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Club Constitution

Hainford Archers


1. Name

The Club will be called ‘Hainford Archers’ (hereinafter referred to as ‘the Club’) and will be affiliated to ‘Archery GB’.

2. Aims and objectives

The aims and objectives of the Club will be:

• to offer coaching and participation opportunities in Archery,

• to promote the Club within the local community and Archery,

• to ensure a duty of care to all members of the Club,

• to provide all its services in a way that is fair to everyone,

• To ensure that all present and future members receive fair and equal treatment.

3. Membership

Membership shall consist of officers and members of the Club. All members will be subject to the regulations of the constitution and by joining the Club will be deemed to accept these regulations and codes of conduct that the Club adopted. Members will be enrolled in one of the following categories:

• Senior member

• Junior member

• Life member

4. Membership fees

Membership fees and any Joining Fee will be set annually and agreed by the Committee or determined at the Annual General Meeting. There may be differing rates for Seniors (18s and over) and Juniors (under-18s).

Fees will be paid annually, due on 1st October, pro rata by month for members joining part-way through. Any member who has not paid within 30 days of the due date will be deemed to have left the Club, and will be liable for any Joining Fee on subsequently re-joining.

5. Officers of the Club

The officers will be:

• Chair

• Vice Chair

• Secretary

• Treasurer

• Head Coach

• Ordinary Committee Members

The Committee will consist of not more than twelve members, including the named officers. Officers will be elected annually at the Annual General Meeting. All officers will retire each year at the Annual General Meeting (“AGM”) but will be eligible for re-appointment.

6. Committee

The Club will be managed through the Club Executive Committee consisting of:

Chair, Vice Chair, Secretary, Treasurer, Head Coach, and other elected Committee Members. Only these posts will have the right to vote at meetings of the Club Executive Committee.

Meetings of the Club Executive Committee will be convened by the Secretary of the Club and held no less than four times per year.

The quorum required for business to be agreed at Club Executive Committee meetings will be: three.

The Club Executive Committee will be responsible for adopting new policy, codes of conduct and rules that affect the organisation of the Club.

The Club Executive Committee will have powers to appoint sub-committees as necessary and appoint advisers to the Club Executive Committee as necessary to fulfil its business.

The Club Executive Committee will have the right to co-opt new Committee members, including apponting named officers should a post become or be vacant during the course of the year.

The Club Executive Committee will be responsible for disciplinary hearings of members who infringe the Club rules, regulations and/or Constitution. The Club Executive Committee will be responsible for taking any action of suspension or discipline following such hearings.

7. Finance

All Club monies will be banked in an account held in the name of the Club. The  Club Treasurer will be responsible for the finances of the Club.

The financial year of the Club will end on: 31st December.

An audited statement of annual accounts will be presented by the Treasurer at the Annual General Meeting.

Any cheques drawn against Club funds should hold the signatures of any two of the following (where both signitures must be from different individuals): Treasurer, Chair, Vice Chair, Secretary.

8. Annual General Meetings

Notice of the Annual General Meeting (AGM) will be given by the Club Secretary. Not less than 21 clear days’ notice to be given to all members.

The AGM will receive a report from officers of the Club Executive Committee and a statement of the audited accounts.

Nominations for officers of the Club Executive Committee will be sent to the Secretary prior to the AGM.

Elections of officers are to take place at the AGM.

All members have the right to vote at the AGM.

The quorum for AGMs will be the greater of four or 25% of the membership.

The Club Executive Committee has the right to call Extraordinary General Meetings (“EGM”) outside the AGM. Procedures for EGMs will be the same as for the AGM.

9. Discipline and Appeals

All disciplinary, child protection and poor practice concerns should follow the ‘Archery GB’ Case Club Executive Referral Panel guidelines which are available under Governance from the ‘Archery GB’ website.

All concerns, allegations or reports of poor practice/abuse relating to the welfare of children and young people will be recorded and responded to swiftly and appropriately in accordance with the ‘Archery GB’ Policy for Safeguarding Children, Young People and Vulnerable Adults. The Chair (or Club Child Protection Officer if appointed) is the lead contact for all Club members in the event of any child protection concerns.

All complaints regarding the behaviour of members should be submitted in writing to the Club Secretary.

The Club Executive Committee will meet to hear complaints within 21 days of a complaint being lodged. The committee has the power to take appropriate disciplinary action including the termination of membership from the club only.

The outcome of a disciplinary hearing should be notified in writing to the person who lodged the complaint and the member against whom the complaint was made within 7 days of the hearing.

There will be the right of appeal to the Club Secretary following disciplinary action being announced. In the event of an appeal against the decision of the Committee, the Chairman 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.

10. Dissolution

A resolution to dissolve the Club can only be passed at an AGM or EGM through a majority vote of the membership.

In the event of dissolution, any assets of the Club that remain will become the property of either ‘Archery GB’ or some other locally based club with similar objectives to those of the Club, to be decided at the dissolution meeting.

11. Amendments to the constitution

The constitution will only be changed through agreement by majority vote at an AGM or EGM.

12. Declaration

‘Hainford Archers’ hereby adopts and accepts this Constitution as a current operating guide regulating the actions of members.