CONSTITUTION

1.  Name

The name of the organisation shall be The University of St Andrews Squash Club, hereinafter referred to as the ‘Club’.  
 

2.  Objectives

The club is established to pursue the following objectives: 

a) Participation in the sport of squash hereinafter referred to as the ‘sport’. 

b) The organisation, management and development of the sport for all members of the Club.  

c)  Membership of appropriate leagues/championships for the purpose of establishing regular competitive play for the club’s representative teams. 

d)  The organisation of training and playing facilities for its members.  

e)  Promoting and maintaining the highest standards of technical competence and safety in the sport.

f) Upholding the rules of the sport.  

g)  Providing equal opportunities for successful participation by all students 

h)  The promotion of the sport.  
 

3.  Affiliation 

The Club shall be affiliated to the University of St Andrews Athletic Union. 
 

4.  Membership 

All members are subject to the Constitution of the Club and the regulations of the National Governing Body, Scottish Squash & Racquetball.   

a)  Membership of the club is open to all individuals provided they comply with this Constitution.  

b)  No person shall be refused membership on the grounds of race, colour, creed, religion, sex, sexual preference, impairment or disability.  

c) All applications for membership shall be accompanied by the appropriate annual membership fee, which shall thereafter be payable on demand.  

d)  Each fully paid up member shall be entitled to attend and vote at General or Annual General Meetings.  

e)  Fully paid up members may be elected and serve on the Management Committee.  

5.  Suspension, Refusal or Termination of Membership  

a)  The management committee shall be entitled to:

    1. Refuse any application for membership on the grounds that such membership would be prejudicial to the objectives of the club as set out in Section 2 of this constitution.
    2. For good and sufficient reason to refuse renewal of any existing membership or terminate or suspend any membership provided that the member concerned shall have the right to be heard by the full management committee before a final decision is made.

 

b)  The member may apply for reinstatement at the next general meeting.  

c)  Any member who fails to pay their fees by the date required shall forfeit their right to representation on the management committee and at general meetings, and shall be suspended from taking part in any event under the control of the club until such fees are paid.  

d)  Any member under suspension shall be barred from taking part in any match or event under the control of the club.  

e)  The management committee shall inform the member in writing of any decision to terminate their membership.  
 

6.  General Meetings 

a)  Annual General Meeting (AGM)  

The AGM shall be held each year at such time and place as determined by the management committee, at approximately twelve monthly intervals, but no more than fourteen months after the date of the previous AGM. At each AGM the following business shall be conducted:

i)

Receive and confirm the minutes of the previous AGM.

ii)

Presentation of the clubs financial accounts for the year.

iii)

Presentation of clubs projected financial situation for the forthcoming year, and the setting of all fees

iv)

Presentation of Chairpersons report.

v)

Election of officers to the management committee.

vi)

Any other business brought before the meeting which has been submitted in writing to the secretary not less than seven days prior to the AGM, and any other business deemed relevant by the chairperson.

 

Notice for an AGM shall be a minimum of 21 days.

A quorum for an AGM shall be a minimum of 12 members or 15 percent of total paid membership, whichever is greater  

b)  Extraordinary General Meeting (EGM)  

An EGM may be called upon the written demand of:

i)  33% of the membership. 
ii)  The Chairperson. 
iii)  2/3 majority of the management committee. 

Notice for an EGM shall be of a minimum of fourteen days’ notice, and stating the business to be discussed.
 

7.  Rules for General Meetings 

a)  A minimum of twenty one days’ notice in writing shall be given to all members, except in the event of an EGM where the notice shall be a minimum of fourteen days.  

b)  The Chairperson, or in his/her absence a member selected by the meeting, will take the Chair.  

c)  All members shall register with the Secretary prior to the start of the meeting.  

d)  Each member shall have one vote.  

e)  All votes shall be determined by a simple majority. In the event of a tied vote, the Chair may exercise a casting vote.  

f)  The Secretary shall keep the minutes of the meetings and record all proceedings and resolutions.  
 

8.  Election of Officers to the Management Committee  

a)  The members of the management committee shall be drawn from the membership, as defined in Section 4 of this constitution.  

b)  Candidates shall be elected by secret ballot at the AGM, and shall be members of the management committee from the conclusion of that AGM until the conclusion of the following AGM.  

c)  All nominations of candidates for election shall: have the consent of the nominee; be in writing; be seconded; be received by the secretary not less than seven days before the AGM.

  

9.  Members of the Management Committee 

The Management Committee shall consist of the following Officers:

 

  • President (General running of the club/chair of committee)
  • Secretary (Organisation of meetings & record keeping)
  • Treasurer (Organisation of finances & solvency)
  • Safety Officer (Responsible for ensuring safe practice)
  • Men’s Captain (Organisation of competition where applicable)
  • Women’s captain
  • Ordinary member
  • Social representatives

 

b)  All the above shall be entitled to one vote each at General Meetings, except the Chair.  

c)  The committee may co-opt any member to any unfilled post until the conclusion of the following AGM, providing that the number of co-optees shall not exceed one third of the total number of persons serving on the committee at that time.  

d)  The management committee may appoint any sub-committees it may deem necessary to deal with the matters of the club, until the conclusion of the following AGM. The proceedings of all such committees shall report to the management committee by a representative elected by that sub-committee.  
 

10. Rules for the Management Committee 

a)  The President shall chair the meeting, or in his/her absence one of either the Secretary or a Captain. 

b)  Seven days’ notice of any meeting of the management committee shall be given by the Secretary, except when:

    1. The date of the meeting had been agreed at the previous management meeting, in which case seven days’ notice shall be given.

 

    1. In an emergency the Chairperson may call a meeting at two days’ notice.

 

c)  The quorum shall be 66% of the officers entitled to vote 

d)  All members of the management committee as listed at Section 8. a) shall be entitled to vote. 

e)  All votes shall be determined by a simple majority. In the event of a tied vote, the Chair may exercise a casting vote.  

f)  Meetings shall be open to all members of the club.  
 

11.  Finance 

a)  The income and property of the club, however derived, shall be applied solely towards the objectives of the club as set out in Section 2 of this constitution.  

b)  The club shall have the power to raise money by means of yearly affiliation fees and match fees as determined by the Management Committee at the Annual General Meeting.  

c)  All monies shall be lodged in a bank account in the name of the club and under the jurisdiction of the University of St Andrews Athletic Union.  

d)  The Chairperson, Treasurer and Secretary shall be authorised signatories to sign cheques on behalf of the club, of which two signatories shall be needed.

e)  The financial year of the club shall run from May to April. 
 

12.  Amendments to the Constitution  

This Constitution may only be amended by a proposal passed by a majority of members present and entitled to vote at an Annual or Extraordinary General Meeting.  
 

13.  The Dissolution Of The Club. 

a)  Any resolution to dissolve the club may be passed at any General Meeting provided that:

i)

the terms of the proposed resolution are received by the Secretary at least forty two days before the meeting at which the resolution is to be brought forward, and that

ii)

at least twenty eight days of the proposed resolution shall be given in writing by the secretary to all members, and that

iii)

such a resolution shall receive the assent of two thirds of those present and entitled to vote.

 

b)  Upon dissolution of the club, after all club liabilities have been cleared, all remaining financial and material assets shall be given or transferred to the University of St Andrews Athletic Union to be employed for the development of sport.  
 

14.  Declaration

It is hereby certified that this document represents a true and most up to date version of the Constitution of The University of St Andrews Squash Club.  

SIGNATURES & Positions of committee members