THE BRITISH JUDO ASSOCIATION SUSSEX COUNTY JUDO CLUBS

Constitution

2024 AGM

Contents

1. The Organisation        2
2.  Acknowledgements        2
3. Aims        2
4. Membership        2
5. Committee        3
6. Nominations of Committee Members        4
7. Termination of Positions        4
8. Annual General Meetings        4
9. Extra-Ordinary General Meetings        5
10. Running a Meeting        5
11. Treasury        5
12. Disputes        6
13. Constitution Amendments        6
14. Dissolution of Committee        6

THE BRITISH JUDO ASSOCIATION SUSSEX COUNTY JUDO CLUBS

CONSTITUTION

ADOPTED AT THE ANNUAL GENERAL MEETING ON XXXXXX

1. The Organisation

1. The Organisation shall be called the British Judo Association Sussex County Judo Clubs (hereinafter referred to as the BJA S/C).
2. In this constitution Sussex shall be taken to the existing geographical County of Sussex.

2. Acknowledgements

1. The Constitution and Rules of the BJA S/C shall in no way oppose or be contrary to the Constitution and Rules and Bye Laws of the British Judo Association National Body or Southern Area.
2. The British Judo Association Child Protection Policy be formally adopted by all member clubs.

3. Aims

The Aims of the BJA S/C shall be: -

1. to foster and develop the practice and spirit of Judo within the framework and constitution of the BJA to the highest possible standard and with that aim in view.
2. to promote the teaching of Judo in clubs, schools and elsewhere throughout the County of Sussex
3. to organise suitable training courses for players and officials throughout the County of Sussex
4. to provide opportunities for players of all levels to take part in competitions and grading within the county.
5.  to provide the opportunity for everybody to participate in judo without discrimination.

4. Membership

Membership of the BJA S/C shall be open to all other Member Clubs of the BJA who elect to belong to the County of Sussex. The BJA S/C reserves the right to refuse membership or to expel any club which it deems undesirable, or to allow any club to leave for any reason by mutual consent after consultation with the BJA Southern Area.

5. Committee  

The BJA S/C organisation shall consist of an Executive Committee and a Management Committee. The committee, via the Secretary, shall invite nominations for each post each year at the AGM.  If no nominations are received, the incumbents will remain in post automatically.  

1. The Executive Committee shall consist of: -

• Chairperson
• Secretary
• Treasurer

3. The Management Committee shall consist of: -

• Executive Committee
• President
• Event Coordinator
• Competitions Controller
• Refereeing Coordinator
• Squad Manager
• Southern Area representative

The Management Committee shall have the right to amend any of the roles within this group, with the exception of the Executive Committee.  The Management Committee have the right to appoint a sub-committee as deemed necessary.

4. Any one of the Management Officers can act as Vice Chair to be voted at the first committee meeting following the elections.
5. Management Committee members shall be elected at the Annual General Meeting (AGM).  BJA S/C Committee roles and subject to termination of office by resignation or otherwise shall remain in office until their successors are elected.  
6. Executive Committee members (Chairperson, Treasurer and Secretary) can only be elected at a General Meeting. In the event that an executive post becomes vacant outside of a General meeting, an interim appointment can be made by the Committee before an election at a General Meeting.
7. Any of the above posts on the Management Committee can be held by more than one person, if necessary.  Members of the Executive Committee may only hold one Executive post except as a caretaker in the event of another member’s resignation or incapacity.

8. A Committee Member shall be eligible for re-election without nomination.
9. The Management Committee shall have the power to fill any vacancy on the Management Committee.
10.  At Management Committee Meetings 3 members shall form a quorum.        
11.  At Executive Committee Meetings 2 Members shall form a quorum.
12.  The Treasurer shall appoint an Auditor unless none has been appointed, in which case the Executive Committee shall appoint one at the earliest possible time.

Any Executive or Management Committee Member who fails to attend 3 consecutive meetings and who fails to tender a reasonable apology for absence shall be deemed to have resigned his or her position on the Management of the BJA S/C.

Any management Committee Member can be nominated by the Management Committee to represent the BJA S/C on the BJA Southern Area Committee.

6. Nominations of Committee Members

1. Nominations of individuals to sit on the Management Committee shall be communicated to the Secretary not later than 14 days before the Annual General Meeting together with the written consent of the individual to serve if elected. Nominations shall be made and seconded by Member Clubs. Such nominations are to be circulated to constituent clubs and to be received by the constituent clubs no less than 7 days prior to the Annual General Meeting.
2. In the absence of any nominations made in accordance with the above, nominations will be accepted from those persons attending the Annual General Meeting. Individual self- nominations will be accepted, providing the self-nomination is seconded from the floor.
3. Nominations made in accordance with 6(1) above will ALWAYS take preference over procedures in 6(2) above which will ONLY BE ACCEPTED in the absence of any nominations made in accordance with 6(1) above.

7. Termination of Positions

1. At the termination of office of any Officer or Committee Member they shall be required to hand to his or her successor all books, documents, cash or keys or any other property of the BJA S/C.  If one is not in post, these items should be given to the Committee until such a time the position no longer vacant.

8. Annual General Meetings

1. A General Meeting shall be held in every year not later than May 31st to deal with the following business: -

• to receive and if approved adopt a statement of the accounts of the BJA S/C to the end of the preceding financial year.
• to receive reports from the officers of the County and raise any matters.
• to elect members of the Management Committee
• to deal with any specific matter which either Committee wishes to bring before the members and to receive proposals from Member Clubs for consideration by the Management Committee.

2. At General Meetings 25% of Member Clubs shall form a quorum. A member club is (using the BJA definition) a club being entitled to vote at a BJA General meeting.

3. Member Clubs shall have the right to send representatives to the Annual General Meeting, only one of whom shall be entitled to speak and vote on behalf of the Club represented. Only clubs who are entitled to vote at a BJA General Meeting shall be eligible to vote.
4. All club representatives shall be holders of current British Judo Association Individual Memberships and shall produce a written authority from the Chairperson or Secretary of the Club represented for the inspection of the Secretary or other authorised person at the Annual General Meeting.
5. Notice covering the Annual General Meeting shall be sent to Member Clubs not less than one calendar month before the date of the meeting.
6. Proposals for consideration at an Annual General Meeting shall be made and seconded by Member Clubs and sent to the Secretary in writing not later than 14 days before the date of the General Meeting.
7. If within thirty minutes from the time appointed for the holding of a General Meeting a quorum is not present, the meeting, if convened at the request of Member Clubs or by the Executive Committee, shall be dissolved.  In any other case it shall stand adjourned until a time and place as determined by BJA S/C Committee.
8. If at such adjourned meeting a quorum is not present within half an hour from the time appointed for holding the meeting the Member Clubs present shall be a quorum.
9. The Chairperson will chair the AGM unless the holder has resigned for any reason, in which case the President will chair the meeting until a new Chairperson has been voted in, who will then chair the remainder of the meeting.  If no one is elected as a replacement, the President will continue to chair meetings.

9. Extra-Ordinary General Meetings

1. Extra-Ordinary General Meetings may be called at any time by either committee and shall be called by the Secretary.  An EGM may also be called by the Secretary within one month of receiving communication by not less than 50% of Member Clubs specifying the object of the Meeting.
2. Notice covering the Extraordinary General Meeting shall be publicised not less than 14 days before the date of the meeting.

10. Running a Meeting

1. At Management Committee Meetings and at General Meetings the Chairperson shall preside.
2. Any proposals received prior to an AGM and within the recognised period shall be circulated and these can be voted on by post as well as by the Member Clubs present at the meeting.
3. For any proposals raised at an AGM only Member Clubs present are eligible to vote.
4. All questions arising shall be decided by a simple majority of the votes cast.
5. No matter how the vote for each Member Club is made I, either by post or direct vote, there will only be one vote per Club.
6. The elected Chairperson shall have the additional or casting vote in the event of an equality of votes.

11. Treasury

1. The funds of the BJA S/C shall be drawn from the bank by the Treasurer, or other member of the Executive Committee in the event of illness or resignation.

12. Complaints

1. The Committee will follow the BJA Complaints process.

13. Constitution Amendments

1. The Management Committee and Executive Committee shall have the power to make rules for the BJA S/C provided they do not conflict with this Constitution, but no alteration of this Constitution may be made, except at a General Meeting.

14. Dissolution of Committee

1. If the Management Committee by a simple majority of its members decides at any time that it is advisable on the ground of expense or otherwise to dissolve the BJA S/C Organisation it shall call an Extraordinary Meeting of all the Member Clubs but giving at least 14 days’ notice of the date of such a meeting and the purpose and place of the meeting.
2. The decision shall be confirmed by a simple majority of those present and voting being at least one half in numbers of the Member Clubs of the BJA S/C entitled to vote, the Committee shall have the power to dispose of any assets held by or in the name of the BJA S/C.
3. Any assets remaining after the satisfaction of any proper debts or liabilities shall be transferred to the BJA Southern Area in trust until such time as the BJA S/C re-forms.