Southfields Archery Club
c/o Aspire Centre, 337, Merton Road, Wandsworth, SW18 5JU.
the object for which the club is established is: to promote, encourage and provide facilities for the amateur sport of archery in South West London and the community participation in the same a. In furtherance of the above object, the Club shall have the following powers: i. To encourage and promote participation in the activities of the Club by individuals, clubs and other organisations concerned with the sport of archery. ii. To affiliate to County of London Archery Association (CLAA), the Southern Counties Archery Society (SCAS) and the Grand National Archery Society (GNAS) iii. To invest the monies of the Club not immediately required for its purpose in such investments, securities or property as may be thought fit. iv. To do all other lawful things necessary to carry out the objects of the Club providing always that: 1. In raising funds for its objects the Club shall not undertake any permanent trading activities. 2. The income and property of the Club shall be used only to promote the objects of the Club as described in this Constitution.
a. Membership of the Club shall be open to anyone interested in the sport on application regardless of sex, age, disability, ethnicity, nationality, sexual orientation, religion or other beliefs. However, limitation of membership according to available facilities is allowable on a non-discriminatory basis. b. The Club may have different classes of membership and subscription on a non discriminatory and fair basis. The Club will keep subscriptions at levels that will not pose a significant obstacle to people participating. c. The Club Committee may refuse membership, or remove it, only for good cause such as conduct or character likely to bring the Club or sport into disrepute. Appeal against refusal or removal may be made to the members.
V. Property and Funds
a. The property and funds of the Club cannot be used for the direct or indirect private benefit of members other than as reasonably allowed by the Rules and all surplus income or profits are reinvested in the club. b. The Club may provide sporting and related social facilities, sporting equipment, coaching, courses, insurance cover, medical treatment, away-match expenses, post match refreshments and other ordinary benefits of Community Amateur Sports Clubs as provided for in the Finance Act 2002. c. The Club may also in connection with the sports purposes of the Club: i. sell and supply food, drink and related sports clothing and equipment; ii. employ members (though not for playing) and remunerate them for providing goods and services, on fair terms set by the Committee without the person concerned being present; iii. pay for reasonable hospitality for visiting teams and guests; iv. indemnify the Committee and members acting properly in the course of the running of the Club against any liability incurred in the proper running of the Club (but only to the extent of its assets). d. The Committee will have due regard to the law on disability discrimination and child protection.
a. The members may vote to wind up the Club if not less than three quarters of those present and voting support that proposal at a properly convened general meeting. b. The Committee will then be responsible for the orderly winding up of the Club’s affairs. c. After settling all liabilities of the Club, the Committee shall dispose of the net assets remaining to one or more of the following: i. another Club with similar sports purposes which is a registered charity and/or ii. to another Club with similar sports purposes which is a registered CASC and/or iii. .to the Club’s governing body for use by them for related community sports.
a. Where there is any conflict between any of the above Rules (“key Rules”) and any other rule or rules the key Rule(s) will take priority. Interpretation of all the Rules must be consistent with the statutory requirements for CASCs (Community Amateur Sports Clubs as first provided for by the Finance Act 2002.)
a. The Club Constitution may only be amended at a General Meeting of the Club.
1.1 The Club shall provide for the following categories of membership. 1.1.1 Senior Member – any person of 18 years or older who has been accepted as a member of the Club and has paid to the Club the prescribed Club membership fees for the year. 1.1.2 Junior Member – any person of less than 18 years old who has been accepted as a Junior Member of the Club and has paid to the Club the prescribed Club membership fees for the year. 1.1.3 Affiliate – any non-shooting person who wishes to be associated with the Club, having paid a donation to the Club. 1.1..4 Honorary Member – any person upon whom the Club has conferred this title in recognition of services to the club or to archery in general.
2. Duties and privileges of members
2.1 Every member shall be bound to further the objects of the Club and shall observe these Rules and those of the CLAA, SCAS and GNAS. 2.2 All members shall be entitled to ready access to the general communications of the Club, to be present or represented at functions and events arranged by the Club and to receive such support and assistance as the Club is able to offer. 2.3 All members, including those who have paid membership fees at junior rates, shall be entitled to vote at Club General Meetings. 2.4 Membership of the Club will terminate if: 2.4.1. a properly authorised form of resignation is received or 2.4.2. membership fees remain unpaid two months after the due date or 2.4.3. the individual ceases to qualify under these rules or 2.4.4. membership is terminated under Rule 3 2.5 No member who’s membership fees are in arrears shall: 2.5.1. be allowed to shoot or participate in any of the activities of the Club. 2.5.2. vote at a meeting of the club 2.5.3. hold office in the club 2.5.4. requisition a Special General Meeting 2.6 When shooting, either indoors or out, all members will follow strictly, for safety and other reasons, the Rules of Shooting laid down from time to time by GNAS. Members will also follow carefully any additional guidance given in the Club handbook and arising out of the agreements for the use of our shooting facilities. 2.7 All members will use their best efforts to ensure the safety and security of the property and equipment of the Club and will play an appropriate part in the maintenance of the property and equipment. 2.8 Each Junior member of the club who is below the age of 16 years must be accompanied by a parent or a properly appointed responsible guardian when shooting at the Club 2.9 Junior members of the Club may shoot only when at least two adults are present, one of who must be a competent senior archer.
3. Applications for membership
3.1 An application for membership shall be made in writing to the Secretary of the Club and shall be accompanied by the necessary fees. The application form shall contain all the data needed to complete GNAS membership and other record forms.
4.1 The Club Committee may at any meeting by a two-thirds vote of those present and entitled to vote, reprimand, suspend or expel any member who has violated these Rules or whose conduct is deemed detrimental to the best interests of the club. 4.2 Before any such disciplinary action, the member shall be given at least 14 days notice in writing and shall be granted the opportunity to be heard by the committee. 4.3 The decision of the Committee shall be communicated to the member in writing and the Committee shall not be required to explain its actions to any but those concerned. The Committee is however free, if it so decides, to publish its decision in any medium, including the journals of national or international archery bodies. 4.4 The member shall be allowed 28 days from the date of communication of the decision of the Committee in which to lodge an appeal against the decision, in writing, with the Secretary of the Club. The Committee shall not communicate its decision, other than to the member, until that period has expired or an appeal has been lodged, whichever is the sooner. 4.5 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. 4.6 The Panel may hear such witnesses and consider such evidence as it shall think fit and its decision shall be binding both upon the appellant and the Club.
5.1 All Club dues shall be as determined by the Club Committee from time to time and approved by the members in General Meeting. 5.2 All subscriptions and membership payments shall become due annually on September 1st for the following year. 5.3 The Club Committee may, in its absolute discretion, waive, cancel or reduce payment of Club dues or other indebtedness of a member of the Club for any period.
6. The Club Committee
6.1 The affairs of the Club shall be supervised by the Committee which shall have such powers, duties and responsibilities as are laid down in these Rules and are not otherwise directed to be carried out by the members in General Meeting. 6.2 The Club committee shall consist of the following persons whose services shall be purely honorary: 6.2.1. Chairman – William Heal 6.2.2. Vice Chairman – TBC 6.2.3. Secretary – Kimberley Heal 6.2.4. Treasurer – Monika Feterlich 6.2.5. Junior Coordinator – TBC 6.2.6. Tournament Organiser – TBC 6.2.7. Records Officer – TBC 6.2.8. Equipment Officer 1 – Dusant Tomic, Equipment Officer 2 – Brian Sheppard 6.2.9. Media Officer – Jamie Merritt 6.2.10. Social Secretary – Andrea Thomas 6.2.11. Child Protection Officer – Rafal Radosz 6.3 The committee may decide from time to time to co-opt other persons to be Committee for particular purposes, but these persons shall not be entitled to vote at Committee meetings, nor shall their co-option persist beyond the next General Meeting without the approval of the members
7. Committee Meetings.
7.1 No business shall be transacted unless a quorum is present when the meeting proceeds to business. Except where otherwise provided in these Rules, a quorum shall be three members. 7.2 If the Club Chairman is not present within 15 minutes of the time set for the start of the meeting then those present shall appoint one of their number to chair the meeting. 7.3 The committee members shall meet together for the conduct of business, as they shall decide. Questions arising at any meeting shall be decided by a simple majority of votes. In the case of equality of votes, the chairman shall have a second or casting vote. Page 6 of 11 Southfields Archery Club 7.4 The Committee members may act notwithstanding any vacancy in their body, but if the numbers are reduced at any time to less than four, it will be lawful for them to act only for the purpose of filling the vacancies in the Committee or of convening a General Meeting of the Club. 7.5 The committee will cause proper minutes to be made of all its proceedings and of the proceedings of General Meetings of the Club and of any sub-committees set up for whatever purpose. 7.6 The minutes of any meeting, if approved at the next succeeding meeting, shall be conclusive proof without further evidence of the business conducted and the decisions made. 7.7 The Committee may at any time set up or dissolve standing or ad hoc sub-committees and delegate to such sub-committees such powers and responsibilities as it thinks fit. All acts and proceedings of such committees must be minuted and reported to the Club Committee as soon as possible.
8.1 All elections are subject to Rule 2.5 8.2 The Chairman shall be elected at any General Meeting of the Club. The term of office shall be three years and the retiring Chairman’s role shall be taken by the incumbent Vice-Chairman except in the instance where this role is not filled when he shall be eligible for reelection. 8.3 All members of the Club Committee other than the Chairman shall be elected annually at the Annual General Meeting of the Club. The retiring Committee Members shall be eligible for re-election. 8.4 The period of office of Committee members shall commence at the termination of the General Meeting at which they are elected. 8.5 All members of the club are entitled to make nominations for candidates to fill positions on the Committee. Nominations must be lodged with the Secretary of the Club not less than 14 days before the date of the General Meeting at which the election will take place. Nominations must show the name of the proposer(s) and must confirm that the candidate named is willing to fill the vacancy. Nominations will be taken from the floor of a General Meeting only in emergency. 8.6 Any casual vacancy in the Committee may be filled by the Committee from among those eligible, but any person so appointed shall retire at the end of the next General Meeting. 8.7 Any member of the Committee shall cease to hold office before the end of the elected term if: 8.7.1. By notice in writing, he or she resigns Page 7 of 11 Southfields Archery Club 8.7.2. He or she ceases to meet the conditions of eligibility for membership of the Committee. 8.7.3. He or she is removed from office by a resolution of the Club members in General Meeting.
9. General Meetings
9.1 The General Meeting of the Club shall be held once in every calendar year, on or before September 30th, as the Annual General Meeting. 9.2 All those entitled to receive the notices of the Club (Rule 13) will be given at least 21 days notice of any General Meeting, specifying the day, the hour and the place of the meeting and in the case of Special General Meetings, the specific nature of the business to be transacted. Proof of timely posting of such a notice shall be sufficient proof of notice and the accidental omission to give such notice or the non-receipt of such notice by an individual shall not invalidate the proceedings of any General Meeting. 9.3 All General Meetings of the Club other than the Annual General Meeting shall be called Special General Meetings. 9.4 Special General Meetings of the Club may be called by the Committee, or by one or more written calls, filed by the Secretary and endorsed by the Committee, or by at least one quarter of the members of the Club. All requisitions for a Special General Meeting shall specify the purpose(s) for which the meeting is being called and only that business may be conducted at the meeting.
10. Proceedings at General Meetings
10.1 The ordinary business of the Annual General Meeting shall be: 10.1.1. To present the Notice of the Meeting 10.1.2. To receive the report of the Auditor 10.1.3. To approve the Annual Accounts and Balance Sheets. 10.1.4. To approve the Annual Report of the Committee 10.1.5. To appoint the Auditor for the following year 10.1.6. To fix club subscription levels for the following year 10.1.7. To elect the new Committee members 10.2 Any other business to be conducted at the Annual General Meeting shall be called Special Business and will be the subject of specific detail in the agenda. No other business will be conducted at the Annual General Meeting. 10.3 No business shall be transacted at a General Meeting unless a quorum is present when the meeting proceeds to business. Except as provided elsewhere, a quorum shall be 10 members or one quarter of the membership of the Club, whichever is less. Page 8 of 11 Southfields Archery Club 10.4 If at half an hour past the time set for the start of the meeting a quorum is not present, the meeting if convened on a call from the members, shall be dissolved. In any other case it shall stand adjourned to such other time and place as the chairman shall appoint and if at the adjourned meeting a quorum is not present at half an our past the time set for the meeting, then those members present shall be a quorum. 10.5 The Club Chairman will take the chair at every General Meeting. If the Chairman is not present within 15 minutes after the appointed time then the members present will appoint one of their numbers to take the chair. 10.6 A resolution put to the vote shall be decided by the votes of those personally present and entitled to vote. In case of an equality of votes, the chairman shall poll a second or casting vote. 10.7 All acts done in good faith at a General Meeting shall be valid, even if it is discovered after the meeting that there was some defect in the arrangement, which would, had it been discovered before the conclusion of the meeting, have modified the outcome.
11.1 The Club Committee shall ensure that proper and sufficient books of account are kept in such a manner as to give a good and fair view of the state of the Club’s affairs with regard to: 11.1.1. The assets and liabilities of the Club 11.1.2. Income and expenditure and the matters giving rise to such income and expenditure 11.1.3. All sales and purchases of goods and services by the Club 11.2 The books of account shall be kept at the home of the current treasurer or, if that position is unfilled, at the home of the current Secretary and shall be made available for examination at every meeting of the Club Committee 11.3 Once at least in every year, the Club Committee shall present to members in General Meeting, income and expenditure accounts for the period since the last preceding account together with a balance sheet made up at the same date. 11.4 The financial year of the Club shall be from September 1st to August 31st
12.1 At least once in every year the accounts of the Club shall be examined and the correctness of the income and expenditure Page 9 of 11 Southfields Archery Club accounts and the balance sheets ascertained by one or more auditors. 12.2 The auditor(s) shall be appointed at the Annual General Meeting of the Club and shall not be a Committee Member or an immediate past Committee member.
13.1 Each member shall from time to time notify the Club Secretary of an address to be recorded as the postal address of the member 13.2 A notice may be served by the Club on any member, either personally, or by mail in a pre-paid letter addressed to the recorded address of that member
14.1 The Club shall hold annual outdoor and indoor Tournaments and any other archery events that it requires. These meetings may be open or closed, or both simultaneously, but in the case of closed tournaments they shall be available only to members of the club who are entitled to shoot under the GNAS Rules of Shooting.
15.1 The Club may enter representational teams in any suitable events. 15.2 Club Teams will be chosen in accordance with the procedures agreed by the Club Committee from time to time using mechanisms that are clearly visible to all members. 15.3 Club teams will be chosen only from Club members who are entitled to shoot for the club under the GNAS Laws and Rules of Shooting
16.1 The Club shall maintain and publish records of the highest score shot in each branch of the sport of archery as defined in the GNAS Rules of Shooting, by any person, while that person was a member of the Club. 16.2 Scores achieved by members shall be forwarded to the CLAA from time to time as necessary in accordance with the requirements of that body.
17. Alterations to the Rules
17.1 Additional Rules may be promulgated by the Club Committee from time to time in the interests of safety and security subject only to the requirement that these Rule changes shall be ratified by the members in General Meeting in due course. 17.2 The Rules of the Club may otherwise only be altered, amended, repealed or added to by a special resolution of the members in General Meeting. 17.3 No alterations shall be made to these Rules that would have the effect of putting them in conflict with the constitution of GNAS, or of the Regional and County bodies to which the club is affiliated.