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CLUB CONSTITUTION

1. Title

a. The Club shall be known as Barlick Fell Runners (herein after to be referred to as "the Club").

2. Objectives

a. The objectives of the Club shall be:

b. To encourage the practice, promotion, development and participation of running in the Craven area and the wider community.

c. To provide training and coaching for members.

d. To organise open, club, and club handicap running races.

e. To organise teams to represent the Club in championships and leagues and in such other competitions as the Committee shall decide.

f. The Club shall cater for the following athletics disciplines: Fell Running, Road Running, Track & Field, Race Walking, Trail Running and Cross Country.

g. The Club shall seek to be affiliated to national and regional amateur athletic bodies as the Committee consider appropriate in order to carry out the objectives of the Club.

3. Membership

a. Membership of the Club shall be open to persons who are amateurs as defined by UK athletics governing bodies at that time, regardless of sex, age, disability, ethnicity, nationality, sexual orientation, religion or other beliefs. However, limitation of membership according to available facilities is allowable on a non-discriminatory basis. Parents or guardians shall be responsible for the behaviour of junior members at training events or at races where their children are representing the club.

b. Membership application can be made on either an application form and returned by hand or post to the club secretary with the appropriate membership fee or by on-line electronic submission. This will then be considered at the next committee meeting.

c. Honorary life membership of the Club may be conferred upon any member by a majority vote of those present at an Annual General Meeting (AGM) in recognition of someone who has performed an outstanding service, or who has made an outstanding contribution to the Club.

d. Any member wishing to resign from the Club must do so in writing or by email to the Secretary before the 1st January, failing which, they may be liable for the ensuing year’s subscription.

e. Resignation shall be considered by the Committee at the next available committee meeting. Resignations will not be accepted if the member is financially indebted to the Club, i.e. has not paid their subscription for the current year and acceptance of the resignation will be withheld until the debt has been discharged.

f. The Committee shall have the power to suspend or exclude any member for contravention of this Constitution, documented rules or published codes of conduct that may exist at that time. In exercising these powers the Committee shall adhere to the Club’s disciplinary procedures. Appeal against refusal or removal may be made to the members.

4. Subscriptions

a. Annual subscriptions shall become due for payment on 1st January each year, with the amounts being determined by the AGM.

b. The Club will keep subscriptions at levels that will not pose a significant obstacle to people participating.

d. Membership fees for junior member will be reviewed annually at the AGM.

e. Members joining after the 30 September shall be deemed to have paid their subscription for the following year.

f. Any member failing to make payment by 31st March shall cease to be entitled to the rights and privileges of membership and may be expelled provided that notice has been sent at least twice to the member’s last known email address informing him/her of the proposed action.

5. Management

a. The management of the Club shall be vested in a Committee that shall consist of the Chairman, Treasurer and Secretary who shall be Officers of the Club together with a maximum of ten other none officer members to be on committee. All the foregoing shall be elected at the AGM and remain in office until the conclusion of the AGM of the following

year.

b. Four elected Committee members are required for a quorum for a Committee meeting to take place providing the Chairman or Secretary is also present.

c. The Committee shall have the power to fill vacancies if they arise and to co-opt members for particular projects, but co-opted members shall not have a Committee vote.

d. The Committee shall also have the power to establish any sub Committee deemed appropriate to assist in meeting the objectives of the Club, and to delegate to these sub Committees such duties as may be considered appropriate.

e. The Committee shall have the power to appoint individuals to perform specific duties on behalf of the Committee, and to delegate to those individuals such duties as they consider appropriate.

6. Annual General Meeting

a. The AGM shall be held in the month of December as dictated by the practical circumstances applicable at that time.

b. At the AGM the meeting will:

i Receive the annual report of the Secretary.

ii Receive the financial statements and the Treasurer’s report.

iii Elect the officers and the Committee for the ensuing year.

iv Consider any amendment to the constitution of which due notice has been given to all members. Any proposed change to the constitution must be received by the Secretary at least 14 days preceding the meeting in order that all members shall have sufficient notice of the proposal.

v Transact any other notified business.

c. At least 21 days notice shall be given to members of the date, venue and agenda items for the AGM.

d. All registered members of the Club at the meeting who are aged 18 years or more shall have one vote. In the case of an equality of votes the Chairman will have a second, casting vote. Voting shall be by a show of hands except where the Chairman decides voting shall be by ballot.

7. Extra-Ordinary General Meeting

a. An EGM may be called by the Committee to discuss changes to the Constitution and Rules or any other Club business too urgent to wait for the AGM.

b. An EGM must be called if 25% of voting members so petition the Secretary in writing.

c. Three weeks notice of an EGM must be given to the all members by email or in writing together with the motion/s to be discussed. No other business shall be conducted.

d. Procedures for voting shall be as used for the AGM.

8. Finance

a. The financial year of the Club shall end on 31st December.

b. All funds belonging to the Club shall be deposited with a bank or building society in accounts that shall carry the Club title. All accounts shall operate on two signatories, one of whom will be the Treasurer and the other either the Chairman or Secretary.

c. Expenditure above agreed budget levels may only be authorised at a Committee meeting.

9. Property and Funds

a. The property and funds of the Club cannot be used for the direct or indirect private benefit of members other than as reasonably allowed by the Rules and all surplus income or profits are reinvested in the Club.

b. The Club may provide sporting and related social facilities, sporting equipment, coaching, courses, insurance cover, medical treatment, travel expenses and other ordinary benefits of Community Amateur Sports Clubs as provided for in the Finance Act 2002.

c. The Club may also in connection with the sports purposes of the Club:

i Sell and supply food, drink and related sports clothing and equipment.

ii Employ members and remunerate them for providing goods and services, on fair terms set by the Committee without the person concerned being present.

iii Pay for reasonable hospitality for visiting guests;

d. Indemnify the Committee and members acting properly in the course of the running of the Club against any liability incurred in the proper running of the Club (but only to the extent of its assets).

e. The Committee will have due regard to the law on disability discrimination and child protection.

10. Winding Up

a. The members may vote to wind up the Club if not less than three quarters of those present and voting support that proposal at a properly convened general meeting.

b. The Committee will then be responsible for the orderly winding up of the Club’s affairs.

c. After settling all liabilities of the Club, the Committee shall dispose of the net assets remaining to one or more of the following:

i To another Club with similar sports purposes which is a registered charity and/or

ii To another Club with similar sports purposes which is a registered CASC and/or

iii To the Club’s national governing bodies for use by them for related community sports.

11. Alterations to the Constitution

The Constitution may be altered but only by a resolution passed by two-thirds of those present and voting at an AGM or an EGM called for that purpose.

12. Priority

a. Interpretation of all the above rules must be consistent with the statutory requirements for CASCs (which means Community Amateur Sports Clubs as first provided for by the Finance Act 2002).

13. Revision History

a. This Constitution was formerly adopted at the inaugural meeting held on 10 December 2012

b. Revised at the AGM, 4 December 2017.

c. Revised at the EGM, 28 April 2024

HEALTH & SAFETY POLICY

Barlick Fell Runners aims to promote the health, safety and welfare of all persons to whom we owe a duty of care, including athletes, volunteers, coaches, parents, spectators and visitors through a commitment to the development of a positive health and safety culture.

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To achieve the highest possible standards, Barlick Fell Runners  aims to, so far as is reasonably practicable:

  • comply with all relevant health and safety legislation and guidelines; 

  • conduct risk assessments, ensuring actions arising are implemented and the risks are reduced to the lowest practicable level;

  • provide defined procedures, which include safe methods of working for all those involved in the delivery of club activity; 

  • provide, maintain and inspect plant, equipment and machinery and ensure safe storage/use of substances;

  • seek to prevent accidents, incidents, near misses and cases of work-related ill health;

  • report any accidents, incidents, near misses and cases of work-related ill health arising from club activity and ensure the timely completion of investigations to prevent incident reoccurrence; 

  • implement emergency and first aid procedures;

  • ensure mechanisms are in place to report hazards and identify and rectify faults; 

  • ensure suitable welfare arrangements are in place and provide a safe and healthy working environment for all those involved in club activity, and;

  • provide appropriate information, instruction and supervision to ensure all those involved in club activity take care of their own safety and welfare and that of others.

 

Barlick Fell Runners is committed to the development of individuals involved in the delivery of club activity and aims to:

 

  • establish an effective process that identifies how the health and safety responsibilities are allocated and communicated across the Club;

  • communicate matters affecting health and safety, including day-to-day health and safety conditions, and;

  • provide appropriate information and support to ensure all those with a responsibility for health and safety are competent in their role.

 

The Club Committee is responsible for the implementation and management of the health and safety arrangements that exist within Barlick Fell Runners and accepts this responsibility.  The Committee will review this policy statement at least annually and any revisions will be made accessible to members.

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  1. Signed: Andrew Berry (Club Chair) Date: 6th December 2025

PRIVACY POLICY

Barlick Fell Runners are committed to protecting and respecting your privacy. For any personal data you provide for the purposes of your membership, Barlick Fell Runners 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, participate in discussion boards on our social media or 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).

 

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 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 leagues, county associations (and county schools’ associations) and other competition providers for entry in events.

 

For funding and reporting purposes 

  • sharing anonymised data with a funding partner as 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 invitation to social events;

  • club newsletter promoting club activity; and

  • publishing of race and competition results

 

 

Any special category health data we hold on you is only processed for the purpose(s) of [(e.g. 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.

The club has the following social media pages; Facebook & Instagram. All members are free to join these pages. If you join one of the Social Media pages, please note that provider of the social media platform(s) have their own privacy policies and that the club do 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 and 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. You can set and amend your privacy settings from the MyAthletics portal. 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 tick the box, then 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.  Where the Club does transfer your personal data overseas it is with the appropriate safeguards in place to ensure the security of that personal data.

 

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.

INCLUSION POLICY

Introduction

For the purposes of this policy ‘inclusion’ means access for all. It means recognising differences between individuals / 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. 

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Barlick Fell Runners 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, religion or belief, sexual orientation, 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. 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. The chairperson is typically the most senior official role in a club and fulfils a range of duties dealing with overall management of club affairs.  The chairperson leads the club to achieve their vision, short term and long-term goals.

  • To adopt inclusive practice within our competition 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. 

There are a number of measures that we will take to ensure that we are working under the guidance of the Policy and within the requirements of the Equality Act (2010). 
 

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 ensure we 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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