Scarborough Archers Constitution

Transcription

1 Scarborough Archers Constitution 1 NAME AND AFFILIATIONS 1.1 The club shall be known as Scarborough Archers, which will hereafter be referred to as the Club. 1.2 The Club shall be affiliated to the Grand National Archery Society (GNAS) the rules of which shall also apply. 1.3 The Club shall be affiliated to the Northern Counties Archery Society (NCAS) the rules of which shall also apply. 1.4 The Club shall be affiliated to the Yorkshire Archery Association (YAA) the rules of which shall also apply. 2 OBJECTIVES The object of the club shall be the practice, encouragement and enjoyment of all forms of archery excluding bow hunting within the Scarborough area and the UK. 3 COMMITTEE POWERS 4 MANAGEMENT The Committee reserves the right to revoke or suspend the membership of any member, or refuse to accept or renew membership. 4.1 The day to day administration of the club shall be in the hands of the Executive Committee hereinafter called the Committee. The officers of the club Committee shall be:- 1. Chairman 2. Secretary 3. Treasurer 4. Equipment Officer(s)

2 5. Events Officer 6. Coaching Organiser 7. Website Officer 8. Public Relations Officer 9. Tournament and Records Officer 10.Child Protection Officer 4.2 All above positions shall be elected by annual election prior to the Annual General Meeting (A.G.M.). The duties and responsibilities of officers are set out in appendix A to the constitution. 5 MEMBERSHIP 5.1 All persons wishing to join the club must fill in an application form which should be passed to the Secretary of the Club. 6 COMMITTEE 6.1 The Committee shall consist of the officers elected at the A.G.M. of the club, and a quorum shall consist of 5 members of the Committee. 6.2 Officers shall be appointed annually at the Annual general Meeting. They shall be elected by ballot of the membership prior to the A.G.M. of the club by simple majority. In the event of a tied vote, the Chairman shall have an additional casting vote. 6.3 In the absence of the Chairman at any meeting the Secretary or Treasurer will hold the chair for the duration of the meeting. 6.4 Members of the club must have been full members for at least 6 months before being eligible to stand for a position on the Committee. Anyone standing who has been at the club less than 2 years must be seconded by another Committee member. 6.5 More than one post can be held by any club member at any one time. Multiple committee posts can only be held if second/third etc. post is uncontested. 6.6 Nominations for positions on the Committee must be received by the secretary at least 14 days prior to the A.G.M. Should a post be contested, all club members will be asked to vote prior to the A.G.M. In the event of a tied vote, the Chairman shall have an additional casting vote. 6.7 For the election of the Chairman, the next available Officer (in the above order) shall take the chair.

3 6.8 The Committee shall have the power to co-opt members onto the Committee as required. 6.9 Discretionary power is given to the Committee to decide any circumstances not covered by this Constitution The Committee has the right to veto any such proposal or action which the Committee deems to not be in the best interest of the club. 7 SUBSCRIPTIONS 7.1 The annual subscription shall become due on the 1st of August each year, and be paid to the Secretary no later than 15th August. 7.2 The subscription shall be such sum as shall be deemed necessary by the committee and agreed by the members at the Annual General Meeting. 7.3 The elements of the subscription shall be:- Club subscription YAA affiliation NCAS affiliation GNAS affiliation 7.4 All members shall pay the required club subscription; members who are affiliated with YAA, NCAS, and GNAS through other Archery institutions may be required to pay a reduced subscription. 8 ADDRESS 8.1 The postal address of the Club shall be that of the Secretary, or such other address as may be decided by the Committee from time to time. 9 MEMBERSHIP 9.1 There shall be a once only initial fee for members of the club covering all fees for a year of joining and thereafter an annual club fee which shall be fixed at the Annual General Meeting (A.G.M.) of the club. 9.2 Membership of the club shall be as a full shooting member. Full members shall be entitled to enjoy all the facilities of the club. 9.3 All paid-up members, including Junior members, shall have the right to cast a vote.

4 9.4 When an accusation of guilt or misconduct is claimed against one of the clubs members it is to be brought to the full attention the club and its Committee. In the instant of a member being accused the following procedure will be put in place:- 1. The Committee will call a hearing consisting of all Committee members and the accused. In the absence of the member at the hearing to defend themselves, then the Committee's decision shall be final subject to any rights under the G.N.A.S. Constitution. 2. If in the opinion of the Committee, the member is found guilty, the Committee, after affording such person a reasonable opportunity of a hearing, are then entitled to expel such a member from the club or apply any other sanctions considered appropriate by the Committee without being called upon to state the reason to any but the person concerned. 9.5 A full member of the Club shall shoot for only one Club, County, or Region in a given discipline in any one affiliation year. 10 MEETINGS 10.1 The A.G.M. shall be held between the 1 st of June and the 1 st of August each year and the accounting year shall be from 1 st May to 30 th April. The chairman (or secretary) and treasurer will both respectively be responsible for submitting their accounts and reports for the previous financial year at each A.G.M No amendments shall be made to the constitution except by Extraordinary General Meeting (E.G.M.) or A.G.M. and members unable to attend shall be able to vote by proxy on amendments. Proposals to amend the constitution must be submitted in writing in sufficient time for the secretary to advise all members at the same time that the notice for the meeting is issued An E.G.M./G.M. shall be held at the request of a Committee member or a club member. At least 14 days notice must be given by the secretary for either an E.G.M. or A.G.M The constitution of the club shall not be in any way at variance with the laws, rules and requirements of G.N.A.S. or N.C.A.S In matters affecting shooting and the technical requirements of archery, the rules of G.N.A.S. and F.I.T.A. shall be regarded as paramount and in that order.

5 11 HEALTH & SAFETY 11.1 The club will ensure that there is a child protection policy in place at the club and the club will follow and promote G.N.A.S. procedure when dealing with any incident that arises. (please refer to the Child & Vulnerable Adults Protection Statement in Appendix B of the constitution) 11.2 The club will not tolerate any form of bullying or abuse from any member, assistant or visiting archer from any club. In accordance with the G.N.A.S. Rules and regulations The club will adhere to the range safety as stated in the Rules of Shooting and the Health and Safety policy of G.N.A.S. 12 LIFE MEMBERS 12.1 The Club may also elect Life Members, but the number in existence at any one time shall not exceed three. Such members shall not be liable to Club Subscriptions, though they shall be liable for any other relevant affiliations. APPENDIX A TO THE CONSTITUTION OFFICERS OF THE CLUB DUTIES AND RESPONSIBILITIES The position of PRESIDENT of the club shall be invited as a mark of respect and appreciation conferred by the club. CHAIRMAN

6 The role of chairman is to guide the club as a whole in the direction in which the Committee thinks it should go and to develop and co-ordinate the work of the officers of the executive Committee. SECRETARY The secretary is responsible for correspondence and to record minutes of the meetings of the Committee. Their role is also to interpret the wishes of the chairman in matters of policy. TREASURER The principle duty of the treasurer is to maintain accurate records of the funds of the club and to be able to advise on the position regarding subscriptions at any time. He should also budget for forthcoming requirements, equipment and other known expenses, and should suggest the level of joining fees and annual subscriptions. EQUIPMENT OFFICERS (joint post) The equipment officers of the club are responsible for the ground equipment which includes targets, stands, markers, lines, tackle, score boards and all the other requirements which are needed for shooting. They are also responsible for either carrying out (if qualified) or arranging for the instruction of beginners and for the constant encouragement of beginners. EVENTS OFFICER The events officer responsible for social events (club nights out and club BBQs) and organising charity shoots etc. COACHING ORGANISER The coaching organiser is responsible for keeping beginners course waiting list details. They also need to liase with coaches to choose start date and contact people on waiting list to arrange for them to join course. Qualified coaches may be rewarded with free club membership. WEBSITE OFFICER The website officer is responsible for ensuring web hosting is renewed for club website. They are also in charge of updating website and keeping the club news page up to date. PUBLIC RELATIONS OFFICER The public relations officer is responsible for marketing and promoting the Club to the wider community. They are responsible for generating press releases to send to all interested parties. Respond to media enquiries and/or leads. Ensure accurate reporting of Club events, fixtures and initiatives. Liaise with the media at Club events and functions. Write relevant, accurate media releases.

7 Seek out new merchandise for the Club to offer to members, supporters and players. Produce, as requested, flyers, brochures, programmes and advertisements. TOURNAMENT AND RECORDS OFFICER The Tournament Officer is responsible for the club records of all rounds shot whether at home tournaments or at other meetings by members of the club. From time to time, as necessary, they may adjust the handicap of each member. They should promote regional tournaments to all members and organise club tournaments. CHILD PROTECTION OFFICER Duties of the human resources officer are to deal with all child & vulnerable adult s protection and welfare issues of all members of the club. This officer will undergo a criminal record check before appointment and upon appointment receive appropriate training. They will ensure there s is a written procedure for contacting local services departments and the police, together with any out of hours contacts and procedures. They will ensure that anyone with substantial access to children and vulnerable adults give their consent to having a criminal record check. Upon Appointment to the position they will appoint a deputy who can deal with child protection issues in the absence of the designated officer. This deputy will keep up to date with the human resources officer with current child protection issues and any ongoing poor practice or abuse cases. APPENDIX B TO THE CONSTITUTION. Children & Vulnerable Adults Protection Statement. This club believes that when dealing with children and vulnerable adults, their welfare should always be of paramount importance. We are committed to providing an environment where young people can learn and participate in a sport free from harassment and abuse. All those people working with children have a moral responsibility to safeguard and promote a child s welfare. This club has therefore adopted the GNAS Protection of Children and Vulnerable Adults Policy to ensure peace of mind for both adults and children.

8 Glossary of Terms THE CLUB - The Scarborough Archers Archery Club COMMITTEE - Executive Committee of the Club G.M. - General Meeting A.G.M. - Annual General Meeting E.G.M. - Extraordinary General Meeting G.N.A.S. - Grand National Archery Society N.C.A.S. - Northern Counties Archery Society F.I.T.A. - Federation International de Tir à l'arc