1. Name
The name of the Club is Brook and Sandhills Cricket Club, hereafter to be referred to as
"the CIub' and the Club shall be affiliated to the England and Wales
Cricket Board (ECB) through the Surrey Cricket Board.
2. Objectives
a. 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.
b. To procure and maintain such ground facilities and
equipment at Brook and elsewhere as are required to enable the members to
play cricket, to fulfil the Club's fixtures and to provide practice and
coaching to young players.
c. To ensure that all members, playing and non-playing,
abide by the ECB Code of Conduct which incorporates the Spirit of Cricket
and by the Laws of Cricket.
d. 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.
e. To ensure a duty of care to all members of the Club
by adopting and implementing the ECB Cricket Equity Policy and any future
versions of the Policy.
f. To promote and conduct social activities for the
enjoyment of members, friends and families and for the financial support
of the Club to encourage all members to participate fully in the
activities of the Club.
g. To comply
completely with the requirements of Clubmark accreditation, where not
already covered in the Constitution
h. To undertake
such activity as may in the opinion of the Management Committee be
conducive or incidental to the attainment of the foregoing objectives.
3. Membership
a. Membership of the Club shall be open to anyone
interested in the sport of cricket on application regardless of sex, age,
disability, ethnicity, nationality, sexual orientation, religion or other
beliefs.
b. The term
'member' is taken to mean an individual who has paid the appropriate Club
subscription, is part of the Bonus Ball scheme, or
is a Life Member (or is a Vice President
;
delete)
c. The Club shall have different categories of membership and subscription
on a non-discriminatory and fair basis. The Club will keep subscriptions
at levels that will not pose a significant obstacle to people
participating. Categories of membership and subscriptions shall be a
matter for the Committee which shall submit its proposals to the members
for approval and adoption at the Annual General Meeting or, if necessary,
at an Extraordinary General Meeting.
d. Application for membership of the Club shall be by completion of a
membership application form and by payment of the relevant subscription as
determined by the Annual General Meeting of the Club. A playing member,
unless he be in full time education
must also be a member of the Pirrie Hall (of which the Club is the Cricket
Section) through voluntary donation. In the case of a playing member, the
applicable subscription to the Club will be deemed to have been paid if
the member makes a voluntary donation in the same amount to the Pirrie
Hall and, in the case of a playing member who is a UK tax
payer,
does so under the Gift Aid Scheme and submits the requisite Gift Aid form
and voluntary donation
to the Treasurer or the Secretary of the Club .
e. No person shall be eligible to take part in the non-playing business of the Club
unless the appropriate subscription has been paid or a financial
contribution has been made, or membership has been agreed by the
Committee. For players, the Committee shall decide a limit of matches
played before a subscription is due and eligibility to play can continue
f. The Club Committee may refuse membership, or remove it, only for good
cause such as conduct or character likely to bring the Club or cricket
into disrepute. Appeal against refusal or removal of membership may be
made to the Committee who shall appoint an Appeals Committee to hear the
appeal
g. Membership
lasts from the time a subscription is paid (unless a Life Member) until
the conclusion of the following AGM, unless it is only paid for a first
half season. Committee members elected at the AGM will be deemed to be
Members from that time, so that the business of the Club can continue, but
are expected to pay their appropriate subscription at the earliest
opportunity
h. All members are subject to the regulations of the Constitution and, by
joining the Club,
will be deemed to accept these regulations and any Codes of Conduct that
the Club has
adopted or may in the future adopt.
4. Categories of Membership
a. Playing
(1)
Full With full playing and voting rights
(2)
Full time education (FTE) Those in full time education with full
playing and voting rights, but who pay a lower subscription than Full
members
b.
Non-playing
(1)
Bonus Ball Those who contribute financially to the Club by means of
the Bonus Ball fundraising scheme, have voting rights, but who
do
not pay a subscription
(2)
Life Those elected by an Annual General Meeting in recognition of
exceptional and noteworthy service to the Club whether as a player
or
otherwise. They will have the same rights as Full members but will not pay
a subscription (but may make a voluntary contribution to the
Club). If however still a current player, they will pay match fees
c.. The
categories above are not mutually exclusive; for example playing members may be
members of the Bonus Ball scheme and Life Members. (
'Vice Presidents (see
5.b. below) will be considered members as they have voting rights
delete)
d. A list of
members in each category shall be maintained by the Club Secretary
5. President
(and Vice Presidents
delete)
(a delete). The President shall be appointed at
an Annual General Meeting on the
recommendation
of the Committee and be an individual whose personal qualities, knowledge
of, and
association with the Club gives him or her ideal experience to advise,
guide, and inform
the Chairman and Management Committee.
(b. Vice Presidents may be invited by the Committee at any time for such
period as the
Committee may determine from among individuals who are considered to
provide
valuable and current support to the Club in any form. Vice
Presidents shall not have
any ex-officio duties but shall be entitled (even if not otherwise members
of the Club) to
attend and vote at general meetings. They will be invited to make a
financial contribution to the Club at a level that the Committee shall
decide. delete)
6. The Committee
a. The
management of the Club's affairs is the responsibility of a Management
Committee
which will comprise Club members filling the following appointments
(1) President (non-executive)
(2) Chairman
(3) Secretary
(4) Fixtures Secretary
(5) Treasurer
(6) Academy Manager
(7) Archivist
(8) Captains of the 1st XI, 2nd XI, and Brook Sunday
(9)
Director of cricket
(10) Facilities Manager
(11) External Relations Manager
(12)
Playing Area Manager
(13) Social Secretary
(14) Sponsorship Manager
(15)
Welfare Officer.
(16)
League and Cup Representative
b. The Members of the Committee are the Officers of the Club. An elected
Committee
member ceases to be such if he or she ceases to be a member of the Club,
resigns by
written notice, or is removed by the Committee for good cause after the
member
concerned has been given the chance of putting their case to the
Committee. Appeal against
removal may be made to the Appeals Committee. The Committee shall fairly
decide time limits and formalities for these procedures.
c. Vice Captains of the 1st XI, 2nd XI,
and Brook Sunday
are not Committee members but may attend meetings in the absence of their
captain or at
the invitation of the Committee, and will routinely receive minutes of
meetings.
d. The Committee shall agree its own rules of procedure and frequency of
meetings and may issue any rules it deems necessary for the effective management of the Club within
the terms and spirit of
the Constitution.
e. The Committee may co-opt other individuals and form sub-committees on
such terms and for such
period as the Committee shall determine.
f. The Chairman or the Secretary shall give the President and all other
Committee members reasonable notice
of meetings and the subjects to be discussed. A quorum for meetings shall
be four. The
Chairman shall take the chair at all meetings. In his absence, the
President, if present, shall
take the chair. If neither is present, the Committee shall elect one of
its members to take the
chair.
7. The Duties and Powers of the Committee
a.
The Committee shall:
(1) Manage the affairs of the Club on behalf of the members.
The responsibilities of individual Committee members are issued
separately,
and may
be amended by Committee decision
(2) Keep accurate accounts of the finances of the Club through the
Treasurer. These shall
be available for reasonable inspection by
members and approved at the
Annual General Meeting.
The Club shall maintain a bank current account and the following Officers
shall
be authorised to sign club cheques: any two from the Chairman, Treasurer,
Secretary
and such other Officers as the Committee may
from time to time agree.
(3). Make decisions on the basis of a simple majority vote, In the case of
equal votes, the
Chairman shall be entitled to an additional
casting vote.
b. The Committee
has the power to:
(1). Acquire and provide grounds, equipment, coaching, training and playing
facilities,
clubhouse, transport, medical and related
facilities;
(2) Provide coaching, training, medical treatment, and related social and
other facilities;
(3) Take out any insurance for Club employees, contractors, players, guests
and third
parties;
(4) Raise funds by appeals, subscriptions, sponsorship, social and other
events;
(5) Borrow money
and give security for the same, and open bank accounts;
(6) Buy, lease or licence property and sell, let or otherwise dispose of
the same;
(7)
Make grants and loans and give guarantees and provide other benefits;
(8)
Set aside funds for special purposes or as reserves;
(9) Invest funds in any lawful manner;
(10) Employ and engage staff and others to provide services and in
particular a professional
player, a groundsman and a person or
organisation to undertake catering;
(11) Co-operate with or affiliate to: first, any bodies regulating or
organising the sport of
cricket, secondly any club or body involved with
cricket, and thirdly
government and
related agencies;
(12) Authorise the payment of reasonable costs and expenses incurred by
members of the
Club, including the Committee, in furtherance
of the activities of the
Club. These
payments shall be directly related to the activities of the Club and be
made on the
basis that there is no
private gain or profit to any member; and
(13) Do all other things reasonably necessary to advance the aims and
objectives of the
Club.
c.
The above powers shall be used only to advance the aims and objectives of
the Club in a manner consistent with the Constitution and the
general law.
8. Election of Officers
a. All Officers shall be elected at the Annual General Meeting of the Club
from, and by, the members of the
Club upon recommendation of the Committee.
b. All Officers shall be elected for a period of one year, but shall be
eligible for re-election to the same office or to another office the following year.
The year of office is taken to be from election to the next Annual General
Meeting
9. General Meetings
a. Annual General Meetings:
(1) These shall be held each year by 1st March for purposes which
shall include the following:
(a) To receive and approve reports from the Committee on the conduct of the
Club's affairs;
(b) To approve the annual accounts as at 31st December, the end of the
Club's
financial year;
(c) To elect the President and Committee. In the event that there is more
than one
candidate for any position, the successful candidate shall be decided by a
majority vote of all those present at the meeting in person or by proxy
and
entitled to vote. In the event of a tied vote, the Chairman shall have the
casting vote;
(d) To elect Life Members
(e) To approve the categories of membership and applicable level of
subscriptions and
match fees for the forthcoming season;
(f) To conduct any other business of which due notice has been given in
the
agenda or which the Chairman of the meeting may permit.
(2) All members and others entitled to attend the Meeting
shall be given not
less than 21 days notice of the venue and agenda which shall include the
Committee's and any other nominations received for office holders. The
quorum for the Meeting shall be 12 voting members attending in person or
by proxy.
b. Extraordinary General
Meetings
(1) An Extraordinary General Meeting (EGM) shall be required to dissolve the Club
or alter its
Constitution and a two thirds majority of members voting, whether in
person or by
proxy, by postal vote, or by e-mail shall be required for such purpose.
(2). An EGM may be called at any time by the
Management
Committee or on the requisition of no fewer than six full members
delivered to the
Chairman of Secretary.
(3). The Chairman or Secretary shall send written notice of an
EGM
to all members of the Club not less than 21 days before the date of the
meeting.
Such notice shall specify the precise business to be discussed and shall
give notice of
any resolutions which it is proposed to put to the meeting.
(4) The quorum for an EGM shall be twelve members
with
voting rights attending in person or by proxy.
c. The President shall take the chair at all General
Meetings. In his or her absence, or at his or her request, the Chairman
shall take the chair. If both the President and
Chairman are absent, the
members present shall elect one of their number to take the chair. In the
event of a tied vote, the
Chairman shall have the casting vote in respect of any resolution before
the meeting.
10. Finance
a. All Club monies shall be banked in an account in the name of the Club.
b. The Treasurer shall be responsible for the finances of the Club and for
providing a report
on the financial position as required by the Committee.
c. The Treasurer shall ensure that the Club maintains adequate and
appropriate insurance to
cover the activities of the Club.
d. The financial year will end on 31 December.
e. The Treasurer will present a statement of annual accounts at the AGM.
f. Any cheques drawn against Club funds should hold the signatures of two
Officers as
specified in accordance with para 7.a.(2),
11. Property and Funds
a. The property and funds of the Club cannot be used for the direct or
indirect private
benefit of members other than as reasonably allowed by the Committee
acting in
accordance with the Constitution and all surplus income or profits shall
be reinvested in the Club.
b. The Club may also in connection with the sports purposes of the Club
(1). Sell and supply food, drink and related sports clothing and equipment
subject to the
granting of such licences as may be required
(2). Engage members and remunerate them for providing goods and services,
on fair
terms set by the Committee without the person concerned being present
(3). Pay for reasonable hospitality for visiting teams and guests
(4). Indemnify the Committee and members acting properly
in the course of the running of the Club against any liability incurred in
the proper running of the Club (but only to the extent of its assets).
12. Discipline and Appeals
a. All complaints regarding the behaviour of members should be lodged in
writing with the
Secretary.
b. The Committee shall appoint a Disciplinary. sub-committee who will meet
to hear complaints
within seven days of a complaint being lodged. Any member requested to
attend a
Disciplinary sub-committee shall be entitled to be accompanied by a friend
or other
representative and to call witnesses. The Committee (or its subcommittee)
has the
power to take appropriate disciplinary action, including the termination
of
membership.
c. The outcome of the disciplinary hearing shall be put in writing to the
person who
lodged the complaint and the member against whom the complaint was made
within
seven days following the hearing.
d. There shall be a right of appeal to the Committee against either the
finding or the
sanction imposed or both following disciplinary action being taken. The
Committee shall
appoint an Appeals Committee (a maximum of three) which shall not include
members
involved with the initial disciplinary hearing but may include non members
of the Club.
The Appeals Committee shall consider the appeal within fourteen days of
the Secretary
receiving the appeal. The individual submitting the appeal shall be
entitled to be
accompanied by a friend or other representative and to call witnesses. The
decision of the
Appeals Committee shall be final and binding on all parties.
13. Dissolution
a. If, at any EGM of the Club, a resolution be
passed calling for
the dissolution of the Club, the Secretary shall immediately convene a
Special General
Meeting of the club to be held not less than one month thereafter to
discuss and vote on the
resolution.
b. If, at that Special Meeting, the resolution is carried by at least
three quarters of the
members entitled to vote who are present at the meeting in person or by
proxy, the
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.
c. The Committee will then be responsible for the orderly winding up of
the Club's affairs.
d. After settling all liabilities of the Club, the Committee shall dispose
of the net assets remaining to one or more of the following
(1) To another club with similar sports purposes which is a registered
charity and/or
(2) To another club with similar sports purposes which is a registered
Community
Amateur Sports Club and/or
(3). To the Pirrie Hall, a registered charity, for use by them for related
community
sports.
14. Declaration
Brook and Sandhills Cricket Club hereby adopts and accepts this Constitution as a
current operating guide regulating the
actions of all members.
SIGNED (CLUB CHAIRMAN)
NAME : J. ASHWORTH
Signature:
Date :
SIGNED (CLUB SECRETARY)
NAME : A J M JOHNS
Signature:
Date
Adopted at the Extraordinary General Meeting held on 27 April 2009 at
Holdfast House, Holdfast
Lane, Haslemere, Surrey.
1. Subsequently amended (paragraph 6.a) at an
Extraordinary General Meeting held on 24th January 2010
2. Subsequently amended at an Extraordinary General
Meeting held on 6th February 2011
3. Subsequently amended (paragraph 6.a) at an
Extraordinary General Meeting held on 18th April 2011
4. Subsequently amended (paragraphs 3.b,
5.a and 5.b) at ..................
Annex A
List of Policies and Procedures to be adopted under the Club's Clubmark
accreditation
1. Safeguarding Children Policy Statement
2. Safeguarding Children Policy:
a.
Responding to, Recording and Reporting Concerns
b. Anti-Bullying Policy for Cricket
c. Guidelines on:
(1) Changing rooms and showering facilities
(2) Photography and video cameras
d
Guidelines on:
(1) Supervising
children at cricket sessions, including guidance on:
(a).
Wearing of cricket helmets by young players
(b). Fielding
(c). Fast bowling
(d). Selection of young players in adult cricket
(e)
Junior cricketers in adult matches
(f) Girls playing in boys age group leagues and competitions
(2) Transport to and from matches and training
(3) Managing children away from the Club
(4) Missing children
(5) Appointing appropriate staff and volunteers to work with children
(6) Coaches working with children
(7) Working with external partners
3. Code of Conduct for Club Members and Guests
4. Cricket Equity Policy