Dundee City Sports Council

Constitution

1. NAME

The name of the organisation shall be "Dundee City Sports Council" (hereinafter referred to as the "Sports Council").

2. OBJECTIVES

The objectives of the Sports Council shall be:-

(a) To promote interest and participation in sport in the area of Dundee City Council (hereinafter referred to as "The City".

(b) To co-ordinate the work of the various amateur sports clubs and sports organisations affiliated to the Sports Council as hereinafter provided in the City generally and in relation to specific projects.

(c) To examine the available sports facilities in the City as against current and anticipated needs and to make representations to Dundee City Council (hereinafter referred to as the ("City Council") and any other appropriate body, from time to time, in this connection.

(d) To promote or support competitions, championships and social or other events as considered desirable.

(e) To assist local amateur sports clubs and organisations affiliated as aforesaid and individuals thereof by arranging courses and displays for the improvement of personal performance and for the training of leaders and coaches, referees and judges.

(f) To encourage, with the assistance of the Education authorities, school pupils and school leavers to take up sporting activities.

(g) To receive reports and recommendations from local amateur sports clubs and organisations affiliated as aforesaid on all matters concerning the sport and to take appropriate actions thereon.

(h) To publish and distribute, as considered desirable, up-to-date information on local sports clubs and organisations affiliated as aforesaid and their activities and facilities.

(i) To foster, in the field of the amateur sports, the twinning link between the City and its twin towns.

(j) To further the foregoing objects by organising such activities and taking such other action as the Sports Council may deem appropriate.

The Sports Council shall be non-political, non-sectarian and non-denominational.

3. AFFILIATION TO THE SPORTS COUNCIL

(i) All clubs and organisations directly concerned with amateur sports in the city of Dundee may apply for affiliation to Dundee City Sports Council, subject to provision to the Sports Council of the following:

Constitution, contact details, bank details including details of signatories and registration confirmation for access to Disclosure Scotland Checks and a Child/Vulnerable Adult Protection Policy.

Dundee City Sports Council Executive Committee shall retain the right to reject any application for affiliation or to withdraw affiliation on any ground which to them appear reasonable.

(ii) Each club and organisation affiliated as aforesaid shall pay an annual affiliation fee, which will commence from the date of acknowledgement for a 12 month period. Such amount as may be fixed by Dundee City Sports Council at their Annual General Meeting in each year, and such fees shall be payable no later than 3 months after the due date of affiliation commencing on the date shown on the previous years acknowledgment of acceptance.

(iii) All clubs wishing to join Dundee City Sports Council must operate, for the benefit and safety of its members, a child/vulnerable adult protection policy and have appropriate mechanisms in place to access appropriate police checks on members who have access to children and/or vulnerable adults

4. MEMBERS OF THE SPORTS COUNCIL

Members of the Sports Council shall be:-

(a) One representative of each club or 3 from each organisation representing a sport affiliated as aforesaid to the Sports Council.

(b) One representative of sportscotland.

(c) All office Bearers as hereinafter defined of the Sports Council.

(d) Three elected members of the City Council.

(e) The Director of Leisure and Communities for the time being, of the City Council and the Club and Coach Development Officer for the time being, of the City Council.

(f) Such additional individual members of the Sports Council as the Executive Committee hereinafter defined may decide to appoint.

5. OFFICE BEARERS OF THE SPORTS COUNCIL

(i) The Lord Provost of the City of Dundee, for the time being, shall be ex officio the Honorary President of the Sports Council.

(ii) The other Office bearers shall consist of:-

(1) The Chairman who shall be the Chairman for the time being, of the Leisure Services Committee of the City Council.

(2) A Senior Vice-Chairman and a Junior Vice-Chairman shall be elected from the representatives of the individual clubs and associations affiliated as aforesaid. The Senior Vice-Chairman shall relinquish his office automatically each year and the Junior Vice-Chairman"s office automatically. A new Junior Vice-Chairman shall be appointed immediately by election from the representatives of the individual clubs and associations affiliated as aforesaid.

(3) As Honorary Secretary who shall be the Director of Leisure and Communities for the time being, of the City Council; and

(4) An Honorary Treasurer who shall be the Director of Finance for the time being.

6. EXECUTIVE COMMITTEE

(i) The day-to-day work of the Sports Council shall be carried on by an Executive Committee consisting of the following:-

(a) The Honorary President, as defined in Clause 5 hereof.

(b) The five other office Bearers of the Sports Council as defined in Clause 5 hereof.

(c) The three elected members of the City Council appointed as provided in clause 4 hereof.

(d) The representative of sportscotland appointed to membership of the Sports Council, as provided in clause 4 hereof.

(e) Six members of the Sports Council representing differing sports.

(f) Two other members of the Sports Council who shall represent youth organisations which are affiliated as aforesaid; and

(g) The Club and Coach Development Officer for time being, of the City Council.

(ii) The members of the Executive Committee who are not ex officio members shall retire at the Annual General Meeting of the Sports Council but shall be eligible for re-election.

(iii) The Executive Committee shall have power to co-opt persons to fill casual vacancies therein, but in doing so, shall maintain the foregoing categories of members.

(iv) The Executive Committee shall meet at such intervals as they may determine having regard to the business to be transacted, but not less than four times in any one year.

(v) The Executive Committee shall have power to appoint from among their number such Sub-Committees and Conveners thereof as they deem necessary in order to carry out the objects of the Sports Council and to co-opt such additional persons as they may think desirable in the circumstances of each case.

(vi) Each Sub-Committee shall consist of a Convener as hereinbefore provided, and three other voting members of the Executive Committee.

7. MEETINGS

(i) The Chairman, whom failing the Senior Vice-Chairman, whom failing the Junior Vice-Chairman, shall preside at all meetings of the Sports Council and of the Executive Committee. In the absence of the Chairman, the Senior Vice-Chairman and the Junior Vice-Chairman, those present and voting, shall appoint one of their numbers to preside, by a simple majority.

(ii) The Annual General Meeting of the Sports Council shall be held in May of each year.

(iii) The notice calling the Annual General Meeting of the Sports Council shall be accompanied by a statement prepared by the Chairman on the work of the Executive Committee during the year ended 31st March, and a financial statement prepared by the Honorary Treasurer as provided in clause 8 (d) hereof.

(iv) All meetings of the Sports Council and meetings of the Executive Committee shall be called by the Honorary Secretary and 14 days notice, in writing, shall be given as to the time and place thereof and the business to be considered in-so-far as is known, in the case of meetings of the Executive Committee. The accidental omission to give due notice, as hereinbefore provided, of any meeting, or the non-receipt of said written notice, shall not invalidate any resolution passed or the proceedings of any such meeting.

(v) For all purposes, the Quorum for a meeting of the Sports Council shall be one third of the members thereof, for a meeting of the Executive Committee, 6 of the members thereof, and for a Sub-Committee, 3 of the members thereof.

(vi) Meetings of Sub-Committee of the Executive Committee shall be called by the Honorary Secretary or by the Conveners of such Sub-Committees as may be agreed between them on due notice, as hereinbefore provided being given.

(vii) A Special General Meeting of the Sports Council shall be held if requisitioned by the Chairman, or by the City Council, or by any six of the clubs or organisations affiliated as aforesaid, by letter in writing, addressed to the Honorary Secretary and stating the nature of the business proposed to be considered at such meeting. Any Special General Meeting of the Sports Council so requisitioned shall be held within 28 days of receipt by the Honorary Secretary of such requisition, and on due notice, as hereinbefore provided, being given. Notices of the meetings of the Sports Council shall be addressed to the Secretaries of the clubs and organisations affiliated as aforesaid, and individual members of the said clubs and organisations as appropriate, and notices of meetings of the Executive Committee and Sub-Committees thereof, shall be addressed to the individual members of the said clubs and organisations.

(viii) Voting at meetings of the Sports Council, the Executive Committee and the Sub-Committees shall be on the basis of one vote per member present, and the resolution will be passed by a simple majority. In the event of equality of votes, the Chairman shall have a second or casting vote. Voting shall be by a show of hands or by roll-call as may be decided by the Chairman, whose decision shall be final.

(ix) Facilities for meetings of the Sports Council and the Executive Committee may be granted by the City Council at its discretion.

8. FINANCE

(a) Proper books of accounts shall be kept by the Honorary Treasurer who shall be responsible for advising the Sports Council and the Executive Committee of all financial matters affecting the Sports Council"s activities.

(b) The Honorary Secretary shall have authority to order such supplies as may be necessary, and the Honorary Treasurer shall have authority to make payment if he is satisfied that these are in order.

(c) The Sports Council"s financial year shall be run from 1st April to 31st March in each year.

(d) The Sports Council may receive grants from the City Council for general or specific purposes at the discretion of the City Council.

(e) The Honorary Treasurer shall produce a financial statement every six months, including one prepared for the Annual General Meeting, showing the cumulative position and intermissions for period.

(f) The Executive Committee may authorise expenditure out the Sports Council"s funds for the furtherance of the objects of the Sports Council, except that in any cause where a sum of more than £2000 is involved on any one item, or for any one of the clubs and associations affiliated as aforesaid, the matter shall be referred with a recommendation to the Leisure Services Committee of the City Council and shall only be paid if approval is obtained.

(g) The Executive Committee may make representations to the City Council via the Leisure Services Committee to consider applications for grant aid.

9. WINDING-UP

The Sports Council shall not be wound up except by resolution carried by a majority of two-thirds of those present and voting at a Special General Meeting of the aforementioned Sports Council called for the purpose. In the event of the Sports Council being wound up, all the funds of the Sports Council shall be handed over to the City Council for disposal for such purposes as it in its discretion may determine, and the decision of the City Council shall be final.

10. AMENDMENT TO THE CONSTITUTION

The Constitution of the Sports Council shall not be amended except by resolution carried up by a two-thirds majority of those present and voting at a Special General Meeting of the Sports Council and with the consent of the City Council.

The terms of any proposed amendment to the Constitution shall be issued in full, along with the notice calling any such Special General Meeting for which due notice, as hereinbefore provided, has been given.