Constitution

The name of the association is the Traditional Archery Association of South Africa, hereinafter referred to as "TAASA" or "the Association".

The Association is a juristic person with its own legal identity, separate from its members.

TAASA is a Non-Profit Company (NPC).

The income and property of the Association shall be used solely to promote and advance its objectives.

No portion of the income or property of the Association shall be paid or distributed, directly or indirectly, to any person except as reasonable compensation for services rendered or expenses properly incurred on behalf of the Association.

The primary objectives of TAASA are to:

1. act as the official South African representative to the World Traditional Archery Federation (WTAF), and to any other relevant international body where properly authorised;
2. promote, develop and govern the sport of traditional archery within the Republic of South Africa;
3. unify and represent traditional archers, clubs and regional bodies in South Africa;
4. sanction and regulate national championships, tournaments and events in accordance with applicable TAASA rules, WTAF rules and recognised traditional archery practices;
5. select and manage national teams to represent South Africa at international events, including world championships and other recognised competitions;
6. uphold the spirit, heritage and traditions of historical archery, including the use of traditional bows, arrows and related equipment such as quivers, thumb rings and siper-type devices;
7. ensure, as far as reasonably practicable, the safety of participants, officials and spectators at TAASA-sanctioned events; and
8. raise funds and secure sponsorships, grants, donations and other lawful support to finance the activities and objectives of the Association.

The Association shall have the power to:

1. acquire, hold, lease, manage and dispose of movable and immovable property;
2. open and operate bank accounts in the name of the Association;
3. employ staff, appoint contractors or engage service providers where necessary;
4. levy membership fees, tournament fees, affiliation fees and other lawful charges;
5. make rules, by-laws, policies and procedures for the proper management of its affairs and the achievement of its objectives;
6. affiliate to, register with, partner with or disaffiliate from any national or international body, subject to this Constitution; and
7. do all lawful things that are necessary or incidental to the attainment of its objectives.

The membership categories of the Association shall be:

1. Full Member Clubs — traditional archery clubs in South Africa that accept this Constitution and comply with the Association's membership requirements;
2. Individual Members — individuals who are not affiliated with a Full Member Club but who meet the Association's membership requirements;
3. Associate Members — suppliers, sponsors, partners, honorary members or other persons admitted by the Association, without voting rights unless otherwise determined by the Executive Committee; and
4. Life Members — persons granted life membership by the Executive Committee in recognition of exceptional service to traditional archery or to the Association.

An application for membership shall be made on the prescribed form and shall be approved or rejected by the Executive Committee, or by any person or committee to whom that authority has been delegated.

Membership may be terminated by resignation, non-payment of fees, failure to meet membership requirements, or expulsion for conduct prejudicial to the Association, provided that any expulsion shall follow a fair disciplinary process.

The Board of Directors shall be the supreme executive body of the Association and shall deliberate and resolve on matters including:

1. the execution of tasks approved or delegated by the Executive Committee;
2. the review of proposed amendments to the Constitution, by-laws, policies and regulations before submission to the appropriate decision-making body;
3. the promotion of traditional and historical archery locally, regionally and nationally;
4. the review of applications for new membership where required;
5. key matters necessary to achieve the objectives set out in article 3;
6. urgent and significant matters necessary for the proper operation of the Association; and
7. the establishment of advisory committees, working groups or project teams where necessary.

The Board of Directors remains accountable for the governance of the Association, even where duties are delegated to officials, committees, employees, contractors or volunteers.

The main management body of TAASA shall be its Board of Directors, which may establish an Executive Committee, standing committees, functional committees or other committees as required.

Functional officers may be appointed and assigned specific tasks by the Board of Directors or the Executive Committee.

TAASA shall be governed by this Constitution, its by-laws and all duly adopted policies, procedures and regulations.

Amendments to the Constitution may only be made in accordance with article 17. Amendments to by-laws, policies, procedures and regulations may be approved by the Board of Directors, unless this Constitution provides otherwise.

The Executive Committee shall comprise the following officials, where appointed or elected:

1. President / Chairperson;
2. Secretary-General;
3. Administrative Secretary;
4. Treasurer;
5. Communications Officer;
6. Chairperson of the Disciplinary Committee;
7. Chairperson of the Audit Committee; and
8. Official WTAF Representative, as a permanent, voting, ex officio member in terms of article 13.

The term of office for elected officials shall be four (4) years, unless otherwise provided in this Constitution.

Elections should ordinarily be held at the Annual General Meeting convened in the year following the Traditional Archery World Cup, or at such other General Meeting as may be required for good governance.

Officials may serve up to two (2) consecutive terms. A third or subsequent consecutive term requires approval by the Executive Committee.

The President / Chairperson may serve a maximum of two (2) consecutive terms in that role, unless a further term is approved in accordance with the Association's by-laws.

Where a vacancy occurs during a term of office:

1. if more than one (1) year of the term remains, a new election or appointment shall be held; or
2. if one (1) year or less of the term remains, the relevant duties may be delegated to an acting official until the end of the term.

The Executive Committee shall meet at least four (4) times per year.

The President / Chairperson, in consultation with the Board of Directors, may establish additional committees as necessary, including but not limited to a Competition Committee, Technical Committee, Judges Committee, Organising Committee, Education Committee, Athletes Committee, Public Relations Committee and Personnel Committee.

Committees shall operate in accordance with operational regulations approved by the Board of Directors and shall report their activities to the Board of Directors or the Executive Committee, as directed.

Committee chairpersons shall be appointed by the President / Chairperson, unless otherwise determined by the Board of Directors. Committee members shall be selected by the relevant chairperson and approved by the Board of Directors or the Executive Committee.

President / Chairperson

1. provide strategic leadership and guide the development and implementation of the Association's long-term strategy;
2. chair meetings of the Executive Committee, Annual General Meetings and Special General Meetings, unless otherwise determined;
3. ensure that the Constitution, by-laws, policies and procedures of the Association are understood and followed;
4. oversee committees and ensure that their work aligns with the Association's objectives;
5. represent the Association in official capacities and serve as its primary public representative, unless this function is delegated;
6. build and maintain relationships with external bodies, sponsors, clubs, community organisations and other stakeholders;
7. facilitate discussion and decision-making during meetings;
8. monitor the performance of officials and committees;
9. mediate disputes where appropriate and in accordance with the Association's rules; and
10. delegate duties effectively and mentor other committee members where necessary.

Secretary-General

1. act as the chief administrative officer of the Association;
2. implement the strategic plans and decisions of the Board of Directors, Executive Committee and President / Chairperson;
3. supervise and coordinate administrative operations and staff, where applicable;
4. provide governance and policy advice to the Board of Directors and Executive Committee;
5. ensure the proper maintenance of official records, minutes, registers and affiliation documents;
6. ensure that the Association's activities comply with this Constitution, the by-laws, policies and applicable law;
7. prepare and coordinate agendas, supporting documents and notices for meetings;
8. disseminate relevant information to members, affiliated bodies and stakeholders;
9. serve as a liaison between the Association and internal and external stakeholders; and
10. submit administrative reports to the Executive Committee and, where required, to the Annual General Meeting.

Administrative Secretary

1. provide general office administration and secretarial support to the Board of Directors, Executive Committee and committees;
2. create and maintain effective digital and physical filing systems for minutes, reports and official documents;
3. act as an administrative contact point for the Association;
4. maintain accurate membership records and contact details;
5. assist with compliance, document management and record-keeping;
6. schedule meetings, Annual General Meetings and Special General Meetings in accordance with this Constitution;
7. prepare agendas in consultation with the Chairperson and record and circulate minutes;
8. track action items arising from meetings;
9. assist with event administration in coordination with relevant officials; and
10. assist the Treasurer with basic bookkeeping and financial records where required.

Treasurer

1. be responsible for the overall financial management, integrity and transparency of the Association;
2. maintain and administer the Association's bank accounts and financial records;
3. oversee bookkeeping, income, expenditure, receipts and supporting documentation;
4. prepare and present regular financial reports to the Executive Committee;
5. present a comprehensive financial report at the Annual General Meeting;
6. prepare an annual budget in collaboration with the Executive Committee;
7. monitor cash flow and advise on the financial implications of strategic and operational decisions;
8. process authorised payments and oversee the collection of income, including membership fees, donations and event fees;
9. maintain a register of fixed assets and recommend appropriate insurance where necessary;
10. ensure that suitable internal financial controls are in place, including dual authorisation for payments;
11. ensure compliance with applicable financial, tax and non-profit requirements; and
12. act as an authorised signatory on the Association's bank accounts, where appointed.

Communications Officer

1. develop and implement the Association's communications strategy;
2. manage internal and external messaging in a manner that supports the Association's objectives, reputation and values;
3. act as the primary media liaison, unless otherwise directed;
4. promote the Association to members, volunteers, sponsors, partners and the wider community;
5. ensure consistent use of the Association's brand identity across written and visual communications;
6. maintain and update the Association's website and digital platforms;
7. manage official social media channels and create appropriate content;
8. produce news articles, notices, newsletters, event material and promotional content;
9. maintain a digital archive of communication material, photographs and media coverage;
10. circulate important announcements and event notifications to members;
11. coordinate with other officials to gather and publish accurate information; and
12. assist the Executive Committee with communications during sensitive or urgent matters.

Chairperson of the Disciplinary Committee

1. oversee all disciplinary processes from receipt of a complaint to final decision or recommendation;
2. ensure that disciplinary hearings are conducted fairly, impartially and in accordance with the rules of natural justice;
3. convene the Disciplinary Committee where required;
4. ensure confidentiality in all disciplinary matters;
5. determine whether a complaint presents a prima facie case before proceeding to a full hearing;
6. ensure that disciplinary procedures in the Constitution, by-laws and code of conduct are followed;
7. manage the gathering and review of evidence;
8. lead the committee in deliberation and in determining appropriate sanctions or recommendations; and
9. ensure that accurate records of disciplinary proceedings are maintained and reported appropriately, while respecting privacy and confidentiality.

Chairperson of the Audit Committee

1. lead the oversight of financial reporting, internal controls and compliance;
2. coordinate the review of annual financial statements and financial data before they are presented to the Board of Directors or members;
3. oversee the appointment, scope of work and independence of any external auditor or independent reviewer;
4. review internal controls relating to donations, cash, expenses, assets and financial reporting;
5. review financial risks, fraud-prevention measures and legal compliance;
6. act as a confidential contact point for concerns about financial mismanagement where the Association's policies so provide;
7. manage Audit Committee meetings and ensure that accurate minutes are kept;
8. act as liaison between the Audit Committee, Board of Directors, Executive Committee and external auditors or reviewers;
9. report periodically to the Board of Directors on the committee's activities, findings and recommendations; and
10. recommend improvements to the Audit Committee's processes, charter or effectiveness where necessary.

All committees shall report to the Board of Directors or the Executive Committee, as directed.

The Board of Directors retains ultimate responsibility for the decisions and governance of the Association, subject to the powers reserved for members in this Constitution.

Committees may make recommendations and implement delegated tasks, but may not exceed the authority given to them by the Board of Directors, Executive Committee, this Constitution, or the Association's by-laws.

Committees shall keep suitable records of their meetings, decisions and activities.

An Annual General Meeting (AGM) shall be held once every calendar year.

At least twenty-one (21) days' written notice of the AGM shall be given to all members entitled to receive notice.

The business of the AGM shall include:

1. receiving reports from the President / Chairperson and Treasurer;
2. adopting audited or independently reviewed financial statements, where applicable;
3. electing the Executive Committee or elected officials where elections are due; and
4. considering proposed amendments to this Constitution, where properly included in the notice of meeting.

A Special General Meeting (SGM) may be called by the Executive Committee or upon written request by at least one-third of the voting members.

A quorum for any General Meeting shall be fifty per cent (50%) of the voting membership or ten (10) voting members, whichever is greater.

Unless this Constitution requires a greater majority, decisions at a General Meeting shall be taken by a simple majority of voting members present and voting.

The financial year of the Association shall run from 1 March to the last day of February.

All funds shall be deposited into a bank account in the name of the Association.

All payments and financial transactions shall be authorised in accordance with the Association's financial controls and shall require approval by at least two authorised signatories.

The Treasurer shall keep proper accounting records, which shall be audited or independently reviewed annually, where required.

The Association shall maintain financial controls and policies appropriate to its status as a Non-Profit Company and shall comply with all applicable South African laws and regulatory requirements.

Detailed rules, regulations, by-laws, policies and guidelines may be adopted to supplement this Constitution.

Such documents shall be approved by the Board of Directors unless this Constitution provides otherwise.

The Association may adopt, amend or maintain rules and regulations dealing with, among other things:

1. competition rules;
2. Judges Committee regulations;
3. awards and disciplinary regulations;
4. membership and withdrawal regulations;
5. athlete, judge, coach and team manager registration regulations;
6. national team selection and operation regulations;
7. Executive Committee and Board of Directors regulations;
8. property and records management regulations;
9. service regulations;
10. personnel regulations;
11. remuneration regulations;
12. travel-expense regulations;
13. a code of ethics or code of conduct; and
14. regulations for the approval and operation of world, continental, national or regional competitions.

The office of Official WTAF Representative is established to ensure stable, continuous and recognised representation for the Association at the World Traditional Archery Federation (WTAF).

The individual holding this office is personally accredited by, or recognised by, the WTAF for official communication and representation.

The founding Official WTAF Representative shall be Taahir Esau.

Upon the resignation, permanent incapacity or death of the incumbent, the Executive Committee shall, in consultation with the WTAF, appoint a suitable successor to this office.

The appointment shall be for life or until the Representative resigns, unless removed for gross misconduct or incapacity by a seventy-five per cent (75%) majority vote of the Executive Committee.

The Official WTAF Representative shall hold permanent, voting, ex officio membership of the Executive Committee.

This membership is not dependent on election at an Annual General Meeting and is separate from any club membership held by the Representative.

The Official WTAF Representative shall:

1. be the primary authorised signatory for official communications, registrations and submissions to the WTAF;
2. act on behalf of the Association in relation to WTAF competition entry, athlete eligibility and national federation obligations;
3. report to the Executive Committee and the AGM on matters relating to the WTAF;
4. lead the national team selection process in accordance with WTAF and TAASA rules, subject to ratification by the Executive Committee; and
5. represent TAASA at WTAF meetings, congresses, forums and events.

This Constitution may not be amended to abolish this office or remove the designated incumbent without the incumbent's written consent, except where removal is carried out for gross misconduct or incapacity in accordance with article 13.5.

TAASA shall be the official South African representative to the World Traditional Archery Federation (WTAF), where recognised as such by the WTAF.

The Association shall adhere to the rules, codes and ethical standards of the WTAF where applicable and where they do not conflict with South African law or this Constitution.

All powers and duties related to the WTAF affiliation shall be exercised through the Official WTAF Representative as set out in article 13.

TAASA may, by majority vote of the Board of Directors or Executive Committee, register with, affiliate to, partner with or become a member of any national or international organisation whose aims, objectives and principles are compatible with those of TAASA.

Without limiting article 15.1, TAASA may seek affiliation, registration or partnership with bodies dedicated to traditional sports, cultural heritage and archery, including but not limited to:

1. the World Nomad Games;
2. the World Ethnosport Confederation;
3. the World Traditional Archery Union (WTAU); and
4. any relevant national or international sports authority, committee or cultural heritage council.

While affiliated with any external body, TAASA shall maintain its administrative, financial and operational autonomy.

No international or national affiliation shall supersede or invalidate the provisions of this Constitution unless expressly approved by a two-thirds (2/3) majority amendment passed at a General Meeting.

The Board of Directors or Executive Committee shall appoint official delegates or representatives to attend meetings, congresses and events of affiliated bodies.

Such delegates shall act in the best interests of TAASA and shall report back to the Executive Committee.

TAASA may comply with the rules and technical regulations of affiliated international bodies during sanctioned international competitions, provided that they do not conflict with South African law or this Constitution.

The Executive Committee may terminate any affiliation where the external body acts in a manner detrimental to the reputation, objectives or independence of TAASA.

The Association may be dissolved by a resolution passed by a two-thirds (2/3) majority at a Special General Meeting called for that purpose.

Upon dissolution, and after all liabilities have been settled, any remaining assets shall not be distributed to members.

Remaining assets shall be transferred to another non-profit organisation with similar objectives, as determined by the members at the meeting.

This Constitution may be amended by a two-thirds (2/3) majority vote of the members present and voting at an Annual General Meeting or Special General Meeting, provided that notice of the proposed amendment was included in the notice of meeting.

Any amendment shall take effect from the date of adoption unless the resolution approving the amendment provides otherwise.