at 17 November 2015
Approved at the Special General Meeting on 9 November
September 1990 and incorporating Kent County Amateur Athletic Association
(founded 1920) and Kent County Women’s Athletic Association (founded 1946)
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
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.
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
(d) the selection of teams to represent the County in Inter-County and other
(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.
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
(See also Rule 9 of the UKA Handbook)
(c) Election of Members
Applicants for membership to the Association must apply in writing to the
Athletic clubs must provide a copy of their Constitution with their
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
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
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.
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
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.
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
Honorary Life Membership is awarded to all Past Presidents
(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.
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
(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.
The management of the affairs of the Association shall
be vested in the Officers, the Executive Committee and
the Annual and Special General Meetings.
The Officers of the Association shall be the Chairman,
Honorary Secretary and Honorary Treasurer.
10. Executive Committee
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
- Road Running / Endurance
- Team Management & Selection
(including making appropriate arrangements for chaperoning)
- Track & Field
- Web, Communications and Press &
(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, the Executive
Committee may conduct business by electronic communication or by telephone,
with decisions being minuted at the next formal meeting of the Executive
Four members present and entitled to vote shall form a quorum.
(e) Minutes/Notes of Executive Committee Meetings
These shall be circulated electronically to members of the Executive
Committee, the President, the Vice-President, Past Presidents and the
Secretaries/Co-ordinators of Sub-Committees.
(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
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
- receive and consider an
independently examined Financial Statement for the past year to 30
- 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
- elect an Independent Financial
- elect Honorary Life Members, if
- 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.
Twelve persons entitled to attend and to vote at an Annual General
Meeting shall form a quorum.
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.
(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. All Association
Assets (cups, trophies and equipment) shall, as appropriate, be insured
against loss or damage insofar as such insurance can be obtained and at an
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.
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.
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 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.