Commonwealth Games Association of Jersey

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The Constitution

THE COMMONWEALTH GAMES ASSOCIATION OF JERSEY

1. CONSTITUTION

NAME The Association shall be called THE COMMONWEALTH GAMES ASSOCIATION OF JERSEY, (hereinafter referred to as “the Association”).

2. OBJECTS

To maintain the affiliation of the Association to the Commonwealth Games Federation (“hereafter known as “the Federation”)
To be recognised that the Association is responsible for the Team representing Jersey, (hereafter known as “Team Jersey “) at both the Commonwealth Youth Games (hereafter known as “the Youth Games”) and the Commonwealth Games (hereafter known as “the Games”);
To ensure that the Association is represented at the appropriate meetings and assemblies of the Federation and of all such other bodies as is deemed necessary;
2.4 To represent and promote the best interests of Jersey sport at Commonwealth Games level and to work with the governing bodies and others as appropriate to create and maintain the infrastructure which will ensure that Team Jersey, at the Games, has attained a suitable standard; is as well prepared as possible and to provide the leadership and support which will allow competitors to achieve their maximum potential at the Games;
2.5 To raise funds and to accept monies subscribed to attain the objects of the Association;
2.6 To be bound by the Constitution, the Protocols and the Regulations of the Federation and to act at all times in accordance with these;
2.7 To encourage the development of sport and sports people in Jersey with a view to their participation in the Games.

3. AFFILIATION TO THE ASSOCIATION

Affiliation will only be granted to one body representing any one sport listed in the constitution (hereafter known as “an Affiliated Sport”) of the Federation;
Affiliation to the Association may be granted to any such bona-fide Club, Association or Federation (hereafter known as “an Affiliated Body”) provided that:-
Each Affiliated Body shall be affiliated directly or indirectly to its International Federation and be the representative body of its Affiliated Sport in the Island of Jersey. Where such Affiliated Body is itself comprised of separate Associations, being the representative bodies in the Island of Jersey for different disciplines within the Affiliated Sport (hereafter referred to as a “Discipline’s Association”), each such Discipline’s Association shall be directly or indirectly affiliated to their respective International Federation. For the purpose of the Team Selection Process referred to in Rule 18.2 only, each Discipline’s Association will be considered an Affiliated Body.
The constitution of each Affiliated Body and each Discipline’s Association shall be acceptable to the Association;
Each Affiliated Body shall pay such entrance fee and/or subscription as may be determined by the Association which is due on the 1st January each year;
3.2.4 If the subscription of an Affiliated Body is not paid by 31st March in any year it will cease to be affiliated;

3.2.5 A sport must be affiliated before the commencement of the Team Selection Process timetable (normally 3 years prior to the Opening Ceremony of the Games) to be eligible to nominate competitors. Should the representative body change for any reason, such change shall not disqualify a representative of that sport being selected for the next Games.

4. OFFICERS

President;
Two Vice Presidents;
Treasurer;
Secretary General;
The term of office of the officers shall be four years. Officers shall remain in office until the Annual General Meeting in the year following the conclusion of the next Games;
Officers shall be eligible for re-election subject to 4.7 below;
The President and Vice Presidents shall serve no more than two terms in the same office (8 years) in total and other Officers shall serve for no more than three terms in the same office or position (12 years);
Any vacancy arising during any such four year period shall be filled by an election held at the Annual General Meeting following such vacancy. A successor shall be elected for the remaining part of the term for the position that has been vacated. In the interim the Council may appoint a temporary successor;
Nomination for office shall be made by Council members or Affiliated Bodies, in writing duly proposed and seconded by two separate people, and signed by the nominee, to reach the Secretary General six weeks prior to the meeting;
Where insufficient nominations are received, those formally nominated will be elected. Nominations may be accepted from the floor for the remaining positions, provided the nominee agrees;
Voting shall be as Rule 15 (Voting).

5. DUTIES OF OFFICERS

5.1 The Officers shall be responsible to the Council for the day to day running of the Association and will meet as and when required to do so;
5.2 The Officers will report to the Council on the day to day running of the Association on at least, four occasions per year;
5.3 The Officers will have the authority to appoint sub committees or co-opt members only for specific purposes and for the time required to fulfill those purposes;
The Officers will be responsible for the appointment of a Public Relations Officer;

6. DUTIES OF THE PRESIDENT

The President’s duties will include:-
Acting as Chairperson at meetings;
Representing the Association at official Commonwealth Games events and appropriate meetings of Commonwealth Games groups;
Ensuring that the affairs of the Association are carried out in accordance with the Constitution.

7. DUTIES OF VICE PRESIDENTS

The Vice President’s duties will include :-
Acting as Chairman in the absence of the President
In the absence of the President, representing the Association at official Commonwealth Games events and appropriate meetings of Commonwealth Games groups.
As a Vice President and Officer of the Association, to ensure that the affairs of the Association are carried out in accordance with the Constitution.

8. DUTIES OF THE SECRETARY GENERAL

The Secretary General’s duties will include:-
8.1 Supervision of all the duties appertaining to that office and in accordance with the instructions of the Council;
8.2 Preparation of all convening notices, keep regular minutes of all meetings and keep copies of all correspondence;
Preparation of an Annual Report, to be presented at the Annual General Meeting, after having been first submitted to the Council for its approval;
8.4 Provision of effective liaison between the Association and the Federation.

9. FINANCE AND DUTIES OF THE TREASURER

9.1 Appropriate bank accounts shall be operated in the name of the Association, or as deemed necessary by the Council;
9.2 Signatories to the accounts shall be any two of the President, Vice-Presidents, Treasurer and Secretary General, or as deemed necessary by Council;
9.3 The Treasurer shall keep accounts of all monies received and paid by him on behalf of the Association and shall submit his financial statement to the Council before presenting it to the Annual General Meeting;
9.4 The Financial Year shall end on 31st December;
9.5 No Officer shall be held liable for bona fide debts incurred on behalf of the Association in execution of his office, or in relation to his duties, unless he acts without authority.

10. COUNCIL

The Council shall be composed of the Officers and two delegates from each Affiliated Body;
10.1 The Council shall meet at least four times per year and at least 14 days’ notice will be given;
10.2 The quorum for meetings shall be at least 50% of those entitled to vote and voting shall be as set out in Rule 15 (Voting);
10.3 If a quorum is not achieved, the meeting will be adjourned and a further seven days’ notice given. On the second date set, the meeting shall proceed with those in attendance;
The President, or in his absence one of the Vice Presidents shall chair all meetings or in the absence of such Officers, the meeting shall appoint one of its members to act as Chairperson for the duration of that meeting;

11. DUTIES OF THE COUNCIL

The duties of the Council shall include:-
11.1 Ensuring that the objectives of the Association are carried out;
11.2 Deciding matters not provided for in the Constitution;
11.3 Filling any temporary vacancies which may occur under Rule 4;
11.4 Ensuring that the conditions of Rule 9 (Finance and Duties of the Treasurer) are carried out.
11.5 Having the power to appoint an Medical Adviser and/or a Legal Adviser.

12. LIFE MEMBERS AND PATRONAGE

Life Membership may be bestowed on persons who have rendered valuable service to the Association over an extended period of years;
Life Members may be elected by resolution of the Association at an Annual General Meeting;
The rules for nomination and election of Life Members shall be the same as for the nomination and election of Officers of the Association;
A Life Member shall be entitled to attend General Meetings and speak but shall not have any right to vote thereat and shall not be regarded as an Officer of the Association;
Patronage may be offered to individual persons upon the recommendation of the Council of the Association;
12.6 A Patron shall be entitled to attend all General Meetings of the Association and speak but shall not have any right to vote thereat and shall not be regarded as an Officer of the Association.

13. ANNUAL GENERAL MEETING

13.1 The Annual General Meeting (AGM) shall be held before the end of April each year;
13.2 Three months’ preliminary notice shall be given to all Council Members and to secretaries of all Affiliated Bodies and shall include the date of the meeting. One month final notice shall be given, confirming the date and shall include the time, venue and agenda;
Proposed changes to the Constitution must he submitted in writing to the Secretary General not later than six weeks prior to the date of the AGM;
Each Affiliated Body may nominate a maximum of three delegates to represent them and cast votes;
The names of the delegates shall be with the Secretary General before the opening of the meeting;
The President, or in his absence one of the Vice Presidents, shall chair all meetings or in the absence of such Officers, the meeting shall appoint one of its members to act as
Chairperson for the duration of that meeting;
Voting shall be as Rule 15 (Voting);
A Quorum shall be at least 50% of those entitled to vote;
If a quorum is not achieved, the meeting shall be adjourned and a further seven days’ notice shall be given. On the second date set, the meeting shall proceed with those in attendance;
The Agenda shall include:-
13.10.1 Apologies;
13.10.2 Minutes of the previous AGM and any SGM;
13.10.3 Matters arising from these meetings;
13.10.4 Approve the Treasurer’s Report, the Annual Accounts and Auditor’s Report.
13.10.5 Approve the Secretary General’s Report;
13.10.6 Election of Officers (Every fourth year);
13.10.7 Election of Life Members (if any)
13.10.8 Appointment of Auditors (Annually);
13.10.9 Changes to the Constitution (if any);
13.10.10 Determine the annual subscription and any fees;
13.10.11 Any other business
13.11 No proposition shall be discussed at an Annual General Meeting other than that mentioned in the notice convening the meeting.

14. SPECIAL GENERAL MEETING

14.1 A Special General Meeting (SGM) can be called at the request of the Officers or the Council, or at the written request of at least one third of the Affiliated Bodies, stating the purpose of the meeting. On receipt of such a request by the Honorary Secretary a meeting shall be called within 45 days;
14.2 At least 28 days’ notice of the meeting shall be given in writing giving the date, time, venue and the purpose of the meeting;
Only the business on the agenda may be discussed and voted upon;
Representation and quorum shall be according to Annual General Meeting;
No proposition or subject shall be discussed at a Special General Meeting other than that mentioned in the notice convening the meeting;
Voting shall be as Rule 15 (Voting).

15. VOTING

Votes at Council Meetings, AGM’s and SGM’s shall only be cast by attendees appointed to vote on behalf of their Affiliated Body and the Officers;
Each Affiliated Body shall have 2 votes at each Council Meeting and 3 votes at AGM’s and SGM’s;
Officers shall have 1 vote each;
Life Members and Patrons do not have a vote;
A vote will be decided by a show of hands or at the discretion of the Presiding Chair, or at the request of the meeting, by ballot. The result to be declared by the Presiding Chair.
When a ballot is called for, two scrutineers shall be appointed;
In the event of an equality of vote, the Chairperson, in addition to his or her own vote shall have a casting vote;
All resolutions and elections at General Meetings shall be carried by a simple majority except those resolutions seeking to amend the Constitution which must satisfy Rule 16 (Amendments to the Constitution) and any elections involving more than two candidates.
If three or more nominations are received for one appointment of an Officer or Official of the Association, a secret ballot shall be conducted and after the first ballot, the names of any candidates getting less than 10 per cent (10%) of the votes of those present and entitled to vote shall be eliminated or the name of the candidate getting the least number of votes, if more than ten per cent (10%) If, however, any candidate at any stage of the voting receives more than 51 percent (51%) of the votes of those present and entitled to vote, he shall be declared elected. The same procedure as stated herein will, if necessary, be carried out until two candidates remain and the election will then be decided by a simple majority vote

16. AMENDMENTS TO THE CONSTITUTION

The Constitution may be altered by resolution at an Annual or Special General Meeting provided that the resolution is carried by a majority of at least two-thirds of members present and entitled to vote at the General Meeting.

17. RESIGNATION

An Officer of the Association wishing to resign or an Affiliated Body wishing to resign membership of the Association must give the Secretary General written notice of their resignation. Resignation shall only take effect when this has been complied with;
Notwithstanding the provision of Rule 17.1, an Affiliated Body whose subscription is more than 3 months in arrears shall be deemed to have resigned. Where the membership of an Affiliated Body shall be terminated in this way they shall be informed in writing that they are no longer members by notice handed to them or sent by post to their last known address.

18. TEAM SELECTION

The Council shall instigate the selection of a Team Jersey consisting of Sports Participants, Managers and Officials to represent Jersey at each Commonwealth Games;

Those chosen to represent Jersey will be as a result of the Team Selection Process as set out by the Association from time to time;

The Council shall approve, and review when appropriate, the Association’s Anti Doping Policy which forms an appendix to this Constitution. The Policy states clearly that the Association strongly disapproves of doping in sport and does not regard it as appropriate that Team Jersey should include athletes or other individuals (including but not limited to coaches, medical and administrative staff) who have doped or been found guilty of a doping offence including but not limited to the supply or trafficking of prohibited substances.

All Jersey competitors must be holders of a British passport;

A competitor shall be considered to be eligible to represent Jersey at the Commonwealth Games if he/she meets any one of the following:-

He/she is born in Jersey;
He/she has a parent that was born in Jersey;
He/she represented Jersey on his/her last occasion that he/she participated in the Commonwealth Games;

A competitor may also be considered to be eligible to represent Jersey at the Commonwealth Games, subject to any dispensation requirements laid down by the Commonwealth Games Federation, if he/she can show that they have a strong commitment to representing Jersey at national and international level and he/she has been ordinarily a resident of Jersey for a continuous period of two years immediately prior to the date of the Opening Ceremony of the Games at which he/she hopes to participate in;

A competitor may also be considered to be eligible to represent Jersey at the Commonwealth Games, subject to any dispensation requirements laid down by the Commonwealth Games Federation, if he/she has a long standing connection with Jersey through family, education, work or sport and at some time has resided in Jersey for a continuous period of at least 5 years;

The President and the Secretary General of the Association will have the right to attend the Games as representatives of the Association and will be members of the Team Jersey.

19. YOUTH GAMES

The Association shall recognize the Commonwealth Youth Games as an associated event to the Games and shall offer support in the selection of a team and, where possible, assist financially.

20. INTERPRETATION

Any matter of interpretation of this Constitution which may arise, or any contingency of any nature not specifically covered by the Rules, shall be resolved by the majority decision of the Council.

21. DISSOLUTION

In the event of the dissolution of the Association (which shall be passed at a General Meeting of the Association) then the proceeds of the assets upon realisation, and after settlement of all debts, duties and liabilities, shall be given or transferred to a charity or charities, or some other non-profit making organization having objects similar to those of the Association.

Dated: 24th April 2008