1. NAME The association shall be called The Amateur Athletics Association of Guyana, hereafter referred to as the ‘Association’.

2. OBJECTS
The Objects of the association shall be:

• (1) To encourage, promote and control amateur athletics in the Republic of Guyana;
• (2) To establish uniform regulations to improve the management of athletic meetings;
• (3) To promote and organize and assist in the promoting and organizing of amateur athletic meetings in the Republic of Guyana;
• (4) To organize and conduct courses, seminars, clinics and other means of education for the training of athletes, judges, referees, other officials and coaches and to test by examination, the knowledge gained from such and to award certificates based on the results;
• (5) To select competitors to represent the Republic of Guyana in International meetings and competitions and to manage any team of competitors so selected;
• (6) To affiliate to the International Association of Athletics Federations (IAAF), the South American Athletic Confederation (CONSUDATLE), the Central American and Caribbean Athletic Confederation (CACAC) and the Guyana Olympic Association (GOA) and as the governing athletic body for Guyana; to collaborate with Regional Athletic bodies and National Athletic Associations/Federations.

3. MEMBERSHIP

• (i) Groups and Clubs promoting athletics shall be eligible for membership. A written application for membership must be made to the Honorary Secretary accompanied by a copy of the Group/Club's Constitution and an application fee of fifteen hundred dollars (G$1500.00). This fee is refundable if the application is not accepted.
• (ii At the discretion of the Council, Individual membership shall be permitted. A written application must be made to the Honorary Secretary accompanied by a membership fee of fifteen hundred dollars (G$1500.00). This fee is refundable if the application is not accepted.
• (iii) Individual Life Members may be elected at the discretion of the Council and on payment of twenty thousand dollars (G$20,000.00) in a lump sum.
• (iv) Honorary Life Members shall be elected by the Council as one who, in the opinion of the Council, has done work of an exceptional value for the association or made an outstanding contribution to the work of Track and Field athletics in Guyana.

4. REPRESENTATION OF AFFILIATES

• (i) Every Club affiliated to the association shall pay an Annual Subscription and be entitled to send three (3) representatives to General Meetings of the association.
• (ii) Each Club shall have one (1) vote.
• (iii) School Clubs may be affiliated without payment of the Annual Subscription and shall be entitled to attend and speak but without the right to vote.

5. PAYMENT OF ANNUAL SUBSCRIPTION

• (i) Annual Subscriptions are payable by all Clubs and Individual members in advance of the coming year on or before the 30th day of November in each year and any Club or Individual member whose subscription is not so paid, shall not be eligible to appoint representatives to or attend the General Meetings of the association.
• (ii) Executive Council at its September meeting shall fix the rates for Affiliation of Clubs and the Registration of athletes.
• (iii) Any Club or Individual member whose subscription has not been paid by the 31st day of March of the current year, shall cease to enjoy any rights of membership until such time as the subscription is paid.
• (iv) Individual members shall pay the same rate of affiliation as a Club.

6. ANNUAL GENERAL MEETING

• (i) The Annual General Meeting of the association shall be held in the month of December but no later than the 31st day of January of the following year, of which at least twenty eight (28) days notice shall be given to all affiliates, Individual members , Individual Life members and Honorary Life members by the Honorary Secretary. Due notice of the Annual General Meeting shall be given by the Honorary Secretary in a newspaper circulating in Guyana.
• (ii Notice of Resolutions, Motions and Questions together with the list of names of a Club=s delegates shall be forwarded in writing to the Honorary Secretary no later than fourteen (14) days before the date fixed for the meeting.
• (iii) The Agenda for the meeting together with a copy of each of the Regulations, Motions and/or Questions shall be forwarded in writing to each affiliate, Individual member , Individual Life member and Honorary Life member no later than seven (7) days before the date scheduled for the meeting.

7. EXTRA-ORDINARY GENERAL MEETING

Such requisition shall state the matters which it is proposed to bring forward at the meeting, and the Honorary Secretary shall notify all Office Bearers and the Secretaries/ Games Officers of all affiliated Clubs as well as Individuals members of such a meeting and the business to be discussed, no later than seven (7) days prior to the meeting.

No other business shall be brought forward or discussed at such a meeting.

8. AGENDA FOR THE ANNUAL GENERAL MEETING
(Except a Special Meeting)

• 1. Call to Order and Prayer
• 2. Roll Call of Representatives
• 3. President's Welcome
• 4. Confirmation of the Minutes
• 5. Matters Arising from the Minutes
• 6. Treasurer's Report
• 7. Secretary's Report
• 8. Convenors' of Sub-Committees Reports
• 9. Election of Office Bearers (Every leap year)
• 10. Resolutions, Motions and Questions
• 11. Ratification of New Members
• 12. Fixing the date for the next Annual General Meeting
• 13. Close of Meeting

9. QUORUM FOR GENERAL MEETINGs

• (i) No business shall be transacted at any General Meeting unless a quorum of members is present at the time when the meeting proceeds to business.

• (ii) The quorum for the transaction of business meetings of the association shall be:
  

  1. two-thirds (2/3) of the total number of affiliates entitled to attend and vote at a meeting at which Motions proposing the repeal, addition to or amendment to these rules or expulsion of a member are to be decided upon;

  2. half (2) of the total number of affiliates entitled to attend and vote at General meetings for any other business.

• (iii) If a quorum is present at the time of the opening of a meeting, the delegates so present may proceed with the meeting notwithstanding that a quorum is not present throughout the meeting.

10. ADJOURNMENT WHERE QUORUM NOT PRESENT

If within thirty (30) minutes from the time appointed for the commencement of a meeting a quorum of members is not present, the meeting shall stand adjourned to the same day in the following week at the same time and place, and if at the adjourned meeting a quorum of members is not present within thirty (30) minutes of the time appointed, the members so present shall form a quorum.

11. REPORTS FOR ANNUAL GENERAL MEETING

• (i) The Honorary Secretary shall present at the AGM a Report on the working of the association for the year and the report shall be signed by the President and the Honorary Secretary.
• (ii) This report shall be circulated to each affiliate, Individual members, Individual Life members and Honorary Life members no later than seven (7) days before the date of the meeting.
• (iii) The Honorary Treasurer shall present an Audited Statement of accounts of the association to each affiliate and Individual member no later than seven (7) days before the date of the meeting.
• (iv) Conveners of Sub-Committees shall present a written Report on the work of their Committee for the year under review. These reports shall be sent to each affiliate, Individual member, Individual Life member and Honorary Life member no later than seven (7) days before the date of the meeting.

12. ELECTIONS FOR THE EXECUTIVE COUNCIL

In the year when there would be Elections for an Executive Council at the Annual General Meeting, the Honorary Secretary

Each affiliate shall return its Nomination Form to the Honorary Secretary no later than fourteen (14) days before the date fixed for the meeting. This form must be duly stamped and signed by the President or Secretary of the said affiliate. Affiliates may nominate anyone for a post or posts regardless of whether the person or persons belong to the said club. Any unsuccessful candidate for any post may, if also nominated, be included in a subsequent ballot for any other post. All nominees not present at the AGM where elections are being held shall indicate their of being elected by a letter. This letter must be handed to the RETURNING OFFICER at the time of the Elections. All ballot papers, to be valid, must register the number of votes for which there are positions for the post, no more no less. The Council elected at the AGM shall be installed and take office at the Close of that meeting.

13. APPOINTMENT OF HONORARY AUDITORS

At each AGM where Elections are being held, two (2) persons shall be elected to serve as Honorary Auditors for the ensuing period. The Auditors shall audit the accounts of the association whenever the Executive Council may require them to do so, and shall carry out an annual audit once a year in such time as to enable their report to be presented at the AGM.

14. THE EXECUTIVE COUNCIL

The Executive Council of the association shall consist of the following elected Office Bearers and Council members: -

• President
• Vice Presidents (2)
• Honorary Secretary
• Honorary Treasurer
• Assistant Secretary/Treasurer

• Ten ( 10 ) persons

15. LIFE OF THE EXECUTIVE COUNCIL

The Executive Council of the association shall be elected for a period of four (4) years. Its election shall take place at the AGM being held in the leap year.

16. MEETINGS OF THE EXECUTIVE COUNCIL

The Executive Council shall have the Power to suspend and declare vacant the seat of any member on the Council who is absent from three (3) consecutive of its meetings without an acceptable excuse.

17. POWERS OF THE EXECUTIVE COUNCIL

The Executive Council shall have the power to: -

• (1) appoint Sub-Committees
• (2) form By-Laws for the proper management of the affairs of the association
• (3) fill vacancies on the Executive Council and to co-opt persons on any Sub-Committee;
• 4) invite distinguished individuals to become Patrons
• (5) accept applications for affiliation and individual membership;
• (6) on behalf of the association, to give prizes and awards, to obtain, collect and receive money and funds by way of contributions, donations, subscriptions, or by any lawful method, and to accept and receive gifts of property of any description, for or towards the promotion of the objects of the association or any of them;
• (7) generally to conduct the affairs of the association as far as these rules can be deemed to apply, and to make reference to these rules in any case of dispute;
• (8) grant sanction to any athletic meeting;
• (9) grant Honorary Life membership to any outstanding individual;
• (10) appoint a Public Relations Officer

18. ACCOUNTS

Proper books of accounts shall be kept and shall be available for inspection by any member of the Executive Council on demand. All payments shall be made to, and receipts issued by, the Honorary Treasurer. The Honorary Treasurer shall submit quarterly statements to the Executive Council.

19. SUB-COMMITTEES

The Executive Council shall at its first Statutory meeting after the Quadrennial AGM where Elections are held, appoint the following Sub-Committees and a Public Relations Officer:

• 1. The Finance and Fund-raising This Committee shall consist of two (2) elected officers, one of whom shall be the Honorary Treasurer and three (3) other members.
• 2. The Track and Field Committee This Committee shall consist of two (2) elected officers, one of whom shall be a Vice- President and five (5) other members.
• 3. The Disciplinary Committee This Committee shall consist of two (2) elected officers, one of whom shall be a Vice President and seven (7) other members.
• 4. The Appeals Committee This Committee shall consist of seven (7) members.
• 5. The Registration and Records Committee This Committee shall consist of three (3) members, one of whom shall be the Assistant Secretary/ Treasurer.
• 6. The Development Committee This Committee shall consist of members as determined by the Executive Council.
• 7. The Medical Committee This Committee shall consist of members as determined by the Executive Council, the Chairman of which must be a Fully Registered Medical Doctor.

A Sub-Committee shall have the power to organize and execute plans, to make findings and recommendations on matters submitted to it by the Executive Council. All plans, findings and recommendations of a Sub-Committee shall be submitted to the Executive Council in writing for a decision and the Executive Council may accept, reject or modify the recommendation's). The quorum for meetings of a Sub-Committee and its procedure shall be decided by the Sub-Committee at its first meeting.

20. TERMS OF REFERENCE OF SUB-COMMITTEES

• (a) The Finance and Fund-raising Committee shall have responsibility for the planning, organizing and executing of all fund-raising activities of the association. It shall also monitor the association's spending and give guidance where necessary.
• (b) The Track and Field Committee shall have responsibility for the organizing and running off of Track and Field competitions (including Cross Country, Road Running and Race Walking) planned by the association.

  It shall also: <0l>

• Keep a register of all certified Coaches with their respective levels
• keep a register of all certified Officials
• monitor the performance's) of all certified Coaches and Officials;
• have the power to strike off its register any Coaches) or Official's) whose performance is deemed to be not in the best interest of Track and Field coaching or officiating.

  The Disciplinary Committee shall have the power to hear all charges brought against any athlete, official or affiliated club. It shall give its findings and make recommendations for the necessary action to be taken against the person charged, in writing, to the Honorary Secretary at the completion of the hearing.

  Any member so disciplined shall have the right to Appeal by lodging a formal letter stating the facts being appealed against within fourteen (14) days of the date of the letter from the Honorary Secretary. A fee of five hundred dollars ($ 500.00) shall be lodged.

• (c)Three (3) members of the Committee shall sit at a Trial. No Trial member shall sit in any case where an athlete, official or his club is involved.
• (d) The Appeals Committee shall sit within fourteen (14) days to hear any appeal made by an athlete, official or club against the decision's) of the Disciplinary Committee. This appeal shall state the grounds being appealed against. Three (3) members of the Committee shall form the panel. The decision's) of the Appeals Committee shall be FINAL and shall be communicated to the appellant in writing within seven (7) days of the decision.
• (e) The Registration and Records Committee shall be responsible for: -
  1. the keeping of a register of all active registered athletes;
  2. the preparation of registration lists;
  3. attending to matters of athletes transfer; and
  4. the issuing of athletes and officials identification cards.

  It shall also be responsible for the keeping of a list of National Records - Junior and Senior - for both males and females.

  It shall be responsible for receiving official results from sanctioned meetings which were signed by the Referee and the association's Technical Delegate's) and shall draw to the attention of the Executive Council any performance's) to be ratified as a National Record.

• (f) The Development Committee shall be responsible for the planning, organizing and executing of all levels of training courses, etc. for coaches, athletes, officials and clubs. Together with the Track and Field Committee, it shall nominate persons for overseas training to the Executive Council.
• (g) The Medical Committee shall be responsible for all out-of-competition doping control of any athlete registered with the association. The Committee shall present a report on this area of its activities to the AGM which copy shall be submitted to the IAAF.

  Other activities will include: -

  1. to examine and pass as physically fit to participate in competition any athlete referred to it by a club or the association.
  2. to examine and manage or refer for Specialist opinion any ill athlete
  3. to examine and if found necessary, manage/counsel athlete's) on a regular basis
  4. to give lectures to coaches, athletes and officials on Health related issues
  5. to serve as Honorary medical personnel during competitions
  6. to serve as a Board in the Final determination of an athlete's ability to compete
     
  THE DECISION OF THE BOARD SHALL BE BINDING ON THE ATHLETE, CLUB AND ASSOCIATION.

  21. IAAF DOPING CONTROL PROGRAMME

  • (i) The IAAF is allowed to conduct Doping Control at our National Senior and/or Junior Championships or any similar meetings being held in Guyana organized or sanctioned by the association.
  • (ii) The IAAF is allowed to conduct at any time out-of-competition testing on any athlete registered with the association.

  The conduct of all testing would confirm to the A Procedural Guidelines for Doping Control issued by the IAAF.

  22. ARBITRATION

  All disputes between the association and an athlete, or between an athlete and the IAAF shall be submitted to Arbitration. In the case of a dispute between an athlete and the IAAF, this dispute may, at the option of the IAAF Council, be submitted to the IAAF's Arbitration Panel The decision of the Arbitration Panel shall be final and binding on all parties, and on all members of the IAAF, and no right of appeal will lie from the Arbitration Panel's decision. Where the IAAF Council has recognized the decision of a member in accordance with IAAF Rules 54 and 61, no reference shall be made to the Arbitration Panel under these rules.

23. PROCEDURES AT HEARINGS

• (a) Any person to appear before a Committee shall be furnished with the details in writing of the date, venue and time of the hearing. The person shall attend the hearing, give oral evidence and answer any questions of the panel. Any person who fails to appear and attend the hearing, or refuses to answer any question shall be tried in his absence. The Committee shall investigate and adjudicate on the charge or allegation in such a manner and upon such evidence as may be available to it.
• (b) The person charged shall have the right to give and call evidence in rebuttal of the charge and shall have the right to cross-examine any witness who gives evidence in support of the charge.
• (c) Persons summoned to appear before the Committee, shall, if they so desire, be represented by another person. At the hearing only the representative shall be allowed to speak. The Chairman and other members of the Committee may however address questions to the person charged only for the purpose of clarification.
• (d) The Honorary Secretary / Assistant Secretary shall present the case for the association. He/she shall not participate in the deliberations, but shall be available to give information that may be required by the Committee.
• (e) On completion of the hearing after all the evidence has been given, the hearing shall be closed and the Committee, after due deliberation, shall notify the Honorary Secretary of its verdict.
• (f) At a hearing of an Appeal, the appellant, if he/she so desires, may be represented. Only the representative will be allowed to speak. No new evidence shall be taken but the panel shall consider only the reasons stated for the findings of fact and/or the interpretation of the Rules or By-Laws and/or their application of the facts as they have found.
• (g) A finding made and penalty imposed, if any, by a Committee shall be suspended from the moment a valid Notice of Appeal is lodged with the Honorary Secretary or until the appeal has been decided or is abandoned.

24. DUTIES OF AFFILIATES

Every affiliated Club or Group shall conform to the Rules/By-Laws of the association:

• 1. They shall keep a register of their members and a book of subscription, both of which shall be open for inspection to the Executive Council of the association upon seven (7) days notice in writing
• 2. All clubs/Groups shall notify the association at least fourteen (14) days in advance of the date, time and venue of its AGM. The association will have the right to send an Observer to such a meeting.
• 3. Clubs/Groups shall send copies of their Secretary=s and Treasurer=s reports and a list of their Office Bearers to the association within seven (7) days of the completion of their AGM.
• 4. Clubs/Groups desirous of holding a Track and Field meeting/Road Race, etc. shall make application for sanction of such in writing to the Executive Council. Such application must be accompanied by the relevant fee and shall be lodged with the Honorary Secretary at lease three (3) months prior to the date of the meeting.
• 5. Sanction fees for each category of event shall be fixed by the Executive Council at its statutory meeting in September.

These rates shall take effect from 1st January of the next year. Breach of applying for sanction will subject an affiliate to automatic suspension and disciplinary action.

25. UNATTACHED ATHLETES

Unattached athlete's) may be permitted to take part in a sanctioned meeting providing that he/she had made application for registration seven (7) days prior to the meeting. No such registration shall be valid for more than three (3) months from date of such registration and shall not be renewable, but such athlete may thereafter be registered as a member of an affiliated club.

26. ATHLETES REPRESENTATIVES

• (1) The association shall be the sole authority to authorize Athletes' Representatives.
• (2) The association will not grant its consent for any athlete registered with it to use an Athlete Representative, and no Athlete Representative will be authorized, unless a written contract exists between the athlete and his/her Representative which contains the minimum terms set out in the IAAF Regulations concerning Federation/Athlete= Representatives.
• (3) The association shall be a signatory to all contracts to be entered into between an athlete and his/her Representative.

27. LOSS OF MEMBERSHIP

An affiliate shall forfeit membership in the association for any of the following reasons:-

• (1) Non-payment of affiliation, registration or other debts;
• (2) Infringements of the Constitution, Rules and Regulations, By-Laws or Standing Orders of the association, Rules and Regulations of the IAAF or conduct harmful to the interest of Track and Field athletics or the association;

28. GENERAL

Where rules are silent, the rules of the IAAF shall apply. All matters not provided for under these rules shall be settled by the Executive Council whose decision shall be Final.