Rules & Policies

Club Constitution

Revised November 2025

1. Title

The title of the club shall be Stockton Striders Athletic Club, hereafter referred to as "the club".

2. Objectives

The objectives of the club shall be:

• To encourage the practice and development of amateur athletics in the community, regardless of ability.
• To provide coaching for the members.
• To organise competitions.
• To organise teams to represent the club in championships and leagues, and such other competitions as the management committee shall decide.
• To operate on a not-for-profit basis.

The club shall cater for Track & Field Athletics, Cross Country Running, Road Running and Road Relay Running.

3. Membership

Membership shall be open to persons who are amateurs as defined by UK Athletics. The minimum age shall be in accordance with UK Athletics rules.

Classes of Membership

• Senior Members (including first & secondary claim athletes) who shall be aged 18 years or over, and shall have voting powers.
• Second Claim Members — Second claim status is considered by the club on an individual basis.

Each applicant for membership must complete the application form and pay the appropriate membership subscription. Members may resign from membership at any time by notice to that effect given to the Secretary. A member who resigns shall not be entitled to any refund of subscriptions in respect of the remaining period.

Membership shall not be transferable and shall cease immediately on death or on the failure of the member to comply with any condition of membership set out in this Constitution.

The Committee shall have the power to expel a Member when in its opinion it would not be in the interests of the sport or the Club for them to remain a member. Such expulsion shall be carried out in accordance with the disciplinary procedures of the Athletics National Governing Body for England (i.e. England Athletics or its succeeding organisation).

Guests (such as visitors to the area) may attend Club sessions on up to three occasions in any one year.

4. Management

The day-to-day management of the Club shall be deputed to a Committee consisting of eight Honorary Officers: Chair, Vice Chair, Treasurer, Club Secretary, Membership Secretary, Welfare Officer x2 and Coaching Co-ordinator, and not more than four other Ordinary Committee Members.

Ordinary Committee Members shall aid the Honorary Officers by undertaking tasks and roles to facilitate the day-to-day operation of the Club. The allocation of these duties shall be by mutual consent between the Honorary Officers and the respective Ordinary Committee Member. Duties may be reallocated at any time as required and may be delegated to Members of the Club. The Ordinary Committee Member shall report to and advise the Committee on the status of such tasks.

All the honorary officers shall be elected at the Annual General Meeting and will remain in office for a period of three years from November 2025. The committee shall have the power to fill vacancies (including pending and temporary) if and when they arise. The quorum for a committee meeting shall be six members, including officers. The Chairman of a committee meeting shall only have a vote in the event of a tie in a ballot.

The Management Committee shall have the power to appoint sub-committees, which shall consist of at least one member of the management committee, and any other club members deemed necessary. Such sub-committees shall be appointed to deal with specific matters and shall report to the management committee. The management committee shall deal with matters of discipline in accordance with the Athletics National Governing Body for England disciplinary procedure.

5. Management of Finances

The Treasurer will maintain, produce and report the club's financial records. The committee may appoint up to a total of 3 bank signatories (appointed from Treasurer, Committee or Club members). Each signatory is individually authorised to make payments, BACS transfers & sign cheques on behalf of the club direct from the club's bank account. Signatories may be changed at any time by agreement of the club Committee.

The financial year shall run from 1st October to 30th September of the following year. The Treasurer shall present accounts for the previous Financial Year to the Annual General Meeting for consideration, and copies of these will be available to Members at the meeting.

6. Annual General Meeting

The Annual General Meeting shall be held in the month of November for the purpose of:

• Receiving the Annual Report of the committee.
• Receiving the statement of accounts and balance sheets, which shall be made available to members at least fourteen days before the meeting; only questions relating to the accounts of which seven days' notice in writing has been given to the Hon. Secretary shall be permitted.
• Electing the officers & committee for the ensuing year.
• Considering any amendments to the constitution rules of which due notice has been given to all members.
• Setting the Annual subscriptions for the ensuing year.

A quorum shall be 12½% of eligible voting members, including officers. Voting will be on a simple majority basis, except where otherwise stated. Any proposed change to a constitution rule by a member must be received by the Chairman or Honorary Club Secretary at least fourteen days prior to the date of the meeting so that all members have sufficient notice of the proposal. At least twenty-one days' notice shall be given to members of the date, venue, and Agenda items of the Annual General Meeting. Each voting member present at the meeting shall have one vote.

7. Extraordinary General Meetings

The Honorary Club Secretary shall call an Extraordinary Meeting by giving the members twenty-one days' notice of the date, venue, and agenda, upon either a resolution by the management committee, or a requisition signed by not less than twenty-five voting members (such a requisition shall state the business to be brought before the meeting). A quorum shall be 12½% of eligible voting members, including officers.

8. Interpretation of Club Constitution & Rules

The Constitution may be added to, repealed, or amended by resolution at any Annual or Special General Meeting with voting carried by a majority basis. The Committee shall be the sole authority for the interpretation of the Constitution and of Club Rules. The decision of the Committee upon any questions of interpretation, or upon any matter affecting the Club and not provided for by the Constitution, shall be final and binding on the Members except if otherwise directed by the Club in a Special or Annual General Meeting.

9. Club Colours

The club colours shall be green and blue with the wording STOCKTON STRIDERS AC in white across the chest.

10. Club Championships

The award of Club Championships can only be made to a first claim member of the Club.

11. Borrowing

Should the club require at any time to borrow money, the club in General Meeting shall pass a resolution authorising the Management Committee to borrow such money for the purpose of the club, either at one time or from time to time as is prudent. All members of the club who are eligible to vote on such a resolution, whether voting or not, and all persons becoming members of the club after the passing of such a resolution, shall be deemed to have assented to be bound by the same as if they had voted in favour of such a resolution.

12. Dissolution of the Club

The Club may be dissolved by an affirmative vote of two-thirds or more of those voting members present at an Extraordinary General Meeting convened for this purpose. In the event of the Club being disbanded, the assets of the club shall be held in trust. The Trustees shall be appointed at the aforementioned meeting. Any assets remaining after the discharge of debts will be held in trust as described above and then given to any project or cause mandated by the Extraordinary General Meeting, or which the Trustees shall in their discretion think fit, provided that such project or cause will be of benefit to the development of the sport of athletics, in accordance with the Objectives of the club.

November 2025

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Code of Conduct

Stockton Striders AC aims to encourage participation, enjoyment and improvement in running for members of all abilities in a friendly and supportive environment. Achieving this relies on all members contributing to the atmosphere and smooth running of the club by observing the following guidelines.

• Respect the rights, dignity and worth of everybody you encounter. Treat everyone with equal value, and do not discriminate against anyone for any reason.
• Act with dignity and display courtesy and good manners towards others. Take the time to thank those who allow you to participate such as coaches, officials and volunteers.
• When taking part in club activities or using club social media platforms, avoid using language or behaviour that could potentially cause distress or harm to others. Such language and behaviour could include: swearing, abusive language, bullying, harassment, behaviour that is dangerous to yourself or others, violence, and physical or sexual abuse.
• Discuss any language or behaviour you witness that you feel is inappropriate, or could potentially cause others harm or distress.
• Report any incidents causing injuries, distress or suspected misconduct by anyone involved in the club, or wider athletic community, to one of the club welfare officers as soon as possible. You can use the email address striderswelfare@gmail.com.
• Support and encourage all fellow Striders when training or representing the club. Make every effort to stay behind to support other Striders when you have completed your own event.
• Support the club by occasionally volunteering when help is needed, such as taking a turn on the door rota or marshalling at Striders' events.
• Anticipate and take responsibility for your own needs including being organised, having the equipment you need and being on time.
• On club training nights, take care to choose a group suited to your current fitness levels for that type of session. A coach can advise you on this. If you choose a session that is slower than your usual pace, ensure you run at the pace of the session to facilitate the enjoyment of everyone taking part.
• Ensure you make the organisers aware of your arrival and leaving at events. On training nights you must book a session online and have received email acknowledgment before joining a session. Let your coach or door volunteers know if you leave the session early.
• Keep your coach informed of any information they need to be aware of, such as any injuries or other coaching you are receiving.
• Follow all instructions and guidance offered by coaches. These are provided to ensure the safety and enjoyment of all of the group.
• Follow all competition rules and promote principles of good sportsmanship. Never condone rule violations or the use of prohibited substances.
• Provide any feedback you may have about the club in a responsible and constructive manner. Be mindful that coaches, the committee and other club helpers are volunteers. Personal comments, abuse or gossip about volunteers are unhelpful. If you would like to raise any concerns or provide feedback, it is more useful to either offer this directly to the persons involved, or approach a committee member if you prefer.

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Inclusion Policy

SSAC, April 2022 · In line with England Athletics guidance

Introduction

For the purposes of this policy, 'inclusion' means access for all. It means recognising differences between individuals and groups and providing opportunities for them to participate in Athletics and Running regardless of those differences, whether this is as a participant, coach, leader, official, volunteer or member of staff.

Stockton Striders AC embraces diversity and difference and is committed to providing opportunities that are safe, inclusive, accessible and equitable. We want our club to be equally accessible to all members of society, whatever their age, disability, gender, race, ethnicity, sexuality or social/economic status.

We will develop a focus on inclusion, not exclusion, and ensure that we provide appropriate advice to members and volunteers to ensure that everyone can participate as fully as possible. The Inclusion Policy is intended to promote a change in attitudes and perceptions and to improve opportunities for everyone to participate at our club.

We will seek to ensure that we comply with the Equality Act 2010 and the characteristics protected by it (age, disability, gender reassignment, race, religion or belief, sex, sexual orientation, marriage and civil partnership, and pregnancy and maternity) and encourage our members to do so. We will seek to include everyone regardless of whether they have a protected characteristic or not.

Our aim is to provide an environment where everyone feels:

• Welcome
• Represented
• Included in decision making
• Able to participate
• Safe and free from discrimination, bullying, harassment and vilification.

Aims

The aims of the Inclusion Policy are:

• To promote the development of knowledge and understanding of disability, equity and inclusion amongst our participants, leaders/coaches, officials, volunteers and competition/event organisers by the provision of appropriate guidance and training, and to guide and support the integration of inclusive practice into our core club/group programmes and activities.
• To contribute towards growing and sustaining numbers of people from under-represented groups participating within our club.
• To promote inclusion within Athletics and Running wherever possible and in accordance with the provisions of the Equality Act.
• To adopt inclusive practice within our competitions and events.
• To promote close working partnerships with relevant groups and organisations to support the development of inclusive practice within our club.

Commitment

We will:

• Not tolerate discrimination, harassment, bullying or victimisation.
• Actively identify and reduce barriers to participation for under-represented groups.
• Consult with expert partners and other organisations to facilitate inclusive practices and remove barriers to participation.
• Ensure under-represented groups are given the opportunity to participate in all aspects of our club.
• Provide opportunities for all in coaching, officiating and leadership positions.

We will provide a welcoming environment

• We will think positively about how we can include people rather than focusing on potential barriers to participation.
• We will consider how our club/group is promoted — for example, by providing information in formats which are accessible and by using appropriate imagery.
• We will encourage people to contact us to discuss their needs and requirements to facilitate inclusion, and we will consider what reasonable adjustments could be made to enable them to participate.
• We will develop the knowledge and understanding of key officials, coaches, leaders and other volunteers, of disability, equity and inclusive practice by providing appropriate guidance and training.

We will talk to people

• We will, so far as is reasonably possible, consult with relevant groups and with prospective individuals about their needs and requirements.
• We will not make assumptions and will try to speak to people about the reasonable adjustments they believe might be made to enable them to participate, and to discuss how these could be made.

We will make reasonable adjustments

• We will demonstrate that every effort has been made to enable everyone to participate and that inclusion, not exclusion, has been the priority.
• If reasonable adjustments are required to make an event/activity accessible, then we will make those reasonable adjustments.

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Privacy Notice

Stockton Striders AC are committed to protecting and respecting your privacy. For any personal data you provide for the purposes of your membership, Stockton Striders AC is the Data Controller and is responsible for storing and otherwise processing that data in a fair, lawful, secure and transparent way.

What personal data we hold on you

You may give us information about you by filling in forms at an event or online, or by corresponding with us by phone, e-mail or otherwise. This includes information you provide when you register with the Club, subscribe to our newsletter, or participate in discussion boards on our website. The information you give us may include your name, date of birth, address, e-mail address, phone number, name of the EA affiliated Clubs with which you are registered, and gender (Athletics Data). We may also ask for relevant health information, which is classed as special category personal data.

Why we need your personal data

The reason we need your Athletics Data is to be able to administer your membership and provide the membership services you are signing up to when you register with the club. Our lawful basis for processing your personal data is that we have a contractual obligation to you as a member to provide the services you are registering for. Reasons we need to process your data include:

For training and competition entry

• Sharing personal data with club coaches or officials to administer training sessions;
• Sharing personal data with club team managers to enter events;
• Sharing personal data with facility providers to manage access to the track or check delivery standards; and
• Sharing personal data with leagues, county associations and other competition providers for entry in events.

For funding and reporting purposes

• Sharing anonymised data with a funding partner as a condition of grant funding, e.g. Local Authority;
• Analysing anonymised data to monitor club trends; and
• Sending an annual club survey to improve your experience as a club member.

For membership and club management

• Processing of membership forms and payments;
• Sharing data with committee members to provide information about club activities, membership renewals or invitations to social events;
• Club newsletter promoting club activity; and
• Publishing of race and competition results.

Marketing and communications (where separate consent is provided)

• Sending information about promotions and offers from sponsors;
• Sending information about selling club kit, merchandise or fundraising.

Any special category health data we hold on you is only processed for the purpose of fitness/health checks or passing health data to coaches to allow the safe running of training sessions. We process this data on the lawful basis of consent. Therefore, we will also need your explicit consent to process this data, which we will ask for at the point of collecting it.

On occasion we may collect personal data from non-members (e.g. any non-member participant who fills in a health disclaimer or form at a taster event). This information will be stored for 7 days and then destroyed securely. Our lawful basis for processing this data is consent, and we will ask for explicit consent from non-members at the point of collecting it.

The club has social media pages (e.g. Facebook, Twitter). All members are free to join these pages. If you join one of the social media pages, please note that the provider of the social media platform has their own privacy policies and that the club does not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data on the club social media pages.

Who we share your personal data with

When you become a member of the Club you can also choose to be registered as a member of England Athletics Limited. If you would like to register, we will provide England Athletics Limited with your Athletics Data, which they will use to enable access to the MyAthletics portal. England Athletics Limited will contact you to invite you to sign into and update your MyAthletics portal, where you can set and amend your privacy settings. If you have any questions about the continuing privacy of your personal data when it is shared with England Athletics Limited, please contact dataprotection@englandathletics.org. If you do not opt in, we will not share your data with England Athletics Limited. Please be aware that should you ever wish to compete in your sport, you will have to register with England Athletics Limited at that time.

The Club does not supply any personal data it holds for this purpose to any other third party. The Club does not store or transfer your personal data outside of the UK.

How long we hold your personal data

We will hold your personal data on file for as long as you are a member with us. Athlete data is updated every year on annual membership forms. Any personal data we hold on you will be securely destroyed after four years of inactivity on that member's account, in line with England Athletics Limited's retention policy. Your data is not processed for any further purposes other than those detailed in this policy.

Your rights regarding your personal data

As a data subject you may have the right at any time to request access to, rectification or erasure of your personal data; to restrict or object to certain kinds of processing of your personal data, including direct marketing; to the portability of your personal data; and to complain to the UK's data protection supervisory authority, the Information Commissioner's Office, about the processing of your personal data. As a data subject you are not obliged to share your personal data with the Club. If you choose not to share your personal data with us, we may not be able to register or administer your membership.

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Incident & Accident Guidelines

Final, May 2024

General arrangements

• The club has a first aid kit for treatment of minor injuries, held by the door volunteers in the SSAC clubhouse if required.
• Club coaches are offered the opportunity of attending a basic introductory first aid training course delivered by an external provider; uptake of this training is on a voluntary basis.
• All coaches have a mobile phone with them and access to the Stockton Striders Emergency Phone number, held by those covering door duty.
• The location of all the routes planned for that training session will be available to the door duty volunteers.
• Two volunteers are required for door duty on each session, should one need to be called out to assist in an incident.

For Coaches

• Stay calm but act swiftly and observe the situation.
• Consider whether there is a danger of further injuries.
• Listen to what the injured person is saying.
• Take appropriate action for minor injuries.
• In the event of an injury requiring specialist treatment, call the emergency services — please note that should more than one emergency service be required (i.e. police and ambulance) you will need to make two separate calls.
• Do not move someone with major injuries. Wait for the emergency services medics.
• Depending on the condition of the Member, either ask them for emergency contact details or contact the Stockton Striders Emergency Phone number held by those covering Door Duty, who have the Emergency Contacts telephone list and can advise or text you the Member's emergency contact details so you can brief them on the situation.
• Deal with the rest of the group and ensure that they are adequately supervised and safe.
• Complete an incident/accident report form on return to the Club. This will subsequently be submitted to UK Athletics by a SSAC Committee Member.
• Depending on the type/seriousness of the incident/accident, involve the Stockton Striders Welfare Officers and Committee Members in discussions/investigations into the incident and keep Members informed.

For Door Duty Cover

• Member & Coach Emergency Contact telephone number lists are stored in the SSAC Folder held by the door duty volunteers.
• Ensure the SSAC Emergency Telephone is sufficiently charged, switched on and at a volume level that can be heard.
• Should a Coach make contact, advise or text the emergency contact name/number from the list to the Coach for the Member immediately.
• One person covering to have a car available should assistance be needed to transport a Member back to club, home or hospital etc.

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England Athletics Affiliation

Stockton Striders AC is an affiliated club of England Athletics for the 2026/2027 season.

UK Athletics and England Athletics have arranged Public Liability Insurance with MARSH Ltd, under Policy Number YMM902056, on behalf of all affiliated clubs, associations and event promoters.

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