Our Constitution

CONSTITUTION OF CRAIG Y DON CROQUET CLUB

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Dated  April 2026

Situated at Craig Y Don Sports & Community Centre, Queen’s Road, Llandudno, Conwy LL301TE

1. TITLE and AFFILIATIONS.

The name of the Club shall be the CRAIG Y DON CROQUET CLUB hereinafter referred to as ‘the Club’.

The Club is an Community Amateur Sports Club registered with HM Revenue & Customs. The Club is a partner organisation within the CRAIG Y DON SPORTS AND COMMUNITY CENTRE hereinafter referred to as ‘CYDSCC’  which is a Charitable Incorporated Organisation, charity  number 1085790.

The Club is a Member of Croquet England, the NW Federation of Croquet England and The Welsh Croquet Association.

2. OBJECTIVES.

The Objectives of the Club are to advance, promote and make provision for the amateur sport of Croquet in Llandudno and its surrounding areas, and to provide adequate and proper facilities for the enjoyment of the game.

The Club will promote and support community participation and integration in the sport by providing both playing and social memberships and providing opportunities for non-members to experience the sport of croquet in furtherance of these objectives,

3. POWERS.

In furtherance of the objectives, the Club Management Committee hereinafter called ‘the Committee’ may exercise the following powers subject to AGM approval where necessary.

a) to recommend the annual playing membership fee, raise funds, invite and receive grants, donations and other contributions,

b) to buy or lease and maintain any equipment or materials necessary for the achievement of the objectives,

c) to buy, take on lease or in exchange, any necessary material for the achievement of the objectives and to maintain and equip it for use,

d) to invest funds for the benefit of the Club,

e) to employ such Contractors, Professional persons or paid workers as are necessary for the proper pursuit of the objectives.

f) to publish posters, articles and pamphlets and other materials in printed, recorded or electronic form and to hold intellectual property rights in any such material,

g) to organise such special events as the Committee may determine,

h) to co-operate with other organisations in the furtherance of any of the objectives or of similar purposes,

i) to do such other lawful things as are necessary for the achievement of the objectives.

The club has no power to sell, lease or dispose, any part of the property of the Club with the exception of consumables and lawn maintenance equipment. The Sports and Community Centre holds the lease for the playing surface from the Council as well as the title to any erected buildings on their site.

4. MEMBERSHIP.

a) The playing members of the Club shall be those who pay the annual Playing Membership Fee agreed by the Committee and advised to the membership at the commencement of each playing season (April 1st). There will be a Fees Remissions Policy which is reviewed by the Committee from time to time as appropriate.

b) The Committee also has the power to set a Non croquet playing social membership fee at a reduced rate which will enable such members to participate in non-playing club activities. The Committee will also set a green fee for visitors and guests of members to play occasional croquet from time to time.

c) The Club is committed to taking positive steps to promote and sustain equal opportunities amongst its committee, members, players, volunteers and visitors in the services and opportunities it provides for participation in the sport of croquet and all matters associated with the Club. This will apply both to its internal operations and to its contacts and dealings with external organisations.

d) Membership of the Club will be open to anyone in the sport on application regardless of gender, marital status, sexual orientation, colour, race, ethnic origin, nationality, language, age, political and religious or other beliefs, HIV status or disability and all the statutory requirements laid down in the Equality Act 2010. However limitation of membership according to available facilities is allowable on a non-discriminatory basis.

e) Honorary life membership of the Club may be conferred upon any member by a majority vote of those present at an Annual General Meeting (AGM) in recognition of someone who has performed an outstanding service, or who has made an outstanding contribution to the Club. An honorary President and Vice President may also be appointed from time to time from those members who hold honorary life membership by a majority vote of those present at an Annual General meeting.  

5. OFFICERS AND COMMITTEE

a) The affairs of the Club shall be vested in and conducted by a MANAGEMENT COMMITTEE (‘the Committee’) elected annually at the Annual General Meeting, consisting of the following Officers - Chairman; Secretary, Treasurer/Book Keeper /Finance Officer; Health & Safety Officer, Safeguarding Officer and up to five other members including should they so wish, the Honorary President and Vice President.

b) Officers and Committee members shall retire annually but are eligible for re-election at the AGM.

c) No member shall hold more than one office.

d) The Committee shall have the power at any time to fill any vacancy occurring amongst the Office Bearers.

e) Other members can be co-opted for specific purposes such as and when deemed necessary or desirable by the Committee.

f) Members interested in future Committee positions will be welcome observers without voting rights.

g) The Committee shall have the power to appoint Working Groups for specific purposes. Such groups operate under the overall direction, financial control, and reporting, to the Committee.

h) The period of office is from the Committee election at an AGM, or later if co-opted or filling a vacancy, until the following AGM.

i) The quorum for a management meeting is four members elected at the previous AGM or substituted during the playing season after a resignation.

6. MANAGEMENT

a) All the arrangements for day-to-day events and the control of finance shall be in the hands of the Committee which is expected to meet bi-monthly throughout the year and more frequently if needed during the six month playing season.

b) The Committee has responsibility for the establishment of all policies and procedures, rules and regulations including Financial Regulations and shall keep these under regular review at least every three years or more frequently as required. Such policies and procedures should be made available on the club website in the public domain.

c) CYDSCC hold the lease for estate with Conwy CBC and are responsible for the management and maintenance of the estate. The Club will comply with any arrangements determined from time to time to manage the estate and determine control of assets and sports grounds.

The Club has ownership of the croquet lawns from the 1st April to the 30th September. The Bowls club has responsibility for the lawns during the winter period.

The Club shall nominate two Trustees to the CYDSCC Board of Trustees.

7. FINANCE AND ACCOUNTS

a) The financial year shall end on 31st of March coincidental with the CYDSCC financial year.

b) The Club will operate a bank account in the name of the Club, and be managed in accordance with the Club’s Financial Procedures

c) The Club may receive donations, grants in aid and financial guarantees.

d) The income and property of the Club shall be applied solely towards promoting the objectives of the Club as set forth above and no portion thereof shall be paid or transferred either directly or indirectly to any member of the Club.

e) An inspection and certification of the financial affairs of the Club shall be carried out by a financially experienced person, at the end of the Financial Year before presentation to the AGM for approval.

f) All surplus income or profits are to be reinvested in the club. No surpluses or assets will be distributed to members or third parties unless the club is dissolved. (see clause 11 Dissolution)

8. BORROWING

a) The Committee may borrow money on behalf of the Club for the purposes of the Club from time to time at their own discretion [up to such limits on borrowing as may be laid down from time to time by the General Meeting] for the general upkeep of the Club or with the (prior) approval of a General Meeting for any other expenditure, additions or improvements.

b) When so borrowing the Committee shall have power to raise in any way any sum or sums of money and to raise and secure the repayment of any sums or sums of money in such manner or on such terms and conditions as it thinks fit, and in particular by mortgage of or charge upon or by the issues of debentures charged upon all or any part of the property of the Club.

c) The Committee shall have no power to pledge the personal liability of any member of the Club for the repayment of any sums so borrowed.

9.GENERAL MEETINGS.

a) An Annual General Meeting (AGM) will be convened by circular and agenda giving 14 days’ notice of the meeting to be held within two months of the close of the financial year. The Quorum at the AGM to be 1/3 of current membership at the time of the AGM. (Membership to include both playing and social)

b) A SPECIAL MEETING of members may be called by the Committee or by a requisition signed by not less than a third of the paid-up playing members of the Club. At least 7 days’ notice to be given. The business to be transacted at the SPECIAL MEETING shall be detailed in the notice convening the meeting. 50% of the current paid-up playing members shall form a quorum at a Special Meeting.

c) The Committee shall meet on a regular basis, which is expected to be bi-monthly throughout the year and more frequently if needed during the 6-month playing season. Meetings may be convened by the Chair, Secretary or Treasurer, but normally by Management Committee decision at the end of the previous meeting. Four members shall form a Quorum. The agreed meeting minutes will be available for inspection by all members, posted on the noticeboard in the clubhouse.

d) At all meetings, in the event of an equality of votes, the Chair shall have a second, casting vote, and his/her ruling on all points of order shall be final.

10. DUTIES OF OFFICERS

a) The Chair will be responsible for the prudent operation of the Club and chair the Committee and AGM.The Chair will represent the Club at the NW Federation of Croquet England along with the previous retired Chair if he/she wishes to act in that role.

The Chair (or Committee decision) may delegate responsibility to chair committee or other meetings to a chosen Club member who may be co-opted for that purpose onto the Committee.

b) The Health and Safety Officer shall be responsible for keeping up to date with relevant legislation and advice, and keeping Health and Safety policies under review and brought to the attention of club members and other visitors. This Officer is also responsible for keeping the first aid kit and defibrillator cabinet full of contents and in date; as necessary. In addition, the Officer should bring all incidents to the Management Committee meeting for further risk assessment and possible action.

c) The Safeguarding Officer shall undertake regular training and be responsible for keeping up to date and with relevant legislation and advice and keeping Safeguarding Policies under review and brought to the attention of club members and other visitors. Any safeguarding incidents must be brought to the attention of the Committee at its first meeting following any such an incident.

d)  The Secretary shall convene meetings of the Club and its Committee and maintain a record of the proceedings at all such meetings. The Secretary shall deal with the general correspondence of the Club, keep all papers and other records of the Club in a retrievable form and perform all other necessary secretarial services in the interest of the Club.

d) The Treasurer/Book-keeper/Finance Officer shall keep the Club cheque book, receive, disperse, and account for all monies due to, or payable by the Club. The Account Book shall be open at all reasonable times to the Committee who shall be entitled to request an interim statement of account at its meetings. The Treasurer/BK/FO will prepare annual club accounts for inspection in April the following year.

11. DISSOLUTION

In the event of the Club being wound up, all members must be summoned in writing to an Extraordinary General Meeting with at least fourteen days notice being given. Following the discharge of all debts and liabilities, any materials and equipment specific to playing croquet at the time of dissolution, shall become the property of Croquet England, North West Federation (the sport’s governing body) for use by them in community related sports, whilst any fixed building assets remaining shall become the property of the CYDSCC for use by them in community related sports. There will be no general distribution of any assets to the membership of the Club.

12. AMENDMENTS.

The constitution may be amended by a vote at an Annual General Meeting with at least 2/3rds of the fee-paying members present at the AGM in favour.

13. INTERPRETATION

Interpretation of all the Rules must be consistent with the statutory requirements for C.A.S.C.s.