Beginners Application Form
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‘Constitution’ Info
St. Leonards Church
The Church is a fine Grade I Listed Building with distinctive building periods dating from 1120 and 1412, but substantially from 1524 when the original structure was radically extended by Sir Richard Assheton, the then
Lord of the Manor.
The Church contains an early 16th Century stained glass window commemorating the safe return of a body of archers from Middleton who, under the command of Sir Richard Assheton, were instrumental in securing a victory for the English King at the Battle of Flodden Field.
Constitution
Adopted 3rd December 2008
CLUB NAME
1.1. The club shall be called Assheton Bowmen, hereafter referred to as the ‘Club’.
The Club, and all its shooting members, shall be affiliated to the Grand National Archery Society. (GNAS) AKA Archery GB
(Registration # BD 853), and all relevant county and regional associations.
The Club shall be a non-profit making organisation.
The postal address of the Club shall be that of the Secretary.
The Club shall be run on behalf of its members by a duly elected Committee. (See 10.1)
The Club qualifies for Community Amateur Sports Status. (CASC – Registration Number – 00115. )
- 2. Aims and Objectives
2.1 To offer coaching, participation and competitive opportunities in archery to all types of members. (See Clause 9).
2.2 To run beginners courses to promote novices into archery and membership.
2.3 The objects of the Club shall be to promote the enjoyment of archery in all its forms, other than bow-hunting and crossbow shooting, and to be involved in fund-raising for charity.
2.4 To promote membership or bring archery to the wider community.
2.5 To manage our Clubhouse and grounds for the benefit & safe enjoyment of members, their friends and visitors, and to organise and hold social events as appropriate.
2.6 To maintain a duty of care.
2.7 To provide all its services in a way that is fair to all of the membership both present and future.
2.8 To raise funds and fees for the running, management and objectives of the Club.
2.9 To invest such monies of the Club, not required for its immediate objectives, in a savings account or other investment as thought fit by the committee.
3 Dissolution
3.1 Upon Dissolution of the Club, the net assets of the Club will be transferred to another Community Amateur Sports Club (C.A.S.C.) or the Grand National Archery Association for use in related community sport, or appropriate historical society.
4 Restrictions and Limits
4.1 Nothing will be included in this constitution which shall conflict with that of the G.N.A.S. rules
4.2 The Grand National Archery Society (G.N.A.S.) rules of shooting shall be accepted by all members
4.3 All rules and regulations regarding the G.N.A.S. Child Protection Policy must be adhered to.
4.4 In raising funds for its objectives the Club may undertake future trading activities.
4.5 The income and property of the Club shall be used only to promote the objectives of the Club as per Clause 2
5 Meetings
5.1 An Annual General Meeting (AGM) will be held on the first Wednesday of December each year using the following agenda:-
- Apologies for absence.
- Minutes of last AGM.
- Matters arising from previous minutes.
- Chairman’s report.
- Secretaries report.
- Treasurer’s report.
- Records officer’s report.
- Beginner’s Courses Officer’s report
- Tournament Organiser’s report
- Proposals from members.
- Election of Committee members.
- Committee election –
- Chairman.
- Secretary.
- Treasurer.
- Records Officer
- Tournament Organiser
- Two committee members.
- Election of auditor for following year.
- AOB.
- Date of next AGM.
5.2 Notice of General Meetings will be posted either on the Club notice board or mailed to all members giving at least 14 days notice of the declared AGM date. This notice also to be placed on the website.
5.3 Any member may submit a proposal or item to be discussed at the AGM, in writing to the Chairman, at least
10 days prior to the AGM.
5.4 All proposals, and agenda, to be posted on the club notice board and website 10 days in advance of the AGM or SGM. This to enable the membership to be fully informed appropriately in advance of such AGM or SGM.
5.5 Committee Meetings will be held on the first Wednesday of each month at the Club, except in circumstances which relate to Clause 5.10, or a scheduled shooting event takes priority.
A minimum of four committee members must be present to hold a Committee Meeting.
5.6 Special General Meetings (SGM) may only be requested by any voting member.
5.7 Members wishing to move a proposition designed to either alter or amend the constitution, or any matter which may affect the Club in general, shall submit the said proposal, in writing, to the Chairman or Secretary not less than
10 days before the General Meeting at which they wish it to be discussed.
5.8 Members’ Meetings can be called as and when required by any member as long as there is a minimum 10 members present, or may be called by any one committee member where some business needs urgent attention.
5.9 Members Meetings (not Special General) may be called by any voting member allowing 30 minutes notice and the following applies-namely -
At all meetings of the Club the following shall be in force (excluding Committee Meetings):-
i) 10 members shall form a quorum which will include a minimum of 3 committee members.
ii) All members, both senior and junior, shall have the right to voice their opinions.
iii) Each senior member shall be entitled to one vote. The Chairman shall, if required, be entitled to cast an additional deciding vote.
iv) An SGM.may be called either at the request of the committee or by 10 members. Not less than 14 days notice shall be given to Club members.
v) No member is to be excluded from any Members or General meeting.
vi) All meetings must be minuted and minutes made available for all members to read.
5.10 A Five Minute Meeting may be called by any voting member, giving five minutes notice, to discuss or resolve any one or more immediate topic(s). The meeting resolution must be advised to the Committee for ratification or rejection. Proceedings do not need minuting.
5.11 Special Meetings (Disciplinary)- where Clause 11.1 applies.
5.12 All official meetings must be held within the Clubhouse where the membership may hear what business is being transacted.
5.13 Any meetings held away from the Clubhouse (say for convenience) must have results of such meeting submitted to Committee or General Meeting for ratification.
6 Constitution
6.1 The constitution of the Club shall not be altered or amended except at the Annual General Meeting of the Club or at a subsequent Special General Meeting.
6.2 The constitution to be displayed on our website, and changes to it updated there as they occur.
7 Child Protection
Child protection is enshrined in our Child Protection Policy available for inspection upon request, and by the Child Protection Act Regulations and Rules in Section 7 of the Members Handbook. (Copy filed next to computer printer).
8 Liability and Insurance
8.1 The Club accepts no responsibility or liability for any loss or damage to either equipment or personal belongings of members. Membership of the Club does not imply any liability for any loss or injury to members whilst engaged in the Club’s activities. The Club shall not be held responsible for any claim at common law resulting from any damage or injury caused or suffered by any members.
8.2 The Club will hold insurances covering –
8.2.1 Facility and contents
8.2.2 Public Liability
8.2.3 Coaches professional Indemnity Must contact GNAS for PL confirmation.
8.3 Those covered for shooting by our insurance include visiting archers being GNAS members under the conditions of Clause 13, beginners under instruction, and non GNAS members categorised within the GNAS Shooting Administrative Procedures Section 1, Public Liability Insurance- which states: -
8.4
Those insured –
The policy indemnifies the Society, its Employees, Members, Volunteers, County & Regional Associations and Clubs affiliated to the Society and their Members.
Beginners prior to becoming members of the Society for a maximum of their first six lessons.
Members of the Association for Archery in Schools and their pupils and staff (who do not need to be members of GNAS). This cover only applies where the schools’ own PLI cover is ineffective, for example where the activity is excluded or where cover relates to ‘normal’ school hours.
Members of the British Longbow Society while shooting on a GNAS ground and participating in traditional Longbow events.
Members of the public participating at official ‘Have-a-Go’s’ supervised by adult members of GNAS.
‘Member to Member’ cover is included as is an ‘Indemnity to Principle’ clause.
9 Membership
9.1 The Membership shall consist of officers and members of the Club.
9.2 All members will be subject to Club regulations, constitution, rules and codes of conduct.
9.3 Club members will be deemed to accept all club regulations, constitution, rules and codes of conduct.
9.4 Each Member will be enrolled in one of the following categories
- Full/Senior – Age 18 and over.
- Associate – Age 18 and over, but meeting Clause 12.4.
An experienced archer or member of another Club, wishing to apply for Associate membership, must offer proof of their experience either by a current G.N.A.S. card or a letter to this effect from their previous Clubs’ Secretary or coach. (This will be checked by telephone.) - Junior – Age 17 and under and aged 8 and above .
- Honorary – As appointed and elected by the committee.
- Social / Parent/Guardian – An elected friend or Registered Parent/Guardian of a Junior member of the Club, but not being a shooting member.
9.5 Only Full /Senior and Associated members will have votes at General Meetings
9.6 Membership of the Club after a beginner’s course will be based on the recommendation(s) of the coach(es) concerned. The Club reserves the right to refuse admission to membership of the Club to any individual.
9.7 Completion of a beginner’s course shall not be implied or construed to mean the individuals automatic right to be a member of the Club.
9.8 Membership to the Club shall be open to anyone, including those with a disability, who wish to participate in the sport of archery, providing their disability does not present any danger whatsoever to either themselves or to any other Club member.
9.9 Visiting archers wishing to use the facilities of the Club and/or shooting range must comply with Clause 13.
9.10 Any member may end their membership, at any time, by submitting a letter of resignation to the Secretary. At that time they must also return their door key before their membership is deemed to have ended. Only at that time will they no longer be bound by Club Rules and Constitution.
10 Club Officers
10.1 The committee officers are responsible for the management of the Clubs affairs. They are :-
- Chairman
- Secretary
- Treasurer
- Four ordinary committee members. (This may only change at a General meeting)
- These may including:-
- Records Officer
- Tournament Organiser
10.2 All officers are re-elected at the AGM.
10.3 Elected officers are mandated to hold and retain office for one year only after which they must offer themselves for re-election at the AGM or resign their office.
10.4 Anyone who has held good and reliable membership at the Club for two years may put forward their name for election to the committee, to the Chairman or Secretary, and do so in writing at least 14 days of the AGM, who will then list this as a proposal for voting upon at the AGM. Juniors may not serve in any official capacity although they may make known their ideas and comments at all meetings. Nominations will close 14 days before the AGM.
10.5 Only existing full/Senior members may stand for office following a two year membership.
10.6 Additional Club officers may be appointed by the committee to include :-
- Child Protection officer / Junior coordinator
- Records officer (Committee member)
– to maintain scores and grades of all shooting members
– to liaise with league organisations and communicate shoot results and in so doing liaise with the Secretary - Lead coach and assistant coaches – Each must have current GNAS coaching qualifications
- Tournament officer. (Committee member)
- Field officer.
- Equipment officer.
- Match officer.
- Social secretary.
- Beginner’s Courses Officer.
10.7 The committee may appoint such officer, at any time, as the need arises, or nominate alternative members on a temporary basis.
10.8 The committee may co-opt other members, or appoint sub committees, for specific tasks necessary for the good management of the Club’s affairs. These may include insurance matters, coaching, outreach, developments, etc.
11 Discipline and appeals
11.1 If any member is accused of conduct which makes it undesirable that they remain a member of the Club, or that they bring the Club into disrepute, then a special meeting giving all the members not less than 14 days notice shall be called, at which the members in attendance will be presented with the facts and asked to vote by secret ballot on what action is to be taken. The member in question will be asked to attend; should they refuse the meeting will go ahead regardless. (See 5.8)
11.2 It is the responsibility of all members to ensure that the constitution and rules of the Club are adhered to by all and that the Club be kept in a clean and tidy fashion at all times. Continued failure by a member or group of members to abide by these rules may result in their shooting privileges being withdrawn for an unspecified period of time, and should it persist, may lead to the invoking of Clause 11.1.
11.3 Any appeal against disciplinary action must be presented at the special meeting. (The committee’s decision must remain final) – We need to confirm this against GNAS rules
11.4 The final decision will be notified to the individual in writing by the secretary or chairman.
The following extracted from the Club Rules –
11.5 Rule 1 - Stealing from the Club or its members will not be tolerated and will lead to the instant withdrawal of membership.
11.6 Rule 2 - Deliberate cheating at scoring will lead to a sequence of warnings, disciplinary actions, and if unresolved, ultimate dismissal from the Club and the person’s name being forwarded to G.N.A.S. for further disciplinary action. This may invoke Clause 11.7.
11.7 Rule 3 - Bringing the name of the Club into disrepute by deed or action may incur such penalties as the committee see fit, depending upon the severity of the case.
11.8 Rule 6 - Any person causing deliberate damage to any part of the Club or its equipment shall be liable, at law, to pay for such damage to be repaired or equipment replaced.
11.9 Rule 12 - Any member expelled from the Club will not be entitled to any form of refund of their Club fees.
11.10 When any individual’s membership is revoked they must surrender their Club door key to the Secretary or another member of the Committee.
12 Application for Membership and FITA Award Scheme.
12.1 All non junior potential members must make an application for membership in writing to the secretary, and complete our application form.
12.2 All potential junior members must have their parent or guardian complete the junior application form completing all the details within it.
12.3 All members shall agree to accept and abide by the jurisdiction of the Club and shall conform to such conditions, shooting rules and regulations as may be laid down and determined from time to time.
12.4 New members are required to complete the first three levels of the FITA award scheme, and expected to complete all five levels. This is mandatory for beginners joining the club, and conditional on the chief coach for the qualification of these new archers.
12.5 Qualification for a clubhouse key:-
All new members must have completed subsection 12.4 and must attend the Club for a minimum of 20 visits. These visits must be on official Club shooting days. After this a meeting will be held at which members will be asked to vote on that person’s acceptance. There must be at least 75% of those present in favour. If declined they will be informed by letter and the remainder of their subs repaid to them. If accepted as a full member that person will be given a key to the building. Misuse of this privilege may result, at the discretion of the Committee, in the withdrawing of the member’s key for an unspecified period of time.
12.6 Visiting archers may apply for immediate membership provided they meet the conditions of
Clause 13.1, also provide proof of membership from a previous Club, or having successfully completed a recognised GNAS beginners’ course at another Club or coaching centre.
These new members will still be bound by Clause 12.4. (12.5 to replace old Clause 21)
13 Visitors
13.1 Visiting archers wishing to use the facilities of the Club and/or shooting range must be full members of G.N.A.S. or F.I.T.A. and offer proof of this upon request. They must mark “Visitor” by their name in the signing in book. A separate visitors shooting fee of £4:00 shall be payable before commencing to shoot. These enclosed in an envelop, marked with visitor’s name, then placed into the white cash receipts box beside the Gents toilet door. There will be no limit to the number of visits allowed.
13.2 Club members may bring a guest to the Club as often as they wish providing the following are adhered to:
- The guest must sign in with the other members.
- The guest is covered by Clause 12.1
- If the guest is not covered by Clause 12.1, then they will be permitted to shoot with beginners’ equipment only, under the guidance and tuition of one of the Club coaches, or experienced archer, if organised prior to their visit.
14 Finances and fees due
14.1 The treasurer is responsible for maintaining the accounts of the Club and banking of monies.
14.2 The accounts will be audited by one or two selected members of the Club.
The Treasurer will then present them at the AGM.
14.3 Club membership fees and range shooting fees will be set at the AGM.
In certain circumstances these may be altered through an SGM.
14.4 Membership and range fees will be displayed in the Clubhouse at the back of the Signing Diary.
14.5 All membership fees must be paid before September 15th. If such fees from existing members become overdue after 1st October then that membership is deemed to have lapsed. At this juncture Clause 9.10 applies.
14.6 Any monies owing may be handed, at the earliest opportunity, to the Treasurer, or placed in the envelopes then posted in the white “Fees” box next to the gent’s toilet.
14.7 A bank account shall be maintained in the name of the Club and all cheques and orders withdrawing money from the account shall be signed for by any two of the Treasurer or Secretary, the Chairman, or other elected committee member..
14.8 All monies and. sums received on behalf of the Club shall remain the property of the Club and there will be no distribution of such funds amongst members.
14.9 Where individuals experience financial difficulties they may request to meet privately with the committee which will have the absolute discretion to waive, reduce, delay, or cancel due monies for any period, or refuse an appeal.
14.10 For information –
When a new member joins the Club any month after September, the following “fees due” general rule will apply:-
- Membership fees are payable in two parts -
Fees to cover that member’s affiliation registration and -
A fee to allow that member to enjoy the full facilities of the Club. - GNAS/affiliation membership fees are due to be collected by the Club then forwarded to Lancashire annually.
- New senior & junior members are due to pay their full Club fees when joining in September.
- Club fees due in months of joining after September reduce on a pro-rata scale up to April.
- In May GNAS offer 4 months free GNAS and Lancashire membership but do collect their fees for their following new year starting September.
- The Club thus collects advance GNAS fees from members joining in the months May to August.
- The Club doesn’t offer free monthly advance Club membership, therefore will collect the Club portion of its fees in the months May to August to cover the whole following years fees plus pro-rata portions for those advance months.
15 Club calendar
The timeline of the club’s financial year is:-
- 1. The financial year shall run from October 1st to September 30th.
- 2. The membership year shall also run from October 1st to September 30th.
- 3. Books will be closed on 31st October (1 month before the AGM ).
- 4. The AGM.will be held at the beginning of December each year when the Treasurer’s report is delivered.
15.1 Our presentation evening will normally be held December or January each year where all the appropriate certificates and trophies will be presented.
15.2 The Club’s shooting calendar (and some “away” shoots) will be displayed on a Club whiteboards in the lounge.
These will also be accessible in the Club’s website at WWW.ASSHETONBOWMEN.CO.UK
16 Club attendances and shooting
16.1 All members must sign in before the commencement of shooting.
16.2 On all outdoor trophy shoots G.N.A.S. dress regulations or Club colours will be in force. Club colours of red and black are requested for special Club occasions
16.3 To enter a trophy shoot members must be in possession of the relevant handicap, be it an indoor or outdoor shoot.
Non handicapped shooters may participate but their score will not be counted in the final results
16.4 The Outdoor Club Championship will consist of a Western, Albion and a York/Hereford. The Club Champion will be the archer with the highest combined score in each bow style and gender. There will be no separate awards for juniors as there are too many categories however achievements will be acknowledged at the annual presentation evening.
16.5 Any member has the right to propose a novelty shoot for the Club or any other social activity. Decisions will be taken by the members and acted upon accordingly.
16.6 There is no penalty for non attendance during the membership year.
16.7 Official club outdoor shoots will be held on Saturdays but with the option to use Sundays when Saturday’s weather is too inclement. Sundays are otherwise ordinary practice days. This for a one year trial.
17 Rules of Junior shooting
17.1 No junior may be allowed to shoot unsupervised.
17.2 No junior or new member may be allowed to shoot on the outside range unless they are sanctioned by their coach or received instruction on the safe handling of field equipment.
17.3 When a Junior attends a beginners course a Parent or Guardian must also attend the same course.
A junior may attend the beginners course when still aged 8 provided their 9th birthday falls within six weeks following the course end date.
17.4 When a Junior joins the club then a Parent or Guardian must also join.
17.5 Subsections 17.3 & 17.43 are void as long as the parent or guardian are already club members and remain so.
18 Club Rules
18.1 Rule additions or alterations may be proposed by the Committee from time to time in the interest of safety, security and Duty of Care, subject only to the requirement that these Rule changes shall be ratified by the members in an SGM in due course.
18.2 No alteration shall be made to these Rules that would have the effect of putting them into conflict with the Constitution of GNAS, or of the Regional or County bodies which the Club is affiliated to.
19 Records
The Record Officer will be responsible for the following and in so doing will liaise with the Secretary:-
See ‘Notes for Club Secretaries’ page 29 Section 16.
19.1 The Club shall maintain and publish records of the highest scores shot in each branch of the sport as defined in the GNAS Rules of Shooting, by any person, while that person remains a member of the Club.
19.2 Scores achieved by members shall be forwarded to the Lancashire County Association from time to time as necessary in accordance with their requirements.
19.3 GNAS grades and shooting ratings will be displayed on one of the whiteboards in the lounge, or in an official reference manual available for inspection.
19.4 Members’ outdoor shooting grades will similarly be displayed in the Clubhouse as each member progresses through the shooting year. Members’ outdoor shooting grades and ratings restart on 1st January each year.
19.5 Members’ indoor shooting grades will similarly be displayed in the Clubhouse as each member progresses through the shooting year. Members’ indoor shooting grades and ratings restart on 1st July to 30th June the following year.
20 Notices, registers and diaries – for information –
The following are available to all members, within the Clubhouse, to inspect at any time:-
20.1 Signing Diary – just inside the front door.
20.2 Minutes of all meetings – in the grey “Minutes” binder beside the PC in the lounge.
20.3 Indoor and outdoor records, Accreditations & cuttings, Classification tables – in binders filed under the TV.
20.4 Various archery magazines & videos – also under the TV.
20.5 GNAS Rules of Shooting.
20.6 An Accident / Incident Record Book.
21 Equity Policy
21.1 All members must behave in an impartial, civil and fair manner towards all other members.
21.2 All members should accord courtesy and encouragement to all other members, especially junior and new members.
21.3 All experienced shooting members are encouraged to provide help, advice and guidance to less experienced archers, and assist them with any questions or problems they experience.
21.4 No member, or group of members, must exhibit any aggression, antagonism or vindictiveness to any other member.
21.5 No member must spread or engage in uttering any potentially or actual slanderous, malicious comments, rumours, or lies regarding another member.
21.6 Communication between all members, and with the Committee, is a cornerstone of the Club’s wellbeing and activities to enhance the enjoyment of Club activities by all.
21.7 No one may be obstructive, disruptive, act unsafely, or deliberately hinder general club activities.
21.8 Any member found to be in breach of these Equity principles may be subject to disciplinary procedures as defined by Clause 11.
21.9 The Club will strive to ensure the principles of Natural Justice will be followed and propagated.