WOODVILLE DISTRICTS TENNIS ASSOCIATION INC.
RULES OF THE ASSOCIATION - CONSTITUTION
1. NAME
The name of the incorporated association is Woodville Districts Tennis Association Inc., referred to herein as “the association’.
2. DEFINITIONS
“management committee” means the committee of management of the association, being a meeting of member clubs of the association convened in accordance with these rules
“executive committee “ means an executive committee with powers as specified in these rules.
“member club” means a member club of the association
“member” means a person being a playing member
“the Act’ means the Associations Incorporation Act 1985
“special resolution” means a special resolution defined in the Act
“month” shall mean a calendar month.
3. OBJECTS OF THE ASSOCIATION
The objects of the Association are;
3.1 To promote and control the game of tennis
3.2 To co-operate with other bodies for the betterment of tennis generally and particularly within the western suburbs of Adelaide.
3.3 To arrange inter-club matches, tournaments and all relative matters.
3.4 To raise funds for the Association
3.5 To lay out, construct, purchase, maintain any works, tennis courts, buildings or equipment.
3.6 To affiliate with senior organizations for the betterment of tennis.
3.7 To deliberate and finalise disputes between affiliated Clubs.
4. POWERS OF THE ASSOCIATION
The association shall have all the powers conferred by section 25 of the Act.
5. MEMBERSHIP
5.1 TYPES
The Association shall consist of:
a. Member Clubs - Any Club which controls two courts acceptable to the Association is eligible for admission. Such courts must be made available to the Association for Major Round matches and Tournaments and other Association events. Any Club wishing to enter or rejoin the Association shall be present at the Annual General Meeting OR file a written application with the Association Secretary before the Annual General Meeting or at the following Management Committee Meeting. The Annual General Meeting or Management Committee Meeting shall have the power to reject any such application.
b. Member - Registered members of affiliated Clubs :- Application for registration must be in writing on the prescribed form and signed by the Club Secretary.
Any player wishing to transfer from one Club to another Club in this Association shall first obtain a clearance which must accompany the application for registration. No clearance will be accepted after the date set for team nominations unless approved by the Executive Committee.
The Association Secretary may refuse to accept any application which does not comply with the rules or which is considered not in order. Any appeal from the Secretary’s decision shall be made to the Executive Committee whose decision shall be final
c. Life members elected in accordance with this Constitution.
5.2 SUBSCRIPTIONS
The fees due to the Association by each member club shall be at the rate as determined at the Annual General Meeting and shall be paid by the 30th November. Penalty for non-compliance: as determined at the Annual General Meeting.
5.3 RESIGNATIONS
a. A member club may resign from the association by giving written notice thereof to the secretary or public officer of the association. Any member club so resigning shall be liable for any outstanding fees or fines which may be recovered as a debt due to the association
b. A registered member may resign from the association by giving written notice thereof to the secretary or public officer of the association. Any registered member so resigning shall be liable for any outstanding fees or fines which may be recovered as a debt due to the association
5.4 DISQUALIFICATION OF A CLUB:
A Management Committee Meeting shall have the power to reprimand, suspend, disqualify or expel any Club which, in the meetings opinion, has been guilty of misbehaviour or non-compliance with the Rules of the Association – Constitution.
The offending Club shall be summoned by written notice to the Club Secretary, who shall attend, with one other representative, the meeting of the Committee at which it is proposed to deal with such Club. The decision of the Management Committee Meeting shall be binding and shall be observed and obeyed by the Club concerned.
5.5 EXPULSION OF A MEMBER
The Executive Committee shall have the power to expel any member as by Rule 6.1.
5.6 REGISTER OF MEMBERS
A register of member clubs must be kept and contain: the name, address and secretary of each member club
A register of members must be kept and contain: the name and address of each member player.
6. EXECUTIVE COMMITTEE
6.1 POWERS & DUTIES.
The Executive Committee shall have the power to:
a. Reprimand, fine, suspend, disqualify or expel any member who, in their opinion, has been guilty of misbehaviour in or at any match, tournament or function held under the control of the Association. The offending member shall be summoned by written notice from the Secretary to attend the meeting at which it is proposed to deal with such offender. In the event of non-appearance, it shall be proper for the Committee to deal with the matter on evidence placed before it.
b. Approve the transfer of a player from one position to another at any time or disallow such transfer in accordance with Match Rules.
c. Arbitrate on requests for permits in respect to major round matches.
d. Allocate courts for the playing of Major Round matches.
e. Examine and approve or reject any court on which it is proposed to play matches or tournaments under the Association’s control. It shall have the power to order any Club to make such minor alterations, repairs or additions that the Committee deems necessary.
f. In cases of urgency, make such decisions as it finds necessary; a report on such decisions to be presented to the next Management Committee Meeting.
g. Meetings of the Executive Committee shall be called by the Association Secretary or President when necessary.
6.2 APPOINTMENT
The Executive Committee shall consist of the President, Secretary, Assistant Secretary, Treasurer, Junior Director and five Club delegates, elected by the Management Committee – such delegates to be members of that Committee
6.3 PROCEEDINGS OF EXECUTIVE COMMITTEE
The quorum for meetings of the Executive Committee shall be five, one of whom must be an Officer of the Association
The Executive Committee shall meet together for the dispatch of business as required
6.4 DISQUALIFICATION OF COMMITTEE MEMBERS
The position of an Executive Committee member shall become vacant if an Executive Committee member is;
· Disqualified from being a committee member by the Act:
· Expelled as a member under these rules;
· Permanently incapacitated by ill health;
· Absent without apology from more than four meetings in a financial year.
7. MANAGEMENT COMMITTEE:
The Association shall be managed and controlled by a Management Committee which shall consist of the President, Secretary, Assistant Secretary, Treasurer, Junior Director and two delegates from each affiliated Club.
The Secretary of each club shall send to the Association Secretary the names and addresses of his/her Club’s delegates and proxy delegates who shall be allowed as representatives. Delegates should include Club Secretary, Senior Delegate and Junior Delegate. New appointments must be nominated in writing.
The Management Committee shall, subject to any provision of this Constitution, have full power to manage the affairs of the Association. They shall have the power to:
· Make Match Rules and By-Laws for the management of the Association consistent with the Constitution.
· Manage and control the funds and other property of the Association.
· Impose penalties for non-observance of its Rules and By-Laws.
· Confirm minutes of the Annual General Meeting and Special General Meeting.
· Interpret these Rules-Constitution. Their decision on the interpretation placed on it shall be final.
· Arrange matters in connection with intra-association and inter-association matches and events.
· Appoint sub-committees for specific purposes.
7.1 PROCEEDINGS OF MANAGEMENT COMMITTEE
The Management Committee shall meet together for the dispatch of business at least five times per year.
The Quorum for Management Committee Meetings shall be a number equal to 50% of the Club delegates.
Should a quorum not be present, the meeting may deal with the business subject to the determinations of such meeting being submitted for ratification or otherwise to a subsequent meeting.
Any Club not represented at any Management Committee meeting shall be subject to such penalty as may be determined at the Annual General Meeting. Officers and Club delegates shall be able to vote. No Club shall have more than two votes [The Chairman shall have a casting vote only.]
7.2 NOTICE OF MANAGEMENT COMMITTEE MEETINGS
a. At least 7 days notice of any Management Committee meetings shall be given to member clubs and association officers. The notice, which may be in the form of minutes of the previous meeting, shall set out where and when the meeting will be held.
b. A notice may be given to any member club or Officer by serving the notice personally, or by sending it by post.
c. Where a notice is sent by post;
a. The service is effected by properly addressing, prepaying and posting a letter or package containing the notice; and
b. Unless the contrary is proved, service will be taken to have been effected at the time at which the letter or package would be delivered in the ordinary course of post.
7.3 PROGRAMME:
The Management Committee shall arrange the programme of matches for each season.
A copy of such programme shall be supplied to each member of the Association.
8. THE SEAL
The association shall have a common seal upon which its corporate name shall appear in legible characters.
The seal shall not be used without the express authorization of the Management Committee, and every use of the seal shall be recorded in the minute book of the Association. The affixing of the seal shall be witnessed by the President and the Secretary.
9. GENERAL MEETINGS
9.1 ANNUAL GENERAL MEETINGS
The Annual General Meeting shall be held during the month of May in each year for the following purposes;
· To receive the Secretary’s report, the Treasurer’s financial statement, the Junior Director’s Report and any other Officers report.
· To elect Officers and Committees for the ensuing year.
· To consider and determine any business that may rightfully be brought forward.
Twenty-one days written notice of the date of the Annual General Meeting, accompanied by a copy of the Agenda, shall be given to all Clubs.
9.2 SPECIAL GENERAL MEETINGS:
A Special General Meeting of the Association shall be called by the Secretary
not less than seven days and not more than fourteen days after receipt of; notice in writing, signed by
at least five Club Secretaries, stating the objects of the desired meeting.
- OR
at a suitable time to consider an alteration to the Constitution as per clause 23 of this document.
9,2 If a special general meeting is not convened within fourteen days, as required by 9.2 above, the
requisitionists, or at least 50% of their number, may convene a special general meeting. Such a meeting shall be convened in the same manner as nearly as practical as a meeting convened normally, and for this purpose the requisitionists are supplied free of charge with particulars of the members entitled to receive a notice of meeting. The reasonable expenses of conducting such a meeting shall be borne by the association.
10. MEETING PROCEDURE:
10.1 The President shall be Chairman. In the President’s absence a chairman shall be elected from those
present. No Club shall have more than two votes at the Annual General Meeting or Special General Meeting. [The Chairman shall have a casting vote only.]
10.2 Questions arising at any general meeting or committee meeting other than special resolution shall be decided by a majority of votes, and in the event of equality of votes the chairman shall have a casting vote only.
10.3 A member of a committee or general meeting having a direct or indirect pecuniary interest in a contract or proposed contract, with the association must disclose the nature & extent of that interest to the meeting as required by the Act, & shall not vote with respect to that contract or proposed contract. The member must disclose the nature & extent of his or her interest in the contract at the next annual general meeting of the association.
10.4 If a poll is demanded by at least five delegates/officers, it must be conducted in a manner specified by the person presiding and the result of the poll is the resolution of the meeting on that question. A poll demanded for the election of a person presiding or on a question of adjournment must be taken immediately, but any other poll may be conducted at any time before the close of the meeting.
10.5 An ordinary resolution is a resolution passed by a simple majority. A special resolution is a special resolution as defined in the Act. An alteration to the Rules of the Association in accordance to Clause 24.1 is a special resolution.
11 OFFICERS:
The Officers of the Association shall be: PATRON, PRESIDENT, VICE PRESIDENT, SECRETARY, ASSISTANT SECRETARY, TREASURER, JUNIOR DIRECTOR, PUBLICITY and PROMOTIONS OFFICER, PUBLIC OFFICER AND TWO AUDITORS.
12 ELECTIONS:
Officers shall be elected at the Annual General Meeting and shall hold office until the next Annual General Meeting when they shall retire, but shall be eligible for re-election.
Vacancies occurring during the year may be filled by the Management Committee.
Life Members may be elected by ballot at the Annual General Meeting, subject to the following conditions:
- They shall be nominated in writing, endorsed by two Club Secretaries, such nominations to be in the hands of the Association Secretary prior to the first day of April for perusal by the Executive Committee.
- Life members shall have the right to attend all meetings and discuss any business brought forward, but shall have no vote thereon.