Club Constitution

Revision 6

June 2003

1. DEFINITIONS

   1. All words and expressions importing the masculine shall include the feminine gender, except where this refers to classes of membership.

   2. Those signifying singular shall include the plural and vice versa.

   3. The following words shall have the meanings hereby assigned to them:

      1. The "CONSTITUTION" shall mean the Constitution of Dosco Gijimas, unless otherwise specified;

      2. "CLUB" shall mean Dosco Gijimas;

      3. "CLUB COMMITTEE" shall mean the Managing Committee of the Club;

      4. "CLUB SECRETARY" shall mean the Secretary of the Club;

      5. "RULES" shall mean the rules of the Club in which are incorporated the rules of the Section in force from time to time;

      6. "CGA" shall mean Central Gauteng Athletics;

      7. "YEAR", "YEARLY", "ANNUAL", or "PER ANNUM" shall mean the calendar year.

2. GENERAL

   1. Name

      The name of the Club shall be DOSCO GIJIMAS. The abbreviated name by which the Club may also be described is DOSCO.

   2. Legal Personality

      The Club is a legal person and shall in its own name be capable of suing and being sued.

   3. Head Office and Area Of Control

      The head office of the Club shall be based at Megawatt Park, Maxwell Drive, Sunninghill Ext. 3, Sandton, in its area of control within the borders as specified by CGA from time to time.

3. OBJECTIVES AND AIMS

   1. The objectives of the Club shall be:

      1. To promote all branches of amateur athletics;

      2. To assist in the provision of facilities for the improvement of members' athletic activities;

      3. To hold and arrange athletic sports meetings and competitions, to charge admission to its grounds or any grounds of which it might have temporary possession of an entrance fee for such meetings, and to offer or contribute towards the provision of prizes when deemed necessary.

   2. In pursuance of the objectives, the Club may, subject to the approval of the Club Committee:

      1. Arrange social functions and promote competitions, accept, donate and confer prizes;

      2. Purchase, sell, lease or otherwise acquire or dispose of all manner of apparatus, equipment and apparel for use by members of the Club;

      3. Administer, maintain and control all equipment and facilities acquired for use by the Club;

      4. Arrange and accept offers by sponsors to provide facilities;

      5. Negotiate for the use of premises and facilities for the furtherance of the objects of the Club.

4. The Constitution of the Club shall always be subject to the Constitution of CGA.

5. MEMBERSHIP

   1. The Club membership will be open to all.

   2. Persons applying for membership shall be deemed to be members after being, proposed by two members and approved by the Club Committee.

   3. A member who wishes to terminate his membership shall notify the Club Secretary to that effect in writing, at least one month prior to the date on which his next subscription is due and the Club Secretary shall immediately notify the Club.

   4. Members are not allowed to have membership of another athletic club or athletic section of a club

6. COLOURS

   The Club colours shall consist of a red and blue mottled vest with blue piping around the neck and armholes. The words DOSCO will appear in white on the front and the word GIJIMAS in white on the back. The shorts shall be dark/navy blue.

7. SUBSCRIPTIONS / LEVIES

   1. Subscriptions and/or levies payable by members of the Club shall be determined from time to time at any General Meeting. Subscriptions are due before 28 February of each year.

   2. New members joining before or on 30 June will be liable for the full club subscription. Members after that date will be liable for only 50%.

   3. Such monies shall not be refundable in the event of membership being terminated for any reason whatsoever.

8. MANAGEMENT

   1. The control of the Club shall be vested in a Committee of 8 members, consisting of the chairman. vice chairman, secretary, treasurer, road running captain and three other members duly elected each year at the Annual General Meeting of the Club. Vacancies shall be filled by election at any General Meeting should they arise.

   2. The Committee may co-opt members (who shall have no voting- rights) at any time during its duration.

   3. The committee will be elected for the period 1 July to 30 June of the following year, to coincide with the financial year.

   4. All financial arrangements of the Club shall be arranged by and through the Club Treasurer. Signing authority shall be vested with the said Treasurer to facilitate Internet banking services. All expenditure must be signed by at least two members of the Committee.

9. MEETINGS

   1. The Annual General Meeting of the Club shall be held no later than 30 June of each year at a time and venue to be determined by the Committee. Notice of the Annual General Meeting will be posted at least six weeks prior to the date of the meeting to all members.

   2. A special general meeting may be called at any time by the Committee acting on its own, or at the written request of at least 25% of the members.

   3. Notice of any General Meeting, together with the agenda for the meeting, will be placed on the official notice boards at least one calendar month prior to the date of the meeting.

   4. 10% of the members of the Club will constitute a quorum for any General Meeting. If no quorum is present within half an hour after the time fixed for the meeting, the meeting will stand adjourned to the same day and hour of the following week.

   5. At such adjourned meetings, the members of the Club present will be deemed quorum for the transaction of the business of the agenda.

   6. Three members shall form a quorum at a Committee meeting. In the absence of the Chairman, the Vice Chairman will preside over a Committee meeting. If neither present a Chairman may be chosen for that meeting.

   7. Issues arising at any meeting shall be decided by a majority of votes. In the event of a tie, the Chairman shall exercise an additional casting vote. Should the majority at any meeting request a secret ballot this procedure shall be followed otherwise voting will be by show of hands.

   8. Minutes of all meetings held by the Club shall be recorded by the Club Secretary who shall prepare a monthly written report for the attention of the Club Committee.

   9. Nominations for Committee members are to be handed to Club Secretary at least two weeks before the Annual General Meeting. Each nomination to be proposed and seconded by a current member aid contain the signature of approval of the nominated candidate.

   10. The following documentation is to be produced in a typed format at the Annual General Meeting and signed by the person holding the management position in Committee:

       1. Chairman's report.

       2. Secretary's report.

       3. Treasurer's report. The financial statements, to be audited by an accredited and neutral accountant and signed by the said party, must be available for inspection by members within 3 months after the financial year-end.

10. POWERS AND DUTIES OF THE CLUB COMMITTEE

    1. The Club Committee shall be responsible for implementing the objectives and directing the policy of the Club and for administering the general business and activities, in accordance with the Constitution, and in so doing, shall be empowered to take all such steps as it may seem necessary, or which it considers will be conductive towards, or will assist in, the implementation of such objectives.

    2. The Club Committee may terminate Club membership of any member of the Club whom, in the opinion of the Club Committee, has been guilty of misconduct, or who is in arrears with his subscription or any other monies owing. Such decisions will be final.

    3. The Club Committee will control all Club funds and assets in such a manner, as it seems fit in the interest of the Club.

    4. The granting of membership shall be decided by a majority of the votes of the Committee present at an executive meeting.

    5. Disciplinary action:

       1. The incident shall be brought to the attention of a committee member within 5 days of the event in writing.

       2. The chairman of the disciplinary committee shall notify the alleged guilty party and request a written explanation.

       3. Witness to be called and attend hearing within 14 days of the event. Action will be taken at this meeting and the decision is final. Appeal will be heard within 7 days. The appeal is to be in writing.

       4. Finalisation of disciplinary action must be taken within 21 days of the incident and a written report drawn up.

       5. CGA to be given copy of report/findings.

11. SUGGESTIONS AND COMPLAINTS

    Any member may lodge a suggestion or complaint with the Club Secretary, who shall submit the suggestion or complaint to the Club Committee at its next meeting.

12. INTERPRETATION

    In the case of doubt as to the meaning or interpretation of any of these clauses, the decision of the Club Committee shall bc final and binding.

13. AMENDMENTS TO CONSTITUTION

    1. No provision of this Constitution shall be altered other than by a majority vote of Club members present and eligible to vote at a duly constituted General meeting.

    2. The terms of any resolution, which proposes any amendment of this Constitution, shall be fully stated in the notice concerning the meeting.

This Constitution was accepted by the Club at a Special General Meeting held on 3 July 1993 at the Megawatt Park Club.

Revision 2 of the Constitution was accepted by the Club at the Annual General Meeting held on 5 November 1994.

Revision 3 of the Constitution was accepted by the Club at the Annual General Meeting held on 25 November 1995.

Revision 4 of the Constitution was accepted by the Club at the Annual General Meeting held on 8 November 1997.

Revision 5 of the Constitution was accepted by the Club at the Annual General Meeting held on 26 January 1999.

Revision 6 of the Constitution was accepted by the Club at the Annual General Meeting held on 24 June 2003.

Signed by the Club Committee: