| CONSTITUTION | ||
| 1 | NAME | |
| The Club will be called West Somerset Table Tennis Association and will be affiliated to the | ||
| English Table Tennis Association. Clubs which participate in the events organised by the | ||
| Association will be called the constituent clubs | ||
| 2 | AIMS AND OBJECTIVES | |
| - | To encourage Table Tennis, foster fair play and sportsmanship | |
| - | To offer coaching and competitive opportunities in Table Tennis | |
| - | To manage The Lawns with regard to Table Tennis use | |
| - | To ensure a duty of care to all members of the club | |
| - | To provide all its services in a way that is fair to everyone | |
| 3 | MEMBERSHIP | |
| To ensure all present and future members receive fair and equal treatment. Membership | ||
| should consist of Officers and Members of the club. All members will be subject to the | ||
| regulations of the constitution and by joining the club will be deemed to accept these | ||
| regulations and codes of practice that the club has adopted. | ||
| Members will be enrolled in one of the following categories. | ||
| - | Full member | |
| - | Associate member | |
| - | Junior member | |
| - | Life member | |
| 4 | MEMBERSHIP FEES | |
| Membership Fees will be set annually and agreed by the Committee or determined at the | ||
| AGM. Fees will be paid annually. | ||
| 5 | OFFICERS AND MANAGEMENT COMMITTEE | |
| The Association shall be governed by a Management Committee consisting of the officers of | ||
| the club and a member of each constituent club that is not already represented by the | ||
| officers plus one Junior member. | ||
| - | Only officers of the club and representatives described above will have the right to | |
| vote at meetings of the Management Committee | ||
| - | Management Committee meetings will be convened by the Secretary of the club and | |
| held no less than 4 times per year | ||
| - | The quorum required for business to be agreed at Management Committee meetings | |
| will be 5 | ||
| - | Any matter, question or dispute arising which is not covered by the Rules of the | |
| Association shall be decided by the decision of the Management Committee | ||
| - | The Management Committee shall have the power to create or fill by co-option any | |
| other office which in its opinion is necessary. | ||
| - | The Management Committee shall have the power to appoint a sub-committee as | |
| necessary and appoint advisers to the Management Committee as necessary to | ||
| fulfil its business | ||
| - | The Management Committee will be responsible for disciplinary hearings of | |
| members who infringe the club rules/regulations/constitution. The Management | ||
| Committee will be responsible for taking any action of suspension or discipline | ||
| following such hearings. | ||
| 6 | OFFICERS OF THE CLUB | |
| The officers of the Club will be | ||
| - | Chair | |
| - | Vice Chair | |
| - | Secretary | |
| - | Treasurer | |
| - | Fixtures Secretary | |
| - | Social Secretary | |
| - | Match and Records Officer | |
| - | Welfare Officer | |
| 7 | ELECTION OF OFFICERS | |
| - | Officers will be elected annually at The Annual General Meeting | |
| - | All Officers will retire each year but will be eligible for re-election | |
| - | Only in the event of there being no nominations for a given post in advance of the AGM | |
| is the Chairperson empowered to accept nominations at the relevant meeting | ||
| 8 | ANNUAL GENERAL MEETINGS | |
| - | Notice of Annual General Meetings (AGM) will be given by the Club Secretary. Not | |
| less than 21 clear days notice to be given to all members | ||
| - | The AGM will receive a report from officers of the Management Committee and a | |
| statement of the audited accounts | ||
| - | Nominations for officers of the Management Committee will be sent to the Secretary | |
| prior to the AGM | ||
| - | Elections of Officers are to take place at the AGM | |
| - | All members have the right to vote at the AGM | |
| - | The quorum for AGM's will be 10% of the membership | |
| - | The AGM shall be held by the end of June each year | |
| - | The Management Committee has the right to call Extraordinary General Meetings | |
| (EGMS) outside the AGM. Procedures for EGM's will be the same as for AGM's | ||
| 9 | ALTERATION TO THE RULES AND AMENDMENTS TO THE CONSTITUTION | |
| - | The Rules of the Association may only be changed or added to at an AGM | |
| - | Proposals to change the Rules must be made in writing to the Secretary of the | |
| Association by an authorised officer, and on behalf of a constituent club, | ||
| and must be seconded | ||
| - | The Constitution will only be changed through agreement by a majority vote at an AGM | |
| or EGM | ||
| 10 | DISCIPLINE AND APPEALS | |
| - | All concerns, allegations or reports of poor practice/abuse relating to the welfare of | |
| children and young people will be recorded and responded to swiftly and | ||
| appropriately in accordance with the clubs Child Protection Policy and procedures. | ||
| The Club Welfare Officer is the lead contact for all members in the event of any | ||
| child protection concerns | ||
| - | All complaints regarding the behaviour of members should be presented and | |
| submitted in writing to the Secretary | ||
| - | The Management Committee will meet to hear complaints within 10 days of a | |
| complaint being lodged. The Committee has the power to take appropriate | ||
| disciplinary action including the termination of membership | ||
| - | The outcome of a disciplinary hearing should be notified in writing to the person who | |
| lodged the complaint and the member against whom the complaint was made within | ||
| 3 days of the hearing | ||
| - | There will be a right of appeal within 10 days of the Secretary receiving the appeal | |
| 11 | FINANCE | |
| - | All Association monies will be banked in an account held in the name of the | |
| Association | ||
| - | The Club Treasurer will be responsible for the finances of the Association | |
| - | The financial year of the Association shall end on 30th March each year | |
| - | An audited statement of annual accounts will be presented by the Treasurer at the | |
| AGM | ||
| - | Any cheques drawn against club funds should hold the signatures of the | |
| Treasurer plus up to two other nominated members | ||
| - | All expenditure must be reported to the Management Committee. | |
| - | No monies will be refunded in the event of a constituent club withdrawing from the | |
| Association | ||
| 12 | DISSOLUTION | |
| - | A resolution to dissolve the Association can only be passed at an AGM or EGM | |
| through a majority vote of the membership | ||
| - | In the event of dissolution, any assets of the Association that remain will become the | |
| property of the English Table Tennis Association or another club with similar | ||
| objectives to those of the Association | ||
| 13 | ETTA CODES OF CONDUCT, ROLE DESCRIPTIONS, CODES OF PRACTICE AND GUIDELINES | |
| The under mentioned ETTA Codes of Conduct, Role Descriptions, Codes of Practice and | ||
| Guidelines were adopted at The West Somerset Table Tennis Association AGM on 4th July | ||
| 2012 | ||
| 1) | Code of Conduct for Coaches | |
| 2) | Role Description - Lead Coach | |
| 3) | Role Description - Assistant Coach | |
| 4) | Child Protection Policy | |
| 5) | Code of Practice for Club Officials and Volunteers | |
| 6) | Guidelines for dealing with an incident/accident | |
| 7) | Equity Policy Statement | |
| 8) | Equal Opportunities Policy | |
| 9) | Code of Practice for parents/carers | |
| 10) | Code of practice for members | |
| Copies of the above adopted documents can be obtained from the Secretary, | ||
| can be viewed on the Association website (www.tabletennis365.com/westsomerset) | ||
| or can be viewed at The Lawns venue. All members are asked to familiarise themselves | ||
| with the content of each document and to adhere to these adopted codes of conduct at all | ||
| times | ||
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