Management of the Club
25. The Club shall be managed by a Committee consisting of a President, an Honorary Secretary, an Honorary Treasurer, an Honorary Fixture Secretary, a Claygate Recreation Ground Trust Representative, a League Representative, a Club Welfare Officer, a Communications Officer, a Social Secretary, a Youth Development Officer, and Captains of the Club’s adult teams; all of whom shall be elected annually at the Annual General Meeting. One third of the committee shall form a quorum. Vice-Presidents and Vice-Captains will not form part of the committee unless they hold a committee position listed above.
26. Casual vacancies on the Committee, except the offices of Honorary Secretary, Honorary Treasurer and the Captains, shall be filled by the Committee. Any member of the Committee absent from four consecutive meetings without good reason, in the opinion of the Committee, shall be deemed to have resigned from the Committee.
27. At the first Committee meeting after an Annual General Meeting, the Committee shall appoint a Chair from within its members.
28. The Committee shall meet as directed by the Secretary. The Secretary shall attend to the ordinary business of the Club, and keep a record of all the minutes of all the Annual General Meetings, Extra-ordinary General Meetings and Committee meetings.
29. The Treasurer shall hold, or bank on the club’s behalf, the funds of the Club and be responsible for them at all times. Invoices must be approved for payment by two members of the Committee. A financial report by the Treasurer is to be given from time to time, as directed by the committee.
30. The Treasurer shall ensure that the club maintains adequate and appropriate insurance to cover the activities of the club.
31. The financial year will end on 31st October.
32. The property and funds of the club cannot be used for the direct or indirect private benefit of members other than as reasonably allowed by the Rules. All surplus income or profits shall be re-invested in the Club. No surpluses or assets will be distributed to members or third parties.
33. The Club may also, in connection with the sports purposes of the Club, employ members (though not for playing) and remunerate them for providing goods and services. Terms of payment shall be fair and set by the Committee without the person being present.
34. The Committee shall have the power to suspend or expel any Member or Life member as laid down in Clause 18.
35. Any member wishing a hearing by the Committee on any subject shall, on request to the Secretary, be allowed to attend the next available Committee meeting as designated by the Secretary.
36. The Committee shall have sole management of the Club’s affairs and may determine any question arising from these rules or anything not provided by them.
37. New members may not be admitted to membership, or be admitted, as candidates for membership, to any of the privileges of membership, without an interval of at least two days between their application for membership and their admission. Persons becoming members without prior nomination or application may not be admitted to the privileges of membership without an interval of at least two days between their becoming members and their admission. .
38. Life members shall be elected by the Committee from other classes of membership having been proposed by an existing member of the Club and elected by the Committee on a majority vote of at least two thirds of those present. Life membership is in recognition of outstanding services to the Club.
Annual General Meeting
39. The Annual General Meeting shall be held not later than 31st December. The Secretary shall give at least 14 days notice of the Annual General Meeting to all members and will circulate the agenda to all members at least 7 days before the meeting. This meeting shall be chaired by the President or, if unavailable, the Secretary.
40. At the Annual General Meeting reports and accounts shall be submitted, and also the election of Officers, Captains for each Club XI, Vice-Captains, and an Auditor shall take place by ballot.
41. Notice of any resolution to be submitted to the Annual General Meeting, other than that relating to ordinary business of the Club, shall be given to the Secretary by an Adult Member or Life Member of the club in writing not less than 7 days before the meeting, and duly seconded by another Adult Member or Life Member before the commencement of the meeting.
42. All members of the Club (see Clause 20) aged 18 years and over, and one parent or legal guardian for each Student Member or Colt Member aged under 18, shall be entitled to vote at the Annual General Meeting or at Extra-ordinary General Meetings. They will all have equal voting rights. No paid up member of the club shall be excluded from voting unless they have been suspended for the period when the meeting is being held or expelled before the meeting. Life Members present shall be entitled to vote. In the event of a tied ballot, the Chair of the Annual General Meeting shall have the casting vote.
43. The Secretary shall convene an Extra-ordinary General Meeting within 21 days of a written request from at least six members of the Club. The meeting shall be chaired by the President or, if unavailable, the Secretary.
44. The quorum for Annual General Meetings and Extra-ordinary General Meetings shall be 12, made up of members aged 18 years and over, and parents or legal guardians of Student Members or Colt Members aged under 18, who are entitled to vote at the Annual General Meeting and Extra-ordinary General Meetings according to Clause 42. There shall be at least 2 committee members present at an Annual General Meeting or Extra-ordinary General Meeting.
Licensing Act
45. The Club shall supply alcohol in accordance with the Licensing Act 2003, or that in force at the time, as amended, and the Club rules.
46. Subject to statutory revision or local alteration in the permitted hours, the sale of alcohol shall only be allowed during the general licensing hours:-
- Monday to Saturday: 11.00 am to 11.00 pm;
- Sunday: 12.00 pm to 10.30 pm;
- Good Friday: 12.00 pm to 10.30 pm; and
- Christmas Day: 12.00 pm to 3.00 pm and 7.00 pm to 10.30 pm.
Within these hours, there will be no set opening and closing hours and members shall only be served at times authorised by the committee through the Secretary.
47. Sales of alcohol to non-members of the Club shall be limited to match days only, such non-members to mean members of visiting teams, their partners and families who will be deemed to be Honorary Members on that day.
48. The purchase of alcohol shall be made only through and with authorisation of the Secretary and Committee, who shall act on behalf of the Club under the Licensing Act in force at the time.
49. The Club shall make every effort to support the Objectives of the Licensing Act, namely:
(1) the prevention of crime and disorder;
(2) public safety;
(3) prevention of public nuisance; and
(4) protection of children from harm.
It shall be the responsibility of every Club member to support these objectives. The Club and its members shall co-operate in every way possible with the local authorities charged with upholding these objectives.
50. Disorderly conduct shall not be permitted on Club premises. The Club shall not supply alcohol to anyone who is acting in a disorderly manner or appears to be intoxicated. It shall be the responsibility of every Club member to prevent disorderly conduct. The Club will treat any incidents of disorderly conduct very seriously. This includes threatening, abusive or insulting words or behaviour or disorderly behaviour within the hearing or sight of a person likely to be caused harassment, alarm or distress.
51. No persons under the age of 18 shall be supplied with intoxicating liquor on Club premises. It shall be the responsibility under the law for every Club member to prevent the supply of alcohol to under-18s. Alcohol shall not be supplied on Club premises by any person under the age of 18.
52. The Club shall be open on match days only. The hours to be from 11.00am to 11.00pm Monday to Saturday and from 12.00pm to 10.30pm on Sundays. The Club shall not provide or organise any entertainment activity on its premises that is not permitted under the Licensing Act. The Club shall not hire out its services, including its license to sell alcohol, to any other organisation without the agreement of the Licensing Authority.
53. The names and address of every visitor (excluding Honorary Members (see Clause 23) and non-members (see Clauses 5 & 47)) and the name of the member introducing the visitor shall be inserted in the Visitors Book to be kept in the Club premises for that purpose. Opposition captains must sign in their team in the Visitors Book, noting how many players and supporters (partners and families) there are who will be deemed to be Honorary Members on that day.
54. The Secretary shall keep on the premises a register of the names and addresses of Club members, with a record of the latest payment of subscriptions.
55. No financial credit of any description shall be allowed by the Club in respect of the Bar, Annual Subscriptions or match fees.
56. All those serving behind the bar must have read and understood the list of offenses and relevant penalties issued by the licensing authority.
57. The Secretary shall keep an Incident Book on the premises to record all events that occur in relation to the sale of alcohol.
Amendments to the Constitution & Rules
58. These Constitution & Rules shall not be altered or amended except by majority of two thirds of those present and voting at an Annual General Meeting or at an Extra-ordinary General Meeting. The Secretary shall notify the Licensing Authorities (Elmbridge Borough Council – EBC) of all Constitution & Rule changes within 28 days of the changes being approved at an Annual General Meeting or an Extra-ordinary General Meeting.
59. Any resolution that relates to the ordinary business of the club shall require a simple majority of those present and voting.
Dissolution
60. If there are fewer than 25 members (see Clause 6), or if at an Annual General Meeting, or at an Extra-ordinary General Meeting a resolution be passed calling for the dissolution of the Club, the Secretary shall immediately convene a special Extra-ordinary General Meeting. If at this meeting the resolution is carried by at least 75% of the voting membership present the Committee shall proceed to realise the Club’s assets and discharge all its debts and liabilities at a date specified in the resolution.
61. After settling all liabilities the Committee shall give or transfer the net assets remaining to one or more of the following:
- To another club with similar sports purposes which is a registered charity and/ or
- To another club with similar sports purposes which is a registered Community Amateur Sports Club and/ or
- To England and Wales Cricket Board for use by them for related community sports
Declaration
62. Claygate Cricket Club hereby adopts and accepts these Constitution & Rules as the current operating instructions regulating the actions of all members.
SIGNED (CLUB PRESIDENT) David Milner
NAME David Milner DATE 28th August2010
SIGNED (CLUB SECRETARY) Rufus Legg
NAME Rufus Legg DATE 28th August 2010
