Club Constitution, Guidelines and Rules
The club shall consist of; Duly elected and appointed Executive Committee, Officers and Officials, Honorary Life Members, Individual Members and other Individuals and Organisations who may be admitted at the discretion of the Executive Committee.
The club shall be affiliated to the English Table Tennis Association and Essex County Table Tennis Association.
The aim of the club is;
to provide a table tennis facility with a friendly and enjoyable atmosphere for the benefit of its members
to act as the focus for and ambassador of table tennis within North Essex
to promote and encourage the game of table tennis at all levels
The club believes that it is important that everyone associated with it should, at all times, show respect and understanding for the safety and welfare of others.
Members are encouraged to be open at all times and to share any concerns or complaints that they may have about any aspect of the club with the Chairperson, Secretary or Treasurer.
A first aid kit is available at the club venue but there may not be a qualified first aider present at all club activities.
Members taking on official roles within the club are required to complete a personal disclosure form.
Members are required to abide by the following club Guidelines
Play within the spirit as well as within the letter of the laws of Table Tennis and respect opponents, officials and their decisions
Use appropriate language at all times
Keep to scheduled timings or inform organiser as soon as possible of late arrival
Wear suitable non-marking indoor sports footwear, sports shirt, shorts/skirt/tracksuit bottoms – for playing sessions, as agreed with the coach/team manager
Pay all fees for training, matches or events promptly when due
Members under 18 years old are not allowed to consume alcohol on club premises or whilst representing the club
The use of illegal/prohibited substances is not allowed on club premises, nor are members permitted to participate in club activities whilst under the influence of illegal/prohibited substances
During open club sessions all members are encouraged to act as a ‘practice partner’ for the benefit of not so strong players
Report to the Welfare Officer incidents of abuse (including harassment, bullying, discrimination, assault or violence). Serious incidents may be reported to the English Table Tennis Association for consideration of disciplinary action
Bring any medication that may be required and notify the person in charge of the session of any requirements
Abide by club codes of conduct, equity and child protection policies
Rules covering the governance of the club
1.1 The Club will be administered subject to the overriding authority of an AGM or EGM by an Executive Committee consisting of the Chairman, Secretary, Treasurer, Head Coach, Director of Development, Volunteer Co-ordinator and Welfare Officer plus three other members.
1.2 A quorum of the Executive Committee shall be six with no member representing more than one position
1.3 The decision of the Executive Committee shall be binding subject to an appeal held at the AGM or an EGM. Any appeal must be made in writing to the Club Secretary within 14 days of the decision being communicated in writing to the parties concerned. An appeal will be heard within 14 days of the date of the making of such appeal
2. General Meetings
2.1 Annual General Meeting
2.1.1 An Annual General Meeting of the School shall be held in June in each year
2.1.2 Business transacted at the AGM shall include (but not be limited to)
a) Minutes of the last AGM and any subsequent EGM
b) Treasurer’s audited financial statement
c) General Secretary’s Report
d) Election of Executive Committee and other Officers
e) Amendments to Rules
f) Level of fees and subscriptions for the forthcoming season
2.1.3 All members shall be entitled to attend and vote at the AGM
2.1.4 At least 28 days notice shall be given to all members of the AGM
2.1.5 Proposed amendments to the rules should be notified to the Secretary at least 21 days before the date of the AGM.
3.2 Extraordinary General Meeting
3.2.1 An Extraordinary General Meeting may be called by the Executive Committee or upon written request to the Secretary signed by at least 20 members or one third of the total current membership whichever is the greater
3.2.2 At least 7 days notice shall be given of an EGM
3.2.3 Powers and voting shall be as for an AGM
3.2.4 Only the business for which an EGM has been called may be discussed
4. Finances & Accounting
4.1 Individuals may become members of the Club by payment of the appropriate membership fee or by being elected an Honorary Life Member
4.2 No person may play for the Club until the appropriate membership fee (and any outstanding monies owing if relevant) has been paid
4.3 All monies shall be held in an account as defined by the Executive Committee and controlled by the Treasurer and at least two other officials as defined by the Executive Committee
4.4 The financial year of the Club shall run from 1st June to 31st May in each year
4.5 Club Officials shall be entitled to expenses subject to approval of the Executive Committee
4.6 Club Membership Fees will be £5.00. All fees are payable by 31st August in each year
4.7 All other Fees are to be agreed by the Executive Committee at the start of each season
5. Disciplinary Matters
5.1 Should any member be accused of breaking Club rules or bringing the Club or the game of table tennis into disrepute the matter will be discussed by the Executive Committee whose decision shall be final, subject to appeal as detailed under Rule 5.3
5.2 Any player may be suspended from the privileges of membership of the Club subject to the right of appeal as defined by Essex County TTA and/or ETTA Rules
6.1 In the event of the dissolution of the Club all assets remaining after the discharge of its liabilities shall be placed with Essex County Table Tennis Association who will hold them secure for a period of five years pending a reforming of the Club. Should this not occur within five years the assets shall revert to Essex County TTA.