This page lists the club rules, policies and guidelines by which all Tadcaster Harriers members are expected to abide.
All club members should be aware of, and abide by, the following club policy documents:
The name of the organisation shall be Tadcaster Harriers. (hereinafter referred to as the Club)
The objects of the Club shall be:-
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.
The management committee shall have the power to:-
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.
As a responsible Athletics Club we will:
As a responsible athlete you will:
As a responsible Athlete, when participating in or attending any athletics activities, including training/coaching sessions and competition events you will:
It is advised that a club has two Welfare Officers (1 male and 1 female)
Welfare Officer 1:
Name: Andrew Sloan Email: email@example.com Phone Number: 0781 529 3580
Welfare Officer 2:
Name: Celia McRoyall Email: firstname.lastname@example.org Phone Number: 0798 095 3509
The Welfare Officer will:
Tadcaster Harriers are committed to protecting and respecting your privacy. For any personal data you provide for the purposes of your membership, Tadcaster Harriers are the Data Controller and are responsible for storing and otherwise processing that data in a fair, lawful, secure and transparent way
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.
On becoming a member, Tadcaster Harriers will collect certain information about you which will include your name, date of birth, gender, email address, address, telephone number, emergency contact data nominated by you, and any relevant health data or allergy information. Collectively, this is referred to as your ‘Athletics Data’.
Tadcaster Harriers use an external membership system provider called ‘Membermojo’. Only the data you provide within the application form is stored on this database.
Membermojo provides secure storage and membership processing for the club’s member data in their capacity as a data processor.
How does membermojo protect your personal data?
Your data is stored on servers in a modern, secure, purpose built data centre in the UK. Allchanges are mirrored across backup servers in real time and hourly encrypted backups are sent to a second secure data centre, also in the UK.
When you become a member of the Club, you will also automatically be registered as a member of England Athletics Limited. We will provide England Athletics Limited with your Athletics Data which they will use to enable access to the MyAthletics portal. EnglandAthletics 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 ‘email@example.com.’
The club uses Mailchimp to send out communications to club members. To enable this we have to upload certain data to Mailchimp’s servers to provide a distribution list. This data is limited to your first and last name, and email address. No other information is entered onto this system. Mailchimp do not use this information for any other reason and your details are not shared with any other organisation.
The Club does not supply any personal data it holds for the purposes listed above to any other third party.
We will keep personal member data for members with a valid membership. We will retain historic records containing personal member data for a period of four years, in line with the policy of England Athletics.
Race results, that are publically available, will be collated and re-published on the Tadcaster Harriers website. In addition, results of club competition and inter-club competition may also be published on our website and on social media. Please be aware that when you participate in any sporting event, your results will be published ont he organiser’s site and numerous other race results sites. In many cases photographs are posted with runners’names and individuals are identified.
As a ‘data subject’ you 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 information about 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.
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
2018 - Becky McGuinness and Angela Wray*
*(one place was subsequently withdrawn and Angela ran with a charity place from Henshaws instead).
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:
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
Tadcaster Harriers will support one charity each year starting at the AGM in October. The charity will be sponsored by a club member who will be responsible for championing the charity throughout the twelve-month term. It will be expressed as the year following that October.
Two months prior to the AGM the Committee will issue a request to club members for Sponsors to come forward and make nominations for Charity of the Year. The Sponsor will nominate their chosen charity and present their case to the Committee at least one month before the AGM (via email to the club Chair). This will allow sufficient time for the Committee to consider the proposals and either announce their decision at the AGM or make provision for a vote to be made at the AGM.
If a vote at the AGM is deemed necessary by the Committee, each Sponsor will be required to make a short presentation pertaining to their chosen charity. Representatives from the charities will not attend the AGM (unless they are club members), it will be the duty of the Sponsor to put the case forward. If a vote is not required, the Sponsor will still be required to make a presentation to the members at the AGM.
Charities must meet the following criteria to be considered for selection.
Local charity (recognised National charities may be consider but preferably need local link and who retain financial control at a local level or a personal connection)
Must be registered with The Charity Commission
Their aims and ethos must not be in conflict with those of the Club
Ideally have a London Marathon place available
Put forward charity nomination to the club Committee one month prior to AGM
Present the objectives of the charity to the AGM
Be available to Tadcaster Harriers members to answer questions relating to the charity
Liaise directly with the charity to facilitate the fundraising process e,g, provision of collection tins etc.
Promote the charity within the club throughout the year
Provide documentation for uploading to the Tadcaster Harriers website to publicise the charity and clubs involvement.
Be available for publicity events supported by the club.
In collaboration with club Chair, present the cheque of funds raised to the charity.
Note that the sponsor will be allocated the nominated charity's London Marathon place unless they obtain a place in the general ballot, good for age selection or do not want the place. If they do not want or need the charity place, a club member will be selected by ballot (note that the club's policy for London Marathon places apply and the runner selected will be required to take an active role in any fundraising).
Club members are still welcome to advertise / promote their own charity fundraising on the Harriers Social Media pages.
This policy does not affect the annual Bramham Park Cancer Research fun runs where the club is committed to providing the necessary manpower
In relation to Club Training sessions, the following points (taken from the Safe Running Guide) are to be included in the Club Rules:-