REGULATIONS AND PROCEDURES of GGA

REGULATIONS AND PROCEDURES

of  GGA (Gauteng Gymnastics Association)

 

JULY 2015

 

  1. REGISTRATION AND MEMBERSHIP OF GAUTENG PROVINCE

 

The districts in Gauteng will affiliate to the Gauteng Gymnastics   Association. All clubs and disciplines will be affiliated through the affiliation of the districts. Gauteng Gymnastics Association will affiliate to the Gauteng Sports Confederation ( GSC ) and the South African Gymnastics Federation ( SAGF )

 

  1. REGISTRATION AND AFFILIATION FEES

 

The Executive Committee will determine the affiliation/ registration fees in all categories in August for the following year and present to the AGM/BGM for ratification.

 

  1. EXECUTIVE COMMITTEE

 

The Executive Committee will be elected in terms of the constitution.

 

  1. MANAGEMENT COMMITTEE

The Management Committee will consist of the President or Vice President , one other Executive member and the secretary..

 

 

  1. TECHNICAL COMMITTEES ( TC )

 

5.1 The Technical Committees for all disciplines falling under the control of Gauteng  shall consist of a chairperson, a secretary and an additional member.

 

5.2 The Technical Committee may co-opt members, to fill vacant portfolios.

 

5.3 The TC  will be required to correspond with each affiliated club regularly over the year and to meet  at least twice per annum.

 

5.4 They are mandated to call a general assembly of all clubs in the province if so required.

 

5.5 The TC will appoint a member to represent GGA at national level.

 

 

 

5.6 Appointment  and Tenure

 

The Executive Committee will appoint TCs for all disciplines which are active in the province.

Such committees will serve for a period of two years.

 

 

 

5.7  Functions of the Technical Committee

 

5.7.1. Provide the Technical direction for the discipline by drawing up a 2 (two) year plan.

This plan must be approved by the   the Gauteng Executive Committee The plan must include all development, competitions, training programs, training camps, training for coaches and judges, budgets and selection criteria.

 

5.7.2. Approve their respective Code of Points by submitting changes, amendments and additions to technical regulations for approval by the Technical Assembly.

 

5.7.3  Have the right to take technical decisions, subject thereto that any such decision must be approved at the next Technical Assembly.

 

5.7.4. The TC is responsible for the submission and administering of budgets   to be approved by the Technical Assembly.

 

5.7.5. Appoint sub-committees or task teams to investigate or deal with any technical matter.

 

5.7.6. Convene forums to deal with technical issues like levels program, judging and selection when and if the need arises.

 

5.7.7. The minutes must be circulated to all members of the TC and the GGA within 14 days. The approved minutes shall be available to members on request and following approved channels of communication.

 

 

  1. PROTOCOL

 

6.1       INTERNATIONAL CONTACTS

 

6.1.1        DEFINITION

 

       International Contacts:      These are all gymnastic events of whatever nature undertaken by any of the disciplines falling under the control of the SAGF and taking place between gymnasts, coaches, judges or other officials of more than one member federation of the FIG.

 

6.1.2           POLICY

 

Any event involving international contact and where national representation is involved shall, when occurring within the borders of South Africa, be presented solely by the SAGF or appointed delegates.

 

Where such events take place outside of the borders of South Africa individuals may only participate as South African representatives when selected by the SAGF to do so.

 

Any other events involving athletes from other countries may be presented by the province or clubs once the approval of the SAGF has been obtained (annexure G). Any such event may not claim to be international in nature.

 

6.2        SPONSORSHIP AND SPONSORS

 

6.2.1 Sponsorship for Individual Gymnasts:   The name and/or logo of a gymnast’s personal sponsor may not be promoted, worn by the gymnasts, or displayed at any gymnastic event which is sponsored by another sponsor without the prior approval of the organizer and the organizer’s sponsor.

 

6.3        THE MEDIA

 

6.3.1        MEDIA STATEMENTS:

 

POLICY:      Press releases and interviews regarding provincial  matters and events may only be given to the media by the president of the GGA or his appointee. An exception to this concerns information in connection with  club, district or  provincial  competitions or courses which promotes or advertises these events. Such information may be given by the TC, the local organiser or its appointee.

 

 

6.3.2        TELEVISION COVERAGE

 

In accordance with the policy of the television services and the SAGF a request for TV coverage of any gymnastic event must be made via the SAGF.

 

6.3.3        PROCEDURE

 

An application in writing to the Board of the SAGF giving full details of the event which the organisers wish to be televised must reach the SAGF no later than one (1) month before the event.

 

  1. PARTICIPATION IN NATIONAL EVENTS

 

7.1         All disciplines in Gauteng  have to standardize their qualification process for Nationals

7.2         All disciplines that send gymnasts to the National championships and Gym Games have to achieve a pre -set qualification mark. This mark must be at a Provincial or District competition (with committee authorisation). It can be done at a combined competition if that discipline does not have the number of gymnasts to host a competition. Results must be submitted to the Gauteng office.

7.3         Dates for this competition must be circulated to all districts and affiliated clubs.

  1. ELIGIBILITY OF GYMNASTS , COACHES AND JUDGES

 

 

8.1          POLICY:

 

Only gymnasts coaches and judges who are registered with an affiliated club in Gauteng are eligible for selection to represent Gauteng or any of its affiliates.

 

8.2          SELECTION  OF COACHES

 

6.2.1 Only coaches, who hold the necessary qualification according to the rules of the technical committee concerned, will be eligible for selection as the coach for any event arranged by the SAGF or GGA

 

8.2.1   Personal Coaches

 

Personal coaches may apply to the TC to accompany gymnasts who have been selected to a provincial team subject to the following

  • The accreditation rules of the said competition allows for an additional coach.
  • The coach accepts that they have to work under the appointed coach.
  • Have to abide by all team rules and attend all official team activities.
  • Self – fund their trip.

 

8.3  SELECTION OF JUDGES   

 

Judge(s) will be selected to represent Gauteng according to qualification, profile and rotation.  This is a standard ongoing procedure which is established and controlled by the Technical Committee of each discipline.

 

  1. COLOURS

 

  1. All Gauteng gymnasts will wear their respective district colours until such time that Gauteng Sports Confederation has approved Gauteng colours.

 

  1. REPLACEMENT OF INDIVIDUALS UNABLE TO ACCEPT SELECTION

 

10.1      In  the case of paragraphs 8.1. and 8.2. only those persons selected according to the set criteria will be given the option to accept or decline participation.

 

10.2   In the case of paragraphs 8.3 the option to accept or decline participation will be given to the individuals selected according to the selection criteria.

 

10.3  Financial agreements whether costs are to be fully or partly subsidized by Gauteng or to be funded by those selected themselves as determined by circumstances and approved by the   GGA Executive Committee will be a condition of accepting the option to participate.

 

  1. SELF FUNDED EVENTS

 

11.1    For an event that requires self funding, individuals must settle all payments before the final entries are due. Failure to meet this financial obligation will result in the individual/s being withdrawn from the team.

 

11.2   No refunds for officials costs or entry fees will be given after the closing entry date for any withdrawals due to injury, illness or any other reason.

 

  1. DISTRICT/ PROVINCIAL TOURNAMENT FEES AND DISTRIBUTION OF FUNDS

 

12.1  Each discipline will determine its own entry fees per competition.

12.2  All entry fee for PDI (previously Disadvantaged individuals) to be standardized to 50% of expected entry fee.

 

12.3      Gauteng Gymnastics Association will receive a percentage of Gross profit according to the following formula: If a discipline is in 4 districts the profit will be split 5 ways. So 4 plus Gauteng Gymnastics Association.

 

12.4      If a discipline is in 3 regions then the money split by 3 districts and Gauteng Gymnastics Association.

 

 

 

13 .    ANTI-DOPING

 

Gauteng has adopted the FIG Anti-Doping policy. It is the individual gymnast’s responsibility to apply via their club along the correct communication channels for Therapeutic Use Exemption for any prohibited substances they may use. All gymnasts are to follow the rules of WADA

 

 

14.CHANNEL OF COMMUNICATION

 

The channel of communication is as follows:

 

Member < > Club< > District < > Provincial TC — Province <> National Program Management <>Federation (SAGF) < > SASCOC/Sport and Recreation South Africa <> FIG

 

This system is meant to keep good order and must be adhered to for all normal business of the association.

 

 

PLEASE NOTE THAT ANY WILFUL BREACH OF THE SPIRIT OR LETTER OF THESE REGULATIONS MAY SUBJECT THE DEFAULTING MEMBER TO DISCIPLINARY ACTIONS AVAILABLE TO THE BOARD UNDER CLAUSE 5.5 OF THE SAGF CONSTITUTION.

 

 

 

15.DISPUTE RESOLUTION

 

15.1  In the event of any dispute between committees or affiliates that the District/ Provincial Association cannot resolve, such dispute will be referred to the Provincial Sports Council/ SAGF for resolution. All parties must agree to accept and abide by the decision of the person or body appointed for purposes of resolving any such dispute

 

15.2  During a dispute those involved may seek assistance from the relevant  District Sport Council or Gauteng Sport Council who can refer the case to the appointed Gauteng Mediation & Arbitration Board as commissioned by the Gauteng Department of Sport, Arts, Culture and Recreation.  (  GSACR)

 

 

 

These Regulations and Procedures were adopted at the Annual General Meeting held in Pretoria on the ______ day of ___________________ 2015

 

President ______________________

 

Vice President ______________________ 

 

ANNEXURE A

 

 GAUTENG GYMNASTICS ASSOCIATION

 

____________ GENERAL ASSEMBLY 

(AGA/BGA)                                                        

_________________  ______________

                            (Date)                                       (Time)

 

 

AGENDA

 

  1. Opening

 

  1. Notice of the Assembly

 

  1. Confirmation of Delegates’ Credentials

 

  1. Minutes

 

4.1 Approval of minutes of previous AGM

4.2 Matters arising from the minutes

 

  1. Admission, Resignations, Suspensions and Expulsions

 

  1. Executive Committee Report

 

  1. Finances

 

  1. Resolutions

 

  1. Election of the Executive Committee ( Biennial General Meeting )

 

  1. Election of Honorary Positions

 

  1. Closure

 

ANNEXURE B

 

Circular

 

Number:

Date:


All Clubs / Districts

All  Executive Committee Members                                      

 

 

 

 

Notice of Technical Assembly

 

Notice is hereby given for the Technical Assembly of ______________

Discipline

To be held on the ______________________, at

Date

________________________________, ___________________.

Time                                                                                                        Place

 

 

Items for the agenda must be submitted to the offices of the Gauteng Gymnastics Association by 12am on ____________________.

Date

 

 

 

Sincerely,

 

 

Administration Officer

 

 

 

 

 

ANNEXURE C

GAUTENG GYMNASTICS ASSOCIATION

 

 

I.            CREDENTIALS FORM

 

 

 

The following person(s) will represent the CLUB/ DISTRICT at the

General /Technical Assembly to be held on _______________ and _______

Date                                                          Time

 

NAME

CAPACITY

1.
2.
3.
4.

 

 

Club / District :  ________________________________________

 

Name: __________________________________________________

 

Signed :  _____________________________________

President/Secretary

Date :     _____________________

 

 

Please return this form to the GGA by 12H00 ON _________________________

 

 

 


ANNEXURE D

 

GAUTENG GYMNASTICS ASSOCIATION

 

 

                               PROXY FORM

 

 

 

“ I                                                        of                                                     (District)

 

a member of the GAUTENG GYMNASTICS ASSOCIATION, hereby appoints

 

of

 

 

to vote on behalf of my DISTRICT at the Technical Assembly of __________________________ to be held on

 

_________________________.

Discipline                                                                                                                               Date

 

 

Signed: __________________              Date: __________________

 

This form is to be used                        In favour of the resolution ________*

 

Against the resolution ___________*

(* Place an X in the desired box)”.

 

Unless otherwise instructed, the proxy will vote as he/she thinks fit.

 

THIS FORM MUST BE LODGED WITH THE CHAIRPERSON OF THE TECHNICAL ASSEMBLY NOT LATER THAN ONE (1) HOUR BEFORE THE COMMENCEMENT OF THE TECHNICAL ASSEMBLY on __________________, AT THE VENUE.

ANNEXURE E (SIMILAR FORM REQUIRED FOR EXECUTIVE COMMITTEE)

 

GAUTENG GYMNASTICS ASSOCIATION

 

NOMINATION FORM I

 

________________________GYMNASTICS

 

The following person is hereby nominated for the position below:

 

Name
SAGF Member No.

 

(Any nomination for a position will automatically be void if no valid SAGF Member number can be provided)

_____________________ GYMNASTICS TECHNICAL COMMITTEE

 

 

Proposer:                                                 Seconder:                                      

 

District/Club:_________________________               District/Club:_____________________

 

Name:        _________________________                 Name:                 ______________________

 

Signature:                                                Signature:                                     

President/Secretary                                                                               President/Secretary

 

Date:                                                       Date:                                            

 

                                                                                                                  

I, ____________________­­­­­­­­_­­­­­­­­__________  accept the nomination indicated above.

   Name

                                                                                                                   

Signature of Nominee                                                                 Date

 

FORMS MUST BE SUBMITTED BEFORE 12h00 ON ______________________

                                      Date

 

 

 

 

 

ANNEXURE F

(SIMILAR FORM REQUIRED FOR EXECUTIVE COMMITTEE)

                                                                   

 

 

 GAUTENG GYMNASTICS ASSOCIATION

 

NOMINEE’S QUALIFICATION FORM

 

_____________________________GYMNASTICS

 

(Please email GGA Office with the Nomination Form)

 

Name of Nominee:                                                                                       

 

Nominated Position:                                                                                              

 

Please give a brief resume of the candidate’s past experience and specific qualifications for the office, for which he/she is nominated.

 

                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                            

 

Signed:                                                                  Date:                              

                   (Nominee)

 

PLEASE SUBMIT BEFORE 12H00 ON ______________________

 

 

 

 

 

 

 

 

 

CLUB INTERNATIONAL PARTICIPATION APPLICATION  

                                                        ANNEXURE G

Applicant (Club):  
Club Representative: Designation:
Tel: Cell:
E-mail:
City, Region: Discipline/s:

 

EVENT DETAILS         

Name of Event:
Venue:
City, Province, Country:
Departure Date: Return Date:

 

TEAM SUMMARY

Athletes Coaches Judges Other Total
 

 

TEAM DETAILS

No. Name Designation M / F Race Age Level

 

MOTIVATION / REASONS FOR PARTICIPATION

 

The following documentation is attached to this application:

Official Invitation from hosting organization
Endorsement by hosting Federation, if not the same as above
Endorsement by the Program Management

 

 

I, ____________________________________________, (applicant representative) understand and declare that this team/group’s participation is on behalf of the above-mentioned club and that there will be no misrepresentation by wearing of any Federation or Protea National Colours from any member of the group during any official activity / function of the event. We also understand and accept that we are required to conduct ourselves in a manner consistent with being members of the SAGF and we will not bring the SAGF or South Africa into disrepute.

 

Signed:                                                                         Date:

 

FOR OFFICIAL USE REF::  
Approval (Signature):   Date:  

 

 

 

ANNEXURE H

 

GAUTENG GYMNASTICS ASSOCIATION DISTRICT DEMARCATIONS

 

 

  1. West Rand- Mogale City district municipality

 

  1. Central Gauteng -City of Johannesburg Metropolitan Municipality

 

  1. Vaal –Sedibeng District Municipality

            Emfuleni District Municipality

  1. Eastern Gauteng -Ekurhuleni Metropolitan Municipality

 

  1. Gauteng North -City of Tshwane Metropolitan Municipality

 

REGULATIONS AND PROCEDURES of Gauteng Gymnastics Association

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