Club constitution

The Kentron Squash Club constitution, last updated 14 July 2009.

1. Name

The club shall be known as the Kentron Squash Club.

2. Objectives

The main objectives of the club shall be to:

Organise and promote the game of squash
Participate in the Gauteng North squash league
Represent Denel in the sport
Promote social contact between the members on social and competitive levels

3. Membership

The following membership rules shall apply:

Membership of the Kentron Squash Club is open to anybody, provided the prescribed membership and affiliation fees are paid.
Applications for membership shall be approved by the committee and signed by the chairman of the Club.
A Dynamics member is a person who is a permanent employee of Denel Dynamics.
A Denel member is a person who is a permanent employee of any of the Denel divisions and/or companies, including the Corporate office (e.g. Dynamics, Land Systems, PMP, Carl Zeiss Optronics, etc.)
External members are persons who have obtained permission from the committee for external membership.
A member may terminate by giving one (1) calendar month's written notice to the committee.
All members use the Kentron Squash facilities at their own risk.
Membership may be cancelled partially or completely, after a hearing by the committee has taken place or after a member has had an opportunity to defend him-/herself. A complaint must be presented in writing to the committee, whereupon the committee will investigate the matter.

4. Membership fees

Membership fees will be determined annually during the Annual General Meeting, or during a meeting specially convened for this purpose.
Denel members shall be entitled to a discounted membership fee.
Membership fees will be deducted on a monthly basis per stop order from Dynamics member's salaries. All other members shall pay fees one year in advance per electronic transfer.
All new members shall pay a once off entry fee to cover administration costs. The entry fee shall be established and/or confirmed during the Annual General Meetings.
All membership fees are non-refundable.
Membership shall be terminated automatically should fees be overdue for more than 120 days. Re-admittance shall be at the discretion of the committee and shall be treated as a new application.

5. Committee

The committee is elected annually at the Annual General Meeting and will serve for a period of one year.
The following election process shall be followed to elect a new committee:
1. All paid-up members shall be entitled to nominate any amount of members for the committee.
2. A final nomination list shall be distributed to all the members for voting.
3. Each member shall have five votes and one week to vote.
4. Voting by e-mail shall be allowed and voting shall be anonymous.
The committee will consist of the following portfolios (also see Article 6):
1. Chairman
2. Vice-chairman
3. Treasurer
4. Secretary
5. Club captain and Thursday league (1-4)
6. Social and Tuesday league (5-9)
7. Wednesday league (10-12 and Ladies)
8. Tournaments
9. Facilities
More than one position can be filled by a member. An additional member/s can be co-opted if necessary. These members will form the main committee.
Membership of the committee is merely voluntary and no remuneration will be paid to such officials.
The Committee shall have power to appoint sub-committees and to vest in and delegate to any such sub-committee so appointed such powers as it shall from time to time deem necessary and convenient provided that such sub-committees shall include at least one member of the Committee.

6. Committee portfolios

The committee members' responsibilities were reviewed and the various portfolios were adjusted as follows:

Chairman: management committee meetings; monitor execution of minuted tasks; represent the club at tournaments; compile the annual Chairman's report; responsible for all club expenses.
Vice Chairman: NSF representative; assist the Treasurer with allocated activities; general communication to members; manage security systems at the club facilities.
Treasurer: responsible for all financial aspects of the club; manage the on-line booking system.
Secretary: club administration; annual function organisation; minutes of meetings.
Club Captain and Thursday League Coordinator: player rankings and ladder; coordinate the Thursday league teams; compile the yearly calendar.
Social and Tuesday League Coordinator: manage and coordinate social activities; manage and coordinate the Masters League activities; coordinate the Tuesday league teams.
Wednesday League Coordinator: coordinate the Wednesday league teams; gather tournament fees; assist with arrangements during tournaments.
Tournaments: arrange, schedule and execute all tournaments; coordinate post tournament activities (functions and refreshments); serve as Tournament Referee during all tournaments.
Facilities: maintain all the Squash Club facilities; coordinate the cleaning services between all the sport clubs; ensure adequate stock of the consumables as required by the club facilities.

7. Executive committee

The Executive Committee of the Kentron Squash Club shall consist of the Chairman, the Vice-chairman, the Treasurer and the Club Captain.
The Executive Committee shall be responsible for the day to day management of the Kentron Squash Club and making decisions on behalf of the Club on occasions where there may be no opportunity to convene a formal meeting of the Committee.
All decisions made by the Executive Committee shall be presented for ratification at the next meeting of the Committee.

8. Committee meetings

Regular committee meetings (at least once a month) shall be convened by the Chairman of the Club.
Minutes shall be taken (even if informal) during the committee meetings and all decisions noted.

9. Finances

The activities of the Club shall be financed by membership fees, donations and other sources.
A bank account shall be opened in which all income shall be deposited.
The signatures of two authorized members of the main committee must appear on cheques for payment, or withdrawals.
Electronic financial transactions shall be supported by approval documentation, electronically signed by at least two members of the committee.
The treasurer will ensure that the finances are handled properly, in accordance with known best practices, and that an audited financial report is tabled at the Annual General Meeting.

10. Code of discipline

The Kentron Squash Club shall apply the Code of Conduct for the time being in use by the NSF and those set out in the Rules of Squash currently in force. Breaches of this code and these rules shall be subject to the following disciplinary procedures:

Kentron Squash shall deal with all disciplinary matters arising from incidents under its jurisdiction through its Disciplinary Committee.
Complaints from any person alleging a breach of the code of behaviour or the rules of squash shall be considered by the main committee who will decide if the matter should be referred to the disciplinary committee for determination in regard to penalties and sanctions if applicable.
The disciplinary committee shall be a sub-committee and comprise 4 members appointed by the main committee at the commencement of the season. One of the members shall be a chairperson with a casting vote. At least one of the members of the disciplinary committee shall be a member of the main committee.
Any person who is the subject of a hearing by the disciplinary committee shall be informed in writing of the alleged breach of good conduct and shall be entitled to be heard at that meeting.
Decisions of the disciplinary committee shall be communicated to the main committee.
Decisions of the disciplinary committee may be appealed to the main committee.
The decision of the main committee is final.

11. Annual General Meeting

Notice of an Annual General Meeting shall be given at least fourteen (14) days prior to the meeting, by means of a formal e-mail notification sent to all members.
An agenda for the Annual General Meeting shall be communicated to all the members via the official e-mail channel at least seven (7) days prior to the date of the meeting.
The constitution of the Kentron Squash Club may be amended only at the Annual General Meeting or a Special General Meeting. Any proposals for amendments to the constitution must be delivered to the committee at least seven (7) days prior to the Annual General Meeting.
Voting at meetings shall be effected by the raising of hands.
The Chairman shall have an ordinary vote as well as a second, casting vote, and the Chairman's decision with regard to any voting will be final.
A quorum will consist of at least 10% of the total number of members. If a quorum is not present within 15 minutes of the commencement of the meeting, the Chairman may terminate the meeting, and after 10 minutes, reconvene the Annual General Meeting where the members present will then constitute a quorum. This meeting will then be a Special General Meeting. All decisions made will then be binding.

12. Communication

All communication to the members shall be via e-mail.
All members shall be responsible to ensure that the member database contains the correct contact information.
The current club e-mail address is kentronsquash@gmail.com.
E-mail communication shall also be printed and posted on the club notice boards at the courts.
Communication received from the NSF and other clubs shall be distributed to all the members, as required.

13. Dissolution of the club

The Kentron Squash Club may be dissolved at an Annual General Meeting. Dissolution shall be subject to approval by a 75% majority of members present. Upon dissolution of the Club, all assets of the Club shall become the property of the current paid-up members.

14. Contact information

kentronsquash@gmail.com
Kentron Squash Club, P.O. Box 7412, Centurion, 0046

15. Approval

This Constitution of the Kentron Squash Club was accepted and signed by WJ Strydom (Chairman) on 21 July 2009.