Constitution

HEUGH BOWMEN CONSTITUTION

01. TITLE

01.1. The name of the club shall be ‘HEUGH BOWMEN’, hereinafter referred to as the ‘club’.

01.2. The club shall be affiliated to, and shall be bound by the rules of, Archery GB, Northern Counties Archery Society and the Durham & Northumberland Archery Association.

02. OBJECTIVES

02.1. The objectives of the club are to practice and promote archery, in all its forms, other than bow hunting, thereby providing opportunities for recreation and competition.

03. MEMBERSHIP

03.1. Membership of the club is open to any person paying the relevant fees as determined at the annual general meeting.

03.1.1. The club reserves the right to refuse membership at our discretion.

03.1.2. The club reserves the right to cancel membership to individuals who don’t comply with the club constitution.

03.1.3. All members are to abide by the Code of Conduct as written by the governing bodies, at all times. Any member found to be in breach of the Code of Conduct will be subjected to a disciplinary hearing, and membership may be revoked.

03.2. There shall be 2 classes of membership:

03.2.1. Senior Associate.

03.2.2. Junior Associate (10 to 18 years of age).

03.3. A member on attaining the age of 18 years shall immediately become a senior member. Junior members under 16 years may only shoot if their parent/guardian is present when that junior is shooting.

03.4. Junior members may only shoot when a senior member is present.

04. MANAGEMENT

04.1. The management and property of the club shall be vested in the committee which shall consist of the Chairman, Secretary, Treasurer and a minimum of 2 other senior members.

04.2. In cases of emergency the Chairman, Secretary and Treasurer shall have full powers to act on behalf of the club.

04.3. At any club general or committee meeting voting will be by show of hands with the Chairman having second, or casting, vote.

05. HONORARY SECRETARY

05.1. The Honorary Secretary shall duly convene all meetings of the club and record the proceedings of such meetings in a minute book. The Hon. Secretary shall conduct the day-to-day business of the club.

06.HONORARY TREASURER

06.1. The Honorary Treasurer shall be responsible for the collection of subscriptions and target fees and for all receipts and disbursements of the club’s funds.

06.2. The Honorary Treasurer shall prepare and present annually, at the annual general meeting, a receipts and payment account with balance sheet and shall keep all necessary books and records which shall be subject to audit at any time.

06.03 – Club accounts must be verified by independent auditor/ accountant or two non-committee senior members of the club after the end of March but before the AGM.

07. HONORARY RECORDS OFFICER

07.1. The Honorary Records Officer shall keep a record of scores made by members of the club for handicap and club championship purposes. Such scores shall be made on club target days or open tournaments only and must be witnessed.

07.2. The Honorary Records Officer shall keep a record of the various trophies and awards owned by the club; the origin and method of award and also maintain a register of persons to whom the trophies/awards were presented.

08. SUBSCRIPTIONS

08.1. All members of the club shall pay annually a subscription to the club at rates to be determined at the annual general meeting.
In addition all members shall pay such affiliation fees as are required by Archery GB, N.C.A.S. and D.N.A.A.

08.2. Target fees are also payable on rates determined at the annual general meeting. The amount shall be placed on the club notice board and sent to members as necessary.

09. FINANCE

09.1. All monies shall be banked in the name of the club.

09.2. All major expenditure must be approved by the committee. All major payments shall be paid by cheque under the joint signature of any 2 of the following: Chairman, Treasurer and designated committee member.

09.3. Allowed payments include £300 per transaction by members of the exec. Committee (Chair, Sec, Treas) without agreement of each other, upto £1000 per year (total). £500 per transaction by members of the exec. Committee (Chair, Sec, Treas) without agreement of the committee, upto £1000 per year (total). Any other payments MUST have agreement of full committee.

10. GENERAL MEETINGS

10.1. The annual general meeting of the club shall be convened after the close of the club’s financial year (31 March) and before 30 April.

10.2. The Honorary Secretary shall give not less than 21 days’ notice of each general meeting with agenda to all club members.

10.3. The first general meeting held after the close of the club’s financial year shall be the Annual General Meeting. A minimum of 5 senior members shall constitute the quorum at all general meetings. 

10.4. The agenda for the annual general meeting shall be:

10.4.1.    Apologies for absence.

10.4.2.    Minutes of the previous AGM.

10.4.3.    Matters arising.

10.4.4.    Chairman’s remarks.

10.4.5.    Secretary’s report.

10.4.6.    Treasurer’s report and Accounts.

10.4.7.    Election of Officers (as required):


(a) Chairman                 )

(b) Honorary Secretary     )(1 year terms).

(c) Honorary Treasurer     )


10.4.8.    Election of Committee members (as required – 1 year terms).


10.4.9.    Subscriptions & Target Fees.


10.4.10. Motions received (amending Constitution only).

10.5.1. Extraordinary general meetings may be called at the request of the committee or by a request, in writing, from two-thirds of senior club members.

10.5.2. Only the items raised in the resolution(s) will be discussed at an extraordinary general meeting.

11. VOTING

11.1. Voting at all meetings of the club shall be by show of hands of any senior members present.

11.2. Changes to the constitution shall only become effective if agreed by two-thirds of those members present and voting for the resolution(s).

11.3. The Chairman, of any meeting, shall have second or casting vote.

11.4. All questions shall be decided finally by vote.

11.5. Members not voting shall be bound by the decisions of the meeting.

12. CONSTITUTIONAL AMENDMENTS

12.1. Amendments shall only become effective as in 11.2.

12.2. An amended copy of the club’s constitution shall be posted on the club notice board within 21 days following the meeting.

13. SUBSCRIPTIONS

13.1. These are due on 01 July and any member not being fully paid-up by 01 September will not be allowed to shoot at any club or Archery GB Open meeting until fees have been paid.

13.2. If fees have not been paid when the annual returns to Archery GB are due (31 September), then membership of the club will be terminated.

14. CLUB TARGET DAYS

14.1. Although shooting is available on any day of the week the following days are deemed club target days for club championship and handicap purposes: Saturdays and Wednesdays during the outdoor shooting season (April – September).

14.2. Visitors who are introduced by a member shall be allowed to shoot provided that they have a valid Archery GB membership card or other insurance cover from a FITA member association.

15. INDOOR SHOOTING

15.1. Indoor shooting will take place on Saturday and Tuesdays (October – March).

15.2. Practise equipment is not available for beginners at indoor venues.

16. BEGINNERS

16.1. Any person, as mentioned in 03.2., may attend a beginners course which will be held when required, and when sufficient coaches/experienced archers are available, dates and times to be advertised.

16.2. A fee is payable on the first visit and the course must end, in accordance with Archery GB rules, when 6 hours coaching have been made. If the person decides to join the club they may, but cannot shoot again until full subscription fees have been received by the Hon. Sec.

17. CLUB COLOURS

17.1. The club colours are Gold, Red and Green in various combinations.

18. DISSOLUTION

18.1. If at any general meeting of the club, a resolution be passed calling for the dissolution of the club, the Secretary shall immediately convene an extraordinary general meeting of the club to be held not less than one month thereafter to discuss and vote upon the resolution.

18.2. If at that extraordinary general meeting the resolution is carried by at least two-thirds of the senior members present, the committee shall arrange to realise the assets of the club and discharge all debts and liabilities of the club within a specified time.

18.3. After discharging all debts and liabilities of the club, the remaining assets shall not be paid or distributed amongst the club’s members, but shall be given or transferred to some other voluntary organisation having objectives similar to those of the club.

19. SAFEGUARDING

19.1 Please see Safeguarding Policy, as outlined in “Safeguarding and Equity”

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