THE FINNISH CRICKET ASSOCIATION'S CLUB DEVELOPMENT FORUM 2016 - REPORT ON (WITH BOARD RECOMMENDATIONS) - Cricket Finland
←
→
Page content transcription
If your browser does not render page correctly, please read the page content below
REPORT ON
THE FINNISH CRICKET ASSOCIATION’S
CLUB DEVELOPMENT FORUM 2016
(WITH BOARD RECOMMENDATIONS)
(location) LAHTI
26.11.2016
COMPILED BY
JO HADLEY
FCA CLUB DEVELOPMENT OFFICER
1.1.2017
1
ALL CLUBS’ PRH MUST DO ACTIONS 2017
(Supplement to Report on 2016 Club Development Forum)
Clubs are required BY LAW as well as a condition of FCA Membership to run as ‘ry’ associations registered
with the PRH. Only 2 of the 16 league playing FCA clubs updated the PRH in 2016. All others are presumed
to be out of date, 7 are known to be so. 10 league clubs failed to run a proper AGM to the legally required
Agenda and 10 need to improve the quality and content of their AGM Minutes (see 2016 Report in full).
ALL CLUBS MUST NOW IMPLEMENT THIS ACTION PLAN FOR 2017:
WHAT HOW WHEN WHO
ACTIONS FOR ALL CLUB COMMITTEES:
Obtain a copy of your club’s constitutional Online from PRH here: NOW! 2016
Rules (if not already to hand) and check them http://yhdistysrekisteri.prh.fi/et By 15.1 Chair
against your current AGM procedure. usivu.htx?kieli=3&oskori=NEW (You!)
Hold a proper AGM (i.e. in compliance with See Annex A (AGM Agenda Feb/Mar 2016
your Club’s Rules & their required Agenda). Template) in Forum Report Chair
Submit properly structured copy of AGM See Annex B (AGM Minutes 15 April 2017
Minutes to FCA Secretary by email. Template) in Forum Report Chair
Update PRH Register with your 2017 Online with PRH here: 15 April 2017
Committee, Signatories & Contact Address https://www.prh.fi/en/yhdistysr Chair
via amendment notice (even if no change). ekisteri/muutosilmoitus.html
FOR FCA BOARD/DEVELOPMENT OFFICER:
Obtain and check PRH Register details Online enquiry with PRH here: 1 - 31 FCA
against AGM Minutes for each FCA club (& http://yhdistysrekisteri.prh.fi/ot May CDO
provide constructive feedback on minutes). haku.htx?kieli=3&oskori=NEW
Final warning notice to clubs still needing to e-mail to club, 2017 committee By FCA
update PRH to do so by 16 June w/o fail. & PRH registered contact 31 May CDO
Final check with PRH for proper updates. http://yhdistysrekisteri.prh.fi/ot 19 - 22 FCA
haku.htx?kieli=3&oskori=NEW June CDO
Consider actions against clubs identified as CDO Report & documentation 1 - 31 FCA
not properly running as ‘ry’ association. to FCA Board re PRH status July Board
Notification of potential FCA dismissal and/or e-mail to club, 2017 committee By 31 FCA
withdrawal of 2018 league entry/playing & PRH registered contact. Aug Board
rights for clubs failing as ‘ry’ associations.
2
Contents
EXECUTIVE SUMMARY & BOARD RECOMMENDATIONS .............................................................................. 4
INTRODUCTION – GOOD GOVERNANCE IN CLUBS ....................................................................................... 7
1. AGM – AGENDAS, MINUTES & PREPARATION .................................................................................... 10
2. ACCOUNTS – BUDGETS, REPORTS & INSPECTIONS ............................................................................ 16
3. VALUES, TRADITIONS & DISCIPLINE .................................................................................................... 20
4. GROUNDS & EQUIPMENT ................................................................................................................... 23
5. STRATEGIC DEVELOPMENT ................................................................................................................. 24
6. LEAGUE SUB-COMMITTEE & GENERAL MATTERS .............................................................................. 25
CONCLUSION – BASIC CLUB MANAGEMENT STANDARDS ......................................................................... 26
ANNEX A AGM AGENDA TEMPLATE ....................................................................................................... 28
ANNEX B AGM MINUTES TEMPLATE ...................................................................................................... 30
ANNEX C FCA CONSTITUTION (2014) ..................................................................................................... 34
ANNEX D SUGGESTED ANNUAL REPORT STRUCTURE/CONTENT ........................................................... 39
ANNEX E SAMPLE BUDGET ITEM CONSIDERATIONS .............................................................................. 40
ANNEX F OPERATIONS INSPECTOR’S REPORT TEMPLATE (PRH) ........................................................... 42
ANNEX G TRADITIONS AND ETIQUETTE OF CRICKET .............................................................................. 44
ANNEX H GROUND SAFETY BEST PRACTICE............................................................................................ 46
ANNEX I FORUM ATTENDANCE LIST...................................................................................................... 47
3
EXECUTIVE SUMMARY & BOARD RECOMMENDATIONS
A review of AGM Minutes submitted to the FCA by member clubs in April 2016 and status of related PRH
responsibilities gave serious cause for concern. It is evident that with few exceptions, many clubs are
lacking in either knowledge or ability to run themselves properly as an ‘ry’ association.
The 2016 Club Forum focussed on developing competencies for proper ‘ry’ association administration
within Finnish Law and as a constitutional condition of FCA membership. Failure to act and improve in this
area will put a club’s continued FCA membership at risk.
For 2017 all FCA member clubs must ensure that the following specific areas of administration are
properly attended to, or risk not being permitted to participate in any SM-leagues in 2018:
1. Annual General Meeting (AGM) 2017
Prepare and hold in compliance with the club’s constitutional rules (obtain from PRH).
Hold between February and March 2017 (unless other time specified in above rules).
Follow standard agenda as prescribed by Law and club’s rules (see template at Annex A).
2. Minutes of AGM to FCA
Draft and submit proper AGM minutes to FCA by 15 April (see template at Annex B).
Include confirmation of legality, accounts, setting of fees & election of committee.
Ensure appointment of operations inspectors for 2018 AGM (see template at Annex F).
3. Update Finnish Patent & Registrations Office (PRH)
Obtain copy of club’s constitutional rules and register extract if required (immediate).
Amendment notice to PRH with 2017 committee & club contact details by 15 April.
Notify club’s bank of any changes to PRH registered signatories (committee) by 30 April.
These three essential (and legally required) areas of self-governance as an ‘ry’ association are critical
and must be done if your club wishes to play in SM-leagues from 2018 onwards. The evidence from
enquiries in 2016 is that in many cases they have been neglected for many years.
4. Discipline Officers & Etiquette
Regarding FCA Rules & Regulations on discipline, each club is required to nominate a discipline
officer at their AGMs. They should be able to exercise fair and impartial judgement as part of any
required discipline panel and concerned to see a good standard of conduct and behaviour
maintained in the field. To supplement the FCA’s Codes of Conduct, a Traditions & Etiquette
document has been drafted (see Annex G).
4
Clubs will be monitored during 2017 for compliance with these key areas of administrative development.
Help and advice can be given by the FCA to see that willing clubs succeed. This report acts as a primary
reference document in this respect and should significantly assist.
Basic Club Management Standards:
In most other respects, most clubs (with a few exceptions below) were found to have been able to meet
all 11 basic club management standards identified during the 2015 Forum and set at the FCA’s 2016 AGM:
Only one FCA member club failed to submit AGM minutes (HMCC)
Two clubs failed to attend the FCA AGM (BTCC & FPC)*
Seven clubs were 7 or more days late with FCA summer payments for summer KNCG use
(BTCC x 2, FPC x 2, Espoo x 2, Gymkhana CC x 3, Tre CC, Tre Eagles CC & Vantaa CC)**
Only one club fielded (one occasion) a non-VALO licenced player (FPC)
Only one club experienced a CricHQ failure (technical) during the summer (FPC)
Three clubs incurred umpiring duty failure penalties (Everest, HCC, SKK)
Most, if not all, clubs seem to have appointed a Head Coach in some form.
There were no captains report failures via CricHQ during the summer.
A number of clubs assisted with KNCG work and/or FCA administration.
All club’s generic emails were found to be working and mostly responded to.
All clubs organised ground, though some experienced initial difficulties (Espoo CC).
*BTCC & FPC, along with FinCricket and Tampere Eagles were also absent from the 2016 Forum.
**Five of these clubs have been consistently late with their FCA payments. Over the two-year period 2015
and 2016 they have averaged a lateness of payment of 7 days or more are as follows:
Finnish Pakistani Club (FPC) – 30 days/1 month late on average from 6 invoices.
Bengal Tigers CC (BTCC) – 23 days/3 weeks late on average from 14 invoices.
Espoo CC – 14 days/2 weeks late on average from 10 invoices.
Helsinki Gymkhana CC (HGCC) – 14 days/2 weeks on average from 17 invoices.
Vantaa CC (VCC) – 7 days/1 week late on average from 14 invoices.
Dedicated bank accounts for all clubs have been proven to be operational by end of 2016. Budget
determined club membership fees properly set at AGMs and promptly collected before season should
ensure sufficient cash flow for FCA invoices and leave NO EXCUSE for late payments during 2017.
The ‘MUST DO’ list of PRH actions on page 2 of this report serves as a clear, immediate and easily
accessible reference point for all clubs in general. It is also drawn to the specific attention of clubs
identified here as being at risk of both failing to run themselves properly as an ‘ry’ association and/or
displaying difficulties with their finances by being consistently late in making their FCA payments.
5
Namely:
Bengal Tigers CC (BTCC)
Finnish Pakistani Club (FPC)
Espoo/Greater Helsinki CC
Helsinki Gymkhana CC
Vantaa CC (VCC)
This does not detract from the fact that virtually all clubs need to improve the standard of their AGM
Minutes and PRH Updating Admin.
The four new clubs that registered with the FCA in late 2016 (Ottaniemi CC, Nordic Warriors, Club ’71 and
Southern Stars) will likewise be expected to maintain these administrative standards as ‘ry’ associations.
Consequences of inaction:
The collective progress and development of cricket in Finland must not be held back by the poor
governance and management of member clubs. The Board of the Finnish Cricket Association would be
well within its rights to discontinue membership of clubs who are unwilling or unable to properly manage
themselves as an ‘ry’ association within Finnish law and the basic constitutional terms of FCA membership.
The above areas of attention were communicated to all clubs by email 28.11.16 as an interim follow-up
summary of Club Forum discussion points. There can be NO EXCUSE for not attending to them.
RECOMMENDATIONS FOR BOARD CONSIDERATION:
1. Dismissal of clubs unable to run themselves as RYs in accordance with law for 2018
2. Caution over accepting new clubs in areas with existing clubs – encourage cooperation.
3. Adoption of Basic Management Standards & introduction of a ‘Well Managed Club Award’.
4. Adoption of Traditions & Etiquette as a supplement to the FCA’s Codes of Conduct.
6
INTRODUCTION – GOOD GOVERNANCE IN CLUBS
This report concludes a two-year agenda on club development for the Finnish Cricket Association. Its
central finding is that whilst member clubs are attentive to the practicalities of playing cricket as their core
purpose and activity, more detailed attention needs to be paid to running themselves as ‘ry’ associations.
This is not only a necessary condition of FCA membership but a legal requirement under Finnish law.
Taken as developing ‘good governance’ in clubs, proper administration as an ‘ry’ association was the
central theme of the 2016 Club Forum. It follows the basic standards of club management provided by
the 2015 Forum for clubs to aim for during 2016. The extent to which clubs can demonstrate their ability
to properly meet the basic administrative standards required of them by law during 2017 is the subject of
this report’s recommendations for future consideration by the FCA Board over membership.
What is ‘Good Governance’? – Law based administration
An EU funded 2011 report by the International Sport and Culture Association (ISCA) Good Governance in
Grassroots Sport was used to frame the Forum’s agenda1. Essentially it presents ‘governance’ as the HOW,
not the WHAT, of a club. Put simply: a club’s administration (the ‘how’) rather than its activity (the ‘what’).
GOOD GOVERNANCE:
Rule of law based club admin’.
A vehicle for positive social values.
The HOW, not the WHAT, of a club.
The ISCA report speaks of good governance in sport as a “pre-requisite for sport to fully serve its role as a
vehicle of positive values, which contribute to personal development, social cohesion and the bringing
together of people.” There can be no mistaking the resonance this broad social dynamic has with the
international and culturally mixed nature of the cricket community in Finland. Seen this way, ‘good
governance’ is as a vehicle for advancing positive social values and highly applicable to cricket in Finland.
In more direct terms, though, good governance is taken as ‘rule of law based administration’. Applied to
the Finnish context this means running clubs as PRH registered ‘ry’ associations in proper compliance
with the relevant legislation and a club’s own law-based constitutional rules. In other words, properly held
and documented AGMs, with properly elected and registered boards accounting to members for a club’s
finances and activities based on an annually agreed and budgeted plan. For club development, this is the
focus of this report as a requirement not only by the FCA of its member clubs, but by the law itself.
1
The full report was circulated to members beforehand for general information and can be accessed at
www.goodgovsport.eu
7In all this, the ISCA recognises a sports club or association’s governance as “the board’s legal authority to
exercise power and authority over an organisation on behalf of the community it serves.” In terms of
legally defined responsibilities for the interests of a club and its members, this applies as much to the
elected boards of cricket clubs, as it does to the board of the FCA itself over those same clubs as members.
It is what gives the FCA the right to expect and assert a member club’s compliance with the basic terms
and conditions of membership and activity within it, as well as a member club the right to expect and
assert, by extension, its own members’ recognition and compliance with the same.
‘Grassroots Sport’ – Do they mean us?
Speaking generally, the ISCA report draws on references to ‘Grassroots sport’ as “all sport disciplines
practiced by non-professionals and organised on a national level through national sport.” Described as
typically ‘low-cost and self-financing’ and referred to as ‘amateur, non-profit, and voluntary’ in nature and
characterised by a ‘sports for all’ attitude, what the report clearly means by ‘grassroots clubs’ are precisely
the kind of clubs that make up FCA membership and similar organisations the world over.
On a more global scale, ‘grassroots sport’ is recognised as an important medium through which ‘a sense
of fair play and justice is practiced and learnt by its members’ who have, basically, joined a local
community to engage in a level of collective effort in pursuit of any given sport. The potential of this can
certainly be said of cricket in Finland when viewed as a community level activity in the wider society.
There is also broad sense in which ‘grassroots sport’ is viewed in the ISCA report as ‘a social movement’
existing beyond the parameters of either the market or the state as a ‘largely cultural phenomenon’.
Crucially, with regards to the central theme of governance, it is said to be ‘self-regulating’ through its own
membership and is essentially democratic in nature.
The ISCA report’s four key principles of ‘good governance’: democracy, transparency, accountability and
inclusiveness, were signalled by way of introduction to those present at the FCA’s 2016 Club Forum. They
were then referred to as it progressed through its day’s agenda. The same should be done when reading
this report on the Forum’s agenda along with ISCA’s ideas of ‘good governance’ as outlined above.
8So, in reading this report please put the basic activity of cricket to one side. As committee/board members
of clubs, separate out the more practical (but nonetheless important) need to organise ground and teams
for next summer’s leagues – the ‘WHAT’ of clubs. And focus with equal attention and vigour on the
administrative (‘governance’) requirements of running a club as an ‘ry’ association within Finnish law and
as a core constitutional condition of FCA membership – the ‘HOW’ of clubs. Because that is the
fundamental issue emerging from the FCA’s Club Development agenda over the last two-years and the
first Club Forum attended by committee representatives of member clubs in autumn 2014.
KEY PRINCIPLES
Democracy
Transparency
Accountability
Inclusiveness
Consequences of Failure to Self-Govern as ‘ry’ associations
PLEASE BE WARNED – club representatives at the Forum variously signalled that the FCA should take a
STRONGER and LESS TOLERANT stance on member clubs who are manifestly unable or unwilling to
run themselves as ‘ry’ associations and meet the basic standards of self-governance in future.
Special attention should therefore be paid to this report’s content on:
AGMs & Minutes
Accounts & Inspections,
Values & Discipline.
Compliance with League requirements, are of course, also of importance in terms of the game itself and
operational functioning within the FCA. But the focus of this report is club governance.
For clarity – it is about the basic legal requirements that clubs must meet. Those that can’t (or won’t) are
putting their membership of the FCA at risk. For the FCA is under obligation to ensure its member clubs
are running themselves properly as ‘ry’ associations in accordance with law.
The content of this report aims to help clubs take responsibility for achieving the basic legal standard
of self-governance as ‘ry’ associations in Finland. Please use it for your club’s 2017 AGMs.
The future of cricket in Finland has much potential. Not only for the game itself but for its members as a
community and their collective contribution to the society at large. It is through the community’s own
good governance that it will be able to reach that potential. Clubs that understand this will succeed.
91. AGM – AGENDAS, MINUTES & PREPARATION
The single most important legal requirement of any registered association (‘ry’) is its Annual General
Meeting (AGM). It is the focal point of the club’s year. All members are expected to attend or send
apologies for their absence. It is where the club’s committee accounts to its members for the previous
year’s finances and activities and the coming year’s budgeted activity plan is presented and agreed.
Membership fees are set based upon it and a committee for the coming year elected (or re-elected) from
and by the members to oversee its implementation.
The quality of the AGM and its content defines the club’s competency for self-governance. However, when
assessed by the copies of minutes submitted to the FCA from their 2016 AGMs, it was clear that all but a
few member clubs were running themselves properly in this respect. As an outcome of the previous
year’s 2015 Forum (and to be repeated for 2017), all clubs were specifically tasked with five ‘to do’ items
in respect of their AGM’s and PRH responsibilities as ‘ry’ associations:
i. Hold a club AGM in accordance with your club’s registered Rules (by 31 March)
ii. Submit a copy of AGM minutes (naming incoming committee) to FCA (by 15 April)
iii. Update PRH (and bank if need be) of any changes to Committee or Rules (by 15 April)
iv. Create and maintain a formal Club Membership List (names and addresses) (by 30 April)
v. Provide each member with a copy of your club’s registered Rules (by 30 April)
Membership Lists, Club Rules & Updating PRH
The extent to which clubs have managed items iv & v in respect of membership lists and club rules has
not been assessed. The former is a legal requirement under the Associations Act (section 11)2, the latter
readily implementable good practice. Every committee should have a copy of their club’s constitutional
rules. If not, they can be obtained from the PRH office here: https://www.prh.fi/en/yhdistysrekisteri.html
Regarding item iii, only FOUR FCA member clubs updated PRH with committee and/or rule changes in
consequence of their 2016 AGMs. However, on checking of committee members in a sample of SIX AGM
minutes against PRH records in December, it is known that those six clubs at least should but have not
updated PRH with their new committees (and any related change in contact address). It is HIGHLY LIKELY
that MOST IF NOT ALL other clubs similarly need to update PRH with their current committee details.
2
An English copy of the Associations Act can be found on the PRH website here:
https://www.prh.fi/en/yhdistysrekisteri/act.html
10It could be argued, though, that new committees are only legitimate if the AGM process resulting in their
election has been properly held in accordance with their club’s constitutional rules (as per item i). The
basic assessment of 2016 AGM minutes indicates that this might not be the case for all clubs concerned.
GOOD GOVERNANCE: The FCA will therefore again expect all member clubs to properly conduct their
2017 AGMs in accordance with the Associations Act and their own constitutional club rules (as
registered with the PRH) and update the PRH with committee changes for 2017 accordingly.
Assessment of 2016 AGM Minutes
Minutes for 2016 AGMs were received from all 16 league playing clubs and 2 ‘hobby’ member clubs.
Whilst all invariably dealt with cricket and league preparation (as the ‘WHAT’ of a club in terms of its
activity), only two (Empire CC & Kerava CC) could be said, from the submitted documents, to have
satisfactorily covered all legally required aspects of an AGM (as the ‘HOW’ of a club in terms of its
administration). In other words, the proper function of many club’s AGMs was being missed.
While 4 others could be said to be adequate (Vantaa CC, Helsinki CC, Finn-Asia, Turku CC) it is a matter of
concern that most, based on the documents submitted as minutes of their AGMS, would be unlikely to
withstand legal scrutiny. Many clubs’ minutes failed in the following legally required areas:
No preliminaries (selecting a chair & confirming legality of meeting) – 9 clubs
No balance of accounts/financial statements – 7 clubs
No audit/operations inspectors report – 10 clubs (4 others unclear)
No budget for coming year – 5 clubs (3 others unclear)
Did not set or state annual membership fees – 6 clubs
Did not elect a Chair/Committee for coming year – 2 clubs
Did not appoint an auditor/operations inspector – 10 clubs
This sets a baseline for 2016. Against it, at least HALF FCA member clubs could be said to be at serious risk
of failing in competency to self-govern in accordance with law and their terms of FCA membership as ‘ry’
associations. This is a serious issue for all and needs to be addressed for 2017.
A standard AGM Agenda template, along with basic preparation timelines for AGMs (best held between
February and March) was discussed and circulated at the 2016 Forum. With only minor modifications it
appears for club use in their 2017 AGMs as ANNEX A.
11AGM Minutes & Preparations for 2017
It is the responsibility of the club’s committee to prepare for, hold and make a record of their club’s AGM.
This involves setting a date and venue, notifying club members by way of formal invite and the setting of
the meeting’s agenda (see Annex A).
For synchronisation with the FCA and general sports administration calendar, club AGMs are best held
between February and March. This allows time in December and early January to prepare accounts for
the previous financial year (Jan to Dec), set budget-based club membership fees for the coming sports
administration year (April to March), and to have club membership settled in time for VALO Sports Licence
registration in April and start of the cricket season in May. It also means that committees for the coming
year (whose term in office is from AGM to AGM) will be ready to attend the FCA’s own AGM in April.
A club’s own constitutional rules, though, are required to set the date or time of year when its AGM is to
be held. Clubs should check and follow their own rules in this respect and change them accordingly if
they feel it would be appropriate with regards to adjusting their administrative calendar.
As standard agenda items, the preliminaries of an AGM require a simple but formal opening. Then follows
the selection of a chairperson for the meeting (best if independent from committee) and a secretary who
records the minutes of the meeting (i.e. outcomes of agenda items as they proceed). Two persons are
also need to be appointed as ‘minute checkers’. They simply to check the minutes for accuracy when
written up and should also be independent (i.e. not members of the committee). Two ‘vote counters’ also
need to be appointed if required (can be and often are the same two as the note-checkers).
The meeting then needs to confirm its legality and authority. This is simply confirmation that it has been
properly convened and due notification of the meeting and process for elections nomination and voting
has been given to members in accordance with the club’s constitutional rules. The order of proceedings
(as per the listed agenda items) is then agreed (or adjusted if need be). The preliminaries are then
complete. Done correctly and documented in the minutes as such, it means that the remaining decisions
taken at the AGM are legitimate, particularly with regards to the setting of membership fees and the
appointment or re-appoint of the coming year’s chairman and committee.
AGM Minutes should include details of the time and place it took place as well as persons present and
their roles within the meeting. Absentees, with apologies where given, should also be recorded. The
minutes then simply follow the agenda items and decisions made in respect of them, along with vote
counts where necessary. These should be recorded in real-time by the appointed secretary and written-
up shortly afterwards for checking by the minute checkers before signing by the person appointed as chair
of the meeting and the secretary making them. As a guide, a template can be found at ANNEX B.
12Membership & Voting
To help clear up some confusion expressed at the 2016 Forum over membership, once accepted by the
committee a member of a registered club or association is technically a member for life until they either
resign or are formally expelled on grounds of conduct or non-payment of fees (in accordance with club
rules). All members must be notified of and invited to the AGM and are entitled to vote at it.
However, it is reasonable for clubs to think in terms of membership as valid (for purposes of current AGM
voting and any other rights) based on payment of the official membership fee as set at the AGM from the
previous year and its subsequent renewals by 31st March each year (in line with the sports licence
administration in Finland). To resolve any ambiguity, a simple written notice to members who have not
paid their due membership fee by 31st March should be enough to properly cancel their continued club
membership. (Clubs should see section 14 & 15 of the Associations Act on ‘expulsion’ and check against
their own cub’s rules for further information on expulsion procedure and rights of appeal).
Some clubs may wish to review their membership records in this respect in preparation for their 2017
AGMs. Please note, that whilst required to be so, neither listed on VALO nor on CricHQ in the name of a
given club necessarily confers club membership. Club membership is only given by the committee of the
club and the committee is required to maintain its own list of members.
Composition and Role of Board/Executive Committee
Section 35 of the Association Act governs the minimum composition and duties of an association’s
executive committee (board). An association’s own rules will further determine the number (or minimum
and maximum number) of the executive committee and their term of office (usually from AGM to AGM).
The legal minimum is three (including the chairperson) but is often four (in roles of chairperson, secretary,
treasurer and vice-chairperson) and can be more depending on what is stated in the club’s rules.
Some confusion was expressed during the 2016 Forum as to the composition and role of a club’s
board/executive committee. For the purpose of clarity the law can be re-iterated here:
…The executive committee shall carefully attend to the affairs of the association in compliance
with the law, the rules and resolutions adopted by the association. The executive committee shall
see to it that the associations bookkeeping conforms to the law and that its financial management
has been organised in a reliable manner. The association shall be represented by the executive
committee. (Section 35 Associations Act, amended 16 Aug 2016).
Signatories – unless otherwise limited in the club’s rules, the chairperson of the executive committee has
the automatic right to sign for the association (section 36). The association’s rules will also state who else
within the club can act as an official signatory for the club. This can be (and often is) one or more of the
executive committee. It can also be, if stated in the club rules, other persons based on their position in
the club. No other members, though, may lawfully sign for the club.
The PRH records a club’s signatories and committee members, along with its contact address (the
chairperson’s unless informed otherwise). For maintaining access to a club’s bank account if nothing else,
it is important that PRH is updated with any change in committee for this reason. A chairperson must be
over 15yrs, legally competent, not bankrupt and (unless granted special exemption) resident in Finland.
13Summary of Clubs’ PRH, AGM & Minutes Assessment
CLUB Last PRH AGM Quality of Legality Board PRH Auditor/
(PRH Attn Rq’d) Update* Held Minutes minuted Elected Updated Op Insp
Bengal Tigers CC 27.04.07 19.03.16 IMPROVE NO YES NO NO
Club ‘71 04.10.16 NEW
Ekenäs CC (?) 15.10.10 30.04.16 ADEQUATE NO YES CHECK YES
Empire CC 11.02.16 30.01.16 ADEQUATE YES YES YES YES
Espoo/GH CC 06.05.16 IMPROVE NO YES YES YES
FinnAsia (?) 22.04.14 ADEQUATE YES YES CHECK YES
FinCricket CC 13.04.16 April ? IMPROVE NO NO (?) YES (?) NO
FinPak Club 11.02.03 27.03.16 IMPROVE NO NO NO NO
Helsinki CC 06.03.00 10.03.16 ADEQUATE YES YES NO NO
Helsinki GK CC 21.12.12 06.03.16 IMPROVE YES YES CHECK NO
Helsinki Mets CC 27.09.14 ?? Not Sent ?? ?? ?? ??
Joensuu CA 22.04.15 Non-FCA
Jyväskylä CC 03.06.09 Non-FCA
Kerava CC 20.04.16 02.04.16 ADEQUATE YES YES YES YES
Kuopio CC 15.09.14 Non-FCA
Lahti CC 05.11.94 Non-FCA
MTS/Navy 2001/03 Non-Op
Nepalese CC (?) 17.12.13 19.03.16 IMPROVE NO YES CHECK NO
Nordic Warriors 12.10.16 NEW
Northern Lights 08.11.16 Non-FCA
Old Boys CC (?) 08.06.15 20.02.16 IMPROVE NO NO CHECK NO
Ottaniemi KK 15.10.16 NEW
Oulu CC 08.06.16 Non-FCA
Shaurya 21.11.11 21.11.15 IMPROVE NO YES NO YES
South’n Stars CC 23.11.16 NEW
SKK 14.05.13 19.02.16 ADEQUATE NO YES NO YES
Tampere CC 19.09.00 April ? IMPROVE NO YES NO NO
T’Eagles CC (?) 07.04.15 20.03.16 IMPROVE YES NO CHECK NO
Töks 04.08.11 Dormant
Turku CC (?) 15.12.05 17.01.16 ADEQUATE YES YES CHECK YES
Vaasa CC 03.11.06 Non-FCA
VSK 16.01.09 Non-FCA
Vantaa CC 12.09.00 27.03.16 ADEQUATE YES YES NO NO
*PRH register checked 21.12.2016
The above summary should help FCA clubs quickly identify their administrative priorities. If unable to
attend to issues raised by the assessment of their 2016 AGM minutes, they should certainly be addressed
in relation to their 2017 AGMs. Minutes need to confirm an AGM’s legality and authority to ensure the
legitimacy of any decisions and board/committee elections. PRH needs to be updated with any
board/committee changes since its last update. Auditors/operations inspectors need to be appointed for
independently checking club accounts (see next chapter). Where indicated, the quality of minutes (in
terms of layout and/or content) needs to improve. This is intended to help clubs succeed.
14Implications for failure to meet the required standards
Article 4 of the FCA’s constitution (2014) provides that “Full membership of the Association shall only be
open to registered organisations [emphasis added]… approved by the Association Committee.”
Article 6 further provides that “The Association Committee may withdraw membership from such a
member that does not follow the Association rules or does not abide by Association decisions, or that
operates in contradiction to the general principles of the Association in a damaging manner.”
It continues that the Committee may also withdraw membership and deny playing rights from such a
member that has not completed its annual obligations according to the general Rules of the Association
by the end of March the following year. (i.e. not paid its FCA membership fees or other fees/invoices).
This can be taken as far as clubs failing to recognise LSC/FCA authority over application of playing
conditions and fully support the administration and decisions of discipline hearings in relation to their
individual members (see Values & Discipline later). A copy of the FCA’s constitution (2014) can be found
on the FCA website here: http://www.cricketfinland.com/fca-constitution.html and appears as ANNEX C.
It is hoped, of course, that clubs will be able to reach the basic standards required. There is no reason why
they shouldn’t be able to. The guidance given here and in the next chapters can help show the way for
FCA member clubs and non-member clubs alike.
STANDARD/TO DO (2017 onwards) WHEN BY
1. Hold a club AGM in accordance with your club’s registered rules 31 March
2. Submit a copy of AGM Minutes (naming incoming committee) to FCA 15 April
3. Update PRH (and bank if needed) of any changes to Committee or Rules 15 April
4. Create & maintain a formal Club Membership List (names & addresses) 30 April
5. Provide each member with a copy of your club’s registered Rules 30 April
Useful Further Reading on ‘ry’ association administration
Code of Good Governance in Associations: Recommendations
http://www.soste.fi/media/pdf/julkaisut/hh-opas-englanti.pdf
152. ACCOUNTS – BUDGETS, REPORTS & INSPECTIONS
Club committees should not feel too daunted by the task of ‘ry’ administration outlined so far. Attended
to in the right spirit they are more easily accomplished than may seem. And all that is being asked is that
they inform the central concerns of the committee. From there on, all matters relating to cricket as the
club’s purpose and main activity can follow. This chapter provides basic guidelines for budget planning,
annual reports and operations inspections already mentioned as core AGM agenda items.
Annual Report
A club’s annual report supports the AGM agenda (items 5-7) and is basically in two parts:
1) A review of the previous year’s activity objectives (include facts/figures) – for agenda item 5.
2) A plan for next year’s activity objectives (including a budget for it) – for agenda item 7.
It should be framed by a statement as to the overall nature and purpose of the club and its activities. This
is usually defined in article 3 of a club’s PRH registered rules and can be readily referred to as such.
Looking at the 2016 AGM Minutes it can be seen that a few clubs already do this to some degree or
another. It often takes the form of a short report given by the committee at the time of the AGM itself
and summarised in the Minutes. Ideally though, it should be written and circulated to all members
beforehand. It can then be more properly considered and accepted on presentation at the meeting along
with the club’s financial statement (see later) and balance of accounts.
Essentially it is a simple document that shows how the committee has implemented the activities of the
previous year’s annual plan within its budget and sets out the key activity objectives and proposed budget
for the next year’s committee to implement.
Taken in conjunction with the club’s financial statement (see next section), it is a useful document for the
club’s operations inspectors to consider in their report for the AGM.
Year on year, proposals to develop issues raised in any given activity area by the annual review can be
included for addressing in the annual plan. It’s a simple reference tool for the committee’s guidance that
helps a club progressively learn and develop itself.
Each club will design its own but a simple outline of structure is included at Annex D.
16Financial Statement/Balance of Accounts
As a minimum, the committee should be able to present a simple statement of profit and loss for
the financial year just gone (1st Jan to 31st Dec) alongside an opening/closing bank balance and
any monies still owed to the club (receivables) and anything the club still owes others (liabilities).
EXAMPLE:
Bank 1 Jan 2016: € 450 (Reserves from previous year)
Revenue (total): € 8,100 (Membership, match fees, other)
Expenditure (total): € 8,000 (Facilities, comp’s, equipment, admin)
Bank 31 Dec 2016: € 550 (Reserves for next year)
Profit/Loss: € 100 (Marginal surplus for reserve funds)
Receivables: € 0 (All due fees collected – detail those not)
Liabilities: € 0 (All due invoices paid – detail those not)
Each club will organise its own accounting system. The main point is the committee’s ability to
show its members all money paid IN during the year (revenue) and all money paid OUT during
the year (expenditure) and the difference between the two figures as either ‘profit’ or ‘loss’.
Total revenues and expenditures should be further categorised and itemised so that members
(and others) can easily see where the club’s money has come from (mainly membership and
match fees) and what it has been spent on (legitimate club activity costs in pursuit of its purpose).
Ideally for ry associations as ‘non-profit’ organisations there should only be marginal surpluses.
These can be used to build reserves over a few years for high-cost items such as mats. As far as
possible, a club should aim to settle all debts (receivables & liabilities) before the end of the
financial year. Any outstanding debts should be itemised with proposed action to conclude them.
The club’s internal accounting figures should be confirmed by the bank’s end of year statements
(particularly start/end year balances) and included in the annual reporting and operations
inspection process (see later).
17Dedicated Club Bank Accounts
ALL club money IN and OUT should go through a DEDICATED CLUB BANK ACCOUNT (i.e. a bank
account in the club’s OWN name as an ‘ry’ association) used for the SOLE PURPOSE of club funds.
After much work with a few clubs having difficulty with this during 2016, it can be reported that
ALL have at least now demonstrated the ability to manage FCA payments via a dedicated club
bank account. THERE MUST BE NO GOING BACK ON THIS FROM 2017 ONWARDS.
Budgets
A sample list of budget item considerations appears as Annex E. Please treat with caution, since
it was only intended as an exercise during the Forum to help prompt thought about anticipated
costs and revenues for a coming year and perhaps how to calculate appropriate membership fee
levels to cover it. It is neither definitive nor exhaustive. The average club budget for a club in two
SM40 Divisions and the T20 would seem to run on costs of about €8-9,000 a year.
When running to an adequately thought out budget and ensuring related membership fees,
match fees and other due payments from members are coming in on time, there should be NO
EXCUSE for any late payments of FCA/LSC invoices (or anyone else’s).
Operations Inspections
The majority of FCA member clubs (9 out of 16 league playing and one other) do not seem to
appoint either an external auditor or internal operations inspector. For the purposes of small
clubs such as FCA members, an internal operations inspector is best. These should be members
of the club who are independent from the committee, since it is the committee’s accounts they
are inspecting on behalf of the club. One can, of course, have an external auditor. But these must
be a professional auditor qualified under the Audit Act and will probably come at cost for an audit
company. Internal operations inspectors (though also requiring certain basic competencies)
would be the more practical and cheaper option.
Like auditors, operations inspections governed by law for ry associations and form an integral
part of the accounting process at the AGM. The should conduct their inspection of accounts
supplied by the committee in the weeks before the AGM. The committee should cooperate with
them in explaining the accounts and answering any queries. They should then be able to report
to the club at the AGM on the conclusion of their inspection. The relevant aspects of the law
governing them is laid out below.
18Associations Act (Sec 30a):
Unless an auditor (qualified Audit Act) – and association shall have two Operations Inspectors or
an Operations Inspector and a Deputy.
• A NATURAL PERSON & possess sufficient financial and legal knowledge deemed necessary in
view of the association’s operations to carry out the inspection task.
• NOT BE person without legal capacity; in bankruptcy; restricted legal competency.
• MUST BE Independent while inspecting.
• CAN BE (upon request) appointed by regional state admin’ agency if not by club.
• MUST INSPECT finance and administration to extent required by the association’s operations.
• MUST SUBMIT a written operations inspectors’ report to the meeting of the association
deciding annual accounts (AGM).
• RREPORT TO NOTE if damage has been caused to the association, and/or the Associations Act
or Association’s Rules violated.
• BOARD OBLIGED to assist the operations inspector and operations inspector must be present
at AGM.
A PRH template for the basic Operations Inspectors’ Report has been translated to English and added as
Annex F along with the fuller text of the Associations Act summarised above.
A key point to remember is that the report needs to be tailored to each club’s inspection. This is because
what the club offers the inspectors to inspect may differ from club to club.
Official Records: the Financial Statement; the Annual Report; the AGM Minutes; the Operations
Inspectors Report; and the updated PRH Register extract for your club, should all be kept safely together
by successive committees (along with those of previous years) as part of your clubs’ official records, along
with a copy of the club’s constitution (rules) and membership list.
Some clubs already do this. Others need to start. Trying to do it for 2017 would be such a start.
193. VALUES, TRADITIONS & DISCIPLINE
“WE ARE ALL TEMPORARY CUSTODIANS OF THE GREAT GAME OF CRICKET. IT IS THE
RESPONSIBILITY OF THE CURRENT PLAYERS TO ENSURE THE GAME IS LEFT IN A BETTER STATE
THAN WHEN THEY PLAYED.”
Sir Donald Bradman
Traditions & Etiquette
As custodians of cricket in Finland, FCA member clubs and their players have a responsibility to at least
uphold, if not improve upon, the basic standard of the game’s values and traditions.
On the general topic of discipline and the FCA’s Codes of Conduct, the Forum discussed the less formal
notion of respect for ‘traditional values’ of the game as mentioned in the Spirit of Cricket.
“The Spirit of the Game involves RESPECT for: … The game and its traditional values.”
(Article 4 The Spirit of Cricket, Preamble to The Laws, 2013)
To help explore the question as to what those ‘traditional values’ might be for the development of cricket
in Finland, the Forum reviewed the Western Australian Cricket Association’s ‘The Traditions and Etiquette
of Cricket’. With only minor adjustments, a post-Forum draft of the WACA’s traditions and etiquette
document, yet to be formally adopted by the FCA for 2017 onwards, appears as Annex G for reference.
Whilst there are some clear overlaps, the etiquette document is NOT intended to replace the FCA’s Codes
of Conduct nor is it as a strict disciplinary tool. It is simply a guide to shared expectations concerning
manners, politeness and standards within cricket. Where it overlaps with the conduct code on matters
such as sledging (by whatever guise) that remains a disciplinary matter for clubs to take serious note of.
Lunches & Hospitality
The tradition and expectation in Finland of providing lunches for opposition teams and umpires during
SM40 matches can be found in the etiquette’s general reference to hospitality. Whilst resources for
catering at different grounds may vary, it was noted that within an easy budget of €40 a game, there’s no
reason why a host team cannot pre-prepare and bring simple sandwiches, cake and soft drink or similar
as a readily available light refreshment for both teams and umpires. Most are clearly able to do much
more (curry and rice), with only two clubs actively declining to meet this basic obligation: SKK & BTCC.
Host clubs will continue to be expected to provide lunches for SM40 matches in one form or another for
2017. It is hoped that ALL will maintain this tradition in the right spirit of hospitality. The overwhelming
majority that manage to do so each season are warmly thanked for their continued efforts.
20Role of Captains Regarding Conduct
The Forum was reminded of the primary role and responsibility of Captains for ensuring that play is
conducted in the spirit and traditions of the game (Laws 1.4 & 42.1).
Respect for values and traditions as shared etiquette may help prevent the escalation of minor incidences
and misunderstandings into more serious ones of misconduct and upset. Captains should therefore be
looked upon as leading figures within any club for the setting of good standards, not only in terms of play
and performance, but also conduct, behaviour and, most of all, hospitality. The provision of lunches as
light refreshment in a long day’s game can go a long way in preventing tiredness and poor temperament.
The possibility of incorporating something for Captains alongside the Umpire’s course was considered. As
guardians of the games, the role of captains and umpires should not be overlooked in this respect. As
stated in article 7 of the Spirit of Cricket, while every player is expected to make an important contribution,
it is captains and umpires together that set the tone for the conduct of a cricket match.
Code of Conduct & Discipline
As part of the terms and conditions of FCA membership, clubs are duty bound to uphold the FCA’s own
Rules and Regulations. These include the FCA’s Codes of Conduct and Discipline Guidelines and associated
discipline hearings and decisions in their application to club members over incidents of misconduct.
Incidents of misconduct requiring discipline procedures should be rare but they do occur. When they do,
members clubs need to be ready to assist the FCA with their full cooperation.
For 2017, each club will need to nominate a ‘Discipline Officer’ to sit on any required discipline hearings.
They should be someone able to exercise impartial judgement and primarily concerned with seeing good
standards of behaviour maintained in Finland. A club’s AGM would be an appropriate time for a club to
identify an officer or incorporate it as one of the roles and responsibilities of their captains.
During 2016 there were only two discipline incidents, the more serious of which is still pending:
1. Tampere CC: 3 players received Level 1 charges.
2. HCC, SKK, KCC: case involving Level 4 charges and 3 players/1 official still pending.
The FCA’s Code of Conduct and Discipline Guidelines can be found on the FCA’s Cricketfinland website
under ‘rules and regulations’ here: http://www.cricketfinland.com/rules-and-regulations.html
21Inclusiveness & Open Door Policy
Following discussion on the nationally and culturally mixed nature of cricket in Finland, the Forum was
reminded that all clubs must operate an ‘open door policy’ as laid down in the FCA’s Code of Conduct:
Clubs must operate an active open door membership policy whilst respecting player qualification
regulations and welcome players /members irrespective of ethnic origin.
(FCA Code of Conduct 1.1.6)
As a valued aspect of good governance, cricket in Finland provides a sporting platform for migrant
communities to meet, mix and integrate into Finnish society. However, it would be a matter of concern
were some clubs to fragment and divide over national and ethnic differences. This must be avoided.
Equality Plans
As part of a basic plan to review and ensure their club is inclusive and offers fairness of playing opportunity
to its members, a club’s committee could consider (perhaps at its AGM) the following actions for 2017:
• Re-assert Codes of Conduct regarding active open door policy?
• Review club name and logo in line with open door policy?
• Welcome all new applicants to training & club activities?
• Offer a coached training programme for novices/developmental?
• Selection committees select on basis of performance/standard?
• Define a minimum share of league games a member should be able to expect to play if
available and of sufficient standard?
As a key principle of good governance, these items could be reviewed to ensure the club is ‘inclusive’.
Greater ‘transparency’ in selection committee criteria as based on some objective measures of
performance as well as standards of conduct/behaviour would also assist in improving good governance.
SPORTS FOR ALL!
224. GROUNDS & EQUIPMENT
Reservations & Wicket
As has always been the case, it is a club’s own responsibility to ensure the availability of suitable grounds
for their home games. This means working with local sports departments to identify grounds that meet
minimum FCA standards for league matches:
Ground 85 m x 85 m (or as near) in size
Away from buildings, parked cars and passers-by to avoid ball injury/damage
Availability of WC and changing room facilities
Clubs sharing the same ground are advised to act cooperatively in negotiating reservations with their local
sports departments, as well as storage space for their wicket and equipment.
MUNICIPALITY GROUND TEAMS No. STATUS (Dec 2016)
KERAVA KNCG KCC, SKK I & II, (HCC I & II) 5 Reserved
HELSINKI HERTTON’ EMP I & II, Everest, Gymkhana 4 Reserved
MALMI (HCC I & II), GH/Espoo I & II, FPC 5 Unsuitable – alt’ sought
RUSKEA’ Southern Stars 1 Unsuitable – alt’ sought
ESPOO LEPPÄ’ BTCC I & II, Shaurya, Ottaniemi 4 Unsuitable – alt’ sought
SUOKKA FinCricket 1 Suitable?
VANTAA HAKUNILA VCC I & II, Nordic Warriors, Club 71 4 Pending negotiation
TURKU KUPITTA TUCC I & II 2 Reserved?
TAMPERE SORSA’ Tampere CC, T.Eagles 2 Reserved?
Clubs in Vantaa and Espoo, along with Helsinki clubs expecting to use Malmi and Ruskeasuo, would seem
to be most in need of working cooperatively to secure suitable ground for their 2017 league matches.
Safety & 1st Aid
The LSC’s 2016 ground safety best practice document was circulated and is included here as Annex H
Clubs were encouraged to ensure the availability of a First Aid kit at training and matches, along with a
trained First Aider where possible.
The FCA is planning to subsidise up to two persons per club €50 each toward the cost of an approved First
Aid course (e.g. Red Cross or Sports Association) during 2017. Separate details in due course.
Coaching & Club Management Training
The FCA will be planning further introductory coaching courses for 2017. Details to follow in due course.
As a new development, the FCA will also be looking to support club committee’s attendance of the
Vierunmäki sports institute club management course. Again, details in due course.
235. STRATEGIC DEVELOPMENT
The Forum presented on and discussed strategic development of Cricket in Finland. Fuller details will be
subject to a separate report in due course. Provisional presentation highlighted the sophistication of game
and the long-term view of mainstreaming cricket as a sport in Finland.
To be successful, such a task will necessitate the raising of club management standards in terms of their
self-governance as ‘ry’ associations as well as their image in the public eye. Hence the importance of this
2016 Forum report’s emphasis on AGMs, minutes and accounts, as well as discipline and conduct.
Alongside league and hobby playing clubs, work on national team and juniors development will be a key
part of the FCA’s strategic development. But the increased cooperation of clubs sharing same grounds
and operating in the same municipalities will be important.
The example of Turku CC and FinnAsia merging together for 2017 as Turku United CC was a welcomed
contribution to the Forum’s discussion on strategic development.
UNITED WE STAND – DIVIDED WE FALL!
Four New Clubs in Greater Helsinki Area
Four new clubs were formed at the end of the 2016 season in the Helsinki, Vantaa and Espoo
municipalities. All four met the basic conditions of FCA membership and were allowed to enter the 2017
League. They are expecting their membership to come from some of the existing clubs as well as anew.
It is hoped that for whatever reasons their members felt they were unable to simply remain or join one
of the existing clubs in their area and help form extra teams within it, that both they and the existing clubs
will be able to manage themselves as ‘ry’ associations to the standards of governance reported on here.
If so, there should be no need for any further fragmentation of FCA member clubs. The example set by
Turku United CC in merging two together (originally a fragmentation of one from the other many years
ago) would seem to represent the strategic way forward. They are wished all the best for 2017.
Whilst the four new clubs are welcomed, the FCA should be cautious about any further new clubs in these
same areas or areas where well established and functioning clubs with clear open-door policies already
exist. Where at all possible, the growth of existing clubs should be encouraged and any dysfunctionality
within clubs addressed either through development or, if proven to be unable, dismissal.
246. LEAGUE SUB-COMMITTEE & GENERAL MATTERS
Fixtures 2017: With the entry of four new clubs, there will be more league games in 2017 than ever
before. SM40 Divisions and Teams were presented to the Forum and T20 groupings selected. First draft
fixtures based upon them have since been circulated. Ground availability will be a critical issue in being
able to support the number of games required.
CricHQ: There were no CricHQ failures or difficulties for any clubs necessitating league penalties. FPC
was the only club who experienced any significant difficulty, this being a technical problem on one match
requiring a manual scoresheet upload to fix. Turku CC notified the LSC, so no penalties were incurred.
Umpiring Penalties: Three clubs incurred league penalties for failure to provide umpires. All other
clubs managed their umpiring allocation duties for summer 2016 successfully:
1. Everest – 2 duties (Empire v Tampere, Tampere stepping in. Gymkhana v SKK, self-umpiring).
2. HCC – 1 duty (Shaurya v Turku, FinnAsia stepping in).
3. SKK – missing a second qualified umpire on one game.
Captain’s Reports: There were no failures or penalties in respect of captain’s after match report
submissions via CricHQ.
VALO Licences: Only one incident of a non-VALO licenced player entering the field (FPC). This case is
still subject to appeal. In all other respects clubs managed to ensure all players were properly VALO
licensed for matches.
Head Coach Appointed by Clubs: Most clubs did so during their AGMs
Generic e-mail Address: In operation by all clubs. Monitored and responded to well enough.
Payments of FCA Invoices: Mostly on time by most clubs. Improvements can be made.
Assisting with KNCG & FCA Work: Help is always welcome! Many more hands in 2016, thanks.
FCA AGM Attendance: Of the 16 League playing club, only FPC and BTCC were absent.
25You can also read
