3. Aims and Objectives
(b) To promote and encourage the game of volleyball including:
(i) To provide and organise a structure for competition within the Association’s area.
(ii) To affiliate with the English Volleyball Association (EVA) and with regional and other local associations.
(iii) To encourage and assist teams to develop towards regional and national competition.
(b) The ten named posts of the Executive Committee shall be elected at the Annual General Meeting and shall serve until the next AGM. They may stand for re-election.
(c) The election process shall be as follows:
(i) All existing members of the Executive Committee should advise the Secretary, before the AGM Agenda is prepared, whether they wish to stand for re-election. This information should then be included in the Agenda.
(ii) The election of representatives to posts at the AGM be conducted by the Secretary in the following order; Chairman, Treasurer, Secretary, Press & Fixtures Officer, Development Officer, Officials Secretary, Tournaments Secretary, Beach Director, Quartermaster and Publicity & Promotions Officer,
Nominations for each named post will be taken in turn and that officer elected before continuing to the next. Any representative may nominate another and if that representative agrees it will be recorded by the Secretly. Any representative who wishes to nominate him (her) self will be similarly recorded provided that the nomination is seconded.
If there is only one candidate standing he (she) will be elected automatically. In the event of competition for one of the named posts a secret ballot will be held on a representative one vote basis. Slips will be distributed by the Secretary and collected by:
(i) For the post of Chairman by the outgoing Secretary (unless standing for Chairman).
(ii)For all other posts: by the new Chairman.
Nominees are entitled to vote. The candidate polling the most votes will be elected. In the event of a tied vote between two or more candidates, the position of Chairman will be determined by the outgoing Treasurer (unless involved in a tied vote, in which case the outgoing Secretary fulfils the role). In the event of a tied vote for other posts, the newly elected Chairman determines the issue. Each club participating in the Exeter & District League shall nominate a representative to serve on the Executive Committee before the commencement of the season.
(d) Additional members may be co-opted by the Executive Committee and may be given voting rights.
(e) The Executive Committee may appoint sub-committees with executive powers.
(f) The Chairman at an Executive Committee will vote on matters only to resolve a tied vote.
(g) At least four members of the Executive Committee must be present to form a quorum. In the absence of the Chairman, the Secretary will chair the meeting. In the absence of the Secretary the Treasurer will chair the meeting.
(h) The Executive Committee shall meet as frequently as required but not less than once each quarter.
(i) Each club must send a representative (in addition to EDVA officers) to each EDVA meeting. If a club fails to do so, it will have 1 league point deducted per team in the club (see rule 7.5)
6. General Meetings
(b) A representative of each member organisation must attend. Failure to attend will result in a fine. More than half the member organisations must be represented for the meeting to be quorate.
(c) More than one member of an organisation may attend but only one may vote. One person may not represent more than one organisation.
(d) The business of the AGM will include:
(i) To receive the Chairman’s report.
(ii) To receive the Treasurer’s report and audited accounts.
(iii) To receive and resolve any proposals for amendments to the constitution.
(iv) To elect the Executive Committee for the coming year.
(v) To appoint an auditor.
(vi) Any other business. Any member or organisation may call for a vote on a matter to be adopted as Association policy. (The Secretary must be notified (in writing) of any matters proposed no less than 14 days prior to the AGM in order that this may be included in the Agenda prior to circulation).(e) An extraordinary General Meeting (EGM) must be called by the Secretary if requested in writing by a member organisation and supported in writing on the same issue(s) by two others. The meeting will be convened to discussion on the issues raised. The Secretary will give two weeks notice of the EGM. Attendance is not compulsory but more than half the member organisations must be represented for the meeting to be quorate (same rules of representation apply as for the AGM).
(f) The Constitution may only be changed at the AGM or EGM with appropriate notice given as set out in (d) and (e) above.
As approved at Annual General Meeting held on 14th July 2011
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