Constitution of the St.Kitts & Nevis Coaches Association
ARTICLE 1 – NAME
The name of the Association shall be “The St Kitts and Nevis Track and Field Coaches Association”, and herein after referred to as “The Association”.
ARTICLE 2 – AIMS AND OBJECTIVES
The aims and objectives of The Association shall be to
- Provide a forum to facilitate the development of track and field coaches.
- Create and implement local certification of coaches.
- Participate in and contribute to all forums geared towards the development of athletics.
- Establish a code of conduct for coaches.
- Establish and maintain a coaches’ library.
- Support and encourage research in the direction of athletic development.
- Produce a newsletter.
- Cultivate, develop and maintain good relations with other sporting organizations.
- Be affiliated to the International Track and Field Coaches Association and such other local, regional and international organizations for the fulfillment of the Association’s objectives.
- Do such things that in the opinion of the Association are conducive to its carrying out of these aims and objectives.
ARTICLE 3 – MEMBERSHIP
- Persons who have obtained local, CAC, NACAC or international certification, or
- Persons who have been coaching for at least five (5) years, or
- Persons with professional qualifications in areas of physical education, fitness training or related courses.
- Application for admission of membership
- Application for the membership of individuals shall be in writing and shall be accompanied by an amount sufficient to cover the membership fee to be paid by the aforesaid if accepted as a member.
- The Executive will inform members of new membership at the forthcoming General Meeting.
- Termination of Membership
- 1. Resignation
Any member may voluntarily resign providing that he/she has fulfilled all obligations to The Association.
- 2. Cancellation
Any membership can be canceled with just cause. This requires the approval of two-thirds (2/3) of the members of The Association.
- 3. Non-financial standing
Any member remaining non-financial after a year shall automatically lose their membership. Such a person will have to re-apply, as stated in Article 3, Section B, sub-section 1 of the Constitution.
ARTICLE 4 – COMPOSITION
The Association shall be comprised of:
- The General Assembly
- The Executive Committee
- Persons appointed to lead Statutory Committees
ARTICLE 5 – POWERS AND DUTIES OF THE GENERAL ASSEMBLY
The General Assembly shall:
- Be the highest authority within The Association
- Hear the President’s Report.
- Examine the report on the activities of the Executive Committee presented by the General Secretary.
- Elect officers and members of the Executive Committee of the Association.
- Examine the accounts of the previous financial year as presented by the Treasurer.
- Approve the budget for the following year.
- Draw up and/or amend the Constitution.
- Ensure that the Constitution is respected.
- Discuss any matters that may be submitted to The Association.
- Do such things that it deems necessary from time to time.
ARTICLE 6 – THE EXECUTIVE COMMITTEE
A. The Executive Committee shall comprise of the following:
- Two Council members
B. These officers shall be elected at the Annual General Meeting and shall hold office until the next Annual General Meeting.
C. All members of The Association in good standing shall be eligible to hold office.
- Vacancies on the Executive Committee shall be filled at a General Assembly Meeting convened for that purpose within 30 days of such vacancy arising.
- Any member of the Executive Committee may be asked to resign before expiration of his/her term by a two-third (2/3) majority vote of no-confidence of The Association’s General Assembly.
ARTICLE 7 – POWERS AND DUTIES OF THE EXECUTIVE COMMITTEE
The Executive Committee shall
- Administer the affairs of The Association.
- Control and disburse the funds of The Association.
- Raise funds for the furtherance of all and any of the above objectives of The Association.
- Appoint committees and sub-committees necessary for the smooth running of The Association and receive reports from them.
- Draw up from time to time Rules and Regulations to control the administration of the affairs of The Association.
- Consider and grant applications for membership.
- Propose the amount to be paid in annual subscription by members of The Association.
- Report on its activities to the General Assembly.
- Do all other things that are incidental and conducive to its carrying out of these duties.
ARTICLE 8 - FINANCE
- Fees and Subscriptions
- Each member of the Association shall pay a membership fee and an annual subscription fee.
- Fees and subscriptions shall be determined at the Annual General Meeting.
- Financial Year
The financial year of the Association shall be from 1st October to 30th September of the succeeding year.
- Payments and Arrears
- The annual subscription shall become due on 1st September of each year and shall be payable by 30th September of the same year.
- After 30th September all unpaid subscriptions shall be considered to be in arrears and will attract a fine as stipulated in The Association’s Rules and Regulations.
- Any member in arrears after September 30th will also be deemed a non-financial member.
- No disbursement shall be made without prior approval of the Executive Committee.
- All disbursements shall be by cheques signed by the Treasurer and one other member of the Executive Committee
All monies of The Association shall be deposited in a bank on The Association’s account not later than five (5) days after receipt of the same.
There shall be two (2) auditors who shall be appointed for a year at the Annual General Meeting.
ARTICLE 9 – MEETINGS
At all meetings of The Association, the ruling of the chairperson shall be final on all matters of procedure for that Meeting.
- Annual General Meetings
- The Annual General Meeting of The Association for the ensuing year shall become due on the 1st October and must be held by 31st October in each and every year.
- Seven (7) days written notice shall be given to every member of the Association in respect of this meeting.
- One half (1/2) of the membership plus one (1) shall constitute a quorum.
- the agenda at such a Meeting shall include:
(a) President’s Report
(b) Treasurer’s Report
(c) Appointment of Auditors
(d) Secretary’s Report
(e) Election of Officers
(f) Determination of Subscription
- General Meeting
- Ordinary General Meeting shall be held at least once every four months.
- At least seven (7) days notice shall be given for all such meetings.
- Extra-Ordinary General Meeting
- Extra-ordinary General Meetings shall be held upon written request of fifty percent (50%) of the members plus one (1) stating the reasons for such meetings.
- Such meetings are to be convened by the Secretary within fourteen (14) days of receiving such requests by notice in writing to all members stating the reasons for the meeting and fixing as the date of the meeting a day not less than seven (7) days from the date of such notice.
- The President of the Association may convene a special General Meeting at such time and with such notice as he may direct.
- Executive Meetings
- The Executive Committee shall meet at least once every four (4) months.
- Fifty percent (50%) plus one (1) of the Executive Committee shall constitute a quorum.
- It shall also meet, either at the request of the President or at the request of half of the Executive Committee whenever circumstances require.
ARTICLE 10 – VOTING AT MEETINGS
- General Assembly Meeting
- Each member shall have one (1) vote.
- Only financial members will be eligible to vote.
- Voting shall be by ballot unless a majority requests a show of hands.
- Officers shall be duly nominated by a proposer and a seconder on or before the day of the election.
- No proxy voting shall be allowed.
- Where there is an equality of votes, the supervisor of the elections shall have the casting vote.
- On the day elections, the General Assembly will decide by a majority vote, if a person who is absent can be nominated.
B. Executive Committee Meetings
- Members of the Executive Committee shall have one (1) vote save and except the President who shall have a casting vote.
- At Executive Committee Meetings fifty percent (50%) of the elected officers shall form a quorum.
ARTICLE 11 - INTERPRETATION
The Executive Committee shall be the authority for interpreting the Constitution and the Rules and Regulations of the Association and for taking any decisions upon which the Constitution, Rules and Regulations are silent.
ARTICLE 12 - RULES AND REGULATIONS
The Executive Committee shall have powers to make rules and regulations for controlling the affairs of The Association, subjected to ratification at a General Meeting as soon as possible after they have been made.
ARTICLE 13 - PENALTY CLAUSE
- Any member failing to comply with any of the above provisions of the Constitution, Rules and Regulations shall not vote and shall not be able to participate in the affairs of The Association.
- Any member so affected may appeal in writing to the General Assembly for a review of this penalty, this appeal must be done within one year, or else the person loses his/her right to appeal.
ARTICLE 14 – AMENDMENT
- The Constitution of the Association may be altered by a two-thirds (2/3) majority of the members at a General Meeting of the Association.
- Proposed amendments to the Constitution shall be circulated to all members at least seven (7) days prior to the date set for the meeting at which the said amendments will be approved.
ARTICLE 15 - DISSOLUTION
- The Association may be dissolved, and therefore cease to exist, with the consent of at least three-quarters (3/4) of the members of The Association at a special meeting convened for that purpose.
- The decision must by the end of the meeting be documented in the form of a written resolution clearly signed by each person voting in favor of the Resolution.
- The decision must be immediately certified and communicated by the Ex-General Secretary to the SKNAAA, NOC, ITFCA and NACACCA within forty-eight hours of the decision being taken.
ARTICLE 16 - EFFECTIVE DATE
The provisions of this Constitution shall come into effect as soon as it has been approved by the General Membership at a meeting called for that purpose.
This Constitution was approved by the General Membership at a General Meeting held on the 27th day of September 1995 and takes effect in accordance with the provisions of ARTICLE 16.
President General Secretary