Africa Lacrosse Magazine. : UGANDA LACROSSE ASSOCIATION CONSTITUTION 2014

THE REPUBLIC OF UGANDA

UGANDA LACROSSE ASSOCIATION CONSTITUTION 2014

TABLE OF CONTENTS

Table of contents…………………………………………………………….2

Introduction..........................................................................................……...3

Agreement………………………………………………………………...….4

Objectives…………………………………………………………………….5

Membership………………………………………………………………….6

Submission requirements…………………………………………………...7

Subscription/funds……………………………………………………….....7

Candidacy…………………………………………………………………...8

Term of office…………………………………………………………….…8

Committee Rights……………………………………………………….….9

Assemblies…………………………………………………………………...9

Executive committee rights……………………………………………….…11

Matters not provided for………………………………………………...…..16

Adoption of Constitution…………………………………………………..16

Declaration…………………………………………………………………16

PREAMBLE

Lacrosse is a game where participants share a common bond of social relation with each other for sport that this association will offer to its members.

This constitution which is the cornerstone of our democracy obliges the Association to develop institutional and functional governance that facilitates the realization of the Association’s objectives. This commitment is reflected in respecting the National Council of Sports registration guidelines and the roles that each member of the executive committee and other interested parties have to play. These roles are designed to ensure that everyone contributes to the development of the main objective of the Association which is to promote the game of Lacrosse and facilitate the social intercourse of members while closely adhering to the rules and regulations of the game as well as to all other related national policies and guidelines of sports promotion.

THE REPUBLIC OF UGANDA

THE UGANDA LACROSSE ASSOCIATION (ULA)

Interpretation clauses:

The following words or phrases shall mean;

i). “ULA” shall mean the Uganda Lacrosse Association. It shall be noted that the name, label, description, portrayal, brand, epithet “UGANDA LACROSSE” is a legal reserve of the association in line with the authorization of the National Council of sports and the statutory Instrument No.30 2014 of the National Council of Sports Association stipulates that no non authorized entity or person shall use the same .

ii). Active members shall be members who participate in the day-to-day activities of the association e.g. players representatives, , fans representatives and other constituents etc.

THIS AGREEMENT is made the 30th day of August 2014 between National Council of Sports Uganda of P.O BOX 8063 Kampala Of the first part and Uganda Lacrosse Association with the secretary general- (Maurice Sserunkuma) representing the later.

WHERE IT IS AGREED AND DECLARED as follows:

Purpose

1. The parties hereto shall from the date hereof associate together as a society for the purpose of developing, managing and overseeing the introduction and development of the game of lacrosse in schools, clubs, universities and other community organizations while upholding the spirit of the game.

Affiliation

2. That ULA is duly registered with National Council of sports as the Ugandan lacrosse regulatory body and undertakes to comply with due regulations and guidelines as set in line with the NCS .

Rules

3. The constitution of the society shall be as stated in the schedule hereto and may only be improved, changed or altered following strictly by the provisions enshrined therein, as adopted here under by consensus of half the members.

First meeting

4. The first meeting of the society shall take place at MUBS on a given date that will be determined by the steering leadership.

SCHEDULE

CONSTITUTION OF ULA

PART 1: Name

1.1 The club shall be called the UGANDA LACROSSE ASSOCIATION.

ART 2: Objectives

2.1 The objects of the club shall be the following:

(a) To provide facilities for the sport of Lacrosse and for the social intercourse of members.

(b) To keep players informed of policy matters and to reasonably reflect the view of these players in the Club’s policy decisions.

(c) To provide a forum for discussions of all matters relating to the development and improvement of the standards of Lacrosse in Uganda.

(d) To promote Lacrosse while closely adhering to the Rules and Regulations of the game, as well as to all other related national Policies and Guidelines on Sports Promotion.

(e) To approve, supervise and take regulatory interest in all Lacrosse competitions in Uganda.

(f) To be exclusively responsible for the national team training, members engagement, vetting and endorsement of all clubs under Uganda Lacrosse Association.

(g) To develop proper officiating, administration systems, coaching methods and other skills required for the efficient management of the Lacrosse game.

(h) To organize national and international tournaments.

(i) To hold an Annual General Meeting each year to review the past year’s activities, make new strategies for the next year and elect a new Committee whenever elections fall due.

(j) To have an appropriate communication strategy for the activities of Lacrosse.

(k) To reject all forms of discrimination based on sex, gender, age, race, health status, social standing, and religious affiliation, so as to foster equal and unbiased participation in the activities of the Club.

(l) To arrange and provide or cause to provide for holding of Courses for the instruction and teaching of Lacrosse through meetings, coaching, mentoring, and organizing clinics in order to further the objects of the Club.

(m) To promote physical well being among the Lacrosse community in order to improve the quality of life of individuals who play the sport.

(n) To train and play the game of Lacrosse to excellence.

(o) To encourage others to play and compete.

(p) To Foster friendship and association for competitive purposes at schools and club level.

(q) To support and promote a national Lacrosse community and national Lacrosse team.

(r) To enhance good morals & good citizenship among members and associates.

ART 3: Membership.

3.1 Ordinary members

The Association shall have ordinary members and these shall be comprised of the different constituents under the association and will be represented at the general assembly by 3 three representatives of each entity.

3.2 Life members

Any member who has been a full playing Uganda lacrosse member for not less than four years may subject to the consent of the executive committee become a life member on the payment of UGX_1,000,000/= shs or 1,500$ U.S dollars for Non Ugandans in lieu of further annual subscriptions. These members shall not exceed 250people. The Executive Committee shall however have the power to elect as honorary life members, without payment of any further subscription, any member of not less than [three] years’ standing who shall in the opinion of the committee have rendered services to club such an election can take effect at a special meeting of the executive committee. There shall not be more than 150 honorary life members and not more than 5 candidates appointed at any one year .

3.4. Admission of Members

· A new Club will submit in writing to be admitted as members and the executive committee will vet it subject to admission at either an extra ordinary or at the Annual general meeting.

· Requirements for submission: The new Club shall be required to submit in there constitution, application letter/MOU and a schedule of their activities for review/endorsement, their steering committee and adress.

3.5 Executive Committee

Uganda lacrosse association shall be managed by an Executive Committee of 14 [fourteen] members. The executive committee shall be elected at the Annual General meeting after 4 years of service and subject to termination of office by resignation or otherwise shall remain in office until their successors are elected at the annual general meeting following their election. The committee shall have power to fill any vacancy that may occur. The retiring members of the committee shall be eligible for re-election if they are desirous for three terms after which they cannot stand .

REQUIREMENTS FOR SUBMISSION

3.5 Visitors

The committee shall have power to elect members of other clubs to use and enjoy the premises and facilities of the club as visitors for any period not exceeding two months.

3.6 Expulsion of members

The Executive Committee shall follow protocol on any member who shall offend against the rules of the clubs they are from or whose conduct shall in the opinion of the committee render him unfit for membership of the club. Before any such member is expelled the secretary shall give him seven days written notice to attend a meeting of the available committee and shall inform him of the complaints made against him. No member shall be expelled without first having an opportunity of appearing before the available committee members and answering complaints made against him or unless at least one third of the committee then present vote in favour of his expulsion.

The members of the executive committee shall at all times act in the best interest of Uganda lacrosse and shall not be found to have conflicting interests against the aspirations of the Association. If any such a member has conflicting interests he can be indicted upon 2/3voting members in writing and shall be voted out of office.

PART 4: Funds

4.1 Subscription

The annual subscription for playing members shall be UGX 30,000/= or, in the case of junior members under eighteen years of age/those in secondary schools, UGX 10,000 /= annually . The annual subscription for non-playing members shall be UGX_30,000/= and 100$ U.S for non Ugandan counterparts wishing to acquire membership .This shall be due on the 15th day of January in every year.

4.2 Entrance fee

(a) Such entrance fee as the committee may determine shall be payable by a candidate who has been elected a member and shall be paid with the first annual subscription.

(b) If such entrance fee and subscription be not paid within one month after notice shall have been sent informing the member of his election, such membership shall be void.

4.3 Default in payment of subscriptions involves:

(a) The members who neglect to comply with a request to pay or fail to request in writing for extension of payment time which should be less than one month.

(b) These members shall be posted on the notice board of Lacrosse Association or emailed and such members shall cease to be members on expiration of one month.

ART 5: CANDIDACY

5.1 Proposal of candidates for election

Every candidate shall be proposed by one member and seconded by another. All applications for candidacy shall be given at least 10 days before the elections and intention of candidacy made in writing and shall be signed by the candidate and at least two proposers. A person shall not hold an executive office of ULA unless that person has been involved in the sport (playing or administratively for less than 3 years . This person should also be a citizen of Uganda or the person has been in sports administration at a level recognized by the National Council.

· Resignation of membership

A member desiring to withdraw from the association must give notice in writing to the secretary within 30 days of his intention and deliberations.

ART 6: EXECUTIVE COMMITTEE RIGHTS.

6.1 Association Employees

The association employees shall be under the orders of the committee only, and no other member under ULA shall reprimand a club servant. If a member has any cause for complaint he shall bring the same forth before the committee in writing.

6.2 Alteration of rules

The Executive Committee shall have authority to alter the constitution, but no such alteration shall take effect until the same has been confirmed at the general assembly /Annual General Meeting by 2/3 members with a reason in writing .

6.3 Byelaws

The Executive Committee shall have power to make byelaws for regulating the conduct and affairs of the clubs , provided the same are not inconsistent with provisions of the Constitution. Such byelaws shall be posted in some conspicuous part of club premises and shall be binding on all the members.

ART 7: Meetings/Assemblies

7.1 Executive Committee Meetings. This shall be held with a minimum of one weeks notice given ahead of the meeting unless circumstances dictate otherwise. Matters to discuss include; upcoming tournaments, short term activities, finances, sponsorships and any other matter at hand.

7.2 (i) Annual General Meeting: A general meeting of the club shall be held every end of financial year not later than 18th December, with 30day notice given ahead of the meeting, to transact the following business:

(a) to receive and if approved, to adopt a statement of the associations accounts to the end of the proceeding year;

(b) to consider proposals and, if approved, sanction any duly made alteration of constitution and other policy issues;

(d) to appoint an auditor or auditors;

(e) to deal with any special matter which the committee desires or is obliged to bring before the members and to receive suggestions from the members for consideration by committee.

(f) To approve proposed activity calendar plans

(g) To debate and approve Budget projections.

(h) To receive discipline and membership applications for appointment or disappointment.

Notice convening the Annual General Meeting shall be sent to the members not less than [thirty] days before the meeting, and shall specify the matters as proposals to be dealt with.

7.3 Ordinary General Assembly

ULA may duly convene at given and agreed time of the year, with a two weeks notice given ahead of time, as and when business may so demand, without having to wait for the End-of-year Annual General Meeting. This non-scheduled Assembly shall be called an Ordinary General Meeting and may convene especially on matters that may require an immediate change of strategy, policy, plans, budget or matter that the members or Executive Committee may deem necessary, for which the Executive Committee does not have jurisdiction to resolve.

7.4 Special General Meeting:

A Special General Meeting, also called An Extra-Ordinary General Meeting may be convened at any time with a two weeks notice given ahead of time by the Executive Committee and shall be convened after a requisition in writing signed by not less than 20 members specifying the object of the meeting for any of the following purposes:

(a) to consider and, if approved, sanction any duly made alteration of the rules;

(b) to deal with any special matter which the members or the Executive Committee may consider to be of extreme urgency, and may desire to place before the members, including the expulsion of a member;

(c) to receive the resignation of the committee or to remove any member or members thereof from office and to fill any vacancy or vacancies caused thereby;.

Notice convening a Special General Meeting shall be sent to the members not less than [seven days] before the meeting and shall specify the only simple item on the Agenda for which the meeting was deemed very necessary and very urgent. No other business shall be discussed.

7.3 Chair at meetings

At committee as well as at general meetings the Chairman shall be elected to preside, and he shall have a casting or additional vote in the event of an equality of votes. In his absence the secretary general shall fill in.

Quorum:

7.4 At committee meetings 8eight shall form a quorum. At general meetings 20 members shall form a quorum.

8. Composition of the Executive Committee:

The Executive Committee will be comprised of the following:

(a) President

(b) Secretary General

(d) Treasurer

(e) National Development Directors and Coordinators (4)

(f) Marketing ,Sponsorship Managers and Coordinators (3)

(g) National Captains representing women and men (2)

(h) Advisor (1)

Roles of the members of the Executive Committee:

(a) Chairperson – Should be able to influence his colleagues to give their best and have a minimum of s.6 education certificate.

(i) To lead the Executive Committee and Association in general with the aim of achieving the objects of the association.

(ii) To be the executive face of the committee and at Meetings of the association.

(iii) To recruit members to the association and to search for sponsorship for the association.

(iv) To supervise and support all committee members in their roles while keeping them motivated.

(v) To ensure that there is no disconnect between the committee and the members by opening up and maintaining systems of transparency in the committee and communicating regularly with playing and non playing members.

(vi) Shall also be a signatory to the bank accounts and business dealings.

(vii) Shall have the casting vote incase of tie with regards to association decisions.

(b) Secretary General/Vice – Should be conversant with internet and written communication and an excellent organizer / coordinator.

(i) To keep and manage records of the association for ease of reference.

(ii). To be responsible for the administration of the secretariat and ensure certification of deserving members , coaches, referees ,players etc

(iii). To generate information for publication of the Association activities.

(iv). To bridge the gap between the Committee and the members by providing information in a timely and accurate manner when requested.

(v). To maintain international relations by correspondence with National Council of sports ,ULA and international and national governing bodies /stakeholders on behalf of ULA.

(vi). To take down minutes at the ULA General Meetings and committee meetings and be one of the signatories to the association bank accounts and business dealings.

viii). Ensure effective and timely delivery of notices and such other relevant documents to members and other addressees.

(ix). Fill in for the presidents roles in case of absence and in day today business be kept in the loop on all association engagements and businesses.

(xi). Certify members and clubs upon receipts/ considered applications.

(x). To act as one of the association’s bank signatories.

(c) Treasurer- Should have a degree in finance/accounting or business related .

(i) To collect all subscriptions, entrance fees and all other income payments due on behalf of the Association.

(ii) To manage the finances of the Association.

(iii) To prepare or cause to be prepared the budgets for the various projects of the Association and present it as a consolidated proposal of the association for the approval of the assembly.

(iv) To collect and receive and acknowledge with the secretary sponsorship donations.

(v) To act as one of the signatories to any bank accounts of the Club but not necessarily organizations business .

(vi) To work with auditors and banks to make sure bank finances are well maintained.

(d) Advisor. –This person should have good sports links and have sound experience in procedural ,policy matters and strategic growth competence.

(i) To act as advisor to the committee on procedural matters during the associations general meetings.

(ii) To act as advisor in regard to compliance with any local sports or international Laws or Regulations and social political economic factors that may affect the activities of the Association.

(iii) To advise on the would be resolutions of the committee and the assembly on disciplinary matters.

(iv) To guide on chosen national strategy and international relations .

(e) National Development Directors and Coordinators.- These should be self motivated individuals with a high degree of commitment /purpose .

i. To spread the game nationally through its introduction to various institutions, organizing Clinics, training workshops and tournaments.

ii. To create awareness and technical understanding of the game at national level.

iii. To maintain a strong relationship with different lacrosse constituents on behalf of the Association.

iv. To maintain and take good inventory of logistics and equipments.

v. To create a national development planning for the game.

vi. Coordinate in drawing the annual calendar of activities

vii. To liaise with coaches in training the players in the game and assist them to improve their skill.

viii. To communicate with players/clubs at a personal level to improve overall national performance.

ix. To formulate training programs of the national team to practice sessions and drills to enable better team play.

x. To remain up to date with the rules of the game and continually communicate and interpret them to clubs, players and the concerned stakeholders.

xi. To instill the spirit of the game in the players, fair play and the campaign against national doping etc

h). Sponsorship and Marketing Directors and Coordinators (3). – Must have project marketing and sponsorship / fundraising knowledge plus good pricing ,media management ,Corporate Social responsibility knowledge.

There shall be three coordinators to be called sponsorship and promotions

I. To approach potential sponsors including Public and Private Companies, Non Governmental organizations, Government, and other sporting bodies both local and international so as to raise funds for the activities of the association which include tournaments, tours, buying equipment etc.

II. To inquire and obtain best practices from other clubs and Associations in regard to fund raising and sports promotions.

III. To promote and write about the game in the media and make international correspondences and travels to promote the sport.

IV. To organize televised Clinics, make press releases and publish brochures .

V. To construct, maintain and update the association website.

VI. To publicize the game both locally and internationally.

j). Captain.

a. The national team captain’s expected role shall be, to actively recruit members.

b. To observe and coordinate the game and training sessions.

c. To encourage sportsmanship and ensuring that players uphold the spirit of the game.

d. To ensure that players are well kitted to play the game.

e. To ensure that all equipment is available for training sessions and for games.

f. To represent the interests of players at the executive committee as well as AGM to work as a quick method of transmitting information between players and the management.

9. Sub Committees.

The Association will have the following sub-committees.

(a) Medical Committee- to ensure the safety and general wellbeing of the players during training and during tournaments.

(b) Technical and Rules Committee- to advise the Executive Committee on matters relating to observance of the rules of the game, as well as providing new information on the rules of the game.

(d) Disciplinary Committee- to ensure that the spirit of the game is upheld and to discipline any members that may neglect/refuse/obdurately abandon the spirit of the game.

(e) Accountants and Audit committee – to provide for audits and accountability.

10. Finances and Financial year

i. The financial year shall begin on 1st January of one year and shall end on the 31st December of the same year.

ii. Every member in shall pay subscription/membership Fees annually and these fees shall be determined by the Executive Committee.

iii. The executive committee shall decide on what action to take on members who default on their subscription dues .

iv. The Executive will receive all moneys of the club, and form a Financial Committee if necessary.

v. The association will operate a bank account in a chosen financial institution.

vii. Withdrawing money or any other financial transaction shall require three signatories;

viii. The Treasurer must keep a clear book of accounts showing revenue and expenditure throughout any single year and will be required to submit reports to the executive

periodically and at the end of the year.

ix. The club shall appoint from within or outside the club, recognized professional auditors to audit the club's books of accounts every year .

Affiliations:

ULA will be affiliated to various organizations and associations involved in Lacrosse activities both nationally and internationally.

MATTERS NOT PROVIDED FOR.

The executive committee shall democratically decide on any matters not provided for by the provisions of this constitution and those which may simply be implied in a lesser direct manner.

All such matters, advice and resolutions emerging from this scenario shall all times be interpreted in consonance with the cardinal spirit, vision, aim and objectives of this constitution and not in contravention of any or part of its provision.

ADOPTION OF THIS CONSTITUTION

This constitution is hereby deemed to come into effect immediately upon its ratification, as below declared and endorsed by members where upon this supreme documents hereby adopted by a consensus of the quorum of the members present (as attached).

Nonetheless, and for emphasis, this constitution shall at all appropriate future time require 2/3 of only eligible members, to amend, alter or improve any part of this supreme document.

DECLARATION

Accordingly therefore, in full consent with the provisions enshrined in therein National Council of Sports gazette No 19 Volume CVII 2014, this initial edition of Uganda Lacrosse Association constitution has been adopted in a duly constituted general assembly and will fully supersede any previous ULA governance documents as the rebirth of this association takes due effect upon agreement of the members present on this …….. (Day) of …………. (Month) of 2014, convening at ………………… (venue) and in the presence of (witnesses) as endorsed by the members:

Secretary

……………………………..

Africa Lacrosse Magazine.

Monday 1 May 2017

UGANDA LACROSSE ASSOCIATION CONSTITUTION 2014

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