Henley Cricket Club Constitution
Constitution of Henley Cricket Club
1. The Club
The name of the Club is HENLEY CRICKET CLUB, the address is the Brakspear Ground, Matson Drive, Henley-on-Thames RG9 3HB, and the colours of the Club are dark blue, dark green and gold.
The Club is affiliated to the England and Wales Cricket Board, the Berkshire Cricket Board, and the Oxfordshire Cricket Board.
- Aims and Objectives
The aims and objectives of the Club are to:-
2.1 foster and promote participation in the sport of cricket within the community;
2.2 provide facilities for playing cricket, coaching and competition;
2.3 manage the Brakspear Ground and Pavilion at Matson Drive, Henley, which are for the use of members of the Club and its invited guests only;
2.4 honour the Spirit of Cricket and encourage appropriate standards of behaviour throughout the Club and its premises.
The property of the Club (including any freehold or leasehold land) shall be vested in the Trustees elected by the Club at a General Meeting, who shall respectively hold office until death or resignation unless removed by a resolution of the Club. The number of Trustees shall be not more than four nor less than two. One additional Trustee shall be nominated by the Henley Town Council until such time as the Henley Town Council loan shall have been repaid in full when this provision shall lapse. They shall deal with such property as directed by a resolution at a meeting of the Club passed by not less than a two thirds majority. The Trustees shall be indemnified against risk and expense out of such property.
- President and Vice Presidents
The President of the Club shall be elected by the club at the Annual General Meeting and such office will normally be held for a period of three (3) years. At the end of that period there shall be an election at the AGM for the position of President. The current incumbent shall be eligible to stand for re-election.
Vice Presidents shall be elected by the Committee and notified to the AGM.
Honorary Vice Presidents and Honorary Life Members shall be proposed by the Committee and endorsed by the AGM.
5.1 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. However, limitation of membership according to available facilities is allowable on a non-discriminatory basis.
5.2 The Club may have different classes of membership and subscription on a non-discriminatory and fair basis. The Club will have an equitable pricing policy and will keep subscriptions at levels that will not pose a significant obstacle to people participating.
5.3 In addition to the President, Vice Presidents and Honorary Members specified in Section 4, the Club has the following classes of membership:-
5.3.1 Senior Playing Member;
5.3.2 Junior Playing Member (under the age of 18 on 1 May);
5.3.3 Student Playing Member (between the ages of 16 and 22 and undergoing a full-time course of education);
5.3.4 Social Member.
5.4 The level of subscriptions will be proposed by the Committee and determined by the AGM. Subscriptions will become payable on the 1st May and must be paid by 30th June. Any Member whose subscription is unpaid by this date shall be notified of the fact by the Honorary Treasurer and shall be liable to suspension at the discretion of the Committee. Any member whose subscription remains unpaid at 30th September shall have his/her membership terminated forthwith.
5.5 Application for membership of the Club shall be by completion of a membership form, for consideration by the Committee at its discretion. The Membership Secretary will keep a register of members.
5.6 Two days must have passed since the application for membership was submitted before membership can be granted.
5.7 No Member shall be eligible to take part in the business of the Club, vote at general meetings or be eligible for selection for any Club team unless the applicable subscription has been paid by the due date and/or membership has been agreed by the Committee.
5.8 The Committee may refuse membership, or remove it, at their discretion but only for good cause such as conduct or character likely to bring the Club or cricket into disrepute. Appeal against a refusal of membership shall be to the Appeals Committee as detailed below. The procedure for taking disciplinary action against a member, including removing membership, is dealt with in more detail below.
5.9 All members joining the Club will be deemed to accept this Constitution and any Rules, Regulations and Codes of Conduct that the Club has adopted and published on its website.
5.10 A member may resign by written notice to the Club, but the return of any subscription paid is at the discretion of the Committee.
- Officers of the Club
The Officers of the Club shall be:-
- Vice Chairman (if appointed)
- Honorary Secretary
- Honorary Treasurer
- Fixtures Secretary
- Fundraising Chairman
- Grounds Chairman
- Junior Section Chairman
- Membership Secretary
All Officers shall be elected annually at the AGM and may be eligible for re-election.
7.1 The Committee shall consist of the President, the Chairman, the Vice Chairman (if appointed), the Honorary Secretary, the Honorary Treasurer, and the Grounds Chairman. Other Officers, plus the 1st XI Captain and the Coach, will be invited to attend by the Chairman as appropriate.
7.2 The Committee shall hold no less than six meetings per year. The quorum required for business to be agreed at Committee meetings shall be four Officers. The Committee may appoint advisers as necessary to fulfil its business.
7.3 The Committee shall have powers to co-opt members and to appoint sub-committees as necessary. The Junior Section shall be a Standing Committee.
7.4 Decisions shall be taken by simple majority of those Officers voting; the Chairman shall not have a casting vote.
7.5 The Committee shall be responsible for the general running of the Club, its grounds and premises, including the bar in accordance with the Club Membership Certificate and any relevant Temporary Event Notice.
7.6 The Committee has the power to provide coaching, training, medical treatment, and related social and other facilities.
7.7 The Committee shall be responsible for taking out the appropriate insurance for club committee, employees, contractors, players, guests and third parties.
7.8 The Committee shall be responsible for adopting new policies, Codes of Conduct and Rules that affect the organisation of the Club.
7.9 The Committee shall be responsible for disciplinary hearings of members who infringe the Club rules and regulations. The Committee shall be responsible for taking any action of suspension or discipline following such hearings.
7.10 The Committee has the power to raise funds by appeals, subscriptions, and loans.
7.11 Any bank account in which any part of the Club’s funds are deposited shall be operated by the Committee and shall be held in the name of the Club. All cheques from such accounts must be signed in strict accordance with the bank mandate approved by the Committee.
7.12 All expenditure on behalf of the Club, either by cheque or an order for payment, must be with the prior authorisation by the Committee, or within clearly defined and recorded delegation and authorisation levels as determined by the Committee, or by a written agreement with the Chairman which is subsequently reported to the Committee at its next meeting.
7.13 The Honorary Treasurer shall be responsible to the Committee and to the Club for keeping proper books of account in respect of: (a) all sums of money received and expended by the Club and the matters in respect of which such receipts and expenditure takes place, and (b) the assets and liabilities of the Club. The books of account shall always be open to the inspection of the Committee. Club members have no right to inspect the books of account except as conferred by statute or as authorised by the Committee. The Honorary Treasurer will make a report, and present accounts that must be audited in advance, to each AGM as detailed below.
- Removal of Membership, Discipline and Appeals
8.1 Any complaints regarding the behaviour of members, guests or volunteers should be lodged in writing with the Honorary Secretary.
8.2 Any person who is the subject of a written complaint or appeal shall be notified of the procedures to be followed in reasonable time to prepare for any hearing.
8.3 The Committee shall appoint a Disciplinary Sub-Committee which will meet to hear complaints within 21 days of a complaint being lodged. Membership of the Sub-Committee shall be confined to Officers or Trustees of the Club who have no personal conflict of interest in the case in question. Any person requested to attend a Disciplinary Sub-Committee shall be entitled to be accompanied by a friend or other representative and to call witnesses. The Disciplinary Sub-Committee has the power to take appropriate disciplinary action on behalf of the Committee, including the termination of membership or exclusion from Club premises.
8.4 The outcome of the disciplinary hearing shall be put in writing to the person who lodged the complaint and the person against whom the complaint was made within 14 days following the hearing.
8.5 There shall be a right of appeal within 14 days of receipt of the disciplinary decision or decision to refuse membership:
8.5.1 against the Disciplinary Sub-Committee’s findings or the sanction imposed or both; and
8.5.2 against the Committee’s refusal to admit a new member.
8.6 In either case, the Committee shall appoint an Appeals Committee. The Appeals Committee shall have a maximum of three members 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 21 days of the Honorary Secretary receiving the appeal. The individual who submitted 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.
- All General Meetings
9.1 All members may attend all general meetings of the Club in person. All members have one vote. Junior Playing Members shall not be entitled to vote, save at Junior Section meetings.
9.2 Members must be given at least 14 clear days notice of all general meetings;
9.3 The quorum for all general meetings is 12;
9.4 Except as otherwise provided in this Constitution every resolution shall be decided by a simple majority of the votes cast on a show of hands.
- Annual General Meetings (AGM)
10.1 The Club will hold an AGM once in every calendar year and no later than 30 November;
10.2 At every AGM the Members will elect the Officers of the Club to serve until the next AGM;
10.3 Nominations for election to Officers of the Club, and items for discussion, shall be in writing, proposed and seconded by two members of the Club, and in the hands of the Honorary Secretary seven clear days before the AGM;
10.4 The Members will receive a report for the year from the Chairman and the Team Captains;
10.5 The Honorary Treasurer will present a detailed report, together with an audited Profit and Loss Account and Balance Sheet, for the Club for the latest financial year;
10.6 The Members will appoint a suitable person to audit the accounts for the period to the next AGM;
10.7 The Members will discuss and vote on any resolution (whether about policy or to change the Rules) and deal with any other business put to the meeting.
- Extraordinary General Meetings (EGM)
An EGM shall be called by the Honorary Secretary within 14 days of a request to that effect from the Committee or on the written request of not less than 12 members signed by them. Such EGM shall be held on not less than 14 nor more than 21 days’ notice at a place decided upon by the Committee or in default by the Chairman. If the Committee fails to call a meeting within 14 days of receiving a valid request from the members then the requisitionists may themselves call a meeting, the costs of which will be reimbursed by the Club.
- Child Protection and Welfare
12.1 The Committee shall appoint a Club Welfare Officer to ensure compliance with safeguarding legislation and the ECB Safe Hands policy. The Club Welfare Officer shall report to the Junior Section meetings and the reports, together with any action taken, must be minuted.
12.2 The name and contact details of the Welfare Officer shall be displayed on the Club notice board and shall further be made known to coaches, volunteers and parents in the Club fixture card and on the website.
12.3 The Club shall publish a Child Protection Policy on its website, including the incorporation of ECB Regulations and Guidance on the sharing of changing facilities with adult members, with which Members must comply.
- Equal Opportunities
The Club shall adopt and implement both the ECB’s One Game Strategy and the Club Inclusion and Diversity Policy and any future versions of these documents.
- Amendments to the Constitution
The Constitution of the Club shall be altered only at an AGM or EGM and fourteen days clear notice of any proposed change of a rule shall be given in writing to all members. Such changes shall only be binding in the event of their being adopted by two thirds of the members present and voting.
- Exclusion of Liability
Neither the Club nor any Officer shall be liable to any member or guest of a member or a visitor for any loss or damage to any property occurring from whatsoever cause, in or about the Club premises, nor for any injuries sustained by any member or guest of the Club or visitor whilst entering or leaving the Club premises, and a notice to this effect shall at all times be displayed in a prominent position on the Club premises.
A resolution to dissolve the Club shall only be passed at an AGM or EGM through a two thirds majority vote of the members present and voting. In the event of dissolution, any assets of the Club that remain after the settlement of all debts shall be disposed of by the Trustees, on the sole and overriding condition that the Brakspear Ground should be preserved as a sporting facility for the community.
Adopted at a meeting held
at the Henley Cricket Club Pavilion
on Thursday 25 June 2015