GENERAL TERMS The name of the club Club Logo see above Club Website www.traleeimperials.com Club Colours Blue/white Club Headquarters - c/o Club Secretary The club will affiliate annually with Basketball Ireland (BI) and Kerry Area Basketball board (KABB)] The club will enter teams in County and National level (League & Cup) COMMUNICATION The primary method of communication is via club email - Imperials08@eircom.net i.e. Secretary Emails and texts will be used for updates to committee, coach s managers & club members as appropriate Texts are to be used for coaches and managers to communicate with players and/or parents
VALUES AND OBJECTIVES To encourage, promote, develop and provide an environment of fair play and enjoyment. To promote the playing of the game from club to International level Develop Coaches, Table Officials and Team Managers Committed to highest standards of sporting behaviour for players, coaches and supporters. To administer the funds of the club and to ensure that Annual Income is sufficient to meet Annual Operating Costs To maintain rules and regulations of the club. These rules should be in accordance with Kerry Area Basketball and Basketball Ireland and in line with FIBA regulations. To ensure all our members implement the Code of Ethics and good practice for Children s Sport That RESPECT is maintained at all times, between Executive, Coaches, Managers, players and parents.
MEMBERSHIP (a)membership of the club shall be open to persons who wish to join in the activities of the club subject to ratification of the executive committee of the club. (b) Every person will have to apply by filling out the form as required by the executive and pay a yearly membership fee which will include playing, non playing members and those who have a structural role within the club. (c) In accepting membership a person agrees to abide by the constitution of the club and ruling of the club executive (b) Members are defined as below: 1 senior player: any player who is 18yrs or over who is registered on a club team 2 juvenile players: any player who is under18yrs and is registered on a club team 3 coach: any coach or assistant coach 4 team managers: any volunteer team manager (one per team) 5 executive committee members:
6 Non playing members: this category facilitates parents of players over the age of 18 to become members of the club with no playing, coaching or administration roles they will also be included in all general communications to club members they will be able to participate in all club activities. 7 Honorary memberships: the club may from time to time bestow honorary membership on a person who has made a significant contribution to the development of the club this is done at the discretion of the club executive. An honorary member will have voting rights at an AGM or EGM. Membership fees A fee to be decided by the executive at the start of each year will be paid by all non-playing members and those who have a structural role within the club (coach s team managers, parents of over 18 etc.). A fee to be decided by the executive at the start of each year will be paid by all juvenile players to become a member of the club. A fee to be decided by the executive at the start of each year will be paid by all players over the age of 18 participating in national competitions. A fee to be decided by the executive at the start of each year will be paid by all players over the age of 18 not participating in national competitions. The deadline for payment of membership fees is the 1 st of December of that particular playing year any payment paid after this date will be brought forward for the next playing year and the party involved will not become a full member of the club until the next playing year.
Voting rights All players over the age of 18 and have registered to play on a club team will have a vote at an EGM or AGM. All non-playing members and those who have a structural role within the club who have paid their membership fees will have a vote at the AGM. Parents of children under the age of 18 will have a right to vote at the AGM or EGM. One vote will be bestowed on the first child. A maximum of two votes per family will be allowed. A maximum of two votes will be bestowed on any one family at an AGM or EGM. This does not include players over the age of 18 who are recognized as separate to their family in terms of voting rights. All members must be present at an AGM or EGM in and have paid their membership before the 1 st of December in order to execute their voting rights. Termination of membership If one or more of the conditions are met: (a) The member concerned gives written notice of resignation to the executive committee (b) The member is two months in arrears in paying relevant subscription (if any) (but in such cases the member may be reinstated on payment of the due amount) and the executive shall have determined to terminate his or her membership of the club.
(c) The member concerned is removed from the membership by a resolution of the executive, the committee not being bound to give any reason therefore (but only after notifying the member in writing and considering the matter in the light of any representation written or otherwise which the member concerned puts forward after receiving notice, and which representation shall be made within 14 days of receipt of such notice). OFFICERS. The officers of Tralee Imperials shall all be volunteers and shall include: Chairperson, Vice-Chairperson, Secretary, Treasurer, Fixtures x 2, Public Relations Officer and Children s Officer and other officers as elected or agreed by the club at the AGM. Where a position is left vacant after the AGM or in the event of resignation or death of an officer the Tralee Imperials Executive shall have the power to co-opt officers. All officers shall each be elected for one year at the AGM and each shall be eligible for further one year periods to a maximum of three consecutive years Any vacancy arising amongst the Officers of Tralee Imperials shall be filled as soon as may be practical by an appointment by the Executive and the person so appointed shall hold office until the next AGM The Chairperson shall chair Tralee Imperials meetings. In his/her absence, the Vice-chairperson shall chair such meetings. The club shall indemnify each of its members when acting in good faith, against claims by third parties for liabilities arising out of their official duties for, and on behalf of the club.
EXECUTIVE COMMITTEE The Executive Committee shall be governed by Tralee Imperials. They are responsible for defining the policies of the club and shall direct the Chairperson in this regard. The Executive Committee shall consist of (8) members, the Chairperson, the Vice-Chairperson, Treasurer, Secretary, Fixtures x 2, Public Relations Officer and Children s Officer. Any other official of Tralee Imperials can attend an Executive meeting on invitation of the Executive in a non-voting capacity The Executive Committee shall meet as many times as is required The quorum for meetings of the Executive Committee shall be four (4) members present and entitled to vote Every item proposed and seconded at Executive meetings shall be decided by a simple majority of those present and entitled to vote In the case of equal votes, the Chairperson of the meeting shall have a second or casting vote.
POWERS AND DUTIES OF THE EXECUTIVE COMMITTEE The role shall include, but shall not be limited to: Defining policy and development and ensuring they are carried out Making decisions on issues that arise guided by the rules and regulations of the club Appointing members to and removing members from Sub Committees as provided in the Constitution Keeping the financial position of the club under constant review and approving and monitoring budgets Appointing or nominating members to represent the club at KABB meetings. Appointing such Disciplinary and Appeals Committees as required. Appointing of Sub Committee as deemed necessary
CHAIRPERSON ROLE To provide directions for the club by effective leadership and management To chair and control meetings of the Executive Committee To act as principal officer within the club, and make decisions whenever the need arises, in consultation with other officers when appropriate To Represent the club at external meetings when required To be involved, where appropriate, in the co-ordination of club activities To manage and oversee the work of officers and other club personnel To present the club s annual accounts in association with the club Treasurer To determine the content and agenda for club meetings, in association with the club secretary VICE-CHAIRPERSON ROLE To aid the chairperson in all aspects of his/her role To work to promote the club at all times
SECRETARY ROLE To administer club correspondence and be the first point of contact for the club. To be responsible for the club email account. To be responsible for the organisation and efficient running of the basketball activities with the assistance of the Executive. To agree prepare and distribute agendas for club committee meetings, AGM or EGM. In doing this the Secretary must liaise with the Chairperson and/or Vice Chairperson. Take minutes from club meetings, AGM or EGM. To complete club registrations for Kerry Area Basketball and Basketball Ireland and any other bodies governing basketball that may require club registration details. To keep records of all correspondence with Kerry Area Basketball and Basketball Ireland and other organisations and ensure these are available to the Executive when required. The secretary may from time to time appoint an assistant secretary to help in performing their duties; this will be done with the agreement of the Executive. Liaise with the club registrars regarding club and player registrations.
FINANCE All club monies will be banked in an account held in the name of the club, in which all monies received shall be lodged within 10 working days of receiving same and from which all payments shall be made by cheque when convenient. Any cheques drawn against club funds should hold the signature of the treasurer plus up to 2 other officers, namely the Chairperson and Secretary. The treasurer/club to retain all financial records for up to 3 years after the completion of all transactions to which they relate. The financial year to begin on the 1st April and to end on the 31st March of the following year. Any monies owed/due to the club to be shown in the accounts and uncashed cheques to be shown. Any monies received/paid after 1 month of the end of year accounts shall be deemed to be included in the following years accounts unless prior notification given. All fundraising and sponsorship undertaken on behalf of the cub needs to be approved prior to seeking it by the executive committee.
TREASURER ROLE To deal with all financial issues relating to the club Ensure all expenditure is in accordance with club objectives. To administer the finances of the club as a whole subject to the directions of the executive committee (team managers are responsible for the collection of training monies but are accountable to the treasurer). To provide a monthly summary of the club s financial position to the executive committee. End of year accounts to be presented to the AGM to include: (a) Income and Expenditure account (b) Copy of end of year Bank Statement (iii) Bank/Cash Reconciliation Statement if necessary. All monies spent which relate to the club need to have the prior approval of the Treasurer who will have to refer the matter to the Chairperson/Secretary should an executive meeting not be taking place. If this approval is not granted any member who has spent money without prior authorisation will have the bear the loss themselves.
FIXTURES SECRETARY ROLE To work with the coaches and county board to co-ordinate all club fixtures. The fixtures secretary(s) will attend the annual Kerry Area Basketball fixtures meeting and set the initial fixtures. The fixtures secretary(s) will update the KABB website with these fixtures. The fixtures secretary(s) will notify all coaches and team managers of their relevant fixtures and issue a copy of all fixtures to the club secretary. Any changes required to fixtures both home and away - will be agreed between the club coaches and club team managers with their relevant counterparts in the other clubs. These changes will then be notified to the fixtures secretary(s) and they will update the website as required.
CHILD OFFICER ROLE He/she is the link between the children and adults in the club and is responsible for monitoring and reporting to the club committee on how club policy impacts on young people and sports leaders. The club should choose an appropriate occasion or method of introduction to all the club members especially the children in the club at the earliest possible time in the season. All club members should be aware of who their child officer is and how to contact them if needs be. Adults should bring any child welfare concerns that they may have to the child officer. In the event of a disclosure/incident, the chairperson will have to be informed and every step should be taken to help all parties involved at club level to try to resolve the situation.
CODE OF ETHICS adopts into this constitution the code of conduct for children s sport as issued by Basketball Ireland. PRO ROLE Work as part of a team along with other club Officers, team mentors and the various sub committees in the club Promote the club to the local community and beyond using all methods of communication Provide team lists, match results and all relevant information to the county pro if required Keep records for historical purposes Make sure the club is well presented
ANNUAL GENERAL MEETING Tralee Imperials shall hold an AGM not later than May 31 st in any year at a time and place to be determined by the Executive Board. At this meeting the following items shall be on the Agenda. Apologies Confirmations of the minutes for the previous AGM Matters arising Annual Report of the Executive Board Treasurer s Report. Election of Officers Proposals for amendments to the Constitution of the Board Motions and Amendments from members. (Motions are items that make amendments to the clubs constitution and recommendations are items that will affect the day to day operation of the club). Notice of AGM, including Time and Venue must be 28 days prior to date given Any amendments, proposals, motions and nominations for positions must be forwarded to secretary not later than 14 days prior to AGM 7 days before AGM, the agenda outlining proposals, amendments and nominations to be posted on the club website.
The Chairperson shall chair AGM. In his/her absence the Vice-Chairperson shall chair the meeting Voting shall be by show of hands unless otherwise stated Every resolution at AGM shall be decided by 2/3 (two thirds) majority of those present and entitled to vote In the case of equal no of votes, the Chairperson of the meeting shall have a 2 nd or casting vote All changes in the Constitution of the Board and all resolutions passed at an AGM or EGM shall come into force immediately unless the meeting shall decide otherwise There shall be no postal or proxy votes EXTRAORDINARY GENERAL MEETING In the event of an EGM being deemed necessary by either the Executive Committee or written request to the Executive, 14 21 days notice of such meeting to be given along with Agenda. If an EGM is requested by the club members a majority of 10% of the official club members will be required. No business shall be transacted at an EGM other than that which is specified in the notice calling for the meeting circulated beforehand. Voting shall be as per AGM
MINUTES Minutes shall be taken of all proceedings of Monthly, Annual, EGM and Executive Committee Meetings, and such minutes shall be produced and read and a vote taken at the next meeting, this shall be conclusive evidence of the correctness of the entry and shall be maintained by the club secretary. DISCIPLINE In the event of any registered member being reported to Tralee Imperials for an alleged breach of the Rules and/or Constitution, or misconduct which is alleged to have brought the game into disrepute, the Executive Board shall select three persons from the Executive Committee, not including any person who has had a prior involvement in the matter to investigate and adjudicate. If after fully investigating the alleged breach of misconduct and if the allegation is proven, the Disciplinary Committee shall have the authority to expel or suspend the offending member, or to deal with the matter in a manner that is deemed fit. Any member found guilty by the Disciplinary Committee shall have the right to appeal.
APPEALS Any member wishing to appeal shall do so in writing to the Secretary of. The secretary who must receive the appeal within seven (7) days of the notice of the original decision shall then convene an Appeals Committee. The Appeals Committee shall consist of three (3) persons, none of whom can have a prior involvement in the matter being appealed. They must meet within fourteen (14) days of the date of the receipt of the notice of the appeal The letter of appeal shall state the reason for the appeal and shall be supported by an appeal fee of E100. The member appealing shall have the right to be accompanied at the appeal hearing by a person or persons of their choice but all names and details of such person must be included in the letter of appeal. If the appeal is unsuccessful the E100 shall be forfeited to the funds of Tralee Imperials. All relevant parties shall be notified of the decision of the Appeals Committee in writing by the Secretary within seven (7) days of the hearing. The member appealing shall have the right to appeal to BI on any decision made by Appeals Committee, but must be lodged in writing accompanied with BI fee and must notify the secretary of club with seven days of the notification of the appeals decision. The decision of BI shall be final REVIEW CONSTITUTION EVERY 3 YEARS TO REFLECT ANY CHANGES WITHIN THE SPORT/CLUB IN THAT PERIOD
Amendments to the constitution following the AGM April 19 th 2012. Boys will be admitted into commencing in the 2012/2013 season. The clubs constitution to amended to reflect same. Amendments to the constitution following the AGM April 25 th 2013. FINANCE That the policy of the club regarding monies being provided for teams celebrating National success be as follows. Monies will be provided to purchase food/beverages for players but no monies from can be used to purchase alcohol for players, coaches, team managers or any other club members. SUB COMMITTEE. to introduce and set up a Senior Committee within its existing club. This TIBC Senior Committee will have the responsibility for the promotion of all basketball activities and teams, male and female, at senior level, which incorporates Under 20 Cup, County League, National League and Super league competition. Membership to include senior coach or coaches, senior player representative, nominated and interested individuals, and agreed TIBC Executive member. Senior committee to appoint its own chair, secretary, and treasurer for administrative purposes and arrange monthly meetings, or others as deemed necessary. An agreed consultative procedure and Liaison process to be established with TIBC Executive to take place monthly or as required by Executive.