Constitution | yaosangsports

PRELIMINARY

This Rules & Regulations may be called “Rules & Regulations Governing the Organisation of Annual Yaoshang Sports Festival under SEYO”. It extends to the geographical jurisdiction covered by Torban Kshetri Leikai Gram Panchayat. It has 31(Thirty One) Paras and other sub-paras. It shall come into force from the date on which it is passed and adopted by the South East Youth Organisation (SEYO) in its Special Executive Meeting participated by Executive Members and Advisors. The same is adopted on 27th day of February 2016 by SEYO and released in public at the Opening Ceremony on the first day of XXXIII Annual Yaoshang Sports Festival of SEYO on 23rd March 2016.

Provisions:

Name of the Event: The Annual Yaoshang Sports Festival
Schedule & Duration: 5 (five) days beginning the full moon day of the Meitei Month ‘Lamta/Lamda’.
General Objectives: To bring about a disciplined, harmonious, talented and healthy society by following the footsteps of the forefathers who had pioneered the organization of sports events during the Yaoshang festival.
Specific objectives:
1. To instill competitive spirit among the children and young people in the fields of games, sports, academic activities, art and culture
2. To encourage increased participation of children, youth, women and elders in a variety of social activities
3. To inculcate organizational skills and discipline among the youths through involvement in the organization of the Festival
4. To demonstrate respect for dignity and worth of the elders of the locality, and also to narrow down the existing generation gap in the society
5. To entertain the local people irrespective of age, gender, educational and economic status.
Festival Motto: The motto of the Festival shall be the replica of the Olympic Games “Citius, Altius, Fortius”, which means "Faster, Higher, Stronger."
Jurisdiction of the Festival: The jurisdiction of the Festival shall be within the area covered by Torban Kshetri Leikai Gram Panchayat at the time of adoption of this Rules & Regulations. No participant from outside the jurisdiction as defined in this para shall be allowed to take part in the competitions of the Festival. However, participation of any outside competitor may be allowed with approval of the Jury of Appeal on the condition that his/her participation is not meant for the competition, but for the purpose of demonstration only.
Annual Yaoshang Sports Organising Committee (AYSOC): The responsibility for organizing the Festival is entrusted to a Committee called “Annual Yaoshang Sports Organising Committee”, hereinafter referred to as AYSOC to be formed every year under the South East Youth Organisation hereinafter referred to as SEYO.
Membership: All members of the locality within the jurisdiction defined in Para VI of this Rules & Regulations shall be deemed as member of General Body of the AYSOC.
Formation of AYSOC: The AYSOC will be constituted in the first week of January every year in a Special Meeting to be convened by the Convenor of the previous AYSOC and to be presided over by the President of SEYO (or the Vice President in his/her absence). All executive members of SEYO including advisors, all members of the previous AYSOC, sympathizers, patrons and any interested individual of the locality as defined in Para VIII above (or from outside the locality in exceptional circumstance) may be invited to the meeting.
Tenure : 1 (one) year
Composition :The following shall be elected unanimously by members present in the meeting with a voice vote or any other mechanism:

Chairman

Vice Chairman

Vice Chairman (shall compulsorily be a woman)

Convenor

Co-Convenor (sports)

Co-Convenor (Academic events)

Co-Convenor (Entertainment prog.)

Co-Convenor (Finance)

Five Executive Members

** Out of the 13 positions, at least 3 positions including one Vice Chairman should be women. The Chairman of the AYSOC may co-opt as many members as he/she thinks fit for the successful organization of the Festival in the formation of AYSOC. However, co-opted members shall not be allowed to vote in matters whichever requires voting of any nature, and their membership expires as soon as the Festival comes to an end

12. Chef de Mission: The AYSOC shall appoint a Chef de Mission from among the sportspersons of the locality for the Festival. He/she shall be a person who has knowledge about the rules of various sporting events, who is interested in the organization of the Festival, and who has the capacity to lead the sportspersons. He / she shall make his/her presence at the Festival Venue as far as possible during the Festival. The role and responsibility of the Chef de Mission is to ensure successful conduct of events and compliance of sporting rules, and also maintenance of records of achievements during the Festival.

13. Jury of Appeal (JoP): In controversies of serious nature emerged during the conduct of the Festival, the JoP comprising the President of SEYO, the Chairman of AYSOC, the Chef de Mission and other members appointed by the Chairman of AYSOC shall be final. The number of members for the JoP, which shall not exceed nine (9), may be decided by the incumbent Chairman of AYSOC at his/her discretion. Further, matters pertaining to addition of new events, deletion of existing events, new prize donors etc shall be settled by the JoP.1

14. Financial Management :

The AYSOC shall decide the mode of ‘fund drive’ such as donations from general public to meet the expenses for organizing the Festival each year.
All funds collected for the purpose have to be kept at the custody of the Chairman of AYSOC (or any of the two Vice Chairmen as entrusted by the Chairman).
Any expenditure for and during the Festival shall be spent through the Co-Convenor (Finance), who has to maintain a register of expenditure each day to be presented to and endorsed by the Convenor and the Chairman at a convenient time each day. The AYSOC shall maintain an up-to-date Cash book.
Final ‘Statement of Accounts’ of the Festival shall be prepared by the Co-Convenor (Finance) with the help of Convenor, and the same shall be presented before the AYSOC in its meeting to be held within 20 (twenty) days after the Festival. It shall be approved by the 2/3rd majority of the AYSOC.
The balance amount (if any) shall be handed over to the President of the SEYO along with the approved Statement of Accounts for deposit to the bank account of SEYO within one month of the end of the Festival.
The amount deposited to the SEYO bank account, along with interest accrued (if any) shall be produced and handed over to the New Chairman of AYSOC by the President (or General Secretary or Treasurer) of SEYO in the meeting for formation of a new AYSOC to be held vide para IX of this Rules and Regulations.
A copy of the ‘Final Statement of Accounts’ for the Festival shall be made available to any member of the locality, as and when demanded.
The members of AYSOC shall have the understanding for a ‘Minimum Expenditure with Maximum Output’ in the organization of the Festival, as all funds shall be considered as public money collected from local people. AYSOC shall ensure transparent utilization of funds in organizing the Festival.

15. Opening Ceremony:

The Opening Ceremony of the Festival shall be arranged in such a manner that maximum participation of the local people be made. Invitation shall be extended to maximum number of elders of the locality irrespective of their educational and economic status, so as to show respect and honour to them.
Participation of former Presidents and General Secretaries of SEYO, Chairmen and Convenors of AYSOC (or erstwhile Yaoshang Sports Committees) shall be ensured.
Participation of national and international sportspersons of the locality in the Opening Ceremony shall be ensured.
While selecting Chief Guest, Guests of Honour or Special Guests for the Opening Ceremony by the AYSOC, preference shall be given to non-political persons and the local people.
The Chairman of AYSOC shall compulsorily preside over the Opening Ceremony.
The Convenor of AYSOC shall address the gathering with its introductory speech to highlight the general and specific objectives for organizing the Festival. Specific records of achievements by participants during the previous Festival shall also be reflected in its speech.
Lighting of Torch to mark Opening of the Festival, Flag Hoisting by Chief Guest, Singing of ‘Festival Anthem’( to be composed within one month of adoption of the Rules & Regulations and approved by the Executive Committee of SEYO), and Oath Taking by players shall mark the Opening Ceremony.
The sequence to be followed is:
1. Flag-off of the Torch Rally
2. Reception of Torch Rally
3. Lighting of Torch by a prominent person selected in advance
4. Flag Hoisting by Chief Guest with simultaneous singing of Festival Anthem
5. Declaration of the Festival Opened (by Chief Guest)
6. Oath Taking by players (to be led by a prominent player )
7. Address by Convenor of AYSOC,
8. Any other as decided by the AYSOC
9. Decision regarding Torch Rally, March Past competition, or any other entertainment or sportive event for the Opening Ceremony shall be taken by the AYSOC in advance for wide publicity to local people.
10. The backdrop on the stage shall mandatorily bear the following lines “…….ORGANISED BY: ANNUAL YAOSHANG SPORTS ORGANISING COMMITTEE, SOUTH EAST YOUTH ORGANISATION, SINGJAMEI KSHETRI LEIKAI IMPHAL”

16. Closing Ceremony: A Closing Function with De-hoisting of the Festival flag shall be arranged on the last day of the Festival. The Chairman of AYSOC shall de-hoist the flag and handover to the President of SEYO in presence of all executive members of AYSOC and SEYO in public view. The Chairman of AYSOC shall declare the closure of the Festival.

17. Games and Sports : The Festival shall give priority to encouragement of young people to participate in sporting events. Approved and specified rules pertaining to all sports events shall be followed (as much as possible). The AYSOC shall assign qualified officials for maintaining all records of achievements for each sporting event during the Festival. The Co-Convenor (sports) of AYSOC is responsible for timely invitation of jury members and officials (qualified among local people) for each sporting event.

18. Academic Events: The Festival shall focus on young people’s participation in various academic events including arithmetic competition, spelling competition, debating competition, ex-tempore speech, quiz, essay writing competition etc. The Co-Convenor (Academic events) of AYSOC is responsible for timely invitation of qualified Jury members and question setters for each academic events. All records of achievements in each event shall be entered in a register by officials appointed in advance by the AYSOC.

19. Entertainment Events: Although entertainment events play a big role in the successful conduct of the Festival, the organizers shall take into account the principle of ‘Minimum Expenditure with Maximum Output’ in arranging entertainment programmes. The expenditure in entertainment programmes shall not exceed 30% of the total expenditure incurred in the organization of the Festival. The specific goal of all entertainment activities must be to encourage exposure of talents among children and young people, and to inculcate innovative and constructive ideas among the local people irrespective of age, gender and other considerations.

20. Expenditure Proportion : The whole Festival may be divided into four heads on the basis of expenditure:

Games & Sports events: 30 percent expenditure
Academic Events : 20 percent expenditure
Entertainment Events: 30 percent of total expenditure
Institutional arrangements 20 percent expenditure

21. Prizes and Prize Donors: The value or quantity of prizes (cash or kind) shall be commensurate with the event. The AYSOC shall issue prior notice one month ahead of the Festival to all existing prize donors requesting them to deposit their respective prizes (cash or kind) to the AYSOC before the commencement of the Festival. If the AYSOC is of the opinion that the value of the prize donated by the donor is not commensurate with the particular event, it shall make a request to the donor to increase the amount/value of the prize. When the donor fails to respond positively, the AYSOC in consultation with the donor shall add-up the prizes to the desired value from its fund. No decrease of prize value in any event from the previous year shall be allowed.

22. Prize Distribution: Prizes for the competition shall be distributed at the end of each event (as far as possible). All prize donors shall be requested to make their presence during the conduct of the particular event and also in the distribution of the prizes. Other than the prize donors, elders of the locality available at the venue shall be invited to give away the prizes to the competitors.

23. Selection of Jury/Officials: While selecting jury members and officials for different events, the AYSOC shall pay due attention in exploring talented local people and respecting their fields of expertise. Request letters/written invitations bearing correct names and designations shall be given in advance to the proposed jury members/officials. Names and designations of the jury members/officials shall be announced properly before the start of the event so as to show due respect to them. Each event shall be judged by three jury members. No person, whose biological son or daughter is one of the competitors, shall be invited as the jury member of the event.

24. Addition/ Deletion of Events: In matters concerning request for addition of new events, donation of new prizes or deletion of existing events, the decision will be taken by Jury of Appeal.

25. Certificates/Citations: Certificates or citations to be awarded to the Festival participants shall bear signatures of President of SEYO, Chairman of AYSOC and the Chef de mission of the Festival.

26. Discipline: All participants, local audience and organizers shall maintain strict discipline and good manners at the venue of the Festival. Respect for the dignity and worth of individuals including elders, children and women is the principle behind the organisation of Annual Yaoshang Sports Festival.

27. Resignation from membership: If any of the members of the AYSOC, except the Chairman, wishes to resign from membership during its tenure, he / she shall tender resignation in written to the Chairman of AYSOC. If the Chairman of AYSOC wishes to resign, his resignation paper shall be tendered to the President of SEYO.

28. Removal from membership: In case any of the members of AYSOC is found to have violated the Rules & Regulations, the AYSOC with the endorsement by a 2/3rd majority of members can terminate his/her membership.

29. Suspension of competitor: If any of the competitor during the Festival goes against the ‘Rules & Regulations’ of the Festival, he/she can be expelled from the competition with the decision of the Jury of Appeal.

30. Amendment of the Rules & Regulations: Amendments to the provisions in this ‘Rules & Regulations’, whenever the Executive Committee of SEYO feels, may be initiated by the Secretary of SEYO, and effected in a special meeting convened by him/her and participated by Executive Members, Advisors and Ex-presidents of SEYO.

31. Miscellaneous Provision: Any matter which is not mentioned anywhere in this ‘Rules & Regulations’, and which has its importance in the organization of the Festival, may be put up for discussion by the Jury of Appeal, the decision of which is the final. Decisions on such emergent matters may serve as a precedent to be followed by the AYSOC as a convention to tackle problems in similar situations, until and unless amendments to the ‘Rules & Regulations’ is effected.

ABBREVIATIONS
SEYO – SOUTH EAST YOUTH ORGANISATIONS
AYSOC – ANNUAL YAOSHANG SPORTS ORGANISING COMMITTEE
JoA – JURY OF APPEAL

(The Constitution is drafted by Seram Neken under a Three Member Drafting Sub Committee of SEYO, the other members being Shri Th. Manglem Singh & Shri AK Sanaton Singh)