I. VISION, OBJECTIVES and MEANS


Article 1.

The International Rock Climbing Research Association (IRCRA) is a worldwide association that promotes research which fills gaps in the multidisciplinary field of climbing.


The principal objective of the IRCRA is to facilitate connection and communication between researchers, climbers, coaches, practitioners from other fields, and other stakeholders. In addition, the IRCRA aims to facilitate access to scientific knowledge and resources and to promote, advance and
integrate climbing scientific research knowledge in order to provide practical applications within the sport climbing community.


Article 2.

To achieve these objectives, the IRCRA uses different means. A website assists researchers, federations, coaches and climbers who are searching for information about climbing research and academic education. An international congress is organized biennially, the proceedings of which are self-edited by the membership of the IRCRA.


II. LEGAL FORM OF ASSOCIATION, HEADQUARTERS AND LANGUAGE

Article 3. Legal form


The IRCRA is a non-governmental international association with a non-profit-making purpose of international interest. The IRCRA has its seat in Rouen, France. The IRCRA is established for an indefinite period.
The members of the Executive Board may be located in a country other than the host country.
Only the IRCRA’s assets are liable for the IRCRA’s liabilities. Personal liability on the part of its members or the Executive Board is excluded.

Article 4. Language


The official language of the IRCRA is English.

III. MEMBERS


Article 5. Membership

Membership of the IRCRA is open to individuals actively engaged in sport climbing research, teaching, coaching, as well as areas related to sport medicine, climbing performance and business and/or event organization.
Applicants have to apply via a form outlining their motivation and background.
Applications for membership are evaluated by the Executive Board in their regular meetings. The decision is usually communicated within 2 months. All members undertake to respect these statutes and the association’s
by-laws.


Article 6. Membership Fee

The membership fee is the same for all members and must always be paid for an entire year. It is determined at the General Assembly and fixed until the next General Assembly.
Higher membership fees can be paid in order to support the objectives of
IRCRA.


Article 7. Rights of Members

Members elect the Executive Board within 2 months after the General Assembly. Members may also be included in major decisions associated with the IRCRA, will be kept up-to-date on the proceedings of the Executive Board, and are encouraged to make recommendations on the structure or direction of
the IRCRA.
Members are eligible to apply for the Executive Board.


Article 8. Termination of Membership


Any member may resign by submitting a written notice of resignation to the Executive Board at least one month before the effective date of resignation; however, such resignation shall not release the resigning member from the obligation to pay any accrued and unpaid annual membership fees.


Article 9. Suspension of Membership


A member may be suspended from membership by the Executive Board for the following reasons:

  • Non-payment of membership fees during two consecutive years;
  • Failure to comply with these Statutes or other regulations of the IRCRA.

The decision to suspend membership requires at least two-third of the votes of the Executive Board members in favor of the suspension.


Article 10. Honorary membership and other awards

Honorary Membership is an honorary type of membership of the IRCRA, that is given for life to an individual. Any member can propose a candidate for honorary membership. The honorary membership is awarded by the General Assembly to individuals who have rendered meritorious service to IRCRA. An honorary membership provides all the rights and privileges of a normal IRCRA
membership. Other awards may be conferred by the Executive Board.


IV. General Assembly


Article 11. Organization of the General Assembly


The General Assembly is the highest body of the IRCRA and has ultimate authority for all activities of the IRCRA. It convenes once annually, hosted either during the IRCRA congress for the given year, or online.

Organization of the General Assembly shall be entrusted by the IRCRA congress manager.

The calling notice must be sent to all members at least 120 days prior to the date set for the General Assembly.

Candidate nominations for Executive Board members shall be submitted to the Executive Board not later than 45 days prior to the General Assembly elections (assuming an executive board slot is open).


Article 12. Duties and Powers of the General Assembly


The General Assembly has the following duties and powers:

  1. To fix membership fee;
  2. To approve plans for future activities;
  3. To adopt and amend these Statutes; such decisions need a quorum and majority as described in Art. 14;
  4. To receive, discuss, and approve the report of the Executive Board;
  5. To review and approve the annual accounts after having heard the report of the auditors and to give discharge to the Treasurer and to the other members of the Executive Board;
  6. To approve the budget;
  7. To approve the IRCRA logo, and other items of image and identity, upon the recommendation of the Executive Board.

Article 13. Voting Rights

Each Member of the IRCRA has one vote.
A Member who has not paid their dues in full prior to the General Assembly is not entitled to vote.
Any Member having voting rights may be represented by another Member being duly entitled to vote by means of a written proxy. One Member may not represent more than two other Members at the same time.

Article 14. Quorum

The General Assembly shall pass its resolutions and carry out its elections with an absolute majority of the votes of the Members present or represented.
Resolutions of the General Assembly concerning changes and amendments of the Statutes shall require the approval of at least two-thirds of the votes of the Members present or represented.


Article 15. Agenda and Right to Introduce Proposals


Items for inclusion in the agenda of any General Assembly may be presented by any member of the association.
The provisional agenda with short explanation of the topics shall be distributed two months (60 days) before the date of the General Assembly. Items presented by IRCRA Members are to be sent to the Executive Board at least six weeks (42 days) before the General Assembly. The full Agenda with all
documents has to be sent to all members at least 28 days before the General Assembly.


Article 16. Additional Items to the Agenda at the General Assembly


Upon affirmative vote of no less than two-thirds of the Members being present and having voting rights, the General Assembly itself may add items to the agenda of any meeting.


Article 17. Extraordinary General Assembly


The Executive Board may at any time call an extraordinary General Assembly.
At the written request of the majority of the Members entitled to vote, the Executive Board shall convene an extraordinary General Assembly within three months of receipt of such request. The request must be substantiated and accompanied by a proposal for the agenda.

V. EXECUTIVE BOARD

Article 18. Executive Board composition

The affairs of the Association shall be managed in accordance with these Statutes by a Board elected by the members. The Board shall comprise at least four members whereby at least two different genders must be represented. If most of the votes are initially cast for candidates of one gender, the candidate of another gender with the most votes becomes the last member of the board.


Article 19. Executive Board positions and duration


From amongst themselves they shall appoint a President, with all other executive board position titles conferred by consensus (with the President breaking any tie). The Board members shall hold office for a term of four years and are eligible for one re-election.


Article 20. Executive Board responsibilities


The Executive Board is responsible for implementing all the policy directives and decisions made by the General Assembly. This includes:

  1. Preparing the agenda of the General Assembly meetings;
  2. Preparing the annual accounts (consisting of the profit and loss statement and the balance sheet);
  3. Making recommendations to the General Assembly about the long-term strategies and implementation of the IRCRA;
  4. Deciding on the procedure to select the organizers of next IRCRA congress.
  5. Deciding and executing on additional projects that meet the vision of the IRCRA.
  6. Deciding the terms and conditions of contracts between the IRCRA and organizers of the IRCRA congress;
  7. Recommending any proposed changes to the IRCRA Statutes;
  8. Appointing and removing additional parties entrusted with the management of IRCRA’s day-to-day operations;
  9. Making recommendations on the terms and conditions of contracts to be concluded with third parties outside the IRCRA;
  10. Deciding on membership issues between General Assembly meetings;
  11. Deciding the official means of information of the IRCRA;
  12. Controlling IRCRA finances
  13. Initiating and undertaking negotiations with third parties.

All statements and contracts which bind the IRCRA must be signed by the President and one other member of the Executive Board. In case of absence, the President may be temporarily replaced by the Vice-President.

Article 21. Meetings

The Executive Board meets as often as necessary, but not less than once every 4 months. Board meetings may be held by attendance in person or via telephone and/or video conferencing.

The Board meetings are convened by the President or at the request of the majority of its members.

Article 22. Votes

Every member of the Executive Board has one vote. All decisions of the Executive Board are taken by majority of the members present, and no voting rights may be exercised by proxy. The quorum of the Executive Board consists of a majority of its members. In case of tie, the President’s vote is the deciding vote.

Article 23. Honorary members

Honorary members and the Congress convenor may be invited to executive board meetings for advisory opinion.

Article 24. President

The President chairs all meetings of the General Assembly and represents the IRCRA in all important matters.

If the President is prevented from attending a meeting of the Executive Board or a General Assembly, the Executive Board will appoint an Executive Board member to chair those meetings. If a chair cannot be decided upon, the meeting will be rescheduled.

In case of death or disability of the President, a sitting member of the Executive Board shall assume the President’s duties until the next General Assembly. If a President cannot be decided upon, the executive member with the most votes shall assume the President’s duties.

VI. FINANCES

Article 25. IRCRA finance

The IRCRA finances its activities through membership fees, the organization of the IRCRA congress, and other available sources such as sponsorships and donations.

Article 26. IRCRA budget and expenses

The individuals who serve on the IRCRA bodies are volunteers. The expenses of the Executive Board are borne by the IRCRA according to regulations of the Executive Board.

Within approved budgets, the Executive Board is empowered to authorize payment of fees and expenses to individuals and/or organizations to provide specific professional service or advice. It requires the approval of at least two-thirds of the votes of the Members present or represented.

Article 27. Financial year

The financial year of the IRCRA shall run from the 1st of January to the 31st of December annually.

Article 28. Currency

The basic currency for annual accounting purposes is the Euro.

VII. SYMBOL AND LOGOS

Article 29. Symbol and logos

The symbols, logos and their production, as well as the name “International Rock Climbing Research Association” and the abbreviation “IRCRA” are the exclusive property of the International Rock Climbing Research Association and may not be used without its consent. An individual can obtain consent by submitting a request via email to a member of the Executive Board. The Executive Board will review each individual case and make a decision within two months.

VIII. CONGRESS

Article 30. Congress schedule

The IRCRA Congress is the main event of the IRCRA taking place every 2 years. It is a scientific congress which aims to make the link between researchers and all actors of sport climbing. The General Assembly is scheduled to occur during the congress.

Article 31. Calling notice and nominations

The calling notice for organizing the IRCRA congress (current year of congress and General Assembly + 2) is sent to all members by the Executive Board within 8 months after the last congress. Candidate nominations shall be submitted to the Executive Board not later than 3 months after the calling notice.

Article 32. Congress organization

The organization of the congress is ensured by the Executive Board and a local organizing committee represented by the congress convenor. The decision on the location of the next congress is made by all current Executive Board members. Former Executive Board members will be invited to vote as well.

Article 33. Local organizing committee representation

The committee shall endeavor to include at least two different genders to ensure a diverse and inclusive representation. The convenor and at least two-thirds of the members of the scientific committee of the congress must be members of the IRCRA.

Article 34. Local organizing committee finances

IRCRA will not manage the finances of the Congress and will not provide a deficit guarantee.

The prizes awarded to researchers will be paid for by the IRCRA.

IX. CONFLICT OF INTEREST

Article 35. Conflict of interest

All members of the IRCRA have an obligation to prioritize the best interest of the association over their personal interests. Where a potential conflict of interest arises, the individual(s) concerned must immediately disclose it to the Executive Board and abstain from participating in any decision-making process related to the matter.

Article 36. Dispute resolution

Any disputes or disagreements that arise within the IRCRA shall first be addressed through discussion and negotiation. If the parties involved are unable to reach a resolution, the matter will be escalated to the Executive Board. The Board’s decision shall be final.

Article 37. Amendments to the Bylaws

Amendments to these Bylaws may be proposed by any member of the IRCRA. Proposals for amendments must be submitted in writing to the Executive Board at least three months prior to the General Assembly. To be adopted, amendments require the approval of at least two-thirds of the members present or represented at the General Assembly.

X. DISSOLUTION OF IRCRA

Article 38. Dissolution

A three-quarter majority of the IRCRA members may propose the dissolution of the IRCRA. The dissolution becomes effective on approval of the proposal by a three-quarter majority at the General Assembly, providing that at least two-thirds of the members entitled to vote are present or represented at the General Assembly.