Club Constitution

Odiham & Greywell Cricket Club

CONSTITUTION

  1. Name

The name of the Club shall be the Odiham & Greywell Cricket Club, hereafter referred to as "the Club"; and the Club shall be affiliated to the England and Wales Cricket Board through the Hampshire Cricket Board.

  1. Aims and Objectives

(a) To provide facilities for and foster and promote the sport of cricket at all amateur levels within the community around Odiham & Greywell and within the sport, providing opportunities for recreation, coaching and competition.

(b) We aim to achieve this through the following:

  1. Managing effectively the Club’s facilities at King Street, Odiham, and at other venues as appropriate from time to time; and by providing to all Members opportunities for playing and being coached at appropriate levels of cricket;
  2. Ensuring that all Members abide by the ECB Code of Conduct, which incorporates the Spirit of Cricket, and by the Laws of Cricket;
  3. Ensuring a duty of care to all Members of the Club, by adopting and implementing the ECB ‘Safe Hands – Cricket’s Policy for Safeguarding Children’, the ECB Cricket Equity Policy, the ECB Cricket Unleashed strategy and the ECB Club Inclusion and Diversity Policy and any future versions of these Policies. The Club shall also have a separate safeguarding Policy statement, as required by the ECB;
  4. Encouraging all Members, playing and non-playing, to participate fully in and to enjoy the activities and facilities of the Club;
  5. Encouraging our guests and other members of the community to make use of and to enjoy our facilities and activities.
  1. 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. However, limitation of membership according to available facilities is allowable on a non-discriminatory basis.

(b) The Club may establish from time to time at a General Meeting different classes of membership and subscriptions on a non-discriminatory and fair basis. The Club will keep subscriptions and other charges at levels that will not pose a significant obstacle to people participating or wishing to participate in the Club.

(c) Application for membership of the Club shall be by completion of a membership-application form and by payment of the relevant joining and subscription fees, as determined by a General Meeting of the Club

(d) No person shall be eligible to take part in the business of the Club or be eligible for selection for any Club team, unless the appropriate subscription has been paid by the specified date or their membership has been agreed by the Management Committee. Two days must have passed since submission of an application for membership before membership can be granted.

(e) The Club Cricket Committee or Management 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. Removals of membership shall be done in accordance with section 11, below.

(f) All Members will be subject to the Constitution and any Rules duly made under it, and by joining the Club will be deemed to accept the Constitution, the Rules and any Codes of Conduct that the Club has adopted or may adopt at a General Meeting.

(g) The Constitution shall identify those Members eligible to vote at any General Meetings. Any change to the criteria shall have effect only from the next General Meeting.

  1. Classes of Membership
  • There shall be six classes of membership available, subject to 4(e), below. These are:
  1. Full Playing Member: a Member who pays the full playing-subscription, and so has the right to vote on all matters at General Meetings.
  2. Full Social Member: a Member who pays the full non-playing subscription, and so has the right to vote at General Meetings on all non-cricketing matters.
  3. Women-Only Playing Member: a Woman Member who plays for only the women’s team or teams, pays the appropriate subscription, and so has the right to vote on all matters at General Meetings.
  4. Junior Member: a Member aged from 16 to 20 years on the previous January 1, who pays the appropriate Junior subscription, and so has the right to vote at General Meetings on all matters, subject to section 8(f) below.
  5. Colt Member: a Member aged under 16 years on the previous January 1, who pays the appropriate Colt subscription, but, unless they have played for a senior Club team in the previous twelve months, has no right to vote at General Meetings on any matter.
  6. Honorary Life Member: a Member so nominated by the Management Committee and approved at a General Meeting. This will be someone who has given long or otherwise outstanding service to the Club. They are entitled to vote at General Meetings on all matters.

(b) The subscriptions payable by each category of Member, including by playing and non-playing Members and special rates for families, shall be proposed by the Management Committee, included in the Rules, and voted on at a General Meeting of the Club from time to time.

(c) A list of Members in each category shall be maintained by the Membership Secretary or other Officer of the Club decided by the Management Committee.

(d) No person shall play for the Club or attend for coaching or training, unless they are a paid-up Member of the Club or are recognized by the Management Committee and Membership Secretary as a Member.

(e) Each Colt or Junior Member under the age of 18 years shall provide the Club with details of a parent or responsible adult.' However, under the ECB rules, the parent or responsible adult of a Colt or Junior member of the Club may choose non-voting membership of the Club as part of that child’s membership. This entitles the parent or responsible adult to no additional privileges that would otherwise be gained by paying the appropriate adult membership fee. Any use of facilities (for example, social, training or playing) may incur such charges as are applicable to relevant adult membership.

  1. Officers of the Club

(a) The Executive Officers of the Club, who shall be members of the Management Committee of the Club, shall be as follows:

  1. Chair of the Club and of the Management Committee
  2. Secretary
  3. Treasurer
  4. Chair of the Cricket Committee
  5. Chair of the Junior Cricket Committee
  6. Chair of the Women’s Cricket Committee
  7. Captain of Cricket
  8. Chair of House, Bar and Events Committee
  9. Chair of the Grounds Committee
  10. Fixture Secretary
  11. Club Welfare Officer

(b) The Management Committee shall have the power to create from time to time further posts to discharge its duties, and appoint Members to those posts, subject to the approval or ratification by a General Meeting of the Club. At least three of the Management Committee must be unrelated to each other and not co-habiting. The Management Committee shall consider the skills needed and diversity on the Committee.

(c) There may also be the following Honorary Officers:

  1. President
  2. Vice-Presidents

 

  1. Election of Officers

(a) Subject to sections 5 and 7, all Executive Officers shall be elected at the Annual General Meeting of the Club from the Members of the Club.

(b) All Executive Officers shall be elected for a period of one year, but shall be eligible for re-election to the same office or to any other office the following year.

(c) The President and any Vice-Presidents shall be proposed by the Management Committee and ratified by a General Meeting, and shall hold office for life or until they retire from the post or are dismissed at a General Meeting. They may be Members in any category in section 4, above.

 

  1. Management Committee

(a) Membership & Meetings.

  1. The general affairs of the Club shall be conducted by a Management Committee (the Committee), comprising the Executive Officers of the Club and other Members elected by the Full Members of the Club at a General Meeting in accordance with this section. Only the members of the Committee shall be entitled to vote at Committee meetings.
  2. An elected member of the Committee shall cease to be such, if they cease to be a Member of the Club, or resign by written notice, or are removed by the Committee for good cause. In this last case, the Member concerned shall be given the chance of putting their case to the Committee before removal. Appeal against removal may be made to an Appeals Committee. The Committee shall fairly decide time limits and formalities for these steps.
  3. The Committee shall be convened by the Secretary and shall meet at agreed intervals, normally monthly and, in any case, not less than four times each year.
  4. The quorum required for business to be agreed at Committee meetings shall be five.
  5. An elected Member of the Committee may be removed from the Management Committee by the Committee should they fail to attend at least half of the Committee’s meetings in any eight month period or three consecutive meetings.
  6. Whenever a member of The Management Committee has a personal interest in a matter to be discussed he/she must declare it, withdraw from that part of the meeting (unless asked to stay), not be counted in the quorum for that agenda item and withdraw during the vote and have no vote on the matter concerned. Conflicts of interest must be recorded and minuted.
  7. The Club shall elect a Club Welfare Officer in accordance with sections 5 and 6 above to ensure compliance with safeguarding legislation and the ECB Safe Hands policy. The Club Welfare Officer shall be a Management Committee member and report to Management Committee meetings and the reports, together with any action taken, must be minuted.

(b) Duties of the Committee.

  1. To manage the affairs of the Club on behalf of the Members, including its development, for the benefit of the Club, its Members and the community.
  2. 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 at least one bank account, and the following Officers shall be authorized to sign Club cheques: the Chair, the Treasurer and the Secretary and such other Officers as approved by the Committee from to time for limited periods.
  3. To receive regular reports from each of its sub-committees and other persons on the running and performance of the Club.

(c) Powers to Appoint Sub-Committees & Advisors.

The Committee shall have powers from time to time to appoint sub-committees as necessary; and to co-opt advisers, who need not be Members of the Club, to advise on specialist subjects. All sub-committees shall report regularly to the Committee on their activities, needs, decisions and proposals.

(d) Other Powers.

 

The Committee shall have the following further powers, to be exercised on behalf of the Club for any purpose to advance the aims and objectives of the Club in a manner consistent with this

Constitution, the Rules and the general law:

  1. To make any decision within its powers on the basis of a simple majority vote. In the case of equal votes, the Chair shall be entitled to an additional casting vote;
  2. To acquire and provide grounds, equipment, coaching, training and playing facilities, clubhouse, transport, and medical and related facilities;
  3. To provide coaching, training, medical treatment, and related social and other facilities;
  4. To take out any insurance for the Club, employees, contractors, players, guests and third parties;
  5. To raise funds by appeals, subscriptions, loans, charges and other lawful means;
  6. To borrow money and give security for the same, and open bank accounts;
  7. To buy, lease or license property, and to sell, let or otherwise dispose of the same;
  8. To make grants and loans and give guarantees and provide other benefits;
  9. To set aside funds for special purposes or as reserves;
  10. To invest funds in any lawful manner;
  11. To employ and engage staff and others and provide services;
  12. To co-operate with or affiliate to, firstly, any bodies regulating or organising the sport of cricket; secondly, any club or body involved with cricket; and, thirdly, any government or related agencies;
  13. To make Rules from time to time for the better running of the Club, which shall be notified to the Annual General Meeting and posted on the Club notice board;
  14. To approve special cases of membership and of subscription-rates in exceptional cases; and to notify the numbers of such cases to each Annual General Meeting.
  15. To do any other things reasonably necessary to advance the aims and objectives of the Club.

 

  1. General Meetings

(a) The Annual General Meeting of the Club shall be held within fourteen months of the previous Annual General Meeting: this will normally be in November each year. Twenty-one clear days written notice of the Annual General Meeting shall be given to Members, by circulating a copy of the notice to every Member at their registered e-address or home address and posting the notice on the Club notice board. Members must advise the Secretary in writing of any other business to be moved at the Annual General Meeting at least fourteen days before that meeting. The Secretary shall circulate or give notice of the agenda for the meeting to Members not less than seven days before the meeting.

(b) The business of the Annual General Meeting shall be:

  1. To confirm the minutes of the previous Annual General Meeting and of any General Meetings held since the previous Annual General Meeting;
  2. To receive and approve the audited accounts for the year from the Treasurer;
  3. To receive and approve the annual report of the Management Committee from the Secretary or Chair;
  4. To elect an auditor;
  5. To elect the Officers of the Club. Nominations of candidates for election to the offices shall be made in writing to the Secretary at least 14 days in advance of the Annual General Meeting date. Nominations may be made only by Full Members and must be seconded by another Full Member;
  6. To approve the procedures by which Captains of senior teams are elected;
  7. To review the Club’s subscription-rates, as proposed by the Management Committee, and agree them for the forthcoming year. These rates shall be published on the Club’s notice-board and web-site.
  8. To transact any other business, notice of which has been duly received in writing by the Secretary from the Management Committee or Members at least fourteen days prior to the meeting and included on the agenda;
  9. To consider any other urgent business which the Chair may allow at the Meeting.

(c) A Special General Meeting may be convened by the Management Committee or on receipt by the Secretary of a request in writing from not less than twenty Full Members of the Club. At least twenty-one days’ notice of the meeting shall be given to all Members by the usual means.

(d) The quorum for any General Meeting shall be twenty Members from among the Full Playing Members, Full Social Members, any other categories of Members entitled to vote (as provided by this Constitution) and Officers of the Club, including at least two from the Chair, Secretary and Treasurer.

(e) At all General Meetings, the chair shall be taken by the Chair of the Management Committee or, in their absence, by a deputy appointed by Full Members from the Full Members attending the meeting.

(f) Decisions made at a General Meeting shall be by a simple majority vote by those Full Members, Women-Only Playing Members, Junior Members who are at least 18 years old on the day of the General Meeting and Life Members attending the meeting, unless the matter is ruled by the Chair to be an essentially cricketing matter, in which case only Full Playing Members, Women-only Playing Members, Junior Members who are at least 18 years old on the day of the General Meeting and Life Members, and those Junior and Colt Members who have played at least twice for a senior team of the Club during the preceding twelve months shall be entitled to vote. No person who is not fully paid-up as a Member or recognized by the Management Committee as a Member, as confirmed by the Membership Secretary, shall be entitled to vote on any matter at any General Meeting of the Club.

(g) Each Member of the Club that is entitled under this constitution to vote on a matter shall be entitled to one vote on each motion at a General Meeting. In the event of equal votes on any matter, the Chair of the meeting shall be entitled to an additional casting vote.

(h) Any Member may speak on any matter at a General Meeting, with the consent of the Chair.

 

  1. Finance & the Treasurer

(a) The Treasurer shall be responsible for the finances of the Club and for providing regular reports on the financial position to the Management Committee.

(b) All Club monies, apart from floats and petty cash used for routine purposes, shall be banked in an account or accounts in the name of the Club.

(c) Each financial year shall end on September 30 each year.

(d) The Treasurer shall present an audited statement of the annual accounts at each Annual General Meeting.

(e) The Management Committee shall decide, in conjunction with the Treasurer, from time to time, which categories of expenditure must be expressly authorized by the Treasurer before they are incurred.

(f) The Treasurer shall ensure that the Club maintains adequate and appropriate insurance to cover the activities of the Club.

(g) The Treasurer shall work with the Membership Secretary to ensure that the membership-records are kept up-to-date, and shall report regularly on this matter to the Management Committee and AGM.

(h) The Trustees and Officers of the Club shall be indemnified out of the property and assets of the Club against all and any liability and expense howsoever arising, incurred by them in their capacity as Trustees or Officers in undertaking their proper duties and actions as Trustees or Officers.

  1. Property and Funds of the Club

(a) The property and funds of the Club shall not be used for the direct or indirect private benefit of Members, other than as is reasonably allowed by this Constitution and the Rules; and all surplus income or profits shall be reinvested in the Club. No surpluses or assets will be distributed to Members or third parties except in accordance with section 13 below.

(b) The Club may, in connection with the sports purposes of the Club:

  1. Buy, sell and supply food, drink and related sports-clothing and equipment;
  2. Appoint Members and others and remunerate them for providing goods and services (though not for playing cricket), on fair terms set by the Management Committee without the person or persons concerned being present;
  3. Pay for reasonable hospitality for visiting teams and guests;
  4. Indemnify the Management 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).

(c) The Club may provide sporting and related social facilities, sporting equipment, coaching, courses, insurance cover, medical treatment, away-match expenses, post-match refreshments and other ordinary benefits of Community Amateur Sports Clubs as provided for in the Corporation Tax Act 2010 and the Community Amateur Sports Clubs Regulations 2015 (as modified by statute or re-enacted from time time).

 

  1. Discipline and Appeals

(a) The Management Committee and its Disciplinary and Appeals Sub-committee shall have the power to take appropriate disciplinary action, including the termination of membership.

(b) Any complaints regarding the behaviour of Members should be lodged in writing with the Secretary of the Club.

(c) The Management Committee shall, as necessary, appoint a Disciplinary Sub-committee, who will meet to hear the complaints within twenty-one days of a complaint being lodged. Any Member requested to attend a Disciplinary Sub-commttee shall be entitled to be accompanied by a friend or other representative and to call witnesses. The outcome of the disciplinary hearing shall be put in writing to the person who lodged the complaint and to the Member against whom the complaint was made, within fourteen days following the hearing.

(d) There shall be a right of appeal to an Appeals Committee, appointed by the Management Committee, against either the finding or the sanction imposed or both, if disciplinary action is to be taken. The Appeals Committee shall comprise three people, who are not the Members who made the initial complaint or were involved with the initial disciplinary hearing, but may include non-members of the Club. The Appeals Committee shall normally consider the appeal within fourteen days of the Secretary receiving the notice of 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.

 

  1. Alterations to this Constitution
  • Any proposed alterations to this Constitution may be approved only at an Annual or Special General Meeting of the Club, convened with the required written notice of the proposal. Any alteration or amendment must be proposed by a Full Member of the Club and be seconded by another such Member. Such alterations or amendments shall be passed if supported by not less than two-thirds of those Members present at the meeting and entitled under this Constitution to vote on that matter, as under section 8, above, assuming that a quorum has been achieved. Any alterations to the right to vote shall become effective only at or after the following General Meeting.
  • This Constitution may not be altered so as to jeopardise the Club’s status as a Community Amateur Sports Club as provided for by the Community Amateur Sports Clubs Regulations 2015 (as modified by statute or re-enacted from time time) and not in any event to alter its Aims and Objectives, unless the procedure set out in clause 12 (c) has been followed, or its Dissolution provisions
  • The Club’s Aims and Objectives may be changed to include another eligible sport if the Management Committee unanimously agree and such an amendment is proposed and seconded by a full Member of the Club at a General Meeting and supported by not less than three quarters of those entitled to vote on the proposal.
  1. Dissolution

(a) If, at any General Meeting 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 Voting Membership present at the meeting, the Committee shall thereupon, or at such date as shall have been specified in the resolution, proceed to realize the assets of the Club and to discharge all debts and liabilities of the Club. The Committee will then be responsible for the orderly winding up of the Club’s affairs.

(c) After settling all the liabilities of the Club, the Committee shall dispose of the net assets remaining to one or more of the following:

  1. Another club with similar sports purposes which is a registered charity;
  2. Another club with similar sports purposes which is a registered Community Amateur Sports Club; and/or
  3. The Club’s governing body for use by them for related community sports.

 

  1. Declaration

Odiham & Greywell Cricket Club hereby adopts this Constitution, and the Rules that may be duly made from time to time in accordance with this Constitution, as its current operating guide, regulating the actions of all its Members, at a Special General Meeting of the Club on 25 October 2019.

 

 

 

 

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