Ultimate responsibility for the governance and discipline of clubs lies with the York Sport President, who has delegated responsibility to the YUSU Sports Coordinator.

 

Copies of the constitution should be made available to all members.

 

Purpose of the constitution:

 ●      To provide the University of York University Students’ Union (YUSU) Sports Clubs with a constitution that outlines their duties, responsibilities and guidance which members are expected to abide by.

      To provide YUSU with details about the Club.

 

University of York Badminton Club Constitution 2016/2017

Last updated: 05.05.2016 by Luke Quigley (Club President 2016-2017)

Contents

               1.     Definitions

2.     Name of the Club

3.     Aims and Objectives

4.     Membership

5.     Code of Practice

6.     Club’s Committee

7.     Duties of the Club’s Committee

8.     Club Finance

9.     Meetings

10.  Election of the Committee

11.  Club Complaints Procedure

12.  Dismissal and Resignation of Committee Members

13.  Suspension and Exclusion of Members

14.  Amendments to the Club Constitution

15.  Dissolution

16. Other

17. Declaration

 

1.        Definitions

                 1.1.        The Sports Club in this document will be referred as the ‘Club’.

                 1.2.        Those chosen to collectively represent the ‘Club’ shall be referred to as the ‘Committee’.

 

2.        Name of the Club

             2.1.        The Club’s name is the University of York Badminton Club.

 

3.        Aims and Objectives

             3.1.        The aims and objectives of the Club are to promote the interests and act on behalf of Club Members.

             3.2.        To provide an opportunity for members of the Club to meet and participate in the given activities together.

             3.3.        The club’s specific aims shall be to: promote the safe practice of badminton within the University of York b) Provide instruction on the technical aspects of badminton within the University of York c) Provide a friendly and safe environment for students at the University of York in all instances in which the club is involved. d) Promote involvement of students of the University of York in clubs and societies. e) Promote a positive image of YorkSport. f) Represent the University of York in BUCS events and matches. g) Represent the University of York in inter-university tournaments. h) Represent the University of York in badminton matches in the York and District League and the Yorkshire League. i) Further any objectives associated with badminton that the committee deems appropriate

 

4.        Membership

             4.1.        Membership of the Club will be open to all members of YUSU.

             4.2.        Membership of the Club, in addition to section 4.1, will be open to non-YUSU members who are not subject to disciplinary proceedings or consequent condition of their membership.

             4.3.        Non-YUSU members must not exceed 20% of the overall Club membership.

             4.4.        The Club must have a core membership of 15 YUSU member

        4.5.              Any member of YorkSport can become a member of the club on paying the approved subscription fee (£20 for 2014-2015). Exceptions include subscriptions to the club by a termly rate of £10.

      4.6.      Any person may claim a maximum of two free sessions under a trial period - payment is requested upon third session.

   4.7.       All those persons who have paid the approved membership fee are considered members of the club, with the following restrictions: i) Only registered students of the University of York shall be able to play for a club team. Note that this restriction is stronger than that of YorkSport constitution, but there may, at the discretion of YorkSport, be a category of members known as non-student members who need not be members of the University of York. These non-student members may not hold a committee post within the club, may not vote during general meetings, and may not count towards any qualifying requirement for a grant or a subsidy. ii) They also may not play for the University at any level unless they fulfil the requirements of the BUCS and Y&D regulations. d) Those who achieve selection at team trials and attend team training sessions are required to a pay team membership fees of £45. They may also pay an optional fee of £10 which grants full UYBC membership and therefore allows them access to all club sessions. All team players will be selected initially at the start of term by the captains of each discipline, assisted by other appropriate committee members.

 

5.        Code of Practice

             5.1.        Adhere to the constitution, general rules, regulations and policies of YUSU and UoY.

             5.2.        No member should undertake any action that may bring the reputation of the Club, YUSU or the University into disrepute.

             5.3.        Adhere to the constitution, general rules, regulations and policies of YUSU and UoY.

             5.4.        A member must not participate in or omit to mention anything which might cause damage to themselves or others.

             5.5.        Members must respect the property of the University, YUSU, the Club and of other members.

             5.6.        Socials (and any related activity) must be opt-in only and have no effect on eligibility to hold membership of the Club or a committee position.

             5.7.        The committee will ensure that members of the Club should not pressure or coerce any other member into any action with which they feel uncomfortable.

             5.8.        Any action taken by the members on behalf of or while representing the Club in any way will also be accountable to the YUSU Code of Conduct found in Bye-Law 13.

             5.9.        Members must act responsibly at all times when participating in activities and to avoid actions which could bring the group, YUSU, UoY or sponsors/funders into disrepute.

           5.10.        Members should be aware of how their actions may be perceived by others.

           5.11.        Conduct themselves in a reasonable manner relating to language, noise and behaviour.

           5.12.        Compete in a manner of fair play, respect for opponents and polite behaviour regardless of the nature of the competition, when representing YUSU/UoY in a sports fixture.

           5.13.        Treat facilities, staff and students at the UoY and other institutions with respect and abide by any rules that may apply.

           5.14.        Refrain from any form of harassment of others and respect the rights, dignity and values of others.

           5.15.        Not encourage or pressure others into acting against the Code of Conduct.

           5.16.        Operate within the rules, including national guidelines, which govern the activity.

           5.17.        Not carry out initiation ceremonies as detailed below.

           5.18.        Not be unduly intoxicated at any event or activity where such behaviour could be deemed unacceptable or unprofessional.

           5.19.        Abide by the law at all times.

           5.20.        During social events, especially those involving the consumption of alcohol, to be aware of behaviour and the impact on others, particularly members of the local community.

           5.21.        Not to consume alcohol whilst being transported to or from any activity organised under the umbrella of the student group, YUSU or UoY.

           5.22.        Understand the repercussions of any breaches of this Code.

           5.23.        Any additional Code of Practice Points

6.        Club’s Committee

             6.1.        The Committee will be collectively responsible for the effective management and day to day running of the Club.

             6.2.        All of the Committee must be current YUSU members who are enrolled and studying on a University of York programme.

             6.3.        The Committee shall have the power to set Club rules, in accordance with the Club Constitution.

             6.4.        A new Committee must be elected at least annually at the Annual General Meeting (AGM)

             6.5.        The democratically elected committee must consist of:

                Tier 1

      Club President

      Secretary

      Treasurer

      Team President

      Tier 2

      Ladies’ Captain

      Men’s Captain

      Mixed Captain

      Social Secretaries x2 (must run as a pair)

      Tier 3

      Fundraising Rep

      Team Merchandise Rep

      Club Merchandise Rep

      Communications Officer

      Webmaster

      Sponsorship Officer

      Ordinary Members x3

             6.6.        The committee will ensure an up-to-date list of all Committee members is provided to YUSU within two working days of any election.

             6.7.        For as long as the roles of the No-Strings Badminton Activator and College Badminton Activator exist at the University of York, they shall have the right to attend committee meetings and to be a part of the committee Facebook group.

 

7.        Duties of the Club’s Committee

             7.1.        The Club President is responsible for:

      Providing leadership for the Club

      Being a spokesperson/figurehead and representing the Club to external stakeholders.

      Ensuring that Club adheres to the relevant policies and to this constitution.

      Ensuring the Club Committee contains officers named in section 6.5.

      Attending Club Officer Training and Club Open Meetings.

      Calling and chairing meetings of the Club’s committee.

      Publicising the Club.

      Ratifying the Club for the new year.

      Set out the York Sport grant application with the rest of the Tier 1 Committee.

      Draw up a rota to fairly allocate committee members to be in charge of running the club sessions

      Liaise with the York Sport President

      Organise elections and Presidents’ Weekend

      Ordering plastics every time that stock gets low being aware of our sponsorship agreement with The Badminton Company. All plastics we order should come from there.

             7.2.        The Club Secretary is responsible for:

      Attending Club Officer Training and the Club’s AGM

      Taking care of the club’s admin, keeping the Club’s back-pages up-to-date.

      Arranging meetings and book rooms or venues.

      Creating agendas and keeping minutes of meetings as necessary.

      Attending the Yorkshire League AGM, the York and District AGM and the York and District Fixtures Meeting to arrange fixtures.

      Ensuring all team captains know of their fixtures well in advance.

      Be the first point of contact for all clubs regarding fixtures, rescheduling matches and other queries.

      Ensuring they have all contact details for local league contacts.

      Familiarise themselves with YUSU and York Sport policy and our constitution.

      Act as the Returning Officer at the AGM

             7.3.        The Treasurer is responsible for:

      Administering the Club’s finances in accordance with the Constitution, Laws and Bye Laws of YUSU.

      Attending Club Officer Training and the club’s AGM.

      Learning and understand the Students’ Union financial system.

      Applying for the annual grant alongside the rest of the Tier 1 Committee and extra funding from YUSU as necessary.

      Keeping track of all income/expenditure.

      Keeping the committee and members informed of the Club’s financial situation.

      Countersigning every claims form and transport form.

      Creating a budget for each event and discuss with YUSU Sports Staff.

      Collecting membership fees and match fees.

             7.4.        The Team President is responsible for:

      Overseeing the general running of the teams and has the final say in team-related issues.

      Set out the York Sport grant application with the rest of the Tier 1 Committee.

      Attending local league fixtures meetings and AGMs alongside the Secretary.

      Organising coaching for training sessions and decides how team training sessions are to be run with help from the Captains.

      Working with York Sport representatives regarding BUCS issues.

      Helping the team captains run their teams, making sure they know when fixtures are that transport is booked early.

      Running committee meetings in conjunction with the Club President

      Ensuring the Team Merchandise Rep orders shuttlecocks and team kit well in advance.

      Collecting team members’ contact details.

      Organising elections and Presidents’ Weekend with the Club President.

      Ensuring all members wear York Sport Union playing kit, as agreed by YUSU.

     Ordering feathers every time that stock gets low, being aware of our sponsorship agreement with The Badminton Company. All feathers we order should come from there.

7.5.        The Ladies’ Captain is responsible for:

      Hosting trials to select the ladies’ team players

      Picking sub-captains for each squad. They can pick themselves to captain the team they are in, e.g. Ladies A or B.

      Submitting your team to the Y&D league via the Secretary

      Texting in the result to the BUCS Coordinator before you leave the Sports Centre

      Keeping a copy of scores for every match

      Arranging transport to matches

      Notifying teams of training arrangements

      Picking teams for Roses and BUCS Individuals

      Being available for club sessions, college matches and end of term tournaments to scout players.

7.6.        The Men’s Captain is responsible for:

      Hosting trials to select the men’s team players

      Picking sub-captains for each squad. They can pick themselves to captain the team they are in, e.g. Men’s A, B or C.

      Submitting your team to the Y&D league via the Secretary

      Texting in the result to the BUCS Coordinator before you leave the Sports Centre

      Keeping a copy of scores for every match

      Arranging transport to matches

      Notifying teams of training arrangements

      Picking teams for Roses and BUCS Individuals

      Being available for club sessions, college matches and end of term tournaments to scout players

7.7.        The Mixed Captain is responsible for:

      Hosting trials to select the Y&D mixed team and working with the Men’s and Ladies’ Captain to select the Yorkshire League teams

      Picking sub-captains for each squad. They can pick themselves to captain the team they are in, e.g. Uni Students A, Uni Students B etc

      Submitting your teams to the Y&D & Yorkshire leagues via the Secretary

      Texting in the result to the BUCS Coordinator before you leave the Sports Centre

      Keeping a copy of scores for every match

      Arranging transport to matches

      Notifying teams of training arrangements

      Picking teams for Roses and BUCS Individuals

      Being available for club sessions, college matches and end of term tournaments to scout players

7.8.        The Social Secretaries are responsible for:

      Organising bi-weekly social events

      Advertising the socials at least 1 week in advance

      Organising the Christmas meal and the annual Easter holiday

      Encouraging all new members to get involved

      ●      Running at least one non-alcoholic social per

      ●      Running the weekly D-Bar pizza nights

7.9.        The Fundraising Representative is responsible for:

      Organising fundraising tournaments at the end of each term

      Purchasing prizes for the winners

      Organising the annual overnight badminton event

      Finding raffle prizes for the overnight badminton event, starting at least 1 month in advance

   

7.10.        The Merchandise Officer is responsible for:

      Ordering team and Roses kit

      Advertising and collecting orders for club merchandise from the entire club from Weeks 1-3 of spring term. The money for merchandise must all be collected before it is ordered.

      Ordering club merchandise from York Sport Union’s current kit supplier in Week 4 of spring term and distributing the merchandise when it arrives

      Checking with YUSU Finance and York Sport Union’s current kit supplier that they have processed the order and that it is correct

7.11.        The Press and Publicity Officer(s) is/are responsible for:

      Making and printing flyers and posters for Fresher’s Fair

      Advertising socials and other events at club

      Creating cover photos for each Facebook event

      Taking charge of the club camera on socials and uploading the pictures onto the Facebook page

          ●      Ensuring campus media is informed of any notable events,                        achievements of the club

            Maintaining the club mailing list

      Maintaining the club email account

      Maintaining and updating the club website

      Encouraging all new members to get involved

      Posting on the committee Facebook page asking for news items for the fortnightly newsletter, writing the letter and forwarding it to the Club President to send out to the club

7.14.        The Sponsorship Officer is responsible for:

      Finding new sponsorship opportunities for the club. These can be corporate, equipment, bars etc. However, make sure they are not competitors of any of YUSU’s sponsors, e.g. if YUSU are sponsored by Streamline Taxis, the only taxi company we can be sponsored by is Streamline

      Making sure the merchandise officers are aware that we have to order kit and club merchandise from YUSU’s current kit sponsor

      Making sure the Social Secretaries, Team Captains and Sub-Captains are aware that if transport is needed into town and to local matches, that they should use Steamline Taxis. They MUST book under the Badminton Club’s name. In return, Streamline sponsor us yearly.

      Checking that all contracts are in date and knowing what the terms of each contract are.

      ●      Ensuring with the Fundraising Rep that The Badminton Company is invited to 2 of our end of term tournaments per year to sell discounted merchandise, as per our sponsorship agreement.

      ●      Investigating possibilities for bar/club sponsorship next year with the Social Secretaries

7.13.        The Wellbeing Officer is responsible for:

      Ensuring that the club is acting in line with its Equal Opportunities Policy

      Being a point of contact with all club and team members, should they have any problems or suggestions

      Attending all EO workshops and work with the York Sport Committee EO

7.14.        The Ordinary Members are responsible for:

      Representing the views of ordinary club members at committee meetings

      Helping other committee members, e.g. if one Social Secretary cannot run a social, you will be the first choice to step in

7.15.        No committee member should be responsible for case work e.g. giving support and advice to any individual student, and when these cases present they must be referred promptly to the YUSU who can ensure the proper support is made available.

 

8.        Club Finance

             8.1.        All Club income and expenditure shall be conducted through the YUSU Finance Office. Holding funds externally will constitute grounds for de-ratification and/or disciplinary procedures.

             8.2.        The President (Chair), Secretary and Treasurer and Team President shall automatically be signatories to the Club accounts, once YUSU has received an up-to-date signatory list.

             8.3.        Two of these signatories shall be required for each expense claim and for any contract or undertaking, financial or otherwise, on behalf of the Club; one of which must the Treasurer.

             8.4.        The club’s accounts shall be available for inspection at any reasonable time by YUSU staff.

             8.5.        An annual membership fee is required from all Club members, unless the Club states otherwise, and agrees not to receive YUSU Main grant. The Committee are also responsible for determining this fee and its collection.

             8.6.        YUSU members shall receive no remuneration from the Club, except in legitimate expenses incurred in connection with the Club business.

 

9.        Meetings

          9.1.        The primary decision making bodies of the Club are Committee meetings, Annual General Meetings (AGMs) and Extraordinary General Meetings (EGMs).

          9.2.        All general meetings must be open and advertised to all members.

          9.3.        Minutes should be taken at each meeting and published to all members. A copy of the minutes must also be made available to YUSU staff upon request.

          9.4.        The Committee shall give at least 7 days notice of any general meeting

          9.5.        The quorum of a general meeting shall be 20% of YUSU members of the Club or 10 YUSU members of the Club, whichever is greater.

          9.6.        An EGM can be called by the Committee of the Club, York Sport Union Committee or a petition signed by a petition of 25% of YUSU members of the Club or 10 YUSU members of the Club, whichever is greater.

      9.7.      Committee meetings must take place at least 3 times per term, not including the annual AGM. One of these should be a handover meeting between the outgoing and incoming committee.

 

10.        Election of the Committee

           10.1.        Only current members of the Club are allowed to stand for elections.

           10.2.        The committee must be elected by the Club at an AGM on Wednesday Week 3 of Term 3 each year.

           10.3.        All members should be made aware of their ability to stand for election and vote.

           10.4.        Only Club members who are also full members of YUSU shall be entitled to vote.

           10.5.        The committee must be democratically elected in a free and fair election.

                           10.5.1.        All Club members must have the chance to question candidates and submit a vote in private and in absentia (where necessary).

                           10.5.2.        Votes may be counted using either ‘first past the post’ or the ‘alternative vote’ or ‘single transferrable vote’, which offer preferential voting.

                           10.5.3.        If desired, YUSU can provide assistance in the running of any election to ensure fairness or to count votes where necessary.

           10.6.        If any vacancies occur in the committee during the academic year, they shall be democratically filled as soon as is convenient via an EGM (Extraordinary General Meeting).

       10.7.      Anyone wishing to stand for a committee post must be nominated and seconded by other members of the club.

       10.8.      In the event of more than one member standing for a post, the decision will be made by a simple majority vote or single transferrable vote of those present and eligible to vote at the Annual General Meeting.

       10.9      Members may stand for a maximum of 2 positions at the AGM. At the election night, section 1 positions will be voted on first and the results announced, followed by section 2 and finally section 3. If a member applying for more than one position is elected into a position, they are automatically ineligible for the other sections and their application will be withdrawn.

 

11.        Club Complaints Procedure

           11.1.        This procedure allows members to raise complaints about any issues relating to the Club, including (but not limited to):

      The safety of activities

      The standards of instruction

      The standard of equipment used for the activities

      Bullying and harassment

      Disregard of operational policies of YUSU including the Equal Opportunities and Safe Space policies.

           11.2.        Complaints should first be addressed in writing to the Club President/Chair. When a complaint is made, the President/Chair they must consult YUSU for advice.

           11.3.        If this initial process does not provide a satisfactory outcome, a formal complaint should be made to the York Sport President in writing, triggering the use of York Sport’s Union Code of Conduct or YUSU’s Code of Conduct (Bye-Law 13) to address the formal Complaint.

           11.4.        In serious or unresolved cases, the member may be supported by YUSU in progressing the complaint through the University's Code of Practice on Harassment and/or Complaints Procedure.

 

12.        Dismissal and Resignation of Committee Members

           12.1.        No committee member shall be deemed to be dismissed unless they have received during their term of office a vote of ‘no confidence’ from their Club members.

           12.2.        Before a vote of ‘no confidence’ can be considered against a committee member, the complainant must have attempted to settle the matter informally, and one of the committee members named in section 6.5 will be responsible to oversee this informal process, and act as a mediator when and where they deem necessary..

           12.3.        Any incident which cannot be satisfactorily resolved in this way must be referred to the YUSU Sports Coordinator, who will facilitate a vote of ‘no confidence’. This request much be accompanied by a petition of 25% of YUSU members of the Club or 10 YUSU members of the Club, whichever is greater.

           12.4.        If a ‘no confidence’ motion is called then a Club EGM (see section 9) must be held, and in order for a vote of ‘no confidence’ motion to be carried it must be supported by two-thirds of those voting.

           12.5.        If the no confidence motion is successful or a committee member resigns, then a committee member must inform YUSU immediately. The Club will then need to hold another EGM to re-elect a new person to the position (see section 9)

           12.6.        If the no confidence motion in unsuccessful.

                           12.6.1.        YUSU will facilitate support with the committee to resolve any outstanding issues.

                           12.6.2.        Further ‘no confidence’ motions must be on different grounds and not within one calendar month of the general meeting at which the last ‘no confidence’ motion against that committee member was heard.

 

13.        Suspension and Exclusion of Members

           13.1.        No member shall be deemed to be suspended or excluded without a formal process involving YUSU. This is to ensure fairness and transparency of processes.

           13.2.        Any matter which may be considered grounds for suspension or exclusion must be referred as a matter of urgency to YUSU who will instigate the process for an investigation.

           13.3.        If an imminent risk is identified a Club member may be suspended immediately for a period of up to 14 days.

                           13.3.1.        Any assessment of risk must be carried out by YUSU at the earliest opportunity.

                           13.3.2.        If no process is initiated within these 14 days to permanently exclude the member then the suspension will be lifted and considered resolved once 14 days have passed.

           13.4.        Exclusion of a member is a penalty that can only be considered in exceptional circumstances and subject to the below procedure.

           13.5.        Any member facing exclusion from a Club must have a fair hearing at which they have the right to speak in their defence, have a supporter present and have been advised of the allegations made, and supporting evidence disclosed at least 7 clear days in advance.

                           13.5.1.        The panel for the hearing will be chaired by the York Sport President (or another Sabbatical Officer if there is a conflict of interest) with the following additional members: a member of Societies Committee (who is not a member of any other Club in the same group as the Club) and a member of the York Sport Committee, neither of whom should have previous knowledge of the nature of the allegations, and a YUSU Staff member will minute the meeting.

                           13.5.2.        Any decision to exclude a member requires a majority vote from the panel and must be communicated in writing, with a statement of reasons, to the excluded member within 7 days.

           13.6.        A member may appeal against any decision to suspend or exclude them on the grounds of lack of adherence to process, provision of further evidence or evidence that the decision was biased or prejudiced. The member must communicate their intention to appeal in writing to YUSU.

           13.7.        Any appeal of a decision to suspend or exclude a member must be heard by a panel who were not involved with the original decision, have no prior knowledge of the case and will be chaired by a Full Time Officer. Ideally this panel will also consist of one more member each from Societies Committee and the York Sport Committee. However the panel will primarily be constituted with a view to fairness and elimination of conflict of interest.

           13.8.        An appeals panel only has the power to uphold or overturn a decision by the initial panel. They may not suggest alternative sanctions.

 

14.        Amendments to the Club Constitution

           14.1.        The Constitution may be amended by two thirds of the members present at an AGM or EGM.

           14.2.        If amended, the constitution shall be re-ratified by the York Sport Committee before coming into effect, this includes a change of name.

 

15.        Dissolution

           15.1.        The Club may be dissolved if deemed necessary by the members in a simple majority vote at an AGM or EGM. Any assets or remaining funds after debts have been paid shall revert to YUSU, in line with charity law requirements.

           15.2.        In exceptional circumstances, the Club may also be dissolved by the York Sport Committee if deemed necessary and subject to the approval of the York Sport President.

16.       Other

           16.1.        College Badminton a) College players will not be permitted use of any racquets owned by the club, b) On request of YorkSport, the committee will be able to recommend whether a player is eligible to play for badminton inter-college sport. c) The club may pay for and provide college shuttlecocks if the College Sport Officers and the JCR College Sport Officers cannot supply the College Badminton Activator with the required number. These shuttles will be handed out to college captains only and will be used for college training and matches. If at any point the committee decides that the cost of the shuttles is impacting too much on club finances they can suspend the purchase of the shuttles.

           16.2.      University Team Badminton a) All kit purchased by the club for team members must be in keeping with York Sport Union colours and logo. Kit colour must be black and gold (or closest colour to gold). If used, the badminton club's YorkSport logo must also be the latest design/ the one currently used by the York Sport Union.

          16.3.    UYBC Equal Opportunities Policy a) All Club Committee Members must read and adhere to the principles outlined in the UYBC Equal Opportunities Policy. This is indicated by the signature of each committee member in the document.

17.        Declaration (All Committee Members)

           17.1.        As a Club Committee Member I agree to abide by, enforce and operate in accordance with this Constitution, Code of Conduct, YUSU’s Constitution, YUSU’s Policies and guidelines in the Resource Hub.

 

 

Position

Name

Signature

Date

Club President

 

 

 

Secretary

 

 

 

Treasurer

 

 

 

Team President

 

 

 

Ladies’ Captain

 

 

 

Men’s Captain

 

 

 

 Mixed Captain

 

 

 

Social Secretary

Social Secretary

Merchandise Officer

Fundraising Rep

Press and Publicity Officer

Press and Publicity Officer (optional)

Sponsorship Officer

Wellbeing Officer

Ordinary Member

Ordinary Member