Category: Policies & records

  • Club policy documents

    Club policy documents

    Club Development Plan January 2025

    Our first CDP covers: leadership and management; finance; members; facilities and sustainability. It includes a summary of where the club sits now and establishes a series of actions, some of which are already underway.

     

    To help the club comply with England Athletics’ Club Standards, the Commitee has been drawing up new policies. We will review these each year, or as new developments require.

    Safeguarding

    Lingfield Running Club takes the welfare of all its members extremely seriously. The Club has a responsibility to protect children, young people and vulnerable adults participating in athletics from harm, abuse and exploitation and to safeguard their wellbeing. This extends to developing and applying consistent and robust case management procedures to reported safeguarding concerns. Our club adopts UK and England Athletics’ Child and Adult Safeguarding Policies and Procedures, links to which can be found below.

    Our Club’s Lead Welfare Officer is Alison Stuart, who is supported by Welfare Officer Helen Davey, and Mental Health Champion, Scott McDonald.

    To summarise, and should you have any concerns about yourself or another club member:

    • Report you concern straight away, and where appropriate, to a club committee member, as well as the club welfare officer.
    • No concern is too small – don’t ever be too worried to raise a concern or question anything that doesn’t look or feel right.

    Safeguarding email address: welfare@lingfieldrunningclub.co.uk

    Club safeguarding report formWord document  or PDF

    The complete EA safeguarding policies and procedures and how they are implemented can be found below. We ask everyone to read them.

    We also ask that all our members and officers agree to abide by the relevant codes of conduct. By joining our club and/or being involved as an athlete, coach, volunteer or officer you are agreeing to follow the Club’s policies and adhere to these codes of conduct.

    UK Athletics and HCAF Adult Safeguarding Policy   (October 2023)

    UK Athletics and HCAF Adult Safeguarding Procedure  (October 2023) 

    UK Athletics and HCAF Child Safeguarding Policy  (March 2024)

    These are the most relevant to our club and you can find all the codes of conduct here

     

    Online safety and social media policy here

    Health and Safety policyhere

    Grievance and disciplinary policy here

    Discipline and appeals process here and hearing guidance here

    Inclusion Policy here and Action Plan here.

    Privacy policy here

    Social Media Policy July 2025 here

     

    Please send any suggestions for improvement to the Secretary

    You can find all England Athletics guidance on good club governance here

  • Committee minutes

    Committee minutes

    Please contact the Secretary if you have any queries.

    Next meeting – AGM on 29 April 2025

    Meeting 3 March 2025 minutes

    Meeting 13 January 2025 minutes

    Meeting 18 November 2024 minutes

    Meeting 7 October 2024 minutes

    Meeting 19 August 2024 minutes

    Meeting 15 July 2024 minutes

    Meeting 21 May 2024 minutes

    Meeting 19 March 2024 minutes

    Meeting 27 February 2024 minutes

    Meeting 23 January 2024 minutes

    Meeting 11 December 2023 minutes

    Meeting 12 October 2023 minutes

    Meeting 24 August 2023 minutes

    Meeting 17 July 2023 minutes

    Meeting 13 June 2023 minutes

    Meeting 2 March 2023 minutes

    Meeting 19 January 2023 minutes

    Meeting 15 December 2022 minutes

    Meeting 24 November 2022 minutes

    Meeting 20 October 2022 minutes

    Meeting 22 September 2022 minutes

    Meeting 25 August 2022 minutes

    Meeting 21 July 2022 minutes

    Meeting 23 June 2022 minutes

    Meeting 26 May 2022 minutes

    Meeting 17 March 2022 minutes

    Meeting 24th February 2022 minutes

    Meeting 18th January 2022 minutes

    Meeting 30th November 2021 minutes

    Meeting 13th October 2021 minutes

    Meeting 4th August 2021 minutes

    Meeting 16th June 2021 minutes

    Meeting 10th March 2021 minutes

    Meeting 3rd February 2021 minutes

    Meeting 2 December 2020 minutes

    Meeting 6 October 2020 minutes

    Meeting 5 August 2020 minutes

    Meeting 3 June 2020 minutes

    Meeting 4 February 2020 minutes

    Meeting 2 December 2019 minutes

    Meeting 2 October 2019 minutes

    Meeting 31 July 2019 minutes

    Meeting 5 March 2019 minutes

    Meeting 5 February 2019 minutes

    Meeting 28 November 2018 minutes

    Meeting 2 October 2018 minutes

    Meeting 7 August 2018 minutes

    Meeting 5 June 2018 minutes

    Meeting 13 March 2018 minutes

    For earlier meetings, please contact secretary@lingfieldrunningclub.co.uk

     

  • Club officer role descriptions

    Club officer role descriptions

    The following role descriptions are based on templates provided for clubs by England Athletics

    Club Chair

    Club Treasurer

    Club Secretary

    Club Membership Secretary

    Club Welfare Officer

    Club Mental Health Champion

    Men and Ladies team captains – see text below

    Cross Country

    1. Responding to emails etc. from the Surrey Ladies’/Men’s Cross-country League (CCL) Secretary, and informing members of any relevant information.

    2. Ensuring details of the matches are on Facebook and in the newsletter, and encouraging participation from members.

    3. Maintaining and updating the Lingfield runners registered on the Surrey Cross Country website, ensuring that everyone intending to run is allocated a number at the start of each season. Also that runners joining in mid season are added to the website list and a race number is allocated. No listing means no results will be shown.

    4. Collecting the numbers from the CCL secretary at the first match of the season.

    5. Ensuring the numbers are distributed to the runners at each match, and collected up afterwards.

    6. Overseeing the transport arrangements to matches.

    7. Ensuring the tent and flag are set-up at matches.

    8. Ensure first aid kit/defibrillator taken to each race.

    9. Optional – Providing tea, coffee and cakes.

    10. Attend the AGM of the CCL (or arrange for someone to go to represent the club).

    11. Where possible assist in the hosting of one or more cross country league races (to help share the load).

    Other races

    Ensure the online application for the London Marathon application is completed, and advise the organisers of participants details.

    Advertise the Southern Cross Country Championship / National Cross Country dates and venues, informing the SEAA/ ECCA of entries within the required deadline.

    Other

    Respond to the emails from various bodies as required – e.g. EA, Surrey AA, informing club members of any relevant information.

    Optional – attend SAA AGM.

    Write and present a brief review of the year at the club AGM.

    Decide and present the Ladies’/Men’s Captains’ awards at the club AGM.

    Generally encourage members to get involved in races and club events.

  • Annual General Meetings

    Annual General Meetings

    The 2025 AGM was held on Tuesday 29 April, in the Jennings Hall, Lingfield Community Centre. Draft minutes here

    Minutes of 2024 AGM here

    Minutes of 2023 AGM(s) here

    Minutes of 2022 AGM here

    Minutes of 2021 AGM here

    Minutes of 2019 AGM here

    Minutes of 2018 AGM here

    Minutes of 2017 AGM here

    Minutes of 2016 AGM here

    Please send comments or queries to the Secretary.

  • Running Club constitution

    Running Club constitution

    Lingfield RC constitution 2024

    LRC constitution agreed at AGM 2024