Our Club Constitution


The club will be called Polonia Ladies Volleyball Club and will be affiliated to the English Volleyball Association.

Aims and objectives

The aims and objectives of the club will be:
• to offer coaching and competitive opportunities in Volleyball
• to promote Volleyball within the local community
• to ensure a duty of care to all members of the club
• to provide all its services in a way that is fair to everyone
• to ensure that all present and future members receive fair and equal treatment


Membership will consist of officers and members of the club.
All members will be subject to the regulations of the constitution and by joining the club will be deemed to accept these regulations and codes of conduct that the club has adopted.

Members will be enrolled in one of the following categories:

• Senior member
• Junior member – 18ys and under.
• Social/associate members

Membership fees

Membership fees will be set annually and agreed by the Management Committee or determined at the Annual General Meeting. Fees will be paid by standing order or as appropriate and as agreed by the Committee.

Officers of the Club

The Officers of the Club will be:

• Club Chairperson
• Club Vice-Chairperson
• Club Secretary
• Club Treasurer
• Junior Development Officer
• Club Welfare and Equity Officer
• Volunteer Co-ordinator
• Communications

Team officers

Each team will elect the following officers:

• Secretary
• Treasurer

Team players without a specific role will take on the duties of setting up and putting away equipment for training and matches. Officers will be elected annually at the Annual General Meeting. All elected officers will retire each year but will be eligible for re-appointment.

Management Committee

The club will be managed through the Management Committee consisting of:

• All the Officers of the Club.
• Individual team Captain and a team officer.
• A representative from the junior section.

Only these posts will have the right to vote at meetings of the Management Committee.

The Management Committee will be convened by the Chairperson of the club and held no less than twice per year.

The quorum required for a valid meeting at Management Committee meetings will be:

1. 60% of the management committee present.
2. 60% of those present and eligible to vote.
3. In the case of a tied vote the chairman or representative will have a casting vote.

The Management Committee will be responsible for adopting new policy, codes of conduct and rules that affect the organisation of the club.

The Management Committee will have powers to appoint sub-committees as necessary and appoint advisers to the Management Committee as necessary to fulfill its business.

The Management Committee will be responsible for disciplinary hearings of members who infringe the club rules/regulations/constitution. The Management Committee will be responsible for taking any action of suspension or discipline following such hearings. Minutes from the committee meetings will be distributed to all members of the club following meetings.


All club monies will be banked in an account held in the name of the club. The Club Treasurer will be responsible for the finances of the club. The financial year of the club will end on: May 31st.

A statement of annual accounts will be presented by the Treasurer at the Annual General Meeting.

Any cheques drawn against club funds will be signed by the Treasurer/ Chairman.

Annual General Meetings

Notice of the Annual General Meeting (AGM) will be given by the Secretary. Not less than 14 clear days’ notice to be given to all members.

The AGM will receive a report from officers of the Management Committee and a statement of the audited accounts.
Nominations for officers of the Management Committee will be sent to the Secretary prior to the AGM.

Elections of officers are to take place at the AGM.

All members have the right to vote at the AGM.

The quorum for AGMs will be 25% of the membership and 60% of those present who are eligible to vote.

The Management Committee has the right to call Extraordinary General Meetings (EGMs) outside the AGM. Procedures for EGMs will be the same as for the AGM.

Discipline and Appeals

All complaints regarding the behaviour of members should be submitted in writing to the Secretary.

The Management Committee will meet to hear complaints within 10 days of a complaint being lodged. The committee has the power to take appropriate disciplinary action including the termination of membership.

The outcome of a disciplinary hearing should be notified in writing to the person who lodged the complaint and the member against whom the complaint was made within 7 days of the hearing.

There will be the right of appeal to the Volleyball England judicial panel following disciplinary action being announced. The committee should consider the appeal within 7 days of the Secretary receiving the appeal.


A resolution to dissolve the club can only be passed at an AGM or EGM through a 90% vote of the entire membership majority vote of the membership.

In the event of dissolution, the assets of the club that remain will be split proportionately between the Polish YMCA Ealing and London Volleyball Association.

Amendments to the Constitution

The constitution will only be changed through agreement by majority vote at an AGM or EGM.

Equity Policy Statement

  • This club is committed to ensuring that equity is incorporated across all aspects of its development. In doing so it acknowledges and adopts the following English Volleyball Association’s definition of sports equity:

Volleyball England (VE) supports the principle of equal opportunities for all participants, member, representatives and employees whilst working for, or on behalf of the EVA. It opposes all forms of unlawful and unfair discrimination on the grounds of age, colour, race nationality, religion, ethnic or national origin, gender, marital status, sexuality, or unrelated criminal convictions, or disability.

  • The club respects the rights, dignity and worth of every person and will treat everyone equally within the context of their sport, regardless of age, ability, gender, race, ethnicity, religious belief, sexuality or social/economic status.
  • The club is committed to everyone having the right to enjoy Volleyball in an environment free from threat of intimidation, harassment and abuse.
  • All club members have a responsibility to oppose discriminatory behaviour and promote equality of opportunity.
  • The club will deal with any incidence of discriminatory behaviour seriously, according to club disciplinary procedures.
  • All club members are encouraged to be involved with policy and decision making and regulatory procedures in the club and to put themselves forward to be a member of the committee.