Association Constitution

The Association shall be called the Anglo Celtic Plate Ultra Distance Association affiliated to Welsh Athletics with a declared interest in Ultra distance running for athletes to represent their National Federation in the annual Anglo Celtic Plate 100K International Team and Individual Race or any other ultra -race between the Celtic Countries. The Association will work with all the Countries under the umbrella of UK Athletics and Athletics Ireland 

The aims and objectives of the Association are to: 

• Promote and coordinate the Anglo Celtic Plate 100K Home International Team and Individual Race annually in each participating Country in turn. 
• Support the organisers of the host country who have taken the responsibility to hold the Anglo Celtic Plate 100K International Team Race and Individual Race or any other ultra-distance race involving England and the Celtic Countries. 
• Promote ultra-distance running within the participating Countries and provide opportunities for ultra-distance competition, between the participating countries. 
• Create a supportive, welcoming atmosphere with an emphasis on the social and health benefits of running. 
• Provide services in a way that is fair to everyone. 

This Association is committed to ensuring that equity is incorporated across all aspects of its development. In doing so it acknowledges and adopts the following definition of sports equity:

Sports equity is about fairness in sport, equality of access, recognising inequalities and taking steps to address them. It is about changing the culture and structure of sport to ensure it becomes equally accessible to everyone in society.

• The Association respects the rights, dignity and worth of every person and will treat everyone equally  within the context of their sport, regardless of age, ability, gender,  race, ethnicity, religious belief, sexuality or social/economic status.
• The Association is committed to everyone having the right to enjoy their sport in an environment free from threat of intimidation, harassment and abuse.
• The Association has a responsibility to oppose discriminatory behaviour and promote equality of opportunity.

Membership will consist of one member from each of the participating Countries: England, Northern Ireland, Republic of Ireland, Scotland, and Wales plus a representative from the Road Runners Club. These Members will appoint the Officers (see below) who will manage the organisation and report accordingly to the Members

The Association will be financed from a range of sources which may include the Federations, corporate and individual funders. It may charge entry fees to any person or business taking part in any event organised by the Association. It may provide financial support to the organisation or Federation promoting a specific event involving the participating Countries.

It will produce independently examined annual reports and submit these to the Members for approval at an annual AGM (see below).

The Committee will consist of the Honorary President, Chair, Secretary, Treasurer, Communication Officer, Webmaster, Statistician Officer, Road Runners Club Representative as a minimum for the maintenance of the Association. Other positions may vary and be added as the Association develops

Officers and committee will normally be elected for four years at the Annual General Meeting. In the case of an officer standing down during the course of this period, the committee will seek to appoint a replacement for formal appointment at the next available AGM. 

All officers will retire every four years but will be eligible for re-appointment for a further four years.

The Association will be managed through the Association Committee consisting of the above officer positions whose roles and responsibilities are set out in the Annex. The UKA’s URAG or any successor organisation will be invited to send an observer to all meetings.

The Association Committee meetings will be convened by the Secretary of the Association and will be held no less than 3 times per year. Due to the fact the Officers and committee live in different parts of the UK and Ireland the meetings will generally be by Zoom or FaceTime.

The quorum required for business to be agreed at Association Committee meetings will be five officers. Decisions will be taken based on a majority vote of those present.  

The Association Committee will be responsible for adopting new policy, codes of conduct and rules that affect the organisation of the Association.

The Association Committee will have powers to appoint sub-committees as necessary and appoint advisers to the Association Committee as necessary to fulfil its business.

The Association Committee shall have power to deal with any matter not specifically provided for in the Constitution or of such urgency as would preclude the calling of an EGM providing that their action is reported to such meeting at an early stage.

Notice of Annual General Meetings (AGM) will be given by the Association Secretary for the AGM to be held in October/November. Not less than 30 clear days’ notice to be given to all Members.

Nominations for officers of the Association Committee will be sent to the Secretary at least 14 days prior to the AGM.

An agenda will be circulated at least 10 days in advance of the AGM, with a note of those standing down as officers and those seeking election/re-election. Elections of officers are to take place at the AGM.

The AGM will receive a report from the officers of the Association Committee and a statement of accounts.

The Association Committee has the right to call Extraordinary General Meetings (EGMs) outside the AGM. Procedures for EGMs will be the same as for the AGM.

(a) All information pertaining to athletes or applications for National Events will be held by Chair/Secretary with consent from individual athlete.

(b) Once information is no longer necessary to hold for the purposes of ACP Ultra Running Association it will be deleted.

(c) Any athlete requiring a copy of information held will be supplied by written request to Chair/Secretary.

(d) Email address contacts for committee will be circulated to committee for relevant communication 

All officers are expected to follow the rules of this constitution and the codes of conduct of the Association.

All complaints regarding the behaviour of officers should be presented and submitted in writing to the Honorary President who will consult the Members on any action deemed appropriate.

A resolution to dissolve the Association can only be passed at an AGM or EGM through a majority vote of those present. In the event of dissolution, any assets of the Association that remain will become the property of the participating Countries as determined at an AGM/EGM.

The constitution will only be changed through agreement by majority vote at an AGM or EGM.

Send the official Invitation to the participating Countries for the Anglo Celtic Plate 100K Team and Individual Race and liaise with the participating Country hosting the event. Obtain from the host country an article for the event programme.

Contact all the participating Countries to obtain CVs of their athletes competing in the ACP 100K.

Create and design an Event Programme for the Anglo Celtic Plate 100K Team and Individual Race with full results from 1995.

The same format will apply for any Anglo Celtic ultra-distance race the Association promotes in a participating Country. 

General Secretary The roles are to: plan and organise Committee Meetings, call for the next meeting including collating and distributing of Agenda in a timely manner, write and distribute meeting minutes and action plan of the meeting held; deal with daily communications on behalf of the Association.

Treasurer The Association Treasurer will be responsible for the finances of the club. All club monies will be banked in an account held in the name of the Association. The financial year of the Association will end on 31st August each year. 

The statement of annual accounts will be presented by the Treasurer on 30th November each year and at the Annual General Meeting.

Any electronic bank transfers or cheques drawn against the Association funds should hold the signatures of two approved club officers.

Communications Officer The roles are to: promote the Association and its activities to all relevant media in the countries concerned; interview athletes participating in Anglo Celtic Plate Association ultra-distance races, take pictures of these athletes and put a report together for the website and for general press communication.

Webmaster The roles are to: update the Association website when required working with the Media Officer to put reports results and updates on the website.

Statistician officer The roles are to: update the Anglo Celtic Plate 100K results each year and provide any other information required for the event programme.

Road Runners Club Representative will assist the Chairman and Vice Chairman in roles required for the Anglo Celtic Plate 100K Team and Individual Championships or the participating Countries which are promoting the race on behalf of the Association.