Butt Field Sports Club

 

BUTT FIELD SPORTS CLUB

 

CONSTITUTION

Version Control

 

AGM	Change Description	Proposer
2007/08	Version Control table added	Pete Kennedy
2007/08	7 day rule for clubs to advise the secretary of nominated Committee members	Pete Kennedy
2007/08	Stronger confirmation of the 7 day rule for Officer nominations	Pete Kennedy
2007/08	Ability of club members to attend any club meeting	Pete Kennedy
2007/08	Voting rights to only be available to committee members	Pete Kennedy
2009/05	Changes to clarify Officer positions, ensure consistency between items, change to Const only at AGM, add logo and improve numbering	Pete Kennedy
2010/05	Addition of Vice Chairman role	Chris Branson
2010/05	Statement of quorum	Chris Branson
2010/05	All members carry voting rights at the AGM	Chris Branson
2010/05	Removal of voting rights from Officers	Chris Branson
2010/05	Paid or contracted persons cannot be voting Committee members	Chris Branson
2010/05	Clarification of Club Objectives	Chris Branson
2010/05	Provision of Confidential Business	Chris Branson
2010/05	Proportion of funding clauses	Chris Branson
2010/05	Increase of notice required for change of Rules	Chris Branson
2010/05	Clearer definition of sub-committees	Chris Branson
2010/05	Definition of Member Clubs added	Chris Branson
2010/05	Officer nominations require a Proposer and Seconder	Chris Branson
2010/05	Chair or Vice-Chair must be present for vote to be valid	Chris Branson
2010/05	Increase of notice for member clubs from 7 to 10 days	Chris Branson
2010/05	Creation of a Vote of No Confidence motion	Chris Branson
2010/05	Nominated Officers must have served at least 12 months on the BFSC Committee	BTFC

 

BUTT FIELD SPORTS CLUB

 

CONSTITUTION

 

 

1.     The name of the Club is Butt Field Sports Club.

 

2.     The objects of the Club are:

 

To best serve the Member Clubs in the provision, development and maintenance of the facilities at Butt Field.

 

3.     The Financial and Administrative year for the Club shall run from 1^st June to 31^st May.

 

4.     The Member Clubs are identified as follows:-

a.     Bingham Town Youth Football Club

b.     Bingham Town Football Club

c.     Bingham Cricket Club

 

5.     Membership of the Club will be open automatically to every member of the Member Clubs as identified in section (4).

 

6.     The Club shall be managed by a Committee made up as follows:

 

a.     4 members each from the Member Clubs identified in section (4)

 

2. Each Member Club shall be responsible for identifying the constituent members of the Committee.  The secretary shall be made aware of the 4 identified constituent members from each club not less than 7 days prior to the Annual General Meeting.  Their term of office shall run annually from the Annual General Meeting.

 

3. Any Committee Member vacancy will be filled by the Club from which the vacancy arose.  The secretary shall be made aware of the replacement Committee Member 7 days prior to a Monthly Meeting.  Following this meeting, the structure and numbers of Committee Members shall return to that identified in items 6a.

 

4. Any persons engaged by Butt Field Sports Club or a Member Club in a regular paid capacity can only hold non-voting committee positions. Such non-voting committee positions are in addition to the 4 members from each club as per (6)(a). Nominations for non-voting committee positions must be sent to the Club Secretary at least 7 days prior to a Monthly Meeting or Special General Meeting convened for the purpose. Nominations will be considered by the Committee and approved by majority vote

 

7. There shall be 4 Officer positions within the Club which shall have special responsibilities in the running of the Club.  Each Officer position shall be filled by a nominated person who is a member of the clubs identified in section (4).

 

1. Chairman.

                                 i.         Publish to the Committee the Agenda any meeting of the Club 3 days before such meeting.

                                ii.         Chair each meeting of the Club.

                              iii.         Deliver the casting vote in any vote held by the Committee that does not reach a majority verdict.

                              iv.         Prepare and deliver the Chairman’s Report at the Annual General Meeting.

 

2. Vice Chairman.

                                 i.     To assist the Chairman in their duties as the Chairman sees fit.

                                ii.         Chair each meeting of the Club in the absence of the Chairman.

                               iii.         Deliver the casting vote in any vote held by the Committee that does not reach a majority verdict in the absence of the Chairman

 

3. Secretary.

                                 i.         Publish the details of any proposed amendment to The Rules to the Committee 10 days prior to the meeting during which it shall be voted upon.

                                ii.                  Take the Minutes at any meeting of the Club.

                              iii.         Publish the Minutes of any Club meeting to the Committee within 14 days of the meeting.

 

4. Treasurer.

                                 i.         Keep up to date Financial Statements, meaning the transactions, profit and loss account and balance sheet, of the Club that can be called on by any of the officers of the Club with 3 days notice.

                                ii.         Publish the Financial Statements of the Club to the Committee at each Monthly meeting of the Club.

                              iii.         Publish the Annual Financial Statements of the Club at the Annual General Meeting.

                              iv.         Present a draft Budget for the current Financial year at the first Monthly Meeting following the Annual General Meeting which, if approved, shall be adopted at the Monthly Meeting thereafter.

 

5. The Officer positions are to be elected annually by majority vote at the Annual General Meeting.  Nominations for the Officer positions shall be made in writing to the Secretary not less than 7 days prior to the Annual General Meeting each nomination must be proposed and seconded by members of a Member Club as indentified in section (4).

 

6. Applications for the Officer roles will only be considered from candidates who have served at least 12 months on the BFSC Committee, except where a unanimous vote is carried.

 

7. The Committee shall have the power to fill any vacancy which occurs, based on a majority vote, until the next AGM following such vacancy.  The retiring Officer shall be eligible for re-election.

 

8. The Officer positions do not carry voting rights at any meeting other than those stated above.

 

8.     The Committee shall have the power to make The Rules regulating conduct and affairs of the Members provided the same are not inconsistent with these rules.  Such rules shall be posted in a conspicuous part of the Club premises and shall be binding on all Members.

 

Amongst other matters The Rules may include provision for:

 

-            The conduct of members and guests when using the Club’s facilitates

-            Management of facility usage conflicts as appropriate

 

Any proposed amendment to The Rules needs to be made to the Secretary in writing not less than 10 days prior to the meeting on which the amendment shall be voted upon.

 

9.     The Committee shall have the power to appoint any sub-committee as they deem desirable with the following conditions:-

 

a.     Any sub-committee must have one of the four Club Officers appointed in either member or chair capacity.

 

b.     No sub-committee can authorize expenditure above £50 without the Treasurers agreement, or above £200 without the Committee’s majority agreement. Sub Committee authorised expenditure in a single month cannot exceed £100 without the Committee’s majority agreement.

 

c.     Sub-committees shall publish minutes of their discussions to the Committee no later than 14 days following any meeting.

 

d.     Nominations for positions on a sub-committee must be sent to the Club Secretary at least 7 days prior to a Monthly Meeting or Special General Meeting convened for the purpose. Nominations will be considered by the Committee and approved by majority vote.

 

e.     Positions on a sub-committee are valid only until the next AGM

 

10.  The Committee shall have the power to alter The Rules, but no such alterations shall take effect until the same has been confirmed by a majority of those present at the Annual General Meeting, Monthly Meeting or a Special General Meeting convened for the purpose.

 

11. The Committee shall have power to elect members of other clubs to use and enjoy the premises and facilities of the Club as visitors for a period to be decided by the Committee.  Such visitors shall not be entitled to vote at any meetings of the Members.

 

12. The Committee shall have the power to terminate the membership of any member who shall offend against The Rules of the Club or whose conduct shall in the opinion of the Committee render him/her unfit for membership of the Club.  If any member shall offend against The Rules of the Club or whose conduct shall in the opinion of the Committee render him/her unfit for membership of the Club the Secretary shall give him/her 10 days written notice to attend either a Monthly or Special General Meeting and shall inform him/her of the complaints made against him/her.  No member shall have their membership terminated without having first been given the opportunity of appeal before the Committee and answer complaints made against him/her.  Following this opportunity, the Committee will have the power to terminate the member’s membership, based on a majority verdict.

 

a.     No member whose membership has been terminated under this rule or who owes money to the Club shall be introduced by any other member as a visitor to any part of the Club premises.

 

13.  The Committee shall have the power to remove any persons from the Committee, any Sub-Committees or Officer positions via a Motion of No Confidence as follows:-

 

a.     The Motion should be submitted to the Club Secretary not less than 10 days prior to a Monthly Meeting or Special General Meeting convened for the purpose.

 

b.     The Motion must be signed by at least 4 Committee Members

 

c.     The persons concerned shall have the right to present a written statement.

 

d.     The Motion shall be carried by a majority vote with the Chairman or Vice-Chairman (in the Chairman’s absence or where the motion concerns the Chairman) carrying the casting vote.

 

e.     There shall be no appeals process.

 

14.  An Annual General Meeting of the Club shall be held every year in the month of June, attended by the newly identified Committee Members and Club Members, to transact the following business:

 

a.     To receive and, if approved, adopt the Annual Financial Statements of the Club to the end of the preceding year.

 

b.     To receive the Chairman’s Report.

 

c.     To appoint the Officers of the Committee.

 

d.     To identify and welcome the new Committee Members

 

e.     To consider Constitutional changes including the addition of new Member Clubs.

 

f.      To approve the proportion of funds each Member Club will need to provide during the Financial Year so that the Club may meet its financial obligations. The same proportion will be used should a shortfall occur or the proportion of funds that will be distributed should the club decide to declare a distributable profit.

 

g.     Notice convening this Annual General Meeting shall be given to the secretary of each constituent club and to the Bingham Town Clerk in writing by the Secretary not less than 14 days before the Meeting and shall specify the matters to be dealt with, and such notice so given shall be deemed to be good notice to each member.

 

h.     Only persons who are a member of the clubs identified in section (4), and are present, shall have the right to vote on any business that requires a formal vote.  Decisions shall be made on a majority basis with the Chairman having the casting vote in the event of a tie.

 

15.  A Monthly Meeting of the Club shall be held in every calendar month, attended by the Committee Members and Club Members, to transact the following business:

 

a.     To receive year to date Annual Financial Statements of the Club to the end of the preceding month.

 

b.     To receive and, if approved, adopt any amendments to the Annual Budget of the Club's accounts for the current year.

 

c.     To receive and, if approved, adopt any amendments to the proportion of funds each Member Club will need to provide during the Financial Year so that the Club may meet its financial obligations.

 

d.     To consider and, if approved, sanction any duly made alterations of The Rules

 

e.     To appoint the Officers and other members of the Committee as required.

 

f.      To deal with any special matter which the members desire to bring before the Committee.

 

g.     Notice convening the Monthly Meeting shall be given to the Committee in writing by the Chairman not less than 3 days before the Meeting and shall specify the matters to be dealt with, and such notice so given shall be deemed to be good notice to each member.

 

h.     Only Committee members, who are present, shall have the right to vote on any business that requires a formal vote.  Decisions shall be made on a majority basis with the Chairman having the casting vote in the event of a tie.

 

i.      A quorum is 8 voting committee members present.

 

j.      The Chairman or Vice Chairman must be present for any voting decisions to be valid.

 

k.     At the Chairman’s (or Vice Chair if Chairman is absent) discretion a Confidential Business session can be called for where non-committee members and/or interested parties may be asked to leave. The full minutes of discussions held within a Confidential Business session are to be published by the Club Secretary in the event of a vote being carried.

 

16.  A Special General Meeting may be convened at any time by the Committee and shall be convened within 14 days from the receipt by the Secretary of a requisition in writing signed by not less than 6 members specifying the object of the meeting for any of the following purposes:

 

a.     To consider and, if approved, sanction any duly made alteration of The Rules

 

b.     To deal with any special matter which the members may desire to place before the Committee including the termination of membership of a member.

 

c.     To receive the resignation of the Committee or to remove any member or members thereof from office and to fill any vacancy or vacancies caused thereby.

 

d.     To deal with any special matters which the requiring members at the meeting may desire to place before the Club.

 

e.     The Special General Meeting may be attended by the Committee Members and any Club Member.

 

f.      Notice convening the Special General Meeting shall be given to the Committee in writing by the Secretary not less than 10 days before the Meeting and shall specify the matters to be dealt with, and such notice so given shall be deemed to be good notice to each member.

 

g.     Only Committee members, who are present, shall have the right to vote on any business that requires a formal vote.  Decisions shall be made on a majority basis with the Chairman having the casting vote in the event of a tie.

 

h.     A quorum is 8 voting committee members present

 

i.      The Chairman or Vice Chairman must be present for any voting decisions to be valid.

 

10. At the Chairman’s (or Vice Chair if Chairman is absent) discretion a Confidential Business session can be called for where non-committee members and/or interested parties may be asked to leave. The full minutes of discussions held within a Confidential Business session are to be published by the Club Secretary in the event of a vote being carried.

 

17.  If any of the constituent clubs are discontinued the remaining clubs shall continue the management of the Club but should any such discontinued clubs later be reconstituted subject to the approval of the majority of the remaining Committee members, such discontinued clubs shall retain their rights to the use of the Club facilities.

 

18.  If, upon the dissolution of the Club there remains, after the satisfaction of all its debts and liabilities, any money or property whatsoever the same shall not be distributed but shall be given or transferred to some other institution having objects similar to those of the Butt Field Sports Club.  If such institution does not exist, then the money or property will be transferred to Bingham Town Council along with the management responsibilities of the Club.

 

19.  Due notification or other events and notices requiring written notice in this Constitution shall mean in writing or via electronic mail.

 

 

 

Signed by: 

 

Chris Branson               
(Chairman of Butt Field Sports Club)

 

 

Ken Deighton             
(Chairman of Bingham Town Football Club)

 

 

Steve Bateman               
(Chairman of Bingham Cricket Club)

 

 

Peter Griffiths               
(Chairman of Bingham Town Youth Football Club)

 

 

Dated