CONSTITUTION AND RULES
(As updated at the AGM 2016)
1. (a) The Club shall be known as West Windsor Archers.
(b) The Constitution and Rules of the Clubs shall not conflict in any way with the Constitution and rules of Archery GB, Archery GB Child Protection Policy, or World Archery.
(c) The object of the Club shall be the promotion and encouragement of archery as a sport for all archers from the age of 9.
2. (a) The Club shall be affiliated to:-
The Southern Counties Archery Society
The Berkshire Archery Association
(b) The address of the Club shall be that of the Hon. Secretary at the time, or any person acting on the Hon. Secretary’s behalf.
(c) The address of the Butts shall be Dedworth Middle School, Smiths Lane, Windsor or such other places as recorded in the Executive Committee Meeting minutes.
(d) Indoor shooting shall take place at such places as recorded in the Executive Committee Meeting minutes.
(e) Shooting and discipline shall comply at all times with Archery GB Rules of Shooting. Members of the Club should familiarise themselves with this publication.
(f) Every day the field is available shall be a Club Target Day, and every member shall submit scores for all rounds shot to the Records Officer who shall keep a record of scores for each shooting member and also a list of Club records for all rounds, in accordance with Archery GB Rules of Shooting.
3. (a) There shall be 7 classes of membership:-
1. Adult Member 5.Student Member
2. Junior Member 6. Honorary Life Member
3. Juvenile Member 7. Associate Member
4. Non-Shooting Member
(b) Adult members shall be 18 years old or over.
(c) Junior Members shall be between the ages of 14 – 18.
(d) Juvenile Members shall be from the age of 9 to 13. Juvenile members shall become Junior members on their 14th birthday. A parent or responsible adult must be in attendance when juveniles are shooting, and accept responsibility for their conduct. An Archery GB member must also be present.
(e) Student Members shall be persons attending a full time educational establishment and in possession of a current NUS card.
(f) Anyone ceasing membership of the Club will not be re-admitted to membership without being proposed and seconded by current members and receiving a 2/3rds majority vote in favour from the Executive Committee.
4. (a) The management of the Club shall be entrusted to an Executive Committee.
(b) The Executive Committee shall consist of:-
Chairman Records Officer
Hon Secretary Bowyer
Hon Treasurer PRO
Competition Secretary Child Protection Officer
Junior Representative Social Secretary
No two members of the Executive Committee in the same family shall sign the Club cheque book or the Building Society account.
(c) The Executive Committee shall have the power to co-opt any Club Member onto the Committee for the purpose of carrying out specific duties.
(d) President and Vice President may be proposed and elected as thought necessary.
(e) Four members of the Executive Committee shall constitute a quorum.
(f) Officers of the Executive Committee shall hold office for one year from the date of their election and shall be eligible for re-election at a General Meeting by simple majority, except for any initial interim period.
(g) The Executive Committee shall meet as often as may be deemed necessary, but not less than 4 times in one calendar year. The Chairman shall preside and shall have only the casting vote.
(h) The Executive Committee shall have the power to deal with any matter not covered by these rules, and may decide what penalty may be inflicted for any infringement, such penalty to include suspension or expulsion if deemed necessary.
(i) The Executive Committee shall formulate rules for the control and conduct of shooting as and when necessary and such rules shall be governed by the rules of Archery GB wherever they can be applied.
(j) Associate members, Juvenile members and Junior members shall not be eligible for election to the Executive Committee.
Annual General Meeting and Extraordinary General Meetings.
5. (a) Initial notice of an Annual General Meeting shall be sent to all Club Members at least 4 weeks before the date set for the Annual General Meeting. At least 1 week before the date of the Annual General Meeting the Hon. Secretary shall serve written notice to all members, together with the Agenda, Statement of Accounts, and proposals for amendment of the Constitution rules, and nominations for election to the Executive Committee.
(b) Proposals to be included in the Annual General Meeting agenda must be submitted to the Hon. Secretary at least two weeks before the date for an Annual General Meeting, in order to be included in the Agenda.
(c) Notice of an Extraordinary General Meeting, when called for by the Executive committee or by one fifth of the members, shall be notified to all members, in writing, by the Hon. Secretary, at least two weeks before the date of the meeting. Agenda and proposals shall be included with this notification.
(d) At the Annual General Meeting and any Extraordinary General Meeting, all Members shall be allowed to vote except Juvenile Members and Associate Members. At such meetings the Club Chairman, whether presiding or not, shall have only a casting vote.
(e) At an Annual General Meeting or an Extraordinary General Meeting, a quorum shall be constituted by one third of the Club Members eligible to vote.
(f) At each Annual General Meeting, an Auditor shall be appointed, and shall audit the accounts of the Club for the current year. An Auditor may be a Club Member, but not a member of the Executive Committee.
(g) Only business notified for inclusion in the Agenda shall be decided at an Annual General Meeting or an Extraordinary General Meeting.
(h) The Constitution and Rules of the Club shall only be altered or amended at the Annual General Meeting or at an Extraordinary General Meeting.
6. (a) The Financial Year of the Club shall run from 1st September to 31st August.
(b) The Hon. Treasurer shall prepare a Statement of Accounts for the year for each Annual General Meeting that has been inspected by the Executive Committee and the appointed auditor.
7. (a) All members as defined in clause 3(a), other than Honorary Members, shall pay an annual subscription to the Club at rates determined at each Annual General Meeting.
(b) Fees for Student members to be determined at each Annual General Meeting. In the event of a Student member not already being an Archery GB member the current affiliation fee will also be levied.
(c) The annual subscription shall be due on 1st September. Any member not having paid by the last day of that month will not be permitted to shoot until the full subscription has been paid.
(d) Club Members may invite other archers to shoot with the Club for a fee to be decided by the Executive Committee and for no more than three visits in any one year. Proof of Archery GB membership will be required.
(e) Club Members will be allowed to shoot Recurve bows, Compound bows, Longbows or Traditional bows.
(f) The use of crossbows will not be accepted in the Club.
(g) The use of all-carbon arrow shafts shall not be permitted on the Club field.
8. (a) The Club Challenge Trophies shall be awarded to be held by the winner for a period of one year, and shall be returned in good order to the Chairman for engraving, by the date specified by the Executive Committee.
(b) Members shooting Compound bows will be able to shoot in Club competitions, but they will not be eligible to win Club Recurve Trophies, except Handicaps and those specified for Compound bows. Longbows and Traditional bows will be able to compete for Recurve Trophies.
(c) Traditional bows and Longbows will be shot with wooden arrows in competitions.
(d) Associate members shall be eligible to win awards in the Club competitions.
(e) The date of the Club Championships shall be decided by the Executive Committee when drawing up the programme for the year.
9. (a) Beginners shall have completed a Beginners Course meeting the requirements of Archery GB. On successful completion of the course Club membership may be offered. Before membership is offered the advice of the Coaches will be sought.
(b) Any person with previous archery experience applying for membership to the Club, and currently a member of another archery club, shall be invited to shoot with the Club before membership is offered.
10. (a) The Bowyer shall be responsible for the upkeep of the Club equipment, but all members shall be expected to look after Club property at all times.
(b) All members using equipment left at the Butts shall return the equipment to its storage place and replace all protective covering.
11. (a) Any decision to close the Club must be taken at a general meeting. All equipment shall be sold and all monies left after settlement of debts and liabilities shall be disposed of as decided by the Club at a General Meeting.