the General Committee.
f) At the year-end, a statement of financial accounts shall be prepared, reviewed by a person independent of the Treasurer and presented to the Annual General Meeting for approval.
1.Title
The Association shall be called “North Eastern Counties Athletic Association” (NECAA), herein referred to as “the Association”.
Constitution ociation shall be called “North Eastern Counties Athletic Association” (NECAA), herein referred to as “the Association”.
2. Area
The area shall comprise the geographical counties of Durham, Northumberland, Tyne & Wear and former county of Cleveland.
3. Objectives
The objectives of the Association shall be to:
- encourage, promote and develop athletics in the area.
- represent the area on all appropriate bodies.
- select and manage representative teams.
- promote, organise and encourage the holding of athletic competitions, meetings, championships, leagues and events.
- ensure that the rules of the relevant Governing Bodies are adhered to.
- ensure, as far as possible, that affiliated clubs and organisations fulfil their obligations to members and/or competitors in accordance with UK Athletics Laws and those of the Governing Bodies
- encourage the recruitment, training and development of Officials and Coaches.
4. Membership
(a) All clubs and organisations affiliated to England Athletics with headquarters within the area shall have automatic membership of the Association, with voting rights at General Meetings in accordance with Rule 5(c) below.
(b) Member clubs and organisations shall be required to:
(i) notify the Association Secretary immediately in the event of any change in the name and address of the Secretary of the club or organisation;
(ii) submit details of any proposed athletic events to the Fixtures Coordinator of the Association for approval.
5. General Meetings
(a) Annual General Meeting
An Annual General Meeting of Clubs and Organisations within the Association shall be held within 9 months of the end of the financial year. The Secretary shall notify each member club or organisation of the proposed time and place of the meeting at least 42 days in advance, requiring that nominations and other items of business for the meeting shall be notified at least 28 days before the meeting is due to take place. Additional nominations may be made at the Annual General Meeting for those positions where insufficient have been received by the due date. The Secretary shall, at least 14 days before the meeting, notify the secretary of each member club or organisation of the business to be transacted, which shall only include the following:
(i) receive secretarial and financial reports, and to approve the financial statements.
(ii) elect the Officers of the Association for the ensuing year, President, Chairman, Treasurer and Secretary, and if appropriate, any Life Vice-Presidents;
(iii) elect a Fixtures Coordinator for the ensuing year;
(iv) elect the Chairman of the North East COFSEC for the ensuing year;
(v) elect a General Committee to be responsible for the management of the sport in the area for the ensuing year;
(vi) elect a Chairman/Secretary and additional representatives for the ensuing year in respect of each of the following Sub-Committees:
Cross Country Sub-Committee, Road Running Sub-Committee, Track & Field Sub-Committee.
(vii) appoint representatives for Hill & Fell Running and Race Walking.
(viii) appoint an individual to undertake an independent review of the financial statements and submit a brief report at the
AGM
(ix) transact such other business which under the Constitution of the Association should be conducted at the Annual General Meeting and which has been notified in writing to the Secretary at least 28 days prior to the meeting.
(b) Extraordinary General Meetings
An Extraordinary General Meeting shall be called, and held within 28 days:
(i) at the instruction of the Officers;
(ii) at the instruction of the General Committee; or
(iii) on the written request of ten clubs in full membership, or 25 per cent of member clubs, whichever is the least.
The Secretary shall notify the secretary of each member club or organisation at least fourteen days prior to the meeting stating the time and place of the meeting and the business to be transacted at the meeting. No other business may be brought forward at that meeting.
(c) Voting at General Meetings
Member clubs and organisations who are affiliated to England Athletics, in accordance with clause 4(a), shall be entitled to two voting representatives. Votes may only be cast by persons present at the meeting and no person may cast more than one vote.
6. Officers
(a) There shall be 4 Officers of the Association - President, Chairman, Treasurer and Secretary
(b) The Officers shall be elected annually by members at the Annual General Meeting.
(c) The President shall not hold the post for more than three consecutive years and may be nominated by:
(i) The General Committee;
(ii) no less than five member clubs or organisations.
(d) All Officers may be nominated by:
(i) The General Committee.
(ii) any member club or organisation.
(e) A nomination shall be invalid if the person nominated has, at the time of the nomination, been suspended by their Club, England Athletics or any County District/Association.
(f) Officers shall serve until the conclusion of the following Annual General Meeting.
(g) An Officer may attend and vote at any meeting of any Committee or Sub-Committee.
7. Management
The management of the Association shall be vested in a General Committee, consisting of the following:
- The Officers of the Association, who shall be ex-officio members of all Committees and Sub-Committees: President, Chairman; Secretary; Treasurer.
- The Chairman/Secretary of the Sub-Committees elected at the Annual General Meeting.
- Representatives of the race walking and Hill& Fell communities
- The Fixtures Coordinator, elected at the Annual General Meeting and who shall be an ex-officio member of all Sub-Committees.
- The Chairman of the Officials’ Committee, i.e COFSEC
- A Club representative for each of the 4 geographical areas covered by the Association, as per clause 2, elected at the Annual General Meeting. Is this, in hindsight, a good idea?? It sounded good at the time
- A representative from the North East Regional Council.
The General Committee shall be required and entitled to:
a) manage the day-to-day running of the Organisation.
b) maintain records and minutes of meetings relating to its activities.
c) agree an Annual Budget.
d) maintain a record of all financial transactions.
e) act as a discussion forum for athletics related matters and, where appropriate, determine policy for the Organisation and make suitable recommendations to national governing bodies.
f) maintain a Membership list.
g) call an Annual General Meeting.
h) call an Extraordinary General Meeting.
i) present a report of the Organisation’s activities in the year preceding the Annual General Meeting.
j) consider financial reports of the Organisation’s accounts.
k) consider a financial statement of the Organisation’s independently reviewed accounts as at the end of each financial year.
n) appoint an Honorary Legal advisor should it consider it to be appropriate.
o) appoint additional Sub-Committees and additional co-opted members of the General Committee as may be required for the conduct of specific activities or the management of athletics disciplines throughout the area. It may not make such appointments to deal with specific geographical parts of the area.
p) ensure that all voting members of the General Committee are current members of clubs.
q) appoint the Chairman and Secretary of the North Eastern Youth Development League (NEYDL) should this be earlier???
9. Sub-Committees
The Sub-Committees elected at the Annual General Meeting, as per clause 5(a)(vi), will be responsible for Objectives 3(c) and 3(d) of their respective disciplines.
10. Finance
a) The Financial Year of the Organisation shall be from 1st April to 31st March of the following year.
b) The Finances of the Organisation shall be managed by the Treasurer who shall report and be answerable to the General Committee.
c) All funds and assets of the Organisation shall be applied towards the achievement of the Objectives of the Organisation (Section 3)
d) An Annual Budget for the Organisation shall be presented to the General Committee for approval
e) During the year, financial update reports shall be presented to the General Committee.
f) At the year-end, a statement of financial accounts shall be prepared, reviewed by a person independent of the Treasurer and presented to the Annual General Meeting for approval.