1. NAME
(a) The name of the organisation shall be the Ulster Deaf Sports Council referred to hereafter as the U.D.S.C.
(b) The U.D.S.C. shall be affiliated to the Irish Deaf Sports Association (hereafter referred to as the IDSA.)
2. OBJECTS
(a) The provision of facilities in the interests of social welfare for the recreation of deaf people in Ulster (the area benefit)
2.1 In furtherance of the above objects, the organisation shall :
(a) be responsible for the organisation of contests and championships in Ulster among the Deaf
(b) provide opportunities for the Ulster Deaf to take part in open competitions with the Deaf outside Ulster.
3. DEFINITION
By the Deaf is meant
Who is profoundly deaf or may have a facility of hearing up to a certain loss of 55 decibels in the better ear without aids in accordance with the decision of C.I.S.S (Art 2 207-2)
4. MEMBERSHIP
(a) All the deaf citizens of Ulster irrespective of religion or origin
(b) Each member shall receive on joining, a copy of the Constitution and the Bye-Laws of the Council.
(c) Acceptions of membership binds the applicant to observe the Constitution and Bye-Laws of the IDSA. and the U.D.S.C.
(d) A member whose subscription is in arrears may not take part in any sports events / function organised by the IDSA. and the U.D.S.C., nor will he / she be eligible for representation in International Deaf competitions.
5. RESIGNATIONS
Members wishing not to take part in any sport shall do so in writing to the Council at least one month before any sporting event;
Ulster members shall resign from membership by writing to the U.D.S.C. at any time to avoid arrears in subscription fees.
6. DISCIPLINE
(a) Should the conduct of the member be in the opinion of the Committee injurious to the good name of the U.D.S.C. the U.D.S.C. Committee shall call before them the member(s) for an explanation of his / her / their conduct. If they are not satisfied the U.D.S.C. Committee have the power to suspend the member(s) from all rights and privileges of the U.D.S.C.
(b) Persons thus suspended have the right to appeal if notice of the appeal is given to the Committee within twenty-one days.
(c) The Committee shall have the power to fine any Ulster member for any offences.
7. FINANCE
(a) Fees shall be decided by the Committee, subject to approval of the members at the Annual General Meeting.
(b) The Financial year of the council shall run from 1st August to 31st July. The accounts, after independent audit shall be submitted to the Annual General Meeting for the approval of the members.
(c) The accounts shall be audited by a person who is appointed by the U.D.S.C. Committee.
(d) All the cheques issued in the name of the Ulster Deaf Sports Council shall be signed jointly by any two of the following office – Chairman, Secretary and Treasurer.
(e) All income of the Ulster Deaf Sports Council, wheresoever derived, shall be applied to the charitable purposes of the Ulster Deaf Sports Council and to no other purpose PROVIDED THAT nothing herein contained shall prevent the payment of legitimate out-of-pocket expenses to members of the U.D.S.C. engaged upon the approved business of the Ulster Deaf Sports Council.
(f) Money prizes shall not be offered at competitions organised by the Ulster Deaf Sports Council.
8. ANNUAL REGIONAL MEETINGS (A.R.M.)
(a) The Annual General Meeting shall be held in October for the purpose of :
1. Approving the Minutes of the previous year’s Annual General Meeting;
2. Receiving Annual reports from the Chairman and the Secretary;
3. Approving the accounts;
4. Making changes (if any) in the constitution;
5. Receiving reports from sports organisers i.e. Soccer, Bowls, Table Tennis, Badminton etc.;
6. Nominations (if any) for IDSA. Executive Committee;
7. Election of Officers;
8. Transacting any other business;
(b) Notice of the Annual Regional Meeting shall be displayed in the Deaf Centres 21 days prior to the meeting and notified to all Ulster members the same.
(c) Any deaf person may attend the Annual General Meeting but only members of the U.D.S.C. shall be entitled to vote and express opinions.
(d) The Quorum at the Annual General Meeting shall consist of (at least) 25 members.
(e) All resolutions at the meeting shall be decided by a majority of the members present and voting at the meeting. In the event of a tie, the Chairman shall have a casting vote.
9. MANAGEMENT
(a) Officers shall be elected at the Annual Regional Meeting and all nominees must have been members of the U.D.S.C. for two years prior to their nominations.
(b) The Officers shall be :-
The Chairman, Vice-Chairman, Hon. Secretary, Hon. Treasurer, Assistants Secretary and Treasurer and five Committee Members, one Public Relations Officer to assist with interpretation.
(c) The Committee shall have the power to propose rules for the Council. Only at the Annual Regional Meeting and subject to the approval of the members will they be considered as binding on all Ulster members.
(d) The elected officers shall be Honorary;
(e) Arrangements must be made to ensure that the Chairman, Secretary and Treasurer are not removed from office at the same time. At the Annual General Meeting, the Chairman, Secretary and Treasurer are elected on rota basis in the period of four years. Each Officer shall be elected for a three year period. Committee members for one year. The top three must be elected after serving two years in office to ensure they observe the workings of U.D.S.C.
(f) Officers may resign by giving notice in writing to the Chairman 2 months before the A.R.M.
10. COMPETITIONS
(a) Only members may participate in any competitions. They must pay a fee along with an entry form before the closing date.
(b) If a member does not wish to enter the national or regional competitions, they shall not be considered to be qualified for representation in the regional or international competitions unless for good reason.
11. DISEMBURSMENT OF FUNDS
If after the dissolution of the Council there remains any money or property not needed to pay debts, the same shall be given to a charity to be determined by the U.D.S.C. Committee.
12. AMENDMENTS TO THE CONSTITUTION
Any alternations to this constitution shall receive the agreement of not less than two thirds of the members of the U.D.S.C. present and voting at the Annual General Meeting or a meeting specially called for the purpose PROVIDED THAT no alternation shall be made which would cause the Association to cease to be a charity by law.
13. INDEMNITY
The U.D.S.C. shall indemnify and keep indemnified every officer, member, volunteer and employee of the U.D.S.C. from and against all claims, demands, actions and proceedings ( and all costs and expenses in connection therewith or arising therefrom) made or bought against the U.D.S.C. in connection with its property and equipment EXCEPT THAT this indemnity shall not extend to liabilities arising from willful and individual fraud, wrongdoing, or wrongful omission on the part of the member sought to be made liable. The Treasurer may effect a policy of insurance in respect of this indemnity.
INDEMNITY
“indemnity – security from damage or loss : compensation for loss or injury : legal exemption from incurred liabilities or penalties.”
Definition – Chambers Twentieth Century Dictionary, New Edition
If the rules (i.e. the constitution) of the association contain a ‘right to be indemnified’ for its officers, employees, members etc. then these individuals can rely on being indemnified (or compensated) out of the funds of the association, for loss or liabilities incurred while she / he was acting on behalf of the association.
If the association does not in fact have enough money in the bank to meet such a liability, then it could perhaps claim the money needed form it’s Indemnity-Insurance policy – if it has one.
Whether to take out such a policy is up to the association to decide, based on their assessment of the risk their activities might expose them to. Whether or not a group has taken out an Indemnity-Insurance policy, it should at least have an Indemnity Clause.
INSURANCE POLICIES
Since an insurance policy can not be taken out in the name of the unincorporated association, it will be issued to either ‘the committee for the time being’ or to a particular officer (who should be clearly stated as holding the policy in a representative capacity.) To be sure that any member who needs to, can claim on the policy, it should contain a ‘member to member indemnity’. This applies to any type of insurance policy which the group may take out.
GETTING INSURANCE COVER
Small unincorporated associations may find it difficult to get reasonable insurance. Evidence of good organisation and secure well-managed premises will help.
For associations carrying on a fairly common activity, there may be a group policy they can use. E.g. – many sports bodies have group policies available which are available to small associations.