Houston Indian

Cricket Club

1. Name

The name of the Club is Houston Indian Cricket Club (HICC), hereafter to be referred to as "the club".

2. Aims and Objectives

The aims of the club shall be:

a) To provide for participation in cricket by people from all walks of life

b) To foster an active club life by encouraging all club members to join in cricketing and social functions and in the organization of these events

c) To endeavor to maintain a high degree of sportsmanship

d) To develop the sporting abilities of all members of the club

e) To maintain the Sardar Patel Stadium (HICC) home ground

f) The property and income of the Club shall be applied solely towards the promotion of the aims and objectives of the Club and no part of that property or income may be paid or otherwise distributed, directly or indirectly, to members of the Club, except in good faith in the promotion of those aims or objectives.

3. Membership

(a) Membership of the club shall be open to anyone interested in the sport of cricket on application regardless of sex, age, disability, ethnicity, nationality, sexual orientation, religion or other beliefs. However, limitation of membership according to available facilities is allowable on a non discriminatory basis.

(b) The club may have different classes of membership and subscription on a non discriminatory and fair basis.

(c) Application for membership of the club shall be by completion of a membership application form and by payment of the relevant subscription/joining fees as determined by the Annual General Meeting of the club.

(d) No person shall be eligible to take part in the business of the club or eligible for selection for any club team unless the appropriate subscription has been paid by the specified date or membership has been agreed by the Committee.

(e) The club Committee may refuse membership, or remove it, only for good cause such as conduct or character likely to bring the club or cricket into disrepute. Appeal against refusal or removal may be made to the Committee who shall appoint an Appeals Committee to hear the appeal.

(f) All members will be subject to the regulations of the Constitution and by joining the club will be deemed to accept these regulations and any Codes of Conduct that the club has adopted. The Constitution shall identify those members eligible to vote at any General Meetings.

4. Classes of Membership

There shall be 4 of classes of membership available. These are:

• Full Member

• Junior Member (Under 16 years of age or a student at the beginning of the current year)

• Non-playing member (Members who do not want to play but still want to support the cricketing community and also play a few games whenever there is a need)

• Patron Member (Lifetime membership for our senior citizens over the age of 60 and contributed to HICC in the past in any form or function.

A list of members in each category shall be maintained by the Treasurer or other Officer of the club.

Only Full Members are eligible to vote in all cricket related issues and elections.

5. Executive Committee (EC)

The EC of the club consists of the following officers:

Honorary Officers:

• President

• Vice President

Executive Officers:

• Secretary

• Treasurer

• Fixture Secretary

• Ex-Officio

• Ex-Officio

6. Election of Officers

All Officers shall be elected at the Annual General Meeting of the club from, and by, the members of the club.

All Officers shall be elected for a period of one year, but shall be eligible for re-election to the same office or to another office the following year.

7. Duties of Officers

A. President

It shall be the duty of the President:

i. To preside over all meetings and to ensure that meetings are conducted with the spirit in accord with the aims of the Club.

ii. To act as spokesperson for the Club at all functions.

iii. To oversee the general organization and conduct of the Club’s activities and to accept responsibility for the progress of Club activities.

B. Vice-President

i. It shall be the duty of the Vice-President to assume all the duties of the President in the case of his absence.

C. Secretary

It shall be the duty of the Secretary:

i. To attend all meetings of the Club unless excused.

ii. To keep minutes of the Annual General, Special General and Executive Committee meetings in books provided for that purpose.

iii. To keep a roll of all members together with their addresses, telephone numbers and membership due records.

iv. To notify members of the date, venue and business of the Annual General Meetings not less than 14 days before the date of the meeting and venue and business of all Special General Meetings not less than 7 days before the date of the meeting.

v. To notify Executive Committee members of the date, venue and business of all Executive Committee Meetings not less than three (3) days before the date of the meeting.

vi. To conduct the general correspondence of the Club.

vii. To present a report at the Annual General Meeting.

D. Treasurer 

It shall be the duty of the Treasurer:

i. To attend all meetings of the Club unless otherwise excused.

ii. To receive all monies due to the Club and maintain a proper ledger of accounts, issuing receipts where necessary.

iii. To produce at the Annual General Meeting an account of the receipts and expenditure during the previous year.

iv. To make readily available to the Secretary a current list of members with outstanding dues.

v. To use his best endeavors to collect all monies due to the Club.

vi. To present to each meeting of the Executive Committee and at every Special General Meeting, correct detailed statements of account showing the condition of the Club’s funds.

vii. All books and statements of account shall be open to inspection at any time by members of the Executive Committee.

E. Fixture Secretary 

It shall be the duty of the Fixture Secretary:

i. To be responsible to maintain the ground including the pitch, cleanliness practice nets and the storage facility.

ii. Find out the weeks that the games will be played so that the grass is cut only during those weeks to save money.

iii. Has the power to direct any member of the club to delegate the work related to ground/fixtures cleanliness and maintenance.

F. Ex-Officio 

It shall be the duty of the Ex-Officio:

i. To attend all the meetings of the Club unless excused.

ii. To provide support and help in club affairs to other EC officers.

G. Team Captains 

It shall be the duty of the Team Captains:

i. To consult with selectors.

ii. To notify the selectors of any subsequent changes.

iii. To be responsible for all internal arrangements regarding his team and his team officials.

iv. To be responsible to prepare the ground whenever is required and cleanliness of the ground/fixtures.

v. To make sure the team's umpiring assignments are taken care off.

H.Vice Captains

i. It shall be the duty of the Vice-Captain to assist the Captain in his duties and to act in the absence of either.

I. Duties of Players/Members 

It shall be the duty of the players of the Club:

i. To attend practice and to co-operate fully with the captain/organizers of the practice session.

ii. To notify his captain if he is to be unavailable for the following match.

iii. To be clothed for matches in accordance with the laws of HCL.

iv. To behave in a manner befitting a club member during matches and to observe the laws of HCL.

v. To be a financial club member.

vi. To be sure of the venue and correct time of matches.

vii. To arrive at the ground for games and practices on time delegated by the captain.

viii. To obey captain's directions on game day.

ix. To obey and respect EC and selection committee decisions and directions.

x. All the members of the club shall be responsible for cleanliness of the ground at any time.

J. Selection Committe

a. The Executive Committee will appoint a selection committee after the Annual General Meeting and prior to the commencement of each season.

b. The duties of the Selection Committee shall be: i. To be present at the practices (at games whenever possible)

ii. To assist the captains to delegate umpiring assignments of the club.

iii. To check the availability of players.

iv. To select teams according to the following criteria:

1. Availability of players

2. Ability of players

3. Improvement of players and their potential

4. Balance of individual team

5. Past performance

6. With a view to improving the position of the Club within HCL by winning games

7. The Full Members and Junior Members List must be exhausted before other players are considered.

8. Management

The affairs of the club shall be conducted by all the Executive Committee officers of the club.

The Committee will be convened by the Secretary and shall meet at agreed intervals and not less than four times per year.

The quorum required for business to be agreed at Committee meetings shall be 5.

The duties of the Committee shall be:

a) To control the affairs of the club on behalf of the members.

b) To keep accurate accounts of the finances of the club through the Treasurer. These should be available for reasonable inspection by members and should be certified before every Annual General Meeting. The club shall maintain a bank current account and Treasurer shall be authorized to sign on behalf of the club .

c) To co-opt additional members of the Committee as the Committee feel is necessary. Co-opted members shall not be entitled to a vote on the Committee and shall serve until the end of the next Annual General Meeting.

d) To make decisions on the basis of a simple majority vote. In the case of equal votes, the President shall be entitled to an additional casting vote.

The Committee shall have powers to appoint sub-committees as necessary and to co-opt advisers who may be non club members invited to advise on specialist subjects.

An elected Committee member ceases to be such if he or she ceases to be a member of the club, resigns by written notice, or is removed by the Committee for good cause after the member concerned has been given the chance of putting their

case to the Committee. Appeal against removal may be made to the Appeals Committee. The Committee shall fairly decide time limits and formalities for these steps.

The Committee has the power to:

a) acquire and provide grounds, equipment, coaching, training and playing facilities, transport, and related facilities

b) provide coaching, training, and related social and other facilities

c) take out any insurance for club and players

d) raise funds by subscriptions and sponsorships

e) set aside funds for special purposes or as reserves

f) employ and engage staff and others and provide services

g) do all other things reasonably necessary to advance the aims and objectives of the club.

NONE of the above powers may be used other than to advance the aims and objectives in a manner consistent with the Rules and the general law.

9. General Meetings

The Annual General Meeting of the club shall be held not later than the 2nd week of January each year, 2012 AGM will be held before 1st week of February. 14 clear days written notice of the Annual General Meeting shall be given to members by circulating a copy of the notice to every member at their email address and posting the notice on the club website or group board. Members must advise the Secretary in writing of any other business to be moved at the Annual General Meeting at least 7 days before a meeting. The Secretary shall circulate or give notice of the agenda for the meeting to members not less than 7 days before the meeting.

The business of the Annual General Meeting shall be to:

a) Confirm the minutes of the previous Annual General Meeting and any General

b) Meetings held since the last Annual General Meeting

c) Receive the certified accounts for the year from the Treasurer

d) Receive the annual report of the Committee from the Secretary

e) Elect the Officers of the Club

f) Review club subscription rates and agree them for the forthcoming year

g) Transact such other business received in writing by the Secretary from members 7 days prior to the meeting and included on the agenda

Nominations of candidates for election of Offices shall be made in writing to the Secretary at least 7 days in advance of the Annual General Meeting date. Nominations can only be made by Full Members and must be seconded by another Full Member. Nominations may also be made on the night of the AGM, by permission of the President.

Special General Meetings may be convened by the Committee or on receipt by the Secretary of a request in writing from not less than 50% of the Full Members of the club. At least 7 days notice of the meeting shall be given.

At all General Meetings, the President will be taken by the President or, in their absence, by a deputy appointed by Full Members attending the meeting. Decisions made at a General Meeting shall be by a simple majority vote from those Full Members attending the meeting. In the event of equal votes, the President of the meeting shall be entitled to an additional casting vote.

A quorum for a General Meeting shall be atleast 50% Full Members and 5 Officers of the Club including at least 2 from the President, Secretary and Treasurer.

10. Alterations to the Constitution

Any proposed alterations to the club Constitution may only be considered at an Annual or Special General Meeting, convened with the required written notice of the proposal. Any alteration or amendment must be proposed by a Full Member of the club and seconded by another Full Member. Such alterations shall be passed if supported by not less than two-thirds of those Full Voting Members present at the meeting, assuming that a quorum has been achieved.

11. Finance

All club monies shall be banked in an account in the name of the club, although the Treasurer shall be allowed to keep some petty cash for day to day expenses.

The Treasurer shall be responsible for the finances of the club and for providing a report on the financial position as required by the Committee.

The Treasurer shall ensure that the club maintains adequate and appropriate insurance to cover the activities of the club.

The financial year will end on 31st December.

The Treasurer will present a certified statement of annual accounts at the Annual General Meeting.

12. Property and Funds

The property and funds of the club cannot be used for the direct or indirect private benefit of members other than as reasonably allowed by the Rules and all surplus income or profits shall be reinvested in the club.

The club may also in connection with the sports purposes of the club:

a) sell and supply food, drink and related sports clothing and equipment

b) employ members and remunerate them for providing goods and services, on fair terms set by the Committee without the person concerned being present

c) pay for reasonable hospitality for visiting teams and guests

13. Discipline and Appeals

All complaints regarding the behaviour of members should be lodged in writing with the Secretary.

The Committee shall appoint a Disciplinary sub-committee of a maximum of 3 members, who will meet to hear complaints within 14 days of a complaint being lodged. Any member requested to attend a Disciplinary sub-committee shall be entitled to be accompanied by a friend or other representative and to call witnesses.

The Committee (or its sub-committee) has the power to take appropriate disciplinary action, including the termination of membership.

The outcome of the disciplinary hearing shall be put in writing to the person who lodged the complaint and the member against whom the complaint was made within 7 days following the hearing.

There shall be a right of appeal to the Committee against either the finding or the sanction imposed or both following disciplinary action being taken. The Committee shall appoint an Appeals Committee (a maximum of three) which shall not include members involved with the initial disciplinary hearing but may include non members of the club. The Appeals Committee shall consider the appeal within 14 days of the Secretary receiving the appeal. The individual submitting the appeal shall be entitled to be accompanied by a friend or other representative and to call witnesses. The decision of the Appeals Committee shall be final and binding on all parties.

14. Dissolution

a) If at any General Meeting of the club, a resolution be passed calling for the dissolution of the club, the Secretary shall immediately convene a Special General Meeting of the club to be held not less than one month thereafter to discuss and vote on the resolution.

b) If at that Special Meeting, the resolution is carried by at least two-thirds (three quarters) of the Full Voting Membership present at the meeting, the Committee shall thereupon, or at such date as shall have been specified in the resolution, proceed to realise the assets of the club and discharge all debts and liabilities of the club.

c) The Committee will then be responsible for the orderly winding up of the club’s affairs.

d) After settling all liabilities of the club, the Committee shall dispose of the net assets remaining to one or more of the following: a. to another club with similar sports purposes which is a registered charity and/or

b. to another club with similar sports purposes which is a registered Community Amateur Sports Club and/or

c. to the club’s governing body for use by them for related community sports.

15. Declaration

Houston Indian Cricket Club hereby adopts and accepts this Constitution as a current operating guide regulating the actions of all members.