SSKC Constitution

CONSTITUTION (At May 2010 - AGM)
1. Name
The name of the organisation shall be the Selby Shotokan Karate Club,
Hereinafter referred to as the ‘SSKC’.

2. Objectives
The SSKC is established as a non-profit making organisation to pursue the following objectives:
a) To hold regular classes in the martial art of Shotokan Karate for beginners to experienced karateka at affordable rates.
b) Membership of a National Governing Body
c) Promoting and maintaining the highest standards of technical competence and safety in the art.
d) To cooperate with similar bodies with similar aims.
e) Providing equal opportunities for successful participation by all sections of the community.
f) The promotion of karate at a Regional, National and International level, and to further the art and sport of Karate-do.

3. Affiliation

The Club shall be affiliated to an association(s) that offers the highest standards of instruction and welfare provision.
Currently the SSKC is affiliated to:
JKS England and Wales

4. Membership

All members are subject to the Constitution of the Club and the regulations of the National Governing Body.

a) Membership of the club is open to all individuals provided they comply with this Constitution.
b) No person shall be refused membership on the grounds of race, colour, creed, religion, sex, sexual preference, impairment or disability.
c) Each member shall be entitled to attend and vote at General or Annual General Meetings.
d) All members will have access to copies of the following:
i) a relevant Code of Conduct
ii) a copy of the Club’s Child Protection Policy
iii) a copy of the Constitution all of which are posted on the clubs website.
e) Members shall be enrolled as one of the following categories:
i) Full member
ii) Honorary member
f) Every member must hold and maintain an appropriate karate licence and personal “member to member” insurance through the SSKC.

5. Suspension, Refusal or Termination of Membership

a) The management committee shall be entitled to:
i) Refuse any application for membership on the grounds that such membership would be prejudicial to the objectives of the club as set out in Rule 2 of this constitution.
ii) For good and sufficient reason to refuse renewal of any existing membership or terminate or suspend any membership provided that the member concerned shall have the right to be heard by the full management committee before a final decision is made.
b) The member may apply for reinstatement at the next general meeting.
c) Any member under suspension shall be barred from taking part in any match or event under the control of the club.
d) The management committee shall inform the member in writing of any decision to terminate their membership.
e) Notification of the termination of a membership will be forwarded to the Governing Body.

6. Members of the Management Committee

a) The Management Committee shall consist of the Senior Instructors and elected Officers.
b) Officers of the SSKC shall be elected at the Annual General Meeting of the SSKC. The officers of the club shall consist of:
i) The Chief Instructor (Chairperson)
ii) The Senior Instructor (Secretary)
iii) Treasurer
iv) Child and vulnerable adult Protection Officer
v) Fund Raising and Sponsorship Secretary
vi) Social Secretary
vii) Webmaster
c) The management committee shall be responsible for;
1) Carrying out the objectives of the SSKC
2) Formation of Policy for the SSKC
3) Imposing disciplinary measures in accordance with the clubs code of practice.
4) Make levies on members for financial contributions, obtaining funds and disposal of funds, assets and equipment at the Management committee’s discretion.
d) The committee may co-opt any member to any unfilled post until the conclusion of the following AGM, providing that the number of co-optees shall not exceed one third of the total number of persons serving on the committee at that time.
e) The management committee may appoint any sub-committees it may deem necessary to deal with the matters of the club, until the conclusion of the following AGM. The proceedings of all such committees shall report to the management committee by a representative elected by that sub-committee.

7. Rules For The Management Committee
a) The Chairperson shall chair the meeting, or in his/her absence one of either the Secretary, Treasurer or a nominee from the committee in the event of all those mentioned being absent.
b) Fourteen days notice of any meeting of the management committee shall be given by the Secretary, except when:
i) The date of the meeting had been agreed at the previous management meeting, in which case seven days notice shall be given.
ii) In an emergency the Chairperson may call a meeting at four days notice.
c) The quorum shall be three of those Officers entitled to vote, as listed at Rule 6. b)
d) All members of the management committee as listed at Rule 6. b) Shall be entitled to vote.
e) All votes shall be determined by a simple majority. In the event of a tied vote, the Chair may exercise a casting vote.
f) Meetings shall be open to all members of the club.

8. Finance
a) The income and property of the club, however derived, shall be applied solely towards the objectives of the club as set out in Rule 2, of this constitution.
b) The club shall have the power to raise money by means of yearly affiliation fees and training fees as determined by the Management Committee at the Annual General Meeting.
c) All monies shall be lodged in a bank account in the name of the club.
d) The Club will maintain a minimum of three active members, as signatories to sign cheques on behalf of the club two signatories shall be needed.
e) Only one family member can be a club signatory and all signatories must be over 21 years of age.
f) The financial year of the club shall run from April 5th to April 4th

9. General Meetings
a) Annual General Meeting (AGM)
The AGM shall be held each year at such time and place as determined by the management committee, at approximately twelve monthly intervals, but no more than fourteen months after the date of the previous AGM. At each AGM the following business shall be conducted:
i) Receive and confirm the minutes of the previous AGM.
ii) Presentation of the clubs financial statement for the year.
iii) Presentation of clubs projected financial situation for the forthcoming year, and the setting of all fees
iv) Presentation of Chairpersons report.
v) Election of officers to the management committee.
vi) Any other business brought before the meeting which has been submitted in writing to the secretary not less than seven days prior to the AGM, and any other business deemed relevant by the chairperson
Notice for an AGM shall be a minimum of 21 days.
A quorum for an AGM shall be 75% of club officials and 35% of adult membership.

b) Extraordinary General Meeting (EGM)
An EGM may be called upon the written demand of:
i) 25% of the membership.
ii) The Chairperson.
iii) 55% majority of the management committee.
Notice for an EGM shall be of a minimum of fourteen days notice, and stating the business to be discussed.

10. Rules for General Meetings

a) A minimum of twenty-one days notice in writing shall be given to all members, except in the event of an EGM where the notice shall be a minimum of fourteen days.
b) The Chairperson, or in his/her absence a member selected by the meeting, will take the Chair.
c) All members shall register with the Secretary prior to the start of the meeting.
d) Each official and member shall have one vote.
e) All votes shall be determined by a simple majority. In the event of a tied vote, the Chair may exercise a casting vote.
f) The quorum shall be one quarter of those eligible to vote, or 5 such members, which ever is the smaller.
g) The Secretary shall keep the minutes of the meetings and record all proceedings and resolutions.

11. Election Of Officers To The Management Committee

a) The members of the management committee shall be drawn from the membership (or parents), as defined in clause 4 of this constitution.
b) Candidates shall be elected by hand ballot at the AGM, and shall be members of the management committee from the conclusion of that AGM until the conclusion of the following AGM.
c) All nominations of candidates for election shall: have the consent of the nominee; be in writing; be seconded; be received by the secretary not less than fourteen days before the AGM.
d) Uncontested posts may be filled by nomination(s) and election at the AGM.
e) The Secretary shall send all members a list of all nominations not less than seven days prior to the AGM.

12. Amendments to the Constitution

This Constitution may only be amended by a proposal passed by a majority of members present and entitled to vote at an Annual or Extraordinary General Meeting.

13. The Dissolution Of The Club.

a) Any resolution to dissolve the club may be passed at any General Meeting provided that:
i) The terms of the proposed resolution are received by the Secretary at least forty two days before the meeting at which the resolution is to be brought forward, and that
ii) At least twenty eight days of the proposed resolution shall be given in writing by the secretary to all members, and that
iii) Such a resolution shall receive the assent of two thirds of those present and entitled to vote.
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CRB - Code of Practice

Company Name: Selby Shotokan Karate Club
Code of Practice

Introduction

This Code of Practice is published under Section 122 of the Police Act (the “Act”) in connection with the use of information provided to registered persons (Disclosure Information) under Part V of that Act.

Disclosure information is information:
Contained in criminal record certificates under section 113 of the Act (which are referred to in this code of “Standard Disclosures”): or
Contained in enhanced criminal record certificates under section 115 of the Act (referred to in this code as “Enhanced Disclosures): or
Provided by the Police under section 115(8) of the Act

Except where indicated otherwise, the Code of Practice applies to all recipients of Disclosure information. That is to say:

Registered persons
Those countersigning disclosure applications on behalf of registered person; and
Others receiving such information (Paul Brant)
Where reference is made to “employers”, this should be read as including any person at whose request a registered person has countersigned an application, including:

Voluntary organisations and other engaging, or using the services of, volunteers; and
Regulatory and licensing bodies (Paul Brant and Rebecca Brant)
Further information relating to the Code and other matters relating to registered persons and others having an involvement with the Disclosure information, is contained in an explanatory guide.

Obligations of the Code

These are as follows:

1. Fair Use of Disclosure Information
Recipients of Disclosure information shall:

o observe guidance issued or supported by the Criminal Records Bureau (the “Bureau”) on the use of Disclosure information – and, in particular, recipients of the Disclosure information shall not unfairly discriminate against the subject of Disclosure information on the basis of conviction or other details revealed.

In the interest of the proper use of Disclosure information and for the reassurance of persons who are the subject of disclosure information, registered persons shall:

o have a written policy on the recruitment of ex-offenders so that a copy can be given to all applicants for positions where a disclosure will be requested;
o ensure that a body or individual at whose request applications for Disclosure are countersigned has such a written policy and, if necessary, provide a model for that body or individual to use.

In order that persons who are, or who may be, the subject of Disclosure information are made aware of the use of such information and be reassured employers shall:

o ensure that applications forms for positions where Disclosures will be requested contain a statement that a Disclosure will be requested in the event of a successful application so that applicants are aware of the situation;
o include in applications forms or accompanying material a statement to the effect that a criminal record will not necessarily be a bar to obtain the position in order to reassure applicants that Disclosure information will not be used unfairly;
o Discuss any matters revealed in Disclosure information with the person seeking the position before withdrawing an offer of employment;
o Make every subject of a Disclosure aware of the existence of this Code of Practice and make a copy available on request.
o In order to assist staff to make appropriate use of Disclosure information in reaching decisions, make available guidance in relation to the Employment and Fair Treatment of Ex-Offenders and to the Rehabilitation of Offenders Act 1974.

2. Handling of Disclosure Information
Recipients of Disclosure information:

o Must ensure that Disclosure information is not passed to persons not authorised to receive under section 124 of the Act. Under section 124 unauthorised disclosure is an offence;
o Must ensure that disclosures and the information they contain are available only to those who need to have access in the course of their duties;
o Must securely store disclosures and the information that they contain;
o Should retain neither Disclosures nor a record of Disclosure information contained within them for longer than is required for the particular purpose. In general this should be no later than six months after the date on which recruitment or other relevant decisions have been taken, or after the date on which any dispute about the accuracy of the Disclosure information has been resolved. This period should be exceeded only in very exception circumstances which justify retention for a longer period.

Registered persons shall:

o Have a written security policy covering the correct handling and safe-keeping of Disclosure information;
o Ensure that a body or individual at whose request applications for Disclosures are counter-signed has such a written policy and, if necessary, provide a model for that body or individual to adopt.

3. Assurance
Registered persons shall:

o Co-operate with requests from the Bureau to undertake assurance checks as to the proper use and safe-keeping of Disclosure information;
o Report to the Bureau any suspected malpractice in relation to this Code of Practice or any suspected offences in relation to the misuse of Disclosures.

4. Umbrella Bodies

A. An umbrella body is one which is registered with the Bureau on the basis that it will countersign applications on behalf of others who are not registered;
B. Umbrella bodies must satisfy them selves that those on whose behalf they intend to countersign applications are likely to ask exempted questions under the Exceptions Order to the Rehabilitation of Offenders Act 1974.’
C. Umbrella bodies must take reasonable steps to ensure that those to whom they pass Disclosure information observe the Code of Practice.

5. Failure to Comply with the Code of Practice

The Bureau is empowered to refuse to issue a Disclosure if it believes that:

o A registered person; or
o Someone on whose behalf a registered person has acted;
Has failed to comply with the Code of Practice.

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CRB - Policy on recruitment

Company Name: Selby Shotokan Karate Club

Policy statement on the recruitment of ex-offenders

As an organisation using the Criminal Records Bureau (CRB) Disclosure service through an umbrella body to assess applicants' suitability for positions of trust, Selby Shotokan Karate Club complies fully with the CRB Code of Practice and undertakes to treat all applicants for positions fairly. It undertakes not to discriminate unfairly against any subject of a Disclosure on the basis of conviction or other information revealed.

Selby Shotokan Karate Club is committed to the fair treatment of its staff, potential staff or users of its services, regardless of race, gender, religion, sexual orientation, responsibilities for dependants, age, physical/mental disability or offending background.
We have a written policy on the recruitment of ex-offenders, which is made available to all Disclosure applicants at the outset of the recruitment process.

We actively promote equality of opportunity for all with the right mix of talent, skills and potential and welcome applications from a wide range of candidates, including those with criminal records. We select all candidates for interview based on their skills, qualifications and experience.
A Disclosure is only requested after a thorough risk assessment has indicated that one is both proportionate and relevant to the position concerned. For those positions where a Disclosure is required, all application forms, job adverts and recruitment briefs will contain a statement that a Disclosure will be requested in the event of the individual being offered the position.
Where a Disclosure is to form part of the recruitment process, we encourage all applicants called for interview to provide details of their criminal record at an early stage in the application process. We request that this information is sent under separate, confidential cover, to a designated person within Selby Shotokan Karate Club and we guarantee that this information is only be seen by those who need to see it as part of the recruitment process.

Unless the nature of the position allows Selby Shotokan Karate Club to ask questions about your entire criminal record we only ask about "unspent" convictions as defined in the Rehabilitation of Offenders Act 1974.

We ensure that all those in Selby Shotokan Karate Club who are involved in the recruitment process have been suitably trained to identify and assess the relevance and circumstances of offences. We also ensure that they have received appropriate guidance and training in the relevant legislation relating to the employment of ex-offenders, e.g. the Rehabilitation of Offenders Act 1974.

At interview, or in a separate discussion, we ensure that an open and measured discussion takes place on the subject of any offences or other matter that might be relevant to the position. Failure to reveal information that is directly relevant to the position sought could lead to withdrawal of an offer of employment.

We make every subject of a CRB Disclosure aware of the existence of the CRB Code of Practice and make a copy available on request.
We undertake to discuss any matter revealed in a Disclosure with the person seeking the position before withdrawing a conditional offer of employment.

Having a criminal record will not necessarily bar you from working with us. This will depend on the nature of the position and the circumstances and background of your offences.

Signed: Original Signed and sent to Credo A2R

Date: 5th Jan 2009
Print Name: Paul Brant

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CRB - Policy on storage of Information

Company Name: Selby Shotokan Karate Club

Policy Statement on the secure storage, handling, use, retention & disposal of Disclosures & Disclosure information

General Principles
As an organisation using the Criminal Records Bureau (CRB) Disclosure service through an umbrella body to help assess the suitability of applicants for positions of trust, Selby Shotokan Karate Club complies fully with the CRB Code of Practice regarding the correct handling, use, storage, retention and disposal of Disclosures and Disclosure information. It also complies fully with its obligations under the Data Protection Act and other relevant legislation pertaining to the safe handling, use, storage, retention and disposal of Disclosure information and has a written policy on these matters, which is available to those who wish to see it on request.

Storage & Access
Disclosure information is never kept on an applicant's personnel file and is always kept separately and securely, in lockable, non-portable, storage containers with access strictly controlled and limited to those who are entitled to see it as part of their duties.

Handling
In accordance with section 124 of the Police Act 1997, Disclosure information is only passed to those who are authorised to receive it in the course of their duties. We maintain a record of all those to whom Disclosures or Disclosure information has been revealed and we recognise that it is a criminal offence to pass this information to anyone who is not entitled to receive it.

Usage
Disclosure information is only used for the specific purpose for which it was requested and for which the applicant's full consent has been given.

Retention
Once a recruitment (or other relevant) decision has been made, we do not keep Disclosure information for any longer than is absolutely necessary. This is generally for a period of up to six months, to allow for the consideration and resolution of any disputes or complaints. If, in very exceptional circumstances, it is considered necessary to keep Disclosure information for longer than six-months, we will consult the CRB about this and will give full consideration to the Data Protection and Human Rights individual subject before doing so. Throughout this time, the usual conditions regarding safe storage and strictly controlled access will prevail.

Disposal
Once the retention period has elapsed, we will ensure that any Disclosure information is immediately suitably destroyed by secure means, i.e. by shredding, pulping or burning. While awaiting destruction, Disclosure information will not be kept in any insecure receptacle (e.g. waste bin or confidential waste sack). We will not keep any photocopy or other image of the Disclosure or any copy or representation of the contents of a Disclosure. However, notwithstanding the above, we may keep a record of the date of issue of a Disclosure, the name of the subject, the type of Disclosure requested, the position for which the Disclosure was requested, the unique reference number of the Disclosure and the details of the recruitment decision taken.

Signed: Original Signed and sent to Credo A2R
Date: 5th Jan 2009
Print Name: Paul Brant

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Child Protection Policy Statement

Child protection policy statement

Selby Shotokan Karate Club believe that it is always unacceptable for a child or young person to experience abuse of any kind and recognises its responsibility to safeguard the welfare of all children and young people, by commitment to a practice which protects them.

We recognise that:
* the welfare of the child/young person is paramount
* all children regardless of age, disability, gender, racial heritage, religious belief, sexual orientation or identity have the right to equal protection from all types of harm or abuse
* working in partnership with children, young people, their parents, carers and other agencies is essential in promoting young people’s welfare.

The purpose of the policy:
* To provide protection for the children and young people who receive Selby Shotokan Karate Club instruction, including the children of adult members or users.
* To provide instructors with guidance on procedures they should adopt in the event that they suspect a child or young person may be experiencing, or be at risk of, harm.

This policy applies to all instructors or anyone working on behalf of Selby Shotokan Karate Club.

We will endeavour to safeguard children and young people by:
* valuing them, listening to and respecting them
* adopting child protection guidelines through procedures and a code of conduct for instructors and helpers
* recruiting instructors and helpers safely ensuring all necessary checks are made
* sharing information about child protection and good practice with children, parents, instructors and helpers
* sharing information about concerns with agencies who need to know, and involving parents and children appropriately
* providing effective management for instructors and helpers through supervision, support and training.

We are also committed to reviewing our policy and good practice annually.

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Instructor / Helper form

Instructor / Helper declaration form

United Kingdom legislation and guidance relating to the welfare of children has at its core, the principle that the welfare of children and young people must be the paramount consideration. Selby Shotokan Karate Club fully support this principle and therefore, we require that everyone connected with Selby Shotokan Karate Club, who will come into contact with children or personal details of children, complete and sign this declaration. This record is to ensure that children’s welfare is safeguarded and shall be kept for the duration of the initiative and for a period of 12 months thereafter.

Has any children’s services department, the NSPCC or the police ever conducted an enquiry or investigation about any allegations or concerns that you may pose an actual or potential risk to children or young people?
Yes / No

Have you ever been convicted of any offence relating to children or young people?
Yes / No

Have you ever been the subject of disciplinary procedures or been asked to leave employment or voluntary activity due to inappropriate behaviour towards a child?
Yes / No

This declaration must be signed and returned to the Club Secretary prior to commencing any work relating to this initiative, which would involve contact with children or personal details of children.

I confirm that the above information given by me is correct and that I consent to my personal data being processed and kept for the purpose described above in accordance with the Data Protection Act 1998

Name

Designation

Signature

Date

You are advised that under the provisions of the Rehabilitation of Offenders Act (NI Order) (1974) (Exceptions) Order 1975 as amended by the Rehabilitation of Offenders Act 1974 (Exceptions) (Amendments) Order 1986 you should declare all convictions, including spent convictions.

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Reporting Allegations

Reporting allegations or suspicions of abuse

Everyone in the Selby Shotokan Karate Club should be aware of the designated person within the organisation who should immediately always be informed of any concerns about a child being abused:

SSKC will be appointing a welfare officer/s during 2018 in line with JKS England policies.

These details are also displayed in the Foyer at Barlby High School.

Club level –  
Katharine Birchall, 
k.birchall@hotmail.co.uk

Association level (JKS England)  

Simon Martin  
simonmartin@suttoncentre.notts.sch.uk

(m) 07761 471427
(h) 01623 405519

Federation Level (EKF) 

Annette Turpin 
cpo@englishkaratefederation.com

(m) 07903 964276

And of appropriate contacts outside the organisation:

Children’s Services office/health board

Address Social Services, Brook Lodge, Union Lane, Selby, North Yorkshire, YO8 4BA

Telephone No. 0845 034 9494

Police station North Yorkshire PoliceAddress Portholme Road , Selby, North Yorkshire Yo8 4QQ

Telephone no. 0845 606 0247

NSPCC Child Protection Helpline 0808 800 5000

Others

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