CONSTITUTION OF THE WEST SOMERSET COMPANY OF ARCHERS FORMED IN 1955

                        as amended by the Committee meeting of 18 September 2021 

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1.1 The Club will be called the WEST SOMERSET COMPANY of ARCHERS, from here-on-in referred to as the Club. The Club shall be affiliated to the Grand National Archery Society (GNAS) through the Somerset County Archery Association, and Archery GB.

 

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Aims and Objectives:

 

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2.1 The aims and objectives of the Club will be:

 

2.1.1 to promote the sport of Archery, except bow hunting, and the Club throughout the wider Exmoor community and to do this in an inclusive and non-discriminatory manner,

 

2.1.2 to manage the Club in a prudent, business like and financially sound manner,

 

2.1.3 to ensure a duty of care is given to all present and future members of the Club and to guarantee all members receive fair and equal treatment,

 

2.1.4 to provide coaching and participation opportunities in Archery in a way that is fair, relaxed, safe and inclusive for everyone,

 

2.1.5 to promote the Club in a manner that encourages Associate Members

(including non-shooting members) who may wish to support the Club through time and effort,

 

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Postal Address:

 

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3.1 The postal address of the Club shall be that of the Secretary or the current Chair in the absence of a Secretary.

 

 

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Membership:

 

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4.1 Membership shall consist of officers and members of the Club. All members will be subject to the regulations and constitution and by joining the Club will be deemed to accept these regulations and codes of conduct that the Club have adopted.

 

4.2 Size of Club membership shall be determined by what is deemed safe and practical given the facilities available to the Club

 

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

 

4.3.1 Full Members (Senior): Any person, aged 18 and over who have:

 

Successfully completed an approved beginner’s course on Archery

Paid all necessary fees to the Club

 

4.3.2 Junior Members: Any person under the age of 18 who have:

 

Successfully completed an approved beginner’s course on Archery

Paid all necessary fees to the Club

Provided evidence of proof of age and parental consent

 

 

4.3.3 Associate Members: Any person over the age of 18 who has

 

Paid all necessary fees to the Club

Is a fully paid member of another Archery Club or is directly registered with Archery GB.

Associate Members are allowed to participate in Club events but will not be eligible for any award.

At the discretion of the Club Management Committee an Associate Member may be co-opted onto the Club Management Committee

 

4.3.4 Honorary Members: Any person over the age of 18 who:

 

May assist in social matters and events

Will not have any voting rights

 

 

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Membership Fees and Finance:

 

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

 

5.2 Membership fees will be set annually and determined at the Annual General Meeting.

 

5.3 Fees will be paid: annually on the 1st February each year and any member whose subscription is three months in arrears shall be considered to have resigned from Club membership.

 

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

 

5.5 Any cheques and orders drawn against Club funds should hold the signature of the Treasurer and a maximum of two other officers

 

5.5.1 Online payments are only to be conducted by the Treasurer who is duly sanctioned by the other signatories

 

5.5.2 The Treasurer to provide bank statements and other account data for any of the Club’s finances as a regular account review to the Club Management Committee.

 

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Management:

 

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6.1 Officers of the Club

 

6.1.1 The Management of the Clubs interests and affairs shall be conducted through the Management Committee and will be made up the following

positions:

 

Honorary President

Chair

Secretary

Treasurer

Field Captain

Field Lieutenant

Child Protection Officer

Records Officer

Public Relations Officer

Social and Event Secretary

Training/Coaching co-ordinator

Equipment Officer

Website Officer

Social Media Officer

 

6.1.2 Officers will be elected annually at the Annual General Meeting. All officers will retire each year but will be eligible for re-appointment.

 

6.1.3 The services carried out by each officer are identified in Appendix A

 

6.2 Committee

 

6.2.1 The Club will be managed through the Club Management Committee consisting of all officers except the Hon. President. Only these posts will have the right to vote at meetings of the Club Management Committee.

 

6.2.2 The Club Management Committee will be convened by the Secretary of the Club and held no less than 4 times per year

 

6.2.3 For the Committee to effectively operate, the Chair, Secretary and Treasurer must be separate individuals, however they and other members may hold more than one of the remaining posts.

 

6.2.4 Ordinary members may be co-opted to any Management Committee meeting at the discretion of the Committee.

 

6.2.5 Voting shall be decided by a majority of a minimum of 60% of those present.

 

6.2.6 The quorum required for business to be agreed at Management Committee meetings will be 4 elected Officers

 

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

 

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

 

6.2.9 The Club Management Committee will be responsible for disciplinary hearings of members who infringe the Club’s rules, regulations or constitution. The Club Management Committee will be responsible for taking any action of

suspension or discipline following such hearings

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General Meetings

 

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7.1 Annual General Meetings

 

7.1.1 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.

 

7.1.2 The AGM will be called during the second half of January each year.

 

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

 

7.1.4 Officers of the Club Management Committee will be elected at the AGM each year. Nominations for Officers of the Club Management Committee will be sent to the Secretary prior to the AGM.

 

7.1.5 A list of all retiring Officers of the Club Management Committee will be circulated by the Secretary with the AGM papers. Any nominations for replacement of retiring posts will be given to the Secretary no later than 24 hours prior to the meeting taking place. In the event of nominatioins not being received prior to the meeting further nominations can be accepted from the floor.

 

7.1.6 The quorum required for an Annual General Meeting to occur is 25% of the given membership for that year

 

7.1.7 Each registered member shall be entitled to one vote. Where a vote on any motion is tied, the Chair may use a casting vote.

 

7.2 Extraordinay General Meeting

 

7.2.1 An Extraordinary General Meeting may be called at any time by the Club Management Committee, or on receipt by the Secretary of a written request signed by no less than six members.

 

7.2.2 The written request shall state the purpose for which an Extraordinary meeting is required.

 

7.2.3 The quorum required for an Extraordinary General Meeting to be held is 25% of the given membership for that year.

 

 

 

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Discipline and Appeals

 

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8.1 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.

 

8.2 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 Club Child Protection Officer is the lead contact for all Club members in the event of any child protection concerns.

 

8.3 All complaints regarding the behaviour of members should be submitted in writing to the Club Secretary. Upon receipt of such a complaint the Club Secretary shall call a meeting of the Club Management Committee.

 

8.4 The Club Management 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.

 

8.5 The outcome of a disciplinary hearing must 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.

 

8.6 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 Management Committee may sit on this panel. 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

 

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Dissolution

 

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

 

9.2 In the event of dissolution, any assets of the Club that remain will be divided equally between St Margaret’s Hospice and the Air Ambulance Trust. Should either of these charities cease to exist, alternatives may be nominated and voted on at the following AGM.

 

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Club Policies, Procedures and Codes of Conduct

 

 

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10.1 A range of Rules, Policies, Procedures and Codes of Conduct which will guide the governance of the Club and its Membership can be found in Appendix B

 

10.2 Each Club Member is required to adhere to the Rules, Policies, Procedures and Codes of Conduct.

 

10.3 The Club Rules, Policies, Procedures and Codes of Conduct are to be attached to the Constitution but do not form part of the Constitution and may be added to or amended by the Club Management Committee at any time

 

 

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Amendments to the Constitution

 

 

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11.1 The constitution will only be changed through agreement by majority

vote at an AGM or EGM.

 

 

 

 

 

 

 

 

 

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Declaration

 

 

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West Somerset Company of Archers hereby adopts and accepts this constitution as a current operating guide regulating the actions of members.