Constitution

 

1.    TITLE

1.1.   The Club shall be called Brighton Judo Club or Brighton Judo and Martial Arts Centre, hereafter to be referred to as “The Club” and shall be affiliated to the British Judo Association Governing Body.

2.    OBJECTS

2.1.   To foster and promote the sport of judo at all levels, providing opportunities for recreation and competition.

2.2.   To provide facilities and support for the practice of other legal martial arts.

3.    POWERS

In furtherance of the above objects, The Club may

3.1.         Provide coaching, training, playing and associated facilities,

3.2.         Provide regular coaching and training sessions and one off seminars, courses and events;

3.3.         Raise funds through grant applications, appeals, subscriptions, and fees;

3.4.         Open and maintain bank account/s;

3.5.         Manage and maintain club building and facilities;

3.6.         Set aside funds for special purposes or as reserves.

3.7.         Invest funds in any lawful manner;

3.8.         Employ and engage contractors;

3.9.         Pay for reasonable hospitality for visiting teams and guests;

3.10.     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;

3.11.     Sell and supply related sports clothing;

3.12.     Co-operate with or affiliate to firstly any bodies regulating or organising the sports and secondly any club or body involved with it and thirdly with government and related agencies; and,

3.13.     Do all other things reasonably necessary to advance the purposes;

NONE of the above powers may be used other than to advance the objects consistently with the constitution and with the general law.

 

4.    MEMBERSHIP

4.1.   Membership of The Club shall be open to any person completing a membership application form and paying the relevant subscription as determined by the Annual General Meeting of The Club members.

4.2.   Membership of The Club shall be open to anyone regardless of sex, age, disability, ethnicity, nationality, sexual orientation, religion or other beliefs.  However, limitation of membership according to available facilities is allowable on a non-discriminatory basis.

4.3.   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 General Committee and any decision will be based on a majority vote with the Chairperson having the casting vote in the case of an equal vote.

4.4.   Membership types:

4.4.1.      Senior Judo Member (19 years and over, voting rights)

4.4.2.      Junior Judo Member (Under 19 years of age, no voting rights)

4.4.3.      Associate Member (Parent/carer of a junior member, voting rights)

4.4.3.1.            Only one associate member per household is permitted

4.4.4.      Affiliated Group Member  (Non judo club member)

4.4.5.      Honorary Member

4.5.   All members must adhere to club rules and agreements.

4.6.   All instructors must also sign and adhere to an instructor’s agreement which also serves as an affiliation agreement for affiliated members.

5.    OFFICERS

5.1.   The officers of The Club shall be as follows:

5.1.1.      President – Non-Executive Officer – usually an honorary position; and,

5.1.2.      Chairperson, Secretary and Treasurer – Executive Officers.

5.1.3.     Club Welfare Officer, Senior Judo Representative, Junior Judo Representative, Building Officer/s, Publicity Officer and Affiliated Officers. All affiliated officers can attend committee meetings but only a maximum of three have voting rights on committee decisions.

5.2.   Appendix one of this constitution contains job specifications for club officers.

6.    ELECTION OF OFFICERS

6.1.   All Officers shall be elected at the Annual General Meeting of The Club, from, and by, the adult members of The Club.

6.2.   All officers are elected for a period of one year, but may be re-elected to the same office or another office the following year.

 

7.    GENERAL COMMITTEE

7.1.   The affairs of The Club shall be controlled by a General Committee comprising of the Executive Officers of The Club and other officers elected from, and by, the adult members of The Club. These can include: Club Welfare Officer; Senior Judo Representative;  Junior Judo Representative; Publicity Officer; Building Officer/s, Leaseholders and Affiliated Group Member Representative’s. The General Committee shall meet at agreed intervals and not less than three times per year.

7.2.   The committee will have due regard to the law on disability discrimination and child protection.

7.3.   The duties of the General Committee shall be:

7.3.1.      To control the affairs of The Club on behalf of the members;

7.3.2.      To keep accurate accounts of the finances of The Club. These should be available for reasonable inspection by members and should be audited before every Annual General Meeting. The Club shall maintain a bank current account and the following officers shall be authorised to sign club cheques, two from the Chairperson, Treasurer and Secretary;

7.3.3.      To co-opt additional members of the committee as the committee feels this is necessary. Co-opted members shall not be entitled to a vote on the committee; and,

7.3.4.      To make decisions on the basis of a simple majority vote. In the case of equal votes, the Chairperson shall be entitled to the casting vote. The quoracy for committee meetings shall be 50% of the current standing committee members. Minor decisions can be made via group e-mail.

7.3.5.      To ensure members are informed of club rules and conditions of use and all instructors sign an instructor’s agreement.

7.3.6.      To have due regard to the law on disability discrimination and child protection.

 

8.    GENERAL MEETINGS

8.1.   All members may attend the Annual General Meeting of The Club which shall be held not later than the end of April each year. Twenty one clear days written notice shall be given to members of the Annual General Meeting by circulating a copy of the notice to every member at their home or e-mail address and posting the notice on The Club notice board. Members must advise the Secretary in writing of any business to be moved at the Annual General Meeting at least 14 days before a meeting. The Secretary shall circulate or give notice of the agenda for the meeting to members not less than 14 days before the meeting.

8.2.   The business of the Annual General Meeting shall be to:

8.2.1.      Confirm the minutes of the previous Annual General Meeting and any General Meetings held since the last Annual General Meeting;

8.2.2.      Receive the audited accounts for the year from the Treasurer;

8.2.3.      Receive the annual report of the committee from the Secretary and/or Chair;

8.2.4.      Elect the officers of The Club;

8.2.5.      Review club subscription rates and agree them for the forthcoming year;

8.2.6.      Transact such other business received in writing by the Secretary from members 14 days prior to the meeting and included on the agenda.

 

NOTE: The agenda could provide for “Any Other Business”, but members should be encouraged to refer other items to the General Committee and give the required notice for important Annual General Meeting business.

 

8.3.   Special General Meetings may be convened by the General Committee or on receipt by the Secretary of a request in writing from not less than five adult members of The Club. At least 21 days’ notice of the meeting shall be given.

8.4.   Nomination of candidates for election of officers shall be made in writing to the Secretary at least 14 days in advance of the Annual General Meeting date. Nominations can only be made by adult members and must be seconded by another adult member.

8.5.   At all General Meetings, the chair will be taken by the Chairperson or, in their absence, by a deputy appointed by The Club or by adult members attending the meeting.

8.6.   Decisions made at a General Meeting shall be by a simple majority of votes from those adult members attending the meeting. In the event of equal votes, the Chairperson shall be entitled to the casting vote.

8.7.   A quorum for a General Meeting shall be five adult members and three officers of The Club including two from the Chairperson; Secretary and Treasurer.

8.8.   Each senior, associate or honorary member of The Club shall be entitled to one vote at General Meetings.

 

9.    ALTERATIONS TO THE CONSTITUTION

9.1.   Any proposed alterations to The Club constitution may only be considered at an Annual or Special General Meeting, convened with the required written notice of the proposal. Any alteration or amendment must be proposed by an adult member of The Club and seconded by another adult member. Such alterations shall be passed if supported by not less than two-thirds of those adult members present at the meeting, assuming that a quorum has been achieved.

10. DISSOLUTION

10.1.        If at any General Meeting of The Club, a resolution be passed calling for the dissolution of The Club, the Secretary shall immediately convene a Special General Meeting of The Club to be held not less than one month thereafter to discuss and vote on the resolution.

10.2.        If at that Special General Meeting, the resolution is carried by at least two-thirds of the adult members present at the meeting, the General Committee shall thereupon, or at such date as shall have been specified in the resolution, proceed to realise the assets of The Club and discharge all debts and liabilities ofThe Club.

10.3.        After discharging all debts and liabilities of The Club, the remaining assets shall not be paid or distributed amongst the adult members of The Club, but shall be given or transferred to some other voluntary organisation having objects similar to those of The Club.

 

Comitte Job Specifications

CHAIRPERSON

Name of chairperson: Rob Holdway

Responsible to: Brighton Judo Club Management Committee

MAIN DUTIES

  • Call committee meetings and General Meetings as and when required
  • Set the agenda for meetings in consultation with the Secretary
  • Chair committee meetings
  • Ensure the agenda is followed
  • Keep the debate focused and avoid deviations
  • Maintain the harmony of the group – act as mediator, arbitrator
  • Ensure all the other committee members know what their responsibilities are, the tasks they have to perform and by when
  • Be an ambassador for the club when dealing with other agencies (eg. Local authority, sponsors, etc.)

 

 

Signed: __________________________________________________________________________________

Name: Rob Holdway

Date: 16th May 2015

 

 

TREASURER

Name of treasurer: Kim Smith

Responsible to: Brighton Judo Club Management Committee

MAIN DUTIES

  • Establish/maintain a bank/building society account for the club, which requires at least two signatories on cheques etc.
  • Keep accurate, up-to-date financial records for the club in accordance with the constitution and management committee decisions
  • Collect subscriptions and all money due to the Club
  • Pay the bills
  • Ensure that all cash and cheques are promptly deposited in the bank or building society
  • Ensure that funds are spent properly
  • Issue receipts for all money received
  • Report regularly to the Committee on the financial position
  • Prepare a year-end statement of accounts, and arranging for this to be audited. (If you are a small club, it may not be necessary to have the accounts audited – they may be approved as a true record by the Chairperson)
  • Present an end-of-year financial report to the Annual General Meeting
  • Produce an annual budget and monitor it throughout the year
  • Prepare and submit statutory documents such as VAT returns, PAYE and NI returns, tax returns and grant aid reports as necessary

 

Signed: __________________________________________________________________________________

Name: Kim Smith

Date: 16th May 2015

 

 

SECRETARY

Name of secretary: Bruce Wright

Responsible to: Brighton Judo Club Management Committee

The Secretary is the nerve-centre of the Club, and is usually the first person an outsider contacts.

MAIN DUTIES

  • Deal with all correspondence
  • Be the first point of contact for potential members and other agencies
  • Ensure the club’s registration with the BJA is up-to-date
  • Make the arrangements for meetings
    • Book the venue and organise seating, refreshments etc.
    • Send out adequate notice of the meeting to all concerned
    • Prepare the agenda for meetings in consultation with the chairperson
  • Take minutes of meetings and circulate to all concerned, within a week
  • Prepare for the Annual General Meeting and make arrangements to ensure that all members receive the necessary information in accordance with the constitution
  • Keeping records, such as:
    • Minutes of meetings
    • Annual reports
    • Anything of historical interest regarding the Club

 

Signed: __________________________________________________________________________________

Name: Bruce Wright

Date: 16th May 2015

 

 

Club Welfare Officer

Name of child welfare officer: Philip Metcalfe

Responsible to: Brighton Judo Club Management Committee

MAIN DUTIES

  • Assist the club to fulfil its responsibilities to safeguard children and young people at club level

o   The Club Welfare Officer can expect guidance from the British Judo Association Child Protection Working Party

o   The BJA will provide appropriate training and resources for the Club Welfare Officer to fulfil their role

  • Assist the club to implement its child protection plan at club level
  • Be the first point of contact for club officials, parents and young people where there are concerns about children’s welfare, poor practice or child abuse
  • Be responsible for following the British Judo Association’s policy and procedures, in particular the reporting of procedures. This means:
    •  Ensuring that the appropriate records are maintained.
    • Assess the information promptly and carefully, clarifying or obtaining more information about the matter as appropriate.
    • Consult initially with a statutory child protection agency such as the local social services department, health board, or the NSPCC, to test out any doubts or uncertainty about the concerns as soon as possible
    • Make a formal referral to a statutory child protection agency e.g. social services department or the police without delay. It is NOT the role of the club to decide whether a child has been abused or not. This is the task of the social services department, the police or NSPCC
    • Report the concerns to the British Judo Association Lead Child Protection Officer
  • Be the first point of contact with the National Lead Child Protection Officer
  • Maintain contact details for local Social Services, Police and how to obtain the Area Child Protection Committee’s policy/procedures
  • Contact details for local/national help lines should also be maintained and publicised within the club
  • Promote the clubs best practice guidance/code of conduct within the club in line with the club’s plans. This may involve working with children/young people and parents on developing the club’s approach to expect behaviour of everyone at the club or developing an anti-bullying policy for example
  • Promote and ensure adherence to the club’s child protection-training plan
    • Ensure that everyone is aware of what training is available and work with the club management committee to ensure that training requirements are met
  • Ensure confidentiality is maintained alongside the club’s management committee
  • Promote anti-discriminatory practice. The club must ensure that it has made clear its commitment to anti-discriminatory practice in its policy, procedures and plans for safeguarding children and young people’s welfare. The club should also have an Equity policy.

 

Signed: __________________________________________________________________________________

Name: Philip Metcalfe

Date: 16th May 2015

 

 

JUNIOR REPRESENTATIVE

Name of Junior Representative: Laurence Buckingham

Responsible to: Brighton Judo Club Management Committee

MAIN DUTIES

  • To take full responsibility for the club’s junior coaching sessions at Brighton Judo Club
  • To work with and include other club coaches in the preparation and running of each session
  • To offer the club feedback on the organisation and degree of success of junior coaching and competitions
  • To assist in the selection of teams
  • To travel to competitions with the junior team(s)
  • To coordinate cover in advance of any sessions that cannot be attended
  • To lead junior club development work including the coordination of junior club development plans
  • To liaise with the CWO to ensure that appropriate policies and guidelines are in place for junior members and those people working with juniors
  • To represent the interests of junior members at Management Committee meetings
  • To manage problems and issues arising from the junior section
  • To work with other agencies such as local schools and local authority sports development units to improve/sustain club membership
  • To review the activities of the junior section through feedback and evaluation on an annual basis

 

Signed: __________________________________________________________________________________

Name: Laurence Buckingham

Date: 16th May 2015

 

 

SENIOR REPRESENTATIVE

Name of senior representative: Zak Beard

Responsible to: Brighton Judo Club Management Committee

MAIN DUTIES

  • To offer the club feedback on the organisation and degree of success of junior coaching and competitions
  • To assist in the selection of teams
  • To coordinate cover in advance of any sessions that cannot be attended
  • To lead senior club development work including the coordination of senior club development plans
  • To ensure that appropriate policies and guidelines are in place for senior members and those people working with seniors
  • To represent the interests of senior members at Management Committee meetings
  • To manage problems and issues arising from the senior section
  • To work with other agencies such the local authority and sports development units to improve/sustain club membership
  • To review the activities of the senior section through feedback and evaluation on an annual basis

 

Signed: __________________________________________________________________________________

Name: Zak Beard

Date: 16th May 2015

 

 

WEBSITE MANAGER

Name of website manager: Bruce Wright

Responsible to: Brighton Judo Club Management Committee

MAIN DUTIES

  • Maintain and develop the club website as required
  • Liaise with all club officials and volunteers to ensure that the website is kept up to date
  • Maintain and update all club email accounts

Signed: __________________________________________________________________________________

Name: Bruce Wright

Date: 16th May 2015

 

 

MEMBERSHIP SECRETARY

Name of membership secretary: Sonia Hughes

Responsible to: Brighton Judo Club Management Committee

MAIN DUTIES

  • Collect the annual membership forms from new and existing members
  • Record member details on the membership database
  • Issue membership cards to all members
  • Issue email or letter renewal notices to existing members for the new membership year
  • Liaise with club officials about lapsed memberships
  • Report membership numbers to the committee and at the AGM

 

Signed: __________________________________________________________________________________

Name: Sonia Hughes

Date: 16th May 2015

 

 

NEWSLETTER EDITOR

Name of newsletter editor:

Responsible to: Brighton Judo Club Management Committee

MAIN DUTIES

  • Coordinate and collect the articles and information for the newsletter Hajime
  • liaise with club officials, club members, and outside agencies to ensure a quarterly publication is produced
  • To produce a limited number of hardcopies of each newsletter, and make them available at the club
  • To ensure a pdf file of the newsletter is available for download from the club website

Signed: __________________________________________________________________________________

Name:

Date:

 

 

INSTRUCTORS AGREEMENT

Name of sensei: Instructors name

Responsible to: Brighton Judo Club Management Committee

MAIN DUTIES

  • To ensure that all relevant certification for coaching is valid

o   UKCC coaching certificate

o   First aid certificate

o   CRB check

  • Carry out a risk assessment before each training session
  • Ensure the safety of all judoka at all times
  • Promote the spirit and code of judo
  • Teach judo in accordance with current BJA rules and regulations
  • Abide by all club policies on child protection, equality and conduct
  • Liaise with the CWO on all child welfare issues
  • Abide by all decisions agreed at general committee and annual general meetings

Signed: __________________________________________________________________________________

Name: Instructors name

Date: