Cowdrey Cricket Club Constitution
1. Name
The Club shall be called “Cowdrey Cricket Club”, hereafter to be referred to as “the Club” and shall be affiliated to the ECB (England & Wales Cricket Board) and shall play in the Kent County League and/or other leagues as designated from time to time by the Annual General Meeting.
The Headquarters of the club shall be the Clubhouse, Swanmead Sports Ground, Swanmead Way, Cannon Lane, Tonbridge Kent TN9 1PP.
The correspondence address shall be that of the Secretary (currently, Mr Stuart Clarke 6, Sychem Place, Five Oak Green, Tonbridge, Kent TN12 6TR).
2. Aims and Objectives
The aim of the Club is for the members to organise, play and enjoy games of cricket and to integrate junior members into adult cricket.
The purpose of the Club shall be to provide the best possible facilities for, and promote participation of, the whole community in the sport of cricket at all levels, both on and off the field, and within the sport of cricket providing opportunities for recreation, coaching, and competition.
To ensure that all Members, playing and non-playing, abide by the ECB Code of Conduct which incorporates the Spirit of Cricket and the Laws of Cricket and the Club’s own Codes of Conduct for Members, Junior members, Coaches & Volunteers and Parents & Carers and Equity Policy.
To ensure a duty of care for all members of the Club by adopting and implementing the ECB’s Cricket Equity Policy and the Club’s Equity Policy and any future versions of these policies. The Club has a firm commitment to the health, safety and welfare of all its members.
To provide a safe environment for children while they are taking part in any activities connected with the Club by adopting and implementing the ECB’s “Safe Hands – Cricket’s Policy for Safeguarding Children” and any future versions of the policy. The Club has also adopted its own Safeguarding Policy Statement and has a Welfare Officer to ensure that appropriate procedures are followed.
To ensure that the club in all of its activities complies in full with the ECB Club Inclusion and Diversity Policy and is fully committed in all of its activities to the principles of equality in cricket.
To ensure that all Club members and anyone connected with the Club activities, including parents of junior members, are aware of the Club’s own Child Protection Policies.
To improve the quality of performance and facilities for the members and to endeavour to provide cricket matches for players of all ages, and different levels of expertise, so that all may enjoy the game.
To attract young people to the Club to learn to play and enjoy the game of cricket.
To encourage all members to participate fully in the activities of the Club.
To provide the best possible facilities on and off the field to achieve the above. The Club will be a ‘not for profit’ organisation, with any surplus of income over expenditure being reinvested into the activities of the Club. Distribution of Club assets in cash or in kind, to members or third parties, is prohibited.
3. Achievement of Objectives.
The objectives shall be achieved by running sufficient teams at weekends during the cricket season that as many members as possible will be involved. Other midweek and evening games will be organised where possible.
Colts will receive separate coaching, and will, where possible, be entered into competitions and matches suitable for their age and expertise. The ECB publication “Safe Hands - The Welfare of Young People in Cricket” shall be used for guidance in all contacts with young people in the Club. The Club will ensure DBS checks are made where appropriate at the earliest opportunity.
The Club will endeavour to maintain interest throughout the year by taking part in winter nets, coaching and such social or other events that the Executive may authorise.
The Club will endeavour to produce the best possible pitches for matches.
Subscriptions, match fees, donations, grants from official bodies, and any other legal fund–raising activities that the Executive may authorise, will raise funds for the above.
4. Membership
Application for membership of the club shall be open to anyone interested regardless of sex, age, disability, ethnicity, nationality, sexual orientation, religious or other beliefs. Membership is fully open to all of the Community. The Club operates an Equity (Equal Opportunities) Policy and will not tolerate any form of discrimination. The club committee may refuse membership, or remove it at any time for conduct or character likely to bring the club or the sport into disrepute. Appeal against refusal or removal may be made to members.
5. Officers (The Executive)
The Officers of the Club shall be the Chairman, Vice Chairman, Secretary, Treasurer, Fixtures Secretary, Director of Colts Cricket, Child Welfare Officer, Club Captain, Membership Secretary and Grants Secretary. These Officers shall be appointed annually at the Annual General Meeting (AGM) of the Club. Vacancies, which may occur during the year, shall be filled by appointment by the Executive until the next AGM.
6. Other Positions of Responsibility
Captains, Vice Captains, Swanmead Representative and Tonbridge Sports Association Representative shall be appointed annually at the AGM in respect of each senior side.
From January 2018, the Club will also recognise the following categories of members:
President - A perpetual position which the holder needs to personally relinquish in order for it to change. If the occupant relinquishes this position, he will automatically become a Life Member. The holder is not required to pay a membership fee.
Life Members - Members honoured by the Club for long service as players and officers. These members are not required to pay a membership fee.
Vice-Presidents - Members who the Club wishes to recognise for past services. Fees are still applicable.
From January 2019, the Club will recognise a Social Membership category for individuals who wish to be associated with the Club but do not wish to play cricket. The Fee for this membership category will be set at the AGM along with those for other membership categories.
7. The Governing Body
This is made up of the officers of the club and shall be called the Executive (see 5 above), and shall be elected at the AGM of the Club. The duties of the Executive shall be to control the affairs of the Club on behalf of the members and to keep accurate accounts of the finances of the Club through the Treasurer. These should be available for reasonable inspection by members before every AGM. To acquire and provide grounds, equipment, coaching, training and playing facilities, Clubhouse and related facilities. To take out any Insurance for the Club buildings & equipment, players, guests and third parties. Raise funds by appeals and subscriptions. Set aside funds for special purposes or as reserves. Invest funds in a lawful manner. The property and funds of the club cannot be used for the direct or indirect private benefit of members and all surplus income or profits are reinvested in the club. Co-operate with or affiliate to firstly, any bodies regulating or organising the Sport of Cricket and secondly, any Club or body involved with cricket and thirdly, with government and related agencies. Do all other things reasonably necessary to advance the aims of the Club.
The quorum required for business to be agreed at Executive meetings shall be 50% of the committee. Decisions shall be by simple majority of those eligible to vote. The Chairman shall have a second or casting vote. Other Members of the Executive shall be restricted to a single vote, irrespective of the number of Offices or Positions of Responsibility held. The Vice Chairman shall chair meetings in the Chairman’s absence.
Only Members over the age of eighteen are eligible for election to the Executive.
The Executive may delegate any of their functions to subcommittees but must specify the scope of its activity and powers; the extent to which it can commit the funds of the Club; its membership; its duty to report back to the Executive. The Executive may wind up any sub-committee at any time or change its mandate and operating terms.
8. Sub–Committees
Sub-Committees shall be convened from the Executive, to be responsible for -
(a) Selection Panel shall consist of team Captains and/or Vice–Captains of the relevant teams. They may request input or attendance from the Club Captain if they wish. Team selection should ideally take place at least 3 days prior to the match.
(b) Grounds. Membership of this Sub-Committee shall consist of the Head Grounds man, the Director of Colts Cricket and any other member whom these two individuals co-opt from time to time. They shall be responsible for the maintenance of the Square and Ground including buildings, machinery and playing equipment.
(c) Junior Committee shall consist of the Director of Colts Cricket and Vice Chairman and any other individuals whom these two individuals co-opt into the committee. They are responsible for the running of the Junior Section including organising teams for the Junior Competitions including the Girls Section.
9. Subscriptions and Match Fees
Senior Members, Student Members. Senior Colt Members, Colt Members and Associate Members shall pay a subscription as determined by the AGM. The Club has a specific and equitable pricing policy for Club Members, including Colt members.
A Member is not eligible for selection in matches until the subscription and any arrears from previous seasons has been paid, unless by arrangement with the committee.
Each Member shall pay a Match Fee at the time of playing as determined by the AGM. Any cases of financial hardship shall be referred to the Treasurer whose decision shall be final.
10. Finance
(a) The Club may seek to raise money via any means available to a voluntary organisation in pursuit of the aims of the Club.
(b) The Treasurer will be responsible for the finances of the Club.
(c) The financial year will end on the last day of the month preceding the AGM.
(d) The Club is empowered to open an account(s) at a bank or other financial institution approved by the Committee. Signatories to this will be a maximum of five members but will always include the Chairman, Treasurer and Secretary. All cheques are to be signed by a minimum of two authorised signatories. Internet banking payments will be set up by the Treasurer and authorised by one other Authorised signatory. The Treasurer will present bank statements and interim accounts at each Executive meeting to be signed off by the Chairman.
(e) All monies collected during the course of the Club’s activities (e.g. match fees and proceeds from fund-raising activities) to be handed over to the Treasurer within three days. The Treasurer will deposit all such monies in the Club’s account(s) as soon as possible.
(f) The Treasurer will present a statement of accounts at the Annual General Meeting in a format approved by the Executive, to include a breakdown of receipts and payments during the financial year up to the end of November.
(g) Annual Subscriptions, membership fees, match fees and any other fees will be reviewed and determined at the AGM. The club will keep subscriptions at levels that will not pose a significant obstacle to people participating.
11. Annual General Meeting
The Club AGM shall be held not later than the 31st March each year. The Secretaries shall give a minimum of 14 days’ notice of such meetings to all members. The agenda will be determined by the committee. A quorum will be formed when 12 or more members attend any General Meeting.
The AGM will be chaired by the Chairman or, in their absence by the Secretary or by a Senior Member attending the meeting.
The business of the AGM shall be to:
(a) Confirm the Minutes of the previous AGM.
(b) Receive Accounts and Financial Report from the Treasurer for the year ending 31st December.
(c) Receive the Annual Report from the Executive or from the Chairman.
(d) Elect the Officers of the Club
(e) Review the annual subscription and match fee rates and agree them for the forthcoming year.
(d) Consider and approve any changes to the Constitution required as a result of earlier business or changed procedures.
All members of the Club may attend the AGM.
Only Members of the Club over fourteen years of age may vote, and the Chairman shall have a second or casting vote.
12. Extraordinary General Meeting
An Extraordinary General Meeting (EGM) may be called for any specific reason by the Chairman, the Executive, or by a minimum of ten Members, who shall give 14 days notice in writing to the Secretary stating the issue to be discussed.
13. Codes of Conduct, Child Welfare Policy and Guidelines
Members of the Club shall conduct themselves in an appropriate manner at all times.
Every child involved in the playing of cricket or the coaching of cricket should be able to participate in an enjoyable and safe environment and be protected from any form of abuse. This is the responsibility of every adult involved in the Club. The Club recognises its responsibility to safeguard the welfare of all children by protecting them from physical, sexual or emotional harm and from neglect and bullying. The club agrees to adopt the Tonbridge and Malling Borough Council policies and procedures for Child protection as a point of contact for advice and best practice.
No person under the age of 18 shall be supplied with or be allowed to consume intoxicating liquor on the clubhouse premises.
14. Dissolution
If at any AGM or EGM of the Club, a resolution be passed calling for the dissolution of the Club, the Secretary shall immediately convene a Special General Meeting (SGM) of the Club to be held not less than one month thereafter to discuss and vote on the resolution. A quorum for a SGM shall be 70% of the active Senior Membership.
If at that SGM, the resolution is carried by at least three-quarters of the Senior Members present at the meeting, the Executive 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 net assets shall not be paid or distributed amongst any Member(s) of the Club, but will be applied for approved sporting or charitable purposes. The term “approved sporting or charitable purposes,” means any of the following as may be approved by the members of the Club at the SGM or by the Executive prior to any such dissolution:
The purposes of the sport’s governing body for use in related community sport, The purposes of a registered Community Amateur Sports Club (CASC), The purposes of a registered Charity.
15. Alterations to the Constitution
Any proposed alterations to the Club Constitution may only be considered at an Annual or Extraordinary General Meeting.
Any points not covered by the constitution shall be at the discretion of the Committee and should any part be in contention with the law of the land, the law of the land would prevail.