CONSTITUTION OF THE SIKH SPORTS ASSOCIATION
NAME AND ADDRESS
1. The name of the Organisation shall be "SIKH SPORTS ASSOCIATION" hereinafter referred to as SSA.
2. The address of SSA shall be in the United Kingdom at a place determined by the Executive Committee from time to time.
3. "Sikhs" shall
include individuals who believe that they are of the Sikh faith alone.
4. "Prescribed membership Fee" is a one-off age related fee using the formula £100.00 less £1.00 for each year less than 100 years.
5. "Associate" shall mean a non-Sikh individual legally resident in the United Kingdom and/or whose membership is considered to be of benefit to the SSA, and recognised as such by the Executive Committee.
6. "Founder Members" are those who attended the inaugural meeting of the SSA held on 1st April 2007.
AIMS AND OBJECTIVES
7. The following shall be
the aims and objectives of the SSA
(a) To promote, encourage and organise Winter/Summer Olympics and Para-Olympics sporting activities, competitions and similar activities for the community among Sikhs and non-Sikhs in the United Kingdom or elsewhere.
(b) To work for the welfare and advancement of Sikh sportsmen and women within the remit of SSA membership and to promote the unique and distinct Sikh identity through sports related activities.
(c) To develop a constructive relationship with sporting bodies and to affiliate with other organisations for the purpose of advancing the objectives of the SSA.
(d) To engage in and undertake fundraising activities to promote the interests of the SSA.
(e) To undertake and engage in any activity in furtherance of the aforesaid objectives.
(f) SSA shall be a non-profit making organisation and shall not engage in any kind of political activity or apply it's funds towards a political purpose in any country.
8. Membership shall consist of:
(a) The Founder Members; and
(b) Ordinary Full Members - Any other legally settled UK Sikh (as defined above) who had paid their prescribed membership fee and is still active in the sports defined sports.
(c) Honorary Members who may include retired sports persons.
(d) Associate Members who are not Sikhs but fulfil all other criteria may be offered membership at the discretion of the EC or Sikhs (as defined above) but not resident in the UK.
9. Membership of the SSA may be terminated for the following reasons:
(a) for failing to pay the prescribed membership fee within 90 days of applying.
(b) for not declaring a criminal record (notwithstanding the rehabilitation of offenders legislation, only offences which resulted in a sentence of imprisonment – in particular offences related to drugs, domestic violence, child abuse or sexual nature) upon applying or subsequently.
(c) following a resolution adopted at a General Meeting of the SSA by
a two-third majority of those attending for activities regarded as contrary to
the aims and objectives and interests of the SSA –these can include uncivil
attitude or behaviour towards other members.
d) benefits of membership to be withheld until 90 days have elapsed from the paymement of membership dues AND the completion of at least one SITC organised race - whichever is the longer.
10. Applicants for membership shall produce a written submission of their sporting achievements that will be available for inspection via the website.
11. Membership is for life except for provisions of suspension, exclusion under specified rules (in 9 above) or resignation.
12. The Annual General Meeting (hereinafter referred to as the "AGM") shall be held before the end of February each year.
13. All members who have paid their prescribed subscription up to the end of December of the previous year shall be entitled to attend and participate at the AGM.
14. Members shall be given the prescribed notice of the AGM in writing/email by the Secretary, and such notice shall include the date, time venue and agenda of the AGM and the date before which resolutions shall be received.
15. The business of the AGM shall include:
(a) Adoption of the previous minutes of the AGM or any SGM held during the year.
(b) Receive and adopt the Annual report and the Annual Statement of Accounts.
(c) Election of the Executive Committee
(d) Resolutions and any other business of which due notice has been given.
(e) An auditor shall be appointed at the AGM by the members. Auditors may be a member of SSA, but should not be a member of the EC.
16. Each member shall be entitled to a single vote. Each member may nominate in writing/email another existing member (hereinafter referred to as "Nominee") to attend and participate at the AGM or SGM. All EC members for the time being shall be entitled to vote at any AGM or SGM.
17. Decisions at the AGM and SGM shall be arrived by a show of hands, provided however the Executive Committee or the AGM or SGM may determine that a decision on a particular matter shall be by secret ballot.
18. A Special General Meeting (hereinafter referred to as "SGM") may be held by a specific decision by the Executive Committee or at the written request by at least ten members.
19. Attendance by Nominees of nine members and the EC members or twenty members including the EC members, whichever the fewer, having voting rights as prescribed in Article 16 hereof shall constitute the quorum for the AGM or SGM.
20. Subject to any decision of the AGM or SGM, the powers, functions and general management of the affairs of SSA shall be vested in the Executive Committee (hereinafter referred to as "EC").
21. The EC shall be elected at the AGM from the members and consists of:
(d) Events Co-ordinator
(e) Marketing Co-ordinator
(f) Equalities Co-ordinator.
(g) Communications & External Affairs Co-ordinator.
The Treasurer and either the Chair or the Secretary of the out-going Executive Committee shall automatically be elected to serve in the Executive Committee for the forthcoming year. Notwithstanding this, the total number of members in the Executive Committee shall remain as seven.
22. The functions of the EC shall include the following:
(a) To give guidance and directions to the office- bearer generally and the disbursement of funds in particular.
(b) To formulate policies/proposals for the betterment of the SSA and implement them.
(c) To authorise expenditure.
(d) To deal with applications for membership
(e) To consider and authorise activities not inconsistent with the aims, objectives and interests of the SSA.
(f) To recommend an auditor
(g) To present the Annual Report and the Annual Statement of Accounts at the AGM.
(h) All matter not provided for in the constitution, and not involving an amendment thereto, shall be dealt with by the EC.
23. The EC may co-opt two others to itself without voting rights and may appoint Subcommittees for any specified purpose or purposes and may delegate to such Subcommittees any of it's powers or functions.
24. The EC shall meet at least four times each year.
25. The quorum for a meeting of the EC shall be four members thereof.
26. The Chair or in their absence a person elected for the purpose shall preside at the meetings of the EC, SGM and AGM. In the event of a tie in voting, the person presiding may exercise a casting vote.
27. The Secretary shall maintain proper minutes of the AGM, SGM and meetings of the EC and be eligible to assume Chair’s delegated powers.
28. Any member of the EC who is absent from three consecutive EC meetings shall be deemed to have vacated his/her seat on the EC, unless the EC having taken into account the reasons for the absence, shall otherwise decide.
29. A casual vacancy on the EC may be filled by a majority vote of the EC itself, and any persons appointed shall continue as members of the EC until the next AGM of the SSA following the appointment.
30. All members of the EC shall retire at the next AGM following their election/appointment, and shall be eligible for re-election or re-appointment provided they are members of the SSA.
31. The EC may suspend a Member from membership of the SSA for engaging in activities which may be regarded as contrary to the aims, objectives or interests of the SSA. The matter of such suspension shall be reported to the immediately following AGM or SGM at which any of the following decision may be taken:
(a) To lift the suspension of the Member concerned
(b) To confirm the suspension stipulating a period thereof
(c) To terminate the membership of the Member concerned. Decision as at (a) aforesaid shall require a simple majority of votes in favour. Decisions as at (b) and (c) aforesaid shall require a two-thirds of those attending. Prior to any action being taken under this Article, the Member concerned shall be entitled to attend and avail of the opportunity to present the side of such Member's case.
32. All monies raised or received by or on behalf of the SSA shall be applied to further it's aims, objectives and interests of the SSA and for no other purpose.
33. The Treasurer shall keep and maintain proper accounts and records of the finances including assets, receipts, expenditure, credits, liabilities and other relevant matters.
34. A bank account or accounts shall be opened and maintained in the name of the SSA with a bank or banks as may be deemed necessary by the EC. All monies otherwise than those required for immediate use shall be duly deposited in the bank.
35. No expenditure shall be incurred otherwise than in accordance with the authorisation of the EC.
36. The accounting year shall be 13 April to 12 April.
37. Any Member may inspect the books of accounts provided 30 day's notice has been given in writing/email to the Treasurer in that behalf.
38. An audited statement of accounts shall be presented each year to the AGM.
39. The required notice for the following shall be:
(a) AGM: 28 days
(b) SGM : 21 days
(c) Resolution at AGM or SGM : 14 days
(d) EC meetings: 7 days
AMENDMENT TO THE CONSTITUTION
40. Amendments to the Constitution may be effected, after due notice being given by way of a resolution in that behalf, at the AGM or SGM at which at least two-thirds of the votes cast are in favour of such amendment.
41. The following procedure shall be adopted in the event of SSA is to be dissolved:
(a) The EC shall adopt a resolution by a two-thirds majority;
(b) The decision of the EC shall be confirmed by a two-thirds majority at a SGM specifically convened for this purpose;
(c) Any assets remaining after satisfaction of any proper debts and liabilities shall be applied as determined by the SGM at which decision is taken to dissolve the SSA
Supplementary Notes concerning Membership of the SSA
1. Applications for membership will require that the applicant is currently (since 1st January 2007) active in their chosen sport from the full list of Olympics, Para-Olympics and Winter Olympics sports as per the application form.
2. Applicants will need to provide the following details:
name, date of birth, gender, registered disability (if any), sports in which they are active, their achievements in the sports they are active, country of legal residence and if practicing their faith as per the application form.
3. Applications will only be accepted from individuals with an active e-mail address.
4. Fees will only be accepted in Pounds Sterling and payable to “Sikhs In England” until such time a separate bank account is set up.
5. Each Member will be assigned a Unique Membership Number which will be used to verify their membership status on the web-based database.
6. It will be the responsibility of the individual to notify SSA of any changes to their sporting achievements or other relevant factors in order to have their details updated – e.g. from Full Member to Honorary Member upon retiring from their sport.
7. The SSA will link up with (see 7 above) the bodies as determined by the active membership of the SSA and this will be reviewed annually.
You will be required to complete and forward the following document to become a Lifetime member of SITC, please email us at firstname.lastname@example.org and the form will be emailed to you.
Lifetime membership costs are based on £100 minus your age in years (example: if you are 52 the membership fee will be £100 - 52 = £48) non-refundable
Benefits of membership include >
- Free entries to all SITC races
- Subsidised entry fees to some external races
- Free SITC T-shirt
Application Form for Membership of the Sikh Sports Association
Full Name as it appears on official documents
Date of Birth (DD/MM/YYYY)
Registered Disabled (Yes/No)
Country of legal residence
Active in which Olympic Sports from lists 1 and 2 below.
What are your achievements in the sports that you are active in – you may include those in list 3
Email address that can be used to make contact with you.
Unique Membership Number (this will be determined by the information you provide above)
LIST 1 - OLYMPIC SPORTS LIST SUMMER
Aquatics, Archery, Athletics, Badminton, Baseball, Basketball, Boxing, Canoe/kayak, Cycling, Equestrian, Fencing, Football, Gymnastics, Handball, Hockey, Judo, Modern Pentathlon, Rowing, Sailing, Shooting, Softball, Swimming (and related), Table Tennis, Taekwondo, Tennis, Triathlon, Volleyball, Weightlifting, Wrestling
LIST 2 - WINTER SPORTS
Biathlon; Bobsleigh, Curling, Ice Hockey, Luge, Skating, Skiing
LIST 3 - OTHER RECOGNISED SPORTS LIST
Air sports, Bandy, Billiard Sports, Boules Polo, Bowling, Bridge, Chess, Dance Sport, Golf, Karate Surfing, Korfball, Life Saving, Tug of War, Motorcycle Racing, Mountaineering and Climbing, Netball, Orienteering, Pelote Basque, Powerboating, Racquetball, Roller Sports, Rugby, Squash, Sumo, Underwater Sports, Water Skiing, Wushu.