Article 8 - The Ordinary Congress
The Congress shall be held every two (2) years in the pre-Olympic and post-Olympic years at a place designated by the EC.
When choosing the place where the Congress will be held, for election year, it will be at a separate place, dates and venue as decided by the EC.
8.2 Addtional Congress Meetings
Addtional Congress Meeting may be held, however, if the EC deems it necessary.
The Congress shall have the power to:
a) define, orient and control the general policies of the JUA;
b) approve the Minutes of the preceding Congress;
c) approve the report of the President which shall be valid as the EC Report, as well as the reports of the General Secretary and the General Treasurer;
d) approve, amend or reject the accounts of the previous accounting period and the budget for the accounting period to come;
e) hear the reports of the Vice Presidents and the Directors;
f) Elect every four (4) years the members of the EC for a four (4) year term of office, with the exception of the JUA Vice Presidents who shall automatically assume this office in their capacity of Presidents of their respective Zones on being elected during their Zonal Congress / Assembly / Meeting held prior to the JUA Ordinary Congress.
g) ratify the appointment by the President of one (1) or more additional members to the EC;
h) ratify expulsions decided by the EC of one of the EC members;
i) decide on the expulsion of an EC member if requested by at least one-third (1/3) of the National Federations of three (3) different Zones;
j) approve the Statutes and the Regulations, with the exception of Technical Regulations, and make all necessary amendments thereto;
k) decide on sporting and technical issues and issues related to refereeing, judo training, development and promotion;
l) decide on disputes relating to a National Federation's capacity to be a member of the JUA or to the power of a representative of a National Federation;
m) decide in the last resort on all issues relating to the aims of the JUA;
n) decide on all proposals submitted by Member National Federations and the EC;
o) decide on any other issues set down on the agenda.
8.4 Proposals of Member Federations and Zones.
At least one-hundred and eighty (180) clear days prior to the Congress, the General Secretary must invite the National Federations to submit points they would like to include on the agenda. These proposals must be sent in at least one-hundred and fifty (150) clear days before the date scheduled for the Congress.
8.5 Agenda and Convening of the Congress
The Congress may consider only those items which are included on the Agenda. The Agenda shall be decided on by the EC between ninety (90) and one-hundred and fifty (150) clear days prior to the Congress. The Agenda must naturally include all issues within the Congress' powers.
At least ninety (90) clear days before the date scheduled for the Congress, the General Secretary will send to the Member National Federations and the EC Members, notice to attend the Congress, signed by the President or by the General Secretary, together with the Agenda drawn up by the EC and the reports of the President, the Vice Presidents, the General Secretary, the General Treasurer and the Directors.
Notices of the Congress shall be sent via registered letter, return receipt requested. The date the registered letter, return receipt requested is sent shall be the sole date used as proof that notice was validly given within the required time limit.
8.6 Urgent matters
The EC shall decide on the order in which the items on the Agenda will be discussed.
Matters which the EC considers urgent and which have arisen too late for inclusion on the agenda may be brought before a Congress.
8.7 Representation of Member National Federations
Each Member National Federation may be represented at the Congress by two (2) delegates of the same nationality as that Federation who must mandatorily be chosen from among the members of their own Executive Committees, on the condition they were democratically elected by the clubs.
They must be registered on the attendance sheet. Only one of them shall have the right to vote, as each Member National Federation shall have a single vote.
Each delegate of a Member National Federation must be in possession of credentials in the form of a power of attorney signed by the President of his National Federation unless the delegate is the President himself.
Delegates of Member National Federations must be citizens of the country of the Federation they represent.
8.9 Interpreting assistance
Any member National Federation whose language is not one of the official languages being used may also have their own interpreter in attendance.
Observers may be invited to the Congress by the EC in a consultancy role.
8.11 Voting Right Credentials Commission
The verification of valid membership of National Federations and of the credentials held by the representatives of National Federations with valid membership in the JUA shall be carried out the day prior to the Congress by the Voting Right Credentials Commission. This Commission shall be composed of three (3) to five (5) members appointed for this purpose by the EC. In the event of a dispute, the Voting Right Credentials Commission shall hear the claims of the parties, draw up a summary of these claims and submit the dispute to the Congress held the following day so that the Congress may settle such dispute by way of a vote before any other business is dealt with.
8.12 Chairmanship of the Congress
The Congress shall be chaired by the President of the JUA or if absent, by a Member of the EC appointed by the President. However, if a member of the EC is also a member of the IOC, that member shall replace the President in his absence.
8.13 Chairmanship Pro-Tem
During the election of the President or a non-confidence vote against the President, the President will surrender his seat to a member of the EC appointed by the EC as a Chairperson Pro-Tem to conduct the said election or non-confidence vote.
In the case of elections for President, the newly elected President will immediately take over the chair after the election.
If a non-confidence vote against the President is ratified, the `Chairperson Pro-Tem` will chair the Congress until it is closed. However, if the non-confidence vote is defeated, the President will resume the chair and will chair the Congress until it is closed.
The Chairperson of the Congress may only declare the official opening of the Congress when at least one-third (1/3) of the Member National Federations are present or represented and when National Federations of at least three (3) different Zones are present.
If the quorum to open the Congress is not met, another Congress must be convened and must be held within a maximum period of one-hundred and twenty (120) clear days with no condition related to quorum. The agenda will be identical to that of the first Congress, as well as the conditions for giving notice of the meeting.
Voting by proxy is not allowed.
8.16 Voting rights
The Members of the EC do not have voting rights at Congress. Any person who is elected or appointed as a Member of the EC shall automatically surrender his right to vote at Congress forthwith. This person shall be replaced by the second delegate from his Federation if such other delegate registered and signed the attendance sheet at the beginning of the Congress.
The Congress shall decide by a relative majority of the votes cast unless otherwise defined in the Statutes. Abstentions and invalid ballots shall not be counted.
For questions of particular importance or sensitive issues or whenever one-third (1/3) of the Member National Federations present at the Congress so demand, voting shall be conducted by secret ballot.
8.18 Voting procedures
Voting for elections must be conducted by secret ballot unless there is only one (1) candidate for the offices of President, General Secretary and General Treasurer. If there is only one (1) candidate for one (1) of these offices, that person may be acclaimed, unless one third (1/3) of the Member National Federations present at the Congress request that a vote by way of secret ballot take place.
Voting in elections for the offices of President, General Secretary and General Treasurer shall be carried out by successive elimination of candidates receiving the least number of votes until only one (1) candidate remains or until one (1) candidate obtains more than fifty percent (50%) of the votes cast.
8.19 Voting Board and Presentation of Candidates
8.19.1 Scrutineers and Voting Steward
The Congress shall organize a voting board by electing Scrutineers and a Voting Steward, chosen from among those delegates of Member Federations who are not presenting any candidates for office.
They shall be in charge of all matters in connection with voting.
The EC shall suggest the number of scrutineers to be elected.
8.19.2 Presentation of Candidates
If an election is being held, each candidate for the office of President will be allowed a maximum of seven (7) minutes in which to give a presentation and present his list of running mates.
Each of the other candidates for General Secretary and General Treasurer will be allowed a maximum of three (3) minutes to give a presentation.
If there is more than one candidate per office, the speaking order shall be determined by way of alphabetical order based on the candidates’ surnames.
8.20 Voting procedure
The voting procedure shall be determined by the EC, which shall send information on such procedure together with the agenda for the Congress.
8.21 Counting of votes
Once the voting procedure has been completed, the Chairman of the Congress shall announce that the vote is closed and shall ask the Voting Steward to start counting the votes cast.
The Voting Steward, with the assistance of the scrutineers shall proceed with counting the votes.
8.22 Challenge of elections
In the event the validity of an election is challenged, the President shall be immediately notified thereof and shall submit the case to the EC. If the EC takes the challenge into consideration, it must be reported to the Congress where a re-examination, re-election, re-vote or any other action as deemed necessary by the EC shall occur. Only JUA Member Federations present at the Congress may challenge the election.
8.23 Voting rounds
In the event of an equal vote during an election by way of secret ballot, a second and final round of votes shall be conducted.
In the event that the second and final vote also results in a tie, the election result shall be determined by the drawing of lots conducted by the Chairperson.
For all other elections, when an equal number of votes is cast, the status quo shall be maintained.
Each EC Member shall receive a copy of the draft Minutes of the Congress within ninety (90) days after the Congress is held.
The EC shall approve the draft Minutes at the first EC Meeting held after the said ninety (90) day period.
The approved Minutes shall be sent to the Member National Federations by the JUA Secretariat.
8.25 Surveillance of conduct
The Chairperson of the Congress shall have the right to take all measures to stop any disruptive conduct obstructing the efficient administration of the Congress.