Shia Sports Constitution

HUSAINI ISLAMIC CENTRE
2 – 8 BURTON STREET
PETERBOROUGH
PE1 5HD

1) NAME:

The name of the organisation shall be "Shia Sports" herein after called "SS".

2) OBJECT:

SS is revived to advance the Social, welfare and recreational interests of all members and for that purpose to provide for its Members such amenities, activities and other facilities as are calculated to further this object and necessary therefore and incidental thereto. SS shall in so doing maintain and preserve its identity as a non-political Body which it is and it will be a part of K.S.I.M.C. Peterborough.
.

3) MEMBERSHIP:

a) Qualifications:

Membership shall be open to the following:

I. Anyone who is a member of the Peterborough Jamaat or one of his parent/guardian is a member of Peterborough Jamaat and has been for a period of not less than 3 months. Membership is subject to the approval of the Sports Committee and to the payment of the subscription as mentioned in Clause 4).

II. A student or any other person who is a temporary resident in Peterborough. This person must be a member of his/her home Jamaat or his/her parents/guardian must a member of their home Jamaat. Membership is subject to the approval of the Sports Committee and to the payment of the subscription as mentioned in Clause 4).

III. Children whose parents are not members of Peterborough Jamaat or any other Jamaat. They may become members of SS subject to the approval of the Sports Committee and to the payment of the subscription as mentioned in Clause 4).

b) Rights:

i. Members have the right to speak and vote at General Meetings and shall also have the right to voice their grievances, if any, by a petition addressed to the Sports Committee and seek such redress in the matter as may be reasonable and appropriate in the circumstances.

ii. New Members, on payment of appropriate subscriptions mentioned in Clause 4), can participate in any matches/ activities held under the auspices of SS, but can only participate in tournaments after six weeks from the date of becoming SS member.

iii. Non-SS members shall not represent Peterborough Jamaat or Shia Sports in any capacity.

c) Resignation:

All Members mentioned herein above may resign from their membership at any time by informing the secretary in writing. Fees are non-refundable.

d) Guests:

A guest is someone who is not a Peterborough Jamaat member. A guest MUST be a Muslim. Guests can participate as many times as they like but they MUST pay £2 over the normal entrance fee to participate in any event. They cannot participate in any tournaments. Members have to be given priority over guests should there be too many players present and a guest’s participation is at the Captain’s discretion. A member must have invited a guest. If the guest misbehaves and/or causes any disturbances, he/she has to leave the premises at once and can NEVER participate again. The member who invited that guest must leave with him/her. The member can come back from the following week as normal unless the member was also involved in causing the disturbance. In this case, a disciplinary action will be taken against the member and announced appropriately.

4) SUBSCRIPTION:

The subscription, subject to search alteration should be recommended by the sports committee from time to time and approved by AGM shall be as follows:

Annual Subscription – original

? 18 yrs and over per annum…………………………………………….£10.00
? Under 18 yrs per annum…………………………………………..…….£5.00
? Under 14 yrs per annum.…………………………………….….………£2.50
? Family Membership per annum……………………………...………..£25.00
? Under 05yrs ……………………………………………………….……..FREE
? Senior Citizens…………………………………………………………...FREE

Annual Subscription – current (2005)

? 18 yrs and over per annum………………………………………….….£15.00
? Youth (13-17) per annum…………………………………………….....£10.00
? Children (5-12) per annum.………………………………………………£5.00
? Family Membership (Parents & all children under 18) per annum...£40.00
? Infants (0-4) per annum………………..………..………………………..£1.00
? Senior Citizens (OAP) per annum…………………..…….…………....£5.00

OPTION 1 (pay as you go {PAG}) as per above mentioned prices and pay the following as and when required:

Bushfield sports Centre – Saturday Nights

Adult (18 and Over) £3
Youth (13-17) £2
Children (5-12) £1
OAP £5
Jack Hunt Swimming

Age 0-4 50p
All other ages £2

Friday Night 50p

OPTION 2 – Must be taken out by the 31st of March 2005!
Includes Shia Sports Annual membership + Bushfield + Jack Hunt swimming + Friday Night – This also includes organized outings for Ladies once a month.

Family £300 per year (Payment by SO/DD £25/year)
Adult £120 per year
Youth £90 per year
Children and OAP £60 per year

OPTION 3 - Must be taken out by the 31st of March 2005!
Includes Shia Sports Annual membership + Bushfield + Friday Night

Family £240 per year (Payment by SO/DD £20/year)
Adult £90 per year
Youth £60 per year
Children and OAP £30 per year

i. The subscriptions, as specified in Clause 4) shall be due and payable at the time of becoming a Member and shall on that date be payable to the Sports Treasurer/Captain of relevant sports.

i. All members shall renew their membership by paying the fees as specified in Clause 4 within four weeks after the 31st of March every year starting from March 2005, failing which their names shall be removed from the list of SS Membership.

ii. Sectional dues (these are contributions towards the utilisation of sports facilities such as indoor games, hire of halls…etc...) are payable to the respective captains/in-charge at the point of utilising these facilities. Starting from April 2005, Non-Shia sports members of the community and guests shall pay £2 above the normal entrance fee for all activities.

5) THE SPORTS COMMITTEE:

A. General:

i. Unless otherwise determined by an Annual General Meeting, the Sports Committee herein before and after called "The Committee" shall consist of the Chairman; the Secretary; the Treasurer, a Ladies Co-ordinator, her Assistant and the Assistant Treasurer.

ii. The Committee members should be a full member of KSIMC Peterborough or as classified in clause 3.a.i).

iii. The Committee shall serve for a maximum of one year and will convene the Annual General Meeting at the end of the term that is 31st of March or soon after, by giving 14 days notice to its members when its members shall be eligible for re-election.

B) Powers:

i. The Committee may co-opt any Member/s it deems fit to assist them or Sub-Committees mentioned below, on any business, in an advisory capacity.

ii. Sub-Committees may be set up to transact such business as the Committee may direct and in all such Sub-Committees the Chairman or his nominee shall act as ex officio Secretary.

iii. Upon the resignation of a Committee member, the Committee shall fill the vacancy so created by appointing any other member until the next General Meeting.

iv. The Committee is powered to authorise a net expenditure of any sum not exceeding £500 for individual activity/sports in one financial year, unless the General Body approves an additional expenditure.

v. The Committee may call an extraordinary General Meeting on any matter of importance by giving 7 days notice.

vi. The Committee shall have the power to recommend changes to the previously mentioned Subscription from time to time, as may be necessary in the best interest of SS.

vii. The Committee shall have the power to recommend, to repeal, and with the approval of members in an AGM, amend the constitution for the management of SS.

viii. The Committee shall in accordance with the Disciplinary Regulations made under Code of conduct Clause 10.6), have the power to disqualify a Member or members from the membership of SS. In case of his, her or their misbehaviour or misconduct, and such a member/s would be duly notified in writing giving the reasons of the disqualification. Each member affected thereby shall have the right of appeal and the right to make written representations and to be heard in person regarding the decision to disqualify a member as may be set out in the procedures laid out in the aforesaid Disciplinary Regulations.

C. Duties:

i. The Committee shall give due consideration to the petition mentioned in Clause 3.b.i), and shall do all in its power to satisfy the petitioner/s.

ii. Decisions taken at the General Meetings shall be binding upon and implemented by the Committee.

D. Procedure:

i. The Committee shall meet as and when necessary but at least once a month, unless circumstances dictate otherwise.

ii. At least 24 hours notice of meetings shall be given personally or by circular letter to the committee members, although shorter notice may be given for extraordinary meetings.

iii. Three members shall constitute a quorum, which shall include the presence of at least two of the following: The Chairman, the Secretary and the Treasurer.

iv. A simple majority of votes of those present may pass resolutions before the Committee and in its meetings.

v. If any committee member fails on three consecutive occasions to attend meetings of the Committee he/she shall give in writing satisfactory reasons for this non-attendance, failing which the Committee shall ask him/her to tender their resignation.

vi. Every member shall give 7 days notice in writing to the Secretary prior to his/her resignation, which shall be subject to the approval of the Committee.

E. The Chairman:

i. The Chairman or in his absence, the Secretary shall preside over General, Committee and Sub-Committee Meetings and shall have an ordinary and casting vote to exercise such powers as are necessary to ensure orderly process during the meetings.

ii. The Chairman with the Committee shall be responsible for all the acts and commissions directly affecting SS and shall be answerable to the General Body.

iii. Power is vested in the Chairman to direct the Secretary to convene General, Committee and Sub-Committee Meetings as and when necessary and it shall be incumbent upon him to give such a direction on the receipt of a petition from one third or more of the membership of SS to summon a General Meeting.

F. The Secretary:

i. On receipt of the resignation of the Chairman or in his absence on the receipt of the petition mentioned earlier, the Secretary should take over.

ii. The Secretary shall write and keep the minutes of the General and Committee Meetings and present them for approval at the respective meetings.

iii. The Secretary shall prepare and present a Report of SS to the Committee, on whose approval he shall present it at the General Meeting.

iv. The Secretary shall attend to all the correspondence.

v. The Secretary may delegate any office duties to a member of the Committee.

G. The Ladies Co-ordinator:

i. The ladies co-ordinator will have two SS elected ladies members as mentioned in Clause 5 A.i), to form her team and to assist her to achieve her goals.

ii. The Ladies Assistant Treasurer will keep the financial record and present it to the Treasurer at the end of each calendar month.

iii. The Ladies Co-ordinator will liaison with the Chairman or in his absence to the Secretary regarding to the activities they carry on.

iv. In her absence or upon her resignation, her assistant shall act as ladies Co-ordinator.

H. The Treasurer:

i. The Treasurer shall collect the Subscriptions as mentioned in Clause 4), and maintain all accounts of SS, furnish them to the Committee when required, and present a summary of the Income and Expenditure account at the Annual General Meeting.

ii. The Treasurer shall prepare and circulate the annual statement of Income and expenditure to the Committee members prior to its adaptation by the Committee.
iii. The Treasurer shall not retain more than £150.00 in cash at any time for petty expenses.

iv. Upon his resignation the Treasurer shall account for all funds, records and any other assets of SS to the satisfaction of the Committee Meeting, called by the Secretary.

v. The treasurer should keep inventory of kit and this inventory should be made available to Jamaat in case of insurance purpose.

vi. The treasurer is responsible to make payments with in a month of presentation of receipt of expense agreed by the committee.

vii. Upon his resignation, the Assist. Treasurer shall act as a Treasurer.

I. Sectional Captains/In charge:

i. The SS members at the AGM will elect the Sectional Captains/In charge.

ii. The Sectional Captains/In charge shall govern their respective sports and shall submit all correspondents to the Secretary and in ladies to the ladies Co-ordinator.

iii. The Sectional Captains/Incharge shall assist the Treasurer in collecting subscriptions for their respective sport and preparing the list of the membership. All the collection of monies/accounts should be handed to the treasurer with in a month.

iv. The Sectional Captains/ Incharge shall report periodically to the Committee.

v. The Sectional Captains/In charge shall have the power to cease the activities of their respective sport on any particular day or days vis religious or public holidays and or for any justified reasons.

vi. The Sectional Captains/Incharge should be responsible for the sports kit, if kit is mistreated or lost than committee will make decision for any further action.

vii. The Sectional Captains/ In charge will report to the committee immediately if kit is lost.

viii. Requisition / approval form to be submitted to the treasurer by respective sports captains for purchases of items.

6. FINANCE:

i. The Financial year of SS shall commence soon after the 31st of March, starting from March 2002.

ii. The SS account shall be kept with any Bank/s that the Committee may from time to time designate.

iii. For any one expenditure, not in excess of £500 as stated under Clause 5Biv), a sanction of a General Meeting shall be necessary but the Bankers to SS shall in no way be concerned to see that such a sanction has been obtained provided that cheques drawn upon are in accordance with the manner described in the next sub-paragraph hereof.

iv. The Treasurer and the Chairman both shall sign all cheques; money and postal orders; and other financial documents or in the absence the Chairman the Secretary shall do so.

v. The Treasurer shall not retain more than £150.00 at any one time, as petty cash.

7. GENERAL MEETINGS:

A. General Meetings:

i. General Meetings shall be conducted in accordance with the provisions in Clause 5Ei)
ii. At a General Meeting, 10% of the Members, including the presence throughout the proceedings of such a meeting of at least two of the following, namely the Chairman, the Secretary, and the Treasurer shall constitute a quorum.
iii. If a meeting commenced with full quorum, after which it subsequently lacks the quorum, those resolutions passed with the support of those members present, shall be valid. If any General Meeting duly convened under the constitution of SS cannot be held because of the lack of quorum, then such a meeting shall be re-convened to a date not earlier than 7 days hereafter. Members can speak and vote at General Meetings, but cannot vote by proxy.

B. Annual General Meetings:

i. The Annual General Meeting shall be held once a year.

ii. Members shall be given 14 days notice of the Annual General Meeting, through the announcements and through the notice boards placed at the Hussaini Islamic Centre in Peterborough.

iii. A quorum of 10% of “SS” members is required.

iv. The Annual Report and the accounts shall be submitted at the Annual General Meeting by the Secretary and the Treasurer, as specified in Clause 5.F.iii) and 5.H.i).

v. If members present at the meeting does not show interested in a respective post than any candidate absent at such a Meeting and wishing to be considered for that post of an office bearer, shall give a written undertaking to the Chairman that he shall accept the post if elected.

vi. The office bearers (The Sports Committee) shall be elected at the Annual General Meeting, as mentioned in Clause 5Ai).

C. Extraordinary General Meetings:

i. An extraordinary General Meeting may be convened on a matter of importance or on the receipt of a petition to summon such a meeting, as mentioned in Clause 5.B.v) and 5.E.iii).

ii. Should three or more Committee Members resign simultaneously, an extraordinary General Meeting shall be summoned to consider the resignations and a quorum shall not be a requirement.

iii. An extraordinary General Meeting may be summoned with at least 7 days notice to the members, as prescribed in Clause 5.B.v).

8. GENERAL:

i. The constitution shall be interpreted by the Committee.

ii. Should any member desire to raise a point on the interpretation or amendment to the Constitution, shall inform the Secretary in writing about the same, at least 3 days before the Meeting.

iii. The Chairman and the Secretary shall make representations to, and liase with the KSIMC Executive Committee and all other organisations, as and when necessary.

9. AMENDMENTS:

i. Amendments to the constitution may be made at the General Meeting by a vote of the majority of those present; however, a notice of three weeks must be given to all members before implementing such changes.

ii. No amendments to the constitution, which fail to obtain the requisite votes, may be proposed again within 3 months of the date of the proposed amendment.

10. CODE OF CONDUCT

i. Players shall be representing Shia Sports.

ii. Discipline of the highest standard is to be maintained on and off the ground.

iii. Players shall abide by and respect the Ground Rules established by the Committee to the Sectional Captains/ Coach.

iv. During events that can be spectated by men, all ladies SS participants must observe Islamic Hijab.

v. Disciplinary action shall be taken against any player/s for misconduct or misbehaviour on or off the ground.

vi. The Disciplinary Committee is empowered to discipline or disqualify any player/s for misconduct or misbehaviour as the Disciplinary Committee deems fit and the decision hereby taken shall be binding until the end of term and then subject to review at the AGM.

vii. The Disciplinary Committee shall consist of the following:

The SS Committee
All the Captains/In charge of various sports.
Youth Leader from KSIMC, Peterborough.

viii. Complaints Procedure

A. Internal Grievance:

i. Stage One: If there is any matter that you wish to raise, you should discuss this in the first instance with the Sectional Captain/In charge of the respective sport,

ii. Stage Two: If the matter is not resolved and you wish to take it further, you should make a written request for a meeting with the SS Committee

B. External Grievance:

i. The respective Captains/ Co-ordinators shall strictly make complaints to umpires/referees during a match.

ii. Players wishing to make any remarks/complaints shall first bring up the matter with their respective Captain/In charge, who will in turn then discuss the matter with the Representative of the SS Committee.

iii. Complaints to the Tournament Organisers shall strictly be made by the Representative of the SS Committee.

iv. Complaints made by not using the proper procedures will not be acknowledged and shall be considered as a breach of "THE CODE OF CONDUCT".

v. SS shall promote goodwill and unity in every sport. This is expected of all participants irrespective of results.

SS (Sept 2005)