Exeter City Ultimate Frisbee
Code of Conduct
1.0 Introduction
1.1 Affiliates of Exeter City Ultimate, collectively referred to in this code as Members, are expected to act lawfully, honestly, ethically, and in the best interests while performing duties on behalf of Exeter City Ultimate. This code provides guidelines for the conduct required of Members. Persons who are unsure whether their conduct or the conduct of other Members complies with this code should contact the President or the Safeguarding Officer. This code applies to all Members, including members of the Committee and others working on Exeter City Ultimate’s behalf. This code is subject to change and may beamended, supplemented or superseded by one or more separate policies.
2.0 Name and Objectives
2.1 The Club is called Exeter City Ultimate and hereafter will be referred to as the Club. This is a federal name which incorporates all subsidiary teams: Open, Mixed, Women’s and Junior Team.
2.2 Correspondence should be sent to:
2.2.1 exeterultimate@yahoo.com
2.3 the Club objectives are:
2.3.1 To support, develop, improve and promote Ultimate in the South West region of the United Kingdom.
2.3.2 To compete at the highest level in the Open, Mixed, Women and Junior divisions.
2.3.3 To apply all income and funding solely to these objectives.
3.0 Compliance
3.1 The National Governing Body for Ultimate is United Kingdom Ultimate (UKU), to which the Club and its Members shall hold and maintain membership, roster and make every effort to comply with all thesafety procedures which UKU prescribes or recommends as good practice.
4.0 Membership
4.1 The Members of the Club shall be those who are eligible and apply for membership to the Club, who are admitted to and maintained in membership by the Committee, and who have paid the relevant Club subscription fee.
4.2 All residents of the United Kingdom are eligible for membership and international visitors are eligible for guest membership. The Club admits and does not discriminate on the basis of race, religion, age, sex, disability, sexual orientation, or nationality in any way.
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4.3 All members joining the Club shall be deemed to accept the terms of this Code, our Child Protection Policy, Terms of Service and any supplemented policies adopted by the Club. In particular, without prejudice to the foregoing generality, the requirement to conduct themselves in accordance with the Club’sethical framework and the by-laws as to discipline set out therein. Members will behave in afitting manner, as others perceive them as the Club ambassadors when engaged in Club activities.
4.4 The Committee may remove a person from membership for good cause. The person concerned may appeal against such removal to the Squad Coach.
4.5 All members of the Club shall be entitled to the following:
4.5.1 To take part in all activities of the Club according to their ability.
4.5.2 To stand for election to office in the Committee.
4.5.3 To attend all General Meetings of the Club & direct the work of the Club.
4.5.4 To be fully informed about the nature & possible risks of all activities.
4.5.5 To represent the Club in UKU competitions providing adherence to UKU eligibility rulings.
4.5.6 To represent the Club in other approved competitions.
5.0 Committee
5.1 The affairs of the Club shall be administered by a Committee which will determine the subscriptions payable by the members of the Club, and have ultimate responsibility for the activities of the Club. The Committee shall have control of the funds and property of the Club, and of its administration.
5.2 The quorum for a Committee Meeting shall be two members present in person. When any financial business of the Club is to be transacted there must be present the Treasurer, or a member of the Committee deputed by the Treasurer to represent their views to the Meeting.
5.3 The Committee shall be made up of the Squad Coach, Club President, Vice-President, Treasurer, Secretary, (together the “Office Holders”; and their offices referred to as the Office), Director of Communications, Widening Participation Officer and Social Secretary, plus ordinary members as deemed necessary.
5.4 The Office shall:
5.4.1 Have overall responsibility for the running of the Club and the Committee.
5.5 The President and Vice-President shall have the right to preside at all meetings of the members of the Club and at all meetings of the Committee. Should the President or Vice-President be absent, or declineto take the chair, the Committee shall elect another member of the Committee to chair the meeting.
5.6 The President shall:
5.6.1 Be the principle representative and spokesperson for the Club.
5.6.2 Be responsible for all administrative duties within the Club and for all official correspondence.
5.6.3 Be the contact for the UKU.
5.6.4 Be responsible for representing the Club interest in future domestic developments.
5.6.5 Be responsible for overseeing player recruitment.
5.6.6 Be responsible for the development of youth or inexperienced players.
5.7 The Squad Coach shall:
5.7.1 Organise training times, venues and coaching for all teams.
5.7.2 Organise pre-season training and Tours.
5.7.3 Be responsible for team selection.
5.8 The Vice-President shall:
5.8.1 Provide on and off the pitch assistance to the President and Squad Coach in their duties.
5.9 The Secretary shall:
5.9.1 Maintain the Club Code of Conduct, Child Protection Policy, Privacy Policy, Terms of Service and Risk Assessments.
5.9.2 Draw up minutes from meetings.
5.10 The Treasurer shall:
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5.10.1 Advise the Committee on financial decisions.
5.10.2 Keep proper records of the Club‘s financial transactions in accordance with current accepted accounting rules and practices.
5.10.3 Develop and implement control procedures to minimise the risk of financial exposure.
5.10.4 Ensure that bills are paid and cash is banked.
5.10.5 Prepare an annual report for the Club and regularly inform the Committee of financial progress.
5.10.6 Make all records, procedures and accounts available on request to the Office.
5.10.7 Maintain a register of the members of the Club.
5.11 The Director of Communications will:
5.11.1 Give notice of meetings to the Members and the Committee.
5.11.2 Be responsible for fundraising and grant applications.
5.11.3 Be responsible for the promotion of the Club within media.
5.12 The Widening Participation Officer shall:
5.12.1 Be responsible for fundraising and grant applications.
5.12.2 Be responsible for overseeing player recruitment.
5.12.3 Be responsible for the development of youth or inexperienced players.
5.12.4 Be responsible for supporting, developing, improving and promotion Ultimate in the South West region.
5.13 The Social Secretary shall:
5.13.1 Be responsible for the organisation of team-building social events, including the Club Annual Awards Dinner.
5.13.2 Be responsible for organising accommodation at all UKU events where required.
5.14 The members of the Committee shall be elected by the Members of the Club annually, and shall be eligible for re-election. The Members of the Club shall not appoint several individuals to jointly hold any position of the Office, nor allow any individual to hold more than one position at a time.
5.15 Each Office Holder must, on relinquishing their appointment, promptly hand to their successor in Office (or to another member of the Club nominated by the Committee) all official documents and records belonging to the Club, together with (on request from the Committee) any other property of the Club which may be in their possession; and must complete any requirements to transfer authority relating to control of the Club‘s bank accounts and other financial affairs.
5.16 Without derogating from its primary responsibility, the Committee may delegate its functions to subcommittees; which are made up exclusively of Club Members.
6.0 Meetings
6.1 There shall be an Annual General Meeting for all members of the Club before the start of pre-season training, convened by the Secretary on not less than fourteen days notice.
6.2 The Annual General Meeting will:
6.2.1 Receive the annual reports of the Committee for the previous year and the annual accounts of the Club for the previous year, the report of the accounts having been approved by the Committee.
6.2.2 Elect Members of the Committee; nominations for the Office shall be contained in the notice of the Meeting; any alternative nominations must be seconded and have the consent of the nominee, and must be received in writing by the Secretary not less than seven days before the date of the Meeting; nominations for other Committee Members may be taken from the floor of the meeting.
6.2.3 Consider changes to the Code of Conduct.
6.2.4 Review and consider any by-laws or policies.
6.2.5 Consider any motions of which due notice has been given, and any other relevant business.
6.3 An Extraordinary General Meeting may be called in any Full Term; by the Squad Coach, the President, the Secretary or the Treasurer on not less than seven days’ notice; or on written request by seven or more
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Members, stating the reason for which the meeting is to be called, and delivered to the Secretary notless than fourteen days before the date of the Meeting.
6.4 Decisions put to a vote shall be resolved by simple majority at General Meetings. The President shall hold a deliberative as well as a casting vote at General and Committee Meetings.
7.0 Changes to the Code Of Conduct
7.1 Changes can be made if a two-thirds majority is obtained at an Annual or Ordinary General Meeting of the Club.
8.0 Dissolution
8.1 The Club is founded for an unlimited period. Its dissolution may only be affected by a resolution adopted at a Special General Meeting convened specifically and only for the purpose and attended by at least two-thirds of the members entitled to vote. The decision shall be valid only if it is approved by three-quarters of the votes cast at the meetings. One month’s notice to the Club Secretary is required for the calling of such a meeting.
8.2 Immediately upon a decision to dissolve the Club, outstanding matters shall be resolved, assets realised and divided in proportion to the annual receipted Members, having settled all the outstanding liabilities of the Club
Exeter City Ultimate 