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click here for latest commitee minutes click here for 2009 DRAFT AGM MINUTES ESSEX SQUASH COMMITTEE
COUNTY CONSTITUTION RATIFIED AT AGM ON JUNE 4th 2009
1. NAME The Association shall be called the Essex Squash and Racketball Association (ESRA). 2. OBJECTS 2.1. To represent England Squash and Racketball (ESR), in the County of Essex, and act on its behalf as appropriate. 2.2. To promote and encourage the playing of squash rackets and racketball and to further their growth and development at all levels in the County. 2.3. To maintain and uphold the rules of the games of squash rackets and racketball. 2.4. To provide local administration and liaison with County membership on behalf of ESR when required. 2.5. To train, select and manage County teams for Inter County matches, arrange individual County Championships and County Leagues and other competitions as it shall deem necessary for fulfilment of objectives. 3. MEMBERS 3.1. Members shall be all Essex clubs affiliated to ESR. 4. MANAGEMENT 4.1. The Management Committee shall consist of a maximum of twelve people elected annually, including the following positions: 4.1.1. Chair, Secretary, Treasurer, Junior Representative, Refereeing/Marking, County Development, plus others to fulfil tasks at the discretion of the Management Committee. 4.2. At least two Members of the Management Committee shall be women if the remainder are men and vice versa. 4.3. Additional (non-voting) Members may be co-opted by the Management Committee as deemed appropriate. 4.4. A quorum for Management meetings shall be five Members but must include at least one of either the Chairman, Secretary or Treasurer 4.5. The committee will meet on a regular basis a minimum of 4 times in any 1 year. 4.6. Approved meeting minutes will be available upon request.
5. POWERS 5.1. The powers vested in the Management Committee relate generally to the requirements that are necessary to enable fulfilment of objectives for the Association. The Management Committee has the power to: 5.1.1. Enact legislation.
6. ANNUAL GENERAL MEETING 6.1. The Annual General Meeting of the Association shall be held during June or July each year. 6.2. Not less than 21 days’ written notice shall be given to Members stating the business to be transacted which will include : 6.2.1. A copy of or location where the previous year’s AGM Minutes can be accessed 6.3. Copies of the current Annual Report and Accounts shall be handed to Members at the meeting. 6.4. Mandatory items for the agenda are: 6.4.1. approval of minutes/matters arising 6.5. ‘Other Business’ agenda items should reach the Secretary, in writing, at least 7 days before the meeting. 6.6. Each member shall have one vote. 6.7. All nominations for elections to the Management Committee shall be proposed and seconded by a member able to vote at an AGM, and should be made in writing to the Secretary seven days before the meeting. Where there are vacant nominations these may be accepted at the AGM. 6.8. Not less than 25% in aggregate of those Members entitled to vote at an AGM are required to be present in order to constitute a quorum. 6.9. All Members are entitled to attend and to vote 6.10. All Member Clubs with Teams in the Essex Leagues are required to attend; a fine will be incurred for non-attendance. 7. EGM 7.1. An EGM may be called by the Management Committee at any time stating the business and giving at least 28 days’ notice to the membership. 7.2. An EGM can also be called by 6 members entitled to vote at the EGM. A letter signed by this group must be lodged with the Secretary who shall give at least 28 days notice of the EGM to the membership. The EGM must be held within 35 days of the receipt of such letter. 7.3. A representative from each Member calling the EGM must attend. 7.4. Voting entitlement and quorum requirement shall be the same as for an AGM. 8. VOTING PROCEDURE – AGM/EGM 8.1. Voting may be by a show of hands or pre-distributed voting cards. 8.2. No individual can represent more than one Member. 8.3. Alterations to this Constitution require 75% majority of those present and entitled to vote at any AGM/EGM and can only be changed at an AGM/EGM. 9. DISSOLUTION 9.1. In the event that dissolution of the Association is necessary, then the assets of the Association should be converted into cash in order to discharge any liabilities. Any balance remaining must be split between current Members. 10. OTHER ITEMS 10.1. No Club or Organisation may organise any tournament or championship or be involved in or organise any squash team or event which may otherwise give the impression that such competition team or event is organised by or represents the ESRA without prior approval. 11. ANNUAL LEAGUE MEETINGS (Ladies’ & Men’s) 11.1. Objective is to discuss and determine policy relating to Essex League business 11.2. The Men’s & Ladies meetings may be separate or combined meetings (whichever best suits the requirements) 11.3. Meetings may be held on the same day as the Annual General Meeting of the Association. 11.4. Not less than 21 days’ written notice shall be given to Members including a copy of, or location, where the previous year’s league minutes can be accessed. 11.5. The meeting shall be chaired by the person appointed by the ESRA as League Management Secretary with support as appropriate from the County Chair, County Secretary, and County Treasurer. 11.6. Mandatory items for the agenda are: 11.6.1. Approval of minutes/matters arising 11.7. Each member shall have one vote. 11.8. Not less than 25% in aggregate of those Members entitled to vote are required to be present in order to constitute a quorum.
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