CHARTER FOR THE ASIAN RACING FEDERATION

(As amended 5th May, 2014)

The Articles hereunder are agreed and ratified by all those countries which currently constitute the Full, the Associate or the Affiliate Membership of the Asian Racing Federation, hereinafter referred to as the 'Federation', and by those which may be invited to join the Federation in the future.


Article 1
Objectives

Article 2
Membership
Subscription Fees
Conference Fees


Article 3
The Management Committee
The Executive Council
The Secretariat
The Organising Committee

Article 4
Decisions and Disputes


Annex A
Members

Annex B
Terms of Reference for the Executive Council of the Asian Racing Federation


Annex C
Terms of Reference for the Secretary-General of the Asian Racing Federation

Annex D
Terms of Reference for the Organising Committee of the Asian Racing Conference





ARTICLE 1

Objectives of the Asian Racing Federation


The objectives of the Federation shall be:

1. To meet and foster goodwill and mutual understanding through the medium of periodic conferences and other racing events in the member countries.

2. To promote horse racing and breeding and the integrity and prestige thereof by any means that the Federation shall consider appropriate and which are in compliance with all existing laws, rules and regulations.

3. To encourage and develop mutually beneficial objectives and strategies between racing organisations without discrimination to aid the development of horseracing.

4. To exchange ideas and information on matters connected with horseracing.

5. To encourage, promote and support international competition for jockeys and horses when conditions permit.



ARTICLE 2

Membership


1. Subject to Article 2.4.2, membership shall be recommended by the Executive Council and shall be conferred at the discretion of only the General Assembly on any country which may make application to join the Federation.

2. Full Membership is granted to those countries within the general geographical area which have legitimate established or developing racing industries and which give a specific assurance that they are fully prepared to act as host country to a future Asian Racing Conference, hereinafter referred to as the 'Conference.'

3. Associate Membership is granted to those countries which:

3.1 are already members of some similar association
OR
3.2 have newly established and developing racing industries
OR
3.3 are unable or unwilling to undertake the hosting of a Conference

4.1 Full Membership or Associate Membership shall in general only be conferred on the official Racing Authority of a country and will not normally be conferred on other national or regional racing or racing-related organisations.

4.2 Affiliate Membership may at the discretion of the Executive Council be conferred on a racing-related organisation.

5. Countries making application for membership shall be invited to become either an Affiliate or Associate Member in the first instance and may later apply for admission to a different category of membership, provided that only an Associate Member may apply for Full Membership.

6. Any Member country may resign from the Federation by giving notice in writing to the Secretariat.

7. A Member country with Full Membership may voluntarily revert to Associate Membership by giving notice in writing to the Secretariat.

8. The Executive Council shall have the right to recommend to the General Assembly to instruct a Member country to revert to Associate Membership if, in its sole discretion, it considers the circumstances require such action.

9. The Executive Council shall have the right to recommend to the General Assembly the expulsion of any Member or Associate Member Country from the Federation if, in the sole discretion of the Executive Council, it considers the circumstance requires such action.

10. The Executive Council shall have the right to expel any Affiliate Member from the Federation if, in the sole discretion of the Executive Council, it considers the circumstances require such action.

10.A. The current membership is attached at Annex A.


Subscription Fees


11. The Federation is a not-for-profit entity.

12. An annual subscription fee for 1 January to 31 December shall be levied on all members.
For subscription fee purposes members are categorised as follows:

Category A
Hong Kong
Japan
Australia
India

Category B
Other members of the ARF Executive Council not in Category A

Category C
All other ARF members

Category D
Associate members of the ARF
Affiliate Members of the ARF

At the discretion of the Executive Council subscription fees can be given to the Secretariat in money or in the form of an in-kind contribution.

13. The subscription fee accounts shall be managed by the Secretariat Office and approved annually by the Executive Council by circulation, and upon approval distributed to all Member countries. The following subscription fees currently apply:

Category A US$20,000
Category B US$10,000
Category C US$2,000
Category D US$1,000

14. The levels of subscription fees shall be considered annually by the Executive Council and any amendments to the level of subscription fees or their management shall require the approval of the General Assembly either by circulation or at its meeting at each Conference.

15. Deleted

16. All income from the selling of trade stands at Conferences over and above costs of provision and assembly of these trade stands, to be agreed in advance of the start of their promotion to potential customers, shall be divided equally between the host racing organisation and the subscription fee account.


Conference Fees


17. The Organising Committee of each Conference will establish separate Conference fees to contribute towards the cost of the Conference in their own country.

18. The amount of such fees shall require the approval of the Executive Council before being levied.

19. Conference fees shall be waived for all speakers and chairmen who are not members or employees of racing organisations in member countries.



ARTICLE 3


Structure of the Asian Racing Federation


The General Assembly


1. The General Assembly shall be the final authority of the Federation on any matters concerning:

1.1 Membership (other than Affiliate Membership)
1.2 Subscription fees
1.3 Charter

And any decisions / resolutions referred to it by the Executive Council.

2. The Chief Delegate and Delegation Secretary of each Member, Associate Member and Affiliate Member shall be entitled to attend the General Assembly.

3. A quorum shall be established when a minimum of three quarters of the countries with Full Membership are present.

4. Each Full Member country shall be entitled to one vote in the General Assembly of the Federation.

5. Associate Member and Affiliate member countries shall not be entitled to any vote on any occasion.

6.1 Any matter requiring a decision of the General Assembly shall be passed by not less than three fourths of the votes of the countries with Full Membership present at the General Assembly.

6.2 Alternatively, a matter may, at the request of the Executive Council, be considered by the General Assembly by means of written resolution. Any such resolution shall be passed by not less than three fourths of the votes of all countries with Full Membership of the Federation.

7. The General Assembly shall be held immediately before each Conference in order to allow decisions / resolutions to be in effect for that Conference, if applicable.

8. The Chairman of the General Assembly shall be the Chairman of the Executive Council.


The Executive Council


9. The Executive Council shall consist of eight permanent members, representatives of the Racing Authorities of Australia, Hong Kong, India, Japan, New Zealand, Singapore, South Africa and the United Arab Emirates, and one invited member, the country designated to host the next Conference.

9.2 (a) From 12th April, 2010 until the General Assembly held in conjunction with the 35th ARC the Executive Council shall consist of 8 permanent members, being representatives of the Racing Authorities of Australia, Hong Kong, India, Japan, New Zealand, Singapore, South Africa and the United Arab Emirates, and one invited member being the country designated to host the next conference.

(b) At the General Assembly held in conjunction with the 38th ARC the General Assembly will consider a report of a review of the composition of the Executive Council.


10. A quorum shall be established when a minimum of three quarters of the permanent member countries are represented.

11. The Executive Council shall elect at its meeting at each Conference a Chairman and two Vice Chairmen from its own number who shall hold office until the conclusion of the next Conference but are eligible for re-election.

12. Deleted

13. The representative of the country designated to host the next Conference and who shall sit on the Executive Council for the period immediately following the conclusion of the previous conference until the conclusion of the conference to be hosted by that country, shall not be entitled to vote in the election of the Chairman nor the Vice Chairmen except in the event the next Conference host is a permanent Council member, in which case that member shall be entitled to vote.

14. Where a person leaves office as Chairman or Vice-Chairman before the expiry of their term then Executive Council may elect from its own number a person to fill that vacancy, which person shall serve out the balance of that term, but who is eligible for re-election.

15. Deleted

16. The Executive Council shall meet at the start of each Conference immediately before the General Assembly and at least once per year in the intervening periods.

17. The Terms of Reference for the Executive Council are set out at Annex B.


The Secretariat


18. The Secretariat comprising the Secretary-General of the Federation and a small supporting staff shall be provided by a permanent Executive Council member, with the agreement of the Executive Council, and will be funded in a manner to be agreed by the Executive Council.

19. The Secretary-General shall be appointed by the member of the Executive Council providing the Secretariat in consultation with the Executive Council.

20. The Terms of Reference of the Secretary-General of the Asian Racing Federation are attached at Annex C.


The Organising Committee


21. The member organisation appointed to host the Conference shall appoint an Organising Committee to undertake all the arrangements for the conduct of the Conference and shall appoint a Chairman and a Secretary for that Committee.


22. The Organising Committee’s Chairman and Secretary shall hold office for the duration of that specific Conference and will attend the Management Committee Meeting of that Conference.

23. The Terms of Reference for the Organising Committee are set out at Annex D.



ARTICLE 4

Decisions and Disputes


1. The Federation has no powers to legislate on, and will not seek to be concerned with, the conduct or administration of racing or any aspect of it in any country.

2. The Federation shall not seek to make decisions or resolutions on any matter which might conflict with the internal administration, the laws, practices, customs or individual interests of any member country.

3. The Executive Council shall decide which matters shall be resolved by themselves and which shall be referred to the General Assembly, with the exception of matters concerning membership, subscription fees and the Charter for which the General Assembly shall be the final authority.

4. When any matter is referred to the General Assembly and/or the Executive Council for decision this will be reached by voting and in order to be carried shall be passed by not less than three-fourths of the votes of the countries with Full Membership present at the General Assembly or Executive Council Meeting (as the case may be).

5. A Full Member country shall be entitled to one vote only and an Associate Member or Affiliate Member Country shall not be entitled to any vote in any matter so referred for decision.

6. No Full Member country, Associate Member country or Affiliate member country shall be entitled to exercise a veto.

7. Any dispute which may arise between Member countries which cannot be resolved by mutual agreement may be referred to the Executive Council for adjudication.

8. The Executive Council may refer any such matter to the International Federation of Horseracing Authorities for adjudication provided the parties in dispute are members of that Federation.


Approval by Racing Authorities


The Articles above are hereby approved by the Racing Authorities whose names follow:
Australia - Australian Racing Board Ltd

Bahrain - Rashid Equestrian and Horse Racing Club

Hong Kong - The Hong Kong Jockey Club

India - Turf Authorities of India

Indonesia - Indonesian Thoroughbred Association

Japan - Japan Racing Association

Korea - Korea Racing Association

Macau - Macau Jockey Club

Malaysia - Malaysia Turf Clubs

Mauritius - Mauritius Turf Club

Mongolia - Federation of Mongolian Horseracing Sports & Trainers

New Zealand - New Zealand Thoroughbred Racing Inc

Oman - The Royal Horse Racing Club of the Sultanate of Oman

Pakistan - Jockey Club of Pakistan

Philippines - Manila Jockey Club

Qatar - The Racing and Equestrian Club

Saudi Arabia - The Equestrian Club of Riyadh

Singapore - Singapore Turf Club

South Africa - The Horse Racing Authority of Southern Africa

Thailand - The Royal Bangkok Sports Club

Turkey - Jockey Club of Turkey

United Arab Emirates - Emirates Racing Association

Vietnam - Saigon Racing Club



Annex A

Members of the Asian Racing Federation


Full Members:
AUSTRALIA
BAHRAIN
HONG KONG
INDIA
JAPAN
KOREA
MACAU
MALAYSIA
MAURITIUS
NEW ZEALAND
OMAN
PAKISTAN
PHILIPPINES
QATAR
SAUDI ARABIA
SINGAPORE
SOUTH AFRICA
THAILAND
TURKEY
UNITED ARAB EMIRATES
VIETNAM

Associate Members:
MONGOLIA

Affiliate Members:
KUWAIT
INDONESIA
TURKMENISTAN



Annex B

Terms of Reference for the Executive Council of the Asian Racing Federation


1. To represent the Federation at the International Federation of Horseracing Authorities and to inform Member countries of all relevant issues for their consideration.

2. To represent the Federation in any racing forums which may concern or be in the interests of the Federation and to inform Member countries of all relevant issues for their consideration.

3. To make recommendations to the General Assembly on all matters concerning the Federation and its members, and in particular matters concerning membership, subscription fees and the Charter.

4. To act as the disseminating authority for decisions / resolutions of the Federation and its General Assembly.

5. To recommend the frequency of Conferences, which unless compelling circumstances exist to justify a difficult timing are to be held not more than 24 months and not less than 16 months apart.

6. To decide host countries of Conferences.

7. To recommend the conduct of Conferences and authorise changes as necessary.

8. To recommend the level of Conference registration fees.

9. To determine the format, agendas and Chairmen for the business sessions and workshops of the Conference.

10. To consider and, if required, approve any matters on behalf of and for the benefit of all members of the Federation when the Council consider it necessary and appropriate, with the exception of matters concerning membership, subscription fees and the Charter, for which the General Assembly shall be the final authority.

11. To establish permanent committees, advising group, and ad hoc working parties to undertake activities consistent with the Federation’s Charter.

12. To appoint or nominate persons to permanent committees, advisory groups, and ad hoc working parties establishing by the International Federation of Horseracing Authority and/or other organisations.



Annex C

Terms of Reference for the Secretary-General of the Asian Racing Federation


1. To review regularly the form, frequency, duration, cost and conduct of Conferences and to make recommendations for improvements to the Executive Council.

2. To report the views of Member countries to the Executive Council.

3. To notify Member countries of the dates and administrative details of Conferences.

4. To recommend to the Executive Council arrangements, agendas and Chairmen for the business sessions of Conferences for its consideration.

5. To provide advice and support to Chairmen of all working sessions for the duration of each Conference as necessary, including collation and distribution of support papers for the respective session and the invitation of speakers.

6. To arrange and advise the Organising Committees of arrangements, agendas, speakers/panelists and papers for all working sessions and meetings. (Arrangements for affiliate Committees meeting during the Conference such as the Asian Stud Book Committee (ASBC) will be made by the respective Secretaries).

7. To provide the Organising Committee with guidelines for the conduct of the Conference and any assistance and advice on any aspects of the Conference which may be requested by the Executive Council or the Organising Committee.

8. To manage recruitment of any Conference sponsors and exhibitors at the Conference trade show.

9. To process and follow up all decisions / resolutions of Conferences and to ensure the results of any such action is notified to Member countries.

10. To process applications for membership of the Conference - specifically:

10.1 To arrange and co-ordinate evaluation visits to such applicant countries as directed by the Executive Council.
10.2 To provide detailed reports on the racing, breeding, betting activities and management structure of racing in applicant countries.
10.3 To make recommendations to the Executive Council and General Assembly on the acceptability of applicant countries.
10.4 To arrange sponsoring Proposers and Seconders as necessary in the Management Committee for the election of new Member countries.

11. To be informed of any significant racing or racing related matters or controversies inside and outside the Conference and to pass information on such matters to Member countries and Chairmen of business sessions as appropriate.

12. To maintain and to distribute such statistical records of Member countries as may be required by the Executive Council or the International Federation of Horseracing Authorities or the International Grading and Race Planning Committee or the International Stud Book Committee.

13. To attend such other racing or racing related conferences as may be considered appropriate by the Executive Council to represent the views of the Federation and to report back to Member countries.

14. To maintain the Federation subscription fee accounts, and the Federation Website.

15. To provide advice to the Executive Council.

16. To assist Member Countries.

17. To coordinate the activities of the Federation.



Annex D

Terms of Reference for the Organising Committee of the Asian Racing Conference


1. To arrange and to meet the full costs of the following from the Conference fees for the holding of the Conference:

1.1 Local transport for all official events including transport to and from airports
1.2 All working session and meeting facilities
1.3 Welcome Ceremony and Welcome dinner
1.4 Closing Ceremony and Closing dinner
1.5 Lunch and coffee breaks for attendees of all working sessions and meetings
1.6 Production and distribution of Conference notices and registration documents
1.7 Conference office
1.8 Press facilities
1.9 Collection and administration of conference fees
1.10 Collection, collation and distribution of all papers presented at working sessions
1.11 Production and distribution of the Transcript of the Conference within three months of the conclusion of the Conference
1.12 Air and local travel and hotel accommodation during the Conference for five business session keynote speakers to be agreed by the Executive Council in consultation with the Organising Committee. The provision of air tickets and joint accommodation for spouses / partners of the above five keynote speakers to be at the discretion of the Organising Committee.

2. To arrange and manage for the duration of the Conference the following:

2.1 Conference registration
2.2 Working session and meeting venues and facilities
2.3 Hotel accommodation
2.4 Local transport
2.5 Tours / entertainment programme
2.6 Catering and venues for official functions
2.7 Programme for accompanying persons
2.8 Dissemination of Conference papers

3. To promote the Conference locally, regionally and internationally (within the budget approved for this purpose by the Organising Committee).

4. To promote sponsorship of the Conference or individual elements of the Conference and of tradestands, relevant to the racing industry, at the Conference.

5. To provide a budget projection at least one year in advance of the date of the Conference and to report progress of arrangements for the Conference to the Executive Council for all Council meetings held from the conclusion of the previous Conference to the conclusion of the Conference under the management of the Organising Committee.