Governance

DADS AND LADS GOVERNING DOCUMENT

1.0 – Name

1.1           The Club shall be called Dads and Lads Sports Club (“the Club”).

 

2.0 – Main purpose

2.1          The main purposes of the Club are to provide facilities for and to promote participation in the amateur sports of football, cricket and netball in East London, North East London, and Essex.

2.2          The Club may provide sports and related educational facilities, sports equipment, kit, coaching, courses, insurance cover, first aid treatment, away-match expenses, post-match refreshments and other similar benefits but only in so far as they are aimed at furthering the Club’s main purpose.

2.3          The Club may also in connection with its main purpose: sell and supply food, drink and related sports and clothing equipment; and employ staff and pay them for providing goods and services on fair terms set by the Committee.

 

3.0 – Governance

3.1          The administration of the Club shall be vested in a Management Committee (“the Committee”) comprising the following officers : Chair, vice-Chair/Secretary, Treasurer, Child Protection Officer and Fund-Raiser and up to eight other general Committee officers.

3.2          The Committee may co-opt an individual to be an officer of the Committee for specific purposes and for a specific period to be determined by the Committee.  Co-opted officers shall not have voting rights at Committee meetings unless the Committee otherwise decides.

3.3          All Committee officers shall be elected at an Annual General Meeting or a General Meeting of the Club for a term not exceeding three years. On expiry of their period of office, Committee officers may offer themselves for re-election at an Annual General Meeting or General Meeting of the Club.

3.4          Anyone entitled to vote at Club meetings may offer themselves for election to the Committee.

3.5          In the event of more than one person standing for election to one or more  specified role  on the Committee or as a general Committee officer , the candidate who receives the most votes  shall be elected. In the event of a tie, the Chair shall have the casting vote.

3.6          Any officer of the Committee shall be required to vacate their position if they are subject to a decision of the relevant national or regional sports Association that they be suspended from holding office or from taking part in any activity relating to the administration or management of a sports club.

3.7          The Secretary must keep a record of the name and address and the dates of appointment, re-appointment and retirement of each Committee officer.

3.8          Notwithstanding paragraph 5.4 below, unless he or she already has a vote by virtue of being a Member, each officer of the Management Committee shall be deemed to have the same voting rights as Members at meetings of the Club, in accordance with section 6 below.

3.9          The Committee shall ensure that it meets at least four times a year and that full minutes are kept of their discussions and decisions.

3.10        In addition, any officer of the Committee may call a meeting of the Committee by giving not less than seven days’ notice to all of the Committee officers.

3.11        Meetings of the Committee shall be quorate if at least four officers are present. All decisions of the Committee shall be agreed by majority vote with the Chair having the casting vote.

3.12        The Committee shall appoint managers and coaches to be responsible for each of the Club’s teams. The managers and coaches shall be responsible for managing the performance and conduct of their respective teams.

3.13        The Treasurer shall ensure that proper accounting records are kept for the Club, that all monies due to the Club are collected and all payments due to be paid by the Club are made.

3.14        The Club shall have its own bank account that shall be used only for Club income and expenditure. Designated signatories to the bank account shall be the Chair, Vice-Chair/Secretary and the Treasurer. No sum shall be drawn from the bank account except by cheque signed by two of the three designated signatories. All monies payable to the Club shall be received by the Treasurer and/or Vice-Chair/Secretary and deposited in the Club’s bank account.

3.15        The Treasurer shall, at an agreed date in each year, draw up an account showing the income and expenditure of the Club for the past year, together with any balances, assets or liabilities.

 

4.0 – Membership

4.1          The following general principles shall apply to Club membership:

Membership of the Club shall be open to anyone interested in the sports on application, regardless of sex, age, disability, ethnicity, nationality, sexual orientation, religion or other beliefs. However, limitation of membership according to available facilities is allowable on a non-discriminatory basis.

• 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 Committee may refuse membership, or remove it, only for good cause such as conduct or character likely to bring the club or sport into disrepute. Appeal against refusal or removal may be made to the Members.

In addition:

4.2          A register of the Members of the Club (the “Members”) shall be maintained by the Club Secretary.

4.3          Any person who wishes to become a Member must apply on the Club registration form and arrange for it to be delivered to the Club Secretary or another Committee officer.  Application forms from those aged under 18 years must be authorised by their parent, guardian or carer.

4.4          Membership shall be open to players of the Club’s sports and to those who are engaged in running the Club and its teams, or who are otherwise supporting the players (eg parents, guardians or carers), or anyone who takes an interest in the Club’s main purpose.

4.5          New playing Members may participate in a maximum of two games or training sessions after which the Subscription will be due (see section 5 below). In the event of the Subscription not being paid, the player shall no longer take part in sports activity provided by the Club, unless the Committee decides otherwise because of exceptional circumstances such as financial hardship.

4.6          The Committee shall have the power to expel a Member or player if, in its opinion, it is in the interests of the Club to do so. But there shall be a right of appeal against such a decision, in accordance with the Club’s Complaints Procedure.

4.7          All Members shall have voting rights at the Club Annual General Meeting or Extraordinary or General meetings (see section 6 below).

 

5.0 – Subscriptions   

5.1          No Member shall be entitled to vote unless they have paid their Subscription.

5.2          Each year the Committee shall recommend the Subscription rates for Playing and Non-Playing Members and this shall be put to an Annual General Meeting of the Members for decision. The Subscriptions will be set at rates that will not pose a significant obstacle to community participation to fulfil the Club’s purpose. The Committee may, at its discretion, decide to make available a limited number of free or reduced rate Memberships in order to facilitate participation in the Club’s sports.

5.3         There shall be two types of Subscription, “Playing” and “Non-Playing”. The Subscription rates for Playing Members may be set at different age-related levels. The relevant subscription rates shall be made clear to all existing and potential new members.

5.4          An annual subscription (“the Subscription”) shall be paid by each Member on a date decided by the Committee. Unless the Committee otherwise decides, the Subscription shall not be repayable.

5.5          Members who apply to join at the start of the year shall pay the full Subscription. Those who apply to join part way through the year shall pay half the relevant Subscription unless otherwise determined by the Committee.

 

6.0 – Meetings and votes

6.1          The Club shall call an Annual General Meeting each year to receive the accounts and report of the activities of the Club over the previous year; to elect the Committee officers as appropriate; to agree the Subscription rates; and to consider any other business. Eight Members present shall form a quorum. For the purpose of a quorum, Members shall be deemed to include Committee officers.

6.2          The Secretary shall arrange for written notice to be sent by post or emailed to each Member at their last known address, or shall arrange for them to be handed in person, written notice of the date of the Annual General Meeting 14 days before it takes place.

6.3          The Committee Chair, or in their absence, another nominated Committee officer, shall take the chair at the Annual General Meeting.

6.4          Each Member present shall have one vote and resolutions shall be passed by a simple majority with the Chair having the casting vote. Where a Member is under the age of 18 years, his or her parent, guardian or carer may vote on behalf of that Member.

6.5          The Secretary may, at the request of the Committee or on behalf of at least five Members, call an Extraordinary meeting of the Club to discuss matters that shall be specified in writing in advance.

6.6          The Secretary, or in their absence a nominated officer of the Committee, shall enter the minutes of all meetings into the Minute Book.

 

7.0 – Acceptance of Rules

7.1          All Members, officers, coaches and managers of the Club shall abide by the Club’s governing document and policies.

7.2          Save as provided for in the rules and regulations of relevant national and regional sports Associations and Leagues, the Committee shall have the power to decide all questions and disputes arising in respect of any issue concerning the Club rules.

7.3          The Committee shall ensure that any sports teams, educational or recreational activities run by the Club abide by the Club child protection policies and procedures, codes of conduct and equal opportunities and anti-discrimination policies.

7.4          The Committee shall ensure that all sports activities provided by the Club shall accord with the rules and regulations of relevant national and regional sports Associations and Leagues.

7.5          In the event of a complaint about the Club or any decision by anyone acting on behalf of the Club,  the matter shall be investigated in accordance with the Club’s Complaint Procedure.

 

8.0 – Assets

8.1          All surplus income or profits are to be reinvested in the Club. No surpluses or assets will be distributed to Members or third parties.

8.2          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.

8.3          A resolution to dissolve the organisation shall only be proposed at a Committee meeting and shall be carried by a majority of Members voting at a General or Extraordinary meeting.

8.4          The dissolution shall take effect from the date of the resolution and the Committee shall be responsible for the winding up of the assets and liabilities of the Club.

 

Approved at an Extraordinary Meeting of Members on 19 July 2014.