Terms & Conditions
CONSTITUTION
SELBY DISTRICT SWANS GYMNASTICS CLUB
1. Name
The club will be called SELBY DISTRICT SWANS GYMNASTICS ACADEMY and
will be affiliated to BRITISH GYMNASTICS.
2. Aims and Purpose
The aims and objectives of The Club will be:
• To offer fun recreation coaching in gymnastics
• To ensure a duty of care to all members of the club.
• To provide all its services in a way that is fair to everyone.
• To ensure that all current and future members receive fair and equal treatment.
• To promote the club within the local community and Gymnastics.
3. Membership
(i) Membership should consist of officers and members of The Club.
(ii) All members will be subject to the regulations of this constitution and by joining The Club members
will be deemed to accept these regulations and codes of conduct that the club has adopted.
(iii) Members will also be registered with British Gymnastics to benefit from their insurance and
membership benefits.
4. Membership Fees
(i) Membership fees will be set annually and agreed by The Club Committee or determined at the
Annual General Meeting.
(ii) Fees will be paid monthly
5. Committee
(i) The club will be managed through The Club Committee consisting of at least five and no more
than 15 members.
(ii) Committee members will be elected/re-elected every year at the AGM.
(iii) Committee Members may co-opt club members (up to the maximum agreed number) to serve
until the end of the next AGM.
Committee Meetings
(i) The Club Committee will be convened by the Club Secretary and hold no less than 4 meetings per
year.
(ii) The quorum required for business to be agreed at Club Committee meetings will be 4 or 50% of the
total membership, whichever is greater.
(iii) Whenever a Committee member has a personal interest in a matter to be discussed he/she must
declare it to the Chair as the earliest opportunity. The member must withdraw from that part of the
meeting (unless asked to stay), not be counted in the quorum for the agenda item and withdraw during
the vote and have no vote on the matter concerned.
(iv) At least 4 members must be present for the meeting to be valid
(v) Committee meetings shall be held face-to-face
(vi) The Chair or whoever else those present choose shall chair meetings. The chair of the meeting shall
not have a casting vote.
(vii) Decision shall be by simple majority of those voting by show of hands
(viii) A resolution in writing signed by every committee member shall be laid without a meeting.
Club Committee Role
(i) The Club Committee shall have responsibility for the management of the club, its funds, property
and affairs.
(ii) The Club Committee will be responsible for adopting new policies, codes of conduct and rules that
affect the organisation of the club.
(iii) The Club Committee will have powers to appoint sub-committees as necessary and appoint
advisers to The Club Committee as necessary to fulfil its business. The Committee can delegate any of
their functions to sub-committees but must specify the scope of its activity and power; the extent to
which it can commit the funds of the club; it’s members and it’s duty to report back to the committee.
The committee may wind up any sub-committee at any time or change its mandate and operating
terms.
(iv) The Club Committee will be responsible for disciplinary hearings of members who infringe the club
rules / regulations / constitution. The Club Committee will be responsible for taking any action of
suspension or discipline following such hearings.
(v) The property and funds of The Club cannot be used for the direct or indirect private benefit of
members other than as reasonably allowed by the rules and all surplus income or profits are reinvested
in the club.
(vi) The club may also in connection with the sports purpose of the club:
(a) Sell & supply food, drink and related sports clothing and equipment
(b) Employ members (though not as participants) and remunerate them for providing goods and
services, on fair terms set b the committee without the person concerned being present
(c) Pay for reasonable hospitality for visiting teams and guests
(d) the Club Committee and members acting properly in the course of the running of the club against
liability incurred in the proper running of the club (but only to the extent of its assets).
(vi) The Club Committee will have due regard to the law and disability discrimination and child/adult
protection.
Permitted Means
(i) The permitted means of meeting the aims and purpose of ‘The Club’:
A. Acquire and provide grounds, equipment, coaching, training and playing facilities, club house,
transport, medical and related facilities;
B. Provide coaching, training, medical treatment and related social and other facilities
C. Take out any insurance for club, employees, contractors, participants, guests and third parties;
D. Raise funds by appeal, subscriptions, loads and charges
E. Borrow money and give security for the same and open bank accounts;
F. Buy, lease or license property and sell, or otherwise dispose of the same;
G. Make grants and loans and give guarantees and provide other benefits
H. Set aside funds for special purposes or as reserves;
I. Invest funds in any lawful manner;
J. Employ and engage staff and others and provide services;
K. Co-operate with or affiliate to firstly any bodies regulating or organising the sport and secondly
any club or bod involved with it and thirdly with government and related agencies;
L. Do all other things reasonably necessary to meet the aims of the The Club.
NB: NONE of the above powers may be used other than to meet the aims and purpose of The Club
consistently with this constitution and the general law.
6. Finance
(i) All club monies will be banked in an account held in the name of The Club. The Club Treasurer will be
responsible for the finances of The Club. The financial year of The Club will end on 31st March.
(ii) An audited statement of annual accounts will be presented by the Treasurer at the Annual General
Meeting.
(iii) Any cheques drawn against club funds should hold the signatures of the Treasurer plus up to two
other committee members.
7. General Meetings
(i) All members may attend the general meetings of The Club in person.
(ii) General Meetings need 21 clear calendar days’ written notice to members.
(iii) Only elected committee members have the right to vote at general meetings.
(iv) The quorum for all general meetings is 4 members present or 50% of the total membership
whichever is greater.
(v) The Chair or (in his/her absence) another member chosen at the meeting shall preside. The Chair
will not have a casting vote.
(vi) Except as otherwise provided in this constitution every resolution shall be decided by a simple
majority of the vote cast on a simple show of hands.
(vii) Formalities in connection with General Meetings (such as how to put down proposed (resolutions)
shall be decided by the committee and publicised to club members.
8. Annual General Meetings
(i) The Club will hold an AGM once in every calendar year and not more than 15 months after the last
AGM. Notice of the Annual General Meeting (AGM) will be given by The Club Secretary not less than
21 clear days notice to be given to all members.
(ii) At every AGM:
(a) The AGM will receive a report from officers of the Club Committee and a statement of the
audited accounts.
(b) Members will elect a Club Committee including a Chair, Treasurer and secretary to serve until
the next AGM. Nominations for officers of the Club Committee will be sent to the Secretary prior to
the AGM.
(c) All members have the right to vote at the AGM.
(d) The quorum for AGMs will be 25% of the membership of the club.
9. Extraordinary General Meetings (EGM)
(i) The Club Committee has the right to call Extraordinary General Meetings (EGMs) outside the AGM.
Procedures for EGMs will be the same as for the AGM.
(ii) Any member of The Club can request an EGM. All requests must be made to the Club Secretary in
writing with signed support from 5 other members of The Club.
(iii) EGMs shall be arranged within 14 days of such a request at a place decided up on by the
committee or in default by the chair.
10. Discipline and Appeals
(i) All complaints regarding the behaviour of members should be submitted in writing to The Club
Secretary.
(ii) The Club Committee will meet to hear complaints within 14 calendar days of a complaint being
lodged. The Committee has the power to take appropriate disciplinary action including the termination
of membership.
(iii) 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 calendar days of the
hearing.
(iv) There will be the right of appeal to the Club Committee following disciplinary action being
announced. The Committee should consider the appeal within 21 calendar days of the Secretary
receiving the appeal.
11. Dissolution
(i) A resolution to dissolve The Club can only be passed at an AGM or EGM through a majority vote of
the membership.
(ii) The Club Committee will be responsible for the orderly winding up of The Club’s affairs.
(iii) In the event of dissolution, any assets of the club that remain following the settling of all liabilities
will be disposed to one of the following:
(a) The Club’s governing body for use by them for related community sports and/or;
(b) Another club with similar sports purposes which is a registered charity and/or;
(c) Another club with similar sports purposes which is a registered CASC.
12. Amendments to the Constitution
(b) The constitution will only be changed through agreement by majority vote at an AGM or EGM.
(c) Any amendments must be proposed in writing to the Club Secretary and only as not to jeopardise
The Club’s status as a community amateur sports club as first provided for by the Finance Act 2002
and not in any event to alter its aims and purpose unless the procedure at 12(iii) has been followed
or winding up provisions (see 11).
(d) The club purposes may be changed to include another eligible sport if The Club Committee
unanimously agreed and the members also agreed the change by a 75% majority of votes cast.
13. Declaration
SELBY DISTRICT SWANS GYMNASTICS CLUB hereby adopts and accepts this constitution as a current
operating guide regulating the actions of members. This constitution was adapted at a meeting held
at_______________________________________on_____________________
SIGNED: ...Stacey Nixon...DATE: ...05/08/18... NAME: STACEY NIXON CLUB MANAGER
SIGNED: ...Charlene Bel ...DATE: ...05/08/18... NAME: CHARLENE BELL CLUB SECRETARY
SELBY DISTRICT SWANS GYMNASTICS ACADEMY SAFEGUARDING POLICY STATEMENT
Selby District Swans Gymnastics Academy acknowledges the duty of care to safeguard and promote the welfare of children and is committed to ensuring safeguarding practice reflects statutory responsibilities, government guidance and complies with best practice and British Gymnastics requirements.
The All children:
- have a positive and enjoyable experience of sport at Selby District Swans Gymnastics Academy in a safe and child centred environment
- are protected from abuse whilst participating in Gymnastics or outside of the activity.
- Selby District Swans Gymnastics Academy acknowledges that some children, including disabled children and young people or those from ethnic minority communities, can be particularly vulnerable to abuse and we accept the responsibility to take reasonable and appropriate steps to ensure their welfare.
- As part of our safeguarding policy Selby District Swans Gymnastics Academy will promote and prioritise the safety and wellbeing of children and young people.
- ensure everyone understands their roles and responsibilities in respect of safeguarding and is provided with appropriate learning opportunities to recognise, identify and respond to signs of abuse, neglect and other safeguarding concerns relating to children and young people
- ensure appropriate action is taken in the event of incidents/concerns of abuse and support provided to the individual/s who raise or disclose the concern
- ensure that confidential, detailed and accurate records of all safeguarding concerns are maintained and securely stored
- prevent the employment/deployment of unsuitable individuals
- ensure robust safeguarding arrangements and procedures are in operation.
- The policy and procedures will be widely promoted and are mandatory for everyone involved in Selby District Swans Gymnastics Academy . Failure to comply with the policy and procedures will be addressed without delay and may ultimately result in dismissal/exclusion from the organisation.
- ensureMonitoring
- The The policy will be reviewed a year after development and then every three years, or in the following circumstances:
- changes in legislation and/or government guidance
- as required by the Local Safeguarding Children Board, UK Sport and/or Home Country Sports Councils and British Gymnastics
- as a result of any other significant change or event.
- Safeguarding & Protection of Children & Vulnerable Adults Policy Adoption Statement
- This is to confirm that Selby District Swans Gymnastics Academy has adopted the following British Gymnastics policies to safeguarding & Protect children & vulnerable adults:
- Safeguarding and Protecting Children Policy July 2018;
- Safeguarding Children - Abuse & Poor Practice (30 November 2017); Safeguarding Children - Safe Environment (30 October 2017); Safeguarding Children - Safe Recruitment (07 October 2014);
will be reviewed a year after development and then every three years, or in the following circumstances:
Complaints Procedure
Selby Swans Gymnastics Academy is committed to providing a safe, stimulating, consistent and accessible service to children and their parents/carers. We always aim Usually it should be possible to resolve any problems as soon as they occur. If not then the parent/carer should follow the formal complaints procedure set out below. Under normal circumstances the Club Coach in charge of the session will be responsible for managing complaints.
Stage One
- If a parent/carer has a complaint about some aspect of the club’s activity, or about the conduct of an individual member of staff, it will often be possible to resolve the problem by simply speaking to the individual concerned and/or the Club Coach in charge of the session. The club is committed to open and regular dialogue with parents/carers and welcomes all comments on its services regardless of whether they are positive or negative. Please try to make any complaints at an appropriate time (i.e. end of session/change over times).
- If a satisfactory resolution cannot be found then stage two of the procedure will come into operation.
Stage Two
- If informal discussions of a complaint or problem have not produced a satisfactory resolution to the situation, parents/carers should put their complaint, in writing, to the Head Coach. Relevant names, dates, evidence and any other important information on the nature of the complaint should be included.
- The Head Coach will acknowledge receipt of the complaint as soon as possible and fully investigate the matter within 14 working days. If there is any delay the Head Coach will advise the parent/carers of the reasons. The Head Coach will keep you up to date with what is happening and will give a full reply.
- If you are not satisfied with the outcome you can ask the Head Coach to refer the matter to the Club Committee.
- Stage Three
- The Head Coach will refer the complaint and response to the Club Committee. The Club Committee will investigate the complaint together with the response at a specially convened meeting.
- The Club Committee will acknowledge receipt of the complaint as soon as possible and fully investigate the matter within 14 working days. If there is any delay the Club Committee will advise the parent/carers of the reasons. The Club Committee will keep you up to date with what is happening and will give a full reply.
- The response will be copied to the staff members concerned with recommendations for any actions to be taken and any amendments to club policies or procedures emerging from the investigation.
- The Chair of the Club Committee will send a reply within four weeks outlining how the complaint was investigated and detailing the outcome.
- If you are not satisfied with the outcome, you can raise the complaint to British Gymnastics.
- Contacts
- Head Coach: Stacey Nixon
- Club Welfare Officer: Claire Low 376113479/ selbyswanswelfare@gmail.com
- Club Manager: Stacey Nixon 07940251613/ staceynixon@aol.com
- British Gymnastics Ethics & Welfare Department: 0845 129 7129 ext 2346