Welcome to Hambrook Sports Club

1. ​The name of the Club shall be Hambrook Sports Club

2. The Object of the Club shall be;

   1. To promote the amateur sports of association football, cricket and other sporting activities in Hambrook, South Gloucestershire and community participation.

   2. To provide perpetual sports accommodation for the Hambrook Football and Cricket Clubs [these will be sections of Hambrook Sports Club] or any subsidiary body bearing the Club's name and governed by the Sports Club Committee.

   3. To encourage friendship, sportsmanship, mutual helpfulness and recreation amongst its members.

   4. Alterations or additions to the Constitution shall only be made at an Annual General Meeting [AGM] or at a specially convened meeting for that purpose to be known as an Extraordinary General Meeting [EGM].

   5. Such a meeting [EGM] will be called by the Sports Club Committee under their powers with a minimum of fourteen days notice being given to the Membership. The Secretary must receive proposals by the Membership for a change to the Constitution, in writing fourteen days before the AGM.

   6. Such proposals for alteration or addition must be approved by at least 75% of the members present at an EGM or AGM to take effect.

   7. If recommended by the Sports Club Committee the members may vote to wind up the club if, at a properly convened EGM or ACM, three quarters of those present and voting, support the proposal. The Sports Club Committee will then be responsible for the orderly winding up of the Club's affairs with powers to use professional assistance.

   8. After settling all liabilities of the Club, the Sports Club Committee shall dispose of the net assets remaining to one or more of the following:

      • To another Club with similar sports purposes which is a registered charity and/or to another Club with similar sports purposes which is a registered Community Amateur Sports Club [CASC] and /or to the Club's Committee for use by them for related community sports.

      • The Property and Funds of the Club cannot be used for the direct or indirect private benefit of members other than as reasonably allowed by The Constitution and any surplus income or profits are to be re-invested in the Club.

      • The club may provide sporting and related social facilities, sporting equipment, coaching courses, insurance cover, medical treatment, away match expenses, post-match refreshments and other benefits of CASC as provided for in the Finance Act 2002.

   9. The Club may also in conjunction with the sports purposes of the Club:

      • Sell and supply food, drink and related sports clothing and equipment.

      • Employ members [though not for playing] and remunerate them for providing goods and services, on fair terms set by the Sports Club Committee without the person being present.

      • Pay for reasonable hospitality for visiting teams and guests.

      • Indemnify the Sports Club Committee and members acting properly in the course of running the Club against any liability incurred in the proper running of the Club [but only to the extent of its assets]

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

      • The Club may have different classes of membership and subscriptions on a non-discriminatory and fair basis. The Club will keep subscriptions at levels that will not pose a significant obstacle to people participating.

   10. The Sports Club 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.

3. Where there is any conflict between The Constitution and any other Club Rule, The Constitution will take priority. Interpretation of all the Rules must be consistent with the statutory requirements for CASC's [Community Amateur Sports Clubs as provided for by The Finance Act 2002].

 

TRUSTEES

1. Four Trustees shall be appointed from members who have been in membership of Hambrook Sports Club for a minimum of ten years. There is no definitive term to this office.

2. All Trustees should be asked to sign and return a statement or letter setting out their duties and responsibilities, and the expectations of the organisation on Trustees as follows:

   • To uphold the values and objectives of the organisation.

   • Give adequate time and energy to the duties of a Trustee.

   • Act with integrity and avoid or declare personal conflict of interest.

   • Trustees must not act on their own behalf of the Board, or on the business of the organisation without proper authority of the Committee.

   • Trustees must not benefit from their position beyond what is allowed by the law and is in the interest of the organisation i.e. reasonable travelling expenses when discharging work as a Trustee on behalf of the organisation.

   • Upon the retirement of a trustee from the office, the remaining three trustees will be responsible for nominating a replacement to the Executive Committee, for approval at the next AGM.

   • The Trustees are empowered to attend any meeting of any section of the Sports Club but without the power to vote.

   • Every subcommittee of the Sports Club should have a Trustee as a member.

   • Trustees are automatically to be members of the Sports Club Committee where they would then have the power of a vote.

3. The Trustees should understand their personal liability if they do not discharge their role ethically to the members of Hambrook Sports Club. The property and assets of the Club shall be vested in the Trustees [for the time being] and in matters concerning disposition of property or assets, shall act in accordance with Rule 2 of The Constitution.

 

SPORTS CLUB COMMITTEE

1. The Sports Club Committee shall manage the Club. Sports Club Committee Members elected to this committee shall serve in an honorary capacity during their stay in office and are to be elected at an AGM / EGM as follows:

2. A President, a Chairman, and Vice-Chairman shall be elected to serve for period of three years as members of the Sports Club Committee. Such members are to be in membership for three years prior to election and will be ex-officio members of the committee.

3. A Secretary and Treasurer shall be elected to serve for a period a three years having been in membership for three years and are to be ex-officio members of the Committee. Honoraria of up to £500 per annum may be granted to the secretary, treasurer and holders of other relevant positions, as decided by the Sports Club Committee and will be reviewed every 6 months, as set out in the Club Rules.

4. Any officer bearer of the Sports Club Committee who does not regularly attend Sports Club Committee meetings shall forfeit any honoraria.

5. The appointment of all staff to the Hambrook Sports Club will be the responsibility of the Sports Club Committee. The day-to-day management of staff will be the responsibility of the Secretary as set out in the Staff Handbook and the Club Rules.

6. Three members from the Cricket and Football sections, having been nominated by their respective committees, and in membership for at least one full year and are to be elected with no definitive term.

7. Three members from the general membership having been in membership for at least one year shall be elected to serve a term of one year and to be known as Associate Members.

8. Before members can be eligible to serve on the Sports Club Committee the person must have attained the age of 18 years.

9. The Sports Club Committee shall have the power to coopt any member but without voting power.

10. The Sports Club Committee shall meet once every month unless the Club Rules set by the Sports Club Committee otherwise direct. There shall be a quorum of 5 on the Sports Club Committee.

11. The Sports Club Committee shall be responsible for maintaining The Constitution and Club Rules at all times and be responsible for the entire management and maintenance of the Pavilion and Club premises.

12. The Sports Club Committee will be responsible for allocating funds for Club activities. It shall purchase such articles and do all things as it may deem necessary for fulfilling the objects of the Club.

13. The Sports Club Committee shall allocate accommodation and ensure that sections utilising the Pavilion and grounds, contribute a fair and reasonable share of the running costs.

14. The Sports Club Committee must ensure that the Health and Safety rules are complied with. It will ensure that the Club premises and contents are adequately insured against fire, special perils, public liability and burglary at all times.

15. The Sports Club Committee shall have the power to formulate and pass new Club Rules or delete or amend existing Club Rules and deal with any matter affecting the working of the Club. Proposals must have a majority vote of the members present and voting at the Sports Club Committee meetings.

16. The Sports Club Committee shall propose the amount of Annual Subscription to be paid by the Members at the forthcoming AGM, to be approved and instigated from January 1 st the following year. Seniors are deemed to be either male or female members, having reached the age of sixty-five years.

17. The Sports Club Committee is to ensure that a current copy of the approved Constitution, Rules is displayed at all times on the Club notice Board.

18. The Sports Club Committee is to maintain at all times, a register of the name and addresses of all its members to be made available as required by the Sports Club Committee.

19. The Sports Club Committee is to manage 

    • The day to day business of the Sports Club

    • Ensuring that financial control is made on all the Club's activities

    • Preparing reports for the Sports Club Committee

    • Stock ordering and monitoring

    • Security of all the Club's assets

    • The appointment and development of staff

    • Maintenance of the building; and

    • Any other activity that needs their attention

 

MEMBERSHIP

1. Applications should be submitted on the form provided and returned to the Secretary.

2. Membership can be granted under the following categories: Senior, Family, Honorary, and Temporary.

3. The Sports Club Committee shall have the power to refuse membership or withdraw it and shall also have the authority to expel any member whose conduct they consider to be detrimental to the interests of the Club if after setting up a disciplinary sub-committee to review the matter. All parties shall have the opportunity to make their case.

4. The Annual subscription is payable on 1st January annually. No member who is in arrears can represent the club, and members whose subscriptions are twenty-eight days in arrears shall cease to be members

5. Members who have given all round outstanding services to the Sports Club for at least twenty years can be proposed by the Sports Club Committee for election at the AGM as Honorary or Life members. Life members may attend any club meeting but have no voting powers.

6. Members wishing to have items considered by Sports Club Committee shall submit their request in writing to the Secretary three days before a Sports Club Committee meeting. The Secretary shall communicate the reply to the member in addition to ensuring that the item is included in the Minutes.

 

FINANCE

1. The Treasurer is to maintain the accounts of the Club and prepare an annual balance sheet to be submitted to the Club's auditors who shall be proposed and elected annually at an AGM.

2. The Club financial year shall end on the last day of January in each year and an AGM shall be held within twenty eight days of receiving the accounts reported on by the accountants or auditors.

3. The Treasurer is to prepare an annual report upon the accounts reported on by the accountants or auditors for discussion at the AGM. The adoption of the Accounts is then to be proposed and accepted.

 

MEETINGS

1. The AGM is to be called by the Secretary within twenty eight days of receiving the Audited accounts giving the membership fourteen days notice of the meeting 

2. The notice is to include a copy of the Agenda Part One, which is to show every position, who holds the position, and who is up for reelection.

3. Members wishing to nominate candidates for any position up for election should inform the Sports Club Committee no later than three days before the meeting. 

4. Resolutions from the membership for discussion at the AGM are to be received by the Secretary in writing, fourteen days before the meeting

 

CLUB AND AMENITIES

1. Every full member shall be allowed to introduce visitors, but not more than two at any time. Each member and guest shall sign the Visitors Book upon entering the club and the member is to be responsible for the guest and shall not leave the club before the guest.

2. The premises and amenities of the club are available to visiting teams and accompanying supporters. They may be supplied with intoxicating liquor on the occasion of their visit. Other visiting parties can be granted use of the facilities of the Club, with their names being given to the Secretary at least three days before such a visit. The temporary membership shall last only for the duration of the function.

3. Intoxicating liquor shall be supplied on the Club premises to members and their guests during such hours as are fixed by the Sports Club Committee under the Rules of the Club and under the terms of the current Licensing Act.

4. Intoxicating liquor shall not be served or consumed on Club premises by any person under to age of eighteen years. A copy of the Constitution, Club Rules will be displayed at all times within the Club. 

 

DISCIPLINE AND APPEALS

1. All complaints regarding the behaviour of members should be lodged in writing with the Secretary of the Sports Club.

2. The Discipline Panel of the Sports Club Committee will meet to hear complaints within five days of a complaint being lodged. The Sports Club Committee has the power to take appropriate disciplinary action, including the termination of membership.

3. The Discipline Panel will consist of three members of the Sports Club Committee.

4. The outcome of the disciplinary hearing shall be put in writing to the person subject of the complaint and to the person who lodged the complaint within seven days following the hearing.

5. There shall be a right of appeal to the Sports Club Committee following disciplinary action being given. The Sports Club Committee shall consider the appeal within fourteen days of the Secretary receiving the appeal.

6. Any tariff imposed by the Discipline Panel should take into account the principles of fairness and natural justice.

7. The decision of the Sports Club Committee after the appeal will be final,

 

HAMBROOK SPORTS CLUB RULES

1. The Hambrook Sports Club Constitution is the governance of the club.

2. The Rules of the club are set by the Sports Club Committee. They can be added to, altered, amended or deleted by a simple majority at any legally constituted Sports Club Committee meeting of Hambrook Sports Club.

3. The Sports Club Committee will meet on dates set by the Club Secretary.

4. All issues concerning employees of Hambrook Sports Club shall be referred to the Secretary in the first instance

5. The Secretary will have day to day responsibility for all staff matters.

6. Staff will be supplied with a Staff Handbook on commencement of their employment.

7. The Staff Handbook will be reviewed and updated in accordance with employment legislation and good practice within the Sports Club by the Secretary and with the authority of the Sports Club Committee.

8. Members are able to book the function room or skittle alley for family gatherings but should do so by completing the application form, together with correct fee and submitting to the Secretary before the date of the function. Agreement for the function will be given by the Sports Club Committee.

9. Family membership is defined as Minimum 1 person, Maximum 1 person plus partner, plus children under the age of 18.

10. The taking of or trading in drugs or illegal substances is strictly prohibited in or in the grounds of the club. Anyone found doing so will be asked to leave immediately. Failure to do so will result in the Police being called.

11. No ball games other than a properly supervised game of skittles are to take place in the skittle alley. This is a Health and Safety requirement although table ball games are permitted.

12. Any individual whose behaviour within the club is deemed by the Sports Club Committee or authorised staff member to be disruptive or to cause significant distress to other members, will be required to leave the premises. Young person's will be allowed in the lounge under the constant supervision of an adult member but cannot be served or drink alcoholic drinks. The adult member is to ensure that the young person's behaviour is acceptable and not causing offence to other Club users.

13. The bar staff on duty, or any Sports Club Committee member is empowered to request the responsible adult to moderate the young persons behaviour.

14. Persons under the age of eighteen are not allowed by law to play any gaming machine on the premises except games of skill.

15. A copy of the current authorised Sports Club Committee Meeting Minutes shall be displayed on the Club's notice boards.

16. Any fundraising activity not in the name of Hambrook Sports Club is not permitted on club premises unless authorised by the Sports Club Committee.

17. Each new member on joining the Sports Club and all existing members of the Sports Club should familiarise themselves with the Club's Constitution, Rules and any other document[s] that the Sports Club Committee decide would be helpful to each member. Such documents will be displayed on the noticeboard.