SOUTHERN PROVINCE SCHOOLS SPORTS ASSOCIATION (SPSSA)

2010 SOUTHERN PROVINCE SCHOOLS SPORTS ASSOCIATION (SPSSA) Revised Constitution - 2010 Revised during the Merge Council Meeting on 13th October 2009 for Ratification by the Full Council on 22nd January, 2010. Due Southern Province Schools Sports Association www.spssa.webs.com 1/22/2010

ARRANGEMENT OF ARTICLES PREAMBLE... 3 INTERPRETATION... 3 ARTICLE 1: NAME, JURISDICTION, LANGUAGE, EMBLEM, COMPOSITION AND AFFILIATION... 4 ARTICLE 2: OBJECTIVES... 4 ARTICLE 3: MEMBERSHIP AND AFFILIATION... 5 ARTICLE 4: THE SPSSA COUNCIL... 6 ARTICLE 5: ELECTIONS... 8 ARTICLE 6: COMPOSITION OF THE EXECUTIVE COMMITTEE... 9 ARTICLE 7: DISCIPLINARY COMMITTEE...12 ARTICLE 8: DISCIPLINE...12 ARTICLE 9: APPEALS...13 ARTICLE 10: AMENDMENT OF THE CONSTITUTION...14 ARTICLE 11: UNFORESEEN CIRCUMSTANCES...14 ARTICLE 12: DISSOLUTION...14 ARTICLE 13: PRESS RELEASE...14 2

PREAMBLE Considering the capital role that Sports play in contributing to the well being of pupil in terms of physical, mental and social welfare and convinced that sports create unity, friendship and co-operation among pupils, Schools Province and countries; Without doubt that Schools are a foundation place for development of provincial, national, and international sports men and women, we the Southern Province, regardless of colour, race, tribe, creed or political affiliation hereby establish the constitution for Southern Province Schools Sports Association. INTERPRETATION In the constitution, unless the context requires otherwise: 1. SPSSA means Southern Province Schools Sports Association. 2. ZASSSA- means Zambia Secondary Schools Sports Association 3. ZABSSA- means Zambia Basic Schools Sports Association 4. AGM - means Annual General Meeting of the SPSSA Council 5. Councils means Southern Province Schools Sports Association established under Article 4 of this constitution 6. Executive Committee - means the Executive Committee of SPSSA 7. Provincial Member - means any member belonging to any SPSSA affiliate school 8. Associate - means any member belonging to a sports association 9. Headteachers Association - means Southern Province Headteachers Association 10. NSCZ - means National Sports Council of Zambia 11. FAZ - means Football Association of Zambia 12. ZAVA - means Zambia Volleyball Association 13. ZBA - means Zambia Basketball Association 14. NAZ - means Netball Association of Zambia 15. ZAAA - means Zambia Amateur Athletics Association 16. CFZ - means Chess Federation of Zambia 17. ZRFU - means Zambia Rugby Football Union 18. RAZ - means Referees Association of Zambia 19. HAZ - means Headteachers Association of Zambia 20. ZACAGA means Zambia Olympic Commonwealth and All Africa Games 21. IAAF means International Amateur Athletics Federation 3

22. FIFA means International Federation of Football Association ARTICLE 1: NAME, JURISDICTION, LANGUAGE, EMBLEM, COMPOSITION AND AFFILIATION 1. NAME, JURISDICTION, LANGUAGE, EMBLEM, COMPOSITION AND AFFILIATION. 1.1 NAME The association shall be known as the Southern Province Schools Sports Association 1.2 JURISDICTION The area of jurisdiction of SPSSA shall be the Southern Province of the Republic of Zambia. 1.3 LANGUAGE The official language of SPSSA shall be English 1.4 EMBLEM The Emblem of SPSSA shall be the Victoria Falls. 1.5 COMPOSITION SPSSA shall consist all schools in Southern Province 1.6 AFFILIATION SPSSA shall be affiliated to ZASSSA & ZABSSA and any other mother associations approved by the SPSSA Council. ARTICLE 2: OBJECTIVES 2. OBJECTIVES The objectives of SPSSA shall be: 2.1 To administer, conduct, manage, supervise, regulate, promote, foster and control sports activities throughout the province. 2.2 To consider and establish rules to control sporting activities in schools. 2.3 To enforce the laws of the games as promulgated by international associations from time to time and to protect the game against any form of abuse. 2.4 To initiate, sanction or disallow, negotiate, arrange competitions, tournaments and matches organized by schools, zones and districts throughout the province. 2.5 To settle disputes arising between members of the Associations or persons connected directly with schools sports activities within the jurisdiction of SPSSA. 4

2.6 To raise and administer funds to the association directly and indirectly through agents or principals in such a manner as the Association may deem advisable in particular, by means of subscriptions, donations, sponsorships, and any other income generating ventures. 2.7 To organize and/or sponsor competitions and tournaments and such other matches as may be deemed fit and appropriate from time to time. 2.8 To organize inter schools and inter zone competitions through zone committees. 2.9 To regulate the giving of awards or prizes in respect of competition or tournaments organised by or falling under the jurisdiction of SPSSA and its affiliate schools. 2.10 To do all such things as may be incidental or conducive to the attainment of all or any of these objectives. ARTICLE 3: MEMBERSHIP AND AFFILIATION 3. MEMBERSHIP AND AFFILIATION 3.1 Zonal Committees shall be admitted as members by the Council at the Annual General Meeting. 3.2 All schools in the province may be admitted to SPSSA membership 3.3 Honorary Membership The Council may on the recommendation of the Executive Committee nominate and grant honorary membership to a person or persons for meritorious service rendered to SPSSA. 3.4 Ex Officio Membership The Council shall grant Ex officio membership to an officer or officers from the Provincial Education Office responsible for sports. 3.5 SUBSCRIPTION AND FEES All schools shall pay affiliation fees to the Headteachers Association for terms 1 and 2 of the academic years 3.5.1 The Headteachers Association shall prescribe the rate to be paid per pupil. 3.5.2 Term 1 fees shall be due on 1 st January each year and payable by 31 st March. Term 2 fees shall be due on 1 st May each year and payable by 31 st May. Any school/district that has not paid the affiliation fee by the said dates shall be surcharged 10% of the affiliation fee and shall not be allowed to participate in any sport competition until payment is made. 3.6 RIGHTS AND PRIVILEGES 3.6.1 Honorary, Ex-officio, Associate and/or Provincial Members shall attend meetings of the SPSSA Council and shall join in the discussions but shall have no voting right. 3.6.2 Zonal executive members shall have the privilege of accompanying provincial teams for interprovincial games. 5

ARTICLE 4: THE SPSSA COUNCIL 4. THE SPSSA COUNCIL 4.1 COMPOSITION 4.1.1 The SPSSA Council shall consist of i) Bona fide delegates of thus Zonal Chairperson, Secretary and Treasurer of each zone in the province ii) iii) iv) Provincial Executive Committee Members Honorary Members. Provincial Education Officer or Representative v) Headteachers Association Sports Coordinator vi) vii) Ex-Officio Member Two Sports Teachers from each affiliate school 4.1.2 In attendance of the SPSSA Council may be a) Bona fide delegates of thus Zonal Chairperson, Secretary and Treasurer of each zone in the province b) Provincial Executive Committee Members c) Honorary Members. d) Provincial Education Officer or Representative e) Headteachers Association Sports Coordinator f) Ex-Officio Member g) Two sports Teachers from each affiliate school 4.2 SPSSA COUNCIL MEETING 4.2.1 The Chairperson of SPSSA shall preside over all Council meetings. In the absence of the Chairperson, the Vice Chairperson shall preside. In case both the Chairperson and the Vice are absent the General Secretary shall preside. In the absence of the trio, the Executive Committee shall appoint from amongst its members one to preside. 4.2.2 Emergence council meetings shall be called if the Executive Committee considers it necessary or if two thirds of members submit a written request for it and only items included on the agenda shall be discussed at such emergency meeting. 4.2.3 The quorum for the council shall be two-third of the SPSSA affiliate schools, zones and district who are entitled to vote. 6

4.2.4 Notice and agenda of the Annual General Meeting of the council shall be sent to schools, zones and districts or members at least thirty days (30) in advance with any other relevant documents. 4.2.5 Minutes of the council shall be circulated to members within twenty-one days (21) after the meeting. 4.2.6 The travelling, lodge and boarding expenses of the delegates of the Council Meeting or Annual General Meeting shall be borne by their schools, zones or districts and not the SPSSA. 4.2.7 Members wishing to submit an item(s) for inclusion on the agenda shall notify the General Secretary of SPSSA fourteen (14) days before the date of the meeting. 4.2.8 The Agenda of the annual General Meeting of the council shall, inter alia, include the following: (a) Credentials (b) Previous minutes and matters arising (c) The Chairperson s Remarks (d) The General Secretary s Annual Report (e) Treasurer s Annual Report (f) Filling of any current vacancies of the Executive Committee or election of office bearers (when/where applicable). (g) Consideration of amendments to the constitution rules and regulations (when applicable). (h) Urgent matters under Article 4.2.2. 4.2.9 The annual General Meeting of the association shall normally be held in the month of January/ February of each year. 4.3 VOTING OF COUNCIL MEETINGS 4.3.1 Voting on matters other than the elections of the Executive Committee shall be by show of hand. 4.3.2 Each affiliate school, zone and district shall have the right to two votes. 4.3.3 Each Executive Committee member shall have the right to one vote. 4.3.4 The Chairperson shall only be entitled to casting a vote if his own candidature is not in question. 4.3.5 Voting by Proxy or by correspondence shall not be permitted. 4.3.6 Voting for elections shall be by secret ballot. 4.3.7 Other decisions shall be taken by simple majority. 7

4.4 DECISIONS OF THE SPSSA COUNCIL 4.4.1 Decisions of the Council shall be taken by a simple majority unless specifically otherwise indicated in this Constitution. 4.4.2 The Council shall have the power to remove any member of the Executive Committee if such a member commits gross misconduct or has acted in contravention of the provisions of this constitution or any rules and/or regulations made hereunder. The decision or motion to remove any member of the Executive Committee shall be made by two thirds of the SPSSA members. 4.4.3 Where any order is made under sub-section (4.4.2) the council shall appoint a committee to inquire into the conduct of the office bearer or member and submit a report to the council within such time as the council may appoint. 4.4.4 On receipt of a report under sub-section (4.4.3) the council may make such order including removal from office as it deems fit. The removal from office must he supported by two-thirds of the members of the SPSSA present at the meeting. ARTICLE 5: ELECTIONS 5. ELECTIONS 5.1 ELECTIONS OF THE SPSSA EXECUTIVE COMMITTEE MEMBERS 5.1.1 Candidates for elections or re-elections as officers of the SPSSA shall declare their interest at the Annual General Meeting. 5.1.2 Elections of officers of the SPSSA shall be by simple ballot. 5.1.3 Any Executive Committee member may contest election for any office provided that he qualifies to stand for elections as per requirement of the office bearer in accordance with the Constitution (5.2). 5.1.4 In the event of a position falling vacant on the SPSSA Executive Committee, any Executive Committee member may contest the election for the position provided that he/she resigns his/her current position immediately he/she wins the position he/she has contested. 5.2 QUALIFICATIONS FOR OFFICE BEARERS ON THE SPSSA EXECUTIVE COMMITTEE 5.2.1 Candidates for the offices of Chairperson and Vice Chairperson shall be the incumbents and Zambians in full Executive capacity at Zonal or District Committee level. 5.2.2 Candidates for the offices of General Secretary, Treasurer and Matron shall be the incumbents and Zambians in full Executive Capacity at Zonal or District Committee level. 5.2.3 Candidates for the office of the Sports Discipline co-ordinators shall be the incumbents and Zambians in full Executive capacity at Zonal or District Committee level. 5.2.4 Members of Executive Committees formerly dissolved by SPSSA Council or superior authority who were subsequently investigated and found guilty of an offence or offences shall be ineligible to stand for elections. The Council shall reserve the right to review each individual. 5.2.5 The following persons shall not be eligible to stand for elections to any SPSSA office: a) Serving a ban, ratified by the SPSSA Council. 8

b) Serving a suspension, ratified by the SPSSA Council. c) A person of unsound mind. d) An person promoted to any position of administration other than a practicing teacher in the Ministry of Education. e) Non-workers of the Ministry of Education. 5.3 TERM OF OFFICE The term of office for SPSSA Executive Members and Zonal Executive Members shall be four (4) years as per ZASSSA & ZABSSA and National Sports Council of Zambia resolution. ARTICLE 6: COMPOSITION OF THE EXECUTIVE COMMITTEE 6. COMPOSITION OF THE EXECUTIVE COMMITTEE 6.1 All positions of the SPSSA Executive Committee shall be elective 6.2 If for any reason the SPSSA Chairperson ceases to carry out or is prevented from performing his/her duties permanently, the Vice Chairperson shall assume his duties until the next council/annual General meeting when the council shall elect a new Chairperson. 6.3 In the event of the vacancy occurring in any of the other positions, the following procedure shall be followed: a) Vice Chairperson, Secretary and Treasurer and the Executive Committee shall appoint one of its members to act in the vacant position for the remaining period of office. b) The Executive Committee shall co-opt a person to fill the vacancy for the remaining period of office. 6.4 Persons elected to the executive committee shall cease to hold office in their Zonal Committees 6.5 The SPSSA Executive Committee shall comprise the following: a) THE CHAIRPERSON Shall chair the Annual General Meeting of the Council and any other assemblies and shall be the Official Spokesperson of the Association, b) THE VICE CHAIRPERSON Shall assume the duties of the Chairperson in the absence the Chairperson. c) THE GENERAL SECRETARY 1) Shall take and keep permanent records of the minutes of the meetings. 2) Shall deal with all correspondences coming to SPSSA and pass on such correspondences which is not in his/her terms of reference to the appropriate official. He/she shall also deal with outward correspondence 9

3) Shall maintain day to day records of SPSSA undertakings and shall be the appeals committee secretary. 4) Shall compile the sports calendar for the whole year. 5) Shall assume the duties of the chairperson in the event of the chairperson and his Vice chairperson resigning at the same time until the next Annual General Meeting 6) Shall do all other such duties to further SPSSA activities administratively in consultation with the chairperson and accordingly inform other provincial executive members the event of an executive meeting. d) THE VICE SECRETARY e) THE TREASURER 1) Shall control funds given to the SPSSA from Headteachers Association. 2) Shall be the fund raising sub-committee chairperson. 3) Shall keep petty cash, as may he approved by the provincial Executive Committee to cover day to day transactions of SPSSA. f) MATRON 1) Shall be in charge of the welfare of the pupils. 2) Shall assume the duties of the treasurer in the absence of the treasurer. g) THREE COMMITTEE MEMBERS h) COMMITTEE MEMBERS/SPORTS DISCIPLINE COORDINATORS. The Sports Discip1ine Coordinators shall be as follows: 1. Basketball Coordinator. 2. Indoor Games Coordinator. 3. Netball Coordinator. 4. Volleyball Coordinator. 5. Soccer Boys Coordinator. 6. Soccer Girls Coordinator. 7. Athletics Coordinator. 10

6.6 POWERS The executive shall have the full power and authority to do any act, matter or thing as may be required to give effect to the purpose, principles or objectives of the Association and ZASSSA & ZABSSA. In addition to the general powers and authority herein conferred on the association, SPSSA shall have the following powers: 6.6.1 To enter into donor funding arrangements with companies, financial and allied institutions or individuals and to solicit and accept fees, donations and subscriptions for the funds of the association and all the competitions it organizes. 6.6.2 To select or make provincial teams for inter provincial and representative games at all levels, and sanction games. 6.6.3 To inquire into the administrative affairs of the members. 6.6.4 To suspend, fine, terminate the membership of or otherwise deal with any member or individual affiliated to the SPSSA for infringing the Constitution, rules, policies, principles or resolution of the SPSSA Council for engaging in acts of misconduct, improve practices, misdemeanours, acts of defiance, or for bringing the association into disrepute. 6.6.5 To carry out or implement the decisions of the Annual General Meeting. 6.6.6 To consider and review its annual work plan programme and budget and any other business before presenting the same to the Annual General Meeting. 6.6.7 To co-opt a person to fill the vacancy for the remaining period of office. 6.7 EXECUTIVE COMMITTEE MEETINGS 6.7.1 The Executive committee shall be empowered to take decision on all matters which are not exclusive to the council, subject to provisions of this constitution and with the exception of matters referred by this constitution to other bodies. 6.7.2 The Executive Committee shall at least meet once every term (academic calendar). It may also meet at any time at the request of the Chairperson or three executive committee members. 6.7.3 Two-third Executive Committee members shall form a quorum 6.7.4 Decisions of the Executive Committee shall be binding and shall take effect as directed by those that need to be ratified by the SPSSA Council as contained in this Constitution are duly submitted for ratification at the subsequent SPSSA council meeting. 6.7.5 Sports Discipline Co-ordinator shall: a) co-ordinate the relevant sports discipline and shall administer the sport during the Inter- Zonal/District tournament or inter-provincial championship. b) be commissioners during the games of the relevant sports discipline. c) organize and run the sport in the province. d) submit reports of the relevant sports discipline to the General Secretary within fifteen (15) days after the sports event. e) be consulted by the Executive Committee on any programme in line with the relevant sports discipline. f) submit the annual programme to the Executive Committee for consideration. 11

ARTICLE 7: DISCIPLINARY COMMITTE E 7. DISCIPLINARY COMMITTEE 7.1 COMPOSITION The Disciplinary Committee shall consist of: a) The Vice Chairperson who shall preside over Disciplinary Committee meetings b) The Vice General Secretary who shall take down and keep minutes of the meetings. c) Sports Discipline coordinators d) Ex-officio 7.2 DUTIES The Duties of the Disciplinary Committee shall be:- a) To examine reports submitted by members, match officials and match commissioners, appointed observers and others concerning culpable incidents on the field of play, its precincts or any other occasion connected with sport. b) To decide upon what disciplinary measures are to be taken against officials and players, match officials and members in respect of infringements or culpable conduct reported or referred to the committee. c) To compel all parties in a dispute to forward detailed reports to the General Secretary, if necessary, the Disciplinary Committee. d) To formulate and recommend to the council for approval, rules and regulations governing the Disciplinary code. e) To enforce and supply disciplinary measures which the SPSSA is entitled to impose. ARTICLE 8: DISCIPLINE 8. DISCIPLINE 8.1 Executive committee members, who wilfully or negligently, violate the provisions of the constitution, rules and regulations and the decision of competent organs of the SPSSA and nonsporting manner, may be penalized in accordance with the provisions of the constitution rules and regulations. 8.2 SPSSA may impose the following penalties a) Warning b) Censure c) Fine d) Suspension 12

e) Forfeiture of points f) Disqualification 8.3 No player or official on suspension shall be allowed to take part in any SPSSA organized function. Furthermore, they shall not be allowed to accompany their school, zonal or district teams to any tournament organised by SPSSA. If they take part at such tournament, their suspension shall be extended or given permanent expulsion. 8.4 All players or pupils shall have Authenticated Identity Cards from their respective schools. Any infringement of this rule shall result into payment of a fine as shall be determined by the Executive. 8.5 Sports personnel that shall use non-school going or illegible boys or girls shall be suspended for a period of three (3) years and shall cause the school to be suspended for a period of two (2) years. 8.6 Any player sent off the field of play in any tournament shall miss TWO games and shall pay a fine as shall be determined by the Executive. 8.7 Any contravention of this ruling (8.6) shall result in the immediate disqualification of the whole team from that tournament. 8.8 In the event of any school, zone or district lodging a complaint against any other school, zone or district, a copy of the complaint must be sent to the school, zone or district being complained against. In the event of an appeal against a suspension, a school, zone, district or official already suspended shall remain suspended until the case has been officially disposed of. 8.9 Any team walking off the pitch or field of play before the referee has signalled the end of the game or causing the referee to abandon the game shall automatically forfeit the game and points will be awarded to the opponents. The offenders will further be subject to disciplinary action. They shall pay a fine as shall be determined by the Executive Committee. 8.10 Players, officials, supporters and spectators are allowed to attend matches under the jurisdiction of the Association, only on condition that they conduct themselves in an acceptable manner. The use of objectionable language, threatening referee, opposing team players and officials prior to, during or, after a game shall be punishable offence. 8.11 All pupils or players travelling to/from games shall be in school /sports uniform. 8.12 Playing of tournament games shall begin at 09.00 hours. ARTICLE 9: APPEALS 9. APPEALS 9.1. The Headteachers Association shall deal with appeals against decisions of the Disciplinary Committee. 9.2. The Headteachers Association shall have powers to reverse, confirm or vary the decision and to reduce or enhance the sentence. 9.3. All appeals shall be heard within thirty (30) days. 13

ARTICLE 10: AMENDMENT OF THE CONSTITUTION 10. AMENDMENT OF THE CONSTITUTION 10.1. POWER TO AMEND THE CONSTITUTION 10.1.1. Only the SPSSA Annual General Meeting or emergence council may amend the Constitution. 10.1.2. A proposed amendment to the constitution may only be put to the vote at the Annual General meeting of the SPSSA Council by a member after due notice has been given. 10.1.3. The SPSSA Executive Committee may write a Proposed Draft Constitution to be debated and ratified by the Annual General Meeting. 10.1.4. For any amendment to the Constitution to be effected, the council meeting must be attended by at least two thirds of the voting members. ARTICLE 11: UNFORESEEN CIRCUMSTANCES 11. UNFORESEEN CIRCUMSTANCES All cases not provided for by this constitution, rules and regulation or cases, shall be decided upon as follows a) In accordance with the Ministry of Education of the Republic of Zambia. b) The Headteachers Association shall appoint an Interim Committee from the floor for a stated period upon the impeachment of the SPSSA Executive Committee. ARTICLE 12: DISSOLUTION 12. DISSOLUTION 12.1. The SPSSA may only be dissolved by ZASSSA & ZABSSA in conjunction with the Headteachers Association when its operation is not in line with the Ministry of Education sports policy. 12.2. In the event of dissolution, all financial claims shall be settled and the balance, assets and liabilities of SPSSA, if any, shall be handed over to the Headteachers Association to be utilized exclusively for the promotion of sports in Southern Province Schools. 12.3. In an event of dissolution, the Headteachers Association shall appoint an Interim Executive Committee to run for a time period. The Interim members shall be eligible to stand re-election. ARTICLE 13: PRESS RELEASE 13. PRESS RELEASE 13.1. The right to issue press release about the Association activities shall be the reserved of the Chairperson or General Secretary. 13.2. In certain circumstances, any other executive member may do so on permission by the two named officials. 14