School Sport
in association with
Education Queensland,
Sportswear Queensland and
the Oaks Hotels & Resorts Group
Management Procedures
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 co-opted 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:
4.1.1.
Two representatives elected from each of the Secondary and Primary
School Sport Sectors
bodies
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:
10.1.2.
Two
representatives elected from the Secondary school sport districts of the
Region
10.1.3.
A Chair
elected by voting members.
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:
13.1.1. The receiving of the Chair’s annual report.
13.1.2.
A statement of income and expenditure of the
Metropolitan East School Sport Board, and its
assets and liabilities for
the preceding financial year.
the Metropolitan East School Sport Board.
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.
Home
Contact Us
Primary Sport
Secondary Sport
Sport for Athletes with a
Disability
Regional Sports
The Region
Forms
Uniforms
Multiple Sports
Other Sport
In The Region section:
Policies
In the Policies section:
Operating Principles
Management Procedures
Access to Students
Behaviour Management
Billeting
Criteria for Approved Sports
Hydration
Participation
Selection
Travel
Uniforms
Point of Contact
All queries about the
content of this site should be directed to:
Regional School Sport Officer - Mr Des Guy
E-mail:
des.guy@deta.qld.gov.au
Copyright © 1999-2012 Metropolitan East School Sport Board. All rights reserved.