Heavy Woollen League Administration

  1. Annual Team Entry

    1. Clubs intending to renew membership of the League are required to e-mail a team entry form to the League’s General Secretary no later than 30 November, in type-written format, detailing their requirements for the following season. The GLMC may impose terms and conditions, with regard to a clubs renewed membership. Applications for new membership, as opposed to renewed membership, shall be considered separately by the ELMC who will make appropriate recommendations for approval or rejection at the AGM. Such membership, if approved, shall be probationary and shall be reviewed at the end of twelve months, if the club intends to renew its membership.
    2. A club withdrawing a team(s) from the league after 10th January shall pay the full amount of the annual subscription, as per rule 5 (a) of the Administration rules, and in addition will be fined as per rule 5 (c).
    3. Clubs shall appoint a “league representative” who is defined as the person responsible for:
      1. Attendance at meetings as an active member of the GLMC and reporting back to club committee, as required;
      2. Receiving and disseminating e-mail messages and enquiries emanating from the League General Secretary including notice of meetings, minute circulation etc;
      3. Overseeing the implementation of instructions, adjudications and rulings received from the league.
    4. The names and contact details of all outstanding key club officials must be e-mailed to the League’s Handbook Editor prior to the 1st February in order to meet the strict deadline set for publication in the Handbook. Failure to meet this “deadline” date may result in a fine being levied at the discretion of the GLMC.
    5. A club shall not be allowed to enter two teams in an age group unless it is able to fulfil all its fixtures on the allocated day of the week set aside for that age group. If the aforementioned conditions are met the teams shall function as two separate “League clubs” in terms of player registration, team management and the provisions of General Rule 6. The teams (to be known as their “A” and “B” teams or other approved named equivalent) will not be grouped together so as to compete in the same section of the league.
  2. Player Registration and Membership

    1. All players shall be made a bona-fide member of the club (s) for which they play and their parents, or guardians, shall be required, annually, to complete a “player disclosure form”, for retention by their respective club (s).
    2. Clubs are required to register all their junior players with the league using the “online” website linked facility provided for the purpose or as directed by the league’s Registration Coordinator. This should be undertaken prior to playing in their first match of the season. The registration data required for each player to include his/her full name, gender, date of birth, parental contact details (preferably both mobile phone and email address) & club identity.
    3. In order to make provision for unforeseen circumstances a player may be permitted to play in a match without being registered provided he/she is registered within 48 hours of the match date and before the match result/outcome data is recorded “online”, in accordance under the provisions of General rule 5.
    4. Players are permitted to play for more than one club during the current season provided it involves different age groups e.g. they can play U11 cricket with one club and U13 cricket with another club etc. If a player wants to play for two clubs in same age group an approved transfer, or loan agreement, will be required under the provisions of General rule 6. However, if a player has previously played in a Knock-Out Cup competition he/she must not be allowed to play for another club at a later stage. In other words he/she is “cup tied”.
  3. Disclosure and Barring Service (DBS) Vetting Checks & Safeguarding Children

    1. The DBS vetting process should only be used when a person is undertaking duties, whether paid or unpaid, that will bring him or her into regular, direct, personal and possibly individual contact with young people who have not attained adult status, deemed to be 18 years of age. Guidance is published in League policy and the CWO will be responsible for giving direction when doubt exists.
    2. The CWO shall maintain accurate records of all persons required to complete a DBS check and keep all such documentation in a secure manner. These records shall include a person’s full name; date of birth, home address, and postcode to which should be added their DBS Enhanced certificate expiry date which is needed to complete the DBS verification procedure. Note: Enhanced Disclosure certificates are valid for three years from their date of issue.
    3. Applications for Disclosure certificates, whether new or renewed, shall be coordinated by the CWO who MUST determine the outcome of an application through sight of the applicants certificate or by e-mailed contact with a YCB Assistant Welfare Officer) who, on request, will access the ECB database which lists all persons, within cricket, in possession of a valid DBS check. This process involves matching records held, by the club or league, with that shown on the ECB database, from which details of a persons Enhanced Disclosure certificate expiry date will be obtained. If an applicant claims to already have an Enhanced Disclosure certificate, but has misplaced it, the CWO must seek confirmation via the ECB database referred to above by requesting details of the expiry date, without which the persons claim shall be dismissed.
    4. Applications for Disclosure certificates, whether new or renewed, shall be coordinated by the CWO who MUST determine the outcome of an application through sight of the applicants certificate or by e-mailed contact with a YCB Assistant Welfare Officer who, on request, will access the ECB database which lists all persons, within cricket, in possession of a valid DBS check. This process involves matching records held, by the club or league, with that shown on the ECB database, from which details of a person’s Enhanced Disclosure certificate expiry date will be obtained. If an applicant claims to already have an Enhanced Disclosure certificate, but has misplaced it, the CWO must seek confirmation via the ECB database referred to above by requesting details of the expiry date, without which the persons claim shall be dismissed.
    5. If a CWO has any concerns about incidents reported to them they must verbally inform the County Welfare Officer who may decide to refer the case to the ECB Child Protection team. The LWO is responsible for processing matters in a like manner if a report is received at league level.
    6. The CWO’s and LWO shall obtain periodical training in support of their work by undertaking the following educational programme every three years:

      • “Safeguarding and Protecting Children “workshop accredited by Sports coach UK
      • “Safe Hands” course. Accessed via the County Welfare Officer’s organisation
    7. Insurance cover

      It is a League requirement that all clubs in membership shall take out Public Liability Cover, (a minimum indemnity cover of £10m (ten million) is required) and, on request, shall provide evidence of compliance.

      The League, the Management or any Officer of the League shall incur no liability arising from the failure of any club to meet the requirements of this rule. Clubs found in breach of this requirement will be debarred from involvement in any League activity, until such time as the required cover is in place.

    8. Subscriptions, Fines, Levies and Expenses

      1. Annual subscription charges, fines, levies and expenses will be determined at the AGM. The current rates are :-
        1. Annual Subscription is set at £30.00 per team, except the rate for the Girls team entry is £10.00 per team.
        2. Late payments for annual subscription e.g. paid after 1st June – £5.00.
        3. Withdrawal of a team from the league after 10th January – £50.00
        4. Non-attendance of a club representative at the AGM or meetings of the GLMC – £10.00 (First offence) and £20.00 (for each further offence).
        5. Failure to notify the league the outcome of a match, or reason for not playing the match, within 48 hours of the scheduled fixture date or, where applicable, the re-arranged date when postponement is permitted – £5.00
        6. Failure of a club to register existing players before the start of the season – £10.00.
        7. Failure to register new players within 48 hours of playing in their first match – £3.00 per player per match played.
        8. Failure to fulfil a fixture – £10.00. (Waived during Spring Bank Holiday week-deemed to run from Sun to Fri incl)
        9. Failure to return cups and trophies as directed by the leagues Trophy Steward – £25.00.
        10. Annual levy for Handbook production – £20.00.
        11. Umpires engaged by the league’s Appointments Secretary to officiate in domestic finals, including the under 15 and under 17 semi-finals, shall receive expenses at the rate of £10.00 per match. The same shall apply to the qualified umpires provided by the league to officiate in the annual Joe Lumb and Yorkshire Junior Cricket Festivals.
      2. All fines, that are levied, shall be paid within 28 days of the notification date, otherwise, other punitive measures may be taken (such as increasing the said amount), as directed by the GLMC. Outstanding fines must be paid before the AGM otherwise any club(s) in default will not be able to enter a team, or teams, for the following seasons competitions
    9. Rule contravention

      1. Rule contraventions which is seen to disadvantage a club, whether intentional or otherwise, will generally result in measures being taken against the offending club, which may vary in its application dependent on the outcome of the match. For example failure to retire a batsman or not use a bowler in accordance with the provisions of Section rule 2 shall automatically result in a fine of £10.00 being levied against the offending club if it goes on to lose the match. In the event of the winning team contravening the same rule the match will be awarded to their opponents. In a tied match situation the offending team will concede the match to their opponents.
      2. Repeated non -compliance with General rule 5.1 (result notification delay) will incur a penalty point (s) deduction in addition to the imposition of a fine. The scale of the point deduction will be increased for each offence and will be taken from the defaulting clubs league point tally, as follows:
        • First offence = £5 fine
        • Second offence = 1 point deduction + £5 fine
        • Third offence = 2 points deduction + £5 fine
        • Fourth offence = 4 points deduction + £5 fine
      3. Failings in the application of administrative rules, requirements and other instructions that are seen to disrupt the workings of the league may result in punitive measures being taken against the offending club, at the discretion of the GLMC. e.g. the non return of information within set timescales may result in a fine being levied and/or exclusion from a specified league activity, such as fixture allocation.
    10. Communication policy contravention

      Any breach in the communication policy of the league, whereby a message is sent/directed to the wrong league official will result in a fine of £5.00 being levied per offence.

    11. Handbook. Preparation and distribution

      The League shall produce a Handbook, annually, incorporating the rules of competition, a directory of club officials, league policy, child welfare guidance and the current fixture schedules.

      Club management should ensure the Chairman, Secretary, appointed League representative, CWO and individual team managers receive a copy of the handbook, for personal reference.

      Changes subsequently made to the details shown in the “Directory of Clubs in Membership” section of the Handbook, (published on pages 51 to 57), must be reported, by email message, to all the League Representatives listed in the Handbook, by the club initiating the change. The League’s General Secretary must also be advised of the change to enable the detail shown on the league website to be amended, to reflect the current position. Failure to do so may result in a fine being levied as directed by the GLMC.

    12. Named individual prizes

      All annual trophies (team and individual) MUST be returned to the League in April at the pre-season meeting of the GLMC. Failure to do so will result in a fine of £25.00 being levied, per trophy not returned.

      Clubs will be responsible for the collection and subsequent return, including those held by individual club members.

      Trophies to be returned in a presentable condition and appropriately engraved.

      Clubs returning trophies, which have not been engraved, will be subsequently charged for the cost of engraving.

      The league insures all Cups and Trophies whilst they are on Club premises.

      Trophies held by individuals and kept at their home residence etc must be insured separately.

      1. The highly prestigious ”Spirit of Cricket” Dale Baxter Memorial Trophy is awarded annually to the club, which is deemed to have made a significant contribution to the reputation and standing of the league. This is the highest award that the league can bestow on a club.
      2. The W. S Goldsmith Memorial Trophy is awarded annually to the player who has made a major contribution to furthering the prestige of the league, both on and off the field of play, throughout his/her junior career. This is the highest award that the league can bestow on an individual player.
      3. The Roy Black Trophy is awarded to The Clifford Smith U17 League Championship Final “player of the match”.
      4. The Roy Anderson Trophy is awarded to The Derek Taylor Cup Final “player of the day”.
      5. The George Newton Trophy is awarded to the U17 player of the season.
      6. The Brian Calverley U15 Player of the Season Trophy is self explanatory.
      7. The John Regan Trophy is awarded to the leagues “player of the week” in the Under 15 Yorkshire Junior Cricket Festival.
      8. The All Sports Awards (Bob Moore) U13 Player of the Season Trophy is self explanatory.
      9. The Heavy Woollen Cricket Society Trophy is awarded to the leagues “player of the week” in the Under 13 Yorkshire Junior Cricket Festival.
      10. The Clifford Smith Trophy is awarded to the U11 player of the season.
      11. The Neil Smith Trophy is awarded to the U11 Dorothy Smith championship “player of the finals”.
      12. The Dennis Richards Trophy is awarded to the leagues “player of the competition” in the Under 11 Yorkshire Junior Cricket Festival.
      13. The Clifford Smith Memorial Trophy is awarded to the U10 player of the season.
      14. The Geoff Lowe Trophy is awarded to the U 9 player of the season.
      15. The Tom Austin Trophy is awarded to the Girl player of the season.
      16. The Daniel Ward Memorial Trophy is awarded to the best individual performance by a HWDJCL tour player.
    13. Claims for Individual Prizes and Award procedure

      This section to be read and applied in conjunction with section 9 above.

      1. The GLMC shall decide the winners of the trophies except those referred to in 10.2 below
      2. A member of the GLMC, or the match umpires appointed by the League, shall decide the winners of the trophies referred to in 9.3, 9.4, and 9.11.These particular trophies shall be awarded to the winners on Finals Day.
      3. The identity of all trophy winners to be announced at the post-season meeting of the GLMC in October and thereafter the details shall be circulated to clubs in writing to assist recovery and return to the league before the start of the following season.

    ABBREVIATIONS ADOPTED AND REFERRED TO IN THIS HANDBOOK

    AGM
    Annual General Meeting GLMC General League Management Committee
    CWO
    Club Welfare Officer LWO League Welfare Officer
    DBS
    Disclosure and Barring Service MCC Marylebone Cricket Club
    ECB
    England and Wales Cricket Board Ltd
    NSPCC
    National Society for the Prevention of Cruelty to Children
    ECBACO
    ECB Association of Cricket Officials
    ECBCA
    ECB Coaches Association SDF Self Declaration Form
    EGM
    Extraordinary General Meeting VBS Vetting & Barring Scheme
    ELMC
    Emergency League Management YCB Yorkshire Cricket Board Committee YSCA Yorkshire Schools Cricket Association

    COMMUNICATION POLICY & CONTACT PROCEDURE

    Unless stipulated otherwise in this Handbook ALL COMMUNICATION, between Club and League Management, shall be sent by email, or email attachment, to the Leagues General Secretary, Julie Sewell, for attention.

    The club’s “League Representative” will be the main recipient of all email messages emanating from the Leagues General Secretary. They must arrange for their club to be represented at meetings of the GLMC and AGM referred to below.

    It needs to be recognized by all concerned that an email message enables the recipients to deal with it at a time and place suitable to him/her and most importantly avoids inconvenience and nuisance.

    Except when made in connection with the provisions of General rule 4.4, a telephone call is NOT considered an approved method of communication to conduct league business, since it undermines a person’s right to privacy.

    You are urged to respect this policy and note that league management will not hesitate to impose the provisions of Administration rule 7, in respect of misdirected communications.

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