Henley Cricket Club Junior Section

Welfare Policy

Henley Cricket Club Welfare Policy

Members and Guests of Henley Cricket Club are required to abide by the provisions of this Code of Conduct and any subsequent updates as may be in force from time to time. By their presence on club premises or at club events or activities they are deemed to have accepted and to abide by the provisions of this Code and any other relevant Codes of Conduct, Rules or Regulations the Club has adopted. The rules and guidelines set out below pay particular reference to the ECB “Safe Hands” Policy which is on the Henley Cricket Club website.

This Policy was formally adopted by the General Committee on 12/05/16.

All Members and Guests of Henley Cricket Club will:

• Respect the rights, dignity and worth of every person within the context of Cricket
• Treat everyone equally and not discriminate on the grounds of age, gender, disability, race, ethnic origin, nationality, colour, parental or marital status, religious belief, class or social background, sexual preference or political belief
• Not condone, or allow to go unchallenged, any form of discrimination if witnessed
• Display high standards of behaviour
• Promote the positive aspects of Cricket e.g. fair play
• Encourage all participants to learn the Laws and rules and play within them, respecting the decisions of match officials
• Actively discourage unfair play, rule violations and arguing with match officials
• Recognise good performance not just match results
• Place the well-being and safety of children above the development of performance
• Ensure that activities are appropriate for the age, maturity, experience and ability of the individual
• Respect children’s opinions when making decisions about their participation in Cricket.
• Not smoke, drink or use banned substances whilst actively working with children in the Club.
• Not provide children with alcohol when they are under the care of the Club
• Follow ECB guidelines set out in the ‘Safe Hands – Cricket’s Policy for Safeguarding Children’ and any other relevant guidelines issued
• Report any concerns in relation to a child, following reporting procedures laid down by the ECB

Club Officers and Appointed Volunteers :

In addition to the above all club officers and appointed volunteers should

Have been appropriately vetted, if required, before taking on their role. A list of positions requiring vetting is available on ECB’s Safe Hands Policy for Safe Guarding Children.

Hold relevant qualifications and be covered by appropriate insurance

Always work in an open environment (i.e. avoid private or unobserved situations and encourage an open environment)

Inform Players and Parents of the requirements of Cricket

Know and understand the ECB’s ‘Safe Hands – Cricket’s Policy for Safeguarding Children’

Develop an appropriate working relationship with young players, based on mutual trust and respect

Ensure that physical contact is appropriate and necessary and is carried out within recommended guidelines with the young player’s full consent and approval

Not engage in any form of sexually related contact or behaviour with a young player. The ECB adopts the Home Office guidelines which recommend the principle -“People in positions of trust and authority do not have sexual relationships with 16-17 year olds in their care”

Attend appropriate training to keep up to date with their role, especially that relating to the Safeguarding of children

Ensure that all contact with juniors is done via parents/guardians and not directly with the junior. This includes use of social media where any contact must be done on an open and transparent platform

If a breach of the provisions or principles of this Code occurs or is reasonably suspected to have occurred the Club reserves the right to take such action as it deems appropriate, including but not limited to asking the person responsible for the breach to leave the Club premises. Any disciplinary or complaint hearings in connection with a breach of these rules shall be dealt with in accordance with the disciplinary procedure as set out in the Club constitution or Cricket Section Regulations as may be amended from time to time.

Code of Conduct for Young People

Henley Cricket Club is fully committed to safeguarding and promoting the well being of all its members.

Henley Cricket Club believes that it is important that members, coaches, administrators and parents, carers or guardians associated with the club should, at all times, show respect and understanding for the safety and welfare of others.

Therefore, members are encouraged to be open at all times and to share any concerns or complaints that they may have about any aspect of the club with the appropriate club official.

As a member of Henley Cricket Club you are expected to abide by the following junior code of conduct:

All members must play within the rules and respect officials and their decisions.

All members must respect the rights, dignity and worth of all participants regardless of gender, ability, cultural or ethnic background or religion.

Members should keep to agreed timings for training and competitions or inform their coach or team manager if they are going to be late.

Members must wear suitable kit –appropriate protective equipment, appropriate clothing for the weather conditions – for training and match sessions, as agreed with the coach/team manager.

Members must pay any fees for training or events promptly.

Junior members are not allowed to smoke on club premises or whilst representing the club at competitions

Junior members are not allowed to consume alcohol or drugs of any kind on the Club premises or whilst representing the Club.

All parents should also note the following:

1. The ECB recommends that all drivers transporting children on behalf of the club are appropriately qualified to drive and insured to provide such transport. Henley Cricket Club cannot monitor this and it is the parent/guardians responsibility to ensure the child is transported in a safe manner to cricket grounds both home and away and to ensure that they are collected at the agreed time.
2. All parents should be aware that on occasions young people may have to shower in changing rooms containing adults such as in Open Age cricket. The club policy is for adults to shower and change at different times within the facility as per the ECB guidelines. Parents should be aware that juniors and adults may have to share the same facility in open age cricket and must raise any concerns or objections to club.
3. Henley Cricket Club will keep Personal Player Profile forms electronically. This information is collected at the registration process and includes emergency contact numbers and medical information. This information will be readily available for all team managers and coaches as appropriate. Henley Cricket Club will endeavour to ensure this information is kept safe and limited to those who need it.
4. All photographs etc. are regarded as “personal data”. The Henley Cricket Club attempts to ensure that such data is processed in accordance with the principles within the Data Protection Act and within the ECB guidance on photography and video camera guidelines. Any parent that doesn’t wish their child to be photographed and/or identified must make this known to an official of the club.
5. All adults who work with children at Henley Cricket Club, either as a volunteer or paid, must be recruited appropriately which includes being vetted for their suitability to work with children. HCC Vetting Procedures include the use of the Disclosure and Barring Service (DBS) checks. There is no cost to the individual and is handled within the club by the Club Welfare Officer. All parents who assist within junior teams are encouraged to achieve this qualification. If there is any doubt as to whether this vetting is necessary then the Team managers must contact the Club Welfare Officer for clarification.
6. ECB Safe Hands Policy

Terms and Conditions

1. Payment and/or your signature constitute your acceptance of these terms and conditions.
2. Following receipt of your booking form and/or payment, Henley Cricket Club will send you an email to confirm your booking. If an email address is not available a letter will be sent.
3. Additional charges may be added to any credit card booking
4. Henley Cricket Club will notify You 24 hours in advance if a coach is unable to attend a session, and no cover can be sorted. Neither Henley Cricket Club nor any of its staff nor persons involved with the organisation of the ‘Henley Cricket Club’ accepts liability for any losses or additional expenses incurred by any participant or their parents or guardians due to injury or sickness, strikes, war or any other cause beyond their control, whilst at the ‘Henley Cricket Club’.
5. Cancellations to any winter academy sessions, master classes or other indoor sessions, caused by adverse weather conditions will not result in any refunds. A replacement session will be organised by Henley Cricket Club at a suitable location. If this session can’t be attended Henley Cricket Club will not be liable for any refund.
6. Henley Cricket Club reserves the right to modify a programme due to adverse weather conditions, low attendance or other unforeseen circumstances.
7. If a parent or guardian would like to make a complaint to Henley Cricket Club then they should contact the office by phone, email or written post. The parent or guardian will be contacted within 72 hours of the complaint being lodged, but the complaints procedure may take up to 2 weeks. A full and detailed copy of our complaints procedure is available to parents or guardians on request.
8. Full payment must be received a minimum or 2 weeks prior to the start of any course, failure to do so can result in the loss of the place on the course as well as a loss of payment.

* Please note that refunds or transfers to be issued due to injury need to be supported by an official doctors certificate confirming that the participants physical health is no longer suitable to take part in the remaining sessions.

By making payment and/or signing the booking/consent form, you confirm that you are the parent or guardian of the child listed within the booking and have custody and control of him/ her and you confirm that:

1. You have read and accept all of our terms and conditions.
2. You accept that we will only administer prescribed drugs, e.g. antibiotics or inhaler, to your child during the camp with your verbal and written consent at the start of the Academy.
3. You consent that we may call upon emergency medical advice for your child if an incident requires it.
4. You accept that there is an inherent risk of injury in our cricket programme.
5. You irrevocably consent to: your child’s participation in their cricket programme, your child being photographed whilst at the ‘Henley Cricket Club’, and that such photographs can be used in future promotional material produced by ‘Henley Cricket Club’, and data relating to your child collected by ‘Henley Cricket Club’ in connection with the ‘Henley Cricket Club’ being used for the purposes of associated promotion with ‘Henley Cricket Club’.
6. You accept that you must inform us on the application form that your child suffers from anaphylaxis. We will then follow the procedure we have in place for this.
7. You consent to trained first aid personnel caring for your child in the event of an accident.

Sports Equity Monitoring
Whilst it is not compulsory that this section is completed, the following paragraph explains why it is important.
Sport can and does play a major role in promoting the inclusion of all groups in society. However, inequalities have traditionally existed in sport, particularly in relation to gender, race and disability. Sport England is committed to promoting and developing sports equity, which is about fairness in sport, equality of access, recognising inequalities and taking steps to address them. By monitoring the profile of young people in sports clubs, national governing bodies of sport and Sport England can identify any issues relating to under representation of different groups and can together develop strategies to ensure that all young people have the opportunity in the future to develop and progress in sport.

Privacy Policy

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2. We collect information about you for 2 reasons: firstly, to process your order and secondly, to provide you with the best possible service.
3. We will not e-mail you in the future unless you have given us your consent.
4. We will give you the chance to refuse any marketing email from us or from another third party in the future.
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8. The information we hold will be accurate and up to date. You can check the information that we hold about you in your Microsite account settings. If you find any inaccuracies we will delete or correct it promptly.
9. The personal information which we hold will be held securely in accordance with our internal security policy and the law.
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11. The Company is not responsible for any privacy policy when your details have been consulted with your knowledge to a third party.
12. If you have any questions/comments about privacy, you should contact us.

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Constitution of Henley Cricket Club

Dated 25.06.2015

1. The Club

The name of the Club is HENLEY CRICKET CLUB, the address is the Brakspear Ground, Matson Drive, Henley-on-Thames RG9 3HB, and the colours of the Club are dark blue, dark green and gold.

The Club is affiliated to the England and Wales Cricket Board, the Berkshire Cricket Board, and the Oxfordshire Cricket Board.

Aims and Objectives

The aims and objectives of the Club are to:-

2.1 foster and promote participation in the sport of cricket within the community;

2.2 provide facilities for playing cricket, coaching and competition;

2.3 manage the Brakspear Ground and Pavilion at Matson Drive, Henley, which are for the use of members of the Club and its invited guests only;

2.4 honour the Spirit of Cricket and encourage appropriate standards of behaviour throughout the Club and its premises.

Trustees

The property of the Club (including any freehold or leasehold land) shall be vested in the Trustees elected by the Club at a General Meeting, who shall respectively hold office until death or resignation unless removed by a resolution of the Club. The number of Trustees shall be not more than four nor less than two. One additional Trustee shall be nominated by the Henley Town Council until such time as the Henley Town Council loan shall have been repaid in full when this provision shall lapse. They shall deal with such property as directed by a resolution at a meeting of the Club passed by not less than a two thirds majority. The Trustees shall be indemnified against risk and expense out of such property.

President and Vice Presidents

The President of the Club shall be elected by the club at the Annual General Meeting and such office will normally be held for a period of three (3) years. At the end of that period there shall be an election at the AGM for the position of President. The current incumbent shall be eligible to stand for re-election.

Vice Presidents shall be elected by the Committee and notified to the AGM.

Honorary Vice Presidents and Honorary Life Members shall be proposed by the Committee and endorsed by the AGM.

Membership

5.1 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.

5.2 The Club may have different classes of membership and subscription on a non-discriminatory and fair basis. The Club will have an equitable pricing policy and will keep subscriptions at levels that will not pose a significant obstacle to people participating.

5.3 In addition to the President, Vice Presidents and Honorary Members specified in Section 4, the Club has the following classes of membership:-

5.3.1 Senior Playing Member;

5.3.2 Junior Playing Member (under the age of 18 on 1 May);

5.3.3 Student Playing Member (between the ages of 16 and 22 and undergoing a full-time course of education);

5.3.4 Social Member.

5.4 The level of subscriptions will be proposed by the Committee and determined by the AGM. Subscriptions will become payable on the 1st May and must be paid by 30th June. Any Member whose subscription is unpaid by this date shall be notified of the fact by the Honorary Treasurer and shall be liable to suspension at the discretion of the Committee. Any member whose subscription remains unpaid at 30th September shall have his/her membership terminated forthwith.

5.5 Application for membership of the Club shall be by completion of a membership form, for consideration by the Committee at its discretion. The Membership Secretary will keep a register of members.

5.6 Two days must have passed since the application for membership was submitted before membership can be granted.

5.7 No Member shall be eligible to take part in the business of the Club, vote at general meetings or be eligible for selection for any Club team unless the applicable subscription has been paid by the due date and/or membership has been agreed by the Committee.

5.8 The Committee may refuse membership, or remove it, at their discretion but only for good cause such as conduct or character likely to bring the Club or cricket into disrepute. Appeal against a refusal of membership shall be to the Appeals Committee as detailed below. The procedure for taking disciplinary action against a member, including removing membership, is dealt with in more detail below.

5.9 All members joining the Club will be deemed to accept this Constitution and any Rules, Regulations and Codes of Conduct that the Club has adopted and published on its website.

5.10 A member may resign by written notice to the Club, but the return of any subscription paid is at the discretion of the Committee.

Officers of the Club

The Officers of the Club shall be:-

• Chairman
• Vice Chairman (if appointed)
• Honorary Secretary
• Honorary Treasurer
• Fixtures Secretary
• Fundraising Chairman
• Grounds Chairman
• Junior Section Chairman
• Membership Secretary

All Officers shall be elected annually at the AGM and may be eligible for re-election.

Committee

7.1 The Committee shall consist of the President, the Chairman, the Vice Chairman (if appointed), the Honorary Secretary, the Honorary Treasurer, and the Grounds Chairman. Other Officers, plus the 1st XI Captain and the Coach, will be invited to attend by the Chairman as appropriate.

7.2 The Committee shall hold no less than six meetings per year. The quorum required for business to be agreed at Committee meetings shall be four Officers. The Committee may appoint advisers as necessary to fulfil its business.

7.3 The Committee shall have powers to co-opt members and to appoint sub-committees as necessary. The Junior Section shall be a Standing Committee.

7.4 Decisions shall be taken by simple majority of those Officers voting; the Chairman shall not have a casting vote.

7.5 The Committee shall be responsible for the general running of the Club, its grounds and premises, including the bar in accordance with the Club Membership Certificate and any relevant Temporary Event Notice.

7.6 The Committee has the power to provide coaching, training, medical treatment, and related social and other facilities.

7.7 The Committee shall be responsible for taking out the appropriate insurance for club committee, employees, contractors, players, guests and third parties.

7.8 The Committee shall be responsible for adopting new policies, Codes of Conduct and Rules that affect the organisation of the Club.

7.9 The Committee shall be responsible for disciplinary hearings of members who infringe the Club rules and regulations. The Committee shall be responsible for taking any action of suspension or discipline following such hearings.

7.10 The Committee has the power to raise funds by appeals, subscriptions, and loans.

7.11 Any bank account in which any part of the Club's funds are deposited shall be operated by the Committee and shall be held in the name of the Club. All cheques from such accounts must be signed in strict accordance with the bank mandate approved by the Committee.

7.12 All expenditure on behalf of the Club, either by cheque or an order for payment, must be with the prior authorisation by the Committee, or within clearly defined and recorded delegation and authorisation levels as determined by the Committee, or by a written agreement with the Chairman which is subsequently reported to the Committee at its next meeting.

7.13 The Honorary Treasurer shall be responsible to the Committee and to the Club for keeping proper books of account in respect of: (a) all sums of money received and expended by the Club and the matters in respect of which such receipts and expenditure takes place, and (b) the assets and liabilities of the Club. The books of account shall always be open to the inspection of the Committee. Club members have no right to inspect the books of account except as conferred by statute or as authorised by the Committee. The Honorary Treasurer will make a report, and present accounts that must be audited in advance, to each AGM as detailed below.

Removal of Membership, Discipline and Appeals

8.1 Any complaints regarding the behaviour of members, guests or volunteers should be lodged in writing with the Honorary Secretary.

8.2 Any person who is the subject of a written complaint or appeal shall be notified of the procedures to be followed in reasonable time to prepare for any hearing.

8.3 The Committee shall appoint a Disciplinary Sub-Committee which will meet to hear complaints within 21 days of a complaint being lodged. Membership of the Sub-Committee shall be confined to Officers or Trustees of the Club who have no personal conflict of interest in the case in question. Any person requested to attend a Disciplinary Sub-Committee shall be entitled to be accompanied by a friend or other representative and to call witnesses. The Disciplinary Sub-Committee has the power to take appropriate disciplinary action on behalf of the Committee, including the termination of membership or exclusion from Club premises.

8.4 The outcome of the disciplinary hearing shall be put in writing to the person who lodged the complaint and the person against whom the complaint was made within 14 days following the hearing.

8.5 There shall be a right of appeal within 14 days of receipt of the disciplinary decision or decision to refuse membership:

8.5.1 against the Disciplinary Sub-Committee's findings or the sanction imposed or both; and

8.5.2 against the Committee's refusal to admit a new member.

8.6 In either case, the Committee shall appoint an Appeals Committee. The Appeals Committee shall have a maximum of three members 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 21 days of the Honorary Secretary receiving the appeal. The individual who submitted 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.

All General Meetings

9.1 All members may attend all general meetings of the Club in person. All members have one vote. Junior Playing Members shall not be entitled to vote, save at Junior Section meetings.

9.2 Members must be given at least 14 clear days notice of all general meetings;

9.3 The quorum for all general meetings is 12;

9.4 Except as otherwise provided in this Constitution every resolution shall be decided by a simple majority of the votes cast on a show of hands.

Annual General Meetings (AGM)

10.1 The Club will hold an AGM once in every calendar year and no later than 30 November;

10.2 At every AGM the Members will elect the Officers of the Club to serve until the next AGM;

10.3 Nominations for election to Officers of the Club, and items for discussion, shall be in writing, proposed and seconded by two members of the Club, and in the hands of the Honorary Secretary seven clear days before the AGM;

10.4 The Members will receive a report for the year from the Chairman and the Team Captains;

10.5 The Honorary Treasurer will present a detailed report, together with an audited Profit and Loss Account and Balance Sheet, for the Club for the latest financial year;

10.6 The Members will appoint a suitable person to audit the accounts for the period to the next AGM;

10.7 The Members will discuss and vote on any resolution (whether about policy or to change the Rules) and deal with any other business put to the meeting.

Extraordinary General Meetings (EGM)

An EGM shall be called by the Honorary Secretary within 14 days of a request to that effect from the Committee or on the written request of not less than 12 members signed by them. Such EGM shall be held on not less than 14 nor more than 21 days' notice at a place decided upon by the Committee or in default by the Chairman. If the Committee fails to call a meeting within 14 days of receiving a valid request from the members then the requisitionists may themselves call a meeting, the costs of which will be reimbursed by the Club.

Child Protection and Welfare

12.1 The Committee shall appoint a Club Welfare Officer to ensure compliance with safeguarding legislation and the ECB Safe Hands policy. The Club Welfare Officer shall report to the Junior Section meetings and the reports, together with any action taken, must be minuted.

12.2 The name and contact details of the Welfare Officer shall be displayed on the Club notice board and shall further be made known to coaches, volunteers and parents in the Club fixture card and on the website.

12.3 The Club shall publish a Child Protection Policy on its website, including the incorporation of ECB Regulations and Guidance on the sharing of changing facilities with adult members, with which Members must comply.

Equal Opportunities

The Club shall adopt and implement both the ECB's One Game Strategy and the Club Inclusion and Diversity Policy and any future versions of these documents.

Amendments to the Constitution

The Constitution of the Club shall be altered only at an AGM or EGM and fourteen days clear notice of any proposed change of a rule shall be given in writing to all members. Such changes shall only be binding in the event of their being adopted by two thirds of the members present and voting.

Exclusion of Liability

Neither the Club nor any Officer shall be liable to any member or guest of a member or a visitor for any loss or damage to any property occurring from whatsoever cause, in or about the Club premises, nor for any injuries sustained by any member or guest of the Club or visitor whilst entering or leaving the Club premises, and a notice to this effect shall at all times be displayed in a prominent position on the Club premises.

Dissolution

A resolution to dissolve the Club shall only be passed at an AGM or EGM through a two thirds majority vote of the members present and voting. In the event of dissolution, any assets of the Club that remain after the settlement of all debts shall be disposed of by the Trustees, on the sole and overriding condition that the Brakspear Ground should be preserved as a sporting facility for the community.

Adopted at a meeting held

at the Henley Cricket Club Pavilion

on Thursday 25 June 2015

Signed

Name ..............

Privacy Notice

Under new laws coming into effect in May 2018, we need to provide you with certain details concerning how your personal data will be used and protected.

Henley Cricket Club takes the protection of the data we hold about you as a member seriously and are committed to respecting your privacy. This notice is to explain how we may use personal information we collect and how we comply with the law on data protection, what your rights are.

Names of data controller: Henley Cricket Club

Categories of personal data we collect

• Name and date of birth
• Contact details
• Medical/specific requirements information
• Disability information
• Emergency contact details
• Sporting experience information
• Video/Photography agreement
• Participation agreement

Our sources of the personal data: We obtain personal data from

• The individual registering to join the club
• Club coaches and junior co-ordinator
• Medical practitioners
• Play-Cricket database

Automated decisions we may take: None

Purposes for which we process personal data: The club will process the personal data for

• Administering bookings and attendance at sessions
• Dealing with medical needs/specific requirements
• Supporting the delivery of cricket sessions
• For training and competition entry
• Reporting of participation and any incidents and of figures and trends (including equality and inclusion information)
• For quality and improvement monitoring

Who we will disclose your personal data to

• TVL & HCPL Leagues The ECB
• Coaches and other volunteers for administrating training sessions
• The County Cricket Board that supports the local Cricket Club whose programmes you have registered for
• Volunteers who work at cricket clubs/venues to support the delivery of sessions.

The legal basis for the collection and processing of your personal data is for:

administration and programme delivery:

that it is necessary to fulfil the contract that you are going to enter into or have entered into with us for dealing with medical needs: that you have given your explicit consent or in your vital interests.in all other cases: that it is necessary for our legitimate interests which are to build a programme to encourage participation in cricket and does not prejudice or harm your rights and freedoms.

Your right to withdraw consent

Where you have given your consent to any processing of personal data, you have the right to withdraw that consent at any time. If you do, it will not affect the lawfulness of any processing for which we had consent prior to your withdrawing it.

Location of your personal data

• The Club will keep your personal data within the European Economic Area.

How long we will keep your personal data for

We will not retain your personal data for longer than is reasonable and necessary for the purposes for which it was collected. We shall retain your personal data for such time as you are registered with Henley Cricket Club as a member. 2 years after you cease to be a member of Henley Cricket Club or play an active part in the Club, we shall delete your data.

Your rights in respect of your personal data

You have the right of access to your personal data and, in some cases, to require us to restrict, erase or rectify it or to object to our processing it, and the right of data portability.

Our contact details

mail. Henley Cricket Club, Matson DriveRemenham, Henley on Thames, RG9 5DB

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phone. 01491 577745

website. https://henleycricketclub.co.uk

Complaints

If you have any concerns or complaints about how we are handling your data please do not hesitate to get in touch with the named person at the club. You can also contact the Information Commissioner Office.