1.         Name

The name of the organisation shall be Dungarvan Gymnastics Club herein after referred to as the Club

2.             Colours

The Club colour shall be navy.

3.         Aims and Objectives

The objective of the Club shall be:

            (a)            to provide a safe environment for members to participate in gymnastics

            (b)            to develop sport by:

                        (í)             encouraging participation in activities

                        (íí)             providing members with suitable competition

                        (iii)             assisting members to improve their personal sporting standards

                        (iv)            organising gymnastic competitions locally

                        (v)            providing equal opportunities for successful participation by all sections of the community.

4.            Affiliation

The Club shall be affiliated to the national Governing Body namely the Irish Gymnastics Association.

5.            Membership

All members are subject to the Constitution of the Club and the regulations of the local and national Governing bodies.  All applications for membership are to be forwarded on the appropriate membership form, accompanied by the appropriate subscription fee, to the Administrative Secretary.  The Administrative Secretary will forward applications to members of the committee, if deemed necessary, at a point when places are being offered to applicants.

The Management Committee may reject an application for membership without giving any reason to the applicant.

Membership will be divided into two categories:

            Junior Membership            -            Age  6-15

            Adult Membership            -            Age 16+

6.            Officers of the Club

The Officers of the Club will be:

Ÿ               Chair

Ÿ               Vice Chair

Ÿ               Secretary/Administrative Secretary

Ÿ               Treasurer

Ÿ               PRO

Ÿ               Childrens’ Officer

The Chair, who shall be elected at an AGM, will chair all meetings of the General Committee.  The Chair will appoint a deputy if he/she is to be absent from any meeting.  The Chair will set the calendar of meetings and determine the agenda for such meetings, ensuring that the business of the club is pursued in a proper manner.

The Secretary/Administrative Secretary will take note of all the business conducted at the meeting of the General Committee.  The Sec. will present minutes based on the notes at each ensuing meeting and have them signed off.  The Sec. will be responsible for the safe custody of those minutes and any other records entrusted to his/her care.  He/She will maintain all correspondence and respond to correspondence as directed.

The Secretary/Administrative Secretary will also be responsible for updating, monitoring and submission of information as and when necessary to the Irish Gymnastics Association; both to their office and to their website - www.irishgymnastics.ie

The Secretary/Administrative Secretary will be issued with a PIN number to update this information and is to keep this PIN in an secure location and not disclose it to anyone else.

The Club Secretary/Admin. Secretary  will have responsibility for managing the administration of Club Membership application forms and therefore the waiting list.  The Secretary is responsible for maintaining a strict chronological format for all incoming applications.  The Secretary must also acknowledge receipt of the application by email or by phone to the parent/guardian.

The Secretary/Admin. Secretary will receive correspondence by post and by electronic mail from Irish Gymnastics Association and other sources.  The Sec/Admin Sec is to forward this information to the relevant committee members as s/he sees fit and to keep all relevant information, in an orderly manner, on behalf of the Club.

The Secretary/Admin. Secretary is responsible for maintaining all club records in relation to personal details of all members.  This information will only be disclosed to the Officers and Committee Members if deemed necessary and in the best interest of the Club. 

The Secretary/Admin. Secretary will not be responsible for information not received by parents/guardians who have not advised the Club of a change in personal details including postal address, email address, telephone numbers and medical details.

The Secretary/Admin. Secretary is to  maintain a medical information database with GP and Emergency contact details for every junior member. A copy of  this document is to be kept at Dungarvan Sports Centre in the Club’s First Aid Kit.

The Secretary/Admin. Sec is to maintain an attendance record of all committee meetings.

The Treasurer will ensure that all receipts and disbursements are properly recorded and that proper accounts of all financial matters are maintained.  He/she will ensure that any sub-committee which collects or spends money will maintain proper accounts and present those accounts to him/her on a monthly basis.  The Treasurer will deal with the club’s bank and ensure that financial movements are reconciled.  He/she will also ensure that properly audited annual accounts are prepared for examination and adoption at the AGM of the club which will be held, wherever possible,  in September of each year.  For accounts purposes, the financial year will run from September to August.

The Treasurer will have the responsibility of organising the Club’s Insurance policies both for public liability and Club equipment cover.  The Secretary/Admin. Secretary is to act on all notification received from the Insurance Company within the specified timeframe.  The Secretary/Admin. Secretary is to acquire at least two insurance quotations from suitable insurers on behalf of the Club.

The Public Relations Officer, PRO, will be pro-active in  promoting the Club’s activities, will build relationships with the media, have an ear to the ground, and be an enthusiastic ambassador for the club.  The PRO shall work with others to maintain responsibility  for the Dungarvan Gymnastics website.

The club will appoint a Childrens’ Officer/s to promote awareness of the Code of Ethics and Good Practice for Childrens’ Sport within the club, among young members and their parents/guardians.  The childrens’ officer will ensure that children know how to make concerns known to appropriate adults or agencies; encourage the appropriate involvement of parents/guardians in the club activities; act as an advisory resource to Sports Leaders on best practice in children’s sport; report regularly to the Club.

Officers will be elected annually at the Annual General Meeting.  Any person nominated for an officer position must be a member of the Club’s committee for at least 12 consecutive months immediately preceding their nomination.

The officers of the club have the power to elect sub-committees as and when appropriate to deal with specific issues.

7.            General Committee Members

The Club will be managed through the General Committee Members.   The General Committee Members will consist of the officers of the club and other individuals who commit to participation in the club and attending club meetings.

The General Committee Members will meet at least six times a year.  Any member of the General Committee who fails to attend at least 50% of the meetings of that committee, without reasonable excuse, shall not be eligible for re-election at the next AGM.  Any member who fails to attend three consecutive meetings of the General Committee without acceptable explanation shall be deemed to have resigned from that committee ant that committee shall be entitled to co-opt a member of the club in his or her stead.

A minimum number of 5 Officers/Committee Members must be present for a committee meeting to be deemed valid.  Of these 5 members at least 3 must be officers of the Club ie. Chairperson, Secretary, Treasurer or PRO.

8.         Annual General Meeting (AGM) and Extraordinary General Meetings             (EGM)

Notice of an AGM will be given by the Club Secretary.  Not less than 14 day’s notice to be given to all members.  The AGM shall be held, where possible, in September of each year.

The AGM will receive a report from officers of the Management Committee and a statement of the audited accounts.

Elections of officers are to take place at the AGM.  Nominations for each office shall be proposed and seconded.  In the event of there being more than one nomination for any office, the election for such office shall be by secret ballot.

The business conducted at all meetings, be they of the General Committee, the AGM or an EGM, will be properly minuted by the Admin. Secretary.  All such minutes will be held by the Secretary and passed on to every succeeding Club Secretary.

All members have the right to vote at the AGM.  An EGM may be called if deemed necessary by at least 3 members of the committee. Procedures for the EGM will be the same as the AGM.

9.         Club Website

The club will maintain a website at www.dungarvangymnasaticsclub.com.  The General Committee will appoint a person or persons to update and make entries on the club website and only those persons will have ‘read and write’ status on the website.  The content of the website will at all times reflect the standards and ethos of the club.

10.       Club name

The club name, crest, logo, colours and website will remain the intellectual property of Dungarvan Gymnastics Club and may not be used by any serving or past members for any purpose other than the agreed purposes of the club.

11.       Club Fees

An annual membership fee, incorporating individual insurance will be payable to the Irish Gymnastics Association.  An annual membership fee payable to Dungarvan Gymnastics Club together with session fees will apply.  All fees are to be paid to the club in advance.  The session fee is to be determined by the Club.  All fees are non-refundable.

12.       Code of Ethics and Good Practice

 The club will promote best practice in children’s sport.  The club shall comply with the guidelines contained in the ‘Code of Ethics and Good Practice for Children’s Sport in Ireland.’  The club will appoint a Children’s Officer/s to promote awareness of the Code of Ethics and Good Practice for Children’s Sport within the club, among young members and their parents/guardians.  The children’s officer will ensure that children know how to make concerns known to appropriate adults or agencies; encourage the appropriate involvement of parents/guardians in the club activities; act as an advisory resource to Sports Leaders on best practice in children’s sport; report regularly to the Club Management Committee; monitor changes in membership and follow up any unusual dropout, absenteeism or club transfers by children or Sports Leaders; ensure that the children have a voice in the running of the club and ensure that there are steps young people can take to express concerns about their sports activities/experiences and establish communication with other branches of the club. e.g. facilitate parent’s information sessions at the start of the season if required.

All members will receive a copy of the relevant Code of Conduct, a copy of the Club’s Child Protection Policy and copy of the Club Constitution.  Each member/parent/guardian (if member is under 16) will be obliged to sign and return an acknowledgement that they have read and agree to abide by the Code of Conduct, the Constitution and the Child Protection Policy.

13.            Disciplinary Committee

Any member who believes the conduct of another member is contrary to the Constitution of the Club, the Club Rules and/or Code of Conduct, Governing Body regulations, or whose conduct is likely to bring the Club into disrepute, may inform any member of the Management Committee in writing.

The Management Committee will appoint a disciplinary Committee which will consist of one representative of the Management Committee and two ordinary registered members of the club.

A meeting of the Disciplinary Committee shall be held within 21 days after the complaint has been received.  All parties involved may be invited to attend individually to speak to the Disciplinary Committee or to submit a written response.

The Disciplinary Committee shall inform in writing both the member who made the complaint and the member who is the subject of their decision within seven days of a decision being made.

14.            Dissolution

A resolution to dissolve the club can only be passed at an AGM or EGM through a majority vote of the membership.

In the event of dissolution, any assets remaining after settlement of all outstanding debts and liabilities, shall not be distributed amongst the members, but shall be given to some other charitable body or institution having similar objectives to those of the Club.

15.            Amendment to the Constitution

This constitution may only be amended by a proposal passed by a majority of members present and entitled to vote at an Annual or Extraordinary General Meeting, provided no alteration shall be made to the Object clause or Dissolution clause which would cause the Club to cease to be a Charity .

It is hereby certified that this document represents a true and most up to date version of the Constitution of Dungarvan Gymnastics Club.

SIGNED ___________________Chairperson            _________________Secretary

DATE            ____________________                                __________________