Remit and Governance Policy

Purpose of this document

Define the Structure of Winsley Cricket Club
Define how that structure conducts the requirements of the Winsley CC constitution
Define role & responsibilities of each of the club’s governing committees
Define the make up of each of the club’s governing committees
Define the responsibilities of each of the roles which sit on those committees

The governance structure

Executive Committee

Club chair
Secretary
Treasurer
Safeguarding/Welfare officers
EDI/Engagement officer
Director of cricket (cricket committee chair)
Operations committee chair
Project committee chair(s), if applicable
Women's Representative, if applicable (see below)

Purpose

Setting and safeguarding the vision and values of the Club
The rules set out in the Club’s constitution are adhered to
Developing and agreeing a long-term strategy for the Club
Ensuring organisational purposes remain relevant and valid
Financial Control and spend
Amending the plan and budget as appropriate
Evaluating results, assessing outcomes and impact of all Committees
Maintaining a positive working relationship with other stakeholders
Promote and monitor equality and diversity
Ensure Wellbeing of club members
Ensure the legal obligations of the club are met and acted upon.

The Governance Role

Determine Mission and Strategy – setting the organisation’s direction and determining how it will get there.
Accountability – being held to account for the actions of the organisation and holding those who carry out the work to account.
Look after the committee – ensuring committee renewal (recruitment, induction and retirement), effective decision making and information sharing processes, positive group dynamics, and reflection, learning and development for the committee as necessary.
Safeguard assets - acting as custodian of the assets, tangible (money, property etc) and intangible (organisation’s reputation and name), ensuring that assets are used appropriately and constitutionally. Ensuring that there are sufficient assets for the organisation’s survival.
Linking the organisation to its stakeholders, such as members, the community, partners etc. In addition

How often it will meet

A minimum of January (Season Prep), April (Pre-Season), June, August, October

How it will report

Through minutes taken by the Club secretary

How long it will be in existence

This is a standing committee. Elected at the AGM.

Executive Committee Member’s General Responsibilities

Strive to attend all meetings, sending apologies to the chair for necessary absences.
Prepare for the meeting by reading the agenda, papers and emails before the meeting.
Talk to the chair before the meeting if you need to clarify anything.
Arrive on time. Stay to the end.
Participate fully in the meeting;
Listen to what others have to say and keep an open mind.
Contribute positively to the discussions.
Try to be concise and avoid soliloquies/speeches.
Help others concentrate on the meeting. Discourage side conversations.
Always have the best interests of the club in mind.
Draw attention to any potential conflicts of interest that may arise in the meeting.
Fulfil any responsibilities assigned to you at the meeting and be prepared to report back on your progress at the next meeting.

Have a commitment to the organisation and its aims. >
Have a willingness to devote the necessary time and effort.
Possess good judgement and independence of mind.
Show a willingness to work collectively as part of a group.
Seek constructive debate and dialogue over confrontation

If the elected officers offer no gender diversity, the Executive Committee will need to ensure at least one, preferably two members of another gender are elected or co-opted to the Executive Committee for that term. The executive committee shall be inquorate if those present at a meeting are all of one gender. As stated in our Diversity commitment this is important to ensure balanced and representative views of our membership.

In the event an elected Committee Member can’t attend or fulfil their responsibilities at a meeting, the Executive Committee would expect a deputy to be sent. Alternatively, another officer or club member can be co-opted for the purposes of the meeting.

Should the Chair Person be unavailable, it is expected that the Committee will agree and vote (by majority) for one of the Sub Committee Chairs to fulfil the Chair Person role until the elected Chair Person can return to their duties at that meeting or generally. Those taking on the Sub Committee chair roles understand that this is part of those roles to ensure resilience.

Should the Executive Committee recognise a fundamental flaw in our direction, remit policy or in not achieving our intended goals, they will reserve the right to amend this policy and inform the club membership of the changes and rationale.

Chair Person

Elected at the AGM.
Chairs the Executive Committee and the AGM.
Leads the direction of the strategic elements of the club by agreeing methodology through the Executive Committee.
Motivates and supports committee members.
Ensures that the objectives of the club remain in focus.
Agrees meeting agendas with club secretary.
Recruiting committee members based on skills, taking into account experience and diversity.
Involved in actively creating and following club development plans.
Ensure representation at regional and local events.
Assist the Welfare Officer to ensure wellbeing of all members.
Strong interpersonal skills.
Be friendly and approachable.
Think strategically

Club Secretary

Elected at the AGM.
Organises Executive Committee meetings and keeps a record of all Executive Committee decision making.
Ensures the club is meeting its compliance duties with regards to Clubmark and any other compliance matters relating to WCB, ECB and ACO.
Main point of contact for these bodies.
Deals with Wiltshire County Council and other regulatory bodies for related matters and all official related club correspondence.
Organises the AGM and prepares relevant notices and minutes.
First point of contact for club enquiries.
Ensuring insurance is up to date and relevant.
Maintain up to date records of reference files and records.
Organisational skills.
Good communication skills
Good eye for detail

Treasurer

Elected at the AGM.
An official signatory of the club.
Prepares all financial plans and ensures the club operates within its means.
Keeps up to date records of all financial transactions.
Reports regularly to the Executive Committee on the financial status.
Presents end of year financial report to the AGM.
Manages all banking & payments to and from the club.
Provides all necessary support in preparation of tax returns, payroll, contracts, and the annual accounts.
Signatory on all financial payments, along with nominated others.
Allocates financial resources for the various sub-committees to use.
Organisational skills.
Financial or numerical acumen.
Methodical.
Good communication skills.
Good eye for detail.

Welfare Officer

Elected at the AGM.
Ensuring that the appropriate safeguarding policies are followed by the club, including responding to any concerns that arise for children, young people or vulnerable adults.
To be the first point of contact for everyone within the club and the ECB, for welfare related matters.
To be eligible for this position the candidate must have attended and passed the relevant training courses including the welfare officer related Safe Hands & Safeguarding workshops.
First point of contact for any vulnerability or welfare issue.
Responsible for ensuring the accuracy and existence of codes of conduct and welfare policies.
Maintain records for all welfare points of contact.
Promote good welfare and wellbeing initiatives and practices.
Represent Welfare on the Executive Committee.
Ensure all relevant DBS checks are up to date.
Approachable and empathetic.
Confidential and discreet.
Good listening and communication skills.
Able to resolve conflict.
Able to work well and within the boundaries of their training.

The Welfare Officer role will be performed by two people. The elected welfare officer and then a representative of an alternative gender to ensure members have options of whom to go to in the event they need support. Either or both can attend a committee meeting. Welfare Officers can attend any committee if required and should attend any youth sub committees and coaches meetings.

EDI and Engagement Officer

Define engagement and desired outcomes in terms of culture change and values
Communicate the club aims and objectives, desired culture changes and values to the membership and beyond
Coordinate delivery across all areas of the club and membership
Embed the culture within everything the club does
Create workshops and events so all members can see the culture change delivering for them
Outreach to external organisations once the culture has been seen to be successfully adopted by all
Communicate club aims and objectives and future aspirations
Survey members to understand needs
Enhance social events for members, supporters and the community
Encourage community volunteering
Celebrate success and incentivize participation

Property Company Director

Winsley CC has a Property Company with 4 other parties which manages the affairs of the Downs Ground. There is an elected representative (often, but not exclusively the Chair Person) who sits on the Property Company Board to:

Protect the interests and assets of the club in relation to the Downs ground.
Maintain and ensure good communications with the other Property Company Board members.
Maintain relationships with the Property Company Board which assist collaborative working
Attend the AGM and all Property Company meetings.
Maintain accurate Directorships on Companies House.

Operations Committee Chair

Elected at the AGM
Chairs the operations committee
Leads the direction of the operational elements of the club by agreeing methodology with the Executive Committee
Motivates and supports committee members
Ensures that the operational objectives of the club defined by any strategic or development document remain in focus, and contributes towards defining these objectives.
Agrees meeting agendas with deputy secretary
Recruiting committee members based on skills, experience and diversity
Ensures, along with the deputy treasurer, that all spending is compliant with the constitution, and that multiple quotes are sought where applicable.
Strong interpersonal skills
Be friendly and approachable
Think strategically

Club President

The President shall be elected at an Annual General Meeting (“AGM”) of the Club. The President of the Club shall be an ex-officio member on all committees including the Executive Committee and all Sub-Committees.

The role of President is to provide advice, challenge, support and ensure we uphold our constitution and policies in the right spirit. They shall ensure our values are respected through being a custodian of what the club stands for.

General Sub Committee Principles

General Sub Committee Principles to ensure strong working practices with the Executive Committee:

Sub-Committee meetings are scheduled 7 to 10 days before Executive Committee meetings.
Minutes of Sub-Committee meetings are sent to all Executive Committee members along with minutes of last Executive Committee and agenda.
Action points from Sub-Committee meetings can then be actioned in a timely fashion by Executive Committee as a result.
If new/increased expenditure is recommended the source of this is discussed at Sub-Committee. Is it being proposed that it is financed by sponsorship, increased fees, from savings etc.

Cricket Committee

Director of cricket
Youth-coordinator
Club coach
Women's captain (hardball)
Women's captain (softball)
Fixture secretary
1^st team captain
2^nd team captain
3^rd team captain
4^th team captain
Sunday captain
Midweek captain
Grounds officer
Player rep (male)
Player rep (female)

Sub Committees:

Selection Committee: Director of cricket (Chair), 1st Team Captain, 2nd Team Captain, 3rd Team Captain, 4th Team Captain, Sunday Captain, Midweek Captain, Women's Captain, Club Coach.

Youth Committee: Youth Co-ordinator (Chair), Club Coach, Coaches co-opted by Youth Co-ordinator (including at least one coach / representative of Women's / Girls cricket)

Purpose

To promote, organise and run cricket of various standards for all playing members. To manage the three distinct parts of the cricket section. These being:

Senior Cricket
Women and Girls Cricket
Junior Cricket

In particular, to ensure that:

the cricket section of the club has a clear and definable plan to positively develop the cricketing activities of the club.
our playing programme meets the needs of all our playing members.
it carries out the appropriate stakeholder engagement (players, coaches, parents)
it ensures a duty of care to all playing members.
all three parts of the cricket section work together – one club.
the appropriate number of teams and leagues are entered for all cricket.
all teams are well run.
all scheduled fixtures are planned in due time and fulfilled.
the training sessions are well organised and run.
the coaching resources, where coaching is deemed appropriate, meeting coach to player ratios, and are of high enough standard to meet the needs of our playing members.
the club’s coaching programme is overseen by ECB level qualified coaches who have up to date DBS, first aid, insurance and safeguarding documentation.
the highest standards of behaviour are upheld, both on and off the field.
all club codes of conduct are adhered to by everyone associated with the playing section of the club, be they players, coaches, team managers or parents of players.
any league or organising body meetings that require a Winsley CC representative are attended.

Chaired by a designated member of the committee, the Director of cricket.

How often it will meet

A minimum of January (Season Prep), April (Pre Season), May, June, July, August, Sept/Oct (Post Players Meeting)

How it will report

There will be a verbal report to each Executive Committee meeting by the chair of the cricket committee, or in his/her absence, another member of the cricket committee. Any proposals for actions must have been agreed by the cricket committee, costed (where finance is required) and presented in writing if they are for a value of over £500. If accumulative expenditure exceeds £3,000 in a season (outside of paid coaching), all expenditure from this point must be approved by the Executive Committee. The maximum spend per item within that £3,000 limit is £500. Expenditure over £500 on a single item will require Executive Committee Approval.

How long it will be in existence

This is a standing committee. Elected at the AGM.

The Cricket Committee Member’s General Responsibilities

All committee members should:

Strive to attend all meetings, sending apologies to the chair for necessary absences.
Prepare for the meeting by reading the agenda, papers and emails before the meeting.
Talk to the chair before the meeting if you need to clarify anything.
Arrive on time. Stay to the end.
Participate fully in the meeting;
Listen to what others have to say and keep an open mind.
Contribute positively to the discussions.
Try to be concise and avoid soliloquies/speeches.
Help others concentrate on the meeting. Discourage side conversations.
Always have the best interests of the club in mind.
Draw attention to any potential conflicts of interest that may arise in the meeting.
Fulfil any responsibilities assigned to you at the meeting and be prepared to report back on your progress at the next meeting.

Additionally, all committee members should:

Have a commitment to the organisation and its aims.
Have a willingness to devote the necessary time and effort.
Possess good judgement and independence of mind.
Show a willingness to work collectively as part of a group.
Seek constructive debate and dialogue over confrontation.

Director of cricket (Chair)

Elected at the AGM.
Chairs the cricket committee.
Prepares the overall cricket strategy for the club in conjunction with the members of the Cricket Committee, Players and Executive Committee.
Responsible for ensuring that the three parts of the cricket section (Senior, women & girls, juniors) work together.
Ensures all plans are in place and agreed by the cricket committee, and then delivered.
Oversees the training and match schedules for all three playing sections to ensure that there are adequate ground and coaching resources alongside the Club Coach and Youth Coordinator
Responsible for ensuring that the relevant codes of conduct are followed by all playing members, coaches & parents of junior members.
Deals with any escalation of non-welfare related cricket issues or complaints.
Responsible for the structure and organisation of senior cricket at the club, including the teams and competitions entered
Manages relationship with the WCCL and any other adult league bodies the club may be affiliated to in conjunction with club secretary.
Attends WCCL AGM’s as the representative of the club or ensures representation
Ensures that the club fulfil fixtures which we agree to
Chairs adult selection meetings with the captains.
Has regular dialogue with captains, senior players and coach(es) to design and implement improvements where required for training and match preparation.
First point of contact for non-welfare related cricket issues or complaints.
Ensures that captains carry out their matchday tasks.
Ensures all players are registered correctly.
Arrange coaches for a Senior Cricket
Oversees provision of umpires, scorers & refreshments for all senior fixtures in conjunction with captains
Oversees the uploading of all results and reports according to league reporting requirements.
Define and uphold the values under which we play our cricket and upholds them (see Codes of Conduct)
Work with the Welfare Officer to ensure the wellbeing of players and the provision of suitable support for all members
Works with the Membership Secretary to ensure subscriptions are paid

Youth co-ordinator

Elected at the AGM.
Responsible for the structure and organisation of junior cricket at the club, including the number of teams entered by age group and division.
Manages relationship with the BDYCL and attends all BDYCL meetings as the representative of Winsley CC.
Creates the development plans for youth cricket in conjunction with the Club Coach and youth coaches.
Prepares coaching schedule and acts as the de-facto leader of the youth coaching team.
Ensures there are the appropriate coaches and team managers.
Ensures that all fixtures are confirmed, communicated and fulfilled.
Manages relationship & communication with parents for junior cricket (includes juniors playing senior cricket).
First point of contact for non-welfare related cricket issues or complaints.
Organises summer and winter training for youth cricket in conjunction with the Club Coach and youth coaches.
Ensure that the player pathway is being followed for juniors entering senior cricket, in conjunction with the Club Coach and Director of cricket.
Approves nominations for representative cricket.
Works with the Membership Secretary to ensure subscriptions are paid.

Fixture Secretary

Arrange and organise fixtures in consultation with Director of cricket, Women's Captains and Grounds Officer

Grounds Officer

Oversee the production and curation of grass pitches for senior, women and youth cricket
Oversee the production and curation of grass pitches for senior, women and youth training
Work with the captains and Director of cricket to maximising participation /fulfil fixtures
Have involvement in the decision to call off fixtures and training
Maintain the outdoor elements of the ground
Organise the maintenance of machinery and storage
Organise maintenance to the grounds
Ensure the upkeep of covers and items which protect the playing surface and maximise the potential to fulfil fixtures
Arrange the annual maintenance to the outfield and square at the best possible quality and price
The upkeep and maintenance of the artificial net facilities

Club Coach

Responsible for delivering all senior cricket practice and training.
Planning sessions which help deliver the objectives of all teams.
Group and 1:1 coaching within these sessions which supports players of all abilities.
Runs Matchday warmups for the team the Cricket Committee assign them to.
Is appointed at the AGM or an EGM.
Responsible for ensuring the provision of equipment at the best price and quality.
Responsible for ensuring the quality of practice.
Uphold the values under which we play our cricket and upholds them (see Codes of Conduct).
Work with the Welfare Officer to ensure the wellbeing of players and the provision of suitable support for all members.
Ensure that the player pathway is being followed for juniors entering senior cricket, in conjunction with the youth Co-ordinator and Director of cricket.
Deliver Talent Player Pathway coaching.
Deliver pre season training sessions and plans.

Captain Positions:

Fulfil the requirements of the Codes of Conduct and Disciplinary policy.
Captain side on the field.
Vice-captains (elected at a general meeting or co-opted by a majority vote of the cricket committee) may deputize for the applicable captain at cricket committee meetings.

Player Representatives:

Provide and represent the views of the players.
Will be requested from the playing membership prior to each meeting, with the intention of rotating this to encourage diverse views.

Operations Committee

Operations Committee Chair
Clubhouse manager
Sponsors/Partners officer
Membership secretary
Deputy secretary
Deputy treasurer
Fundraising officer
Social secretary
Communications officer

Purpose

To promote, organise and run activities which ensure good administration of the non-playing activities of Winsley CC.

To manage the distinct parts of non-playing activities of the club. These being:

Club House and Bar Management
Grounds
Social events
Fundraising
Membership
Communication of non-cricket activities
Partners /sponsorship

In particular, to ensure that:

the non-cricket activities of the club have a clear and definable plan to positively develop the club.
our non-playing programme meets the needs of all our members.
it carries out the appropriate stakeholder engagement (players, coaches, parents, social members, VPs).
the highest standards of behaviour are upheld off the field.
the treasurer is kept informed of any and all likely expenditure and that this is approved in advance of any spending commitments being made.

Chaired by the operations committee chair, who shall ordinarily represent the operations committee on the Executive Committee. However, this chair can nominate other committee members to act as the committee’s representative at Executive Committee meetings to ensure diversity and resilience. This chairperson cannot be a contractor of the club in any way.

How often it will meet

A minimum of January (Season Prep), April (Pre Season), May, June, July, August, Sept/Oct (close down)

How it will report

There will be a verbal report to each Executive Committee meeting by the chair or in their absence, another member of the committee.

Any proposals for actions must have been agreed by the committee, costed (where finance is required) and presented to the Executive Committee in writing if they are for a value of over £750. If accumulative expenditure exceeds £3,000 in a season (outside of standard bar and food stock) all expenditure from this point must be approved by the Executive Committee. The maximum spend per item within that £3,000 limit is £750. Expenditure over £750 on a single item will require Executive Committee Approval.

How long it will be in existence

This is a standing committee. Elected at the AGM.

The Operations Committee Member’s General Responsibilities

All committee members should:

Strive to attend all meetings, sending apologies to the chair for necessary absences.
Prepare for the meeting by reading the agenda, papers and emails before the meeting
Talk to the chair before the meeting if you need to clarify anything
Arrive on time. Stay to the end
Participate fully in the meeting;
Listen to what others have to say and keep an open mind.
Contribute positively to the discussions.
Try to be concise and avoid soliloquies/speeches.
Help others concentrate on the meeting. Discourage side conversations.
Always have the best interests of the club in mind.
Draw attention to any potential conflicts of interest that may arise in the meeting.
Fulfil any responsibilities assigned to you at the meeting and be prepared to report back on your progress at the next meeting.

Additionally, all committee members should:

Have a commitment to the organisation and its aims.
Have a willingness to devote the necessary time and effort.
Possess good judgement and independence of mind.
Show a willingness to work collectively as part of a group.
Seek constructive debate and dialogue over confrontation.

Clubhouse Manager

Ensure the bar is stocked and run appropriately
Ensure our adherence to licencing laws and needs
Ensure the currency of the licence
Ensure the services, bills and running of the club house are in order
Ensure maintenance of the clubhouse is organised and undertaken
Ensure cleaning of the clubhouse is organised
Work with the grounds person to maintain the facilities
Maintain a list of keyholders

Deputy Treasurer

Assist and stay aligned to the treasurer in line with the job description defined in the Executive Committee section
Ensure two people have knowledge of the club finances
Attend the Executive Committee in the Treasurer’s absence

Deputy Secretary

Assist and stay aligned to the Secretary in line with the job description defined in the Executive Committee section
Take the minutes of Operations Committee Meetings
Attend the Executive Committee in the Secretary’s absence

Membership Secretary

Ensure a database of members and their details is maintained
Ensure records of subscriptions are maintained
Ensure these records are GDPR compliant
Ensure members are chased for outstanding subscriptions

Communications Officer

Author Communications for the club in conjunction with the relevant committee members
Social Media channels
Assist in maintaining the club website, either personally or through organising that activity
Work with the membership secretary to ensure all club members are kept up to date

Social Secretary

Organise social events for the club
Organise events which are varied and appeal to all membership groups
Communicate these events by working with the Communications Officer
Advertise partners and sponsors at these events by working with the Partners/Sponsors officer
Ensure all events are risk assessed and made safe

Fundraising Officer

Complete grant applications for funding
Identify and present opportunities to maximise funding support for Winsley CC
Liaise with relevant bodies and authorities to secure this funding

Partners /Sponsors Officer

Work to maintain and grow our existing partner /sponsor panel
Maintain a database of partner contacts
Work with the Communications officer to ensure partners are informed of activities
Agree and collect partner payments
Facilitate the Winsley CC commitments owed for those payments

This committee will also hold responsibility for our annual President’s Day fundraiser. Nominating or co-opting a lead to organise the event.

Major Project Committee(s)

The purpose of this committee is to control, execute and deliver major projects the club membership sign up to. The chairperson reports back to and sits on the main committee. The makeup of the committee is fluid and decided based upon the nature and skills required for the task.

The members of this committee are appointed by the Executive Committee by a majority vote. The Executive Committee Chairperson having the deciding vote in the event of a tied vote. This committee is appointed by the Executive Committee on the grounds that it is an adhoc committee and needs volunteers and skills based upon need. This committee must approve its decisions via the Executive Committee to ensure Governance.

All committee members should:

Strive to attend all meetings, sending apologies to the chair for necessary absences.
Prepare for the meeting by reading the agenda, papers and emails before the meeting.
Talk to the chair before the meeting if you need to clarify anything.
Arrive on time. Stay to the end.
Participate fully in the meeting;
Listen to what others have to say and keep an open mind.
Contribute positively to the discussions.
Try to be concise and avoid soliloquies/speeches.
Help others concentrate on the meeting. Discourage side conversations.
Always have the best interests of the club in mind.
Draw attention to any potential conflicts of interest that may arise in the meeting.
Fulfil any responsibilities assigned to you at the meeting and be prepared to report back on your progress at the next meeting.

Additionally, all committee members should:

Have a commitment to the organisation and its aims.
Have a willingness to devote the necessary time and effort.
Possess good judgement and independence of mind.
Show a willingness to work collectively as part of a group.
Seek constructive debate and dialogue over confrontation.