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1. NAME
1. The name will be "North West District Primary School Sport".
2. AIMS
1. To provide, foster and develop sport within state primary schools and special schools affiliated with North West District School Sport.
3. POWERS AND FUNCTIONS
1. In its role as a departmental committee, the operations of the Board of Management, North West District Primary School Sport are subject to the policies, practices and directives of Education Queensland and Metropolitan North Region, through the North West District Primary School Sport.
2. To exercise the general control and management of Primary School Sport in North West District in cooperation with District Management Committees.
3. To supervise, endorse and, where relevant, approve or direct the activities of the North West District Primary School, Sport Specific Sub-Committees.
4. To subscribe to, become a member of and cooperate with any other organisation, whether incorporated or not, whose objects are similar to those of North West District Primary School Sport.
5. To establish sub-committees consisting of members of North West District Primary School Sport to coordinate, investigate and report on any activity or matter deemed necessary.
6. To distribute documents for the efficient conduct and administration of Sport in state Primary schools, non-state Primary schools and special schools affiliated with North West District Primary School Sport.
7. To manage all funds held by North West District Primary School Sport in accordance with the Financial Procedures provided by Education Queensland.
8. To interpret the meaning of these Management Procedures subject to Section 3.1 above.

 

 

 

 

 

 

4. MEMBERSHIP
1. Any teacher who has a current registration with the College of Teachers is automatically eligible to attend Board of Management meetings of North West District Primary School Sport as a non-voting participant.
2. Membership of the Board of Management of North West District Primary School Sport shall be:

Voting Members –

• Chair, Deputy Chair/s
• 1 and 2 representatives from each affiliated school, one of which should be the school principal or nominee.
• Non-voting member R.S.S.O.

1. The Chair, Secretary and Treasurer are to be elected by and from the voting members at the Annual general Meeting and approved by the Chair, Metropolitan School Sport Board.
2. Any member of the Board of Management may resign from membership of the Board of Management at any time by giving notice in writing to the Chair through the body they represent.

1. VACANCIES
1. The Board of Management shall have the power at any time to appoint any member of the Board of Management to fill any casual vacancy caused by the resignation of the Chair or deputy Chair until the next annual general meeting.
2. A vacancy caused by the resignation of any other representative shall be filled by the relevant body.
2. FUNCTIONS OF SUB-COMMITTEES
1. Any sub-committee shall in its operations conform to these Management Procedures and any further conditions imposed on it by the Board of Management.
2. A sub-committee shall coordinate, investigate and report on it by the Board of management.
3. Sub-committee members may be required to attend Board of Management meetings to report on their activities and to assist the Board of Management with the implementation of projects assigned to them.

 

 

3. GENERAL MEETINGS OF THE MANAGEMENT COMMITTEE
1. The time, date and venue of any Board of Management meeting shall be determined at the previous meeting of the Board of Management or as directed by the Metropolitan North School Sport Board, Education Queensland.
2. All the members of the Board of Management shall have access to all meetings, whether by proxy or in person.
3. A special meeting of the Board of Management shall be convened upon the requisition in writing by the Executive or not less than one-third of the members of the Board of Management or as directed by the Metropolitan North School Sport Board or Education Queensland. Any such requisition shall clearly state the reasons why a special meeting is being convened and the nature of the business to be transacted thereat.
4. The business to be transacted at a Board of Management meeting shall be listed as an agenda to be distributed to all committee members at least 7 days prior to the date of the meeting.
5. The Chair shall preside at all meetings of the Board of Management. If the Chair is unable to attend any meeting, the Deputy Chair shall chair the meeting.
6. At every meeting of the Board of Management, five (5) voting committee members shall constitute a quorum. A member is considered to be part of the quorum whether in person or by proxy.
7. If within half an hour from the time appointed for the commencement of a Board of Management meeting a quorum is not available, the meeting shall be adjourned meeting a quorum is not present, the meeting shall lapse.
8. Issues arising at any meeting of the Board of Management shall be decided by a majority of votes and, in the case of a tied vote, the motion shall be lost.
9. Persons eligible to vote may vote in person or by proxy. The appointment of a proxy shall be in writing.
10. A resolution in writing, signed by a majority of all members of the Board of Management shall be as valid as if it had been passed at a duly convened and held meeting of the Board of Management.
11. The Secretary shall document full and accurate minutes of all questions, matters, resolutions and other proceedings of every Board of Management meeting and annual general meeting. For the purpose of ensuring the accuracy of the recording of such minutes, the minutes of every Board of Management meeting and annual general meeting shall be signed by the Chair of the next meeting following a resolution verifying their accuracy.

 

 

 

 

4. ANNUAL GENERAL MEETINGS
1. The annual general meeting shall be held at any time and place determined by the Board of Management of the North West District Primary School Sport subject to the approval of the Metropolitan North School Sport Board and Education Queensland.
2. The Chair shall convene all annual general meetings of North West District Primary School Sport by giving at least 14 days notice of such meeting to all constituent groups and members of the Board of Management of North West District Primary School Sport.
3. At any annual general meeting of the Board of Management a number of five committee members shall constitute a quorum. A member is considered to be part of the quorum whether in person or by proxy.
4. The Chair shall preside at all annual meetings of the Board of Management. If the Chair is unable to attend any meeting, the Secretary or Treasure shall chair the meeting.
5. All issues arising at any annual general meeting shall be decided by a majority of votes and, in the case of a tied vote, the motion shall be lost.
6. Each affiliated school in the district is allowed two (2) votes on each motion, and members of the executive one (1) vote each, with the chair having the casting vote.

Teleconference access to all meetings, given reasonable notice of such request for access, shall be made available on a user pays basis.

7. The business to be transacted at every annual general meeting shall be:

• The receiving of the annual report and a statement of income and expenditure, and assets and liabilities for the preceding financial year.

• The receiving of the auditor’s report upon the books and accounts for the preceding financial year.

• The election of the Chair, Secretary and Treasurer of the Management Committee.

• The receiving of nominations from all constituent bodies.

• The appointment of an auditor, subject to the approval of Education Queensland.

1. At the annual general meeting of the North West District Primary School Sport, the Chair, Secretary and Treasurer shall retire from office, but shall be eligible for re-election.

 

2. The election of the Chair, Secretary and Treasurer shall take place in the following manner:-

• Any two (2) members of the Board of Management of North West District Primary School Sport may nominate any other member to serve as the Chair, Secretary and Treasurer.

• The nomination, which shall be in writing and signed by the member, proposer and seconder shall be lodged with the Chair at least seven (7) days prior to the annual general meeting at which election is to take place.

• Balloting lists containing the names of the candidates in alphabetical order shall be distributed to all constituent bodies and members of the Board of Management prior to the date of the meeting.

• If no nominations are submitted will be accepted from the meeting.

1. ANNUAL REPORT

A copy of the Management Committee’s annual report and statement of income and expenditure, and assets and liabilities for the preceding financial year shall be provided to the Metropolitan North School Sport Board and Education Queensland, after the annual general meeting.

2. FUNDS AND ACCOUNTS
1. The funds of North West District Primary School Sport shall be managed at all times according to the financial procedures provided by Education Queensland.
2. The funds of the North West District Primary School Sport shall be deposited in a bank account in the name of North West District Primary Sport in accordance with Education Queensland policy. The Financial Officer shall be the Treasurer.
3. Proper books and accounts shall be kept and maintained either in written or printed form showing correctly the financial affairs of North West District Primary School Sport.
4. The Treasurer shall present at each Board of Management meeting a comprehensive financial statement for the period since the last Board of Management meeting, including full details of the nature and purpose of all expenditure.
5. All expenditure shall be in accordance with Education Queensland policy and be approved or ratified at a Board of Management meeting.
6. Income and equipment shall be used solely in promotion of the aims of Metropolitan Primary School Sport and in exercise of its powers and functions.
7. As soon as practicable after the end of the financial year the Financial Officer shall prepare a statement containing the particulars of:

• The income and expenditure for the financial year just ended;

and

• The assets and liabilities of North West District Primary School Sport at the end of that year.

1. FINANCIAL YEAR

The financial year of the North West District Primary School Sport shall close on 31 December in each year or on a date approved by Education Queensland through the Metropolitan North School Sport Board.

2. COMPETITION PROCEDURES
1. All competitors and activities of North West District Primary School Sport must be approved by Education Queensland through the Metropolitan North School Sport Board.
2. Competition Procedures shall be detailed in a separate document of that name and shall include:

• Competition structures, conditions and rules.
• Team selection procedures.
• Appointment of team officials.
• Responsibilities for the conduct of District championships.
• Relevant Departmental Policies.

1. Competition Procedures, including alterations, require the approval and / or ratification of the North West District Primary School Sport.

1. PARTICIPATION BY SCHOOLS
1. State Primary schools, non – State Primary schools and Special schools may participate in the activities provided by North West District School Sport by paying an annual affiliation fee.
2. The affiliation fee payable by participating schools shall be determined by the Council of management of North West District Primary School Sport and approved by the North West District Primary School Sport.
2. ALTERATIONS TO MANAGEMENT PROCEDURES
1. These Management Procedures may be amended, rescinded or added to from time to time by a special resolution carried by 75% of members at a meeting of the Board of Management, or as directed by Education Queensland.
2. Any such amendment, recision or addition by the Board of Management shall only be valid where at least twenty-eight (28) days notice has been given to the members of the Council of Management, and that such amendment, recision or addition has been approved by Education Queensland through the Metropolitan North School Sport Board.
3. CESSATION OF OPERATIONS
1. North West District Primary School Sport shall cease operations if:

• 75% of all members of the Council of Management attending a meeting convened for that purpose vote in favour of a resolution to that effect.

• or as directed by Education Queensland.

15.2 If North West District Primary School Sport ceases operations in accordance with section 14.1, all remaining assets, after payment of all accounts, shall be transferred to Metropolitan North School Sport Board or as directed by Education Queensland.