HONIARA FOOTBALL ASSOCIATION STATUTES. Standing Orders of the Congress

Transcription

1 HONIARA FOOTBALL ASSOCIATION STATUTES Standing Orders of the Congress JULY 2011

2 CONTENT Chapter Page Definitions 1 I General Provisions 2 II Membership 8 III Honorary President and Honorary Member 13 IV Organisation 14 A Congress 14 B Executive Committee 19 C Office Bearers 22 D Standing Committees 24 E General Secretariat 26 F Judicial Bodies 27 V Finance 30 VI Competitions and Rights in Competitions and Events 32 VII National, International Matches and Competitions 34 VIII Final Provisions 35

3 STANDING ORDERS OF THE CONGRESS Articles Page Article 1 Participation In The Congress 36 Article 2 Chair 36 Article 3 Scrutineers 36 Article 4 Interpreters 37 Article 5 Debates 37 Article 6 Speakers 37 Article 7 Proposals 37 Article 8 Procedural Motions And Closing Of Debates 37 Article 9 Votes 38 Article 10 Elections 38 Article 11 Enforcement 39

4 Definitions The terms given below denote the following: HFA and the Association: both mean the Honiara Football Association incorporated in Solomon Islands as a charitable trust under the Charitable Trusts Act (Cap 55) and a Provincial Football Association affiliate member of the SIFF. SIFF and the Federation: both mean Solomon Islands Football Federation incorporated in Solomon Islands as a charitable trust under the Charitable Trusts Act (Cap 55) and a regional affiliate member of the OFC and a member of FIFA. OFC: Oceania Football Confederation registered as charitable trust in New Zealand as a regional Confederation of FIFA in the Oceania Region. FIFA: Fédération Internationale de Football Association, the World Governing body of soccer established as an association with Article 60 of the Swiss Civil Code. Officials: all board members, committee members, coaches, referees, and attendants as well as other people responsible for technical, medical and administrative matters at FIFA, a Confederation, Association, League or Club. Congress: the supreme body of the HFA. Executive Committee: the executive body of the HFA. Member Club: a football club that has been admitted into membership of HFA by the Executive Committee. Soccer; Football; Association Football: the game controlled by FIFA in all its forms and organised in accordance with their respective Laws of the Game. Reference to: (1) the singular includes the plural and vice-versa; (2) a person includes the body corporate; (3) the masculine gender includes the feminine and neuter gender and vice-versa; (4) A Statute, Regulation or Provision of a Statute includes any amendment to or replacement or re-enactment thereof. Where under these Statutes or any Rules, Regulations or By-Laws made thereunder, a power is given to any person or body to appoint or co-opt any person in any capacity, that power shall include the power to remove that person and to appoint or co-opt another person in his place unless the context requires otherwise. Page 1

5 Chapter I Article 1 General Provisions Name, Headquarters, and Legal Form 1.01 The Honiara Football Association is a private organisation of an associative nature incorporated under the Charitable Trust Act (Cap 55) in compliance with the legislation of Solomon Islands and registered in Honiara. It is formed for an unlimited period The headquarters of Honiara Football Association shall be determined from time to time by the Executive Committee. The postal address is P O Box 1606, Honiara, Solomon Islands The Honiara Football Association is a Member of SIFF The logo of the Honiara Football Association is: 1.05 The flag, emblem, logo and abbreviation are legally registered with the Registrar in the Registrar of Titles Office, Honiara, Solomon Islands. Article 2 Objectives of the Association 2.01 To promote the game of Association Football in all its forms in Honiara in every way deemed proper to HFA or the Executive Committee To foster friendly relations amongst officials and players of Association Football in all its forms in Honiara To organise and supervise all HFA approved leagues and competitions within the Honiara municipality To foster, improve and develop the standard of Association Football in all its forms in Honiara and to take steps as shall be deemed necessary or desirable for preventing infringements of the Statues and Regulations of HFA or SIFF or the Laws of the Games laid down by FIFA and to prevent the introduction of improper methods or practices into the game and to protect it from abuses To provide Regulations and By-Laws or otherwise the method of deciding and settling all differences that may arise between members To organise or assist in the organisation of competitions within Honiara as may be deemed necessary or desirable and to make rules and regulations governing such competitions which shall have prior approval of SIFF To raise funds by imposing a levy or fees on both competitive and friendly matches played between members and Provincial Associations from outside Honiara whenever such matches are played in Honiara and to expend such funds to fulfil any or all of the objects of HFA in such manner as the HFA Congress or the Executive Committee think proper. Page 2

6 2.08 To purchase, hold or otherwise acquire any real property or equipment, or any interest in the same, respectively, which shall be for the benefit of HFA or which will assist in the promotion of any of the objects of HFA, to develop, or organise and carry out income generating activities or schemes necessary to finance the activities of HFA To maintain contact and co-operation with SIFF and other Provincial Football Associations, clubs, teams and individuals in all matters relating to the organisation of HFA, and to promote fair play, good sportsmanship and develop good relationship through the spirit of the game To nominate delegates to the SIFF Congress in compliance with the SIFF Statutes To maintain contact and liaise with the SIFF Referees Committee, through the SIFF Secretariat, on matters relating to the laws of the game and officiating on games organised by the HFA To assist in the development of qualified referees, coaches and administrators within Honiara as seen necessary from time to time To organise and conduct relevant technical courses for its members To protect and represent member clubs, teams, players, players and officials in any matter in which their interests relating to association football within or outside Honiara are concerned Select players and appoint team officials when and where required to represent HFA in any national or international competitions To do all such things and acts conducive to the furtherance of the objectives and interests of HFA within and outside Honiara in conformity with SIFF and FIFA Statues. Article 3 Powers and Functions of the HFA 3.01 To act alone or with individuals or other bodies in the interest of sport and in particular, soccer and may for this purpose affiliate with or become a member of any organisation, whether national or international, having the same or similar objects in relation to sport in general and soccer in particular To establish and maintain cordial relation with other Provincial Associations and/or other sporting bodies in Solomon Islands and elsewhere To conduct and in every respect control football matches, competitions and tournaments, in all its forms, for its Members Clubs and to organise teams to participate in provincial and national competitions To nominate or appoint delegates to attend meetings of any organisation of which HFA shall become a member or is affiliated and to pay any expenses incurred by such delegates in attending any meetings of such bodies. Page 3

7 3.05 To promote, foster and control a social club or clubs for persons associated with or have shown interest in the activities and objects of HFA To make Rules, Regulations and By-Laws in the furtherance of the objects of these Statutes provided that such Rules, Regulations or By-Laws are not inconsistent with these Statutes, the SIFF, OFC and FIFA Statutes To suspend, disqualify, fine or otherwise deal with any member, officer, player, coach, referee or manager who has committed any breach of these Statutes, Rules, Regulations, or By-Laws made hereunder or any person who has practiced, counselled or sanctioned any conduct arising out of or in connection with soccer which conduct, in the opinion of HFA, has brought or likely to bring the game of soccer into disrepute To obtain by purchase, lease, hire or otherwise, land, buildings, grounds and equipment for holding of soccer matches, for training or other purposes, or otherwise for the purpose of or promotion of soccer To erect, improve, maintain, alter, add to, or demolish any buildings, structures or other premises as required for the purpose of HFA To maintain such administrative offices as may be necessary for the proper functioning of HFA and to equip such offices in a suitable and efficient manner To appoint and or employ coaches, masseurs, trainers, caretakers, clerks, administrators and such other persons as may be required for the carrying out of the purposes of HFA To sell, hire, lease or otherwise deal with any land, buildings, equipment or other property of HFA To take or defend legal proceedings of any nature on behalf of HFA or any of its officials, members, committees or other bodies To impose and collect levies, fines, subscriptions, fees and other charges from any person or organization and to borrow or raise money with or without security from any institution or individual for the better carrying out of HFA s purposes To invest any of HFA s monies, which are not immediately required for any of its objects, in such manner as may be determined from time to time To apply the income and property of HFA howsoever derived towards the promotion of the objects of HFA To make representations to SIFF, other Provincial Associations, NOCSI, National Government, Honiara City Council, and other local authorities in relation to any matters directly or indirectly affecting the interests of soccer in Honiara or elsewhere To make and obtain loans, grants and subsidies to and from members, other bodies or persons, for the furtherance of HFA objectives. Page 4

8 3.19 To delegate so far as is not expressly prohibited by these statutes, any of its powers and functions to its Committees or officers or to members To run, organize and manage soccer matches, competitions, leagues, tournaments, courses, workshops and seminars anywhere in Honiara for all age groups and to make regulations for such competitions or activities To promote youth development and women s interest in soccer To do all other this as are incidental or conducive to the attainment of the objectives of HFA or the exercise of the aforementioned powers or any of them. Article 4 Obligation and Rules of Interpretation 4.01 All Member Clubs shall be subject to and shall be bound by: a) These Statutes, Regulations, Rules and Standing Orders made pursuant thereto; and b) Decisions of the Congress, Executive Committee, the HFA Disputes Tribunal, and any other body empowered by these Statutes with appellate powers, the HFA Committees, SIFF, OFC, and FIFA All Member Clubs shall be bound by the FIFA Statutes and Regulations as well as the Laws of the Game as published by FIFA and shall enforce compliance with decisions of SIFF, OFC, FIFA and the HFA Committees By joining HFA, each Member Club thereby submits to the exclusive jurisdiction of the HFA Disputes Tribunals on all questions, issues and disputes either connected with soccer or the interpretation of these Statutes, the Club Constitutions, Regulations, Rules, By-Laws, Orders and Resolutions of HFA and the Laws of the Game Each Member Club shall ensure that their subordinate organizations, committees, officials, coach, players and supporters do not refer any questions, issues, or disputes to a court of law but shall submit such disputes in the first instance to the Disciplinary Committee or HFA Disputes Tribunal Each Member Club shall co-operate with HFA in all matters relating to the organization of inter-club competitions and soccer in general and shall ensure that inter-club leagues or any such combination of clubs or leagues shall not be formed without its consent and approval of SIFF Whenever the provisions refereed to in Article 4.01 are silent on any particular matter, the SIFF Statutes, Rules and Regulations shall be applied to resolve any disputes or issues and likewise whenever the provisions of any Member Club s constitution or rules are silent on any particular matter, the provisions of these Statutes and Regulations hereunder shall apply and the decision of the HFA Disputes Tribunal shall be final. Page 5

9 4.07 No provisions of these Statutes shall be applied and/or interpreted as inconsistent with or contradicting SIFF Statutes, Rules and Regulations. Likewise, no provisions of the constitutions of any Member Club shall be applied and/or interpreted as inconsistent with or contradicting these Statutes, Regulations and Rules made hereunder Any provision of the constitution of a member which is inconsistent with the Statutes, Rules and Regulations of HFA, or the Statutes, Rules and Regulations of SIFF, or the Statutes, Rules and Regulations of OFC or of the FIFA Statutes or the Rules and Regulations there under, shall to the extend of the inconsistency be null and void. Article 5 Neutrality and Non-Discrimination 5.01 HFA is neutral in matters of politics and religion Discrimination of any kind against a private person or group of people, or country on account of ethnic origin, gender, language, religion, politics or any other reason is strictly prohibited and punishable by suspension or expulsion. Article 6 Promoting Friendly Relations 6.01 HFA shall promote friendly relations between its Member Clubs, Officials and Players and in society for humanitarian objectives Every person and organization involved in the game of football is obliged to observe the Statutes, regulations and the principles of fair play as well as the principles of loyalty, integrity and sportsmanship HFA shall provide the necessary institutional means to resolve any internal dispute that may arise between Member Clubs, Officials and Players of HFA. Article 7 Players 7.01 The status of Players and the provisions for their transfer shall be regulated by the Executive Committee of HFA in accordance with the current FIFA Regulations for the Status and Transfer of Players Players shall be registered in accordance with the regulations of HFA. Article 8 Laws of the Game 8.01 The Member Clubs of HFA shall play Association Football, in all its forms, in compliance with the Laws of the Game as issued and/or authorised by IFAB. Only the IFAB shall alter and lay down the Laws of the Game. Article 9 Conduct of Member Clubs, Bodies and Officials 9.01 The Member Clubs, Bodies and Officials of HFA must observe the Statutes, regulations, directives, decisions, and the Code of Ethics of SIFF, of OFC and of FIFA in their activities. Page 6

10 Article 10 Official Languages The official language of HFA shall be English. Official documents and texts shall be written in this language. In the event of any divergence between the interpretations of texts in the different languages, the text written in English shall be regarded as authoritative The official languages at the HFA Annual Congress shall be Solomon Islands Pidgin and English. Page 7

11 Chapter II Article 11 Membership Admission, Suspension and Expulsion The Executive Committee shall decide whether to admit, suspend or expel a Member Club, in accordance with relevant applicable regulations, and shall accordingly inform the Congress Admission may be granted if the applicant fulfils the requirements of HFA Membership is terminated by resignation or expulsion. Loss of membership does not relieve the Member from its financial obligations towards HFA or other Members Clubs of HFA, but leads to cancellation of all rights in relation to HFA. Article 12 Admission The Member Clubs of HFA are the registered Football Association Clubs within the boundary jurisdiction of the Honiara City Council Any allowable legitimate club wishing to become a member of HFA shall apply in writing to the President of HFA within the legal specified period of time prior to the qualifying competition for entry into the lowest league division The application must be accompanied with the following mandatory items: (a) (b) (c) (d) (e) (f) (g) (h) (i) A copy of its legally valid constitution. A copy of the financial accounts for the previous year. A list of officials, specifying those who are authorized signatories with the right to enter into legally binding agreements with third parties. A list of other committees under the applicant s jurisdiction and the names and addresses of current members of those committees. A declaration that it will always comply with the Statutes, regulations and decisions of HFA, SIFF, OFC and FIFA and ensure that these are also respected by its own Officials and Players. A declaration that it will comply with the Laws of the Game in force. A declaration that it recognizes the Disputes Tribunals of HFA, SIFF, and OFC and the Court of Arbitration for Sport (CAS). A declaration that it undertakes to organize or participate in friendly matches only with the prior consent of HFA. A copy of the minutes of its last annual general or constitutional meeting. Page 8

12 12.04 This article shall not affect the status of existing Member Clubs at the time of the adoption of these Statutes and the Standing Orders of the Congress. Article 13 Request and Procedure for Application The procedure for admission shall be regulated by special regulations approved by the HFA Executive Committee The Executive Committee shall report to the Congress on its decision to either admit or not to admit an applicant. The applicant may state the reasons for its application to the Congress The new Member Club shall acquire membership rights and duties as soon as it has been admitted. Its delegates are eligible to vote and be elected with immediate effect. Article 14 Members Rights A Member Club shall have the right: (a) (b) (c) (d) (e) (f) To take part in the Congress of HFA, to know its agenda in advance, to be called to the Congress within the prescribed time and to vote at the Congress by two (2) delegates who shall be the President and the General Secretary or their nominee. To draw up proposals for inclusion in the agenda of the Congress. To nominate candidates for election at the Congress. To be informed of the affairs of HFA through the official bodies of HFA. To take part in HFA league competitions and for its clubs to participate in applicable national and provincial competitions, tournaments and matches organized or controlled by HFA unless the Executive Committee either generally or for specific competition otherwise decides To exercise all other rights arising from the statutes and regulations of HFA The exercise of these rights is subject to other provisions in these Statutes and the applicable regulations. Page 9

13 Article 15 Member Club Obligations The Member Clubs of HFA shall have the following obligations: (a) (b) (c) (d) (e) (f) (g) (h) (i) (j) (k) (l) To comply fully with the Statutes, regulations, directives and decisions of HFA, SIFF, OFC and FIFA at all times and to ensure that these are also respected by its members. To ensure the election of its decision-making bodies. To take part in all competitions and other sports activities organized by HFA. To pay their annual affiliation fees within the specified time for renewal. To respect the Laws of the Game, as laid down by IFAB, and to ensure that these are also respected by its members through a statutory provision. To adopt a statutory clause specifying that any dispute requiring arbitration involving itself or one of its members and relating to the Statues, regulations, directives and decisions of HFA, SIFF, OFC and FIFA shall come solely under the jurisdiction of the appropriate Arbitration Tribunal of HFA, SIFF, OFC or FIFA and that any recourse to Ordinary Courts is prohibited. To communicate to HFA any amendment of its statutes and regulations as well as the list of its Officials or persons who are authorized signatories with the right to enter into legally binding agreements with third parties. Not to maintain any relations of a sporting nature with entities that are not recognized or with Members that have been suspended or expelled. To observe the principles of loyalty, integrity and good sporting behaviour as an expression of fair play through a statutory provision. To observe the mandatory items specified under Article for the duration of their affiliation. To administer a register of members which shall regularly be updated. To comply fully with all other duties arising from the Statutes and other regulations of HFA, SIFF, OFC and FIFA Violation of the above-mentioned obligations by any Member Clubs may lead to sanctions provided for in these Statutes. Article 16 Suspension The Executive Committee may suspend a Member Club that seriously and repeatedly violates its obligations as a Member with immediate effect. The suspension shall last until the next Congress, during which the Congress shall be duly informed, unless the Executive Committee has lifted it in the meantime. Page 10

14 16.02 A suspension shall be confirmed at the Executive Committee by an absolute majority of the votes taken. If it is not confirmed, the suspension is automatically lifted A suspended Member Club shall lose its membership rights. Other Member Clubs may not entertain sporting contact with a suspended Member Club. The Disciplinary Committee may impose further sanctions Member Clubs that do not participate in the sports activities of HFA for two (2) consecutive seasons shall be suspended from voting at the Congress and their representatives shall not be elected or appointed until they have fulfilled their obligations in this respect. Article 17 Expulsion The Executive Committee may expel a Member Club if: (a) (b) It fails to fulfil its financial obligations towards HFA. It seriously violates the Statutes, regulations, directives or decisions of HFA, SIFF, OFC and/or FIFA An expulsion shall be confirmed at the Executive Committee by an absolute majority of the votes taken. If it is not confirmed, the Member Club is automatically reinstated The Executive Committee shall duly inform the next Congress on the expulsion of the Member Club. Article 18 Resignation A Member Club may resign from HFA with effect from the end of the calendar year. Notice of resignation must reach the HFA no later than six months before the end of the calendar year The resignation is not valid until the Member Club wishing to resign has fulfilled its financial obligations towards HFA, other Members of HFA, other PFAs, SIFF, and/or OFC. Article 19 Bodies of Member Clubs A Member Club s body shall be either elected or appointed in that Member Club. A Member Club s statutes shall provide for a procedure that guarantees the complete independence of the election or appointment Any Member Club s bodies that have not been elected or appointed in compliance with the provisions of Article 19.01, even on an interim basis, shall not be recognized by HFA Decisions passed by bodies that have not been elected or appointed in compliance with paragraph I shall not be recognized by HFA. Page 11

15 Article 20 Status of Clubs A Member Club affiliated to HFA shall be subordinate to and recognized by HFA. The Member Club s Statutes define the scope of authority and the rights and duties of the Club. The Member Club s statutes and regulations must be approved by the Executive Committee of HFA The Member Clubs shall take all decisions on any matters regarding their membership independently of any external body. This obligation applies regardless of their corporate structure In any case, no natural or legal person (including holding companies and subsidiaries) shall exercise control over more than one Member Club whenever the integrity of any match or competition could be jeopardized. Page 12

16 Chapter III Honorary Titles Article 21 Honorary President and Honorary Member The Congress may grant the title of either Honorary President or Honorary Member to any individual for meritorious service to football, specifically HFA, for at least ten (10) years. In exceptional circumstances, the Congress may grant such titles for a lesser period than ten (10) years All such individuals referred to in Article may take part in the Congress. They may join the debates but are not entitled to vote Nominations for the grants of such titles or awards shall be made to the Executive Committee by either a Member Club or a member of the Executive Committee Congress may also grant either the HFA Gold or HFA Silver Award where Congress considers any individual has given meritorious services to HFA Nominations for the grant of such titles or awards shall be made in writing to the Executive Committee by a Member Club. Page 13

17 Chapter IV Organisation Article 22 Bodies of HFA The Congress is the supreme and legislative body of HFA The Executive Committee is the executive body of HFA Standing and Ad-Hoc committees shall advise and assist the Executive Committee in fulfilling its duties. Their duties, composition and function are defined in these Statutes and/or special regulations drawn up by the Executive Committee The General Secretariat is the administrative body of HFA The judicial bodies are the Disciplinary Committee and the Appeal Committee of HFA The bodies of HFA shall be either elected or appointed by HFA itself without external influence and in accordance with the procedures described in these Statutes. A. CONGRESS Article 23 Definition and Composition of the Congress The Congress is the meeting at which all of the Member Clubs of HFA annually convene. It represents the supreme and legislative authority of HFA. Only a Congress that is annually convened has the authority of make decisions A Congress may be an Ordinary or Extraordinary Congress The President shall conduct the Congress business in compliance with the standing orders of the Congress The Congress may accept observers, submitted in by Member Clubs, who take part in the Congress without the right to debate or to vote The Honorary Presidents or Members may take part in the Congress. They may join the debates but are not entitled to vote. Article 24 Delegates and Votes The members of the Executive Committee have no votes in the Congress The HFA Administrator shall take part in the Congress without voting rights Each Member Club is entitled to two (2) delegates and shall have two (2) votes in the Congress Delegates to the Congress must be the President and the General Secretary of the Member Clubs or their appointees. Page 14

18 Article 25 Areas of Authority of the Congress The Congress has the following authority: (a) (b) (c) (d) (e) (f) (g) (h) (i) (j) (k) (l) Article 26 Adopting or amending the Statutes, regulations governing the application of the Statutes and the standing orders of the Congress. Electing the President, Vice-President, General Secretary, Treasurer and members of the Executive Committee. Appointing the scrutineers. Approving and adopting the annual financial report. Approving the President s activity report. Appointing the Independent Auditors upon the proposal of the Executive Committee. Fixing the annual membership affiliation fees. Deciding, upon the nomination by either a Member Club(s) or a member of the Executive Committee, whether to bestow the title of either Honorary President or Honorary Member. Adoption of duly submitted reports from the Executive Committee on the admission, suspension or expulsion of a Member Club. Revoking the mandate of either one or a number of members of a body of HFA. Dissolving HFA. Passing decisions at the request of a Member in accordance with these Statutes. Quorum of the Congress The quorum of, or decisions passed by, the Congress shall only be valid if the absolute majority (50%+1) of the Member Clubs who are entitled to vote are represented If a quorum is not achieved, a second Congress shall take place within 48 hours after the first, with the same agenda A quorum is not required for the second meeting unless any item on the agenda proposes one or more of the following: (a) The amendment of the Statutes of HFA. Page 15

19 (b) (c) (e) (f) Article 27 The election of either the President, the Vice-President, and/or Members of the Executive Committee. The dismissal of one or a number of members of a body of HFA. The expulsion of a Member of HFA. The dissolution of HFA. Decisions of the Congress Unless otherwise stipulated in the Statutes, a simple majority of the Members entitled to vote is sufficient for a vote to be valid. The number of valid votes counted shall decide the majority. Spoiled or blank voting slips or any other forms of abstentions are disregarded in calculating the majority A decision that requires a vote shall be reached by a show of hands. If a show of hands does not result in a clear majority in favour of a motion, the vote shall be taken by calling the roll in league divisional alphabetical order. Article 28 Elections Elections shall be conducted by secret ballot For a person to be elected, an absolute majority (50%+1) of the votes recorded and valid is necessary in the first ballot. In the second and any other requisite ballot, a simple majority of the votes recorded is sufficient If there are more than two candidates for one available position, the candidate that obtains the lowest number of votes is eliminated as from the second ballot until only two candidates are left. Article 29 Ordinary Congress The Ordinary Congress shall be held once every year The Executive Committee shall finalise the agenda and fix the place, date and time The formal convocation, which shall contain the agenda, shall be made in writing and send to the Member Clubs at least twenty-one (21) days before the date of the Ordinary Congress Further publicity of the Ordinary Congress shall be made by radio broadcast and print media during the fourteen (14) days prior to the Ordinary Congress date. Page 16

20 Article 30 Ordinary Congress Agenda The HFA Administrator, in liaison with the General Secretary, shall draw up the agenda based on proposals from the Executive Committee and the Member Clubs. Any proposal that a Member Club wishes to submit to the Congress shall be sent to the General Secretary in writing, with a brief explanation, at least fourteen (14) clear days before the date of the Congress The Ordinary Congress agenda shall include the following mandatory items: (a) (b) (c) (d) (e) (f) (g) (h) (i) (j) (k) (l) (m) (n) (o) (p) A declaration that the Congress has been convened and composed in compliance with the HFA Statutes. Approval of the Agenda. An address by the President. Appointment of Member Clubs to check the minutes. Appointment of scrutineers. Adoption of a report on the admission, suspension and/or expulsion of a Member Club(s). Approval of the minutes of the preceding Congress. President s activity report (containing the activities since the last Congress). Presentation of the Financial Statements. Approval of the Financial Statements. Adoption of the Budget. Votes on proposals for amendments to the Statutes, the regulations governing the application of the Statutes and the standing orders of the congress (if applicable). Discussion of other proposals submitted by the Member Clubs and/or the Executive Committee. Appointment of independent auditors (if applicable) upon the proposal of the Executive Committee. Dismissal of a body (if applicable). Election of the President, Vice-President, General Secretary, Treasurer and Members of the Executive Committee (if applicable). Page 17

21 (q) Any further items proposed by the Members or the Executive Committee of HFA The agenda of an Ordinary Congress may be altered, provided two thirds of the Member Clubs present at the Congress and eligible to vote agree to such a motion The Ordinary Congress shall not make a decision on any point not included in the agenda. Article 31 Extraordinary Congress The Executive Committee may convene an Extraordinary Congress at any time The Executive Committee shall convene an Extraordinary Congress if at least 50% of the Member Clubs of HFA make such a request in writing. The request shall specify the items for the agenda. An Extraordinary Congress shall be held within three (3) months of receipt of the request. If an Extraordinary Congress is not convened by the Executive Committee, the Member Clubs making the request may convene the Extraordinary Congress themselves. As a last resort, the Member Clubs may request the assistance of SIFF The Member Clubs shall be notified of the place, date and agenda at least twenty-one (21) clear days before the date of an Extraordinary Congress When an Extraordinary Congress is convened on the initiative of the Executive Committee, it must draw up the agenda. When an Extraordinary Congress is convened upon the request of the Member Clubs, the agenda must contain the points raised by those Members The agenda of an Extraordinary Congress may not be altered. Article 32 Amendments to the Statutes, Regulations governing the application of the Statutes, and the Standing Orders of the Congress The Congress is responsible for amending the HFA Statutes Any proposals for an amendment to the Statutes must be submitted in writing with a brief explanation to the President by a Member Club and/or any member of the Executive Committee A proposal for an amendment to the Statutes shall be adopted only if two thirds of the Member Clubs present and eligible to vote agree to it For a vote on an amendment to the Statutes to be valid, an absolute majority (50%+1) of the Member Clubs eligible to vote must be present Any proposal to amend the Regulations governing the application of the Statutes and the standing orders of the Congress must be submitted in writing with a brief explanation to the President by a Member Club and/or a member of the Executive Committee. Page 18

22 32.06 A proposal for an amendment to the Regulations governing the application of the Statutes and the standing orders of the Congress shall be adopted only if a simple majority of the Members present and eligible to vote agree to it. Article 33 Minutes The General Secretary, assisted by the HFA Administrator, or such other persons appointed by the Executive Committee, shall be responsible for recording the minutes at the Congress. The minutes shall be checked and finally approved at the next Congress. Article 34 Effective Dates of Decisions Decisions passed by the Congress shall come into effect for the Member Clubs thirty (30) days after the close of the Congress, unless the Congress fixes another date for a decision to take effect. B. EXECUTIVE COMMITTEE Article 35 Composition of the Executive Committee The Executive Committee shall consist of seven (7) members with the following positions: (a) (b) (c) (d) (e) President Vice President General Secretary Treasurer 3 x Ordinary Members All the positions of the Executive Committee shall be elected by the Congress. Every candidate in the election of Executive Committee members must be proposed by at least one Member Club The mandate of the President, Vice President, General Secretary, Treasurer and members of the Executive Committee is for four (4) years. They may be re-elected The members of the Executive Committee shall be Solomon Islanders and no older than sixty-five (65) and no younger than twenty-five (25) years of age. They must be current Executive Committee Members of any of the Member Clubs and must not have been found guilty of a criminal offence with a served jail term of at least six (6) months. Page 19

23 35.05 Candidatures must be sent to the HFA Administrator seven (7) clear days before the Congress. The official list of candidates shall be passed to the Member Clubs during the Congress at which the Executive Committee will be elected A member of the Executive Committee may not at the same time be a member of a judicial body of HFA If a position should become vacant, the Executive Committee shall fill that position until the next Ordinary Congress, when replacements will be elected for the remaining term of mandate. Article 36 Meetings The Executive Committee shall meet at least once every month The General Secretary, in liaison with the HFA Administrator, may in consultation with the President convene a meeting of the Executive Committee if it becomes necessary The quorum for an Executive Committee Meeting is four (4) members one of whom shall either be the President or Vice President The meetings of the Executive Committee shall not be held in public. The Executive Committee may, however, invite third parties to attend. Those third parties shall not have voting rights, and may only express an opinion with the permission of the Executive Committee. Article 37 Powers of the Executive Committee The Executive Committee: (a) (b) (c) (d) (e) (f) (g) Shall pass decisions on all cases that do not come within the sphere of responsibility of the Congress or are not reserved for other bodies by law or under these Statutes. Shall prepare and convene the Ordinary and Extraordinary Congress of HFA. Shall appoint the Chairmen, Deputy Chairmen and members of the Standing Committees. Shall appoint the Chairmen, Deputy Chairmen and members of the judicial bodies. May decide to set up Ad-Hoc Committees if necessary at any time. Shall compile the regulations for the organization of Standing Committees and Ad-Hoc Committees. Shall appoint or dismiss the HFA Administrator, and other officers, on the proposal of the President. The HFA Administrator shall attend the meetings of all the committees as an ex officio member. (h) Shall propose an independent auditor to the Congress. Page 20

24 (i) (j) (k) (l) (m) (n) (o) (p) Shall draw up rules and regulations for leagues and other competitions organised and administered by HFA. Shall appoint the coaches for the representative teams and other technical staff. Shall approve organisational and administrative establishments stipulating how HFA shall be organized internally. Shall ensure that the Statutes are applied and adopt the executive arrangements required for their application. May dismiss a person or body or suspend or expel a Member Club of HFA and duly submit reports for endorsement at the next Congress. May delegate tasks arising out of its area of authority to other bodies of HFA or third parties. Shall control the use and investment of HFA funds and may borrow funds on behalf of HFA. May enter into contractual arrangements with one or more corporate sponsors of HFA leagues, tournaments and other competitions, provided the contents of any such contracts are agreed upon by both parties before signing. Article 38 Decisions The Executive Committee shall not engage in valid debates unless a quorum is present The Executive Committee shall reach decisions by a simple majority of the members present. In the event of a tied vote, the President shall have the casting vote. Voting by proxy or by letter is not permitted Any member of the Executive Committee must withdraw from the debate and from taking a decision if there is any risk or possibility of a conflict of interests The decisions taken shall be recorded in the minutes The decisions taken by the Executive Committee shall come into effect immediately, unless the Executive Committee decides otherwise. Article 39 Dismissal of a Person or Body The Congress may dismiss a person or body. The Executive Committee may place the dismissal of a person or body on the agenda for the Congress. The Executive Committee may also dismiss a person or body provisionally. Any Executive Committee member may submit a proposal to place such a motion for dismissal on the agenda of the Executive Committee or Congress. Page 21

25 39.02 The motion for dismissal must be justified. It will be sent to the Member Clubs of HFA along with the agenda The person or body in question has the right to speak in his or its own defence If the motion for dismissal is upheld, the Congress or Executive Committee shall reach a decision by means of secret ballot. For the motion to be passed, a majority of twothirds of the valid votes is required The person or body dismissed (provisionally) must be relieved of his or its functions with immediate effect. C. OFFICE BEARERS Article 40 President The President represents HFA legally The President is primarily responsible for: (a) (b) (c) (d) (e) Implementing the decisions passed by the Congress and the Executive Committee through the HFA Administration office. Ensuring the effective functioning of the bodies of HFA in order that they achieve the objectives described in these Statutes. Supervising the work of the HFA Administration office. Maintaining relations between HFA and its Member Clubs, other Provincial Associations, SIFF, OFC, FIFA, political bodies and other organizations. Nominating delegates to the SIFF Congress or other national and/or International conferences The President, in liaison with the Executive Committee, may propose the appointment or dismissal of the HFA Administrator and/or other officials The President shall preside over the Congress, the Executive Committee and Emergency Committee meetings and those committees of which he has been appointed chairman The President shall have an ordinary vote on the Executive Committee and, whenever votes are equal, shall have a casting vote If the President is absent or unavailable, the Vice President shall perform duties on behalf of the President. In the event that the Vice President is unable to perform his duties under this paragraph the General Secretary shall perform such duties on behalf of the Vice President. Page 22

26 Article 41 Candidates for the office of the President The President shall be elected by the Congress for a period of four years. His mandate shall begin after the end of the Congress, which has elected him. A President may be re-elected For the election of the President, two-thirds of the votes of the votes recorded and valid are necessary in the first ballot. In the second and any other requisite ballot, an absolute majority of the votes recorded (50%+1) is sufficient. If there are more than two candidates, the candidate that obtains the lowest number of votes is eliminated as from the second ballot until only two candidates are left Only Member Clubs of HFA may propose candidates for the office of President. Member Clubs shall notify the HFA Administration office in the specific form provided of the name of a candidate for the presidency of HFA at least seven (7) days before the date of the Congress Only officers in the current Executive Committee, or officers serving two (2) terms in Member Clubs Executive Committees, are eligible for candidature The HFA Administration office shall notify the Member Clubs of the names of the proposed candidates during the seven (7) days before the date of the Congress If the President is permanently or temporarily prevented from performing his official functions, the Vice President shall represent him until the next congress. This Congress shall elect a new President, if necessary. Article 42 Representation and Signature The President represents HFA legally and is entitled to sign for HFA. The Executive Committee may set up internal organization regulations regarding the joint signature of officers, in particular, in case of the President s absence and concerning all important business of HFA. Article 43 Vice-President, General Secretary and Treasurer The Vice President shall assume the duties of the President if the President is absent or unavailable or ceases to carry out the duties of his office The General Secretary, in liaison with the President or Vice President, shall be responsible for the coordination of the HFA Administration office, the recording of minutes of all meetings, correspondences and links with Member Clubs, other Provincial Associations, SIFF and other organisations, and the publication of any approved newsletters, booklets of the Statutes, Regulations and Standing Orders or any approved amendment. In the absence of the General Secretary, the HFA Administrator, or such other appointed appropriate persons, shall perform his duties. Page 23

27 43.03 The Treasurer shall be responsible for the accounts of the HFA. The Treasurer s duties shall include: (a) (b) (c) (d) Preparation in collaboration with the General Secretary an annual budget of income and expenditures together with a cash flow statement for presentation to the Finance Committee, Executive Committee or the Congress. Preparation of accounts, in liaison with the HFA Administrator, and presentation to each meeting of the Executive Committee a statement of income and expenditure to date. Operation of bank accounts of the HFA consistent with the Statutes of HFA. The signatories on such bank accounts as are operated by the Treasurer shall be as determined by the Executive Committee from time to time. Responsibility for the completion of the annual financial audit of the HFA accounts in a timely manner having regard to the presentation of annual accounts. D. STANDING COMMITTEES Article 44 Standing Committees The standing committees of HFA are: (a) (b) (c) (d) (e) (f) Finance Committee. Technical and Development Committee. Referees Committee. Women s Football Committee. Youth Football Committee. Small-sided Games Committee The Chairperson of the Standing Committees shall be nominated by the President and appointed by the Executive Committee. Members of the Standing Committee shall be nominated by the General Secretary and appointed by the Executive Committee Each Chairperson shall represent his committee and conduct business in compliance with the relevant organization regulations drawn up by the Executive Committee Each Chairperson shall fix the dates of meetings in collaboration with the General Secretary, and/or HFA Administrator, to ensure that all tasks are carried out and report back to the Executive Committee Each committee may propose amendments to its regulations to the Executive Committee. Page 24

28 Article 45 Finance Committee The Finance Committee shall monitor the financial management and advise the Executive Committee on financial matters and asset management. It shall analyse the budget of HFA and the financial statements prepared by the Treasurer and submit them to the Executive Committee for approval. It shall consist of a Chairman, who must be a member of the Executive Committee and four (4) other members to be appointed by the Executive Committee on the recommendation of the General Secretary. Except for the Chairman, members shall hold office for a period of four (4) years and eligible for re-appointment. Article 46 Technical and Development Committee The Technical and Development Committee shall primarily analyse the basic aspects of football training and technical development. It shall consist of a Chairman, who shall be a member of the Executive Committee and appointed by the Executive Committee. There shall be four (4) members who shall be nominated by the General Secretary and appointed by the President. Members of the Committee shall hold office for a term of four (4) years and are eligible for a further term. Article 47 Referees Committee The Referees Committee shall implement the Laws of the Game. Subject to the SIFF Referees Committee, it shall appoint the referees for matches in competitions organized by HFA, organize refereeing matters within HFA in collaboration with the administration of HFA and monitor the education and training of referees. It shall consist of a Chairman, who shall be a member of the Executive Committee and four (4) members who must qualified referees. Article 48 Women s Football Committee The Committee for Women s Football shall organize women s football competitions and deal with all matters relating to women s football. It shall consist of a Chairperson and four (4) other members who shall be appointed in terms of Article of these Statutes and shall hold office for a period of four (4) years and are eligible for reappointment. Article 49 Youth Football Committee The Youth Football Committee shall organize youth football competitions and deal with all matters relating to youth football. It shall consist of a Chairperson, and four (4) other members who shall be appointed in terms of Article of these Statutes and shall hold office for a period of Four (4) years and are eligible for re-appointment. Page 25

29 Article 50 Futsal Committee The Futsal Committee shall organize competitions and deal with all matters relating to the code of Futsal. It shall consist of a Chairperson and four (4) other members who shall be appointed in terms of Article of these Statutes and shall hold office for a period of four (4) years and are eligible for re-appointment. Article 51 Beach Soccer Committee The Beach Soccer Committee shall organize competitions and deal with all matters relating to the code of Beach Soccer. It shall consist of a Chairperson, and four (4) other members who shall be appointed in terms of Article of these Statutes and shall hold office for a period of four (4) years and are eligible for re-appointment. Article 52 Ad-Hoc Committees The Executive Committee may, if necessary, create Ad-Hoc Committees for special duties for a limited period of time. The Executive Committee shall appoint a Chairman, a Deputy Chairman and the members. The duties and functions are defined in special regulations drawn up by the Executive Committee. An Ad-Hoc Committee shall report directly to the Executive Committee. E. GENERAL SECRETARIAT Article 53 General Secretariat The General Secretariat (or Administration Office) shall carry out all the administrative work of HFA under the direction of the General Secretary and/or appointed Administrator. The personnel of the General Secretariat are bound by the internal organizational and administrative establishments of HFA and shall fulfil the given tasks in the best manner. Article 54 Administrator The appointed HFA Administrator is the head of administration in the General Secretariat He shall be proposed by the President and appointed by the Executive Committee on the basis of an agreement governed by private law and shall have the necessary professional qualifications He shall be responsible for: (a) (b) Implementing decisions passed by the Congress and Executive Committee in compliance with the President s directives. Attending the Congress and meetings of the Executive Committee, Emergency Committee and the standing and ad-hoc committees. Page 26