The ExeTT Constitution

The Constitution of the Exe Table Tennis Club – December 2010

1. Name and Venue

The Club shall be named Exe Table Tennis Club (ExeTT). The playing headquarters of ExeTT shall be determined by the Executive Committee (The Executive).

2. Objects

The objects of ExeTT shall be to promote table tennis in East Devon and it shall meet as often as availability of facilities and staffing permit.

3. Affiliation and Association

ExeTT shall be affiliated to the English Table Tennis Association (ETTA) directly, or indirectly through the Devon County Table Tennis Association and/or an ETTA affiliated League. It shall also seek to associate itself with local primary and secondary schools and the Exmouth Community Youth Programme. Specific annual affiliations and associations to be determined by The Executive.

4. Membership

Eligibility is by application form and acceptance requires the majority support of the Executive. There shall be four classes of membership; a) Senior, b) Youth/Junior, c) Associate, d) Honorary. The Executive may opt to make a percentage or numerical balance between the four classes.

1. Senior; playing members aged 21 or over at September 1st of the playing year.
2. Youth/Junior; playing members aged 20 or under at September 1st of the playing year.
3. Associate; non-playing supporters.
4. Honorary; Life Members, President, Vice Presidents.

5. Subscription and Other Fees

Senior, Youth, Junior and Associate Members shall pay an annual membership fee that shall be determined at the Annual General Meeting and may vary between classes. Other fees may be applied for entries to events or activities requiring affiliation and shall be decided by the Executive.

6. ExeTT Rules

The Executive shall annually provide a set of rules covering; resignations, expulsions, a code of conduct, care of young children and any other specific that is thought to be necessary to ensure the smooth running of ExeTT for the benefit of the membership. The rules shall be drawn up at the first meeting of The Executive within three calendar weeks after the AGM.

7. The Annual General Meeting (AGM)

The AGM of ExeTT shall be held between the 12th and 26th (inclusive) of July with a minimum of ten days notice being given to all members. The AGM shall (not necessarily in the order shown);

1. The Chairman (optional) may invite The President to chair the meeting
2. Receive apologies
3. Vote upon the accuracy of the minutes of the previous AGM
4. Receive the annual report of The Executive
5. Receive the accounts of ExeTT for the previous year and the auditor’s report
6. Decide upon an auditor for the next year
7. Decide on future banking arrangements
8. Decide the membership fees for the following year
9. Consider and vote upon any resolution, having been put in writing with the names of the proposer and seconder, and having been received by The Secretary by June 27th preceding the AGM.
10. Decide the date of the next year’s AGM
11. Elect (optional) Honorary; President and Vice Presidents and Life Members
12. Elect an Executive Committee as described under rule 8
13. Take a majority vote on all matters accept changes to the constitution which shall require a two-thirds majority
14. Ten paid-up members of any age shall comprise a quorum

Anyone may attend the AGM. The only persons entitled to speak or ask questions, unless invited by the Chairman, are paid-up members of any age and other honorary members. The only persons entitled to vote are paid-up members who are aged fourteen or over at the date of the AGM. The President shall be entitled to vote. In the event of a vote being tied the Chairman of the Meeting shall have a casting vote.

8. The Composition of The Executive

The Executive shall be elected annually at the AGM and all must be paid-up members of ExeTT at the time of the AGM. Nominations may be submitted in writing in accordance with Law 7(i), but nominations may also be taken from the floor of the AGM. The Executive shall comprise;

1. Honorary Chairman (officer)
2. Honorary Vice Chairman
3. Honorary Secretary (officer)
4. Honorary Treasurer (officer)
5. Three members without portfolio (minimum age 14yrs at the date of the AGM)

9. The Powers and Responsibilities of the Executive

1. to first meet within 21 days of the AGM at which they were elected
2. to set the rules and fees at the first meeting and to circulate before Sept 1st
3. to apply the rules and conditions
4. to decide on affiliation and insurance requirements
5. to meet in November, March and June
6. to meet at any other time they wish – seven days notice being given
7. three members comprise a quorum, two of whom should be officers
8. to be ultimately responsible for all aspects of the running of ExeTT
9. to have the power of co-option – such members being entitled to vote if aged 14 or over
10. to be able to delegate responsibility to appointed sub-committees or individuals of any age
11. to be able to give title to individual appointees of any age; i.e., Coaching Officer, Youth Secretary, Manager,Tournament Organiser, League Coordinator, etcetera
12. to sign cheques – any two from three – Chairman, Secretary, Treasurer
13. any officer may attend a sub-committee and be entitled to vote

10. Extrordinary General Meeting

This may be called on the initiative of The Executive or must be called by The Executive on receipt of a request by ten paid-up members of ExeTT. Any members wishing to do this should submit a request in writing to The Secretary with the names of any proposers and seconders of any resolution to be put. Not less than fourteen days notice shall be given to all paid-up members of such a meeting. Voting procedures are the same as for an AGM.

11. Alterations to The Rules

The rules are set by The Executive. Members may only change these by requesting an Extraordinary General Meeting (see Constitution Law 10).

12. ExeTT Playing Year

September 1st to August 31st inclusive.

13. Alterations to The Constitution Laws of ExeTT

These may only be made at an AGM and must be an Agenda Item. Proposals to amend the constitution must be submitted in writing in accordance with Law 7(i) of this constitution and to succeed shall require a two-third majority of votes.

14. Dissolution

If, at any time, the Executive Committee decides by a simple majority, that the affairs of the Club shall be wound up, they shall; with 14 days notice, call an Extraordinary General Meeting of current paid-up members. The proposal to be effective must have a TWO THIRDS majority of those eligible to vote. The Executive Committee shall in their absolute discretion, after payment of all proper debts, consult with the Exmouth & District Table Tennis League to determine how the assets and equipment may best be distributed to further the interests of table tennis in clubs and schools.

15. Executive Power

The Executive has the power to act in the best interests of the membership on any unforeseen issue or on any matter not covered by this constitution.