Approved February 2001 British Judo Association Surrey County Constitution and Rules Terms of Reference Page 1. Name 3 2. Objects 3 3. Membership 3 4. County Committee 3 5. Officers and their duties 3 President 3 Chairman 3 Secretary 4 Treasurer 4 County Coaching Officer 4 Refereeing Officer 4 Junior Girl's Squad Manager 5 Senior Women's Squad Manager 5 Junior Boy's Squad Manager 5 Senior Men's Squad Manager 5 Public Relations Officer 5 Honorary Vice President 5 County Events Sub-Committee 6 6. Annual and Extraordinary General Meetings 6 7. Quorum 6 8. Remunerations 6 9. Alterations to Constitution 7 10. Bye Laws 7 11. Dissolution Clause 7 Constitution and Rules of the British Judo Association - Surrey County 1. Name The Committee shall be called the BJA Surrey County Committee 2. Objects a) To foster, encourage and develop Judo in accordance with the Constitutions of the British Judo Association and the BJA Southern Area b) To promote the teaching and practice of judo within the Surrey County c) To carry out, within the County, the policies of the BJA and BJA Southern Area 3. Membership The membership of Surrey shall include all BJA clubs in good standing who are based within the geographical boundaries of the County, together with any other clubs who have joined the BJA Southern Area and are allocated to the County by the Southern Area Committee 4. County Committee The administration of the County shall be conducted by officers comprising a minimum of Chairman, Secretary, Treasurer plus a maximum of eight members, elected annually at the Annual General Meeting of the County. All must be holders of a current BJA individual membership. The committee shall hold meetings as required and be empowered to appoint sub-committees. 5. Officers and Their Duties All County officers and appointments are subject to confirmation by the BJA Southern Area committee and must be proposed and seconded by BJA member clubs in good standing. Nominations must be made in writing to the Secretary to arrive no later than 14 days prior to the Annual General Meeting. a) PRESIDENT To be the ceremonial head of the County and to be available to present prizes at County events. To represent the County when asked to do so by the Committee. This position to be elected at the Annual General Meeting every two years. b) CHAIRMAN Shall preside over all County Committee and General meetings and shall ensure that the business is conducted in a proper manner. In the absence of the Chairman, the committee may elect a deputy from those in attendance to carry out these functions. The Chairman shall have any casting vote if required. This position to be elected at the Annual General Meeting every two years and on alternate years to the position of President. c) SECRETARY To act as convenor of Committee meetings, General meetings and Disciplinary sub-committee. To keep minutes and to circulate these at least one week prior to the next meeting. To prepare the agenda for each meeting and circulate likewise. To receive any correspondence on behalf of the County and present it at meetings. To action any matters arising from held meetings. The Secretary is also responsible for holding all agreed minutes and the County Constitution for inspection. To keep the job specifications for each officer of the County and records of each Surrey club including Secretary, Club membership and renewal of the BJA. To retain correspondence received and replies sent. To act in matters of external relations with the Committee and to direct enquiries to the appropriate officers. This position to be elected annually at the Annual General Meeting. d) TREASURER Shall be responsible for the general funds for the County, keep an account of all monies received and paid out, and deposit funds in the name of the County in a bank or building society approved by the County committee. Shall produce the books of accounts, properly balanced, together with the bank books and receipts for audit to the Southern Area Secretary at the end of the year or when called upon to do so by the auditors or the County committee. A financial report shall be submitted to the Annual General Meeting. This position to be elected annually at the Annual General Meeting. TRUSTEES The funds of the County shall only be drawn upon from the bank by a cheque signed by two of the three trustees who shall usually be the Chairman, Treasurer and one other committee member. e) COUNTY COACHING OFFICER Must be approved by the BJA Southern Area Committee and is responsible for all organisation of the training and education of coaches within the County. Responsible also to maintain a register of qualified coaches related to the County. The coaching officer shall submit a report on all coaching matters to the Annual General Meeting and shall represent all coaching matters in Committee discussions at meetings. This post is appointed by the Surrey County Committee. f) REFEREEING OFFICER Must be approved by the BJA Southern Area Committee and to be responsible for the administration of all refereeing matters in the County. To keep a register of all qualified referees, including details of their revalidation. To arrange suitable qualified referees for all County competitions and to circulate all referees with relevant information. To represent all refereeing matters in the Committee discussions at meetings and to submit a report to the Annual General Meeting. This post is appointed by the Surrey County Committee. g) JUNIOR GIRL'S SQUAD MANAGER To organise regular squad training sessions and preparation for events. To select teams for the Inter-Counties Championships or similar events. To attend events, or send a deputy, when the County Team is to participate and to be responsible for the behaviour and discipline of all squad members at such an event. To give the Surrey Committee, as requested, reports on the progress of the squad and to submit a report on all squad activities to the Annual General Meeting. This post is appointed by the Surrey County Committee. h) SENIOR WOMEN'S SQUAD MANAGER To organise regular squad training sessions and preparation for events. To select teams for the Inter-Counties Championships or similar events. To attend events, or send a deputy, when the County Team is to participate and to be responsible for the behaviour and discipline of all squad members at such an event. To give the Surrey Committee, as requested, reports on the progress of the squad and to submit a report on all squad activities to the Annual General Meeting. This post is appointed by the Surrey County Committee. i) JUNIOR BOY'S SQUAD MANAGER To organise regular squad training sessions and preparation for events. To select teams for the Inter-Counties Championships or similar events. To attend events, or send a deputy, when the County Team is to participate and to be responsible for the behaviour and discipline of all squad members at such an event. To give the Surrey Committee, as requested, reports on the progress of the squad and to submit a report on all squad activities to the Annual General Meeting. This post is appointed by the Surrey County Committee. j) SENIOR MEN'S SQUAD MANAGER To organise regular squad training sessions and preparation for events. To select teams for the Inter-Counties Championships or similar events. To attend events, or send a deputy, when the County Team is to participate and to be responsible for the behaviour and discipline of all squad members at such an event. To give the Surrey Committee, as requested, reports on the progress of the squad and to submit a report on all squad activities to the Annual General Meeting. This post is appointed by the Surrey County Committee. k) PUBLIC RELATIONS OFFICER To manage advertising and press interviews for the County and to edit, print and circulate the County newsletter. To keep all County clubs informed on all relevant matters concerning judo from official sources. This post is appointed by the Surrey County Committee. l) HONORARY VICE PRESIDENT The post of Vice President may be given to a person who has served the County over a number of years. May be called upon to present prizes at County events and deputise for the President as required. The position is to be recommended by the Surrey County Committee at the Annual General Meeting and is to be renewed annually. This is a non-executive position and holds no voting rights in the County. m) COUNTY EVENTS SUB-COMMITTEE Shall be responsible for seeing that all County events, such as gradings and competitions, are conducted competently and at regular intervals in accordance with IJF / BJA rules. The sub-committee shall circulate information sheets on events to all clubs within the County containing any relevant information. 6. Annual and Extraordinary General Meetings i) There shall be an Annual General Meeting of the County, which shall be held not later than February 28th of each year. This meeting shall receive a report on all County activities and finances for the preceding year. It shall elect officers and committee for the following year and discuss and determine general policy. Notice of the Annual General Meeting shall be 56 days and for any Extraordinary General Meeting 14 days. ii) Member Clubs shall have the right to send representatives to the Annual General Meeting, but only one individual member shall have the right to vote on behalf of any particular club. In addition, an individual member may only have the right to vote for one club at the meeting. All representatives must be current holders of a BJA Individual membership and have a letter of authority to vote from the committee of that club. BJA current members may attend any Surrey County General Meeting. iii) Resolutions for the attention of the Annual General Meeting must be proposed and seconded by two BJA clubs in good standing within the County and must be received by the County Secretary at least 14 days prior to the meeting. iv) An Extraordinary General Meeting may be called at the discretion of the County Committee or within 21 days of the receipt of such a request from at least 3 member clubs. Representation and voting rights shall be the same as for an Annual General Meeting. 7. Quorum The quorum for County Committee Meetings shall be a majority number and for sub-committees a majority of those appointed to them. For Annual and Extraordinary General Meetings the quorum shall be 20% of member clubs within the County. 8. Remunerations Officers and Committee members attending County Committee Meetings or otherwise conducting the business of the County shall be entitled to claim travelling expenses and subsistence. They may also be fully reimbursed for expenditure incurred in the course of their duties on postage, telephoning, photocopying and similar items. 9. Alterations to the Constitution Proposals for changes to the Constitution must be recommended by the Committee or by resolution proposed and seconded for the Annual General Meeting. Proposals will be implemented if they are passed with a minimum of two thirds majority of the eligible clubs present at the Annual General Meeting. 10. Byelaws The County may have geographical or other reasons to propose byelaws in the same manner as item 9 above to apply only within the County. 11. Dissolution clause In the event of the Surrey County ceasing to be or falling into bankruptcy, any assets and finances owned by the County will automatically pass to the British Judo Association Southern Area Committee. 2