CAMBRIDGE BASEBALL CLUB

CONSTITUTION

 

  1. Name

1.1 The Organisation shall be called Cambridge Baseball Club (hereinafter called “the Club”).

  1. Affiliation

2.1 The Club will be affiliated to the British Baseball Federation (BBF) and any other relevant governing body.

  1. Aims and Objectives

The aims and objectives of the Club will be:

3.1 To provide appropriate facilities for and promote participation in the sport of baseball across the local community while functioning as a not-for-profit organisation.

3.2 To offer coaching and competitive opportunities in the sport of baseball, in accordance with BBF, BSUK, or any other relevant governing body guidelines.

3.3 To provide a transparent and inclusive service that is fair to everyone, by ensuring that all members receive equal treatment and opportunities.

3.4 To manage the baseball playing field at Coldham’s Common in Cambridge, UK.

  1. Membership

4.1 The Club shall consist of the officers and members.

4.2 Membership of the Club shall be open to all persons irrespective of ethnicity, nationality, sexual orientation, religion or beliefs; or of age, sex or disability except as a necessary consequence of the requirements of baseball as a particular sport. The Executive Board may refuse membership or expel from membership only for good and sufficient cause, such as conduct likely to bring the Club or sport into disrepute. Appeal against such a decision may be made to the Club’s members, none of whom will have been involved in making the initial decision, and decided by a majority vote.

4.3 A person shall be deemed to be a member of the Club after he/she has remitted full or partial payment of his/her annual membership fee to the Club.

4.4 Once full membership has been recognised, the membership period will be the year ending on 31 December. Membership will be renewable on an annual basis.

4.5 In accepting membership a person agrees to abide by the constitution of the Club and the rulings of the Club’s Executive Committee.

  1. Membership Fees

5.1 Membership fees will be set annually by the Club’s Executive Committee. The decision will be based on league registration fees and Club’s needs.

5.2 Membership fees fall due each year at a time decided by the Executive Committee and are payable to the Club. The decision will be based on league registration deadlines.

  1. Executive Committee

6.1 The Executive Committee’s duty is to manage the Club operations and is responsible for adopting new policies, codes of conduct and rules that affect the organisation and day-to-day function of the Club. Guidelines will be issued for each position and no payment will be received by the Executive Committee.

6.2 A member may occupy only one Executive Committee position at a time, combinable with one or more non-executive functions for the duration of his/her membership.

6.3 The Executive Committee may appoint sub-committees as required to fulfil Club objectives.

6.4 Executive officers will be elected at the Club’s AGM to serve until the subsequent AGM, approximately one calendar year, and are eligible to seek re-election at said subsequent AGM.

6.5 In the event of an unexpected vacancy on the Executive Committee, a Club member may be appointed by the Executive Committee to fill said vacancy where it is deemed in the interest of the Club. If the vacancy was of temporary nature, the appointed officer will immediately concede his/her role to the returning officer.

6.6 The Executive Committee shall be responsible for considering any application for membership and shall decide if this application should be accepted. This decision will be made in accordance with the non-discriminatory policy specified in 4.2, and if necessary, after consultation with Club members.

6.7 The Executive Committee will consist of:

  • 1 Chairman – Operations lead, authorised to enter into contracts
  • 1 Secretary – Operations co-lead, authorised to enter into contracts
  • 1 Treasurer – Financial management, authorised to enter into contracts
  • Team Managers – Team logistics

6.8 The Executive Committee shall act for all the members in the day-to day running of the Cambridge Baseball Club. In furtherance of the Club’s aims and objectives, the Executive Committee shall have the power to:

  1. a) Purchase and sell goods, supplies and equipment to and from third parties and/or members.
  2. b) Receive funds through membership fees, grants, fundraisers and donations.
  3. c) Represent the interests of the Club with respect to other local, national and foreign bodies.
  4. d) Perform all such lawful activities as shall further the aims and objectives of the Club.

6.9 The quorum for the transaction of business at Executive Board meetings may be fixed by the members of the Executive Board and unless so fixed at any other number shall be 3 (three). Note that this quorum will differ for general meetings.

6.10 Every question at a meeting of the Executive Board shall be determined by a majority of the vote of the members present and every voting member having one vote. In the event of an equality of votes, the highest-ranking officer shall have a casting vote.

6.11 The interpretation of the Club constitution shall be vested in the Executive Committee, who shall decide all questions relating to the Club, save those specified in or involving an amendment to the constitution (see paragraph 14).

6.12 A Committee member shall be dismissed, with immediate effect, on a two-thirds majority vote at Extraordinary General Meeting, or by a majority vote of the Executive Committee.

  1. Other Club roles

7.1 A Head Coach will be elected at the Club’s AGM and is responsible for providing training sessions and player development throughout the year. The Head Coach will select at least one assistant coach for each team and liaise with managers for best-use-of-player recommendations.

7.2 A Communications team, consisting of 3 to 4 dedicated persons including a Social Secretary, will be selected and responsible for:

  1. a) Updating and improving the Club’s online presence (website, facebook, twitter, instagram).
  2. b) Marketing operations to raise baseball awareness in the local community.
  3. c) Organising local tournaments and regular taster sessions.
  4. d) Liaising with external associations such as the BBF, BSUK, local council, schools etc….
  5. e) The Social Secretary will primarily serve to organise team and Club-wide social events.

7.3 As part of on-going development plans, the Club will actively seek and welcome volunteers to support day to day operations (coaching, stat recording, umpiring, marketing, consulting etc…). Volunteers may choose not to pay membership fees at the expense of their voting rights.

  1. Finance

8.1 The Income and Property of the Club shall be applied solely towards promoting the Club’s objects as set forth in this Constitution.

8.2 Any surplus income or gains are to be reinvested in the Club. Surpluses or assets shall not be distributed to officers, members or third parties.

8.3 Additional expenses non-related to the practice of baseball, and which do not involve all members of the Club, are strictly forbidden, in accordance with policy 3.3.

8.4 The Treasurer is responsible for the finances of the Club.

8.5 The financial year of the Club ends on 31 December.

8.6 Proper accounts shall be kept of all sums of money received and paid out by the Club. Accounts are to be kept in a clear format, accessible to all at any time on request.

8.7 An audited statement of accounts to the end of each financial year shall be presented at the Annual General Meeting of the Club. Any person, other than the Treasurer, who is judged by the Executive Committee to be competent for the purpose, including the Executive Committee itself, or one or more of its members, may audit accounts. The Executive Committee shall recommend approval of the audited accounts to the membership at the AGM.

8.8 The funds of the Club shall be lodged at a bank or building society in an account in the name of the Club Treasurer. All cheques, drafts, etc drawn on these accounts should be signed by two signatories, one of them being the Treasurer and the other being a person from a list of signatories determined by the Executive Committee.

  1. Donations

9.1 The Executive Committee reserves the right to accept, or refuse, donations made in money or materials to the Club.

9.2 The procedure for recording monetary donations will follow that of policy 7.8 and falls under the responsibility of the Treasurer.

9.3 Donations made by existing and future members are final and will be accepted on a strictly unconditional basis. In accordance with policy 3.3, donors will not be entitled to privileges.

  1. Annual General Meeting and Other Meetings

10.1 The Annual General Meeting (AGM) of the Club shall be held once every year during the month of December, or at another suitable time. The annual report for the previous season of the Executive Committee and the statement of accounts up to the end of the financial year shall be presented.

10.2 Not less than 21 (twenty one) days’ notice of the time and venue of the AGM shall be given to all members by the Secretary. The internet will be the medium of choice for such notice. The Secretary will have previously surveyed member availability to maximise attendance.

10.3 The AGM shall elect officers of the Club for the coming year.

10.4 The Secretary may receive nominations for officers at any time, including during the AGM. Nominations can only be accepted from persons eligible to vote at the AGM. Nominations are ratified only in the presence of and with permission from the nominee.

10.5 The Executive Committee shall determine the dates of the general meetings and of the Executive Committee meetings. In addition, the Chairman may call a meeting when he/she considers it necessary or desirable, or upon the written request of two members of the Executive Committee.

10.6 All members are entitled to vote at general meetings of the Club and have equal voting rights.

10.7 An AGM shall be quorate if the number of present and voting members is at least 25% (twenty five percent), rounded down, of the total number of members who are eligible to vote. In the event that less than 25% (twenty five percent) of Club members attend, the AGM will be rescheduled to a new date allowing for better attendance.

10.8 An Extraordinary General Meeting (EGM) shall be called by an application in writing to the Secretary signed by no less than 20% (twenty percent) of the voting membership. The Executive Committee shall have the power to call an EGM by decision of a simple majority of its members.

  1. Executive Committee Meetings

11.1 Any Club member is entitled to attend Executive Committee Meetings (EGM) as an observer. Non-executive attendees may not speak unless invited to by a member of the Executive Committee. No more than two (2) non-executive members are allowed to attend at a time.

11.2 There should be a minimum quorum of 4 members at an Executive Committee Meeting.

11.3 Motions at an Executive Committee Meeting will be passed by a simple majority vote and recorded by a designated officer in the absence of the Secretary.

  1. Voting Procedures

12.1 Each member is entitled to one vote.

12.2 A motion shall be carried by a simple majority of those present and voting, except when the motion is a constitutional amendment which shall require a two-thirds majority.

12.3 The Club chairman shall have a casting vote, that is, an additional vote to decide an issue when the votes on each side are equal.

12.4 With the exception of voting on constitutional amendments or matters related to the election of Executive Committee Members, the internet shall be a suitable medium for organising voting at the Annual General Meeting or other general meetings of the Club and such online voting and/or elections can take place before, during or after such general meeting, provided that all members are given the appropriate 14-day notice to cast their vote. Such online voting system must ensure that voting results are accurate, verifiable and that voters’ confidentiality is maintained.

12.5 Members and officers who have an overdue balance payable to the Club, and who have made no arrangement for meeting this debt shall not be eligible to vote at an AGM, EGM or other meeting of the members of the Club. The Club treasurer and Secretary will be responsible for enforcing this policy.

  1. Property and Staff

13.1 Responsibility for all property owned or leased by the Club rests with the Executive Committee acting on behalf of the full membership.

13.2 Any person appointed to fulfil a specified role for the Club who does not sit on the Executive Committee shall report to the Executive Committee.

13.3 Members of the Executive Committee will not receive stipends from funds.

  1. Discipline and Appeals

14.1 The Executive Committee, or a disciplinary committee consisting of no fewer than three (3) Executive Committee members, shall have the power to take appropriate disciplinary action against any member and shall have authority to terminate the membership of any member guilty of conduct or character likely to bring the Club or sport into disrepute.

14.2 Members of the Club have the right of appeal to an appeals committee. An appeal should be made within fourteen (14) days of the written notification of the disciplinary action.

14.3 The appeals committee shall be convened, and it shall affirm, vary or rescind any action decided by the disciplinary committee, within fourteen (14) days of the written notification of such an appeal. Such appeals committee shall consist of no fewer than three (3) members which shall be drawn from Executive Committee members who have not served on the disciplinary committee. In the absence of a sufficient number of eligible Executive Committee members, appeals committee members shall be selected among the Club members who aren’t directly involved in the grievance.

14.4 Anyone refused membership of the Club shall be entitled to a right of appeal, where the provisions of clause shall apply. Any appeal of this nature should be considered within 14 (fourteen) days of it being received by the Executive Committee.

  1. Dissolution Procedures

15.1 In the event of the Club ceasing to exist, and following the discharge of all debts and liabilities, any assets at the time of the dissolution shall be distributed in accordance with 13.3. No member shall obtain any asset from the Club.

15.2 The Club may be wound up on a resolution of the members, passed by a two-thirds majority at a special meeting convened for that purpose upon the request of 25% (twenty-five percent) of its active members. At least 28 (twenty-eight) days notice of the meeting shall have been sent to all members of the Club. Should there not be quorum at such a meeting, it shall be in the power of those present to wind up the Club, requiring a two-thirds majority.

15.3 In the event of the passing of the resolution to wind up the Club, the members shall appoint a representative committee which shall be empowered to distribute assets, including cash and investment in hand, for any of the following approved sporting or charitable purposes:

15.3.1 the purposes of our sport’s governing body for use in related community sport,

15.3.2 the purposes of another club registered with the Community Amateur Sports Clubs (CASC) Scheme,

15.3.3 the purposes of a registered charity.

 

  1. Review of the Constitution

16.1 This constitution shall be open to review at any time.

16.2 Amendments to the constitution shall only be voted at an AGM or at an Extraordinary General Meeting of the membership.

16.3 Additions to, or alterations of the constitution should be submitted to the Secretary prior to the date of the meeting, however, amendments to the constitution may be proposed from the floor of an AGM

16.4 In the event of a proposal for amending the constitution being received in writing prior to the general meeting, the Secretary shall inform the membership of the proposed motions no less than 3 (three) days before the meeting.

16.5 Any alteration to the constitution shall require a two-thirds majority of members present and voting.

16.6 In the event of any question or matter arising, which is not provided for in the constitution, the Executive Committee shall deal with such question or matter. Acting in good faith and reasonable at all times, decisions of the Executive Committee shall be final.

  1. Declaration

This constitution was adopted by the Club at a General Meeting held on July 17th 2016 and comes into effect on the same day.