table tennis NT
Constitution
part 1 – PRELIMINARY
1. Name
The name of the incorporated association ("the Association") is Table
Tennis NT Inc.
2. Objects and purposes
The objects and purposes of the Association are as follows:
2.1 To promote the game of Table Tennis in the Northern Territory of Australia;
2.2 To promote and/or control Territory matches and Territory championships and any other Territory wide activities that the Association may decide;
2.3 To select table tennis teams to represent the Northern Territory;
2.4 To affiliate with the Table Tennis Australia and fully accept the responsibilities and obligations involved in such affiliation;
2.5 To decide any matters relating to Table Tennis which may arise between any member association or associate member, or that may be referred to it by a member or associate member;
2.6 To engage in any other activity which is consistent with the promotion and good administration of Table Tennis in the Northern Territory.
3. Minimum number of members
The Association must have at least two members.
4. Definitions
In this Constitution, unless the contrary intention appears –
"Act" means the Associations Act and regulations made under that Act;
"Board" means the Management Board of the Association;
"financial institution" means an authorised deposit-taking institution within the meaning of section 5 of the Banking Act 1959 of the Commonwealth;
"general meeting" means a general meeting of members convened in accordance with clause 44;
"member" means a member of the Association;
"register of members" means the register of the Association's members established and maintained under section 34 of the Act;
"special resolution" means a resolution notice of which is given under clause 47 and passed in accordance with section 37 of the Act.
part 2 – constitution and powers of association
5. Powers of Association
1. For achieving its objects and purposes, the Association has the powers conferred by sections 11 and 13 of the Act.
2. Subject to the Act, the Association may do all things necessary or convenient for carrying out its objects or purposes, and in particular, may –
a. acquire, hold and dispose of real or personal property;
b. open and operate accounts with financial institutions;
c. invest its money in any security in which trust monies may lawfully be invested;
d. raise and borrow money on the terms and in the manner it considers appropriate;
e. secure the repayment of money raised or borrowed, or the payment of a debt or liability;
f. employ staff;
g. appoint agents to transact business on its behalf; and
h. enter into any other contract it considers necessary or desirable.
6. Effect of Constitution
This Constitution binds every member and the Association to the same extent as if every member and the Association had signed and sealed this Constitution and agreed to be bound by it.
7. Inconsistency between Constitution and Act
If there is any inconsistency between this Constitution and the Act, the Act prevails.
8. Altering the Constitution
1. The Association may alter this Constitution by special resolution but not otherwise.
2. If the Constitution is altered, the public officer must ensure compliance with section 23 of the Act.
part 3 – members
Division 1 – Membership
9. Application for membership
To apply to become a member of the Association an organisation must –
a. be formed for the purpose of playing and promoting table tennis in a location within the Northern Territory or include such a purpose within it’s constitution;
b. submit a written application for membership to the Board –
i. in a form approved by the Board;
ii. and signed by an authorised representative of the organisation and both of the persons referred to in paragraph (b); and
c. be proposed by the authorised representative of one member and seconded by the authorised representative of another member.
10. Approval of Board
1. The Board must consider any application made under clause 9 at the next available committee meeting and must accept or reject the application at that meeting or the next.
2. If an application is rejected, the applicant may appeal against the decision by giving notice to the Secretary within 14 days after being advised of the rejection.
3. If an applicant gives notice of an appeal against the rejection of his or her application, the Board must reconsider the application at the next committee meeting after receipt of the notice of appeal.
4. If after reconsidering an application the Board reaffirms its decision to reject the application, the decision is final.
11. Joining fee
1. If an application for membership is approved by the Board, the applicant becomes a member on payment of the joining fee.
2. The joining fee is either –
a. a pro rata annual fee based on the remaining part of the financial year; or
b. the amount determined from time to time by resolution at a general meeting.
12. Annual membership fees
1. The annual membership fee is the amount determined from time to time by resolution at a general meeting.
2. Each member must pay the annual membership fee to the Treasurer by the first day of each financial year or another date determined by the Board from time to time.
3. A member whose subscription is not paid within 3 months after the due date ceases to be a member unless the Board determines otherwise.
13. Player Registration
A player who is a member of a member association is considered to be a registered player of Table Tennis NT and is eligible for selection for Northern Territory representative teams provided:
1. The player has paid the annual registration fee to their association; and
2. The member association has paid the annual membership fee.
Division 2 – Rights of members
14. General
1. Subject to clause 14(2), a member may exercise the rights of membership when the name of the organisation is entered in the register of members.
2. A right of membership of the Association –
a. is not capable of being transferred or transmitted to another organisation; and
b. terminates on the cessation of membership whether by dissolution, resignation or otherwise.
15. Voting
1. Subject to subclause (2) and clause 19, each member has one vote at general meetings of the Association.
2. A member is not eligible to vote until 10 working days after the organisation’s application has been accepted.
16. Notice of meetings and special resolutions
The Secretary must give all members notice of general meetings and special resolutions in the manner and time prescribed by this Constitution.
17. Access to information on Association
The following must be available for inspection by members:
a. a copy of this Constitution;
b. minutes of general meetings;
c. annual reports and annual financial reports.
18. Raising grievances and complaints
1. A member or a person who is a member of a member association may raise a complaint or grievance about a board member, the Board, another member of the Association, or another person who is a member of a member association.
2. The grievance or complaint must be dealt with by the procedures referred in Part 8.
19. Associate members
An associate member must not vote but may have other rights as determined by the Board or by resolution at a general meeting.
Division 3 – Termination, dissolution, suspension and expulsion
20. Termination of membership
Membership of the Association may be terminated by –
a. a notice of resignation addressed and posted to the Association or given personally to the Secretary or another board member;
b. non-payment of the annual membership fee within the time allowed under clause 12(3); or
c. expulsion in accordance with this Division.
21. Dissolution of a member organisation
If a member organisation is dissolved the Board must cancel the member's membership.
22. Suspension or expulsion of members
1. If the Board considers that a member should be suspended or expelled because the conduct of the organisation is detrimental to the interests of the Association, the Board must give notice of the proposed suspension or expulsion to the member.
2. The notice must –
a. be in writing and include –
i. the time, date and place of the board meeting at which the question of that suspension or expulsion will be decided; and
ii. the particulars of the conduct; and
b. be given to the member not less than 30 days before the date of the board meeting referred to in paragraph (a)(i).
3. At the meeting, the Board must afford the member a reasonable opportunity to be heard or to make representations in writing.
4. The Board may suspend or expel or decline to suspend or expel the member from the Association and must give written notice of the decision and the reason for it to the member.
5. Subject to clause 23, the decision to suspend or expel a member takes effect 14 days after the day on which notice of the decision is given to the member.
23. Appeals against suspension or expulsion
1. A member who is suspended or expelled under clause 22 may appeal against that suspension or expulsion by giving notice to the Secretary within 14 days after receipt of the Board's decision.
2. The appeal must be considered at a general meeting of the Association and the member must be afforded a reasonable opportunity to be heard at the meeting or to make representations in writing prior to the meeting for circulation at the meeting.
3. The members present at the general meeting must, by resolution, either confirm or set aside the decision of the Board to suspend or expel the member.
4. The member is not suspended or does not cease to be a member until the decision of the Board to suspend or expel the organisation is confirmed by a resolution of the members.
PART 4 – Management BOARD
Division 1 – General
24. Role and powers
1. The business of the Association must be managed by or under the direction of a Management Board.
2. The Board may exercise all the powers of the Association except those matters that the Act or this Constitution requires the Association to determine through a general meeting of members.
3. The Board may appoint and remove staff.
4. The Board may establish one or more committees consisting of persons the Board considers appropriate, including persons who are members of member organisations.
26. Composition of Board
1. The Management Board consists of –
a. a Chairperson;
b. a Vice-Chairperson;
c. a Secretary;
d. a Treasurer; and
2. Unless elected directly as a separate office holder, the Board must appoint one board member to be the Association's public officer.
3. The Board must include one delegate from each member association, who may also be elected as an office holder.
4. The Board must appoint one board member to be the delegate of the Association to Table Tennis Australia.
5. The minimum number of board members will be 5 and the maximum number of board members will be 9.
27. Delegation
1. The Board may delegate to a committee or staff any of its powers and functions other than –
a. this power of delegation; or
b. a duty imposed on the Board by the Act or any other law.
2. The delegation must be in writing and may be subject to the conditions and limitations the Board considers appropriate.
3. The Board may, in writing, revoke wholly or in part the delegation.
4. The Board must have a schedule of Financial Delegations in place.
27. Policies of the Association
1. The Board may formulate written policies for the governance of the association.
2. The association must have at least the following policies in place:
a. Code of Conduct;
b. Member Protection Policy;
c. Representative Team Selection Policy;
d. Anti-Doping Policy;
e. Alcohol Management Policy;
f. Smoke Free Environment Policy;
g. Volunteer Policy;
h. Complaints Handling Procedure.
3. Draft policies must be circulated to members of the Board at least 30 days prior to the board meeting at which they are to be considered.
4. Association policies approved by the Board are binding on member associations and their members.
28. Association Management Documents
1. The Board may formulate management documents as required for the governance of the association.
2. The Board must have at least the following current documents:
a. Strategic Plan;
b. Operational Plan for the current financial year;
c. Budget for the current financial year.
Division 2 – Tenure of office
29. Eligibility of board members
1. An office holder listed in clause 25 must be a member of a member association who is 18 years or over.
2. Board members must be elected to the Board at an annual general meeting or appointed under clause 36.
30. Nominations for election to board
1. A person is not eligible for election to the Board unless the Secretary receives a written nomination for that person by a member not less than 7 days before the date of the next annual general meeting.
2. The nomination must be signed by –
a. the nominator and a seconder who are authorised to vote on behalf of a member; and
b. the nominee to signify his or her willingness to stand for election.
31. Retirement of board members
1. A board member holds office until the next annual general meeting unless the member vacates the office under clause 34 or is removed under clause 35.
2. Subject to subclause (3), at an annual general meeting the office of each board member becomes vacant and elections for a new Board must be held.
3. The Chairperson of the outgoing Board must preside at the annual general meeting until a new member is elected as Chairperson.
4. Board members may serve consecutive terms on the Board.