KZN Masters Athletics

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THE CONSTITUTION

ADOPTED AGM 24/11/2009

1.0    NAME: The name of the association shall be KZN MASTERS ATHLETICS ASSOCIATION

2.0    AIMS: The aims and objectives of the Association shall be

2.1  To encourage men and women of mature age to take an active interest in administration and competitive athletics, and fostering a spirit of good fellowship and co-operation between members

2.2  To ensure that there shall be no hindrance to the participation of individuals in athletic competitions on racial, religious or political grounds.

2.3  To assist fellow athletes with problems concerning training and injuries.

2.4  To adopt any innovations likely to be beneficial to members.

2.5  To raise money for the Association by any lawful means, at the discretion of the Executive Committee.

2.6  To maintain close association with our parent body, S.A.M.A.

2.7  To further the interests of MASTER ATHLETICS through our affiliation with KWA ZULU NATAL ATHLETICS.

3.0    MEMBERSHIP:  

Membership shall be open to all men and women, providing they have attained the following ages:

3.1  Women 30 years

3.2  Men 30 years to qualify nationally

3.3  Men 35 years to qualify internationally

3.4  Above ages may be adjusted at an Executive Meeting if considered necessary by S.A.M.A. / W.M.A.  Honorary Life Members shall be elected at an AGM, by members present on recommendation of Executive Committee, only in exceptional cases, where the member has performed a long and dedicated service the Association. Honorary Life Members Life receive the Association’s Magazine / newsletter, all notices, will have full voting rights for life, and will be eligible to hold any position on the committee.

4.0     FINANCIAL:

4.1  The financial year of the Association shall terminate FOUR (4) weeks before the decided date of Annual General Meeting.

4.2  The Treasurer shall keep a full set of books of the Association’s finances,

4.3  A balance sheet and profit and loss account must be submitted in good time, prior to the AGM, having been duly certified by the Association auditor, duly approved by the Executive Committee.

4.4  A current cheque account in the name of the Association shall be maintained at a local bank, The Chairman, Treasurer and Secretary shall have signing powers, any two of which will suffice.

4.5  The Executive Committee shall be empowered to invest funds as they deem fit.

4.6  All Powers of Attorney, deeds, contracts and other documents, which may have to be signed on behalf of the Association, shall be signed by the Chairman and the Treasurer, after approval by the Executive Committee.

5.0    ANNUAL SUBSCRIPTIONS:

5.1  Each member, with the exception of Life Members, shall pay an annual subscription, the amount of which shall be determined by the ensuing year at the AGM.

5.2  Subscriptions shall be due annually, in advance form the 1st day of January each year. A defaulting member shall forfeit his membership and privilege.

6.0    MEETING OF MEMBERS:

6.1  An AGM shall be held no later than 31st December each year.

6.2  Only members in good standing shall be permitted to vote.

6.3  At least TWENTY-ONE (21) days notice, in writing, setting out time, date and venue of the AGM shall be given.  The non-receipt of such notice shall not make ultra vires.

6.4  The quorum at an AGM shall be TWENTY (20) members. Should there not be a quorum after THIRTY (30) minutes from the notified announcement; the members present shall form a quorum and the meeting will continue.

6.5  The Association Chairman shall preside at all meetings.  In his absence the Vice-Chairman shall preside.  In the event of both being absent an acting Chairman must be chosen from the committee members present.

7.0    SPECIAL GENERAL MEETING:

7.1  A Special General Meeting (SGM) may be called by the Executive Committee whenever it considers it necessary to do so, or shall be called by the Executive Committee, if requested to do so by at least EIGHT(8) members in good standing.

7.2  THE REQUEST FOR A SGM SHALL SET OUT CLEARLY THE GROUNDS FOR IT.

AT LEAST FOURTEEN (14) DAYS WRITTEN NOTICE SHALL BE GIVEN TO ALL PAID UP MEMBERS and the notice shall stipulate the date, time and venue of the meeting, and the business to be transacted at the meeting.

7.3  Only such business as set out in the notice may be transacted at the meeting.

7.4  All the rules pertaining to an AGM shall apply to a SGM.

8.0    GOVERNING BODY:

8.1  The affairs of the Association shall be managed by an Executive committee selected at the AGM comprising of the following:

[A]  CHAIRMAN                                [B]  VICE CHAIRMAN

[C]  TREASURER/REGISTRAR          [D]  SECRETARY

[E]  SIX(6) COMMITTEE MEMBERS

8.2  The number of committee members may be increased at the discretion of the Executive.

8.3  The positions of the Treasurer, Registrar and Secretary may be combined if deemed necessary.

8.4  The term of office shall be one (1) or more years, as determined at an AGM.

8.5  All meetings and events shall be conducted according to the rules of KWA ZULU NATAL ATHLETICS and   S.A.M.A.

8.6  The committee shall meet as often as necessary, but at least EIGHT (8) times per calendar year, and all business transactions shall be minuted. A quorum shall be five (5).

8.7  Any committee member absent, without acceptable explanation, from THREE (3) successive meetings shall automatically forfeit his / her membership of the committee.

8.8  THE EXECUTIVE COMMITTEE SHALL HAVE THE POWER TO CO-OPT ADDITIONAL MEMBERS FOR SPECIFIC PURPOSES, AND TO FILL ANY VACANCIES WHICH MAY OCCUR IN THE COMMITTEE.

9.0    Where an important matter, not covered in the Constitution arises, the Executive Committee, with at least a two thirds (2/3) majority of the total members on committee may take such action they deem fit.

10.0   Should any member be guilty of conduct, which in the opinion of the committee is prejudicial to the interests of the Association, the committee shall, after affording such member an opportunity for full access to the complain against him/her, and hearing any representations which he/she may request, be entitled to expel or suspend such member, for a period as seems fitting, such member having the right to appeal against the verdict and sentence to S.A.M.A.

11.0   AMENDMENTS TO THE CONSITITUTION:

The Constitution may be amended only at an AGM or at a SGM called for that specific purpose, preceding that:

11.1  Written notice of any proposed amendment has been given to the Secretary / Chairman at least TWENTY-  ONE (21) days before such meeting. The proposed amendment shall be circularized to members with notice of meeting.

11.2  The notice shall specify which clauses of the Constitution it is proposed to amend, and shall indicate clearly what should be omitted from, or added to it

11.3  The Constitution can be amended only by a TWO THIRDS (2/3) majority of paid up members present, and entitled to vote, who have voted in favour at a properly constituted meeting.

11.4  Such amendment is not in conflict with the Constitution of S.A.M.A. or Kwa-Zulu Natal Athletics.

11.5  Any amendment to the Constitution takes immediate effect.

12.0   AWARDS OF NATIONAL AND KWA ZULU NATAL HONOURS, COLOURS AND RECORDS:

12.1  A sub-committee of at least THREE (3) and not more than FIVE (5) shall be appointed by the Executive Committee, Chairman to preside.

12.2  To recommend the award of national and Kwa Zulu Natal records to participating athletes.

12.3  Recommend the award of national and Kwa Zulu Natal Colours to athletes, officials and administrators, as per criteria laid down by SAMA, KZN Masters and KZN Athletics. The respective sub-committee will then submit recommendations to the Executive Committee and the Chairman will then submit, in writing, requests to S.A.M.A. or Kwa Zulu Natal Athletics, as the case my be, to take the necessary action to finalize the awards.

13.0    The Association may be dissolved if, in the opinion of the committee, it is in the interests of the members to do so. A Special General Meeting of members shall be called for, to confirm that all assets shall be sold to the highest bidder, and all monies shall be distributed, as decided at the meeting, and deemed fit by the executive committee.