NB: Any reference made to the male gender in these Statutes will also include the female gender and/or vice versa.
Article 1 Name, Seat and Language
The name of the company is International Heyball Pool Association Ltd (hereinafter referred to as the IHPA) and is located in London, the UK. It is
registered in London, NN11 8PL, the UK, registration number 8068614.
The official and administrative language of the Association are English and Chinese.
Article 2 General Principles
Article 3 Purpose
- To promote the game of Heyball under amateur and professional conditions worldwide, making it one of the most popular and influential indoor sports in the world.
- To better serve the development of the industry and to better serve Heyball fans and practitioners all over the world.
- To actively coordinate with the international billiards association and governing bodies from all countries, to seek friendly cooperation in earning mutual benefits for the continued development of Heyball and the billiard sports.
- To create and determine Rules and Regulations for the discipline of Heyball, to make comprehensive planning for the game, to organize, coordinate, and assist with the Heyball promotional activities in the world, exercise management and sanctioning matters for members of the association, and to provide beneficial services to the members and the industry.
- The IHPA recognises the WPA as the world governing body of pool, and WCBS as the world governing body of billiard sports with regards to their association to the IOC, GAISF, ARISF, ASOIF and multiple sports events.
- The association is a non-profit organisation.
Article 4 Duration
Article 5 Membership
The IHPA has two types of membership, voting and non-voting. The IHPA accepts only one voting member per country.
A. Voting MembersVoting Members
Only pool-billiard organisations representing themselves as a national federation and individuals who belong to these federations, and are able to demonstrate to the satisfaction of management that they are the only or leading organisation or individuals in that country can be considered for voting membership. A General Assembly or Extraordinary General Assembly must approve their application with a vote of two-thirds majority of votes cast.
Voting members have equal votes with the exception of provisional members, and all pay an equal membership fee.
New members will have provisional status for the first three years. They shall be entitled to all benefits with the exception of voting as explained in Article 11.i. Full membership shall be automatic after three years providing there is no misfeasance or objection. In the event of an objection, the General Assembly will take the decision.
B. Non-Voting members
Any organisation or individual can be considered for non-voting membership.
This category will include Life and Honorary membership. They have no seat on the Board and have no decision-making capability. Such members may attend General Assemblies.
Membership is personal and therefore not eligible for transfer or transition.
Article 6 Membership Rights & Obligations
1. Members have the right to:
a) vote and to be voted in an election (voting members only);
b) supervise the work of this association and to make suggestions;
c) participate in activities organized by this association;
d) members who are active in the association will be given priority to enter the general assembly;
e) obtain the priority to access association’s services, such as Chinese 8-ball coaching and other services;
2. Members are obliged to:
a) acknowledge the IHPA as the world governing body for Heyball and its derivative disciplines;
b) conform to any reasonable request asked of it by IHPA management. Management will consider what is deemed to be reasonable;
c) manage their affairs and conduct their business in a manner that is not detrimental to the ideals of the IHPA and/or of the sport or cause any action that can bring the IHPA or the sport into disrepute;
d) comply with the constitution of this association and to implement the resolution of this association;
e) actively participate in the activities of this association and undertake all the tasks entrusted by this association;
f) pay the membership dues on time.Members who fail to meet any or all of the points in Article 5 may have their membership suspended.
Article 7 End of Membership
- Membership ends when the member:
- is excluded by general assembly;
- becomes insolvent;
- Exclusion of membership must take place by virtue of a management decision taken by a majority of votes cast. The Board member nominated by the member being excluded is not permitted to vote.
- Suspension of the membership by the member can only take place towards the end of the fiscal year, in writing and respecting a notice period of at least four weeks. 1. if it cannot be reasonably demanded to continue membership; 2. within a month after a decision that limits member’s rights or increases their obligations, has become known or has been communicated to a member (except where modifications of financial rights and obligations are concerned); 3. within a month after a member has been informed of a decision to transform the association to a different legal form or to merger. If a suspension did not take place in due time, membership will continue to the end of the next year.
- Suspension must be done by Management, which must immediately inform the member of the decision, including its reasons. The member concerned has the right to appeal to the General Assembly within one month after receiving the notification. Membership suspension by the Association can also only take place towards the end of the financial year. Suspension must be done by Management, in writing and respecting a notice period of at least four weeks. Membership suspension by the Association can only occur when it cannot be required to continue membership. If a suspension did not take place in due time, membership will continue until the end of the next year.
- When the membership ends in the course of the fiscal year, the entire annual contribution remains due nonetheless. Management can suspend a member who acts in violation of the Articles of Association, regulations or decisions of the Association, or who creates an unreasonable disadvantage to the association, for a period to be determined by management with a maximum of six months. The decision can be appealed to the General Assembly. What was determined in paragraph iv concerning “appeal” likewise applies.
- Exclusion of membership can only be pronounced when a member acts in violation of the Articles of Association, regulations or decisions of the Association, such as in case of, in spite of payment reminders, the annual contribution was not, or not timely paid or when the member creates an unreasonable disadvantage to the Association. During the appeal and with the appeal pending, the member is suspended. The General Assembly can only decide to exclude a member by a decision to that end, taken by at least a two-third majority of the votes cast.
Article 8 Right of Appeal
Article 9 Management
1. Management is the Board of Directors, which consists of at least four natural persons.
2. Each member is entitled to nominate a person from their territory to serve as a Director.
3. Management elects the president and all other positions, which must include a secretary and treasurer.
4. Directors are appointed for a term of four years. They are entitled to hold office for the full-term subject to an exception as listed in 9.v. At the end of their term, a Director may offer himself for re-election and can immediately be reappointed.
Members cannot replace Directors before their full term has expired without valid reason. Members wanting to withdraw a Director before their full term expires require a decision by a General Assembly with a two-thirds majority. Persons replacing Directors mid term will start their full term from the date of their commencement.
5. Directors can at any time and listing a reason be suspended or dismissed by Management.
Any Director who is suspended or dismissed can appeal to a General Assembly who will decide with a two-thirds majority vote.
6. Vacancies must be filled as soon as possible. An incomplete management remains authorised to manage the Association.
7. Management is charged with managing the Association. Management can, until revoked, delegate tasks and authority to a daily management.
8. Management is, save what has been determined in paragraph ix of this Article, jointly authorised to decide to enter into agreements to acquire,alienate or encumber registered goods and to enter into agreements whereby the Association commits itself as guarantee or joint debtor,provides guarantees toward third parties or guarantees a debt of a third party and for entering into financial obligations of more than fifteen thousand dollars (US $15,000).
9. Management requires the approval of the General Assembly for decisions to enter into agreements as described above in paragraph viii.Without said approval, the Association cannot be legally represented for these legal acts.
10. Management represents the Association.
11. The representation authority falls to the president, or to his deputy together with one other Director.
12. Every Director is entitled to one vote. All decisions for which by law or by these Articles of Association no greater majority is required are taken by simple majority of votes cast. Abstentions, illegal or blank votes do not count. The president or his representative will use a casting vote to break any tie.
Article 10 General Assembly
Proposals from the Board and/or members must be submitted no later than four weeks prior to the commencement of the General Assembly. This includes reports from directors and members.
The final agenda will be sent to members no later than two weeks prior to the commencement of the General Assembly.
Article 11 Voting
Anyone with the right to vote can grant anyone else with the right to vote a proxy to cast his vote. Any one person with the right to vote can act as an authorised representative for a maximum of one other. All proxy votes must be announced to the Secretary prior to the commencement of the meeting.
2. A unanimous decision by all those entitled to vote in the General Assembly, even if they are not together in the Assembly, has, if taken with prior knowledge of the management, the same power as a decision by the General Assembly.
3. The Chairman of the meeting determines the way votes are cast in theGeneral Assembly. The Chairman of the meeting does not vote at a General Assembly with the exception as explained in paragraph iv).iv) All decisions for which by law or by these Articles of Association no greater majority is required are taken by simple majority of votes cast.Abstentions, illegal or blank votes do not count.
4. All decisions for which by law or by these Articles of Association no greater majority is required are taken by simple majority of votes cast.Abstentions, illegal or blank votes do not count.
If a vote is tied on any matter(s) that require a simple majority, the Chairman of the meeting shall cast a vote to break the tie. If in an election to the position of President the vote is equal, the person holding the position prior to the ballot will retain the position, the challenger must have a clear majority.
If an election to a vacated position of President is tied, there will be a second ballot, and a third if necessary. If there is no majority after the third ballot, the Vice-President will lead the association until another
election is called.
If in an election between more than two persons no one has reached a majority, a second vote is held between the two persons who obtained the largest number of votes, where necessary using an intermediary vote.
Article 12 Procedure
However, if immediately after declaring the president’s judgement the correctness thereof is disputed, a new vote will take place if the majority of the Assembly or, if the original vote was not done jointly or in writing, any person present with the right to vote should so demand.
This new vote supersedes the legal consequences of the original vote.
These minutes are determined in the same or the very next General Assembly and as a proof thereof signed by that General Assembly’s president and secretary.
Article 13 Finance
1. The Association’s fiscal year equals the calendar year.
2. The official currency of the Association is British Pounds.
3. The Treasurer is obligated to maintain such an administration of the activities and the financial situation of the Association that the rights and obligations of the Association can at any time be known.
4. In the General Assembly, the Treasurer presents its annual report on the current status of the Association and the financial policy.He submits the annual account and the profit and loss account with a clarification to the Assembly for approval. The Treasurer and President signs these documents.
5. If regarding the correctness of the documents described in the previous paragraph no declaration is provided to the General Assembly stemming from an accountant as described in article 2:393 paragraph 1 of the civil code, then the General Assembly must, annually, appoint a committee of at least two persons who cannot be part of the management.
6. The Treasurer must submit to management those documents as described in paragraph iv at least one month before the day when the General Assembly will be held that will discuss these documents.Management peruses these documents and reports its findings to the General Assembly.
7. Treasury is obligated to provide management with all the information it requires for its perusal, to show the finances and values where necessary and to grant access to the books and documents of the Association.
8. If according to management such a perusal requires specific accounting skills, then it can request the help of a specialist at the expense of the Association.
9. Treasury is obligated to safeguard the books, documents and other data carriers described in this article for at least seven years.
13.2 Membership Fees
Member Federations will pay an annual membership fee, the level of which is determined by the General Assembly.
1. Membership fees are due on 1st March of each year.
2. If a Member has not paid the membership fee by 31st May of that year, or by the first day of a General Assembly, whichever comes first, that Member’s rights under Article 6, including the right to vote at and/or participate in General Assemblies will be suspended until all outstanding fees have been paid.
3. If the Member’s fees remain outstanding for 24 months after they are due and after two reminders, then that Member’s Federation shall automatically be terminated.
13.3 Membership Fees for Players Members
1. Membership period is 3 years after a valid registration.
2. Registered players are eligible to enter the IHPA ranking system.
3. Registered player will receive an electronic membership card.
4. Registered player can enjoy support service from professional event service team during tournaments in China.
5. Ranking points can be exchanged to gifts.
6. Registration can be done either online and offline.
7. IHPA charges a certain fee for the operation and management of the players’ archives system. Membership period lasts for 3 years.
Article 14 Extraordinary General Assemblies
What has been determined in the first paragraph of this article likewiseapplies to decision making by the general assembly regarding matters not mentioned on the agenda.