Governance: Bye Laws

Passed: 7th June, 2005. Reviewed and Ratified November 2012

International Affiliation

The Company shall be affiliated to the International Table Tennis Federation and The European Table Tennis Union.

Definitions

TTAW: The Table Tennis Association of Wales Limited (TTAW)
Board: The Board of Directors of the Association
Affiliate: A person born or residing within Wales whose affiliation fee has been received and accepted for the current season or who has otherwise been accepted as a community club affiliate
Cadet: A person under 15 years of age at 1st January of the year in question
Junior: A person under 18 years of age at 1st January of the year in question
Veteran: A person achieving the age of 40 years at 1st January of the year in question
County Association: An association set up under the provisions of these byelaws and having jurisdiction over a County as defined by these byelaws
Good Standing: Official recognition by the TTAW
Local League: Any organisation or association which runs a competition between teams from clubs in a particular locality with a minimum of 15 full paying adult affiliated players
Season: The period commencing the day after completion of a TTAW Annual General Meeting and ending on the day when the next Annual General Meeting is completed
Voting Community Club: A properly constituted club with a proven membership of in excess of 15 full paying adult members where all members are affiliated to TTAW based in an adequate venue, with a regular booking using at least 4 tables. The club must have a junior coaching programme operated by qualified TTAW coaches
Affiliated Body: Any Local League, County Association or Community Club or any other body accepted by the Board as affiliated to the Association
Member: Those persons accepted by the Board and duly registered as voting members of the TTAW
Secretary: Means the Company Secretary of the TTAW
Officer: Means any Board member or any official appointed by the Board

Affiliation

Eligibility: The normal route of affiliation shall be via the Local League or Club but an individual may also be accepted into affiliation as a direct affiliate
The method of affiliation and eligibility shall be that decided by the Board, forms and fees to be submitted to the Membership Aministrator, no later than 31st October, after which a levy may be imposed by the Board
Every Affiliate or Affiliated Body shall be deemed to remain affiliated until affiliation fees due to the Association are unpaid on the 31st October in any season or until renewal of affiliation is refused by the Board

Affiliation Fees

The affiliation fee(s) shall be decided at General Meetings
There shall be a zero affiliation fee for all members junior or senior who play only for recreation and do not play in TTAW recognised leagues or competitions. To play in such competitions (other than Dragon) they must pay the full affiliation fee

Licence

A player wishing to participate in any TTAW organised or approved event shall take out a competitive player's Licence before the commencement of his/her first approved event
The period of the Licence shall be decided by the Board
The cost of the Licence shall be decided by the Board
A player wishing to take out a Licence after 1st January but before the AGM will pay 50% of the fee for the current year
Juniors may purchase single Tournament Licence at a level set by the Board
Unless otherwise directed Tournament Organisers seeking the TTAW'sapproval for their events will only permit Licence holders to play
The responsibility for purchasing a Licence shall rest with the individual player
The player shall purchase the Licence from the Licence fee administrator
The TTAW will issue each Licenced player with a licence number

Voting Membership

The following shall be eligible for legal membership of the TTAW:

One person nominated by each recognised Local League
One person nominated by each recognised County Association
One person nominated by each recognised Voting Community Club
Should a Local League or Community Club have more than 75 full paying adult affiliates then such Local League or Community Club shall be entitled to nominate two members
All Members must also be Affiliates. Should any member be overdue for his or her affiliation fee or should the body which nominated him or her be so overdue for its affiliation fees then their right to vote shall be suspended until such fees are paid
Should such fees be outstanding for more than 12 months the Board shall have the right to exclude such Member from membership

Appointed Officials

The Board shall have the power to appoint and dismiss at its discretion the following who shall in turn have the power to appoint and dismiss such assistants as they require subject to ongoing ratification by the Board: Chair National Competitions Committee who shall have full responsibility for the organisation and running of such tournaments as the Board shall direct shall take place within any guidelines set down by the Board
Team Championship of Wales Officer who shall have full responsibility for the organisation and running of the Team Championship within any guidelines set down by the Board
Coach Education Officer who shall have full responsibility for the organisation, development and education of coaches within any guidelines set down by the Board
Umpires Officer who shall have full responsibility for the organisation, development and education of umpires within any guidelines set down by the Board
Any other officials from time to time required by the Board including Volunteer Manager, Communications Officer and any others as may be deemed appropriate

Selection Committee

Selection of National Teams and Squads shall be the responsibility of the National Selection Committee comprising the Chairman of the Board, The National Coach and the Chairman's three nominees
2. Members of the Selection Committee cannot be involved in decisions affecting them being chosen to play in any International representative events
Members of the Selection committee cannot be involved in the selection of members of their immediate family
Selection appeals shall be dealt with as set out in Appendix K

Local Leagues and Community Clubs

Each Local League will submit a list of its Officers, a list of registered players or other affiliates and their paid affiliation fees to the Membership Administrator by 31 October each season
Each Club and County Association will submit a list of its Officers, a list of its members and their affiliation fees to the Membership Administrator by 31st October each season
Every County Association, Local League or club shall on demand supply to the Secretary or other Officer of the TTAW the last known address of any of its members

Regulations

The Board shall have the power to make regulations to cover Team Championship of Wales (and levy fines), international contacts, regulation dress and badges, general policies, procedures, codes and such other matters not specifically dealt with in these byelaws as the Board shall think fit (see Appendices all of which shall be binding on affiliates & Members)
A regulation shall come into force with effect from such day as the body making it shall specify but not earlier than the day following the meeting at which it was first made or approved
The maximum fines which the Board may levy for breaches of regulations relating to the Team Championship of Wales shall be set and be subject to review at a General Meeting

Paid Appointments

No person holding a paid appointment shall be an honorary officer of the TTAW nor a Member
Paid employees of the TTAW may attend Board and other meetings at the request or discretion of the Chairman of the Board

County Administration

County Boundaries

For the purposes of this Rule the word 'County' shall indicate that Wales shall be divided into areas
The alteration, creation or abolition of a County administrative area may only be effected by a resolution of the Board
There shall be Counties of Clwyd, Conwy, Dyfed, Glamorgan, Gwent and Powys

Formation of County Association

Where two or more Local Leagues in any County agree a County Association shall be set up for that County

Local League/Community Club Affiliation

Every Local League may affiliate to a County Association if a County Association exists
A Local League shall affiliate to one County Association only, and shall not transfer or be required to transfer its affiliation to another at any time
Every Community Club may affiliate to a County Association if a County Association exists
A Community Club shall affiliate to one County Association only and shall not transfer or be required to transfer its affiliation from one County Association to another at any time

General and Disciplinary

An Affiliate may not play Table Tennis, whether in competition or exhibition, with or against any player or body not affiliated to the TTAW or other National Association affiliated to the International Table Tennis Federation nor under any auspices not in Good Standing with the TTAW without the permission of the Secretary
No Affiliate or affiliated organisation shall play Table Tennis with or against or take part in any Table Tennis function in conjunction with any suspended organisation or Affiliate
No Affiliated Body shall play Table Tennis in any competition or function outside Wales in preference to any competition or function being organised by the T.T.A.W. without the permission of the Secretary
No affiliated player may permit a cinematographic record of himself or herself to be taken in connection with Table Tennis for public exhibition unless permission has first been obtained from the Secretary
No affiliated player, affiliated body or official may take part in a televised event in connection with Table Tennis unless permission has first been obtained from the Secretary or the event is one authorised by the Association
At any meeting of the TTAW the Board or any committee, any person present having a financial interest in a subject under discussion shall forthwith declare his interest and withdraw from the meeting. He shall not return during that discussion unless unanimously invited by the remaining members present nor shall he vote
TTAW is firmly against drug misuse and supports drug-free sport. It is the policy of TTAW to inform and educate its members in support of this policy. TTAW has the authority to control the misuse of drugs in the sport and is totally committed to managing any drugs misuse issues through fair and independent decision making processes and wishes to involve its members in the quest to achieve the highest quality performances drug free. All Affiliates agree to be subjected to drug testing if required and accept the procedures set down in the Anti Doping Policy of the UKAD (UK Anti Doping Policy in Sport) which is endorsed by TTAW
Doping offences are governed by the rules and regulations set out in Anti Doping Policy of the UKAD (UK Anti Doping Policy in Sport). It can be found at: UKAD Anti Doping Policy
The Secretary shall be the designated Anti Doping Officer
Betting in any shape or form on players or matches is strictly prohibited
A player entering any Tournament shall give an undertaking to observe the regulations of the tournament, to abide by the decisions of the Referee and to fulfil the schedule of play arranged for him unless prevented by circumstances beyond his control and accepted as such by the Referee and shall comply with that undertaking
Only a brand and grade of ball licensed by the Board may be used in play within, between or organised by any organisations which are affiliated or in Good Standing. For the purposes of the above a ball in respect of which a licence is in force on June 1st shall be deemed to remain licensed until May 31st following
Any player having accepted selection by the TTAW to attend any international match or other event shall, unless he has good and sufficient cause not to, attend the same and comply with the arrangements of the Board
An Affiliate who accepts an invitation made on behalf of the TTAW to be a member of a team or squad or to participate in organised training, coaching or trials shall be deemed to have accepted the duty of obedience to such officials as the Association may appoint
An Affiliate shall not do nor cause to be done anything deliberately harmful to the TTAW nor likely to bring the Association or the game of Table Tennis into disrepute
An Affiliate shall not without good and sufficient cause absent himself from the hearing of any allegation or appeal after having been requested with reasonable notice to attend; or in connection with such an allegation or appeal refuse to answer any question if directed to answer by the chairman of the adjudicating body
If an Affiliate who has given an undertaking breaks such undertaking within a period of two years after giving it, such breach shall be deemed a breach of byelaw and upon such breach the offender shall additionally be liable to an alternative penalty in respect of the original breach
All affiliated clubs, leagues and other bodies, and all registered coaches, shall be subject to the Associations "Guidelines for Misconduct with Children and Young People" Appendix AThis shall be deemed to include vulnerable adults as where applicable.
All affiliated clubs, leagues and other bodies shall accept and enforce whatever sanctions are imposed on those guilty of misconduct
All Affiliates who are not coaches shall also be subject to the same Guidelines, all references in the guidelines shall be read as including all other members
It is a condition of membership/affiliation that all clubs, club officials, members, volunteers and all individuals affiliates abide by (and in regard to clubs agree to adopt)the TTAW equality policy (and all other relevant policies/procedures in place from time to time) and support TTAW initatives or actions in support of same. Clubs will take appropriate disciplinary action in regard to breaches. Membership of clubs shall be open and inclucive.

Gemeral Disciplinary Matters

All Affiliates shall comply with and accept the provisions of Appendix B in regard to disciplinary matters as appropriate

Legal Proceedings

The rules of the TTAW being sufficient to enable the TTAW as the governing body of the game of Table Tennis in Wales, to deal with all cases of dispute, legal proceedings shall be taken only as a last resort, after the full procedure laid down by these rules and any regulations made thereunder shall have been followed through.

Publication of Reports of Proceedings etc.

The TTAW shall be entitled to publish in the public press, or in any other manner
it shall think fit, reports of its proceedings, acts and resolutions, whether the same
shall or shall not reflect upon the character of any league, club or affiliate, and every
such league, club or affiliate shall be deemed to have assented to such publication.

Age Limits

In all competitions run by or approved by any affiliated body the terms 'Cadet', 'Junior'
and 'Veteran' shall have the meanings assigned to them by these byelaws.

Tournaments

The Board shall have power to make regulations defining categories of tournaments, whether ranking points may be awarded and governing the conduct and organisation of such tournaments as may be specified. Such regulations shall be issued from time to time at the discretion of of the Board
No Open or Invitation Tournament shall be held without the authorisation of the Board
A list of entrants and proposed seedings for any Ranking Tournament must be submitted to the Chair of the National Competitions for seeding approval, at least 7 days prior to the draw taking place
To qualify as a ranking tournament the organiser must agree to the system of play and advertising of same required by the Chair of the National Competitions

Welsh Championships

Each of the following may be held once every season:-
- Welsh Open Championships
- Welsh National Championships
Championships shall be conducted in accordance with regulations made from time to time by the Board

Approved Laws of Table Tennis

Except as provided otherwise under this rule, all competitive play under the jurisdiction of the TTAW shall be under the Laws of Table Tennis as approved by the TTAW (hereinafter referred to as ":the approved Laws").
Except as provided otherwise under this rule, the approved Laws shall be those determined by the International Table Tennis Federation (hereinafter referred to as "the I.T.T.F. Laws")
All those entitled to receive notice of TTAW General Meetings shall be given notice of: any I.T.T.F. decision to change I.T.T.F. Laws; any consequent change in the approved Laws and the date of its coming into effect, which shall in no case be earlier than 60 days after the giving of notice any decision of a General Meeting that the approved Laws shall diverge from the I.T.T.F. Laws
A change in I.T.T.F. Laws shall be incorporated in the approved Laws from the date on which it comes into operation for international competition, or from such later date as may be necessary to satisfy the minimum notice requirement under these byelaws unless a General Meeting shall have resolved otherwise
5. Any Affiliate may propose to a General Meeting that the approved Laws shall diverge from the I.T.T.F. Laws in a way specified, or that the application of an I.T.T.F. Law change be deferred for a period specified. Proposals for consideration by an Annual General Meeting must be received by the Secretary not later than 21 days before the meeting and must be accompanied by written support from at least 20 other full paying affiliates

Matters Not Covered By Bye Laws

In the event of any question or matter arising which is not provided for in these byelaws, or relating to interpretation or any conflict or error herein such question or matter shall be dealt with by the Board whose decision shall be final
In the event of any inconsistency between these byelaws and the Memorandum & Articles of association of TTAW then the Memorandum & Articles shall apply

Equal Opportunities

The TTAW is an equal opportunity organisation and in all its affairs and appointments shall not discriminate as to race, colour, creed, sexual preference, religion, gender, age or handicap or otherwise. Its Equality Policy is set out in Appendix C

Register of Pecuniary Interests

For the record and for openness and scrutiny a Register of Pecuniary Interest shall be maintained and in which shall be recorded the pecuniary interests of those persons whose interests shall be declared in writing to the TTAW Company Secretary
Written disclosures shall be entered in the Register which shall be maintained by the Secretary or other Officer designated by the Board and shall be available and open to inspection by any member or authorised public official or TTAW auditor
All register entries shall be checked annually by letter to those concerned who shall report any necessary deletions and/or additions
Any person required by these rules to declare orally or in writing any relevant pecuniary interest and fails to do so shall be subject to sanctions as follows:-
- All Affiliates or Officers or Members shall be charged with bringing the sport into disrepute via the prescribed disciplinary processes.
- Employees shall be charged with misconduct via the disciplinary processes laid down in the contracts of employment
"Pecuniary Interest" for this purpose is not restricted to financial benefit and includes any financial loss or increased personal charge, expenses or disadvantages but excludes members' expenses, subscriptions and/or competition fees
The following Pecuniary Interests in particular shall be declared as follows although not an exhaustive list
1. any employment or income received from work undertaken within the sport
2. Any income received from the sport as a partner, director, or employee within a firm
3. Any sponsorship which you may personally receive
4. Any sponsorship which you may give to any aspect of the sport
5. Any contracts which you may have with the sport for the provision of services or goods for profit
6. Any interest in any corporate bodies you may have for your own benefit and which do business with the Association
7. Any interest which any close members of your family may have in these matters shall also be declared when matters are discussed which could affect their financial position

Acquiescence in Rules

All Members and Affiliates agree to be bound by and acquiesce in these byelaws including all Appendices and to all other byelaws or regulations issued from time to time.

International Eligibility

Eligibility to be selected for Wales shall be governed by ITTF regulations for the time being in force

Criminal Records Bureau

The TTAW policy for handling and use of disclosure information is set out in Appendix D

Data Protection

The TTAW subscribes to a Data Protection policy as set out in Appendix E

Risk Managment

The TTAW subscribes to a Risk Managment policy as set out in Appendix F

Handbook

Employees (& volunteers) attention is drawn to TTAW Staff Handbook which contains other important policies and procedures including Anti Fraud/Bribery, Whistle Blowing, Health & Safety as well as employee specific policies & procedures Appendix G

Charter

The TTAW Customer Charter is set out in Appendix H

Code of Conduct & Ethics

All affiliates & Members agree to be bound by the Code of Good Conduct & Ethics set out in Appendix J

Staff Recruitment

TTAW policy is set out in Appendix L

Terms of Reference of Committees

TTAW policy is set out in Appendix M

Succession Planning

TTAW policy is set out in Appendix N

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