Club Policies

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Ashby Aztecs Basketball Club

Safeguarding Update – 10th Feb 2022

Ashby Aztecs (Aztecs) would like to remind all members, parents and guardians that we adhere to the Safeguarding guidelines as advised by Basketball England (BE) which can be found here:-

Having reviewed the latest Safeguarding information provided by Basketball England (BE), please find below some important reminders: –

  1. Safeguarding guidance applies to ALL young people aged 18 and under, there are no exceptions
  2. All Aztec training and games that involve young people aged 18 and under shall be supervised by a minimum of 1 Aztec member, registered with BE, and having demonstrated a Safeguarding course taken in the last 3 years and a valid DBS certificate
  3. All Aztec training and games that involve young people aged 18 and under shall be supervised by a minimum of 2 adults, one of whom meets the requirements of (2.)
  4. (3.) applies equally to travel, locker rooms and social events associated with Aztecs
  5. All communication involving young people aged 18 and under shall be conducted with their parent and/or guardian. This includes WhatsApp groups, the nominated media for Aztecs senior team communication

    It shall be noted that young people aged under 18 are allowed to follow Aztecs on Facebook, Instagram, and Twitter. Aztec’s members responsible for social media shall be cognizant of this when posting

  1. All young people aged 18 and under shall complete their registration with Aztecs BEFORE participating in ANY training or games. Registration forms shall be obtained from Sue Norton or Alan Benn. This shall cover GDPR, photography and the application of basic emergency treatment.
  2. All young people aged 18 and under that participate in either friendlies or league games that are associated with one of the 3 Aztecs senior teams, shall register with BE before participating

Any questions shall be addressed to the Aztecs nominated Child Welfare Officer – Alan Benn

Further information on Social Media, Photography & Videoing of Basketball Games is included for convenience below:


Social Media, Photography & Videoing of Basketball Games

With reference to the following BE resources: –

BE Social Media Policy

BE Social Media, Photography & Video Guidance

It is stressed, that at no point during the game should photo’s, video or live streams be taken from the team bench areas. This is a breach of the several key social media, photography and safeguarding regulations and policies set out by BE. Coaches, players, team mangers, team followers etc., must not use any photography or recording device to capture the game whilst sat in the team bench area or as an active participant of the game.

Photographs, video, and live streams can only be taken from specific locations, these are the spectator areas or off the court at the end line as long as there is enough room which is down to the discretion of the referees. All Photography, video and live streams must be approved by ALL PARTICIPANTS before the game begins with the appropriate consent.

Referee’s: if at any point they witness a participant of the game taking photographs or videos from the team bench area, they must be stopped IMMEDIATELY, as this could result in a Safeguarding and Welfare Issue. The game must not continue until this is has been completed.

Child Protection Policy

Ashby Aztecs Basketball Club wholly endorses and implements England Basketball’s Child Protection Policy & Procedures 2005. The full details of this policy can be found on the England Basketball Website –

All those adult members of Ashby Aztecs Basketball Club who are responsible for the supervision and management of all basketball players under the age of 18 years in the Club will ensure that all those players are:

  • allowed access to the game in a way that is appropriate for their age and ability;
  • coached and trained by appropriately qualified people;
  • not required to play in so many games, or to attend training sessions, as to become a threat to their well being;
  • not subjected to verbal or racial abuse from any source, especially from the bench and spectator gallery, including references to height, weight etc.;
  • not subjected to bullying or undue pressure from any source;
  • encouraged to achieve their full potential at all levels;
  • instructed on how to behave, both on and off the court;
  • afforded respect, confidentiality and privacy in a playing and training situation and any other Basketball environment.

When coaching and training young players the Club coaches will:

  • always ensure that the environment in which they train and play is safe and open
  • treat all children and young people equally, and with respect and dignity;
  • always put the welfare of each child and young person first, before winning or achieving goals;
  • build balanced relationships based on mutual trust which empowers children and young people to share in the decision-making process;
  • make sport fun, enjoyable and promote fair play;
  • keep up to date with the technical skills, qualifications and insurance in basketball;
  • be an excellent role model – this includes not smoking or drinking alcohol in the company of children and  young people and to promote a healthy lifestyle;
  • give enthusiastic and constructive feedback rather than negative criticism;
  • recognise the developmental needs and capacity of children and young people – avoiding excessive training or competition and not pushing them against their will;
  • contact the parents as soon as possible if there is an injury;
  • provide first aid equipment and ensure there is a first aider present at all training sessions and games;
  • keep a written record of any injury that occurs, along with the details of any treatment given;

If any parent has any concern about the way their child is being treated or has a concern about the behaviour of any club coaches or officials with regard to child protection issues then they must contact the Club’s Child Welfare Officer and fully report their concerns. The Club’s Welfare Officer will deal with the matter as soon as possible and at the latest within 7 days of receipt of the report.

Ashby Aztecs Basketball Club Constitution. July 1986, Amended 2nd July 2014

  1. NAME: The club shall be called The Ashby “Aztecs” Basketball Club, hereinafter called “The Club”. This however maybe modified temporarily to incorporate the name of a sponsor or sponsors at the discretion of the Executive Committee.
  1. AFFILIATION: The Club shall be affiliated to the English Basketball Association and the Leicestershire Basketball Association.
  1. OBJECT: The objects of the club shall be:-
  2. To provide the opportunity for the members to participate in the game of basketball.
  3. To advance the interests of the game of basketball wherever possible.
  4. To organise such events as the members shall desire.

4.1          The Club shall consist of the Honorary Officers, the Honorary Members, the playing members and the non-playing members.

4.2          In accepting membership a person agrees to abide by the Constitution of the Club and rulings of the Executive Committee.

4.3          Members under the age of 19 (at midnight 31st August/1st September in the year of registration) shall be considered as Junior Members with full playing and voting rights.

  1. MEMBERSHIP FEES: Annual membership fees shall be stipulated by the Annual General Meeting for the following categories of members: – Senior Members, Junior Members, Senior Students in full time education, Mini-Basketball Members.

6.1          The Honorary Officers of the Club shall be a President, Life Vice President, and the Executive     Officers.

6.2          The Executive Officers of the Club shall be the Chairman, Vice Chairman, General Secretary,       Treasurer, assistant secretaries which could include but not be limited to; assistant secretary – Deputy/ assistant secretary – Ladies/ assistant secretary – Juniors/ assistant secretary – Minis/ assistant secretary – Child Welfare

6.3          All the Honorary Officers except the Life Vice President shall retire annually, but shall be eligible for        re-election.

6.4          The election of all the Honorary Officers of the Club shall take place at the Annual General Meeting        of the Club.


7.1          The Management of the Club shall be vested in the executive committee hereinafter called “the                 Executive Committee”.

7.2          The Executive Committee shall comprise the Executive Officers.

7.3          The Executive Committee shall have the power to create and fill casual vacancies in its membership,      and to create and fill any other office which it considers to be necessary.

7.4          Meetings of the Executive Committee shall be convened by the General Secretary.

7.5          The quorum necessary for the transaction of business for the Executive Committee shall be four                 members present and eligible to vote.

7.6          Every question at a meeting of the Executive Committee shall be determined by a majority of the           vote of the members present and voting, committee members having one vote. In the event of equality of              votes, the Chairman of the meeting shall have a second or casting vote.

7.7          The interpretation of the constitution of the Club shall be rested in the Executive Committee who           shall decide all questions relating to the club, save those involving an amendment to the        constitution.

7.8          The Executive Committee shall be empowered to form bye-laws which shall be binding on all club                 members. These bye-laws shall be deemed to be club rules if approved by a general meeting of the                 club.


8.1          The financial year of the club ends on 30th April and an audited statement of accounts up to and                                                including this date shall be presented at the Annual General Meeting of the Club.

8.2          The funds of the Club shall be lodged at a bank or building society or in any other method of       investment and all cheques and drafts etc. drawn on these accounts shall be signed by any of the    two following people: Chairman, General Secretary, and Treasurer or suitable person as agreed by       the executive committee.

8.3          In the event of the Club ceasing to exist any assets shall become the property of the English       Basketball Association.


9.1          The Annual General Meeting of the Club shall be held no later than the end of August when the                              Annual Report of the Executive Committee and the audited accounts made up to the 30th April shall       be presented.

9.2          At least 14 days’ notice specifying the date, place and hours of the AGM shall be given to all        members. Invitations for nominations and resolutions and proposed amendments to the constitution for consideration at the AGM shall be given to all members.

9.3          Resolutions involving proposed changes to the constitution must be received by the General     Secretary at least seven days prior to the date of the AGM. Such resolutions can only be accepted    from those entitled to vote at the AGM. No resolution involving an amendment to the constitution                may be proposed or amended from the floor of the meeting.

9.4          Any position on the Executive Committee not filled at the AGM shall be referred to the authority of       the Executive Committee.


10.1        The voting at General Meetings shall be that the Executive Officers, the Executive Members and the                 Playing Members shall each have one vote. No person shall be permitted to vote in more than one                 capacity.

10.2        The order of precedence of assuming the Chair at the General Meeting shall be: the President, the                 Chairman, the Vice-Chairman. In the event of these not being present the meeting shall elect a                 Chairman from those members present.

10.3        Normally all matters will be decided by a show of hands of those members present and eligible to           vote except that the request of any member present, the vote shall be taken by secret ballot.

10.4        Approval by at least two thirds of those present and voting shall be required to carry out any     resolution in respect of the constitution of the Club. Other resolutions may be decided by simple       majority and in the event of a tie the Chairman of the meeting shall have a second or casting vote.

10.5        Any person who has not yet paid his/her membership fees for the current year shall not be       permitted to be present or vote at the General Meeting of the Club or to propose any resolution unless otherwise decided by the meeting.

10.6        A Special General Meeting shall be convened on a resolution decided by the Executive Committee,        or within fourteen days of the receipt by the Hon. Gen. Sec. signed at least by five members. At    least seven days’ notice of a Special General Meeting shall be given to all members.


11.1        The Executive Committee shall have the power to take appropriate disciplinary action against any                 members or shall have the authority to expel from the Club any member guilty of conduct deemed        to be to the detriment of the Club.

  1. APPEAL:

12.1        There shall be the right of appeal to the Executive Committee against any decision made by an                 officer of the Club.


13.1        Additions to, or alterations or recessions of the constitution may only be affected at the Annual                 General Meeting or at a Special General Meeting convened for the purpose.

13.2        In the event of any question or matter arising which is not provided for in the constitution such                 question or matter shall be dealt with by the Executive Committee whose decision shall be final.

13.3        For any other matter not covered by the constitution or existing club policies and procedures, the           club will aim to implement existing England Basketball and Leicestershire Basketball policies and         procedures, unless the executive committee deem otherwise.

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Ashby Aztecs Basketball Club take the protection of your financial information seriously which is why we use Square to handle all of our transactions. Our website uses SSL encryption to keep your connection private and no financial information is held by us ensuring your details are kept safe.

We do not hold a copy of your card details on our own web server.

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Ashby Aztecs Basketball club is a local league basketball club based in Ashby De La Zouch, Leicestershire UK.

Our website address is:


Ashby Aztecs Basketball Club does not actively collect user data for marketing purposes. The only data we store is covered by the key lawful basis for data processing set out by ICO in the General Data Protection Regulation (GDPR).

Your name and contact information will be stored with your consent (or implied consent such as making an enquiry on our website) so that we may contact you in relation to your enquiry.

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Your data will be kept on record for accounting purposes and registers of attendance for fire safety and safeguarding purposes.


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Contacting Us

If you have any questions about this privacy notice, or if you wish to exercise your rights or contact the DPO (Data Protection Officer), please contact the club secretary using the contact details found on the following page: