CONSTITUTION of the IRISH ORIENTEERING ASSOCIATION

(Dated 01-October-2000)

 

  1. Title

    1. The Association shall be called the Irish Orienteering Association, and shall be referred to as the Association in this document.

     

  2. Purpose
    3.

    1. The Purpose of the Association is to promote and govern the sport of orienteering in the Republic of Ireland. Any reference to Ireland in the Constitution shall mean the Republic of Ireland unless otherwise stated. Orienteering may take many forms, such as Foot Orienteering, Mountain Bike Orienteering, Ski-Orienteering, and Trail Orienteering. Foot Orienteering is the predominant form practised in Ireland.

     

  3. Vision
    4.

    1. "To provide quality orienteering to all participants at all levels."

     

  4. Definitions of Terms

    5. The following definitions and interpretations apply to the Constitution.

    1. The term "IOA" means the Irish Orienteering Association.

    2. The term "IOF" means the International Orienteering Federation, of which the IOA is a member federation.

    3. The term "NIOA" means the Northern Ireland Orienteering Association.

    4. The word "shall" will be treated as a command in the Constitution.

    5. An "orienteering club" is an association of persons united in their interest in orienteering and their participation in orienteering activities (although not necessarily exclusively so), for which a written constitution exists, which has been accepted as a valid orienteering club by the IOA, and for which the appropriate affiliation fees are paid up to date. For the purpose of this definition the activities of an orienteering club shall include the practice of orienteering, the organisation of orienteering competitions, the production of maps for orienteering, and the proper administration of the club.

    6. A "specialist orienteering club" is an orienteering club that confines itself mainly to the activities of orienteering.

    7. A "non-specialist orienteering club" is an orienteering club that mainly engages in sports and leisure activities other than the activities of orienteering.

    8. A "closed orienteering club" means an orienteering club which restricts membership to individuals belonging to an institution or organisation (school, college, university, firm or Defence Forces unit or formation) and which does not accept outside membership by invitation.

    9. An "open orienteering club" means any orienteering club other than a closed club.

    10. In the Rules any reference to an orienteering club includes closed and open, specialist and non-specialist orienteering clubs unless stated otherwise.

    11. A "junior" in a particular year is an individual who has not reached the age of 18 years before the 1st day of January. A "senior" in a particular year is an individual who is aged 18 years or older on the 1st day of January.

    12. A "club member" is a registered member of an orienteering club. Categories of club membership include "senior", "junior", "family" and "group". Senior and Junior members of an orienteering club are individual members of the club. Valid members of a family for the purpose of defining family membership of an orienteering club are the parents or guardians of the family and also children of the family who are under 21 years of age. Members of a group for the purpose of defining group membership of an orienteering club are valid members of the group according to the rules that govern membership of the group.

    13. "Membership of the IOA". Every member of an orienteering club is automatically a member of the IOA, be they "senior", "junior", "family" or "group" members of the orienteering club. An individual may also become a member of the IOA by application to the Honorary Secretary of the Association without becoming a member of an orienteering club.

    14. "Associate membership of the IOA". Persons participating in IOA registered events that are not members of the Association immediately become Associate members of the Association. Such membership shall expire on the 31st of December each year.

    15. The terms "AGM" and "EGM" mean "Annual General Meeting" and "Extraordinary General Meeting" respectively.

  5. Responsibility
    6.

    The Association shall be responsible for the:

    1. Representation of Ireland in the International Orienteering Federation.
    2. Selection of teams to represent Ireland at International Orienteering events.
    3. Organisation of Irish Championship events in co-operation with the Northern Ireland Orienteering Association.
    4. Development, publication and administration of rules of orienteering appropriate to the needs of orienteering in Ireland.
    5. Promotion of the sport of orienteering.
    6. Compliance with any directives and standards of the International Orienteering Federation.
    7. Compliance with statutory regulations and obligations relating to National Governing Sports Bodies.
    8. Liaison and co-operation with the National Coaching and Training Center, the Irish Sports Council, the Olympic Council of Ireland, and with other government departments and sports agencies as necessary.
    9. Co-ordination of the activities of regional councils.
    10. Insurance of the participants and the organisers of orienteering events registered in accordance with the Rules of Orienteering.
    11. Development, publication and administration of byelaws as necessary for the proper running of the affairs of the Association.
    12. Development of the sport so that anyone, regardless of physical, social or other conditions, can participate.
    13. Preservation of the environment in which orienteering takes place.
    14. Maintenance of access to orienteering areas.
    15. Maintenance of a register of completed and incomplete orienteering maps.

    16. Prohibition of Doping. The IOA declares that doping is prohibited and the provisions of the International Olympic Council Medical Code apply, subject to any necessary changes, to all persons and competitors under the jurisdiction of the Association and its members.

    17. Development and maintenance of a spirit of co-operation with the NIOA. It is agreed between the IOA and NIOA that both associations will act autonomously but will co-operate and consult on all matters common to the development of the sport. This co-operation shall extend to the staging of major domestic events, coaching schemes, mapping, and the appointment of event officials. The IOA, however, shall administer Irish teams that compete in the international competitions to which it receives invitations.

     

  6. Councils - General provisions

    7.

    Councils shall manage the Association as follow:

    1. National affairs shall be managed by the Executive Council.

    2. Regional Councils, which shall be subordinate to, and which shall report to the Executive Committee, shall conduct regional affairs.

    3. Each Council (Executive and Regional) shall have the power to delegate specific responsibilities to sub-committees or to individuals, who need not be members of the delegating Council. The sub-committees or individuals to which the responsibilities have been delegated shall not have voting rights on the Council. Where responsibilities are so delegated, periodic reports shall be made to the delegating Council.

    4. Every Council Member shall participate in orienteering activities as defined in paragraph 4.5 of the Constitution, hold membership of the IOA, and shall be a paid-up member of an orienteering club.

    5. The Honorary Secretary or other appropriate member shall at all Council Meetings maintain a record of the business of the meeting and the names of those present.

     

  7. Executive committee

    8.

    1. The Executive Committee shall be comprised of the Executive Officers of the Association.

    2. The quorum at Executive Committee meetings shall be four (4). Executive Committee meetings shall be held at venues convenient to its members.

    3. The Executive Officers of the Association shall consist of:

      4. (1) Chairperson,

      (2) Honorary Secretary,

      (3) Honorary Treasurer,

      (4) Mapping Registrar,

      (5) Fixtures Secretary and Environmental Officer,

      (6) Controller of Technical Standards,

      (7) Director of High Performance Orienteering,

      (8) Junior Representative Orienteering and Child Protection Officer,

      (9) Public Relations Officer

      (10) Director of Coaching and Training,

      (11) Development Officer.

    4. At each Annual General Meeting of the Association, each of the above eleven executive positions shall be declared vacant, and in so far as is possible, each vacancy shall be filled at the Annual General Meeting. If any particular executive position remains vacant after an Annual General Meeting, or if any executive position becomes vacant between Annual General Meetings, the vacancy may be filled by co-option by the elected executive officers.

    5. The Chairperson shall not serve as such for more than three years consecutively.

     

  8. Regional councils

    9.

    1. The Regions shall be geographical areas, the boundaries of which shall be determined or altered only at a General Meeting of the Association.

    2. Each Regional Council shall be governed by a written constitution, which shall not conflict with the Constitution of the IOA, or with the Rules of Foot Orienteering, or with any other rules and byelaws enacted by the Association's Executive Council.

    3. Each Regional Council shall hold an AGM. Appropriate notices shall be observed.

    4. Each Regional Council shall be comprised of representatives of orienteering clubs from within the region, elected at Regional Council AGM.

    5. Each orienteering club within a Region, whether specialist or non-specialist, open or closed, is entitled to at least one representative on the Regional Council. If during the normal course of elections at a Regional AGM, a club fails to have a representative elected to the Council, it may nominate a representative to serve as an Ordinary Member of the Council.

    6. Orienteering Clubs with more than 100 registered members in the previous year shall be entitled to a second representative on the Regional Council.

    7. No orienteering club shall have more than three representatives on a Regional Council.

    8. A quorum at all Regional Council Meetings shall be not less than one third of the total number of members present and entitled to vote at the meeting. In the event of a quorum not being reached the meeting shall be adjourned to a convenient time and place determined by the members present. At such an adjourned meeting, due notice having been given to all members, the members present (being not less than two) shall constitute a quorum.

    9. Regional Councils shall meet as frequently as required for the effective management of Orienteering within the Region.

    10. Any decision of a Regional Council may be reviewed by the Executive Committee, and on such a review may be varied or rescinded. The outcome of such a review shall be binding on the Regional Council.

    11. The composition of each regional Council is at the discretion of the Region. The functions delegated to each Regional Council by the IOA Executive Council shall be as follow:

    (1) Determination of fixtures within the Region,

    (2) Collection of event levies and other levies on behalf of the Association,

    (3) Generation of funds for use at regional level,

    (4) Co-ordination of club and regional-level coaching within the Region,

    (5) Development of schools and junior orienteering,

    (6) Development of clubs within the Region,

    (7) Public relations and promotion of orienteering,

    (8) Maintenance of technical standards,

    (9) Fulfilment of administrative responsibilities to the IOA Executive and to orienteering clubs within the Region.

     

  9. Sub-committees of the IOA Executive

    10.

    The following sub-committees shall be instituted under the control of the Executive Committee:

    1. Mapping Sub-Committee. This shall comprise of one representative of each Region nominated by the Regional Council, and shall be chaired by the Mapping Registrar of the Association, who shall convene its meetings. The Mapping Registrar may independently invite club representatives to join the sub-committee.

    2. Technical Sub-Committee. This shall comprise of an experienced Event Controller or other representative of each Region nominated by the Regional Council, and shall be chaired by the Association's Controller of Technical Standards, who shall convene its meetings. The Controller of Technical Standards may invite persons who are expert in relevant areas to join the sub-committee.

    3. Fixtures Sub-Committee. This shall comprise of the elected Fixtures Officers or other representative of each Region nominated by the Regional Council, and shall be chaired by the Fixtures Secretary of the Association, who shall convene its meetings.

    4. Finance Sub-Committee. This shall comprise of the Honorary Treasurers or other representative of each Region nominated by the Regional Council, and any other person appointed to it by the Executive Council, and shall be chaired by the Honorary Treasurer of the Association, who shall convene its meetings.

    5. Irish Orienteering Association Training And Coaching Board (IOATCB). The Director of Coaching and Training shall chair this board, and he shall also appoint its members. All IOATCB decisions are subject to approval of the Executive Committee.

    6. Schools Orienteering Development Sub-Committee. This shall comprise of one representative of each Region nominated by the Regional Council, and shall be chaired by the Development Officer, who shall convene its meetings. The Development Officer may invite persons who are expert in relevant areas to join the sub-committee.

    7. The Association Executive may institute other Sub-Committees as necessary.

     

  10. VOTING

    1. The following shall have a right to vote at the Association AGMs and EGMs, and at Regional AGMs:

      2. (1) Members of Specialist Orienteering Clubs (other than Family and Group Members) present who are 16 years of age and older.

      (2) Members of Non-Specialist Orienteering Clubs (other than Family and Group Members) present who are 16 years of age and older, and who regularly partake in the activities of orienteering (as described in paragraph 4.5 of the Constitution).

      (3) A maximum of two (2) members from any single family present, who hold family membership of a Specialist Orienteering Club.

      (4) A maximum of two (2) members from any single family present, who hold family membership of a Non-Specialist Orienteering Club, provided they regularly partake in the activities of orienteering (as described in paragraph 4.5 of the Constitution).

    2. Group members of orienteering clubs shall not have voting rights at the Association AGMs and EGMs, and at Regional AGMs, (a group as defined by paragraph 4.12 of the Constitution).

    3. Associate members of the Association shall not have voting rights at the Association AGMs and EGMs, and at Regional AGMs.

     

  11. FINANCE

    1. The Financial year of the Association shall run from 1st January to 31st December each year. The accounts of the Association shall be balanced at the 31st December each year and submitted, after independent audit, to the Annual General Meeting that follows the audit.

    2. Any two of the designated Officers of the Executive Committee shall sign all cheques written against the Association funds.

    3. The members present at a General Meeting shall have the power to revise annual affiliation fees for clubs. Different fees may be payable according to the following classifications of club - Open, Closed, Specialist, Non-Specialist, (and permutations thereof).

    4. The Executive Committee shall have the power to fix appropriate levies on all entry fees for all orienteering events, or to raise levies from orienteering clubs in some other fashion.

     

  12. Organisation of Orienteering Events
    13.

    1. Orienteering events shall be organised in full compliance with the Association's event registration procedures defined in the Rules of Orienteering.

    2. The permission of the club to which the competition map and area is registered shall be obtained prior to an event being organised on that area.

     

  13. Annual General Meeting
    1. The Association shall hold an Annual General Meeting within 160 days of the end of the Financial Year.
  14. Extraordinary General Meetings

    1. An Extraordinary General Meeting shall be called by the Executive Committee on application in writing by the Executive Committee of at least three constituent bodies, or may be called by the Executive Committee on its own motion. The meeting shall be held within 90 days of a request or the passing of a motion.

     

  15. Notices

    1. At least 50 days notice shall be given to all orienteering clubs of the date of the Annual General Meeting. An announcement in the printed or electronic media of the Association shall be deemed to be such notice.

    2. At least 40 days notice shall be given to all orienteering clubs of the date of an Extraordinary General Meeting. This announcement shall be made in a separate statement to other matters.

    3. Amendments to the Constitution, pen portraits of election candidates, and proposals which it is desired to put before a General Meeting shall be received in writing by the Executive Secretary at least 30 days before the date of the meeting.

    4. The Agenda of General Meeting and any proposed amendments to the constitution shall be sent to all members at least 21 days before the meeting. Pen portraits of candidates for election, as received, shall accompany the Agenda.

    5. The Financial Statement shall be sent to all orienteering clubs at least 21 days before an Annual General Meeting.

     

  16. Amendments To The Constitution

    1. Amendments to the Constitution shall require the approval of a simple majority of those members present at a General Meeting.

     

  17. Dissolution

    1. In the event of a dissolution of the Association, any assets thereof must not be distributed amongst members of the Association in any way whatsoever. The Executive Committee shall stay in office until these assets may have been disposed of in accordance with the Association’s purpose (Paragraph 2).