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Chelmsford Volleyball Club - Corporate Governance

The affairs of the club are managed by a committee appointed at an Annual General Meeting where all paid up club members can vote. The aims and rules governing the running of the club are embodied in a constitution which is available on request. If you have any questions on how the club is run, you are encouraged to ask one of the club officers whose contact details are on the clubs home page.

The main written documents of interest follow
- players code of conduct
- constitution
- child protection policy
- coach job description
- equity policy

Players Code of conduct

It is the intention of the club to establish a reputation for good behavior and conduct by its members in the true spirit of volleyball. All club members will be expected to maintain high standards of personal behavior, 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 behavior or physical violence towards others is not acceptable. This code is also considered to extend to parents and partners attending club sessions and matches.

If members fail to meet these standards they may be subject to sanctions decided by the committee including fines, suspension or expulsion from the club depending on the nature and frequency of the breach.

Constitution

1. The name of the Club shall be Chelmsford Volleyball Club hereinafter called the Club.
   
2. The Club shall be affiliated to the Essex and English Volleyball Associations, and its players shall pay such subscriptions as are due to those Associations.
   
3. The aim of the Club is to promote and encourage the game of Volleyball based in Chelmsford.
   
4. The Club open to all and will provide fair and equal treatment for its members who subscribe to the aims and abide by its rules and constitution.
   
   The Club shall adopt and abide by the Child Protection Policy of the English Volleyball Association.
   
   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
   
5. The Officers of the Club shall be elected at the AGM as follows:-


Chairperson: Elected to oversee the general running of the Club, chairing meetings and ensuring the Constitution is observed. At meetings other than the AGM the Chairperson shall have no vote unless a casting vote is required.
Secretary: Elected to oversee the general day-to-day administration of the Club
Treasurer: Elected to oversee the financial affairs of the Club and to submit accounts as requested and to the AGM.

Other Officers may be elected at the discretion of the AGM.

6. 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.
   
7. The Executive 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.
   
8. The AGM shall 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 14 days before the AGM.
   
9. The AGM shall receive reports from elected voting Officers and the annual accounts. The level of any fees levied on members shall be agreed at the AGM.
   
10. 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 of Chairperson / Secretary / Treasurer. Nominations must be proposed and seconded by paid up members.
    
11. 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.
    
12. Changes to the Constitution can only be made at an AGM. These require a 2/3 majority of those voting members present. At least 40% of the active voting membership must be present for a change to be accepted. ( we have 40 registered players, not sure we could get 16 to an AGM as many have effectively left)
    
13. 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.
    
14. The Clubs funds shall be controlled through an account with a recognised financial institution. Payments must be authorised by at least two voting Executive members.
    
    The accounts of the club will be independently reviewed annually by a person agreed at the AGM
    
15. All players wishing to transfer to another Club require the approval of the Executive Committee, which shall not unreasonably be withheld.
    
16. In the event of dissolution the assets and equipment of the Club shall be transferred to the Essex Volleyball Association for the furtherance of Junior Volleyball.

    In the event of the prior dissolution of the Essex Volleyball Association then all the assets and equipment shall be transferred to the English Volleyball Association.

Child Protection/Safeguarding

The English Volleyball Association has published a document - Child Protection Policy and good practice guide (available on request). As membership of Chelmsford Volleyball Club is open to those under the age of 18, the club has adopted and committed itself to EVA policy and makes the following additional points.

1. All existing and future coaches with either match or training responsibilities will be asked to as a minimum to complete a self declaration.
2. Ken Edwards has responsibility as Club Child Welfare Officer. He holds an Enhanced CRB disclosure certificate. This includes responsibility for supervision of coaches. In the event that there is a need to report on his activities, the independent report and supervisory role will be taken by Paul Bohannan.
3. A job description of the coach role is given below
4. The code of conduct for coaches is considered to be that issued by Volleyball England.

1. To plan and run training sessions as agreed which will provide development and fun to club members
2. To make team selection in a fair and non discriminatory manner whilst having reasonable regard to the coach’s assessment of the overall capability of any individual to meet the demands of the situation faced by the team.
3. To make reasonable efforts to maintain a suitable level of up to date coaching knowledge
4. Unless by agreement, to be a registered Volleyball England coach
5. To abide by and be familiar with relevant Volleyball England policies and codes of conduct, in particular NVL rules, coaches rules of conduct and Child Protection policy.

Equity Policy statement

1. Chelmsford Volleyball Club is committed to ensuring that equity is incorporated across all aspects of its development. In doing so it acknowledges and adopts the following English Volleyball Association’s definition of sports equity:
   
   ‘The English Volleyball Association (EVA) supports the principle of equal opportunities for all participants, member, representatives and employees whilst working for, or on behalf of the EVA. It opposes all forms of unlawful and unfair discrimination on the grounds of age, colour, race nationality, religion, ethnic or national origin, gender, marital status, sexuality, or unrelated criminal convictions, or disability.’
   
2. 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.
   
3. The club is committed to everyone having the right to enjoy volleyball in an environment free from threat of intimidation, harassment and abuse.
   
4. All club members have a responsibility to oppose discriminatory behaviour and promote equality of opportunity.
   
5. The club will deal with any incidence of discriminatory behaviour seriously, according to club disciplinary procedures.