Scottish Scrabble® Constitution
League and SILK
|At a General Meeting of the Scottish Scrabble Association on 16 May 2015, the following constitution was adopted.|
You can phone the SSA on 0131 339 2614 or you can email the
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Scottish Scrabble Association Constitution
As adopted on 16 May 2015
1 Name and legal status
1.1 The name of the organisation shall be the “Scottish Scrabble Association”.
1.2 The Scottish Scrabble Association is an unincorporated association governed by this constitution. As such, it is a society of persons (the members and representatives of member groups) who contribute to the funds that finance the expenses incurred whilst conducting the affairs of the society.
1.3 "Committee" shall mean the Committee of the Scottish Scrabble Association, as defined under paragraph 4.
2.1 The primary object of the Scottish Scrabble Association shall be to foster and promote the game of Scrabble throughout Scotland among players of all ages, and in particular:
2.1.1 To select Scottish representatives for international team and individual tournaments, and to organise international tournaments in Scotland. To represent the interests of Scottish Scrabble players to the council of the Association of British Scrabble Players (ABSP), and through them to the World English-Language Scrabble Players’ Association (WESPA).
2.1.2 To organise tournaments under the auspices of the Association. These tournaments may include an annual Scottish Open tournament and other tournaments open to all players, an annual Scottish League for teams of three players and an annual Scottish Individual League and Knockout (SILK), open to all residents of Scotland.
2.1.3 To promote Scrabble by: disseminating Scrabble information to members and other interested parties by maintaining an internet website for the Association, and the production of a newsletter; encouraging the formation and continuation of Scrabble clubs throughout Scotland; encouraging the playing of Scrabble in schools, consistent with the key educational benefits which can flow from playing Scrabble; and undertaking development activity to extend the scope of Scrabble activity in Scotland and to promote the game of Scrabble to the wider public.
2.2 The Committee shall determine the order of priority of these objectives from time to time.
3.1 Membership of the Scottish Scrabble Association shall consist of four classes, namely:
3.1.1 Individual – Any individual resident in Scotland who is fully-rated by ABSP (having played at least 30 ABSP rated games in total, with at least one in the past year) automatically becomes an individual member, unless they request not to be a member. Any other individual born or resident in Scotland may apply to become an individual member.
3.1.2 Club - open to any Scrabble club in Scotland that plays competitive Scrabble.
3.1.3 Affiliate - open to leagues, congresses, tournaments and other bodies engaged in the promotion of Scrabble. The Committee shall be empowered to receive the affiliation of such Scrabble organisations, and to fix the terms of affiliation (including any fees or subscription) in each case. Such affiliation shall continue until terminated either by Committee or the affiliated organisation.
3.1.4 Corporate – open to businesses, Government agencies, voluntary organisations etc that help in the promotion of Scrabble, at the discretion of the Committee. Corporate members shall have none of the rights pertaining to the other membership classes above.
4.1 The affairs of the Scottish Scrabble Association shall normally be run by a Committee, comprising the President, Secretary and Treasurer (the Office Bearers) and up to five other members. The Committee’s powers and duties:
4.1.1 To govern the Scottish Scrabble Association on behalf of the membership between General Meetings.
4.1.2 To approve financial plans over an annual or longer period.
4.1.3 To approve the strategic direction for the Scottish Scrabble Association.
4.1.4 To appoint a person to carry out an annual independent examination of the accounts.
4.1.5 May appoint ad hoc sub-committees that may co-opt Individual members who are not Committee members.
4.2 Committee decisions shall be binding unless reversed by a resolution of a General Meeting.
4.3 Office Bearers and other Committee members may either be elected at a General Meeting or co-opted by the Committee. All Office Bearers and committee members must be current individual members of the Scottish Scrabble Association, and must resign if they cease to be individual members. Any vacancies arising among Office Bearers must be filled within 90 days.
4.4 The Committee shall meet at least once a year. Additional meetings may be called by the Secretary if requested by Committee members. Meetings shall be chaired by the President, failing whom the Secretary. At meetings a quorum shall be 50% of Committee. On any matters requiring a vote, each member of the Committee shall have one vote, and in addition the chair shall have a casting vote in addition to his or her deliberative vote.
4.5 Notice of Committee meetings shall be given to Committee members by email, giving at least 14 days’ notice.
4.6 All Committee Meetings shall be minuted and the minutes shall be published. It shall be deemed sufficient to publish the minutes on the Scottish Scrabble Association internet site.
4.7 Between Committee meetings, decisions may be taken by email correspondence or by an ad hoc sub-committee agreed by the Committee, subject to endorsement by the next Committee meeting.
4.8 The Committee acts on behalf of the membership of the Scottish Scrabble Association, and the Office Bearers and other Committee members will not be held responsible for any financial loss or liability arising from any error resulting from any act, omission or activity performed as part of their normal responsibilities under the constitution, always provided that such act, omission or activity was not wilful.
5 General Meetings
5.1 There is no requirement to hold an Annual General Meeting of members. A General Meeting may be called by the Committee at any time. If a requisition for a General Meeting is received by the Committee from a total of at least six Individual, Club or Affiliate members, a General Meeting shall be organised to take place within 90 days of having received such a requisition.
5.2 The Secretary shall give members six weeks’ notice of the place, date and hour of the General Meeting, but such meeting will not be invalidated should any member not receive advice of the meeting. It shall be deemed sufficient to publish these details on the Scottish Scrabble Association internet site and where possible to contact members by email.
5.3 A General Meeting may carry out any of the following business:
5.3.1 To elect Office Bearers or other committee members. Nominations for elections must be received by the Secretary in writing (including email) at least four weeks before the meeting, and must be proposed and seconded by members, and confirm the consent of the nominee to serve. If a candidate is unopposed, an election will be held, and the candidate must receive more votes in favour than against to be elected. If an election is contested, the candidate or candidates receiving most votes in favour will be elected, subject to confirmation by receiving more votes in favour than against.
5.3.2 To consider motions amending the constitution, proposed by the Committee or in the requisition for the General Meeting. Any motion amending the constitution shall be carried if and only if two thirds or more of those voting assent thereto. Only those motions detailed in the relevant proposal or requisition, or minor amendments thereto, shall be discussed and voted upon.
5.3.3 To consider any other matters raised by members. Any motions for consideration at the General Meeting must be received by the Secretary in writing (including email) at least four weeks before the meeting, and must be proposed and seconded by members.
5.4 The Secretary shall publish all nominations for elections and proposals for consideration at least two weeks before the meeting. It shall be deemed sufficient to publish these details on the Scottish Scrabble Association internet site and where possible to contact members by email.
5.5 General Meetings shall normally be chaired by the President, and in his or her absence the meeting shall choose its own Chair by simple majority vote. Every Individual, Club and Affiliate member of the Scottish Scrabble Association shall have one vote at a General Meeting, and in addition the chair shall have a casting vote in addition to his or her deliberative vote.
5.6 Each Club and Affiliate member shall nominate a single proxy representative to the Secretary at least one week before the General Meeting, which failing, their most recent nominee shall be deemed to hold their proxy vote. Corporate members do not have voting rights. Proxy votes from members are permitted if lodged in writing or by email at least one week before a General Meeting.
5.7 A quorum shall be the lesser of fifteen members, or 50% of the Individual members. The Chair shall have discretion to require a secret ballot on any matter being put to the vote. Unless otherwise stated, all votes shall be decided by simple majority vote.
5.8 All General Meetings shall be minuted and the minutes shall be published. It shall be deemed sufficient to publish the minutes on the Scottish Scrabble Association internet site.
6.1 A levy, at a fixed rate per player determined by the Committee, will be payable to the Scottish Scrabble Association by each tournament organised under the auspices of the Association. No levy is payable for tournaments organised under the auspices of clubs.
6.2 An annual subscription payable by Individual, Club, Affiliate and Corporate members of the Scottish Scrabble Association shall be fixed by the Committee from time to time, and the Committee is empowered to levy different subscriptions in respect of these different classes of membership and in respect of different age groups or other categories defined by the Committee. The annual subscription for any category may be set at zero.
6.3 Any candidate for Individual, Club or Affiliate membership, other than individuals gaining automatic membership as specified in 3.1.1, must apply and must pay the prescribed fee (if any). Corporate members must either pay the prescribed fee or be nominated for membership by the Committee.
6.4 The Committee has the right to refuse membership, to refuse renewal of membership or to expel a member. Reasons for such action will be given on submission to the relevant official.
7 Finances and Property
7.1 The Treasurer shall prepare an annual statement of Income and Expenditure, for calendar years ending 31 December. This statement and the budget plans for the current year shall be laid before the Committee for approval. The accounts shall be subject to an annual independent examination.
7.2 All heritable property or investments belonging to the Scottish Scrabble Association shall be vested in the Individual members. No property or investments shall be purchased, sold or pledged without the consent of the Committee. An inventory and valuation of the heritable and moveable property belonging to the Scottish Scrabble Association shall be made up at the direction of the Treasurer annually, and shall be laid before the annual Committee meeting.
7.3 The Treasurer, at the direction of the Committee, is authorised to open and operate such bank accounts and to arrange suitable insurances, in the name of the Scottish Scrabble Association, as may be deemed necessary from time to time.
7.4 The Association’s funds may be used to support any of the Objectives in paragraph 2. This can include contributing towards the costs of members representing Scotland in international individual or team tournaments, and towards the costs of international tournaments held in Scotland.
7.5 If it should be decided that the Scottish Scrabble Association be dissolved, the disposal of any assets would be decided by the Committee. In such an event the assets could be transferred to the Association of British Scrabble Players (ABSP) in trust until such time as a new organisation in Scotland is formed, or dispersed to SSA members.