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Ettrick & Lauderdale Sports Council Constitution
1. NAME
The name of the organisation shall be "ETTRICK AND LAUDERDALE SPORTS COUNCIL" (hereinafter referred to as "The Sports Council").
2. OBJECTIVES
The objects of the Sports Council shall be:-
| 2.1 | To encourage promote interest and participation in sport in the area covered by the former Ettrick and Lauderdale District Council. |
| 2.2 | To co-ordinate the work of the various sporting and recreational interests in the Ettrick and Lauderdale area both generally and in relation to specific projects. |
| 2.3 | To examine the available sporting and recreational facilities in the Ettrick and Lauderdale area as against current and anticipated needs and to make recommendations to Scottish Borders Council and any other appropriate body from time to time in this regard. |
| 2.4 | To promote sports competitions, championships and any other social events as considered desirable. |
| 2.5 | To assist sporting and recreational bodies within the Ettrick and Lauderdale area by organising courses and displays designed to improve personal performance and to provide training for coaches, judges, leaders and referees. |
| 2.6 | To assist in the formation of sports clubs and recreational organisations where none exists or where the existing clubs are unable to fulfil current needs. |
| 2.7 | To operate a scheme of revenue grant aid in respect of local sports clubs and individuals of recognised sporting ability. |
| 2.8 | To make recommendations to the Capital Grants Sub-Committee of the Sports Council in respect of applications by local sports clubs for capital grant aid. |
| 2.9 | To encourage with the assistance of the Scottish Borders Council as Education Authority school pupils and school leavers to take up sporting and recreational pursuits. |
| 2.10 | To receive reports and recommendations from sporting and recreational organisations on all matters concerning sport and to take appropriate action thereon. |
| 2.11 | To publish and distribute, as considered desirable, up-to-date information of sporting and recreational activities, facilities and organisations. |
| 2.12 | To liaise with sportscotland and the appropriate local authorities on all matters related to the development of sport and recreation in the Ettrick and Lauderdale area. |
| 2.13 | To further the foregoing objectives by organising such activities, raising funds and taking such other action as deemed appropriate by the Sports Council. |
3. AFFILIATION
| 3.1 | All sports clubs and recreational organisations directly concerned with sport in the Ettrick and Lauderdale area may apply for affiliation to the Sports Council, which shall retain the right to reject any applications or to withdraw affiliation on any grounds which to them appears reasonable. Each affiliated club and organisation shall pay an annual affiliation fee of such amount as may be determined by Sports Council at its Annual General Meeting in each year, and such fees shall be payable on application or immediately after the Annual General Meeting. |
| 3.2 | The membership of any Club or Organisation which has not been renewed for two consecutive years will be deemed to have lapsed. It will be necessary for such Clubs to make a fresh application for membership and their status, if and when such an application is approved, will thereon be as a new Member. |
| 3.3 | Individuals directly concerned with sport in the area may apply to the Sports Council to become an individual Member. Membership will only be granted if there is not a club in the area that can cater for the Individuals specific sport or standard of competition. Individuals applying are required to have been a resident of the Scottish Borders area for a minimum of 12 months. |
4. MEMBERSHIP
Membership of the Sports Council shall consist of:-
| (a) | one representative of each club or organisation affiliated to the Sports Council. |
| (b) | two elected members of the Scottish Borders Council |
| (c) | one representative of sportscotland. |
| (d) | such other individual members as the Sports Council, through the Executive Committee, may decide to accept into membership. All individual members, observers and advisors co-opted onto the Sports Council will be non-voting. |
5. OFFICE BEARERS
| 5.1 | The Office Bearers shall consist of the Chairman, a Vice-Chairman, a Secretary, a Treasurer (although these latter posts may be combined). |
| 5.2 | The Chairman and Vice-Chairman shall be elected at the Annual General Meeting of the Ettrick & Lauderdale Sports Council, which is to be held in May each year. Both office bearers will require to have been members of the executive committee for a minimum of two years immediately proceeding election. |
| 5.3 | The Secretary and the Treasurer shall be an official of Scottish Borders Council, but shall have no voting rights. |
6. EXECUTIVE COMMITTEE
| 6.1 | The day-to-day work of the Sports Council shall be carried on by an Executive Committee comprising:-
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| (a) | the Office Bearers of the Sports Council, |
| (b) | two elected members of Scottish Borders Council appointed to the Sports Council, |
| (c) | One member representing the following:-
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| Athletics | Badminton |
| Cricket | Hockey (Junior Club) |
| Swimming | Hockey (Senior Club) |
| Bowling Indoor | Rugby (Junior Club) |
| Bowling Outdoor | Rugby (Senior Club) |
| Martial Arts | Football (Junior Club) |
| Disabled Sports | Football (Senior Club) |
| Education Representative | Golf |
| Tennis | Netball |
| Sub Aqua | Water Sports |
| Youth Organisations | Minority Sports |
| 6.2 | Members of the Executive Committee (other than the Vice-Chairman) who require to be elected at the Annual General Meeting of the Sports Council for a period of one year and shall retire at the Annual General Meeting but shall be eligible for re-election. |
| 6.3 | The Executive Committee shall meet at such intervals as the members determine having regard to the business to be transacted. |
| 6.4 | The Executive Committee shall have power to appoint from among its number such sub-committees and convenors thereof as it deems necessary to carry out the objectives of the Sports Council and to co-opt thereto such persons as it deems necessary in the circumstances. The exception to the foregoing shall be the Capital Grants Sub-Committee (see paragraph 7). |
| 6.5 | The Chairman, Honorary Secretary and Treasurer of the Sports Council shall be ex officio members of all sub-committees appointed by the Executive Committee.
The Executive Committee shall have power to fill vacancies occurring therein between Annual General Meetings of the Sports Council but always maintaining the foregoing categories of membership. |
| 6.6 | The notice calling the Annual General Meeting of the Sports Council shall be accompanied by a report prepared by the Hon. Secretary of the work of the Executive Committee during the year ending 31st March. |
7. MEETINGS
| 7.1 | The Chairman, whom failing, the Vice-Chairman, shall preside over all meetings of the Sports Council and the Executive Committee. In the absence of the Chairman, those present, as appropriate, shall appoint one of their number to preside. |
| 7.2 | The Annual General Meeting of the Sports Council shall be held in May of each year. |
| 7.3 | For meeting of the executive committee, the quorum shall be one-third of the committee membership. |
| 7.4 | All meetings of the Sports Council, the Executive Committee shall be called by the Honorary Secretary. Notice in writing shall be given as to the time and place thereof, and, in so far as is known, the business to be considered. Periods of notice shall be as follows:-
Sports Council - 21 days
Executive Committee - 7 days
Meetings of Sub-Committees of the Executive Committee shall be called by the Honorary Secretary. |
| 7.5 | A Special General Meeting of the Sports Council shall be held if requisitioned by the Chairman, or by Scottish Borders Council, or by any six of the affiliated clubs or organisations, in writing, addressed to the Honorary Secretary and stating the nature of the business proposed to be considered at such a meeting. Any Special General Meeting of the Sports Council so requisitioned, shall be held within 21 days of receipt by the Honorary Secretary of such requisition. |
| 7.6 | Meetings of the Sports Council shall be called by notices addressed to the Secretaries of the affiliated clubs and organisations and to individual members, as appropriate, and meetings of the Executive Committee and Sub-Committee thereof by notices addressed to individual members thereof. |
| 7.7 | Meetings of the Sports Council, the Executive Committee and any Sub- Committees shall be minuted by the Secretary. |
| 7.8 | Voting at meetings of the Sports Council, the Executive Committee and Sub- Committees thereof shall be on the basis of one vote per member present and the Chairman of the meeting shall have a casting as well as a deliberative vote. Voting shall be by show of hands or by a roll-call as may be decided by the Chairman.. |
| 7.9 | Organisations affiliated to the Sports Council, or represented on the Executive Committee or the Sub-Committee shall be entitled to appoint a substitute member (or members) in the event of the nominated member(s) being unable to attend any of the meetings of the above Council or Committees. |
8. GRANTS
| 8.1 | The Sports Council may make grants of a revenue and capital nature to affiliated clubs, organisations and individuals, and the Executive Committee shall have the power to decide whether or not a grant is to be made and the amount thereof. Qualification for assistance for clubs, organisations and individual members shall be one year's membership of the Sports Council, although the ExecutiveCommittee shall have the discretion to make awards to clubs, organisations and individuals whose membership has been of a shorter duration. Individuals who are members of affiliated clubs shall, also qualify for financial assistance if their club has held one year's membership of the Sports Council although the Executive Committee shall have the discretion to make awards to individuals whose clubs have held membership of a shorter duration. |
9. FINANCE
| 9.1 | Adequate financial records shall be kept by the Honorary Treasurer who shall be responsible for advising the Sports Council on all financial matters affecting its activities. |
| 9.2 | The Sports Council's financial year shall commence on 1st April and terminate on 31st March each year; and the Honorary treasurer shall, immediately after the end of each year, prepare a statement of the accounts for the year for submission to the Honorary Auditor and to the Annual General Meeting. |
| 9.3 | An Honorary Auditor shall be appointed at each Annual General Meeting to audit the accounts of the Sports Council and to report thereon if necessary to the Annual General Meeting. The Honorary Auditor shall not be a member of the Sports Council.
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| 9.4 | A copy of the audited accounts for each year, together with any report of the Honorary Auditor thereon, shall be forwarded within seven days after the Annual General Meeting to Scottish Borders Council. |
| 9.5 | The Sports Council may receive from Scottish Borders Council grants for revenue and capital purposes at the discretion of Scottish Borders Council. |
| 9.6 | All monies received on behalf of the Sports Council shall be paid into a bank account in the name of "Ettrick and Lauderdale Sports Council" at a bank approved by the Executive Committee. |
| 9.7 | All payments of revenue grants and capital grants shall be made by cheques drawn on the Sports Council's bank account and shall be signed by the Honorary Treasurer and countersigned by the Chairman (or in the absence of the Chairman, the Vice-Chairman. |
10. WINDING UP
| 10.1 | The Sports Council shall not be wound up except by a resolution carried by a majority of two-thirds of those members present and voting at a Special General Meeting called for the purpose or by a resolution passed by the members of Scottish Borders Council at a full council meeting. |
| 10.2 | In the event of the Sports Council being wound up, all the funds thereof shall be handed to Scottish Borders Council for disposal for such sporting, recreation and other purposes as they in their sole discretion may determine. |
11. AMENDMENT OF CONSTITUTION
| 11.1 | No amendments shall be made to the Constitution except by a resolution approved by a two-thirds majority of those members present, and voting at an Annual General Meeting or at a Special General Meeting of the Sports Council, providing always that 21 days' notice of proposed amendments shall have been given to members of the Sports Council. |
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