Constitution

Facebook Button

CONSTITUTION OF PHUMA KZN  ATHLETICS CLUB

TITLE

1.1     This club will be called PHUMA KZN Athletic Club

1.2     Herein referred to as “the club”

  1. OBJECTIVES

2.1     the promotion of interest and development of athletics;

2.2     the fostering of a spirit of harmony and comradeship amongst all club members; and

2.3     The club shall endeavour to promote all facets of athletics.

  1. HEADQUARTERS

The club will have its headquarters at 378 Somtseu Street, Sobantu 3210

AFFILIATION

4.1     The club will affiliate annually with the Athletic Association of KwaZulu-Natal or its successor.

4.2     All club members including committee members and coaches shall register annually with the KwaZulu-Natal Athletic Association and will be subject to the rules and regulations of the Athletic South Africa (ASA).

  1. MEMBERS AND MEMBERSHIP

5.1     Membership of the club shall be open to different categories. These shall include but not limited to:

5.1.1   Active members;

5.1.2   Inactive members;

5.1.3   Junior members;

5.1.4   Honorary members; and

5.1.5   Honorary life members

5.2     All active members SHALL annually take out KwaZulu-Natal Athletics licenses

5.3     Junior Members shall be under 19 years of age

5.4     Affiliation: the club will be affiliated to and subject to the jurisdiction of the KwaZulu Natal Athletics.

5.5     Rules: All event organized by the club shall be in accordance with rules and regulations of Athletics South Africa (ASA)

5.6     The committee may elect honorary members for their year of office

5.7     Should an individual have rendered extraordinary service to the club, he may be rewarded Honorary Life Membership of the club. Nominations for such membership shall be placed before the Annual General Meeting for ballot at the discretion of the committee.

5.8     Application for membership shall be made by completing and signing the club’s proposal forms. The committee at its next meeting shall consider such applications.

5.9     All members shall possess a copy of the club’s constitution.

  1. CLUB COLOURS

The club shall register club colours, which shall confirm with ASA rules.

  1. OFFICE BEARERS

The committee shall be elected from members of good standing at the Annual General Meeting or at a Special General Meeting and shall hold office until the next year Annual general Meeting.

7.1     The club shall elect from its members the following officers:

7.1.1   Chairperson

7.1.2   Deputy Chairperson

7.1.3   Secretary

7.1.4   Deputy Secretary

7.1.3   Treasurer

7.1.4   Child Officer

7.1.5   Committee Four (4) Other Members

7.2     All club officers and committee members shall familiarize themselves with the Code of Ethics and Good Practice for Children’s Sport.

7.3     Members of good standing shall propose nomination of the committee. Should any nominee be absent at the Annual General Meeting his name shall go forward only if he signified his consent in writing.

7.4     In addition to members elected at the General Meeting, members may be co-opted at the discretion of the committee.

7.5     The Secretary shall record the business and resolutions of all meetings and conduct and preserve all correspondence on behalf of the club.

7.6     The Treasurer shall:

7.6.1   Keep proper records of all the financial transactions of the club.

7.6.2   Prepare for submission of the Annual General Meeting as audited balance sheet and statement of receipts and payments for the previous year.

7.6.3   Submit monthly for confirmation by the committee, all accounts against the club.

7.6.4   Open an account in the name of the club at a bank or building society as approved by the Committee.

7.6.5   Cheque or withdrawal slips drawn on this account shall be signed by two of:          Chairman and Treasurer or Vice Chairman

7.6.6   Subscription renewal advice to be sent on the 1st December of each year

7.7     The club committee shall meet at least eight times a year, where all decisions and records will be minuted and circulated to all committee members.

7.8     Specific Duties

7.8.1  Chairperson

  1. To provide direction for the club by effective leadership and management
  2. To chair and control meetings of the management committee
  3. To act as principal officer within the club, and make decisions whenever the need arises, in consultation with other officers when appropriate
  4. To represent the club at external meetings when required
  5. To be involved, where appropriate, in the co-ordination of club activities
  6. To manage and oversee the work of officers and other club personnel
  7. To present the club’s annual report, in association with the club secretary
  8. To present the club’s annual accounts, in association with the club treasurer
  9. To determine the content and agenda for club meetings, in association with club secretary
  10. To ensure that club statutory documents and other returns are administered and filed on time
  11. To advise the treasurer on the use and investment of club funds

7.8.2  Treasurer

  1. Deal with all financial issues relating to the club
  2. Reconciliation of bank statements.
  3. Ensure all expenditure is in accordance with club objectives.
  4. Provide a monthly summary of financial position to the Committee.
  5. Assist in the completion of grant applications.
  6. Prepare annual accounts for review prior to presentation at the AGM

7.8.3  Secretary

  1. Administer club correspondence/first point of contact in consultation with Club Manager.
  2. Agree, prepare and distribute agendas for Club Committee and AGM meetings.
  3. Liaise with chairperson on agenda and meetings.
  4. Take minutes from meetings and distribute to members.
  5. Complete and submit annual registrations to KZNA (if no Registrar)
  6. Book training facilities.
  7. Maintain a register of club members.

7.8.4   Main duties – joint responsibility:

In the event of a complaint, ensure that the complaints’ procedures are met and followed through to the final decision.

  1. If unable to attend any executive committee meeting, report/ apologies should be sent to the secretary.
  2. The club shall maintain adequate financial records, which shall be audited and presented to the registered members at the Annual General Meeting.
  3. The club shall endeavour that no member be discriminated against on the basis of age, sex, class or creed.
  4. The club will endeavour to recruit coaches for all disciplines in conformity with the coach education programme.
  5. The club will summon an Annual General Meeting, which will be held in September each year.

ANNUAL SUBSCRIPTIONS

8.1     Annual subscriptions shall be sent and approved at the Annual General Meeting.

8.2     Subscriptions become due and should be paid within thirty days after the 1st of each year.

8.3     Any member who has not paid his subscription within sixty days of the last day of February shall be considered to be in default.

8.4     Any member considered to be in default shall have no right to take part in the club’s activities or vote at any meeting.

8.5     Any member, who is default for a minimum of six months may at the discretion of the committee, has his membership terminated.

8.6     Subscription to accompany application for membership.

8.7     After the 1st July 50% of the annual subscriptions or any such reduced amount at the discretion of the committee, shall be payable.

GENERAL MEETING

9.1     The Annual General Meeting shall be held during September each year.

9.2     Fourteen days’ notice shall be given of a General Meeting.

9.3     A quorum shall consist of at least 16 members.  One parent/guardian per family of junior members shall represent junior members.

9.4     If a quorum cannot be attained at a General Meeting, a further Special General Meeting shall be called and all members attending such meeting shall form a quorum and such a meeting shall form a quorum and such a meeting shall be held within 14 days of original scheduled meeting.

9.5     A special General Meeting shall be called within thirty days if so requested by at least one third of the members.

9.6     The committee may, at their own discretion convene a Special General Meeting.

9.7    The club shall not be dissolved except by a resolution passed by at least two thirds of the members.

9.8     In the event of dissolution, any monies other assets shall become the property of KwaZulu-Natal Athletics.

COMMITTEE MEETING

10.1    Committee meetings may be convened at the request of any committee member at the discretion of the Chairman.

10.2    Emergency meetings may be convened at request of any committee member at the discretion of the Chairman.

10.3    Any committee member failing to attend three consecutive meetings without due cause shall at the discretion of the committee relinquish his post.

10.4    A quorum shall consist of at least five members.

  1. ALTERATIONS TO CONSTITUTION

11.1    This constitution shall not be amended unless majority of at least two thirds of the members present (which would be at least 51% of club membership) votes in favour of such an amendment at a General Meeting.

11.2    Fourteen days notice shall be given of any intention to amend this constitution,

  1. INDEMNITY

12.1    The club does not hold itself in any responsible or liable in any manner for any fatality or accident by any of its members which may occur before, during or after any of the club’s activities.