CONSTITUTION – AS AGREED AT WSSC AGM ON 23 MAY 2019
- The name of the club shall be “THE WRITTLE SPORTS AND SOCIAL CLUB” (hereinafter referred to as The Club) and may also be known as WS&SC. The Club premises are situated at Paradise Road, Writtle, Chelmsford, Essex and consist of the clubhouse and playing field.
2 AIMS AND OBJECTIVES
- The aims and objectives of the club will be:
- To promote and further sporting and social activities within the Parish of Writtle.
- To manage, maintain and improve the facilities for members of The Club.
- To ensure a duty of care to all members of The Club.
- To provide all its services in a way that is fair to everyone.
3 SPORTS EQUITY
- This Club is committed to ensuring that equity is incorporated across all aspects of its development. In doing so it acknowledges and adopts the following Sport England definition of sports equity:
Sports equity is about fairness in sport, equality of access, recognising inequalities and taking steps to address them. It is about changing the culture and structure of sport to ensure it becomes equally accessible to everyone in society.
- The Club respects the rights, dignity and worth of every person and will treat everyone equally within the context of their sport, regardless of age, ability, gender, race, ethnicity, religious belief, sexuality or social/economic status.
- The Club is committed to everyone having the right to enjoy their sport in an environment free from threat of intimidation, harassment and abuse.
- All members have a responsibility to oppose discriminatory behaviour and promote equality of opportunity.
- The Club will deal with any incidence of discriminatory behaviour seriously, according to club disciplinary procedures.
- Affiliated clubs may join The Club if approved by the Management Committee.
- The following are agreed to be affiliated clubs to The Club:
- Writtle Cricket Club
- Writtle Minors Football Club
- Writtle Football Club (Senior Football)
- Writtle Sewing and Craft Club
- Writtle Table Tennis Club
- Writtle Tennis Club
- Each affiliated club must have a Chairperson, Secretary and Treasurer and will be responsible for the collection of any affiliated club subscription from its own members.
- Each affiliated club shall draw its own rules and maintain its own accounts which do not form part of The Club’s accounts. The rules of an affiliated club shall not conflict with The Club’s rules.
5 AFFILIATION FEES
- Each affiliated club shall pay an Affiliation Fee to The Club.
- The Affiliation Fee shall be payable on the 1st April each year in advance.
- The amount of the fee for each affiliated club shall be decided by the Management Committee prior to the 1st April each year.
- Membership of The Club is open to anyone regardless of sex, age, disability, ethnicity, nationality, sexual orientation, religion or other beliefs.
- Membership of The Club shall consist of such categories as the Management Committee shall, from time to time, decide.
- All members will be subject to the regulations of the constitution and by joining The Club will be deemed to accept these regulations and codes of practice that the club has adopted.
- All members will pay membership fees annually, as determined by the Management Committee prior to the 1st April each year.
- Individuals shall not be eligible to take part in the business of The Club, vote at general meetings or be eligible for membership of any affiliated club unless the applicable membership fee has been paid by the due date and membership has been agreed by The Club’s Management Committee.
- Any member whose membership fee remains unpaid 3 months after the due date will be deemed to no longer be considered a member. Should such a person reapply and be accepted membership will commence from the originally due subscription date.
- Members of all affiliated clubs must also be members of The Club.
- Every applicant for membership either new or renewal shall be made by way of an official application process approved by the Management Committee.
- Persons may not be admitted to membership or be admitted as candidates for membership without an interval of at least two days between their nomination or application for membership and their admission.
- The Management Committee may approve or reject applications for membership and, if rejected, shall not be bound to give reasons.
- Members of visiting Teams, Clubs and sporting organisations may be admitted to The Club as temporary members.
- Every member aged 18 or over shall be allowed to introduce visitors. No person may introduce more than four visitors in any one day and no person shall be permitted as a visitor at The Club on more than five occasions in one year.
- Every visitor shall be accompanied by the member introducing them and pay the appropriate fee, as determined by the Management Committee. Members shall be responsible for the behaviour of their visitors at all times.
7 MANAGEMENT COMMITTEE
- The management of The Club shall be vested in a Management Committee consisting of the Officers of the Club and two Social members, all of whom shall be elected at the Annual General Meeting (AGM), and two members of each affiliated club, who are to be elected annually by their affiliated club at their affiliated club’s AGM.
- The Officers of The Club shall consist of the Chair, Vice Chair, Secretary, Treasurer and Membership Secretary.
- Members of the Management Committee, other than affiliated club members, shall hold office until The Club’s next Annual General Meeting (AGM), when they shall retire but shall be eligible for re-election.
- Affiliated club members of the Management Committee shall hold office until their club’s next AGM, when they shall retire but shall be eligible for re-election by their members at their AGM.
- If the post of any officer or Management Committee member should fall vacant, the Management Committee shall have the power to fill the vacancy until the succeeding relevant AGM.
- All Management Committee members must be members of The Club.
- The Management Committee will be responsible for adopting new policy, codes of practice and rules that affect the organisation of The Club.
- The Management Committee will have powers to appoint any advisers to the Management Committee as necessary to fulfil its business.
- The Management Committee will be responsible for disciplinary hearings of members who infringe the club rules / regulations / constitution. The Management Committee will be responsible for taking any action of suspension or discipline following such hearings.
- The Management Committee meetings will be convened by the Secretary of The Club and be held no less than 4 times per year. The Secretary shall notify Management Committee members of a meeting at least seven days prior to the meeting.
- Two members of the Parish Council shall be invited to attend each Management Committee meeting.
- Only the posts listed at (a) above will have the right to vote at Management Committee meetings.
- The quorum required for business to be agreed at Management Committee meetings will be seven members, at least two of whom shall be Officers.
- Any member of the Management Committee failing to attend three consecutive meetings without due reason shall cease to be a member of the Management Committee.
- Two members of the Management Committee shall be nominated by the Management Committee to represent The Club at meetings of Writtle Parish Council’s Playing Fields Sub-Committee.
- The Management Committee will have powers to appoint sub-committees as necessary.
9 ANNUAL GENERAL MEETINGS AND EXTRAORDINARY GENERAL MEETINGS
- General Meetings are the means whereby the members of The Club exercise their democratic rights in conducting The Club’s affairs.
- The Club shall hold the Annual General Meeting (AGM) annually, with no more than 15 months between meetings, to:
- Approve the minutes of the previous year’s AGM.
- Receive reports from the Chairman and Secretary.
- Receive a report from the Treasurer and approve the annual accounts.
- Receive a report from those responsible for certifying the Club’s accounts.
- Elect the officers of the Management Committee and the two Social members on the Management Committee.
- Elect an Auditor.
- Consider any proposed changes to the Constitution.
- Deal with such other relevant business as set down in the notice convening the meeting.
- Notice of the AGM will be given by The Club Secretary with at least 14 days’ notice to be given to all members by way of posting a notice convening the meeting on The Club notice board and notifying all members of the Management Committee and the Secretaries of each affiliated club.
- Nominations for officers of the Management Committee and two Social members on the Management Committee will be sent to the Secretary prior to the AGM.
- Proposed changes to the constitution shall be sent to the Secretary at least 28 days prior to the AGM, who shall circulate them at least 14 days before an AGM.
- Only members aged 18 or over have the right to vote at the AGM.
- The quorum for AGMs will be 12 members aged 18 or over who have paid their annual membership fees.
- Voting shall be by a show of hands unless a ballot is requested.
- The voting rights of members of any one affiliated club are limited to the total number of members of every other affiliated club present at the AGM. For this purpose, members that are only members of The Club and not of any affiliated club are to be treated as if The Club was an affiliated club. A member of The Club that is a member of more than one affiliated club is to be treated as a member of whichever affiliated club has the greater number of members present at the AGM. If, as a result of this rule, the total number of members eligible to vote is fewer than the number required for a quorum, no determinative vote shall occur.
- The Chairman of The Club shall hold a deliberative as well as a casting vote at general and Management Committee meetings.
- An Extraordinary General Meeting (EGM) shall be called by an application in writing to the Secretary supported by at least 12 members of The Club that are aged 18 or over. The Management Committee shall also have the power to call an EGM by decision of a simple majority of the Management Committee members.
- Any requisition for an EGM must contain full details of the proposed resolution so that it can be posted on The Club’s notice board with the notice convening the meeting (and notified to Management Committee members and the Secretaries of each affiliated club).
- The EGM shall be held within 28 days of receipt of such application and requisition. Only business of which notice has been received can be discussed.
- All procedures for EGMs shall follow those outlined above for AGMs.
10 CLUB FINANCES AND ACCOUNTS
- All Club monies will be banked in an account held in the name of The Club.
- The Club Treasurer will be responsible for the finances of The Club and will maintain an account of The Club’s purchases and receipts on behalf of The Club.
- The financial year of The Club will run annually from 1st April in one year and end on 31st March in the following year.
- An audited statement of annual accounts will be presented by the Treasurer at the AGM.
- Any cheques drawn against club funds should hold the signatures of the Treasurer plus up to two other officers.
11 STAFF AND WORKERS
- To facilitate the efficient management of The Club the Management Committee shall have the power to employ staff (full, part-time or casual) and engage workers, and remunerate them accordingly, to undertake such tasks for The Club as the Management Committee deems necessary.
- All staff and workers have a right to work in a safe environment without discrimination or the fear of harassment or abuse.
- There will be zero tolerance of any form of abuse or harassment of staff and workers whether from members, visitors, customers, clients or other staff and workers.
12 OPENING HOURS – CLUB PREMISES
- The Club premises shall be open to members between such hours as the Management Committee shall determine.
13 OPENING HOURS – BAR
- The opening hours of the bar will be determined by the Management Committee and shall comply with the requirements of The Club’s Club Premises Certificate. The bar’s normal opening hours will be displayed in The Club.
- The supply of intoxicating liquor in The Club will comply with The Club’s Club Premises Certificate and any other Certificate, Orders or Licences granted in respect of The Club.
- Intoxicating liquor shall not be supplied to members or any other persons on The Club premises other than by or on behalf of The Club.
- The Club has the right to refuse to serve anyone using the bar and The Club gives authority to a bar worker to refuse service.
14 HIRE OF THE HALL AND BAR FACILITIES
- The Management Committee may appoint a Hall Bookings clerk to manage the hiring of the Hall and such other facilities as may be required for such hiring.
- Members may hire the Hall etc on such terms and conditions as the Management Committee may from time to time decide. This may include taking a security deposit from the hirer of the Hall.
- The Management Committee shall at its sole discretion also be permitted to authorise the hire of The Club’s hall, bar and other facilities to non-members for weddings, parities, conferences and similar social and properly organised functions, organised by the hirer on such terms and conditions as the Management Committee may from time to time decide. This may include taking a security deposit from the hirer of the Hall.
- Intoxicating liquor may be sold or supplied to any person aged 18 or over attending any function for consumption on The Club’s premises, where this is permitted by any relevant licensing statute.
15 BORROWING POWERS
(a) If at any time The Club in General Meeting shall pass a resolution authorising the Management Committee to borrow money, the Management Committee shall thereupon be empowered to borrow for the purposes of The Club such amount of money either at one time or from time to time.
(b) All members of The Club, whether voting on such resolution or not, and all persons becoming members of The Club after passing of such a resolution, shall be deemed to have assented to the same as if they had voted in favour of such resolution.
16 AMENDMENTS TO THE CONSTITUTION
- The constitution will only be changed through agreement by majority vote at an AGM or EGM.
17 PRESIDENT, VICE PRESIDENT and LIFE MEMBERS
- The Management Committee shall have the power to propose at the AGM the election of not more than one President and an unlimited number of Vice Presidents.
- The office of President or Vice President shall not entitle the holder to be a member of the Management Committee.
- The Management Committee may also propose at the AGM the election of any existing member as a Life Member.
- A copy of the constitution shall be posted on The Club’s notice board and all members shall be deemed to have read them and be bound thereby.
19 DISCIPLINE AND APPEALS
- All complaints regarding the behaviour of members should be submitted in writing to the Secretary.
- The Management Committee will meet to hear a complaint as soon as reasonably possible.
- The Management Committee has the power to take appropriate disciplinary action including the suspension or termination of membership.
- Urgent complaints may be considered by an Emergency Committee, consisting of the Chairman, Vice Chairman and two other Management Committee members. The Committee has the power to take appropriate disciplinary action including the termination of membership. Any decision must be reported to the Management Committee at the earliest opportunity.
- The outcome of a disciplinary hearing shall be notified in writing by the Secretary to the person who lodged the complaint and the member against whom the complaint was made.
- There will be the right of appeal, by written notification to the Secretary, to the membership following disciplinary action being announced. An EGM will be called to consider the appeal as soon as reasonably possible.
- A resolution to dissolve The Club can only be passed at an AGM or EGM through a majority vote of the membership.
- The Club is a non-profit making organisation. In the event of dissolution, the distribution of any assets of The Club that remain shall be determined by the members of The Club by majority vote at an AGM or EGM.
21 MATTERS NOT COVERED BY THE CONSTITUTION
- Should any matters arise which is not covered by the Constitution, such matters shall be dealt with by the Management Committee, and such decision as they may arrive at shall be binding.
22 INTERPRETATION OF THE CONSTITUTION
- The Management Committee shall be the sole authority for the interpretation of the constitution (and of the regulations made from time to time by the Management Committee), and the decision of the Management Committee upon any question of interpretation or upon any matter affecting The Club and not provided for by the constitution (or by any regulations) shall be final and binding on the members.
23 INDEMNITY CLAUSES
- The officers and employees of the Club shall be entitled to be indemnified out of the assets of the Club against all expenses, costs claims and liabilities arising out of or in the course of the Officers or employees duties or acts as officers or employees which the officers or employees or their predecessors may incur, except such (if any) as they may incur through their own wilful neglect or default.
- The members of the Management Committee shall be entitled to be indemnified out of the assets of the Club against all expenses, costs, claims and liabilities arising out of or in the course of their duties or acts as members of the Management Committee as the case, may be which they or their predecessors in title may incur, except such (if any) as they may incur through their own wilful neglect or default.
- The Writtle Sports & Social Club hereby adopts and accepts this constitution as a current operating guide regulating the actions of members.
25 June 2019