THE VICTORIAN LITTLE ATHLETICS ASSOCIATION INCORPORATED

EASTERN METROPOLITAN REGION

CONSTITUTION

1.       Name of the Region: The Region shall be known as the Eastern Metropolitan Region (hereafter called the Region) of the Victorian Little Athletics Association (hereafter called the Association).

2.       Membership of the Region: All Centres allocated to the Region by the Board of Management or by a Resolution at an Annual Conference shall be members of the Region.

3.       Objects of the Region: The objects of the Region, with assistance from the Board of Management when required shall be: -

          (a) To assist the Association where possible to carry out the objects of the Association.

(b) To abide by the Constitution, the Statement of Purposes (see Appendix A) and regulations of the Association.

(c) To enact decisions and directives of both the Board of Management and the Association in regard to Association and Region administration and competition.

(d) To ensure that no Centre within the Region is in any way prevented from maintaining its affiliation and/or relationship with the Region.

(e) To participate in Association administration and policy making per medium of Board of Management Advisory Committee.

(f) To co-ordinate activities of common interest to member Centres and Divisions within the Region.

(g) To maintain close co-operation between Centres and Divisions and foster exchange of administration and competition experiences among member Centres and Divisions.

4.       Management: (Region Council) The management of the Region shall be vested in a Region Council comprised of elected office bearers and not more than two (2) delegates from each member Centre.

5.       Office Bearers: (Region Executive) The office bearers of the Region Council shall be Chairperson, Deputy Chairperson, Secretary, Minute Secretary, Treasurer and Directors of the Competition, Education & Membership and Publicity Committees and they shall be elected from nominations received from members of the Region, by the delegates at the Region Annual Meeting.

The Region Executive shall be elected at the Annual General Meeting and shall hold office as in Section Six in a manner set out in the following clauses:

(a)      Election to the Region Executive shall be open to any adult who has been nominated by an Affiliated Centre, such nomination for the position after advertising through the Centres, to be in writing and forwarded to the Secretary of the Region at least twenty eight (28) days before the Annual Meeting.

(b)      Voting for the persons nominated for the positions on the Region Executive shall only take place by secret ballot when the numbers of nominations for any position exceeds one and after the reading of a statement of the credentials of each nominee, and in such case ballot papers shall be prepared listing the names of nominees in alphabetical order and on which one delegate from a member Centre shall record a valid vote by indicating the nomination preferred with a tick and striking out all others.

(c)      Two persons shall be appointed by the Chairperson of the meeting prior to the elections to act as scrutineers and who shall examine each valid vote and record one vote for each vote for each nomination that has been indicated with a tick and at the completion of such examination shall count the votes recorded for each nomination and determine the person with the greater number of votes who shall be elected member on the Region Executive.

In the event of insufficient nominations being received for the Region Executive at the Annual Meeting of the Region or in the vent of a vacancy during the year, the Region Executive shall have the power to appoint a person to fill the vacancy until the next Annual Meeting.

6.                   Term of Office:

6.1   Executive Council members shall have a term of Office of two years, with half the number of positions retiring in rotation in each year. Chairperson, Treasurer and Membership Directors shall retire in odd numbered years and the Secretary, Competition and Publicity Directors shall retire in even numbered years.

6.2   A Member may serve on the Region Executive Council for more than one term consecutively, in the same position or in another position in accordance with Section five.

7.                    Powers of Region:        The powers of the Region shall be: -

(a)                 To organise and conduct in co-operation with the Association Competition Director, Region heats of all Victorian Championships in accordance with the regulations as determined by the Region Council and approved by the Association

(b)                When requested by a member Division or Divisions, to assist in the organisation and conduct of the heats of the Victorian Championships.

(c)                 To act alone or with other representative bodies in the interest of Little Athletics in accordance with the Association constitution and regulations of this constitution and any subsequent amendments to each.

(d)                To elect delegates in accordance with the Association constitution and regulations of this constitution, to represent the Region on Board of Management Advisory Committees.

(e)                 To invest any monies of the Region not immediately required for any of its objects, in such manner as may from time to time be determined by the Region Council.

(f)                  To impose and collect Levies, Subscriptions, Fees and other charges from member Centres, Clubs, Bodies, institutions, Association or individuals and to borrow or raise money, with or without security for the carrying out of this constitution or for mater connected therewith.

(g)                To apply the income and property of the Region, whenever derived, to the promotion of the objects of the Region and the Association.

(h)                To send teams of athletes or other persons to represent the Region in accordance with the decisions and directives of the Association or the Board of Management.

7.                   Board of Management Advisory Committees:

(a)                 Representatives of the Region on Board of Management Advisory Committees shall be elected from nominations received from members of the Region Council at the Region Annual Meetings.

(b)           No person may represent the Region on more than one (1) Board of Management Advisory Committee.

(c)           The duties of Advisory Panel delegates shall be to present the Region’s views and recommendations and keep the Region Council informed of Advisory Committee recommendations, and also to assist the respective Board of Management Directors concerned to carry out their functions according to the Association constitution.

8.             Region Council Powers:       The Region Council shall be empowered to: -

(a)                 Control the affairs of the Region and maintain the powers of the Region.

(b)                Act on behalf of the Region in all matters pertaining to it.

(c)                 Appoint sub-committees as required

(d)                Administer the financial affairs of the Region through the Treasurer.

(e)                 Appoint Trustees to assist the Treasurer in administration of Special Region Trust Accounts.

(f)                  Ensure that the Region is represented at Board of Management Advisory Committee meetings.

(g)                Collect ideas and opinions from member Centres on relevant subjects for presentation to Association meetings as required.

9.             Region Council Meetings:

(a)                 The Region Council shall meet at least six (6) times a year and at not more than two monthly intervals, or on any occasion as required by the Chairperson. A notice and agenda shall be forwarded to each Region Council member at least fourteen (14) days before all such meetings.

(b)                Region Council meetings shall only be a valid meeting when at least 50% of member Centres are represented and 50% of Office Bearers are present.

(c)                 An apology from any member Centre should be wherever practicable with the Region Secretary prior to the meeting in order to ascertain whether a quorum will be in attendance.

10.                Region Annual Meetings:

(a)                 The Region Annual Meeting shall be held in the month of May (wherever practicable) and prior to the Association Annual Conference. The Annual Report of the Region shall be presented, elections of Region Council Office Bearers will take place and changes to this constitution will be decided.

(b)                The agenda for each Region Annual Meeting shall be forwarded to member Centre secretaries at least twenty-one (21) days before the meeting, for consideration by their Executive Councils.

(c)                 The Region Annual Meting shall be attended by not more than two (2) delegates representing each member Centre, who shall have the power to vote on all motions before the chair (except Constitution changes).

(d)                For the Region Annual Meeting to be a valid meeting as least two thirds of all member Centres shall be represented, and each member Centre shall notify the Region Secretary at the commencement of the meeting the name and address of each delegate representing the Centre.

(e)                 Member Centres may advise the Region Secretary of the names and addresses of nominations for the Region Office Bearers. Nominations may also be put forward at this meeting.

11.                11.    Region Special Meetings:

1.                   A Special Meeting of the Region may be called by the Secretary and/or Chairperson of the Region acting on a request from at least one third of member Centres advising their request in writing – giving al least fourteen (14) days notice.

2.                   Upon receipt of such request the Region Secretary and/or Chairperson shall advise each member Centre giving at least seven (7) days notice of location, time and reason for calling such meeting.

3.                   Such Special Meetings may be attended by not more than two (2) delegates representing each member Centre who shall have the power to vote on the matters before the chair. Decisions from Special Meetings become binding on the Region from their acceptance.

4.                   For the meeting to be a valid meeting at least two thirds of all member Centres shall be represented.

12.          Duties of Office Bearers: (Region Executive Members)

(a)                 Chairperson:

1.                    The Chairperson, or in his absence the Deputy Chairperson, shall chair all Region Council and Region Annual General Meetings. Where neither the Chairperson nor Deputy Chairperson is available t attend, a member of the Region Council shall be elected by the Region Council to act as a substitute Chairperson for that meeting only.

2.                    Ensure that each Office Bearer is fully aware and fulfilling the duties of their responsibility.

(b)                Secretary:

1.                    Maintain a file of all minutes of Region Council, Region Annual, and Region Special Meetings.

2.                    Keep a file on all correspondence received and a copy of each item of correspondence forwarded on behalf of the Region for the current season and the previous season only.

3.                    Forward notices of motions, notice of meetings and agendas for each Region Council and Special meetings to member Centres and Region Council members at least two weeks (14 days) prior to such meetings.

4.                    Notify member Centres, Region Council members and Association Board of Management of the Region Annual Meeting in writing as least two weeks (14 days) prior to such meeting.

5.                    Forward to the Association office copies of Region Council minutes, Region Annual Meeting minutes and competition results as required by the Association.

(c)                 Treasurer:

1.                    Keep a detailed ledger of all receipts and payments transacted for the Region.

2.                    Present to each Region Council meeting a summary of receipts and expenditure for ratification.

3.                    Present to each Region Council Meeting accounts received by the Region since the previous meeting to be passed and such payments to be made by cheque only.

4.                    Arrange for Chairperson, Vice Chairperson, Secretary and Treasurer to act as signatories, with any two (2) to sign all Region cheques.

5.                    Present to each Region Annual meeting an audited itemised statement of income and expenditure.

6.                    Collect all monies, levies and fees owed by member Centres to the Region or the Association as required by either body.

7.                    Pay all monies collected on behalf of the Association to the Association.

8.                    Plan and implement all financial arrangements for championships, other competition meetings and any other promotions conducted by the Region for and/or on behalf of the Region and/or the Association

9.                    Present to the Region Annual meeting a detailed budget of income and expenditure for the ensuing twelve (12) months, which should include methods of raising finance.

(d)                Minute Secretary:

1.                    Take detailed minutes of all Region Council Meetings, and forward to the Region Secretary for distribution with notices of motion and agendas for the next meeting.

2.                   Take detailed minutes of the Region Annual Meetings and Region Special Meetings, and forward to the Region Secretary for distribution to Region Council Members, member Centres, Region Life Members and Board of Management within forty (40) days of such Region Meetings

13.                Powers of Delegates at Region Council, Region Annual

                      and Special Meetings:

Delegates representing member Centres and duly recognized by the Chairperson after signing the meeting roll, shall have the power to: -

(a)                 Debate and question all motions before the chair

(b)                 Debate a notice of motion, to amend this constitution or relating to the regulations or the methods of the Region.

(c)                 Record one vote each on all motions put before the chair (except constitution changes or Region awards where voting shall be vote per member Centre). To be an effective resolution of the Region a two-thirds majority must be achieved on constitutional matters and a simple majority on all other resolutions.

14.               Notices of Motion:

Any member Centre of the Region may at least twenty eight (28) days before each Region Council, Region Annual or Special Meeting, forward a notice of motion signed by the President/Chairperson and Secretary of the Centre on any matter concerning the Region or Association, excepting the Region Constitution and have such motion included on the notice paper convening the meeting whereupon it shall be debated and must be carried by a two thirds majority, to be effective.

15.               Expenses:

Out of pocket expenses may be paid to persons incurring such expenses, while acting on behalf of the Region in an official capacity, whether a member of the Region Council or not, and the amount and receipts of such expenses shall be decided by, and approved by the Region Council.

16.               Assets:

(a)                 The assets of the Region whether derived per medium of income or property shall be given or transferred in any way to any member of the Region Council excepting that payment in good faith be made for goods supplied in the ordinary way of business or reasonable out of pocket expenses, incurred by an authorized person acting under directions of the Region Council

(b)                 Assets of the Region may be distributed to member Centres on the basis of a formula submitted as a notice to a Region Special Meeting by a member Centre or the Region Council, such notice of motion to comply with Section 14 of this constitution.

(c)                 Assets of the Region Trust Account may be distributed on the basis of a formula submitted by the trustees to a Region Council Meeting; such formula must be in the form of a notice of motion in accordance with section 14 of this constitution.

17.               Insurance:

The Region Council shall: -

(a)                 Arrange a suitable insurance cover for all equipment, which is the property of the Region.

(b)                 Maintain a current list of such items that are insured and the value of the cover for each item, such list to be available to member Centres upon request in writing and presented to a Region Council meeting.

18.               Finance:

(a)                 If necessary each member Centre shall make an equal contribution to the Region of an amount determined by the Region Council to provide a working capital fund, such contribution to deem a Centre financial and the Region Council to decide when such payment shall be due.

(b)                 In the event of any variation to the composition of the Region, all member Centres who have contributed as required in clause 18(a), shall share equally in distribution of all monies then held by the Region after finalisation of all accounts.

(c)                 The Region Council shall appoint each year at the Region Annual meeting, an auditor who shall audit all accounts and report on such to the next Region Annual Meeting. Such Auditor to be a recognised Accountant or person qualified in business practice and not a member of the Region Council.

19.               Standing Orders:

The standing orders for a Region Annual or Special meeting or Region Council meeting shall be in accordance with Appendix 1 – “Standing Orders of The Victorian Little Athletics Association Incorporated Constitution.”

20.               Amendments to the Constitution:

Motions to amend this Constitution shall: -

(a)                 Be submitted to the Region Annual meting and shall only be proposed by:

(i)                   A member Centre or

(ii)                 The Region Council

(b)                 Be in writing and signed by the:

(i)                   Centre Chairperson/President and Centre Secretary or

(ii)                 Region Chairperson and Region Secretary

Whichever applies from Clause 20(a)

(c)                 Be forwarded to the Region Secretary at least twenty-eight (28) days before the date set for the Region Annual General Meeting and appear on the notice paper convening the meeting.

(d)                 Become an effective resolution of the Region when passed by a majority vote of at least two thirds of the voting member Centres and be approved by the Association Board of Management.

(e)                 Be specific and refer to the clause or clauses concerned specifying the deletion, insertion or addition of words that are required and followed by the clause, as it would appear if amended.

(f)                  Not amended in a manner, which in the opinion of the Chairperson is contrary to the original aim of the motion. 

21.               Appeals Against Decisions:

In the event of a member Centre being dissatisfied with a decision brought down at Region Council meeting, the Centre may appeal in writing to the Board of Management and have such appeal heard and adjudged by the Board of Management.

22.               Voting Powers:

(a)                 Chairperson:

At Region Council meetings, Region Annual or Special meetings the Chairperson shall only have a deliberate vote if, the Chairperson is a delegate.

(b)                 Delegates:

At Region Annual meetings delegates shall have one vote except on motions dealing with constitution changes where each member Centre shall cast only one vote.

23.                Region Awards – Region Life Members

(a)                 The Region may from time to time bestow upon individuals, the honour of Life Membership of the Region.

(b)                 Criteria for Region Life Membership shall be: -

1.        Outstanding service to the Region Executive Council for at least eight (8) consecutive years of which five (5) years of their service to be in a specific Office Bearer position or as a Region Representative on an Association Committee or Sub-committee.

OR

2.        Outstanding general service to the Region for a period exceeding ten (10) consecutive years. A majority in support that the nominee’s service conforms to this criteria is required by Executive Council.

(c)                 Nominations for Life Membership: -

1.        Maybe submitted by member Centres of the Region

2.        Must be submitted on approved Region ‘Life Membership nomination form’ and be received by the Region Secretary, at least sixty (60) days prior to the scheduled date of the Annual General meeting and shall include: -

(i)        personal details of the nominee

(ii)                 relevant service performance/justification

(iii)                copy of the Centre Executive minutes which specifically confirm the nomination

(iv)               nomination to be signed by the Centre President/Chairperson and the Centre Secretary.

(v)                 Upon receipt of a conforming nomination form, the Region Secretary shall distribute copies of the nomination to all member Centres together with the agenda for the Region Annual General Meeting.

3.        Region Executive Council may also nominate a member of the Region subject to conformance with the Life Membership criteria

(d)                 Voting for Life Membership Award: -

1.                Shall only be conducted at a Region Annual General Meeting

2.                Each member Centre in attendance may cast one only vote for each   conforming nomination.

3.                Maximum number of three (3) Life Membership awards in any one year.

4.               Voting shall be by secret ballot with a two thirds majority of the votes   for the nominee to be elected.

5.               Votes must be cast by at least two thirds of member Centres in attendance to validate the election.

6.               Chairperson to appoint two scrutineers prior to the voting to count and verify votes.                     

(e)                 Presentation of Life Membership Award: -

1.                Elected Life Members of the Region shall receive a Region Life Member certificate and a distinctive lapel medallion.

2.                Presentation of the award shall be at a mutual time and place agreed between the recipient and Region Council.

(f)                  Entitlements of a Life Member: -

1.                Life Members shall be entitled to attend all meetings and activities/functions organized by the Region.

REVISED 1991