CONSTITUTION

1.Title
The combination of clubs in membership shall be called “The Heavy Woollen District Junior Cricket League” (hereinafter called “the League”)

2. Aims and Objectives.
2.1 To foster and promote junior cricket through a full range of age groups, providing opportunities for recreation and competition.
2.2 To take account of and use reasonable endeavours to apply all relevant  England and Wales Cricket Board (ECB) directives, regulations and guidance.
2.3  To serve the game in accordance with the Spirit of Cricket as defined in the Laws

3. Membership
3.1 The League shall be open to all irrespective of age, gender, disability, race, ethnic origin, colour, social status and sexual orientation
3.2 All clubs in membership shall be affiliated members of the YCB (and through it the ECB) and shall adopt, implement and administer the ECB Welfare of Young People in Cricket Policy and Programmes including the Criminal Records Bureau (CRB) disclosure procedures

4. Executive Officers
The Executive Officers of the League shall be members of the League and undertake the roles of President, Chairman, General Secretary, Treasurer, Fixture Secretary and Results Secretary

5.Roles and Responsibilities of the Executive Officers and others defined
 5.1 Chairman    
 a) to conduct each meeting in accordance with good practice
 b) to authorise the agenda for all meetings held by the League
 c) to authorise the appointment of the League Child Welfare Officer and  personally ensure the appointee   is screened through the CRB  process 
 
5.2 General Secretary
a)    to manage all correspondence, ensuring referral to the Executive Committee etc
b)    to arrange all meetings of the League including production and distribution of the minutes
c)     to initiate and implement decisions and rulings made by the Executive Committee

5.3  Treasurer
a)   to manage all financial affairs of the League
b)   to report to the Executive Committee, at each meeting, and  to the League membership at the AGM
d)    to produce an annual financial statement
e)    to oversee and monitor the payment of annual subscriptions and fines levied by the League

5.4  Fixture Secretary
a)    to produce and distribute the annual Fixture schedules and any subsequent amendments there to.
b)    to authorise match postponements and any associated re-arrangements
c)    to determine venues for domestic finals and the home fixures for the League’s Joe Lumb & Lords Taverners matches

5.5  Results Secretary
a)  to analyse and publish the outcome of match results
b)   to produce League tables and arrange publication on the League website and notification to   designated Press Agencies.
c)   to report detected irregularities in match play to the  Executive Committee etc

5.6  Registration Secretary
a) to keep a records of all player registration submitted by clubs.
b) to authorise player transfers between clubs.
c) to ensure any records,  kept by the League are strictly controlled and managed in accordance with Data protection requirements

6. Election of officers and nominations.
6.1 All the Executive Officers shall be elected at the Annual General Meeting (AGM), from, and by the membership.
6.2 Their term of office shall run for a period of one year, however, they may be re-elected to the same office, or another office, the following year. An officer may be appointed to occupy more than one post.
Nominations for the election of an Officer shall be in the hands of the League’s General Secretary not later than twenty-one (21) clear days prior to the AGM
6.3 Nominations for the role of Patron, Life Vice-President or Life Member shall be submitted to the League’s
General Secretary, no later than the 30^th September, who shall present them to the Executive Committee for consideration prior to any formal recommendation and approval by the Annual General Meeting.
PATRON – the AGM may, on the recommendation of the Executive Committee, elect any person having performed outstanding service to the League and/or Youth Cricket, in general, to the highly prestigious post of “Patron”. The post to be held in perpetuity.
LIFE VICE-PRESIDENT - the AGM may, on the recommendation of the Executive Committee, elect an official of the League to the post of “Life Vice-President”, in recognition of long and/or significant service to the League. The post to be held in perpetuity.
LIFE MEMBER - the AGM may, on the recommendation of the Executive Committee, confer on a person the status of “Life Member” for having made a distinguished contribution to the League and/or Youth Cricket.
A Life member may hold any office within the League.
6.4  Any officer shall vacate office upon resignation or upon dismissal from office by resolution of a General Management Committee meeting

7. Committees
7.1 The league shall be governed by a General Management Committee, comprising of the Patron, Life Vice-Presidents, Life Members, all Elected Officers and one representative from each club in membership.
There shall be a pre-season and post- season meeting of the General Management Committee.
7.2 An Executive Committee shall deal with matters arising out of League Rules and with the routine business of the League. This Committee shall draw its membership from the Patron, President, Life Vice-Presidents, Life Members, Chairman, General Secretary, Treasurer, Fixture Secretary and Results Secretary.
No business shall be transacted unless a quorum of at least three members is present including the Chairperson and the General Secretary.
7.3 The Executive Committee shall meet as necessary and is empowered to co-opt other persons to serve on this Committee and the Management Sub-Committees as required. 
7.4 The Executive Committee shall have authority to act in an emergency for any matters not provided for in the Leagues rules and shall have powers to impose any penalties deemed necessary and appropriate.
Matters of a pressing nature, which need to be resolved urgently prior to the next meeting of the Executive, may be passed to an officer or group of officers with delegated powers to act on behalf of the full Committee.
In both instances the adjudications or decisions made shall be regarded as final without recourse to appeal or further discussion

8. Financial Year
The financial year end to be 30th of September.
                                   
9. Annual General Meeting
9.1 The Annual General Meeting shall be held in December each year
The Executive Committee shall fix the date.
Each club shall, normally, be represented by their nominated “league representative”, and although a maximum two guests from each club may attend only the “league representative”, or person deputizing, may vote.
Fourteen (14) clear day’s written notice shall be given to members regarding the date and venue of the AGM and the League’s General Secretary shall circulate or give notice of the agenda at that time.
9.2 The business of the AGM shall be to:
 a) confirm the minutes of the previous AGM and any other General Meetings not previously tabled    and approved        
b)  receive the audited accounts for the financial year from the Treasurer
c)  receive the annual report of the Committee from the General Secretary
d)  elect an auditor
e)  elect the Officers to serve for the forthcoming year
f)  transact such other business received in writing by the General Secretary including rule amendments 
9.3 Extraordinary General Meetings (EGM) will be held at the discretion of the Executive Committee

10 .Voting
Voting at all meetings shall be on the “ one member one vote” principle with a simple majority of those present, by a show of hands, being decisive. In the event of a tied vote the motion/proposal is defeated

11. Amendments to the Constitution and Rules of the League
Proposals for omissions, additions or alterations to the league’s Constitution, Rules and Regulations shall be submitted to the League’s General Secretary, in writing, before the 30th September.

ADMINISTRATION

1. Annual team entry
1.1.All clubs intending to renew membership of the League are required to submit a team entry form at the AGM detailing their requirements for the following season.
The Executive may impose terms and conditions, with regard to a clubs renewed membership.
Team entry forms will not, normally, be accepted after the date of the AGM held in December.
The names and contact details of key club officials to be identified for the coming season and complete information shall be in the hands of the Fixture Secretary, prior to the 1st February, otherwise a fine may be levied at the discretion of the Executive Committee.
Applications for new membership, as opposed to renewed membership, shall be considered separately by the Executive who will make appropriate recommendations for approval or rejection by the AGM.
Such membership, if approved, shall be probationary and shall be reviewed at the end of twelve months if the club intends to renew its membership
1.2 A club shall not be allowed to enter two teams in an age group unless it is able to fulfil all its fixtures on the allocated day of the week set aside for that age group. If the aforementioned conditions are met the teams shall function as two separate “League clubs” in terms of player registration, team management and the provisions of General Rule 6. The teams (to be known as their “A” and “B” teams or other approved named equivalent) will not be grouped together so as to compete in the same section of the league.

2. Player Registration and membership
Clubs are required to submit a list of all their junior players to the league’s Registration Secretary at the pre-season General meeting each year. The details to include the player’s full name, gender, date of birth, and telephone contact number. Additional players may be registered, after the date of the meeting referred to, on completion of a new player registration form which, ideally, should be e-mailed or posted to the Registration Secretary before playing in a match for their club but in no circumstance later than seven days thereafter.
All players must be paid up bona-fide members of the clubs they play for.
Players are permitted to play for more than one club, in differing age groups, but must be a bona-fide member of all the clubs they are associated with. Under no circumstance will a player be allowed to play for two clubs in the League at the same age group without obtaining a transfer as per General rule 6.

3. Criminal Records Bureau Checks and Child Welfare
3.1  The CRB check process should only be used when a person is undertaking duties, whether paid or unpaid, that will bring him or her into regular, direct, personal and possibly individual contact with young people who have not attained adult status, deemed to be 18 years of age. Guidance is published in League policy on page 30 of this Handbook and the Club Welfare Officer (CWO) will be responsible for giving direction when doubt exists.
3.2  The CWO shall maintain accurate records of all persons required to complete a crb check and keep all such documentation in a secure manner. These records shall include a person’s full name; date of birth, home address, postcode to which should be added their CRB Enhanced Disclosure certificate expiry date at the completion the crb verification procedure.  Note: Enhanced Disclosure certificates are valid for three years from their date of issue.
3.3  Applications for Disclosure certificates, whether new or renewed, shall be coordinated by the CWO who MUST establish the outcome of the application through e-mailed contact with a YCB Assistant Welfare Officer (see page 29) who, on request, will access the ECB database which lists all persons, within cricket, in possession of a valid crb check. This process involves matching records held, by the club or league, with that shown on the ECB database, from which details of a persons Enhanced Disclosure certificate expiry date will be obtained.
If an applicant claims to already have an Enhanced Disclosure certificate the CWO must seek confirmation via the ECB database referred to above by requesting details of the expiry date, without which the persons claim shall be dismissed.
3.4  Club appointments shall not be made effective until the person filling the post has undertaken a crb check or, as an interim measure, has completed and signed a Self Declaration Form (SDF), which must be submitted to the CWO for safekeeping.
The Club Chairman must personally ensure that the CWO is screened, as per the above arrangements, before being given custody of any confidential information relating to their duties.
3.5 Clubs are required to register, with the League, the identity of their Club Welfare Officer (CWO) by name, address and contact telephone number, prior to the 1^st February.
Clubs are also required to provide the League Welfare Officer (LWO) with details of all their members who are undertaking duties that necessitate a crb check. The records held at club level must be submitted not later than the pre-season General meeting held in April, prior to commencement of the forthcoming season. Any record, which excludes an expiry date against an entry, shall be accompanied with a copied SDF
3.6 Referrals initiated at Club level must be sent, directly, to the County Welfare Officer.
3.7 The League Welfare Officers (LWO) shall process matters, in accordance with the aforementioned requirements, when dealing with matters initiated at league level.
The occupant of the post is empowered to oversee, annually, the crb check process at both club and league level.
3.8  The  LWO and  CWO’s shall obtain periodical training in support of their work by undertaking the following educational programme every three years:
       “Safeguarding and Protecting Children “ workshop accredited by Sports coach UK.
       NSPCC “Time to Listen” course. Accessed via the County Welfare Officer’s organisation.

4. Insurance
It is a League requirement that all clubs in membership shall take out Public Liability Cover, (a minimum indemnity cover of £5m (million) is required.) and, on request, shall provide evidence of compliance. 
Clubs found in breach of this requirement will be debarred from involvement in any League activity, until such time as the required cover is in place.
No liability shall be incurred by the League, the Management or any Officer of the League due to the failure of any club to meet the requirements of the Rule.

5. Handbook.  
The League shall produce a Handbook, annually, incorporating the rules of competition, a directory of club officials, league policy, child welfare guidance and the current fixture schedules.                       
 Clubs are responsible for ensuring their Chairman, Secretary, appointed League representative, Club Welfare Officer and individual team managers receive a handbook, for personal reference.
Any changes made to the “Directory of Clubs in Membership”, contained within this Handbook, must be promptly brought to the attention of the League’s General Secretary to enable circulation to the membership on the website. Failure to do so may result in a fine being levied at the discretion of the Executive Committee                  

6. Subscriptions Fines and Levies
The annual subscriptions, fees, fine and levies will be determined at the AGM. The current rates are as follows: -
a) The Annual Subscriptions will be £25.00 per team, except the rate for U9 team entry will be £10.00.
b) Late payments for annual subscription e.g. paid after 1st June-£5.00. 
c) Withdrawal of a team from the league after 1st February-£50.00    
d) Non-attendance of a club at the Annual General Meeting or a Management Meeting - £10.00.
  e) Failure to notify the result of a match, or reason for not playing the match, within 48 hours of the scheduled, or re-arranged, fixture date - £5.00.                                                                                                                                                                          
 f) Failure of a club to provide registration details of their junior players at the pre-season General Meeting - £10.00.
g) Failure to register new players within seven days of playing in their first match - £3.00 per player per match played.
h) Failure to fulfill a fixture - £10.00.
i) Failure to return cups and trophies as directed by the leagues Trophy Steward - £25.00.
j) Handbook publication levy - £20.00.   
All fines, which are levied, shall be paid within 28 days of the notification date, otherwise, other punitive measures may be taken at the discretion of the Executive

7. Rule contravention
7.1 Rule contravention which is seen to disadvantage a club, whether intentional or otherwise, will generally result in punitive measures being taken against the offending club, which may vary in its application dependent on a the outcome to the match. For example failure to retire a batsman or not use a bowler in accordance with the provisions of Section rule 2 shall automatically result in a fine of £10.00 being levied against the offending club if it goes on to lose the match. In the event of the winning team contravening the same rule the match will be awarded to their opponents. In a tied match situation the offending team will concede the match to their opponents.
7.2 The repeated breach of a rule, which is clearly disrupting administrative procedure, will incur punitive measures of escalating proportions. For example the repeated late submission of a result sheet will result in penalty point deductions, from the offending clubs league point tally, in addition to a fine being levied as follows: -
 Second offence -1 point + a fine:  Third offence- 2 points + a fine: Fourth offence 4-points + a fine.

8. Communication policy
Any breach in the communication policy of the league, whereby a message is sent/directed to the wrong official will result in a fine of £5.00 being levied.

9. Named individual prizes
All annual trophies (team and individual) MUST be returned to the League as directed by the League’s Trophy Steward. Failure to do so will result in a fine of £25.00 being levied, per trophy not returned.
Clubs will be responsible for the collection and subsequent return, including those held by individual club members.
Trophies to be returned in a presentable condition and appropriately engraved.
Clubs returning trophies, which have not been engraved, will be subsequently charged for the cost of engraving.
The league insures all Cups and Trophies whilst they are on Club premises.
Trophies held by individuals and kept at their home residence etc must be insured separately.
9.1 The highly prestigious ”Spirit of Cricket” Dale Baxter Memorial Trophy is awarded annually to the club, which is deemed to have made a significant contribution to the reputation and standing of the league.
This is the highest award that the league can bestow on a club.
9.2  The W. S Goldsmith Memorial Trophy is awarded annually to the player who has made a major contribution to furthering the prestige of the league, both on and off the field of play, throughout his/her junior career.
This is the highest award that the league can bestow on an individual player
9.3  The Roy Black Trophy is awarded to the Reporter, Peter Snape Under 17 League Championship Final “player of the match”.
9.4  The Roy Anderson Trophy is awarded to the Brackenbury Cup Final “ player of the day”.
9.5  The George Newton Trophy is awarded to the Under 17 player of the season.
9.6  The Raymond Godbold Batting Prize is awarded to the player who achieves the most number of thirty-five (35) run scores or more in Under 15 League matches only, during the season. Best batting average to decide if more than one player qualifies.
9.7  The Margaret Howarth Bowling Prize is awarded to the player who attains the best bowling return in a single Under 15 League match. This performance is adjudged to be the taking of most wickets for the fewest number of runs conceded.
9.8   The Joyce Hoblyn Wicket-Keeping Prize is awarded to the player who dismisses most victims throughout an entire season in Under 15 League matches
9.9  The John Regan Trophy is awarded to the leagues “player of the week” in the Under 15 Lord’s Taverners Yorkshire Cricket Festival matches.
9.10  The Reporter Under 13 Trophy is awarded to the Under 13 player of the season.
9.11  The Heavy Woollen Cricket Society Trophy is awarded to the leagues “player of the week” in the Under 13 Lord’s Taverners Yorkshire Cricket Festival matches
9.12   The Clifford Smith Trophy is awarded to the Under 11 player of the season.
9.13   The Neil Smith Trophy is awarded to the Under 11 Dorothy Smith championship “player of the finals”
9.14   The Dennis Richards Trophy is awarded to the leagues “player of the competition” in the Under 11 Lord’s   Taverner’s Yorkshire Cricket Festival matches.
9.15   The Geoff Lowe Trophy is awarded to the Under 9 player of the season
9.16  The Tom Austin Trophy is awarded to the Girl player of the season          
9.17   The Daniel Ward Memorial Trophy is awarded to the best individual performance by a HWDJCL tour player.

10. Claims and Award procedure
This section to be read and applied in conjunction with section 9 above.
10.1   The Executive Committee shall decide the winners of the trophies referred to in 9.1, 9.2, 9.9, 9.11, 9.14. & 9.17. The winners to be announced at the post-season General Management meeting held in October.
10.2   League Officials, or the match umpires appointed by the League, shall decide the winners of the trophies referred to in 9.3, 9.4, and 9.13.  The trophies shall be awarded to the winners on Finals Day
10.3   The remaining trophies will be the subject to a claim being made by clubs on a purposely designed Nomination Form to be returned to the league’s General Secretary no later than 15 September. The winners to be announced at the post-season General Management meeting held in October.  Late claims will NOT, normally, be included in the evaluation process.
NOTE: Clubs are required to return the Nomination Form whether a claim is being pursued or not with the word “None” inserted against any category where the latter applies

END