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3 1st June 2007The name of the Association will be Essex County Judo (E.C.J) and is to be affiliated to the Northern Home Counties, which is a geographical area of British Judo Association, the National Governing Body for Judo in the UK.
The aims and objectives of the E.C.J will be:
· To offer coaching and competitive opportunities in Judo
· To promote Judo Club’s in Essex and within the local community, which are members of the BJA or any Judo Association's which is affiliation to the BJA
· To manage the business of E.C.J
· To ensure a duty of care to all members of E.C.J
· To provide all its services in a way that is fair to everyone
· To ensure that all present and future members receive fair and equal treatment
Membership fees if applicable for the E.C.J. will be set annually and agreed by the Executive / Management Committee or determined at the Annual General Meeting.
Fees if applicable will be nominal and paid annually by the end of January each year.
The officers of the E.C.J. will be:
· Chairman
· Secretary
· Treasurer
· Public Relations
· Plus Co–opted members
Officers will be elected annually at the Annual General Meeting. All officers will retire each year but will be eligible for re-appointment.
The Executive Committee officer Posts of Chair, Secretary, and Treasurer must not be held by people who are from the same E.C.J membership Clubs and where possible from different geographical areas in Essex.
The E.C.J. will be managed through the Management Committee consisting of:
Chair, Secretary and Treasurer and Co–opted members. Only these posts will have the right to vote at meetings of the Management Committee.
The Secretary of the E.C.J. will convene the Management Committee and Committee meetings are to be held no less than four meetings per year.
The quorum required so that the Management Committee meetings can agree any E.C.J business will be a minimum of four Committee members.
The Management Committee will be responsible for adopting new policy, codes of conduct and rules that affect the organisation of E.C.J.
The Management Committee will have powers to appoint Sub-Committees as necessary and appoint advisers to the Management Committee as necessary to fulfil its business.
The Management Committee will be responsible for disciplinary hearings of members who infringe the E.C.J. rules/regulations/constitution. The Management Committee will be responsible for taking any action of suspension or discipline following such hearings.
All E.C.J. monies too held in a bank account held in the name of the Essex County Judo. The Essex County Treasurer will be responsible for the finances of the County. The financial year of the County will end on 31st March.
The Treasurer at the Annual General Meeting will present an Audited statement of annual accounts.
Any cheques drawn against E.C.J funds should hold the signatures of the Treasurer plus one other officer, and a minimum of three E.C.J officers to hold the Bank authority to sign cheques drawn against E.C.J funds.
The E.C.J Secretary will give notice of the Annual General Meeting (AGM). Not less than 21 clear days notice to be given to all member Clubs.
The AGM will receive a report from officers of the Management Committee and a statement of the audited accounts.
Nominations for Officers of the Management Committee will be sent to the Secretary prior to the AGM.
Elections of officers are to take place at the AGM. All Club's that are members have the right to vote at the AGM.
The quorum for AGMs will be 25% OF THE MEMBERSHIP, if such a quorum can not be reached then the current Officers can stay in post until such time a meeting is held.
The Management Committee has the right to call Extraordinary General Meetings (EGM’s) outside the AGM. Procedures for EGM’s will be the same as for the AGM.
All complaints regarding the behaviour of membership should be submitted in writing to the Secretary.
The Management Committee will meet to hear complaints within twenty-eight days of a complaint being lodged. The committee has the power to take appropriate disciplinary action including the termination of membership.
The outcome of a disciplinary hearing should be notified in writing to the person who lodged the complaint and the member against whom the complaint was made within fourteen days of the hearing.
There will be the right of appeal to the Management Committee following disciplinary action being announced, the Committee should consider the appeal within twenty-eight days of the Secretary receiving the appeal.
A resolution to dissolve the E.C.J. can only be agreed at an AGM or EGM through a majority vote of the membership. In the event of dissolution, any assets of the E.C.J that remain will become the property of The British Judo Association Northern Home Counties and subsequently The British Judo Association.
The Constitution will not be changed unless through agreement by majority vote at an AGM or EGM.
The Essex County Judo hereby adopts and accepts this constitution as a current operating guide regulating the actions of members.
