Contents

1.                   Name

2.                   Aim

3.                   Powers and Functions

4.                   Membership of the Metropolitan East School Sport Board

5.                   Executive Committee

6.                   Vacancies

7.                   General Meetings of Metropolitan East School Sport Board

8.                   Annual General Meetings of Metropolitan East School Sport Board

9.                   Functions of Sub-Committees

10.               Membership of the Metropolitan East School Sport Board Management Committees

11.               Functions of Regional Secondary and Primary Management Committees and of the Committee for Athletes with a Disability

12.               General Meetings of Metropolitan East School Sport Board Management Committees

13.               Annual General Meetings of Metropolitan East School Sport Board Management Committees

14.               Funds and Accounts

15.               Financial Year

16.               Awards

17.               Competition Procedures

18.               Participation by Schools

19.               Alterations to Management Procedures

1.0       Name

1.1             The name will be Metropolitan East School Sport Board.

2.0             Aim

2.1             To provide educational opportunities to enable the realisation of individual sporting potential, good health and well-being within the Metropolitan East School Sport Region.

3.0             Powers and Functions

3.1             In its role as a departmental committee, the operations of the Metropolitan East School Sport Board are subject to the policies, practices and directives of Education Queensland, through the Queensland School Sport Council.

3.2             To exercise the general control and management of Metropolitan East School Sport, through the Regional School Sport Management Committee and with the Committee for the Management of School Sport for Athletes with a Disability.

3.3             To supervise, endorse and, where relevant, approve or direct the activities of the Regional School Sport Management Committee and with the Committee for the Management of School Sport for Athletes with a Disability.

3.4             To subscribe to, become a member of and co-operate with any other organisation, whether incorporated or not, whose objectives are similar to those of Queensland School Sport.

3.5             To establish an Executive Committee and other sub-committees consisting of members of the Metropolitan East School Sport Board and any persons coopted as the Board sees fit to coordinate, investigate and report on any activity or matter deemed necessary.

3.6             To distribute documents for the efficient conduct and administration of Sport in state secondary schools, non-state secondary schools and state colleges, state primary schools, non-state primary schools, and schools for those students with a disability affiliated with Metropolitan East School Sport.

3.7             To manage all funds held by Metropolitan East School Sport in accordance with the Financial Procedures provided by Education Queensland.

3.8             To interpret the meaning of these Management Procedures subject to Section 3.1 above.

4.0        Membership of the Metropolitan East School Sport Board

4.1 Membership of the Metropolitan East School Sport Board shall be:

            ● Voting members –

4.1.1        Two representatives elected from each of the Secondary and Primary School Sport Sectors

4.1.2        One representative elected from each of the regional secondary and primary sport specific bodies

4.1.3        One representative of the Region’s Disabilities Committee

4.1.4        A representative from the District Office where the RSSO is located

4.1.5        Up to three representatives of parents, sport and recreation and the community

4.1.6        A Chair nominated by Education Queensland.

● Non - Voting members –

4.1.7        The Regional School Sport Officer and the Assistant Regional School Sport Officer.

Note:  Membership derived from 4.1.1 and 4.1.2 must include at least one representative with a non-State school background.

4.2                  Any member of the Metropolitan East School Sport Board may resign from membership of the Board at any time by giving notice in writing to the Regional School Sport Officer.

5.0       Executive Committee

5.1                  Membership of the executive committee shall consist of –

5.1.1     The Chair of the Metropolitan East School Sport Board

5.1.2     The Chairs of each of the Secondary and Primary Regional School Sport Sectors

5.1.3     The Regional School Sport Officer (non-voting).

5.2                  Members of the Executive Committee are to be elected by and from the voting members of the Management Committee at the Annual General Meeting of those Committee.

5.3                  The role of the Executive Committee will be:

5.3.1     to assist and to support the Regional School Sport Officer in the day to day management of the affairs of the Board

5.3.2     to keep a watching and planning brief on the Board’s strategic plan

5.3.3     to oversee the budget

5.3.4     to consider approval for regional service awards.

6.0       Vacancies

6.1                  The Board shall have the power at any time to appoint any member of the Board to fill any casual vacancy caused by the resignation of a Community Representative until the next annual general meeting.

6.2                  A vacancy caused by the resignation of any other representative shall be filled by the relevant body.

7.0       General Meetings of the Metropolitan East School Sport Board

7.1                  The time, date and venue of the Board meetings shall be determined at the Metropolitan East School Sport Board or as directed by the Queensland School Sport Council or Education Queensland.

7.2                  The business to be transacted at a Board meeting shall be listed as an agenda to be distributed to all committee members prior to the date of the meeting.

7.3                  All matters of significance require a notice of motion to allow a representative position to be determined by the constituent bodies.

7.4                  Each meeting’s agenda shall provide for:

7.4.1     Confirmation of minutes and business arising

7.4.2     Specific correspondence requiring action

7.4.3     A financial report from the Regional School Sport Officer

7.4.4     An Executive Officer’s report from the Regional School Sport Officer

7.4.5     Other reports from appropriate members of the Board

7.4.6     Strategic planning led by the Chair and/or members of the Executive Committee

7.4.7     Items of general business as posted on the agenda.

7.5                  The Chair shall preside at all meetings of the Board. If the Chair is unable to attend any meeting, the Chair of the Regional Management Committee shall chair the meeting.

7.6                  At every meeting of the Metropolitan East School Sport Board, a number equal to a majority of Board members shall constitute a quorum.

7.7                  A quorum held to be present at the opening of a meeting of the Board shall be deemed to be present for the whole of that meeting.

7.8                  Issues arising at any meeting of the Board shall be decided by a majority of votes and, in the case of a tied vote, the motion shall be lost.

7.9                  The Chair shall have a deliberative vote but no casting vote.

7.10              For the purpose of ensuring the accuracy of the recording of minutes, the minutes of every Metropolitan East School Sport Board shall be subject to a motion of confirmation at the next meeting of the Board.

8.0       Annual General Meetings Of Metropolitan East School Sport Board

8.1                  The business to be transacted at the final meeting for each calendar year shall include:

8.1.1     The receiving of the Chair’s annual report

8.1.2     A statement of income and expenditure, and assets and liabilities for the preceding financial year

8.1.3     The receiving of the Regional School Sport Officer’s report

8.1.4     Adoption of a budget for the next financial year

8.1.5     The confirmation of membership of the Executive Committee

8.1.6     Consideration of nominations of persons as the Board’s Community Representatives

8.1.7     The confirmation of the Executive Committee’s list of service awards.

9.0       Functions of Sub-Committees

9.1                  Any sub-committee shall in its operations conform to these management procedures and any further conditions imposed on it by the Metropolitan East School Sport Board.

9.2                  A sub-committee shall coordinate, investigate and report on any activity or matter deemed necessary by the Board.

9.3                  All sub-committee members may be required to attend Board meetings to report on their activities and to assist the Board with the implementation of projects assigned to them.

10.0   Membership of Metropolitan East School Sport Board’s Management Committee

10.1              Membership of the Metropolitan East School Sport Management Committee shall be:

                        ● Voting members –

10.1.1      Three representatives elected from the Primary school sport districts of the Region.

10.1.2      Two representatives elected from the Secondary school sport districts of the Region

10.1.3      A Chair elected by voting members.

● Non - Voting members –

10.1.4      The Regional School Sport Officer and the Assistant Regional School Sport Officer.

10.1.5      One invited representative of each of the approved regional sport sectors.

10.1.6      One representative of the region’s Disabilities Committee.

10.2              Any member of the Metropolitan East School Sport Management Committee may resign from membership of that Committee at any time by giving notice in writing to the Regional School Sport Officer.

11.0   Functions of Regional School Sport Management Committee

11.1              To manage regional selection trials on behalf of the Board.

11.2              To manage state championships on behalf of the Board.

11.3              To offer students and teachers the opportunity to be involved in the representative school sport program.

11.4              To make recommendations to the Metropolitan East School Sport Board as requested by the Board.

11.5              To provide representatives to act as Board members.

12.0   General Meetings of the Metropolitan East School Sport Board’s Management Committee

12.1              The time, date and venue of the Management Committee meetings shall be determined at the Metropolitan East School Sport Board or as directed by the Queensland School Sport Council or Education Queensland.

12.2              The business to be transacted at a Management Committee meeting shall be listed as an agenda to be distributed to all committee members prior to the date of the meeting.

12.3              All matters of significance require a notice of motion to allow a representative position to be determined by the constituent bodies.

12.4              Each meeting’s agenda shall provide for:

12.4.1                Confirmation of minutes and business arising

12.4.2                Specific correspondence requiring action

12.4.3                A financial report from the Regional School Sport Officer

12.4.4                An Executive Officer’s report from the Regional School Sport Officer

12.4.5                Other reports from appropriate members of the Management Committee

12.4.6                Items of general business as posted on the agenda.

12.5              The Chair shall preside at all meetings of a Management Committee. If the Chair is unable to attend any meeting, the Deputy Chair shall chair the meeting.

12.6              At every meeting of a Management Committee, a number equal to a majority of Management Committee members shall constitute a quorum.

12.7              A quorum held to be present at the opening of a meeting of a Management Committee shall be deemed to be present for the whole of that meeting.

12.8              Issues arising at any meeting of a Management Committee shall be decided by:

12.8.1                a majority of votes and, in the case of a tied vote, the motion shall be lost and

12.8.2                at least half of the District representatives eligible and present at the meeting.

12.9              The Chair shall have a deliberative vote but no casting vote.

12.10         For the purpose of ensuring the accuracy of the recording of minutes, the minutes of every Metropolitan East School Sport Management Committee shall be subject to a motion of confirmation at the next meeting of the Board.

13.0  Annual General Meeting Of Metropolitan East School Sport Board Management Committee

13.1 The business to be transacted at the final meeting of each calendar year shall include: The receiving of the Chair’s annual report.

13.2 A statement of income and expenditure of the Metropolitan East School Sport Board, and its assets and liabilities for the preceding financial year.

13.3 The receiving of the Regional School Sport Officer’s report.

13.4 Recommendation of a budget for the next financial year.

13.5 Consideration of nominations of persons as the Management Committee’s representatives on the Metropolitan East School Sport Board.

13.6              The consideration of the nominations for service awards for recommendation to the Metropolitan East School Sport Board.

14.0   Funds and Accounts

14.1              The funds of the Metropolitan East School Sport Board shall be managed at all times according to the financial procedures provided by Education Queensland.

14.2              The funds of the Metropolitan East School Sport Board shall be deposited in a bank account in the name of the Metropolitan East School Sport Board in accordance with Education Queensland Policy.

14.3              Proper books and accounts shall be kept and maintained either in written or printed form showing correctly the financial affairs of Metropolitan East School Sport.

14.4              The Regional School Sport Officer shall present at each Metropolitan East School Sport Board meeting a comprehensive financial statement for the period since the last Board meeting, including full details of the nature and purpose of all expenditure and a short statement of budget comparison.

14.5              All expenditure shall be in accordance with Education Queensland policy and be approved or ratified at a Metropolitan East School Sport Board meeting.

14.6              Income and equipment shall be used solely in promotion of the aims of Metropolitan East School Sport and in the exercise of its powers and functions.

14.7              The Management Committees, other sub-Committees, conveners and other agents of the Board will operate no separate accounts.  Items 14.1 to 14.3 above indicate how Regional operations will be funded.

14.8              As soon as practicable after the end of the financial year the Regional School Sport Officer shall prepare a statement containing the particulars of –

14.8.1                The income and expenditure for the financial year just ended and

14.8.2                The assets and liabilities of Metropolitan East School Sport at the end of that year.

14.9              The Metropolitan East School Sport Board shall cease operations if 75% of all members of the Sport Board attending a meeting convened for that purpose vote in favour of a resolution to that effect, or as directed by Education Queensland. 

14.10         If Metropolitan East School Sport Board ceases operation in accordance with Section 12.9, all remaining assets, after payment of all accounts, shall be transferred to the Queensland School Sport Council or as directed by Education Queensland.

15.0   Financial Year

15.1              The financial year of the Metropolitan East School Sport Board shall close on 31 December in each year, or on a date approved by Education Queensland.

16.0   Awards

16.1              These awards will be known as the Metropolitan East School Sport Service Awards.

These awards recognise a person’s valued and/or continued commitment to the Metropolitan East School Sport Program.

16.2              Nomination for a service award will begin with a nominating group, be passed to the relevant Management Committee for its support and finally considered by the Executive Committee.

A “nominating group” is any group of teachers – a group from one or more schools, a regional committee charged with running a regional trial or a state championship, a Regional Management Committee or the Board.

The “relevant Management Committee” is the Primary or Secondary Management Committee for which the nominee has served (eg, the Secondary Management Committee for a nominee whose contribution has been to Secondary Swimming, the Primary Management Committee for a nominee whose contribution has been to Primary Swimming).

The “relevant Management Committee” for the purposes of this section will also include (a) the region’s Disabilities Committee and (b) the Metropolitan East School Sport Board.

The “Executive Committee” is the committee described in section 5 above.

16.3              A White Service Award will be earned by any representative of a member body who has completed a minimum of five (5) years of involvement with Metropolitan East School Sport Board as:

16.3.1                A member of the Metropolitan East School Sport Board and/or

16.3.2                A Metropolitan East School Sport Team Official

16.3.3                A Metropolitan East School Sport Convener

16.3.4                A district representative to a Management Committee or to the Disabilities Committee.

16.3.5                Nominations, signed by two (2) representatives of the nominating group, by the nominee’s school principal and by the Chair of the nominating group should be submitted through the respective Metropolitan East School Sport Management Committee.

16.3.6                The nomination must be signed by the nominee to indicate that s/he is willing to accept the service award.

16.4              A Blue Meritorious Service Award may be earned by any representative of a member body who has completed a minimum of ten (10) years of meritorious involvement with Metropolitan East School Sport Board as:

16.4.1                A member of the Metropolitan East School Sport Board and/or

16.4.2                A Metropolitan East School Sport Team Official

16.4.3                A Metropolitan East School Sport Convener

16.4.4                A district representative to a Management Committee or to the Disabilities Committee.

16.4.5                Nominations, signed by five (5) representatives of the nominating group, by the nominee’s school principal and by the Chair of the nominating group should be submitted through the respective Metropolitan East School Sport Management Committee.

16.4.6                Nominations for a Blue Award must be made confidentially and on the nomination form provided by Metropolitan East School Sport Office.

16.4.7                A Blue Award is not automatic upon ten years of service.  The Executive Committee will consider all valid nominations and make a decision as to which nominees will receive a Blue Award in any year.  Nominations will need to have addressed all of the nomination form’s criteria to allow the Executive Committee to assess the merit of the nominee’s contribution to Metropolitan East School Sport.

16.4.8                A maximum of ten (10) Blue Awards will be made each year.  It is not essential that any or all of these ten awards be made.

16.5              Similar service in any other region or in the precursors to Metropolitan East School Sport Region shall not count towards a Service Award.

16.6              The only groups eligible to make nominations to the Executive Committee for a service award are the Primary and Secondary Management Committees, the Disabilities Committee and the Metropolitan East School Sport Board.

16.7              The Service Award certificate will detail the nominee’s contributions to school sport in the Metropolitan East Region.

16.8              Service Awards will be presented at a time and place as determined by the Metropolitan East School Sport Board’s Executive Committee.

17.0   Competition Procedures

17.1              All competitions and activities of Metropolitan East School Sport must be approved by Education Queensland, through the Metropolitan East School Sport Board.

17.2              Competition Procedures shall be detailed in a separate document of that name and shall include –

17.2.1                Competition structures, conditions and rules

17.2.2                Team selection procedures

17.2.3                Appointment of team selectors

17.2.4                Responsibilities for the conduct of state championships

17.2.5                Relevant Departmental Policies.

17.3              This document is to follow.

18.0   Participation by Schools

18.1              State schools and colleges, and non-state schools may participate in the activities provided by Metropolitan East School Sport by paying an annual affiliation fee, thereby agreeing to fulfill those obligations required of member schools.

18.2              The affiliation fee payable by participating schools shall be determined by the Metropolitan East School Sport Board.

18.3              School Affiliation Fee:

18.3.1                Metropolitan East School Sport Board will collect an annual affiliation fee from each school based on the school’s enrolment.

18.3.2                These affiliation fees will be collected by District Committees of the Metropolitan East School Sport Region and forwarded to the Metropolitan East School Sport office no later than the end of Term 1 of that school year.

18.4              A school shall be considered unfinancial if its affiliation fee is not paid by 30 April of that year and shall forfeit rights of membership until the fee is paid.

18.5              Application for Affiliation:

18.5.1                A school wishing to take part in Metropolitan East School Sport activities, must first make application for affiliation to the appropriate school sport district

18.5.2                The allocation of a school to a district will be the responsibility of the Metropolitan East School Sport Board.

18.5.3                The allocation of a school to Metropolitan East School Sport Region will be the responsibility of Queensland Secondary School Sport or Queensland Primary School Sport.

19.0   Alterations to Management Procedures

19.1       These management procedures may be amended, rescinded or added to from time to time by a special resolution carried by 75% of members at a meeting of the Metropolitan East School Sport Board, or as directed by Education Queensland.

19.2       Any such amendment, rescission or addition by the Metropolitan East School Sport Board shall only be valid where at least 14 days notice has been given to the members of the Metropolitan East School Sport Board.