1. Name
The Club shall be called “Burgess Hill Cricket Club”, hereafter to be referred to as the Club” shall be affiliated to the Sussex County Board and the ECB (England & Wales Cricket Board) and shall play in the Sussex County League and/or other leagues as designated from time to time by the Annual General Meeting.
The Headquarters of the club shall be the Clubhouse, St Johns Park, Burgess Hill and the correspondence address shall be that of the Hon Secretary for the time being.
2. Aims and Objectives
The aim of the Club is for the members to organise and play games of cricket, based mainly at St Johns Park, Burgess Hill, West Sussex.
The purpose of the Club shall be to provide the best possible facilities for, and promote participation of, the whole community in the sport of cricket at all levels, both on and off the field, and within the sport of cricket providing opportunities for recreation, coaching, and competition.
To ensure that all Members, playing and non-playing, abide by the ECB Code of Conduct which incorporates the Spirit of Cricket and the Laws of Cricket and the Club’s own Codes of Conduct for Members, Junior members, Coaches & Volunteers and Parents & Carers and Equity Policy.
To ensure a duty of care for all members of the Club by adopting and implementing the ECB’s Cricket Equity Policy and the Club’s Equity Policy and any future versions of these policies. The Club has a firm commitment to the health, safety and welfare of all its members.
To provide a safe environment for children while they are taking part in any activities connected with the Club by adopting and implementing the ECB’s “Safe Hands –
Cricket’s Policy for Safeguarding Children”, and any future versions of the policy. The Club has also adopted its own Safeguarding Policy Statement and will appoint a Welfare Officer to ensure that appropriate procedures are followed.
To ensure that the club in all of its activities complies in full with the ECB Club Inclusion and Diversity Policy and is fully committed in all of its activities to the principles of equality in cricket.
To ensure that all Club members and anyone connected with the Club activities including parents of junior members, are aware of the Club’s own Child Protection Policies, and conform with them by completing, dating, signing and returning the appropriate Registration Form. See Appendix A for the full list of polices. Copies shall be held by the Executive and shall be available for all Club members to read.
To ensure that all members of the Club, external coaches and volunteers that have regular one to one contact with junior members under the age of 18, sign the Self
Declaration Form in the first instance and subsequently undertake a DBS check at the earliest opportunity.
To improve the quality of performance and facilities for the members and to endeavour to provide cricket matches for players of all ages, and different levels of expertise, so that all may enjoy the game.
To attract young people to the Club to learn to play and enjoy the game of cricket.
To encourage all members to participate fully in the activities of the Club.
To provide the best possible facilities on and off the field to achieve the above. The Club will be a ‘not for profit’ organisation, with any surplus of income over expenditure being reinvested into the activities of the Club. Distribution of Club assets in cash or in kind, to members or third parties is prohibited.
3. Achievement of Objectives.
The objectives shall be achieved by running sufficient teams at weekends during the cricket season that as many members as possible will be involved. Other midweek and evening games will be organised where possible.
The Club shall endeavour to maintain a number of qualified coaches capable of coaching both adults and colts.
Colts will receive separate coaching, and will, where possible, be entered into competition and matches suitable for their age and expertise. The ECB publication “Safe Hands - The Welfare of Young People in Cricket” shall be used for guidance in all contacts with young people in the Club.
The Club shall appoint a Welfare Officer, who will be the point of contact between the Club and statutory authorities.
The Club will endeavour to maintain interest throughout the year by taking part in winter nets, coaching and such social or other events that the Executive may authorise.
The Club will co–operate with local and national agencies to try and improve the off–field facilities at St Johns Park, The Club will endeavour to set aside monies to help further this improvement.
The Club will endeavour to produce high quality pitches for matches.
Subscriptions, match fees, donations, grants from official bodies, and any other legal fund–raising activities that the Executive may authorise, will raise funds for the above.
4. Club Colours
The Club’s Colours shall be myrtle green and yellow.
5. Membership
Membership is fully open to all of the Community. The Club operates an Equity (Equal Opportunities) Policy and will not tolerate any form of discrimination. The Club has a specific and equitable pricing policy for Club Members, including Youth/Colt members. The Club may refuse membership or expel from membership only for good and sufficient cause such as for example, conduct likely to bring the Club or sport into disrepute. Appeals may be made in line with the Club’s Discipline and Appeals procedures.
The Membership of the Club shall consist of a President, Honorary Life Members, Vice-Presidents, Senior Members, and Student Members. Senior Colt Members, Colt Members, Family Members and Associate Members. See Appendix B for a definition of the membership grades.
Prospective members may join upon completion of the Membership application form. They may play three games for the Club before being considered for membership. Upon becoming members, any subscription becomes immediately due. A Self Declaration Form in the first instance and subsequent DBS check will be required by members that have regular one to one contact with junior members under the age of 18.
Membership shall be open to all irrespective of age, gender, disability, race, ethnic origin, creed, colour, social status, and sexual orientation, subject to any prospective member paying such membership dues and match fees as are required for all members, and agreeing to comply with the Club constitution currently in force by completing, dating and signing the appropriate Registration Form.
6. Officers
The Officers of the Club shall be the President, Chairman, Vice-Chairman, Secretary, Treasurer, Club Development Officer, Fixtures Secretary, Chairman of Selectors, Director of Cricket, Colts General Manager, Senior Grounds man and Club Welfare Officer, who shall each be elected at the Annual General Meeting.
7. Other Positions of Responsibility
Captains shall be appointed by the Executive at or after the AGM in respect of each senior side, the captain of the League 1st XI being known as the ‘Club Captain’. The Colts General Manager shall appoint Colts Managers for each Colt side. Additionally, Selectors, Umpires, Scorers, Grounds men, Press secretary/Newsletter Editor and a Website Coordinator shall be appointed or recruited by the Executive when and if there are vacancies.
8. The Governing Body
Shall be called the Executive, and shall be elected at the Annual General Meeting of the Club, provided that at least fifteen members of the Club are present. Vacancies, which may occur during the year, shall be filled by appointment by the Executive until the next AGM.
The duties of the Executive shall be to control the affairs of the Club on behalf of the members and to keep accurate accounts of the finances of the Club through the Treasurer. These should be available for reasonable inspection by members and should be audited before every AGM. To acquire and provide grounds, equipment, coaching, training and playing facilities, Clubhouse and related facilities. To take out any Insurance for the Club buildings & equipment, players, guests and third parties. Raise funds by appeals and subscriptions. Set aside funds for special purposes or as reserves. Invest funds in a lawful manner. The property and funds of the club cannot be used for the direct or indirect private benefit of members and all surplus income or profits are reinvested in the club. Co-operate with or affiliate to firstly any bodies regulating or organising the Sport of Cricket and secondly any Club or body involved with cricket and thirdly with government and related agencies. Do all other things reasonably necessary to advance the aims of the Club.
The Executive shall consist of the Officers (see Section 5), and the Club Captain. The Executive shall have the power co-opt additional members from time to time as required to fulfil specific duties or when vacancies occur. Co-opted members shall not be entitled to vote on the Executive or any sub-committee.
The quorum required for business to be agreed at Executive meetings shall be 5 elected members. Decisions shall be by simple majority of those eligible to vote. The Chairman shall have a second or casting vote. Other Members of the Executive shall be restricted to a single vote, irrespective of the number of Offices or Positions of Responsibility held. The Vice-Chairman shall chair meetings in the Chairman’s absence.
Only Members over the age of fourteen are eligible for election to the Executive.
The Executive may delegate any of their functions to subcommittees but must specify the scope of its activity and powers; the extent to which it can commit the funds of the Club; its membership; its duty to report back to the Executive. The Executive may wind up any sub-committee at any time or change its mandate and operating terms.
9. Sub–Committees
Sub-Committees shall be convened from the Executive, to be responsible for -
(a) Selection Panel. Membership of this Sub-Committee shall consist of the Chairman of Selectors, Selectors and Senior Team Captain; which shall be responsible for team selections and all other playing matters relating to the Senior Teams
(b) Colt Section. Membership of this Sub-Committee shall consist of the Colts General Manager and each Colts Team Manager; which shall be responsible for all aspects relating to the Colts Teams
(c) Ground. Membership of this Sub-Committee shall consist of the Head Grounds man and his/her staff; which shall be responsible for the maintenance of the Square and Ground including buildings, machinery and playing equipment.
(d) Media and Communication. Membership of this Sub-Committee shall consist of the Secretary, Press Officer, Newsletter Editor(s) and Website Coordinator; which shall be responsible for maintaining a Database/Mailing List of all Members, submission of Match Reports, Newsletters, maintenance of Club Web sites and other forms of communication which promote the profile of the Club.
(e) A bar committee shall be elected at the AGM with a minimum of two members of the club. All must have attained the age of 18 and it will be responsible to the management committee for all matters including the sale and purchase of intoxicating liquor and presenting a financial statement at the end of each season.
No person under the age of 18 shall be supplied with or be allowed to consume intoxicating liquor on the clubhouse premises.
Each Sub-Committee shall have the power to co-opt as necessary. A casting vote shall not be permitted in Sub-Committee meetings, with any unresolved/disputed matters being referred to the Executive. Each Sub-Committee to report to the Executive on decisions made at Sub-Committee level. Additional Sub-Committees may also be formed at the behest of the Executive to organise any special events.
10. Subscriptions and Match Fees
Senior Members, Student Members. Senior Colt Members, Colt Members and Associate Members shall pay a subscription as determined by the AGM. The Club has a specific and equitable pricing policy for Club Members, including Colt members.
Subscriptions for existing Members are due on 1st April in each year. The Member is not eligible for selection in matches until the subscription and any arrears from previous seasons has been paid.
New Senior playing members may play in up to three matches before they become liable to pay a subscription.
Notwithstanding the above, subscriptions will become due earlier should this be required to comply with any Registration formalities of a League to which the Club is affiliated.
Each Member shall pay a Match Fee at the time of playing as determined by the AGM. Any cases of financial hardship shall be referred to the Treasurer whose decision shall be final.
11. Finance
(a) The Club may seek to raise money via any means available to a voluntary organisation in pursuit of the aims of the Club outlined in Section 2.
(b) The Treasurer will be responsible for the finances of the Club.
(c) The financial year will end on the 31stDecember.
(d) The Club is empowered to open an account(s) at a bank or other financial institution approved by the Committee. Signatories to the Club’s non-Internet account(s) will be the Chairman, Treasurer and Secretary. All cheques are to be signed by a minimum of two authorised signatories. Internet bank accounts are exempt from this requirement as transactions are done electronically. The Treasurer will present bank statements and interim accounts at each Executive meeting to be signed off by the Chairman.
(e) All monies collected during the course of the Club’s activities (e.g. match fees and proceeds from fund-raising activities) to be handed over to the Treasurer within three days. The Treasurer will deposit all such monies in the Club’s account(s) as soon as possible (and within a maximum of five days from receipt).
(f) The Treasurer will present a statement of accounts at the Annual General Meeting in a format approved by the Executive, to include a breakdown of receipts and payments during the financial year up to 31stDecember. The club accounts shall be audited annually by a person or persons appointed by the AGM. The auditor shall be external to the club and shall be someone with sufficient knowledge and understanding of accountancy procedures.
(g) The Club will become registered as a Community Amateur Sports Club as provided for in the Finance Act 2002.
12. Annual General Meeting
The Annual General Meeting shall be held not later than the end of November in each year. Twenty-one days written notice shall be given to members of the AGM by circulating a copy of the notice via email and/or social media and posting the notice on the Club website. Written notice shall only be sent to Life Members and Vice Presidents at their home addresses. Members must advise the Secretary in writing of any other business to be moved at the AGM at least fourteen days before the meeting. The Secretary shall circulate or give notice of the agenda for the meeting to the Members not less than fourteen days before the meeting.
Nominations from candidates for election of Officers shall be made in writing to the Secretary at least fourteen days in advance of the AGM date. Nominations can only be made by paid up Senior Members and must be seconded by another Senior Member.
The AGM will be chaired by the Chairman or, in their absence by the Vice-Chairman or by a Senior Member attending the meeting.
The business of the AGM shall be to:
(a) Confirm the Minutes of the previous AGM.
(b) Receive Audited Accounts and Financial Report from the Treasurer for the year ending 31stDecember.
(c) Receive the Annual Report from the Executive or from the Chairman.
(d) Elect the Officers of the Club (see Section 5), for the ensuing year.
(e) Review the annual subscription and match fee rates and agree them for the forthcoming year.
All members of the Club may attend the AGM.
A quorum for an AGM shall consist of 25% of the club membership
All members of the Club may attend the AGM.
Only Members of the Club over fourteen years of age may vote, and the Chairman shall have a second or casting vote.
13. Extraordinary General Meeting
An Extraordinary General Meeting may be called for any specific reason by the Chairman, the Executive, or by a minimum of six Members, who shall give 14 days notice in writing to the Secretary.
Seven days notice at least shall be given to each Member, stating the time and place of the meeting.
14. Codes of Conduct, Child Welfare Policy and Guidelines
Members of the Club shall conduct themselves in an appropriate manner at all times. All members are required to familiarise themselves with the Club’s various Codes of