Welcome to Croesoswallt Archers

Croesoswallt Archers
of Oswestry

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Rules and Constitution

Extract from Archery GB rules:

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“All Associations (sic: “clubs”) are required to have an open Constitution in order to become members of Archery GB. Each club should carefully consider the most appropriate constitution for its particular circumstances”.

1.0  Name
The Club will be called Croesoswallt Archers of Oswestry, henceforth referred to as “the Club”, and will be affiliated to Archery GB, being the national governing body, and West Midland Archery Society (WMAS) and Shropshire Archery Society (SAS), being regional and local associations.

 

2.0  Aims and objectives
The aims and objectives of the Club will be:

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• to offer coaching and participation opportunities in the sport of Archery.
• to promote the Club within the local community and within the sport itself.
• to represent the Club in a professional and sporting manner.
• to manage the Club shooting ground and the facilities available for club use.
• 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.

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3.0  Membership

3.1  Membership will not be restricted on the grounds of age, culture, disability, gender, language, racial origin, religious beliefs and/or sexual orientation.

3.2  Membership should consist of officers and members of the Club.

3.3 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.

3.4 All members will be given access to a copy of this Constitution and a copy of Club Rules on joining the club. Club Constitution and Rules are also available on the Club website.  

3.5 Members will be informed at such time as either the Club Rules or the Constitution are updated. (Refer to separate document/handbook for current Club Rules).

3.6 Members will be enrolled in one of the following categories:

• Full Adult member:      Adult main member, valid for one year.

• Associate member:      Adult member whose main club is elsewhere but has shooting rights

here. Valid for one year.

• Young Adult member. Main member age 18 to 25, valid for one year.

• Junior member:           Main member age 11 to 18, valid for one year.

• Life Member:                Discretionary award to a main adult member in recognition of their  

                                          work or contribution to the club. Valid for life.

• Day Member/Visiting Archer: Member of another club who attends Croesoswallt as a visitor

at a day membership rate. (Archer’s details and AGB No. to be noted in the club’s Day Book).

• Remote Member:         A bonefide member of Archery GB who wishes to be a member of the club but does not live in the club’s catchment area. Will only pay for affiliation fees but pay Visitor’s Fee to the club on those days when coming to shoot at the club.

 

NB: The above categories are also available in “Disabled” status, as acknowledged by AGB.

3.7 The Committee reserves the right to refuse membership, or renewal of membership, on reasonable grounds. The reasons for refusal will be provided to the applicant in writing within 28 days.

3.8 Ages are taken as at 1st October each year.

 

3.9 Minimum age for membership is 10 years.

3.10 Application for membership is made by the appropriate Application Form and subject to specific conditions as detailed in the Membership Terms and Conditions on the Form. 

 

4.0   Membership fees

4.1 Membership fees will be set annually and agreed by the Committee at least one month prior to membership renewal being due, to fall in line with AGB and associate organisations fee amendment announcements.

4.2 Fees will be paid annually and due at end of September each year.

       4.2.1 The only exception to this is when a Staged Payment contract has been agreed between the member and the club’s admin.

4.3 Membership of the Club will be suspended if membership fees remain unpaid after 1 month from the date they are due. As a consequence, the archer’s membership of Archery GB will also be suspended and hence they cannot shoot at the Club or any other of which the archer may be an associate member.

4.3.1 If membership remains due after a further month (i.e. 2 months after the renewal date under this constitution) then membership is cancelled.

4.4 Fees will be made up of Club Fees, as well as affiliation fees as required. These supplementary fees will be paid on the member’s behalf by the Club Treasurer. Archery organisations to which the Club is affiliated include: -

• Archery GB (AGB).

• West Midland Archery Society (WMAS).

• Shropshire Archery Society (SAS).

Refer to separate document for current membership rates and other fees.

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5.0   Officers of the Club

5.1 The Executive Officers will be:

• Chair

• Vice Chair

• Honorary Secretary

• Treasurer

5.2 Additional functionary officers, who may be included on the committee:

• Coach(es).

• Records Officer.

• Publicity Officer.

• Equipment Officer.

• Child Protection/Welfare Officer.

• Safety Officer.

• Tournament Officer.

• Webmaster.

• Membership Secretary

5.3 All officers of the committee will serve for a period of two (2) years, except the Treasurer who will serve for three (3) years in order to maintain continuity of managing the Club accounts. All officers (other than the Treasurer) will retire at the Annual General Meeting bi-annually, but will be eligible for re-election by voting of all the members. The Treasurer will retire on the third AGM after taking office and will likewise be eligible for re-election at that time.

 

6.0   Committee

6.1 The Club will be managed through the Committee, as per Executive Officers above, plus other Functionary Officers who have been included on the Committee. Refer to separate document listing persons currently serving in these posts.

6.2 The Committee will be made up of Club members who have been voted into the position on the Committee. Officers of the Committee must be fully paid up members of the Club. 

     6.3  Executive Officers may, at their discretion, create new committee positions not previously covered, and appoint members into that position, at any time between AGMs as they see the need arising. 

            6.3.1 Ad Interim appointees will serve the time up to the next AGM in “Provisional” role and then serve their 2-year period from then on.

6.4 Meetings of the Club Committee will be convened by the Secretary of the Club and held no less than quarterly (4 meetings per year).

6.5 The number of committee members required for business to be agreed at Club Committee meetings will be, in number, 50% of the attending Committee.

6.6 The Executive Officers will be responsible for adopting new policy, codes of conduct  and discipline, and rules that affect the organisation of the club.

6.7 The Executive Officers will have powers to appoint sub-committees as necessary, to delegate specific individual tasks to a club member who is not a member of the committee but whose skills may be appropriate to that task, and to appoint advisers to the Committee as necessary to fulfil its business.

6.8 The Executive Officers will be responsible for disciplinary hearings of members who infringe the Association/Club rules/regulations/constitution. The Executive Officers will be responsible for taking any action of suspension or discipline following such hearings.

6.9 A member of the Committee may voluntarily withdraw from office at any time before the end of the elected term by submitting notice in writing to the Club Secretary.

6.10 A member of the Committee shall cease to hold office before the end of the elected term if he or she:

          a. ceases to meet the conditions of eligibility for club membership.

b. found guilty of a disciplinary offence during the term of office.

c. following a vote of no confidence by club members.

d. is removed from office by a resolution of club members in a General Meeting.

6.11 The Committee can immediately appoint an ad interim replacement into a vacant post at any time. The new incumbent will serve the remaining term up to the next AGM of the post’s tenure and then be subject to the normal re-election process.

 

7.0 Finance

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

7.2 The financial year of the Club will end on the last day of the year and run per “Calendar Year”.

7.3 An audited statement of annual accounts will be presented by the Club Treasurer at the Annual General Meeting and thereafter will be available to any member of the club on request.

7.4 The bank account will have four named committee members including the Treasurer plus three others. Any cheques drawn against Club funds should hold the signatures of two of those four named Officers. All signatories shall not be related by blood or by marriage. Signatories can only be fully subscribed members of the club committee.

7.5 Every Club member shall accept, in due proportion, any authorised liabilities the Club is unable to meet. Such a situation will be the subject of an Extraordinary General Meeting.

7.6 With regards to grants and/or loans, both the Chair and the Secretary are authorised under this Constitution to make such applications on behalf of the club (Croesoswallt Archers).  

7.7 The club is constituted as an unincorporated non-profitmaking association. Any accumulation of funds is entirely for the development of the club itself.

 

8.0 Annual General Meetings

8.1 Notice of the Annual General Meeting (AGM) will be given by the Club Secretary to all Club members at not less than 1 month’s notice. At this time if any member has a topic for discussion that they wishes to raise at the meeting, it should be submitted in writing to the Secretary for inclusion into the agenda no later than 2 weeks before the meeting. The finalised agenda to be circulated to all members 1 week prior to the meeting.  

8.2 Elections of officers are to take place at the AGM.

8.2.1 At the time of notifying the AGM, a list of committee members due for re-election, will be included in the notice of forthcoming AGM.

8.2.2 Nominations for positions on the Committee will be sent to the Secretary prior to the AGM, also the “Proposal” and the “Second”, no later than 1 week before the meeting.

8.3 The AGM will receive a report from each of the officers of the Committee including a statement of the audited accounts from the Treasurer.

8.4 All members have the right to vote at the AGM.

8.5  Members who are unable to attend an AGM, after having seen the list of Nominees, may send their vote by email to the Club Secretary no later than two days before the meeting.

8.6 The minimum number of members attending AGMs for election voting to be valid will be, in number, 25% of the membership.

8.6.1 Members unable to attend AGM in person may submit their vote separately to the Club Secretary prior to the time of the AGM.

8.7 The Executive Officers have the right to call Extraordinary General Meetings (EGMs) outside the AGM. Procedures for EGMs will be the same as for the AGM.

 

9.0 Supporting Procedures / Rules

9.1 This Constitution is supported by Procedures, Policies and Rules not contained herein, that cover all matters relating to the operation and management of the Club. Refer to separate documents that give specific details.

 

10.0 Complaints, Discipline and Appeals

10.1 All disciplinary, child protection, safeguarding of vulnerable adults, and poor practice concerns should follow the Archery GB guidelines which are available under the “Governance” section of the Archery GB website and specifically set out and referenced in separate Club documentation.

10.2 The laws of England shall apply in relation to matters of discipline and misconduct as well as to the interpretation of the Archery GB’s Articles and Laws in their regulation of the sport and the Club’s own policies, rules and regulations.

10.3 All concerns, allegations or reports of poor practice/abuse relating to the welfare of children, young people, and vulnerable adults will be recorded in detail by the club’s Welfare Officer and responded to swiftly and appropriately in accordance with the Archery GB policies.

10.4 The Club Child Protection/Welfare Officer is the main contact for all Club members in the event of any child protection concerns. If the Club Child Protection/ Welfare Officer is not available then alternative contact is to be the Club Secretary.

10.5 All complaints, disciplinary actions and appeals regarding the behaviour of members, whether in breach of Club Rules, Archery GB Rules of Archery, or statutory laws in respect of the Club or affecting the Club, will be dealt with in accordance to the procedures and policies as detailed in separate document.  

 

11.0 Dissolution

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

11.2 In the event of dissolution, any assets of the Club that remain, monies and equipment, will become the property of Shropshire Archery Society.

 

12.0 Amendments to the constitution

12.1 The constitution will only be changed through agreement by a majority vote of the Committee.

 

13.0 Declaration

 

14.0 Amendment History

 This Club Constitution will be reviewed and updated as new conditions are required or any existing rules are amended. Any changes are only made with prior agreement of the Club Committee. The new/reviewed Constitution will be distributed and posted on the Website documents. At each update a new sequential “Version” number will be assigned accordingly.

Date                 Amendment Comment                                                                                                                                   Version

29-06-2020    Complete revision from original (version 1.00)                                                                                               v 2.00

26-08-2020    Addition of 7.6 reference to applications for grants/loans                                                                            v 2.01

25-09-2020    Editing of 3.5 Categories of membership.    Addition of 3.8 Minimum age  for membership.                    v 2.02

                        Addition of  7.7 Declaration of the club as an unincorporated association.

                        Introduction of  3.9 Membership Application Form

28-03-2021    Editing of 5.3 regarding period of tenure of committee members from 1 year to 2 years.                        v 2.03

                        Addition of 6.2.1 regarding appointment of new committee posts not previously covered.

                        Addition of 6.8 regarding voluntary withdrawal from Committee.

                        Addition of 6.9 regarding imposed withdrawal from Committee.

                        Addition of  6.10 regarding the appointment of an ad interim replacement into committee post.

09-03-2022    Annual Review.                                                                                                                                                    v 2.04

                        Addition in 4.1 of prior notice of new membership fees before renewal date.

                        Introduction of Staged Payment for fees Change of club financial year from AGM-to-AGM, to

                        calendar year. The right of members to vote at AGMs by post prior to the AGM if they are

                        unable to attend.