Constitution
HARROW SPORTS COUNCIL CONSTITUTION
adopted on the 29th day of June 1999
1. Name : The Council shall be called “Harrow Sports Council” (hereinafter referred to as “the Council”. It’s geographic area shall be that of the London Borough of Harrow.
2. Administration: Subject to the matters set out below the Council shall be administered and managed in accordance with this constitution by the members of the Executive Committee, constituted by clause 9 of this constitution.
3. Aims: The aims of the Council shall be:
3.1 To promote interest and increase participation in sport.
3.2 To encourage improvement in performance.
3.3 To provide a forum for the discussion of all matters relating to sport and recreation within Harrow.
4. Objectives: The objectives of the Council shall be:
4.1 To co-ordinate the work of the various sports clubs and sports organisations within the community.
4.2 To affiliate as members all bodies and organisations, which have an interest in sport and recreation.
4.3 To represent collectively member organisations and bodies on the relevant committees of the London Borough of Harrow.
4.4 To receive and to consider the action to be taken on reports, recommendations and requests from the London Borough of Harrow and from any other bodies interested in sport and recreation.
4.5 To promote or support competitors, championships and social or other events, as considered desirable.
4.6 To publish and distribute up-to-date information on local sports clubs, organisations, activities and facilities.
4.7 To help any member club or association in their efforts to improve their standards or facilities.
4.8 To provide a channel of communication between clubs, organisations or individuals in sport and other agencies.
4.9 To raise funds in order to meet the above objectives.
5. Powers: In furtherance of the objects but not otherwise the Executive Committee may exercise the following points:
5.1 Power to raise funds and to invite and receive contributions provided that in raising funds the Executive Committee shall not undertake any substantial permanent trading activities and shall conform to any relevant requirements of the law;
5.2 Power to co-operate with charities, voluntary bodies and statutory authorities operating in furtherance of the object or of similar purposes and to exchange information and advice with them;
5.3 power to appoint and constitute such advisory committees as the Executive Committee may think fit;
5.4 power to do all such lawful things as are necessary for the achievement of the objects.
6. Affiliation: All clubs and organisations directly concerned with sport in the area may apply for affiliation to the Council, subject to agreeing to abide by any rules which may be made by the Council, who shall retain the right to reject any application for affiliation or to withdraw affiliation on any grounds which to them appear reasonable. (see clause 7.5)
Each affiliated club and organisation shall pay an annual affiliation fee which will be determined at the Annual General Meeting in the preceding year.
7. Membership:
7.1 Membership of the Council shall be open to:
(a) individuals who are interested in furthering the work of the Council and who have paid any annual subscription laid down from time to time by the Executive Committee,
(b) any body corporate or unincorporated association which is interested in furthering the Council's work and has paid any annual subscription (any such body being called in this constitution a "member organisation"
(c) Representatives from the London Borough of Harrow.
(d) Councillor representatives from the London Borough of Harrow.
(e) Representatives from the Local School Sports Association.
7.2 Every member shall have one vote.
7.3 Each member organisation shall appoint an individual to represent it and to vote on its behalf at meetings of the Council; and may appoint an alternate to replace its appointed representative at any meeting of the Council if the appointed representative is unable to attend.
7.4 Each member organisation shall notify the name of the representative
appointed by it and of any alternate to the secretary. If the representative or alternate resigns from or otherwise leaves the member organisation, he or she shall forthwith cease to be the representative of the member organisation.
7.5 The Executive Committee may unanimously and for good reason terminate the membership of any individual or member organisation: Provided that the individual concerned or the appointed representative of the member organisation concerned (as the case may be) shall have the right to be heard by the Executive Committee, accompanied by a friend, before a final decision is made.
8. Honorary Officers: The Officers of the Council shall be Chairman, Vice Chairman, Secretary and Treasurer, all of whom shall be elected annually at the Annual General Meeting of the Council and who shall remain in office until the conclusion of the next Annual General Meeting.
All Officers shall be eligible for re-election.
9. Executive Committee:
9.1 The day to day work of the Council should be carried out by the four honorary officers specified in the preceding clause, they should report to the Executive Committee.
9.2 The Executive Committee shall consist of:
(a) the honorary officers specified in the clause 8
(b) a representative from each member organisation
(c) nominated members appointed as follows:
Representatives from the London Borough of Harrow, Sports and Cultural Service
(d) Councillor representatives from the London Borough of Harrow
(e) Representatives from the Local School Sports Association.
9.3 All the members of the Executive Committee shall retire from office together at the end of the annual general meeting next after the date on which they come into office, but they may be re-elected or re-appointed.
9.4 The affairs of the Council shall be managed by an Executive Committee (appointed in accordance with Clause 9), which shall be empowered to take such action as it may deem necessary to implement the objectives of the Council.
9.5 Sub-committees and/or working parties may be appointed in such manner as the Executive Committee shall from time to time determine.
9.6 The Executive Committee may until the next General Meeting enlist by cooption to any committee/working party the services of any person or persons. Such co-opted persons shall have voting rights.
10. Determination of Membership of Executive Committee: A member of the Executive Committee shall cease to hold office if he or she:
10.1 is absent without permission of the Executive Committee from all their meetings held within a period of a year and the Executive Committee resolve that his or her office be vacated; or
10.2 notifies to the Executive Committee a wish to resign (but only if at least 2 members of the Executive Committee will remain in office when the notice of resignation is to take effect).
11. Executive Committee Members not to be personally interested: No member of the Executive Committee shall receive remuneration or be interested (other than as a member of the Executive Committee) in any contract entered into by the Executive Committee.
12. Meetings and proceedings of the Executive Committee
12.1 The Executive Committee shall hold at least five ordinary meetings each year. A special meeting may be called at any time by the chairman or by any two members of the Executive Committee upon not less than 10 days' notice being given to the other members of the Executive Committee of the matters to be discussed.
12.2 The chairman shall act as chairman at meetings of the Executive Committee. If the chairman is absent from any meeting, the members of the Executive Committee present shall choose one of their number to be chairman of the meeting before any other business is transacted.
12.3 There shall be a quorum when at least 7 members of the Executive Committee are present at a meeting.
12.4 Every matter shall be determined by a majority of votes of the members of the Executive Committee present and voting on the question but in the case of equality of votes the chairman of the meeting shall have a second or casting vote.
12.5 The Executive Committee shall keep minutes of the proceedings at meetings of the Executive Committee and any sub committee.
12.6 The Executive Committee may from time to time make and alter rules for the conduct of their business, the summoning and conduct of their meetings and the custody of documents. No rule may be made which is inconsistent with this constitution.
12.7 The Executive Committee may appoint one or more sub-committees consisting of three or more members of the Executive Committee for the purpose of making any inquiry or supervising or performing any function or duty which in the opinion of the Executive Committee would be more conveniently undertaken or carried out by a sub committee: provided that all acts and proceedings of any such sub committees shall be fully and promptly reported to the Executive Committee.
13. Receipts and expenditure:
13.1 The funds of the Council shall be paid into an account operated by the Executive Committee in the name of the Council at such bank or financial institution as the Executive Committee shall from time to time decide. All cheques drawn on the account must be signed by two officers of the Executive Committee.
13.2 The funds belonging to the Council shall be applied only in furthering the objects.
14. Accounts:
14.1 The Accounts of the Council shall cover the period 1st April to 31st March of the following year and shall be audited by an auditor appointed at each Annual General Meeting.
14.2 The funds of the Council shall be vested in the Treasurer who shall apply and deal with monies in such a manner as the Executive Committee may direct in pursuit of the objectives of the Council.
14.3 The annual affiliation fee for full members of the Council shall be recommended by the Executive Committee and determined at the Annual General Meeting in the preceding year. The affiliation fee shall be payable on 1st April each year.
15. Annual General Meeting:
15.1 The Annual General Meeting, of which ten days written notice shall be given, shall normally be held in July each year and shall:
Receive and approve an Annual Report
Receive and approve the Annual Accounts.
Elect the officers and members of the Executive Committee.
Appoint an honorary auditor.
Conduct any relevant business of which due notice has been given.
15.2 Nominations of all officers and members of the Executive Committee shall reach the secretary 48 hours before the commencement of the Annual
General Meeting. If no nominations are received in advance, nominations can be made at the meeting.
15.3 The Council shall be represented on the relevant committees of the London Borough of Harrow. Representatives to these committees shall be elected at the Annual General Meeting.
16. Special General Meetings:
The Executive Committee may call a special general meeting of the Council at any time. If at least seven members request such a meeting in writing stating the business to be considered the secretary shall call such a meeting. At least 10 days' notice must be given. The notice must state the business to be discussed.
17. Procedure at General Meetings:
17.1 The secretary or other person specially appointed by the Executive Committee shall keep a full record of proceedings at every general meeting of the Council.
17.2 There shall be a quorum when at least one tenth of the number of members of the Council for the time being or seven members of the Council, whichever is the greater, are present at any general meeting.
18. Alterations to the Constitution:
Subject to the provisions of this clause the Constitution may be altered by a resolution passed by not less than two thirds of the members present and voting at an annual or special general meeting. The notice of the general meetings must include notice of the resolution, setting out the terms of the alteration proposed.
19. Dissolution:
If the Executive Committee decides that it is necessary or advisable to dissolve the Council it shall call a meeting of all members of the Council, of which not less than 21 days' notice (stating the terms of the resolution to be proposed) shall be given. If the proposal is confirmed by a two third majority of those present and voting the Executive Committee shall have the power to realise any assets held by or on behalf of the Council. Any assets remaining after the satisfaction of any proper debts and liabilities shall be given or transferred to such charitable institutions or institutions having objects similar to the objects of the Council as the members of the Council may determine or failing that shall be applied for some other charitable purpose.
This constitution was adopted on the date mentioned above by the persons whose signatures appear at the bottom of this document.
Signed: D. Goff (Chairman)
D. Owen (Secretary)
