Last Updated : July 2025

SCHEDULE A: CODE OF CONDUCT
SCHEDULE B: DISCIPLINARY PROCEDURE
SCHEDULE C: AWARDS
SCHEDULE D: WEARING OF CLUB COLOURS
SCHEDULE E: CELEBRATING OF SPECIAL BIRTHDAYS
SCHEDULE F: COMMUNICATION PROCEDURE
SCHEDULE G: RACE ORGANISATION
SCHEDULE H: CLUB EVENT ARRANGEMENTS

SCHEDULES TO THE CONSTITUTION OF PAC

The following Schedules are notes as addendums to the Pinelands Athletic Club (PAC) Constitution and may be altered or updated at scheduled Committee meetings by the Committee in office as outlined in Clause 12 of the Constitution.

SCHEDULE A: CODE OF CONDUCT

This code of conduct is applicable to all members of PAC, who are expected to:

STANDARDS

Comply at all times with the constitution, rules, policies and regulations of PAC.
Demonstrate through words and actions a spirit of sportsmanship, sports leadership and ethical conduct including fair and consistent application of rules without bias or favouritism.
Uphold all codes, policies and programmes to combat use of banned substances in Athletics.
Uphold and implement standards and procedures to ensure event safety and environmental sustainability.
Conform to stipulated dress codes for participating in events.
Be particularly conscious of the safety and well-being of children and protection of the rights of minors (under the age of 18).

INTEGRITY

Not act in a manner likely to bring the sport into disrepute or affect adversely the reputation of PAC, or the sport of Athletics generally.
Act with the utmost integrity, honesty and responsibility in fulfilling their role in the sport.
Not knowingly place themselves in a situation that could give rise to a conflict between personal interests, the interests of other stakeholders, or the interests of PAC.
Act in good faith towards all members of the athletics family with mutual trust and understanding.

EQUALITY

Ensure there is no discrimination on the basis of race, gender, ethnic origin, culture, religion, political opinion, marital status, or any unfair or other relevant factor.
Facilitate an inclusive and welcoming environment for persons with disabilities.

DIGNITY

Treat all involved in the sport with respect and professionalism and refrain from negativity or disparaging remarks or conduct, including at meetings and on social media.
Refrain from any behaviour that constitutes harassment, where harassment is defined as comment or conduct directed towards an individual or group, which is offensive, abusive, racist, sexist, degrading or malicious, or creates an environment that is hostile or offensive.

CONFIDENTIALITY

To hold information entrusted to them in connection with their role or activities in Athletics in confidence and to not use confidential information for personal gain or benefit, or to use such information to the detriment of others.
Non-disclosure of any personal or private, direct or indirect interests that they, family or business associates may have in any activities undertaken by PAC or its partners.

BEHAVIOUR

Work in a spirit of cooperation with other stakeholders, assisting less experienced colleagues, and refraining from public criticism of individuals. Refrain from using or launching attacks of any kind via social media.
Demonstrate a high level of personal conduct including refraining from audible profanity, obscene gestures, verbal abuse including derogatory, insulting or accusing language or tone, inappropriate behaviour, dress or attitude.
When attending PAC social events to show respect and consideration for others by using alcohol responsibly, and to serve as a role model for Junior members of the club.
Display a high level of professionalism through punctuality, timeous action and considered opinion.
To actively uphold this code by positively influencing the behaviour of others.
Be subject to the disciplinary processes of PAC for any violation of this Code.

SCHEDULE B: DISCIPLINARY PROCEDURE

Disciplinary code as was approved in the AGM of 2014, with subsequent amendments are as follows:

Club members shall conduct themselves in an orderly manner while representing the club both on and off the road.
Any club member found guilty of assaulting, harassing or interfering or being abusive to another club member, or bringing the club into disrepute, may receive an initial/final written warning, may be expelled, suspended and/or fined. Every member of the Club shall be subject to the disciplinary code.
Any complaints must be made in writing, stating full details of the complaint and handed to the club secretary or the chairperson should the secretary be involved.
The secretary will hand the complaint to the disciplinary committee.
The disciplinary committee shall consist of three club members each with five years membership (or greater) and will be chaired by the Club President.
In the event that the Club President being the subject of the disciplinary enquiry, an independent chairperson shall be appointed by the Committee.
If a conflict of interest (real or perceived) exists as a result of the presence of a member/s of the Disciplinary Committee, such conflicted Disciplinary Committee member/s must recuse him/herself /themselves from said disciplinary enquiry.
Such appointments could be made at the AGM or by the Committee should the meeting agree. This committee will investigate the matter and, depending on its seriousness, decide what action should be taken in accordance with the below listed sanctions.
Records will be kept which the secretary will keep on file.
Should the subject of any disciplinary enquiry fail to appear at the appointed time set for the said enquiry, a second notice of the hearing shall be sent to the individual, and upon a second non-appearance, he/she shall be sanctioned in abstention.

Should the matter not be resolved, it may be referred to the disciplinary committee of WPA.

LIST OF SANCTIONS

Offence	Sanction
Non-appearance at enquiry	Final written warning/Expulsion from PAC
Sexual harassment	Final written warning/Expulsion from PAC
Language abuse	Initial/Final written warning/Expulsion from PAC
Disorderly conduct	Initial/Final written warning/Expulsion from PAC
Behaviour bringing club into disrepute	Initial/Final written warning/Expulsion from PAC

SCHEDULE C: AWARDS

THE PINELANDS ATHLETIC CLUB AWARDS POLICY

(Amended July 2025)

This policy is the basis upon which any awards will be made to members of the Pinelands Athletic Club and is to be made known to all members via publication on the club’s webpage.

PURPOSE

To acknowledge and reward outstanding athletic achievements in road running, cross country, track & field and trail running across all age categories where applicable.
To acknowledge and encourage club members who may never grace the podium but demonstrate outstanding qualities of sportsmanship, discipline, courage and determination.
To acknowledge and reward outstanding service to the club and its members.

AWARDS SUB-COMMITTEE

A Sub-committee shall be appointed by the Club Committee, the term of office to correspond with that of the Club Committee.
The chairperson of the subcommittee shall be appointed by the members of the Sub-committee. Four additional members in good standing (two male and two female where possible) shall be appointed from the club membership. These additional members shall serve a two-year term of office and must confirm their availability no later than January of the year following an AGM election. Their appointment shall be ratified by the Club Committee at its corresponding February meeting.

Monthly awards shall be considered from January to November each year, in monthly periods running from the 16^th day of one month to the 15^th day of the following month. The awards shall be presented from March to December. The time frame for each monthly award period shall be based on the race calendar as stated above and decided by the Sub-committee and will be advertised in the Weekly Diary. The Sub-committee shall meet on the 4^th Tuesday of the month after receiving the results of the previous month. The Sub-committee shall forward its decision to the Club Committee for ratification at the Monthly Committee meeting prior to making the awards on the 2^nd Thursday of the month.

If for some reason the Awards Sub-Committee do not make the cut-off, then the Committee should make a choice for that month.

MONTHLY AWARDS

ATHLETE OF THE MONTH AWARD

One award per month, each to a male and female athlete, or more at the discretion of the Committee.

Criteria:

Regular good performances within the month or an outstanding performance in any age category. This is not necessarily the first Pinelands finisher, but rather includes personal bests, podium finishes and other note-worthy achievements, over any distance from 10km – 42,2km in Road Running or a Cross Country distance or Track and Field event or Trail Running event.

In recognition of the particular sacrifices and demands involved in preparing for Two Oceans (Ultra Marathon only) and Comrades Marathon, both the first male and first female club member to complete these events will be awarded Athlete of the Month in the months in which they take place. This award is presented over and above the normal monthly awards as described above.

COMMITTEE AWARD

To be nominated by the Awards Sub-committee and ratified by the Club Committee.
Club members of all ages demonstrate noteworthy qualities of sportsmanship, discipline, courage and determination and/or service to the club and/or athletics in general, with the exception of a race organizer, as he/she receives an Honorarium, may be acknowledged and affirmed through the Committee Award.

GENERAL

While an athlete may, in terms of age-related results, be eligible for the Athlete of the Month award regularly throughout the year, to ensure a fair distribution of this award no athlete may receive it more than twice a year (although outstanding performances should always be recognised during the presentation of awards).

ANNUAL AWARDS
(Awarded at annual prize giving)

ATHLETE OF THE YEAR (Male and Female)
(Floating Trophy + Miniatures)

Based on consistent outstanding performances throughout the year.
Individual exceptional performances to be considered.
“Athlete of the month” recipients to be considered.

Three athletes will be nominated, from which the winner will be ratified by the Club Committee. The runners up will receive a miniature.

CLUB CHAMPIONSHIPS
(Vouchers)

Any athlete recording the fastest time in their age category in the Club’s Incentive Runs from January to November over 10km,15km, 21km, and 42km is deemed to be the club champion.
The championship list will be updated regularly and placed on the club’s webpage and the notice board.

MOST IMPROVED ATHLETE OF THE YEAR
(Tim Low Floating Trophy + Miniature)

Based on the level of improvement in performance of an athlete throughout the year (based on the athlete’s ability).
This is not necessarily a novice – any athlete showing improvement throughout the year will be considered. The previous year’s performance may be taken into consideration

NOVICE ATHLETE OF THE YEAR
(Floating Trophy + Miniature)

Any athlete who has started running for the first time and who has not previously belonged to a running club nor run races as a temp runner.
Has shown improved times, and an eagerness and enthusiasm throughout the year.

MOST SPIRITED ATHLETE OF THE YEAR
(Floating Trophy + Miniature)

An athlete who is at most runs and shows a keen enthusiasm.
Always smiling and encourages those ahead and behind.
Not necessarily a “back of the pack” runner.

MOST PERSISTENT ATHLETE
(Miniature trophy)

This award should go to an athlete who shows determination, is at most races, but only manages to place near the back of the pack.
Races must be completed within official cut-off time.

JUNIOR ATHLETE OF THE YEAR (Male and Female)
(Kevin Mulder Floating Trophies + Miniatures)

Regular and consistent outstanding performances throughout the year.

MOST IMPROVED JUNIOR
(Kevin Mulder Floating Trophy + Miniature)

Junior athletes who have shown improved results throughout the year.

TRAIL RUNNING ATHLETE OF THE YEAR (Male & Female)
(Floating Trophies + Miniatures)

Consistent outstanding performances at advertised trail runs of various distances, as follows: Short (1-19km), Long (20-35km) and Extra Long (36+km).
Partaking in ultra-trail runs (42+km) should be taken into account.
A minimum of 4 races, including at least 1 (one) LONG race must be completed for an athlete to be considered for this award

CROSS COUNTRY ATHLETE OF THE YEAR (Male & Female)
(Floating Trophies + Miniatures)

Regular and consistent outstanding performances during the season.
Must complete six or more of the WPA events in the year, aligned with the WPA calendar.
Must complete the Western Province (WP) Cross Country Championships.

CROSS COUNTRY MOST IMPROVED ATHLETE
(Ann McKenzie Floating Trophy + Miniature)

Regular cross country athlete who shows the most improvement over the cross country season.
Not necessarily a front runner.

CROSS COUNTRY MOST SPIRITED ATHLETE
(Miniature trophy)

A “back of the pack” athlete who shows determination, dedication, eagerness and enthusiasm.

ADAM AND EVE COMPETITION (Male & Female)
(Floating trophies + article of clothing)

An athlete completing the highest “mileage” during the period from 1 January to 30 November at all official road races, trail runs, cross country events, relays and official walking events with auditable results.
Trail runs and events outside WP are allowed but athletes must advise the convenor of the competition of these events within 2 weeks of the event. Auditable results must be provided within 6 weeks of the any event for which they wish to claim mileage.
Progress of this competition will be displayed periodically on the notice board and the club’s web-page.
The top ten male and female club members with the highest mileage obtained between
1 January and 30 November of each year will receive a certificate at the end of the competition. Additionally, those achieving over 1000km will receive an article of clothing.
Floating trophies are awarded to the athletes (male and female) with the highest mileage obtained, with miniatures to the 1^st and 2^nd runners up.

MOST OFFICIAL TIME TRIALS

The club member completing the greatest number of officially timed Time Trials, over either 2.5km or 5km, up to 30 November.

PODIUM FINISHERS
(Miniature trophy)

Any athlete who during the year has five (5) or more podium finishes in any official road, cross country, trail run and track and field event will qualify for this award.
An athlete must finish first, second or third in their age category on five (5) or more occasions.

TRACK & FIELD AWARD
(Floating Trophy and Miniature)

Based on performances on the track and field circuit throughout the year.

CHAIRPERSON’S AWARD

This award is presented at the discretion of the club’s chairperson.

SERVICE AWARD
(Ken McDonnell Floating Trophy + Miniature)

Any club member (except a current member of the Club Committee) who provides a notable service in one way or another to the club during the year.

INCENTIVES

ROAD RUNNING
(Cash Award)

There are two options available: the “Long” and “Short” incentive runs.
The Short Incentive is made up of 10km and 15km races taken from the official WPA fixtures list.
The Long Incentive is made up of 21km, 30km, 42km and 56km races taken from the official WPA fixtures list.
To qualify for the incentive athletes must complete ten or more of the Long or Short races. Athletes may participate in both the Long and Short Incentive Schemes, but may not qualify for the incentive by combining Long and Short events to obtain a total of 10 events.
Points are scored for each incentive run completed, based on the finish time, age of the athlete and the distance of the race.
At the end of the competition (30 November) each athlete’s ten best points are added together and a dividend is paid out from the Incentive cash pool as determined by the Club Committee.

CROSS COUNTRY
(Item of clothing or running apparel)

To qualify for this incentive, athletes may miss 1 (one) of the official WPA Cross Country league events in the season, in any age category. Mob races are excluded.
Athletes must also complete the WPA Cross Country Championships, unless deemed medically unfit and provides a doctor’s certificate.

PLEASE NOTE

If there are no suitable candidates for the above awards, then no award is to be made.
Selections of the above award winners shall be ratified by the Club Committee, based on the justification criteria provided. The selection MUST be submitted to the Committee on the Wednesday prior to the November Committee meeting for discussion and provisional ratification pending changes due to results obtained following said Club Committee meeting.

NB: Any club member, not in good standing, will be ineligible for any of the above awards or incentives.

SCHEDULE D: WEARING OF CLUB COLOURS

Clause 4.7.5 of the WPA Constitution states: Licensed athletes should wear club colours. Full club colours must be worn to qualify for team prizes. Temporary licensed athletes must run in clothing without advertising.
Clause 4.7.15 of the WPA Constitution states: To qualify for team prizes, athletes must wear full club colours and participate with a permanent licence.
ASA Constitution:
- Rule 24.6. Referees may disqualify athletes that wear clothing that leads to confusion, or is in conflict with the ASA Constitution.
- Rule 24.9.1. Club clothing to a specific design or colour is optional and not compulsory for licensed athletes at entry level participating as individuals in competitions as specified in ASA rules 1.1.e to 1.1.g.
  Note: This rule allows new athletes to purchase a license; to enter for a competition; and purchase club clothing at a later stage. Licensed Athletes should be encouraged to obtain club clothing within a year after becoming a member of a club.
Notwithstanding the above extracts of the higher Constitutions, Pinelands Athletic Club by-law/rule is that members must purchase the prescribed club colour as soon as possible.
Should a new member have difficulties in purchasing the said kit within three months, he/she should approach the Chairperson for the necessary lenience to be applied, where applicable.
All kit items should be worn in an unaltered state and in a condition that does not draw unnecessary attention.

SCHEDULE E: CELEBRATING OF SPECIAL BIRTHDAYS

From time to time there may be a requirement to make special arrangements for the celebration of members of the PAC community birthdays or any other event.

On occasion the club my wish to honour club members celebrating milestone birthdays, from the age of 70 and in 5-year intervals, such a celebration can be in the form of a special cake being baked and presented to the members of PAC at a club event. The cost for the cake may be claimed from the club finances, provided that:

Prior approval is obtained from the Committee,
The costs are kept to a minimum,
Such celebrations being open to all in attendance at the event.
Note that such celebration is open to all members of the club on condition that such person is a regular attendee of club events and is a member in good standing.

SCHEDULE F: COMMUNICATION PROCEDURE

Communication with club members shall be done through the popular media at the time such as email, WhatsApp, Website, etc.
When a new member joins the club, he/she will be added to the email database which will be used for regular communication such as Weekly Diary, event information and any pertinent information.
All members may also be added to the various WhatsApp groups on which brief items of interest would be posted to keep members informed of events and any club matters.

NOTE: When any such communication has been sent out on the platforms, it will be assumed that all members have received the communication and thus will be taken as noted.

It is the responsibility of members to inform the licensing officer, secretary or club Chairperson of any change in email address or Cell phone number.

SCHEDULE G: RACE ORGANISATION

This Schedule is still to be finalised.

SCHEDULE H: CLUB EVENT ARRANGEMENTS