Constitution
1. 1 NAME
1.1. The Association shall be called the Oxfordshire Squash and Racketball Association.
2. OBJECTIVES
2.1. To represent Oxfordshire squash and racketball.
2.2. To promote and encourage the game of squash and racketball and to further its growth and development at all levels in the county.
2.3. To maintain and uphold the rules of the game.
2.4. To provide local administration and liaison with County membership.
2.5. To train, select and manage county teams for Inter county matches, arrange individual County Championships and other competitions as it shall from time to time deem necessary for fulfilment of objectives.
3. MEMBERS
3.1. Clubs and organisations in Oxfordshire, or those clubs which enter a team(s) in the Oxfordshire interclub leagues, who are affiliated to England Squash.
3.2. Individual Player Membership of England Squash is desirable and to be encouraged but not mandatory.
4. SUBSCRIPTIONS
4.1. Clubs and Organisations shall pay to England Squash the Annual Court Affiliation Fee as determined by England Squash.
4.2. Both Winter and Summer Leagues fees set by the County Association or other body authorised by the County to set fees shall be paid by a date deemed by OSRA.
4.3. If league fees remain unpaid the County reserves the right to take whatever action necessary.
5. MANAGEMENT
5.1. The Committee shall consist of members elected annually to the following positions: Chairman, Secretary, Treasurer, League Secretary plus at least three other general Committee Members who may cover other tasks. In addition, the County Coach and the Welfare Officer will automatically be a member.
5.2. Ideally, the Committee shall consist of at least three men and three women.
5.3. Additional (non-voting) Members may be co-opted by the Committee as deemed appropriate.
5.4. A quorum for meetings shall be four members but must include the Chairman, Secretary or Treasurer.
6. POWERS
6.1. The powers vested in the Committee relate generally to the requirements that are necessary to enable fulfilment of objectives for the Association. The Committee has the power to:
6.1.1. Determine policies in relation to Oxfordshire squash and racketball;
6.1.2. Create such sub-committees as deemed necessary e.g. coaching, juniors, leagues;
6.1.3. Ensure that day to day running of the Association is competent and that actions/decisions of sub-committees are ratified;
6.1.4. Act in all matters and employ County funds in such manner as deemed most effective and in the best interests of the County Association;
6.1.5. Co-opt members to fill vacant positions on the Committee;
6.1.6. Appoint an England Squash Council delegate;
6.1.7. Decide on awards for distinction/merit for County team players and to invoke disciplinary procedures within the County as required; and
6.1.8. Nominate authorised bank account signatories.
7. ANNUAL GENERAL MEETING
7.1. The Annual General Meeting of the Association shall be as soon as is practicable after the financial year end each year.
7.2. Not less than 21 days’ written notice shall be given to members stating the business to be transacted and providing a copy of the previous year’s AGM minutes and accounts.
7.3. Copies of the current Annual Report should be distributed prior to the AGM whilst the current year’s accounts should be handed to members at the meeting if not available previously. Mandatory items for the agenda are: Approval of minutes/matters arising Annual Report (including leagues) Adoption of Accounts Election of Committee and sub-committees League business Other business (subject to appropriate notice)
7.4. Any other business items should reach the Secretary in writing at least 7 days before the meeting with the exception of amendments to league rules which will be accepted up to the day before.
7.5. A representative from each affiliated club or organisation must attend.
7.6. Each member club or organisation shall have one vote only. No one person shall have more than one vote.
7.7. All nominations for elections to the Committee shall be proposed and shall be made in writing to the Secretary at least 7 days before the meeting.
7.8. An AGM shall have a quorum of half the member clubs.
7.9. Non-attendance by a club or organisation may be fined as deemed appropriate.
8. EXTRAORDINARY GENERAL MEETING
8.1. An EGM may be called by the Committee at any time stating the business and giving at least 21 days notice to the membership.
8.2. Alternatively, an EGM can also be called by 4 affiliated clubs (or organisations) entitled to vote or 20 individual members entitled to vote, at an EGM. A letter signed by either of these qualifying groups must be lodged with the Secretary of the Association and the EGM must be held within 28 days of the receipt of such a letter.
8.3. A representative from each affiliated club or organisation calling the EGM must attend.
8.4. Voting entitlement and quorum requirement shall be the same as for an AGM.
9. VOTING PROCEDURE – AGM/EGM
9.1. Voting may be done by a show of hands or pre-distributed voting cards.
10. ALTERATION TO CONSTITUTION
10.1. Alterations to this Constitution require a 75% majority of those present and entitled to vote at an AGM.
11. DISSOLUTION
11.1. In the event that dissolution of the County Association is necessary, then the assets of the Association should be converted into cash in order to discharge any liabilities. The remaining assets shall not be paid or distributed among the Full Members of the Association, but shall be given or transferred to some other voluntary organisation having objects similar to those of the Association.
12. OTHER ITEMS
12.1. No affiliated Club or Organisation may organise any open tournament, championship or be involved or organise any squash or racketball team or event which may give the impression that such competition team or event is organised by or represents the County Association without prior approval.