Angela Money is our appointed welfare officer. If you or your gymnast have any worries about any aspect of the club that you wish to discuss with Angela she often helps set up and put away equipment or she can be contacted on 01993 850900. Please bear in mind that Angela is a volunteer and also has a job and family to juggle along with this role, please be considerate when choosing a time to ring her.




Please mark the subject for attention of the Welfare Officer.


Codes of Conduct

Rules & Regulations


For Participants

We are fully committed to safeguarding and promoting the well-being of all our members. The club believes it is important that members, coaches, administrators and parents associated with the club should, at all times, show respect and understanding for the safety and welfare of others. Therefore, members are encouraged to be open at all times and share any concerns or complaints that they may have about any aspect of the club with the Welfare officer, details of which will be on every fee letter.

As a member of Carterton Gymnastic Club you are expected to abide by the following club rules:

  All members must participate within the rules and respect coaches, judges and their decisions.

  All members must respect opponents and fellow club members.

  Members should keep to agreed timings for training and competitions or inform their coach, or if

they are going to be late.

  Members must wear suitable attire for training and events as agreed with the coach. Keep all long

hair tied back. Remove all body jewellery.

  Members must not smoke, consume alcohol or take illegal drugs of any kind .

  Members should treat all equipment with respect.

  Members must inform the head coach of any injuries or illness they may have before the warm-up


  Members should not eat or chew gum during a session.

  Members must not use bad language.

  Members should remain with coaches at the end of a session until collected by their parent or



For Parents/Guardians

  Encourage your child to learn the rules and participate within them.

  Discourage challenging / arguing with officials.

  Publicly accept officials’ judgements.

  Help your child to recognise good performance, not just results.

  Set a good example by recognising good sportsmanship and applauding the good

performances of all.

  Never force your child to take part in sport.

  Always ensure your child is dressed appropriately for the activity and has plenty to drink.

  Keep the club informed if your child is ill or unable to attend sessions.

  Endeavour to establish good communications with the club, coaches and officials for the

benefit of all.

  Share any concerns or complaints about any aspect of the club through the approved channels.

  Use correct and proper language at all times.

  Never punish or belittle a child for poor performance or making mistakes.

  Always collect your child promptly at the end of a session.

  Support your child’s involvement and help them to enjoy their sport.

1. Selection Procedure for Gymnasts

a. Boys and girls will be admitted from 5 years of age.

b. Enrolment priority will be given to those already attending any of the classes. The remaining

places will be given to newcomers off the waiting list if there are places available.

c. The Chief Club Coach will determine admission of new gymnasts at any other times.

d. The Squad will be determined by the Chief Coach.

2. Fees

a. A fee will be payable for tuition together with a compulsory insurance premium and affiliation to

the County. The insurance premium is determined annually by the British Gymnastic Association

and the affiliation is determined annually by Oxfordshire Gymnastics Association. Request letters

will be sent out shortly after each 1/2 term with fees for the following term payable by a date approximately three weeks later.

b. The actual cost will be determined prior to each term. Cheques should be made payable to

“Carterton Gymnastic Club”.

c. All fees must be paid by the due date or by previous arrangement with The Chair to pay by

installments. Failure to do so may result in the gymnast losing his/her place.

d. Once fees have been paid they are non refundable.

3. Club Membership

a. All Club Gymnasts may not attend classes at another club. Gymnasts who fail to obey this rule

will be asked to leave.

4. Clothing

a. All recreational female gymnasts should wear The Club leotard. These are stocked by “Wreal

Sports” in Carterton and may also sometimes be available from The Club’s own second hand stock.

b. All male gymnasts should wear a white Club T-shirt with a Carterton logo on and black shorts.

Club T-shirts can be ordered through the club.

c. New Members will receive an order form in their registration pack. Existing members will be

given an order form on request.

d. All squad members must wear the squad leotard or as directed by the Chief Coach.

e. Gymnasts must not wear nail varnish and nails must be short at all times. Hair must not be able

to reach the eyes even when tied back. This includes braids. Hair should be neat and as close to the head as possible. Hard plastic hair accessories should not be worn.

f. GYMNASTS MUST NOT WEAR ANY JEWELLERY including body piercing and earrings at any

time. Carterton Gymnastics Club do not follow the BG Policy in this instance for Newly Pierced Ears and therefore a gymnast with newly pierced ears will have to remove them or will not be able to attend gymnastic sessions until the earrings can be removed.

5. Absence

a. A register will be kept of each session

b. Chief Coach to be informed of any absence

c. Parents should inform The Chief Coach if they expect their gymnast to be absent for any length

of time as failure to attend for any period exceeding 3 weeks may lead to their place being lost.

6. Attendance

a. Sessions take place in the gymnasium at Carterton Community College, Upavon Way, Carterton,

Oxfordshire. OX18 1BU

b. Parents and gymnasts are required to arrive at least 15 minutes prior to the start / end of training

sessions in order to set out / put away equipment.

c. An adult must accompany all gymnasts under the age of 12 into the gym, as the responsibility of

any gymnast is not that of the chief coach until they enter the gymnasium and only then when the chief coach is present. Similarly they must be collected from the gymnasium and not allowed to walk unaccompanied to the car park. Should the gym be closed for any reason a notice will be

posted on the gym entrance door.

d. The coach responsible for the session will deal with any behaviour contrary to the interest of

other class members or the club. Failure to comply may result in dismissal from the class and

being referred to the committee. Failure to comply with the decision of the committee may result

in dismissal from the club.

7. Holidays

The club will notify all parents and guardians of all holidays that will affect the opening of The Club prior to the affected session.

7. Complaints

Any areas of concern should be raised with the Welfare Officer, contact details will be on every fee letter.

1. The name of the club shall be Carterton Gymnastic Club;

hereinafter called The Club.

a. The Club shall affiliate to British Gymnastics and Oxfordshire Amateur Gymnastics Association.

b. The Chief Coach of the club shall be Mrs Debra Coutenay-Crane BGA (WA HPC) Womens

Artistic High Performance Coach, and BGA class 5 Pre-school gymnastics.

c. The Chief Coach will be responsible for all gymnastic coaching decisions, this will include

selection of gymnasts into the club, competitive and squad gymnasts, coaches and training


d. The Chief Coach will also be responsible for maintaining discipline and safety during the


e. The Club shall adopt the BG Child Protection Policy and BG Health, Safety and Welfare Policy.

f. The Club shall adhere to screening guidelines with regard to coaches.

2. Aims and Objectives

The aims and objectives of the club will be:

a. To advance, develop and safeguard the interests of the sport of gymnastics, which shall include

Womens Artistic Gymnastics and Recreational Gymnastics

b. To promote the club within the local community.

c. To manage the sessions at Carterton Community College Gymnasium.

d. To ensure a duty of care to all members of the club.

e. To provide all its services in a way that is fair to everyone.

f. To ensure that all current and future members receive fair and equal treatment.

3. Membership

a. Membership should consist of officers and members of the club. All members will be subject to

the regulations of the constitution and by joining the club will be deemed to accept the regulations and codes of conduct that the club has adopted.

b. Club membership will be to those gymnasts who have been offered a place from the waiting list,

and granted on subscription of termly fees.

c. Members will be enrolled with British Gymnastics in one of the following categories:

(i) Full member

(ii) Associate member

4. Membership Fees

a. Membership fees will be reviewed regularly and agreed by the Committee. Fees will be paid

on a term by term basis in advance and once paid are non-refundable.

5. Officers of the Club

a. The officers of the club will be:


Minutes Secretary

Administration Secretary


Welfare officer

Deputy Welfare Officer

Publicity Officer

Clothing co-ordinator

Grants /equipment officer

Fund raising team

Website Co-ordinator

b. Officers will be elected annually at the Annual General Meeting. All officers retire each year but

will be eligible for re-appointment.

c. All posts within the committee and coaches are on an unpaid basis, they claim expenses for bills

incurred on Club business.

6. Committee

a. The club will be managed through the Committee consisting of the officers listed in point 5

above, only these posts will have the right to vote at meetings of the Committee.

b. The Committee will be convened by the Secretary of the club and hold no less than 10

meetings per year.

c. The quorum required for business to be agreed at Committee meetings will be 4.

d. The Committee will be responsible for adopting new policies, codes of conduct and rules

that affect the organisation of the club.

e. The Committee will have powers to appoint sub-committees as necessary and appoint

advisers to the Committee as necessary to fulfil its business.

f. The Committee will be responsible for disciplinary hearings of members who infringe the club

rules / regulations / constitution. The Committee will be responsible for taking any action of

suspension or discipline following such hearings.

7. Finance

a.  All club monies will be banked in an account held in the name of the club. The Club Treasurer

will be responsible for the finances of the club. The financial year of the club will end on

August 31st

b. An audited statement of annual accounts will be presented by the Treasurer at the Annual

General Meeting.

c. Any cheques drawn against club funds should hold the signatures of the Treasurer plus one

other officers.

8. Annual General Meetings

a. Notice of the Annual General Meeting (AGM) will be given by the Club Secretary. Not less

than 21 clear days notice to be given to all members.

b. The business to be conducted at the AGM shall be:

Receive apologies for absence

Minutes of the previous AGM

Matters arsising from the previous AGM

Receive and approve a report from the Chairperson

Receive the statement of audited accounts for the preceding year

Election of officers

Any other business

The date of the next AGM will be set.

c. The minutes secretary should receive nominations for elections not less than 7 days before the

AGM. Officers shall be elected by simple majority vote.

d. All members have the right to vote at the AGM.

e. The Committee has the right to call Extraordinary General Meetings (EGMs) outside the AGM.

Procedures for EGMs will be the same as for the AGM.

9. Discipline and Appeals

a. All complaints regarding the behaviour of members should be submitted in writing to the

Welfare Officer.

b. The Committee will meet to hear complaints within 30 days of a complaint being lodged. The

Committee has the power to take appropriate disciplinary action including the termination of


c. The outcome of a disciplinary hearing should be notified in writing to the person who lodged the

complaint and the member against whom the complaint was made within 7 days of the hearing.

10. Dissolution

a. A resolution to dissolve the club can only be passed at an AGM or EGM through a majority vote

of the membership.

b. In the event of dissolution, the committee will decide on a worthwhile club(s) or association(s) to

which all or part of The Club equipment and assets should be donated after all debts have been


11. Amendments to the Constitution

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

12. Declaration

Carterton Gymnastic Club hereby adopts and accepts this constitution as a current operating guide regulating the actions of members.



SIGNED: __________________________________________________ DATE: October 2016


PRINT NAME : ___________________________________________________________________

Debra Coutenay-Crane



SIGNED: __________________________________________________ DATE: October 2016


PRINT NAME : ___________________________________________________________________

Vanessa Norris, Club Secretary

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