Sidmouth Cricket, Tennis and Croquet Club
THE PAVILION, FORTFIELD TERRACE, SIDMOUTH, DEVON, EX10 8NT
Telephone: 01395 513229
The Club shall be called the SIDMOUTH CRICKET, TENNIS and CROQUET CLUB (hereinafter referred to as "The Club')
2. OBJECTIVES The objectives of The Club are: -
2.1 To provide facilities for and promote participation in the amateur sports of cricket, tennis and croquet in Sidmouth.
2.2 To encourage young people to participate and receive coaching in the sporting activities provided by the Club. To provide opportunities for the enjoyment of indoor games and social cohesion for all members.
2.3 The Cricket section known as Sidmouth Cricket Club, which is affiliated to the England and Wales Cricket Board (ECB) through the Devon Cricket Board, is also required by those bodies to ensure that;
2.3.1 All its playing members must abide by the ECB Code of Conduct which incorporates the “Spirit of Cricket” and the Laws of Cricket.
2.3.2 A duty of care is extended to all its members by adopting and implementing the ECB’s “Safe Hands – Cricket’s Policy for Safeguarding Children,” and any future versions of that Policy, and also by adopting and implementing the ECB’s “Cricket Club Inclusion and Diversity Policy” and any future versions of the policy.
2.4 The Tennis section known as Sidmouth Tennis Club, which is affiliated to the Lawn Tennis Association through the Devon LTA, is also required by those bodies to ensure that:
2.4.1 All its playing members abide by the LTA Rules, Regulations, Guidelines and Codes of Conduct as adopted by the Tennis members and, from time to time, amended and updated.
2.4.2 A duty of care is extended to all its members by adopting and implementing the LTA’s guidelines for child protection and any future versions of these guidelines, and also by adopting and implementing the guidelines for the Child Equity Policy and any future versions of the guidelines
2.5 The Croquet section known as Sidmouth Croquet Club, is a member of both the South West Federation of Croquet Clubs (SWF) and the Croquet Association (CA), and is required by those bodies to ensure that:
2.5.1 All its playing members abide by the policies and regulations of the SWF and CA.
2.5.2 The SWF which manages inter-club croquet activity in the South West and it complies with the CA’s over-arching policies which ensure the sport is compliant with British Law and with the laws or rules for the different codes of play drawn up by the CA in con junction with the World Croquet Federation (WCF).
2.5.3 A duty of care is extended to all its members by adopting and implementing the SWF and CA guidelines for protection and any future versions of these guidelines, and also by adopting and implementing the guidelines for the Equity Policy and any future versions of the guidelines.
3.1 Membership shall be open to anyone interested in sport on application, regardless of sex, age, disability, ethnicity, nationality, sexual orientation, religion or other beliefs, except as a consequence of the requirements of cricket, tennis and croquet
3.2 Members, both playing and non-playing, pay an annual subscription. Members who do not maintain, occupy or have access to a permanent place of residence or business within a radius 50 miles from the Ground may pay a reduced subscription as determined under rule 5.8 and shall be known as Country Members.
3.3 Junior Members are those under the age of 18 years or those in full-time study at a recognised educational establishment at the start of the subscription year, or the date of application for membership.
3.4 Life Patrons are Members who have paid for life membership by the payment of a single sum.
3.5 Honorary Life Members are Members who, in the opinion of the General Management Committee (GMC) have rendered outstanding service to the Club. Such nominations for election as Honorary Life Members shall be approved by Members at the Annual General Meeting. Those members elected to be Honorary Members do not pay an annual subscription.
3.6 Temporary Members. The GMC may offer temporary membership for specified periods and/or under specified conditions to any persons deemed suitable. Temporary Members shall not exceed FIVE in number at any time. Such members will not be required to pay a subscription nor entitled to vote at any General Meeting of the Club.
3.7. Associate Members are persons who are themselves members of another organisation which the Club members resolve should be treated as an organisation associated with the Club (referred throughout these rules as an Associated Club). Such membership carries no voting rights nor the right to be an officer, official, member of any Committee or a Trustee of the Club, but entitles such member to enjoy the use of the Club facilities only and is conditional on:
3.7.1 such Associated Club paying an annual block subscription fee as determined under 5.4 below and
3.7.2 such Associated Club providing full details of the names of its playing and non-playing members who will enjoy associated membership and keeping the Club updated on any changes to its membership
3.7.3 such other regulations and restrictions as the GMC reasonably imposes from time to time.
3.8 Membership of the Club shall be open to any person completing a membership application form and paying the relevant subscription and/or playing fees. There must be at least a five-day period before membership can be approved. The GMC may refuse membership only for good cause such as conduct or character likely to bring the Club or sport into disrepute. Appeal against refusal may be made to the members.
3.9 Members wishing to resign from the Club shall give notice in writing to Hon Secretary at the address above. Subscriptions will not be refunded unless at the discretion of the Hon. Secretary.
3.10 The Sidmouth and Ottery Hockey Club shall be an Associated Club.
4.1 If the conduct or character of any member either in or out of the Club shall, in the opinion of the GMC, be unacceptable or injurious to the character, property and/or interests of the Club or sport they shall be subject to expulsion.
4.2 Such a decision shall be made by the GMC at a meeting called specifically for the purpose of investigating the matter. The resolution of such meeting shall be taken by ballot and a majority of two-thirds of the members present at such meeting shall be required to carry the motion to expel the offending member.
4.3 Appeal against expulsion may be made to the members.
4.4. No part of any subscriptions already paid shall be refundable in such circumstances.
5.1 The subscription year shall run from 1st April (except for the Sidmouth and Ottery Hockey Club’s block subscription where the relevant date shall be 31st October.) Annual subscriptions are due on those dates in each year. The Club may have different classes of membership and subscription on a non-discriminatory and fair basis. The Club will keep subscriptions at levels that will not pose a significant obstacle to people participating. The Club Chairman, Hon Treasurer and Hon Secretary are exempted from membership subscriptions while undertaking their duties.
5.2 Members who have not paid their subscription by 31st May shall forfeit their membership, unless unforeseen circumstances are agreed by the Hon. Treasurer.
5.3 Subscriptions shall be determined from time to time by the GMC. All subscriptions shall be paid to the section Treasurer or Membership Secretary, acting on behalf of the Hon Treasurer.
5.4 An Associated Club shall pay an annual block subscription based on the number of its members at a rate determined from time to time to time, as set by the GMC members.
5.5 A member joining the Club on any date subsequent to the commencement of the current membership year may pay a reduced subscription, the amount of which shall be determined by Hon. Treasurer.
5.6 In addition to the annual subscription or Life Patron donation, every participating member shall pay a playing fee and/or match fee for each sport concerned, the amount of which shall be determined by the Section Committee annually.
5.7 A member absent from the United Kingdom during the whole of the membership year may retain their membership upon payment of a subscription, the amount of which shall be determined by the Hon. Treasurer.
5.8 Members, to be known as Country Members, both playing and non-playing, living at least 50 miles from the Club, will pay a reduced subscription as determined annually by the GMC.
6.1 The Management of the Club shall be vested in a management committee (referred to throughout these rules as the General Management Committee (GMC) consisting of:
6.2 Three Officers, namely the Chairman, the Hon. Secretary and the Hon. Treasurer:
6.3 A Member to represent each of the following areas:
6.3.5 The Club President, elected under clause 7.3
6.3.6 An ex-officio member nominated from among themselves by the Directors of Fortfield Events Limited
6.3.7. The Chairman of each sporting section and the Secretary of Non-Playing/Social section. (elected by members of that section as at rule 6.12)
6.3.8 Two ex-officio members, nominated from among themselves by the Ground Trustees of the Sidmouth Cricket Ground who must themselves be members of the Club.
6.4 All members of the GMC referred to in 6.2 and in sub-clauses 6.3.1 to 6.3.4 above shall be elected annually at the Annual General Meeting and shall be eligible for re-election. It shall be permissible for any member to serve on the GMC in more than one of the aforementioned capacities.
6.5 A majority of the members of the GMC shall form a quorum. All members have a right to vote. See clause 7.2 in the event of equality of votes.
6.6 The GMC shall have the power to make such bylaws and regulations as it may deem necessary for the better regulation of the club and which do not conflict with these rules (as from time to time amended). Such bylaws shall be confirmed by members at an Annual General Meeting,
6.7 The Hon. Secretary shall call a meeting of the GMC whenever requested to do so by the Chairman or by any four members of the GMC. At least 5 days written notice shall be given.
6.8 The GMC shall have the power to appoint sub-committees for the management of any aspect of the club's business. The proceedings of any such sub-committee and of all section committees referred to in Rule 6.12 shall be subject to regulation by GMC. The chairman of any sub-committee, or any other member of a sub-committee who is not a member of GMC, may be invited to attend and speak at meetings of GMC without the right to vote
6.9 The chairman of The Friends of the Fortfield may attend GMC and update on their activities. The chairman of The Friends does not have a voting right.
6.10 A member of GMC who is absent from three consecutive meetings, without a reasonably explanation acceptable to the Chairman, shall be deemed to have resigned from GMC.
6.11 Vacancies among the Officers or members of GMC may be filled by the Chairman of GMC and such appointees shall serve until the next Annual General Meeting.
6.12 The Members of each sporting section and the non-playing section shall elect from among themselves a Committee, including a Chairman who will be a member of the GMC under clause 6.3.7 above, which shall manage the sporting activities and any other allied social activities of that section subject to conditions of Rule 6.8.
6.13 The GMC shall have the power to buy and sell property suited to the objects of the Club.
6.14 The GMC shall have the power to borrow money, for the purposes connected with the objects of the Club.
6.15 The GMC shall have the power to establish and invest in a subsidiary company for the sole purpose of raising funds for the Club. Such company shall be limited by shares and the issued shares shall be held by the Chairman and the Hon. Treasurer.
7. OFFICERS AND OFFICIALS
7.1 The Officers shall consist of the Chairman, Hon. Secretary and Hon. Treasurer.
7.2 The Chairman, or in his absence some other Officer elected for that purpose by the members present, shall act as Chairman at any General Meeting of the Club and at the meetings of the GMC. The Chairman shall have a casting vote in the event of an equality of votes except as provided in Rule 15.
7.3 The GMC may also recommend the election of a President in recognition of a member who, in their opinion, has rendered outstanding service to the Club. Such recommendation shall be approved by members at the Annual General Meeting and anyone so elected shall be appointed for not more than three years. Anyone so appointed shall be entitled to attend, speak and vote at meetings of the GMC.
7.4 The GMC may appoint other Officials and remunerated staff to assist in the management of the club’s affairs.
8. Hon. SECRETARY
8.1 The Hon. Secretary shall be the executive officer of the Club and, shall be empowered to issue such instructions and make such arrangements as he may consider appropriate in the interests of the Club.
8.2 In addition to all other duties and responsibilities referred to elsewhere in these rules he shall call all General and GMC meetings; maintain a record of their discussions and decisions; keep all records of the Club other than those held and maintained by the Hon. Treasurer; be responsible for the maintenance of an up-to-date register of members :- hold a supply of these rules:- and ensure that a copy is available to each new member on admission:- and to be responsible for the care and custody of the property and facilities of the Club, except where the GMC by formal decision has delegated any of these responsibilities to another person or body.
9 Hon. TREASURER
9.1 The Hon. Treasurer shall generally oversee all the financial affairs of the Club.
9.2 In particular he shall receive monies due to the Club, disperse all sums due by the Club and keep accurate and up-to-date accounts and books showing the financial affairs of the Club, upon which he shall report to the GMC at regular intervals.
9.3 An annual financial statement as at 31st March in each year shall be prepared in such form as may be required by the GMC and presented to the Independent Examiner in time for its display to members prior to the Annual General Meeting.
10. INDEPENDENT EXAMINER
10.1 The Annual General Meeting shall appoint an Independent Examiner, with or without remuneration, to examine the books and accounts of the Club for the ensuing year and, if relevant, shall fix the rate of remuneration.
11. GENERAL MEETINGS
11.1 The Annual General Meeting shall be held as soon as possible after the 30th of April in each year, and not later than 31st July (i.e. not more than 15 months shall elapse between meetings) and notice of such meeting shall be provided to members at least 2 months prior to that date.
11.2 The business to be transacted at an Annual General Meeting shall be as follows:
11.2.1 To confirm the Minutes of the previous Annual General Meeting, and of any other General Meetings held since the previous Annual General Meeting.
11.2.2 To receive and adopt the report of the Chairman of GMC.
11.2.3 To receive and adopt the report of the Hon Treasurer, and the examined accounts for the year just ended.
11.2.4 To elect the Officers and members of the GMC (see Rule 6.2 and sub clause 6.3.1 to 6.3.5). In the event of more than one nomination for any specific post an election will be held at the General Meeting by a show of hands.
11.2.5 To appoint the Independent Examiner for the ensuing year and fix his remuneration (if any).
11.2.6 To transact any other business of which notice shall be given by a member to the Hon. Secretary, in writing, not less than 28 days prior to the meeting.
11.3 Nominations of candidates for election (as required by Rules 6.2 and sub clauses 6.3.1 to 6.3.4) shall be sent in writing to the Secretary so as to reach him not less than ten days prior to the date fixed for the Annual General Meeting. All such nominations, signed by the proposer, seconder and candidate, shall be displayed on the notice board during the seven days prior to the meeting.
11.4 A Special General Meeting shall be convened by GMC at any time they deem it necessary, and also on the requisition in writing addressed to the Hon. Secretary by not less than 20 members, or one-fifth of the total membership, whichever is the lesser. Such a request must set forth clearly the object for which the meeting is required. Whenever such a requisition is received, the Hon. Secretary will forthwith call a meeting of the GMC to be held within seven days to consider the matter and act thereon. Resolutions of a similar nature shall not be proposed more than once in any period of 15 months.
11.5 At least 14 days before any General Meeting a notice and agenda of such meeting shall be displayed in the Pavilion in a prominent position frequented by its members.
11.6 At any General Meeting 30 members shall form a quorum.
11.7 Voting shall be by members present in person; voting by proxy is not allowed. Each category of member shall be entitled to one vote except for Country Members, Junior Members and Temporary Members who shall not be eligible to vote.
11.8 If at any General Meeting a quorum is not present within 20 minutes of the time set for the commencement of the meeting, it shall be adjourned to the same day two weeks later at the same time and place provided that, if that day shall be a Bank Holiday, the meeting shall be held on the first working day thereafter. At any adjourned meeting the members present shall form a quorum and be competent to deal with the business of the meeting.
11.9 The decision of a majority of members at any meeting shall be binding upon all members except as provided in Rule 14.1 and Rule 18.1, otherwise in the event of equality of votes Rule 7.2 applies.
12.1 Persons other than members may be admitted to the Club on a casual basis, and intoxicating liquor may be sold to such persons by or on behalf of the Club. However, it will be necessary for any individual wishing to use the bar or any other club facilities on a regular basis (more than four occasions) during a season to become a member of the club.
13. SALE OF INTOXICATING LIQUOR
13.1 Permitted hours of opening: the hours during which intoxicating liquor may be sold by the club shall be determined from time to time by the GMC or Bar Chairman provided that these are within the limits laid down in the current licensing law and that they have been duly notified to the Licensing Authority of East Devon District Council.
13.2 General compliance with the terms of the Premises Licence will be ensured by the Designated Premises Supervisor and overall responsibility will rest with the GMC.
13.3 Alcohol sales will be permitted on the occasion of social events, sporting or other fixture being held at the Club premises which have been approved by the GMC and in accordance with the license issued by Licensing Authority.
13.4 No person under the age of 18 shall be sold or supplied with intoxicating liquor, nor shall any member obtain intoxicating liquor for such a person.
13.5 The Designated Premises Supervisor or any other member of the GMC or Bar Chairman may, in their absolute discretion, refuse admission, or the right to purchase or to be supplied with intoxicating liquor, to any person.
13.6 The Designated Premises Supervisor’s Duties:
13.6.1 In addition to any other duties, the Designated Premises Supervisor shall be responsible for registering the Club under the Licensing Acts and to ensure that the provision of those Acts is at all times strictly enforced. In particular he shall;
13.6.2 Within 28 days of any alteration or addition to these rules, give a written notice thereof to:
18.104.22.168 The Chief Officer of Police for the area.
22.214.171.124 The Licensing Authority of East Devon District Council;
13.6.3 Within 42 days notify the Chief Officer of Police for the area of any changes in the following particulars of the club:
126.96.36.199 Permitted hours.
188.8.131.52 Designated Premises Supervisor.
14. ALTERATIONS TO THESE RULES
14.1 Any resolution to alter, set aside or add to the rules of the Club shall be considered an Extraordinary Resolution and shall require a majority of not less than two-thirds of the members present and voting at a General Meeting.
15. INTERPRETATION OF THESE RULES
15.1 The GMC shall be the sole authority for the interpretation of these rules or of any bylaws made by them. The decisions of the GMC upon any question of interpretation, or upon any matters relating to the general management of the Club not provided for in these rules, shall be final and binding on all members.
15.2 In these rules, any reference to masculine shall include all sexes and sexual orientations; singular shall include plural, and vice-versa.
16.1 Any officer, official, trustee, or GMC member or other persons acting on behalf of and with the authority of the Club, shall be indemnified out of club property against all risks, expenses and proceedings taken against them, except for acts of wilful neglect or dishonesty by them.
17. NON-DISTRIBUTION TO MEMBERS
17.1 All surplus income or profits made by the Club are to be re-invested in the Club. No surpluses or assets will be distributed to members or third parties.
18.1 If at a General Meeting a resolution is passed, by a simple majority, for the dissolution of the Club, then such dissolution shall not take place unless and until it is confirmed at a Special General Meeting. Such a Special General Meeting shall be held not more than six weeks thereafter, and for which not less than four weeks’ notice shall have been given to the members, to confirm that resolution, providing that not less than one half of the members eligible to vote shall be present and not less than three-quarters present and voting are in favour.
18.2 Upon dissolution of the Club any remaining assets shall be given or transferred to another registered CASC, a registered charity or the sports’ governing bodies for use by them in related community sports.
Approved at AGM on 31 October 2020
Amended 12 November 2020
Sidmouth Cricket Tennis & Croquet Club
The Pavilion, Fortfield, Sidmouth EX10 8NT
Privacy of Personal Information (PI) Policy
In accordance with the guidance issued by the Information Commissioner’s Office, Sidmouth Cricket, Tennis & Croquet Club will adhere to the principles of the General Data Protection Regulation (GDPR) and ensure best practice for managing all members’ Personal Information (PI)effective May 2018. This PI policy builds on what we already do today; that is to give members’ Personal Information (PI) the respect and security it deserves.
All Club members agree to comply with the clauses given below.
The Section Membership Secretaries will maintain a register of members of their own sections who agree to their personal information been held by the Club for internal communications purposes. The Club Hon. Secretary will maintain the main database for all members personal information to be used for internal communication purposes.
This policy must be agreed annually at the Club annual general meeting and any changes reviewed and agreed at that meeting. It must also, at all times, accord with the GDPR.
This policy applies to members PI stored on a computer hard disc, a remote data storage device or as printed matter held by Membership Section Secretaries and the Club Hon Secretary.
Personal Information (PI), in this context, includes all data that can be attributed to person and includes, but is not limited to, name, name of partner, address, date of birth, email address and telephone numbers.
PI used within the Club will be limited to the minimum necessary to administer the Club membership, Club accounts, functions and visits organised by the club. All members have the right to cancel their consent to the holding of data by the Club. When a member ceases to be a member of the Club, their details are to be deleted from the appropriate databases.
PI held for the administration of the Club must be held on a password-protected computer. Back-up copies of data stored on remote data storage devices must also be password protected. Printed PI must only be stored within the confines of a Club member’s house or the Clubhouse.
Files containing PI must be password-protected if distributed by email. A duty of care will be expected when printed PI is carried from a member’s home to another place.
PI must be deleted from any computer or remote data storage devices after it has been used. Printed matter containing PI must be destroyed by shredding, or made illegible, as soon as possible after it has been used.
PI will not, under any circumstances, be used for profit either by the Club, a Club member or through any outside club, agency or any company.
When this document is issued the following bullet point and signayture block are included
Please signify your agreement to this policy by the club holding/using your personal information by signing this document at the time of membership renewal or if becoming a new member and returning to the Section Membership Secretary as noted on the membership form
CHILD SAFEGUARDING POLICY
1. For the purposes of this policy:
a. A child is someone under the age of 18 years.
b. A parent is any adult who has on-going responsibility for a child. The term, therefore, includes guardians, etc.
2. The CA's goal is to enlarge the number of people who play croquet and to increase participation by children. Every child who takes part in the sport should be able to participate in an enjoyable and safe environment.
3. The Croquet Association is committed to the following safeguarding principles:
a. The safeguarding of children is the responsibility of the CA and everyone in it.
b. All children have the right to protection from all forms of harm and abuse, irrespective of their age, culture, disability, sex, language, race, schooling, family background, religious belief or gender identity.
c. Children have the right to express views on all matters which affect them.
d. We will comply with all legal requirements for the safeguarding of children.
4. All CA Members should:
a. Be aware of the need to safeguard children (i.e., all under 18 years old).
b. Be good role models both in play and other croquet activities.
c. Be aware of, and comply with, the CA Codes of Safeguarding Conduct.
d. Know how to contact their Local Safeguarding Officer (LSO).
e. Report any safeguarding concerns they have to the LSO at the earliest opportunity.
CA's Roles and Responsibilities
5. The Croquet Association will:
a. Promote the wellbeing of children by providing opportunities for them to take part in croquet safely.
b. Respect the rights, wishes and feelings of children.
c. Implement procedures to support and safeguard children.
d. Require members, staff and volunteers to adopt and abide by this Policy and its inherent procedures.
e. Respond to any allegations of misconduct or abuse of children in line with this Policy as well as implementing, when
appropriate, the relevant disciplinary and appeals procedures.
f. Contact external agencies in line with incident reporting guidelines.
g. Handle, at Executive Board level, all press and associated queries relating to the safeguarding conduct of CA members.
h. Ensure that coaches are briefed on this policy and their responsibilities.
j. Maintain a register of all Local Safeguarding Officers (LSOs) appointed by Clubs, Federations and Academies.
k. Ensure that all organisers and officials of events are of aware of Safeguarding for Competitions and Other Events.
l. Provide a centralised service for obtaining DBS Enhanced Certificates, see Requirement for DBS Enhanced Certificates.
m. Maintain a register of members holding DBS Enhanced Certificates registered with the DBS Update Service, whether obtained through the CA or obtained through another organisation and evidenced to the CA.
Clubs', Federations' and Academies' Roles and Responsibilities
6. The CA requires Clubs, Federations and Academies to:
b. Appoint a Local Safeguarding Officer (LSO) whose Terms of Reference are to include those at Role of Local Safeguarding
c. Accept that all Officers and Committee members have a lead responsibility in this area.
d. Suitably publicise the organisation's adoption of the CA Child Safeguarding Policy and appointment of their LSO.
e. Ensure that when a parent is not present, a child's interests are protected by the appointment of a Responsible Adult (see
Role of Responsible Adult) agreed with the parent.
f. Ensure that all their organisers and officials of events are aware of Safeguarding for Competitions and Other Events.
g. Ensure that all those who work regularly with children are properly briefed on this policy, its procedures and guidelines.
h. Maintain confidentiality of any alleged safeguarding issues that arise.
i. Maintain confidential records of reported cases and action taken.
j. Be prepared to challenge and alter practice.
Reporting of Incidents and Concerns
7. When any incident occurs or concern arises about a child or the behaviour of an adult, these must be reported confidentially to
the LSO as soon as possible. See guidance at Responding to Safeguarding Incidents and Concerns. For the avoidance of doubt, this does not cover incidents not directly related to safeguarding, e.g., accidents - for which separate procedures should be
8. The LSO is responsible for maintaining a written confidential record of all events about the incident/concern, which includes
dates and times of these events, witnesses and other relevant information.
Monitoring, Review and Continuous Improvement
9. This policy will be reviewed:
a. In accordance with changes in legislation and guidance on the safeguarding of children.
b. Following any incidents or concerns raised about the safeguarding of children within the Croquet Association.
c. At least every three years.
10. This policy will be monitored by:
a. Keeping records of incidents/concerns and their outcomes.
b. Accepting comments from Clubs, Federations and Academies on the ease of implementation and effect of the policy.
11. This document is supported by the following documents, which together form the CA's Child Safeguarding Policy.
All the links shown in bright blue can be clicked on to access the documents on the CA website.