Constitution of Ludlow Runners

1. Title

a) The Club shall be known as Ludlow Runners (hereinafter 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 amateur athletics in Ludlow town 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: Road Running, Track Running, Cross-Country          Running, Fell Running, and Race Walking.

g) To ensure a duty of care to all members of the club.

h) To provide its services in a way that is fair to all members.

i) 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.

h) The Club shall comply with any rules and regulations laid down from time to time by national and regional     athletic bodies to which the Club is affiliated.

3. Membership

a) Membership of the Club shall be open to persons of 18 years of age and over 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. The club will also run a Junior Section for children and young people between 9 and 18 years of age.  Members of the Junior Section shall be governed by the Club Constitution, where appropriate, and any other rules that are laid down by the committee from time to time.

b) Each membership application must be made using the application form which is available to download on the Club’s website.

c) Honorary life membership of the Club may be conferred upon any member by a majority vote of the Committee in recognition of someone who has performed an outstanding service, or who has made an outstanding contribution to the Club.

d) The Committee shall have the power to suspend or exclude any member for contravention of this Constitution.  Appeal against refusal or removal may be made to the members.

e) The Membership Fee for full-time students over the age of 18 should be £5 per annum.

f) For existing members who do not pay their renewal fee by the AGM, there will be a re-joining fee of £10 imposed to cover administration aspects. (This fee will be imposed at the discretion of the secretary).

g) Family Membership is defined as covering up to two adults co-habiting and any number of their children, who are not yet adults and live in their parents’ home. It does not cover any other family connections or living arrangements.

4. Colours

a) The Club colours shall be a blue vest with a horizontal mid chest white band.

b) The Club colours must be worn by all members representing the Club at every competitive meeting.

5. Subscriptions

a) Annual subscriptions, which may include affiliation to England Athletics, shall become due 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.

c) Members joining after the 1st October shall be deemed to have paid their subscription for the following year.

d) Membership will cease for any member failing to make payment by the time of the Club’s AGM, usually at the end of March, provided that notice has been sent at least twice to the member’s last known email address informing him/her of the proposed action.

6. Management

a) The management of the Club shall be vested in a Committee that shall consist of the Chair, Treasurer, Secretary and Social Secretary who shall be Officers of the Club together with 6 other Committee members. All the foregoing shall be elected at the AGM and remain in office until the conclusion of the AGM of the following year.  Should there be more than one nomination for any of the Officer positions, or more than 6 for the other Committee members, a ballot may be held at the AGM to decide the successful candidate(s).  In certain circumstances the AGM may decide that more Committee members are required and in this situation it may not be necessary to hold a ballot.

b) Committee members wishing to stand down for the following year must notify the Secretary at least 2 weeks before the date of the AGM.

c) Nominations for Officers of the Club or other Committee members should, if possible, be sent to the Secretary at least 2 weeks before the date of the AGM.

d) Six elected members of the Committee are required for a quorum for a Committee meeting to take place provided that the Chair or Secretary is one of those present.

e) The Committee shall have the power to fill vacancies if they arise and to co-opt members for particular projects.

f) 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.

g) 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.

7. London Marathon Draw

The London Marathon, held in April each year, provides the Club with a place that can be allocated at the club discretion.

The Draw will be made, usually at the Annual Dinner in December, to choose the lucky recipient.  The qualification criteria to enter the draw is as follows:

a) Entrants must be a first claim member of Ludlow Runners for at least one year prior to the date of the Marathon in question.

b) Entrants must have officially helped in at least one of the Club’s events during the year prior to the date of the Marathon in question.

c) Entrants must have run in at least one of the Club Championship or Cross-Country events during the year prior to the date of the Marathon in question.

d) Entrants must provide proof of rejection from London Marathon prior to the draw taking place

e) Entrants must agree to write two articles for the club website, one before and one after the Marathon

f) Entrants must agree to wear a club vest during the marathon.

Priority will be given to those entrants who have not previously been successful in the Club draw.

In the event of no entrants meeting the above criteria the club committee will decide on the recipient of the place.

8. Annual General Meeting

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

b) At the AGM the meeting will:

i) Receive the annual report of the Chair

ii) Receive the annual report of the Secretary

iii) Receive the financial statements and the Treasurer’s report.

iv) Elect the officers and the Committee for the ensuing year.

v) 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.

vi) Transact any other notified business.

c) At least 14 days’ notice shall be given to members of the date, venue, proposed changes to the Club Constitution 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 Chair will have a second, casting, vote. Voting shall be by a show of hands except where the Chair decides voting shall be by ballot.

9. 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 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.

10. 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 Chair or Secretary. In an emergency all accounts may operate on the signatures of the Chair and Secretary together

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

11. Property & 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 and coaching courses.

c) The Club may 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.

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

12. 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 or

ii) To the Club’s Regional governing bodies for use by them for related community sports or

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

13. Alterations to the Constitution

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

14. Revision History

This Constitution was formerly adopted at the AGM held on 26th March 2015 and replaces the club’s original Constitution used since its formation. This new constitution was revised by changes formerly adopted at the AGM held on 23rd March 2017

Data Privacy Statement

Photo/Video Policy

Ludlow Runners has a website and the following social media platforms: Facebook, Instagram, Twitter & YouTube. The club takes photographs and videos of members at races, training sessions, events and social occasions. These may be published on our website and/or social media platforms & local press. This is to help promote the club and is in the club's legitimate interest to improve member experience. By becoming a member you agree to this. Individuals do have the right to ask to have any image removed which we will honour at the earliest opportunity.

Data Policy

Ludlow Runners take the protection of the data that we hold about you as a member seriously and will do everything possible to ensure that data is collected, stored, processed, maintained, cleansed and retained in accordance with current and future UK data protection legislation.

Please read the full privacy notice carefully to see how The Club will treat the personal information that you provide to us. We will take reasonable care to keep your information secure and to prevent any unauthorised access.

Privacy Notice

Ludlow Runners are committed to protecting and respecting your privacy. For any personal data you provide for the purposes of your membership, Ludlow Runners is the Data Controller & Data Processor 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. 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.

Why we need your personal data

The reason we need your 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 facility providers to manage access to the track or check delivery standards; and
  • sharing personal data with leagues, county associations (and county schools’ associations) and other competition providers for entry in events.

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) - enter as applicable]. 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, Twitter, Instagram & YouTube. 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 or renew your membership with Ludlow Runners you can also choose to be registered as a member of England Athletics (you will have to register with England Athletics if you ever compete for the club in competition Under UKA Rules). If you choose to become registered with England Athletics we will provide England Athletics with your personal data which they will use to enable access to an online portal for you (called myAthletics). England Athletics will contact you to invite you to sign into and update your MyAthletics portal (which, amongst other things, allows you to 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, please contact If you do not register with England Athletics and then decide to compete for the club, we will need to register you with England Athletics and we will inform you at that time.

The Club does not supply any personal data it holds 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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