York and District Table Tennis Association
The Association will be called York and District Table Tennis Association (the Association) and will be affiliated to, and abide by the rules of, the Yorkshire Table Tennis Association (YTTA) and the Table Tennis England.
2. Aims and objectives
The aims and objectives of the Association will be:
· To offer competitive opportunities and coaching in table tennis within York and surrounding communities, and to encourage sporting behaviour.
· To ensure a duty of care to all members of the Association.
· To provide all its services in a way that is fair and equal to all present and future members.
Membership will consist of officers and members of the Association.
All members will be subject to the constitution and rules and by joining the Association will be deemed to accept them and the codes of conduct that the Association adopt. Responsibility for ensuring compliance with the constitution and all the following rules of the Association lies with individual members and clubs.
Members will be enrolled in one of the following categories:
· full member
· affiliate member
· life member (Vice President)
4. Membership fees
Membership fees will be set annually and agreed by the Management Committee and ratified at the Annual General Meeting.
5. Offices of the Association
The offices of the Association will be:
· Vice Chairs
· General Secretary
· Match Secretary
· Social Secretary
· Tournament Secretary
· Press Secretary
· Yorkshire League Secretary
· Competitions Secretary
· Summer League Secretary
· Child Protection Officer
· Coaching Secretary
· Development Officer
· Other offices as deemed necessary at the AGM
· Up to five Club Representatives.
Officers will be elected annually at the Annual General Meeting.
All officers will retire each year but will be automatically considered as nominated unless they express a wish not to be.
The Association will be managed through a Management Committee consisting of all of the above offices. An individual may hold more than one office simultaneously. Each member will have one vote at meetings of the Management Committee.
The Management Committee will be convened by the General Secretary of the Association and normally held 6 times per year.
The quorum required for business to be agreed at Management Committee meetings will be five.
The Management Committee will be responsible for developing and applying policy, codes of conduct and rules that affect the organisation of the Association. Such new policy, codes of conduct and rules that affect the organisation of the Association will be put to the AGM, or an EGM for ratification.
The Management Committee will have powers to appoint sub-committees 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 Association’s rules and constitution, and will be responsible for taking any action of suspension or discipline following such hearings.
All Association monies will be banked in accounts held in the name of the Association.
The Association Treasurer will be responsible for monitoring the finances of the Association.
The financial year of the Association will end on 30th April.
An examined statement of annual accounts will be presented by the Treasurer at the Annual General Meeting.
Any cheques drawn against Association funds should bear the signatures of two authorised officers, one of whom should normally be the Treasurer.
8. General meetings
The Association will hold 3 General Meetings each year. The Association will hold its Annual General Meeting (AGM) not later than 30th June.
The Association will hold its 2 other General Meetings before the start of the winter season. The first will confirm ‘teams to divisions’, and the other will be the forum at which the Association’s handbooks are given out to clubs.
Not less than 14 clear days notice and an agenda for each General Meeting will be given by the General Secretary to all club secretaries.
The AGM will receive a report from officers of the Management Committee and a statement of the examined accounts.
Nominations for officers of the Management Committee and proposed constitution and rule changes should be sent to the General Secretary by 30th April.
Elections of officers will take place at the AGM.
Members of the Association will be represented through their clubs, and only registered clubs have the right to votes at the AGM. Officers of the Association may not vote at the AGM unless they are representing their club, with the exception of the Chair who will hold a casting vote in the event of any tied vote.
Clubs with up to 4 teams have 1 vote and clubs with more than 4 teams have 2 votes.
The quorum for General Meetings is 51% of the potential votes available, and all decisions will be on a simple majority basis, with the exception of constitution and rule changes which will require two-thirds of the votes cast.
The Management Committee has the right to call an Extraordinary General Meeting at any time. Procedures for EGMs will be the same as for any General Meeting.
An Extraordinary General Meeting will be called by the General Secretary on receipt of a request from Clubs representing 20% of available votes with details of the matter(s) to be discussed.
9. Discipline, disputes, protests and appeals
The Management Committee will hear complaints regarding discipline, and deal with disputes and protests.
There will be the right of appeal to the Management Committee. If still not resolved the Association will appoint a Board of Appeal, whose decision will be final.
The committee has the power to take appropriate disciplinary action, including the termination of membership.
A resolution to dissolve the Association can only be passed at an AGM or EGM with two thirds of the votes cast.
In the event of dissolution, any assets of the Association that remain will be disbursed to promote table tennis in the local area.
York and District Table Tennis Association hereby adopts and accepts this constitution as a current operating guide regulating the actions of members.
POSITION: Association Chair
POSITION: General Secretary