ASCA Constitution Issue 2011
1. Membership 2. Object 3. Spirit of competitions 4. ASCA delegates 5. Annual general meeting 6. Executive comitee 7. Finance 8. Event rules 9. ASCA Trophys 10. closing remarks
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1. Membership 1.1 Ordinary Membership is open to any scheduled or charter airline and to any airline based sporting, cultural and social association and to IATA and AEA.Ordinary Members must nominate a delegate for liaision with ASCA Airline based sporting, cultural and social associations must be approved by the management of the airline. 1.2 Trial Membership Is open to any scheduled or charter airline and to any airline based sporting, cultural and social association and to IATA and AEA when accepted by the EXCOM, published on the homepage and all contact data of a delegate given. Trial Members are exempt from hosting ASCA events, but may take part in competitions and hold ASCA-Trophies in the usual sense. 1.3 Partial Membership Is open to any scheduled or charter airline and to any airline based sporting, cultural and social association and to IATA and AEA, when accepted by the EXCOM and restricted to one or maximum two types of sports or cultural events. Partial members are published on the homepage and all contact data of a delegate given. Partial members may host ASCA-events in the types of sports/cultural events they hold partial membership. In these types of events they are also entitled to hold ASCA-Trophies.
2. Object The object of ASCA shall be to foster good relations among those employed in civil aviation by promoting and encouraging social, cultural, holiday and sporting relations between the staffs of airlines.
3. Spirit of Competitions The ASCA competitions/exhibitions are to be held in the good spirit of fairness and sportsmanship. Each participating ASCA team is representing its airline, its sports or cultural club and their Country. It is recommended that the delegate/leader of a sporting team or a participating group should be able to speak either English or the language of the host team. The delegate or leader shall be responsible for the participating team. Team captains meetings must be conducted in English.
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4. ASCA Delegates ASCA Delegate shall represent their airline within the Association. Each ASCA Delegate shall be responsible for the following: a) Representing their airline at the annual general meeting. b) Keeping their airline clubs advised on all aspects of ASCA. c) Ensuring that the rules of ASCA are adhered to. d) Ensuring that the programme of competitions as agreed at the annual general meeting is adhered to. e) Organising competitions and communicating with other ASCA delegates where they are the host airline. f) Keeping Event Secretary(ies) advised of all aspects of ASCA competitions that they are organising. g) Communicating with the host when their airline is the visiting team and keeping to the deadlines set by the host airline. h) Attending the Captain's meeting where their airline is the host where possible. i) Attending any competition where their airline is the host where possible. j) Advising the Event Secretary(ies) of the results of any competition of which their airline is the host by email or fax and entering the results on the homepage within 7 days of its completion. k) Ensuring the feedback on any competition / event, where their airline was participating. l) If a delegate is indisposed, a deputy must be nominated and the EXCOM notfied immediately..
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5. Annual General Meeting 5.1 Obligations, Rights and Conditions An Annual General Meeting of representatives of airlines and airline sporting, cultural and social organisations who are members of ASCA shall be held. The agenda for the Annual General Meeting will be as follows: a) to adopt and sign the minutes of the previous Annual General Meeting; b) to adopt the reports of the various officers; c) to elect or re-elect for a further period as necessary, officers of ASCA; d) to approve the budgets and accounts and assess expenses, if any, payable by members in accordance with the rules; e) to amend the provisions of the constitution from time to time as provided for in the rules; f) to decide all matters of general policy as they arise from time to time in relation to the administration of ASCA; g) draw and decide competition setup, if not administered by the Event Secretary(ies) h) to fix the date and place of the next Annual General Meeting. Each member may be represented at the Annual General Meeting by not more than 2 delegates, but each member shall have only 1 vote at the meeting. Any airline may, with the consent of the Chairman, send 1 or more observers to the meeting but the observers shall not be entitled to vote at the meeting. The Chairperson and General Secretary shall not be regarded as delegates unless they were nominated by their own airlines. Items shall not be accepted for inclusion in the agenda of the meeting unless the General Secretary has been advised of them at least 1 calendar month prior to the meeting. The General Secretary may present the agenda and the reports of the various officers on the ASCA homepage seven days before the meeting. Items which have not been submitted on time, in accordance with the rules, may only be considered by unanimous consent of the members at the Annual General Meeting. The nominating and seconding of candidates for election as officers of ASCA may be done at the Annual General Meeting, without the necessity of prior notice. Voting on general matters, including the election of officers, shall be by a simple majority vote. The Chairman shall have a casting vote only. A vote to amend the constitution shall not be carried unless three quarters of the members present vote in favour of the amendment proposed. 5.2 Approval by Writing The Executive Committee may implement a proposal on rule changes , procedures or general affairs when a simple majority of ordinary members confirm their agreement to the proposal. The ordinary members acting through their delegate should confirm their agreement by email or fax within 4 weeks of the proposal being promilgated. If the proposal is amended, the revised text should be circulated until a simple majority approve a final text version.
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5.3 Election of Chairperson. The General Secretary shall: 1. Inform delegates 5 months before the AGM that nominations will be sought in 2 months time. 2. Invite nominations from delegates 3 months before the AGM. 3. Circulate the nominations 2 months before the AGM. 4. At the AGM: a) If there is more than one nomination, a secret vote will take place. b) Select 2 delegates to oversee the voting and inform him/her of the result. In the event of a tie, the Chairperson will have the casting vote. The Chairperson will be elected for a 3 year term and may stand for re-election. If the Chairperson’s position becomes vacant mid term for whatever reason, the Executive Committee shall appoint an acting Chairperson from the Executive Committee members to perform the role until the next AGM. The General Secretary will initiate the nomination process 5 months or sooner before the AGM to elect a successor. 5.4 Election of the other EXCOM officers. The General Secretary shall: 1. Inform delegates 5 months before each AGM that nominations will be sought in 2 months time. 2. Invite nominations for each position from delegates 3 months before the AGM. 3. Circulate the nominations 2 months before the AGM. 4. At the AGM: a) If there is more than one nomination for a position, a secret vote will take place. b) Select 2 delegates to oversee the voting and inform him/her of the result. In the event of a tie, the Chairperson will have the casting vote.
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6. Executive Committee 6.1 The Executive Committee shall consist of: - The Chairperson: Who shall preside at all meetings of ASCA - One or more Vice Chairpersons: Who shall carry out the duties of the Chairman in his absence - The General Secretary: Who shall be responsible for the administration of ASCA and for liaison with the members - The Event Secretary(s): Who shall promote and develop event and related activities - The Information Officer: Who shall publicise ASCA events and results amongst members - The Treasurer: Who shall be responsible for the finances of ASCA. The Executive Committee shall meet as necessary but at least twice a year, before the Annual General Meeting and in October of each year. 6.2 The functions of the Executive committee shall be a) to receive and to consider half-yearly reports of each officer of the Committee and to require each such officer: b) to furnish an annual report to the Annual General Meeting; c) to co-ordinate and supervise the work of each officer of the committee; d) to implement policy as laid down at Annual General Meetings; e) to consider and to decide on ASCA matters submitted by each officer; f) to keep records of the meetings and such other records as may be necessary. g) to receive proposals from member airlines for Honorary Membership of the association and to make recommendations to the Annual General Meeting for such membership. h) to elect Honorary Members. The Executive Committee shall be entitled to co-opt members to fill vacancies which may arise, or on an ad hoc basis.
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7. Finance 7.1 Membership or other dues shall not be levied against members. a) The administrative expenses of ASCA, if any, shall be agreed at the AGM and apportioned between the members. b) Each member airline shall be responsible for the expenses of each of its delegates attending the Annual General Meetings and Executive meetings. 7.2 Costs of Events Each member airline should use whatever facilities and/or opportunities are available to them to minimize the cost of the "ASCA Package" to participants. This statement recognizes the many varied financial structures of member airlines clubs. However the package price charged must NEVER produce a profit for the host. The package price will be broken down into the following standard areas: 7.2.1 HOTEL ACCOMMODATION The host airline will arrange the necessary number of modestly priced hotel rooms, giving full details of hotel address, telephone, webpage, email and fax numbers. To enable hosts to obtain the best deals with hotels, the "rooming requests" of participating airlines should be made as early and precisely as possible. Price per person per night stating whether breakfast is included or not. 7.2.2 FACILITY HIRE Where a club has not the facility to host the competition itself, the hire charges of the gym, stadium, sports hall etc. 7.2.3 TRANSPORT Transfers airport/hotel and hotel/venue and return, when appropriate. 7.2.4 REFRESHMENTS Refreshments provided for the participants at the venue. 7.2.5 PRIZE GIVING DINNER The cost of the prize giving dinner plus 2 glasses of wine or equivalent per person. The package price should be paid in the local currency of the host airline by the team captains upon arrival at the hotel. No advance payment should be asked for, unless the host requests it. Subject to availability of aircraft seats, participants attending should comply in number and name with the details on the homepage prior to the competition date. Cancellations must be forwarded immediately to the host. If on the day of travel, to the host and to the hotel to avoid cancellation fees where possible. If fees are incurred as a result of a late cancellation, the ASCA delegate of the ASCA member/s who caused the cancellation fee must ensure that the fees are paid to the host.
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8. Event Rules 8.1 Event types 8.1.1 Trophy events ASCA competitions/exhibitions shall be spread over 1 or 2 years according to the individual rules accepted by the ASCA Annual General Meeting. No official competitions shall be run unless there is a minimum of 3 teams taking part. The ASCA competitions / exhibitions shall be held according to the general and individual rules accepted by the ASCA Annual General Meeting. Temporary amendments due to local, organisational or strategic necessities may be granted by the respective Secretary. 8.1.2 Friendly events Arrangement of friendly competitions or events shall be agreed among those taking part. In ASCA events Member Airlines will determine the eligibility of competitors, provided that those competing qualify for IDTickets (Type S or R) or qualify according to the conditions of "associated airline membership (AIM)". 8.1.3 Other events ASCA competitions/exhibitions can be included in other organizers events if announced in time by the EventSecretary and published in the ASCA homepage. Within the event, a separate ASCA event can be held and the placing determined in the usual manner. All internal rules of 8.1.1 are applied, if the ASCA-winner has to be evaluated. 8.2 Participating Persons, Teams and Groups In ASCA events, competing Airlines will determine the eligibility of their competitors. 8.2.1 FAT - Full Airline Teams A team made up of eligible members of one airline. 8.2.2 JAT - Joint Airline Teams Two Airlines may form a joint team for an event. They decide bilaterally the formation of their team and each airline bears the cost of its own members.. All rules to build a team are applied to the complete team. The host shall be informed of the joint team prior to the event. A captain shall be nominated by the team and be responsible for handling the financial, administrative and sporting obligations of the team. 8.2.3 LCT - Locally Completed Teams An airline unable to field a complete team and participate according to the respective ASCArules may ask the hosting airline (club) to provide local members to complete their team (LCT). The restrictions on LCT participants are based on the number of team members and defined as follows: - up to 4: not more than 1 LCT member - up to 6: not more than 2 LCT members - more than 6: not more than 4 LCT members The team may take part as a fully qualified team and the visiting team airline shall pay all costs of their LCT members. The ‘AIM’ rule applies to the team. A captain shall be nominated by the team and be responsible for handling the financial, administrative and sporting obligations of the team. AIM, LCT and staff competitors have equal rights. Page 8
8.2.4 RGT - Regional Teams An airline, being an ordinary member of ASCA, may send regionally based teams to ASCA events where they are operating out of airline hubs and have a separate sports or leisure organization. This also applies, when an overall sports and/or leisure organization has venues with separate sections/teams. The airline may nominate regionally based ASCA delegates if they wish. Regionally based teams are fully qualified to represent their airline and can win the ASCA-title for their airline in the respective event. 8.3 Participating Teammembers 8.3.1 STAFF / active or retired airline staff In ASCA events Member Airlines will determine the eligibility of competitors as STAFF, provided that those qualify for ID-Tickets (Type S or R). 8.3.2 AIM: An airline may send associated individual members (AIM) of their sports and/or leisure organization or employees of related aviation organizations if the person a) is a member of that organization for more than a year and b) is necessary to make a full team in the opinion of their ASCA delegate. There cannot be more than 1/3 of the active team filled with AIM’s, rounded by the rule of 5 (up to .4 = rounded to the lower whole number; .5 or over = rounded to the higher whole number). AIM and staff competitors have equal rights. 8.3.3 SUP: Non partisipating member of the group. 8.3.4 GUEST: Person taking part in the competition whose performance is not included in the final placings of the event. 8.3.5 Status Identification The status of the player/participant of an ASCA-Team (ie, STAFF, AIM, SUP or GUEST) should be identified in the 'status field' of the 'Player Page' of the homepage alongside each players details. 8.4 Publication and Information The draw, together with dates by which the matches must be played, will be made at the ASCA Annual General Meeting. The winner of the last competition will be exempt from the draw for the preliminary round of the next competition if the number of teams involved is uneven. A team failing to comply with the schedule of dates agreed at the Annual General Meeting may be disqualified from the competition. The host airline shall advise all member airlines of the competition/exhibition in advance following strictly the timescales laid down by the applicable rules. All competitions/exhibitions must be organised on a Saturday or Sunday, unless agreement has been obtained by the teams involved for an alternative day. Location: the location of competitions/exhibitions should be as near as possible to the international airport of arrival and the hotel at which the participants are staying.
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8.4 ctn’d: The publication of ASCA competitions / exhibitions will only be done by the Internet and electronic mail. This also refers to entry data and results wherever practicable/available. The host airline of cultural exhibitions should allow other interested staff and family members a chance to view the exhibition on a weekend. The opening hours and other conditions should be published at least 4 weeks in advance. All possible care should be taken to safeguard the cultural entries received by the host airline. 8.5 Proposing Dates for Events Matches involving 2 teams. The host airline must offer the visiting airline a choice of 2 or more dates for the proposed match, at least 6 weeks before the first proposed date. The visiting airline must reply as soon as possible, but in any event not later than 2 weeks after receipt of the invitation. Matches involving more than 2 teams. at least 3 month's notice must be given by the host airline when arranging competitions of more than 2 teams, i.e. skiing, shooting, fishing etc. This notice should give details of date, venue, costs and any other information that the host airline considers relevant. 8.6 ASCA-Trophies, Trophy-Holders ASCA trophies are perpetual and shall be retained by the winner until the next final/exhibition. It is the winner's responsibility to forward them to the next final venue.. 8.7 Applicable rules The ASCA competitions/exhibitions must be held in accordance with the general and individual rules accepted by the ASCA Annual General Meeting. The translations of the present rules in any foreign language are applicable, but in any point of controversy, the English text of the ASCA rules for competition or exhibition shall be the definitive version. The host team must inform the Event Secretary(ies) and the Information Officer of the result within 7 days of the competition/exhibition AND insert the results into the homepage. 8.8 Disqualification, Hardship The Event Secretary(ies) has/have the authority to disqualify any team which does not comply with rules. All ASCA delegates must advise the responsible Secretary of any incident, so that appropriate action can be taken. All incidents must be advised within seven days of it taking place. A team which is disqualified may appeal against the decision to the Executive Committee providing the appeal is lodged in writing to the General Secretary within 14 days of the date of the relevant Secretary's letter of disqualification. The organising airline shall not be responsible for civil claims arising from accidents to competitors, nor for damage which may be caused to or by them. Each airline is responsible for its own health and travel insurance.
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9. ASCA-Trophies 9.1 Team trophies / ASCA-Winners ASCA trophies are perpetual and shall be retained by the winner until the next final/exhibition. It is the winner's responsibility to engrave the result on the trophy, using the same font where possible and forward them to the next final venue.. 9.1.1 Donation ASCA trophies are donated by one ASCA member (airline) and will carry the name of the donating member. From 2010 onwards the shape and design of the trophies is aimed to be the same for all types of sports/events to give a better recognition of ASCA. 9.1.2 Replacement of ‘old trophy’ The old trophy will be offered to its donor. If this is not possible, the current holder may retain it permanently.If this option is also not possible, the trophy will be returned to the ASCA Chairperson. 9.2 KM/Klaus Marczoch-Award Presented to an individual for their outstanding contribution to their airline sports club and ASCA. Selection Process: the General Secretary of EXCOM will invite delegates to submit nominations for this prestigious award. The nominee/s will be posted on the ASCA web site and in the event of more than one nominee, delegates will email their vote to the general secretary and the winner will be announced at the AGM. The details of the voting will be treated in the strictest confidence by the General Secretary. The winner will: Be presented with the perpetual trophy at the AGM. Receive a framed award document. Be registered on the ASCA homepage in the list of Klaus Marczoch Award winners. Have a sponsored dinner with Klaus. A partner is also invited.
10. Closing Remark 10.1 Last Update, Venue, Date, Reason - Complete reordering and rewording of the constitution as decided and agreed at the AGM, LIS, 2007 due to the proposal of the EXCOM for modernizing the wording, reordering sectors and completing due to homepage availability. - Constitution changes 2011/01/02 agreed (according Section 5.2 - approval by writing) in Feb.2011 by EXCOM (Section 6.1) and Delegates (Section 4.).
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