CIO Rules

11 October 2017

Rules of Swardeston Cricket Club (“the Club”) made by resolution of the charity trustees passed at a meeting held on the 11 October 2017.

Having incorporated as a CIO, with registered charity number 1173532, the formal operation of the Club is entrusted to the charity trustees, who are also the only official members of the Club. Details of the trustees can be found via the link below:

http://apps.charitycommission.gov.uk/Showcharity/RegisterOfCharities/CharityFramework.aspx?RegisteredCharityNumber=1173532&SubsidiaryNumber=0

The Constitution of the Club has been registered with the Charity Commission and is available on the Club website.

Paragraph 26 of the Constitution permits the Trustees to make rules for the proper conduct and management of the Club and the initial rules are set out below.

The Trustees may alter the rules at any time.

The rules are as follows:

1. ECB Safe Hands Policy

The Club has adopted and will, in all circumstances, conduct its business in accordance with the ECB “Safe Hands” policy. Furthermore, all members, volunteer helpers and parents of junior members will ensure their personal conduct is in accordance with the “Safe Hands” policy, copies of which will be displayed on the Club notice board and website. Any member who has failed to behave in accordance with “Safe Hands” policy will be subject to disciplinary action in accordance with the Club’s disciplinary procedure.

2. Discipline

The Club is committed to maintaining high standards of behaviour both on and off the field. 

All members are expected to treat their team mates, training partners, coaches, opposition, spectators, umpires and other officials with respect and fairness at all times. 

The club is committed to the investigation of any claims brought to its attention of discrimination, harassment, bullying, abuse or victimisation and will impose any sanction it considers appropriate and proportionate. 

In the event that any party feels that they or their child has suffered any discrimination, harassment, bullying, abuse or victimisation at the hands of a club member, they should contact the Welfare, Clubmark and Discipline sub Committee in writing. Any such report should include details of the occurrence including the time and the place, any witness details and copies of any witness statements. 

The Welfare, Clubmark and Discipline sub Committee shall hold a hearing within 14 days of receiving the complaint having written to all affected parties (including witnesses) to request their attendance. Any member requested to attend shall be entitled to be accompanied by a friend and any relevant witnesses. 

The Committee has the power to take appropriate disciplinary action and the outcome of the hearing shall be put in in writing to the affected parties within 7 days of the hearing.  Possible sanctions include:

  • A verbal warning
  • A written warning
  • A playing suspension 
  • A playing and membership suspension

In the event the member wishes to appeal they should appeal in writing to the Trustees, addressing their appeal to the Chairman.  The Chairman shall appoint an Appeals Committee of 3 Trustees to consider the appeal and shall outline at the time the process for the appeal to the affected parties.

3. Categories of membership

There shall be the following categories of associate, non-voting membership:

  • 1st team squad full playing membership

For all players who play more than 3 EAPL matches 

  • Full adult playing membership

For all players who play 3 weekend men’s league matches or more

  • Women’s playing membership

For all women who play 3 or more women’s matches 

Note – Any who also play 3 or more men’s league matches shall be treated as Full adult playing members 

  • Youth playing membership 

For all players in full time or further education who play more than 3 weekend men’s league matches or more

  • Junior playing membership

For all players who attend Tuesday night junior training and, in some case, represent the club in junior age group matches. 

Note – Any who also play more than 3 weekend men’s league matches shall be treated as Youth playing members 

  • Social membership

For all adult or women players who play less than 3 matches of any type.  For Trustees and sub Committee members who do not play any matches. 

The Membership and honorary role sub Committee (see below) shall be responsible for maintaining accurate records of club members.  

Any changes to the membership categories shall be decided by the Membership and honorary role sub Committee. 

The annual cost of each membership category shall be recommended by the Membership and honorary role sub Committee to the Trustees by the prior December at the latest. Subscriptions should be paid by the end of May each year. 

The annual cost of match fees shall be recommended by the Membership and honorary role sub Committee to the Trustees by the prior December at the latest. 

4. Roles and responsibilities of the Trustees & the future running of ‘Committee’ (or Trustee) meetings

Mark Taylor will be the Chairman of the Trustees. He will carry the casting vote.

Tony Bailey will be the Treasurer.

Lee Beadman will be the Secretary.

Any proposed changes to these roles will be subject to a vote by the Trustees.

5. Sub Committees.

The Trustees will be able to delegate authority to sub Committees.  

The Trustees shall be able to appoint new sub Committees or close down existing sub Committees if they are no longer required.  

The Trustees shall be able to appoint new members to the sub Committees.

Any sub Committee must contain at least one Trustee.   

The initial sub Committees and their initial members shall be:

Youth sub Committee 

Responsible for 

  • setting out and implementing a strategy for the successful development of junior and girls’ cricket
  • entering junior competitions 
  • organising junior match fixtures 
  • appointing a Head of junior cricket on an annual basis
  • appraising the performance of the Head Youth Co-ordinator on an ad hoc basis
  • appointing a lead coach for each boy’s and girl’s year group.

Mark Taylor

Tony Bailey

Kevin Denmark

Katie Treutler

Head Youth Co-ordinator 

Ian Tufts 

Women’s sub Committee

Responsible for 

  • setting out and implementing a strategy for the successful development of women’s cricket
  • entering women’s competitions 
  • organising women’s match fixtures

Katie Treutler

Steven Gray

Mark Taylor 

Membership and Honorary Role sub Committee 

Responsible for:

  • maintenance of the club members register
  • agreeing any changes to the membership categories 
  • setting the annual subscription rates for each membership category 
  • agreeing any changes to the honorary roles

Lee Beadman

Peter Thomas

Katie Treutler

Tony Bailey

Fixture and Selection sub Committee 

Responsible for:

  • entering senior competitions 
  • annual appointment of captains
  • team selection

Peter Thomas

Joe Gatting 

Matt Hogg

Ben Hogg

Mark Thomas 

The choice  of captains for each season should be recommended by the Fixture and Selection sub Committee to the Trustees by the end of the December prior at the latest.  

Facilities Planning and Management sub Committee

Responsible for:

  • procuring and maintaining suitable playing, practice, changing and social facilities 
  • identifying and proposing any major capex or maintenance outlays to the Trustees
  • generating grant applications where applicable
  • maintaining sustainable relationships with Swardeston Village Hall and CEYMS
  • managing the Groundsman and his team

Mark Taylor

Lee Beadman

Kevin Cooper

Peter Thomas

Tony Bailey

Sponsorship and Communication sub Committee

Responsible for sponsorship and all internal and external communications including social media and the website: 

Stuart Bartram

Lionel Levinson

Ben Hogg

Welfare, Clubmark and Discipline sub Committee

Responsible for

  • for all welfare issues and maintenance of the club’s Clubmark status
  • for all disciplinary matters including any disciplinary hearings

Lee Beadman

Norman Bygrave 

Mark Thomas

Social Events sub Committee

Responsible for organising social events, with the purpose of strengthening intra club relationships and raising funds for the club. 

George Walker

David Thomas

Sarah Brennand 

Peter Lambert

Note:

In all cases, sub Committee members should meet outside of Trustee (Committee) meetings and come prepared with reports and recommendations to the Trustee (Committee) meetings themselves

6. Honorary roles

The honorary roles of President and Vice President shall continue. 

The current incumbents shall continue in their roles.

Any changes shall be recommended to the Trustees by the Membership and Honorary Roles sub Committee on an ad hoc basis. 

7. Meetings

Trustee (Committee) meetings, as we know them, shall continue to take place.  Sub Committee members shall be entitled to attend in that capacity. The only major difference shall be that the non Trustee sub Committee members will not have a formal vote on decisions, although their opinions will be taken into account by the Trustees.

8. Financial reporting

The Cricket Club shall prepare financial statements for the period to the end of October each year, subject to review by external auditors. These shall be presented to, and approved by, the Trustees before uploading onto the Charity Commission website. 

9. AGM

There shall be no AGM held each year. 

The process for appointing Trustees is stated in the CIO’s objects.

The process for appointing sub committees and sub committee members is stated in these rules.

The process for approving the annual financial statements is stated in these rules.