THE EAST MIDLANDS ORIENTEERING ASSOCIATION - CONSTITUTION
( as amended in September 2012 )
The Association shall be called the East Midlands Orienteering Association (EMOA), to encompass a geographical area as defined by the British Orienteering Federation.
2.1 The objectives of the EMOA shall be to:
- co-ordinate and develop the sport of orienteering within the East Midlands;
- further the development of and participation in the sport of orienteering generally; and
- to represent the interests of members on representative bodies and to support their activities within the sport.
2.2 The Association will pursue these objectives through a three-year Development Strategy and one-year Development Plan.
2.3 The Association will also adhere to and support current policies of the British Orienteering Federation.
3.1 Both open and closed clubs recognised as such by BOF are expected to affiliate to EMOA and an affiliation fee may be agreed at a General Meeting.
3.2 Members of the Association are defined as individual members of an affiliated club who have paid any required membership fee to the Association or Honorary Life Members. Honorary Life Members will be approved by the membership at the Annual General Meeting (AGM), following recommendation by the Association Executive Committee (AEC) and need not pay any membership fee. Any other category/class of membership as shall, from time to time, be admitted as a Member by BOF and being based within the EMOA area or having members within the area, may elect to join EMOA provided that they are not members of any other such Association.
3.3 Any member behaving in a manner contrary to the rules of BOF or in a way likely to bring the sport, their club or the Association into disrepute may be summoned to appear before a sub-committee of three, convened for that purpose, and may be suspended either for a limited period or indefinitely from taking part in any or all Association activities. In such circumstances the member in question has the right of appeal to an Appeals Sub-Committee, again of three, which shall be chaired by the Association Chair and shall not include any of the members of the initial sub-committee.
4. THE ASSOCIATION EXECUTIVE COMMITTEE
4.1 The Association shall comply with the arrangements detailed in the Articles of Association of BOF and its affairs shall be administered by an Association Executive Committee composed of the following voting members:
a) The four Principal Officers: Chair, Vice-Chair, Financial Secretary and Development Co-ordinator.
b) Members' representatives: All members of the British Orienteering Federation being members of an affiliated BOF recognised open club within the EMOA area will be considered members of the EMOA upon payment of any agreed subscription. They will be represented on the AEC by one representative nominated by each affiliated open club. This does not include members of the British Schools Orienteering Association or any closed orienteering clubs but officers or representatives of these bodies are welcome at AEC meetings but may not exercise any voting rights.
4.2 There may also be non-voting members as confirmed by an AGM who hold specific portfolios of responsibility.
4.3 The AEC shall meet as necessary but at least three times each calendar year. All AEC members shall be advised of such meetings at least fourteen days in advance. Notice must include an agenda and will be deemed to have been given, unless a member has specifically asked to receive it in writing, when circulated in electronic form to the email address as recorded on the British Orienteering Federation's membership register. All EMOA members are entitled to attend the meeting.
4.4 A record shall be kept of all meetings with the minutes circulated to all members of the AEC and the minutes shall be approved at the next meeting. Before being published on the Association web site items of a personal, private, commercial or other sensitive nature will be removed by the agreement of the AEC. Such records must be retained for seven years.
4.5 A quorum shall consist of at least four voting members of the AEC with at least one being a Principal Officer.
5. ASSOCIATION EXECUTIVE COMMITTEE FUNCTIONS:
The AEC may carry out the following:
5.1 At the first committee meeting after the AGM, to nominate persons to fill any positions or roles or to act as custodians of its various assets, unless previously decided at the AGM. If any post becomes vacant during the year they may fill it until the next AGM.
5.2 Implement, review and monitor the rolling three-year Development Strategy and one-year Development Plan.
5.3 Constitute sub-committees or working parties as necessary. The AEC may delegate its powers to sub-committees formed to agree fixtures, organise specific events or any other aspect of the Association's affairs, as appropriate.
5.4 Purchase, hire, lease and/or insure any property or equipment for the benefit of the Association or its members and their clubs
5.5 Nominate delegates to other bodies who shall, ideally after having consulted with the Association's clubs, exercise any voting rights on those bodies on behalf of the Association and shall report back to the Association.
5.6 Suggest to BOF acceptance or rejection of clubs or groups based in the Association Region wishing to become Associates.
5.7 Approve, or otherwise, qualifications of members as required by BOF.
5.8 Approve the events to be promoted within the Association's Competitions, such events being shared among the clubs.
5.9 Ensure co-ordination of Level A, B and C fixtures within the EMOA area.
6 GENERAL MEETINGS
6.1 The Association shall hold an AGM within 120 days of the end of the financial year.
6.2 The Chair shall call an Extraordinary General Meeting if requested to do so by the AEC or upon receipt of a written application from 5% of the voting membership of the Association. The Chair must call the meeting within 14 days of receipt of the application or request, with the meeting then to be held between 14 and 28 days later. When convening the meeting the Chair must advise the membership of the number of voting members of the Association at that time.
6.3 Formal notice of the AGM or any EGM must reach voting members 14 days before the meeting. Included with the notice must be an agenda and details of any proposed amendments to the constitution, which should have been notified to the Chair 28 days before the date of the meeting. A quorum at an AGM or EGM shall be 15 voting members or 10% of the total membership whichever is the lower number. Notice will have been given when circulated in electronic form to the email address as recorded on the British Orienteering Federation's membership register, unless a member has specifically asked to receive it in writing.
6.4 The existing or retiring Chair will normally preside at any general meeting. If unable or unwilling to do so the members present shall elect one of their number to fulfil this role.
7.1 At all meetings the intention shall be to arrive at decisions by consensus. If this is not possible a vote may be taken. In the event of a tied vote, the Chair of any meeting shall be allowed an additional casting vote.
7.2 All members of the Association present at an AGM or EGM have the right to vote at the meeting provided that they have been a member for at least 28 days. No proxy votes will be allowed.
8.1 The financial year of the Association shall run from 1st July to 30th June.
8.2 The finances of the Association shall be conducted as set out in the appended Financial Procedures, which shall be determined by the AEC and ratified at the subsequent AGM.
8.3 An Independent Financial Examiner (IFE) shall be appointed to examine the accounts and report on their accuracy to the AGM. The accounts shall then be presented to the AGM for adoption.
8.4 Members may be charged an annual membership fee, as agreed at the AGM.
8.5 The Association may set levies for events, as agreed at the AGM.
9 MATTERS NOT COVERED BY THE CONSTITUTION
It shall be the responsibility of the AEC to decide upon matters not covered by the Constitution. In doing so they may establish Standing Orders and Financial Procedures to cover the day to day operation of the Association. The AEC may amend, delete or add to these as it sees fit but any changes must be advised to members at the AGM each year.
In the event of the possible dissolution of the Association, an EGM shall be properly convened to agree this course of action, or otherwise, and to decide the disposal of the assets. If possible dissolution is an agenda item, a quorum for that item shall be one representative from every surviving club. The assets may only be disposed of to one or more non profit-making organisation(s) whose objectives are similar to those in this constitution or to BOF or their successors. Any resolution to dissolve the Association must achieve a 75% majority of those present.