Eastwood Cricket Club

Eastwood Cricket Club - Constitution

Club Constitution

Title

The club shall be called Eastwood Cricket Club, hereafter to be referred to as “the Club” and shall be affiliated to the Essex Cricket Board.

Aims and Objectives

To foster and promote the sport of cricket at all levels within the community and within the sport, providing opportunities for recreation, coaching and competition.

To encourage members to become qualified coaches and officials.

To help players reach their potential within the sport.

To ensure a duty of care to all members of the club by adopting and implementing the ECB ‘Safe Hands – Cricket’s Policy for Safeguarding Children’ and any future versions of the Policy.

Membership

Membership of the Club shall consist of officers of the Club and members.

Membership of the Club shall be open to any person completing a membership application form and by paying the relevant subscription/joining fees and match fees as determined by the Annual General Meeting of the Club members.

There shall be four classes of membership available. These shall be:

·       Full Member

·       Junior Member ( Under 16 years of age)

·       Social Member

·       Honorary/Life Member

All members will be subject to the regulations of the constitution and, by joining the Club, will be deemed to accept, and agree to abide by, these regulations and the Club’s Code of Conduct.

Officers

The officers of the Club shall be as follows:

                Non Executive Officer

·       President

Executive Officers

·       Chairperson

·       Secretary

·       Assistant Secretary

·       Treasurer

·       Membership Secretary

·       Fixtures Secretary

·       Team Secretary

·       Social secretary

·       Child Welfare Officer

·       Youth Development Officer

·       Club Development Officer (five year term, first elected 2007)

·       Assistant Club Development Officer (five year term, first elected 2007)

 

Election of Officers

All officers shall be elected at the Annual General Meeting of the Club, from, and by, the Full Members of the Club.

All officers are elected for a period of one year, but may be re-elected to the same office, or another office, the following year.

General Committee

The affairs of the Club shall be conducted by a General Committee comprising of the Executive Officers of the Club and, a unlimited number of other members elected from, and by, the Full Members of the Club.

The General Committee will be convened by the Secretary and shall meet at agreed intervals but at least twice a year during its term of office,

i)              prior to the opening of the season; and,

ii)             to agree an agenda for the Annual General Meeting and date thereof.

The quorum required for business to be agreed at General Committee meetings shall be five, including a minimum of three Executive Officers.

The duties of the General Committee shall be:

a.     To control the affairs of the Club on behalf of the members.

b.     To keep accurate accounts of the finances of the Club through the Treasurer. These should be available for reasonable inspection by members and should be audited before every Annual General Meeting. The Club shall maintain a bank current account and the following officers shall be authorised to sign Club cheques: two from the Chairperson, Treasurer and Secretary; one of which should normally be the Treasurer.

c.     To co-opt additional members of the General Committee as the General Committee feel necessary. Co-opted members shall not be entitled to a vote on the General Committee.

d.     To make decisions on the basis of a simple majority vote. In the case of equal votes, the Chairperson shall be entitled to an additional casting vote.

Youth Development Sub-Committee

The Youth Development Sub-Committee shall consist of :-

·       Youth Development Officer

·       Child Welfare Officer

·       Club Development Officer

·       Coaches and Team managers

·       Parent Representatives

The Youth Development Sub-Committee shall meet as required but, in any case, at least twice per annum, once prior to the commencement of winter training and once following the conclusion of the season to review progress.

The Youth Development Officer and the Child Welfare Officer will report to the General Committee.

Club Development Sub-Committee

The Club Development Sub-Committee shall consist of:-

·       Club Development Officer

·       Assistant Club Development Officer

·       Chairperson

·       Secretary

The Club Development Sub-Committee shall meet as required but, in any case, at least once per annum, prior to 30th September in each year, in order to review and monitor progress against the aims and timescales defined in the Club Development Plan.

Selection Sub Committee

The Selection Sub-Committee shall consist of:-

·       Team Secretary/s

·       Team Captains of each XI

The Selection shall be responsible for selecting the Club’s teams and upholding any selection policies and shall meet as required in order to fulfil its function.

The Team Secretary/s will report to the General Committee.

Disciplinary Sub Committee

The Disciplinary Sub-Committee shall consist of:-

·       Club Chairperson

·       Club Secretary

·       Assistant Secretary

·       Treasurer

·       Team Secretary

The Disciplinary Sub-Committee shall meet as, and when, required by the Disciplinary procedure of the Club.

General Meetings

The Annual General Meeting of the Club shall be held not later than the end of February each year. 21 days written notice shall be given to members of the Annual General Meeting by circulating a copy of the notice to every member and posting a notice on the Club notice board and the Club website. Members must advise the Secretary, in writing, of any other business to be moved at the Annual General Meeting at least 14 days before the meeting. The Secretary shall circulate or give notice of the agenda to the members not less than 7 days before the meeting.

The business of the Annual General Meeting shall be to:

a.     Confirm the minutes of the previous Annual General Meeting and any General Meetings held since the last Annual General Meeting.

b.     Receive the audited accounts for the year from the Treasurer.

c.     Receive the annual report of the Committee from the Secretary.

d.     Receive an annual report from the Chairperson.

e.     Elect an auditor.

f.      Elect the Officers of the Club.

g.     Elect members of the Committee.

h.     Elect Captains for each side for the forthcoming season.

i.      Review Club subscription and match fee rates and agree them for the forthcoming year.

j.      Transact such other business received in writing by the Secretary from Members 7 days prior to the meeting and included in the agenda.

Nominations for candidates for election of Officers shall be made, in writing, to the secretary at least 14 days in advance of the Annual General Meeting date. Nominations can only be made by Full Members and must be seconded by another Full Member.

In the absence of any written nominations for any officer-ship then nominations may be taken from the floor of the Annual General Meeting, such nominations must be made by a Full Member and seconded by another Full Member.

At all General Meetings the Chair will be taken by the Chairperson or, in their absence, by a deputy appointed by the Club or by the Full Members attending the meeting.

Decisions made at a General Meeting shall be by a simple majority vote from those Full Members attending the meeting. In the event of equal votes, the Chairperson shall be entitled to an additional casting vote.

A quorum for a General Meeting shall be 30% of the Full Members and three Officers of the Club including 2 from the Chairperson, Secretary and Treasurer.

Each Full Member of the Club shall be entitled to one vote on each proposition at General Meetings.

Extraordinary General Meetings may be convened by the Committee on receipt by the Secretary of a request in writing from not less than 10% of the Full Members of the Club.

At least 21 days’ notice of an Extraordinary General Meeting shall be given.

Finance

All Club monies shall be banked in an account in the name of the Club.

The Treasurer will be responsible for the finances of the Club.

The club financial year shall commence on the 1st November and end on October 31st each year.

With effect from the 1/01/2014, annual subscriptions shall fall due from 1st March each year. All subscriptions paid in full by 31st March shall attract a prompt payer discount of 10%. Any subscriptions, or part thereof, remaining overdue after the 31st May shall attract a late payer penalty of 10%.

The Treasurer will present a statement of annual accounts at the AGM.

Any cheques drawn against Club funds shall bear the signatures of two from the Chairperson, Treasurer and Secretary; one of which should normally be the Treasurer.

The Club may seek to raise money by any means available to a voluntary organisation in pursuit of the aims of the Club as outlined above.

Discipline and Appeals

All complaints regarding the behaviour of members should be lodged, in writing, with the Secretary.

The Disciplinary Committee will meet to hear complaints within 14 days of a complaint being lodged. The Disciplinary Committee shall have the power to take appropriate disciplinary action, up to, and including, termination of membership of the Club.

Termination of membership of the Club as a result of disciplinary action shall be subject to ratification by at least half the Full Members present at either the Annual General Meeting or an Extraordinary General Meeting.

The outcome of any disciplinary hearing shall be notified, in writing, to the complainant and the member against whom the complaint was made within 14 days following the hearing.

There shall be a right of appeal to the General Committee following disciplinary action being taken.

Any such appeal should be made, in writing, to the Secretary within 21 days of the disciplinary hearing. The General Committee shall consider any appeal within 14 days of the Secretary receiving notification of any such appeal.

Alterations to the Constitution

Any proposed alterations to the Club Constitution may only be considered at an Annual or Extraordinary General Meeting, convened with the required notice of the proposal. Any alteration or amendment must be proposed by a Full Member of the Club and seconded by another Full Member of the Club. Such alterations shall be passed if supported by not less than two-thirds of those Full Members present at the meeting, assuming that a quorum has been achieved.

Dissolution

If, at any General Meeting of the Club, a resolution be passed calling for the dissolution of the Club, the Secretary shall immediately convene an Extraordinary General Meeting of the Club to be held not more than one month thereafter to discuss and vote on the resolution.

If, at that Extraordinary General Meeting of the Club, the resolution is carried by at least two-thirds of the Full Members present, a quorum having been achieved, the General Committee shall thereupon, or at such date as shall have been specified in the resolution, proceed to realise the assets of the Club and discharge all debts and liabilities of the Club.

After discharging all debts and liabilities of the Club, the remaining assets shall not be paid nor distributed amongst the members of the Club, but shall be given or transferred to another voluntary cricket organisation in the area having objects and aims similar to those of the Club.

Declaration

Eastwood Cricket Club hereby adopts and accepts this constitution as a current operating guide regulating the actions and responsibilities of its members.