1. Name

The name of the Club shall be the MIDLAND MASTERS ATHLETIC CLUB

Objects

The objects of the Club shall be: –

1. a)A not-for-profit club that provides services to promote and organize athletics for women and men over 35 in accordance with BMAF Rules and
2. b) that can raise money by any legal means, hold funds in furtherance of a) above
3. Membership
4. a) Application for membership shall be made on bmaf.opentrack.run and the required documentation must be provided to validate date of birth and nationality
5. b) Each member shall pay a subscription decided at the Annual General Meeting (AGM).
6. c) The membership year shall be from 1^stJanuary to 31^stDecember in the same year.
7. d) Subscriptions shall become due and payable on the 1^stJanuary in each year. Should an application for membership be received on or after the 1^stOctober the subscription paid will be valid until the 31^st December the following year.
8. e) Subscriptions must be paid for the current year before a member can compete for the Club or in a Club event.
9. Financial

• (1) The financial year shall be from the 1^stJanuary to the 31^stDecember
• (2) All financial transactions require the approval of two signatories.
• (3)  The committee will appoint a minimum of 3 signatories for the club bank account
• (3) Financial transactions including donations should reflect the objectives within the constitution.

5. Officers

The Officers of the Club shall be the: –

1. a)     President
2. b)     Chairman
3. c)      Vice-Chairman
4. d)     Honorary Secretary
5. e)     Honorary Treasurer
6. Management
7. a) The Management of the Club shall be vested in a Committee elected at the AGM and consisting of the following: –
8. Officers
9. Membership Secretary

iii.          Track & Field Secretary

1. Assistant Track & Field Secretary
2. Road & Cross Country Secretary
3. Assistant Road & Cross Country Secretary

vii.          Officials Secretary

viii.          Delegates to the Midland Counties AA to the number specified by that Association

1. Delegates to the England Athletics Masters Association to the number specified by that Association
2. One delegate to England Athletics
3. One delegate to the British Masters Athletic Federation

xii.          President-elect who may hold another post on the Committee.

xiii.          Race Walking Secretary

xiv.          Media Manager

xv            Welfare Officers,1 male and 1 female

1. b) The Committee shall have the power to co-opt other members who shall have no voting rights on the Committee.
2. c) The Committee shall meet at least four times a year.
3. d) A quorum of the Committee shall be four members including at least one Officer.
4. e) Decisions of the Committee shall be taken by simple majority vote; the Chairman shall have the casting vote in the case of a tie.
5. Life Vice Presidents
6. a) Persons who have rendered outstanding service to the Club may be elected Honorary Life Vice President in recognition of their service.
7. b) The number of concurrent Life Vice Presidents shall be limited to ten.
   Annual General Meeting
8. a) An AGM shall be held within four months of the end of the financial year at such time and place as the Committee may decide and the following business will be undertaken if required: –
9. Presentation and adoption of the Chairman’s Annual Report.
10. Presentation and adoption of the Accounts.

iii.          Election of Officers

1. Election of Life Vice Presidents.
2. Discussion of motions received by the Secretary.
3. b) At least one month’s notice of the AGM shall be given by publication in the Club Newsletter, on social media and by email to all members.
4. c) Motions to be discussed at the AGM must be sent in writing to the Secretary to arrive at least two weeks before the meeting. Motions shall not be amended except to improve clarity or to correct grammatical or typographical errors before the motion is put to the AGM.
5. d) The presence of 10 members at the AGM shall constitute a quorum.
6. e) Decisions at the AGM shall be taken by simple majority vote of those members present except in the case of a motion to amend the Constitution when a majority of two thirds of those present and voting shall be required.
7. f) The AGM shall be chaired by the Chairman, apart from during the election of the Chairman when the incumbent is standing for re-election, the President shall assume the Chair.
8. g) The Chairman shall have the casting vote in the event of a tie.
9. Amendment of Constitution
10. a) The Committee may by two thirds majority at a quorate meeting propose amendment of the Constitution. Changes may only be made at an AGM or at an Extraordinary General Meeting (EGM) called for the purpose.
11. b) Alternatively, 10 ordinary paid-up members may propose amendments to the Constitution.
12. c) The conditions of calling an EGM and voting thereat are laid down in Clause 10.
13. Extraordinary General Meeting
14. a) An EGM may be called by a decision of two thirds majority at a quorate meeting of the Committee or by a petition signed by 10 ordinary paid-up members stating the reason for calling such a meeting.
15. b) One month’s notice of the meeting shall be given and the meeting shall be held within two weeks of its being properly called.
16. c) No business other than that for which the EGM was called shall be discussed.
17. d) A quorum for an EGM shall be 30 members.
18. e) Voting procedures shall be the same as at the AGM.
19. Disciplinary Procedure
20. a) If it shall appear to the Club Committee that any irregularity or breach of its Constitution, codes of conduct and regulations of BMAF and England Athletics or other matter of concern to it shall have occurred, it shall, at its discretion appoint an individual (who may or may not be a Club member) or a Committee, which shall include at least on Officer, to investigate with such terms of reference as the Club Committee sees fit.
21. b) If it shall appear to the Club Committee that there is evidence that any person is in breach of its Constitution or if it shall appear to the Club Committee that the continued membership by any person is detrimental to the Club, the Secretary shall write to the person concerned setting out the alleged breach and invite that person to comment thereon in writing by a specific date which unless the Club Committee directs otherwise, shall not be less than 14 days after the letter was sent.
22. c) The Club Committee shall then follow the procedures laid down by the relevant governing body.
23. Dissolution
24. a) The Club Committee may, by two thirds majority at a quorate meeting, decide to dissolve the Club. They must then call an EGM to consider the motion for dissolution.
25. b) Alternatively, 10 ordinary paid-up members may petition the Secretary in writing to call an EGM to consider a motion for dissolution.
26. c) Upon dissolution, any funds remaining or non-monetary assets remaining after all debts have been met will be donated to the British Masters Athletic Federation.

13 General Data Protection Regulation (GDPR)

Membership data is held on behalf of the club by the British Master Athletic Federation competition management system (OpenTrack). BMAF is fully compliant and is covered by its own Data Privacy statement and Data Retention Policy.

Approved MMAC officers and committee members have access to the OpenTrack system for the following purposes:

– to manage data related to membership and competitions

– communications to members and those who have entered competitions

– membership renewal

– communication with officials

– identifying members for teams and competition selection.

– identification of members who have elected to receive a postal newsletter.

Marketing preferences and personal data can be accessed by registered members on the BMAF OpenTrack website. Members who wish to opt out of receiving any specific types of information should notify the membership secretary or adjust their preferences on OpenTrack.

Other data retained relates to management of competition and officials’ expense claims retained for the purposes of processing and audit.

Downloaded and expense data is deleted or destroyed after the data has served its purpose.

14. Other Matters

Any matter not covered by the Constitution shall be decided by the Committee whose decision shall be final.

The Constitution was originally agreed upon at the Annual General Meeting held in November 1993.

The Constitution was amended; updated and agreed upon at the Annual General Meeting held on the 17^th April 2011. The current version was agreed at the AGM on 30^th April 2024