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Constitution

DONCASTER SCHOOL SPORT AND HEALTH ASSOCIATION

CONSTITUTION AND GENERAL RULES JUNE 2011

1.     Name

1.1 The Association shall be named “Doncaster School Sport and Health Association” (DSSHA)

 

2.     Purpose of the DSSHA

2.1 The Doncaster School Sport and Health Association (DSSHA) is a partnership made up of Secondary, Primary, Independent and Special Schools and invited organisations that are committed to the continuous develop and enhancement of school sport across Doncaster.  The purpose of the DSSHA is to;

 

2.1.1  Increase the number and range of quality, inclusive opportunities so that more young people from Primary, Secondary, Independent and Special Schools can take part in inter school sport, festivals and competitions

 

2.1.2  Support the development of young people in schools as sports leaders, performers, coaches and officials

 

2.1.3  Support the organisation of Doncaster Schools Squads and teams that compete at local, regional and national level e.g. Cross Country

 

2.1.4  Ensure all partnership schools adhere to the DSSHA code of conduct for performers, spectators and members of staff

 

2.1.5  Recognise the contributions, successes and achievements of individuals and teams within the DSSHA

 

2.1.6  Monitor and evaluate the initiatives of DSSHA in order to report effectively to partners and to ensure progress year on year

 

 

2.1.7  Ensure that there are sufficient funds within the DSSHA to deliver all aspects of the DSSHA objectives including all working group objectives

 

2.1.8  Support and encourage innovation by all organisations within the DSSHA, so that opportunities for young people in school sport in Doncaster continue to improve

 

2.1.9  Establish an effective organisational structure and communication plan so that the DSSHA is recognised as the voice of school sport in Doncaster and regarded as a highly efficient and effective organisation by its members and its associates.

 

3.     Structure of the DSSHA

3.1 The affairs of the DSSHA will be overseen by an Executive group made      up of Doncaster Schools Heads of Physical EducationDepartments (HOD’S) and its invited associates.

 

3.2 Working in collaboration with the HOD group will be four working groups as follows:

 

·        Inter School Competition/fixtures Working Group.

·        Primary School Sport Working Group.

·        Disability Sport Working Group

·        Teaching and Learning Forum (Secondary)

 

4.     Membership of the DSSHA

4.1 The members of the DSSHA shall be affiliated schools within Doncaster (Primary, Secondary, Special and Independent).   Schools shall become members upon paying the affiliation fee due to DSSHA each year.

 

4.2 It is recognised that the DSSHA will need to work with many partners in order to achieve its purpose.  These many partner agencies shall not be members of the DSSHA but shall be recognised as partners or stakeholders of DSSHA and represented within the structures of the HOD group and the four working groups.

 

5.     Affiliation Fees

5.1 For Secondary Schools the level of affiliation fee shall be £200 per academic year.

 

5.2 For Primary schools the level of affiliation shall be £30 per academic year.

 

5.3 Changes to the affiliation fees shall be agreed at the Annual General Meeting for the following academic year.

 

5.4 Affiliation fees shall be paid at the first yearly academic meeting to be held in September.

 

5.5 Any schools failing to make payment within two months of the agreed date shall not be entitled to any of the rights and privileges of membership of the DSSHA.  Schools have the option of paying per competition should schools not wish to affiliate.

 

5.6 Any schools missing two HOD Executive Group meetings within one year will not be entitled to any of the rights and privileges of the membership of the DSSHA and will lose all voting rights.  Membership to the DSSHA for the following year will then be decided at the DSSHA Annual General Meeting.

 

6.     The role of the Heads of Physical Education Department Executive Group

6.1 The HOD Executive Group shall act in accordance with the terms of this constitution to achieve the aims of the DSSHA.

 

6.2 The role of the HOD Executive group is to:

 

6.2.1  Provide a strategic lead to DSSHA and determine major policies and principles

 

6.2.2  Manage the finances of DSSHA by electing a Treasurer who will manage the income and expenditure each year

 

6.2.3  Identify opportunities to raise new funds for DSSHA through networking, grants and sponsorship

 

6.2.4  Propose amendments to the constitution and ensure the DSSHA runs according to the constitution

 

6.2.5   Propose the DSSHA HOD group members to the AGM for approval

 

6.2.6  Monitor and report progress of activities of its own objectives and purposes

 

6.2.7  Approve plans and reports received from the Chair or Vice Chair of the four working groups

 

6.2.8  Review the structure and membership of the DSSHA as required

 

6.2.9   Communicate back to own schools all information gained from meetings

 

6.2.10                     Oversee communications with members and to ensure good media coverage of all DSSHA activities.

 

7.     HOD Executive Group Membership

7.1 HOD group members shall be expected to act in the best interests of the DSSHA at all times.

 

7.2 The HOD Executive group shall consist of the following members/representatives who shall be nominated or elected as shown below; Chair, Vice Chair, Secretary and Treasurer.

7.3 The elected Chair of each of the four working groups shall be present at the all DSSHA meetings, in absence of the chair the vice chair should attend.

 

 

8.     The appointment of Chair, Vice Chair and other Office Bearers

8.1 The DSSHA meetings shall be chaired by the chair of the DSSHA who shall be elected at the AGM.  In the absence of the Chair the meeting shall be chaired by the Vice Chair and if the Vice Chair is not present the members may elect a chair for the meeting.

 

8.2 The positions of Vice Chair, Secretary and Treasurer shall be appointed from within the DSSHA.

 

8.3 The Treasurer shall be an employee of Doncaster Metropolitan Borough Council.

 

9.     DSSHA Meetings

9.1 The HOD Executive group will hold a minimum of three meetings per year, these will be held in September, January and May/June.  The final meeting held in May/June will be the AGM.

 

9.2  Each AGM shall include a financial report.

 

9.3 Meetings shall be conducted in ways which encourage participation, innovation and discussion.

 

9.4 The agenda and supporting papers shall be circulated to members at least 5 working days in advance of the meeting.

 

9.5 A copy of the minutes of each meeting shall be circulated to members within 30 days of each meeting.

10.                          Decision Making

10.1     All members of the DSSHA shall have one vote.

 

10.2    Wherever possible, the decisions should be reached by consensus,     where a consensual decision cannot be reached. A majority vote shall decide the issue.  In the event of a tied vote the chair will have the casting vote.

 

11.      The role of each of the four working groups

11.1     All working group members are expected to act in the best interests of the DSSHA at all times.

 

11.2     The role of the Inter School Competition/Fixtures working group is to;

 

·        Implement policy whereby all DSSHA members host and/organise at least two inter school sports competitions

·        Develop a yearly calendar of sporting fixtures that feed into the regional and national framework

·        Take responsibility for the order and purchase of all trophies required to meet the demands of all competitions

·        Ensure all invoices of purchase are audited and reported to the HOD executive group treasurer.

 

11.3        The role of the Teaching and Learning Forum working group is to;

 

·        Share good practice of the outstanding innovative teaching and learning that takes place in Schools across Doncaster

·        Discuss and Implement new regional and national sporting initiatives.

 

11.4       The role of the Primary School Sport working group is to;

 

·        Coordinate and deliver an annual competition calendar that links to regional and national competition structures

·        Support and develop innovative practice in the Physical Education curriculum through provision of relevant professional development courses and sharing good practice across schools.

 

 

 

 

11.5     The role of the Disability Sport working group is to;

 

·        Coordinate and deliver an annual competition calendar and events for young people with SEN and disabilities to take part in School Sport and physical activity

·        Ensure competitions link with regional and national disability sport pathways

·        Identify professional development and training needs for school staff to deliver high quality Physical Education for young people with SEN and disabilities.

 

11.6     All working groups are required to;

 

·           Monitor and report progress of activities of its own objectives    and purposes

·           Disseminate all matters to the HOD Executive group via the Chair/Vice Chair

·           Review the structure and membership of the respective working   groups as required

·            Communicate back to own schools all information gained from meetings

·           Oversee communications with members and ensure good media coverage of all working group activities.

    12.   The appointment of Chair and Vice Chair within the working groups

 12.1   Each of the four working groups shall elect a Chair and Vice Chair; these positions shall be elected at each working group’s initial meeting.  Each working group meeting will be chaired by the Chair of that group, in the absence of the Chair the meeting shall be chaired by the Vice Chair and if the Vice Chair is not present the members may elect a chair for the meeting.

   13.  Working Group Meetings

13.1  Each working group will hold a minimum of 3 meetings a year.

13.2 Each working group meeting shall take place a minimum of two weeks     prior to the HOD Executive Group Meeting, to enable the dissemination of information to the HOD Executive Group.

13.2   Meetings shall be conducted in ways which encourage participation, innovation and discussion.

 

13.3   The agenda and supporting papers shall be circulated to members at least 5 working days in advance of all working group meetings.

 

13.4   A copy of the minutes of each working group meeting shall be circulated to members within 30 days of each meeting.

 

14.                        Decision Making

14.1 All members of all of working groups shall have one vote.

            14.2  Wherever possible, the decisions should be reached by consensus, where a consensual decision cannot be reached a majority vote shall decide the issue. In the event of a tied vote the chair will have the casting vote.

15. Annual General Meeting

15.1 The Annual General Meeting shall be held usually in May/June each year.

15.2 The business of the meeting shall include:

15.2.1 Election of the Chair, Vice-Chair, Treasurer and Secretary

15.2.2 Election or appointment of other officers

15.2.3 Receiving the annual report from each working group

15.2.4 Receiving the accounts

15.2.5 Agreeing the affiliation fees for the forthcoming year

15.2.6 Considering amendments to the constitution

15.2.7 Agreeing the calendar / framework of competitions for the coming year.

15.3 All Executive Group Members shall have the right to attend the AGM and       each shall have one full vote.

15.4 All votes must be placed in person with no proxy votes allowed.

15.5 Except where otherwise stated in the notice calling a General Meeting, all voting shall be carried out by a show of hands.

15.7 The Secretary shall give at least fourteen days’ notice of the date, place and time of the Annual General Meeting. With the notice of the meeting, the Secretary shall circulate a copy of the AGM Agenda and papers for the meeting.

15.8 Notice of business, alterations to rules, and nominations of Officers and Executive Committee shall be submitted in writing to the Secretary at least one week before the meeting, for inclusion in the agenda of the Annual General Meeting.

16. Extraordinary General Meetings

16.1 An Extraordinary General Meeting (EGM) of the DSSHA may be called either by resolution of the Executive Group or on receipt by the Association of a valid requisition signed by Heads of PE from six of the member schools, requiring that an Extraordinary General Meeting be held and specifying the business to be covered.

16.2 The DSSHA shall within 7 days of receipt of such request, fix a date and venue for the EGM and shall give at least 14 days prior written notice of an EGM to the members.

16.3 This written notice shall specify the time, date and venue and shall confirm the business of the EGM.

16.4 Only those entitled to vote at the AGM are entitled to vote within an EGM.

17. Finance

17.1 The financial year of DSSHA will run from 1st September to 31st August annually.

17.2 The funds of the Association shall be managed by the HOD Executive Group. The Executive Group shall have the power to raise funds and make grants and payments, in accordance with the objectives of DSSHA.

17.3 Cheques on behalf of the Association shall be signed by the Treasurer and at least one other member of the HOD Executive Group as agreed by the Executive.

17.4 Receipts for all expenditure shall be collected and preserved by the Treasurer. The Treasurer shall present financial reports annually or at the special request of the HOD Executive Group.

17.5 The Treasurer shall prepare, for the Annual General Meeting of the Association, a statement showing the financial position of DSSHA including any requests for grants and the distribution of all available income.

17.6 All assets of the Associations shall remain the property of HSSSA. The Executive Group shall retain the responsibility for managing the asset register.

18. Honorary Life Members

18.1 The AGM may approve the appointment of Honorary Life Members of the DSSHA.  Honorary Life Members shall be persons who have given outstanding service to improving school sport in Doncaster.  Nominations for honorary life membership may be made by any affiliating school.

 

19. Dissolution of DSSHA

19.1 HSSSA may be dissolved by the agreement of the members at a General Meeting, by a resolution of at least three quarters of the maximum number of eligible votes.

 19.2 Upon the termination of DSSHA:

19.2.1 The members of DSSHA (the schools) shall be liable for any outstanding costs in terminating the organisation. The HOD Executive Group shall plan to have anticipated termination costs reserved within contingency funds.

19.2.2 Any remaining resources once grants have been returned and termination costs have been covered shall be distributed to the funding partners and schools, pro rata to the level of their contributions in the financial year of termination.

20. Disputes

20.1 Any dispute arising from the day to day management within DSSHA, which cannot be resolved, should be referred in writing to the HOD Executive Group, which should:

20.1.1 Obtain full details of the concern

20.1.2 Investigate the matter in full

20.1.3 Agree a course of action with the parties involved

20.1.4 Manage the implementation of agreed actions

20.2 If one of the parties involved is of the opinion that the dispute has not been resolved satisfactorily within a reasonable period, the matter shall be referred to each of the Head teachers of the schools concerned

20.3 They shall: 17.3.1 Consider all available information

20.3.2 Agree procedures for resolving the dispute

20.3.3 Oversee the implementation of agreed actions.

20.4 The findings of this organisation shall be final.