Belsay Hall Croquet Club

 

 

Constitution of Belsay Hall Croquet Club

(Revised 2010)  

1 NAME

1.1  The name of the club shall be ‘Belsay Hall Croquet Club’ (The Club)


2 OBJECTIVES

2.1 To encourage members in the game of croquet and to provide all necessary facilities in connection with  Association Croquet, Short Croquet and Golf Croquet. 

To organise competitive games within the club and to arrange friendly and official league matches.

2.2.To organise social events.


3 MEMBERSHIP

3.1  Members of English Heritage may apply for membership, using the official form, which is obtainable from a committee member. Prospective members must be proposed and seconded by existing members of the club and the form returned to a committee member. If accepted by the committee, membership will be granted.

3.2  The committee may suspend or exclude membership if there is any action or misdemeanour detrimental to the interests of the club and/or its members.

3.3 Full membership: The annual subscription will be agreed by the committee and confirmed at the Annual General Meeting.

3.4 Junior membership: (12 to 18 years of age) and Student membership. The fees will be decided and announced similarly.

3.5 Free, temporary, membership is available to members of visiting teams.

3.6 Authorised visitors playing with members will pay green fees agreed by the committee and confirmed at the Annual General Meeting. The public are not allowed on the courts.

3.7 The Committee may award Honorary Membership for services rendered to the Club, either for a fixed period or for the life of the individual. 

3.8  A decision to rescind Honorary Membership will require a vote in favour of such decision by at least 75% of the full membership (excluding ex-officio members) of the committee.


4. ELECTION OF OFFICERS


4.1  The following Officers of the Club, all of whom act in an honorary capacity, will be elected at the Annual General Meeting (AGM) and will serve until the next AGM whereupon they may offer themselves for re-election.

4.2 A President who will preside at Annual General Meetings. In his absence the Chairman or Vice Chairman will preside or in their absence an officer of the committee duly appointed by the meeting.

4.3 A Chairman who will act as such at all general and committee meetings.

4.4 A Treasurer who will keep the accounts and be responsible for all monies collected and banked, and for authorised payments. 

4.5  The financial year ends on the 31st December after which the Treasurer will submit to the committee a full statement of the examined accounts for the year.

4.6  The accounts will be submitted for final approval at the AGM.

4.7 A Secretary who will keep minutes of general and committee meetings, maintain a register of members and operate in conjunction with the Chairman, who will ensure that resolutions passed at a committee meeting are put into effect. 

4.8 A Vice-Chairman may be appointed to deputise during the absence of the Chairman. Otherwise a committee member will be appointed to take the Chair.


5. THE EXECUTIVE COMMITTEE


5.1 The Executive Committee, elected at the Annual General Meeting, to serve until the next AGM, will consist of up to six members and the elected officers.

5.2 Further members may be appointed as ex-officio the committee to be responsible for certain duties (e.g. lawns and equipment, catering etc.) They will only be requested to attend committee meetings when the agenda includes reference to any such duties.

5.3 A Child Protection Co-ordinator is to be appointed by the committee who will be the first point of contact for any issues relating to the 1989 Children’s Act, which relates to both the protection of children under 18 years of age and vulnerable adults.


6. MEETINGS

6.1 The new Executive Committee will meet for the first time within three weeks after the Annual General Meeting.  Any other necessary meetings will be decided by the Chairman and called by the Secretary.

At least 14 days notice of each meeting should be given to members.

6.2 Four members of the committee (excluding ex-officio members) will form a quorum.

6.3 The Secretary will advise members, giving 21 days notice, and stating the time, date and venue of the Annual General Meeting, which should be held at least one month prior to the commencement of the croquet season (subject to availability of venue).

6.4  The agenda for the AGM will normally include a report from the Chairman and the financial report from the Treasurer, who will confirm, for adoption, the subscription fees previously approved by the committee. The election of Officers, Executive Committee and an Examiner for the ensuing year will take place.

6.5  The meeting will also consider any notice of motion given in writing, to the Secretary, not less than two weeks prior to the meeting.

6.6 Should the Secretary receive a written request in the form of a ‘Notice of Motion’, signed by a minimum of five members, in connection with the Annual General or an Extraordinary General Meeting, then the Chairman must call the meeting within 21 days and the Secretary give 14 days notice to all members.

6.7 Nominations of candidates (who agree to serve if elected) for Officers and members of the Executive Committee must be duly proposed and seconded and sent to the Secretary following the invitation to do so in the notice calling the Annual General Meeting. Should there be vacancies at the time of the AGM voting will take place, by a show of hands, in connection with the nomination of candidates, by the members present.

6.8 All members of the committee (including the Chairman) are entitled to vote. A simple majority will apply at all times. In the case of a tie, the Chairman may use his second or casting vote. The same procedure will apply at all meetings.


7. AMENDMENTS TO CONSTITUTION

7.1  This constitution may be amended at the Annual General Meeting with any proposed amendment(s) having been specified in the notice of the meeting. To approve the amendments not less than 75% of the members present and entitled to vote must vote in favour of such amendments.


8. RULES

8.1  The committee may make, rescind or amend any of the ‘Rules of the Club’ in connection with the control and use of the club facilities and equipment. 

8.2  The amendments will be posted on the club notice board and members will be bound by the decisions. 


9 HEALTH & SAFETY - RISK ASSESSMENT

9.1  The Chairman of the club will ensure all issues of Health and Safety relating to the participation of persons in club activities are identified in a Risk Assessment Manual. The manual must be reviewed once a year before the commencement of the playing season. Additions to the manual are to be made when the need arises. 


10. DISSOLUTION

10.1  The club can only be dissolved by a resolution approved by at least 75% of those present and entitled to vote at an Extraordinary General Meeting (EGM) called for that purpose. A sub-committee would be appointed by the EGM to wind up the affairs, decide how to dispose of the assets and decide the procedure under which the obligations of the committee may be discharged. Should liabilities exceed the club’s assets, then all registered members will be equally liable for the deficit.