GLOUCESTERSHIRE COUNTY TABLE TENNIS ASSOCIATION CONSTITUTION
1.1 The Association shall be called Gloucestershire County Table Tennis Association.
2 STATUS AND RELATIONSHIP WITH ETTA
2.1 The Association recognises the English Table Tennis Association Ltd which trades as Table Tennis England (referred to in this constitution as the Company) as the National Governing Body for table tennis in England.
2.2 The Association shall be the County Association for the area defined in the Company Articles and Regulations as the County of Gloucestershire..
2.3 The Association shall comply with the Company Articles and Regulations. This Constitution is to be read as being consistent with Company Articles and Regulations and, in the event of any conflict arising, Company Articles and Regulations shall prevail.
2.4 The objects of the Association shall be to fulfil the functions of a County Table Tennis Association and to further the objects of the Company in the County. In particular the Association shall act as the controlling and governing body for the sport in the County subject to any overriding decisions of the Board, assist and encourage the formation of table tennis leagues and clubs in the County and promote the sport in every possible way.
2.5 In this Constitution and any Regulations made hereunder words and phrases defined by the ETTA Articles and Regulations and not otherwise defined in this Constitution shall have the meaning assigned to them by the ETTA Articles and Regulations unless the context precludes such an interpretation.
2.6 No alteration to this Constitution shall take effect until approved by the Board.
2.7 In the event of the dissolution of the Association, any surplus assets remaining after discharge of liabilities shall automatically vest in the Company.
3.1 Every Affiliated Organisation which the Board determines is within the jurisdiction of the Association shall affiliate to the Association unless exempted by the Board.
3.2 No individual or organisation may affiliate to the Association unless affiliated to the Company.
3.3 Every League or Club applying for affiliation shall complete the current membership form which shall be signed by an official on its behalf..
3.4 Every affiliated League or directly Club shall send to the Association not later than 30 September a copy of its current Constitution, Rules and Regulations
4 AFFILIATION FEES
4.1 Affiliation Fees shall be determined by the March Executive Meeting or an Extraordinary General Meeting.
4.2 Affiliation Fees shall be paid not later than 30 September.
5.1 The Association shall recognise and cooperate with organisations recognised by the Company and with any County Schools table Tennis Association, Schools League or School Club which is within its county area.
6.1 The Officers of the Association shall be: Chairman, Vice-Chairman, General Secretary, Treasurer, Minute Secretary, Team Secretary, Webmaster, Tournament Secretary, County Umpires Secretary, Development Officer, Coaching Officer and Safeguarding Officer.
6.2 The Officers shall be elected by the Annual General Meeting and shall serve from the end of the meeting at which they are elected until the end of the Annual General Meeting following; they shall be eligible for re-election.
6.3 Forms of nomination for the election of Officers shall be forwarded by the General Secretary to Secretaries of Local Leagues in membership, at least 28 days before the date fixed for holding the Annual General Meeting. Each Local League shall be entitled to nominate a person for each position listed in 6.1.
7 NATIONAL COUNCILLOR AND DEPUTY NATIONAL COUNCILLOR
7.1 In accordance with Table Tennis England Articles and Regulations, between 1 May and 15 June in each year, the Executive Committee may elect a National Councillor and a Deputy National Councillor to represent the County from the next Company AGM to the following one, after considering all nominations submitted to them by affiliated Leagues, Clubs and Individuals.
7.2 The Association shall send the election result in the form the Company prescribes signed by the General Secretary and one other person who must be the Chairman, Vice-Chairman or Treasurer to reach the Company not later than 20 June.
8.1 The affairs of the Association shall be managed, subject to the control of the Annual General Meeting, by an Executive Committee consisting of the Officers, National Councillor and three representatives appointed by each Local League.
8.2 The Executive Committee may co-opt not more than three other members of the Association. Co-opted members shall have the right to vote.
8.3 The Executive Committee may fill a Casual Vacancy in any Office or on the Executive Committee until the next Annual General Meeting.
8.4 The Executive Committee shall meet at least quarterly.
8.5 At least seven days notice in writing of the place, date and time of every meeting shall be sent to every member of the Executive Committee.
8.6 The quorum of the Executive Committee shall be five.
8.7 In the absence of Chairman and Vice-Chairman the Executive Committee shall elect one of its members to take the chair for the meeting.
8.8 Every question at a meeting of the Executive Committee shall be determined by a majority of the members present and voting, each member having one vote. In the case of an equality of votes the chairman of the meeting shall have a second or casting vote.
8.9 The Executive Committee may make Regulations to cover such matters not dealt with in this Constitution as it thinks fit.
8.10 The Executive Committee may appoint such sub committees as it thinks fit and may delegate any of its duties and powers to them.
9 ANNUAL GENERAL MEETING
9.1 The Association shall hold an Annual General Meeting (AGM) in June.
9.2 The General Secretary of the Association shall give at least fourteen days notice in writing of the place, date and time of a General Meeting together with the Agenda, to the Officers, the National Councillor, the Deputy National Councillor (if any) and the General Secretary of each affiliated organisation, also President, Vice-Presidents and Life Members.
9.3 Each Local League shall appoint up to 3 Accredited Representatives to attend each General Meeting and cast its votes.
9.4 The Officers, National Councillor and Accredited Representatives of Local Leagues may attend, speak and vote. All other Members may attend and, with the permission of the Chairman, speak but may not vote.
9.5 The following items shall be included in the AGM Agenda: (1) Minutes of the previous AGM (2) Minutes of any EGM held since the previous AGM (3) Annual Report of the Executive Committee (4) Statement of Accounts (5) Propositions (if any) to alter the Constitution (6) motions of which the General Secretary has received notice in writing not later than twenty eight days before the meeting (7) Election of Officers (8) Election of Executive Committee Members (9) Appointment of a suitable person to check the accounts in accordance with Section 11.4, (10) Election of President, Vice-Presidents and Life Members nominated by the Management Committee. Local Leagues may submit names for approval by the Management Committee to the General Secretary by no later than 30th April.
9.6 Motions not included in the Agenda shall not be voted upon except with permission of the chairman.
9.7 Voting may be by show of hands of those entitled to vote but before or immediately after a show of hands vote any person entitled to vote may require voting to be by poll instead.
9.8 When voting is by poll each Officer and the National Councillor shall have one vote and each Local League shall have one vote.
10 EXTRAORDINARY GENERAL MEETING
10.1 An Extraordinary General Meeting (EGM) shall be convened on a resolution of the Executive Committee or within 28 days after receipt by the General Secretary of a requisition signed by two Local Leagues stating the business to be transacted at the meeting.
10.2 Section 9, except clauses 9.1 and 9.5, shall apply to an EGM.
10.3 An EGM shall transact only such business as is specified in the resolution or requisition convening it.
11.1 The funds of the Association shall be kept at a Bank or invested in a Building Society or other security approved by the Association.
11.2 The Executive Committee shall appoint the persons authorised to sign cheques etc, drawn on Bank, Building Society and other accounts and they shall be approved by at least two such persons.
11.3 The Financial Year of the Association shall end on 30 April.
11.4 The AGM shall appoint a suitable person, who is not a member of the Executive Committee, to check the accounts of the Association annually and report on them to the next AGM.
11.5 All income and property of the Association from whatever source derived shall be applied solely to the promotion of the objects of the Association.
12.1 A Member shall not do or cause to be done anything deliberately harmful to the Association nor likely to bring the Association or the sport of table tennis into disrepute.
12.2 A Member shall not without good and sufficient cause
12.2.1 absent himself from the hearing of any allegation or appeal after having been requested with reasonable notice to attend;
12.2.2 refuse or neglect to answer any question put to him in connection with such allegation or appeal if directed to answer by the chairman of the adjudicating body.
13 DISCIPLINARY COMMITTEE
13.1 At its first meeting following the Annual General Meeting the Executive Committee shall appoint a Disciplinary Committee consisting of five persons, one of whom it shall designate as Chairman.
13.2 Members of the Disciplinary Committee shall (unless they resign) serve until the appointment of their successors. Casual vacancies shall be filled by the Executive Committee.
13.3 A decision may be taken by not less than three members, all of whom must have been present throughout the hearing.
13.4 Any member of the Committee having an interest in a matter to be discussed must declare that interest as soon as he is aware of it, and must not be present in his capacity as a member of the Disciplinary Committee during the transaction of that business.
13.5 If fewer than three members are available owing to illness, declaration of interest or other reason the Executive Committee shall appoint sufficient temporary members to make the number up to three, such members serving only for the particular matter for which they are appointed.
13.7 The Disciplinary Committee shall deal with any allegation of a breach of the Constitution or Regulation of this Association.
13.8 Any allegation of a breach of the Constitution or Regulation must be made in writing to the General Secretary specifying the nature of the alleged breach, the name of the member or organisation alleged to be in breach and the approximate date and place of the alleged breach.
13.9 The Disciplinary Committee shall follow the procedure laid down by Disciplinary Regulations of the Company.
13.10 If a formal allegation is proved to its satisfaction the Disciplinary Committee shall have power to impose on the member or organisation found to have committed the breach one or more of the following sanctions:
13.10.1 a suspension from the privileges of membership of this Association either indefinitely or for a stated period;
13.10.2 a fine;
13.10.3 formal censure.
13.11 The General Secretary shall notify the member or organisation in writing within fourteen days. If the allegation has been found proved, the General Secretary shall at the same time notify the member or organisation of the Right of Appeal under the Table Tennis England Articles and Regulations and enclose a copy of the relevant provisions.
13.12 Where the sanction imposed is suspension the Company shall be notified. Such suspension shall be enforced by all bodies within the jurisdiction of this Association. The suspended person or organisation shall be deprived of the privileges of membership of or affiliation to the Association and any of its Constituent Organisations, but not of the privileges of membership of or affiliation to the Company enjoyed outside the jurisdiction of the Association.
14 RIGHT OF APPEAL
14.1 The Company Articles and Regulations provide Affiliated Organisations and Affiliated Individuals with a Right of Appeal in certain circumstances.
14.2 Where a Right of Appeal to the Association is exercised, the Association shall take all reasonable steps to ensure the Appeal is fairly and expeditiously heard and decided in accordance with Company Articles and Regulations.
14.3 Where a Right of Appeal against the Association is exercised, the Association shall take all reasonable steps to ensure its case fairly and expeditiously presented in accordance with the Company Articles and Regulations.
15 MATTERS NOT COVERED BY THE CONSTITUTION
15.1 Any question or matter arising which is not provided for in this Constitution shall be dealt with by the Executive Committee.
16 ALTERATION OF THE CONSTITUTION
16.1 This Constitution may be altered only by decision of an AGM or of an EGM convened for the purpose and the amendment shall then be subject to the approval of the Board of the Company.
16.2 Propositions for such alteration to be considered by the next AGM shall be submitted in writing to reach the General Secretary not later than 30 April.
16.3 All propositions so received shall be circulated to all Local Leagues and Directly Affiliated Clubs affiliated to the Association not later than 14 days before the date fixed for the AGM.
16.4 Amendments or alternative propositions dealing with the same subject matter shall be accepted for consideration by the AGM if submitted in writing and received by the General Secretary not later than 7 days before the AGM. l.
16.5 Propositions for such alterations to be considered by an EGM shall be submitted to the General Secretary in writing together with the requisition for the EGM.
16.6 Before any resolution altering this Constitution shall be declared carried at least two thirds of the total votes cast must be in favour of that resolution.
17.1 All players who are registered with the Association shall be eligible to play for any team representing the Association except players registered to play for another County.
17.2 Each season a County Closed Tournament will be staged. Only players affiliated as a playing member with Table Tennis England or another National Association in membership of the ITTF and, has played league table tennis in the season for an affiliated club via Cheltenham, Stroud, Cirencester, or Gloucester leagues can be eligible to play in the closed tournament.
June 6th 2018