CSSC CHELTENHAM AREA ASSOCIATION
1. TITLE
The Association shall be known as "The CSSC Cheltenham Area Association"
(hereinafter referred to as the "Area Association"); it is also known
locally as 'The Cheltenham Area Civil Service Sports Association (CACSSA)".
The Association shall be affiliated to the Civil Service Sports Council Ltd
(CSSC). The Headquarters shall be at the premises known as the Cheltenham
Area CSSC Club located at Tewkesbury Road, Uckington, Cheltenham.
2. OBJECTIVES
(a) To carry out the policy of the CSSC.
(b) To encourage and co-ordinate the pursuit of all forms of sport and
recreation among CSSC members and to assist in the promotion of local
representative competitions.
(c) To assist in the provision or hiring of suitable facilities for
sport, recreation and leisure activities.
(d) To manage and maintain grounds and premises on behalf of the CSSC
under such terms and conditions as the CSSC shall stipulate from time to
time.
(e) To generate funds from bar and gaming machine income to maintain and
improve the structure of the grounds and premises provided.
(f) To use all profits and surpluses to fulfil these objectives.
3. MEMBERSHIP
(a) Ordinary Members
(i) All shareholders of the CSSC resident or employed within the
association boundary shall be members of the Area Association.
(ii) Any person eligible to be an Ordinary member in their own right
must join as such and will not be allowed to join as a Family or Associate
member.
(b) Family Members
(i) Family membership may be granted on election to the wives or
husbands of Ordinary members and / or to their children up to the age of
16 or whilst they are in full-time education up to the age of 26, on
payment of an annual fee as set by the Executive Committee.
(ii) Family members shall not be entitled to vote or take part in the
management of the Area Association.
(iii) Family membership shall cease on the cessation of the CSSC
membership of the related Ordinary member.
(iv) Family members may, at the discretion of the Executive Committee,
participate in Area competitions but will not be eligible to compete in
National or Regional CSSC competitions.
(c) Associate Membership
(i) The Area Association, after careful vetting, may accept persons
other than those in (a) or (b) above up to a maximum of 10% of the
Ordinary membership of the Association (see rule 3(c)(ii) below).
(ii) Each affiliated section of the Area Association, the Registered
Club being such a section, may allow up to 10% Associate Membership.
A comprehensive record of Associate membership must be maintained by each
section and by the Area Membership Secretary.
(iii) An Associate member shall not be entitled to vote or take part in
the proceedings of the Executive Committee nor the Registered Club or its
Management Committee.
(iv) An Associate member may be admitted into Associate membership for
one year only but shall be eligible for re-admission.
(v) The Executive Committee shall make such regulations as they
consider necessary for the acceptance, continuance and cancellation of the
subscription fees payable by Associate members. The subscription paid by
such members shall be not less than the sum specified by the CSSC, plus
VAT where appropriate. In the event of resignation or dismissal no part of
the subscription paid will be refunded.
(vi) An Associate member whose subscription is in arrears shall be
notified by the Area Secretary in writing of this fact and if the amount
is not paid within four weeks from the date of such notification he / she
will cease to be a member of the Area Association and hence of any
affiliated section. Such notice to be served not later than one month
after the commencement of the subscription year. The Area Secretary is to
notify appropriate section secretaries of any non-renewals.
(vii) Associate members may, at the discretion of the Executive
Committee, participate in Area events and competitions but will not be
eligible to compete in National or Regional CSSC competitions.
(d) Registered Club Membership
(i) Ordinary, Family and Associate members of the Association wishing
to join the Registered Club shall:-
(a) Be nominated by an Ordinary member of the Registered Club. In the
case of an Associate member, by two Ordinary members of the Registered
Club.
(b) Have their name and address prominently displayed in the
Registered Club premises for at least 48 hours before election.
(c) Be elected to membership by the Management Committee or by a
Committee appointed by the Management Committee to consider applications
for membership.
(d) Pay such separate Registered Club subscription, if any, as may be
imposed by the Management Committee over and above Area membership fee.
(ii) If any club member objects to the election of a candidate, he /
she shall notify the Hon General Secretary in writing of his/her
objections and the Committee shall have regard to the same when dealing
with the matter.
(iii) A comprehensive record of Ordinary, Family and Associate members
must be kept by the Membership Secretary.
(e) Life Members
The Area Council may recommend to the Annual General Meeting any member
who has rendered exceptional service to the Area Association, for the award
of Life Membership.
(f) Honorary Members
(i) Members of visiting teams, Club officials, supporters and match
officials, including persons providing emergency support, attending the
facilities of the Area Association shall be deemed Honorary Members for
the day(s) of their visit.
(ii) Visiting shareholders of the CSSC.
4. MANAGEMENT
(a) Executive Committee
(i) The Area Association shall be governed by an Executive Committee
consisting of a President, Vice Presidents and:
(1) Officers -
Chairman
Vice-Chairman
Hon General Secretary
Hon Assistant Secretary
Hon Treasurer
Hon Assistant Treasurer
(2) One Ordinary Member from each affiliated Departmental office.
(3) One Ordinary Member from each affiliated Sports or Social
Section.
(4) Members elected with specific responsibilities (see 4(c)).
(5) The General Secretary of the CSSC or nominee and the CSSC SLE of
the Region who shall be ex-officio members.
(ii) The Executive Committee shall:
(1) Manage all grounds and premises leased, purchased or otherwise
provided by or through it.
(2) Nominate a representative to the Regional Council of the CSSC.
(3) Nominate a representative to the National Council of the CSSC
(Annual Conference).
(iii) The Executive Committee may appoint sub-Committees from its
members and from Ordinary Members of the Area Association for the purpose
of carrying out specific functions of the Area Association.
(iv) Banking Account(s) shall be kept in the name of the Area
Association and cheques shall be signed by any two members of the
Management Committee from a list of at least four agreed by the Committee;
as a minimum the list shall include the following officers:-
Chairman
Hon Treasurer
(v) The Honorary Treasurer shall present a statement of income and
expenditure to each meeting of the Executive Committee and the Management
Committee.
(vi) The Administrative and Financial year of the Area Association
shall date from the first day of January of each year.
(vii) Any member of the Executive Committee who absents himself from
three consecutive meetings without good reason shall forfeit membership of
the Executive Committee. For such vacancies, and others, the Committee may
co-opt an Ordinary member to fill the vacancy. Members so co-opted shall
not have the power to vote.
(b) Management Committee
(i) The officers of the Executive Committee and Ordinary Members with
specific responsibilities, elected as described in 4(c) below, shall
constitute the Management Committee to deal with the day to day business
of the Area Association
(ii) The Management Committee may appoint sub-committees as is
considered necessary to conduct special business of the Association.
(iii) The Management Committee have the power to co-opt members in an
advisory capacity. Members so co-opted shall not have the power to vote.
(iv) The Management Committee may co-opt members to fill vacancies
arising during its term of office. Members so co-opted shall not have the
power to vote.
(v) Any member of the Management Committee who absents himself from
three consecutive meetings without good reason shall forfeit membership of
the Committee.
(vi) An inventory book shall be maintained by the Management Committee.
The items shown therein shall be checked at least once each year.
(vii) The Management Committee acting by the Chairman, Hon Secretary
and Hon Treasurer of such Committee may, when authorised thereto by such
committee and by the Executive Committee, obtain advances of money for the
purposes of the Area Association upon the security of the agreements or
promissory notes, upon such terms as to interest and as to the time and
manner of repayments of principal and upon such other terms as the
Management Committee and the Executive Committee may determine subject to
the approval of the CSSC.
(viii) No member of the Committee or governing body and no manager or
servant employed in the Registered Club shall have any personal interest
in the sale of excisable liquor or in the profits for such sale.
(ix) The Management Committee will be responsible for the employment,
dismissal and conditions of service of all staff within the grounds and
the Registered Club.
(c) Responsibilities of Members of the Executive Committee
(i) Bar Member
The Bar Member shall be responsible to the Management Committee for the
purchase, supply and sale of tobacco and alcoholic liquor. The Bar Member
will arrange for a monthly bar stock check and the Steward's accounts to
be checked and recorded every week and pass all monies received to the Hon
Treasurer of the Management Committee. Copies of the stocktaking reports
are to be sent to (1) CSSC Head Office, (2) CSSC Sports & Leisure
Executive and (3) the Secretary of the Management Committee after each
stocktaking
(ii) Social Secretary
The Social Secretary shall arrange the social programme of the
Association in the best interests of its members. The Social Secretary
shall, where necessary, set up sub-Committees to run particular functions.
(iii) Estate Member
The Estate Member shall maintain the inventory book and keep the
building and its furniture under general surveillance. The Estate Member
shall also be responsible for ensuring that a high standard of cleanliness
is maintained and the Maintenance Programme produced by the CSSC is
adhered to.
The Estate Member shall be responsible for:
(a) The administration of sports facilities.
(b) The upkeep of the grounds and sports equipment.
(c) Encouraging the full use of sporting facilities by Area Association
members.
(iv) Membership Secretary
The Membership Secretary shall maintain up to date records of all
Ordinary and Associate members of the Association and Registered Club, and
shall arrange for local membership cards to be issued to each such member
annually.
The Membership Secretary shall process all applications for membership
of the Association and the Registered Club in accordance with these Rules.
(v) Publicity Secretary
The Publicity Secretary shall arrange appropriate publicity for events
organised and promoted by the Association and produce a Newsletter for
distribution to all members.
The Publicity Secretary shall ensure that CSSC publicity material
(national and regional) be distributed within all local offices.
(d) As and when directed by CSSC Head Office, the Executive Committee
shall allow supervision and inspection of all aspects of the Area
Association by the Regional Sports and Leisure Executive, Officers of the
appropriate Regional Council and officials acting on the instructions of the
Officers or Management Committee of the CSSC Ltd.
(e) The General Secretary of the CSSC or nominee and the CSSC SLE for the
Region shall be ex-officio members of the Management Committee
5. MEETINGS
(a) Executive Committee
The Executive Committee shall meet not less frequently than twice a year.
The Hon General Secretary shall convene all meetings of the Executive
Committee.
(b) Management Committee
The Management Committee shall meet at least once between meetings of the
Executive Committee; minutes of Management Committee meetings shall be
available to members of the Executive Committee on request. The Hon
Secretary shall convene all meetings of the Management Committee.
(c) Sub-Committees of the Management Committee
Each sub-Committee shall meet at least once before each meeting of the
Management Committee and present a report to each meeting of the Management
Committee. The appointed Secretary of the sub-Committee shall convene the
meeting.
(d) Annual General Meeting
(i) The Annual General Meeting of the Area Association shall be held
before the end of June each year, the date and time to be decided by the
Management Committee and agreed by the Executive Committee. Twenty one
days notice of the date of the AGM shall have been given to its members.
(ii) The purpose of the meeting shall be to:
(1) Receive the Chairman's Report and Financial Statement of the
Executive Committee which shall include the Report and Accounts of any
ground or premises within the Area and the Auditor's report.
(2) Elect the Officers and Members of the Executive Committee and the
Management Committee. (Election details follow in Rule 7.)
(3) Appoint professional Auditors.
(iii) Items for the agenda shall be submitted to the Hon General
Secretary in writing not less than fourteen days before the Annual General
Meeting. Such items must be signed by two Ordinary members who are
prepared to propose and second them
(e) Special General Meetings
(i) A Special General Meeting of the Executive Committee may be called
at the discretion of the Chairman and shall in any event be called upon
receipt of a written request from not less than ten (10) members of the
Executive Committee. A Special Meeting may be called within fourteen days,
not less than seven days notice being given to members of the Executive
Committee.
(ii) A Special General Meeting of the Area Association may be called by
the Officers of the Association or on the written request of twenty (20)
Ordinary members of the Association stating the business to be transacted.
Notice of a Special General Meeting shall be given at least fourteen days
beforehand.
(iii) A Special Meeting of the Management Committee may be called at
the discretion of the Chairman with not less than seven days notice given
to its members.
(iv) No business other than that for which a Special General Meeting
has been called may be transacted.
(f) Voting
At all meetings a vote may be taken by a show of hands and, except where
specified otherwise, eg conduct or rule change, a simple majority will be
sufficient. In the event of a tie, the Chairman of the meeting shall have a
second (casting) vote.
6. QUORUMS
(a) The quorum of the Executive Committee shall be two officers and five
of the members.
(b) The quorum of the Management Committee shall be two officers and two
members.
(c) The quorum at an Annual General Meeting or Special General Meeting
shall be fifteen Ordinary members. Business may proceed if fifteen Ordinary
members are present within one hour after the time fixed for the meeting
otherwise the meeting, if convened on the requisition of the members shall
be dissolved, but if the meeting is convened by order of the Executive
Committee it shall stand adjourned to the week following at the same time
and the meeting so adjourned may proceed to business whatever the number of
members present.
(d) The quorum of a sub-Committee shall be 2/3rds of the members of that
sub- Committee.
(e) No meeting shall become incompetent to transact business for want of
a quorum arising after the Chair has been taken
7. ELECTIONS
(a) The President and Vice President(s) shall be appointed by the
Executive Committee.
(b) The Officers of the Association will be elected annually at the
Annual General Meeting of the Association - see Rule 4(a)(i)(1). Every
officership shall be vacated at each Annual General Meeting but retiring
Officers shall be eligible for re-election.
(c)
(i) Elected Members of the Executive Committee will be elected annually
at the Annual General Meeting of the Association - see Rule 4(b)(i). All
such posts shall be vacated at each Annual General Meeting but retiring
incumbents shall be eligible for re-election.
(ii) The Management Committee members of each Management sub- Committee
shall be appointed at the first meeting of the Management Committee
following the Annual General Meeting of the Association.
(iii) The name of any person proposed for election must be prominently
displayed on the Club premises in a part frequented by all members for a
period of not less than seven days.
(d)
(i) The Representatives required under Rule 4(a)(ii)(2) and (3) shall
be nominated at the first Executive Committee meeting after the Annual
General Meeting of the Area Association.
(ii) Nominations must be forwarded in writing to the Hon General
Secretary at least fourteen days before the Annual General Meeting. They
must be proposed and seconded and the nominees consent must have been
obtained.
(e) The names of the Representatives allowed under Rule 4(a) (i) (2) and
(3) shall be forwarded to the Hon General Secretary at least fourteen days
before the Annual General Meeting. Any Representative unable to attend may
nominate a deputy.
8. AFFILIATION
(a) Any activity section or organisation consisting of at least ten
Ordinary members to every one Associate member shall be eligible for
affiliation to the Area Association provided that its rules are approved by
the Management Committee. Family members do not fall within this 10:1 ratio
and the number of Family members in any one section or organisation may be
limited at the Management Committee's discretion.
(b) The Executive Committee shall have the power to allow and revoke any
affiliation.
(c) Each affiliated section or organisation shall pay to the Area
Association such annual affiliation fee as shall be determined by the
Management Committee.
(d) Amendments to the rules of the affiliated section or organisation
shall be subject to the approval of the Executive Committee.
(e) All affiliated sections or organisations are required to submit a
list of members, a copy of their AGM Minutes and Financial Statement to the
Management Committee annually.
(f) The three key Management posts (Chairman, Secretary, Treasurer) in
each affiliated section or organisation shall be Ordinary members of the
Association. Exceptionally, the Management Committee may approve an
arrangement whereby no more than one of these posts is held by a Family or
Associate member.
9. GENERAL
(a) Subscriptions
Individual subscriptions additional to that paid to the CSSC or Area
Association may be charged by affiliated sections or organisations.
(b) Hire of Facilities
Sports and social facilities may be hired out for sole use to:
Members of the Area Association;
Members of CSSC Sports & Leisure;
Organisations affiliated to the Area Association;
Regional Councils, Sports and Leisure Bodies and Departmental
Associations affiliated to CSSC Sports and Leisure and
other organisations only with specific approval by the Management
Committee.
(c) Sale and supply of alcoholic liquor
(i) Alcoholic liquor shall be supplied or sold on club premises to
members and guests signed in under Rule 9(d) at such times as the
Management Committee may determine within the permitted hours laid down by
the Licensing Authority, provided that these hours may be extended on any
special occasion if sanctioned by the Licensing Authority.
(ii) Alcoholic liquor may be supplied or sold by or on behalf of the
club for consumption on the premises to the following persons and in the
circumstances described:
(1) Members, their guests and visiting sports teams.
(2) Members of CSSC affiliated Organisations hiring the club for
sporting or social activities and all persons attending the activities.
(3) Members and outside organisations hiring the club for sporting or
social activities and all persons attending the activities.
(4) Visiting CSSC members.
(iii) Subject to the above provisions no alcoholic liquor shall be
supplied to any person other than members of the Club or their guests.
(iv) No members or guests under the age of 18 will be supplied with or
consume alcoholic liquor on the Club premises.
(v) The Club shall be conducted in accordance with the provisions of
the Licensing Acts and under the auspices and policies of the CSSC.
(vi) No excisable liquor shall be sold or supplied in the club premises
for consumption off the premises except to a member of the Club in person
for consumption by him or to a person holding an excisable licence for
sale of such liquor.
(d) Hours of opening and closing
(i) The supply or sale of alcoholic liquor to members of the Club shall
be permitted within the hours set by the Management Committee which shall
be within those hours specified by the Licensing Authority, provided that
these hours may be extended on any special occasion if sanctioned by the
said authority.
(ii) The hours of opening and closing may be altered, varied, extended
or curtailed at the discretion of the Management Committee on any occasion
or occasions.
(iii) The club or parts thereof may be closed on any day decided by the
Management Committee but 7 days notice must be given and the same posted
on the club notice board.
(e) Guests
Ordinary and Associate Members may introduce guests to the Registered
Club but must see that they sign the Visitor's Book kept for the purpose and
that they observe all club rules.
(i) Members may be required to pay an entrance contribution for each
guest introduced at a rate and on those occasions decided by the
Management Committee.
(ii) The Committee shall reserve the right to refuse admission to any
guest and may from time to time limit the number of guests admitted either
in total or per member.
(f) Members Property, etc
The Management Committee accepts no responsibility for members’ or
guests' personal property.
(g) Conduct
(i) The Management Committee shall have the power to settle any dispute
or difference between members of the Area Association on matters affecting
the Association or its premises.
(ii) The Management Committee shall have the power to reprimand,
suspend or expel from the Registered Club or any affiliated section or
organisation, any member who shall infringe any Rule or whose conduct has
in their opinion been detrimental to the interests of the CSSC, the
Association or its members. However, no member shall be so dealt with
without first being requested to appear before the Management Committee
and afforded an opportunity to explain their conduct and unless two-thirds
majority of the Management Committee present shall vote for their
reprimand, suspension or expulsion.
(iii) If the member fails to appear before the Committee on the due
date and time without good reason for absence, then the Committee may make
a decision without the member's attendance.
(iv) Members suspended or expelled will have no right to the return of
any subscription paid. They may apply for reinstatement at the next Annual
General Meeting.
(v) If the suspended member is a member of the Executive Committee or
any other committee of the Association that member is also suspended from
that committee.
(vi) A suspended member may not stand for election to, or be co-opted
to any committee until after the suspension is lifted or time served.
(vii) The Management Committee may expel or suspend from privileges of
Association membership, for such period as they may decide, any Associate
Member who in their opinion has acted in a manner detrimental to the
interests of the Area Association. Such members shall have the right of
appeal to the next Annual General Meeting.
(h) Use of title and address
No member shall use the CSSC name or logo, the Association or Registered
Club title or address on any circular letter, document of a business
character or as a standing address for business purposes, unless on
authorised business of the Area Association.
(i) Accounts and audit
The books and accounts of the Area Association shall be closed on 31
December in each year and shall be duly audited. A copy shall be rendered to
the CSSC immediately after adoption.
(j) Rules and Regulations
The Management Committee of the Association may from time to time
introduce Rules and/or Regulations for the information and guidance of
members provided such Rules and/or Regulations are not in conflict with the
Constitution or any part thereof or the policies of the CSSC. A two-thirds
majority of committee members attending the meeting called for this purpose
shall be necessary to approve any proposal.
(k) Alteration of the Constitution
(i) The Constitution of the Area Association shall not be altered or
annulled except by a majority of two-thirds of the members present and
voting at a General Meeting and shall be subject to the prior approval of
the CSSC.
(ii) On any matter not covered by this Constitution the Executive
Committee shall have the power to make a decision, if necessary in
consultation with the CSSC.
(iii) Any question as to the interpretation of this Constitution shall
be decided by the Management Committee in consultation with the Executive
Committee.
(l) Distributions
(i) No profits or surpluses will be distributed other than to CSSC or
its affiliated bodies.
(ii) In the event of dissolution of the Association, all monies,
accounts, assets, fixtures and fittings without exception shall be vested
in the CSSC.
(iii) In the event of any section of the Area Association, the
Registered Club being such a section, disbanding or being disbanded by
either the Section or Executive Committee, then any monies, accounts,
stocks, fixtures and fittings, except the private property of the section
or an individual, shall be vested in the Area Association.
This Constitution supersedes all previous Constitutions of the CSSC
Cheltenham Area Association.
Dated:……16 May 2005
