BVA Constitution

SECTION 1 – NAME
The Association shall be called the Barbados Volleyball Association, hereinafter referred to as “the Association”.

SECTION 2 – RECOGNITION
The Association is legally constituted and recognized by the Ministry responsible for Sports of Barbados, National Sports Council and the Barbados Olympic Association to govern all forms of National Volleyball and Beach Volleyball.

SECTION 3 – OBJECTIVES
The objectives of the Association shall be:-

  1. To promote and control the game of Volleyball in the country of Barbados.
  2. To be legally constituted and recognized by the governmental or sports entities of Barbados to govern all forms of National Volleyball and Beach Volleyball.
  3. To join with other Caribbean Countries to further the game of Volleyball in the region.
  4. In association with International Bodies and Associations to promote and control the game generally.

SECTION 4 – COLOURS
The Colours of the Association shall be BLUE, GOLD, and WHITE.

SECTION 5 – LEGAL POWERS
That in the case of its legal powers, the Association declares that the Federation of International Volleyball’s Constitution, agreement and decisions are considered as a part of this constitution and they are to be compulsorily accomplished by the Association, by all its members and by third parties involved in Volleyball matters.

SECTION 6 – MEMBERSHIPS

  1. Membership of the Association shall be in the following classes:-
    1. Member Clubs
    2. Member Schools
    3. Associate Members
    4. Honorary Members
    5. Individual Members
  2. All Clubs and Schools which are at the date of coming into effect of this constitution; Member Clubs or Member Schools, shall be founder-members of the Association.
  3. Other clubs and schools, whose object is to promote and/or play volleyball in accordance with the laws of the game as approved by the FIVB, modified where necessary to suit local conditions, may from time to time be admitted to membership of the Association in the manner hereinafter set forth.
  4. Clubs and Schools seeking admission to the Association shall apply for membership in writing to the Secretary of the Association and must satisfy the Executive Committee that they are properly constituted.
  5. Associate members shall be individuals who shall be admitted to this class of membership of the Association. They shall be entitled to attend General Congresses of the Association, to speak but not to vote, shall not hold office and shall pay a subscription.
  6. Honorary Members shall be individuals who have been elected by the Association to this class of membership at the Annual General Congress. Honorary Members shall have the right to speak but not to vote and shall not hold office.
  7. Individual Members are nominated by a member club and approved by the Executive Committee.  Individual Members shall have the right to speak and vote and may hold office.  All existing Executive Members are declared Individual Members.

SECTION 7 – PRIVILEGES AND OBLIGATIONS OF MEMBER CLUBS AND SCHOOLS

      a) Every Member club and school shall in the month of January in each year, forward to the Secretary of the Association a return showing:-
1. the name and the address of its President and Secretary and;
2. the names and addresses of the two delegates to represent it at the Annual General Congress and the colours on affiliation. Colours may only be changed with prior permission of the Executive Committee.

      b) Every member club and member school shall be entitled to be represented at General Congresses by two (2) delegates, both of whom shall be eligible to hold office. If in the course of the year the officers or delegates are changed, the names and addresses within one month of their succession.

      c) Every member club and school of the Association shall in the month of January of each year forward to the Secretary of the Association a return showing the names of all persons who at the end of the preceding calendar month were bona fide members of such clubs or schools.

      d) All bona fide members, of any club or school who are enrolled as members of clubs or schools, shall be entitled to make use of the facilities provided by the Association. They shall be eligible for participation or selection in activities conducted by the Association or under its control and all such members shall be subject to the disciplinary control of the Association.

      e) Every member club and member school of the Association shall be responsible for bringing to the knowledge of its members the rules, order and directives of the Association for the time being in force and in proceedings it shall be no defence to plead ignorance of any rule, order or directive.

      f) Any member club or school failing to attend a properly constituted General Congress shall be fined not exceeding one hundred dollars ($100.00). This decision is appealable within seven (7) days of the decision being made.

      g) Where any disciplinary decision is made by the Association in respect of the conduct of any individual, the club or member school of which the player is a member shall be responsible for giving effect to such decisions. Failure on the part of such club or school, to carry out such action as is necessary for that purpose shall be good grounds for suspending or terminating its membership in the Association.

      h) Where any inquiry is contemplated into the conduct of any individual, the club or school of which the player is a member shall be given due notice of the charge, and shall be entitled to be present at the hearing thereof, and shall be heard.

      i) Where the suspension or removal of any club, school or member from membership of the Association is contemplated, not less than fourteen (14) days notice shall be given to such club or school of the intended time and place of the proceedings and such club or school shall be entitled to be heard and to be represented by counsel.

SECTION 8 – ENTRANCE FEES AND MEMBERSHIPS

      a) Every member club and member school shall pay affiliation and registration fees as shall be determined by the Executive Committee after discussion with the General Congress.

      b) All fees shall become due on the first day of January each year, except in the case of new members whose fees become payable on acceptance of membership.

      c) No member whose fees for the current year remains unpaid at the 31st day of March of that year shall be entitled to privileges of the Association.

      d) The name of any member whose fees remain unpaid as at the 31st day of March in the current year shall be liable to have the name of such member struck off the roll of members. Such member whose name is struck off, shall not be eligible to rejoin the Association until all arrears of fees have been paid.

      e) All fees or any other sums of money due to the Association are payable to the Association or to any person or persons who may be duly authorized to collect the same.

SECTION 9 – OFFICERS
a) The Officers of the Association shall be:-

  • PRESIDENT
  • 1st VICE-PRESIDENT
  • 2nd VICE-PRESIDENT
  • SECRETARY
  • TREASURER
  • ASSISTANT SECRETARY / TREASURER
  • PUBLIC RELATIONS OFFICER
  • FOUR (4) FLOOR REPRESENTATIVES

b) All officers shall be members or delegates of member clubs and schools of the Association. A maximum of two (2) persons per member club or school may be elected at the Annual General Congress and shall hold office for four (4) years or until their successors have been duly elected.

(c) The names of the members nominated for election or re-election as the case may be together with the names of their respective proposers and seconders shall be submitted in writing to the Secretary of the Executive Council by 4:30 p.m. no later than fifteen (15) days before the date of the Annual General Meeting in each year.

(d) From the year 2005, at the Annual General Congress, and every four (4) years thereafter, six (6) Executive Committee members shall retire and shall be eligible for re-election.

SECTION 10 – DUTIES OF OFFICERS
a) The President of the Association shall be the Chairman at all General Meetings and Executive Committee Meetings.

b) The First Vice President shall assume the duties of President at any meeting from which the latter may be absent. In the absence of the First Vice President, the Second Vice President shall assume such duties.

c) In the absence of the President and the Vice Presidents from any meeting of the Association or it’s Executive Committee, the members present shall elect one of their members to be Chairman at the meeting.

d) The Secretary shall keep a membership book in which shall be recorded the names of the relevant particulars of all members generally.

The Secretary shall carry out the legitimate directions of the Executive Committee.

The Secretary shall call and attend all Executive Committee meetings and General Congresses.

The Secretary shall also be required to carry out other duties as may from time to time be required by the Executive Committee.

The Secretary shall take minutes of all the meetings and shall read the minutes of all previous meetings. After the adoption of all minutes, the Secretary shall have the same signed by the Chairman and shall sign the same his / herself.

e) The Treasurer shall be responsible for the collection of all fees, gate receipts and any other monies and funds belonging to or due to the Association.

The Treasurer shall deposit the same to the Association’s BANK ACCOUNT within seven (7) days of receipt.

The Treasurer shall keep accounts of all funds and properties of the Association in the books provided for that purpose.

The Treasurer shall on the demand of any person or persons duly designated for that purpose by the Executive Committee satisfactorily account and hand over all funds and property of the Association of which he/she is responsible to such person or persons as fore said designated for that purpose.

The Treasurer shall produce for the consideration of the Executive Committee a detailed quarterly account of all financial transactions of the Association.

f) The Assistant Secretary / Treasurer shall assist the Secretary and Treasurer generally and shall perform such duties as may be directed by the Secretary or Treasurer. In the absence of the Secretary or Treasurer, he/she shall perform the duties of the office of Secretary or Treasurer.

g) The Public Relations Officer shall be responsible for promoting the image and activities of the Association and shall release to the Press, Radio and other Communications Media such information as approved by the Executive Committee.

SECTION 11 – AUDITOR
a) The Auditor shall be appointed at the Annual General Congress.

b) The Auditor shall examine the Accounts of the Association annually and shall provide certificates under his/her signature as to his/her findings.

(c) Any discrepancies in the Accounts shall be brought immediately to the attention of the Executive Committee. A yearly balance sheet together with a statement of income and expenditure signed by the Auditor shall be sent to each member club and school at least fourteen (14) days prior to the Annual General Congress.

SECTION 12 – ANNUAL REPORT
The Executive Committee shall submit a written report annually on the activities and affairs of the Association at the Annual General Congress.

The Annual Report shall be circulated to each member club and school fourteen (14) days prior to the Annual General Congress.

SECTION 13 – MANAGEMENT
(a) The Association shall be governed by and under the control and management of an Executive Committee. The Executive Committee consisting of the President, First Vice President, Second Vice President, Secretary, Treasurer, Assistant  Secretary / Treasurer, Public Relations Officer, together with four (4) other members elected for the purpose, from among the representatives of the member clubs and member schools at the Annual General Congress.

(b) The Executive Committee shall exercise the sole management of the Association and shall have power, from time to time to make rules, regulations, by-laws or other provisions with regard to the management of the matters connected therewith. It shall also have the power to hold under its authority and to any or all and amend the same and to settle and to determine all disputes arising there-under, and its decision shall be binding on all members. The Executive Committee shall have the power to employ professional staff to assist with the day to day Administration and Technical Management of the Association.

(c) The Executive Committee shall meet not less than once a quarter and at such other times as the President may direct or on the written special request of three (3) member clubs or schools. In case of an emergency, if it is not possible to convene a meeting, the President, together with the Secretary shall consult with the members of the Executive Committee through the most appropriate means in order to arrive at a decision. In such a case, the decision must be submitted for ratification at the following meeting of the Executive Committee.

(d) At least seven (7) days notice of a meeting of the Executive Committee shall be given by the Secretary of the Association except in the case of emergency.

(e) Should a vacancy occur among the officers of the Executive Committee, such vacancy shall be filled by the Association at a meeting called for that purpose within two (2) calendar months of the vacancy occurring.

(f) Any member of the Executive Committee absent from three (3) consecutive meetings of the Executive Committee without leave previously obtained, shall be deemed at the discretion of the Executive Committee to have forfeited Office.

(g) Should a vote of no-confidence be passed by a two-thirds majority of the Association against any member of the Executive Committee, that member shall submit his / her resignation from the Executive Committee within seven (7) days of the decision of the Association.

(h) The decision of the majority of the members of the Executive Committee present and voting at a meeting shall be binding upon all members of the Association until rescinded or varied at a subsequent meeting of the Executive Committee or at a General Congress.

(i) The Chairman at any meeting of the Executive Committee shall be entitled to a casting vote which he/she may exercise if there shall be any equality of vote on any motion.

(j) At all meetings of the Executive Committee, the quorum shall be seven (7) members.

SECTION 14 – GENERAL CONGRESSES
(a) The Annual General Congress of the Association shall be held during the month of August at which the business to be conducted shall include:-

  1. Minutes of the last Annual General Congress and Matters Arising there from.
  2. The consideration of a report of the Executive Committee on the activities and affairs of the Association during the period since the last Annual General Congress.
  3. The consideration of the audited financial statements.
  4. Election of Officers.
  5. The appointment of the Auditor.
  6. The consideration of motions and resolutions which have been properly submitted in accordance with these rules.
  7. General Business.

(b) Any member desirous of having a motion or resolution placed on the agenda for the Annual General Congress shall submit the same in writing to the Secretary at least twenty-one days prior to the date scheduled for the Annual General Congress.

(c) A Special General Congress may be convened by the Secretary upon the written request of seven (7) member clubs or schools or any five (5) members of the Executive Committee within fourteen (14) days after receiving such request. This request must specify the proposed business to be discussed at such Special General Congress. No business other than that set out on the agenda for such a Special General Congress shall be discussed at such a meeting.

(d) The Secretary shall give not less than seven (7) days, notice in writing of the date, time and place of, and the business to be discussed at the General Congress to all members of the Association.

(e) Every member club and member school shall nominate two (2) representatives to attend General Congresses on its behalf. These representatives shall have the right to speak and shall have one vote on any matter at any General Congress. The names of the representatives shall be submitted to the Secretary by the 1st day of August in each year.

(f) A quorum at General Congresses shall be a third. If after the expiration of thirty (30) minutes from the time appointed for the meeting a quorum is not formed, the meeting shall stand adjourned until that day week at the same place (or at another place should the first place chosen be unavailable) when the members present shall form a quorum.

(g) The Chairman at any General Congress shall be entitled to a casting vote which he/she must exercise if there is an equality of votes on any motion.

(h) Voting on matters involving persons will be by secret ballot. Other votes will be taken by the show of hands, except otherwise agreed to by the Executive Committee or by member clubs or schools.


SECTION 15 – COMMISSIONS
(a) The following commissions shall be selected to serve for four years by the Executive Committee and the members thereof shall continue in office until their successors are selected:-

  • DISCIPLINARY
  • LEAGUE AND GROUNDS
  • OFFICIALS
  • SELECTION
  • YOUTH AND JUNIOR
  • FINANCE, FUNDRAISING AND PUBLIC RELATIONS
  • BEACH VOLLEYBALL
  • TECHNICAL AND COACHES
  • CONSULTATIVE

(b) The following shall be the duties of the several commissions: 

DISCIPLINARY COMMISSION
The disciplinary commission shall consist of four (4) persons one of whom shall be the President. It shall have full power to hear and determine all complaints made by or against any player, club, school or member as may be necessary. Its decision shall, however, be subject to appeal to the Council within four (4) days, (Sundays and Public Holidays excepted).

LEAGUE AND GROUNDS COMMISSION
Seven (7) persons shall be co-opted to this commission, a quorum of five (5) persons shall constitute a meeting. The League and Grounds Commission shall be responsible for all competitions played under the auspices of the Barbados Volleyball Association. Its duties shall also include establishing the competition regulations, promotions and demotions and ensuring that competition venues are prepared for competition. The Commission shall also inspect the grounds on which games should be played prior to and during the season and to approve or disapprove all grounds for play.

OFFICIALS COMMISSION
The Officials Commission shall consist of three (3) persons. They shall be responsible for the officiating of competitions. The Commission will also promote the training of Referees and Game Officials by means of special courses and activities.

 SELECTION COMMISSION
The Selection Commission shall consist of four (4) persons, three (3) shall form a quorum. Their duties shall be to:-               

      (a) select teams to represent the Association and verify the nominations of players for the respective divisions.

      (b) select National Coaches, subject to the approval of the Executive Committee. Head Coaches of their respective national teams shall be co-opted to serve on the committee.

YOUTH AND JUNIOR COMMISSION
The Youth and Junior Commission shall consist of seven (7) persons, four (4) shall form a quorum. The duties of this committee shall be, to assist the relevant agencies in coordinating and managing the School League programme and other school competitions. In addition they will be responsible for coordinating programmes at the Youth and Junior levels, for identifying scholarship opportunities for all players, who meet the entry requirements at overseas universities. The Commission shall also assist in negotiating the players’ scholarship conditions and shall maintain communications with the players, reporting on their performance and general welfare to the Executive Commission.

FINANCE, FUND RAISING COMMITTEE AND PUBLIC RELATIONS COMMISSION
The Finance and Fund-Raising Commission shall consist of five (5) persons, one of whom shall be the Treasurer. The duties of the commission shall be to budget for the Association’s expenses.

The Commission shall be responsible for the marketing and promotion of Volleyball and Beach Volleyball. In addition the Commission shall also be responsible for publicizing the activities of the Association.

TECHNICAL COMMISSION
The Technical Commission shall consist of five (5) persons, three (3) shall be a quorum. The commission shall be responsible for research and development of training material and for the implementation and training in all technical areas related to the development of Volleyball and Beach Volleyball.

The Commission shall promote the training of coaches and assist in the organization and supervision of such training. It shall also be responsible for organizing clinics, symposia and seminars and to promote the distribution of literature, videotapes and audiovisual material.

BEACH VOLLEYBALL COMMISSION
The Beach Volleyball Commission shall consist of five (5) persons, three shall form a quorum. The commission shall be responsible for all aspects of Beach Volleyball. The commission shall have the power to grant permission to member clubs and other agencies, to organize Beach Volleyball, subject to the approval of the Executive Committee.

CONSULTATIVE COMMISSION
Standing Commission: In addition to any other Committees and Commissions established by the Executive Committee there shall be one standing committee, the Consultative Committee.

The Consultative Committee shall consist of the President and two (2) other persons. Two shall form a quorum. It shall have the full power of the Executive Committee, except in matters involving new principles, when action shall only be taken by it in cases of urgency.

Reports of all the above Commissions must be furnished to the Secretary once a quarter for the transmission to the Executive Committee.

Such reports shall be in writing and be signed by the Chairmen of the respective Committees. The Chairman of any such Committee shall be responsible for convening meetings and shall keep a record of the decisions taken by the Committee for inclusion in the Committee’s Report.

COACHES COMMITTEE
The Coaches Committee shall consist of five persons, a quorum shall be three members. The duties of this committee shall be to promote the training of coaches in FIVB Coaches Courses and to assist in the organization and supervision of such courses. It will also be responsible for organizing clinics, symposia and seminars. It will also promote the distribution of literature, video tapes and audio visual material.

Reports of all the above Committees must be furnished to the Secretary once a quarter for the transmission to the Executive Committee.

 Such reports shall be in writing and be signed by the Chairmen of the respective Committees. The Chairman of any such Committee shall be responsible for convening meetings and shall keep a record of the decisions taken by the Committee for inclusion in the Committee’s Report.

SECTION 16 – TRUSTEES
All property real, personal or mixed goods, effects, chattels, funds or other property belonging to the Association shall be vested in the President, First Vice President, Secretary and Treasurer of the Association for the time being and the said Trustees shall hold the same for and on behalf of the members of the Association.

SECTION 17 – AMENDMENTS
(a) Every member club and member school and Associate member shall be entitled to an adequate number of copies of these rules and any amendments thereof and all rules and regulations, by-laws or other provisions made in accordance with these rules.

(b) These rules may be added to, deleted, revoked or amended at the Annual General Congress or any Special General Congress called for the purpose by a majority of at least two-thirds of those members present and entitled to vote therein. Twenty-one (21) days notice of any resolutions to add to, delete, revoke or amend these rules shall be given in writing to the Secretary who shall place the same on the Agenda of that meeting or any Special General Congress called for this purpose.

SECTION 18 – DISSOLUTION
In the event of the dissolution of the Association, any assets after liabilities have been deducted shall be lodged with any duly constituted authority to be invested until the re-establishment of the Association.

SECTION 19 – LIABILITIES
There shall be no personal liabilities attached to any officer or member of the Executive Committee for anything bona fide or intended to be done in pursuance of any of the objectives and power of the Association, but the Association shall not be liable for any act done by any person in excess of what such officer is authorized to do.

SECTION 20 – INTERPRETATION OF RULES
The Executive Committee of the Association is the sole authority for the interpretation of these rules, regulations, by-laws or other provisions made in accordance with these and the decision of the Executive Committee upon any matter affecting the Association not provided for in these rules, shall be final and binding until such decision shall be over-ruled at a subsequent meeting of the Executive Committee or at a General Congress.

SECTION 21
This Constitution shall enter into force on the date of its approval by the General Congress.

This Constitution shall supersede the previous Constitution, which is hereby abrogated and all amendments thereto adopted before the said date.

Made this 24th day of January in the year of one thousand, nine hundred and seventy six.

Amended this 20th day of February in the year one thousand, nine hundred and eighty-eight.

Amended this 24th day of February in the year one thousand, nine hundred and ninety six.

Amended this 30th day of January in the year one thousand, nine hundred and ninety nine.

Amended this 26th day of January in the year two thousand and five.

Amended this 26th day of January in the year two thousand and six.

Amended this 26th day of February in the year two thousand and nine.