Author	Last update	Status	Version	Comment
Praveen Pujari	2018-Aug-21	Draft	00
Praveen Pujari	2018-Dec-16	For review	01	Added Code of Conduct
Praveen Pujari	2019-Jan-18	Finalized	02
Vimal Kumar	2019-Dec-05	Draft	03	Revisit all sections. Re-define members, players, users and guests Changes related to TC Changes to membership eligibility
Harish Nandagopal	2020-Mar-03	For Review	04	Updated section on Board election Included exit procedure Removed KNCB team section

Reference Documents

Document Name	Reference	Status	Version	Comment
Bylaws of the club HTCECA	1	Notarized	00	The bylaws are in Dutch Click Here for By Laws

Abbreviations

Abbreviation	Expansion
HTC	High Tech Campus
HTCECA	High Tech Campus Eindhoven Cricket Association
KNCB	Koninklijke Nederlandse Cricket Bond
KvK	Kamer van Koophandel

General

The club High Tech Campus(HTC) Eindhoven Cricket Association here after referred as HTCECA must function within the rules and regulations imposed by this document.

These rules apply to every member, KNCB competition player, non-competition player and rental user.

This document contains additional rules and regulations of the HTCECA within the rights of the board entitled by our bylaws Ref[1].Article[18].

Amendment of the rules and regulations is done only on approval by the GMM of HTCECA. In the event of amendment, all previous versions of this document shall be maintained with dates and change history.

In the event of situations not addressed within this document, board reserves the right to intervene and resolve.

Governing Authorities

HTCECA operates under the bylaws registered at KvK [Reg no: 7238355].

HTCECA must function under the rules of KNCB for all competition related matters.

HTCECA must function under the rules of HTC for all the administration and facility usage related matters according to the contractual agreement.

Role of Individual Affiliation to HTCECA

; this article is an excerpt of the same.

An individual can be associated with HTCECA as a User, Player, Guest or Member. All such individuals must comply with the rules of HTCECA enlisted in this article. In case of any conflict between rules in this document and HTCECA bylaws, the bylaws must be followed.

HTCECA reserves the right to allocate the ground availability to its affiliates.

Description of individual affiliation to HTCECA

KNCB Competition Player is an individual that pay a yearly fee to be part of a team participating in KNCB league or only practice with KNCB league team
Non-Competition Player is an individual that pay a yearly fee to use the cricket ground for casual cricket
Rental User is an individual that book the cricket ground paying onetime usage fee. Strictly for cricket.
Member is an individual that is part of HTCECA with voting rights in certain policy decision and participates in management & administration of the club as mandated.

KNCB Competition Player

Player who wish to become part of KNCB competition team pays a fee of 210 Euros for one calendar year. Competition team is decided on several factors depending on how many users/players subscribe in a calendar year and how many teams play the league in a given year.

The committee of captains from all the teams representing HTCECA decides the team in which a player is part of. The board shall intervene in conflicts and in that case, the decision of the board will be final.

Non-Competition Player

Users who wish to use the cricket ground of the club and participate in regular training and competition organized by HTCECA if any.

An individual can register as recreational user for a fee of 30 Euros per calendar year.

A recreational user can use the facilities of HTCECA based on availability. Allocation of ground to KNCB team is given preference over other users in case of conflicting schedule.

Non-competition players can reserve the ground one week in advance in through reservation portal. It should be noted there might also be some paid booking of the ground by Rental User (see below). HTCECA will manage reservations with utmost care. If there are any conflicts in the booking, HTCECA reserves right to cancel the booking with 2 days notice.

Rental User

Rental users can rent the ground for 20 Euros/hour usage fee. The rental user can reserve the ground 2 weeks in advance to the desired date, through the reservation portal. Any cancellation must be done with 2 days notice for refund. HTCECA reserves right to cancel the booking with 2 days notice.

Registration and selection

All users / players must register by application to HTCECA.
Guests can book the ground through reservation portal.
KNCB league player must apply by filling in a form and paying usage fee at least before two months of scheduled KNCB league start date.
All KNCB league player applicants go through a training/practice session organized by the captains of the team. Captains will come-up with strategies for the team such as, but not limited to:
Metrics and strategy to select the applicants and place them in respective teams. Metrics will be based on several attributes namely Discipline, Punctuality, Commitment, Conduct and Talent.
- Strategy to switch/swap players between teams within HTCECA
- Protocol to retrospect the team mood and competition status
- Protocol to retrospect selection strategies in regular interval
KNCB league player applicants who is not selected will get their application fee refund in full within three months after team selection announcement.

Members

The HTCECA board can add additional members to the club, according to the bylaws Ref[1].Article[3].

New member appointment is decided by the board, in response to the application received from an eligible applicant. Board has to pass the rejection of such requests in the GMM. GMM has the power to overrule the decision of the board.

Eligibility Criteria

A KNCB completion player will be eligible for club membership after minimum two years at the club as a KNCB league player A member has the rights to vote in GMM and participates in activities to helping the club grow. To understand and act in such a capacity, the founding members believe it’s important for a player to gain experience in various matters of the club.
The KNCB competition player must have been a part of at least one of the committees and/or leadership team for a year in last 3 years.Ref[1].Article[6]
The KNCB competition player must have attended at least two GMMs in last 3 years.

Existing members failing to meet the eligibility criteria cease to be a member at the end of running calendar year after eligibility lapses.

If no player is eligible for membership and the minimum number of board members required by the law is not met, then the board may appoint a suitable candidate from the available KNCB league players over-ruling eligibility criteria.

Honorary Members

GMM can decide to provide honorary membership to players based on their long-term commitment and contributions to the club. For example,

The player has been part of the club for the past 10 years
The player has actively contributed to the club activities

Board members

Board consists of following members
- Chairman
- Vice Chairman
- Secretary
- COO
- Treasurer
All office bearers are elected by the members for the term of two years
Founding members of the club act as office bearers in these roles for the first term
There is no limit to the number of term a member can be elected for a role.
New board members are elected by the GMM when the term of a current board member comes to an end.
New board members shall be elected together. When there is no nomination for the position(s), the current office bearers shall continue.
In the case of resignation of board member(s), alternative office bearer shall be selected, however, the office bearer shall not hold a board position.

GMM and Voting

There must be at least one GMM every year, the board must inform every member at least two weeks before the planned date.

All players (excluding rental users) have the right to attend the GMMs, but do not have the right to vote at the GMM.

Only members can vote on a decision presented for voting at the GMM.

Every major decision concerning the club as mentioned below but not limited to should be decided by voting in GMM.

Ground usage policy
Fees for different affiliation
Number of KNCB competition teams
All financial decisions except regular club expenses.

Every member of the HTCECA has the right to vote at the GMM. In case of a tie in votes, the majority of the board votes break the tie.

If a member is unable to attend the GMM he can delegate his power of voting to another member of the club by informing the board about this decision by email.

Delegation of voting can be accepted by any member limiting a maximum of two votes including one of his own.

Termination

The rules for termination for club members must strictly abide by our bylaws The rules of termination of club members shall also be applied to non-competition players of the club.

Exit Procedure

Exit procedure shall be applicable to Member and/or KNCB competition player. Exit procedure is invoked when a member or KNCB competition player decides to leave the club to represent another club. The member/KCNB competition player shall raise a club transfer request to the board (https://www.kncb.nl/uploads/Club-Transfer-form-KNCB.pdf), as per KNCB rules.

Use of Club facilities

HTCECA manages the ground schedule for cricket at the start of every year. The schedule will be adjusted when KNCB league schedule is announced.

HTCECA will co-ordinate schedule with other sport bodies (example – football) at HTC and manages overall schedule for all cricket related usage.

Fair policy usage:

Highest priority must be given to the KNCB competition guaranteeing at least – 1 Match day at weekend and 1 practice session during the week per team
Non completion players must be given at least 3 hours of practice/match time per week

Financial Matters

Every financial transaction must be documented and to be presented to cash committee 4 weeks before GMM.
Every expense reimbursed must have a documental evidence, and approval from the board.
Budget estimations must be presented to the members in GMM or a separate meeting before the start of every year.
Budget realization must be presented to the members in GMM or a separate meeting before the end of every year

Communication

The communication matters of the HTCECA must be handled by the board, no member unless authorized by the board, must indulge in such communications related to the HTCECA.

Captain Selection and Responsibilities

Captain selection

Three leaders (Captain, Vice-Captain and Stand-in captain) are appointed per team ever year.
Appointment of the leader for upcoming year happens immediately at the end of a KNCB league season. This helps the newly appointed leader to define strategies for the upcoming year during off-season
Any player in the team can nominate himself for only one of the captain positions.
Captains are elected by vote from all players in respective teams
Captain should win by absolute majority (i.e., should have got more than 50% of total players in the team). Vice-Captain should win at least by 40% majority. Stand-In Captain is elected based on highest vote.
Re-election is conducted for the positions that cannot be decided based on the first election. In case of indecision in re-election, board appoints a player for that position. Board retains the final authority to appoint one of the nominees or appoint a player outside the nominees list.
This selection process is conducted by a member appointed by the board.

Responsibilities of the Captain(s)

Ensure hospitality related aspects of hosting a team on behalf of HTCECA including but not limited to
- All pre-match communications with the opponent team including logistics
- Receiving the opponent team and arranging dressing room
- Arrange food and drinks

Captain(s) is free to delegate this activity within the team. But, captain will own the responsibility from the club perspective.

Represent the club in right spirit as required
Prepare and execute the strategy to meet the target for the season.
Resolve conflicts arising in the team. In case of escalations, bring it to the notice of the board appropriately.
Fill in vacant positions in close collaboration with leaders of all HTCECA teams
Periodic performance review with the board once every two months during the season.
One of the elected captains always lead and represent the team in all occasions. This is not limited to KNCB leagues. Captain shall nominate any player for a specific event representing HTCECA, only in case of un-availability of all the three leaders
Always play by KNCB rules.
Ensure KNCB league score update in accordance with KNCB regulation
Agree with the captain of the opponent team for match umpire in absence of club umpire.
Ensure no escalations to KNCB from opponent team. In case of unforeseen situation, bring it to the notice of the board with relevant evidences.

Committees

A member who wishes to be a part of a committee must self-nominate during GMM and the board has the power to appoint the person in the committee.

A committee shall contain a minimum of 2 member and maximum of 5.

A dedicated board member (COO- Chief of Operations) will supervise all committees.

Committee in-charge who wish to leave a committee will be discharged of their duty by the board.

Committee in-charge is re-appointed every year in the GMM. There is no limit on number of terms a committee in-charge can be elected.

Board has the authority to appointment non-members as a committee in charge when members do not volunteer for a committee.

Tournament committee (ToC)

Coordinate association or members who wish to organize cricket tournaments at HTCECA
Make sure that the tournament does not lead to destruction of club or HTC’s properties
Make sure tournament follows dedicated schedule
The ToC must have at least three members, chairman, treasurer and secretary to look after tournament related tasks.

Cash Verification Committee (CVC)

Verify that every money transaction is documented and justified
Coordinate with treasurer and verify budget realization before GMM

Internet and Website Committee (IWC)

Update and Maintain htceca.nl domain, website, twitter and Facebook page.

User Administration Committee (MAC)

Create registration forms
Coordinate and make sure that user has paid his fee with the help of Treasurer
Maintain a list of users for each calendar year with their contact details
Keep an eye out for non-registered users using club facilities

Activity Committee (AC)

Organize activities involving club members
Team bonding activities
Organize celebration events

Complaints Committee

Any feedback, comments and compliments must be handled by this committee.

The board shall be notified in case of conflicts.

Code of Conduct

Members, players, users and guests of HTCECA are required to abide by the provisions of this Code of Conduct and any subsequent updates as may be in force from time to time, and by their presence on club premises or at club events or activities are deemed to have accepted and to abide by the provisions of this Code and any other relevant Codes of Conduct, Rules or Regulations the Club has adopted.

All members, users and guests of HTCECA (referred to Club in this document) will:

Respect the rights, dignity and worth of every person within the context of Cricket.
Treat everyone equally and not discriminate on the grounds of age, gender, disability, race, ethnic origin, nationality, color, parental or marital status, religious belief, class or social background, sexual preference or political belief.
Not condone, or allow to go unchallenged, any form of discrimination if witnessed.
Display high standards of behavior.
Promote the positive aspects of Cricket e.g. fair play.
Encourage all participants to learn the Laws and rules and play within them, respecting the decisions of match officials.
Actively discourage unfair play, rule violations and arguing with match officials.
Recognize good performance not just match results.
Place the well-being and safety of children/juniors above the development of performance.
Ensure that activities are appropriate for the age, maturity, experience and ability of the individual.
Respect children’s/junior’s opinions when making decisions about their participation in Cricket.
Not smoke, drink or use banned substances whilst actively working with children in the Club. Not provide children with alcohol when they are under the care of the Club.
Report any concerns in relation to a child, following reporting procedures laid down by the KNCB.
Always work in an open environment (i.e. avoid private or unobserved situations and encourage an open environment).
Inform players and parents of the requirements of Cricket.
Develop an appropriate working relationship with young players, based on mutual trust and respect.
Ensure that physical contact is appropriate and necessary and is carried out within recommended guidelines with the young player’s full consent and approval.
Not engage in any form of sexually related contact with a young player. This is strictly forbidden as is sexual innuendo, flirting or inappropriate gestures and terms.

If a breach of the provisions or principles of this code occurs or is reasonably suspected to have occurred the HTCECA reserves the right to take such action as it deems appropriate, including but not limited to asking the person responsible for the breach to leave the HTCECA premises. Any disciplinary or complaint hearings in connection with a breach of these rules shall be dealt with in accordance with the disciplinary procedure as set out in the HTCECA constitution or prevailing Cricket Regulations.