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(Amended 2011)
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| 1.1 |
NAME |
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The Association shall be called the New South Wales Primary Schools Sports Association (NSWPSSA). |
| 1.2 |
MEMBERSHIP |
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(a) |
Region Primary Schools Sports Associations and invited Associations on payment of the prescribed affiliation fees shall be eligible for membership. |
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(b) |
Life Members. |
| 1.3 |
OBJECTS |
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(a) |
To promote and organise such sporting carnivals and competitions at the State level as have been approved by the Director-General, Department of Education and Training. |
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(b) |
To organise and conduct such Interstate and International competitions and tours as have been approved by the Director-General, Department of Education and Training. |
| 1.4 |
RESPONSIBILITY |
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The Association shall be responsible to the Director-General, Department of Education and Training through the New South Wales School Sport Unit.
All communications from the Association to the Director-General, Department of Education and Training will be addressed in the first instance to the Assistant Director- General responsible for School Sport.
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| 1.5 |
SCOPE OF SERVICE |
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Boys and girls from the age of 8 years to 13 years 5 months in the year of competition, (Primary eligibility) attending Public Primary Schools and other schools by invitation, after affiliation, within the State of New South Wales shall be eligible to participate in competitions promoted by the Association. |
| 1.6 |
EXECUTIVE |
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The Executive of the Association, which shall have powers to co-opt for specific purposes, shall consist of: |
- President
- Senior Vice-President
- Three Vice-Presidents
- Honorary Treasurer
- Senior Education Officer - Primary Sport (SEO)
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These officers, with the exception of the Senior Education Officer, will be full time members of the teaching staffs of primary schools and their appointments are subject to ratification by the Director-General, Department of Education and Training. The Senior Education Officer will be a teacher appointed by the Director-General. |
| 1.7 |
COUNCIL OF THE NSWPSSA |
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The Management and control of the Association shall be vested in a Council which at all times must consist of a minimum of eighty percent (80%) personnel from Government schools. The council will be made up of: |
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(a) |
Members of the Executive who shall have full voting rights. |
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(b) |
Two representatives nominated from the New South Wales Primary Principals Council who shall have full voting rights. |
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(c) |
Three delegates from each Region Primary School Sport Association and invited Association, two of whom must be school based, who shall have full voting rights. Such delegates shall be teachers employed by the New South Wales Department, Department of Education and Training or teachers from affiliated schools.
Such delegates to be approved by the appropriate Director or Association.
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(d) |
Elected Conveners for each individual sport, who shall have the right to speak and move motions, but not to vote on any matter other than those pertaining to their particular sport.
Please Note: Where a sport has not completed its current year's activities at the time of the Annual General Meeting the incumbent convener be empowered to complete that sport's activities.
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(e) |
Life Members of the NSWPSSA in their own right, who shall be non-voting members. |
| 1.8 |
MEETINGS |
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(a) |
Council meetings shall be held as required. |
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(b) |
Council meetings shall be called by the SEO, giving a minimum of fourteen (14) days notice in writing to the members of the Council. Despatch records showing record of notice of meeting having been sent shall be sufficient evidence of notice of meeting having been given. |
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(c)
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A special meeting of the Council may be called at the written request of seven voting councillors or by the Executive. Usual notice of meeting will be given for any such special meeting. |
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(d) |
The Annual General Meeting shall be held prior to the 1st December each year and shall be held separate from and immediately prior to the November General Council Meeting.
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| This Annual General Meeting shall: |
- Receive the President's Annual Report.
- Receive an Executive Officers Report.
- Receive the Treasurer's Report.
- Determine the membership fee and determine the amount of out-of-pockets expenses to be paid to the Executive Members and Conveners.
- Elect Life Members (a list of life members will be presented in the meeting papers).
- Install the elected Executive Officers and Conveners for the ensuing year.
- Receive and adopt the Returning Officer's Report on the election of Conveners.
- Deal with other matters as determined by the meeting.
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(e) |
A meeting of the Executive of the Association shall be held as required. |
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(f) |
The location of Council and/or Executive meetings shall be determined by the Council or Executive. |
| 1.9 |
VOTING |
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(a) |
Each Councillor present and voting shall be entitled to one vote. In the case of equality of vote the Chairman shall have the casting vote. |
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(b) |
All voting members of the Council, except as outlined in Section 1.11 (a) (iii), present and voting, shall constitute the electorate for any election conducted at Council meetings. |
| 1.10 |
ASSOCIATION CORRESPONDENCE |
| All correspondence sent in the name of the New South Wales Primary Schools Sports Association by the Secretariat, any of the Association's Sub-Committees, Executive Officers and Conveners must be sent over the signature of the SEO or President of the New South Wales Primary Schools Sports Association. |
| 1.11 |
ELECTIONS |
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(a) |
ELECTION OF EXECUTIVE |
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(i) |
Nominations carrying the nominee's consent, Principal's approval and Region Sports Association's or invited Association's recommendation, for election to an Executive position, shall be lodged with the SEO, in writing, by 4.00 p.m. on the day of the first meeting of Council in Term 4 or by a time determined by the Executive should this meeting not be held. |
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(ii) |
Where there are insufficient nominations for any position on the day of the election, nominations will be called for and accepted from the floor of the meeting. |
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(iii) |
Members of the Executive shall be elected by the Region and invited Association delegates. Each Region and invited Association shall be entitled to three votes in the election for members of the executive, irrespective of the number of delegates present at that time of the election. In a case of emergency, fax/ telephone votes will be accepted, provided they are received by the Returning Officer prior to the conduct of the ballot. |
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(iv) |
Election for single positions shall be by preferential voting for members of the Executive and shall take place at the Annual General Meeting each year. Persons so elected will assume office at the Council Meeting that follows the Annual General Meeting. |
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(v) |
Elections for multiple people in multiple positions in Executive elections shall be by first past the post on primary votes and shall take place at the Annual General Meeting each year. Persons so elected will assume office immediately and hold their position until the Annual General Meeting in the following year. |
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(vi) |
When a tie occurs in an executive selection a draw from the hat will be made to decide the election. |
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(b) |
ELECTION OF CONVENERS |
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(i) |
An application form listing all positions of Convener and dates by which applications must be submitted, shall be sent to all schools prior to the commencement of Term Three each year. |
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(ii) |
Applications for election as a Convener carrying the Principal's approval and comment from the appropriate Region Primary School Sports Association or invited Association, shall be in the hands of the SEO by the due date. |
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(iii) |
List of applicants and positions for which no applicants have been received shall be circulated to each Region Primary Schools Sports Association, invited Association and members of the Council of the NSWPSSA within three (3) days of the closing date for their consideration. |
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(iv) |
The election of conveners shall be by preferential ballot at the Annual General Meeting each year. The conveners shall be elected by the Executive and the Region and invited Association delegates. Each Region and invited Association shall be entitled to three votes in the election for Conveners, irrespective of the number of delegates present at the time of the election. The new Conveners will assume office at the Council meeting that follows the Annual General Meeting. |
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(v) |
Positions for which no applications were received by the due date may be filled by the Council conducting an election based on nominations received at the first programmed meeting of 1st Term each year, at a subsequent meeting or as determined by the Council. |
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(c) |
ELECTION FOR MANAGERS AND COACHES |
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(i) |
An application form listing all positions for Manager and Coach and dates by which applications must be submitted, shall be sent to all schools at the commencement of each school year. |
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(ii) |
Applications carrying Principal's approval and Region Primary Schools Sports Association's or invited Association's comment must be in the hands of the SEO prior to the 1st March each year. |
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(iii) |
The appropriate sport sub-committees may make their comment on applications through the SEO to the Executive. |
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(iv) |
Election of Managers and Coaches shall be carried out by the Executive. Such election shall be submitted, sport by sport, for ratification by a programmed Council meeting in Term 1 of each year. |
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(v) |
In the event of the council not ratifying the executive recommendation an election for the position(s) shall be conducted. Elections shall be by preferential primary vote.
Elections for multiple positions with multiple candidates shall be by first past the post on primary votes.
These elections shall take place at the first General Meeting each year. |
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(vi) |
A Coach of a New South Wales Primary Schools Sports Association team may not hold an official position with a 'like' regional team in the same year. |
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(d) |
ELECTION OF DELEGATES
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The Council may elect delegates to those bodies approved by the Director-General, Department of Education and Training as having a bearing on the Primary Curriculum. |
| 1.12 |
FINANCE |
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(a) |
The Financial year of the Association shall be the calendar year. |
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(b) |
All monies derived from the activities of the Association or from sources outside the Association shall be banked in the name of the Association by the Administrative Assistant without delay. |
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(c) |
The Administrative Assistant shall pay all claims against the Association as approved by the Council. |
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(d) |
The Administrative Assistant shall keep account of all monies received and disbursed and shall prepare financial statements for submission by the Treasurer at meetings of the Council and at such other times as the Executive may direct. |
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(e) |
The banking signatories shall be any two (2) of the following. |
- President
- SEO - Primary Sport;
- Treasurer; and
- Administrative Assistant.
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(f) |
All major expenditure for activities must receive prior approval. Authorisation to incur expenditure may be made by only one of the following: |
- President
- SEO - Primary Sport;
- Treasurer; and
- Administrative Assistant.
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(g) |
The Administrative Assistant, at the conclusion of each financial year, shall take appropriate steps to have the books of that year audited according to the Department of Education and Training requirements for the auditing of financial records prior to the Treasurer's presentation of the financial statement to the first Council meeting of the following year. |
| 1.13 |
PLACEMENT OF RECORDS |
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Upon receipt and adoption by the Annual General Meeting, copies of the Annual Report and audited Financial Statement shall be lodged with the Department of Education and Training through the School Sports Unit. All schools, State and National libraries will be circularised with the minutes of the Annual General Meeting and the annual financial statement through the receipt of the NSWPSSA Sports Journal. |
| 1.14 |
SUB-COMMITTEES |
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The Council may appoint sub-committees as and when required. The Executive shall be represented on all such sub-committees. |
| 1.15 |
COMPETITION RULES |
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The Association shall determine rules, regulations and conditions for the organisation and control of competitions under its authorities. |
| 1.16 |
LIFE MEMBERSHIP |
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(a) |
Life Membership of the Association may be conferred by the Council for distinguished service to sport within New South Wales Schools. |
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(b) |
Candidates for Life Membership will have made outstanding contributions to school sport over a lengthy period at various levels including as an elected NSW PSSA executive, convener, coach or manager, or elected delegate to Council for a period of at least ten years. |
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(c) |
Nominations must be submitted through their relevant Association or the State Executive accompanied by a written citation of achievements and contributions of the nominee. Nominations should reach Executive Officer at least one month prior to the AGM. The State Executive shall consider nominations for Life Memebership and make reccommendations, based on the stated criteria, to the State Council. Candidates nominated may not necessarily be recommended for Life Membership. |
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(d) |
Life Members of the Association may attend meetings of Council, move or second motions, speak for or against any motion, but may not vote. |
| 1.17 |
CRITERIA FOR SERVICE AWARDS |
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Candidates for Sport Service Awards will have made outstanding contributions to a particular sport over a lengthy period at various levels. |
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(a) |
Nominations must be submitted to the Executive Officer by the convener of the particular sport accompanied by a written citation of achievements and contributions to the sport of the nominee at least one month prior to the relevant State PSSA carnival. Nominees should have provided service for at least ten years at a regional or state level in the sport for which they are being nominated.
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(b) |
The State Executive shall consider all nominations for Sport Service Awards and approve where deemed appropriate. |
| 1.18 |
AMENDMENTS TO CONSTITUTION |
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This Constitution may be amended by a two-thirds majority at any Council meeting, provided Notice of Motion has been given to all councillors at least one (1) calendar month prior to such meetings. Any amendments or additions so made will not become effective until approved by the Director-General, Department of Education and Training. |
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