Clubs Constitution

Title: The Club shall be called Dundee Volleyball Club

Objectives: The Club shall exist to promote and develop volleyball in the Tayside region of Scotland.

Management

a) Officers The officers of the Club shall be elected and consist of a Chairperson, a Club Administrator, a Treasurer, a Team Secretary and two ordinary members.  Officers shall hold their posts for two years, but shall be eligible for re-election. A child protection officer shall be elected to secure and monitor the health and wellbeing of junior and juvenile members. (The Club policy on Child Protection is available on the Club website)

b) Executive The affairs of the Club shall be conducted by an Executive Committee consisting of all the officers.

c)  The Executive shall meet as often as is thought necessary by the Chairperson and the Club Administrator.  The quorum shall be four.  Decisions shall be by majority vote, each member having one vote except in cases of equality when the Chairperson shall have a second casting vote.

d)  The Executive shall have the powers to co-opt.

e)  The administration of the constitution of the Club shall be vested solely in the Executive Committee who shall:

(i) decide all questions of rules and other matters relating to the Club save those involving alterations to the Constitution,

(ii) decide all matters relating to Club policy and development.

 f)  The Executive shall delegate any of it’s duties to sub-committees consisting of such persons as it thinks fit.  Any sub-committee so formed shall conform to any regulations imposed on it by the Executive.  A Secretary shall be appointed to each sub-committee by the Executive and they shall report to the following meeting of the Executive.

Membership: Membership is open to all and no application for membership shall be refused on other than reasonable grounds.  There will be no discrimination on grounds of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, sexual orientation, political or other opinion.

Membership form must be completed and signed at the start of the first session the prospective member attends.

  1. Senior member – being a member of the Club who is aged 19 years or over on the 1st January of the year of membership.
  2. Junior member – being a member of the Club who is aged over 16 and under 19 years on the 1st January of the year of membership.
  3. Juvenile member – being a member of the Club who is aged under 16 years on the 1st January of the year of membership.
  4. Associate member – Any non-playing member.

Juvenile and associate members are not permitted to stand for an officer post.     

The executive committee have the power to refuse membership to anyone who has previous criminal convictions for inappropriate behaviour, e.g. theft, domestic violence, child abuse.  Any refusal of membership can be appealed by written submission and references of good character.  

Each member must:

  1. Comply with the rules and Constitution of the Club.
  2. Pay on demand any subscription fees as determined by the AGM to be appropriate.

Members who are guilty of ill-discipline or violent conduct while representing the Club shall be liable to expulsion.  An appeal against expulsion from the Club shall be heard by the Executive Committee. 

Finance The funds of the Club shall be lodged at a bank and the authority to operate the account shall be vested in three signatories under the guidance of the Executive. Two signatures are required for any signed documents and cheques.  The financial year of the Club shall end on the 30 April and an audited statement of accounts shall be presented at the Annual General Meeting. 

No portion of the income and property shall be paid or transferred directly or indirectly by way of dividend, distribution, bonus, honoraria or otherwise howsoever by way of profit to the members.

General Meetings

  1. The Club shall in each calendar year hold an Annual General Meeting.  In no case shall 15 months elapse between the date of one AGM and the next.
  2. Other meetings, known as Extra-ordinary general Meetings may be called by the Executive Committee or by a resolution of at least 6 voting members or 10% of the membership of the Club, whichever is greater.
  3. At least 14 days’ notice for all General Meetings shall be given in writing stating the place, date and hour of the meeting, and in the case of an EGM the general nature of the business shall be intimated.  No other business may be discussed at an EGM.  Any accidental omission to give notice of a meeting to, or the non-receipt of such notice by, any person entitled to receive such a notice, shall not invalidate any resolution passed or proceedings made.
  4. The quorum for all General Meetings shall be 6 or 10% of the membership of the Club, whichever is greater.
  5. Voting at General Meetings shall be each member in each membership category of the Club shall have one vote except for Associate and Juvenile members who are not entitled to vote.  Proxy   votes shall be permitted.
  6. With the exception of decisions on changes of the constitution, all resolutions will be decided on a simple majority of votes cast.  Alterations to the constitution shall only be made with the approval of at least two-thirds of the votes cast.  The Chairperson will have the second casting vote if the vote is tied.
  7. Amendments to the constitution must be prepared in writing to the Chairperson/Club Administrator at least one week prior to the General Meeting.
  8. Constitutional changes shall be notified to the SVA within fourteen days of the ratification by a General Meeting of the Club and shall only be accepted by the SVA if they are not in contravention of the Association’s Constitution or Byelaws.
  9. Subscription fees and/or sums for the forthcoming season shall be decided by the membership at the AGM.  

General

a)   The club members shall adhere to the constitution, byelaws and other statutes of the Club.

b)   The Club shall submit the report of it’s AGM and a copy of it’s accounts to the SVA on request.

c)    The Club shall be responsible for it’s members behaviour during matches involving the Club.

d)  A record of all club members shall be kept by the officers of the Club according to the categories which shall be submitted to the SVA on request.

e)     Unless specifically authorised by the Executive Committee of the Club no one other than a member of the Executive shall be entitled to make any commitment on behalf of the Club or conduct business on behalf of the Club.

f)    If upon the winding up or dissolution of the Club there remains after the satisfaction of the Club’s debts and liabilities any properties whatsoever, the same shall be given or transferred to some other organisation having aims and activities similar to those of the Club.  Such organisation or organisations to be determined by members of the Club by Resolution passed at a General Meeting at or before the dissolution, and in so far as effect cannot be given to such provision then to some charitable organisation.

Revised edition 2020 

to be adopted at AGM May 2020