Constitution and Policies

Club’s Constitution

ARTICLES

1. NAME – The Club shall be called the GULLANE COMMUNITY TABLE TENNIS CLUB.

2. OBJECT – The objectives of the Club are to provide facilities for and to promote participation of the whole community of Gullane and Districts in the sport of Table Tennis.

3. APPLICATION OF FUNDS – The income and property of the Club shall be applied solely towards the Club’s objects as set forth in Clause 2 and no portion thereof shall be paid to or transferred, directly or indirectly, to the Members of the Club.

4. MEMBERSHIP – There shall be one class of Membership, open to the whole community of Gullane & Districts ordinary members (Senior and Junior).

i) Ordinary Membership shall be open to all adult inhabitants of Gullane and Districts and to juniors between the age of 6 and 17 years, who shall pay annual subscriptions (the amounts to be decided at the Annual General Meeting).

ii) Membership of the Club shall be open to all persons irrespective of ethnicity, nationality, sexual orientation, religion or beliefs, or of age, sex, or disability except as a necessary consequence of the requirements of table tennis as a particular sport.

iii) The Committee of Management may refuse membership or expel or suspend from membership only for good and sufficient cause, such as conduct or character likely to bring the Club or sport into disrepute. The decision of the Committee may be appealed to the Full Membership.

iv)  Membership shall entitle a Member to use the Clubrooms (1)for the sport of table tennis and such use shall be in accordance with any regulations laid down by the Committee of management.

v) Members will be allowed to introduce guests subject to any regulations made by the Committee of Management.

5. OWNERSHIP OF ASSETS. The whole funds and other moveable property shall be vested in the Committee of Management, all for the purpose of carrying out the objects of the club, as herein set forth.

6. MANAGEMENT.

i) The Club’s financial year shall begin on 1st September and end on 31st August in each year. The membership year shall begin on 1st September each year and the annual subscription shall become due on the dates set by the Committee of Management each year. Any member failing to make payment within two calendar months of the dates set, may forfeit his/her membership.

ii) The Committee of Management shall consist of the Chairperson, who shall have a casting vote as well as a deliberative vote, Secretary, Treasurer, and three Ordinary Members. Four shall be a quorum. Its term of office shall be for one year, but it may be re-elected. In all management decisions a simple majority of votes cast shall be decisive.

iii) The remit of the Committee of Management shall be:

a) To arrange, carry on, and regulate the affairs of the Club in accordance with this Constitution, and for this purpose to make such rules, regulations, and bye-laws as from time to time they may see fit, provided they are not inconsistent.

b) To appoint sub-committees of their own number for the purpose of carrying on any special aspect of the Club’s affairs.

c) To co-opt any Members of the Club for any special purpose.

d) To collect and administer the revenue of the Club, to ensure that any surplus or profit acquired from any source will be added to the Club’s assets.

e) To sanction all ordinary expenses incurred by the Club.

7) MEETINGS. The Annual General Meeting of the Club shall take place in September each year. The meeting shall elect the Officials and Committee of Management, and auditors for the ensuing year. The meeting shall also receive from the Secretary and Treasurer statements of affairs and accounts of the club for the previous year. The Treasurer’s account shall be signed by him and shall be verified by auditors/inspectors appointed at the Annual General Meeting.

i) A notice will be sent to each Member at least one week prior to the meeting and shall state the business to be transacted.

ii) A Special General Meeting may be called by the Committee of Management or on the written request of at least ten Members.

iii) Seven Members shall be the quorum at any General Meeting.

iv) The amount of subscription to be paid for the following year will be determined at the Annual General Meeting. The subscription will be payable by a date to be determined by the committee. Reduced fees for new members joining during the membership year will also be determined by the committee.

v) Meetings of the Committee of Management shall be held as required. The above provisions for calling meetings shall apply.

8) ALTERATIONS OF THE CONSTITUTION AND RULES.

i) Articles Nos. 1,2, & 3 shall be fundamental and cannot be altered.

ii) Apart from the provision of Clause (i) of this article, the Constitution and Rules can be altered only by a two-thirds majority of those present at a General Meeting.

9) TERMINATION OF THE CLUB.  The Committee of Management shall have the power to wind up the affairs of the Club should circumstances arise which make it, in their opinion, advisable so to do. All assets remaining after the satisfaction of all debts and liabilities shall not be paid to or distributed among the members of the Club but shall be given or transferred to one or more of the following approved sporting or charitable bodies:

i) A registered charitable organisation(s)

ii) Another Club which is a registered Community Amateur Sports Club

iii) The governing body for table tennis in Scotland for use by them for the benefit of table tennis in Edinburgh and Districts.

Constitution approved by AGM 19/09/2018

Jonathan Kinna, Chairperson  2018

Data Protection Policy

Our data protection policy sets out how we collect, store, use and protect personal data.  We collect the following personal data about our members:

Name, age, contact details (including those of parents / guardians where appropriate), significant medical conditions, fees and records Coaching and PVG certificates.  These data are used to maintain our membership list and to provide purely statistical evidence of success to comply with the terms of various grants that we may apply for/been awarded.

Our policy is to:

  • Meet our legal obligations as laid down by the General Data Protection Regulation 2018.
  • Ensure that data are collected and used fairly and in accordance with General Data Protection Regulations 2018.
  • Process personal data only in order to meet our operational needs or fulfill legal requirements; we will not make personal details available to third parties without the consent of the individual concerned other than to comply with legislation.
  • Maintain personal data up to date and accurate and stored securely on OneDrive to which only named personnel have access.
  • Seek positive agreement from members to add them to Club mailing lists which should be reviewed annually.
  • Set appropriate retention periods for personal data e.g. removing details of ex-members after one year.
  • Ensure that data subjects’ rights can be appropriately exercised. On written request members may see the data held about them and be assured of the use we make of them.  GTTC is required to respond within 14 working days to such requests.
  • Provide adequate security measures to protect personal data. These data are accessed only by the officers of the Club.
  • Nominate the Chairman as our data protection officer responsible for data protection compliance and providing a point of contact for all data protection issues.
  • Ensure that all club officers are made aware of good practice in data protection
  • Regularly review data protection procedures and guidelines within the club to ensure they comply with Data Protection legislation.

The Act requires that members are informed of how their personal information will be used. We will share appropriate information with Table Tennis Scotland (TTS) and / or Edinburgh and District TT League for the purposes of registration for competitions / tournaments.  For the protection of vulnerable groups’ the club may also share with Table Tennis Scotland relevant information about coaches and volunteers undertaking regulated work where the club has been alerted to circumstances that might affect their status as a member of the PVG scheme.  In the event of such sharing, it will normally be done between the Child Protection Office and TTS. 

Jonathan Kinna, Chairperson October 2018 (Reviewed February 2020)

Health and Safety Policy

Our Health & Safety policy sets out how we take reasonable care to ensure the safety, security and well-being of our members and those attending our coaching sessions.   

Our policy is to:

  • Undertake regular, recorded risk assessments of the club premises and all activities undertaken by the club.
  • Create a safe environment by putting health and safety measures in place as identified by the assessment.
  • Ensure that all members are aware of, understand and follow this policy.
  • Appoint a competent club member to be responsible for health and safety and first aid.
  • Ensure that normal operating procedures and emergency operating procedures are in place and known by all members.
  • Provide access to adequate first aid facilities, telephone contact of a qualified first aider at all times.  All coaches will undertake first aid training.
  • Report any injuries or accidents sustained during any club activity or whilst on the club premises.
  • Ensure that the implementation of the policy is reviewed regularly and monitored for effectiveness.

AS A CLUB MEMBER / PARTICIPANT IN COACHING SESSIONS YOU HAVE A DUTY TO:

  • Take reasonable care for your own health and safety and that of others who may be affected by what you do or not do.
  • Dress appropriately for physical activity including wearing suitable non-slip shoes (trainer style preferred).
  • Co-operate with the club on health and safety issues.
  • Correctly use all equipment provided by the club.
  • Not interfere with or misuse anything provided for your health, safety or welfare.
  • Bring any potential risks to the attention of the person in charge of the session.

CLUB HEALTH AND SAFETY / FIRST AID OFFICER: (Jonathan Kinna)

FIRST AID: Location of first aid kit:  Kitchen of village hall.

QUALIFIED FIRST AIDERS:   Jonathan Kinna,  John Ormston, Gerry O’Hagan)

Jonathan Kinna, Chairperson     February 2019 (Reviewed February 2020)

Protection of Vulnerable Groups (PVG) and Safeguarding

Community Table Tennis Club acknowledges the duty of care to safeguard and promote the welfare of children and vulnerable adults and is committed to ensuring safeguarding practice reflects statutory responsibilities, government guidance and complies with best practice and Table Tennis Scotland requirements. 

We accept our responsibility to take reasonable and appropriate steps to ensure that regardless of age, gender, religion or beliefs, ethnicity, disability, sexual orientation or socio-economic background, all members of such groups have a positive and enjoyable experience at our Club, and in coaching sessions that we hold in other establishments, in a safe  environment and are protected from abuse whilst participating in table tennis.

As part of implementing our PVG and Safeguarding policy we will:

  • promote and prioritise the safety and wellbeing of children, young people and vulnerable adults. 
  • not allow children to depart from coaching sessions without an accompanying responsible adult unless parental permission has been given for children to depart alone.
  • ensure all coaches understand their roles and responsibilities in respect of safeguarding and have appropriate safeguarding training to recognise, identify and respond to signs of abuse, neglect and other safeguarding concerns relating to children and young people 
  • ensure that we maintain or have appropriate access to accurate records of contact and medical condition details for all young / disabled participants in our coaching sessions.    
  • ensure appropriate action is taken in the event of incidents/concerns of abuse and support provided to the individual/s who raise or disclose the concern 
  • ensure that confidential, detailed and accurate records of all safeguarding concerns are maintained and securely stored 
  • prevent the membership/deployment of unsuitable individuals. All coaches will have PVG clearance. 
  • at all junior and vulnerable adult coaching sessions, a responsible coach will have been through the Disclosure Scotland process satisfactorily and at times during the sessions at least one other responsible adult will be present.

This policy will be widely promoted and is mandatory practice for everyone involved in Gullane Community Table Tennis Club. Failure to comply with the policy and procedures will be addressed without delay and may ultimately result in exclusion from the Club.   

Behaviour towards vulnerable person(s) that:

  • causes harm – either physical or emotional
  • places anyone at risk of such harm – including by failing to observe the club’s Health & Safety policies
  • engages in inappropriate sexual or pornographic conduct
  • provides inappropriate medical treatment
  • involves threatening, coercive or demeaning language or conduct are grounds for referral to Disclosure Scotland and the club has a statutory responsibility to make such a referral.

Monitoring  The policy and all coach PVG certificates will be reviewed every three years, or in the following circumstances: 

  • changes in legislation and/or government guidance 
  • as required by Table Tennis Scotland
  • as a result of any other significant change or event.

All matters relating to PVG should be referred to Jonathan Kinna the Club officer responsible for this policy.   

Jonathan Kinna,   PVG Officer     February 2019 (Reviewed February 2020)

Code of Conduct for Juniors

Gullane Community Table Tennis Club is fully committed to safeguarding and promoting the wellbeing of all its members. The club believes that it is important that members, coaches, administrators and parents associated with the club should show respect and understanding for the safety and welfare of others. Therefore, all members are encouraged to be open and to share any concerns or complaints that they may have about any aspect of the club with any member of the  club’s committee (see website www.gullanetabletennis.club for list of committee members).

Sports clubs for young people should offer a positive experience where they can learn new things in a safe and positive environment.  Our junior code of conduct is built around respect for each other and the club.  It is intended to make the club a fun place to be for all our juniors, coaches and volunteers. 

Junior members of the club are expected to respect:

  • each other
  • coaches and volunteer adults
  • fair play
  • club rules
  • equipment

Respect each other.  Juniors are expected to:

  • Respect the rights, dignity and worth of all participants regardless of age, gender, ability, race, cultural background or religious beliefs or sexual identity.
  • Be friendly, supportive and committed to all others and particularly welcoming to new participants.
  • Keep themselves and others safe.

Respect the coach(es) and volunteer adults. Juniors are expected to:

  • Respect coaches and club officials.  Engage and participate fully in the coaching sessions.  Listen to and act on the coach(es) instructions and accept their decisions.

Respect fair play. Juniors are expected to:

  • Play fairly and be trustworthy and do not cheat.
  • Play within the rules and etiquette of the game.
  • Respect opponents and be gracious in both victory and defeat.  Always shake hands with and thank their (partner and) opponent(s) at the end of matches.

Respect club equipment. Juniors are expected to:

  • Take care of equipment owned by the club and the playing environment.
  • Wear suitable kit, namely non-slip (trainer style) shoes and clothing suitable for physical activity – for training and match sessions, as agreed with the coach(es).

Respect the rules of the club. Juniors are expected to:

  • Report in to their coach / volunteer adult at the start of every session so that their name is recorded in the session register.  Pay their session fee promptly.  Be timely in attending sessions, notify club officials if they are going to be late.
  • Abide by the rules of the club including the bans on bullying (including through use of texting / social media), bad language, smoking and drug use in any connection with training sessions or matches.
  • Challenge or report the bullying of their peers and to report inappropriate behaviour or risky situations for juniors to the session coach or a club official. 

Junior members of the club have the right to:

  • Be safe and happy in their chosen activity.
  • Be listened to.
  • Be respected and treated fairly.
  • Privacy.
  • Enjoy their sport in a protective environment.
  • Be referred to professional help if needed.
  • Be protected from abuse by other members or outside sources.
  • Participate on an equal basis, appropriate to their ability.
  • Experience competition and the desire to win.
  • Be believed.
  • Ask for help.

Any misdemeanours and general misbehaviour will be addressed by the immediate coach and reported verbally to the club committee.  Persistent misbehaviour will result in dismissal from the club/sport. Parents will be informed at all stages.

Dismissals can be appealed by the coach/volunteer with final decisions taken by the club committee or referred to the governing body depending on the disciplinary procedures within the sport

Committee, Gullane Community Table Tennis Club, February 2019 (Reviewed February 2020)

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