Shannon Athletics Rule Book

Shannon Athletic Club is committed to promoting athletics within the community, fostering participation at all levels, and developing athletes to reach their full potential. We adhere to the rules and regulations set by Athletics Ireland, ensuring fairness, inclusivity, and excellence in sport.

2.1 Categories of Membership

●        Juvenile Member (Under 18)

●        Senior Member (18+)

●        Masters Member (Over 35)

●        Coach Member

●        Honorary Member (Granted for outstanding service)

●        All members must complete an Athletics Ireland membership form annually.

●        Fees must be paid by January 31st each year.

●        New members may be required to complete a trial period before full acceptance.

●        Fees are set annually by the Management Committee.

●        Refunds will only be granted under extenuating circumstances.

●        Members must uphold the values of respect, integrity, and sportsmanship.

●        Anti-doping policies in line with Sport Ireland & WADA must be adhered to.

●        Any breach of conduct may result in disciplinary action.

3.1 Club Committee
The club is managed by an elected Management Committee, consisting of:

●        Chairperson

●        Vice-Chairperson

●        Secretary

●        Treasurer

●        Registrar

●        PRO (Public Relations Officer)

●        Children’s Officer

●        Coaching Coordinator

 |   |   | Role | Responsibilities 
 | Chairperson | - Manage the club in an efficient and effective manner -Organise and chair meetings and ensure everyone is heard in a fair and equal manner
 - Give addresses at EGM/AGM and any club events.
 - Casting vote only when votes are tied.
 - In case of a personal interest, Vice takes over.
 - One of the members who can sign cheques.
 - Handle confidential correspondence when required.
 | Vice Chairperson | - Assist the Chairperson.
 - Take over in their absence or when Chairperson has a personal interest affecting a vote. - Administer club correspondence/first point of contact.
 - Prepare and distribute agendas for meetings and AGM.
 | Secretary | - Take minutes from meetings and distribute to committee
 - Liaise with the Chairperson.
 - Sign cheques as needed -Administer club correspondence/first point of contact - Agree, prepare, and distribute agendas for club committees and AGMS meetings
| Treasurer | - Manage club funds, revenue, and expenditure.
- Record all income and expenditure.
- Bank all club monies in the club's name.
- Collect entry fees, issue invoices, and pay bills.
- Regular financial reporting.
- Prepare end-of-year reports.
- Ensure cheques are signed by the Treasurer and another officer.
- Assist in fundraising activities.
| Registrar | -Register members with AAI -Maintain strict records of all members registered on an ongoing basis and liaises with the Treasurer -Verify proof of age of Juvenile members. - Maintains a register of paid-up members and collects fees and registrations. This will be available for all to see and be presented at AGM and EGM
| Club Children’s Officer | -Should be child-centred in focus and have as the primary aim the establishment of a child centred ethos within the club. -They act as a link between the children and the adults in the club - They are also responsible for monitoring and reporting to the Club Management Committee on how club policy impacts on young people and sports leaders.
 
 
| Designated Liaison Person (DLP)
 
| -The club may appoint the same person to both the CCO and DLP positions. However, best practice advises that they be kept as separate roles. This role normally rests with the Chairperson.
-The Designated Liaison Person is responsible for reporting allegations or suspicions of child abuse to TUSLA Child and Family Agency and/or An Garda Síochána. It is recommended that this person be a senior club figure.
| Development/Funding Officer
 
| -Responsible for the upkeep and development of the club property at Shannon. - They liaise with the Treasurer on the completion of any grant applications with the help of other members. Responsibilities include: ●        Responsible for recruitment and attracting new members to the club. ●        Endeavour to visit schools in Shannon and the surrounding area to raise the club's profile and invite children to participate in athletics. ●        Liaise with agencies in Clare and surrounding areas to raise the club's profile. ●        Investigate ways to progress the club and explore all available avenues for development.
| Public Relations Officer (PRO)
 
| -Have results for all competitions held by Shannon AC recorded and published in the media. -Seek sponsorship where appropriate -Maintain a diary of upcoming events -Ensure that the media tools are maintained with fixture list, results, and other news related to athletics activities within the club.
| Athlete Representative
 
| - The Athlete Representative will represent all athletes within Shannon AC and their interests on the Management Committee.
| Director of Coaching | -Shall be elected by the active coaches in the club and shall represent their views on the Management Committee
They are responsible for ●        Liaising with coaches on matters of training, competition awards, and disciplinary matters. ●        Ensuring training is carried out safely and is suitable for the age and ability of various groups. ●        Recruiting coaches to maintain the coach/athlete ratio. ●        Overseeing and signing off on training strategies and programmes. ●        Booking venues for training (e.g., athletic tracks).  
| Competition Secretary | -The Competition Secretary will organise the entry of club teams into all AAI events and liaise regularly with Club captains to identify events the club is interested in. -They may also be requested to attend monthly Athletics county meetings as required by the club
| Fund-raising Committee | The Management Committee shall establish a sub-committee with the sole aim of raising funds for the development of the club and assisting in the alleviation of club debts. The sub-committee shall nominate a representative to report to the Management Committee.
|  Other Members
 
| - Other members assist the committee in the normal running of the committee and the club within their own expertise and as required |   |  
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4.1 Coach structure: A minimum of two coaches or one coach & a general assistant MUST be present for all training with athletes under the age of 18. A lead coach to guide coaches and oversee training schedules shall be available for advice. 

4.2 Coach Supports: A panel of parents shall be put in place to assist coaches with training sessions and travelling to events. 

4.3 Coach Ethics and Guidelines: All coaches must abide by the Code of Ethics in sport guidelines and the clubs’ own guidelines for coaches. 

4.4 Meetings: Coaches should come together a minimum of once a year. Coaches will be given the opportunity to raise issues at committee meetings. 

4.5 Training – All coaches will be encouraged to attend relevant Athletics Ireland training courses to further their coaching skills where a far as possible, the cost of attendance will be covered by the club. Internal training between club coaches shall be encouraged and facilitated. 

4.6 Safeguarding – All coaches will be Garda vetted every 3 years and must attend a Safeguarding 1 Basic awareness child protection training valid for 4 years.

 4.7 Communication – It is recommended that all communication with club members should take place through use of the official club media outlets or via the official club email account. Coaches must communicate with all U16 athletes through their Parents or Guardians.

 

●        The committee meets monthly to review club operations.

●        A quorum of 50% of committee members is required for decisions.

●        Major decisions require approval at the AGM.

●        The Annual General Meeting (AGM) is held in November.

●        Extraordinary General Meetings (EGMs) may be called with two weeks' notice.

●        Each paid member has one vote at AGMs/EGMs.

●        Actions arising from the meetings will be delegated and where necessary, the outcomes of these will be communicated to committee members wither by email or at follow up meetings

●        The Treasurer is responsible for maintaining transparent financial records.

●        Annual accounts are subject to independent review.

●        Club funds must be used solely for club operations and athlete development.

●        Fundraising & sponsorship must comply with Athletics Ireland guidelines.

●        Risk assessments are conducted for all training sessions and events.

●        First aid kits and a defibrillator are available at training facilities.

●        Coaches must be First Aid and Safeguarding certified.

●        All injuries must be reported using the Athletics Ireland Injury Report Form.

●        Club facilities are for registered members only.

●        Athletes must treat club equipment with care—any damages must be reported.

●        Unauthorized use of club facilities or equipment is prohibited.

●        Zero tolerance for bullying, harassment, or discrimination.

●        Members must respect officials, coaches, and fellow athletes.

●        Doping is strictly prohibited under Athletics Ireland & Sport Ireland regulations.

 

The Management Committee has the authority to establish and enforce rules for the club, which all members must follow. Complaints will be investigated and addressed in accordance with Athletic Association of Ireland (AAI) guidelines and the club’s Code of Ethics.

 

●        Appeals must be submitted in writing within 10 working days of the decision.

●        An Appeals Committee, separate from the Disciplinary Committee, will review the case.

●        If unresolved at club level, the matter escalates to:

1.      County Board

2.      Provincial Council

3.      Athletics Ireland under Article 25(f)

4.      Just Sport Ireland for final arbitration (within 14 days).

 

Bullying is recognised as deliberately hurtful behaviour that is usually repeated over time, making it difficult for the victim to defend themselves. It can take many forms, including:

●        Physical: Hitting, kicking, theft, or any form of physical aggression.

●        Verbal: Racist or sectarian remarks, threats, name-calling, or other derogatory language.

●        Emotional: Isolating an individual from activities or social acceptance within their peer group.

The impact of bullying can often be underestimated. It can cause significant distress to children, affecting their health and development. In extreme cases, it can result in serious harm, including self-harm.

●        At the beginning of each season and as necessary throughout the year, athletes will be briefed on the seriousness of bullying and the club’s zero-tolerance approach.

●        All athletes must sign a Code of Conduct, which explicitly prohibits bullying.

●        Children, leaders, and parents are encouraged to report any instances of bullying. The complaints and disciplinary procedures outlined in Section 11 will be followed.

●        Athletes will be supervised during training sessions and competitions to ensure a safe and supportive environment.

●        Victims of bullying will be fully supported, cared for, and listened to.

●        All reports of bullying will be handled in accordance with the Disciplinary Procedures outlined in Section 11.

 

●        Member information is stored securely and used only for club-related purposes.

●        The club complies with GDPR and will not share personal data without consent.

 

●        Members must use respectful language in online discussions.

●        Posting club-related content requires committee approval.

●        Negative or defamatory posts about the club, members, or Athletics Ireland may result in disciplinary action.

 

●        Athletes must be registered with Athletics Ireland to compete.

●        Selection for club representation is based on attendance, commitment, and performance.

●        Athletes must wear official Shannon AC gear when representing the club.

●        Club travel policies apply for away competitions.

 

●        Parents are encouraged to assist with events and club operations.

●        Volunteers must complete Athletics Ireland’s Child Safeguarding training and be Garda Vetted

●        Volunteers must read and sign the guidelines for leaders contained in the code of ethics in sport.

●        Volunteers must be supervised for a probationary period and offered opportunities to avail of both official Athletics Ireland coaching training and internal club coaching.

●        The club values and recognizes the contributions of volunteers.

●        - The Children’s Officer will be informed of any new volunteers/leaders

●        Parental consent is mandatory at the time of registration for Shannon A.C. to capture and display photographs of athletes under the age of 18. Parents/guardians who do not wish for their child’s photograph to be taken must indicate this by selecting the opt-out option during registration.

●        Only designated photographers, approved by the management committee, are permitted to take photographs on behalf of the club.

●        Club photographs will be used solely for the promotion of Shannon A.C. and in the best interests of the club.

All official Shannon A.C. events require a permit from Athletics Ireland. The Secretary or an appointed club representative will be responsible for applying for this permit on behalf of the club.

Events held in community locations require specific insurance coverage. The Secretary or a club representative must inform the insurance provider before any scheduled event to ensure appropriate coverage.

All official events will be organized and conducted in accordance with Athletics Ireland guidelines to ensure safety, fairness, and compliance with national standards.

 

The annual subscription fees, as agreed at the AGM, will be used for the day-to-day operations of the club. These fees will cover the registration and insurance costs for Little Athletes, Juvenile Athletes, and Senior members. Transport to competitions is not covered; however, the club will pay entry fees for members who qualify for national competitions through provincial events.

For purchases exceeding €5000, at least three tenders must be sought from suppliers, unless a proprietary supplier is involved. The club may not borrow more than €2,500 without approval from the majority of members present at an AGM or EGM. Full details of the proposed expenditure must be presented to the membership for consideration. Any funding borrowed will be the collective responsibility of the membership, not just the Management Committee.

 

●        If the club is dissolved, remaining funds will be transferred to Athletics Ireland or a charity promoting athletics.

●        All debts and liabilities must be cleared before closure.

All members must read, understand, and agree to the Shannon AC Rule Book upon registration. The club reserves the right to update this document in accordance with Athletics Ireland regulations.