The affairs of the club are managed by an executive committee, which is appointed at the club’s Annual General Meeting where all paid up club members can vote. The aims and rules of governing the running of the club are embodied in the below constitution. Any points of clarification as to how the Team Essex Volleyball Club is run should be directed in the first instance to the Club Secretary or Chairman, or to the relevant officer regarding the specific query e.g. finance to the club treasurer. Contact details are on the clubs “About” page. This document in addition to the constitution covers the following other areas of good governance:
- Child protection policy
- Player’s code of conduct
- Equity policy
- Name & Affiliations
The Name of the Club shall be Team Essex Volleyball Club hereinafter called the Club The Club shall be registered with Volleyball England and affiliated to the Essex Volleyball Association. The club and players shall pay such subscriptions as are due to this those Associations
- Aims and Objectives
The aims and objectives of the Club is to promote and encourage the game of Volleyball by:
- Offering, directly or through others, coaching, refereeing, officiating and competitive playing opportunities in all forms of volleyball including Standing, Sitting, Indoor, Outdoors and Beach
- Promoting a community and fun approach in all its activities including Volleyball and Non-Volleyball activities (Social Programme etc.)
- Promoting Volleyball within the local community (predominantly mid and South Essex)
- Ensuring a duty of care to all members of the Club
- Providing all its services in a way that is fair to everyone
- Ensuring all present and future members receive fair and equal treatment
Membership Membership consists of officers and members of the club. 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 conduct that the club has adopted. The Club is open to all and will provide fair and equal treatment for its members who subscribe to the aim and abide by its rules and constitution. Unless determined by the Executive Committee on grounds of confidentiality, Club records including minutes of meetings shall be made available to any paid up member on request. These will normally be published on the Club’s website. Members will be enrolled in one of the following categories
- Full Member
- Student Member (less than 21 years old as at 1st September)
- Junior Member (less than 18 years old as at 1st September)
- Mini Digger (non voting)
The Club shall adopt and abide by its Child Protection Policy
- Membership Fees
Membership fees will be set annually by the Executive Committee. Fees will be paid annually in advance or to an agreed schedule.
- Officers of the club
The Officers of the Club shall be elected annually at the Annual General Meeting. All Officers shall retire each year but will be eligible for re-appointment at the AGM as follows; Chairperson (Executive): Elected to oversee the general running of the Club, chairing meetings and ensuring that Constitution is observed. At meetings other than the AGM the Chairperson shall have no vote unless a casting vote is required. Secretary (Executive): Elected to oversee the general day-to-day administration of the Club. The Secretary shall produce minutes and agendas for meetings including the AGM. Treasurer (Executive): Elected to oversee the financial affairs of the Club and to submit accounts as requested and to the AGM. The Treasurer shall also produce proposals for the schedule of fees and expenditure. The Treasurer will keep the Executive Committee informed of significant variances in income and expenditure. Club Manager (Executive): Elected to set and manage team fixtures and associated notifications. Also to support the day to day running of the Club Head Coach (Executive): The Head Coach will be responsible for ensuring liaison between all team and session coaches ensuring fair allocation of players across the teams, adequate training sessions and setting of developmental standards in line with those being developed nationally. Social Secretary (Executive): The Social Secretary will produce a calendar of events that are social and/or fundraising enlisting the support of all club members. Communications & Publicity Officer: (Web Master/Mistress). The Communications & Publicity Officer will be responsible for promoting the Club in a positive manner through the use of various media including local papers, volleyball and sports journals. The CPO will be responsible for internal communications within the Club utilising the most effective media e.g. newsletters, emails, texts, etc. The role will also incorporate Webmaster and as such will be responsible for ensuring through othersthat the club website and social media is up-to-date and that members are kept informed of issues of interest. These roles may be split between several volunteers as available. Volunteers Coordinator: The Volunteers Coordinator will be responsible for recruiting and managing people for home match day scorers, line judges and other volunteering activities. Also tor produce the volunteer’s schedule (rota covering matches etc.) ensuring a fair and equitable approach. Club Welfare Officer (incorporating Child Protection Officer role): The Club Welfare Officer will be responsible for ensuring the club has adequate arrangements in place for the welfare of all its members and specifically protection of children. Team Representatives: A member from each team may be elected to represent that team Junior Representative: The Junior Representative will assist the committee in establishing a Junior Section, canvas views from juniors on significant issues and bring own perspective as a junior to committee meetings Club Development Officer: Responsible for coordination and implementation of Junior Development Programme. Liaising with juniors, Junior Representative, Junior Coaches, Team Managers, and other volunteers as necessary. Working with local schools, local sports development authorities, colleges and Universities as appropriate Coaches as required
- Team and Open Training Sessions
- Men’s & Women’s National League Teams
- Cup Teams
- Mini Diggers
- Satellite Club
Other Officers may be elected at the discretion of the AGM.
- Executive Committee
The Executive Committee shall consist of the Chairperson, Secretary and Treasurer plus any Officer elected at the AGM with Executive Committee voting rights. It shall have the power to co-opt non voting members of the Club to assist in its activities. The Committee meeting will be convened by the Secretary of the Club and hold no less than 4 meetings per year The quorum required for business to be agreed at Committee meeting will be 3. The Committee will be responsible for adopting new policy, code of conduct and rules that affect the organisation of the club The Committee shall manage the affairs of the Club and determine its Rules of the Club subject to this Constitution. It shall have powers to enforce and amend the Rules of the Club, but not to amend the Constitution. Any changes to the Rules must be notified to all members before becoming effective. The Committee will have powers to appoint sub-committee as necessary and appoint advisers to the committee as necessary to fulfil business. The Executive Committee shall be responsible for disciplinary hearings of members who infringe the club rules/regulations/constitution. The Committee will be responsible for taking any action suspension or discipline following such hearings. The Committee will also act on behalf of members where it is in the club or team interest to remove a coach. They shall have normal rights of a hearing and appeal.
The Clubs funds shall be controlled through an account with a recognised financial institution. Payments must be authorised by at least one voting Executive member. The Club Treasurer is responsible for the finances of the Club and at the Annual General Meeting will present a statement of annual accounts. The financial year end of the Club shall be 30th April.
- Annual General Meeting
The AGM will be annually, usually in May. No more than 15 months shall elapse between AGM’s. All business to be raised by members must be advised to the Secretary at least 7 days prior to the date of the meeting or at the discretion of the Chairperson. Notice of the time and place of the meeting is to be advised to all members at least 21 days before the AGM. The AGM shall receive reports from elected voting Officers and the annual accounts. The level of any fees levied on members shall be presented at the AGM. Officers shall be elected at the AGM. All Officers shall retire annually, but may stand for re-election. No one member may be elected as any two Chairperson / Secretary / Treasurer. Nominations must be proposed and seconded by paid up members. All paid up members present at an AGM shall have one vote including the Chairperson who may exercise a second vote in the event of a tie. Changes to the Constitution can only be made at the AGM. These require a 2/3 majority of those voting members present. At least 20% of the active voting membership must be present for a change to be accepted. Any three members of the Club or the Executive Committee may convene an EGM. This shall be advised in writing to the Secretary or Chairperson. An EGM shall be conducted by the rules governing an AGM.
- Player transfer
Any players wishing to transfer to another Club require the approval of the Executive Committee, which shall not unreasonably be withheld.
- Club Dissolution
In the event of dissolution the assets and equipment of the Club shall be transferred to the Essex Volleyball Association for the furtherance of Volleyball. If there is a functioning committee in place an EGM may be called to determine an alternative course of action. In the event of the prior dissolution of the Essex Volleyball Association then all assets and equipment shall be transferred to Volleyball England. Child Protection Volleyball England has published a document – Child Protection Policy and good practice guide (available on request). As membership of Team Essex Volleyball Club is also open to those under the age of 18, the club hereby adopts and commits itself to Volleyball England policy and makes the following additional points. All existing and future coaches with either match or training responsibilities will be registered with Volleyball England and as such have a Criminal Bureau Check undertaken. The Club Welfare Officer (CWO) will undertake the relevant training and assume overall responsibility for supervision of coaches in respect of child protection only. In the event that there is a need to report on the CWO’s activities, the independent report and supervisory role will be taken by the Club Chairperson. All juniors within the Club and all active members will be informed as to who they can bring matters of concern regarding child protection issues to either the Club Welfare Officer and/or the Chairman. Players Code of Conduct It is the intention of the club to establish a reputation for good behaviour and conduct by its members and all associated with the club in the true spirit of volleyball. All club members will be expected to maintain high standards of personal behaviour, treating all colleagues, players, coaches, referees and spectators with respect before during and after training sessions and matches either at home or away. In particular discriminatory behaviour or physical violence towards others is not acceptable. This code is also considered to extend to parents, partners and supporters attending club session and matches. If members or those with them fail to meet these standards the members may be subject to sanctions decided by the committee (within 14 days) including fines, suspension or expulsion from the club depending on the nature or frequency of the breach. All complaints regarding members should be submitted in writing to the Secretary. There is a right of appeal to the Executive Committee. Such appeals to be put in writing to the Secretary.
- Equity Policy Statement
The Club is committed to ensuring that equity is incorporated across all aspects of its development and sets its’ own equality and diversity policies which can be found on the website. The Club supports the principle of equal opportunities for all those participating in volleyball and opposes all forms of unlawful and unfair discrimination on the grounds of age, colour, race, nationality, region, ethnic or national origin, gender, marital status, sexuality, or unrelated criminal convictions, or disability.’ The Club respects the rights, dignity and worth of every person and will treat everyone equally within the context of their sport, regardless of age, ability, gender, race, ethnicity, religious belief, sexuality or social/economic status. The Club is committed to everyone having the right to enjoy volleyball in an environment free from threat of intimidation, harassment and abuse. All club members have a responsibility to oppose discriminatory behaviour seriously, according to club disciplinary procedures.
The Club hereby adopts and accepts this constitution and governance document as a current operating procedure guide regulating the action of members.