1. Name

The name of the organisation shall be the Poole - Bournemouth Volleyball Association (hereinafter called ‘the Association’). The Association shall be known to the general public as Volleyball Dorset.

2. Affiliation and Aims

The Association shall be affiliated to Volleyball England
The aims of the Association are :
To promote volleyball throughout Poole, Bournemouth and the surrounding areas, including :

    a) To provide opportunities for the introduction and development of volleyball to people of all ages from 8 upwards.
    b) To provide league and competition volleyball
    c) To encourage high performance volleyball

3. Composition of the Association

The Association shall consist of a President, Vice Presidents and members

4. Membership

Membership shall be open to any club or organisation that supports the aims of the Association, subject to election at the Annual General Meeting. A club that is a member of the Association must have a valid membership of Volleyball England.

5. Finance

a) All financial business must be carried out constitutionally
b) All money raised by or on behalf of the Association is to be used only to further the aims of the Association. The only exception will be if the event organised is a charitable event to provide funds for a recognised charity.
c) The Treasurer shall open a bank account in the name of the Association.
d) All cheques and instructions to the Association bankers shall require two signatures; where possible one shall be the Treasurer. The Executive Committee shall nominate three further members who shall also be signatories.
e) All members must pay all fees as and when due.
f) The Association will not lend money to any member.
g) The Association financial year runs from June 1st to May 31st.
h) The Treasurer shall present summarised financial Income and Expenditure Statements for the preceding year to the Annual General Meeting, and a summary of the current financial position to each Executive Committee meeting.
i) Whenever possible, the annual accounts will be audited by an independent person, as agreed by the Executive Committee.

6. The Executive Committee

a) The management and control of the Association shall be invested in the Executive Committee. It shall manage the day-to-day affairs of the Association and is elected by the members of the Association.
b) The Executive Committee which shall be elected at the Annual General Meeting (AGM) and consist of:

  • Chair Vice-Chair

  • Association Secretary Competitions Secretary

  • Women’s/Junior Boys League Secretary Sitting Volleyball Secretary

  • Treasurer Officials Secretary

  • Adult Development Officer Junior Development Coordinator

  • Coaching Secretary Internal Communications Officer

  • Marketing Officer Beach and Outdoor Representative

  • Minutes Secretary Local Sports Councils Representative

  • c) The Executive Committee shall fill any vacancies that occur and shall co-opt members or persons as is deemed necessary from time to time in the management of the Association’s affairs.
    d) The Executive Committee will communicate and meet as needed, to administer the affairs of the Association and a quorum will consist of four or more members.
    e) A copy of the Executive Committee minutes will be signed by the Chair and retained by the Association secretary for future reference.
    f) Executive Committee members may not vote on disputes or appeals involving their own club.
    g) The Executive Committee shall sanction the PBVA playing facilities.
    h) All Executive Committee members shall be eligible to vote on the Executive Committee. Co-opted members shall only be eligible to vote when agreed by the Executive Committee.
    i) The Chair shall have one vote in any motions that are proposed, unless barred under Rule 6f. If the voting on a motion is tied, the Chair shall have an additional casting vote, unless barred under Rule 6f, when the motion shall fail.
    j) The Executive Committee can appoint people to organise events if the court time booked at the Sports Centre is not required by the Association competitions.
    k) Either the Chair or three or more Committee members may call a meeting. They must invite all members of the Executive Committee, and must give fourteen (14) days’ notice of the meeting.
    l) The Executive Committee or its representative will take necessary action to inform all members of meetings, accidental failure to give a member such notice will not invalidate that meeting.
    m) The Executive Committee can appoint sub-committees as necessary and appoint advisers to the Executive Committee as necessary to fulfil its business.
    n) A sub-committee is accountable to the Executive Committee and shall have a Chairman and Secretary and keep minutes of its meetings. It shall report its business to the next Executive Committee meeting.
    o) Every club is required to provide at least one club member to be part of an “e-mail committee”, to facilitate efficient discussion of Association affairs.

    7. The Annual General Meeting

    a) This will be held once a year during June or July.
    b) Each member & prospective member is expected to be represented at the meeting.
    c) Each member present will have one vote except those excluded through having fees in arrears to the Association. Confirmation should be received that any new members have paid any due fees prior to being allowed to vote.
    d) The Chair cannot vote as a club representative and will hold the casting vote in the event of a tie.
    e) Clubs cannot vote by proxy.
    f) A quorum will comprise five (5) members.
    g) Twenty-eight (28) days’ notice must be given to all member organisations before the Annual General Meeting.
    h) The Association Secretary will draw up the AGM agenda. All motions to be discussed at the AGM should be presented to the Association Secretary not less than fourteen (14) days before the AGM, and circulated to members not less than seven (7) days before the AGM.
    i) New clubs must be proposed and seconded by members or Committee members and then elected to join the Association at the AGM, or exceptionally, an Executive Committee meeting.
    j) Competition Rules may be changed at the AGM by a majority vote.
    k) An Extraordinary General Meeting (EGM) can be called by giving notice to the Chairman or Association Secretary in person a petition signed by five (5) or more members that such a meeting should be convened and its purpose.
    l) Rules for the AGM apply at the EGM and the agenda must be adhered to.

    8. Changes to the Constitution

    a) The Constitution of the Association shall not be altered except at the AGM or an EGM.
    b) Any suggested changes to the Constitution must be provided to the Association Secretary fourteen (14) days, and distributed to the members seven (7) days, before the AGM or EGM.
    c) Changes to the Constitution must be agreed by two thirds of the members present voting in favour of any such alteration.

    9. Dissolution

    a) The Association may only be dissolved at a Special General Meeting called for that purpose and all members must be given notice twenty-eight (28) days before the meeting. The Executive Committee must advertise the meeting as widely as is required to be seen by as many interested parties as is reasonably possible.
    b) A proposal to dissolve the Association shall only be accepted if signed by two-thirds of the members.
    c) The decision shall be agreed by two-thirds of the members present at the meeting.
    d) Funds and possessions, such that exist after all obligations of the Association have been met, will be entrusted to Volleyball England for the purpose of creating a new association meeting the aims of Volleyball England.