Constitution

Constitution of the Club
Revised March 2017

1 GENERAL
1.1 The Club shall be called Derwent Bowmen Archery Club, hereinafter referred to as ‘The Club’.
1.2 The object of The Club is to provide facilities for and promote participation of the whole community in the sport of archery.
1.3 The Club is managed by all the members for the benefit of all the members and decisions on management are taken at club meetings. All members are entitled to attend, discuss and, if eligible, vote at club meetings. At least one club meeting shall be held in every two months. Decisions of club meetings are binding on all the members.
1.4 The shooting regulations shall be those prescribed by the Grand National Archery Society (hereinafter referred to as GNAS) to which The Club shall be affiliated. In the event of The Club wishing to shoot under any other rules then appropriate insurance will need to be taken.
1.5 The postal address of The Club shall be that of the Secretary for the time being or such other address as may be decided by The Club from time to time.
1.6 The Constitution shall not be altered or amended except at the AGM or at an Extraordinary General Meeting.
1.7 Rules governing meetings shall be laid out in standing orders which shall not be altered or amended in any way except at the AGM or at an Extra-ordinary General Meeting.

2 MEMBERSHIP
2.1
a) Ordinary Members All are club members being over the age of 18 years. Such membership shall have full voting rights.
b) Junior Members All are club members being under the age of 18 years as at the 1st October and to be supervised by a parent/guardian at all times.
c) Life Members Any club member who has rendered particularly valuable service to The Club may be elected a Life Member at a General meeting, after being duly proposed and seconded and this item being circulated on the agenda. Such members shall have full voting rights. The Club shall not pay for their GNAS, EMAS and DCAA affiliations

d) Shooting Members. Any person wishing to make full use of the clubs facilities but who affiliates through another active club. Such members cannot become Executive Officers and will have voting rights only after three consecutive years of membership. Election into this category shall not be allowed if the number of such members would then exceed 10% of the ordinary membership. Such members’ attendance at club meetings is not to exceed 10% of the quorum present at that meeting.
e) Supervisory Members
i) Supervisory Membership is open to the parents/guardians of named junior members who do not wish to participate in archery themselves but need to be able to supervise their children.
ii) Supervisory Members may not assume responsibility for more than two named juniors at any one time or any juniors who were not identified at the time of application without the agreement of The Club.
iii) Supervisory Members will have voting rights.
iv) All potential Supervisory Members must either complete a beginners’ course or satisfy The Club that they are experienced archers in their own right unless transferring from Ordinary to Supervisory.
iv) Should shooting rights be required, transfer to Ordinary Membership will be automatic on payment of the difference in fees and subject to assessment by the coaching officer.
f) Friends of Derwent Bowmen . In recognition for the dedication and generosity of hard working members over many years. The “Friends” for short, shall have full, social visiting access to the club at any time. They are welcome to join in with all club activities, and social activities, and be welcome to attend club meetings with full voting rights. No GNAS, County, or Region affiliation will be paid on the “Friends” member’s behalf. A separate GNAS membership, County and Region affiliation must be sought if they intend to continue shooting. The Club’s insurance will cover the “Friends” whilst visiting the club.
2.2 All persons wishing to join the club shall apply for membership by means of an application form, which shall be accompanied by the current joining fee and the membership subscription, including affiliation fees.
2.3 Application for membership must be brought to and voted upon at a club meeting.
2.4 The date of joining shall be the date of election.
2.5 Membership is open to all, regardless of gender, race, creed, sexual orientation, age or disability. In the event of the meeting deciding an application is not acceptable, the reasons debated at the meeting will be conveyed to the applicant in writing, at the same time notifying them of their right to appeal if they are not satisfied with the reasons given. Their joining fee and subscription shall be returned and they will be advised of their right to submit a fresh application if an appeal finds in their favour. In the event of an appeal against the decision of The Club, the Chair of the County Committee shall be requested to appoint an Appeal Panel of three independent individuals.
No member of The Club may sit on this panel. The Panel may hear such witnesses and consider such evidence as it shall think fit and its decision shall be binding upon both the appellant and The Club.
2.6 All members shall accept the jurisdiction of The Club and such rules as The Club consider necessary for the supervision of any archer shooting at The Club.
2.7 If, in the opinion of the executives, any member shall have been guilty of conduct which is considered unacceptable, in the first instance a written warning may be given by all executives. Penalties may be imposed, including expulsion, as decided by a General Meeting at which that member shall be allowed to speak. In the event of an appeal against the decision of the Committee the Chair of the County Committee shall be requested to appoint an Appeal Panel of three independent individuals. No member of the Club/Committee may sit on this panel. The Panel may hear such witnesses and consider evidence as it shall think fit and its decision shall be binding both upon the appellant and the Club.
2.8 Any appeal against the decision of the Committee relating to unacceptable application of membership or penalty for misconduct shall be made in writing to the Secretary within one calendar month of the decision being notified to the appellant.

3 SUBSCRIPTIONS
3.1 Prospective members are required to pay a joining fee on application, this fee to be agreed at each AGM.
a) Ordinary Members
b) Junior Members
c) Shooting Members
d) Life Members
e) Supervisory Members
Fees to be agreed at each AGM.
The club meeting shall have discretion to introduce a scheme for proportionate subscriptions for new members to reflect the time of year they join. The club meeting shall have discretion to introduce a discount for family membership. The club meeting shall have discretion to introduce a scheme for reduced payments of club fees for members who have paid membership fees continuously for given periods.
3.2 All subscriptions and affiliation fees shall become due 1st July and shall be paid in full by 1st August. In the event of non-payment by this date, membership shall be deemed to have lapsed. If the AGM agrees that such fees may be paid in two instalments then the first shall be at least enough to cover all affiliation fees and half membership fee shall be paid by 1st August and the second instalment by 1st January. If either of these payments is not made by the required date, membership shall be deemed to have lapsed. Subscriptions due by all members shall be paid to the Membership Secretary of The Club who will issue receipts.

4 OFFICERS
4.1 Management of The Club’s affairs, between club meetings, shall be entrusted to the Executive who shall consist of
a) Chair
b) Vice-Chair
c) Secretary
d) Treasurer
e) Membership Secretary
Who shall be different people.
The vice chair who, while an executive in their own right, shall, when substituting for the chair, assume the full executive powers of the chair.
4.2 Any three executive officers shall have the power to act as they see fit for the benefit of The Club provided that they try to inform the other executive officers. The agreement of these officers is not required.
4.3 A contingency sum, the value of which shall be decided upon at the AGM, shall be available for the use of the Executive. This sum will become restored when such expenses are ratified by The Club.
4.4 All Executive actions shall be reported at the next club meeting.
4.5 If any executive officer fails to attend four consecutive club meetings without prior approval by a club meeting that officer will be deemed to have resigned. The remaining executive officers shall then call and attend an Extra-ordinary General Meeting for the members to elect a replacement.
4.6 All officers shall hold office for one year to commence 2 weeks following their election and shall be eligible for re-election.
4.7 The Club has the option to elect as its President an individual who will show interest in The Club, such election to take place at a general meeting. Vice Presidents may be elected according to the feeling of the AGM.
4.8 The Club shall have discretion to appoint officers throughout the year as the need arises. These officers shall become eligible for re-election at the AGM following their appointment. Posts may only be abolished at the AGM. Otherwise it must be left as a vacancy.
4.9
i) Executive Officers may choose to have their membership subscription waived whilst they are in post (GNAS and other affiliations to be paid by the individual). Should an Executive Officer resign or fail to fulfil their key responsibilities they will become liable for their subscription for the remainder of the membership year.
ii) the following club officers may choose to have their membership subscription waived whilst they are in post (GNAS and other affiliations to be paid by the individual): Coaching Officer, Have-a-Go Co-ordinator and Records Officer. Should an officer resign or fail to fulfil their key responsibilities they will become liable for their subscription for the remainder of the membership year.
iii) the following club officers may choose to have their membership subscription halved whilst they are in post (GNAS and other affiliations to be paid by the individual): Master of Targets, Publicity Officer, Web Master, Domestics Officer. Should an officer resign or fail to fulfil their key responsibilities they will become liable for their subscription for the remainder of the membership year.
4.10 Each of the Executive positions can only be held by the same member for a maximum of three consecutive years. An officer can be re-elected for the same role previously held after a gap in service.
5 QUORUM
5.1 All meetings shall start at a time specified and notified to the membership at least one week in advance. A club meeting shall be quorate if the number of voting members present is not less than eight, two of whom must be executive officers.
5.2 If within half an hour of the time appointed for the meeting to commence a quorum is not present, the meeting shall be dissolved.
5.3 If four consecutive club meetings are not quorate the Executive shall call an Extraordinary General Meeting to reconsider the management of the club.

6 FINANCE
6.1 The funds of The Club shall be applied solely towards the promotion of the objects of The Club set forth in this Constitution. No surpluses or assets will be distributed to members or third parties.
6.2 The funds of The Club shall be expended as directed by club meetings.
6.3 The funds of The Club shall be held in bank accounts and part of such funds may be invested elsewhere, as agreed by a general meeting. Cheques shall be signed by any two of the Treasurer, the Secretary, the Chair or nominated official.
6.4 An Income and Expenditure account and balance sheet shall be prepared and audited for the year ended 31st May for submission to the AGM. The auditing shall be performed by one external auditor or by two club members, neither of whom shall be the Treasurer.
6.5 In the event of the dissolution of The Club, the assets shall be disposed of as directed by the General Meeting approving the dissolution. Such disposal shall be made entirely for approved sporting or charitable purposes as defined in Section 660(6) Part 13, Chapter 9 Corporation Tax Act 2010, once contractual obligations to repay any unspent grant have been met.
6.6 As stipulated by Sport England, an amount will be set aside each year, in a separate bank account, for long term maintenance of the building.
6.7 The club will ensure that the current account does not go below a stipulated figure, agreed at the AGM. Should the club need to access these funds, an EGM must be called.

7 GENERAL MEETINGS
7.1 The AGM of The Club shall be held in June of each year for the following purposes
a) To receive reports from officers of The Club.
b) To receive accounts for the year up to the previous 31st May.
c) To elect the Executive and such other officers as the AGM decide.
d) To establish the executive officers’ contingency fund.
e) To establish the membership, application and target fees for the coming year.
f) To transact other business on the agenda.
7.2 Extraordinary General Meetings may be called by the full Executive or at the request of a sufficient number of members to form a quorum for that meeting. Such request shall be delivered to the Secretary in writing specifying the purpose of the meeting. No other business shall be considered at that meeting.
7.3 Notice of the Annual General Meeting shall be dispatched to all members of the club at least 28 days before the meeting. All business for the agenda, including proposals are to be with the secretary 14 days before the meeting and the agenda of the meeting shall be dispatched to all club members at least 7 days before the meeting.
7.4 Notice and agenda of all other General Meetings shall be sent not less than seven days before the meeting to all members of The Club.

8 NOTES FOR MEMBERS
CLUB RULES

1. GNAS rules of shooting must be adhered to at all times. To be found on AGB website, please make yourself familiar with all rules and etiquette.

2. Members MUST ensure that both red warning flags are displayed in the correct places,
i.e. at both ends of the footpath above the warning notice

3. Shooting “two fields” is AGAINST Club Rules.

4. Arrows should only be put on bows on the shooting line and only when all archers are safely behind the shooting line.

5. Anyone anywhere on the “football field” whilst archers are shooting MUST be told to leave until the archers have finished shooting.

6. Guests

6.1 All shooting guests must be signed in to the visitors’ book and pay the current fee prior to shooting.
6.2 All shooting guests must be members of GNAS.
6.3 Club members may invite a maximum of two shooting guests at a time.
6.4 Junior members are not permitted to invite shooting guests.
6.5 Payment should be given to the Treasurer or an Executive officer to pass to the Treasurer before or at a club meeting. Failure to do so by the member will incur expenses, which will be charged to that member.

Breaking the above Rules invalidates our insurance cover. These rules exist to protect members of the public from danger, real or perceived. The rules are for the benefit of all club members, and apply equally to all club members.

7. Indoor shooting – juniors will be given priority on Saturday afternoons from 1-3pm.

8. Use of club bows
a) The equipment will stay on the premises, by arrangement with the club coaches.
b) New Club members who do not have their own equipment can hire a bow for a maximum of 4 visits at a cost of £5 a visit and a deposit of £20.The deposit is refundable if the bow is returned in good order.

9. Any Have-a-Goes must be brought to the club meeting. If this is not possible then, as long as 2 executive officers agree the event can be minuted after the event.

10. All members must ensure that the clubhouse is secure, all equipment, (in particular the metal ground pegs which can damage the mower), put away and the gate is locked when they are last to leave. Within the club house if you use crockery and cutlery wash them up yourself, do not leave for other members

11. If a pile is lost in a boss please find it and remove; at the very least leave the boss marked as having a pile in it.

12. There is a speed limit of 5 mph on the drive and car park.

13. Club minutes are intended to be confidential to club members and there should be no discussion of club business outside club.
14. The designated badge of The Club may be worn by all members.
15. All new applicants (novice) must go through a club approved beginners course of twelve hours duration.
16. All members shall be entitled to a copy of this constitution upon joining. A current copy of this document shall be kept in the clubhouse.
These Rules will be enforced.
9. BURSARIES AND PAYMENTS

9.1 Club Coaching
The club may award discretionary (subject to club finances) bursaries towards the cost of coaching courses, repayable on non-completion. The club member must have prior evidence of assisting at H-A-G’s and beginners courses. They must provide club CPD evidence yearly for a period of 3 years following qualification to the coaching officer. Failure to provide CPD during this period will result in a request for repayment. If a member is given a club bursary they will be required to seek further bursaries that are available from County funds and reimburse the club. Applications must be made before a course starts. They are paid by the County on completion of the course and must be claimed by the applicant in the required time. If this is not done the member may be asked to refund the club.

9.2 Archers Achievement Bursary
The club may award discretionary bursaries to be considered on an individual basis, which will be subject to club finances. * See point 6.7 (FINANCE)
• The recipient must have been an active full club member for 3 years and an active member of the club in good standing with both the club and society.
• The bursary is awarded to an archer on their selection for the GB Archery team
• The archer must not have received a bursary from any previous archery society during their membership to Archery GB.
• This will be an agenda item and decided at a club meeting, by the club, dependant on the archer’s needs and subject to the club finances.

10 INTERPRETATION OF THE CONSTITUTION
10.1 Any dispute as to the meaning or interpretation of this Constitution shall be decided by a General Meeting.

11 STANDING ORDERS
The purpose of Standing Orders is to provide a structure for dealing with those (hopefully rare) heated moments in meetings. The procedures are not intended to prejudice any members’ rights but to provide the rules for unusual situations and by which disputes can be resolved.
11.1 TEMPORARY CHAIRMAN
If the chair and vice-chair do not attend a scheduled club or general meeting, the members who have attended shall elect, from those present, a chair for that meeting.
11.2 ORDER OF BUSINESS
An agenda shall be the responsibility of the Secretary. Any member wishing to put an item on the agenda must notify the Secretary at least twenty-four hours before the meeting. All items on the agenda shall be dealt with before any other business.
A member may only raise any other business after the business on the agenda has been completed and if time permits. No major new business may be decided as other business but must be put on the agenda for a future meeting. The decision as to whether new business is major shall rest entirely with the Chair.
11.3 MINUTES
The Secretary shall read the minutes of the previous meeting (unless a proposition that they be taken as read is passed). Only the accuracy of the minutes may be discussed until the minutes are approved. Thereafter matters arising from the minutes can be taken for information but no debate on the policy outlined in the minutes shall take place.
Club minutes shall be kept in a minute book with separate sections of the minute book for club meetings and General meetings and this shall be kept in the clubhouse.
The Secretary shall endeavour to add the minutes to the book no later than fourteen days following the meeting to which they apply.
Minutes of the meetings shall be distributed by email and copies placed on the club notice board no later than seven days before the following meeting.
11.4 CHAIR’S PROPOSAL AND RULING
The Chair may make a proposal on any subject. This does not require a seconder.
The Chair will rule on any question arising under the Standing Orders, or on points of order or explanation. The Chair’s decision shall be final, unless challenged by not fewer than four
members and unless a majority of the members’ present vote to the contrary
11.5 MOTIONS AND AMENDMENTS
The first proposal on any subject shall be known as the Original Proposition and all succeeding propositions on that subject shall be called amendments. Every proposition or amendment must be proposed and seconded by members actually present at the meeting before they can be discussed. Wherever possible, every proposition or amendment should be in writing (to assist the Secretary). A member may make their speech first and conclude with a proposition. When an amendment to an original proposition is proposed no further amendment shall be discussed until the first amendment is disposed of. (Notice of a further amendment must be given before the first amendment is put to the vote.)
If an amendment is carried it replaces the original proposition and becomes the amended proposition. Further amendments relating to any portion of the amended proposition may be proposed, provided they are consistent with the subject under discussion and have not been covered by any amendment or proposition which has previously been rejected. After the vote on each amendment has been taken, the surviving proposition shall be put to the vote and if successful shall become a resolution of the meeting.
No proposition or amendment which has been accepted by the Chair shall be withdrawn or changed without the consent of the majority of the meeting.
The following propositions may be proposed and seconded at any time and take priority over the matter being discussed. They are voted upon immediately, without discussion and if passed will close the debate on the current issue and this may not be reintroduced at the same meeting except under Standing Order 8.
a) Next Business: In this case the intention is to close the subject before the meeting with no intention of it being discussed again.
b) Adjournment: The intention with this is to defer voting on the matter until some later meeting.
c) Close of Meeting: To terminate the meeting immediately.
d)The motion now is put: In this case the proposition before the meeting is voted on without further discussion.

11.6 VOTING
Voting shall normally be by a show of hands. The Chair shall not vote on any question unless there are an equal number of votes when they shall have a casting vote.
Before voting occurs, a secret ballot may be proposed, seconded and if successful, used to resolve the question under discussion.
Before voting occurs, the Chair may rule that the proposition warrants attention by the whole membership. In these circumstances no vote is taken at that meeting; the proposition is placed on the agenda of the next meeting, duly marked, and club members may send proxy votes on that issue to the Chair. The proposition will be voted upon at the next meeting without discussion.
11.7 RESCINDING A RESOLUTION
No resolution shall be rescinded or amended within three calendar months of the meeting at which it was passed.
11.8 SUSPENSION OF STANDING ORDERS
The Chair may accept a proposition for the suspension of Standing Orders. The member moving such a suspension must clearly state the nature of the business, the numbers of the Standing Orders affected and the length of time the suspension is to last. No suspension shall take place except by a two-thirds majority vote of the members present.