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GREEN DRAGON JUDO CLUB CONSTITUTION

TITLE
OBJECTIVES
MEMBERSHIP
ACCOUNTS
OFFICERS
ELECTION OF OFFICERS
EXECUTIVE COMMITTEE
GENERAL MEETINGS
ALTERATIONS TO THE CONSTITUTION
DISSOLUTION

1. TITLE

1.1 The club shall be known as Green Dragon Judo Club; hereinafter referred to as 'the club’.

2. OBJECTIVES

2.1 The primary object of the Club shall be to foster and develop the practise and spirit of Judo along the traditional lines and for that purpose in accordance with the practices and policies of the Governing body.

2.2 To promote friendship, fair play and the wellbeing of its members.

2.3 To provide a safe and fun environment for all activities.

2.4 The club aims to make Judo accessible to the local community and provide a safe and supportive environment in which all students feel able to achieve their full potential.

2.5 The club aims to provide and maintain an environment of equality for all students. Instructors and members will not discriminate on the grounds of age, culture, disability, gender, marital status, race, religion or sexual orientation.

3. MEMBERSHIP

3.1 Membership of the club shall be open to any person having attended and completed a minimum of five sessions at the club, and paid the appropriate annual membership fee.

3.2 The Executive Committee shall determine session fees and club subscriptions.

3.3 The Club reserves the right to refuse or withdraw membership where it is deemed by the Instructors of the club that an individual has acted in a manner that is detrimental to the good name or order of the club; and/or to have endanger the health and safety of other club members and/or members of the public.

3.4 There are four classes of membership available. These are:

Individual Adult Membership (16 and over)
Individual Junior Membership (under the age of 16)
Individual Juvenile Membership (under the age of 10)
Associate Membership (adult of a member under 16)

4. ACCOUNTS

4.1 The income of the club shall be derived from mat fees, donations, profits from functions and fundraising activities arranged by or on behalf of the club, from instructional courses, clothing, equipment, grants and all other things as the Executive Committee decides.

4.2 The funds of the club shall be kept by the club Treasurer under the supervision of, and in such place and manner as shall be determined by, the Executive Committee. The Committee shall have the power to increase and expend the club’s funds in such manner as they think fit in accordance with the objectives of the club.

4.3 The Club financial year shall begin on 1st September

5. OFFICERS

Chairperson/Treasurer.................- Mr Mick Williams
Vice Chairperson/Vice Treasurer.......- Mr Martin Prentice
Technical Consultant/Secretary........- Mr Bob Marshall
Members Representative................– Elected

6. ELECTION OF OFFICERS

6.1 The Members Representative shall be elected by the valid members of the club on the basis of a single vote per member.

6.2 Parents of members under the age of 16 shall be entitled to cast a vote on their child’s or children's behalf. They will be entitled to a single vote, regardless of how many children they have.

6.3 All candidates put forward for election must be an Instructor, Adult Member or Associate Member of the club.

6.4 The Members Representative is elected for a period of one year, but may be re-elected in subsequent years.

6.5 Any Non-Elected officer positions, Chairperson, Vice-chairperson or Assistant Treasurer, vacated before the AGM shall be filled at the AGM. The current committee must approve candidates for nomination who may then be elected by valid members of the club on the basis of one vote, one member.

7. EXECUTIVE COMMITTEE

7.1 An Executive Committee, comprising of the Officers stated in section 5, shall control the affairs of the club.

7.2 The Executive Committee shall meet at agreed intervals, but not less than four times per year. A quorum for a General Meeting shall be four. When less than 4 committee members are in attendance after 15 minutes from the published start time, then the number in attendance, if greater than one, shall be a quorum.

7.3 The duties of the Executive Committee shall be:

To control the affairs of the club on behalf of the members;
To keep accurate accounts of the finances of the club through the Treasurer. These should be available for reasonable inspection by members. The club shall maintain a separate bank account. Two signatories are required in respect of payment by cheque, those authorised to sign being the Chairperson and one other of the authorised members of the committee;
To co-opt additional members to the committee as and when the committee deems it necessary. Co-opted members shall not be entitled to vote on the committee;
To make decisions on the basis of a simple majority vote. In the case of equal votes, the Chairperson shall have the casting vote;

8. GENERAL MEETINGS

8.1 The Annual General Meeting of the club shall be held not later than the end of October of each year. Twenty-one (21) clear days of the AGM taking place shall be posted on the club’s Website. Members must advise the Chairperson in writing of any business to be moved at the AGM at least fourteen (14) days before a meeting. The Chairperson shall circulate or give notice of the agenda of the meeting to Members not less than seven (7) days before the meeting.

8.2 The business of the AGM shall be to:

Confirm the minutes of the previous AGM and any General meetings held since the last AGM;
Receive the accounts for the year from the Treasurer;
Receive the annual report from the Chairperson;
Receive reports from other Officers as appropriate;
Elect the Members Representative and any other unfilled Executive Committee member positions, as stated above in section 6.5;
Transact any other business received in writing by the Chairperson from members 14 days prior to the meeting and included on the agenda.

8.3 Nomination of candidates for election of Officers shall be made in writing to the Chairperson at least fourteen (14) days in advance of the AGM date. Nominations must be made and seconded by adult members or associate members of the club.

8.4 Decisions made at an AGM shall be by a simple majority of votes cast from those members entitled to vote and attending the meeting. In the event of equal votes the Chairperson shall have the casting vote.

8.5 A quorum for an AGM shall comprise of six (6) adult members including three Executive members. If less than 6 people are in attendance, then those in attendance 15 minutes after the published start time, if more than one, shall form the quorum. Primary or Junior members are entitled to attend AGMs in a non-voting capacity; however, their parents may represent them as associate members. Each member or associate member of the club shall be entitled to one vote at an AGM.

8.6 The Executive Committee may convene Extraordinary General Meetings (EGM), as necessary, as may the Chairperson, on receipt of a request in writing from no fewer than two thirds of the valid membership of the club. At least twenty-one (21) days notice of the meeting shall be given to members.

8.7 All General Meetings shall be chaired by the Chairperson or, in his or her absence, by the Vice Chairperson.

9. ALTERATIONS TO THE CONSTITUTION

9.1 Any proposed alterations to the club Constitution may only be considered at an AGM or EGM, convened with the required written notice of the proposal. Any alteration or amendment must be proposed by a bona-fide member and seconded by another bona-fide member. Such alterations shall be passed if supported by not less than two thirds of the valid membership of the club present at the meeting.

10. DISSOLUTION

10.1 If at any General Meeting of the club, a resolution were passed calling for the dissolution of the club, the Chairperson shall immediately convene an EGM of the club, to be held not less than one month thereafter to discuss and vote on the resolution.

10.2 If, at that EGM, the resolution is carried by at least two thirds of the members of the club present at the meeting, the Executive Committee shall thereupon, or at such date as shall have been specified in the resolution, proceed to realise the assets of the club and discharge all of its debts and liabilities.

10.3 After discharging all debts and liabilities of the club, the remaining assets shall not be paid or distributed amongst the members of the club but shall be given or transferred to some other voluntary organisation having objectives similar to those of the club.

10.4 Any assets received from grants will be dispersed as directed by the grant body, or if not, as directed by the local school housing those assets. All such assets will be detailed in the annual accounts.

OriginaL ApprovAL This Day, 23rd September 2007