The following constitution was passed at the 2005 AGM.
Constitution
1. TITLE
1.1 The name of the Club shall be “Belmont and Edgware Cricket Club” (BECC).
2. OBJECTIVES
2.1 To promote and encourage the playing of cricket.
2.2 Providing members with the opportunity to play cricket at the most appropriate level.
3. MEMBERSHIP
3.1 Each year’s membership runs until the end of the AGM and begins again the next day.
3.2 There are two types of annual membership; Student and Adult, both have speaking and voting rights at the General Meetings.
3.3 Honorary membership shall consist of the President and Vice-Presidents.
3.4 Annual subscription shall become due immediately after the AGM.
4. FINANCES
4.1 The income of the Club shall be used solely for the objectives of the Club.
4.2 The annual membership fees and match fees will be proposed by the Executive Committee at the AGM.
4.3 Under exceptional circumstances the Executive Committee may revise the fee charged to an individual.
5. GENERAL MEETING (GM)
5.1 The General Meeting (and AGM) are the sovereign body of the Club and decisions made at these meeting can only be overturned at another General Meeting.
5.2 A General Meeting will be convened by the Chairman and Vice-Chairman on receipt of a signed request from 3 Senior Executive Officers or 10 members. This meeting is to take place within 30 days. Notice of such a meeting shall be given to all Honorary, Adult and Student members, stating the date, place, time and business to be transacted.
5.3 The quorum shall be 10 members or 1/3 of the membership (whichever is lower).
5.4 All votes and resolutions are to be decided by a simple majority of all those present and eligible to vote.
5.5 Unless requested otherwise all votes will be by a show of hands. In the event of a tie the Chairman shall be deemed to have an additional vote, which he must cast for the retention of the status quo.
5.6 An Emergency General Meeting is only called to discuss one topic. If it is required the Chairman and Vice Chairman will need to have received a signed request from 2 Senior Officers or 8 members. This meeting is to take place as soon as possible but no longer than 21 days from the request. Notice of such a meeting shall be given to all Honorary, Adult and Student members, stating the date, place, time and topic to be discussed. No other business other than that stated in the request can be tabled.
6. ANNUAL GENERAL MEETING (AGM)
6.1 The AGM shall be held between September and December.
6.2 There must be at least 14 days notice of the meeting to members.
6.3 The quorum shall be 10 members or 1/3 of the membership (whichever is lower).
6.4 The annual accounts are presented at the meeting.
6.5 All votes and resolutions are to be decided by a simple majority of all those present and eligible to vote.
6.6 Changes to this constitution can only be made at the AGM.
6.7 Unless requested otherwise all votes (with the exception of elections) will be by a show of hands. In the event of a tie the Chairman shall be deemed to have an additional vote, which he must cast for the retention of the status quo.
7. HONORARY OFFICERS
7.1 The Honorary Officers will be appointed by the Executive Committee and approved annually at the AGM.
7.2 Honorary Officers have speaking rights at General Meetings but not voting rights.
7.3 The Honorary Officers are:
7.3.1 The President.
7.3.2 Vice-Presidents.
8. SENIOR EXECUTIVE OFFICERS
8.1 The Senior Executive Officers are elected at the AGM and take office immediately after the meeting, they are:
8.1.1 The Chairman.
8.1.2 The Vice-Chairman.
8.1.3 The Fixture Secretary.
8.1.4 The Treasurer
8.1.5 A Captain for each senior team.
8.2 All posts are for one year.
8.3 In the event of an officer not completing their term of officer it may be temporarily filled at the discretion of the Executive Committee.
9. EXECUTIVE OFFICERS
9.1 The Executive Officers are elected at the AGM and take office immediately after the meeting, they are:
9.1.1 The Social Secretary.
9.1.2 The Development Officer.
9.1.3 The Youth Officer.
9.2 All posts are for one year.
9.3 Vacant Executive Officers positions (those not filled at the AGM) can be appointed by the Executive Committee.
9.4 If needed these Officers can be invited to attend specific Executive Committee meetings, where they will receive the same powers as a Senior Executive Officer
9.5 In the event of an officer not completing their term of officer it may be filled temporarily at the discretion of the Executive Committee.
10. EXECUTIVE COMMITTEE
10.1 Half the Senior Officers must be present in order to form a quorum.
10.2 The Executive Committee shall have the power to decide all disputes and to make such bye-laws as may appear to it to be necessary, but no such bye-law shall remain in force unless it receives the sanction of the AGM. The Executive Committee has the power to overall a decision made by the Chairman.
10.3 The Executive Committee has the power to recruit additional members to take on specific responsibilities either not addressed in this Constitution or to support Officers fulfilling their duties. These personnel may be invited to attend meetings but are not entitled to a vote.
10.4 Meeting shall be convened by the Vice-Chairman as and when necessary or when requested by two Senior Executive Officers. There should be at least four meetings a year.
10.5 The Executive Committee shall be empowered to deal with any question arising in connection with the Club not provided for in this Constitution.
11. SELECTION COMMITTEE
11.1 This 3-man Committee is selected from the first full Executive Committee and must include at least one Senior Executive Officer.
11.2 Their role is to view the available players on Monday and Tuesday nights and select provisional teams by 8pm on the Tuesday for the Captains. Captains can make recommendations. If Captains wish to make changes they will need to either find additional players or negotiate with each other.
11.3 The Selection Committee will decide on the number of games played and the level if there are insufficient players.
12. DISCIPLINE
12.1 All matters concerning discipline shall, in the first instance, be decided by the Chairman. He has the power to suspend players for a maximum of two Sunday matches. If he feels that any disciplinary matter brought to him is so serious it may be referred to a Disciplinary panel. This shall normally be made up of the Chairman, another Senior Executive Officer other than the Vice-Chairman and an Executive Officer. Where possible anyone involved should not be on the Panel.
12.2 If the matter is referred to a Disciplinary Panel the person involved shall be suspended from playing until a decision is made. The Panel must meet within 14 days of being called. The format of the meeting will be at the discretion of the Panel.
12.3 Any member wishing to appeal the decision of the Disciplinary Panel shall write to the Chairman who will then convene, as soon as practicable an Appeals Panel. This 3-man Panel shall normally be the Vice-Chairman, an Honorary Member and an Executive Committee Member. Their decision is final and binding on the Disciplinary Panel and on the appellant Member.
12.4 The Disciplinary and Appeals Panel may expel any Member whom they are of the opinion has been guilty of discreditable or dangerous conduct or has brought the Club into disrepute.
13. PLAYERS RULES
13.1 It is the responsibility of each Member of the Club to put their availability on the website and update it regularly to ensure it is correct. Members must update the website by 7pm on a Tuesday night or at least contact a Captain to inform them of their availability if they do not have access to the internet.
13.2 Members who have not completed their availability for 3 consecutive weeks will be deemed to have stopped playing and cannot expect to be selected.
13.3 Players making themselves available after 7pm on a Tuesday may be deemed unavailable and subsequently may not get a game.
13.4 If a Member has been selected but cannot play they must inform the appropriate Captain (or at least another Captain) immediately. In this instance emails will not be sufficient.
13.5 If there is bad weather on the morning of a match Members should contact their Captain and not assume a match is cancelled.
13.6 Members are expected to play in the spirit of the game and action will be taken against those whose actions are not deemed unacceptable and reflect badly on the Club.
14. ELECTIONS
14.1 6 Weeks before the AGM Nomination forms will be sent to all Members, with the deadline 3 weeks ahead of the meeting.
14.2 All Members have the right to stand in elections.
14.3 The Chairman or Vice-Chairman must contact potential candidates to confirm their candidacy and request a supporting statement / manifesto, as soon as nominations are received.
14.4 Candidates wishing to submit a statement supporting their candidacy (up to a maximum of 400 words) will have it published on the Club’s website and distributed at the AGM. This document is not to contain comments about other candidates or other members. It is purely to state why the candidate is the best person for the job and what they wish to achieve. Submissions not following these rules will either be withdrawn or edited.
14.5 2 weeks before the AGM a list of candidates will be distributed with the AGM papers
14.6 Uncontested candidates are automatically elected
14.7 No proxy votes will be accepted
14.8 Normally postal votes will not be allowed, but the Chairman may overall this in the case of an exceptional circumstance. In this instance where possible there needs to be a signed and sealed vote. The Chairman will inform the meeting of those whose vote he has accepted.
14.9 At the start of the AGM two non-involved Members (with regards the elections) will be appointed scrutineers to count the votes. They do not announce the result; just present the Chairman with Club’s decision.
14.10 Candidates will be given 2 minutes to address the meeting before the voting slips are distributed and voting takes place. In contested elections candidates will be asked to leave the room when not making their address. Following the speeches questions can be asked but they must be addressed to all those standing in the specific election and not just a single candidate. In the situation where the Chairman is standing in an election the chairing of the meeting will need to be handed to the Vice-Chairman.
14.11 Only members can be a Senior Executive Officer or a Executive Officer and they can only hold one team position (Captain). The Chairman can not hold any other position. If they get elected to more than one team post a decision has to be made as to which position they wish to hold at the AGM. It is the responsibility of the Vice-Chairman to find out in advance of the meeting a candidate’s opinion (if they are standing in more than one election where this situation arises) and keep this confidential, just in case the candidate is not present. The runner-up in elections where the position is not taken up is therefore appointed.
14.12 In the case of a draw the Chairman will have an additional vote, unless a candidate currently holds the position whereby they will be elected for another term in office.
15. GENERAL
15.1 Every Member of the Club shall be entitled, on request, to receive a copy of this Constitution.
15.2 No Member, other than the Chairman or Vice-Chairman may speak on behalf of the Club unless given permission by the Chairman or Executive Committee.
Standing Orders
CHAIRMAN
The position has overall responsibility for the Club, ensuring all Officers do their job and delegating duties if jobs are not done.
In a situation where the Constitution is unclear the Chairman has the power to interpret the intention of regulations and in all cases must look towards the best for the Club, ensuring that everything is fair.
He has the power to make minor day-to-day decisions that he deems not necessary to go to the Executive Committee.
He represents the Club at external meetings (or names an alternative).
He Chairs all General Meetings and Executive Meeting unless he is proposing a motion, when the Chair is passed to the Vice-Chairman (or another Senior Executive Officer).
On a daily basis his priority will be on the playing side of the Club.
He decides on who should be named “Club Man of the Year” and organises the annual awards.
Any other duties decided by the Executive Committee.
VICE-CHAIRMAN
This position is understudy for the Chairman.
He represents the Social Secretary and Development Officer at Executive Meetings and keeps in contact regularly.
He is responsible for all communications, producing minutes and meeting preparation.
On a daily basis his priority will be on the non-playing side of the Club.
Working closely with the Treasurer and the Development Officer to produce an up-to-date record of all Members’ details.
Any other duties decided by the Executive Committee.
FIXTURE SECRETARY
Responsible for dealing with the Leagues concerning fixtures and passing on relevant information to the Captains.
Representing the Youth Officer at Executive Meetings and keeps in contact regularly.
Responsible for organising a fixture list during the closed season and arranging additional games during the summer.
Contacting and working with the Cricket Conference.
Responsible for contacting oppositions a week in advance of a game and passing all relevant details to the Captains.
Booking of pitches and informing the Treasurer.
Any other duties decided by the Executive Committee.
TREASURER
Responsible for paying for pitches.
Compiling the weekly match fees collected from each team.
Compiling the weekly nets fees collected on the night.
Collecting all Membership fees and keeping an up-to-date record of paid Members.
Chasing any Members who have not paid their membership fee and report offenders to the Chairman.
Purchasing and distribution or all Club kit and equipment.
Any other duties decided by the Executive Committee.
TEAM CAPTAINS
Managing their side on the field of play.
Informing their team of match arrangements.
Working with each other to organise the distribution of players amongst the teams.
Keeping in contact with Members to ensure as many Members as possible get to play.
Producing match reports and submitting results.
Ensuring the Teams play in the correct manner and do not damage the name of the Club.
Responsible for deciding on their team’s “Player of the Year” award.
Any other duties decided by the Executive Committee.
YOUTH OFFICER
Arranging training and nets for the younger Members of the Club.
Organising matches at the appropriate level.
Grooming the younger Members for the Teams.
Liaise with the Captains and the Selection Committee in regard to selection of younger players.
In conjunction with the Captains awarding the “Young Player of the Year” award.
Any other duties decided by the Executive Committee.
SOCIAL SECRETARY
Representing the Club in the organisation of the Annual Quiz Supper.
Arranging at least two additional social events during the year.
Working with the Chairman and Vice-Chairman in the organisation of the AGM.
Any other duties decided by the Executive Committee.
DEVELOPMENT OFFICER
Responsible for recruitment of new players.
Responsible for the upkeep of the Club website.
Looking into to new ways to improve and develop the Club.
Responsible for promotion and publicity, other than match reports.
To work with the Social Secretary to fundraise and bring in alternative sources of income.
To look for sponsorship and obtain advertising.
Any other duties decided by the Executive Committee.
GENERAL MEETING (and AGM) FORMAT
Introduction
Apologies
Minutes of the previous meeting - Matters of Accuracy, Matters Arising
Reports
Constitutional Amendments (only at AGM)
Motions
Elections
Any Other Business
The Chairman can change the order to facilitate a smoother meeting