Constitution and By-Laws of the Groton/New London Cricket Club
Article 1: Title
This club referred to herein shall be known as the Groton/New London Cricket Club and hereinafter shall be referred to as the GNCC. It shall consist of all fully paid members of the Organization.
Article 2: Objectives
The objectives of the GNCC shall be:- To play and promote the game of cricket in the Groton/New London Connecticut area.
- The promotion of a multicultural club with an emphasis on the enjoyment and full participation by all members.
Article 3: Offices
The principal office of the GNCC for the transaction of business shall be located at 202 Noank Ledyard Rd, Mystic, CT 06355.
Article 4: Membership
4.01: Classes of Membership
- Full Membership - open to those who are interested in actively playing the game of cricket.
- Associate Membership - Open to all those who want to support the game of cricket in the Groton/New London area.
4.02: Admission
Applicants shall be admitted to membership upon:
(a) completion of a New Member Application Form;
(b) approval by the Executive Committee; and
(c) the payment of any membership fees or dues.
4.03: Fees, Assessments
The Membership fees payable to the GNCC by each member shall be determined annually at the GNCC's Annual General Meeting (AGM). The amount and the date by which the fees/dues are due shall be determined at that Meeting. The Membership fees are effective from April 1st each year and are payable by 1st April. Assessments: Members are subject to assessments which may be levied and collected in an amount and in a manner as may be determined from time to time by the Executive Committee Members failing to pay fees or dues shall not be allowed to participate in any of the club's activities. Fees are non-refundable and non-transferable
4.04 : Membership List
The GNCC shall keep a membership list containing the contact details including e-mail, fax, telephone number, and address of each member. This shall be maintained by the Secretary of the Club. It is the responsibility of each member to inform the Secretary about changes in their contact information.
4.05: Non-Liability of Members
No member of this Club shall be personally liable for the debts, liabilities, or obligations of the Club.
4.06: Termination of Membership
By Resignation: Any member may resign at any time upon the delivery of a written request to any member of the Executive Committee. Fees are nonrefundable. Failure to pay Fees, Assessments, Fines: The membership of any member shall automatically be terminated upon failure of payments of Fees, Assessments, or Fines within the specified time period.
Article 5: Structure of the Club
5.01: Basic Structure
The GNCC shall be governed by members as defined in Article 4.01, which shall elect the Executive Committee of the Club. Each member shall have one vote at any general meeting. Voting by proxy is permitted.
5.02: Meetings of the Members
- Regular meetings of the members shall be held a minimum of three times a year, one of these being the Annual General Meeting. The other two will be held before and during the cricket season.
- The AGM shall be held by the end of the first week of November at a time and place decided by the Executive Committee. Proposals other than those related to changes in the Constitution and by-laws and the Standing Rules shall be carried by a 2/3 majority of those present and eligible to vote. Voting by proxy is permitted.
- Special Meetings of the members shall be held whenever called by the President or on receipt by the Secretary of the Club of a request signed by at least 4 members. Notice of a Special meeting and its agenda shall be circulated to all members at least 4 days before the date of the meeting. No resolution shall be carried without a two-third vote of those present and eligible to vote. Voting by proxy is permitted. No other business except that indicated on the agenda shall be dealt with.
- The Secretary of the Club shall give notice of member meetings in writing to each member by mail, e-mail, or fax at least 7-days before the date of the meeting. Notice of the AGM shall be given at least 14-days and not more that 50 days before the meeting date.
- Quorum: A quorum shall consist of 6 members (not including members of the Executive Committee). Unless a greater number is expressly required by these by-laws every act or decision done or made by the majority of those present at a meeting at which a quorum is present shall be the act of the members.
- Conduct of meetings: The President, or in his absence the Vice President, shall act as Chairman at Board meetings.
Article 6: Executive Committee
6.01: Numbers and Titles
The Officers of the GNCC shall be the President, Vice President, Secretary, Assistant Secretary, and Treasurer.
6.02: Qualifications, Election and Terms of Office
Any member is eligible to be an Officer of Executive Committee Candidates shall be nominated by members at the Annual General Meeting who in turn shall review the qualifications and experience of the candidates. Appointments shall be made based on the candidate's ability to execute the duties set forth in 6.07-6.11. Executive officers shall be elected every year at the Annual General Meeting. A retiring Officer shall be eligible for re-election.
6.03: Functions of the Executive Officers
The Officers shall deal with all the administrative matters of the club. The administrative matters shall consist of routine GNCC business activities, including correspondence, accounting, collection of fees, reimbursements, insurance matters, schedule of games, organization of social events and functions, announcements and preparation of notices. It shall also deal with all matters concerning umpires, grounds and general facilities, and shall transact any business delegated to it by the members. Executive Officers shall not amend or suspend any provision of the Constitution and By-laws, the standing rules of the Club, or motions passed by a vote of the Members.
6.04: Removal and Resignation
Any Officer may be removed for good cause (as determined by the Executive Committee) by a vote of the majority of the members at a Special meeting The motion to remove an Officer shall be promulgated in the notice of the meeting and shall be a Special Order of that meeting. The members must vote by a majority of two thirds to remove the Officer. Any Officer may resign at any given time by giving written notice to the President or Secretary of the Club.
6.05: Vacancies
Any vacancy in the Executive Committee shall be filled by election at the next regular meeting or at a Special meeting of the Membership except that the Board may at its discretion defer replacement of the President until the next Annual General Meeting. Election of officers at a Special Meeting shall be by a 2/3 majority of those present and eligible to vote (voting by proxy is permitted).
6.06: Meetings
The Executive Committee shall meet periodically as necessary to conduct the business of the Club, at the discretion of the President. Notice of meeting shall be as provided as per Article 5.02 herein. Members shall be entitled to attend all Executive Committee meetings.
6.07: Duties of the President
- The President shall be the Chief Executive Officer of the Club and shall, in general, supervise and control the affairs of the Club. He shall perform all duties incident to the office and such other duties that may be required by law, by the Articles of Club, by these By-laws, and which may be prescribed from time to time by the Membership.
- The President shall preside at all GNCC meetings. He shall be an ex-officio member of all committees and sub committees. Unless he is unable to attend, he shall act as moderator of all meetings of the Membership.
- The President shall provide leadership of the club and shall strive at all times to ensure the enjoyment of the game by all participants.
- The President is responsible for all media promotion of the GNCC. The President is authorized to act on behalf of the Club in dealing with Newspapers, TV, Radio, and other forms of mass communication.
- The President is responsible for attracting new members, and organizing all social events organized by the club.
- The President is responsible for maintaining the web site of the Club and can appoint experts to help in this regard.
6.08: Duties of the Vice President
In the absence of the President, the Vice President shall perform all the duties of the President, and when so acting, shall have all the powers of, and be subject to all the restrictions of the President.
6.09: Duties of the Secretary
The Secretary shall- Certify the by-laws.
- Certify and keep the original, or a copy, of these by-laws as amended.
- Keep a book of the minutes of all meetings of the members and Executive Committee; recording them in the time place of holding, whether a Regular or Special meeting and if Special how authorized. The record shall include the manner and date of the notice thereof, the names of the Members and Executive Officers present and the proceedings thereof. Ensure that all notices of meetings and their agenda are duly given in accordance with the provision of these by-laws.
- Maintain the membership list as prescribed in Article 4.04, here in.
- Exhibit at all reasonable times to any Member, the by-laws, and the minutes of the meetings of the Executive Committee/Membership Circulate minutes of meetings. Minutes are to be available within 7-days. If no objections they are to be adopted automatically.
- Obtain and keep all permits and necessary documents as the relevant league merits.
- In general, perform all duties incident to the Office of the Secretary as required by these By-laws and which may be assigned from time to time by the Board. Preparation of match fixtures and schedules for all games that the GNCC is involved in.
- Collection of score sheets of all matches played in the respective divisions and the computation and promulgation of the league standings and players statistics. The Secretary will be assisted by the Assistant Secretary.
6.10: Duties of the Assistant Secretary
In the absence of the Secretary, the Assistant Secretary shall perform all the duties of the Secretary, and when so acting, shall have all the powers of, and be subject to all the restrictions of the Secretary.
6.11: Duties of the Treasurer
- The Treasurer is responsible for keeping an accurate financial record of all receipts, disbursements, assets, liabilities, and retained earnings.
- The Treasurer is responsible for filing proper, adequate, and complete tax returns where required under federal, state and city laws. He shall seek to maintain the non profit status under section 501 (c )(3) of the Internal Revenue Code.
- The Treasurer may not borrow money or issue funds or checks except as he is authorized to do so by these By-laws or the membership and/or Executive Committee. All checks disbursing Club funds must be signed by the Treasurer and one other Executive Board member.
- At each Executive Committee/ Membership Meeting the Treasurer shall present a brief written report on the finances of the Club. He shall answer all questions on financial matters.
- At the Annual General Meeting the treasurer shall present a complete and detailed financial report showing all disbursements and receipts of the Club for the preceding year. Upon acceptance of the report by the Board, the President shall countersign it.
- The Treasurer shall send to the membership where applicable, notice of annual membership fees and any assessments fixed by the Membership. All such fees and Assessments shall be payable within 30 days of invoice. From time to time the Treasurer shall send out notices of assessments as prescribed by the Executive Committee.
- The Treasurer shall maintain complete, accurate and current books relating to the financial status of the Club. An Officer of the Club or a Member may inspect these books at all reasonable times. The Audit Committee shall audit the accounts on an annual basis.
Article 7: Committees
7.01: Ad Hoc Committee
The Executive Committee may appoint ad Hoc Committees for specific purposes or activities from time to time.
7.02: Disciplinary Committee
The Executive Committee shall refer all disciplinary matters to the Disciplinary Committee. Decisions made by the Disciplinary Committee are final. All disputes will be dealt with within 7-days of the matter reaching the Disciplinary Committee.
7.03: Audit Committee
The Audit Committee shall audit the accounts of the Club on an annual basis. Results of the audit shall be reported at the AGM.
Article 8: Prohibited Activities
No part of the net earnings of this Club shall inure to the benefit of, or be distributable to, its members, directors, officers, or other private persons, except that the Club shall be authorized and empowered to pay reasonable compensation for services rendered. No substantial part of the activities of the corporation shall be in carrying on propaganda or otherwise attempting to influence legislation, and the corporation shall not participate or intervene in any political campaign on behalf of or in opposition to any candidate for public office. Notwithstanding any other provisions of these articles, the corporation shall not carry on nay other activities not permitted to be carried on by any Club exempt from federal income tax under section 501(c) (3) of the Internal Revenue Code.
Article 9: Distribution of Assets upon Dissolution
Upon dissolution of the GNCC, the members shall, after paying or making provision for the payment of all the liabilities of the Club, dispose of all of the assets of the Club exclusively for the purposes of the Club in such a manner, or to such organization that shall qualify as an exempt organization under section 501 (c) (3) of the Internal Revenue Code as the Membership shall determine, or to federal, state or local governments to be used exclusively for public purposes. Any such assets not so disposed of shall be disposed of by the Superior Court of the County in which the principal office of the Club is then located, exclusively for such purposes or such organizations as the court shall decide
Article 10: Constitution to be Binding on Members
Each member of the GNCC, on being admitted, shall be furnished with a copy of the Constitution and By-laws of the Club and shall thereupon become bound thereby. By accepting membership, each member recognizes the GNCC as the final tribunal on all matters concerning the game of cricket and shall obey all its decisions.
Article 11: Affiliations
The GNCC may affiliate with other cricketing bodies in the USA and elsewhere if deemed to be in the best interest of the GNCC.
Article 12: By-laws
12.01: By-laws
These By-laws shall become effective immediately upon their adoption. Amendments to these By-laws shall become effective immediately upon their adoption.
12.02: Amendments
Subject to any limitations imposed by the provision of law applicable to the amendment of By-laws of nonprofit organizations, these By-laws may be amended as follows:
By a 2/3 vote of those in attendance and eligible to vote at any Regular meeting or Special Meeting at which a quorum is present (voting by proxy is permitted). Written notice of such meetings in accordance with Article 5.02 herein shall state the intent to amend the By-laws and shall include the full text of each proposed amendment.
12.03: Certification and Inspection
The original or a copy of the By-laws as amended to date, certified by the Secretary of the Club, shall be kept in the principal offices of the Club, and shall be open to inspection by the members at all reasonable times. A copy of the By-laws and amendments shall be provided to all members.
12.04: Effective Date
This Constitution shall take effect from the date of the first AGM of the GNCC (March 2003).