SPORTDUNDEE
 
CONSTITUTION
 
 

1.

NAME

 
The name of the organisation shall be ‘SportDundee' (formerly known as Dundee City Sports Council).

 
2.

 

OBJECTIVES

 
The objectives of SportDundee shall be:-

 
 

  (a) To enhance the operation and development of sports clubs and sports hubs in the area of Dundee City Council (hereinafter referred to as 'The City')
 
 
 
(b)
 
To attract external funding for the development of local sport
 
 
 
(c)
 
To identify & work to solve issues for sports clubs in Dundee
 
 
 
(d)
 
To work to influence resources & priorities across all relevant organisations (sportscotland, DCC, Leisure & Culture Dundee, NHS, Local Enterprise Companies etc)
   
(e)
 
To inform sports clubs of issues relevant to club governance and development
 
 
 
(f)
 
To promote and support national & international sporting opportunities for Dundee clubs and athletes.
 
 
 
(g)
 
To represent and support newly established and minority sports
 
 
 
(h)
 
To support pathways put in place for the development of all aspects of sport
     
  (i) To support actions which promote participation in sport to the wider public

 
SportDundee shall be non-political, non-sectarian and non-denominational.
 
 

3.

AFFILIATION TO SPORTDUNDEE

 
 

  (a) All clubs and organisations directly concerned with amateur sports in the city of Dundee may apply for affiliation to SportDundee, subject to provision to the Secretary of SportDundee of the following:
 
Constitution, contact details, bank details including details of signatories, a Child/Vulnerable Adult Protection Policy, confirmation of access to PVG checks, a copy of club / association Public Liability Insurance & club membership numbers. 
 
The SportDundee Finance / Membership Sub-Group shall retain the right to reject any application for affiliation or to withdraw affiliation on any grounds which to them appear reasonable.
 
  (b) Each club and organisation affiliated as aforesaid shall pay an annual affiliation fee, which will commence from the date of acknowledgement for a 12 month period. Such amount as may be fixed by SportDundee at their Annual General Meeting in each year, and such fees shall be payable no later than 3 months after the due date of affiliation commencing on the date shown on the previous year's acknowledgment of acceptance.
 
  (c) All clubs wishing to join SportDundee must operate, for the benefit and safety of its members, a child/vulnerable adult protection policy and have appropriate mechanisms in place to access appropriate police checks on members who have access to children and/or vulnerable adults
 
 
4.
 

MEMBERS OF SPORTDUNDEE

Members of SportDundee shall be:-
 

 
 
 
(a)
 
A minimum of 8 nominated volunteers from affiliated clubs or associations, a minimum of 3 of which to be representatives from the following groups:
 - Multi-Sport Development Group
 - Sports Specific Development Group
 - Dundee City Disability Sport
 
 
 
(b)
 
The Director of Leisure and Communities of the City Council
   
(c)
 
The Club and Coach Development Officer of Leisure & Culture Dundee
 
 
 
(d)
 
The Head of Environment of the City Council
 
 
 
(e)
 
The Manager of Sport & Leisure, Leisure & Culture Dundee
 
 
 
(f)
 
One representative from SportTayside & Fife / Regional Hub
 
 
 
(g)
 
One representative from the Education Department of the City Council
   
(h)
 
Three representatives from Tertiary Education, one from each of the following organisations:
 
  • Dundee College
  • University of Abertay
  • University of Dundee
 
 
 
(i)
 
One representative from sportscotland (to be invited for identified issues)

 
 

5.

OFFICE BEARERS OF SPORTDUNDEE

 
 
 
The Office bearers shall consist of:-

 
 

    (i) A Co-Chair who shall be Dundee City Council's nominated Chair of Leisure & Culture Dundee
 
 
   
(ii)
 
A Co-Chair who shall be elected from the representatives of the individual clubs and associations affiliated as aforesaid or a member of the local business community with a positive interest in the furtherance of local sport.  This Co-Chair position shall relinquish office automatically each year, however, shall be eligible for re-election.  The Co-Chair shall be appointed immediately by election from the representatives of the individual clubs and associations affiliated as aforesaid.
 
 
   
(iii)
 
An Honorary Secretary who shall be the Manager of Sport & Leisure; and
 
 
   
(iv)
 
An Honorary Treasurer who shall be the Director of Finance of the City Council
 
6.

EXECUTIVE COMMITTEE

   
 
 
 
(i)
 
The day-to-day work of SportDundee shall be carried on by an Executive Committee consisting of the following:-
 
 
   
(a)
 
The Co-Chairs, as defined in Clause 5 hereof.
 
 
   
(b)
 
The two other office Bearers of SportDundee as defined in Clause 5 hereof.
 
 
   
(c)
 
The minimum of 8 nominated members from affiliated clubs & associations representing differing sports as defined in Clause 4 hereof.
 
 
   
(d)
 
The Club and Coach Development Officer of Leisure & Culture Dundee.
             

 
 

  (ii) The members of the Executive Committee who are not ex officio members shall retire at the Annual General Meeting of SportDundee but shall be eligible for re-election.
 
 
 
(iii)
 
The Executive Committee shall have power to co-opt persons to fill casual vacancies therein, but in doing so, shall maintain the foregoing categories of members.
 
 
 
(iv)
 
The Executive Committee shall meet at such intervals as they may determine having regard to the business to be transacted, but not less than 3 times in any one year.
 
 
 
(v)
 
The Executive Committee shall have power to appoint from among their number such Sub-Committees and Conveners thereof as they deem necessary in order to carry out the objects of SportDundee and to co-opt such additional persons as they may think desirable in the circumstances of each case.
 
 
 
(vi)
 
Each Sub-Committee shall consist of a Chair appointed from the Executive Committee, and a minimum of three other voting members nominated from affiliated clubs & associations.
 
7.
 

MEETINGS

 
 

 
 
 
(i)
 
The Co-Chairs shall preside at all meetings of SportDundee and of the Executive Committee.  In the absence of the Co-Chairs, those present and voting, shall appoint one of their number to preside, by a simple majority.
 
 
 
(ii)
 
The Annual General Meeting of SportDundee shall be held in May of each year.
 
 
 
(iii)
 
The Annual General Meeting of SportDundee shall be called, giving 28 days notice, in writing, by the Honorary Secretary and shall be accompanied by a statement prepared by the Co-Chairs on the work of the Executive Committee during the year ended 31st  March, and a financial statement prepared by the Honorary Treasurer as provided in clause 8 (d) hereof.
 
 
 
(iv)
 
All meetings of SportDundee and meetings of the Executive Committee shall be called by the Honorary Secretary and 14 days’ notice, in writing, shall be given as to the time and place thereof and the business to be considered in-so-far as is known, in the case of meetings of the Executive Committee.  The accidental omission to give due notice, as hereinbefore provided, of any meeting, or the non-receipt of said written notice, shall not invalidate any resolution passed or the proceedings of any such meeting.
 
 
 
(v)
 
For all purposes, the Quorum for a meeting of SportDundee shall be one third of the members thereof, for a meeting of the Executive Committee, 6 of the members thereof, and for a Sub-Committee, 3 of the members thereof.
 
 
 
(vi)
 
Meetings of Sub-Committee of the Executive Committee shall be called by the Honorary Secretary or by the Conveners of such Sub-Committees as may be agreed between them on due notice, as hereinbefore provided being given.
 
 
 
(vii)
 
A Special General Meeting of SportDundee shall be held if requisitioned by the Chairman, or by the City Council, or by any six of the clubs or organisations affiliated as aforesaid, by letter in writing, addressed to the Honorary Secretary and stating the nature of the business proposed to be considered at such meeting.  Any Special General Meeting of SportDundee so requisitioned shall be held within 28 days of receipt by the Honorary Secretary of such requisition, and on due notice, as hereinbefore provided, being given.  Notices of the meetings of SportDundee shall be addressed to the Secretaries of the clubs and organisations affiliated as aforesaid, and individual members of the said clubs and organisations as appropriate, and notices of meetings of the Executive Committee and Sub-Committees thereof, shall be addressed to the individual members of the said clubs and organisations.
 
 
 
(viii)
 
Voting at meetings of SportDundee, the Executive Committee and the Sub-Committees shall be on the basis of one vote per member present, and the resolution will be passed by a simple majority.  In the event of equality of votes, the Co-Chair who holds the position of nominated representative of Leisure & Culture Dundee shall have a second or casting vote.  Voting shall be by a show of hands or by roll-call as may be decided by the Co-Chair, whose decision shall be final.
 
 
 
(ix)
 
Facilities for meetings of SportDundee and the Executive Committee may be granted by the City Council at its discretion.
 
8.
 
FINANCE

 
 

 
 
 
(a)
 
Proper books of accounts shall be kept by the Honorary Treasurer who shall be responsible for advising SportDundee and the Executive Committee of all financial matters affecting SportDundee's activities.
 
 
 
(b)
 
The Honorary Secretary shall have authority to order such supplies as may be necessary, and the Honorary Treasurer shall have authority to make payment if he is satisfied that these are in order.
 
 
 
(c)
 
SportDundee's financial year shall be run from 1st April to 31st March in each year.
 
 
 
(d)
 
SportDundee may receive grants from the City Council for general or specific purposes at the discretion of the City Council.
 
 
 
(e)
 
The Honorary Treasurer shall produce a financial statement every six months, including one prepared for the Annual General Meeting, showing the cumulative position and intermissions for period.
 
 
 
(f)
 
The Executive Committee may authorise expenditure out of SportDundee funds for the furtherance of the objects of SportDundee, except that in any case where a sum of more than £2000 is involved on any one item, or for any one of the clubs and associations affiliated as aforesaid, the matter shall be referred with a recommendation to Leisure & Culture Dundee who have been appointed to act on behalf of the City Council and who will only authorise payment if approval is obtained.
 
 
 
(g)
 
The Executive Committee may make representations to the City Council via Leisure & Culture Dundee to consider applications for grant aid.
   
(h)
 
The Executive Committee will appoint a Finance sub-group which will have the power to authorise and administer grant aid awards in line with pre-stated Dundee City Council grant aid criteria on behalf of SportDundee.
   
(i)
 
The Finance sub-group will meet 6 times per annum in order to authorise grant aid awards on behalf of the Executive Committee.  All grant aid awards will be reported at the following Executive Committee meeting.
 
9.
 
WINDING-UP
 
SportDundee shall not be wound up except by resolution carried by a majority of two-thirds of those present and voting at a Special General Meeting of the aforementioned SportDundee called for the purpose.  In the event of SportDundee being wound up, all the funds of SportDundee shall be handed over to the City Council for disposal for such purposes as it in its discretion may determine, and the decision of the City Council shall be final.
 
10
 

AMENDMENT TO THE CONSTITUTION

 
The Constitution of SportDundee shall not be amended except by resolution carried up by a two-thirds majority of those present and voting at a Special General Meeting of SportDundee and with the consent of the City Council.
 
The terms of any proposed amendment to the Constitution shall be issued in full, along with the notice calling any such Special General Meeting for which due notice, as hereinbefore provided, has been given.

 
 
 
 
 
DECLARATION
It is hereby certified that this document represents a true and most up to date version of the Constitution of SportDundee.
 
SIGNATURES
 
Co-Chair Person ………………………………………………………………
Date ………………………………………………………………
 
Co-Chair Person
 
………………………………………………………………
Date ………………………………………………………………
Secretary ………………………………………………………………
Date ………………………………………………………………