Club Constitution
Name
The name of the Club shall be Hethersett Hawks Cycle-Speedway Club
Aims
The aims of the Club shall be to provide opportunities for local inhabitants of any age or gender to take part in cycle-speedway activities as required by demand.
Membership
Club membership shall be open to all inhabitants of the village of Hethersett and surrounding area, subject to maximum limits of a practical nature determined by the Club Committee.
Requests for membership from outside the village of Hethersett and the surrounding area can be considered on their merits by the Club Committee. Once granted membership such an applicant will be able to continue membership without further request except for disciplinary reasons.
Voting
Each member will be entitled to one vote at any General Meeting of the Club. For members aged Under-16 their vote may be passed to a parent with similar voting rights.
At meetings of the Club Committee each elected or co-opted Officer is entitled to one vote with the Chair (or their deputy) having an additional casting vote in the event of a tie.
Officers
The following Officers shall be elected by majority vote at the Annual General Meeting – Chair, Vice-Chair, Secretary, Assistant Secretary and Treasurer.
The posts may be combined as appropriate.
Other posts and Committee Members may be created by majority vote at an Annual General Meeting. Terms of Reference for created posts will be agreed on appointment.
Persons may be co-opted on to the Club Committee by majority vote at a Club Committee Meeting.
Committee
The Club Committee shall consist of the elected Officers, elected Committee Members and any co-opted members.
Meetings
The Club shall hold an Annual General Meeting between January 1 and February 28 each year.
All members shall receive 14 days notice of the Annual General Meeting.
Other meetings shall be on an “as required” basis.
Club members (or parents if members are Under-16) may call a General Meeting subject to minimum of four such members notifying the Secretary.
Duties
The Chair shall carry out the following responsibilities: –
Be a figure-head for the Club
Attend official functions as required
Chair meetings in line with the Constitution
The Vice-Chair shall carry out the following responsibilities: –
Deputise for the Chair as required
Support the Chair and other Officers as appropriate
The Secretary shall carry out the following responsibilities: –
All correspondence with Cycling authorities and Leagues relating to racing
Production and circulation of regular communications to members
Publicise the Club’s activities where required
The Treasurer shall carry out the following responsibilities: –
Maintenance of records of all receipts and payments
Honouring all invoices received
Informing Officers and Committee Members of the financial position rgularly
Preparing end-of-year accounts for review at the Annual General Meeting
Arrangements for insurance, awards and facility hire
Finance
All funds relating to the Club shall be maintained by the Club Secretary or Treasurer and Bank accounts opened as appropriate.
Bank mandates shall be maintained to allow cheques and payments to be signed by the Treasurer and any one of the other Club Officers with online banking authorised for the Treasurer.
All monies collected by Club Officials or Team Managers must be passed to the Secretary or Treasurer with details within 14 days of collection.
The Secretary must pass all accounts and moneys through the Treasurer at least monthly.
No individual person may spend over £50 on a single item without the permission of the Club Committee or, in an emergency, the permission of the Club Officers.
In the event of the Club being wound-up the Officers shall ensure that, after payment of all debts of the Club, any surplus assets are transferred only to another Club, a Competition, a League / Association or the Cycle Speedway Commission, the exact disposal to be agreed at a General Meeting of the Club.
Discipline
Club members, officials and parents / supporters must conduct themselves at all times both on and off the track in a manner which does not bring the Club into disrepute. Anyone failing to do so may be subject to disciplinary action, including suspension or exclusion, by the Club Committee.
Duty of Confidentiality
An essential aspect of good governance is that the Hethersett Hawks CSC Committee Members maintain confidentiality in respect of all advisory group matters and discussions. Other than required by law, strict confidentiality will be observed and all discussion and records will remain confidential. The HH CSC Committee members have a right to freely express their views without fear of being named outside the meeting as taking a particular position. Once a decision is made it is the decision of the group as an entity, whether you personally agree with the decision or not.
Amendments to Constitution
Any amendments to this Constitution shall require the consent of two-thirds of the members at a General Meeting.
(Adopted at AGM 28/2/2021)