CONSTITUTION
1NAME 
 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
   
2AIMS 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
   
3MEMBERSHIP
 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
   
4MEMBERSHIP FEES
 Membership Fees will be set annually and agreed by the Committee or determined at the
 AGM.  Fees will be paid annually.
   
5OFFICERS 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.
6OFFICERS 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
   
7ELECTION 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
   
8ANNUAL 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
   
9ALTERATION 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
   
10DISCIPLINE 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
   
11FINANCE
 -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
   
12DISSOLUTION
 -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
   
13ETTA 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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