Club Constitution & Policies

The following constitution and policies govern our club operations and ensure a safe, inclusive, and professional environment for all members. Please familiarize yourself with these documents as they form an important part of your membership obligations.

Club Constitution

An Unincorporated Association

Approved: 18 March 2025

1. Name

1.1 The club, an unincorporated association, shall be called Macclesfield Pickleball Club (hereinafter called "the Club").

2. Affiliation

2.1 The Club shall be affiliated to Pickleball England.

3. Aims and Objectives

3.1 The main purposes of the Club are to provide facilities and equipment for, and to promote participation in, the amateur sport of Pickleball in the Macclesfield area.

4. Membership

4.1 Membership of the Club shall be open to anyone interested in the sport of pickleball, regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, ethnicity, religion or belief, sex and sexual orientation, except as a necessary consequence of the requirements of pickleball.

4.2 The Club may have different classes of membership and fees on a non-discriminatory and fair basis. If costs associated with membership represent a significant obstacle the Club will make provision so that those who cannot afford to pay may still become members and fully participate in pickleball at the Club.

4.3 The Club Management Committee shall be responsible for considering whether applications for membership should be accepted. This decision shall be made in accordance with this constitution.

4.4 The Club has limited facilities, and the Management Committee may have to regulate how many members the Club has in order to satisfy its objectives. In this situation, the Committee will maintain a waiting list from which it will admit members from this list in chronological order only.

4.5 The Management Committee may refuse or revoke membership on non-discriminatory grounds where the membership or continued membership of the persons concerned is likely not to be in the best interests of the sport of pickleball or the good conduct and interests of the Club. Appeal against refusal or removal may be made in accordance with the Club's Discipline and Appeals procedure.

4.6 The Management Committee may set various categories of Junior Membership. Members under the age of eighteen shall be considered as Junior members and will not have the right to vote at Members meetings.

4.7 In accepting membership, a person agrees to abide by the Constitution of the Club and the decisions of the Club Management Committee. All members are also required to abide by the appropriate code of conduct of Pickleball England.

5. Welfare Statement

5.1 The Club recognises its responsibility to safeguard the welfare of all children, young people and vulnerable adults who are members of the Club and will adopt the procedures and working practices of Sport England.

5.2 Children under 16 years of age using Club facilities must be accompanied by an adult of at least 21 years of age.

6. Liability of Members

6.1 As an unincorporated association, the Club has no separate legal identity from its members. It cannot therefore enter legal contracts or agreements in its own right, only via an agent, and therefore will elect a Management Committee to carry out these, and other functions, on behalf of the Club and members.

6.2 As an unincorporated association, all members are liable for debts and other liabilities of the Club. However, legal action may still be brought against the Management Committee or individual members of the Committee personally, rather than against all Club members as individuals. The Club recognises this position and any liabilities incurred by Management Committee members, jointly or individually, shall be deemed to fall upon the whole membership of the Club, who will indemnify them, provided that Management Committee members have acted in accordance with the Constitution and in honesty and good faith.

7. Management Committee

7.1 The Management Committee will act on behalf of the members of the Club and shall be comprised of three nominated Officers (Chair, Secretary and Treasurer) and at least three and not more than six General Members.

7.2 The Management Committee will be responsible for the general running of the Club including, but not limited to:

• Membership

• Financial Management

• Fundraising

• Provision and improvement of facilities

• Promotion of Pickleball in the area

• Provision of coaching

• Safeguarding

• Insurance

• Maintaining a scheme of delegation

• Procurement and safeguarding of assets

  7.3 The Management Committee is responsible for regularly assessing the costs associated with membership of the Club, and, if these are a significant obstacle to membership, ensure provision is made so that those who cannot afford to pay may still become members and fully participate in pickleball at the Club.

  7.4 The Management Committee shall be responsible for interpreting and regularly reviewing the Club Constitution.

  7.5 Management Committee members, both Officers and general members, shall be elected by members at the Annual General Meeting (the AGM) for a calendar year and may seek re- election at the next AGM. Management Committee members may only serve for a maximum term of three years from the meeting at which they were first elected. Having served three years, Management Committee members may not stand for election for one year. After serving three years, Management Committee members may be appointed to fill a casual vacancy but only if the Management Committee would not otherwise comprise the minimum number of members. They may not stand for election at the subsequent AGM.

  7.6 The Management Committee may appoint Committee members to fill any casual vacancies occurring. Committee members so appointed must stand for election at the next AGM, when their three-year term commences.

  7.7 The Management Committee may appoint up to two additional temporary Committee members to assist with specific items of business. These appointments will be for a maximum of twelve months but may be extended for a further twelve months at the Committee's discretion.

  7.8 All Management Committee members must satisfy a fit and proper person test before taking office.

  7.9 The Management Committee shall meet at least four times a year as determined by the Chair. The Secretary will normally convene meetings giving at least seven days notice unless otherwise agreed by Committee members.

  7.10 The quorum necessary for Management meetings shall be four members comprising at least one Officer.

8. Membership Fees

8.1 Membership fees shall be approved by the members in a General Meeting.

8.2 If a motion proposing new fees is not put to a General Meeting before the start of the membership year, or if a motion is not agreed, then existing fees will continue until members agree to new fees at a future General Meeting.

8.3 The Management Committee shall set the level of junior fees for each junior category at a level to promote participation.

8.4 Annual membership fees shall be due on 1st April for the forthcoming year. Reduced fees are payable by those members joining part way through the year. No member may use Club facilities if they have not paid the fees due by 1st April or the date their part-year membership commences.

9. Finance

9.1 The Club is non-profit making and any financial surplus or gains shall be reinvested in the Club to further its objectives. No surpluses or assets will be distributed to members or third parties.

9.2 The financial year of the Club starts on 1 April.

9.3 The Club Treasurer is responsible for the financial stewardship of the Club. This includes collecting membership fees, maintaining financial records, preparing and presenting Annual Accounts to members at the AGM, and keeping the Management Committee appraised of the Club's financial position.

9.4 The Club shall establish and maintain bank or building society accounts in the name of the Club. All cheques, transfers, etc. drawn on this account shall be signed by two members of the Management Committee.

9.5 All borrowing must be approved by the members at an EGM and total borrowing cannot exceed £20,000.

9.6 All capital and operating expenditure over £5,000 must be approved by the members at an EGM and operating expenditure over £1,000 approved by the Management Committee.

10. Annual General Meeting

10.1 The Annual General Meeting (AGM) of the Club shall be held as soon as possible and, in any event within three months, of the end of the Club's financial year.

10.2 The following business will be conducted at the AGM:

• Report of the Chair

• Consideration and approval of the Annual Accounts

• Election of Officers and Committee members

• Approval of annual fees if not previously approved by members in Extraordinary General Meeting

• Appointment of Auditor

  10.3 The Secretary shall give no less than 21 days notice of the date of the AGM to all members. The Agenda and other information for the meeting will be available to members 10 days before the meeting. Notice of the meeting will be given by a prominently displayed notice and by email. Information for the AGM will normally be provided by email.

  10.4 Written Nominations for Officers and Committee Members of the Management Committee should be submitted to the Secretary not less than fourteen days prior to the AGM. Nominations require a proposer and seconder from members of the Club eligible to vote. Nominations cannot be accepted from the floor at the AGM or if received less than fourteen days before the Meeting. Nomination forms will be available from the Secretary on request.

  10.5 Forms for proxy votes will be distributed by email 10 days before the meeting and must be returned to the Secretary at least 24 hours before the Meeting. Forms returned after this will not be valid. Hard copy Forms for Proxy will be available from the Secretary on request.

  10.6 Resolutions at the AGM shall be passed by simple majority of those present and entitled to vote, and valid proxy votes received. In the event of equal votes being cast, the Chair shall have a casting vote in addition to their vote as a member.

11. Extraordinary General Meeting

11.1 All general meetings of members other than the AGM shall be termed Extraordinary General Meetings (EGM).

11.2 An EGM may be called by an application in writing to the Secretary which must be signed by not less than ten members entitled to vote. The application to call an EGM must include all motions on which members will be asked to vote. Motions by members must be supported by a proposer and seconder. No motions will be allowed from the floor of the meeting. The Management Committee may decline to call an EGM if the motion to be discussed is substantially the same as a previous motion considered in an EGM in the preceding twelve months.

11.3 The Management Committee will call an EGM to be held before the end of each financial year to seek members' approval for membership fees for the coming year.

11.4 The Management Committee may call an EGM by the decision of a simple majority of members of the Committee.

11.5 The Secretary shall give no less than 21 days notice of the date of the EGM to all members such notice to include the motions on which members will be asked to vote. Notice of the meeting will be given by a prominently displayed notice and by email.

11.6 Forms for proxy votes will be distributed by email 10 days before the meeting and must be returned to the Secretary at least 24 hours before the Meeting. Forms returned after this will not be valid.

11.7 Resolutions at the EGM shall be passed by two-thirds majority of those present and entitled to vote, and valid proxy forms received. In the event of equal votes being cast, the Chair shall have a casting vote in addition to their vote as a member.

11.8 Notwithstanding the above clause, 11.7, any motion concerning annual fees may be passed by a simple majority. In the event of equal votes being cast, the Chair shall have a casting vote in addition to their vote as a member.

12. Disciplinary and Appeals Procedure

12.1 The Management Committee shall be authorised to take disciplinary action against any member whose conduct has not been or is likely not to be in the best interests of the sport of pickleball or the good conduct and interests of the Club.

12.2 Should a disciplinary issue involve the welfare of a child or vulnerable adult then the National Governing Body will be informed.

12.3 A Disciplinary Hearing will be convened by the Management Committee and be comprised of a panel of three Management Committee members, not involved in the events giving rise to the hearing. The panel is authorised to make such enquiries and hear such witnesses and reach such decisions as it sees fit. The member or members concerned are entitled to attend the disciplinary hearing and present evidence and witnesses to the panel.

12.4 All individuals have the right to appeal any disciplinary decision or refusal of membership application made by the Management Committee.

12.5 Any request made for an Appeal Hearing should be made to either the Secretary or Chair within 14 days of the original decision being communicated to all members concerned and an Appeal Hearing should be convened within 14 days of the request for an Appeal being submitted.

12.6 An Appeal Hearing should be convened and chaired by a member of the Management Committee and at least two and no more than four additional Club members all who are independent of the original Disciplinary Hearing and subsequent decision.

13. Review and Amendment to Club Constitution

13.1 The Constitution will be reviewed and updated as appropriate. Amendments to the Constitution may only be made by members at an EGM in accordance with procedures for an EGM.

13.2 Significant matters requiring urgent decision or action which the Management Committee believe are not covered or authorised by the Constitution may be dealt with by the Management Committee as if authorised by the Constitution. Such action should be formally documented by the Committee.

13.3 At an early opportunity, a motion proposing amendment to the Constitution shall then be proposed for approval by members in EGM. Provided the Management Committee have acted with honesty and in good faith, their actions are deemed to have been within the Constitution even if the proposed amendment is not subsequently approved by members.

14. Dissolution of Club

14.1 Upon dissolution of the Club, any remaining assets shall be given or transferred to:

• Pickleball England for use in related community pickleball activity, or

• Another registered CASC, or

• A registered charity

  14.2 No member may personally obtain any funds, asset or other benefit directly or indirectly from dissolution of the Club.

Health & Safety Policy

What is our Policy?

Macclesfield Pickleball Club is committed to ensuring, so far as is reasonably practical, the health and safety of its members, visitors, guests, coaches and contractors at our facilities, and also the facilities we use belonging to Macclesfield Tennis Club. It expects everyone to share this commitment and to inform the Management Committee in the case of any accidents occurring or concerns they may have.

The Club will maintain a safe environment for members and visitors and has a specific Safeguarding Policy, which is available on the Club website.

Who is Responsible?

Health and Safety is the responsibility of everyone. Whilst overall responsibility for Health and Safety in respect of the Club is vested in the Club's Management Committee, Members, visitors, guests, coaches and contractors must all take reasonable care of their own health and safety while on Club premises.

The Club does not restrict access to the courts to only regular scheduled social play, matches or organised coaching. Members themselves may organise ad hoc playing sessions and practice, and the scheduled sessions may not be attended by a Committee Member. It is, therefore, the responsibility of individual Members on all occasions to satisfy themselves that playing conditions are safe before commencing play.

If at any time, there are any health or safety concerns these should be reported to the Management Committee.

The Management Committee Responsibilities

The Management Committee will:

• Appoint a Health and Safety Officer who will lead on health and safety issues on behalf of the Management Committee and will act as focal point for health and safety in the Club
• Discuss health and safety at their meetings and regularly undertake risk assessments to help prevent incidents and accidents
• Liaise, and discuss as necessary, with Macclesfield Tennis Club their Health and Safety Policy and risk assessment relating to Club House and site
• Maintain a safe court environment for members and visitors as far as reasonably practical
• Provide information and instructions to members, visitors, coaches and contractors on health and safety issues
• Provide a first aid kit available in the clubhouse
• Regularly review the Club's Health and Safety Policy

Members' Responsibilities

Members have the following responsibilities:

• Players are responsible for making their own assessment of whether it is safe to use the courts prior to playing – this applies both to scheduled club sessions and also to ad hoc practice and social play organised by members themselves
• In making their assessment, members must have full regard to the fact that courts may be slippery due to icy, wet or damp weather conditions and also due to debris such as fallen leaves
• Players should not play or attend sessions at the Club if they have been advised not to do so by a GP or a hospital doctor
• Players should always wear appropriate footwear and clothing when playing and are advised to use protective eyewear to ASTM F803 standard
• Players should not conduct themselves or play in a manner which may cause injury to others
• Report issues of concern or accidents to the Pickleball Club Health and Safety Officer who will keep a record of all reported incidents

Macclesfield Tennis Club Role

Macclesfield Tennis Club play a key role in Health and Safety at the Pickleball Club:

• Macclesfield Tennis Club are responsible for Health and Safety in the club house and site, including car park and complete regular risk assessments of their facilities. Details are on the tennis club website
• Issues with health and safety may be directed to the Pickleball Club Health and Safety Officer or directly to the Tennis Club

Policy Approved: 16 December 2025 Next Review: 16 December 2026

Safeguarding Policy

Children and Young People

What is our Policy?

Our policy recognises that the welfare and interests of children and young people are paramount in all circumstances. It aims to ensure that all children and young people, regardless of age, ability or disability, gender reassignment, race, religion or belief, sex or sexual orientation, or socio-economic background, have a positive and enjoyable experience at the club, in a safe environment and are protected from abuse whilst in our care.

We fully acknowledge our duty of care to safeguard and promote the welfare of children and young people. We are committed to ensuring safeguarding practice reflects statutory responsibilities, government guidance and good practice.

Our policy applies to everyone involved in the club and it is the responsibility of members, coaches, volunteers and parents to comply and, when necessary, report concerns. This policy both sets out Macclesfield Pickleball Club's commitment to safeguarding children and young people and also outlines ways we can make this work in practice.

Definitions

The following definitions are used in this policy:

Child – refers to any person under the age of 18 years.

Parents – means parents and anyone acting in loco parentis to a child.

What We Will Do

1. Behaviours

We will encourage all members to treat each other with dignity and respect by fostering a positive and supportive atmosphere.

We will not tolerate physical or mental abuse of a child. All allegations will be taken seriously, and any reports of concerns will be dealt with promptly and sensitively ensuring appropriate action is taken.

We will not:

• Practice or play alone with a child other than with a parent

• Consume alcohol whilst responsible for a child

• Humiliate a child

• Physically or verbally abuse a child

• Have inappropriate or unnecessary physical contact with a child

• Have an intimate, sexual or inappropriate relationship with any child as a result of being in a position of trust

• Have a dominating or coercive relationship with a child

We will:

• Always listen to a child and take all their worries and concerns seriously
• Challenge any behaviour which may be inappropriate

2. Coaching

We will ensure that at least two adults are present during any coaching session for children and that one of those adults will have DBS clearance.

3. Other Policies

Our Changing Room and Photography policies form an important part of our overall commitment to safeguarding and should be considered in conjunction with this policy.

Reporting and Complaints

All complaints and concerns should be reported as soon as possible to the Committee's Welfare Officer who will then investigate and progress matters with the Management Committee as appropriate. Any necessary actions will be taken using the Club's disciplinary procedures and reported to the authorities as appropriate.

Any Management Committee member who is the subject of, or closely linked to the complaint or concern will not be part of any discussion or decision of the issue. The Welfare Officer will keep the Complainant informed and advise the conclusion reached.

Responsibility for this Policy

Building a culture of inclusion is the responsibility of every member of the club who should report any concerns under this policy to a member of the Management Committee. It is the responsibility of the Management Committee, individually and collectively, to ensure that this policy is followed and to initiate any necessary actions.

Policy Approved: 16 December 2025 Next Review: 16 December 2026

Photography Policy

What is our Policy?

As a club, we fully support the desire of parents and family to photograph or video their children and young adults to capture their involvement and success in Pickleball. We wholly encourage this. Equally we may wish to use images to promote the club and pickleball generally.

However, that said, the over-riding consideration is the wellbeing of the children and young people with whom we are involved, and this policy sets out the principles guiding our approach and the specific actions we will take to achieve this.

Definitions

The following definitions are used in this policy:

Child – refers to any person under the age of 18 years.

Parents – means parents and anyone acting in loco parentis to a child.

The Law

In public places, it is generally permissible to take pictures of all people, including children, without permission, as long as it doesn't constitute harassment or use for commercial purposes such as advertising.

In private places, permission is required to enter in order to take photographs, and it is unlawful to take pictures from a public place of people in a private place, without their express permission, where they have a high expectation of privacy. Such behaviour, particularly if using a long lens, should be challenged and reported to the authorities if appropriate.

The Risks

There are a number of risks relating to the photography of children some of these are listed below:

• Identification and/or being contacted for the purpose of future grooming
• Identification resulting in abuse or bullying
• Images being adapted or being modified with AI and used inappropriately, for example to blackmail children, families or organisations
• Taking of inappropriate images, or images being used inappropriately
• Images being uploaded to the internet and distributed
• Distribution on social media without parental consent

Our Actions

We will:

• Always ask for parental consent to take and use photographs or videos of children by the Club where the images may allow identification
• Advise parents if photography will take place at an event their child is attending
• Always be clear of the purpose of the photography when asking consent from parents, and keep to that purpose
• Never publish information alongside the image of a child which allows that child to be identified
• Stop photographing if the child requests or becomes nervous and unsettled
• Only photograph in a pickleball environment
• Only use any video recording for coaching purposes solely for that purpose and erase any video immediately after the coaching session is completed
• Store images in accordance with our GDPR policy

Guidelines for Parents, Family and Close Friends

We encourage parents, family and close friends to photograph their children.

• Explicit parental consent must be obtained to take close up images of an unrelated child, explaining how the images will be used, such as personal use, social media or uploaded to the internet
• Equally there should be no photography in the locker rooms

Third Parties Photography

Photography by third parties (not parents, family or close friends) requires the explicit permission of the club which must include the purpose of the photography. Permission will only be granted for that specific use and Parents will be advised.

• Photography should only be general group shots unless further specific permission is obtained from the adult individual or the parent of any child involved
• Photography should be in a pickleball environment and strictly no photography in locker rooms

Reporting and Complaints

All complaints and concerns should be reported as soon as possible to the Committee's Welfare Officer who will progress matters with the Management Committee as appropriate, initiate any action required using the Club's disciplinary procedures, and report to the authorities if appropriate.

Responsibility for this Policy

It is the responsibility of everyone, parents, family, club members and Committee to implement and follow this policy to safeguard children using the Club facilities. It is the responsibility of the Management Committee, individually and collectively, to ensure that this policy is followed and to initiate any necessary actions.

Policy Approved: 16 December 2025 Next Review: 16 December 2026

Changing Room Policy

What is our Policy?

Our club is based within Macclesfield Tennis Club where we use their clubhouse and changing room facilities. We will therefore adopt their changing room policy in full and as amended from time to time.

Macclesfield Tennis Club Policy

Policy on the Use of the Changing Rooms

Macclesfield Tennis Club (MTC) strives to ensure that all children are safeguarded from abuse and have an enjoyable tennis experience. This document sets out the MTC policy for the acceptable use of our changing room.

1. Groups of children will have sole use of the changing room. This reduces any risks and potential vulnerability associated with mixing adults and children when changing and showering.
2. If adults and children need to share our changing room, they will do so at different times. Children will have priority when any organised junior activity is taking place (e.g. coaching, camp or match).
3. Under no circumstances will adult staff, coaches or volunteers change or shower at the same time as children using the changing room.
4. Mixed gender groups of children will use the male or female changing room according to their gender.
5. If we are made aware that a child or adult self-identifies as a gender that differs from the gender they were assigned at birth, we will work with them (and their parents/ carers where it relates to a child) to make reasonable adjustments to changing arrangements to suit their needs.
6. Mobile phones and other electronic devices must not be used in the changing room.
7. For younger groups of children, a DBS checked member of staff or volunteer will wait outside the changing room to allow children to call for assistance if required.

Note: For more information on supporting LGBTQ+ young people, please visit: https:// thecpsu.org.uk/help-advice/topics/safeguarding-lgbtqplus-young-people

Policy Approved: 16 December 2025 Next Review: 16 December 2026

GDPR Policy

What is our Policy?

This policy sets out our commitment to protecting and respecting members' privacy, and how we comply with General Data Protection Regulations (GDPR). For any personal data members provided for the purposes of their membership, Macclesfield Pickleball Club is the Data Controller and is responsible for storing and otherwise processing that data in a fair, lawful, secure and transparent way.

Personal Data We Hold

Initially members give us information about themselves when they join the club. Subsequently they may have given us further information when entering events, subscribing to a newsletter or WhatsApp group, for example. This information may have been in writing, email, telephone or otherwise.

The information given to us may include name, date of birth, address, e-mail address, telephone number, emergency contact details together with any disability, medical or other information which they wish to share with us.

Financial information including bank/credit card details are not held by us but collected by third party payment processors who specialise in the secure online capture of credit/debit card transactions.

Why We Need Personal Data

The Club needs members' data to be able to administer its membership and pickleball activities. The reasons we need to hold and process this information include:

• Advising members of the Club's pickleball activities (pickleball social sessions, matches, tournaments, coaching)
• Advising members of meetings, socials, other events run by the Club and for general club communication
• Allowing members to contact each other for the purpose of team competitions and events and for social play
• For membership administration advising membership fees and sending payment reminders
• Contacting members with pickleball events run by other organisations which may be of interest
• To contact members' emergency contact in the event of accident and/or to provide relevant information to an ambulance or hospital as necessary
• Dealing with a member's specific medical or other needs, where this information has been provided by the member
• To share anonymised data with a funding partner as condition of grant funding (e.g. Local Authority)

Occasionally, we may hold information from non-members for taster events for example. This data will solely be used for that purpose and will be deleted within two months of the completion of the event.

Retention of Personal Data

The Club will not retain members' personal data for longer than is reasonable and necessary for the purposes for which it was collected. This means the Club will retain it for so long as the member has a valid club membership and for a period of 2 years after their last interaction with the Club.

Rights in Respect of Personal Data

You have the right of access to your personal data and, in some cases, to require us to restrict, erase or rectify it or to object to our processing it.

Sharing Data with Third Parties

The Club will not sell or share personal data for other organisations to use. Personal data collected and processed by the Club may be shared with Macclesfield Tennis Club for the purpose of allowing members to access and use Tennis Club facilities.

Governance

The Club Secretary is responsible for the secure retention and deletion of data the Club holds in accordance with this policy and is the contact for all issues relating to personal data and this policy.

Policy Approved: 16 December 2025 Next Review: 16 December 2026