Club Constitution

ADDISON EXILES BADMINTON CLUB CONSTITUTION

  1. CLUB NAME

The name of the club shall be the Addison Exiles Badminton Club.

2. PURPOSE

The purpose of the club is to provide opportunities for adults and children to learn and play badminton.

3. EQUAL OPPORTUNITIES

The club is committed to promoting equal opportunity in sport and recognises the benefits of diversity in all areas of life. The club is committed to equality of access for all sections of the community, irrespective of gender, race, or age.

4. BADMINTON ASSOCIATION OF ENGLAND

The club is affiliated to “Badminton England” and subscribes to this Association’s Code of Ethics and Conduct.

5. MEETING PLACE

Elthorne Sports Centre on Monday from 8pm-10pm and at Twyford Sports Centre, Acton, W3 on Wednesday from 8pm-10pm, and at such other times and places as the committee shall agree.  The junior club will play on Fridays at Latymer Upper School between 6pm and 7.30pm and on a Wednesday at Elthorne sports centre, Boston Rd, London W7 2AD or as agreed by the committee.

6. MEMBERSHIP

  • There should be a maximum level of adult membership determined by the committee. This may be varied from time to time with the agreement of the membership. The club has a small group of social members, being past members or those who have a connection with the club, who receive the committee meeting minutes, will be invited to attend social events, and who may play on an invitation basis.
  • The numbers of participants at Juniors-only sessions will be limited by available court space and sufficient availability of coaches. Maximum of six players per court and 12 players per coach. Subject to available spaces there is no limit on the number of junior members of the adult club.
  • Guest players and summer members (including advanced juniors) may be invited at the discretion of the committee.
  • When vacancies exist prospective members will be given a trial to assess their ability. At the end of the trial period, 3 members of the committee (one of whom will be a member of the selection committee) will decide whether to offer them membership. Applicants who are invited to join have a month in which to decide whether to take up the offer of membership.

7. ANNUAL SUBSCRIPTIONS AND SESSIONAL FEES

  • Annual Subscriptions and session fees will cover all major costs, such as court hire, insurance, shuttles, affiliation fees etc. The level of these fees will be recommended by the committee and agreed at the AGM and recorded in the minutes. Any subsequent variations will require the agreement of the membership.
  • The club year is to run from 1st June to the end of May the following year
  • Annual Subscriptions should be paid in full by the 1st July
  • Failure to pay the fees by these dates will result in members paying guest rates whenever they play until their subscription rates are paid in full and they will be unable to be registered for match play.
  • Session fees must be paid at the session in question.
  • Members who join during the year will pay a subscription, pro rata, as agreed by the committee.

8. FINANCE

The financial and club year runs from 1st May–30th April, so that accounts can be finalised for the AGM. The club’s account will be held at a national bank or building society as agreed by the committee. All cheques are to be made payable to the Addison Exiles Badminton Club. The Treasurer & 3 other members of the club are permitted to sign cheques on behalf of the club, each cheque requiring 2 signatures. The committee will appoint the signatories.

9. ANNUAL GENERAL MEETING (AGM)

  • Date: The AGM will be held in the third week of May, the actual date to be decided by the outgoing committee.
  • Notification of the nominations for the new committee complete with seconds and acceptance by the nominee should be forwarded to the Chairman or Secretary prior to the AGM. Alternatively nominations can be made on the evening of the AGM.
  • The Treasurer will present the accounts at the AGM as at 30th
  • Notification of items to be discussed not covered in the normal AGM agenda to be forwarded to the Chairman at least 7 days before the AGM.
  • Only fully-affiliated adult and junior members will be entitled to vote at the AGM.
  • Proxy & postal votes on important items will be accepted only with written confirmation by the absent member and lodged with the secretary no less than 48 hours before the meeting.
  • An AGM Quorum shall be 30% of the fully paid up members.

 

10. COMMITTEE

The following offices will come up for election at the AGM.

Chair                                      Midweek Registrar

Hon. Secretary                       Fixtures Secretary

Hon. Treasurer                      Club Captain

Social Secretary                    Welfare Officer

Committee meetings must be attended by a minimum of 50% of the committee for any decisions to be valid.

11. TEAM CAPTAINS

In addition the Club captain, one other club captain will be elected by the club. This person will be of the opposite gender from the Club captain, and will not serve on the committee. Other team captains may be nominated by the Club Captains and Fixtures Secretary to assist with organising individual teams etc.

12. SELECTION COMMITTEE

The Club Captains & the Fixtures Secretary will form the selection committee. Views of the other members will be taken into account regularly.

13. JUNIORS SECTION

There will be a junior section of the club. One member of the committee will be responsible for organising junior sessions, coaching and tournaments. Juniors may also be invited to suitable social events, at the discretion of the committee. The aim of the junior section will be to encourage young people to participate in the sport of badminton, learn or improve their game and in time to become full members of the club.  The committee member who organises the juniors’ section will be a qualified badminton coach, have been checked through the Criminal Records Bureau and will have attended child protection and first aid training.  If no such member is serving on the committee, the committee may assign this duty to any other full member of the club who meets these criteria.

14. SPECIAL OR EXTRAORDINARY MEETINGS

30% of the fully paid up members can call a special or extraordinary meeting with at least 14 days notice to the Chairperson.

15. ETIQUETTE

All members will be encouraged to participate fully in the ‘club community’ on and off court. Members will act in a courteous manner towards each other, will observe good court etiquette and demonstrate high standards of sportsmanship.

16. DRESS

Suitable badminton attire and footwear will be requisite for normal club nights.

17.   PRIVACY NOTICE FOR OUR MEMBERS

(Version dated August 2019 (1.3)

We are committed to respecting your privacy. This notice is to explain how we may use personal information we collect before, during and after your membership with us. This notice applies to you if you have registered to become or are a member of our club. This notice explains how we comply with the law on data protection, what your rights are and for the purposes of data protection who will be the controller of any of your personal information.

References to we, our or us in this privacy notice are to the committee members of Addison Exiles Badminton Club.

We have not appointed a Data Protection Officer to oversee our compliance with data protection laws as we not required to do so, but our Committee has overall responsibility for data protection compliance in our organisation.  If you have any comments in connection with our privacy policy please contact us by using the details set out in the “Contacting us” section below.

 

1a)         PERSONAL INFORMATION WE MAY COLLECT FROM YOU AND WHERE

During your membership of the club you may provide us with the following information about you:

o    We typically collect personal information about our members when you apply to become a member of the club and throughout the club season through attendance at club night, matches and events, via an application form

o    personal contact details that allows us to contact you directly such as name, title, email addresses and telephone numbers;

o    date of birth;

o    records of your interactions with us such as emails;

o    records of your attendance at any events hosted by us;

o    records of competition results and details regarding events/matches/games attended

o    images in video or photographic form (images and photos of juniors are only taken with express parental permission)

1b). Juniors (U19 on 31st August of current year):

We collect parents’/guardians’ contact details via our membership form (email address for routine contact, and mobile phone number for emergencies). We also have records of juniors’ names, date of birth, address, and details of any sport-relevant medical conditions – these details are provided by parents/guardians.

2a).        SPECIAL CATEGORIES OF PERSONAL INFORMATION

We may also collect, store and use the following “special categories” of more sensitive personal information regarding you:

o    information about your health, including any medical condition provided to us by yourself and with your explicit consent and to be used solely for the safety and wellbeing of our members;

o    any banking details you provide so that we can receive or make payments from or to you

3a).        USES MADE OF THE INFORMATION

 

The purposes for which we process your personal information are:

o    To administer any membership you have with us and managing our relationship with you

o    To answer your queries or complaints

o    For the purposes of promoting the club and events

4a).        DIRECT MARKETING

We will not send any direct marketing to our members and we will not supply personal data to any other third party for marketing or commercial use.

 

5a).        DISCLOSURE OF YOUR PERSONAL INFORMATION

Badminton England

All players have to be registered with Badminton England and this can be done personally or through the club. Where the club registers or renews members on their behalf with Badminton England it is assumed the member accepts the Data Protection and Data Security policies of Badminton England. These are available online from the Badminton England website. Membership of Badminton England does initiate some postal communications.

The personal information that BE hold is:

BE reference number

Title, forename and surname

Date of birth

Address

email address

contact number either the home number or mobile.

Once registered with Badminton England, members are able to amend any personal details held on the Badminton England website. The club takes no responsibility in maintaining data on the Badminton England website unless requested to do so by the member, or if necessary to correct any operational inaccuracies, in which case the member will be notified of any changes.

5b). Juniors (U19 on 31st August of current year):

Badminton England is informed of parents’/guardians’ contact details. They also have records of juniors’ names, date of birth and address for registration/insurance purposes.

 

6a).        DATA RETENTION AND SECURITY

The personal information we collect is not transferred to and stored in countries outside of the UK.

A Club member’s data (senior or junior) will be retained securely on personal data systems maintained by members of the committee. If a player resigns from the club their data will be deleted from the club records with the exception of their name, contact number and email address which will be added to a separate social contact list. From 1stSeptember after a junior player’s 18th birthday, they are regarded as a senior and their personal information is dealt with in the same way as a senior player

Their contact details will be deleted entirely if the resigning player (or their parent/guardian if a junior) asks not to be on the social contact list.

If any additional personal details are provided to a committee member, eg banking details, these will be used for the purpose provided and then deleted from any club records within 3 months of use.

It is important to ensure that the personal information we hold about you is accurate and up-to-date, and you should let us know if anything changes, for example if you change your phone number or email address. You can contact us by using the details set out in the “Contacting us” section below.

 

7a).        YOUR RIGHTS IN RELATION TO PERSONAL INFORMATION

You have the following rights in relation to your personal information:

o    the right to be informed about how your personal information is being used;

o    the right to access the personal information we hold about you;

o    the right to request the correction of inaccurate personal information we hold about you;

o    the right to request the erasure of your personal information in certain limited circumstances;

o    the right to restrict processing of your personal information where certain requirements are met;

o    the right to object to the processing of your personal information;

o    the right to request that we transfer elements of your data either to you or another service provider; and

o    the right to object to certain automated decision-making processes using your personal information.

You should note that some of these rights, for example the right to require us to transfer your data to another service provider or the right to object to automated decision making, may not apply as they have specific requirements and exemptions which apply to them and they may not apply to personal information recorded and stored by us.  For example, we do not use automated decision making in relation to your personal data.  However, some have no conditions attached, so your right to withdraw consent or object to processing for direct marketing are absolute rights.

Whilst this privacy notice sets out a general summary of your legal rights in respect of personal information, this is a very complex area of law. More information about your legal rights can be found on the Information Commissioner’s website at https://ico.org.uk/for-the-public/.

To exercise any of the above rights, or if you have any questions relating to your rights, please contact us by using the details set out in the “Contacting us” section below.

If you are unhappy with the way we are using your personal information you can also complain to the UK Information Commissioner’s Office or your local data protection regulator. We are here to help and encourage you to contact us to resolve your complaint first.

 

8a).        CHANGES TO THIS NOTICE

We may update this privacy notice from time to time. When we change this notice in a material way, we will update the version date at the bottom of this page. For significant changes to this notice we will try to give you reasonable notice unless we are prevented from doing so. Where required by law we will seek your consent to changes in the way we use your personal information.

9a).        CONTACTING US

In the event of any query or complaint in connection with the information we hold about you, please email any member of the committee.

 

18. COMPLAINTS/EXPULSION

Complaints against an adult member should, in the first instance, be referred to any committee member. If the issue is not satisfactorily resolved, either party has the right to convene an extraordinary meeting, as above. In extreme cases, expulsion from the club requires a majority committee decision.

A committee member may be removed from their post by a two-thirds majority of all full members.

Complaints against a junior member should be referred to the Head Coach, Child Protection Officer or Elected Parents’ Representative. Expulsion from the junior club requires a unanimous decision from the three above-mentioned. Complaints against any of the coaching team of the junior club should be referred to the main club committee, if the issue cannot be resolved locally.

Signed ……………………………. (Chair)         Name………………………………. 

Signed ……………………………. (Treasurer)  Name………………………………. 

Signed ……………………………. (Junior rep) Name………………………………..

Signed ………………………………(Welfare)    Name………………………………..