Constitution and by-laws of the
NAME
| 1 |
The name of the organization shall be the “SOUTHERN CARIBBEAN BILLFISH CIRCUIT”. |
OBJECTIVES
| 2 |
The principal objects for which the ‘Southern Caribbean Billfish Circuit’ is formed are: -
|
| (a) |
To encourage the development of fishing as a sport. |
| (b) |
To assist in conservation of our marine resources. |
| (c) |
To co-operate with other organizations with similar objectives. |
| (d) |
To assist in the dissemination of knowledge in marine and fishing matters. |
| (e) |
To promote legislation for conservation of piscatorial and other maritime affairs. |
| (f) |
To promote all such causes that is incidental or conducive to the above objectives. |
| (g) |
To promote camaraderie and competition between it’s various ‘Circuit’ members. |
DEFINITIONS
| (a) |
‘Circuit’ shall be taken to mean ‘Southern Caribbean Billfish Circuit’. |
| (b) |
‘Island Association’ mentioned here refers also to the ‘Member Associations’. |
MEMBERSHIP
| 4 |
The ‘Circuit’ shall be made up of the original Six (6) Island Association’s of the Southern Caribbean Billfish Circuit: - Barbados, Grenada, Martinique, St. Lucia, Tobago and Trinidad & Tobago. The Circuit is intended to reflect competition between National Tournaments within the ‘Circuit’. |
| (a) |
Application for Membership shall be made in writing to the Executive Committee, and shall be signed by the President of the respective Island Association, and two of its committee members. |
| (b) |
As soon as practicable after receipt of an Application for Membership, the Executive Committee shall meet at the next member tournament and determine such an application. |
| (c) |
With time being of the essence, this approval process can be expedited via email. |
| (d) |
After approval by the Executive Committee, The Island Association will be so approved. |
| (e) |
Upon Approval, the necessary dues and fees will have to be paid to the “Southern Caribbean Billfish Circuit”. |
| (f) |
Any Island Association whose application for membership has been considered and refused shall not re-apply for membership for a period of twelve (12) months. |
MANAGEMENT
| 5 |
The ‘Circuit’ shall be managed by an Executive Committee. |
| (a) |
The Executive Committee is to consist of duly appointed representatives from each Island Association. |
| (b) |
In the event that the duly appointed representative is unable to attend a meeting, the Island Association can send a substitute. |
| (c) |
The Executive Committee shall meet at each island's respective tournaments where possible. |
| (d) |
The affairs of the ‘Circuit’ shall be conducted in accordance with this constitution and by-laws and the decision of a majority of the Executive Committee as to the meaning or interpretation of this constitution or any part thereof shall be conclusive and binding on all members of the ‘Circuit’. |
| (e) |
The affairs of the “Southern Caribbean Billfish Circuit” will be conducted through the office of the Trinidad & Tobago Game Fishing Association (TTGFA) based on the Island of Trinidad, and the Executive Committee shall have the power to change the administrative offices to any other member country as needed. |
| (f) |
All funds collected for and on behalf of the “Southern Caribbean Billfish Circuit” will be entrusted to the TTGFA or subsequent host, for necessary disbursement as directed by the Executive Committee and a balance sheet and statement of receipts and expenditure for the year shall be presented at the Annual General Meeting for review and Approval by the Executive Committee. |
| (g) |
The Executive Committee shall have the power to approve the appointment of any eligible individual from any Member Association to fill any vacancy on the Executive Committee however such a vacancy was caused. |
| (h) |
The Executive Committee is empowered to make by-laws for the “Southern Caribbean Billfish Circuit”. |
| (i) |
At all Executive Committee Meetings the Chair shall be taken by the President if present, or if not the Vice-President, or by any other Committee Member chosen by the Members at that meeting. |
| (j) |
The Executive Committee shall have the power to make such rules that they deem necessary in the interest of the Circuit provided the same are not inconsistent with this Constitution and Bylaws, and a copy of same shall be notified to Member Associations and shall be binding on all participants. |
| (k) |
No member of the Executive Committee shall have the authority to commit funds in excess of the net cash position of the Southern Caribbean Billfish Circuit without the express approval of the Full Executive Committee at an Annual General Meeting or Special General Meeting held for the purpose, and where such proposed expenditure has been outlined in the notice for such meeting. |
| (l) |
The members of the Executive Committee shall be indemnified by the Southern Caribbean Billfish Circuit in the first instance, and by its members in the second instance, in respect of any liability personally incurred in the lawful execution of their duties. |
| (m) |
Any Executive Committee member desirous of moving the adoption of any new rule, the alteration of an existing rule, or any other matter, may call a Special General Meeting for the purpose, or have the matter included as an agenda item at the Annual General Meeting of the Circuit. For such a matter to be dealt with, notice of the proposed change or matter requiring the attention of the Executive Committee must be given in writing to the President, and furnishing at the same time a copy of such a new rule or alteration, or an outline of the matter(s) to be dealt with. Upon receipt of such requisition, the President shall cause the same to be circulated to members, stating the time and date at which it will be brought forward at a General Meeting, and which shall be convened no sooner than fourteen (14) day’s after circulation to the Executive Committee, and no later than ninety (90) day’s from receipt. |
DUES
| 6 |
The amount of and any dues payable by Member Association’s shall be recommended from time to time by the Executive Committee and shall be considered and if approved, confirmed. |
| (a) |
Dues will consist of a one-time entrance fee, as well as any other costs associated with entry that are agreed by the Executive Committee and notified to the Applicant beforehand. |
| (b) |
All dues of a newly elected Member Association’s shall be payable prior to being admitted into membership. |
| (c) |
The ‘Circuit’ financial year will run from Jan 1st to Dec 31st. |
FEES
| 7 |
Annual Fees will be due and payable each year at the first tournament of the ‘Circuit’, and such Fees will be determined annually by the Executive Committee. |
PRIZES
| 8 |
The Prizes for the ‘Circuit’ shall determined by the Executive Committee who will from time to time, as necessary review these prizes and change at their discretion. |
RULES
| 9 |
Teams. |
| (a) |
‘Teams’ are to be entered by ‘Team Names’. These names are suggested as using their boat name for Administrative ease, but this need not be the case, especially where a boat has been chartered. |
| (b) |
The ‘Team’ name is to be used for the entire ‘Circuit’. If ‘Team Big Swordfish’ has to charter a boat to fish in Barbados, for the provisions of the ‘Circuit’, they will still be known as ‘Team Big Swordfish’. |
| (c) |
‘Team Names’ are to be established at the participation of the first ‘circuit’ tournament for which that team will be fishing, and this must be included in the registration form at that qualifying event. |
| (d) |
Each ‘Team’ must submit their generic listing of ‘Team’ members (Minimum of four (4)), by the first ‘Circuit’ tournament for the year in “Grenada” or the first ‘Circuit’ tournament that the ‘Team’ is participating in. |
| (e) |
In order for a ‘Team’ to qualify for ‘Circuit Points’, a minimum of two (2) registered anglers of the original generic ‘Team’ listing at the start of the ‘Circuit’ must be represented. |
| (f) |
‘Teams’ cannot split any points or winnings. If a ‘Team’ goes on a local boat, for example ‘Team Spring Garden’ from Barbados fishing on a chartered boat in Tobago, points will only be awarded to the team name that is listed on the registration form. |
| (g) |
All ‘Island Associations’ are required to add the “Southern Caribbean Billfish Circuit” to their registration forms showing that their tournament is a qualifying event for the “SOUTHERN CARIBBEAN BILLFISH CIRCUIT”. Where possible, the “Southern Caribbean Billfish Circuit” banner must be visible at all times throughout that Island’s tournament. Also, where possible, it would be best if the “Southern Caribbean Billfish Circuit” LOGO be included on all matters with regard to that ‘Island Association Tournament’. |
| (h) |
The ABSOLUTE MINIMUM weight for boated BLUE MARLIN will be Three Hundred (300) pounds. In order for your ‘Island Association Tournament’ to qualify for the “Southern Caribbean Billfish Circuit”, your MINIMUM Blue Marlin weight must be 300 pounds as of the Start of the ‘Circuit’ in January 2010. If the MINIMUM weight is not met, your ‘Island Association’ will be removed from the “Southern Caribbean Billfish Circuit”. Any higher minimum weights are allowable. |
| (i) |
This rule is included as part of the “Southern Caribbean Billfish Circuit’s” attempt to assist in Conservation of the Billfish species, as set out in the Objectives of the ‘Circuit’, and in no way attempts to disqualify any Island tournament from being included. Minimum standards must however be set. |
| (j) |
For ‘Teams’ to qualify for The ‘Circuit’ a minimum of three (3) ‘Island Association Tournament’s’ must be fished by that ‘Team’. |
| (k) |
A ‘Teams’ best three (3) scores will be used to calculate their overall points. |
| (l) |
‘Circuit’ Points are awarded for each member ‘Island Association Tournament’ as follows:First – 10 Points, Second – 8 Points, Third – 6 Points, Fourth – 5 Points, Fifth – 4 Points, Sixth – 3 Points, Seventh – 2 Points, Eighth – 1 Points. NOTE - One Point is awarded to each boat that is entered in the tournament. |
| (m) |
Scales must be certified as per IGFA regulations. This is important for several reasons. It is the requirement of the IGFA for world records. It is the requirement for individual Island Association tournaments for local records. Also, to ensure that there are no discrepancies and doubts by any member of any Island Association as to the accuracy of the scale being used. |
JUDGING Note – These areas are just guidelines as this area is still to be finalized by some Island Associations.
| 10 |
|
| (a) |
Each Tournament shall have a Tournament Judge who should be appointed on the basis of knowledge of the rules and be a person of good character in the opinion of the host Committee. The Tournament Judge must not be a participant in the Tournament. |
| (b) |
Each Tournament should have a Protest Committee comprising the Tournament Judge, a representative from the host country, and three members from other ‘Circuit’ member countries. Protest Committee members should be chosen as follows: |
| (1) |
IGFA Representatives. |
| (2) |
SCBC Tournament Representatives. |
| (3) |
Presidents of Sport Fishing Associations/Clubs. |
| (4) |
Experienced Captains that are known to have good knowledge of the IGFA rules and regulations. |
| (5) |
Experienced Anglers that are known to have good knowledge of the IGFA rules and regulations. |
| (c) |
In the event of a dispute or protest, the decision of the judging/protest committee would be final. |
| (d) |
In the case that the protest committee has a member involved in a protest, that member will have to excuse himself from the protest committee, and the decision will be made by the remaining members of the protest committee. |
| (e) |
In the case of (d) above and in the event of a voting tie, the tournament judge will have an additional casting vote. |
| (f) |
In the case of a decision being made by vote, the majority vote is final. |
SUSPENSION
| 11 |
Any Member Association whose actions are in violation of the constitution and by-laws of the “Southern Caribbean Billfish Circuit” or which, in the opinion of the Executive Committee, are detrimental to the welfare of the ‘Circuit’ and/or have brought the ‘Circuit’s’ name into disrepute, may either be suspended by the Executive Committee for a period not exceeding twelve (12) months, or be expelled from the ‘Circuit’ by the Executive Committee of at least 2/3 of the members present and voting in favor of the motion, provided that on any occasion which the Executive Committee proposed to meet for the purpose of considering allegations against a Member Association which may result in the suspension or a recommendation for expulsion from the Circuit. The Member Association shall be informed in writing at least fourteen (14) days prior to such meeting of the allegations made against the Member Association and on receipt of a written request from the Member Association at least forty eight (48) hours prior to the meeting, the Member Association shall be permitted to appear before the Executive Committee to answer such allegations. |
FORFEITURE OF CLAIM TO PROPERTY
| 12 |
Any Member Association who resigns, is expelled, or ceases to be a member of the ‘Circuit’, shall forfeit all right or claim to the Assets of the ‘Circuit’. |
DISPUTES
| 13 |
No verbal protest or complaint shall be entertained by the Executive Committee. All protests or complaints made by members to be dealt with by the Executive Committee shall be submitted in writing to the President within seven day’s of the event giving rise to the protest or complaint. All parties shall be invited (separately or together as seen fit by the Executive Committee) to state their case at a meeting (s) called for the purpose before a ruling of the Executive Committee is made on the matter. The decision of the Executive Committee shall be final. Nothing in this rule shall preclude the Executive Committee from pursuing at their discursion a matter that has come to their attention more than seven (7) day’s after the incident in question, and/or for which a protest has not been made. |
DISCIPLINE
| 14 |
The Executive Committee shall have the power to investigate any complaint or report made to it that alleges actions or behavior by a member that causes damage to image or reputation of the ‘Circuit’ or it’s members. The Executive Committee may investigate any such incident, and impose such sanctions as it sees fit against the offending member including, but not limited to, expulsion, suspension, exclusion from the ‘Circuit’, a fine or any other sanction that the Executive Committee may deem appropriate under the circumstances. Any member against whom an accusation has been made shall be notified of such an accusation and will be given the opportunity to explain his or her actions to the Executive Committee before a decision is made on the matter. In a matter involving an alleged transgression of a Member Association then the Executive Committee member from that Island Association must recuse themselves from any hearing on the matter. |
MEETINGS
| 15 |
General Meetings. |
| (a) |
All General Meetings of the ‘Circuit’ shall be held at each ‘Island Association tournament’. |
| (b) |
If necessary, General Meetings can be conducted via email or by the telephone. |
| (c) |
At all Executive Committee Meetings the Chair shall be taken by the President if present, or by any other Committee Member chosen by the Members at that meeting. |
| (d) |
The quorum at a General Meeting shall be four (4) members. If, within thirty minutes from the appointed time of the meeting the quorum is not present, the meeting shall stand adjourned until a new date and time is set. All members must be notified of the reconvened meeting, and at such meeting members whose annual subscriptions have been paid who were not present at the earlier meeting will be allowed to attend and vote. If, at such a meeting a quorum is not present, those members who are present shall be considered a quorum and may transact the business for which the Meeting was called. In the event that a vote is tied on a matter, the President shall have an additional Casting vote. |
| (e) |
Subject to the provisions of this Constitution, anything done at a General Meeting by a majority of members present shall be binding on the ‘Circuit’. |
| (f) |
Only members whose annual subscriptions are fully paid to date are eligible to attend and vote at any General Meeting of the ‘Circuit’. |
| |
Annual General Meetings.
The Annual General Meeting of the “Southern Caribbean Billfish Circuit” shall be held at the Grenada tournament each year as this is the first tournament for the ‘Circuit’. This meeting will also be used as the first ‘General Meeting’ of the year. |
IN EFFECT
| 16 |
The Constitution and by-laws of the “Southern Caribbean Billfish Circuit” shall go into effect from the beginning of the 2010 ‘Circuit’ which starts in January in Grenada. |
Please note that for the purposes of passing this constitution at Grenada Tournament January 2010, the Management Committee will make any necessary changes after the tournament, and these changes will be accepted as part of the Constitution and Bylaws once agreed in full by the Executive Committee. |
