THE BRITISH JUDO ASSOCIATION HAMPSHIRE COUNTY
CONSTITUTION
ADOPTED BY THE ANNUAL GENERAL MEETING ON 26th April 1992
AND AS AMENDED BY THE ANNUAL GENERAL MEETINGS ON
23rd May 2001, 8th May 2002, 24th May 2004, 25th May 2005 and 13th May 2009
1. The Organisation shall be called the British Judo Association Hampshire County (hereinafter referred to as the
BJA Hants County).
In this constitution Hampshire shall be taken to the existing geographical County of Hampshire plus those parts of
adjacent Counties that were in Hampshire prior to Local Government re-organisation in 1974, and including the
Channel Islands.
2. a) The Constitution and Rules of the BJA Hants County shall in no way oppose or be contrary to the
Constitution and Rules and Bye Laws of the British Judo Association National Body or Southern Area.
b) The British Judo Association Hampshire County Child Protection Policy as adopted May 2003 (Issue 1) be
formally adopted by all member clubs.
3. The Aims of the BJA Hants County shall be:-
a) to foster and develop the practice and spirit of Judo within the framework and constitution of the BJA to the
highest possible standard and with that aim in view
b) to promote the teaching of Judo in clubs, schools and elsewhere throughout the County of Hampshire
c) to organise suitable training courses for players and officials throughout the County of Hampshire
4. Membership of the BJA Hants County shall be open to all other Member Clubs of the BJA who elect to belong
to the County of Hampshire. The BJA Hants County reserves the right to refuse membership or to expel any club
which it deems undesirable after full consultation with the BJA Southern Area Committee and the BJA.
5. a) The BJA Hants County organisation shall consist of the Management Committee plus a maximum of
one voting representative from each member club, all of whom must be holders of current BJA Individual
Memberships.
bi) The Executive Committee shall consist of:-
Chairperson
Secretary
Treasurer
bii)The Management Committee shall consist of
Vice Chairperson
Executive Committee
County Co Ordinator
County Coach
Competitions Organiser
Examiners Representative
Junior Squads Manager
Senior Squads Manager
Refereeing Representative
Table Officials Representative
subject to termination of office by resignation or otherwise they shall remain in office until the date of the Annual
General Meeting in the calendar year 1993 when their successors shall be elected. Subject to this the
Management Committee members shall be elected at the Annual General Meeting bi-annually and subject to
termination of office by resignation or otherwise shall remain in office until their successors are elected at the next
bi-annual General Meeting.
Any of the above posts on the Management Committee can be held by more than one person, if this is deemed
appropriate at the AGM or as a co-opted position appointed as per 5(e)
c) A retiring Committee Member shall be eligible for re-election without nomination.
d) The Management Committee shall have the power to fill any vacancy on the Management
Committee, which may occur between the bi-annual General Meetings.
e) The BJA Hants County shall have the power to co-opt onto the Management Committee any suitable
person for a specific purpose.
f) At Management Committee Meetings 6 members shall form a quorum.
g) At Executive Committee Meetings 2 Members shall form a quorum.
h) The Management Committee shall have the power to appoint an Auditor in any case where none
shall have been appointed at the Annual General Meeting or any Auditor so appointed is for whatever reason
unable to act in that capacity.
i) Any Management Committee Member who fails to attend 3 consecutive Management Committee
meetings and who fails to tender a reasonable apology for absence shall be deemed to have resigned his or her
position on the Management of the BJA Hants County
6. A General Meeting shall be held in every year not later than May 31st to deal with the following business:-
i) to receive and if approved adopt a statement of the accounts of the BJA Hants County to the end of
the preceding financial year.
ii) to elect members of the Management Committee bi-annually
iii) to elect an Auditor
iv) to deal with any specific matter which the Management Committee wishes to bring before the
members and to receive proposals from Member Clubs for consideration by the Management Committee.
7. Each Member Club shall have the right to one vote at General Meetings of the BJA Hants County.
8. Notice covening the Annual General Meeting shall be sent to Member Clubs not less than one calendar
month before the date of the meeting.
9. Nominations of individuals to sit on the Management Committee shall be sent in writing to the Secretary not
later than 14 days before the bi-annual General Meeting together with the written consent of the individual to
serve if elected. Nominations shall be made and seconded by Member Clubs. Such nominations are to be
circulated to constituent clubs and to be received by the constituent clubs no less than 7 days prior to the Annual
General Meeting.
10. Proposals for consideration at an Annual General Meeting shall be made and seconded by Member Clubs
and sent to the Secretary in writing not later than 14 days before the date of the General Meeting.
11. Extra-Ordinary General Meetings may be called at any time by the Management Committee and shall be
called by the Management Committee within one month of receiving a requisition in writing signed by not less
than 10 Member Clubs specifying the object of the Meeting. Notice covening an Extra-Ordinary Meeting shall be
sent to Member Clubs not less than 21 days before the date of the meeting and shall state what matters are to be
dealt with.
12. At Management Committee Meetings and at General Meetings the Chairperson shall preside. Any proposals
received prior to an AGM and within the recognised period shall be circulated and these can be voted on either
by post or by proxy vote, as well as by the Member Clubs present at the meeting. Any proposals raised at an
AGM only Member Clubs present are eligible to vote. All questions arising shall be decided by a simple majority
of the votes cast. No matter how the vote for each Member Club is made ie. post, proxy or direct vote, there will
only be one vote per Club. The elected Chairperson shall have the additional or casting vote in the event of an
equality of votes.
13. At General Meetings 10 Member Clubs shall form a quorum.
14. The Management Committee shall have the power to make rules for the BJA Hants County provided they do
not conflict with this Constitution but no alteration of this Constitution may be made except an a General Meeting.
15. The funds of the BJA Hants County shall only be drawn from the bank by a cheque signed by 2 of the 3
trustees who shall usually be the Chairperson, Secretary and Treasurer.
16. At the termination of office of any Officer or Committee Member he or she shall be required to hand to his or
her successor all books, documents, cash or keys or any other property of the BJA Hants County.
17. The Management Committee shall have the power to pass on to a higher authority ie. the BJA Southern Area
Committee any disputes arising which it feels should be dealt with by them.
18. If the Management Committee by a simple majority of its members decides at any time that it is advisable on
the ground of expense or otherwise to dissolve the BJA Hants County Organisation it shall call an Extra-Ordinary
Meeting of all the
Member Clubs but giving at least one calendar months notice of the date of such a meeting and the purpose and
place of the meeting. The decision shall be confirmed by a simple majority of those present and voting being at
least one half in numbers of the Member Clubs of the BJA Hants County entitled to vote the Committee shall have
the power to dispose of any assets held by or in the name of the BJA Hants County. Any assets remaining after
the satisfaction of any proper debts or liabilities shall be transferred to the BJA Southern Area in trust until such
time as the BJA Hants County re-forms.
TERMS OF REFERENCE FOR MANAGEMENT COMMITTEE INCLUDING EXECUTIVE COMMITTEE
CHAIRPERSON: The Chairperson shall be responsible for:-
a) Acting as Chairperson at meetings of the Executive Committee, Management Committee and General
Meetings.
b) Officially representing the BJA Hants County at all meetings with external bodies, Government Departments,
Sports Council, BJA Southern Area and the BJA national body etc. and promoting the BJA Hants County’s
views and objectives with regard to British Judo Association.
c) Keeping the Executive Committee informed of all official correspondence communications and contacts
made with the BJA Hants County
d) Maintaining and developing relations and communications with BJA Southern Area and BJA Head Office.
e) Vetting of and completion where necessary of all applications for aid in respect of the BJA Hants County or
its Judo players
SECRETARY: The Secretary shall be responsible for:-
a) Taking Minutes during Executive, Management and General Meetings
b) Keeping record of Meetings
c) Sending out Minutes, Notices of Meetings and Agendas to all Member Clubs
d) Typing out, photocopying and circulating entry forms as directed by Officers of the Committee
e) Keeping up to date record of Member Clubs of the BJA Hants County
f) Dealing with all official correspondence and communications addressed to the BJA Hants County
g) Deputising for the Chairperson where necessary and for assisting the Chairperson and Executive
Committee
TREASURER: The Treasurer shall be responsible for:-
a) Maintaining the BJA Hants County Bank and Building Society Accounts
b) Keeping all invoices, bills receipts etc
c) Paying all bills as directed by the Management Committee
d) Paying into the Bank or Building Society any monies as directed
e) Keeping separate accounts for each event held in conjunction with the event organiser
f) Preparing Final Accounts for Audit at the end of each financial year
VICE- CHAIRPERSON: The Vice Chairman shall be responsible for:
a) Acting in the role of Chairperson, should the Chairperson be unable to attend any meetings of the Executive
Committee, Management Committee and General Meetings.
b) Other responsibilities as designated by the Chairperson.
COUNTY CO-ORDINATOR: The County Co-Ordinator shall be responsible for seeing that County Grading
Examinations are conducted as decided by the Management Committee.
COUNTY COACH: The County Coach shall only be elected with the agreement of the BJA Southern Area and
shall be responsible for:-
a) Arranging courses for all levels of coaches
b) Supplying coaches for any event as requested by the Management Committee
c) Keeping records of all qualified coaches within the BJA Hants County
d) Generally promoting and encouraging the coaches in Clubs of the BJA Hants County
e) Keeping the Management Committee informed by reports of all activities organised by him/her.
COMPETITONS ORGANISER: The Competitions Organiser shall be responsible for organising any Competition
as directed by the Management Committee in accordance with the guidelines of the BJA National Constitution
and Bye Laws and the BJA Tournament Handbook with particular reference as follows:-
a) Endeavouring to ensure that dates do not clash with BJA National and Southern Area events and other
relevant dates elsewhere
b) Booking suitable venues and ensuring sufficient mats, seating, equipment etc are made ready
c) Ensuring that entry forms are prepared and distributed in liaison with the Secretary
d) Ensuring that a suitably qualified Competition Official is available to run the events
e) Ordering and collecting medals
f) Ensuring the attendance of First Aid personnel at every competition
EXAMINERS REPRESENTATIVE: The Examiners Representative shall be responsible for:-
a) Arranging courses for Examiners at all levels
b) Keeping accurate records of all Examiners in Hampshire
c) Supplying Examiners for County Gradings
d) Overseeing the conduct of Examiners in Hampshire
e) Liaising with the BJA Southern Area Recorder and Director of Examiners where necessary
f) Keeping the Management Committee informed of all activities
JUNIOR SQUADS MANAGER: The Junior Squads Manager shall be at least 21 years of age and have some
organising and coaching experience and for preference hold the grade of at least 1st Dan and a BJA Coaching
Award. The Junior Squads Manager shall be responsible for :-
a) Training and coaching competitors and where necessary inviting the assistance of other suitable qualified
Coaches and Trainers
b) Administration of all matters pertaining to the Junior Squads including discipline
c) Collecting mat fees and passing them to the Treasurer
d) Booking venues and passing invoices to the Treasurer
e) Keeping records on all Squad Members
f) For selections from amongst the Squads as required
g) Arranging matches and all details pertaining to them
h) Travelling with the Squads to arranged matches etc
i) Keeping the Management Committee informed of all activities
j) To act as the BSJA representative and report back to the Management Committee.
SENIOR SQUADS MANAGER: The Senior Squads Manager shall be at least 21 years of age and have some
organising and coaching experience and for preference hold the grade of at least 1st Dan and a BJA Coaching
Award. The Senior Squads Manager shall be responsible for:-
a) Training and coaching competitors and where necessary inviting the assistance of other suitable qualified
Coaches and Trainers
b) Administration of all matters pertaining to the Senior Squads including discipline
c) Collecting mat fees and passing them to the Treasurer
d) Booking venues and passing invoices to the Treasurer
e) Keeping records on all Squad Members
f) For selections from amongst the Squads as required
g) Arranging matches and all details pertaining to them
h) Travelling with the Squads to arranged matches etc
i) Keeping the Management Committee informed of all activities
REFEREEING REPRESENTATIVE: The Refereeing Representative in consultation with the BJA Southern Area
appointed County Senior Referee shall be responsible for:-
a) Arranging Refereeing courses in Hampshire for all levels of Referee
b) Supplying Referees for all BJA County events
c) Taking charge of Referees at BJA Hants County events if the County Senior Referee so requests
d) Generally promoting and encouraging Referees in Clubs of the BJA Hants County
e) Reporting any misconduct of a Referee in the County to the Executive Committee
f) Keeping the Management Committee informed by reports of all his/her activities
TABLE OFFICIALS REPRESENTATIVE: The Table Officials Representative shall be responsible for:-
a) Arranging courses for all levels of Table Official
b) Keeping records of all qualified Table Officials in Hampshire
c) Supplying Table Officials for all BJA Hants County events as directed by the Management Committee
d) Overseeing Table Officials at BJA Hants County events
e) Reporting any misconduct of Table Officials to the Management Committee
f) Keeping the Management Committee informed of activities