Constitution

OAC Constitution & Rules

(as adopted at the 5th Congress of the Confederation held at Noumea, New Caledonia, October 2004)


GENERAL

1. NAME

The OCEANIA ARCHERY CONFEDERATION was established in 1996. Its members adopted this constitution at the 5th Congress in Pago Pago, American Samoa in August 2002 and amended it in Noumea, New Caledonia on 29th October 2004. its members wish to become an incorporated society under the Incorporated Societies Act 1908 (New Zealand) under the name of OCEANIA ARCHERY CONFEDERATION INCORPORATED.

2. DEFINITIONS

  1. In this Constitution, and in any Regulations made thereunder, words importing the singular will include the plural, and vice versa, unless the context requires otherwise.
  2. In this Constitution, and in any Regulations made thereunder, the requirement to communicate with a Member or with the Secretary-General means written communication despatched to a Member (or to the Secretary-General) by electronic mail, or facsimile transmission, or by post or by air courier to the Member's (or the Secretary-General's) last known address, or delivered to the Member (Secretary-General) personally.

  3. In this Constitution, and in any Regulations made thereunder, the requirement to sign a written notice (e.g. for nomination of a member of Council, or to propose a motion) means the signature of the President or Secretary of the National Archery Association (i.e. Member) putting forward the written notice.

  4. In this Constitution, and in any Regulations made thereunder, "Confederation" means this incorporated society.

  5. In this Constitution and in any Regulations made thereunder, unless the text requires otherwise:-

      1. Member" means a Member of the Confederation and includes Associate members;
      2. Oceania" means American Samoa; Australia; Cook Islands; Federated States of Micronesia; Fiji; Guam; Kingdom of Tonga; Kiribati; Nauru; New Caledonia; Niue; Norfolk Island; Northern Marianas; New Zealand; Palau; Papua New Guinea; Samoa, Solomon Islands, Tahiti, Tuvalu, Vanuatu; Wallis and Futuna, and such further or other states as from time to time may be designated as part of Oceania by Council;
      3. "Financial Year" means the Financial Year of the Confederation which shall be the calender year;
      4. "Accounts of the Federation" means the Confederation's annual financial statements from time to time; 
      5. "Congress" means the Congress of the Confederation;
      6. "Council" means the Council of the Confederation;
      7. "FITA" means the International Archery Association (Federation Internationale de Tir a l'Arc), the World governing body for the sport of Archery;
      8. "President" means the President of the Confederation;
      9. "Vice-President" means a Vice-President of the Confederation;
      10. "Secretary-General" means the Secretary-General of the Confederation;
      11. "Treasurer" means the Treasurer of the Confederation.

3. INTERPRETATION:

If any doubt will arise as to the interpretation of any Section of this Constitution, or any Regulations made thereunder, the decision of Council shall be conclusive and binding upon all Members, and shall not be subject to review by or appeal to Congress or to any national Court of Law, but only to Appeal within 21 days of the decision to the Court of Arbitration for Sport in Lausanne, Switzerland in accordance with the FITA Constitution and Rules.

4. PRECEDENCE:

This Constitution, and in any Regulations made thereunder, will in no way contravene the Constitution and Rules of FITA and, in the event of there being any conflict between the Constitution and Regulations of the Confederation on the one hand, and the Constitution and Rules of FITA on the other hand, then the latter shall take precedence.

5. OFFICIAL LANGUAGE:

(1) The official language of the Confederation shall be the English and French languages.

(2) All meetings of Congress and Council shall be conducted in the English and French languages.

(3) All correspondence will be conducted in the English language.

(4) Where, as a courtesy to non-English speakers, the whole or any part of a meeting, or the whole or any part of any correspondence or documentation of the Confederation is translated into a language other than the English language, then the definitive text shall be that written in the English language.

6. OBJECTIVES:

(1) The objectives of the Confederation, the Continental representative organisation of FITA for the nations of Oceania, shall be: -

(a) to promote and encourage the sport of Archery throughout the nations of Oceania;

(b) to frame and interpret the Constitution and Regulations of the Confederation;

(c) to arrange for the organisation of the Oceania Archery Championships and the Oceania continental Olympic Qualifying Tournament for Archery;

(d) to encourage the organisation of FITA World Ranking events and other International Archery Tournaments within Oceania;

(e) to encourage participation from Oceania at Archery tournaments throughout the World, including the World Archery Championships and the Olympic Games;

(f) to confirm and maintain Oceania Archery Records;

(g) to promote and encourage safety among participants in the sport of archery;

(h) to promote and encourage archery skills, archery coaching standards, and archery judging within Oceania;

(i) to consult with Members about their needs and priorities, and to assist Members; and,

(j) to represent to FITA the views of the Confederation and its Members.

(2) Upon incorporation of the Confederation as provided for under this Constitution, the Confederation will become a body corporate with perpetual succession.

(3) The Confederation is a non-commercial, non-profit-making, international and representative sporting organisation.

7. POWERS:

(1) The Confederation will have all the powers of natural persons for the conduct of their own affairs.

(2) Without prejudice to the generality of Subsection (1) of this section the powers of the Confederation shall include the powers:-

(a) to purchase, lease or otherwise acquire any land or other property of any tenure and any interest therein as will be necessary to fulfil the objectives of the Confederation;

(b) to sell or otherwise dispose of any such land or other property as will have become unnecessary to fulfil the objectives of the Confederation;

(c) to employ or engage or appoint, on such terms and conditions as are approved by Council, servants, agents and professional advisers, subject to the general policy and approval of the FITA Council;

(d) with the prior consent of Congress, to borrow money, with or without security, for the promotion of the objectives of the Confederation;

(e) with the prior consent of Congress, to pledge in security the whole or any part of the assets of the Confederation, or to grant guarantees;

(f) to affiliate with or join any Regional, International or Olympic organisation;

(g) to procure the incorporation of the Confederation under appropriate legislation;

(h) to procure charitable or tax-exempt status for the Confederation.

(3) To do all such things as are incidental or conducive to the attainment of the objectives of the Confederation.

8. REGISTERED OFFICE:

The Confederation will keep a Registered Office within the country of incorporation, the address of which will be determined from time to time by the Council.

9. SEAL:

The Confederation will keep a Common Seal which shall be deposited for safe keeping at the Registered Office. The Common Seal will not be affixed to any document except with the consent of the Council. Every such document will be signed by the President and countersigned by the Secretary-General or another member of Council. 

10. AMENDMENT:

(1) This Constitution, and any Regulations made thereunder, may be amended by Congress provided that written notice of any proposed amendment (which notice will set forth fully the nature of the proposed amendment) will have been communicated to all Members with the Agenda for the Meeting of Congress which will consider the amendment.

(2) No motion to amend this Constitution will be effective, and the Constitution cannot be amended, unless at least two-thirds of the Members present or represented by Proxy at Congress will support the proposed amendment.

11. DISSOLUTION:

(1) On application being made in writing to the Council by not less than fifty per cent of the Members signifying their wish that the Confederation be dissolved, the Council will convene an Extraordinary Congress to consider such a proposal.

(2) Written Notice of any such Congress (which Notice shall set forth fully the terms of the application to dissolve the Confederation) shall be communicated to all Members with the Agenda for the Meeting of Congress which will consider the dissolution application.

(3) No proposal to dissolve the Confederation shall be effective, and the Confederation cannot be dissolved, unless at least two-thirds of the Members present in person or represented by proxy at a Meeting of Congress convened for that purpose shall support the proposal to dissolve the Confederation.

(4) In the event of the Confederation being dissolved, the whole funds, assets and records of the Confederation shall vest in and become the property of FITA.

MEMBERSHIP

12. QUALIFICATIONS:

(1) Membership of the Confederation is open to the National Archery Association of each of the nations of Oceania provided always that the National Archery Association is a member of FITA and is a body corporate.

(2) Only one National Archery Association of each Oceania nation shall be entitled to membership of the Confederation.

13. APPLICATION:

(1) Any such National Archery Association of an Oceania nation which is a member of FITA will automatically become a member of the Confederation.

(2) Any National Archery Association of an Oceania nation which is a body corporate but is not a member of FITA may apply for Associate Membership of the Confederation by completing an Application Form and paying the appropriate Membership Subscription for Associate Members (if any).

(3) The Application Form for Associate Members will be in the following terms:-

"OCEANIA ARCHERY CONFEDERATION
APPLICATION for ASSOCIATE MEMBERSHIP

Name of Applicants: __________________________

Postal Address:__________________________

__________________________

__________________________

__________________________

Tel.No:__________________________

Fax. No:__________________________

E-mail:__________________________

The Applicants certify:-

(1) that it is the National Archery Association of ____________________ (insert name of country);

(2) that it is that country's only National Archery Association;

(3) that it is not a member of FITA;

(4) that if its application is accepted it will abide by the Constitution and Regulations of the Confederation;

(5) that Membership Subscription of ________________ USD is enclosed for the current calendar year. (delete if not applicable)

Date:_____________________________

Signature: ______________________________ (of President of Applicants)

14. SUBSCRIPTION:

In the event that Congress votes to introduce Subscriptions for Members and Associate Members then thereafter all Members and Associate Members will pay an Annual Membership Subscription to the Confederation, the rate of which will be determined from time to time by Congress.

15. CESSATION OF MEMBERSHIP:

(1) Every Member or Associate Member of the Confederation will remain a Member of the Confederation for two months after the end of the financial year (i.e. until the end of February of the following year) when its membership will be deemed to have lapsed unless the Membership Subscription for the current financial year has been paid. This provision will be of no effect unless Congress votes to introduce Subscriptions, as provided for in Section 14 of this Constitution.

(2) Membership will cease automatically when a Member ceases to be a member of FITA, is dissolved, resigns from the Confederation or is expelled from the Confederation: and Associate Membership will cease automatically when an Associate Member resigns, is dissolved or is expelled from the Confederation.

16. RESIGNATION:

(1) A Member or an Associate Member may resign from the Confederation upon giving notice in writing to the Secretary-General and such resignation will come into effect on the date stated in the resignation notice, and in the event that no date is stated in the resignation notice the effective date of the resignation will be the date when the resignation is approved by the Council.

(2) Resignation from the Confederation will not free and relieve a Member or an Associate Member of any liabilities incurred by the Member or Associate Member to the Confederation which arose during the period of their Membership.

17. SUSPENSION:

The Council will have the power to suspend from Membership of the Confederation, for a period not exceeding twelve months, a Member whose conduct has been unsporting and/or prejudicial to the Confederation, provided always that:-

(a) such a Member will have the right to make representations in its defence at a Meeting of the Council before a decision is taken;
(b) two thirds of the members of Council support the decision, and
(c) the Member is entitled to appeal any resolution by the Council to suspend them to Congress which may confirm, rescind or vary the decision of the Council.

Voting on this issue both at the Council and at Congress will be by secret ballot. The Member may appeal within 21 days of the decision of Congress to the Court of Arbitration for Sport in Lausanne, Switzerland in accordance with the FITA Constitution and Rules.

18. EXPULSION:

Congress will have the power to expel from Membership of the Confederation a Member whose conduct has been unsporting and/or prejudicial to the Confederation, provided always that:-

(a) such a Member will have the right to make representations in its defence at a Meeting of Congress before a decision is taken; and
(b) two thirds of the members of Council support the decision.

Voting on this issue shall be by secret ballot. The Member may appeal within 21 days of the decision to the Court of Arbitration for Sport in Lausanne, Switzerland in accordance with the FITA Constitution and Rules.

CONGRESS

19. CONGRESS MEETINGS:

(1) The governing body of the Confederation is Congress.

(2) There will be a General Congress of the Confederation every second year commencing in the year 2002.

(3) A General Congress will normally be held in conjunction with the Oceania Outdoor Target Archery Championships, generally to be held in March.

(4) A Special Congress may be convened at the request of 50% of members or at any time by Council by giving the required notice and specifying the purpose or purposes for which the Special Congress has been called.

20. MEMBERSHIP OF CONGRESS:

The following persons are entitled to receive a Notice of Summons under Section 21, and to attend Congress, namely:-

  • each Member; and
  • all members of Council.

21. NOTICE:

Written Preliminary Notice of any Congress, whether General or Special, will be communicated to all Members and Members of Council at least sixty days in advance of the date of the Congress and will specify the date, time and place of the Congress. At least thirty days in advance of the date of the Congress Written Final Notice, whether General or Special, together with a Proxy Form and all necessary papers will be communicated to all Members and Members of Council and will (a) confirm the Preliminary Notice details and (b) give details of all business to be transacted.

22. QUORUM:

The quorum at any meeting of Congress will be three Members and two members of Council, all present in person.

23. MOTIONS:

Any Member wishing to propose a Motion for consideration at a General Congress shall communicate to the Secretary-General no later than forty days prior to the date of the Congress specified in the "Written Preliminary Notice" (see Section 21) a written notice, signed by the Member, which sets forth the terms of the Motion, and the Secretary-General shall include these details in the Written Final Notice calling the Meeting.

24. VOTING:

Each Member of the Confederation and each member of Council will be entitled to one vote at any meeting of Congress. Except when otherwise stated in this Constitution, the method of voting will be by a show of hands. In the case of an equality of voting, the Chairperson of Congress will have a casting vote.

25. DELEGATES:

Before the opening of any Congress, Members will communicate to the Secretary-General a notice in writing specifying the name of the Member's delegate entitled to attend Congress and vote on their behalf.

26. CHAIRPERSON:

Congress will be chaired by the President and in the President's absence by a Vice-President, whom failing, the Secretary-General, whom failing the Treasurer, whom all failing, a delegate appointed by Congress.

27. PROXIES:

(1) Any Member unable to attend a meeting of Congress, by notice in writing signed by the Member may nominate and appoint another Member as their Proxy to attend Congress and vote on their behalf provided always that no Member will hold more than one proxy. In this subsection the reference to a Member" includes a reference to its "delegate" appointed under the provisions of Section 25 of this Constitution.

(2) Any such Instrument of Proxy is valid only if communicated to the Secretary-General at least two days prior to the opening of the Congress to which it relates.

(3) Any such Instrument of Proxy is valid only for the Congress to which it relates.

28. POSTAL VOTES:

(1) Notwithstanding the provision of Section 21 of this Constitution, a Special Congress may be held by circulation of Members and members of Council if, in the opinion of Council, the business to be transacted lends itself to decision in this manner.

(2) For financial years ending between General Congresses a Special Congress will be held by circulation of Members and members of Council for the purpose of approving the Accounts of the Confederation for each year. This Special Congress will take place in the month of April each alternate year beginning in 2009.

(3) Any matter unresolved at a General Congress may, with the consent of Congress, be resolved by subsequent circulation of Members and members of Council.

29. REPORTS:

(1) At each General Congress there will be submitted for approval the following Reports:-

(a) a report by the President reviewing the activities of the Confederation since the immediately preceding General Congress.
(b) a report by the Secretary-General concerning Membership of the Confederation, and any matter of administration he or she wishes to report to Congress.
(c) a Financial Report by the Treasurer for each financial year comprising the Audited Accounts of the Confederation, which Report will comprise at least a Balance Sheet, a Revenue Account detailing income and expenditure, explanatory Notes, and an Audit Certificate.

(2) The Reports referred to in subsection (1) shall be communicated to all Members with the Final Notice calling the Meeting.


30. ORDER OF BUSINESS:

(1) The Order of Business at a Special Congress will be as set forth in the Agenda, which Agenda will be determined by the Council having regard to the provision of Subsection (2) of this Section

(2) The Order of Business at a General Congress will be as set forth in the Agenda, which Agenda, as nearly as may be appropriate, will be:-

(a) Opening prayer and In memorium
(b) Presentation of Credentials by Delegates
(c) Presentation of Credentials by Proxies
(d) Report by Secretary-General concerning Postal Votes received
(e) Apologies
(f) Approval as a correct record of the Minutes of the immediately proceeding General Congress.
(g) Approval as a correct record of the Minutes of any Special Congress held since the immediately preceding General Congress
(h) Matters arising out of (f) not expressly dealt with as a separate Agenda item
(i) Matters arising out of (g) not expressly dealt with as a separate Agenda item
(j) Approval of the Report by the President
(k) Approval of the Report by the Council
(l) Approval of the Accounts of the Confederation for the immediately preceding two financial years
(m) Approval of the Report of any Working Party or Committee referred to Congress by the Council
(n) Determination of Hosts for forthcoming Oceania Archery Championships and other Oceania tournaments
(o) Consideration of any proposal to approve a new Constitution or amend the existing Constitution
(p) Consideration of any proposal to approve new Regulations or amend existing Regulations
(q) Consideration of Motions from Members (not being related to (o) or (p) above
(r) Election of Council members as listed on the Agenda
(s) Other business of which notice has been given in the Agenda
(t) Determination of date and place of the next General Congress
(u) Any business which Congress considers it appropriate to consider without Notice
(v) Closure of Congress.

31. PROCEDURE:

Subject to the provisions of this Constitution, the Chairperson of Congress will regulate all matters of procedure and will have authority to limit or close debate on any matter. The decision of the Chairperson on any such matter will be final and conclusive.

32. ELECTIONS:

In the event of an election for any member of Council, the election will be conducted by secret ballot under the supervision of two scrutineers appointed by Congress.

33. REGULATIONS:

Congress will have the power to make Regulations for the furtherance of the Objectives of, and for the better administration of, the Confederation.

COUNCIL

34. PRESIDENT:

(1) There will be a President of the Confederation who will be elected at the General Congress, commencing 2004, for a period of four years, and will be eligible for re-election. Until 2004 the incumbent will be the President of the Confederation.

(2) The President will preside over all meetings of Congress and the Council and will provide leadership to the Confederation, Congress and the Council in the performance of their respective duties.

35. VICE-PRESIDENTS:

(1) There will be a Vice-President of the Confederation who will be elected at the General Congress, commencing 2002, for a period of four years, and will be eligible for re-election.

(2) The Vice-President will assist the President in the performance of Confederation duties.

36. SECRETARY-GENERAL:

(1) There will be a Secretary-General of the Confederation who will be elected at the General Congress, commencing 2002, for a period of four years, and will be eligible for re-election.

(2) The Secretary-General will:-

(a) Maintain a Register of Members;
(b) Prepare and dispatch Agendas for Meetings of Congress and the Council;
(c) Record full Minutes of meetings and decisions of Congress and the Council;
(d) Conduct the general correspondence of the Confederation;
(e) Be the principal administrative officer of the Confederation.

37. TREASURER:

(1) There will be a Treasurer of the Confederation who will be elected at the General Congress, commencing 2004, for a period of four years, and will be eligible for re-election. Until 2004 the incumbent shall be the Treasurer of the Confederation.

(2) The Treasurer will:-

(a) Safeguard and maintain all financial books and records of the Confederation;
(b) Safeguard and maintain the whole assets of the Confederation;
(c) Prepare annual accounts of the Confederation for audit and report thereon to Congress and by way of electronic communication to Member Associations in the intervening years;
(d) Make every effort to ensure that the Confederation at all times remains solvent
(e) Be the principal financial officer of the Confederation.

38. MANAGEMENT:

The whole management and conduct of the affairs of the Confederation between General Congresses will be vested in, and under the control of, the Council, except where this Constitution requires otherwise. The Council will report quarterly, by way of a newsletter to Member Associations, on the activities of the Oceania Archery Confederation.

39. MEMBERSHIP OF COUNCIL:

Council will comprise the President, the Vice-President, the Secretary-General, and the Treasurer, provided always that, wherever possible, no more than one person from each Member state will be elected to Council.

40. MEETINGS:

(1) Council may meet face to face, but normally will conduct their affairs by electronic mail or other means as they will determine provided always that the Secretary-General must maintain in the Minutes of Council full details of all decisions no matter whether reached at a meeting face to face or otherwise.

(2) No decision of Council is effective unless supported by at least two members of Council, excepting only decisions to expend money when the decision must be supported by at least three members of Council.

(3) The Chairperson of Council will regulate all matters of procedure and will have authority to limit or close debate on any matter. The decision of the Chairperson on any such matter will be final and conclusive.

41. COMMITTEES:

The Council may form Committees or Working Parties as required from amongst the Members; will determine their terms of reference; appoint the Convenor and members thereof, and any such Committee or Working Party will report to Council. A DTAC Committee will be established to report quarterly by way of a newsletter to Member Associations. The Committee will be made up of a chairperson and 2 members. The chairperson will be appointed according to FITA rules, the 2 members will be elected at each Congress, commencing in 2004, for a period of 2 years and they will all be eligible for re-election.

42. PAYMENTS:

No payment by way of remuneration or honorarium will be paid to any member of Council for acting as a member thereof. A member of Council, with the consent of Congress and FITA Council, may however be appointed by Council to act as a paid servant, agent or adviser under and in terms of Section 7(c) of this Constitution. A member of Council will be paid all travelling, hotel and other expenses properly incurred by him or her in the course of official duties on behalf of the Confederation provided always that any such payment will not be made without the approval of Council.

43. NOMINATIONS:

Nominations for members of Council must be made by written notice signed by a Member and communicated to the Secretary-General no later than 40 days before the date of Congress. Nominees must have the written support of their own Member Association. In the event of more than one person being nominated for any vacancy, an election will be held at Congress as provided for in Section 32 of this Constitution. In the event that no written nomination for a vacancy is received by the due date, the Chairperson of Congress will cause nominations for that vacancy to be called for during Congress.

44. CASUAL VACANCIES:

In the event of the office of President, Vice-President, Secretary-General or Treasurer falling vacant during the period between two General Congresses, Council will appoint a person to fill the vacant office until the next meeting of Congress. The person so appointed must be a member in good standing of any Member of the Confederation.

45. AUDITOR:

The Council will nominate a person to audit the Accounts of the Confederation.

46. FINANCE:

(1) Receipts will be issued for all monies received by the Confederation and such monies will be deposited in the Confederation's bank current account. Payments will be made by cheque drawn on the said bank account, the signatories to which will be the Treasurer and one other member of Council.

(2) Reserves will be invested, either generally or in trust earmarked for a particular purpose, in an interest-bearing account approved by the Council.

(3) The Confederation will not operate a bank overdraft, grant securities or guarantees, or borrow money to further its objectives, without the prior approval of Congress.

47. INDEMNITY:

Members of Council, and any agents, servants and advisers to the Confederation will be indemnified out of the assets of the Confederation against any liability incurred by them in the performance of their duties on behalf of the Confederation. For the purposes hereof "liability" means costs, damages or other liability whatsoever including, without prejudice to the foregoing generality, any liability incurred in respect of any statutory penalties or any proceedings (whether civil, criminal or administrative).

48. INSURANCE:

The Council may purchase indemnity insurance, or such further or other insurance as they consider beneficial to the Confederation and its Members.

Notice Board

World Cups for 2013 listed on World Archery website. For details see www.worldarchery.org

IOC Olympics 2012

Photo Gallery