Terms of Reference

MASOOMIN SPORTS CLUB GOVERNING DOCUMENT

This document supersedes any documents that have previously existed including the MSC constitution

Masoomin Sports Club (MSC) is a sub-committee of the Khoja Shia Ithna-Asheri Community (KSIMC) of Birmingham and its administration is set by a general directive from the Executive Committee (EC)

1. AIMS AND OBJECTIVES
1.1. To provide and enhance sports facilities for all its members.
1.2. To arrange sporting activities for the members of KSIMC of Birmingham
1.3. To participate in any sport in local, regional or world leagues.
1.4. To organise at least one sports festival/tournament per year.

2. MEMBERSHIP
2.1. Membership shall be open to Shia Ithna-Asheri Muslims of KSIMC of Birmingham, who have attained the age of 16 years or over.
2.2. Any person who becomes a member of the Sports Club shall have to pay a non-refundable annual subscription and or such other dues as may be prescribed from time to time and undertake to observe the rules and regulations of the sports club prevailing at the time.
2.3. The annual subscription is due on the first day of January every year. A member, who fails to pay the subscription annually by 31st January, shall automatically cease to be a member.
2.4. Any member who has been disqualified from membership and wishes to join again shall pay a penalty set by the committee.
2.5. The subscription and penalty amounts shall be fixed by the members at the general meeting.

3. CONDUCT
3.1. The committee may reprimand, suspend, or terminate the membership of anyone who is found to be responsible for performing; directly or indirectly grave acts or omissions harmful to the interests and ideals of the sports club and KSIMC of Birmingham.
3.2. Cases of misconduct will be dealt with by the relevant committee. Repercussions may include a warning, temporary removal from the club or in serious cases; the matter will be referred to the MSC EC. In serious matters arising then the incident will be referred to KSIMC of Birmingham EC.

4. RIGHTS AND RESPONSIBILITIES
4.1. Members shall have the right to vote for the Chairperson at the general meeting and enjoy all the rights and privileges offered by the sports club.
4.2. All members shall observe good behaviour on and off the court in any dealings with regards to the club and request all members to show respect to all players, officials, and spectators.
4.3. Members to abide by any rules and regulation of individuals sports that have been set up by the relevant committee.
4.4. The club is responsible for arranging various sporting activities for its members and the chairperson and the committee may appoint suitable members for organising and facilitating such activities.

5. THE EXECUTIVE COMMITTEE
5.1. The committee shall consist of the following:
5.1.1. Chairperson
5.1.2. Vice Chairperson
5.1.3. Head of Sports (Gents)
5.1.4. Head of Sports (Ladies)
5.1.5. Secretary
5.1.6. Treasurer
5.1.7. Up to three appointed Committee Members
5.2. At least three individuals of a specific gender must be included as members of the MSC EC.
5.3. The Chairperson shall be elected at the Annual General meeting and shall hold office for a period of Two years. All other positions will be filled by the Chairperson.
5.4. The Chairperson must be a full (or spouse) member of KSIMC of Birmingham.
5.5. The MSC EC may appoint such other task force either for general or specific nature as they may from time to time consider necessary. All decisions of the task force must be ratified by a consultation of the committee.
5.6. The MSC EC shall have the power to fill any vacancy arising from resignation. New EC members shall hold office until the next Annual General Meeting.
5.7. All members of the MSC EC should have a DBS check. If any Committee Member fails a DBS check then that person has to vacate the position immediately.
5.8. The committee shall keep and maintain a register of all members of the sports Club

6. FINANCE
6.1. The financial year of the sports club shall commence on the first of January each year.
6.2. The committee shall keep records of all financial transactions of the sports club.
6.3. A copy of the accounts approved by the committee shall be presented for approval at the AGM.
6.4. The committee shall have the power to incur expenses. Except employ a paid person.

7. ANNUAL GENERAL MEETING (AGM)
7.1. The AGM of the sports club shall be held within 3 months at the end of each financial year.
7.2. A two week notice of the AGM shall be given to all members by writing or verbally by means of announcement.
7.3. The AGM shall be the supreme and final authority over all the affairs of the sports club and it shall have the power of resolution passed by the majority to confirm, reverse, alter or defer the decision of the committee.
7.4. At all Annual General Meetings 20 members of the sports club shall constitute a quorum. If quorum is not present within 15 minutes of the start time, the meeting shall be adjourned.
7.5. The adjourned meeting will take place within 14 days whereby there shall be no quorum requirement.

8. GENERAL MEETINGS
8.1. A general meeting shall be called as and when necessary.
8.2. At all General Meetings 20 members of the Sports Club shall constitute a quorum.
8.3. The notice of the General Meetings shall be given at least 2 days prior to the meeting.

9. MATTERS NOT PROVIDED FOR IN THIS DOCUMENT
The committee shall decide on any matters not provided in this document as they arise from time to time. Such decisions of the committee shall be consulted with the KSIMC of Birmingham EC and its outcomes will be binding to its members.

10. ALTERATIONS AND AMENDMENTS TO THIS DOCUMENT
10.1. A member wanting to propose any amendments to this document shall give notice in writing to the committee, enclosing a copy of their proposed amendment at least 1 week before the Annual General Meeting.
10.2. A resolution for an amendment to this document shall not be passed unless it is voted upon by a majority of the members present.

11. DISSOLUTION
11.1. The sports club shall not be dissolved except by a resolution passed at an Annual General Meeting by a unanimous voice of all members present. The quorum for such meeting shall be 75% of the registered members of the sports club.
11.2. If upon the winding up or dissolution of the sports club remains after settling all liabilities any assets shall be given to KSIMC of Birmingham.