WEB VERSION - 11 February 2008
This document was produced in
response to an action item that arose from the AGM 2004 - 2005 (22 February
2006) and from the Special General Meeting held on 11 October 2005.
Background
The Ups Club Squash Section was formed in approximately
1976. It is a sports section of the Ups and Downs Club which was formed in the
early sixties. The Ups Club being the sports related side and the Downs Club -
the bar and social side of the recreational facility originally founded by the
Royal Marsden Hospital and Institute of Cancer Research on the Sutton site.
Aim
of the Squash Section
The aim of the section is:
· To provide the best
possible facility to play squash in. Paying particular attention to the upkeep
of the premises along with encouraging active participation in the sport in the
safest possible way.
With regard to players safety, the section is
aware that not all eventualities can be foreseen, so the squash section has
always recognised and publicised that players play the game at their own risk.
· To allow people to
meet and compete in a sport that is supported by the employers for the
wellbeing of its employees.
· To encourage more
people to participate in the sport through publicising the facility and running
coaching classes.
Management
of the Squash Section
Historically the section has been run by a management
committee with five key officers; Chairman, Vice Chairman, Secretary,
Treasurer, and Membership Secretary. The post of Vice Chairman was only used by
the club during four years of the middle 1980's. This post has therefore
effectively become redundant. Since 1997 the committee has encouraged players
to join as 'Ordinary Members'. Although not officers of the club, these members
have full voting rights and the section believes that recruiting as many of
these as possible will add weight to the decisions made by the section.
The posts of Club Captain, Downs Representative and Comm.
(assumption that abbreviation is for ‘Committee’) Representative
are now redundant, duties will be co-opted amongst the current officers of the
section or re-introduced* should
they be required.
The section may also co-opt a member to act as a coaching
organiser. The coaching organiser may be an officer or Ordinary Member of the
club.
The section will ensure that no one officer can sign a club
account cheque or individually withdraw funds from a section account - such as
an online account. All withdrawal transactions and closing of account transactions
will require the signatures of two
club officers. The drawing of cheques for named parties and companies should
also be signed by two authorised signatories. The section should endeavour to
find accounts that allow this safeguard - particularly for online transactions.
At the time of writing the Halifax High Interest Account has been set up for
online use and conforms with the previous guidance. If it is not possible to
obtain two signatories, then in an emergency written permission from an approved
signatory, or failing this an officer, will allow a single signatory to
authorise a transaction or change account details. An EGM will not be necessary
to change account details. This can be done in an ordinary or virtual general
meeting.
All aspects of the clubs finances are non-profit making.
However the club will always endeavour to generate sufficient funds to keep the
club viable. 'Excess' funds will be invested in a building society or bank and
all possible safeguards will be made to keep these accounts secure.
In the past, the section operated it's own (charged)
membership scheme. This was in addition to the overall sports facility (Ups
Club) membership. This scheme has been redundant for some time. However the
squash section management committee reserves the right to re-instigate this
scheme should additional funds be required or if the Ups Club management
committee made this request.
Players who wish to join the Squash Section who are
non-affiliated with the ICR or RMNHSFT, will need approval firstly from the
Chairman of the Ups and Downs Club, then approval from the Squash Committee. A
letter of application and justification will be required, as well as proof of
identity and a work related referee to validate the applicants credentials.
Honorary
membership will be granted to members by discretion of the Squash Committee.
Honorary members will be entitled to book and play free of charge. The first
Honorary memberships were conferred at the Squash AGM (15 March 2007).
Guest
Players - see Approved
Addendum 1.
Duties
of Squash Section Committee Members (Officers)
1. Chairman: · General supervision of the management of the squash section
including
ensuring
the maintenance and smooth running of the squash court.
· To co-ordinate and attend squash management meetings.
· To ensure adequate revenue is generated to keep the club
viable.
· To ensure such funds are invested to the best benefit of the
members.
· To attend meetings of the Ups and Downs Club (ICR and RMH
Sports and Social Club) as a representative of the Squash Section.
· To consider organising tournaments, matches, beginners
evenings, coaching or any other event for the benefit of all the members of the
section.
· To ensure a booking form is pinned up every week.
· To oversee racquet and ancillary non-profit making sales.
· To ensure fair voting is conducted on all section proposals,
and to have the casting vote should one be required.
· To co-ordinate the co-opting of committee members for duties
as required.
· Health & Safety Officer - see Approved Addendum 1.
2. Secretary: · To organise and ensure minutes of all meetings are recorded
and circulated
to
all committee members and playing members.
· To organise any lettings of the court deemed appropriate by
the squash management committee.
· To deputise for the Chairman if required
3. Treasurer: · To safeguard the finances of the squash section.
· To collect takings from the coin meter and sale of booking
stickers.
· Collection of money should be as frequent as necessary to
safeguard the clubs funds. Collection should be conducted with another
committee member if there is a concern about personal safety.
· The Treasurer should ensure the funds are banked in the
section account at least once a fortnight - again with another committee member
if desired.
· The Treasurer will ensure the smooth distribution of booking
stickers to volunteer vendors and collection of the revenue generated.
· To ensure all financial transactions with club's current and
savings accounts are as secure as possible. Internet access to these accounts
would be preferred through work terminals as these have the appropriate security
software.
· The Treasurer will keep thorough records of all transactions
made including retention of all original receipts of purchase.
· To produce an income and expenditure report at the end of
every year (01 Jan - 31 Dec). This report will be checked by the Chairman and
any other appointed officer prior to presentation by the Treasurer at the
Annual General Meeting. The report should also be available for presentation to
the Ups and Downs Club for auditing purposes.
· The signing of cheques and withdrawal of funds will comply
with current squash club management rules.
· To deputise for the Chairman if required
4. Membership · The Membership Secretary will ensure that players will be
registered
Secretary: on the squash club membership list.
· To deputise for booking form provision.
· To check that bookings are made legally.
· To give out the entry code for the digital security lock.
· To deputise for the Chairman if required
Approved
by the Ups Club Squash Section Management Committee 11 February 2008.
* Correction (S.Edwards: Chairman Ups
Club Squash Section: 25 July 2012)
This
draft document was tabled at the Squash Section Annual General Meeting, 15
March 2007.
Document
pasted here 01 July 2007, for consideration of approval.
Draft Updated
11 July 2007 & 17 September 2007 (following first committee review).
Draft
Updated 09 December 2007 and 10 February 2008.
Hard
copy version on file (Constitution Squash Club Draft 02 10 February 2008.doc).
Hard
copy version on file (Constitution Squash Club 11 February 2008.doc).
Steve Edwards (Chairman Ups Club Squash Section)
Mark Sydenham (Secretary Ups Club Squash Section
Jon Gear (Treasurer Ups Club Squash Section)
Emily Webb (Membership Secretary Ups Club Squash
Section)
For a copy of this in PDF please here: Constitution
copy in PDF Format
Addendum
1 - Approval
at AGM 2010 - 2011 (S.Edwards: Chairman Ups Club Squash Section: 02 August 2012)
For details
on production and approval of constitution see:
VGM (‘Virtual’ General Meeting -
Constitution)
(_sq_vgm_110707.htm)
For images
of previous constitution see:
Committee Meeting (Special) 11 October 2005
(_sq_sgm_111005.htm)
For more
information relevant to The Constitution please see the Appendix:
Constitution Appendix
(_sq_constitution_appendix.htm)