Handbook 2015
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House of Sport, Upper Malone Road, Belfast, BT9 5LA 028 90383817 [email protected] www.BasketballNI.com Handbook 2015 August 2015 Approver name Stephen McCotter Position held Governance Officer Document Status Approved – Awaiting AGM [Approved/Amended/Rejected] Ratification This document was approved at the 2015 AGM. Social Media rules have since been added which were approved by the BNI Board and require ratification at the 2016 AGM. Date 20/08/2015 Signature 1 DESIGNATION The name of the association shall be Basketball Northern Ireland Limited (the “Company"), (formally Ulster Basketball Association), All rights to the former name are retained. Any one wishing to use either must have permission in writing from the Company. The Company is subject to the Articles, Memorandum, Rules and Regulations of Basketball Ireland. The Company has a responsibility to generate and manage the finances that enable it to exist as an organization. While recognising the geographical limitations imposed on both organisations it is the intention of Basketball Ireland to provide financial assistance to the Company as would be equal to other Basketball Ireland Area Boards. The Company shall be responsible for the administration and control of basketball within its jurisdiction and shall have power to take appropriate disciplinary action against any club, school, officer, official, and member under its jurisdiction. The jurisdiction of the Company is deemed to be all matters relating to basketball occurring within the area covered by the Basketball Northern Ireland Leagues and Competitions. 2. FUNCTIONS The Company is charged with all development work/initiatives for the area covered by the Basketball Northern Ireland Leagues and Competitions. Their functions are to promote, encourage and regulate the playing of basketball in Northern Ireland. At all times the Company will have the responsibility for coordinating the financial aspects of the organization including dealing with all agencies involved, in particular Sport Northern Ireland. 3. STATUS The Company shall be affiliated to the IBA Limited trading as Basketball Ireland. 4. STRUCTURE OF THE BNI AREA BOARD The Company shall be comprised of the following members, (hereafter referred to as the Board), who shall be appointed by the membership of Basketball Northern Ireland for a period, in accordance with Article 15.2. Names of Officers will be notified to members each year at The Annual General Meeting: Chairperson Hon. Secretary Treasurer Child Protection Officer The following Board members are appointed as stated below Area Boards/Competitions and Leagues Chairperson voted in by clubs Post Primary School Representative voted in by schools Technical Officials Representative voted in by officials Coach Development Committee Chairperson Club Development Committee Chairperson Co-option members (at discretion of the Board) Positions can be doubled up - if individuals are willing to take on a dual role. No-one may sit on more than three standing committees as per Article 22.7. The Company’s Terms of Reference Identity priorities / requirements in the Board's Region Identify financial requirements of the organisation and seek to secure some alternative funding Liaise and inform Basketball Ireland of all decisions and developments Recruit and train, coaches, officials, volunteers. Oversee development programme Co-ordinate regional, national and international competitions Provide framework of Regional Development Squads / BNI Academies Promote and develop local basketball Deliver regional participation, club development programmes Members of the Board will also be available to take on the role of the Appeals body for the Area. No club may be represented by a member of the Board. Board members must be impartial and represent the views of all the members of BNI. 5. DUTIES OF OFFICERS The main duties of each officer are described below. For more detailed information on duties and requirements see the current job description documents. CHAIRPERSON The Chairperson will be responsible for the overall running of the Board and the delegation of duties to other Board Members as appropriate. The Chairperson will chair each meeting. The Chairperson will represent the Company at public functions. The Chairperson will be the primary arbitrator in the event of disagreement among Board members. The Chairperson will be a point of contact with Basketball Ireland and other area boards on policy issues. In the absence of the chairperson the Secretary will take responsibility. SECRETARY The Secretary will be responsible for all correspondence to and from the Board (with the exception of matters directly related to other member’s functions, e.g. matters related to the running of leagues or tournaments etc.) The Secretary will be responsible for the preparation of any paperwork, and will set the agenda for each meeting, where upon the Secretary will take minutes of all meetings. The Secretary is responsible for the general administration of the Board. The Secretary acts as a deputy to chairperson and as liaison to the Appeals Committee (in initiation of appeals procedures). TREASURER It is the sole responsibility of the Treasurer to oversee all financial affairs of the Board, including the collection of fees and fines owed by Clubs, the payment of all bills due and bringing matters with financial implications to the attention of the Board. The Treasurer shall maintain a record of all monies received and expended by the Board, lodge all monies received on behalf of the Board and submit a Financial Report in the form of management accounts to the Board Officers each month and at the Annual General Meeting. The Treasurer is required to produce a mandatory Annual Financial Statement of account for the Board. SAFEGUARDING OFFICER The Child and Vulnerable Adult Officer will: Implement and promote the Company’s Child and Vulnerable Adult Protection Policy and Procedures Report regularly to the Board Act as the main contact within the Company for the protection of children and vulnerable adults Communicate with members on issues of child and vulnerable adult best practice Keep abreast of developments and understand the latest information on data protection, confidentiality and other legal issues that impart on the protection of children and vulnerable adults, Encourage good practice and support of procedures to protect children and vulnerable adults. Establish and maintain contact with local statutory agencies including the Police and Social Work Department if an issue arises. Liaise with SNI’s C.P.S.U. Undergo Safeguarding Officer training courses Maintain confidential records of reported cases and action taken and liase with the statutory agencies and ensure they have access to all necessary information. Regularly monitor and review the Company's Child and Vulnerable Adult Protection Policy and Procedures. 6. DUTIES OF OTHER BOARD MEMBERS The main duties of each officer are described below. For more detailed information on duties and requirements see the current job description documents. Club Development Officer The Club Development Officer will be responsible for the overall development of clubs with the NI Area Board. The Chairperson will chair each meeting. The Chairperson will represent the Company at public functions. Coaching Director The Coaching and High Performance Officer will be responsible for all matters pertaining to coach development and high performance, including the development of the Regional Development Squad and the BNI Academies. Technical Development Representative The Technical Development Representative will be appointed by the Officials Committee and is responsible to the Board for the management of matters related to officiating. This includes referees, table officials and commissioners. Primary Schools Representative The Primary Schools Representative will be appointed by the Primary Schools Committee and is responsible to the Board for the management of matters related to basketball in primary schools. Post-Primary Schools Representative The Post-Primary Schools Representative will be appointed by the Schools Committee and is responsible to the Board for the management of matters related to basketball in secondary level schools. Governance Officer The Governance Officer will be responsible for all matters pertaining to the good governance of BNI, including oversight of compliance with BNI’s duties with regard to Companies House, delivery of BNI’s Strategic plan, disciplinary matters, complaints, etc. 7. MEMBERSHIP Membership is confined to affiliated clubs whose home courts are in the Northern Ireland area except in cases where exemption has been granted by the members and the Board. BNI reserves the power to refuse or revoke the membership of any club or individual. 8. AFFILIATION / REGISTRATION All affiliation and registration fees shall be fixed each year by the Board. Currently Clubs must declare which leagues they wish to play under through the Board on or before 31 August each year. Reregistering individuals shall reregister no later than 1 September and if this is not completed an increased registration fee will be implemented. The membership form, duly completed, together with the appropriate fee shall be sent directly to the Registrar c/o The Basketball Northern Ireland Office located at House of Sport. Proof of age may be required and this may be given in the form of a Birth Certificate/Passport or alternatively a letter from the registering