Norfolk Squash Rackets Association Constitution
As amended at the Annual General Meeting held at the East Anglia S.R.C. on 24th May 2001
1. Name
The Association shall be called the NORFOLK SQUASH RACKETS ASSOCIATION, [referred to as 'the Association" hereinafter].
2. Objects
2.1. To promote and encourage the game of squash rackets and to further its growth and development at all levels in Norfolk.
2.2. To arrange, regulate and manage Inter County matches, individual championships and other competitions, as it shall from time to time deem necessary for fulfillment of objectives.
2.3. To act as local administrator for, and for local liaison with local membership on behalf of the S.R.A. Ltd., [the S.R.A.]
2.4. To maintain and uphold the rules and objectives of the S.R.A.
3. Members.
3.1. President - who shall be elected at a General Meeting and who shall be entitled to hold office for a period of three years.
3.2. Chairman - who shall be elected at a General Meeting and who shall be entitled to hold office for a period of three years.
3.3. Clubs and Organizations based in the county of Norfolk who are affiliated to the S.R.A.
3.4. Individual members of the S.R.A. [having a Norfolk qualification], are deemed to be individual members of the Association
3.5. Honorary and Life Members who may be appointed by the Executive Committee.
3.6. Members of the Executive Committee of the Association are deemed individual members of the Association.
3.7. Other additional classes of membership specified from time to time by the Association.
4. The Executive Committee of the Association ["the Executive Committee"] may require any member of the Association to withdraw from membership by giving notice of such decision in writing.
5. Subscriptions.
5.1. Members shall pay to the S.R.A. such fees as are stipulated from time to time.
5.2. Supplementary fees payable to the Association shall be payable as decided at a General Meeting of the Association and shall be payable by the September following the General Meeting.
5.3. Annual Subscriptions payable to the Association by members defined in clause 3.7. shall be decided from time to time by the Executive Committee and shall be payable on such date as the Executive Committee shall determine.
5.4. Upon notification from the S.R.A. that any club or organization has failed to pay its affiliation fee, the club or organization shall automatically cease to be a member of the Association and be barred from Association competitions.
6. Management
6.1 The Executive Committee shall consist of the President, Chairman and those elected on an annual basis: Vice Chairman County Secretary Hon. Treasurer County League Secretary Junior Representative* Refereeing and Marking Representative S.R.A. Council Member County Development Officer [an appointed officer] Four General Members of the Executive The Officers will act as Chairmen of sub committees. Such sub committees shall report direct to the Executive.
6.2. At least two members of the Executive Committee shall be women if the remainder are men and vice versa.
6.3. A quorum for Executive Committee Meetings shall be 5 members, which must include at least one of the following: Chairman / Secretary / Treasurer.
7. Powers of the Executive Committee
7.1. To determine policies that are not required to be determined at a General Meeting of the Association
7.1.1. The Association has adopted in general the Child Protection Policy as laid out in the SRA document governing this topic and will appoint a Child Protection Officer whose term of office shall, in the first instance, be for three years.
7.2 Day to day running of the Association.
7.3. Act in all matters and employ funds in such a manner as deemed most effective and in the best interest of the Association.
7.4. The Executive Committee shall have power of co-option whenever it is deemed necessary.
7.5. Create such sub committees as deemed necessary.
7.6. Appoint representatives to attend S.R.A. meetings as deemed necessary.
7.7. Decide all questions between affiliated organizations, which may be sent to it for decision, reserving the right to refer any questions to the S.R.A.
7.8. To decide on awards for distinction /merit, for services to Norfolk Squash.
7.9. Ratify decisions/actions of all sub committees.
8. Accounts
The financial year of the Association shall be closed on the 31st March in each year and a statement of the accounts, for such, shall be prepared by the Treasurer for adoption by the Executive Committee and a General Meeting.
9. General meetings
9.1. A General Meeting of the Association shall be held annually within twelve weeks of the financial year-end. Not less than 21 days written notice [posted to all clubs and Executive NCSRA Constitution May 2001 JCM 3 Members and inserted in the Eastern Daily Press] shall be given stating the business to be transacted.
9.2. Items for Any Other Business must reach the County Secretary in writing before the 31st March preceding the meeting. The meeting shall be chaired by the President or in his absence by the Chairman or Vice Chairman. Copies of the current year's accounts shall be handed to members at the meeting.
9.3. Mandatory items for the Agenda will be: Approval of previous General Meeting Minutes and Matters Arising. Annual Report presented by the Secretary. Election of Executive Committee. Any other Business [subject to appropriate notice]
9.4. All Members of the Association and members of affiliated Clubs and Organizations shall be entitled to attend General Meetings
9.5. Each individual member of the Association and each Executive Committee Member shall be entitled to vote. Each member club shall appoint one person as its nominee who shall have one vote plus one additional vote for each team that has completed the preceding Winter League fixtures. Proxy votes shall be permitted. Affiliated club nominees and proxy nominees shall be notified, in writing to the County Secretary prior to the commencement of the meeting.
9.6. A quorum for a general meeting shall be 15 members who have the right to vote, provided that at least 5 affiliated clubs are represented.
9.7. All nominations for election to the Executive Committee shall be proposed and seconded by persons, clubs or organizations entitled to vote at a General Meeting and shall be made in writing to the County Secretary at least 7 days before the meeting.
10. Extra Ordinary General Meeting
An EGM may be called, firstly by the Executive Committee at any time stating the business, or secondly, by 5 member clubs [or organizations] entitled to vote or 20 individual members entitled to vote at a general meeting, giving at least 21 days notice to the membership. A letter, signed by either of these qualifying groups must be lodged with the County Secretary and the Secretary shall call the EGM, which must be held within 28 days of the receipt of such a letter.
11. Voting : AGM / EGM.
11.1 Voting shall be by a show of hands taking note of the greater entitlement to voting power lying with representatives of member dubs. A ballot may be called by the Chairman of the meeting or if demanded by at least 3 members present.
11.2. Where an individual is voting in more than one capacity then the separate voting entitlements should clearly be identified.
12. Alterations to the Constitution require 3/4 majority of those present and entitled to vote at any General Meeting and can only be changed at a General Meeting.
13. Other Items
No member club or organization can organize any Open Tournament, Championship or be involved or organize any Squash Team event which may give the impression that such competition, team or event, is organized by, or represents the Association, without prior approval from the Executive Committee [notification to Chairman or Secretary only]. In any event all tournaments, championships etc., [other than those 'closed' within a member club] shall be notified in writing to the County Secretary at least 28 days prior to the commencement of competition.
1. Name
The Association shall be called the NORFOLK SQUASH RACKETS ASSOCIATION, [referred to as 'the Association" hereinafter].
2. Objects
2.1. To promote and encourage the game of squash rackets and to further its growth and development at all levels in Norfolk.
2.2. To arrange, regulate and manage Inter County matches, individual championships and other competitions, as it shall from time to time deem necessary for fulfillment of objectives.
2.3. To act as local administrator for, and for local liaison with local membership on behalf of the S.R.A. Ltd., [the S.R.A.]
2.4. To maintain and uphold the rules and objectives of the S.R.A.
3. Members.
3.1. President - who shall be elected at a General Meeting and who shall be entitled to hold office for a period of three years.
3.2. Chairman - who shall be elected at a General Meeting and who shall be entitled to hold office for a period of three years.
3.3. Clubs and Organizations based in the county of Norfolk who are affiliated to the S.R.A.
3.4. Individual members of the S.R.A. [having a Norfolk qualification], are deemed to be individual members of the Association
3.5. Honorary and Life Members who may be appointed by the Executive Committee.
3.6. Members of the Executive Committee of the Association are deemed individual members of the Association.
3.7. Other additional classes of membership specified from time to time by the Association.
4. The Executive Committee of the Association ["the Executive Committee"] may require any member of the Association to withdraw from membership by giving notice of such decision in writing.
5. Subscriptions.
5.1. Members shall pay to the S.R.A. such fees as are stipulated from time to time.
5.2. Supplementary fees payable to the Association shall be payable as decided at a General Meeting of the Association and shall be payable by the September following the General Meeting.
5.3. Annual Subscriptions payable to the Association by members defined in clause 3.7. shall be decided from time to time by the Executive Committee and shall be payable on such date as the Executive Committee shall determine.
5.4. Upon notification from the S.R.A. that any club or organization has failed to pay its affiliation fee, the club or organization shall automatically cease to be a member of the Association and be barred from Association competitions.
6. Management
6.1 The Executive Committee shall consist of the President, Chairman and those elected on an annual basis: Vice Chairman County Secretary Hon. Treasurer County League Secretary Junior Representative* Refereeing and Marking Representative S.R.A. Council Member County Development Officer [an appointed officer] Four General Members of the Executive The Officers will act as Chairmen of sub committees. Such sub committees shall report direct to the Executive.
6.2. At least two members of the Executive Committee shall be women if the remainder are men and vice versa.
6.3. A quorum for Executive Committee Meetings shall be 5 members, which must include at least one of the following: Chairman / Secretary / Treasurer.
7. Powers of the Executive Committee
7.1. To determine policies that are not required to be determined at a General Meeting of the Association
7.1.1. The Association has adopted in general the Child Protection Policy as laid out in the SRA document governing this topic and will appoint a Child Protection Officer whose term of office shall, in the first instance, be for three years.
7.2 Day to day running of the Association.
7.3. Act in all matters and employ funds in such a manner as deemed most effective and in the best interest of the Association.
7.4. The Executive Committee shall have power of co-option whenever it is deemed necessary.
7.5. Create such sub committees as deemed necessary.
7.6. Appoint representatives to attend S.R.A. meetings as deemed necessary.
7.7. Decide all questions between affiliated organizations, which may be sent to it for decision, reserving the right to refer any questions to the S.R.A.
7.8. To decide on awards for distinction /merit, for services to Norfolk Squash.
7.9. Ratify decisions/actions of all sub committees.
8. Accounts
The financial year of the Association shall be closed on the 31st March in each year and a statement of the accounts, for such, shall be prepared by the Treasurer for adoption by the Executive Committee and a General Meeting.
9. General meetings
9.1. A General Meeting of the Association shall be held annually within twelve weeks of the financial year-end. Not less than 21 days written notice [posted to all clubs and Executive NCSRA Constitution May 2001 JCM 3 Members and inserted in the Eastern Daily Press] shall be given stating the business to be transacted.
9.2. Items for Any Other Business must reach the County Secretary in writing before the 31st March preceding the meeting. The meeting shall be chaired by the President or in his absence by the Chairman or Vice Chairman. Copies of the current year's accounts shall be handed to members at the meeting.
9.3. Mandatory items for the Agenda will be: Approval of previous General Meeting Minutes and Matters Arising. Annual Report presented by the Secretary. Election of Executive Committee. Any other Business [subject to appropriate notice]
9.4. All Members of the Association and members of affiliated Clubs and Organizations shall be entitled to attend General Meetings
9.5. Each individual member of the Association and each Executive Committee Member shall be entitled to vote. Each member club shall appoint one person as its nominee who shall have one vote plus one additional vote for each team that has completed the preceding Winter League fixtures. Proxy votes shall be permitted. Affiliated club nominees and proxy nominees shall be notified, in writing to the County Secretary prior to the commencement of the meeting.
9.6. A quorum for a general meeting shall be 15 members who have the right to vote, provided that at least 5 affiliated clubs are represented.
9.7. All nominations for election to the Executive Committee shall be proposed and seconded by persons, clubs or organizations entitled to vote at a General Meeting and shall be made in writing to the County Secretary at least 7 days before the meeting.
10. Extra Ordinary General Meeting
An EGM may be called, firstly by the Executive Committee at any time stating the business, or secondly, by 5 member clubs [or organizations] entitled to vote or 20 individual members entitled to vote at a general meeting, giving at least 21 days notice to the membership. A letter, signed by either of these qualifying groups must be lodged with the County Secretary and the Secretary shall call the EGM, which must be held within 28 days of the receipt of such a letter.
11. Voting : AGM / EGM.
11.1 Voting shall be by a show of hands taking note of the greater entitlement to voting power lying with representatives of member dubs. A ballot may be called by the Chairman of the meeting or if demanded by at least 3 members present.
11.2. Where an individual is voting in more than one capacity then the separate voting entitlements should clearly be identified.
12. Alterations to the Constitution require 3/4 majority of those present and entitled to vote at any General Meeting and can only be changed at a General Meeting.
13. Other Items
No member club or organization can organize any Open Tournament, Championship or be involved or organize any Squash Team event which may give the impression that such competition, team or event, is organized by, or represents the Association, without prior approval from the Executive Committee [notification to Chairman or Secretary only]. In any event all tournaments, championships etc., [other than those 'closed' within a member club] shall be notified in writing to the County Secretary at least 28 days prior to the commencement of competition.
