C1 NAME, AIM AND COLOURS
1.1 The name of the Association shall be the West Gippsland Cricket Association Incorporated and shall be affiliated with the Victorian Country Cricket League.
1.2 The aim of the Association shall be to foster and encourage cricket as well as good sportsmanship in the West Gippsland area.
1.3 The Association colours will be Red and White.
2.1 The Association shall be governed by meetings of the club Delegates/ Presidents & by its Board of Management (& its sub committees) who shall be duly elected by the delegates from each affiliated member club each year at the Annual General Meeting or Affiliation Meeting or any other meeting convened for the purpose.
C3 THE BOARD OF MANAGEMENT
3.1 The Board of Management shall consist of a President, Vice President, Secretary, Treasurer, Senior Cricket Coordinator, Junior Cricket Coordinator & Fixtures Coordinator.
3.2 The President, Vice President, Secretary and the Treasurer shall be the Executive members of the Board of Management.
3.3 All positions on the Board of Management shall be elected at the Annual General Meeting.
3.4 Members of the Board of Management are ineligible to be club delegates but may move, second and speak but not vote at any delegates meetings.
C4 DUTIES OF THE BOARD OF MANAGEMENT
4.1 The duties of the Board of Management shall be:
4.1.1 The Board of Management are to meet at least four times during the cricket season and to meet at such times and places as required to conduct urgent business of the Association.
4.1.2 The Executive committee shall meet on a regular basis throughout the year at such times and places as required to conduct urgent business of the Association.
4.1.3 Shall deliberate upon disputes or appeals.
4.1.4 To consider any matter raised by any club delegate as in C10
4.1.5 To provide a summary of the Association’s current finances & a summary of decisions made to all member clubs within 14 days of any Board of Management meeting.
4.1.6 To appoint chairpersons from their numbers to all sub committees, and confirm members to all sub committees.
4.1.7 To appoint a MyCricket Manager and Umpire’s Advisor, at the first Board of Management meeting after the AGM and to determine any honorarium that shall be paid for these positions.
4.1.8 The Quorum for Board of Management & Executive meetings shall be one more than half of the members elected or appointed
4.1.9 A member of the Board of Management may be dismissed from office by a two thirds majority of the clubs present at a delegates meeting convened for the purpose after 14 days written notice is given to all member clubs stating the reasons for his dismissal.
C5 DUTIES OF THE BOARD OF MANAGEMENT MEMBERS (OFFICE BEARERS)
5.1.1 Shall act as the chairman at all Board of Management, Executive and Delegates meetings of the Association.
5.1.2 Shall be the spokesperson of the Association.
5.1.3 Shall coordinate the Board of Management & its Executive
5.1.4 The President shall have a vote, and in the case of an equality of votes, he/she shall have a casting vote, at all meetings of the Board of Management & its Executive committee, but may not vote at any meetings of club Delegates/Presidents.
5.2 VICE PRESIDENT
5.2.1 Shall substitute for the President in the event that the President cannot be present.
5.2.8 Shall also carry out other tasks of administration of the Association as requested by the Board of Management &/or its Executive.
5.3.1 Shall manage all inward and outwards correspondence for the Association and take the appropriate action required for such after seeking approval from the Executive .
5.3.2 Shall schedule all Association meeting dates and call any extra Association meetings as required.
5.3.3 Shall prepare an agenda for all Board of Management, Executive and Delegates meetings.
5.3.4 Shall record the minutes of all Board of Management, Executive & club Delegates/Presidents meetings and will circulate them within 14 days of the meeting to all members of those meetings and to any others that the Board of Management &/or its Executive determines.
5.3.5 Shall provide a summary of all decisions made at Board of Management meetings to the member clubs.
5.3.5.a This summary is to also include a summary of the Association’s finances as supplied by the Treasurer.
5.3.6 Shall receive a copy of the minutes from all sub-committee meetings to be kept on file & circulate as directed by the Board of Management/Executive.
5.3.7 Shall manage the Association’s email system & keep it up to date with each club’s recipients.
5.3.7 Shall perform any other duties as requested by the President, the Board of Management or Executive committee
5.4.1 Shall report in writing and verbally to all Board of Management, Executive & Delegates meetings on the state of the Association’s finance. This report shall include:
5.4.1.a A statement of outstanding finances.
5.4.1.b A statement of all revenue received & all accounts paid since the previous Board of Management, Executive or Delegates Meeting.
5.4.2 The Treasurer shall present a list of all accounts for payments at Board of Management or Executive Meetings for approval before they are paid.
5.4.3 Shall provide a summary of the Association’s finances as presented at each Board of Management meeting to the Secretary who shall forward it onto all clubs.
5.4.4 Shall send out monthly statements to any customers.
5.4.5 Shall present a budget for the forthcoming season to a Board of Management meeting held prior to the Affiliation meeting for approval.
5.4.5.a The budget, once approved by the Board of Management, shall be sent to all member clubs at least 7 days prior to the Affiliation meeting..
5.4.6 The Treasurer shall carefully adhere to any financial guide-lines as stated in the By-Laws of the Association.
5.5 FIXTURES COORDINATOR
5.5.1 Shall chair any meetings of the fixtures committee.
5.5.2 Shall arrange suitable venues for all finals series matches.
5.5.3 Shall be responsible for constructing a timetable of fixtures as well as venues for matches.
5.5.4 Shall assist clubs in locating alternative grounds where a designated ground becomes unavailable.
5.5.5 Shall coordinate the Twenty20 competition.
5.5.6 Shall create and publish all junior, senior & Twenty20 fixtures on the online cricket management system and shall keep such up to date with any changes that are made during the season.
5.6 SENIOR CRICKET COORDINATOR
5.6.1 Shall attend all Board of Management & delegates meetings & any other meetings as required by the Board of Management &/ or its Executive.
5.6.2 Shall perform any administrative tasks as required pertaining to the Association’s senior representative squad/team.
5.6.3 Shall oversee all senior cricket activities and shall coordinate the Senior Cricket Committee which ensures all senior cricket is organised.
5.7 JUNIOR CRICKET COORDINATOR
5.7.1 Is responsible to the Vice President & the Board of Management for the conduct of all junior competitions.
5.7.2 Shall coordinate all inter-league matches, including appointing suitable coaches/team managers for all inter-league teams, subject to approval by the Board of Management.
5.7.3 Shall be a member of the junior selection committee for all junior representative teams.
C 6 DUTIES OF THE APPOINTED OFFICERS OF THE ASSOCIATION
6.1 MYCRICKET MANAGER
6.1.1 Shall be an appointed position
6.1.2 Shall produce a ladder report for all senior and junior grades for each round and arranges for its publication.
6.1.3 Shall receive and collate opposition player votes and prepare voting night and presentation night lists.
6.1.4 Ensures details of all registered players are maintained as well as Player Points where applicable on the Association’s database.
6.1.5 Ensures the clearance process within the Association is adhered to as well as the Parent Consent process
6.1.6 Shall report to the Board of Management any issues that may arise with the keeping of these records
6.1.7 Communicates to the Treasurer any breaches of the rules or any need to fine a club arising out of matches.
6.1.8 Shall attend Board of Management & delegates meetings as required
6.1.9 Shall be entitled to voice opinion on any matter at these meetings but may not vote on any such matters
6.1.10 Shall receive an honorarium as determined by the Board prior to the Affiliation each year, payable at the discretion of the Board
6.2 UMPIRES ADVISOR
6.2.1 Shall be an appointed position
6.2.2 Shall instruct all umpires in the laws of cricket and the local playing conditions.
6.2.3 Shall communicate to the Board of Management problems in applying the rules and conditions.
6.2.4 Shall be a member of the Umpires Appointment Panel.
6.2.5 Shall communicate to umpires their performance from the captains’ reports.
6.2.6 Shall attend Board of Management and Delegates meetings as required.
6.2.7 Shall be entitled to voice an opinion on any matter being dealt with by the Board of Management, but shall not have a vote on any such matter.
6.2.8 Shall receive an honorarium as determined by the Board prior to the Affiliation each year, payable at the discretion of the Board
6.3 RULES LIAISON OFFICER
6.3.1 Shall be appointed by the Board of Management prior to the Affiliation Meeting each year.
6.3.2 Must be a non playing member of the Association.
6.3.3 Shall be the first point of contact for umpires & club members regarding the Association’s local playing rules & the Laws of Cricket on match days.
6.3.4 Shall be permitted to interpret any such rule or law as required, so long as this interpretation is reported to Board of Management via the Secretary..
6.3.5 Shall attend Board of Management & delegates meetings as required.
6.3.6 Shall be entitled to voice their opinion on any matter at these meetings but may not vote on any such matters.
6.4 ADDITIONAL OFFICERS
6.4.1 The Board of Management may create additional roles if necessary to manage particular situations that may arise from time to time.
6.4.2 The Board of Management may set an honorarium for these positions should it be deemed necessary.
6.4.3 The addition of any new positions along with any honorariums, must be reported to the member clubs within 14 days of an appointment being made.
6.4.4 Should any additional roles become redundant at any later date, then the position is to be dissolved.
6.4.4.a This must be reported to all member clubs within 14 days.
6.4.4.b Such a position may be reinstated at a later date should the need arise.
C 7 MEMBERSHIP
7.1 The Association shall consist of such clubs that are admitted to the Association at the Annual or Affiliation Meeting of delegates, or a special meeting convened for the purpose.
7.2 The Association shall admit clubs to the membership by consent of three quarters of delegates present at the meeting.
7.2.1 The following conditions must be met prior to admittance being granted:
7.2.1.a That the club is incorporated.
7.2.1.b That the Club agrees to pay all fees fixed by the Association.
7.2.1.c That the club abides by the Constitution, Local Playing Rules and By-Laws made by Association:
7.2.1.d Agrees to play on grounds approved by the Association:
7.2.1.e All applications must be in writing to the Secretary of the Association at least 14 days prior to the Annual or Affiliation Meeting or at a meeting convened for the purpose.
7.2.1.f Any Member Club which is indebted or owes money to the Association at the time of the Annual General Meeting shall forfeit the right to membership and all membership rights.
7.3 If the Association deems it necessary in its own interest to exclude any Club, such exclusions may be effected by a three quarters majority at any Annual or Affiliation Meeting of the Association.
7.4 The Association shall not permit any Club to withdraw or resign from its membership without first having received an application in writing from the club concerned at least 14 days prior to any meeting convened for the purpose of dealing with the matter and without at least three quarters of the delegates present at the meeting consenting.
7.5 The Association shall not permit any club whose membership has ceased for any reason whatsoever, to retain any right or interest or claim on or in the Association unless and until it has been regularly re-admitted to its membership.
7.6 The Association shall reserve the right to review at any time the position of any of its clubs and may, by consent of three quarters of delegates present at a meeting convened for the purpose, exclude, expel or otherwise deal with such clubs and may fill the vacancy as it thinks fit.
7.7 The Association, through the Board of Management &/or its Executive, may deal with or refer to the independent Tribunal, any player, club or official deemed to have brought the name of the Association into disrepute.
7.7.1 The Board of Management, Executive or Tribunal may impose penalties in such cases.
7.9 Disciplinary Sub Committee:
7.9.1 A disciplinary subcommittee shall be formed to hear any matter determined to need action.
7.9.1.a It may formed from Board of Management committee members but must not be biased against or in favour of the member concerned.
7.9.2 The secretary must give written notice to the member stating that the Association proposes to take action, the grounds for such action, the date, place and time of the disciplinary meeting.
7.9.3 The member concerned may attend the meeting, address the meeting or provide a written statement to the subcommittee prior to the meeting.
7.9.4 Appeal rights must be provided to the member.
7.9.5 Notice must be given no earlier than 28 days or later than 14 days prior to the meeting.
7.9.6 The subcommittee must;
7.9.6.a.1 give the member an opportunity to be heard,
7.9.6.a.2 consider any written statement submitted.
7.9.6.b It may;
7.9.6.b.1 reprimand, suspend or expel the member
7.9.6.b.2 may not fine
7.9.6.b.3 take no action.
7.9.7 A member may give notice to appeal against suspension or expulsion. Notice must be in writing and given to the sub-committee immediately or to the secretary within 48 hours of the vote.
7.10 Grievance procedure:
7.10.1 The following procedure shall be adopted where a dispute arises between members of the Association; a member and the Board of Management or a member and the Association.
7.10.1.a Any grievance procedure may not take place while a matter is subject to disciplinary procedure.
7.10.1.b Parties to a dispute must attempt to resolve the matter within 14 days of the dispute coming to the attention of each party.
7.10.1.c If the parties are unable to resolve the dispute within the specified time the parties must notify the B.O.M. and agree to the appointment of a mediator and attempt to resolve the matter by mediation.
7.10.1.d The mediator must be agreed to by the parties however if parties disagree then a person may be appointed by the B.O.M. or can be someone from the Dispute Settlement Centre of Victoria.
7.10.1.e Mediators may not be biased or have a personal interest in the dispute.
7.10.1.f Each party must have opportunity to be heard in the process, any written statement must be considered by all parties and natural justice shall be accorded to all parties involved.
7.10.1.g If the process does not resolve the dispute, parties may seek resolution within the Act or otherwise at law.
7.11 The Association may be dissolved only with the agreement of more than three quarters of the affiliated member clubs. Such dissolution may only take place at a special meeting convened for the purpose. In the event of the Association being disbanded, the assets and property, after payment of all just debts and liabilities, shall not be distributed to members but shall be distributed to a fund or funds with a similar objective and/or to fund or funds exclusively for charitable purposes.
C8 ANNUAL GENERAL MEETING OF DELEGATES
8.1 The Annual Meeting of Delegates shall be held no later than MAY 31st in each year.
8.1.1 Fourteen days notice shall be given to the Secretary of each club.
8.1.2 Nominations for all elected positions must be in writing on the official WGCA nomination form and seconded as well as in the hands of the Secretary of the Association 24 hours prior to election
8.2 The Annual Meeting shall:
8.2.1 Receive a report on the preceding season’s activities from the President, Secretary and the four Coordinators.
8.2.2 Receive an Audited Financial Report of the associated finances.
8.2.3 Elect the members of the Board of Management.
8.2.4 Appoint an Auditor for the coming year.
8.2.5 Appoint an Honorary Solicitor who shall represent the Association.
8.2.6 Consider granting up to two life memberships. Nominations must be forwarded in writing seven days prior to the Annual Meeting.
8.3 The delegates to the Association at the Annual General Meeting shall be the President and the Secretary of each affiliated club or their approved proxies.
8.4 Each club has only one vote when any motion is put to the meeting.
8.5 All motions for the Annual General Meeting must be submitted in writing at least 14 days prior to the meeting unless it pertains to a matter otherwise covered in this constitution.
8.6 The quorum for the Annual General Meeting shall consist of one member from more than half of the clubs affiliated with the Association.
8.7 Clubs failing to attend meetings shall be fined $50.
C9 AFFILIATION MEETING OF DELEGATES
9.1 The Affiliation Meeting of Delegates shall be held in August each year. Fourteen days notice shall be given to the Secretary of each club. The Affiliation Meeting shall:
9.1.1 Receive team nominations for the coming season which must have been forwarded in writing to the Secretary of the Association at least 48 hours prior to this meeting.
9.1.2 Adopt a budget for the forthcoming season.
9.1.3 Fix Affiliation Fees for the forthcoming season.
9.1.3.a Payment must be in the hands of the Treasurer by 6 pm on the first day of November or all points gained prior to payment will be forfeited.
9.1.3.b If a club opts to pay in two installments, the second installment must be in the hands of the Treasurer by 6 pm on the first day of December. Late payment of the second installment will mean loss of points from previous payment due date.
9.1.4 Fix Umpires fees for the forthcoming season.
9.1.5 Appoint the Bankers for the forthcoming season.
9.1.6 Confirm appointments recommended by the Board of Management.
9.2 The delegates to the Association at the Affiliation Meeting shall be the President and the Secretary of each affiliated club or their approved proxies.
9.3 Each club has only one vote when any motion is put to the meeting.
9.4 All motions for the Affiliation Meeting must be submitted in writing at least 14 days prior to the meeting unless it pertains to a matter otherwise covered in this constitution.
9.5 The quorum for the Affiliation Meeting shall consist of one member from more than half of the clubs affiliated with the Association.
9.6 Clubs failing to attend meetings shall be fined $50.
C10 DELEGATES/CLUB PRESIDENTS MEETINGS
10.1 The President of the Association may call a Delegates or Club Presidents Meeting on any matter deemed of importance or on receipt of a requisition signed by the Presidents from more than a third of the clubs.
10.1.1 At such a meeting, club Presidents/Delegates may vote on any matter for which the meeting was convened. At least three such meetings shall be held in each calendar year.
10.2 The delegates to the Association will be the President and the Secretary of each affiliated club or their approved proxies.
10.3 Any delegate may move or second any motion, but each club has only one vote when the motion is put to the meeting.
10.4 The quorum at all Delegates/Clubs Presidents meetings shall consist of one member from more than half of the clubs affiliated with the Association.
10.5 Clubs failing to attend meetings shall be fined $50. If three consecutive meetings are missed an additional $50 fine shall be imposed, providing the Secretary of the Association has, after the second consecutive default, notified the Club of its failure to fulfil its obligations.
10.6 Any individual Club President may attend any meeting of the Board of Management to discuss any issue so long as the matter has been submitted in writing to the Secretary of the Association at least 48 hours prior to the scheduled meeting.
C11 GOVERNMENT OF JUNIOR CRICKET (JUNIOR MANAGEMENT COMMITTEE)
11.1 The Junior Management Committee will be responsible for all junior activities in the WGCA & shall report to the Board of Management &/or its Executive.
11.2 The management of the junior competition shall rest with:
11.2.a. The Junior Coordinator who shall manage the junior competition including interleague cricket after seeking approval from the Board of Management/Executive on all junior related matters.
11.2.b. At least 3 but no more than 5 other members appointed by the Board of Management from the member clubs after expressions of interest have been sought, which must be submitted via email to the Secretary
11.2.c. No member club may have more than one representative on this committee.
11.2.d. If no members or an insufficient number of members can be appointed from the clubs, then the Board of Management shall assume control of the junior competition until such time as enough appropriate people can be sought to fill the committee.
11.3 The Junior Management Committee will meet with all member clubs’ Junior Coordinators where necessary during the cricket season to report on activities.
11.4 All changes to WGCA junior rules or by-laws will be approved by the Board of Management &/or the club delegates in the manner prescribed in the WGCA Constitution.
12.1 All Committees shall be nominated by the Board of Management be and responsible to the Board of Management.
12.2 The Chairperson of each committee shall be a nominated member of the Board of Management.
12.3 No Club may be represented by more than one (1) nominated member on any committee.
12.4 Each committee shall have the power to co-opt.
12.5 Quorums for Fixture and Selection Committee Meetings shall be two thirds (2/3) of the nominated members.
12.6 All nominations to committees shall be confirmed by the Delegates.
12.7 The following committees shall be formed:
12.7.1 FIXTURES COMMITTEE
12.7.1.a Shall be a body consisting of the Fixture Coordinator, & at least 2 (two) other nominated club members.
12.7.1.b Duties of the Fixtures Committee shall be to arrange all home & away season and finals matches.
12.7.2 SENIOR CRICKET COMMITTEE
12.7.2.a Shall be a body consisting of five persons.
12.7.2.b The duty of the Senior Cricket Committee shall be to select all senior teams to represent the Association and arrange all senior cricket matches including Country Week.
12.7.3 JUNIOR SELECTION COMMITTEE
12.7.3.a Shall be a body or bodies consisting of at least 3 people for each junior representative team
12.7.3.b The Junior Coordinator shall be a member of this committee.
12.7.3.c The duty of the Selection Committee shall be to select all junior teams to represent the Association.
12.7.4 UMPIRES APPOINTMENT PANEL
• shall be a body appointed by the Umpires’ Association.
13.1 The Board of Management is to appoint a Tribunal of at least three persons to hear all charges pursuant to Association By-Laws. A member of the Board of Management shall be delegated to act as Minutes Secretary at all hearings. The Tribunal shall meet at times and places as organized by the Board of Management.
13.2 The Tribunal shall hear charges against any registered player, umpire, team or club official who is charged with any of the following, unless the player, person or team charged, elects to take the suspension under the conditions in By-Law BL15
15.12.1 Social Media Breach - This is not subject to occurring on the day of a match.
15.12.2 Level 1 Player Conduct Breach
15.12.3 Level 2 Player Conduct Breach
15.12.4 Level 3 Player Conduct Breach
15.12.5 Level 4 Player Conduct Breach
13.3 Charges to the Tribunal under section C13.2 may be made by umpires, captains and players involved in the game or by club office bearers on behalf of a club or by the Board of Management upon receipt of written evidence. See also BL15.
13.4 The Tribunal, if a charge is sustained, shall impose a penalty of suspension, fine or reprimand, or combination of these. A suspended sentence may also be imposed in conjunction with the penalty imposed by the Tribunal.
13.4.2 If a reported person or body does not attend a tribunal hearing the tribunal shall have the power to to impose immediate suspension until the person or body appears at a time and date determined by the Board of management
13.5 The Tribunal shall have the power to impose any of its range of penalties for any misdemeanour which occurs in connection with a Tribunal hearing.
13.6 The Tribunal shall have available to it at the hearing any Association written record of the previous five (5) seasons of penalties imposed on a player who is found guilty of any offence.
13.7 The Chairman of the Tribunal shall approve and sign the record of proceedings and decisions immediately after each meeting and the record shall be tabled at the next meeting of the Board of Management.
13.8 The Tribunal decisions shall be final and binding and not subject to appeal provided the proceedings have been conducted within the Constitution and By-Laws of the Association.
13.9 The Tribunal Secretary shall as soon as practicable, notify the Secretary of the Association of the outcome of any tribunal hearings including the details of any suspended person/s or bodies.
13.10 The Secretary of the Association shall as soon as practicable, notify the V.C.C.L. Secretary in writing, the details of any person or club suspended within the Association for inclusion on the ‘Suspended Players’ page on the Cricket Victoria website and or to notify the Regions that may deal with the person or club. These details will include the person’s/club’s name, the person’s VCR registration number, the suspension expiry date and the reason for the suspension.
13.11 Any person who is currently serving a suspension or disqualification imposed upon that person by another cricket association, region or peak body affiliated with or recognised by Cricket Australia shall not be eligible to play, coach or officiate or become registered within the Association, until that suspension or disqualification has been served. For the purpose of this rule, the appearance of the person’s name and suspension expiry date on the ‘Suspended Players’ page on the Cricket Victoria website shall constitute prima facie evidence that the person is legitimately suspended.
13.12 Any person/club who owes money to their former Club/Association will be ineligible to play, coach, officiate or be affiliated within the Association until that debt has been paid. The Board of Management may make exceptions to this in cases of extenuating circumstances, but only after a formal request to do so has been submitted in writing to the Secretary of the Association who shall within 7 days of receipt, arrange a hearing for the matter with at least 3 other members of the Board of Management.
13.12.1 At least one member of the Board of Management, hearing any such case must be a member of the Executive who shall chair these proceedings.
14.1 The funds of the Association shall be derived from membership subscriptions, donations, and such other sources as the Board of Management determines.
14.2 That for the purpose of the annual audit, the financial year of the Association be from May 1st to April 30th
C15 FINES & PENALTIES
15.1 The Association, through the Board of Management &/or its Executive, shall have the right to impose Fines or Penalties on any Affiliated Club, officer or player. All monies owed to the Association and fines shall be paid within 30 days from the date of issue of the account to the Club Secretary or nominated Club Official, otherwise the fine will be doubled. In the case of money owed, a fine may be imposed by the Board of Management.
16.1.1 All clubs shall have the right to appeal to the Board of Management against the decisions of any Committee of the Association with the exception of the Selection Committee, Fixtures Committee and Tribunal, providing such appeal is lodged in writing and in the hands of the Secretary of the Association within seven (7) days.
16.1.1.a All appeal applications must state the reasons for the appeal, as well as details of any new evidence not already considered.
16.1.1.b Notification of the appeal shall also be sent to the Treasurer. A fee of fifty (50) dollars will be invoiced to the lodging club, which will be reversed if the appeal is upheld or forfeited if the appeal is lost or the Board of Management deems such an appeal to be frivolous.
16.1.2 Such appeal shall be considered as soon as possible by the Board of Management whose decision shall be final and binding; however an appeal against such may be granted if fresh evidence becomes available and can be presented.
16.1.3 When an appeal is open for discussion, any member of the Board of Management who is a member of a club concerned shall be ineligible to sit on such an appeal.
16.1.3.a If there is not at least 3 members of the Board of Management who do not have any direct or indirect affiliations with any club that may be affected by the outcome of any such appeal, then the matter must be heard by a meeting of club presidents or an independent tribunal created for the sole purpose of hearing the matter.
16.2 Appeals against team or Club match penalties must be lodged in writing within thirty (30) days of issue of the penalty and sent to the Secretary of the Association.
16.3 The following procedure shall be observed by any body hearing any such appeal or dispute
• Each person/club involved in the appeal shall be entitled to present & hear all evidence relating to the matter
• Each person/club involved shall be entitled to question the committee & any other parties presenting any evidence related to the appeal
• Upon hearing all evidence, the committee shall then deliberate on the outcome of the appeal & then deliver the verdict to all parties attending.
• If deemed necessary by the committee, a verdict may be postponed, to obtain further information not available at the hearing.
• Such a postponement must be finalised with 48 hours of the hearing
C17 CUSTODY OF RECORDS
17.1 Except as otherwise provided in this Constitution the Secretary shall keep in his/her custody or under his control all books, documents and securities of the Association.
17.2 Inspection by Members – The accounts, books and records of the Association shall be available for inspection by members.
17.3 Register of Members – The Records Secretary shall keep or cause to be kept a register of members in which shall be entered the full name, address and date of entry of each member, and date of birth of all members under the age of 18 as of the 1st October each year. The register shall be available for inspection by the members of the address of the public office.
17.4 ASSOCIATION SEAL
17.4.1 The Common Seal of the Association shall be kept in the custody of the Secretary.
17.4.2 The Common Seal shall not be fixed to any instrument except by the authority of the Board of Management or its Executive and the affixing of the Common Seal shall be attested by the signatures of either; two members of Executive or one member of the Executive and of the Public Officer of the Association.
17.5 Alteration of Statement of Purpose
17.5.1 The statement of purpose of the Association shall not be altered except in accordance with the Act.
18.1 The Association through the Board of Management &/or its Executive Committee shall have the sole right to interpret this Constitution and the Local Playing Rules and By-Laws drawn up from time to time and to act in any manner not covered by the Constitution so long as the matter is reported to the clubs at the earliest convenience either in writing or verbally at the next meeting of the delegates.
18.2 In this Constitution the words “the Act” means the Associations Incorporation Reform Act 2012 and “the Regulations” means regulations under the Act.
19.1 Amendments or addition to the Constitution shall only be put at any Annual or Affiliation Meeting or at a Special meeting called for that purpose as long as a minimum of 21 days’ notice is given to all affiliated clubs. Such an amendment or addition to the constitution shall only be carried if at least three quarters of the clubs’ present, vote for the proposed change.
19.2 Amendments or addition to the Local Playing Rules and By-laws may be put at any Annual or Affiliation or Delegates meeting or at a special meeting called for that purpose as long as a minimum of 14 days notice is given to all affiliated clubs. Such an amendment or addition to the Local Playing Rules and By-laws shall only be carried if at least two thirds of the clubs’ present, vote for the proposed change.
19.2.1 The Board of Management shall have the right to add, remove or amend any Local Playing Rule or By-Law should the need arise during the season, so long as any changes are notified in writing to all affiliated clubs within 7 days of the change occurring.
C20 ADOPTION DATE
20.1 This foregoing Constitution of the W.G.C.A. was adopted at the Affiliation meeting of the WGCA, held on July 16th, 2018.