Proposal 1: Review of Club Structure

The current Constitution makes reference to major sub-sections within the club which do not exist and are misleading to anyone reading the document.  For example - the Constitution states that there is a Ladies Section with office-bearers and here are certain sections which have for some time borne no resemblance to the operating practices within the club.

See below:-

The ladies committee will consist of the ladies chairman, ladies first team coach (if appointed), ladies team captains, whom failing, ladies vice-captains, ladies match secretary, ladies treasurer, ladies fund raising convenor, ladies social convenor, ladies youth representative and one ordinary member. This committee shall have a minimum of eight members. All decisions made by this committee may be subject to management committee approval.

All members shall have one vote and the chairman shall have both a deliberative and a casting vote in the event of any tied vote.

A member of the executive committee shall be invited to attend each meeting.

Written minutes of these meetings will be submitted to the management committee at their next meeting.

The ladies captains, whom failing the vice-captains, or their nominated deputies, ladies first team coach (if appointed), and ladies match secretary shall form the selection committee.

At the start of each season, the selection committee shall select the respective team squads or abide by the current rules and regulations as laid down by the relative governing bodies.

This committee shall meet at least once per week during the season and will be responsible for overseeing the selection of the ladies teams within the club.

A ladies first team coach (if appointed), who will, preferably be a non-playing member, whom failing, the first team captain and vice captain will be responsible for selecting the first team from the current members*. The other team captains and respective vice-captains shall then, in descending team order, select their teams from the remaining members*. No suspended player will be available for selection.

The selection committee shall discuss any problems arising from team selection.

 It is the responsibility of all ladies section members to contact their respective match secretary by Thursday evening, at the latest to check the arrangements for the following match day.

It is the responsibility of the first team coach (if appointed) or team captains to inform any player of any movement between team squads so that the player may contact the correct team captain (or ladies first team coach).

 The umpires’ convenor should attend the selection committee meetings in order to co-ordinate umpiring appointments for the following match days.

The ladies section committee shall meet regularly throughout the season to discuss the affairs of the ladies section. The ladies section committee will be responsible for fund-raising events, sponsorship and social events, which are specific to the ladies section.

The ladies section fundraising convenor will act as liaison to the club fundraising committee.

The ladies section treasurer will be responsible for collecting annual subscriptions and match fees from the ladies section members, which will then be passed to the club treasurer.

A meeting of the ladies section will be called at the beginning of March each year, prior to the club’s annual general meeting, giving each member seven days written notice of said meeting. Discussions will take place regarding proposals to be put to the club’s annual general meeting with regards to the relevant officials within this section. It will also be prudent for this meeting to submit proposals for annual subscriptions and match fees for the ladies section members for the following year to the club’s annual general meeting.

The ladies chairman or nominated deputy shall act as liaison to the club management committee.

Should the club management committee deem it necessary, it will be competent for a separate bank account to be run by the ladies section to cover all their activities. In this event, the ladies treasurer shall be responsible for keeping exact and correct books of accounts showing the transactions and affairs of this section and shall make a statement of accounts for each year, which will be audited and submitted to the club’s annual pre-season meeting. The funds of this section shall be lodged with such banks or organisations as the management committee shall fix, and cheques and withdrawals under £500 shall be signed by either the ladies section treasurer or one other authorised official, as sanctioned by the management committee. All cheques and withdrawals of £500 or more, must be signed by both the ladies section treasurer and one other authorised official.

Ladies section funds may, in extenuating circumstances, be dispensed to the main club, at the discretion of the ladies committee. Regular monthly financial statements will be submitted to the club management committee for approval.

The financial year of this section shall commence on the first day of June and end on the last day of May in the following year.

In the event of dissolution of either the ladies section, or the club, all monies will be deemed to be part of the assets of the club and dispersed in accordance with its rules.

However, in practice, the senior club exists as a single entity - with the Men's and Ladies sides being governed by the same rules and regulations.  The above statements are "fiction" - and as such it is proposed that a single statement - applying to both Men's and Ladies replaces all of the above.  The proposed new statement is listed below.

There shall be no separate men’s and ladies committees - both will be governed by the club management committee and shall abide by its rules and decisions.  The Management Committee will make every effort to ensure that representatives of the various club teams are present when any matters specifically pertaining to specific teams are subject for discussion.

 

Proposal 2: Review of Club Structure

The Constitution states that there is a Youth Section with various office-bearers formally reporting into the club's main Management Committee, and with regular financial reporting.   See the extract of the current Constitution below.

The youth section committee shall meet regularly throughout the season to discuss the affairs of the youth section.

The youth section committee will be responsible for the financial well being of this section through good management, fundraising events, sponsorship and social events, which are specific to the youth section.

The youth section fundraising convenor will act as liaison to the club fundraising committee.

The youth section treasurer will be responsible for collecting all monies specifically pertaining to the youth section.

A meeting of the youth section will be called at the beginning of March each year, prior to the club’s annual general meeting, giving each member seven days written notice of said meeting. Discussions will take place regarding proposals to be put to the club’s annual general meeting with regards to the relevant officials within this section.

The youth section chairman or nominated deputy shall act as liaison to the club management committee.

Should the club management committee deem it necessary, it will be competent for a separate bank account to be run by the youth section to cover all their activities. In this event, the youth section treasurer shall be responsible for keeping exact and correct books of accounts showing the transactions and affairs of this section and shall make a statement of accounts for each year, which will be audited and submitted to the club’s annual pre-season meeting. The funds of this section shall be lodged with such banks or organisations as the management committee shall fix, and cheques and withdrawals under £500 shall be signed by the youth section treasurer, or one other authorised official, as sanctioned by the management committee. All cheques and withdrawals of £500 or more, must be signed by two appropriately authorised officials.

Youth funds may, in extenuating circumstances, be dispensed to the main club, at the discretion of the youth committee.

Regular monthly financial statements will be submitted to the club management committee for approval.

Financial responsibility for youths playing for the senior teams of the club will be covered within the main account of the club.

The financial year of this section shall commence on the first day of June and end on the last day of May in the following year.

In the event of dissolution of either the youth section, or the club, all monies will be deemed to be part of the assets of the club and dispersed in accordance with its rules.

It is proposed to revise the terms of operation for the Youth Committee - but maintain representation of the Youths on the club's Management Committee in the person of the Youth Co-ordinator.  The above statement gives no indication of how members are elected to serve on the Youth Section Committee, nor that they meet screening requirements (Disclosure Statement Approvals) as required to meet the legal requirements of an organisation serving the Youth members of the club.

The Youth Section Committee will be responsible for the well being of this section through good management, financial prudence, fundraising events, sponsorship and social events, which are specific to the Youth Section. 

Any persons seeking to serve on this Committee will be screened / appointed by the club's Management Committee.

The Youth Convener or nominated deputy shall act as liaison to the club's Management Committee.

Should the club management committee deem it necessary, it will be competent for a separate bank account to be run by the Youth Section to cover all their activities.  In this event, the Youth Section treasurer shall be responsible for keeping exact and correct books of accounts showing the transactions and affairs of this section and shall make a statement of accounts for each year, which will be submitted to the club’s Treasurer for auditing purposes. The funds of this section shall be lodged with such banks or organisations as the management committee shall fix, and cheques and withdrawals under £500 shall be signed by the youth section treasurer, or one other authorised official, as sanctioned by the management committee. All cheques and withdrawals of £500 or more, must be signed by two appropriately authorised officials of the Senior Club.

Youth funds may, in extenuating circumstances, be dispensed to the main club, at the discretion of the Youth Committee.

Regular monthly financial statements will be submitted to the club's Management Committee for approval.

Financial responsibility for youths playing for the senior teams of the club is covered within the accounts of the senior club.

The financial year of this section shall be the same as that of the senior club.

In the event of dissolution of either the youth section, or the club, all monies will be deemed to be part of the assets of the club and dispersed in accordance with its rules.