CONSTITUTION OF WANTIRNA LITTLE ATHLETICS CLUB

1   NAME OF CLUB

1.1              The club shall be known as the Wantirna Little Athletics Club (”the Club“).

1.2              The Club will be affiliated with the Knox Little Athletics Centre (”the Centre“) and the Victorian Little Athletics Association Incorporated (”the Association“), paying any applicable affiliation fees and notifying the Centre Secretary of the information required by the Centre and by the Association.

2.   MEMBERSHIP OF THE CLUB

Membership of the Club shall comprise

2.1              Competitive members who are registered in accordance with the Registration Regulations of the Association.

2.2              Ordinary members as defined in the Constitution of the Association and who assist in the conduct of the activities of the Club and are registered in accordance with the Register of Ordinary Members of the Association.

2.3              Life Members of the Club as defined in Section 15 of this Constitution.

3   OBJECTS OF THE CLUB

3.1       To abide by the Constitution, the Statement of Purpose and Regulations of the Association and the Constitution and Rules of the Centre, and any subsequent amendments.

3.2       To register all competitive members with the Association, through the Centre, in accordance with the Association Registration Regulations.

3.3       To provide athletic competition for competitive members who are registered through the club.

3.4       To ensure the continuity of the athletic competition for children from under 7 through to the age of 15.

3.5       To promote the ideal of children competing for personal satisfaction through improved performances.

3.6       To promote and actively encourage family participation in all aspects of the club and provide for the development of children with emphasis on positive attitudes and a healthy lifestyle, through athletic related activities.

3.7       To ensure that all prizes, trophies or inducements to competitive members do not contravene the Centre constitution.

3.8       To promote little athletics in the wider community.

4   POWERS OF THE CLUB

The Club shall have the power to:

4.1       Assist with the organisation and control of registered club members in the conduct of Little Athletic activities and competition.

4.2       Organise, conduct and assist with athletic coaching and education for club members.

4.3       Ensure that the interests and rights of all registered members, regardless of ability or background, are in no way hindered or jeopardised.

4.4       Suspend, disqualify, fine or otherwise deal with a member of the club, who has committed any breach of this constitution, which in the opinion of the Centre is unbecoming or contrary to the interest of the club, the Centre, the Association and Little Athletics.

4.5       Appoint officials to act as representatives of the club in all competitions organised by the Centre.

4.6       Appoint Delegates according to the Constitution of the Centre.

4.7       Act alone or together with other clubs in the interests of the Club.

4.8       Impose and collect subscriptions, fees, and other charges from members in accordance with Club, Centre and Association rules and guidelines.

4.9       Organise fund raising activities using the name of the Wantirna Little Athletic Club.

5   MANAGEMENT

The management of the Club shall be vested in an elected Committee of not less than six adult members of the Club.

6    COMMITTEE

6.1       The Club shall be administered by an elected Committee.

6.2       No person shall hold more than one position on the Committee.

6.3       The Committee shall be made up of a President, Treasurer, Secretary, Team Manager, Club Delegate and at least two other members.

7    RESPONSIBILITIES OF COMMITTEE MEMBERS

7.1 DUTIES OF THE PRESIDENT

The President shall

7.1.1    Chair meetings of the Club.   In the event of the President being absent the meeting shall appoint a Chairperson from within its members.

7.1.2    Carry out additional duties, as allocated by the Committee to represent the Club and maintain relations with Club members and families, the Centre, the Association and the public.

7.2 DUTIES OF THE SECRETARY

The Secretary shall

7.2.1        Take minutes and distribute notices pertaining to all meetings of the Club, receive and distribute correspondence and maintain a file of Club minutes and correspondence.

7.2.2        Forward or advertise Notices of Motion pertaining to Club Meetings to all members of the Club at least twenty one days prior to such a meeting.

7.2.3        Forward notices pertaining to Committee meetings to members of the Committee at least fourteen days prior to such meetings.

7.2.4        Provide to the Centre Secretary, any information or details that are requested by the Centre.

7.3   DUTIES OF THE TREASURER

The Treasurer shall

7.3.1        Administer the financial affairs of the Club in accordance with this Constitution and with the Financial Regulations of the Association.

7.3.2        Keep proper books of accounts of all transactions (including receipts of payments) made on behalf of the Club.

7.3.3        Open/maintain a bank account in the name of the Club and arrange for the Treasurer and at least two other Committee members to act as signatories with any two to sign for all withdrawals or cheques issued on behalf of the Club.

7.3.4        Present to each Committee meeting, and to each Club meeting as required, an itemised summary of Club receipts and expenditure.

7.4              DUTIES OF THE TEAM MANAGER

The Team Manager shall

7.4.1        Be responsible for recording athletes’ results and tallying of achievement points in accordance with the procedures in Appendix A – Achievement Points Procedures.

7.4.2        Be responsible for tallying points in relation to athletes’ personal best results in accordance with the procedures in Appendix B – Personal Best Points Procedures.

7.4.3        Undertake duties as may be determined by the Committee as being appropriate to and representing the needs of the Club.

7.5                 DUTIES OF GENERAL COMMITTEE MEMBERS

Such members will undertake duties as may be determined by the Committee as being appropriate to and representing the needs of the Club.

8    ELECTION OF COMMITTEE

8.1       The Committee shall be elected annually at the Clubs Annual General Meeting.

8.2       Advice of the date of the meeting at which the Committee shall be elected is to be provided to all Club members at least twenty one days before the meeting date.

8.3       When more than one nomination is received for a Committee position, the persons nominated will leave the meeting while a vote is carried out.

9    POWERS OF THE COMMITTEE

The Committee, having regard to this constitution and to the Constitution and regulations of the Centre and the Association, will

9.1       Plan and implement the athletic and relative activities of the club in the best interest of Little Athletics.

9.2       Act on behalf of the club in all matters pertaining to the conduct of it.

9.3       Appoint representatives to any sub-committees formed by the Club or the Centre as required.

9.4       Appoint one delegate to represent the Club at the Centre Executive.

9.5       Register boys and girls in accordance with the constitution and registration regulations of the Centre and the Association.

9.6       To administer the financial affairs of the Centre and club through the Treasurer and to apply the income and property of the Association and the Centre in the care of the club, to the promotion of the Objects of the Club.

9.7       Meet on occasions deemed necessary by the Committee at a time and place to be decided by the Committee.

9.8       Take action on behalf of the Club after a majority of the members have voted in favour of the action.

10    COMMITTEE MEETINGS

10.1     Committee meetings will be held as required to carry out the Objects of the Club as outlined in Section 2 of this Constitution.

10.2     For the Committee meeting to be valid, at least one more than half the Committee members must be present.  All meetings will proceed as determined by the President and be held at a suitable time and place as notified by the Secretary.

10.3     Attendance at Committee Meetings shall only be open to members of the Committee.   Attendance at Committee meetings by non-Committee members is to be requested in writing to the Club Secretary and agreed to by the Committee.

10.4     Copies of the minutes of Committee meetings shall be distributed to Committee members and shall be made available on request to any member of the Club, Centre or Association.

10.5     Any Committee member who is absent from two consecutive meetings without an acceptable apology lodged prior to the meeting shall be liable to forfeit their position on the Committee.

11    REVIEW OF MANAGEMENT

The Committee shall present for review and endorsement or otherwise, reports on actions implemented and/or planned on behalf of the Club to Committee Meetings.

12     CLUB MEETINGS

A Club Meeting

12.1          Shall be called and held as determined necessary in each year.  The decision to call and hold such meetings will be determined by the Committee.

12.2          Shall be called and held on any occasion as requested in writing to the Committee by at least two thirds of the members of the Club.

12.3          One Club meeting shall be The Annual General Meeting of the Club. The Annual General Meeting will be organised by the Committee at a time best suited to the Club's method of operation, and in a manner best suited to entertain Centre and Club members and families and any persons interested in the affairs of the Club and who are acceptable to the meeting.  

12.4          The Annual General Meeting is a constituted Club Meeting and is open to all Club members and families, and any persons interested in the affairs of the Club and who are acceptable to the meeting.

12.5          Notices of Club Meetings shall be distributed or advertised to all members of the Club by the Club Secretary at least twenty one days prior to the date set down for such a meeting.

12.6          A Club Meeting shall be a valid meeting only if it is attended by at least fifty percent of the Committee members plus at least 5 other Club members.

12.7          For a motion to be passed at a Club Meeting, it shall require to be supported by more than half of the Club Members present.

12.8          Members of the Club attending a Club meeting may

·         Ask any relevant questions of the Committee or its members.

·         Debate all the issues presented by the Committee and/or put before the Chair.

·         Remove or censure, by means of a motion and majority vote, any actions or actions proposed or carried out by the Committee which are considered to be unconstitutional or not to be in the interests of the Club, the Centre or Little Athletics.

·         Record one vote for all matters before the Chair.

12.9          Copies of the minutes of Club Meetings shall be distributed to Committee members and the Secretary of the Centre, and shall be made available to any member of the Club upon request.

12.10      Copies of the minutes of Club Meetings shall be made available to members of the Centre or Association committee upon request.    

13    ANNUAL REPORT

13.1          The Committee shall present the Annual Report and Balance Sheet of the Club to the Annual General Meeting.

13.2          Copies of the Annual Report and Balance Sheet will be made available to any member of the Club upon request.

13.3          Copies of the Annual Report and Balance Sheet will be made available to members of the Centre or Association committee upon request.

14    FINANCE

14.1          The Committee, through the Treasurer, shall be responsible for administration of the financial records of the Club, and the maintenance of proper books of account in accordance with the financial regulations of the Association.

14.2          The Committee shall appoint each year an Auditor who shall be appointed to audit all accounts of the Club. A report will be tabled at the Annual General Meeting. The Auditor shall be recognised Accountant or person qualified in business practice and not a member of the Committee.

14.3          Out of pocket expenses may be paid to a person incurring such expenses whilst acting on behalf of the Club in an official capacity, and the amount and recipients of such expenses shall be decided by the Club and approved by the Committee.

14.4          The assets of the Club, income or property shall not be given or transferred in any way to any member of the Club. Assets if disposed of, must be sold to the highest bidder.

15                LIFE MEMBERSHIP

15.1          The Club may bestow upon individuals the honour of Life Membership   of the Club.  Life members shall be entitled to attend all meetings and activities organised by the Club.

15.2          The criteria for Life Membership of the club shall be

·         Outstanding service to the Club for at least ten years.

·         Including at least five years on the Club Committee.

15.3          Nominations for Life Membership

·         May be submitted by any member of the Club.

·         Must be submitted to the Club Secretary in writing, at least fourteen days prior to a Club Meeting, and shall include details of the nominee and justification of the criteria.

15.4          The awarding of Life Membership shall be decided at a Club Meeting, by a secret ballot, with a two-thirds majority required.

15.5          Presentation of the award shall be at a place and time, and in a manner deemed suitable by the Committee in consultation with the nominee.

16    STANDING ORDERS

The Standing Orders for the Club shall be the Standing Orders of the Association and shall apply for all Club Meetings and Committee Meetings.

17    APPEALS AGAINST DECISIONS

In the event of a Club Member being dissatisfied with a decision or decisions brought down at a Club Meeting or a Committee Meeting and it cannot be resolved within the Club it will be referred to the Centre Executive.  If the matter cannot be resolved by referring it to the Centre, the Club will refer it, in writing to the Association whose decision shall be final.

18    CLUB UNIFORM

18.1     The club uniform is approved by the Centre Executive Council.  

18.2     Any changes to the club uniform must be passed at a Club Meeting and approved by the Centre Executive Council.

19    AMENDMENTS TO THE CONSTITUTION

Motions to amend this Constitution shall

19.1          Be submitted to a Club Meeting and shall only be proposed by a Club Member.

19.2          Be in writing and signed by the Proposer.

19.3          Be forwarded to arrive with the Club Secretary no later than twenty eight days before the date set for the Club Meeting, and such notice of motion shall be advised or advertised to all Club Members at least twenty one days before the meeting date.

19.4          To become an effective resolution of the Club, be passed by a majority vote consisting of at least two-thirds of voting members and approved by the Committee.

19.5          Be specific and shall refer to the clause or clauses concerned, specifying the deletion, insertion or addition of words that are required and followed by the clause as it would appear if amended.

19.6          Not be amended in a manner which in the opinion of the chairperson is contrary to the original aim of the motion.

19.7          Be only amended from the floor of the meeting by the addition or removal of a word or words to or from the motion which in the opinion of the Chairperson with respect to sub-section 19.6, will enable such motion to be put to the meeting.

20    DISSOLUTION OF THE CLUB

The Club shall only be dissolved provided that

20.1          The Club Secretary has advised the Centre Secretary in writing that insufficient members can be found to form a suitable Committee.

20.2          That a Club Meeting, by majority, has recommended dissolution.  Reasons for such a decision should be included.

After full settlement of all just debts and liabilities incurred by the Club, the Centre Executive shall take immediate possession of all books and papers of the Club and of all the assets of the Centre and Association that had been in the care/custody of the Club.

In the circumstances of the Club being dissolved for the purposes of a merger with another existing Club, the assets of the Club shall transfer to the new entity.

In the circumstances of the Club being dissolved and no merger or other new entity will be formed, the remaining assets of the Club shall transfer to the Centre.

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