Constitution

I. NAME

The name of this club shall be hereafter referred to as the Port Macquarie Table Tennis Club.

II. PURPOSE

The purpose of the Club shall be the encouragement, promotion, and maintenance of the sport of table tennis in the Port Macquarie area as a healthy form of physical recreation and competition.

The Club shall actively seek to develop participation in the sport of table tennis by people of any age, sex, race, colour, and creed and by people with physical and/or mental disabilities.

III. SCOPE

These concepts, rules and by-laws so incorporating the constitution shall apply without exception to all club members while participating in any activity relating to, sponsored by, or representing the Port Macquarie Table Tennis Club in any way, whether at home or away. Applicable concepts, rules and by-laws shall also apply to prospective members, guests and visitors when at the Port Macquarie Table Tennis Club’s facilities.

IV. ORGANISATION

Active members of the Port Macquarie Table Tennis Club, elected and accepting or

appointed and accepting the duties of the following positions are considered officers of the Port Macquarie Table Tennis Club: President, Vice President, Secretary, Treasurer, and three Committee Members. These officers are to be elected annually by a majority vote of all regular members present and entitled to vote at the annual meeting of the club, and they shall hold office until the next annual meeting, or until their successors are elected and qualified.

Election/appointment of officers shall be for a one year term at the annual general

membership meeting. All candidates must be nominated, seconded and approved by

majority vote of those current members entitled to vote who are present at the meeting.

Resignation/termination of office shall be so indicated in writing to the Secretary or

President. In the event of the resignation/termination of office by the President, the

Vice-President will automatically become President, and will continue to hold this office until the normal term of the President is terminated. Upon resignation of office, the resignee/terminee will, within seven days of resignation/termination, turn over to the Secretary, Treasurer or President, all correspondence and other materials pertaining to the Port Macquarie Table Tennis Club.

V. OFFICERS

A.) President

1.) Chairs and conducts general membership and other meetings, as appropriate.

2.) Responsible for the proper operation and conduct of the Port Macquarie Table

Tennis Club.

3.) Administers necessary action to uphold and implement the concepts and rules

governing the Port Macquarie Table Tennis Club, as set forth in the constitution,

by-laws and/or other documents of the Port Macquarie Table Tennis Club, as

appropriate by the club’s general membership.

4.) Shall, with the approval of a majority vote of current, eligible voters establish

committees and set their scope and financial limitations.

5.) Coordinates activities of the Port Macquarie Table Tennis Club officers and

committees and assists them in the performance of their duties.

6.) Shall make committee and officer appointments with the approval of a majority

vote of current, eligible members.

7.) Submits agenda items to Secretary/Treasurer prior to general membership meetings.

B.) Vice-President

1.) Administers necessary action to uphold and implement the concepts and rules

governing the Port Macquarie Table Tennis Club, as set forth in the constitution,

by-laws and/or other documents of the Port Macquarie Table Tennis Club, as

appropriate by the club’s general membership.

2.) Shall act as President in the absence of the President or at the President’s direction.

3.) Attends general membership meetings and other meetings, as required.

C.) Secretary

1.) Administers necessary action to uphold and implement the concepts and rules

governing the Port Macquarie Table Tennis Club, as set forth in the constitution,

by-laws and/or other documents of the Port Macquarie Table Tennis Club, as

appropriate by the club’s general membership.

2.) Records and prepares written minutes of meetings.

3.) Shall prepare and distribute correspondence, notices, minutes, agendas, schedule

regulations, etc., that are not specifically assigned to others.

D.) Treasurer

Acts as custodian of all dues, fees and other income, maintaining proper records of same and reporting such for meetings.

VI. MEMBERSHIP

Membership in the Port Macquarie Table Tennis Club shall be classified into three types:

A.) Active membership - Available to any person 17 years old or older. Application and payment of dues shall be made to Treasurer. Active Members have full

privileges of the Port Macquarie Table Tennis Club.

B.) Junior Active Membership - Available to any person under the age of 17. Application, payment and privileges are the same as those of “Active Members”.

C.) Social Membership – non-playing members such as those serving on the committee or making other contributions to the club.  Membership will be at a reduced fee as determined by the Committee.

C.) Honorary Membership - A membership status given to a person who, by the judgment and approval of the general membership, has made unusual contributions to table tennis, the Port Macquarie Table Tennis Club or the community. Full privileges except those of office or voting.

VII. MEETINGS

Annual meetings will be held each April for the purpose of electing officers and committee members; acting on any suggested changes in the constitution, by-laws or rules and regulations, as well as to conduct any other business in the interest of the Port Macquarie Table Tennis Club. A seven day prior notice is required.

General membership meetings may be called at any time the President deems it advisable, to be held in conjunction with the regular weekly evening member play.

Special committee meetings may be called as necessary by the President or Committee Chairperson, with a twenty-four hour prior notice required.

VIII. VOTING

Normally, decisions made at a general membership meeting will be made by majority vote of those current, eligible members present at the meeting. Proxy votes will, however, be accepted from current, eligible members in their absence, providing the absent member makes themselves aware of the issues and records a vote(s) with the Secretary prior to the meeting. Officers of the Port Macquarie Table Tennis Club are exempt from the responsibility of initiating proxy votes.

IX. DUES AND OTHER FEES

The Annual Registration Fee is composed of two components:

1.    The Affiliation Fee charged by TTNSW for services including liability insurance;

2.    The Port Macquarie Table Tennis Club fee which goes toward the equipment and running costs.

A prospective member will be allowed a maximum of two visits as a guest. If the Registration Fee is not paid by the third visit, the prospective member will no longer be able to participate.

Any prospective member desiring to become a full member in the Port Macquarie Table Tennis Club may do so by indicating their desire to the Secretary/Treasurer and by payment of the Registration Fee.

Hardship cases shall be forwarded in confidentiality to the club’s officers, whereby

determination shall be judged on its merit.

Restructuring of fees will be established at the club’s annual meeting.

The Annual Registration Fee is to be paid in accordance with the process required by the Treasurer with the support of the Committee.

Any member of the Port Macquarie Table Tennis Club wishing to terminate membership may do so by notifying the Secretary. Dues for fees paid through the year will not be refunded. Dues paid in advance, i.e., the following season, will be refunded in full following termination.

X. TERMINATION

Any previous member of the Port Macquarie Table Tennis Club whose dues for a new year are in arrears 60 days will have that membership terminated from that point on.

A membership may be considered for termination for cause, upon presentation of a

substantiated complaint submitted by anyone, to the President. Any such event will be treated with strict confidence. Termination will be executed only by a unanimous vote of club officers, after which the member in question will be notified in writing of their termination.

Players exhibiting unacceptable behaviour at practice sessions or club sponsored activities will be subject to disciplinary action as the club officers see fit. Unacceptable behaviour would include, but not be limited to behaviour detrimental to the welfare of the Port Macquarie Table Tennis Club or the spirit of the sport of table tennis (e.g., damaging of club equipment, acting in a manner that would endanger others present, use of language deemed to be offensive or inappropriate).

Smoking or alcoholic beverages will not be allowed in or near the playing area of any practice session, clinic, match or tournament.

XI. PROPER EQUIPMENT AND ATTIRE

Equipment used and clothing worn by members of the Port Macquarie Table Tennis Club, while participating in sanctioned matches or tournaments, will be of legal type as approved by the ITTF. In other then sanctioned matches, practices

or clinics, the equipment and clothing will, as nearly as possible, meet ITTF standards.

XII. EQUIPMENT USAGE LIMITATIONS

Any equipment belonging to the club will be for use by members, prospective members and club guests. Other groups wishing to use the equipment must seek approval of the club, as determined by the officers on the merit of the request.

XIII. Table Tennis NSW AFFILIATION

The Port Macquarie Table Tennis Club will, as deemed appropriate, maintain association with the TTNSW. The TTNSW provides club, team, tournament and equipment guidance for affiliated clubs and members.

XV. DISSOLUTION

Dissolution of the Port Macquarie Table Tennis Club will be initiated by a two-thirds

majority vote of the Active and Junior Active membership, after proper notification. upon dissolution, the Treasurer will prepare an inventory of all equipment and

statement of funds belonging to the club. The equipment and monies owned by the club will be transferred by vote of all regular members present and entitled to vote at the final meeting.