Leixlip Tennis Club Constitution

1. General

Except where otherwise specifically stated, the masculine includes the feminine gender. Notice in writing shall include SMS (text) and email unless specifically designated as Post / Registered Post.

2. Name

The Club shall be called Leixlip Tennis Club (LTC) and is hereinafter referred to as 'The Club’.

3. Objectives

The objectives of the Club shall be the encouragement, promotion, advancement, and organisation of the game of tennis and other social activities for the benefit of its members.

4. Logo / Emblem

The Club logo colours shall be blue and yellow.

The Club Emblem is a Salmon on a Tennis Ball with the Club name on a pennant below.

5. Membership

The membership of the Club shall consist of:

  1. Adult Member, who shall be not less than 18 years of age, at such date as the Committee may from time to time decide.
  2. Student Member, who shall be not less than 18 years of age, at such date as the Committee may from time to time decide, who are in full time education or apprenticeship or cadetship, where appropriate student related ID(s) must be presented to Membership Secretary within 21 days of activating membership.
  3. Junior member (two categories) who shall be not more than 18 years or in full time education at a date which the Committee may, from time to time, decide.
    1. Junior members aged 12 years and under.
    2. Junior members aged 13 years upwards.
  4. Family Membership to consist of 1 primary adult member (Family Head) and up to 4 additional members from the same household, which may include 1 additional adult and up to 3 other members, who meet the requirements of (b) or (c) above.
  5. Temporary Member, elected for a period of time not exceeding 6 months, in any of the above categories, and who shall be persons not normally resident in Ireland or who were not resident in the area up to the time of application. Such membership to be renewable at the sole discretion of the Committee.
  6. Senior Citizen Member – Adult members over the age of 66. Where an application for membership is accepted from a person of 66 years or over, then no entrance /joining fee will apply.
  7. Honorary President – Proposed and appointed at the Annual General Meeting, the position of Honorary President will be for three years. The Honorary President will be a non-paying membership with full access to all Club facilities and events.

When a candidate has been duly accepted for membership, notice to that effect shall be conveyed to him.

No person shall be considered a member until his entrance fee (if any) and first annual subscription is paid. On paying the subscription and any entrance fee, each member submits himself to the Constitution of the Club and to all other bye-laws and regulations of the Club, which are available on the website (www.leixliptennisclub.com).

If any candidate who has been accepted shall fail to pay the amount of his entrance fee (if any) and subscription within one month after receiving such notification, as aforesaid, he will be deemed to have declined to be a member.

Leixlip Tennis Club is fully committed to safeguarding the well-being of its members. Every individual in the club should at all times show respect and understanding for their rights, safety and welfare, and conduct themselves in a way that reflects the principles of the club and the guidelines contained in the Code of Ethics and Good Practice for Children’s Sport.

All members will have access to the relevant Code of Conduct, the club’s Child Protection Statement and the Constitution. On annual renewal of membership all members agree to abide by the Code of Conduct, the Constitution and the Child Protection Policy. All junior club members and coaches should sign their respective Codes of Conduct.

6. Election of Members

Each candidate for membership shall be proposed by one adult member, other than a temporary member, of the Club. The name of his proposer shall be communicated to the Membership Secretary or Honorary Secretary. The candidate’s entrance form will be kept for that purpose.

7. Visitors

Members, who are registered as adult or student members, may introduce playing visitors provided that the visitor shall play with the member who introduces him, and that play is limited to not more than three visits in the membership year.

No Junior Member may introduce visitors to the Club. However, the Committee may, at its sole discretion, waive this for Junior Members suitably qualified as specified and approved by the Committee.

Only adult members may introduce non-playing visitors to the Club.

A visitor's use of the club shall be limited as decided by resolution of the Committee.

The Committee may prohibit the admission of any visitor to the Club premises and no member shall bring any person whose admission is prohibited into the Club premises. Members introducing visitors shall be responsible for the conduct of such visitors and shall make good any damage caused by such visitors.

The member, who introduces a playing visitor, shall be responsible for payment of the appropriate fee before the visitor avails of the Club's facilities. The Committee reserves the right to grant extended visiting rights to individuals and determine the conditions of such rights.

8. Entrance Fee, Subscription and Visitors Fees

The Entrance fee, annual membership subscription and any levy, for all members shall be such sums as may from time to time be recommended by the Committee and adopted by resolution passed at a General Meeting of the Club by a simple majority of the eligible voting membership present.

No alteration shall be made to the current rate of entrance fee subscription or any levy except upon the recommendation of the Committee and adopted by a resolution of a General Meeting of the Club, convened for that purpose, or the AGM, after due notice given as prescribed herein, by a simple majority of the eligible voting membership present.

Notwithstanding the requirements of the above, the Committee may, by a 2/3rd majority, exercise its discretion to offer as recruitment incentives, new membership packages such as, but not limited to, additional end of year free months and Open Day reduced ‘on the spot’ signings.

A member whose subscription is in arrears for more than two months from the due date, shall cease to be a member of the Club, but shall be eligible for re-election without payment of entrance fee on payment of all arrears and a penalty of €10 as and from March 1, provided there is a vacancy in the Club membership. The Committee shall have power to suspend the requirement of this sub-clause, upon the delay in payment being accounted for, to the satisfaction of the Committee.

Membership fees for new members are payable from the first day of March each year.

Monthly pro-rata rates will apply to applications received after first day of September each year.

The fee payable for playing visitors introduced by members of the Club shall be such sums, as may from time to time, be determined by the Committee.

No Visitor fee shall be charged to a visiting team, where that team is present at the invitation of a Club team, properly advised to, and approved by the Committee.

9. Resignation, Expulsion etc. of Members

  1. Any member may resign his membership, by giving notice in writing to that effect, to the Membership Secretary or Honorary Secretary. Every such notice shall, unless otherwise expressed, be deemed to take effect from the first day of the month following the receipt thereof.
  2. The Committee shall have power to determine the amount of any outstanding subscription and/or levy, payable by a member, who resigns, or the amount of any refunds which may be due.
  3. The Disciplinary Committee of the Club (consisting of three officers of the Committee) shall have the power to impose disciplinary action, such as, but not limited to, expulsion, suspension, disqualification and the provision of advice, on any member as deemed appropriate.
  4. Before disciplinary actions are imposed, the member's alleged infringement, alleged conduct or alleged non-payment shall be inquired into by the Disciplinary Committee and the member shall be given full opportunity to defend, justify or explain his conduct and, in the case of a personal appearance, to have with him representation comprising a maximum of two persons.
    If a majority of the Disciplinary Committee present, when the matter is enquired into, is of the opinion, that the member had infringed the regulations, or bye-laws drawn up under the Constitution, or behaved in a manner likely to bring the Club into disrepute or has failed to discharge sums due to and owing to the Club and that the member has failed to explain it satisfactorily, the Disciplinary Committee shall then, on a simple majority vote, without prejudice to the provisions of Clause 8, be entitled to, and at its complete discretion, impose disciplinary action(s), on the member and shall so advise him of its decision, in writing, within seven days.
  5. In the event of the Disciplinary Committee exercising its entitlement to impose disciplinary action on any member then he shall have the right to appeal such decision to the Committee, provided that no person shall consider any matter on which he has previously adjudicated.
    Such appeal shall be made to the Honorary Secretary of the Club within 14 days of receipt of the Disciplinary Committee's decision. The Committee can uphold, revoke, suspend or otherwise vary or alter such decision and make provision for the costs and expenses of such appeal at its complete discretion.
  6. Any member expelled in accordance with the above, or otherwise ceasing to be a member of the Club, shall forfeit all rights to, or claims upon the Club or its property or funds, as he would have by reason of membership. During a period of suspension, a suspended member may not enter the Club grounds or take part in any Club activities and such member shall not be entitled to any refund of subscription and levy for the period of time covered by such suspension.

10. Committee Responsibility

The Management Committee is responsible for:

  • the management of the Club
  • the election of members
  • the hiring of staff
  • the appointment of Sub-Committees
  • making bye-laws and regulations
  • recommending subscription levels
  • development of facilities
  • the advancement of the game of tennis
  • the general maintenance of the clubhouse and grounds

Membership of the Committee is open to any fully paid up adult member of the Club, duly nominated and elected at the Annual General Meeting or subsequently co-opted, provided that such member is not in receipt of, or entitled to, any benefit or income accruing from such membership or does not have any conflict of interest arising from that membership or membership of any other organisation.

11. General Meetings

All General Meetings of the Club shall be held in the Club premises, or at such time and place as the Committee shall appoint.

All General Meetings, other than Annual General Meetings, shall be called Extraordinary General Meetings.

The Club shall, in each year, hold a General Meeting as its Annual General Meeting, in addition to any other Meetings in that year and shall specify the Meeting as such. Not less than eleven months and not more than fifteen months shall elapse between the date of one Annual General Meeting and that of the next.

The Annual General Meeting shall be held at such time and at such place as the Committee shall appoint.

Any submission of notices of motions must be sent, in writing, to the Honorary Secretary, at least 14 days prior to the Annual General Meeting. The Agenda and any submissions for this meeting must be sent to the membership seven days prior to the meeting.

All General Meetings shall be called by at least 28 days notice in writing to members and posted in the Club’s notifications. The notice shall be exclusive of the day in which it is served, or deemed to be served, and of the day for which it is given and shall specify the place and day and the hour of the Meeting and, in the case of special business, the general nature of the business shall be given in manner hereinafter mentioned, to such persons as are constitutionally entitled to receive such notices from the Club. The accidental omission to give notice of a Meeting to, or the non-receipt of notice of a Meeting by, any person entitled to receive notice, shall not invalidate the proceedings at that Meeting.

An Extraordinary General Meeting may be called by the Executive Committee or on a written request to the Honorary Secretary signed by at least 15 members.

At least ten days notice of each Extraordinary General Meeting shall be circulated to each member of the Club, specifying the business to be transacted. Two thirds of those members who made a written request to the Honorary Secretary to call the Extraordinary General Meeting must attend in person, and no proxies will be allowed.

12. Proceedings at General Meetings

Amongst the business to be transacted at the Annual General Meeting shall be the:

  • approval of the minutes of the previous AGM ,
  • the consideration of the Honorary Secretary's report,
  • the consideration of accounts and balance sheet for the Club for the preceding financial year,
  • the appointment of Auditors or Honorary Auditors,
  • the appointment of Child Protection Officers,
  • the election of the Committee and the consideration of any proposed Constitutional changes.

Also to be considered shall be any special resolutions which the Committee resolve, in its sole discretion, at a duly convened meeting, to place on the Agenda for such meeting.

The only business transacted at an Extraordinary General Meeting shall be the consideration of such special resolution or resolutions as advised to the membership.

No business shall be transacted at any General Meeting unless a quorum of members is present at the time when the meeting proceeds to business.

  1. The quorum for the Annual General Meeting shall be set at, whichever amount is the lowest of: a number equal to fifteen (15) members plus 10 % of the combined family, student and single adult members (excluding temporary), eligible to vote, at the date on which the meeting was called. or 35 members of the combined family, student and single adult members (excluding temporary), eligible to vote, at the date on which the meeting was called.
  2. If that number is not there at the expiry of 30 minutes after the time for which the meeting was called, the meeting shall be adjourned.
  3. If the meeting is adjourned, it shall reconvene within 30 days and will take place, the quorum being the members then present and entitled to vote. Members will be notified in writing of the new date.

In the case of an Extraordinary General meeting, the preceding two clauses shall apply, except that if the meeting was convened on the requisition of members and two thirds of those who called the meeting are not present after the expiry of 30 minutes, the meeting shall be dissolved. In any other case, it shall be adjourned and shall reconvene within 14 days or to a date and place proposed by the Committee and agreed by those present.

If at the reconvened meeting, a quorum is not present as set out at (a) above, then the quorum shall stand as the membership present and entitled to vote and the meeting shall proceed.

The only business to be transacted shall be that of the original meeting.

The Chairperson may, with the consent of any meeting at which a quorum is present (and shall, if so directed by the meeting), adjourn the meeting from time to time and from place to place, but no business shall be transacted at any adjourned meeting other than the business left unfinished at the meeting from which the adjournment took place.

When a meeting is adjourned for 30 days or more, notice of the adjourned meeting shall be given, as in the case of the original meeting. Save as aforesaid, it shall not be necessary to give any notice of an adjournment or of the business to be transacted at an adjourned meeting.

13. Voting at General Meetings

At any General Meeting, a resolution, put to the vote of the meeting, shall be decided on a show of hands, unless a poll is (before or on the declaration of the result of the show of hands) demanded;

  1. by the Chairperson or
  2. by at least 10 members present in person.

Unless a poll is so demanded, a declaration by the Chairperson that a resolution has, on a show of hands, been carried or carried unanimously, or, by a particular majority, lost, and an entry to that effect made in the book containing the minutes of proceedings of the Club, shall be conclusive evidence of the fact without proof of the number or proportion of the votes recorded in favour of or against such resolution, the demand for a poll may be withdrawn.

Where there is an equality of votes, whether on a show of hands or on a poll, the Chairperson of the meeting at which the show of hands takes place or at which the poll is demanded, shall be entitled to, and shall exercise a second or casting vote.

Except as provided below, if a poll is duly demanded, it shall be taken in such manner as the Chairperson directs with the agreement of a majority present at the meeting, and the result of the poll shall be deemed to be a resolution of the meeting at which the poll was demanded.

A poll demanded at the direction of a Chairperson, or on a question of adjournment, shall be taken immediately. A poll demanded on any other question shall be taken at such time as the Chairperson of the meeting directs, and any business, other than that upon which a poll has been demanded, may be proceeded with, pending the poll.

14. Votes of Members at General Meetings

Each individual who is a member (temporary and junior members excepted) shall, at General Meetings, have one vote only.

No resolution or proposal at such meetings shall be deemed to be carried unless a majority of those present and voting support it.

No member shall be entitled to vote at any General Meeting unless all moneys immediately payable by him to the Club have been paid.

Any objection as to entitlement of a member to vote at a meeting must be made at that meeting and referred to the Chairperson of the meeting whose decision shall be final and decisive.

All votes not disallowed at such meeting shall stand as a valid vote for all purposes.

15. The Committee

The affairs of the Club shall be managed by the Committee as hereinafter provided for.

The Club shall have an Executive Committee, consisting of a Chairperson, Vice Chairperson, Honorary Secretary, Membership Secretary, Honorary Treasurer, Men’s Captain, Ladies’ Captain, Junior Co-Ordinator and as many other members as is deemed necessary.

The Executive Committee shall be elected at an Annual General Meeting.

An Honorary Auditor and two Child Protection Officers, one of whom must sit on the Executive Committee, shall be elected at each Annual General Meeting.

Officers shall be elected at the first meeting of the Executive Committee.

The position of Chairperson, Honorary Secretary and Honorary Treasurer may not be held by the same person for more than three consecutive years.

If a member of the Executive Committee does not attend three consecutive meetings without valid and expressed reason, he shall be deemed to no longer be a member of the Committee and the Executive Committee shall have the power to co-opt another member to the Executive Committee to take his place.

Membership of the Committee shall be vacated if the member

  1. resigns his office by notice in writing to the Club, or
  2. is directly or indirectly interested in any contract with the Club and fails to declare the nature of his interest.

16. Proceedings of the Committee

The Committee shall meet together for the dispatch of business, adjourn and otherwise regulate their meetings as they deem fit, provided that they shall meet at least 10 times in any one calendar year and that the interval between any two consecutive meetings shall not exceed nine weeks.

Issues arising at any meetings shall be decided by a majority of votes. Where there is an equality of votes, the Chairperson shall have and shall exercise a second or casting vote.

The Honorary Secretary shall, on receipt of a requisition signed by at least three Committee members, summon a meeting of the Committee to be held.

If the Committee so resolve, it shall not be necessary to give notice of a meeting of the Committee to any Committee Member who being resident in the State is for the time being absent from the State.

The Committee shall have power at any time, and from time to time, to appoint any person, who is qualified for election to be a member of the Committee, either to fill a casual vacancy, or as an addition to the existing Committee. Any member so appointed shall hold office only until the next Annual General Meeting and shall then be eligible for re-election, unless as otherwise prohibited.

The Committee may, by resolution, of which 28 days notice has been given, remove any member of the Committee before the expiration of his period of office for reasons of behaviour likely to be detrimental to the Committee or the Club, notwithstanding anything stated herein.

The Committee has the right to exercise all powers of the Club, which are not constitutionally required to be exercised at a general meeting. No decisions taken at future general meetings may invalidate Executive Committee decisions.

The Chairperson shall preside at all meetings of the Executive Committee or, in his absence, a member of the Committee shall take the chair. The Chairperson, acting at the meeting, shall have a casting vote in the event of a tied executive meetings vote.

The quorum for meetings of the Executive Committee shall be two thirds of the Committee, two of whom must be officers.

If the Executive Committee does not have adequate means to effectively carry out its functions, due to a reduction in numbers, the remaining members have the power to co-opt new members and /or to summon a General Meeting of the Club.

17. Sub-Committees

The Committee may delegate any of their powers to Sub-Committees consisting of such member or members of the Committee or Club as they think fit. Any Sub-Committee so formed shall, in the exercise of the powers so delegated, conform to any regulations that may be imposed on it by the Committee.

The Committee shall appoint a Chairperson of each Sub-Committee. If such Chairperson is not present at a Sub-Committee meeting, the members present at such Committee meeting shall elect a Chairperson from their number for that meeting only.

A Sub-Committee may meet and adjourn as it thinks proper.

Questions arising at any meeting shall be determined by a majority of votes of the members present. When there is an equality of votes, the Sub Committee Chairperson shall have and shall exercise a second or casting vote.

The quorum necessary for the transaction of the business of a Sub-Committee may be fixed by the Committee at any number not less than two and unless so fixed shall be two.

All acts done by any Meeting of the Committee or of any Sub-Committee or by any person acting as a Committee member shall, notwithstanding that it is afterwards discovered that there was some defect in the appointment of any such Committee Member or person acting as aforesaid or that they or any of them were disqualified, be as valid as if every such person had been duly appointed and was qualified to be a Committee Member.

The Committee shall have power from time to time to make, amend, and repeal such bye-laws or regulations as they may deem necessary or convenient for the proper conduct and management of the Club and in particular, but without prejudice, to the generality of the foregoing, may by such bye-laws or regulations regulate:

  1. the time of opening of the Courts or of any Clubhouse belonging to the Club or any part thereof;
  2. the terms as to payment or otherwise, of admission of members to participate in the benefit of any of the privileges of the Club and the use by or supply to members of any of the property of the Club;
  3. the admission of visitors to the premises and the benefits of the Club;
  4. the prohibition of particular games on the Club premises entirely or at any particular time;
  5. the conduct of the members in relation to one another and to the Club employees;
  6. the setting aside of any part or parts of the Club premises for particular purposes and the exclusion of any members from any part of the Club premises;
  7. the imposition of sanctions for breach of any bye-law/ regulation of the Club;

The Committee shall adopt such means as it deems sufficient to bring to the notice of the members of the Club all such bye- laws or regulations, amendments and repeals; and all such bye-laws or regulations so long as they shall be in force shall be binding upon all members of the Club provided that no bye-law or regulation shall be made under this power which would amount to such an addition to or alteration of this document as would only legitimately be made by a special resolution passed in accordance with this Constitution at a General meeting.

The Committee formed in accordance with this Constitution shall cause Minutes to be made in books provided for the purpose or by other electronic devices:

  1. of the names of the members of the Committee present at each Meeting of the Committee;
  2. of all resolutions and proceedings at all such Meetings.

18. Accounts

The Committee shall cause proper books of account to be kept, relating to:

  1. all sums of moneys received and expended by the Club and the matters in respect of which the receipt and expenditure takes place;
  2. all sales and purchases of goods by the Club;
  3. all assets and liabilities of the Club.

Proper books shall be such books of account as are necessary to give a true and fair view of the state of the Club's affairs and to explain its transactions.

The books of account shall be kept by the Honorary Secretary or Honorary Treasurer or at such place as the Committee think fit and shall at all reasonable times be open to the inspection of the Committee Members.

The Committee shall cause to be prepared and to be laid before the Annual General Meeting of the Club profit and loss accounts, balance sheets and reports.

The Committee shall, from time to time, determine whether and to what extent and at what times and places and under what conditions or regulations the accounts and books of the Club or any of them, shall be open to the inspection of or by members, not being Committee members and no member (not being a Committee member) shall have any right of inspecting any account or book or document of the Club except as authorised by the Committee or by the Club in General Meeting.

19. Alteration of Constitution

No alteration to the Constitution shall be made except at an Annual General Meeting or at a Special General Meeting convened for that purpose.

Notice of any proposed additions to, or of the repeal of, or amendment to existing clauses, for submission to an Annual General Meeting must be sent in writing not less than 14 days in advance of the chosen date of the AGM, as specified by the Committee, to the Honorary Secretary, who shall send due notice of same to each Member with the Notice convening the Annual General Meeting.

Constitutional changes shall require two-thirds majority of members attending and voting at the Annual General Meeting or Extraordinary General Meeting.

20. Trustees

The property of the Club shall be vested in not less than three Trustees, such Trustees being elected at the Annual General Meeting or EGM.

Each Trustee shall hold office until he/she shall resign, die, be absent from Ireland for one year, cease to be a member and for such or other reason be removed from office by a resolution passed at the Annual General Meeting or a special general meeting of the Club.

Should a Trustee or Trustees cease to act as such for whatever cause and thereby the Trustees are reduced to not more than two in number, the Executive Committee shall, within six months, appoint a Trustee or Trustees to fill the vacancy or vacancies appropriated by such cessation of office, as aforesaid. The surviving or continuing Trustees shall have power to act notwithstanding any casual vacancy or vacancies in the number of Trustees.

21. Indemnity

The Officers of the Club, every member of the Committee, the Honorary Auditors and each of the Trustees of the Club for the time being, his executors or administrators, shall be entitled to be indemnified out of the assets of the Club from and against all actions, claims, demands, costs, losses, damages and expenses, which he shall or may incur or sustain by reason or on account of any obligations undertaken by him on behalf of the Club in his capacity as such Officer, Committee Member, Honorary Auditor or Trustee, provided always in the case of a liability incurred in his capacity as an Officer, Committee Member, Honorary Auditor or Trustee that such liability was not incurred through his own fraud or wilful default, libel or slander.

22. Borrowing Powers

The Committee may, pursuant to a Special Resolution passed in accordance with this Constitution, exercise all the powers of the Club to borrow money and to Mortgage or Charge its undertaking and property or any part thereof and to issue Debentures, Debenture Stock and other securities whether outright or as security for any debt liability or obligation of the Club or of any third party.

All cheques, promissory notes, drafts, bills of exchange and other negotiable instruments and all receipts for moneys paid to the Club shall be signed, drawn, accepted, endorsed or otherwise executed, as the case may be, by such person or persons and in such manner as the Committee shall from time to time by Resolution determine.

Appendix I

Child Protection Objective

To ensure that best practice is being followed by this club we shall work closely with our Governing Body. In order to promote the best practice in children’s sport, we shall comply with the guidelines as set out in Section 2.7 of the Code of Ethics and Good Practice for Children’s Sport which are:

  • Adopt and implement the Code of Ethics and Good Practice for Children’s Sport as an integral part of Club policy on children in the Club.
  • Have its constitution approved and adopted by clubs members at an AGM or EGM.
  • Permit all members over 16 years of age to vote, where possible, in the running of their junior section. One parent / guardian should have one vote for all their children under 16 years of age, where relevant.
  • Ensure that the Club Management Committee is elected or endorsed by registered club members at each AGM.
  • Adopt and consistently apply a safe and clearly defined method of recruiting and selecting Sports Leaders.
  • Clearly define the role of the committee members, all Sports Leaders and parents / guardians.
  • Appoint/ reappoint at least one Children’s Officer at the AGM as outlined in the C.o.E. In the event that a Club caters for both boys and girls, one children’s officer of each gender should ideally be appointed.
  • Appoint one of the Children’s Officers to act as Designated person to liaise with the Statutory Authorities in relation to the reporting of allegations or suspicions of child abuse. Any such reports should be made according to the procedures outlined in this Code / Children’s First.
  • Ensure best practice throughout the club by disseminating its Code of Conduct, including the disciplinary, complaints and appeals procedures in operation within the club to all its members. The club’s Code of Conduct should also be posted in all facilities used by the club.
  • Have in place procedures for dealing with a concern or complaint made to the Statutory Authorities against a Committee Member or Sports Leader. Regulations should stipulate that a Sports Leader who is the subject of an allegation, which has been reported to the Statutory Authorities, should stand aside while the matter is being examined. S/he should be invited to resume full duties immediately if s/he is vindicated.
  • Ensure that relevant Sports Leaders report to the Club Management Committee on a regular basis.
  • Encourage regular turnover of committee membership while ensuring continuity and experience.
  • Develop effective procedures for responding to and recording accidents/ incidents.
  • Ensure that any unusual activity (high rate of drop-out, transfers, etc.) is checked out and reported by the Designated Officer in the club.
  • Ensure that all club members are given adequate notice of AGMs and other meetings.
  • Ensure that all minutes of all meetings (AGMs / EGMs / Committees) are recorded and safely filed.

All members will have access to the relevant Code of Conduct, the club’s Child Protection Statement and the Constitution. On annual renewal of membership all members agree to abide by the Code of Conduct, the Constitution and the Child Protection Policy. All junior club members and coaches should sign their respective Codes of Conduct.


The club shall appoint on a yearly basis, if possible, a male and female who have remits as Children’s Officers. It is recommended that these positions be reviewed regularly, i.e. 2-3- years while maintaining consistency on the committee. This will include attending relevant training courses, liasing with relevant agencies when necessary and bringing to the attention of the General Committee any incidents or information deemed appropriate. At least one of these Children’s Officers should sit on the general committee.