Club Constitution

Queens Sports Club

The Rules and Constitution of Queens Community Amateur Sports Club

1). Name
Queens is a members club known and trading as Queen Sports Club.

2). Club purposes.
The purposes of the club are to promote the community participation in the amateur sports of tennis, squash and racquetball and cycling** within Calderdale and its surrounding areas together providing facilities for the promotion of participation of the sports. The club in pursuit of its purposes may:

  • Sell and supply food, drink and related sports clothing and equipment to members, visitors and guests.
  • Provide sporting and related social facilities, coaching, courses, insurance cover medical treatment and all other ordinary benefits of a Community Amateur Sports Club as provided in the Finance Act 2002.
  • Employ members (though not for playing) and remunerate them for providing goods and services on fair terms set by the committee without the person concerned being present.
  • Pay for reasonable hospitality for visiting teams and guests.
  • Indemnify the committee and members acting properly in the course of the running of the club against any liability incurred in the proper running of the club (but only to the extent of its assets).

3). Membership

  • Membership of the club shall be open to anyone interested in the sports of tennis squash and racquetball and cycling** upon application regardless of sex, age, disability, ethnicity, nationality, sexual orientation, religion or other beliefs. However limitation of membership according to available facilities and resources is allowable on a non-discriminatory basis.
  • The club may have different classes of membership and subscription on a non-discriminatory and fair basis. The club will ensure subscription levels do not present as a significant obstacle to membership.
  • Candidates for membership maybe elected by the committee after having applied for membership.
  • Existing life members shall remain life members of Queens Community Amateur Sports Club holding the same privileges of membership as before.
  • Honorary life members may be elected by the committee from time to time.
  • Children under the age of 18 on 1 April in any year may be elected junior members subject to a parent, guardian or other responsible adult of any membership category being nominated to accept responsibility for the child.
  • Persons between 18 and 25 attending a course of full-time further education may be elected as student members.
  • Persons over 18 ordinarily resident outside of 30 mile radius of Calderdale may be elected as country members.
  • Membership fees are due on application for membership and approval of the same by the committee. A reasonable joining fee may be charged to adults admitted to membership in such sum as the committee in their absolute discretion shall decide from time to time.
  • The committee shall have power to grant and withdraw honorary membership in their absolute discretion as they see fit from time to time. Any person granted honorary membership shall enjoy the same rights and privileges of membership and be subject to the same rules as other members of the same subscription paying category of membership.
  • Non members may use the club’s facilities no more than three times a year provided they are accompanied by a member and pay the visitors fee. Their attendance shall be recorded in the visitor’s book.
  • The club committee may refuse membership, or remove it, only for good cause such as conduct or character likely to bring the club or the sports into disrepute. Any appeal against such refusal or removal may be made to the members in accordance with clause 8 of this constitution.

4). Officers of the club/committee members.
The committee of the club shall consist of:

  • A President who shall be entitled to attend committee meetings in an ex officio and non-voting capacity.
  • An Honorary Chairman.
  • A Deputy Chairman.
  • An Honorary Secretary Treasurer and Social Secretary.
  • A Tennis Convener, a Squash and Racquetball Convener, a Gym Convener a Property Convener a Membership Convenor* and a Cycling Convenor**.
  • All officers and committee members shall be elected at the Annual General meeting and remain in office until the Annual General Meeting following.
  • Any officer or committee member may be re-elected without limit on time.
  • Only full members of the club over the age of 18 may be an officer or committee member.
  • A committee member ceases to be such if he or she ceases to be a member of the club, resigns by written notice or is removed by the committee for a good cause but only after the member concerned has been given a chance to put their case to the committee with an appeal to the club members, or is removed by the club members at a general meeting. The committee shall fairly decide time limits and the formalities for these steps.

5). Powers/responsibilities of the committee.

  • At least five committee members shall be present for a committee meeting to be quorate and valid.
  • The Chairman or Vice-Chairman or their nominee shall chair the meeting.
  • Committee meetings shall be held face-to-face.
  • All decisions shall be by simple majority of those voting.
  • The Chair of the meeting shall have a casting vote.
  • A resolution in writing and approved by every committee member entitled to vote shall be valid without a meeting.
  • Whenever a committee member has a personal interest in a matter to be discussed he/she must declare it, withdraw from that part of the meeting (unless asked to stay), not be counted in the quorum for that agenda item  withdraw during the vote and have no vote on the matter concerned.
  • Subject to these rules the committee shall be responsible for the management of the club, its funds, property and affairs.
  • In February each year the committee shall determine the annual subscription for the various classes of membership and the visitors fee to be effective from 1 April each year.
  • All surplus income or profits are to be reinvested in the club. No surpluses or assets will be distributed to members or third parties.
  • The committee shall have due regard to the laws on equality and disability discrimination and child protection.
  • The committee may in the event of a vacancy occurring among the officers or committee of the club and, after inviting applications from any interested member of the club by displaying notice of the vacancy in the clubhouse, consider applicants for such a vacancy and make an appointment to such vacant position for the period to determine at the next annual general meeting.
  • The committee has power to (i) acquire and provide grounds and sports facilities, equipment, coaching, training, playing facilities, clubhouse, transport, medical and related social and other facilities, (ii) raise funds by appeals, subscriptions, loans and charges, (iii) take out insurance for club, employees, contractors, players, guests and third parties, (iv) borrow money, give security for the same and open bank accounts, (v) buy, lease or license property and sell, let or otherwise dispose of the same, (vi) make grants and loans and give guarantees and provide other benefits, (vii) deposit or invest funds in any lawful manner, (viii) employ and engage staff and others and provide services, (viiii) co-operate with and affiliate to the governing bodies of the sports, (x) appoint trustees to hold and administer the club’s property, (xi) do all other things reasonably necessary to advance the purposes of the club.
  • The committee may from time to time make decisions as they think expedient concerning the internal management and running of the club and the use of its resources provided they are not inconsistent with these rules. All such decisions will be binding upon the members until repealed by the committee or set aside by a resolution of the general meeting of the club.
  • The committee may delegate any of their functions to subcommittees but must specify the scope of the subcommittee’s activity and powers, the extent to which it can commit the funds of the club, its membership and its duty to report back to the committee. The committee may at any time wind up any subcommittee or change its mandate or operating terms.

6). General Meetings

  • All adult members may attend all general meetings of the club in person.
  • The annual general meeting of the club shall be held between the 1st April and the 1st July each year. The written notice shall be accompanied by a statement of accounts for the preceding financial year ending on 31 March. At the annual general meeting the members shall approve the minutes of the previous annual general meeting, elect the president officers and committee members, consider and approve the accounts of the club for the latest financial year audited, consider the committee’s report on the club’s activities since the previous annual general meeting, appoint the honorary auditor, discuss and vote on any other resolution and deal with any other business put forward by any member by written notice received by the Secretary no later than seven days prior to the meeting.
  • A special general meeting of the members of the club may be called by the Secretary at any time at the request of the committee or upon receipt by the Secretary of a written request and draft resolution to be put to the meeting signed by 25 adult full members of the club.
  • Notice of every general meeting shall be sent by the Secretary to each member not less than 14 days prior to the meeting.
  • At every general meeting the quorum shall be 30 adult full members present.
  • The Chairman or in his or her absence the Vice-Chairman shall preside at all general meetings.
  • Except as provided otherwise in these rules every resolution shall be decided by a simple majority of the votes cast on a show of hands. In the case of equality of votes the Chairman shall have a casting vote.

7). Property of the club

  • The property of the club shall be vested in four trustees who shall be appointed at a general meeting of the club.
  • The committee may remove any of the trustees and nominate a person to be appointed a new trustee to fill a vacancy occurring by removal resignation or death.
  • The President of the club shall appoint the new trustee by deed and the relevant provisions of the Trustee Act 1925 shall apply to any appointment so made. Every statement of fact in any such deed of appointment shall be conclusive evidence of that fact in favour of a person dealing bone fide with the club. All costs and expenses incurred in carrying out these provisions shall be paid out of the funds of the clubs.
  • The trustees shall deal with the property as directed by resolution of the committee (of which an entry in the minutes of the committee meeting shall be conclusive evidence) and they shall be indemnified against all risk and expense out of the club property.

8). Disiplinary

  • If at any time the committee shall be of the opinion that the interests of the club so require the committee may by letter invite any member to resign from the club within twenty one days.
  • In default of resignation within the time specified the continued membership of the member in question will be considered by the committee within four weeks of the expiration of the time specified for resignation.
  • The member in question shall be given opportunity to attend and make representations to the committee (either in person or in writing) as to circumstances which have given rise to consideration by the committee of the termination of the membership. The member will be given 14 days notice of such committee meeting and the grounds upon which termination of the membership is being considered.
  • During the period between the letter inviting resignation and the committee meeting in which the matter is decided the membership in question shall be suspended.
  • Provided a majority of the committee so vote the membership shall terminate forthwith subject only to appeal to a general meeting of the club.
  • The member who wishes to appeal the committee’s decision to a general meeting of the club must give the Secretary at least 21 days written notice of their intention.
  • The Secretary shall within four weeks of receipt of the written notice convene a special general meeting of the club. In the event of the majority of members present at that general meeting voting for reinstatement the committee’s decision shall be reversed and the rights of membership reinstated but only as from the date of the meeting.

9). Winding up the club

  • The members may vote to wind up the club if not less than three quarters of those present and voting support that proposal at a properly convened general meeting.
  • The committee will then be responsible for the orderly winding up of the club’s affairs.
  • After settling all liabilities of the club, the committee shall dispose of the net assets remaining to one or more of the following: (i) another club with similar sports purposes which is a charity and/or; (ii) another club with similar sports purposes which is a registered community amateur sports club and/or (iii) the clubs sports national governing body/bodies for use by them for related community sports.

10). Amendments

  • These rules may be amended at a general meeting by two thirds of the votes cast but not (if relevant) so as to jeopardise the clubs status as a Community Amateur Sports Club as provided for by the Finance Act 2002 and not in any event to alter its purposes (unless the procedure set out in the next subparagraph has been followed) or winding up provisions.
  • The club purposes may be changed to include another eligible sport if the committee unanimously agree and the members also agreed to the change by a 75% majority of votes cast.

*amended 19th June 2013.
**amended 11th June 2014.

As a returning member I am once again enjoying playing friendly tennis on the excellent new courts. The social events I have attended have been great fun and a good way to meet other members.
Judith Mathison