Hartshorne Cricket Club CONSTITUTION November 2017
Hartshorne Cricket Club, Rodney Meadows, Main Street, Hartshorne, Swadlincote, Derbyshire, DE11 7ES
1.0 Name of Club The club shall be known as Hartshorne Cricket Club (HCC).
2.0 Objectives The objectives of HCC are
• To foster and promote access to cricket for all people regardless of age, sex, disability or background • To develop HCC’s links with the local community specifically within Hartshorne and South Derbyshire. • To encourage and develop junior / youth and women’s cricket. • To provide a safe environment for junior players in accordance with the ECB Safe Hands policy. • To operate a competitive 1st XI team playing at the highest possible level. • To offer excellent facilities to Club members, officials and opponents and ensure that the use of the facilities is maximised for the benefit of the local community.
The Management team shall operate to a 5 Year Club Development Plan, which shall determine the objectives and targets for the Club. This Plan shall be reviewed for relevancy on an annual basis. The club is also committed to contributing to the local community by engaging in a minimum of 1 community based project each year.
3.0 Membership Application for membership of the Club shall be open to any person completing a membership form and by paying the relevant subscription as determined by the AGM. Applications for membership must be made on the prescribed form and will be determined by the players committee, the chairman and vice chairman whose discretion on membership applications shall be final.
Whilst there is no quota on the size of the membership, the club may decline the application if a potential growth in membership will be detrimental to the existing members, e.g. by creating a surplus of playing members and reducing the existing members’ ability to take part in cricket.
All applications for membership and selection shall be considered by the on their individual merit. The club shall not discriminate on the grounds of age, gender, race, sexual orientation or religion.
The principle criteria when considering membership applications are: -
• Current levels of membership and the potential effect of new applications • An existing close relationship with the club – e.g., former player. • The proximity of the applicants’ usual residence to the Club – applications from players residing in Hartshorne or the greater Swadlincote area will be treated favourably. • Demonstrate none playing skills that would assist the Club – e.g., ability to assist with groundwork, youth development, funding, events, etc. • Cricketing ability.
There shall be 4 classes of membership available. The classes of membership, rights, eligibility and fees are set out at annex 1. The classes of membership are:
• Playing member • Associate Playing Member • Junior Member (15 or under at next 30th April) • Member • Honorary Member
All members have full voting rights at any AGM or EGM save for junior members who have no voting rights and members who have no voting rights in respect of the appointment of the club team Captains and Vice Captains. All members will be subject to the regulations of the constitution and, by joining the Club, will be deemed to accept these regulations in the Club codes of conduct.
Parents / Guardians / Carers of junior members must become associate members to gain voting rights.
4.0 Management of the Club The management of the Club is the responsibility of all Officers, the Management Committee, general and emergency general meetings for such sub-committees as described within the constitution and set up by the Management Committee.
5.0 Election of Officers / Committee Members All Officers shall be elected at the Annual General Meeting (AGM) of the Club and by the voting members of the Club. All Officers are elected for a period of one year, but may be re elected to the same office / another office the following year.
Officers must be nominated by at least one Club member and seconded by at least one other member. Officers cannot nominate or second themselves. The election is determined by a majority vote of eligible Club members. In the event of a tie, the Club Chairman shall have the casting vote.
6.0 Management Committee / General Committee The Management Committee is responsible for the day-to-day running of the Club and shall meet once per month on a date to be determined by the Management Committee during the playing season and as deemed fit by the Management Committee out of season.
The objective of the Management Committee is to provide for the effective running of the Club and to meet the objectives as defined in section 2 of this document. The Management Committee shall decide on proposals made by the sub-committees and monitor the activities of these committees. The Management Committee may overrule any decision(s) made by any sub-committee with the exception of the disciplinary committee and appeals committee.
The Management Committee may establish such sub-committees as is deemed appropriate and may appoint members to these sub-committees. All voting on the Management Committee is determined by majority vote with the Chairman having the casting vote.
Management Committee meetings are to be chaired by the Club Chairman. Minutes are to be taken of the meeting by the Club Secretary or appointed person and issued to all Management Committee members. All Management Committee members must be notified of the date of any meeting by the Club Secretary or appointed person.
Quorum – for the Management Committee to be quorate 8 members must be present. The Management Committee consists of 16 members including: -
• Club Chairman • Club Vice-Chairman • Club Secretary • Head of Finance • Fundraising Manager • Groundsman • Club Captain • 1st XI Captain • 2nd XI Captain • Club President • Welfare Officer / Junior Manager • Junior representative • 4 other elected committee members
Attendance at Management Committee meetings is mandatory for committee members. Should a committee member fail to attend 3 consecutive meetings without an apology or reasonable justification the Management Committee may elect to dismiss that committee member and elect a temporary replacement who shall hold the vacant position until the next AGM.
7.0 Finance Committee Members wishing to join the Finance Committee will be appointed at the AGM through the normal voting process. The Finance Committee will include the Treasurer. All voting at the Finance Committee meetings will be determined by a majority vote with the Treasurer having the casting vote.
The Finance Committee is responsible for the following: -
• The day-to-day control of finances and banking for the Club. • The production of accounts for the Management Committee on a monthly basis and on an annual basis for audit purposes. • To ensure that all of the relevant insurances are in place. • The setting and collecting of match fees and subscriptions. • To make general recommendations in relation to expenditure and business planning to the Management Committee.
The Finance Committee has delegated authority to authorise and incur expenditure of up to £100 without the authority of the main Committee.
The Finance Committee shall meet once per month during the season and as deemed fit by the general Management Committee outside the playing season.
Main Management Committee
Grounds & Maintenance
• President • Chairman • Club Secretary • Vice-Chairman • Club Captain • 1st XI Captain • 2nd XI Captain • Head of finance • Fundraising Manager • Groundsman • Junior manager / CWO •Junior representative • 4 x Committee Members
8.0 Fundraising Committee Members wishing to join the Fundraising Committee will be appointed at the AGM through the normal voting process. The Fundraising Committee will include the Fundraising Manager who shall be voted in at the AGM. All voting at the Fundraising Committee meetings will be determined by a majority vote with the head of the Fundraising Committee having the casting vote.
The Fundraising Committee shall meet on a monthly basis during the year.
The role of the Fundraising Committee is to: -
• Propose and plan fundraising activities throughout the year so that the target set out by the Management Committee is successfully achieved. • Promote and advertise all fundraising activities within the Club and the local community. • To liaise with the Club Development Committee to assist with applying for funding. • Promote the HCC Web shop to all Club members and beyond.
The Fundraising Committee shall link in with the Finance Committee, particularly the Treasurer, to control the ‘spend’ aspect of all activities requiring outlay.
9.0 Players Committee The Players Committee shall consist of the 1st XI Captain, the 2nd XI Captain, the Welfare Officer / Junior Manager, the Ladies Captain and the Club Captain.
The Players Committee shall meet as required during the playing season for the purpose of selecting teams – any irresolvable dispute about selection shall be resolved by a majority vote or if no majority vote reached by the Club Captain.
The role of the Players Committee is to: -
• Select teams. • Organise both league and friendly fixtures. • Report any match results. • Ensure that a full team is put out for any fixture. • Report disciplinary issues • Liaise with the Ground Committee in relation to the quality of the pitch, outfield and facilities. • Ensure a harmonious team spirit. • Promote integration between the Club’s respective teams and youth team. • Organise and facilitate training both during and outside the playing season. • Organise social events. • Maintain and develop ladies, girls, junior, and youth cricket. • Ensure compliance with the Club’s policies including child safety.
10.0 Ground & Facilities Committee Members wishing to join the Ground & Facilities Committee will be appointed at the AGM through the normal voting process, the Ground & Facilities Committee will include the Groundsman. All voting at the Ground & Facilities Committee meetings will be determined by a majority vote with the Groundsman having the casting vote.
The role of the committee is to: - • Ensure that the ground is properly maintained and complies with the relevant league requirements. • To develop the ground and facilities.
• To maintain equipment. • To ensure the ground is prepared and fit for play. • Determine if the pitch / ground is fit for play. • Foster good relationships with the Club’s neighbours.
The Grounds & Facilities Committee shall meet at least monthly during the playing season. Meetings shall be held outside of the playing season at a frequency determined by the Management Committee.
The Grounds & Facilities Committee shall have delegated authority to incur expenditure of up to £50 without recourse to the main Committee.
11.0 Juniors Committee Members wishing to join the Juniors Committee will be appointed at the AGM through the normal voting process. The Juniors Committee will include both the Welfare and Junior Manager and the Club Development Manager. All voting at the Juniors Committee meetings will be determined by a majority vote with the Welfare and Junior Manager having the casting vote.
The Committee shall meet at least monthly during the playing season and as required by the Welfare and Junior Manager thereafter.
The role of the Committee is to: -
• Allow a ‘voice’ for the junior cricketers within the Club. • To promote best practice for the junior cricketers. • To ensure all relevant policies are being adhered to. • To discuss all activities relating to junior cricket including fundraising.
The Junior’s Committee shall have delegated authority to incur expenditure of up to £50 without recourse to the main committee.
12.0 Disciplinary Committee / Procedure The Disciplinary Committee shall determine all disciplinary matters and will consist of the Club Chairman, the Club President, head of the Finance Committee, the Club Secretary, the player / member and the player / member’s representative if requested by the player / member. The purpose of the Disciplinary Committee is to investigate all complaints regarding the behaviour members, to hear complaints and to take the appropriate action if required. The Disciplinary Committee has the power to: -
• Censure the member • Suspend the member for a period of time or a number of games • Revoke membership
Any complaints regarding the behaviour of members shall be lodged in writing with the Club Secretary. A letter shall be sent to the member in question requesting them to attend a disciplinary hearing - the letter will also state the reason why and will also contain copies of any relevant paperwork received for reference.
The member will be allowed to bring a fellow member to the hearing to represent them. It is the responsibility of the member to organise representation. The choice to have representation or not is the responsibility of the member who has been asked to attend the disciplinary meeting. If the date of the planned meeting is unsuitable the member must contact the Club Secretary to arrange another date and time. The disciplinary meeting will aim to hear any complaints within seven days of the complaint being received.
On the conclusion of the hearing the outcome of the disciplinary will be conveyed to the member, be that ‘action taken’ or ‘no action taken’. The member will also receive a letter detailing the outcome of the hearing.
The member has the right of appeal against any decision made by the Disciplinary Committee. The Club Secretary must receive the appeal within 5 days of the member receiving the confirmation letter. In the letter the member must state the reasons / grounds for the appeal.
The Appeals Committee shall consist of any three Club Vice-Presidents and will consider an appeal within 7 days of the Club Secretary receiving notice that the member wishes to appeal against the Disciplinary Committee’s decision. The Appeals Committee will send a letter to the Club Secretary informing them of the outcome of the appeal, the Club Secretary will then inform the member of the outcome within 5 days of receiving the letter from the appeals committee, the decision of the appeals committee is final.
Either party may request adjournments at any time throughout the hearings conducted by either the Disciplinary or Appeals Committee. This may be to request further information or clarify information. On some occasions this may result in a further meeting being agreed between both parties.
The Disciplinary or Appeals Committee may at any time call whatever evidence it feels is relevant to the complaint, including asking members to attend the hearing to give oral evidence or to request written representations from the complainant and other members. When complete a letter will be sent to all parties making the complaint informing them of the outcome.
13.0 Club Officers The Club Officers are appointed annually at the AGM. Summary descriptions of the roles are set out in this section. The precise definition and responsibilities of each role shall be determined by the management committee and may be varied at the management committee’s discretion without reference to the AGM. The club officers who form part of the management committee are: -
Club President The President sits on the main Committee and Disciplinary Committee. The President’s role is as a figurehead for the Club. Their role is to promote and publicise the Club and its activities, to raise the Club’s profile within the local community and to represent the Club at events as determined by the Management Committee.
Club Chairman The main role of the Club Chairman is to chair the Management Committee meeting, AGM’s, EGM’s, and Disciplinary Committee meetings and to ensure that the Club’s main objectives are met.
Vice-Chairman The Vice-Chairman deputises for the Chairman at Management Committee or Disciplinary Committee meetings.
Club Secretary The Club Secretary’s role is to organise and ensure all club meetings take place as set out in the Constitution and to produce agendas and minutes of those meetings as required by the Management Committee. The Club Secretary (CS) is also responsible for any communications with external bodies. The CS shall compile and retain a list of all members including contact details. The CS shall liaise with the league and other clubs in organising a calendar of fixtures (both competitive and friendly) and shall organise the production of a fixture card, ensuring all club members and opponents are advised when games are due to take place.
Head of Finance The role is to manage expenditure / income, to produce monthly and annual account and to set strategies and implement plans to meet the financial elements of the club’s business plan.
Fundraising Manager To chair the fundraising committee and to develop strategies and implement plans to meet the clubs fundraising objectives, as set out in the business plan.
Child Welfare Officer / Junior Manager The CWO/JM’s role is to develop junior and youth cricket within HCC and to run, with assistance, the Junior / Youth team matches, training and events. The CWO/JM is responsible for ensuring that the HCC Child Protection Policy is complied with at all times and that appropriate CRB checks have been carried out. The CS is responsible for the compilation and maintenance of all CRB checks.
Junior Representative To represent the interests of junior members and contribute to the development of junior cricket within the club. . Groundsman The Groundsman’s role is to maintain and develop the ground and Club facilities, to report to the Management Committee and to chair Ground & Facilities Committee meetings. The Groundsman may also need to be a member of the Derbyshire Groundsman’s Association and attend required meetings.
1st XI Captain To act as match day playing captain and to assist in the selection of the 1st XI, attend Players’ and Management Committee meetings and to be an ambassador for the Club both on and off the field.
2nd XI Captain To act as match day playing captain and to assist in the selection of the 2nd XI, attend Players’ and Management Committee meetings and to be an ambassador for the Club both on and off the field.
Club Captain The Club Captain is accountable for all playing aspects of the club and chairs the players committee. The club captain is responsible for players’ welfare, development and training. The club captain is tasked with improving the standard of cricket within the club at all levels. The CC is ultimately responsible for the conduct of players and must ensure that players comply with the code of conduct.
The Officers detailed below are elected annually at the AGM but do not sit on the Management Committee unless elected as a general Committee member.
Sunday Captain To act as match day playing captain, to assist in the team selection of the Sunday team, attend Players Committee meetings and to be an ambassador for the Club both on and off the field. 1st XI Vice Captain
2nd XI Vice Captain
Sunday Vice Captain
The Vice Presidents will usually be former players and are appointed in recognition of their services to Hartshorne Cricket Club. Their role is to deputise for the President at any official function and to sit on the Disciplinary Appeals Committee. Vice President duties also involve promoting the Club within the local community. Vice Presidents may attend management committee meetings as observers.
14.0 List of Posts requiring Vetting Checks (CRB Checks) Vetting checks are more commonly known as Criminal Record Bureau (CRB) checks. As a general guideline if a person has direct contact with Young Cricketers then a CRB check will be required.
Role at HCC CRB Check always required
CRB Check required at discretion of HCC’s assessment of role
Child Welfare Officer Yes Coach Yes Assistant Coach Yes Coaching Co-ordinator Yes Umpire Yes Scorer Yes Junior Manager Yes Club Captain Yes First Aiders Yes Club Development Mgr. Yes Grounds Staff Yes Fixtures Secretary No Website Administrator No Treasurer No Committee Members No Fundraiser No Chairman No Players Yes If regularly assisting in coaching
15.0 Annual General Meeting (AGM) The Annual General Meeting (AGM) will take place following the completion of the playing season. The Club’s Secretary shall provide 14 clear days’ notice of any such meeting. It is expected that all members shall attend the AGM. Nominations for positions on the Management Committee and for other Club officers should be forwarded to the Club Secretary prior to the meeting.
The Club accounts shall be presented to the members at the AGM.
The AGM shall use the following Agenda: -
i) Presentation of the minutes of the previous AGM ii) A report from the Chairman / Treasurer iii) Approval of accounts iv) Report from 1st and 2nd XI Captains v) Report form Junior Manager vi) Election of Officers and Management Committee including Captains vii) Elections of any other positions required viii) Any resolution to alter the Constitution ix) Any other business as is relevant
16.0 Emergency General Meeting (EGM) An Emergency General Meeting (EGM) of the Club may be called at any time by the Management Committee or upon the request of ten voting members of the Club. Only the business for which the meeting is called shall be discussed and each full member shall be notified of the time, location and business to be discussed at least 14 days prior to the meeting.
17.0 Notification of Meetings The Club Secretary shall notify all members of AGM’s and EGM’s 14 days prior to the same. Members of the Management Committee will be notified of Management Committee meetings at least 14 days prior to each meeting.
18.0 Member’s Duties Any member selected to play shall be responsible for informing the relevant Captain as soon as possible if he/she becomes unable to play. Failing to do so will result in a member not being selected until he/she has informed a member of the Players Committee that they are available to pay.
All members shall be expected to help with ground duties and events as reasonably required by the Management Committee.
All members shall seek to promote the Club and act in accordance with the spirit of the game and all members shall uphold the good reputation of Hartshorne Cricket Club.
To maintain club membership all club members must pay an annual membership subscription. The annual membership fee and the date on which such payment is required shall be determined by the AGM. Failure to pay the annual membership fee in full by the appropriate date shall, at the discretion of the management committee result in suspension or termination of club membership. Whilst payment remains outstanding the management committee may at their absolute discretion determine that:
• The member is not eligible for selection for any team • The member is not eligible to vote or act as an officer of the club or member of any committee or sub committee • The member may not act as a coach, umpire, scorer, grounds person or in any other capacity associated with the club • The member may be barred from entering the ground or attending any club social event or meeting which is not open to members of the general public • The member may not benefit from any other right or benefit available to fully paid up members • Failure to pay match fees as determined by the management committee may also result in the management committee, at their discretion, determining that the member shall not be eligible for selection.
19.0 Trustees The Management Committee may, from time to time, elect trustees to protect the interest of the Club. The trustees shall not be personally liable for any act or omission and shall be indemnified by the Club membership in the event of any claim against the trustees.
20.0 Altering the Constitution Any proposed alterations to the Club Constitution may only be considered at an AGM or EGM. Any alteration or amendment must be proposed by a full member of the Club and seconded by another full member. Such alterations shall be passed if supported by not less than two-thirds of Club members present and eligible to vote at the AGM or EGM. The Management Committee shall have the power to decide any matters not covered by the Constitution and any decision shall be final.
21.0 Finance All Club monies shall be banked into an account in the name of the Club. The Treasurer working with the Finance Committee will be responsible for the finances of the Club. The Treasurer will present an audited statement of annual accounts at the AGM. Any cheques drawn against the Club funds should hold the signature of the Treasurer and one other Officer of the Club.
22.0 Dissolution If at any AGM of the Club (or EGM) a resolution is passed calling for the dissolution of the Club, the Club Secretary shall immediately convene a meeting not less than 3 (three) weeks thereafter to discuss and vote on the resolution.
If at the special meeting the resolution is carried out by at least two-thirds of the full members present at the meeting, the Management Committee shall thereupon, or at such shall have been specified in the resolution, proceed to realise the assets of the Club and discharge all debts and liabilities to the Club.
After discharging all debts and liabilities to the Club, the remaining assets shall not be paid or distributed amongst full members of the Club but shall be given or transferred to another voluntary cricket organisation in the area having objectives similar to those of the Club. 23.0 Equality Policy Statement The Club respects the rights, dignity and worth of every person and will treat everyone equally within the context of their sport, regardless of age, ability, gender, race, ethnicity, religious belief, sexuality or social/economic status.
The Club is committed to everyone having the right to enjoy their sport in an environment free from threat of intimidation, harassment and abuse.
All Club members have a responsibility to oppose discriminatory behaviour and promote equality of opportunity.
The Club will deal with any incidence of discriminatory behaviour seriously, according to club disciplinary procedures.
24.0 Declaration Hartshorne Cricket Club hereby adopts and accepts this constitution as a current operating guide regulating the actions of the members.
Club Chairman ……………………………………
Vice Chairman ……………………………………