1. Definition and Terms

i. “The Constitution” shall stand for the constitution of Top Form Athletic Club. ii. “The W.P.A.” shall stand for the Western Province Athletics. iii. “The A.S.A.” shall mean Athletics South Africa. iv. “The Chairman”, “The Secretary” and “The Treasurer” shall mean the officials as specified of the Top Form Athletic Club. v. “Member in good standing” shall mean a member in a credible position with the club.

2. Club Name

The name of the club shall be Top Form Athletic Club.

3. Club Address

The address of the club shall be P O Box 14564, Lansdowne, 7780.

4. Club Colours

i. The colours of Top Form Athletic Club are jade and turquoise shorts and vest with white detailing with the name of the club in white on jade section of the vest. ii. Club gear to be purchased via the club only. Ladies are allowed to wear a white top under club vest and only club tracksuit pants.

5. Aims and Objectives

i. The aim of the club shall be to foster, encourage, improve, control and manage the sport of amateur athletics in all its forms. ii. To promote a healthier lifestyle through sport (athletics).

6. Ways and Means of Achieving Aims and Objectives

i. By affiliating itself to the W.P.A. ii. By providing facilities, equipment, and other conveniences necessary for the practicing and carrying out of the sport of Amateur Athletics. iii. By acquiring property legally, both movable and immovable, as may be required to achieve the aims and objectives of the club.

7. Membership

Open to all.

8. Committee

i. The management of the affairs of the club shall be in the hands of and under the control of the committee. ii. The committee shall consist of The President, Chairman, Public Relations Officer; Development Officer; Secretary, Treasurer, Race Director, and Social Events Organizer. iii. Every member of the committee as set out shall be entitled to one vote at committee meetings with the exception of the Chairman who, in addition to a deliberate vote, shall have a casting vote. iv. Members of the committee as set out above shall also be elected bi-annually at the Annual General Meeting (AGM) of the club. Thereafter available for another year term. Above must be submitted to the secretary within 14 days after the date of the AGM. If the need arises, the term of the committee may be extended for additional terms especially to fill critical positions. These extensions should include a mentoring programme in order to fill positions on the committee. Should any vacancies occur in the committee, the remaining members shall have the power to fill such vacancies. v. The committee as defined in clause 8(ii) shall meet at least once a month. vi. Powers of the committee shall be: (a) To appoint such members to the committee, including the Chairman, as it may deem necessary. (b) To operate its banking accounts, and to sign all Power of Attorney or all legal and other documents (the above clause being subject to the provisions as set out in clause 11(v)). (c) To appoint sub-committees for any purpose it may deem necessary to further the aims and objectives of the club and receive, consider and deal with all reports of such sub-committees. (d) To prepare or cause to be prepared an Annual Report and Financial Statement and a Balance Sheet for submission to the Annual General Meeting of the Club, to be audited by an external bookkeeper. (e) To do all such other matters or things as may be considered expedient in the management of the Club’s affairs in accordance with the proclaimed aims and objectives and subject.

9. Meetings of the Committee

i. The committee shall meet once every calendar month. ii. All meetings of the committee shall be convened by written or verbal notice to be addressed to all members of the committee at least seven days before the date of such meeting. iii. In cases of extreme emergency, the time allowed for the convening of such a meeting may be reduced at the discretion of the Chairman and Secretary, in which case members of the committee may be verbally summoned either in person or by telephone to such a meeting. iv. The quorum at a Committee Meeting shall be two-thirds, except in the case of an emergency meeting, a committee consisting of the Chairman and two other members of the committee (three in all), shall be delegated to deal with matters of urgency – such matters to be confirmed at the next committee meeting. v. The procedure at all committee meetings shall be as provided in the constitution of general meetings. vi. Minutes shall be kept of the proceedings at all meetings of the committee and copies of all such minutes shall be circulated to all committee members. vii. Any elected member of the committee, who absents from three consecutive meetings of the Committee, shall be deemed to have vacated his/her seat. viii. The minimum time to give notice of absence for any committee meeting is 24 hours.

10. General Meetings

There shall be two types of General Meetings: i. The Annual General Meeting and three general meetings. ii. The Special General Meeting.

Annual General Meeting i. The Annual General Meeting shall be held during the last quarter of each year. ii. Notice of the A.G.M. given in writing, giving venue, date, time, and agenda. iii. Notices shall be posted to all members and office bearers of the Club at least 21 days before the date of the meeting. iv. The following business in the order given shall be dealt with at the A.G.M.: (a) Notice convening the meeting; (b) To read and adopt the minutes of the previous A.G.M.; (c) To read and adopt the minutes of any Special General Meetings which may have been held since the previous A.G.M. and to deal with matters arising therefrom; (d) To receive the annual report from the committee at the meeting; (e) To receive a Financial Statement and balance sheet; (f) To elect the members of the committee of the Club; (g) To receive and deal with applicants’ membership; (h) To deal with any special business of which due notice has been received at least 30 days prior to the A.G.M. by the committee so that it can be embodied in the agenda accompanying the notice convening the A.G.M.; (i) To deal with any other business of a general nature.

Special General Meeting i. A Special General Meeting of the Club shall be called: (a) Upon a resolution to that effect by the Committee; (b) Upon receipt of a requisition for such a Special General Meeting, signed on behalf of at least 20% of the general club members of good standing, and giving reasons for holding such a Special General Meeting. ii. The secretary shall give notices to all club members within seven days of receiving such requisition, giving venue, date, and time, and clearly stating the business of such a Special General Meeting. iii. The business of such a Special General Meeting shall be to deal with the Special Business for which the Special General Meeting had been called. iv. No other business other than that for which the Special General Meeting has been called can be dealt with at such a Special General Meeting, unless agreed to by at least two-thirds of the accredited delegates present.

Representation at General Meetings

i. At every General Meeting of the Club, members in good standing shall be entitled to vote. ii. At every General Meeting of the Club, the members of the committee shall be entitled to one vote each with the provision that no one member shall have more than one vote. iii. Members of the outgoing committee, provided they are willing to stand, are automatically nominated.

Procedures at General Meetings

i. Quorum: (a) At least 25% of the senior club in good standing must be represented at the General Meeting to form a Quorum. (b) Should there be no Quorum within the time the General Meeting has been called, the meeting shall stand adjourned for seven days at the same venue and time, and the Secretary shall immediately give notice to all club members. (c) Those club members represented at the adjourned meeting shall be deemed to be a Quorum, and the business for which the meeting was originally called shall be proceeded with. (d) The Chairman of the Club shall preside at all General Meetings of the Club. (e) Should the Chairman not be present at the meeting, the members present shall elect amongst themselves one member to preside at such a General Meeting. ii. Voting at all General Meetings shall be by show of hands. iii. The Chairman shall have a deliberate vote as well as a casting vote. iv. Minutes shall be kept of the proceedings at all General Meetings of the Club and certified copies of such Minutes shall be posted to all members of the Committee and all club members in good standing.

11. Finance

i. The finances of the Club shall accrue in the following way: (a) By revenue derived from sports meetings. (b) By entrance fees. (c) By gifts, grants, donations, and legacies. (d) By profits and sale of equipment, refreshments at sports meetings, programs, etc. ii. All monies accruing to the Club shall be deposited to the credit and in the name of the Club at a commercial bank. iv. All monies and other assets belonging to the Club shall be under the control of the committee. v. As far as is practical, all payments made on behalf of the Club shall be by cheque, signed by the Chairman and Treasurer. vi. All accounts shall be audited by an external bookkeeper at the end of each financial year. vii. No member of the Club shall incur any liability on behalf of the Club without the sanction of the committee.

12. Amendments to the Constitution

i. The Constitution of the Club shall not be amended except at the Annual General Meeting or a Special General Meeting of the Club. ii. Amendments to the Constitution shall not be adopted unless passed by a two-thirds majority of those club members present. iii. Notice of motion to amend the Constitution must be submitted to the Secretary at least 30 days before the date of the meeting. iv. The proposed amendment must be set out in the notice convening the meeting. v. Any alteration, addition, or amendment made to the Constitution shall be notified to the W.P.A. in writing within 14 days of such alteration, addition, or amendment.

13. Dissolution

i. The Club may be dissolved if it is the wish of three-quarters of the members of good standing present at a Special General Meeting called for this purpose. ii. Upon such dissolution, any assets remaining after satisfying all debts and liabilities shall be handed over to the W.P.A. who shall distribute same to other Clubs with similar aims and objectives.