The Constitution of The Croquet Association

October 2015 Edition

Future Changes

A Special General Meeting of the Association held on 28th March 2015 passed these amendments, which are to take effect from a date agreed by the Council no later than 1st January, 2020.

Contents

The Constitution of The Croquet Association

General and Definitions

1. Composition and Objects

1. To encourage, promote, develop and control Croquet in the Domain.
2. To codify and publish the laws or rules of Croquet and regulations for tournaments applicable in the Domain.
3. To assist Croquet clubs and provide coaches in the Domain.
4. To assist the development of Croquet and its clubs in conjunction with its Member Federations.
5. To represent the interests of its members in the Domain with Government departments and other bodies and organisations.
6. Within the Domain to promote, hold and manage tournaments, matches and other events, to sanction championships and provide official managers, referees and handicappers.
7. To represent the interests of its members and promote development of Croquet internationally.
8. To enter individuals and teams in international events to represent the Domain, or groups of nations containing it, and to host and support such events.

2. Full and Affiliate Membership

1. Membership of the Association shall comprise Full Members and Affiliate Members.
   1. Full Members

      Any individual shall be eligible for admission as an Individual Member, regardless of sex, age, disability, ethnicity, nationality, sexual orientation, religion or other beliefs.

      Any club providing facilities for the playing of Croquet shall be eligible for admission as a Member Club.

      Any Federation shall be eligible for admission as a Member Federation, providing that a majority of its members are Member Clubs of The Association situated in its region and its region does not overlap that of another Member Federation. If more than one Member or applicant Federation includes or seeks to include an area within its region, the Council shall attempt to mediate, failing which it shall arbitrate, between them.}

   2. Affiliate Members

      Individuals, groups of persons, clubs, groups of clubs, Federations, other Croquet associations and councils may be eligible for admission as Affiliate Members on such terms and conditions as Council may from time to time determine.

2. The Council may from time to time as it thinks fit, sub-divide Individual Members, Member Clubs and Affiliate Members into various classes for the purpose of classifying their rights, privileges and the subscriptions payable by them.

3. Individual Members: Admission

1. Applications for admission as an Individual Member, including the name, address and other contact details of the applicant and payment of, or authorisation to collect, the appropriate subscription, may be made via the Association's web site or sent to the Office.
2. The Council, on the recommendation of its Executive Committee, may refuse an application only for good cause, including but not limited to conduct likely to bring the Association into disrepute or hinder its operation.
3. Applicants are admitted as members and may exercise the privileges of membership immediately, though shall cease to be and do so if informed by the Hon. Secretary within 30 days that the Council has been recommended to refuse their application under (b) above.
4. The Association, on the proposal of Council, may elect as Honorary Individual Members persons who have rendered special services to the Association.

4. Individual Members: Resignation

5. There is now no clause 5

6. Member Clubs and Member Federations: Admission

7. Member Clubs and Member Federations: Resignation

8. Disciplinary and Appeals Procedures

1. If an Individual Member, Member Club or Member Federation believes that they have been adversely affected by the conduct of another Individual Member, Member Club or Member Federation which is in breach of the Association's Constitution or Tournament Regulations, or which is injurious to the character or interests of the Association, they should first attempt to resolve the matter informally, failing which they may lay a complaint before a disciplinary panel by following the procedure set out in Appendix 1 of the Constitution. A disciplinary panel shall not consider any matter that it decides should be the sole concern of a Member Club or Member Federation.
2. If an Individual Member, Member Club or Member Federation believes that they have been adversely affected by maladministration by the Council, its Committees or Officers, they should first attempt to resolve the matter informally, failing which they may appeal against it by following the procedure set out in Appendix 1 of the Constitution. It is a condition of membership of the Association, for individuals, clubs and federations, that this procedure, which includes provision for arbitration, is their sole remedy against the Association.
3. If the Council, its Committees or Officers, believes the conduct of an Individual Member, Member Club or Member Federation to be in breach of the Association’s Constitution or Tournament Regulations, or which is injurious to the character or interests of the Association, it should first attempt to resolve the matter informally, failing which it may refer the matter to a disciplinary panel under the procedure set out in Appendix 1 of the Constitution.

9. There is now no clause 9

10. World Croquet Federation

11. Subscriptions

1. The categories of membership and the annual subscriptions payable by Full Members shall be determined by the Council from time to time, provided
   1. the subscription of an Individual Member shall not be raised by more than 50% above the rate payable for the previous year without the approval of a General Meeting; and
   2. the subscription of a Member Club is based on a per capita rate which shall not, without the approval of a General Meeting, be raised by an amount greater than that needed to match inflation in the period since the current rate first applied except that it may be rounded up to the nearest 5p. The value of the Retail Price Index (all items) for the April immediately preceding the coming subscription year compared to the value of that Index for the April immediately preceding the subscription year to which the current subscription rate first applied, is to be used as the measure of inflation.
   3. notice of any alteration of subscriptions for the following year shall be given by 1 August either in the Association’s official journal or electronically to each Member who has registered an address with the Office for such communication, failing which by post to all Home Members.
2. All subscriptions shall become due and payable to the Office on election or 1st January for Individual Members and 1st May for Member Clubs in each year as applicable. The Office will issue membership cards to Individual Members and receipts to Member Clubs.
3. Members whose subscriptions are in arrears shall not be entitled to any of the privileges of membership including the right to play in Calendar Fixtures. Individual Members in arrears on 1 May and Member Clubs in arrears on 1 June shall forthwith cease to be members of the Association but shall remain liable for their subscriptions.

12. Management and Control

1. The management and control of the property, funds and affairs of the Association and the fulfilment of its objects except as otherwise provided by the Constitution shall be vested in a Council consisting of:
   1. the President, Vice-Presidents, Honorary Secretary and Honorary Treasurer; and
   2. fifteen Council members elected solely by the votes of all Individual Members; and
   3. a maximum of nine Council members (“Federation Representatives”) elected by Member Federations to represent and inform them and the clubs that belong to them. Federation Representatives shall be elected on the basis of one Council member for each Federation.
2. A decision of the Council must be rescinded if a motion to that effect is proposed at a General Meeting and passed both by a majority of 6 to 4 of Individual Members voting and by a majority of 6 to 4 of Member Clubs voting.
3. The Officers of the Association shall be the President, Vice-Presidents, the Chairman and Vice-Chairman of Council, the Honorary Secretary and the Honorary Treasurer. The offices of President and Vice-President convey no executive powers but the holders of these offices shall be eligible for membership of Council Committees.
4. No member of Council shall be paid by the Association except as follows:
   1. Reasonable expenses properly incurred when acting on behalf of the Association may be reimbursed.
   2. The Honorary Secretary, Honorary Treasurer and, if a member of Council, the Independent Examiner, may be given honoraria determined by other members of Council.
   3. Payments may be made for specific tasks undertaken on behalf of the Association over and above that generally expected of Council members, as determined by Council.

13. General Meetings: Annual General Meeting

1. A General Meeting of the Association shall be held annually in October at such time and place as the Council shall determine. The Honorary Secretary shall give at least 24 days notice of the meeting, accompanied by an agenda, either in the official journal of the Association or electronically to each Member who has registered an address with the Office for such communication, failing which by post to Home Members.
2. If an Individual Member or Member Club wishes
   1. to propose a candidate for the office of President, Honorary Secretary or Honorary Treasurer, or
   2. to propose a motion at an Annual General Meeting, except on a question arising out of the Report and Statement of Accounts, the election of the Honorary Secretary, Honorary Treasurer or members of Council, or the appointment of the Independent Examiner,
   they must give written notice thereof to the Honorary Secretary by 1st June preceding the Annual General Meeting. The Council may also propose candidates and motions.

14. General Meetings: Report and Accounts

15. General Meetings: Special General Meetings

1. The Council may call a Special General Meeting at any time.
2. The Honorary Secretary shall call a Special General Meeting within one month of receiving a requisition in writing from at least 35 Full Members to consider such matters as shall be stated in the requisition.
3. The Honorary Secretary shall give at least 24 days notice of the meeting, accompanied by an agenda, either in the official journal of the Association or electronically to each Member who has registered an address with Office for such communications, failing which by post to Home Members.

16. General Meetings: Procedure

1. The quorum for Annual General Meetings shall be 12 Individual Members and the authorized representatives of three Member Clubs. The quorum for Special General Meetings shall be 25 Individual Members and the authorized representatives of seven Member Clubs. The authorized representative of a Member Club, if he is also an Individual Member, shall be counted as a member of both categories.
2. The President or, in his absence one of the Vice-Presidents in order of seniority, or, in their absence, the Chairman or Vice-Chairman of the Council shall take the chair. In their absence the members present shall elect a member of the Council to take the chair.
3. There is now no clause 16(c)
4. The election of members of Council shall be determined in accordance with Clause 18. Motions that required notice under the above Clause 13(b) and motions proposed at Special General Meetings shall be the subject of a postal vote in accordance with Clause 19. All other questions put to the vote at a meeting shall be decided by a show of hands and to succeed each resolution must be carried both by a majority of Individual Members voting and by a majority of Member Clubs voting through their authorized representatives, both categories voting separately on each issue. The authorized representative of every Member Club present in person and every Individual Member present in person shall have one vote. The authorized representative of a Member Club, if he is also an Individual Member, shall be entitled to vote in both capacities.
5. Proxy voting by Individual Members and the authorized representatives of Member Clubs is not permitted.
6. If a vacancy exists in the office of President, Honorary Secretary or Honorary Treasurer and there are no nominations, or the nominees refuse to stand or withdraw, the Council shall nominate a person at any time before the Annual General Meeting without prior notice. If no nominee is elected, the Council shall fill the vacancy as soon as possible thereafter.

17. General Meetings: Election of President and Vice-Presidents

1. In the event of a vacancy in the office of President, candidates may be proposed as provided in clause 13(b). If one candidate is proposed, he or she shall be declared elected at the Annual General Meeting. If more than one candidate is proposed, a single ballot shall be held as follows:
   1. The Honorary Secretary shall issue a voting paper with the Agenda for the Annual General Meeting as required by Clause 13. The voting paper shall give the names of the candidates, their proposers and seconders (for any not proposed by Council) and such other relevant information about the candidates as the Council may reasonably require and the candidates are willing to supply.
   2. Each Individual Member and Member Club shall have one vote.
   3. The voting paper must be signed and returned to the Office so as to arrive not later than the first post 10 days before the date of the Annual General Meeting. Alternatively, if so advertised, votes may be submitted by e-mail to the Office from a registered address, or by other attributable electronic means, by the same time.
   4. Two scrutineers who are not members of the Council shall be appointed by the Chairman or Vice-Chairman of the Council to count the votes. In the event of a tie they shall decide who is elected by lot. The result and number of votes for each candidate shall be published after the candidates have been informed, and reported to the Annual General Meeting.
2. Vice-Presidents may be nominated by the Council from among Individual Members or Benefactors to the Association or persons of distinction who are interested in Croquet. Any nominations shall be treated as motions and dealt with under clause 19.

18. General Meetings: Election of Council

1. Election of Council Members by Individual Members

   The procedure for the election of the 15 members of Council who are elected by the votes of Individual Members shall be:

   1. At the Annual General Meeting in each year elected members of the Council who shall have been elected at the Annual General Meeting in the third calendar year preceding, and any member of the Council who is filling a vacancy on Council in accordance with Clause 24(a), shall retire. These persons shall be eligible for immediate re-election provided that they have notified the Honorary Secretary by 1st March that they are willing to stand.
   2. Other candidates for election shall be Individual Members duly proposed and seconded for membership of the Council by two other Individual Members, and of whose candidature written notice has been received by the Honorary Secretary by 1 June preceding the Annual General Meeting.
   3. If the number of candidates does not exceed the number of vacancies then the candidates shall all be deemed to be elected to fill the vacancies and this result shall be announced at the Annual General Meeting.
   4. If there shall be more candidates for election than there are vacancies a ballot shall be held in the manner set out in the next following paragraphs numbered (v) to (viii) inclusive.
   5. If a ballot shall be required for the election of members of Council the Honorary Secretary shall issue a voting paper with the Agenda for the Annual General Meeting as required by Clause 13. The voting paper shall give the names of retiring members of the Council offering themselves for re-election under sub-clause18(a)(i) above, the names of the Individual Members offering themselves for election under sub clause18(a)(ii) above and in the latter case the names of the proposer and seconder of each. It shall also include such other relevant information about the candidates as the Council may reasonably require and the candidates are willing to supply.
   6. In voting an Individual Member may not give more than one vote for any candidate and may not record more votes than there are vacancies. Any such error will invalidate the voting paper.
   7. The voting paper must be signed and returned to the Office so as to arrive not later than the first post 10 days before the date of the Annual General Meeting. Alternatively, if so advertised, votes may be submitted by e-mail to the Office from a registered address, or by other attributable electronic means, by the same time.
   8. Two scrutineers who are not members of the Council shall be appointed by the Chairman or Vice-Chairman of the Council to count the votes. In the event of a tie they shall decide who is elected by lot. The result and number of votes cast for each candidate shall be published after the candidates have been informed, and reported to the Annual General Meeting.
2. Election to Council of Federation Representatives
   1. Federation Representatives shall be elected by Member Federations, normally to serve for a period of three years, by whatever means each Federation shall decide.
   2. The Honorary Secretary of the Association shall notify the Secretary of a Member Federation when an election is due. As a transitional provision, Federation Representatives elected through a Federation that becomes a Member Federation shall complete their three-year term.
   3. A retiring Federation Representative shall be eligible for re–election.
3. Attendance

   Any member of the Council who does not attend at least half the meetings to which he has been summoned during the year without leave of absence or an explanation satisfactory to the Chairman of the Council shall be deemed to have resigned his membership of the Council and shall not be eligible for re-election for a period of 12 months.

19. General Meetings: Postal or Electronic Voting

1. If notice of motion has been given under Clause 13(b) or a Special General Meeting has been called or requisitioned, a voting paper shall be issued with the Agenda for meetings as required by Clauses 13 or 15(c), giving the terms of each motion to be proposed thereat.
2. Each Individual Member and each Member Club shall have one vote and the two categories of membership shall vote separately on each issue.
3. The voting paper must be signed and returned to the Office so as to arrive not later that the first post 10 days before the date of the meeting. Alternatively, if so advertised, votes may be submitted by e-mail to the Office from a registered address, or by other attributable electronic means, by the same time. Such votes shall be treated as postal votes in clauses 19(e) and 19(g) below.
4. Two scrutineers who are not members of Council shall be appointed by the Chairman or Vice-Chairman of Council to count the votes. They shall record the number of votes cast for and against each motion within each of the two categories of membership.
5. At the conclusion of the debate on each motion, the Chairman of the meeting shall call upon the Individual Members present who have not cast a postal vote to vote upon the motion by a show of hands; and he shall next call upon the authorized representatives present of Member Clubs that have not cast a postal vote to vote upon the motion by a show of hands. The authorized representative of a Member Club, if he is also an Individual Member, shall be entitled to vote in both capacities subject to the above conditions. The Chairman shall then call upon the scrutineers to announce the result of the postal vote and shall then declare the total number of votes cast for and against the motion within each of the two categories of membership.
6. For a motion to be carried it must be carried both by a majority of Individual Members and by a majority of Member Clubs, both categories being considered separately.
7. An Individual Member who has cast a postal vote but attends the meeting in person may cancel his postal vote and vote at the meeting provided he so informs the scrutineers before the result of the postal vote is announced. A Member Club that has cast a postal vote may cancel its postal vote and vote through its authorized representative subject to the same proviso.
8. The Chairman of the meeting may require those who have voted at the meeting to identify themselves to the scrutineers.

20. General Meetings: Election Of Honorary Secretary And Honorary Treasurer And Appointment Of Independent Examiner

21. Appointment of Staff

22. Council: Election of Chairman and Vice-Chairman

23. Council: Quorum

24. Council: Vacancies

1. Members of Council elected by Individual Members

   The Council may appoint any Individual Member to be a member of the Council, either to fill a casual vacancy arising by resignation or otherwise, or to add to the existing members of Council, but only so far as the total number of elected members and of members appointed under this sub-rule shall not exceed 15. Any person so appointed shall be a member of the Council only until the next Annual General Meeting but thereafter shall be eligible for election as a member of Council.

2. Federation Representatives

   If a vacancy for a Federation Representative is unfilled, or arises by resignation or otherwise, the committee of the Member Federation may appoint someone to fill it for the remainder of its term.

25. Council: Committees and Panels

The Council may appoint disciplinary panels consisting of members of the Council and other Individual Members, and appeals panels consisting of current and past Presidents, Vice-Presidents, Chairmen of the Association and if necessary other Individual Members.

26. Indemnity

1. as soon as is reasonably practicable, but in any event within one month of being made aware of such claim, notifies the Honorary Secretary of the Association both of the existence of the claim and of the circumstances in which it has been brought;
2. thereafter keeps the Honorary Secretary fully informed as to any developments relating to the same, and provides him with all relevant documentation; and
3. complies with any directions of the Council as to how the claim should be dealt with, including any directions as to whether the claim should be contested or compromised, or as to the terms of such compromise.

27. Laws or Rules and Regulations

1. The Council shall determine the laws or rules of Croquet and regulations for tournaments to be used in the Domain, under Clause 1(b), in the light of any versions adopted by the World Croquet Federation, or proposed by bodies recognised by it to make recommendations on these matters.
2. If the Council is satisfied that adequate opportunity has been given for Individual Members and Member Clubs to comment on a proposal to amend or adopt a new version of laws or rules, the Council may approve it by passing, with a majority of at least 6 to 4, a resolution specifying the date on which it is to take effect, which fact shall be published in the Association's official journal and/or on its website.
3. Power to change the regulations for tournaments may be delegated to council committees.
4. The Council shall have power to authorise the adoption of temporary variations in the laws or rules and regulations for tournaments.
5. The Council shall appoint one or more of its members, by default the Chairman of the responsible committee, to decide questions on the interpretation of the laws or rules and regulations for tournaments. The Council may additionally delegate power to issue rulings and commentary on the laws to bodies recognised by the World Croquet Federation to make recommendations on these matters.
6. The Council shall appoint one or more Individual Members, by default the Chairmen of the responsible committees, to represent it on bodies recognised by the World Croquet Federation to make recommendations on these matters.

28. Investments

29. Bank Accounts

30. Borrowing

1. The Council may authorise borrowing, for the purposes of the Association, of up to £10,000, without pledging property or investments as security,. Any borrowing in excess of that, or the pledging of such security, requires the approval of a general meeting.
2. The Council shall have no power to pledge the personal liability of any member for repayment of any sums so borrowed.

31. Alteration of Constitution

Appendix 1. Procedures concerning Complaints, Disciplinary and Appeals Panels

1. Complainants

   Complainants should inform the Honorary Secretary in writing about the complaint or matter in dispute giving details of the specific instance(s) of an alleged breach of the Association’s Constitution, Laws or Regulations or conduct that is alleged to be injurious to the character or interests of the Association.

2. Disciplinary Panels

   Disciplinary Panels shall have the power to make declarations, issue warnings, exclude players, teams or clubs from selection or participation in certain events, suspend or terminate membership of the Association. If membership of the Association is terminated all subscriptions paid by the member shall be forfeited.

3. Appeals Panels

   Any of the parties concerned, or the Council itself, may refer the decision of a Disciplinary Panel to an Appeals Panel by informing the Honorary Secretary in writing of the matter that is the subject of the appeal. Appeals Panels may also consider written complaints alleging one or more specific instances of maladministration detrimental to the complainant, or complaints about the decisions of the Association’s Officers or Committees. Any reference to an Appeals Panel must be made within three months of the original decision of the Disciplinary Panel.

   Appeals Panels shall have the power to uphold or vary the findings and decisions in the case of a disciplinary appeal, and to make recommendations to Council in the case of an administrative appeal.

4. Arbitration

   If complainants are dissatisfied with the way in which the decision of the Appeals Panel has been reached they undertake to agree to binding arbitration by Sport Resolutions (UK), the trading name of The Sports Dispute Resolution Panel Limited, a company limited by guarantee registered in England and Wales under company number 3351039.