RULES THAT GOVERN OUR CLUB
COOLBINIA WEST PERTH AMATEUR FOOTBALL & SPORTING CLUB (INC) CONSTITUTION AND RULES
1. NAME OF CLUB
The name of the Club shall be “Coolbinia West Perth Amateur Football and Sporting Club Incorporated”. (Hereinafter called “the Club”).
2. OBJECTS
The objects for which the Club is formed are:
2.1 To provide the opportunity for members to participate in competition in Australian Rules Football and other sports as may be determined by the Committee from time to time.
2.2 To provide members with the facilities required for training and competition.
2.3 To provide recreational facilities and to promote social activities and entertainment for all Club members and; to promote good fellowship and true sportsmanship.
2.4 To ensure that the property and income of the Club shall be applied solely towards the promotion of the objects or purposes of the Club and no part of that property or income may be paid or otherwise distributed, directly or indirectly to members of the Club except in good faith in the promotion of those objects or purposes.
2.5 To provide representation and liaise generally with the parent body (Western Australian Amateur Football League)
3. POWERS
The Club shall have the following powers applicable for the attainment of the said objects:
3.1 The Committee on behalf of the Club shall have the power to expend monies for certain matters and incur debts and liabilities for and on behalf of the Club and every member of the Club. E.g. To take out insurances, to administer and hold any property on trust.
3.2 The Committee on behalf of the Club shall have the power to borrow, raise or secure the payment of monies to secure the payment or performance of any debt, liability, contract or guarantee incurred or to be entered into by the Club and any other means as may from time to time be approved by the Committee.
3.3 To appoint delegates and representatives of other associations, societies and bodies and to appoint or elect sub-committees and standing committees as it sees fit providing they are primarily responsible to the main Committee.
3.4 To appoint such employees, staff and contractors as necessary from time to time including the appointment of auditors as required, provided that no auditor shall be a member of the Committee.
3.5 To approve the membership of any person eligible and to terminate the membership of any person as to suspend; expel; fine or otherwise deal with any member or official who has acted improperly, fraudulently or who has deemed to bring the Club into disrepute.
3.6 To determine from time to time the annual subscription for membership of the Club and the fees for playing the various sports for which the Club has a nominated team.
3.7 To carry on, conduct, manage and arrange teams for the purpose of competing in competitions or games of football and such other games or sports as the Committee may see fit and to form clubs or organisations or accept existing clubs or organisations as affiliated clubs for such purposes.
3.8 To hire out or sub-lease the premises and to apply for, obtain and renew from time to time any necessary permits or licenses required under the provisions of the Liquor Act 1988 and its amendments.
3.9 To make by-laws for the betterment of the Club and to perform all such acts and responsibilities and to do such other things as are incidental or conducive to the attainment of the purposes and objects of the Club.
4. INCOME AND PROPERTY
The income and property of the Club shall be applied solely towards the promotion of the objects of the Club and no portion of the income or property shall be paid, transferred or distributed directly or indirectly to the members of the Club, provided that nothing shall prevent the payment in good faith of remuneration to any officer or employee of the Club or to any person other than a member, in return for services actually rendered to the Club.
5. MEMBERSHIP
Members shall be classified either as Playing Members, Social Members, Life Members or Affiliate Members.
i) All members with the exception of Affiliate Members shall be entitled to exercise every privilege open to a member of the Club once the qualification criteria, as determined by the Committee, has been met.
ii) Any member may be elected to hold office in the Club at Special or Annual General Meetings of the Club 5.1
Playing Members:
A Playing Member is deemed to be a financial member provided he has met the requirements of the player fee structure as determined by the Committee. This affords the player full privileges available to members.
5.2 Social Members:
A Social Member on payment of the social membership fee, as determined by the Committee, will enjoy all membership privileges.
A Social Member shall mean a member not participating in the sporting activities of the Club but who wishes to support the Club in achieving the objects of the Club.
5.3 Life Members:
a) Life Members may be elected by the Committee for especially meritorious services rendered to the Club. A three-fourths majority of the Committee must approve the recommendation for Life Membership. Life Members would at least pay the social component of the fees plus playing fees.
b) Any Playing Member who has attained 150 games of football for the Club or merger clubs (Osborne Districts Amateur Football Club and Coolbinia Yokine Amateur Football Club or combination of both) shall be ratified by the Committee for election as a Life Member of the Club.
5.4 Affiliate Members:
Any Affiliated Member may be invited to attend any General Meeting of the Committee of the Club and shall have a voice at that meeting but shall not be entitled to move a motion or to vote.
6 MEMBERSHIP FEES
a) The cost of membership and playing fees of the Club for all member classifications shall be at the discretion of the Committee and be decided by the incoming Committee following it’s election at an Annual General Meeting.
b) Outstanding fees, both membership and Playing Fees, must be paid prior to that member being eligible for current membership of the Club or selection of the team representing the Club or any of it’s affiliated clubs.
c) From time to time the Committee may come to an arrangement for the payment of fees with any member who makes written application to the Secretary for special consideration on the grounds of financial hardship.
d) No member will be granted a clearance to play sport for any other club until such time as any arrears of membership fees, playing fees and fines or an amount determined by the Committee to be adequate settlement has been paid to the Club.
e) 7 CONDUCT
a) The Committee shall have the power to fine or expel any member or rescind Life Membership of any member who in the opinion of the Committee is guilty of conduct prejudicial to the interest of the Club or the sport that the member which is playing for the Club or any affiliated club when such conduct occurs. The Committee shall provide written notification of its intentions not less than seven (7) days prior to the holding of a proper inquiry into the alleged misconduct of the member and the member shall have the right to be heard.
b) A member who has been expelled or has had a Life Membership rescinded may appeal to a special general meeting of the Club and the decision of the Committee shall stand unless overturned by a three–fourths majority of the voting members present at such meeting. Written notice of such appeal must be made to the President or Secretary within seven (7) days notification of expulsion being given to such member.
c) All members shall agree to be bound by this Constitution and by the decisions of the Committee properly arrived at in accordance with this Constitution and by any rules and by-laws, which the Committee may from time to time adopt.
8 AFFILIATED CLUBS
a) The Committee shall have the power to form an affiliated club in a sport other than Australian Rules Football. b) An affiliated club may be established by : a) Inviting an existing club for that sport to become affiliated with the Coolbinia West Perth Football and Sporting Club Incorporated.
b) Creating a new club for the particular sport. c) The name of any affiliated club shall include “Coolbinia West Perth”
c) An affiliated club shall have it’s own committee for the administration of that club. The affiliated club committee shall be responsible for the efficient day to day running of that club including organisation of it’s sporting activities, maintenance of it’s membership registers, collection of membership and playing fees and carrying of social and fund raising activities of its members.
d) An affiliated club formed from an existing club shall, when affiliation is approved by the Committee complete all current or outstanding financial transactions. The financial workings will be determined between both Committees.
e) All members of an affiliated club shall pay a membership fee for affiliate members as determined by the Committee but may instead apply for any other membership classification for which they may be eligible according to this Constitution.
f) All members of an affiliated club shall be subject to the rules of this Constitution and any other rules or by-laws as the Committee may establish from time to time.
g) The Committee may at it’s discretion wind up the activities of an affiliated club for reasons, but not limited to :
a) Failure to adhere to this Constitution or rulings established from time to time by the Committee.
b) A reduction in membership of the affiliated club to the extent where it is impractical to continue fielding competitive teams in the affiliated clubs particular sport.
c) Mismanagement by the affiliated club committee.
d) Inability to maintain the affiliated club as an economic entity.
e) Conduct by the affiliated club, which is considered by the Committee to be prejudicial to the interests of the parent club or the sport in which the affiliated club is engaged.
h) Where the Committee has decided to invoke the power to wind up the activities of an affiliated club, the Committee shall provide written notification of its intentions not less than seven (7) days prior to the holding of a proper inquiry into the reasons put forward and the affiliated club members shall have the right to attend and be heard in a proper and orderly manner.
i) An affiliated club shall form its own committee at an annual general meeting of its members. The affiliated club committee shall nominate a delegate to represent that club on the committee of the parent club.
9 MANAGEMENT COMMITTEE
9.1 The management of the Club shall be vested in the Committee which shall consist of:
President
Secretary
Treasurer
Vice-President
WAAFL Delegate
Players Delegate
Social Coordinator
Registrar
Executive Members
Affiliated Clubs’ Delegates
9.2 The Committee may set up sub-committees composed of members of the Club for such purposes as it thinks fit. Such members shall report to and be responsible to the Committee and meet as authorised by the Committee.
10 MEETINGS
10.1 Annual General Meeting
a) The Committee shall be elected each year at the Annual General Meeting of members and the date for such meeting shall be within two months of the conclusion of the football season.
b) The date and place of such meeting shall be circulated to members with voting rights not less than 14 days prior to such meeting.
c) The Quorum for an Annual General Meeting shall be ten members with voting rights.
d) Any changes to the Constitution must be included in the letter of invitation to attend the Annual General Meeting or a Special General Meeting.
e) Any member wishing to propose an amendment to the Constitution or put a motion in accordance with d) must provide a copy to the Secretary not less than 21 days prior to the meeting.
f) At the Annual General Meeting all officers will resign and elections held for all positions other than affiliated club delegates and coaches.
10.2 Special General Meetings
a) A Special General Meeting may be called at any time by either the President or by not less than ten (10) Members of the Club petitioning the President in writing and stating the purpose of the meeting.
b) The purpose of such meeting and the date thereof shall be circulated to members with voting rights not less than seven (7) days prior to such meeting.
c) The business transacted at such meeting shall be limited to the specific purpose or purposes set out in the circular to members.
d) The Quorum for a Special General Meeting shall be ten (10) members with voting rights.
10.3 General Meetings (Committee Meetings)
a) The Committee shall meet at least once in every month and at such other times as the Management Committee deems necessary.
b) The quorum for a General Meeting shall be not less than half the total number of voting members on the Committee.
c) If any member of the Committee shall absent themselves from any three consecutive meetings of the Committee without previously advising a satisfactory explanation or shall absent themselves from four meetings in any one year without previously advising a satisfactory explanation they shall be deemed to have vacated office and shall not be eligible for re-election at the next Annual General Meeting.
d) The Committee shall have the power to fill any vacancy of office or other member of the Committee as may occur before the next Annual General Meeting.
10.4 Patron
a) The Committee shall have the power from time to time as it sees fit to appoint a patron of the Club who shall hold office until the next Annual General Meeting.
b) The patron may attend and have a voice at any Committee Meeting but does not hold voting rights.
10.5 Coaches
a) The appointment and remuneration of football coaches shall be in the hands of the Committee.
b) Appointment of coaches of any Affiliated Club shall be decided by the committee of such Affiliated Club except that remuneration to be offered to Affiliated Club coaches must have been previously approved by the Committee of the parent club.
c) Football coaches have the right to vote at Committee Meetings.
10.6 Procedure at meetings.
The business of the Club at meetings shall be conducted in the following order: Meeting declared open by the President
Attendance and apologies recorded Minutes of previous meetings
Correspondence
Treasurer’s report
Election of officers (AGM only)
Other reports (if required)
Social Coordinator
Coaches
Affiliated Club Delegates
Others
Motions with notice
General business
Date of next meeting
Closure
10.7 Voting
a) Resolutions at any meeting shall be carried by a simple majority of members eligible to vote who are in attendance at the meeting except where otherwise required by this Constitution. Where such voting is deadlocked the President shall have the casting vote.
b) Members excluding affiliate who are financial at 30 September, preceding the Annual General Meeting shall be entitled to vote at the Annual General Meeting or move or second a motion or to propose or second a candidate for any office.
10.8 Minutes
a) Minutes of the proceedings at every meeting shall be entered and kept in a book specifically provided for this purpose.
b) Such minutes shall be submitted at the next meeting.
c) Such minutes shall be conclusive evidence that the proceedings were regular and occurred at a meeting properly convened and conducted.
d) Such recorded minutes shall be binding on all the members of the Committee and all resolutions and motions which were carried will stand unless rescinded or superceded by a resolution or motion at a future meeting.
11 COMMITTEE FUNCTIONS
11.1 The Committee shall be responsible for:
a) Upholding and advancing the objects of the Club.
b) The general management of the Club including day to day running and long term planning.
c) The control of finances of the Club.
d) The appointment of officials or subcommittees to assist the Committee in the discharge of its functions.
e) Filliing any vacancies on the Committee.
f) The appointment of football coaches.
11.2 Unless otherwise determined by the Committee:
a) The President shall be the chairperson of all meetings and shall determine whether a quorum is present. In the absence of the President the Vice-President shall presided or in the absence of both a chairperson shall be elected by the Committee.
b) The Secretary shall: i. Be responsible for informing members and officials of forthcoming events and other news. ii. Keep accurate minutes of the proceedings of all meetings of the Club. iii. Receive all incoming correspondence and deal with all outgoing correspondence as directed by the Committee.
c) The Treasurer shall:
i. Cause true and accurate books to be kept in which a strict account of all monies received and disbursed shall be maintained.
ii. Issue official receipts for all monies received.
iii. Pay all accounts on the authority of the Committee.
iv. Report to the Annual General Meeting the financial standing of the Club.
v. Report to Committee Meetings the financial business and standing of the Club since the previous meeting.
d) The Vice President in the absence of the President shall perform the duties of the President.
e) The W.A.A.F.L. Delegate shall:
i. Attend all meetings of the W.A.A.F.L. where a delegate is required.
ii. Act only in his capacity as the duly elected representative of the Club and only upon the instructions of the Committee.
iii Report to the Committee all decisions of such League meetings and shall report in particular any matters of concern to the Club or any of its members.
iv. Be responsible that if unable to attend any league meeting or obtain items from the league shall request that another Committee member undertake the duties in their place. Such Committee member shall be considered the duly appointed delegate of the Club.
f) The Players Delegate shall ensure that the Committee is informed of any matters of concern of any football player or group of players which request to receive Committee consideration and shall keep such player or players informed of any business considered by the Committee which they may consider to be of interest, except where such business is deemed by the Committee to be of a confidential nature. The players delegate shall also act as a character reference for any player appearing before the league on a disciplinary matter except where the Committee directs otherwise.
g) The Social Coordinator shall form a subcommittee which shall be responsible for the organisation of social and fund raising activities for the Club as a whole as well as separate activities for the benefit of the members of the Club connected with the sport of football. The Social Coordinator shall liaise with the affiliated club committees to ensure the use of the clubs facilities is compatible with the program of events.
h) The Registrar shall obtain details of all members of the Club either personally or from his counter part of an affiliated club and shall cause to be kept an accurate record of the names and addresses of such members. The Registrar shall process all photo identification cards, permits and clearances required by members wishing to play football and shall provide team managers with up to date lists and photo id of such members. The Committee may direct the Registrar to record other matters from time to time as it sees fit.
i) Executive Members shall assist in the running of the Club as directed by the Committee.
j) Affiliated Club Delegate shall be nominated by the Committee of each affiliated club (one per club) and shall ensure that the Committee is informed of any matters of concern of any affiliated club which such club shall request to receive Committee consideration and shall keep the affiliated club informed of any business considered by the Committee which they may consider to be of interest, except where such business is deemed by the Committee to be of a confidential nature.
12 FINANCE
12.1 All funds shall be deposited to the credit of the Club at such financial institution as may be approved by the Committee. Any two of President, Treasurer, Secretary or Vice President shall sign all cheques drawn by the Club.
12.2 The financial year of the Coolbinia West Perth Football and Sporting Club Incorporated shall end on the 31st Day of October of each year.
12.3 The Committee shall appoint an auditor and the auditor may not be a Committee member.
13 PECUNIARY INTEREST
No Committee Member shall have the power to vote themselves any fee, honorarium or wage in respect of his services to the Club except that the Committee shall have the power to reimburse any expenses justly and properly incurred in good faith by any member (including Committee Members) for the purpose of furthering the interests of the Club.
14 COMMON SEAL
The Secretary shall have custody of the common seal of the Club, which shall be affixed to all such deeds, instruments and documents as need to be under seal and signed in the presence of the President and attested by the Secretary.
15 INSPECTION OF CONSTITUTION
The Secretary shall hold a copy of this Constitution for the purpose of inspection by any member or perspective member.
16 INTERPRETATION OF CONSTITUTION
The interpretation of this Constitution and any question arising from or not covered by this Constitution shall be at the discretion of the Committee whose decision thereon shall be final and binding on all members.
17 AMENDMENT TO CONSTITUTION
17.1 No rule shall be amended or repealed nor shall any new rule be added except on the vote of a seventy five percent majority of the voting members present at the Annual General Meeting or a Special General Meeting duly convened in accordance with the requirements of this Constitution.
17.2 Within fourteen (14) days of any amendment to this Constitution a certified copy of such amendment shall be delivered to the Principal Clerk of the Licensing Court of Western Australia and to the Department of Consumer and Employment Protection.
18 SALE OF LIQUOR AND RELATED MATTERS
18.1 Liquor shall be sold strictly according to the provisions of the Liquor Act 1988 and its amendments for the particular permit or License, which the Club may hold.
18.2 No member under the age of eighteen (18) may be admitted to the premises subject to such permit or License during the hours of operation of such permit or license unless in the company of an adult person in authority over him or her.
18.3 A member may introduce to the Club, during the hours of operation of the permit license, guests not exceeding three (3) in number and in the member’s company.
18.4 No liquor shall be supplied or sold to any person under the age of eighteen (18).
19 DISSOLUTION
19.1 The Club may be dissolved at any time by a resolution of seventy five percent of the voting members present at either an Annual General Meeting or a Special General Meeting of the Club duly convened in accordance with the requirements of this Constitution.
19.2 After payment of all liabilities and debts due by the Club and all expenses incurred in dissolving the Club all remaining assets shall be paid to the Western Australian Amateur Football League INCORPORATEDor to any other like body for the promotion and betterment of football or sport in general or for charitable purposes.