Constitution Clauses 9-20
9. The Management Committee
9.1 The Club shall be managed by a Management Committee consisting of:
- the Chairman;
- the Honorary Secretary;
- the Honorary Treasurer;
- the Membership Secretary;
- the Social Secretary;
- the Junior Secretary;
- the Chair of the Grounds Committee;
- the Chair of the Tennis Committee;
- the Welfare Officer
- the President.
supplemented by other additional members at the invitation of the Management Committee from time to time, in accordance with rule 9.6.
In addition, the Head Coach(es) shall be invited to attend the Management Committee in an ex-officio, non-voting, capacity for the period they remain contracted to the Club.
9.2 The Secretary shall send to the Members each year a nomination form for the election of members of the Management Committee. The form will specify which members are willing to stand for re-election. Those persons proposed to be nominated as members of the Management Committee must be nominated by any two Full Members on the form prescribed by the Management Committee and must be submitted to the Secretary by such date as the Management Committee shall prescribe each year. No Member may nominate more than one candidate for any one vacancy. In the event that no nominations are received, nominations may be made at the AGM.
9.3 Any person nominated as a member of the Management Committee must be a member of the Club and should be aged 18 or over: Honorary Members and Temporary Members are excluded from nomination.
9.4 If there is only one candidate nominated to fill any particular vacancy, that candidate shall be declared elected unopposed for that particular vacancy at the next Annual General Meeting. If there is more than one candidate for any particular vacancy there shall be an election at the Annual General Meeting for that position. In the event of a tie, the candidate to be elected shall (unless the candidates otherwise agree) be determined by lot.
9.5 The Management Committee shall be elected at the Annual General Meeting in each year, and subject to termination of office by resignation, removal or otherwise, the members remain in office until they or their successors are re-elected or elected (as the case may be) at the Annual General Meeting following their re-election or election (as the case may be).
9.6 In addition to the members elected or appointed in accordance with Rule 9.1, the Management Committee may co-opt further Members from time to time who shall serve until the next Annual General Meeting. Co-opted members shall be entitled to vote at the meetings of the Management Committee though are not included in calculations for the quorum.
9.7 The Management Committee may appoint any Full member to fill any casual vacancy on the Management Committee until the next Annual General Meeting when that person shall retire but shall be eligible for re-election.
9.8 A member of the Management Committee shall be deemed to have vacated office if:
- they resign their office by notice to the Club; or
- they shall without sufficient reason for more than three consecutive meetings of the Management Committee have been absent without permission of the Management Committee and the Management Committee resolves that their office be vacated; or
- they are requested to resign by not less than two-thirds of all the other Management Committee members acting together.
10. Proceedings of the Management Committee
10.1 Management Committee meetings shall be held as often as the Management Committee thinks fit provided that there shall not be less than three meetings each year. The quorum for such meetings shall be four, formed from the officers listed in clause 9.1 (a) to (j) inclusive. The Chair and the Honorary Secretary shall have discretion to call emergency meetings of the Management Committee if they consider it to be in the interests of the Club. The Honorary Secretary shall give all members of the Management Committee not less than 24 hours notice of a meeting.
10.2 The Chair shall be the chair of the Management Committee. Unless they are unwilling to do so, the Chair shall preside at every meeting of the Management Committee at which they are present. But if there is no person holding that office, or if the Chair is unwilling to preside or is not present within five minutes after the time appointed for the meeting, the Treasurer shall preside. If there is no Treasurer or if they are unwilling to preside, of if they are not present within five minutes after the time appointed for the meeting, the members of the Management Committee present may appoint one of their number to be chair of the meeting.
10.3 Decisions of the Management Committee shall be made by a simple majority and in the event of an equality of votes the Chairman (or the acting Chairman of that meeting) shall have a casting or additional vote.
10.4 The Management Committee may from time to time appoint such sub-committees as it considers necessary and may delegate to them such of the powers and duties of the Management Committee as the Management Committee may determine. All sub-committees shall periodically report their proceedings to the Management Committee and shall conduct their business in accordance with the directions of the Management Committee.
- The Management Committee shall, either as a whole or by delegation to one or more Committee members, have the power to commit the Club to any act or thing of any lawful nature and without prejudice to the generality of this statement shall have the power to employ and dismiss staff, retain and determine the retainer of any provider of services of any kind, to buy or enter into leases, licences or mortgages of any land, to buy, rent, lease or acquire by way of hire purchase any equipment, machine or other goods for use in or on the Club’s premises, to open and maintain banking accounts, whether current accounts, deposit accounts or accounts where there is borrowing by way of loan or overdraft, and to borrow or obtain by way of grant any sum of money where the proceeds are used for the benefit of the Club and its activities.
- Save in the cases of wilful or reckless negligence or fraud, the committee and/or those delegated by it to enter into any contractual obligation with any third party shall be entitled to a complete and full indemnity against any such liability and against any additional costs or expenses arising from any such liability out of the assets of the Club.
11. Annual General Meeting
11.1 The Annual General Meeting of the Club shall be held in either January or February each year to transact the following business:
(a) to receive the Chairman's report of the activities of the Club since the last AGM;
(b) to receive and approve the accounts of the Club for the last financial year ended previous 31 December, and the Honorary Treasurer's report as to the current financial position of the Club;
(c) to approve subscription fee levels for the forthcoming year starting 1 April;
- to remove and elect the auditor/examiner or confirm that they remain in office;
- to elect the Officers and other members of the Management Committee;
- to elect the President;
(g) to decide on any resolution which may be duly submitted in accordance with Rule 11.2 below;
(h) to deal with any special matters which the Management Committee desires to bring before the membership.
11.2 Notice of any resolution proposed to be moved at the Annual General Meeting shall be given in writing to the Honorary Secretary not less than 21 days before the meeting.
11.3 No period greater than fourteen months shall elapse between one Annual General Meeting and the next.
12. Extraordinary General Meetings
An Extraordinary General Meeting may be called at any time by the Management Committee or by a requisition in writing signed by not less than 25 Full Members stating the purposes for which the meeting is required and the resolutions proposed. The Meeting shall be called by the Honorary Secretary within 21 days of receipt of such a requisition. At such a meeting no business other than that specified in the requisition shall be considered.
13 Procedures at the Annual and Extraordinary General Meetings
13.1 The Secretary shall send to each Member at their last known address, or by request to their last known email address, written notice of the date of the General Meeting together with the resolutions to be proposed at least 14 days before the meeting.
13.2 The quorum for both the Annual and Extraordinary General Meetings shall be 25.
13.3 The President shall preside at all meetings of the Club but if they are not present within 10 minutes after the time appointed for the meeting or have signified their inability to be present at the meeting, the Members present and entitled to vote may choose one of the other members of the Management Committee present to preside and if no other member of the Management Committee is present or willing to preside the Members present and entitled to vote may choose one of their number to be chairman of the meeting.
13.4 All members aged 18 or over (with the exception of Honorary Members, Temporary Members and Social Members (unless they serve on the Management Committee of the Club)) shall have one vote and resolutions shall be passed by a simple majority of those Members present and voting. In the event of an equality of votes the Chair of the meeting shall have a casting or additional vote.
13.5 The Honorary Secretary, or in their absence a member of the Management Committee, shall take minutes at Annual and Extraordinary General Meetings. A draft and unapproved version of the minutes shall be circulated to all Club members within one month of the meeting.
13.7 There shall be no right for a Member to vote by proxy. No person may represent more than one Member.
14.1 Any Member may introduce guests to the Club, provided that no one whose application for membership has been declined or who has been expelled from the Club may be introduced as a guest.
14.2 The Member introducing a playing guest must enter the name and address of the guest, together with their own name, in a book which must be kept on the Club's premises. The Member is also responsible for paying the appropriate guest fee to the Club.
14.3 No one may be admitted as a guest on more than five occasions in any calendar year.
15. Permitted hours
The permitted hours for play under floodlights are restricted to those specified under the Club’s planning consent.
16. Alteration of the rules
This Constitution may be altered by resolution at an annual or extraordinary general meeting provided that the resolution shall not be passed unless carried by a majority of at least two-thirds of the Members present and voting at the general meeting, the notice of which contains particulars of the proposed alteration or addition.
17. Regulations and Standing Orders
The Management Committee shall have power to make, repeal and amend such regulations and standing orders as it may from time to time consider necessary for the well-being of the Club. Such regulations and standing orders and any repeals or amendments to them shall have effect until set aside by the Management Committee or a General Meeting of the Club.
18.1 All moneys payable to the Club shall be received by the person authorised by the Management Committee to receive such moneys and shall be deposited in a bank account in the name of the Club. No sum shall be drawn from that account except by cheque or standing order or direct debit signed by two members who shall be the Honorary Treasurer, the Honorary Secretary or other member of the Management Committee as nominated by the Management Committee from time to time. Any moneys not required for immediate use may be invested as the Management Committee in its discretion thinks fit.
18.2 Subject to Rule 20.3, the income and property of the Club shall be applied only in furtherance of the objects of the Club and no part thereof shall be paid by way of bonus, dividend or profit to any Member.
18.3 The Management Committee shall have power to authorise the payment of remuneration and expenses to any officer, member of the Management Committee, Member or employee of the Club and to any other person or persons for services rendered to the Club.
- The financial transactions of the Club shall be recorded by the Honorary Treasurer in such manner as the Management Committee thinks fit.
18.5 Full accounts of the financial affairs of the Club shall be prepared each year. A report on these accounts shall be prepared by either an auditor or an independent person. The accounts must be made available to every Member when notice concerning the Annual General Meeting is given.
19.1 The Management Committee may borrow a maximum total amount of £10,000 on behalf of the Club for the purposes of the Club from time to time at its own discretion and with the sanction of a general meeting any further money above that sum.
19.2 When so borrowing the Management Committee shall have power to raise in any way any sum or sums of money and to raise and secure the repayment of any sum or sums of money in such manner and on such terms and conditions as it thinks fit, and in particular by mortgage of, or charge upon, or by the issue of debentures charged upon all or any part of the property of the Club.
- The Management Committee shall have no power to pledge the personal liability of any Member for repayment of any sums so borrowed.
19.4 Trustees shall be elected by the Management Committee of the Club. They shall, at the discretion of the Management Committee, make such dispositions of the Club's property or any part thereof, and enter into and execute such agreements and instruments in relation thereto, as the Management Committee may deem proper for giving security for such moneys and the interest payable thereon.
20.1 A resolution to dissolve the Club shall be proposed only at an extraordinary general meeting and shall be passed only if carried by a majority of at least three-quarters of the Members present and voting.
- The dissolution shall take effect from the date of the resolution and the members of the Management Committee shall be responsible for the winding-up of the assets and liabilities of the Club.
- Any property remaining after the discharge of the debts and liabilities of the Club shall be paid to or distributed to Cambridge City Council for use in community related sports initiatives, another community amateur sports club, or a charity.