Club Constitution

1.      The purposes of the Club is to promote the Amateur sport of Squash and Racketball within the Medway area and the community participation in the same.

2.      The Rules of Squash & Racketball will be as purpose by the Governing body of the sport, together with any local Kent SRA rules.

2a.    Any Member representing the Club, must be fully paid up, and a member of England Squash, your ES membership number will be required for our records.

3. League Rules are as published under the Club League tab.

 

Permitted means of advancing the Purposes

3.      The Committee has the power to:

3a.    Acquire and provide premises, equipment, coaching, training and playing facilities, transport and medical and related facilities.

3b.    Provide coaching, training, medical treatment and other related social and other facilities.

3c.    Take out any insurance for the Club and players guests and third parties as required by law.

3d.    Raise funds by appeals, funding applications or subscription.

3e.    Open banking accounts, requiring two of three signatures per transaction, invest funds.

3f.     Set aside funds to make grant loans, special purposes or as reserves.

3g.    Invest funds in any lawful manner.

3h.    Employ and engage staff and others and provide services.

3i.     Do all other things reasonably necessary to advance the Purposes.

3j      This document will be reviewed annually

         None of the above powers may be used other than to advance the Purposes consistently with the Rules stated below and the general law.

Membership

4.      Membership of the Club shall be open to anyone interested in the sport on application, regardless of sex, age, disability, ethnicity, nationality, sexual orientation, religion or other beliefs.

However limitation of membership is according to available facilities, and is allowed on a non- discriminatory basis.

4a.    The Club may have different classes of membership and subscriptions on a non-discriminatory and fair basis, which includes membership to England Squash & Racketball, the Club will keep subscriptions at levels that will not pose a significant obstacle to people participating.

4c.    There will be the following categories of membership:

i.        Ordinary adult Members £45.

ii.       Ordinary adult Members over 60 years of age £25

iii.      Junior Members- under 19 years on the 1st June of the relevant year, who will pay £15.

iv.      Student Members over 19 years on the 1st June of the relevant year and in full time education £25.

v.       Social Members £25.

vi.      Honorary Members who are elected for life, in recognition of long service to the Club, at the time when they are retiring from active squash and over the age of 75. [No subscription due]

vi.     Social Member £25

4d.    The Club Committee may refuse membership or remove it, only if code of conduct or character is likely to bring the Club or sport into disrepute. Appeal against refusal or removal may be made to the Club.

4e.    Only paid up Members of the Club are eligible to play Club (ie Kent League) matches.

General Meetings

5.      All Members may attend all General Meetings of the Club in person.

5a.    Such Meetings need 14 days clear written notice to Members.

5b.    The quorum for such General Meetings shall be FOUR full Members present in person.

5c.    The Chairperson or [in his or her absence] another Member chosen at the Meeting shall preside.

5d.    Every resolution shall be decided by a simple majority of the votes cast on a show of hands by Members over the age of 19 years on 1st June of the relevant year.

5e.    Formalities in connection with General Meetings such as how to put down a resolution shall be decided by the Committee and publicized to the Club Members.

Annual General Meeting

6.      The Club shall hold an AGM once a year in every calendar year and not more than 15 months after the last AGM, the date posted on the notice board or web site 21 days in advance. The Agenda will be posted on the Clubs notice board and or web site 13 days in advance of the AGM.

6a.    Any business to be discussed at the AGM shall be submitted in writing to the Club Secretary 14 days before the date of the AGM, and signed by one other Member.

6b.    At every AGM:

6c.    The Chairperson will report on this year’s management plan, and outline the following year’s management plan or the next management meeting.

6d.    The Treasurer will produce accounts of the Club for the latest financial year which may be audited by persons agreed at the previous years AGM.

6e.    The Committee will present reports on the Club’s activities since the previous AGM.

6f.     The Members will appoint a suitable person to audit the accounts for the current year.

6g.    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. The Chairperson will have the deciding vote IF voting is equal, the Chairs decision will be final.

6h.    The Annual subscriptions shall be set at the AGM, the same to be paid at such date\dates and by such method as decided.

Extraordinary General Meeting

7.      An Extraordinary General Meeting shall be called by the Club Secretary within 14 days on a request from not less than 5 members and signed by them. Such EGM shall be held on not less than 21 days notice at a place decided by the Committee or in default by the Chair.

The Committee

8.      Subject to these Rules the Committee shall have the responsibility for the management of the Club, its funds, property and affairs.

8a.    The property and funds of the Club or any gain from the carrying on of the Club cannot be used for the direct or indirect private benefit of Members, other than as reasonably allowed by the Rules and all surplus income or profit are invested in the Club.

8b.    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 finance Act 2002.

8c.    The Club may also in connection with the sports purposes of the Club:

i.        Sell and supply related sports clothing and equipment.

ii.       Employ Members [though not for playing] and remunerate them for providing goods and services, on fair terms set by the Committee without the person concerned being present.

iii.      Pay for reasonable hospitality for visiting teams and guests.

iv.      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.

8d     The Committee shall have due regard to the law on disability, discrimination and child protection.

Committee Meeting and Members

9.      Whenever a Committee Member has a personal interest in a matter to be discussed he\she must declare it, and 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.

9a.    A Committee Member ceases to be such if he\she ceases to be a Member of the Club, resigns by written notice, or is removed by the Committee with an appeal to the Members, or is removed by Club Members at a General Meeting. The Committee shall fairly decide time limits and formalities for these steps.

9b.    The Committee shall meet four times a year at such times as they determine, at least five members of it must be present to form a quorum.

9c.    The Chair or who ever those present choose shall Chair the meetings.

9d.    Decisions shall simply be by simple majority vote, the Chair shall have a casting vote, only in the event of tie voting.

Delegation

10.    The Committee may delegate any of their functions to a sub-committee, but must specify the scope of its activity and powers, the extent to which it can commit funds of the Club, and its Membership. Its duty will be to report back to the Committee.

The Committee may wind-up any sub-committee at any time or to change its mandate and operating terms.

Disclosure

11.    Annual club reports and statements of account, minutes of committee meetings ES health check document, must be available for inspection by any member, Committee member or ES Representative.

11a.  Welfare Officer should ensure that the welfare book is kept up today at all times and is also available for inspection at any time.

Amendments

12.    These Rules may be amended at a General meeting by two thirds of the votes cast but not [if relevant] so as to jeopardise the Club’s status, and not in any event to alter its purposes or winding up provisions.

12a.  The Club purposes may be changed to include another eligible sport if the Committee unanimously agrees and the members also agree the change by a 75% majority of the votes cast.

Winding up of the Club

13.    The members may vote to wind up the Club if more than three-quarters [75%] of those present and voting support that proposal at a properly convened meeting.

13a.   The Committee will then be responsible for the orderly winding up of the Club’s affairs.

13b.   After settling all the liabilities of the Club, the Committee shall dispose of the net assets remaining to one of the following:-

i         To another Club with similar sports purposes which is a registered charity and\or

ii        To another Club with similar sports purposes which is a registered England Squash Club and\or

iii       To the Club’s governing body for use for related community sports and/or

vi       An equal share to all existing fully paid up Members.

Welfare

14.    The Welfare officer will be appointed by the Committee. His/her responsibly may be changed as required and with agreement.

14a.  To keep records of Coaches employed by the club, together with all Certificates relevant.

14b.  Check certificates of Child Protection, First aid, teaching youngsters, coaches, ensuring that they are currently within dates.

14c.  The Welfare officer will, together with the Chairperson, take copies of the original certificates, for inserting into a Welfare folder.

14d.  Check that junior coaching register medical forms are filled in by the Coaches and are up to date.

14e.  Any discrepancy will be reported directly to the Chairperson and Secretary.

14f.   Any action taken on the spot by the Welfare Officer WILL BE SUPPORTED by the Committee, action and any dispute MUST be reported straight away and directly to the Chairperson or Secretary.

Complaint

15.    Any complaint by youngsters/parent/guardian WILL be reported straight away and directly to the Welfare Officer, Chairperson or Secretary.

15a.  Person or Persons involved – if club member or employed by the club inform them of immediate suspension and or membership.

15b.  Written report or email required from all parties involved and forwarded, including statement from Welfare Officer, as soon as possible.

15c.  The Chairperson, Secretary & Welfare officer will take all necessary action immediately, including informing the youngsters/parent/guardian and if necessary the Police or Council welfare officers.

15d.  If complaint is proved, report and statements to be forwarded by the Chairperson to England Squash & Racketball.

 

Next review date 1st Apr 2018

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