Oxfordshire Cricket Association Constitution 2011

Changes made at the 2010 AGM are in bold.

Name, Aims and Membership
1.	The name of the Association shall be "The Oxfordshire Cricket Association" (The Association) and shall include, if required, reference to its sponsor(s).
2.	The business of the Association shall be conducted according to the provisions of the following which together shall be referred to as “these Rules”: The Constitution (this document) The Match Rules The Bye-Laws: Wet Weather procedures Administrative Penalties Trophies Reporting Procedures Any other bye-laws issued and notified under the provisions of The Constitution or The Match Rules.
3.	Alterations and additions to the Constitution and The Match Rules may only be made at a General Meeting of The Association.
4.	Alterations and additions to The Bye-Laws may be made by the Executive subject to 28 days written notice given to members. Alterations and additions to Bye-Laws may be made by members at a General Meeting of The Association.
5.	The aims of the Association shall be to promote competitive cricket in Oxfordshire and the surrounding districts, maintaining the fairness and integrity of its competitions in particular with regard to 2 nd and 3 rd team cricket. The Association shall manage and control the following: the Leagues the Airey Challenge Cup the Oxford Telegraph Cup the Steve Dixon Memorial Cup the Osberton Radiators Cup the Keith Crump Centenary Cup any other competitions or matches which, in the interests of cricket or The Association it may be considered desirable to arrange.
6.	The Association endorses and fully supports the principles outlined in documents issued by the England and Wales Cricket Board (“the ECB”) relating to the spirit of cricket and on matters of conduct and discipline. These include the ECB Code of Conduct and Spirit of Cricket; the ECB model Discipline Regulations and the ECB Guidelines on the Conduct of Hearings and Appeals. All member clubs are expected to observe these principles in particular in relation to the behaviour of their players on and off the field, to observe the principle of fairness in relation to the selection of 2 nd and 3 rd teams and also to demonstrate respect for officials.
7.	The Association is committed to providing a safe and enjoyable environment for people to enjoy playing cricket, regardless of age, gender, race, religion, sexual orientation, ability or disability.
8.	The Association shall ensure a duty of care to all members of The Association by adopting and implementing the ECB "Safe Hands - Welfare of Young People in Cricket" policy and any future versions of the policy.
9.	Each club, regardless of the number of its teams entered into The Association’s competitions shall be a full member of the Association.
10.	All member clubs shall agree to be bound by these rules.
Admission to and Re-admission to membership of the Association
11.	All applications and fees for admission and re-admission to the Association shall be made by the application for the entry of teams into the Association’s competitions. Applications shall be made to the Treasurer by 1st July of the season prior to the one in which it is intended to compete. As a condition of membership Clubs must provide a current and active email address for the duration of their membership of the Association and this email address must be listed on the club’s own page of the Association’s website. Any Club may notify its intention not to compete in Cup competitions when making the application. The application must include details of the applicant club’s ground name and address (or names and addresses) of the normal home venue or venues. Where a club does not have its own ground this must be stated along with the intended venues for the playing of “home” matches.
12.	The fees payable for entry into the Associations competitions will be determined by the number of teams entered by the club. The fees shall be: £90 for one team £135 for two teams £175 for three teams £40 for any additional team thereafter. These fees cover participation in leagues, Airey Cup, Telegraph Cup, Steve Dixon Memorial Cup Osberton Radiators Cup and Keith Crump Centenary Cup as appropriate. The fee for clubs wishing to enter the Steve Dixon Memorial Cup only will be £25 per team. There will be no reduction in fees where a Club notifies its intention not to compete in cup competitions in accordance with 11 above.
13.	The Executive Committee will determine the criteria for membership of the Association and participation in its competitions and will publish these criteria.
14.	Any Club whose first team does not play in the OCA leagues shall not be eligible to enter any team in any OCA Competition except with the approval of a sub-committee of the Executive Committee (the Admissions Committee) which will comprise the Chairman, the General Secretary, the Registration Secretary and two other members of the Executive Committee.
15.	The Admissions Committee shall review and decide on all applications for re-admission to its competitions by existing members and for admission to its competitions from new clubs and from existing members wishing to include another team. The Admissions Committee’s review of all applications for admission and re-admission to its competitions must be completed within 21 days of the deadline for applications. In any case where re-admission is denied the Admissions Committee will be required to issue a formal written report to the applicant club(s) outlining the reason for refusal.
16.	Any club refused re-admission may appeal against the Admissions Committee’s decision. Any appeal against the decision of the Admissions Committee will be heard by an Appeals Committee constituted in accordance with the provisions of paragraphs 50 to 55 of this Constitution with references in those paragraphs to the Disciplinary Committee being read as a reference to the Admissions Committee.
17.	A Club intending to terminate its membership of the Association must notify the General Secretary in writing no later than 1st May of the year proceeding the season of withdrawal. Such notice may be later revoked. However membership fees subsequently received from a Club having given notice will not be refunded in the event of that Club withdrawing.
Management and Executive Committee
18.	The Management of the Association shall be vested in an Executive Committee (“the Executive”) which shall consist of: President Chairman Vice-Chairman General Secretary Fixtures Secretary Registration Secretary Cups and Special Events Secretary Umpires Secretary Treasurer Media and Results Secretary Minutes Secretary Grounds Secretary Webmaster Up to four additional members The Executive Committee will have the power to co-opt Officers and additional members as may from time to time be necessary .
19.	Any individual member of the Executive may fulfil more than one role.
20.	All members of the Executive shall be indemnified against any costs or expenses arising from the proper performance of their duties.
21.	Each member of the Executive shall be required to clearly state their allegiance to any member club before election.
22.	Decisions of the Executive Committee may be determined by majority vote. E ach member of the Executive shall be entitled to one vote . No member of the Executive may vote on any matter affecting the Club he represents and neither may a member of the Executive vote on any matter in which he has an interest. The Chairman (or his nominated deputy) shall have a casting vote only. If any doubt exists the Chairman shall rule on voting eligibility and the Chairman’s decision shall be final .
23.	A quorum of the Executive shall consist of six members eligible to vote.
24.	The Executive shall be responsible for the efficient running of the Association, shall control the finances of the Association and shall determine the arrangements for its competitions. The Executive shall have the power to make administrative regulations and Bye-Laws, to change existing administrative regulations and Bye-Laws and to appoint sub-committees as it considers necessary. 28 days written notice of new or changed Bye-Laws must be given to members.
25.	The Executive shall be the authority for the correct interpretation and enforcement of these Rules and shall have full jurisdiction over all matters not provided for in these Rules.
26.	Where there are inconsistencies in the Association’s Constitution, Match Rules or in any other rule or document which governs the running of the Association and its competitions the Executive shall have the power to introduce amendments without the specific approval of the member clubs and without calling a General Meeting of the Association which would otherwise be necessary in accordance with the provisions of paragraphs 27 to 33 in this Constitution. In such circumstances the Executive will be obliged to notify the members of the Association of the change immediately
Annual General Meeting
27.	The Annual General Meeting of the Association will be held in November and Clubs will be notified by the General Secretary at least 14 days prior to the meeting of all relevant business. Clubs will send a representative to this meeting who shall stay in attendance and failure to do so may result in a penalty being imposed against that club in accordance with these rules. Each Club will have only one vote on any proposals. A quorum shall be one-half of all member clubs.
28.	The support of a simple majority of members present shall be necessary to carry a proposal at the Annual General Meeting. Members of the Executive shall not be entitled to vote unless they are affiliated to a club and are the sole representative of that club. In the event of a tied vote, the President of the Association who normally does not have a vote shall have a casting vote. The voting on all resolutions shall be taken by a show of hands, but if the voting is challenged, or is regarded by the President (or his alternate) as unsatisfactory, he shall order a card vote to be taken.
29.	The conduct of a General meeting shall be at the discretion of the President of the Association (or his nominated alternate should he be unable to attend) but in general the following business will be conducted: Notification for the arrangement of the leagues and draws for Cup. Election of Officers and Executive Committee Members. All nominations must be made in writing and must reach the General Secretary at least twenty-eight days before the Annual General Meeting. All nominations must be seconded by another member club. The Executive Committee may nominate for any position. Alterations and additions to the Constitution, Match Rules and Bye-Laws. All proposals for alterations and additions must be sent to the General Secretary at least twenty-eight days prior to the Annual General Meeting. All such proposals must be proposed by a member club and seconded by another member club. The Executive Committee may propose any alteration or addition. Any other business, at the discretion of the President.
30.	The Executive Committee will make arrangements for an independent examination of the Associations accounts and will present these accounts at the Annual General Meeting and upon request at any specially convened General Meeting.
Special General Meeting
31.	A special General Meeting of the Association, for which at least seven days notice must be given, may be called at any time by the President or on a requisition to the General Secretary. This requisition must be signed by the representatives of not less than 10 member clubs. At such a meeting a half of member Clubs to form a quorum. Each Club will have only one vote on any proposals.
32.	The conduct of a Special General Meeting will be at the discretion of the President of the Association or his nominated alternate should he be unable to attend the meeting.
33.	The support of a 2/3rds majority of members present shall be necessary to carry a proposal at a Special General Meeting. Members of the Executive shall not be entitled to vote unless they are affiliated to a club and are the sole representative of that club. In the event of a tied vote, the President of the Association (or his alternate) who normally does not have a vote shall have a casting vote. The voting on all resolutions shall be taken by a show of hands, but if the voting is challenged, or is regarded by the President (or his alternate) as unsatisfactory, he shall order a card vote to taken.
Pre-Season Briefing
34.	A meeting will be held in March/April for the purpose of briefing Club officers about administration arrangements and Bye-Laws for the coming season. Handbooks for the year will be distributed together with other appropriate documentation. Clubs will be notified by the General Secretary at least 14 days prior to the meeting and each will send a representative to this meeting who shall stay in attendance and failure to do so may result in a penalty being imposed against that club in accordance with these rules.
Duties of the Officers
35.	The duties of the Officers and the additional members of the Executive will be determined by the Executive and periodically these duties and responsibilities will be reviewed. The Executive shall prepare a report to the AGM each year on the allocation of roles and responsibilities and how these responsibilities have been fulfilled.
Cups and Trophies
36.	The Executive shall keep an inventory of all trophies that will be awarded for its competitions. That inventory will identify each trophy and the competition in relation to which it will be awarded. That inventory will be published each year as a by-law.
37.	The President and Hon-Treasurer shall hold the trophies on trust for The Association. The Steve Dixon Memorial Cup is the property of Kennington CC. No cup or trophy may be won outright by any club.
38.	All trophies must be returned to the Honorary Treasurer in a satisfactory condition as follows: Knock Out Cups and relevant Man of the Match trophies to be returned by 1st July, all other trophies by 1st October.
Winding Up
39.	In the event of the Association being wound up a final statement of accounts shall be prepared and independently examined. If these accounts reveal a deficit every full member Club at the date of winding up and every club that ceased to be a member within the year preceding the date of winding up shall contribute equally to clear the said deficit. If a surplus is revealed it shall be equally divided among the member Clubs at the date of winding up.
Discipline and Appeals
40.	The Executive will appoint a Disciplinary Co-ordinator (“DC”). The DC will then second 2 members of the Executive to act with him as a Disciplinary Panel (“DP”). The DC will ensure that none of the members of the DP have any conflict of interest or have had any involvement with any decision in connection with the matter the subject of the DP. The DP will meet monthly.
41.	Disciplinary proceedings may be invoked against any member club, individual member of a member club or member of the Executive for any breach of these Rules or for other matters contrary to the ECB Code of Conduct and Spirit of Cricket.
42.	The disciplinary process may be initiated by: A report by an Officer of the Association. A report by an umpire as required in Law 42 of The Laws of Cricket. This must be made within 7 days of the date of the incident. A report by any member club or by any individual member of a member club. In these cases the report must be made by the Secretary of the member club or the Secretary of the member club to which the individual is themselves a member. The report must be made within 7 days of the date of the incident and must be accompanied by a deposit of £25. If the allegation is not sustained the deposit may be forfeit . All reports must be accompanied by: A version of events The nature of the offence Evidence to sustain any potential charges All reports must be sent to the General Secretary in writing and signed by the official (in the case of a club it is to be the Secretary of that Club) lodging the protest. The General Secretary will then notify the DC and other parties as appropriate.
Disciplinary process
43.	If the case concerns a member club or an individual or individuals of a member club, the DC shall request the committee of the Club concerned to examine the matter and to take such action as appropriate. The DC will specify the time within which this will take place (not to be less than 7 days). The club will report the outcome of its review to the DC and will provide: A version of events Evidence to refute any potential charges Any mitigation Any disciplinary action already taken by the club. Once this review has been received the DC will bring the case in front of the DP at its next meeting. Should a club fail to provide a response to an allegation within the timescale specified the disciplinary process will continue regardless.
44.	If the case concerns an Officer of the Association, the DC will notify the President who will examine the matter and report his findings to the Chairman (within 7 days) who will determine whether further action should be taken. The President and Chairman shall together decide what disciplinary action will be taken.
45.	If the DP finds the alleged offence proven it shall have the power to impose penalties and award costs as it sees fit. The range of penalties will be as laid down in Section 5 (“Penalties”) of the document issued by the England and Wales Cricket Board titled, “Model Discipline Regulations” a copy of which will be found on the Association’s website. Such penalties will be notified to all parties within 7 days of the DP meeting.
Appeals Process
46.	A player or club will have the right to appeal against any decision of the DP. A written Notice of Appeal setting out the grounds of Appeal must be made to the President within seven days of the decision being notified by the DP. A deposit of £100 shall accompany the Notice . Any penalty imposed by the DP will not take effect pending the hearing of the appeal.
47.	The President will act as the Appeal Committee Chairman (“ACC”) and will appoint an Appeals Committee (“AC”). There will be a minimum of 3 members of the AC who will be members of the Executive. The ACC will ensure that none of the members of the AC shall be connected with the player, the club, nor otherwise have any conflict of interest. Additionally the ACC will ensure that no member of the AC shall have had any involvement with any decision in connection with the matter the subject of the AC. The members of the AC cannot also have been members of the DP which heard the original matter.
48.	The ACC will convene a hearing of the Appeals Committee as soon as possible and in any case within 21 days of the Notice of Appeal having been received by the President. The ACC will give written notice to the player or club against whom disciplinary proceedings will be taken of the date, time and location of the hearing. The ACC will also confirm the nature of the matter under appeal. The AC hearing will be held not earlier than 14 days after the date of the notice to the member club, player(s) or other individual(s) concerned.
49.	The appellants will have the right to attend the hearing and the right of representation. Should the club or player wish to be attend of be represented they shall notify the ACC of this at least 7 days before the designated AC hearing.
50.	The Appeal Hearing will be conducted in accordance with current ECB guidelines which are available on the Association’s website.
51.	The AC may confirm, vary or reverse the decision of the DP and it shall have the power to impose whatever penalties it considers fit where the appeal fails. The AC may award costs of the hearing against the unsuccessful party to the appeal. The AC may order the deposit paid in accordance with paragraph 50 to be forfeited. The range of penalties will be as laid down in Section 5 (“Penalties”) of the document issued by the England and Wales Cricket Board titled, “Model Discipline Regulations” a copy of which will be found on the Association’s website.
Administrative Rules and penalties
52.	The Executive shall be entitled to establish a schedule of Standard penalties for breaches of provisions of the Constitution or of breaches of the Match Rules. These will be included in a Bye-Law of the Association. This Bye-law will specify the nature of the offence and the penalty.
53.	A player or club has a right of appeal against the levy of any penalty under paragraph 52 above. The appeal process outlined in paragraphs 46 to 51 shall apply.