CONSTITUTION and GENERAL RULES
- Name
The name of the association shall be “South Yorkshire Schools’ Athletic Association”. - Objects
The objects of the association shall be the advancement of organised athletics amongst school children; the formulation of expert opinion and the dissemination of this information; the arrangement of annual championships in Cross Country, Race Walking and Track and Field. - Membership
Membership shall be open to all Schools’ Athletic Associations within the County of South Yorkshire. The affiliation fee shall be £5 per annum. - Organisation
The Officers of the Association shall be the Chairman, Vice-Chairman, Honorary Secretary and Honorary Treasurer who shall be elected by ballot at the Annual General Meeting. The Vice-Chairman shall be elected bi-annually; the Secretary and the Treasurer shall be elected annually; the nominations for the Officers and representatives to other bodies shall be forwarded in writing to the Secretary on or before 31st October. If more than one nomination is received for any vacancy, the Secretary shall prepare a ballot paper bearing the names of all the nominated candidates. Each association shall be allowed three votes for any vacancy. Completed ballot papers must be returned to the Chairman at the Annual General Meeting. - Executive
Power to conduct the affairs of the association shall be vested in an Executive Committee consisting of: –
a) The Officers as defined by Rule 4.
b) Three members from each affiliated association.
The Executive Committee shall have the power to co-opt other persons as may be required. - Sub-Committees
Sub-Committees shall be elected annually as required.
The Officers as defined in Rule 4 are ex-officio members of all sub-committees. - Financial Control
The Executive Committee shall control its finances which shall be used solely for the furtherance of the objects stated in Rule 2. - Dissolution
In the event of the Association being dissolved, the Executive Committee shall realise the property and assets and call in all monies due to the Association, and, after the discharge of all liabilities, shall hand over the surplus to such charitable institutions or charities as shall be determined by the Annual General Meeting called for that purpose. - Life Members
The Association at its A.G.M., may confer Life Membership on members of the Association who have rendered valuable service to the Association. Life members may attend all meetings of the Association with power to vote. - Trustees
The Trustees of the Association shall consist of the Officers and up to 6 other members of the Executive Committee. - Annual general Meeting
The Annual General Meeting of the Association shall be held not later than November 30th. The Secretary shall give seven clear days notice of the date, time and place of the A.G.M. In addition to the committee of the Association, any affiliated association may send such additional representatives it desires, but no association shall have more than three votes in any ballot or division at the A.G.M.
The business of the A.G.M. shall be transacted in the following order: –
a) Minutes of the previous A.G.M.
b) Adoption of Standing Orders.
c) Correspondence
d) Adoption of the Annual Report.
e) Adoption of the Audited Cash Statement.
f) Alteration to Rules or Constitution.
g) Election of Officers.
h) Election of Trustees.
i) Thanks to retiring officials.
j) Other business already notified to the Secretary.
Notice of any proposed alteration of the Constitution or Rules must be given in writing to the Secretary by 31st October. - Special General Meeting
A Special General Meeting shall be called by the Secretary upon the instructions of the Executive Committee or on requisition by TWO of the affiliated associations. - Alteration to Rules
No alterations to the Constitution and Rules shall be made except at the A.G.M. or at a Special General Meeting called for that purpose.
No alteration shall be made which shall cause the Association to cease to be a Charity at Law. - Finance
All monies of the Association shall be banked by the Treasurer in the name of the Association. The Treasurer shall be authorised to receive monies and to make payments on behalf of the Association. All cheques and all other bank transactions shall be authorised by any two signatories nominated from the Officers, and two members of the Executive Committee.
The Treasurer shall prepare a Cash Statement showing the financial position of the Association and this Statement, duly audited, shall be presented at the A.G.M.
The financial year shall be from November 1st. to October 31st. - The Officers shall have the power to act in an emergency not provided for in the Rules, but must report their action to the Executive Committee at the earliest opportunity.
Revised at the Annual General Meeting – 16th November 2004