KENT COUNTY CONSTITUTION

Last amended at 12 January 2023

 

The Association's Constitution had minor changes agreed at the Special General Meeting on 21^st November 2022

CONSTITUTION

Founded September 1990 and incorporating Kent County Amateur Athletic Association
(founded 1920) and Kent County Women’s Athletic Association (founded 1946)

1.   Title

The Association shall be called the “Kent 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 Kent together with those parts of Greater London that were within the County of Kent on 20 March 1889. (See Note at end of Constitution).

3.   County Colours & Emblem

The colours to be worn by athletes representing the Association shall be Royal Blue and the “Invicta” rampant white horse logo shall be the emblem of the Association.

4.   Objectives

The primary objective of the Association is to take athletics forward in Kent by the encouragement, organisation and management of the sport in the County, and in pursuance thereof by:
(a) the provision of policy guidance to Clubs and Event Organisers in respect of legal requirements, including inclusiveness per the Disability and Equality Act of 2010;
(b) ensuring that the Laws and Regulations of the governing bodies for athletics in England are observed in all aspects of the sport;
(c) the development and promotion of County Championships in all relevant disciplines;
(d) the selection of teams to represent the County in Inter-County and other competitions;
(e) the consideration of membership applications for the Association;
(f) assistance in the promotion of athletics in schools and other appropriate organisations;
(g) assistance in the formation and development of clubs and associations;
(h) supporting individual and collective coaching activities.
 
5.   Membership

(a)   Eligibility
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, unless such application is made in an administrative or non-competitive capacity only.

(b)   County Qualification
A County qualification may be acquired as follows:
       (i)  by birth; or
      (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.
                  (See also 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 or by the agreement of a majority of the Executive Committee by electronic communication between meetings.

(d)   Resignation from Membership
A member may resign from membership of the Association by giving notice of three months in writing to the Honorary Secretary. No refund of subscription is payable.
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.

(e)   Schools
Schools (including Colleges and Academies for students up to 19 years of age) in Kent (as defined in 2 above) may enter teams in Association competitions. Each member of a school’s team must be Kent County qualified.

(f)   Misconduct
The Association will adopt the ‘Misconduct’ competition rule of the national governing body for athletics in England, insofar as it applies to the affairs of the County Association.

6.    Honorary Membership

(a)   President
The President will be nominated and invited by the Executive Committee and proposed for election at the Annual General Meeting. The initial term of office is to be of three years, with re-election for a further term of three years if confirmed at the Annual General Meeting. No more than two consecutive terms of office are permitted, although further terms may be served after a break of at least three years. The President shall be an ex-officio member of all Committees and Sub-Committees.

(b)   Vice-President
If deemed appropriate at the Annual General Meeting, a Vice-President may be elected for a term of three years and shall be eligible for immediate re-election for a further term of three years. Election as Vice-President shall not automatically be assumed to be a prelude to become President after three or six years, as appropriate.

(c)   Past Presidents
Past Presidents will be invited to continue to participate in the Association and in some cases may be awarded Life Membership

 (d)   Honorary Life Members
Life membership may be awarded to any athlete or administrator who, in the opinion of the majority at an Annual General Meeting, deserves recognition of exceptional long and active service in supporting the Association in achieving its objectives. Honorary Life Members will have restricted voting rights such that decision making continues to be influenced by active elected members and clubs.

(e)   Nominations
Nominations for the Honorary positions of President and Vice-President (at the end of the three year term or in the event of a vacancy occurring for either position) and Life Member may be made by any member of the Association (Club or Individual). Nominations must be received by the Honorary Secretary by 1st October for review and approval by the Executive Committee for inclusion in the motions at the Annual General Meeting

7.   Subscriptions

(a)   Subscriptions for all members, both clubs and individuals, are payable on election and subsequently on the first day of January 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 January.

(b)   A member whose subscription is in arrears shall not be entitled to vote at any General Meeting nor enter teams in any Championship. This clause shall not preclude an individual member in arrears from submitting a valid team entry on behalf of a club or affiliated body whose subscription is not in arrears.

(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 electronic mail or by post to the last known contact address of the member.

8.   Management

The management of the affairs of the Association shall be vested in the Officers, the Executive Committee and the Annual and Special General Meetings.

9.   Officers

The Officers of the Association shall be the Chairman, Honorary Secretary and Honorary Treasurer.

10.   Executive Committee

(a)   Composition
The Executive Committee shall comprise The Officers and up to five persons with Positions of Responsibility within the Association, with no Club being in a majority of the constituted Executive Committee. In the event of less than five members being elected, the Executive Committee may co-opt additional voting members as it sees necessary until the next Annual General Meeting. Each attendee shall have one vote with motions decided by a simple majority with, if required, a casting vote by the Chairman.

The President, the Vice-President and the Immediate Past President shall be entitled to attend all Executive Committee Meetings.

 (b)   Powers of the Executive Committee
    (i)   The Executive Committee shall maintain on-going liaison, where necessary, with the following Sub-Committees or Positions of Responsibility:

• Cross Country
• Development and Coaching
• Fell Running
• Medals and Trophies
• Officials
• Road Running / Endurance
• Sportshall
• Team Management & Selection (including making appropriate arrangements for chaperoning)
• Track & Field
• Walking

    (ii)   The Executive Committee may 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)   The Executive Committee shall have the power to co-opt onto the Executive Committee, and to Sub-Committees, in an advisory capacity any persons whose services are needed.   

    (iv)   The Secretary/Co-ordinator of a Sub-Committee may be invited or request to attend a meeting of the Executive Committee for discussion of a particular issue.

    (v)   The Officers shall be ex-officio members of all Sub-Committees.

(c)   Frequency of Meetings
In general, the Executive Committee shall meet at least on a quarterly basis, subject to the demands of business of the Association. It will not usually meet in the month of the Annual General Meeting. Dates will be confirmed on a meeting-by-meeting basis with that of the next meeting included in the Minutes/Notes. Between formal meetings (which may be virtual or hubrid), the Executive Committee may conduct business by electronic communication or by telephone, with decisions being minuted at the next formal meeting of the Executive Committee.

(d)   Quorum
Four members present and entitled to vote shall form a quorum.

(e)   Notes of Executive Committee Meetings
These shall be circulated electronically to members of the Executive Committee.

(f)   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.

11.   Annual General Meeting

(a)   An Annual General Meeting shall be held annually during the month of November.

(b)   At least 42 days’ notice of the meeting shall be given to all members by mail or by electronic communication

(c)   The following shall be entitled to attend the Annual General Meeting :
            1. The Officers, The President, Vice-President, Secretaries/Co-ordinators of Sub-Committees and
                Individuals in Positions of Responsibility, Past Presidents and Honorary Life Members, all of whom       
                be entitled to one vote.
            2. Two members from each club affiliated to the Association with both delegates entitled to one vote
                  N.B. Those attending as individuals in their own right (as shown in 1. above) shall not be entitled to
                          an additional vote as a delegate from their affiliated club
            3. Two members from any organisation operating within the County under the auspices of England        Athletics or UK Athletics may attend the Annual General Meeting but have no voting rights.

(d)   The business of the meeting shall be to :

• receive and consider the minutes of the previous Annual General Meeting
• receive and consider the Annual Report
• receive and consider an independently examined Financial Statement for the past year to 30 September
• fill a vacancy or, if at the end of a three year cycle, to elect the President and/or Vice-President.
• elect the Officers
• elect the Secretaries of Sub-Committees/Co-ordinators and appropriate Positions of Responsibility
• elect the Members of the Executive Committee
• elect an Independent Financial Examiner   
• elect Honorary Life Members, if deemed appropriate
• transact such other business as specified in the notice convening the meeting

(e)   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.

(f) All elections, proposals, submissions and motions shall be decided by a simple majority of those present who are entitled to vote. If required, the Chairman shall have the casting vote.

(g) Quorum
Twelve persons entitled to attend and to vote at an Annual General Meeting shall form a quorum.

(f) Other Attendees

Any Kent qualified athlete or active volunteer is welcome to attend the AGM, may contribute by invitation from the Chair but may not vote unless they are on the list of those qualified to vote atthe AGM.

12.   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 Honorary 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 Honorary 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. Entitlements to attend, voting rights and the formulation of a quorum shall be as for an Annual General Meeting.

13.   Finance

(a)   The accounts of the Association shall be made up to the thirtieth day of September each year and shall be audited by the Independent Financial Examiner elected at the Annual General Meeting. The Executive Committee may order an examination 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 Honorary Treasurer and remain the property of the Association.

(e) The Officers of the Association are the custodians of all monetary and other assets of the Association

14.   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.

15.   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.

16.   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.

17.   Dissolution

The Association may be dissolved at an Annual General Meeting, or at a 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 Kent. 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.

 Area of Operation:

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 Kent are those with the following London Post Codes SE2, SE3, SE4, SE6, SE7, SE8, SE9, SE10, SE12, SE13, SE14, SE18, SE20, SE23, SE26, & SE28  plus those areas without a London Post Code located within the London Boroughs of Bexley and Bromley. Although SE19 is deemed to be part of Surrey, for historic athletic reasons the administration of the Crystal Palace Park site is treated as an area shared with Surrey County Athletic Association. Any income accruing to a county from athletic activities within the Park site are split equally between Kent and Surrey.