Club Policies

This page is lists the club rules, policies and guidelines by which all Tadcaster Harriers members are expected to abide by.

All club members should be aware of, and abide by, the following club policy documents:


Club Constitution

1. NAME:

The name of the organisation shall be Tadcaster Harriers. (hereinafter referred to as the Club)


The objects of the Club shall be:-

  1. To provide training and competition for member athletes in the following disciplines:-
    1. Cross Country.
    2. Track and Road Running.
    3. Fell Running.
  2. Generally to foster and promote Amateur Athletics.


Membership of the Club shall be open to any Amateur male or female of a minimum age as agreed by the management committee. Membership shall be deemed to commence from receipt of the completed application form.  Subscriptions from new members shall be due not later than 6 weeks from the date of application to join the Club. The applicant upon being accepted as a member shall abide by all Club rules and be termed an amateur as defined under A.A.A. and W.A.A.A. rules. New applications for membership shall be dealt with in order of receipt and acceptance shall be subject to vacancies in the Club structure.


Each Club member shall pay an annual fee which shall be decided at the Annual General Meeting and which shall become due at that meeting. The membership of any Club member shall automatically lapse if the fee for the current year is not paid within 70 days following the Annual General Meeting. One month’s notice in writing of the imminent lapsing shall be sent to the member.


The management of the Club shall be vested in the following:- 

(hereinafter called the management committee)

Sections a) to d) inclusive shall be termed officers.

  1. A Chairman.
  2. A Vice-Chairman.
  3. A Secretary.
  4. A Treasurer.
  5. Committee Members (of not more than six persons).
  6. The number of members of the management committee to form a quorum shall be five including an officer.


The management committee shall have the power to:-

  1. Control the finances of the Club. 
  2. Appoint Sub-committees.
  3. Deal with all matters relating to membership and competitions.
  4. Call annual and extraordinary general meetings.
  5. Discipline or exclude from further membership any athlete felt to be contravening the objects of the Club.
  6. Make proposals to a general meeting for the alterations of the constitution.
  7. Make proposals to the A.G.M. on the membership fees for the ensuing twelve months.


  1. All funds of the Club shall be applied towards the furtherance of the Club’s objects. In the event of dissolution, any funds or property remaining shall be devoted to objects similar to those of the Club in accordance with the policies of the A.A.A. rules.
  2. The management committee shall cause accounts to be kept of all sums of money received and expended by the Club and of the assets and liabilities of the Club, and shall annually present to a general meeting audited accounts made up to a date not earlier than the final day of the previous year.


  1. At least once in every calendar year there shall be held an annual general meeting at such time and place as may be determined by the management committee, but not more than fifteen months shall elapse between the dates of two successive meetings. Such meetings shall normally take place in October.
  2. An extraordinary meeting shall be convened by:-
    1. Resolution of the management committee.
    2. Notice being given in writing to the secretary by not less than 15 voting members, not less than 35 days prior to any meeting stating the business to be dealt with at such a meeting.


Not less than twenty one day’s notice of every general meeting shall be given in writing to every member, addressed to the last known address of the member. Such notice shall specify the place, day and hour of, and the nature of the business to be transacted at such a meeting. Only members of the preceding year shall be entitled to vote, with the exception of jogging members and members under twelve years of age at the start of the current year.


  1. The business of any annual general meeting shall be:-
    1. To receive and consider the report of the management committee, and the audited accounts.
    2. To elect the management committee.
    3. To consider any proposed alterations to the constitution rules.
    4. To agree upon the membership fees for the ensuing twelve months.
    5. To transact any other business of which at least fourteen days’ notice in writing shall be given to the management committee if a vote is to be taken.
  2. The business of any other general meetings shall be confined to that business of which the required notice has been given to the management committee and to members.


  1. Each qualifying member (see para 9) and any elected officer shall be entitled to one vote per resolution. There shall be no proxy or postal votes.
  2. The method for voting for the election of the management committee will be determined by the Chairman.
  3. Any amendment of the constitution or resolution to wind up the Club shall require a majority of not less than two thirds of those entitled to vote – see para 9 (and who do so) in favour of the resolution.
  4. Any other proper business of a meeting shall be decided by a majority of those voting.


Tadcaster Harriers Code of Conduct

1. Code of Conduct for Athletics Clubs

As a responsible Athletics Club we will:

  • Adopt national welfare policies and procedures, adhere to the codes of conduct and respond to any suspected breaches in accordance with the Welfare Procedures
  • Appoint a welfare officer, preferably two, one male and one female, and ensure that they are provided with appropriate training to act as a first point of contact for concerns about welfare issues
  • Ensure that all staff and volunteers operating within the club environment hold the appropriate qualifications and have undertaken the appropriate checks e.g. CRB//Disclosure Scotland, licences, qualifications such as massage, sports nutrition etc
  • Liaise appropriately with parents/persons with parental responsibility, officials, coaches, sports scientists, national governing bodies and other relevant people/organisations to ensure that good practice is maintained
  • Ensure that club officers and volunteers always act responsibly and set an example to others including younger members
  • Respect the rights, dignity and worth of every club member and others involved in athletics and treat everyone equally.
  • Consistently promote positive aspects of the sport such as fair play and never condone rule violations or the use of prohibited or age-inappropriate substances
  • Challenge inappropriate behaviour and language by others
  • Place the welfare and safety of the athlete above other considerations including the development of performance
  • Report any suspected misconduct by club officials, coaches, technical officials or other people involved in athletics to the Club, Regional, National or UKA welfare officer as soon as possible

2. Code of Conduct for Athletes

As a responsible athlete you will:

  • Respect the rights, dignity and worth of every athlete, coach, technical official and others involved in athletics and treat everyone equally.
  • Uphold the same values of sportsmanship off the field as you do when engaged in athletics
  • Cooperate fully with others involved in the sport such as coaches, technical officials, team managers, doctors, physiotherapists, sport scientists and representatives of the governing body in the best interests of the yourself and other athletes
  • Consistently promote positive aspects of the sport such as fair play and never condone rule violations or the use of prohibited or age-inappropriate substances
  • Anticipate and be responsible for your own needs including being organised, having the appropriate equipment and being on time
  • Inform your coach of any other coaching that you are seeking or receiving
  • Always thank the coaches and officials who enable you to participate in athletics

As a responsible Athlete, when participating in or attending any athletics activities, including training/coaching sessions and competition events you will:

  • Act with dignity and display courtesy and good manners towards others
  • Avoid swearing and abusive language and irresponsible behaviour including behaviour that is dangerous to yourself or others, acts of violence, bullying, harassment and physical and sexual abuse
  • Challenge inappropriate behaviour and language by others
  • Never engage in any inappropriate or illegal behaviour
  • Avoid destructive behaviour and leave athletics venues as you find them
  • Not carry or consume alcohol to excess and/or illegal substances.
  • Avoid carrying any items that could be dangerous to yourself or others excluding athletics equipment used in the course of your athletics activity

3. Club Welfare Officer Details

It is advised that a club has two Welfare Officers (1 male and 1 female)

Welfare Officer 1:

Name: Andrew Sloan    Email:    Phone Number: 0781 529 3580

Welfare Officer 2:

Name: Celia McRoyall   Email:   Phone Number: 0798 095 3509

The Welfare Officer will:

  • Deal with confidential matters that may arise related to athletes and have an understanding and an appropriate way to such matters.
  • Recognise the difference between poor practice in according to club rules and matters that would be seen as welfare issue.


Tadcaster Harriers London Marathon Policy

Rules for allocation of Club Place(s)

  1. Applicants must have applied and been rejected in the main ballot.
  2. Applicants must have been a member of the club for at least one year.
  3. Only first claim members are eligible to apply.
  4. Members who have had one of the club places within the last five years will not be eligible to apply again in that period. An exception may be made if there are a lack of interested applicants in a given year.
  5. If there are more applicants than places, a draw will be held.
  6. If there are any extraordinary circumstances the committee will make the final decision.
  7. If a member with a club place needs to withdraw from the race due to injury etc; they can either carry it over to the following year or offer it to another club member in agreement with the committee. The latter is subject to transfer time limits as set by the London Marathon.

Previous Club Place Allocations

2013 – Liz Ensor and Jon Steele

2014 - Ian Ward and Sue Tindall (Bradford)

2015 – Andy Sloan and Craig Redmond

2016 - Simon Tordoff (only 1 place)

2017 – Keith Smith and Celia McRoyall


Tadcaster Harriers Policy on Wearing Another Athlete’s Race number

The committee have adopted a policy with regard to UKA rule 143 S2 (iii). It is not permitted to take part in a race with another runner’s race number. The Rule states “Athletes who receive transferred numbers without permission (from the race organiser i.e. a formal transfer) will be disqualified from the race. Both runners will be subject to disciplinary action by the appropriate National Association”. In our case the national organisation is England Athletics. The sanctions imposed are usually a 12 month ban from all UKA races not only for the person running but also for the person who gave them their number.

This is a serious rule and as a UKA registered club we are obliged to support and reinforce their rules. The reasons for the rule are:

  • If a medical emergency occurred, there could be potential mix-ups. The organisers may get in touch with an original emergency contact, leading to panic and/or confusion. They may use the medical notes entered at the time of entry, which could have disastrous consequences.
  • Any race insurance could be compromised.
  • The impact in the event of the tragedy, such as at the Boston marathon a few years ago, could be very serious.
  • It impacts on results not only for the race itself but for Run Britain / Power of Ten rankings / results and this is especially so where the other runner is a different category, gender or capability.
  • There have been a number of incidents where ladies have been deprived of a first place or prize because they were beaten by young men with women’s numbers.

UKA registered running and athletics clubs are obliged to report these incidences to England Athletics (in our case) as are race organisers. Should we neglect this we as a club could face sanctions. This is the action we will have to take going forward.

EA are compiling a ‘blacklist’ of runners who have been reported for number-swapping, referenced to the runner’s EA registration number. A number of race organisers are now starting to check EA registrations. A number of individual athletes have been banned.

The official club policy is for runners to adhere to the rules. If not, we will, from this date, report cases that we are aware of.

Tadcaster Harriers Committee

23 February 2017


Club Training Rules

In relation to Club Training sessions, the following points (taken from the Safe Running Guide) are to be included in the Club Rules:-

  • Members should wear light coloured or high visibility clothing when training. During winter months, members are required to wear some form of reflective clothing. Additionally, members are encouraged to make use of the wider range of lighting now available such as headlights and pulsating lights.
  • When taking part in training sessions on country roads members are asked to run on the right hand side of the road no more than two abreast unless a sharp bend prohibits this.
  • All members taking part in club training have a responsibility to ensure that fellow runners do not become isolated from the group.
  • The Officers of Tadcaster Harriers cannot be held responsible for existing medical conditions or any detrimental effect on the health and wellbeing of an individual as a result of involvement in club activities.