1. Name of Club
The Club will be called Felixstowe Judo Club (hereinafter will be referred to as the Club) and will be affiliated to the British Judo Association.
2. Aims and Objectives
The main purposes of the club are to provide facilities for and to promote participation in the amateur sport of Judo.
3. Sports Equity
The Club is committed to ensuring that equity is incorporated across all aspects of its development.
In doing so it acknowledges and adopts the following Sport England definition of sports equity: “Sports equity is about fairness in sport, equality of access, recognising inequalities and taking steps to address them. It is about changing the culture and structure of sport to ensure it becomes equally accessible to everyone in society”.
The Club is committed to everyone having the right to enjoy their sport in an environment free from threat of intimidation, harassment and abuse.
All Club members have a responsibility to oppose discriminatory behaviour and promote equality of opportunity.
The Club will deal with any incidence of discriminatory behaviour seriously, according to Club disciplinary procedures.
4. Membership
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, except as a necessary consequence of the requirements of Judo.
The club may have different classes of membership on a non-discriminatory and fair basis. The club will keep subscription at levels that will not pose a significant obstacle for people participating.
All members will be subject to the regulations of the constitution and by joining the Club will be deemed to accept these regulations and codes of practice that the Club has adopted.
Members in each category will pay Club membership fees and mat fees as determined at the Annual General Meeting.
Individuals shall not be eligible to take part in the business of the Club, vote at general meetings or be eligible for selection of any Club team unless the applicable subscription has been paid by the due date and/or membership has been agreed by the Club Committee.
Honorary life membership of the Club may be conferred upon any member by a majority vote of those present at an Annual General Meeting (AGM) in recognition of someone who has performed an outstanding service, or who has made an outstanding contribution to the Club.
The 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.
5. Subscriptions
Annual subscriptions shall become due for payment on 1st January each year, with the amounts being determined by the AGM.
The club may have different classes of subscriptions on a non-discriminatory and fair basis. The club will keep subscription at levels that will not pose a significant obstacle for people participating.
Junior members (Under 18) and Adult members who are students, NHS or Forces shall pay two thirds of the adult member rate subscription.
Family membership shall be two thirds of two adult rate subscriptions. Or two junior memberships.
Family members must live at the same address to qualify for Family membership.
Members joining after the 1st November shall be deemed to have paid their subscription for the following year.
Any member failing to make payment by 31st March shall cease to be entitled to the rights and privileges of membership and may be expelled provided that notice has been sent at least twice to the member’s last known email address informing him/her of the proposed action.
6. Committee
The affairs of the Club shall be conducted by a Committee, elected at the Annual General Meeting, and consist of a:
- Chairperson;
- Treasurer;
- Secretary;
- And a maximum of ten other members.
All Committee members must be members of the Club.
All Committee members must be ‘fit and proper persons’
If required, the Committee shall elect a Vice-Chair from among its members.
The term of office shall be for one year, and members shall be eligible for re-election.
If the post of any officer or ordinary Committee member should fall vacant after such an election, the Committee shall have the power to fill the vacancy until the following Annual General Meeting.
The Committee will be responsible for adopting new policy, codes of practice and rules that affect the organisation of the Club.
The Committee will have powers to appoint any advisers to the Committee as necessary to fulfil its business.
The Committee will be responsible for disciplinary hearings of members who infringe the Club rules/regulations/constitution.
The Committee will be responsible for taking any action of suspension or discipline following such hearings.
The Committee meetings will be convened by the Secretary of the Club.
Only the posts listed above will have the right to vote at committee meetings.
The quorum required for business to be agreed at Management Committee meetings will be 40% of the number of officers in post.
7. Finances
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 Club Treasurer will be responsible for the finances of the Club.
The financial year of the Club will run from 1st January to 31st December
All Club monies will be banked in an account held in the name of the Club.
An audited statement of annual accounts will be presented by the Club Treasurer at the Annual General Meeting.
All members of the Club shall be jointly and severally responsible for the financial liabilities of the Club.
8. Annual General Meetings and Extraordinary General Meetings
General meetings are the means whereby the members of the Club exercise their democratic rights in conducting the Club’s affairs.
The Club shall hold the Annual General Meeting (AGM) in the month of February and shall:
- approve the minutes of the previous year’s AGM;
- receive reports from the Chairperson and Secretary;
- receive a report from the Treasurer and approve the annual accounts;
- if required, receive a report from those responsible for certifying the Club’s accounts;
- elect the officers on the committee;
- agree the membership and class fees for the following year;
- consider any proposed changes to the constitution;
- deal with other relevant business.
Nominations for officers of the Committee will be sent to the Club Secretary prior to the AGM.
Notice of the AGM will be given by the Club Secretary with at least 21 days’ notice given to all members.
Proposed changes to the constitution shall be sent to the Club Secretary prior to the AGM, who shall circulate them at least 7 days before an AGM.
All members have the right to vote at the AGM.
The quorum for AGMs will be 25% of the Clubs’ membership.
The Chairperson of the Club shall hold a deliberative as well as a casting vote at AGM and Committee meetings.
An Extraordinary General Meeting (EGM) shall be called by an application in writing to the Club Secretary supported by at least 10% of the members of the Club.
The Committee shall also have the power to call an EGM by decision of a simple majority of the Committee members.
All procedures shall follow those outlined above for an AGM.
9. Amendments to the constitution
The constitution will only be changed through agreement by majority vote at an AGM or EGM.
10. Discipline and appeals
All concerns, allegations or reports of poor practice/abuse relating to the welfare of children and young people will be recorded and responded to swiftly and appropriately in accordance with the Club’s child protection policy and procedures.
The Club Welfare Officer is the lead contact for all members in the event of any child protection concerns.
All complaints regarding the behaviour of Club members should be presented and submitted in writing to the Club Secretary.
The Committee will meet to hear complaints within 7 days of a complaint being lodged. The Committee has the power to take appropriate disciplinary action including the termination of membership.
The outcome of a disciplinary hearing should be notified in writing to the person who lodged the complaint and the member against whom the complaint was made within 7 days of the hearing.
There will be the right of appeal to the Committee following disciplinary action being announced. The Committee should consider the appeal within 7 days of the Club Secretary receiving the appeal.
11. Dissolution
A resolution to dissolve the Club can only be passed at an AGM or EGM through a majority vote of the membership.
In the event of dissolution, all debts should be cleared with any Club’s funds.
Any remaining assets shall be given or transferred to another registered CASC, a registered charity or the British Judo Association for use by them in related community sports
12. Priority
Interpretation of all the above rules must be consistent with the statutory requirements for CASCs (which means Community Amateur Sports Clubs as first provided for by the Finance Act 2002).
13. Declaration
The Club hereby adopts and accepts this constitution as a current operating guide regulating the actions of members.
9th February 2024