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Your club may be small, rent grounds and use the local pub for after match socialising, or it may be large, with its own grounds, clubhouse, cafe and bar. Additional instructions and annotations are in red. See Part 3 of the Associations Incorporation Regulations 2010 (NSW). A ‘limited licence’ can generally only be held by not-for profit sporting clubs that are considered non-proprietary associations under the Liquor Act 2007. Subject to provisions in this Constitution relating to early retirement or removal of Directors, elected Directors shall remain in office from the conclusion of the annual General Meeting at which the election occurred until the conclusion of the second annual General Meeting following. Term of Appointment Appointed Directors may be appointed by the elected Directors under this Constitution for a term of two years (2), which shall commence from the first Board meeting after the annual General Meeting until after the conclusion of the second annual General Meeting that follows. MEMBERSHIP APPLICATION ® PAGEREF _Toc384898212 \h 11 7. If this is not possible, the matter shall be adjourned or deferred. Board to Submit Accounts The Board shall submit the Club’s statements of account to the Members at the annual General Meeting in accordance with this Constitution and the Act. General Disclosure A general notice stating that a Director is a member of any specified firm or company and that they are ‘interested’ in all transactions with that firm or company is sufficient declaration under clause REF _Ref167520990 \r \h \* MERGEFORMAT 18.8. COMPOSITION OF THE BOARD The numbers on the Board will vary. Template 2 . The entity shall also provide any other reports, minutes and information as required by the Board from time to time. Download. Sections where you need to insert specific information are marked [SPORT] and highlighted in red. INDEMNITY Every Director and employee of the Club will be indemnified out of the property and assets of the Club against any liability incurred by them in their capacity as Director or employee in defending any proceedings, civil or criminal, in which judgement is given in their favour or in which they are acquitted or connected with any application in relation to any such proceedings in which relief is granted by the Court. Each club in conjunction with the Assistant Director, Campus Recreation administers all budget matters separately. We want to make managing your sports club as easy and stress-free as possible, so we’ve put together a number of useful resources and template documents for you to download and use. The Board may allocate portfolios and/or titles to Directors. The template has been designed specifically for sport so it is more detailed than the model rules available on the Office of Fair Trading website. All business that is transacted at a General Meeting and at an annual General Meeting, with the exception of those matters set down in clause REF _Ref167521048 \r \h \* MERGEFORMAT 24 REF _Ref167521049 \r \h \* MERGEFORMAT (a), shall be special business. Life Member means an Individual appointed as a Life Member of the Club under clause REF _Ref159726027 \r \h \* MERGEFORMAT 5.2. If the number of remaining Directors is not sufficient to constitute a quorum at a meeting of the Board however, they may act only for the purpose of increasing the number of Directors to a number sufficient to constitute a quorum. Note that this section is linked to clause 27 (Voting at General Meetings) as it defines voting rights at meetings of each membership category. Objects means the Objects of the Club in clause 3. A resolution of the annual General Meeting to confer life membership (subject to clause REF _Ref159726027 \r \h \* MERGEFORMAT 5.2(c)) on the recommendation of the Board must be a Special Resolution. No other person shall be entitled, as of right, to receive notices of General Meetings. Negotiable Instruments All cheques, promissory notes, bankers’ drafts, bills of exchange and other negotiable instruments, and all receipts for money paid to the Club, shall be signed, drawn, accepted, endorsed or otherwise executed, as the case may be, by any two (2) duly authorised directors or in such other manner as the Board determines. Proxy Voting Proxy voting has not been provided for in this template. a) The income and property of the club, however derived, shall be applied solely towards the objectives of the club as set out in Rule 2, of this constitution. The auditor and Directors shall also be entitled to receive notice of every General Meeting. A resolution in writing that has been signed or assented to by any form of visible or other electronic communication by all the Directors for the time being present in Australia shall be as valid and effectual as if it had been passed at a meeting of Directors duly convened and held. Requisition of Special General Meetings The secretary will convene a special General Meeting when at least five per cent (5%) of Members entitled to vote submit a requisition in writing. Examples are: 1. sports club 2. collectors' club 3. enthusiast club (like a bird-watching society) 4. amateur dramatic or music societies 5. an intellectual p… The name of the Club is [INSERT NAME] Incorporated (Club). Term of Appointment for Elected Directors Under this template Directors’ terms are for two years, although this can be changed. For example, rules and technical committees, selection committees and judicial committees. Nominations must be: in writing; on the prescribed form (if any) provided for that purpose; signed by two (2) Individual Members; certified by the nominee (who must be an Individual Member) expressing their willingness to accept the position for which they are nominated; and delivered to the Club not less than thirty-five (35) days before the date fixed for the annual general meeting. The chair may, with the consent of any meeting at which a quorum is present, and shall, if so directed by the meeting, adjourn the meeting from time to time and from place to place. NOTICE OF GENERAL MEETING Notice of every General Meeting shall be given to every Life Member and Individual Member entitled to receive notice. Renewal Members (other than Life Members) must re-apply for membership annually in accordance with the timeframes and procedures set down by the Club from time to time. The document has been prepared to show the organisation as a key part of the overall national structure for the Sport and thus there are references to the state governing body for the sport and the national governing body for the sport, as well as the regional body (where applicable). This template gives the chair a discretionary casting vote. The appointed Directors may be appointed under clause 16. If the chair does not exercise a casting vote, the motion will be lost. Individual Member means a registered, financial Member of the Club who is at least 18 years of age. NOTICE OF GENERAL MEETING PAGEREF _Toc384898229 \h 23 24. BUSINESS PAGEREF _Toc384898230 \h 24 25. Some documents make Junior Members 16 years and under; however, for consistency with the Children and Young Persons (Care and Protection) Act 1998 NSW (CYP Act) we recommend that you distinguish clearly between adult and children/youth Members. Adjournment of Meeting If within half an hour from the time appointed for the meeting a quorum is not present, the meeting shall be adjourned until the same day in the next week at the same time and place or to a date, time or place determined by the chair. The gold comments/discussion boxes will need to be deleted from your final version. No other Member shall be entitled to vote but shall, subject to this Constitution, have and be entitled to exercise those rights set out in clause REF _Ref187161593 \r \h \* MERGEFORMAT 5.1. MEETINGS OF THE BOARD PAGEREF _Toc384898224 \h 19 19. The reason for this is that an incorporated association is still a corporation and its governors (whatever their title) owe duties to the Members and the Association. Every Individual Member undertakes to contribute to the assets of the Club if it is wound up or cancelled while they are a Member, or within one year after ceasing to be a Member, for payment of the debts and liabilities of the Club contracted before the time at which they ceased to be a Member and towards the costs, charges and expenses of winding up or cancelling the registration of the Club, such an amount not exceeding one dollar ($1.00). These procedures can be varied. • (Junior Club/Disability Club) is a subsidiary of (name of Club) and as such has adopted and agreed to abide by all the Club’s policies and procedures. The number or percentage of Members who can requisition a special general meeting can be varied. Board to Formulate Regulations The Board may formulate, issue, adopt, interpret and amend Regulations for the proper advancement, management and administration of the Club, the advancement of the Objects and the Sport in the Local Area. Again, the quorum for a general meeting will vary. DEFINITIONS AND INTERPRETATION Definitions In this Constitution unless the contrary intention appears: Act means the Associations Incorporation Act 2009 (NSW). If the dispute is not resolved the Board may take whatever steps it considers appropriate in regard to the dispute in the best interests of the Club and the Members concerned. APPOINTed DIRECTORS PAGEREF _Toc384898222 \h 17 17. At meetings of the Board the number of Directors whose presence is required to constitute a quorum is six (6). Please note the document should be tailored to the requirements of your organisation and not vice versa. In particular, the Board shall act in accordance with the Objects and shall operate for the benefit of the Members and the Sport and community throughout the Local area. It is advisable to cross-reference these two sections. Useful Documents. MEMBERS ® PAGEREF _Toc384898211 \h 10 6. Title: Microsoft Word - CASC_sample_constitution.doc NAME The name of the club is the Athletic Club. Name of Club. This template provides a constitution for a cricket club. It can then approach and invite an appropriately skilled person to join the Board as an Appointed Director. Notices shall be sent to the addresses appearing in the Club’s Register. There is no right to natural justice or any right of appeal where the Board exercises its power under this clause 11(b). Any Club documents, records or other property in the possession, custody or control of that Member shall be returned to the Club immediately. Where the Board rejects an application, it shall refund any fees forwarded with the application and the application shall be deemed rejected by the Club. APPOINTed DIRECTORS Appointed Directors need not be appointed. The parties to the dispute must meet and discuss the matter in dispute, and, if possible, resolve the dispute within fourteen days after the dispute comes to the attention of all parties. Decisions of Board Subject to this Constitution, questions arising at any meeting of the Board shall be decided by a majority of votes and a determination of a majority of Directors shall for all purposes be deemed a determination of the Board. This is a very basic version of a Constitution and as the Club grows new issues will arise which need to be formalised. obligatory inclusions). e) ‘Sports Association Executive Committee’ is the sub-group executive committee comprising of the VP Sport and … Find out why you need to create your bylaws and what needs to be put in them. Should you choose to allow proxy voting we recommend that you adopt the following clause as 23(c)(iii): “forms of authority in blank for proxy votes” and the word “and” should be moved to after the word “vote” in clause 23(c)(ii) See also 27.3. BUSINESS The business to be transacted at the annual General Meeting includes the consideration of accounts and the reports of the Board and auditors, the election of Directors under this Constitution and subject to the requirements of the Act, the appointment of the auditors. Club constitution and rules templates Club constitution and rules templates Within our range of club constitution and rules templates there should be one that can easily be adapted to suit your club or association, whether you are a sports club with property and a members' bar, or an environmental campaign group that uses whatever resources are available when needed. The elected Directors shall be elected under clause REF _Ref167505276 \r \h \* MERGEFORMAT 15. When, but for this clause, more than fifteen (15) months elapses between annual General Meetings, the Board shall convene a special General Meeting before the expiration of that period. Revocation of Delegation The Board may by resolution and/or instrument in writing, at any time revoke wholly or in part any delegation made under this clause. Download or preview 4 pages of PDF version of Club constitution template (DOC: 256.9 KB | PDF: 433.9 KB ) for free. Details of your Club Privacy Policy and Procedures for handling and securing personal details of Members can be outlined in the Club Regulations. Service of the notice is deemed to have been effected three days after posting. A properly qualified auditor or auditors shall be appointed by the Club in General Meeting. All changes are binding on all Members. The number or percentage of present and voting Members required must be realistic so that a meeting can proceed. This is not required, and it is up to the Club to decide how this will be handled. In addition to the register of delegations, the resolution to approve the delegations should be clearly recorded in the Board minutes. Member means a Member of the Club for the time being under clause 5. If such condition is not satisfied within fifteen (15) minutes from the interruption, the meeting shall be deemed to have been terminated or adjourned; and any meeting held where one or more of the Directors is not physically present shall be deemed to be held at the place specified in the notice of the meeting, provided a Director is there present. Financial Year means (unless determined otherwise by the Board) the year ending on the next 30 June following incorporation and thereafter a period of 12 months commencing on 1 July and ending on 30 June each year. A basic constitution is provided below . The document can easily be edited to suit any cricket club. This clause also allows that roles can be delegated to people who are not on the Board except those powers defined by clause 19.2, with such people being accountable to the Board. Forfeiture of Rights A Member who ceases to be a Member, for whatever reason, shall forfeit all rights in and claims upon the Club and its property and shall not use any property of the Club including Intellectual Property. Members acknowledge and agree that membership renewal is not automatic. In addition to recording the use of the seal in the Board minutes, the Club should consider establishing a register for the use of the seal. It is optional and does not need to be provided for under the Act. RECORDS AND ACCOUNTS PAGEREF _Toc384898235 \h 27 30. MEMBERSHIP APPLICATION ® Application for Membership An application for membership must be: from the applicant, in writing on the form prescribed from time to time by the Board (if any), and lodged with the Club; and accompanied by the appropriate fee (if any). Amendment procedure in case the constitution needs to be changed in the future; Recording these points in a neatly organized document will help your members operate more efficiently and make your meetings go smoothly. They do not need to be Members. The Act Except where the contrary intention appears, in this Constitution, an expression that deals with a matter under the Act has the same meaning as that provision of the Act. REGISTER OF MEMBERS ® Club to Keep Register The Club shall keep and maintain a Register in which shall be entered (as a minimum): the full name and address of the Member; the category of membership of the Member; the date on which the Member became a Member; any other information determined by the Board; and where applicable, the date of cessation of membership of any Member. If there are insufficient nominations received to fill all vacancies on the Board, or if a person is not approved by the majority of Members under clause REF _Ref167520689 \r \h \* MERGEFORMAT 15.3 REF _Ref217873312 \r \h (a), the positions will be deemed casual vacancies under clause  REF _Ref167520702 \r \h \* MERGEFORMAT 17.1. Refund of Membership Fees Membership fees or subscriptions paid by the discontinued Member may be refunded on a pro-rata basis to the Member upon discontinuance. The Board may also amend or repeal any decision made by a body or person under this clause 19. The Club shall take reasonable steps to distribute such changes to Members. Any recreation and sport organisation that has Junior Members therefore is subject to provisions of the CYP Act. NAME OF CLUB Within the Act, the term “association” is utilised to refer to the organisation that is incorporated. Chair May Exercise Casting Vote Where voting at General Meetings is equal, the chair may exercise a casting vote. Template 3. Any casual vacancy may only be filled for the remainder of the Director’s term under this Constitution. Sports Equity. undertake and or do all such things or activities which are necessary, incidental or conducive to the advancement of these Objects. If no Director is there present, the meeting shall be deemed to be held at the place where the chair of the meeting is located. k Ëc Ëc Ëc V¨ Ëc Ëc Ëc Ëc ÿÿÿÿ ÿÿÿÿ ÿÿÿÿ ÿÿÿÿ ÿÿÿÿ ÿÿÿÿ ÿÿÿÿ ÿÿÿÿ ÿÿÿÿ ÿÿÿÿ ÿÿÿÿ ÿÿÿÿ ÿÿÿÿ ÿÿÿÿ ÿÿÿÿ ÿÿÿÿ ÿÿÿÿ ö® Ëc Ëc Ëc Ëc Ëc Ëc Ëc Ëc Ëc Ş ë( : Associations Incorporation Act 2009 (NSW) (Act) Model Sport Club Constitution November 2018 Introduction This model Constitution has been prepared by the NSW Office of Sport as a guide for sport Clubs in the community to either become incorporated or, if already incorporated, to update their existing Constitutions.

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