(a) To encourage, organise and manage Athletics in the County, and in pursuance thereof:
(b) To promote County Championships;
(c) To select teams to represent the County in Inter-County and other competitions;
(d) To invite suitable applicants and associations into membership of the Association;
(e) To assist in the promotion of athletics in schools and business houses;
(f) To assist in the formation and development of clubs and associations;
(g) To support, in every way possible, individual and collective coaching activities.

5. Membership

(a) Eligibility

Any athletic club, association or branch of other sports clubs, provided it is eligible for affiliation to the national governing body for athletics in England, is eligible for membership of the Association. Individuals are also eligible for membership but must possess a County qualification.

(b) County Qualification

A County qualification may be acquired as follows:

(i) by birth;

(ii) by nine months continuous bona fide residence in the County; or

(iii) by nine months service in a unit of HM Forces stationed in the County.
(Also see Rule 9 of the UKA Handbook)

Individuals who have rendered material service to athletics in the County may be elected into membership of the Executive Committee.

(d) Election of Members

Applicants for membership of the Association must apply in writing to the Honorary Secretary. Clubs must provide a copy of their Constitution with their application. Election shall be by majority vote at an Executive Committee meeting.

(e) Resignation from Membership

A member may resign from membership of the Association by giving notice in writing to the Honorary Secretary. Any member not having sent notice of resignation on or before the thirty first of December in any year shall be liable for the subscription for the ensuing year.

(f) Misconduct

The Association will adopt the ‘Misconduct competition rule of national governing body for athletics in England, insofar as it applies to the affairs of the County Association.

6. Subscription

(a) The annual subscription for members is payable on election and subsequently on the first day of February in each year. The amount payable shall be set by the Executive Committee. Any amendment to the subscription shall be operative from the first day of the following January.

(b) A member whose subscription is in arrears shall not be entitled to vote at any General Meeting [see 7(a)] nor enter teams in any Championship.

(c) Any member whose subscription is in arrears, or under liability to the Association, may be suspended or expelled by the Executive Committee. At least twenty-eight days notice of such action shall be sent by recorded delivery to the last known address of the member.

7. Management and Organisation

(a) Management

The management of the affairs of the Association shall be vested in the Annual and Special General Meetings (hereinafter called General Meetings), the Officers and the Executive Committee.

(b) Officers

The Officers of the Association shall be the President, Chairman, Honorary Secretary, Honorary Treasurer and Honorary Assistant Secretary.

The Executive Committee shall comprise:

(i) The Officers, Hon Secretaries of Sub-Committees [see 7(d)], Hon Championship Secretaries and 20 members from affiliated clubs (not exceeding two from any one affiliated club) elected at the Annual General Meeting, all with the right to vote.

(ii) Past Presidents, Life Vice Presidents and Vice Presidents, all with the right to vote.

(d) Powers of the Executive Committee

(i) The Executive Committee shall appoint the following Sub-Committees:

•    Championships
•    Officials
•    Management of Teams (including appropriate arrangements for chaperoning)
•    Road Running
•    Coaching and Development

(ii) The Executive Committee shall have the power to appoint other Sub-Committees as may be deemed necessary, and shall define their terms of reference.

(iii) The Officers shall be ex-officio members of all Sub-Committees.

(iv) To fill any vacancies on the Executive Committee which may arise during the year.

(v) To co-opt onto the Executive Committee, and to Sub-Committees, in an advisory capacity, any persons who services are needed. Co-opted members shall not have the right to vote.

(e) Frequency of Meetings

The Executive Committee shall meet at least six times a year. It shall meet additionally at the written request of not less than six elected members.

(f) Notice of Meetings

Fourteen days notice of meetings of the Executive Committee shall normally be sent to all members of the Committee.

(g) Emergency Meetings

Matters of urgency shall be dealt with by the Officers meeting as an Emergency Committee. The proceedings of the Emergency Committee shall be reported to the Executive Committee at its next meeting.

(h) Quorum

Twelve members entitled to vote shall form a quorum.

8. Annual General Meeting

(a) An Annual General Meeting shall be held once in every year during the month of March.

(b) At least 42 days notice of the meeting shall be given to all members.

•   receive and consider the Annual Report
•   receive and consider an audited Financial Statement for the past year
•   elect the Officers and Members of the Executive Committee
•   appoint Honorary Auditor(s)
•   appoint Life Members
•   appoint Life Vice Presidents
•   appoint Vice Presidents
•   appoint a Legal Adviser
•   transact such other business as specified in the notice convening the meeting

(Note - A Life Vice Presidency is in recognition of a very significant contribution to the County as an official/worker. A Vice Presidency is awarded as a recognition of long-standing service as a Committee Member, and Life Membership is awarded in recognition of outstanding County athletic endeavour).

(d) Submission of motions for the Agenda

Any club, association or body of persons entitled to be represented at a General Meeting or any persons entitled to vote in their own right, may submit a motion for consideration at the Annual General Meeting. All motions, including motions for changes of rules, must be submitted in writing and must be received by the Hon. Secretary no later than twenty eight days prior to the Annual General Meeting. All such motions shall be included in the Agenda and circulated.

9. Special General Meeting

A Special General Meeting of the Association shall be called on the instructions of the Executive Committee, or within one month of the receipt by the Hon Secretary of a written request made by at least six members. Such requisitions shall state the matter it is proposed to bring forward at the meeting and the Hon Secretary shall notify all members of such business at least fourteen days prior to the meeting. No other business may be brought forward or discussed at such meeting.

10. General Meetings

(a) The proceedings of a General Meeting shall still be valid even if a member has not received a notice of a meeting.

(b) Voting

Each member club is entitled to two votes.

The President, other Officers, Past Presidents, Life Vice Presidents and Vice Presidents are entitled to one vote each with no person being entitled to more than one vote.

(i) The Chair at General Meetings shall normally be taken by the President. If the President does not wish to take the chair or is not able to attend the meeting and the elected Chairperson is not able to attend the Members present shall elect a Chairperson for the meeting.

(ii) All speakers must address the Chair.

(d) Motions and amendments to motions shall be proposed and seconded by speakers entitled to vote. Any person may speak to a proposition.

(e) Guests

The Executive Committee may at its discretion invite appropriate guests.

11. Finance

(a) The accounts of the Association shall be made up to the thirty first of December each year and shall be audited by Hon Auditor(s) appointed at the Annual General Meeting. The Executive Committee may order an audit of the accounts at any time.

(b) The funds of the Association shall be vested in the Honorary Treasurer who shall apply and deal with Association monies in such manner as the Executive Committee shall direct in pursuit of the objectives of the Association.

(c) The funds of the Association shall be deposited in an account or accounts opened in the name of the Association at a bank, building society, or other similar deposit taking institution.

(d) Books of account shall be kept by the Hon Treasurer and remain the property of the Association.

12. Welfare

The Association will adopt and apply the ‘Welfare Policy’ of the national governing body for athletics in England insofar as it applies to County Association affairs.

13. Equity

The Association will adopt and apply the ‘Equity Policy’ of the national governing body for athletics in England insofar as it applies to County Association affairs.

14 Association Assets

All cups and trophies offered for competition in County Championships shall be perpetual and remain the property of the Association. The recipient of a County cup or trophy shall sign a receipt and undertake to return such in good condition upon request. All Association Assets (cups, trophies and equipment) shall, as appropriate, be insured against loss or damage.

15. County Colours

The County colours shall be Old Gold and Black.

16. Amendments to Rules

These rules shall not be altered nor amended except by the vote of two-thirds of the members present and eligible to vote at a General Meeting. See also paragraph 8(d) above.

17. Dissolution

The Association may be dissolved at a General Meeting upon the affirmative vote of three-quarters of those present and entitled to vote. In the event of a decision to dissolve being reached the assets of the Association shall be transferred to such other organisations as may exist or be formed for the benefits of athletics in Surrey. In the event of there being no such body the assets of the Association shall be realised by the Executive Committee and, after provisions for the discharge of all debts, shall be transferred to the governing body of athletics in England.