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CONSTITUTION
OF
SOUTH AFRICAN
SOFTBALL MASTERS
ASSOCIATION
S.A.S.M.A
Version No. II Adoption Date: 20 September 2008
Signatures of Adoption
This Constitution and Rules for the South African Masters Softball Association was adopted and signed as follows:
Signed in: PRETORIA on: SATURDAY Date: 20th SEPTEMBER 2008
( )
SECRETARY OF SOUTH AFRICAN MASTERS SOFTBALL ASSOCIATION
( )
TREASURER OF SOUTH AFRICAN MASTERS SOFTBALL ASSOCIATION
( )
PRESIDENT OF SOUTH AFRICAN MASTERS SOFTBALL ASSOCIATION
CONSTITUTIONAL MEMBERS:
( ) from Central Gauteng
( ) from Eastern Gauteng
( ) from Northern Gauteng
( ) from Kwa-Zulu Natal
( ) from Western Province
UBUNTU
AFRICA has a soul and we have to share it.
The heritage of the philosophy that comes to us
through our traditional AFRICAN roots is UBUNTU :-
"I AM BECAUSE WE ARE".
It forms the spirit of African Leadership.
It encompasses morality humanness, compassion,
care, understanding and empathy.
It is a philosophy of sharing, hospitality and humility.
Put simply, it is the ethics and interaction
that occur in the extended family.
In Africa, it draws in all of the people.
In this family there is a community
of shared values and equality.
The quest of people working in an organisation
like ours is to develop a sense of shared destiny,
which will facilitate our collective aspirations and positive spirits.
The collective challenge for organisations
is not what to do, but what to be!
I AM, BECAUSE WE ARE
Table of Contents
1. Name
2. Address and Head Quarters
3. Colours and Logo
4. Aim
5. Objectives
6. Character of the Masters
7. Membership
8. Jurisdiction
9. Discipline
10. Indemnity of Officials
11. Management
12. Points of Order
13. Dissolution
14. Competition Rules
CONSTITUTION
OF
SOUTH AFRICAN SOFTBALL MASTERS ASSOCIATION
The South African Softball Masters Association (hereinafter referred to as the Masters). Associated to Softball South Africa (SSA).
The address and headquarters of the Masters shall be a venue of the presiding President.
3.1 Colours:
The colours of the Association shall be:
3.2 Logo:
To promote Masters Softball.
The objectives of the Masters shall be:
5 (a) To afford and encourage any person who has attained the age of 35 years, by the 31st December of the year in which they participate, the means of social interchange and recreation.
5 (b) To afford the facilities for the playing of softball.
5 (c) To promote a greater community awareness of Masters Softball and its social and economic contributions generally.
5 (d) To promote the image of softball and the ongoing interest of softballers.
5 (e) To promote and foster tournaments and social competitions for members against other Provinces and/or Countries.
6.1 The Masters shall be a universitas and shall be capable of holding property in its own name and shall be capable of an existence separate and distinct from the members who compose it.
6.2 The Masters may bring or defend any legal proceedings which the Executive Committee must sanction.
6.3 The Masters have no profit objectives; any excess funds that may be accumulated in the ordinary course of the running of the Association, shall be utilized to the benefit of all members, in any manner the Executive Committee deems fit.
7.1 Membership is open to all persons, irrespective of sex, colour, race or creed, subject to the age clause in 5 (a).
7.2 Any current National Players must have written permission from Softball South Africa to participate in any tournament or friendly games organised by SASMA.
7.3 There shall be the following classes:
7.3 (a) Honorary Life Members. Life membership may be bestowed upon any member(s) by written proposal from an affiliate and accepted by a two thirds majority of those present and voting at the Annual General Meeting.
7.3 (b) Ordinary Members.
7.4 Admission to Membership
7.4.1 Any Province requesting membership to Masters will be granted on the basis that:
7.4.1 (a) Any Masters Province, not already affiliated to Masters, is required to put in writing their application for membership. The new Masters Province is to submit a copy of their constitution to SASMA three months prior to the annual tournament with their written application before approval can be granted. The Masters Provincial Constitution must be in line with the Masters Constitution.
7.4.1 (b) An annual membership fee of R100 per Masters Province is payable to SASMA at the Annual General Meeting which entitles the Province to one vote at the Annual General Meeting and participation in the annual Masters tournament.
7.4.1 (c) A fee of R200 (Two Hundred Rand) per Team/Club registered to the Masters Province is payable to SASMA annually before Team/Club participation in the annual Masters tournament.
7.4.2 Any individual or Team requesting membership to Masters will be granted on the basis that:
7.4.2 (a) All Teams and/or individuals must be registered with a Masters Province before they may participate in the annual Masters tournament or any friendly games.
7.4.2 (b) Teams or individuals, who do not participate in the annual Masters tournament, must re-apply in writing to their Province of their intention to participate.
7.4.2 (c) Members shall notify Masters Executive Committee in writing of any Team, Club or individual transfers.
7.4.2 (d) Any Team, Club or individual is required to get written clearance from and be in good standing with their Masters Province before being allowed to represent another Masters Province at SASMA tournaments.
7.4.2 (e) Any Team, not registered with a Masters Province, is required to put in writing their request to be considered as an invitation Team at the Annual Masters Tournament. The final decision to participate is at the sole discretion of the Masters Executive Committee.
7.4.2 (f) Any individual or Team membership denial process must go through Masters Executive Committee for ratification.
7.4.2 (g) The Team’s Constitution must be in line with the Provincial Masters Constitution to which they are members.
7.4.2 (h) Upon admission Masters will forward a copy of the SASMA constitution.
7.5 Subscriptions & Arrears
7.5.1 The annual subscription per Masters Province shall be determined by the Masters Executive Committee at the Annual General Meeting (2007/2008 Season R100 per Province)
7.5.2 The annual subscription per Team shall be determined by the Masters Executive Committee at the Annual General Meeting (2007/2008 Season R200 per Team)
7.5.3 All subscriptions are to be paid to the SASMA Treasurer in full before participation of Masters Provinces and Teams at the Annual Masters Tournament.
7.5.4 A receipt shall be issued to all Provinces and Teams for all payments received.
7.6 Resignations
A member or Team may resign as a member of the Masters by giving the SASMA Secretary one month’s notice in writing of their termination of membership. Upon such termination, no member or Team shall be entitled to or have any claims to the property or assets of the Masters, neither shall they be entitled to a refund or any subscriptions nor money paid in advance.
8.1 Masters Executive Committee shall have jurisdiction over all members, and shall have the power to deal summarily with such members and any other persons guilty of any breach of the constitution or bye-laws or any misconduct whatsoever.
8.2 Notwithstanding the proceedings detailed in paragraph 9.1(a & b) and 9.2, the Masters Executive Committee may expel from membership any member wilfully disobeying any rules or being guilty of any conduct rendering the member(s) unfit to be a member of the Masters.
9.1 Conduct of Members
9.1(a) No member may use the Masters for any political purpose whatsoever.
9.1(b) No fighting, swearing, drunkenness or any other offensive conduct (deemed offensive by the General Committee) shall be permitted in the Masters, on the playing fields or in any place whatsoever where the Masters are represented.
9.2 Disciplinary Proceedings. The Executive Committee will appoint a Disciplinary Committee who will deal with any disciplinary matters, which may require attention from time to time. A written report will be submitted to the Executive Committee, who will take the necessary action, if any, against the perpetrator(s).
10.1 The officials of Masters are hereby indemnified from the funds and the property of the Masters, and against all losses, charges, costs and damages and all and every other expense and liability they may incur concerning the execution of their respective duties as officers of the Association.
10.2 Insurance
10.2 (a) The Masters General Committee will not be responsible for injuries incurred playing softball
10.2 (b) No claim of what-so-ever nature shall lie against the Masters for any injury suffered by any member, from any cause what-so-ever.
The affairs of Masters shall be administered by:
a. The Executive Committee (Executive Committee)
b. The Annual General Meetings (AGM)
c. General Meetings (GM)
d. Any Extra-ordinary General Meetings (EGM).
11.1 Annual General Meetings
11.1(a) Masters shall hold an Annual General Meeting once a year during the Annual Inter Provincial Tournament at a venue at the Tournament. Note. The elected office bearers will only take up their positions at the completion of the tournament.
11.1(b) All Affiliates will be notified of the Annual General Meeting in writing 30 Days prior to Annual General Meeting.
11.1(c) The business to be transacted at such a meeting shall be:
i. Read the notice convening the meeting.
ii. Confirm or otherwise deal with the minutes of the previous Annual General Meeting.
iii. Receive the President's report.
iv. Receive and adopt the audited Financial Statement for the previous year.
v. Receive delegate’s credentials.
vi. Elect the office bearers for the Executive Committee for the coming year.
(2) Secretary
(3) Treasurer
vii. Approve membership.
viii. Elect Honorary Life Members.
ix. Determine subscription fees for the coming year.
x. Appoint the host Province for the next Annual National Masters Tournament.
xi. Constitution amendments.
xii. Deal with any other business of which due notice has been given.
11.1(d) Only fully paid-up members are entitled to one vote if present, in person only. Voting will be accepted by written proxy.
11.1(e) Decisions taken at the Annual General Meeting are valid until changed by another Annual General Meeting.
11.2 The Executive Committee
11.2(a) The affairs of SASMA shall be managed by the Executive Committee which is elected at an Annual General Meeting to hold office for a period of one year and shall consist of members in good standing:
i. President. Duties are:
ii. Secretary. Duties are:
iii. Treasurer. Duties are:
11.2 (b) Meetings / Voting at meetings
i. The Executive Committee shall meet at such times and places and as often as it thinks fit.
ii. At least 3 days notice of a meeting of the executive shall be sent to each Executive Committee member.
iii. Should any member of the Executive Committee absent her/his self from 3 consecutive meetings without leave, he/she shall be deemed to have vacated her / his seat, and the executive shall elect another member in his/her place.
11.2 (c) Powers of Executive Committee.
The Executive committee shall have the power, without limiting the generality of its powers at common law or under this constitution to:
i. Represent the Masters externally and internally.
ii. Convene the Annual General Meeting, General Meeting and any Extra-ordinary General Meetings.
iii. Deal with any complaints/disputes by or/ between members.
iv. Open a banking account.
v. Be responsible for raising funds for the Masters.
11.2 (d) Decisions of the Executive Committee are to be minuted.
11.2 (e) Should a position become vacant, the remaining members shall co-opt another person at an Extra-ordinary General Meeting.
11.2 (f) Generally to manage the affairs of the Masters in accordance with the constitution.
11.3 General Meeting
11.3 (a) The Executive Committee may at any time for any purpose call a General Meeting.
11.3 (b) The SASMA General Meeting Committee shall consist of the current SASMA Executive Committee and the Presidents of all affiliated Masters Provinces. In the event the Provincial President is holding a position of the Masters Executive Committee then a representative from the Provincial Executive Committee is required to represent the Masters Province.
11.3 (c) Notice of such a General Meeting(s) and the purpose for which it is summoned shall be given by telephoning or sending a notice to all members entitled to attend the said meeting, 21 days prior to the date of meeting.
11.3 (d) The business to be transacted as such a meeting shall be confined to the purpose for which it has been summoned.
11.4 Extra-ordinary General Meetings
11.4 (a) Apart from the Annual General Meeting, the Executive may call an Extra-ordinary General Meeting should it so wish.
11.4 (b) Such an Extra-ordinary General Meeting is entitled to make decisions if:
i. All members entitled to vote have been notified at least 14 days beforehand.
ii. At least 50% and 1 of the members entitled to vote are present.
11.4 (c) If after an hour of the notified time 50% plus 1 of those members entitled to vote are not present, the Executive Committee shall declare the meeting null and void. If after half an hour of the notified time, 50% plus 1 of those members entitled to vote are not present, the reason / reasons for calling the meeting shall be considered dissolved. Read with 12.4(b)
11.4 (d) The Executive Committee must convene an Extra-ordinary General Meeting if requested to do so by at least one half of those members entitled to vote. The request shall be in writing and be accompanied by reasons for calling the meeting. Only matters pertaining to this request will be discussed.
(a) The President shall preside at the Annual General Meeting, General Meeting, Extra-ordinary General Meeting in his/her absence the SASMA Secretary will take the chair. If necessary a presiding officer will be called in.
(b) If both be absent, the meeting shall elect an acting chairman for that meeting only.
(c) If chaos should reign, the president shall have authority to declare the meeting closed and vacate the chair. No further business may then be transacted.
(d) At the Annual General Meeting the rules of debate shall apply.
(e) The president shall have authority on every point of order.
12.1 Adjournment. The president with the consent of the meeting may adjourn the meeting from time to time and at such adjourned meeting only such business as remains unfinished shall be transacted.
12.2 Interpretation of Constitution and Bye-Laws. The SASMA General Committee shall be the interpreters of the constitution and bye-laws.
12.3 Inspection of Books. Every member shall upon application to the Executive Committee be allowed to inspect the minute books and the income and expenditure of the Masters.
12.4 SSA to be notified where necessary.
12.4 (a) Quorum. A quorum at the Annual General Meeting, General Meeting, Extra-ordinary General Meeting shall be 50% plus 1 of all members and Executive Committee.
12.4 (b) If within 30 minutes from the time appointed for the meeting a quorum be not present, the meeting shall stand adjourned to the same place (if convenient) same time and same day in the week following (seven days); notice of such adjourned meeting to be distributed. All members then present shall constitute a quorum.
12.4 (c) If at such adjourned meeting no quorum be present, the members then present shall be entitled to proceed with the agenda for such meeting only.
If in a General Meeting a resolution for the dissolution of the Masters is passed by the required majority of members present, the Executive Committee shall thereupon or at such future as shall be specified in such resolution, proceed to discharge all liabilities of the Masters and shall make payment of any balance remaining or donate any remaining equipment to another institution of a similar nature and there-upon the Masters shall be dissolved.
Please refer to the Tournament Bye-laws for Tournament rules and regulations.
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