DYCL CONSTITUTION

Constitution /
Version Number / Changed By / Date
0.0a / Vamsi Chada / 10/4/2013
0.1 / Srinidhi Kaniyar / 10/31/2013

Table of Contents

1. NAME

2. OBJECTIVES

3. RULES, REGULATIONS AND CODE OF CONDUCT

4. MEMBERSHIP

5. ACADEMY’S COMMITTEE

6. COACHES

7. PARENTAL OFFICERS

8. GENERAL BODY

9. MEMBER FEE

10. RESIGNATION AND EXPULSION

11. MEETINGS

12. ACADEMY TEAMS

13. FINANCES

14. DISSOLUTION

15. RESPONSIBILITIES OF EXECUTIVE COMMITTEE MEMBERS

DALLAS YOUTH CRICKET LEAGUE CONSTITUTION

1. NAME

The Organization’s official Name will be “DALLAS YOUTH CRICKET LEAGUE” (hereinafter referred to as Academy).

2. OBJECTIVES

2.1 To promote the sport of cricket and to facilitate practicing the sport of cricket the Castries area.

2.2 To create a positive learning environment for both boys and girls by combining a fun and friendly atmosphere with discipline and modern coaching methodologies.

2.3 To undertake other incidental activities.

2.4 The Academy is committed to encouraging the high ethical standards. All members shall conduct themselves with integrity, accountability and in a fair and equitable manner.

2.53 The Academy is committed to adopting a positive approach to the ethics of Cricket by providing:

  • Cricket programs developed to focus on the positive aspects of the game’
  • Technical and tactical practices for developing the fundamental techniques of bowling, batting and fielding.
  • Guidelines on fitness and nutrition.
  • Cricket Psychology.
  • The proper use of cricket equipment.
  • In-house competitions.
  • Excursions to other academies.
  • Constant coaching and exposure of players to local experts in various disciplines.

2.4 The Academy is committed to encouraging the high ethical standards. All members shall conduct themselves with integrity, accountability and in a fair and equitable manner.2.3 To undertake other incidental activities.

3 RULES, REGULATIONS AND CODE OF CONDUCT

3.1 The members of the Academy shall so exercise their rights, powers and duties and shall, where appropriate use their best endeavors to ensure that others conduct themselves so that the business and affairs of the Academy are carried out in accordance with the Rules, Regulations and Code of Conduct of Academy, the Association to which the Academy is affiliated (USACA) and Competitions in which the Academy participates, for the time being in force.

3.2 Alteration to the Academy’s Rules shall be effective with a 2/3 majority of the executive committee before advising in writing the Association to which the Academy is affiliated.

3.3 Codes of Conduct and the Equal Opportunities and Anti-Discrimination Policy as shall be in place and reviewed /refined from time to time.

4. MEMBERSHIP

The membership of the Academy shall consist of the following:

  • Academy’s Committee
  • Coaches
  • Parental Officers
  • General Body

5. ACADEMY’S COMMITTEE

5.1 The Academy’s Committee shall consist of the following executive officers:

  • President
  • Vice President
  • Secretary
  • Treasurer
  • Ethics Officer

  • Event Coordinator
  • Trustees (2)

5.2 Each executive officer shall hold office from the date of appointment until the next Annual General Meeting (“AGM”) unless otherwise resolved at an Extraordinary General Meeting (“EGM”). One person may hold no more than two positions at the executive committee at any time.

5.3 The executive committee shall be responsible for the management of all the affairs of the Academy. Decisions of the executive committee shall be made by a simple majority of those attending the executive committee meeting. The Chairperson/President of the executive committee meeting shall have a casting vote in the event of a tie.

5.4 Meetings of the executive Club Ccommittee shall be chaired by the President or in his/her absence, the Vice President. The quorum for the transaction of business of the executive committee shall be three.

5.5 Decisions of the Executive Committee of meetings shall be entered into the Minute Book of the Academy to be maintained by the Academy’s Secretary.

5.6 Any member of the Executive Committee may call a meeting of the Executive Committee by giving not less than seven days’ notice to all members of the Executive Committee. The Executive Committee shall hold not less than four meetings a year.

5.7 An outgoing member of the Executive Committee may be re-elected. Any vacancy on the Executive Committee which arises between Annual General Meetings shall be filled by a member proposed by one and seconded by another of the remaining Academy members and approved by a simple majority of the remaining Academy members.

5.8 Save as provided for in the Rules and Regulations of the Association to which the Academy is affiliated Tthe Executive Committee shall have the power to decide all questions and disputes arising in respect of any issue concerning the Academy’s Rules.

5.9 The position of an Executive Officer shall be vacated if such person is subject to a decision of the Association to which the Academy is affiliated that such person be suspended from holding office or from taking part in any cricket activity relating to the administration or management of a cricket club.

6. COACHES

Coaches will be selected by the executive committee as and when required. Coaches must have qualities to be seen as role models and able to instill excellent behavior, good manners and respect.

7. PARENTAL OFFICERS

Parental Officers shall be parents of members, who have volunteered to provide assistance with training sessions, excursions or activities arranged by Academy. Through a screening process the executive committee will reserve the right to accept individuals as parental officers.

8. GENERAL BODY

8.1 The General Body shall consist of boys and girls from the age of 5 who are interested in Cricket and whose application for membership has been approved. The members of the Academy from time to time shall be those persons listed in the register of members (the “Membership Register”) which shall be maintained by the Academy’s Secretary.

8.2 Membership is open to all boys and girls from the age of 5. Individual who wishes to be a member must apply on the Membership Application Form and deliver it to the Academy’s Secretary. Election to membership shall be at the discretion of the executive committee and granted in accordance with the national anti-discrimination and equality policies which are in place from time to time. No application for membership shall be refused on other than reasonable grounds. There will be no discrimination on grounds of race, occupation, sex, religion, political or other opinion.

8.3 An appeal against refusal may be made to the Academy’s executive committee in accordance with the Complaints Procedure in force from time to time. Membership shall become effective upon an applicant’s name being entered in the Membership Register.

8.4 In the event of a member’s resignation or expulsion, his or her name shall be removed from the Membership Register.

8.5 The Association to which the Academy is affiliated shall be given access to the Membership Register on demand.

9. MEMBER FEE

9.1 Membership fee payable by each member shall be determined from time to time by the executive committee and set at a level that will not pose a significant obstacle to community participation. Any fee shall be payable on a successful application for membership and periodically by each member. Fees shall not be repayable.

9.2 The executive committee shall have the authority to levy further subscriptions from the members as are reasonably necessary to fulfil the objects of the Academy.

10. RESIGNATION AND EXPULSION

10.1 A member shall cease to be a member of the Academy if, and from the date on which, he/she gives notice to the executive committee of his/her resignation. A member whose membership fee or further subscription is more than three (3) months in arrears shall be deemed to have resigned.

10.2 The executive committee shall have the power to expel a member when, in its opinion, it would not be in the interests of the Academy for them to remain a member. An appeal against such a decision may be made to the executive committee in accordance with the Complaints Procedure in force from time to time.

10.3 A member who resigns or is expelled shall not be entitled to claim any, or a share of any, of the income and assets of the Academy (the “Academy’s Property).

11. MEETINGS

At least four general meeting shall be held during the school year, including the Annual General Meeting. Members will be given sufficient notice of each of these meetings. The Academy shall hold its Annual General Meeting in the month of December each year to:

  • Receive reports from the President and Secretary
  • Receive a report from the Treasurer and approve the Annual Accounts
  • Elect the Executive Committee for the ensuing year
  • Fix the subscriptions for the ensuing year
  • Consider changes to the Constitution
  • Review and consider any bylaws
  • Deal with other relevant business

11.4 Nominations for election of members as Executive Officers shall be made in writing by the proposer and the seconder, both of whom must be existing members of the Academy, to the Academy’s Secretary not less than 21 days before the AGM. Notice of any resolution to be proposed at the AGM shall be given in writing to the Academy’s Secretary not less than 21 days before the meeting.

11.5 An EGM may be called at any time by the Executive Committee and shall be called within 21 days of the receipt by the Academy’s Secretary of a requisition in writing, signed by not less than three Executive Officers stating the purposes for which the Meeting is required and the resolutions proposed. Business at an EGM may be any business that may be transacted at an AGM.

11.6 The Secretary shall send to each member at their last known address written notice of the date of a General Meeting (whether an AGM or an EGM) together with the resolutions to be proposed at least 14 days before the meeting.

11.7 The quorum for a General Meeting shall depend on the be the total strength of those in attendance.

11.8 The Chairperson, or in their absence a member selected by the Executive Committee, shall take the chair. Each member present shall have one vote and resolutions shall be passed by a simple majority. In the event of an equality of votes the Chairperson of the meeting shall have a casting vote.

11.9 The Secretary, or in their absence a member of the Executive Committee, shall enter minutes of General Meetings into the Minute Book of the Club.

12. ACADEMY TEAMS

12.1 At its first meeting following each AGM the Executive Committee shall appoint a Coach to be responsible for each of the Academy’s cricket teams. The appointed Coaches shall be responsible for managing the affairs of the team. The appointed Coaches shall present to the Executive Committee every quarter a written report of the activities of the team.

13. FINANCES

13.1 A bank account shall be opened and maintained in the name of the Academy (the “Academy Account”). Designated account signatories shall be the President, the Secretary and the Treasurer. No sum over $500 shall be drawn from the Academy’s Account except by cheque signed by two of the three designated signatories. Transactions that involve leass than $500 can be authorized by the Treasurer, as needed. All Payments monies payable to the Academy shall be received by the Treasurer and deposited in the Academy’s Account. The Academy’s Property shall be applied only in furtherance of the objects of the Academy. The distribution of profits or proceeds arising from the sale of Academy’s Property to members is prohibited.

13.2 The Executive Committee shall have the power to authorize the payment of remuneration and expenses to any member of the Academy (although an Academy shall not remunerate a member for playing) and to any other person or persons for services rendered to the Academy.

13.3 The Academy may provide sporting and related social facilities, sporting equipment, coaching, courses, insurance cover, medical treatment, away-match expenses, post match refreshments and other ordinary benefits in order to meet its mandate.

13.4 The Academy may also, in connection with the sports purposes of the Academy:

  1. Sell and supply food, drink and related sports clothing and equipment;
  2. Employ members (although not for playing) and remunerate them for providing goods and services, on fair terms set by the Executive Committee without the person concerned being present.
  3. Pay for reasonable hospitality for visiting teams and guests.
  4. Indemnify the Executive Committee and members acting properly in the course of the running of the Academy against any liability incurred in the proper running of the Academy (but only to the extent of its assets).
  5. The Academy shall keep accounting records for recording the fact and nature of all payments and receipts so as to disclose, with reasonable accuracy, at any time, the financial position, including the assets and liabilities of the Academy. The Academy must retain its accounting records for a minimum of six years.
  6. The Academy shall prepare an annual “Financial Statement”, in an approved format. The Financial Statement shall be verified by an independent, appropriately qualified accountant and shall be approved by members at general meeting.
  7. The Academy’s Property, other than the Academy’s Account, shall be vested in not less than two and no more than four custodians, one of whom shall be the Treasurer (“the Custodians”), who shall deal with the Academy’s Property as directed by decisions of the Executive Committee and entry in the Minute Book shall be conclusive evidence of such a decision.
  8. The Custodians shall be appointed by the Academy in a General Meeting and shall hold office until death or resignation unless removed by a resolution passed at a General Meeting.
  9. On their removal or resignation a Custodian shall execute a Conveyance in an approved form to a newly elected Custodian or the existing Custodians as directed by the Executive Committee. On the death of a Custodian, any Academy’s Property vested in them shall vest automatically in the surviving Custodians. If there is only one surviving Custodian, an EGM shall be convened as soon as possible to appoint another Custodian.
  10. The Custodians shall be entitled to an indemnity out of the Academy Property for all expenses and other liabilities reasonably incurred by them in carrying out their duties.

14. DISSOLUTION

14.1 The Academy is a profit making organization. All profits and surpluses will be used to maintain or improve The Academy Assets, assist in meeting the mandate of The Academy, or to carry out objectives of USACA to which it is affiliated.

14.2 A resolution to dissolve the Academy shall only be proposed at a General Meeting and shall be carried by a majority of at least three-quarters of the members present.

14.3 The dissolution shall take effect from the date of the resolution and the members of the Executive Committee shall be responsible for the winding up of the assets and liabilities of the Academy.

14.4 If, upon the dissolution of The Academy there remains, after the satisfaction of all its debts and liabilities, any property whatsoever; the same shall be transferred to some other organization or organizations having the similar objectives to that of The Academy. Such organizations shall be determined by the members of The Academy by Resolution passed at a General Meeting.

15. RESPONSIBILITIES OF EXECUTIVE COMMITTEE MEMBERS

The President shall:

  • Oversee the other members of the executive committee in fulfilling their responsibilities.
  • Chair all meetings.
  • Have signing authority for Academy.
  • Ensure that the Academy is managed in accordance with its by-laws, policies, mission statement, code of ethics and guiding principles.
  • Ensure that all decisions and/or directives of the Executive Committee are implemented in a timely manner.
  • Preside at all Academy meetings and direct where necessary.
  • Prepare a Presidents report for presentation at the Annual General Meeting.
  • Ensure that all positions required to run the Academy are staffed.
  • Appoint committees as required to carry out Academy’s business.
  • Ensure all committees are run in an appropriate manner.
  • Sign the Minutes of Meetings once they have been accepted by all committee members as a true and accurate account of what transpired.
  • Have signature authority, in addition to the Secretary and Vice President for Academy expenditures.
  • Liaise with Central West Committee.
  • Represent the club at CWC and USACA Meetings.
  • Maintain the Academy’s website.

The First Vice President shall:

  • Act as President in his/her absence.
  • Chair the Budget and Disciplinary Committee.
  • Organize the Yearly Grassroots Invitational.
  • Organize activities involving oversees travel and teams.
  • Liaise with the Executive Committee on recipients of various awards.

<The Second Vice President shall:

  • Act as President in his/her absence and the absence of the 1st Vice President.
  • Chair the Fund Raising Committee.
  • Organize the inter-house competitions.
  • Assist the 1st Vice President with duties as a when required. > do we need this?

The Secretary shall:

  • Assist the President in his/her duties.
  • Be responsible for recording the minutes of all meetings.
  • Be responsible for the dissemination of information on behalf of the Academy
  • Ensure a register of all members is maintained.
  • Ensure a register of all Executive Committee members and other committee members is maintained.
  • Ensure a record is kept of all attendees at all meetings.
  • Issue a calendar of Academy activities to the Executive Committee Members, Parents, Guardians and the general membership. Attend to all correspondence and issue notices as required.
  • Redirect all relevant material to the appropriate persons.
  • Notify all Executive Committee Members of Executive Committee meetings.
  • Maintain a record in a minute book of all proceedings of each meeting.
  • Ensure copies of all Meeting minutes are provided and distributed to Executive Committee members.
  • Ensure an agenda is prepared for all meetings.
  • Ensure that copies of all reports are available for scrutiny by organizations affiliated to.
  • Be the custodian of all official records of the Academy (i.e. minutes, insurance documents, bylaws, etc.)  Collect and distribute accordingly all correspondence received by the Academy.
  • Plan, schedule, secure location and notify the Executive Committee members of upcoming and scheduled meetings.

The Treasurer shall: