Constitution.

1. NAME

The name of the club shall be “South East Archers”, hereinafter called ‘the club’.

 

2A. OBJECTS

The club is established to promote archery through demonstrations, tuition and

participation in adherence with our club philosophy, principles and policies.

 

2B. SUBSIDIARY OBJECTS

In furtherance, exclusively of the foregoing main object, the club shall have the following

subsidiary objects:

 

• To offer coaching and competitive opportunities in Archery.

• To promote the club within the local community and Archery Ireland

• To manage any facilities that are rented or run.

• 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.

 

3. CLUB MEMBERSHIP

a) Membership is open to all people in good standing, who in the

opinion of the committee are suitable and which have completed a beginners course or

otherwise demonstrated  their competence

b) All members must receive fair and equal treatment.

c) Club membership consists of the officers and ordinary members of the club.

d) All members must join Archery Ireland and obey its rules.

e) A condition of membership is the willingness to participate in club working parties.

f) All adult members must submit to Garda vetting.

g) All members shall abide by the constitution, and also by such rules as the committee

may make for the running of the club.  Joining the club will be deemed as acceptance of

these rules and codes of practice.

h) All members shall have access to a copy of this constitution, and a copy of the club

rules and policies.

i) Associate membership may be granted to persons who in the opinion of the

committee can assist the Club in reaching its objectives. They may attend meetings by

invitation but have no vote.

j) The Committee shall be empowered to confer Honorary or Lifetime Membership on

those considered deserving of such recognition.

k) Membership of the Club for new members shall be ratified by the Management

Committee at the next available Management Committee meeting. Any person refused

membership shall have their subscription refunded.

 

4A. CLUB OFFICERS

Amongst the positions for officers of the club that may be filled are:

 

• Chair/President *

• Vice Chair/Vice President

• Secretary*

• Treasurer*

• Children’s Officer**

• Public Relation’s Officer**

• Designated Liaison Person**

• Director of Shooting*

• Vetting Officer

• Coaching Co-Ordinator

• Club Welfare/Health and safety Officer

• Equipment Officer

• Any other relevant position

 

*Starred positions are compulsory under Archery Ireland Rules

**double star requires specific training

 

4B. MANAGEMENT COMMITTEE

a) The Club will be managed through the Management Committee.

b) The Management Committee shall consist of:-

1. The Chairman.

2. The Secretary.

3. The Treasurer.

 

All the Officers of the club, including those not on the Management Committee, combined

will constitute the Full Committee.

 

c) All Management Committee members are required to attend the club at least three

times a year. Those who fail to fulfil this requirement may be the subject of disciplinary

proceedings at the discretion of the Management Committee.

 

d) The Management Committee shall meet at its discretion, convened by the Secretary,

and must meet at least four times annually.

 

e) The Management Committee will be responsible for adopting new policy, codes of

practice and rules that affect the organisation of the club.

 

f) The Management Committee will be responsible for disciplinary hearings of members

who infringe the club rules/regulations/constitution.

 

g) The Management Committee will have powers to appoint sub-committees as necessary

and appoint advisers to the Management Committee as necessary to fulfil its business.

 

h) The Management Committee may call meetings of the Full Committee at its discretion

or request individual officers to attend Management Committee meetings as needed.

 

i) Additional meetings of the Management Committee may be called by any of the club

officers at the request of any member.

j) The Chairman of the Club shall be an ex-officio member of any sub-committees set up

by the Club.

 

k) The Management Committee may add Officer positions at its’ discretion.

 

5. MEETINGS

a) Minutes of all meetings, both Committee and General Meetings, shall be made and

retained by the Secretary to be read and agreed at the next meeting of that type.

In order for Management Committee meetings to be considered quorate they must be

attended by a minimum of  two-thirds of  the Committee members.

All Officers of the Management Committee will have the right to vote at its meetings.

 

b) The Management Committee shall convene one Annual General Meeting (AGM) of all

members within each calendar year at a place and time which in their opinion is most

acceptable to the general membership. The AGM should be held before the end of

October each year. The Management Committee shall inform all its members of the date

and venue of the Annual General Meeting at least one month before the meeting.

The quorum for an AGM, or Extraordinary General Meeting (EGM), is one quarter of the

total membership.

 

c) Nominations for posts on the Management Committee must be received by the

Secretary at least two weeks before the Annual General Meeting. The nominee will signify their

agreement to stand and must be proposed and seconded by other voting members.

 

d) Resolutions on any matter pertaining to the club for consideration by the Annual

General Meeting, shall be in writing and received two weeks before the meeting.

 

e) Decisions are decided by majority voting. The Chairman will have the deciding vote

in addition to his normal vote in the event of a tie at all meetings (committee, AGM, EGM).

 

f) The purpose of the Annual General Meeting shall be to review the activities and

performance of the Club over the previous year, to elect a new Management Committee

and appoint club officers, to hear any resolutions that have been tabled, to set the

membership fees for the year ahead and to conduct any other business that arises.

As part of the review of activities the AGM will receive a report from all officers of the

Management Committee and a statement of the audited accounts for approval.

 

g) The new Management Committee takes office after the end of the AGM, or its’

accompanying EGM. It is expected that out-going officers will remain at the disposal of the

new Management Committee for a period of a month to facilitate the change-over.

Ordinarily a meeting of the in-coming and out-going Full Committees should take place

within a week of the AGM for the same purpose.

 

h) Changes to the Constitution can only be effected at an Annual General Meeting or

Extraordinary General Meeting and then only by two thirds majority of the attending voting

members. See paragraph 15.

 

i) An Extraordinary General Meeting can be called for by the members on submission

of a notice of agenda to the Secretary which has been signed by at least one third of the

members. The meeting to be called by the Management Committee within three weeks of

receipt of notice.

The Management Committee has the right to call Extraordinary General Meetings (EGMs)

outside of the AGM. Procedures for EGMs will be the same as for the AGM. The single

exception to period of notification for an EGM shall be an EGM called for immediately after

an AGM, during that AGM.

 

j) At any Annual General Meeting or Extraordinary General Meeting, members may submit

signed proxy votes in writing to the Secretary at least five days before the meeting. No proxy votes

shall be accepted verbally at or before the meeting. Members may withdraw their proxy vote and

vote in person or abstain by personally informing the Secretary prior to the meeting being called to order.

 

 

6. ELECTIONS

All elections within the Club will be decided by majority vote and each candidate will

require one nominator and one seconder. All adult (over 18) members are entitled to vote.

Officers of the Management Committee are elected annually to a maximum of three

consecutive years. In the event an Officer of the Management Committee has to stand

aside a replacement needs to be ratified by a prompt EGM. The other Officer positions will

normally be appointed annually at the AGM, except to cater for unforeseen circumstances

where a replacement officer will be appointed when required.

 

7. ANNUAL SUBSCRIPTIONS

An annual subscription shall be required of all full members. The amount to be agreed

at each annual general meeting. Annual membership begins on the first of January.

Members who are more than one month in arrears with their subscriptions shall cease to

be a member.

 

8. FINANCE

a) All club monies will be banked in an account held in the name of the club.

b) The Club Treasurer will be responsible for the finances of the club.

c) The financial year of the club will end on 31st of October.

d) A statement of annual accounts will be presented by the Treasurer at the AGM.

e) The AGM- approved statement of annual accounts will be sent to the treasurer of Archery

Ireland each year.* *(This is a requirement of Archery Ireland)

f) Any cheques drawn against club funds should hold the signatures of two officers of the

Management Committee.

g) Note Article 17.

 

9. GRANT AID FUNDING- AUTHORITY FOR THE COMMITTEE TO AUTHORISE BORROWING 

• A unanimous decision of a quorum of the committee has the authority to authorise the

borrowing of funding to service approved grant aid only.

• The said quorum shall be responsible to ensure that the repayments are made for any

loans authorised by the signees of said loans.

 

10. SAFEGUARDING CHILDREN

 Every individual in the club/organisation should, at all times, show respect and

understanding for the rights, safety and welfare of children, and conduct themselves in a

way that reflects the principles of the organisation and the guidelines provided by our

governing body and contained in the Code of Ethics and Good Practice for Children’s

 Sport.

 

11. EQUITY POLICY STATEMENT

This club is committed to ensuring that equity is incorporated across all aspects of its

development. In doing so it acknowledges and adopts the following definition of sports

equity:

• The club respects the rights, dignity and worth of every person and will treat everyone

equally within the context of their sport, regardless of age, ability, gender, race, ethnicity,

religious belief, sexuality or social/economic status.

• The club is committed to everyone having the right to enjoy their sport in a healthy

environment.

 

12. SAFETY

All courtesy and safety rules shall apply in accordance with Archery Ireland and World

Archery rules. Any member who breaks these rules may be disciplined or expelled from

the club.

 

13. DISCIPLINE AND APPEALS

a) 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 club’s safeguarding children and young people policy and procedures.

The clubs Designated Liaison Person is the lead contact for all members in the event of

any safeguarding concerns.

 

b) Any allegations of criminal offences will be reported to, and dealt with by, the

appropriate authorities.

 

c) Any member may bring a disciplinary matter to the attention of the Management

Committee. All complaints regarding the behaviour of members should be presented and

submitted in writing to the Secretary who will notify the other party of the complaint.

 

d) The Management Committee will meet to hear complaints within 10 days of a complaint

being lodged. In the case of a conflict of interest a Committee member may be temporarily

replaced by another senior officer of the club appointed by agreement between the

remaining Management Committee members.

 

e) The Management Committee shall put any accusation to the member and shall offer the

member full and reasonable opportunity to put forward his or her case, bring witnesses

and if they wish be represented at a Committee meeting. The Committee members, the

member concerned and any witnesses shall treat all such Committee proceedings as

confidential. If a member does not wish to attend a Committee meeting or refuses to

do so then the Committee may decide the matter in their absence.

 

f) The Management Committee has the power to decide the appropriate disciplinary

action and shall be able to suspend, ask to resign or dismiss any member who in their

opinion has misconducted themselves or has brought the Club or the Sport into disrepute.

 

g) The outcome of a disciplinary hearing should be notified in writing to the person who

lodged the complaint and the member against whom the complaint was made within 3

days of the hearing.

 

h) Any member expelled, suspended or asked to resign shall have the right of appeal to an

Extraordinary General Meeting called for the purpose.  Voting is by simple majority.

 

14. DISSOLUTION OF THE CLUB

A resolution to dissolve the club can only be passed at an AGM or EGM through a majority

vote of the membership. If upon the winding up or dissolution of the club there remains,

after the satisfaction of all its debts and liabilities, any property whatsoever, it shall not be

paid or distributed among members of the club. Instead, such property shall be given or

transferred to some other institution or institutions having main objects similar to the main

objects of the club. The institution or institutions to which the property is to be given or

transferred shall prohibit the distribution of its or their income and property among its or

their members to an extent at least as great as is imposed on the club under or by virtue of

Clause 16 (income and property clause) hereof. Members of the club shall select the relevant

institution or institutions at or before the time of dissolution, and if and so far as effect

cannot be given to such provisions, then the property shall be given or transferred to some

charitable object.

 

15. AMENDMENTS TO THE CONSTITUTION

The constitution will only be changed through agreement by majority vote at an AGM or

EGM. No addition, alteration or amendment shall be made to the provisions of this

Constitution for the time being in force unless the same shall have been previously

approved in writing by the revenue commissioners.

 

16. INCOME AND PROPERTY

The income and property of the club shall be applied solely towards the promotion

of its main object(s) as set forth in the Constitution. No portion of the clubs income

and property shall be paid or transferred directly or indirectly by way of dividend, bonus or

otherwise howsoever by way of profit, to the members of the club. No Officer shall

be appointed to any office of the club paid by salary or fees, or receive any

remuneration or other benefit in money or money’s worth from the club.

 

However, nothing shall prevent any payment in good faith by the club of:

 

  • Reasonable and proper remuneration to any member, Officer or servant of the

club (not being an officer) for any services rendered to the club;

  • Interest at a rate not exceeding 5% per annum on money lent by Officers or other

members of the club to the club;

  • Reasonable and proper rent for the premises demised and let by any member of the

club (including an Officer) to the club;

  • reasonable and proper out-of–pocket expenses incurred by any Officer in
  • connection with their attendance to any matter affecting the club;
  • Fees, remuneration or other benefit in money or money’s worth to any Company of
  • which an Officer may be a member holding not more than one hundredth part of the issued capital of such company.

 

17. KEEPING OF ACCOUNTS

Annual accounts shall be kept and made available to the Revenue Commissioners on request.

 

ADOPTED ON :_4th December 2013____________________________

 

 

—————————— END ——————————

 

APPENDIX:

 

Document defining the Duties of Officers

 

Chairperson

 

Responsibilities:

 

The Chairperson is responsible for the ultimate achievement of the strategic ambitions of the club as well as the overall management of its operational activities.

·         Chair meetings and act as senior club officer, by making decisions whenever the  need arises, in consultation with other club officers when appropriate.

·         Attend meetings in a neutral and uncommitted capacity and enable the group to     have a meaningful discussion with a neutral person in the chair.

·         Provide direction for the club by effective leadership and management.

·         Monitor and evaluate the progress of agreed actions- both short term and strategic.

·         Ensure that succession and forward planning are integral and on-going in the club.

·          Constitute any special working groups and ensure their activities are reported to the    executive.

·         Manage the other club officers to ensure the delivery of their responsibilities

·         Ensure that the club structure and responsibilities are transparent and available to the membership.

·         The chair must work in close liaison with the management committee, club secretary and treasurer.

·         Act as mediator in the event that disagreements arise between sub committees or members.

·         Ensure the safety statement is reviewed regularly and its operation monitored.

·         To be the central person involved with the strategic planning of the club and monitor the plans progress through the year.

 

Treasurer

Chief financial manager of the club – maintains the integrity and accurate recording of the clubs financial position.

He/she will

·         Be responsible for the management of the club finances in accordance with the decisions of the management committee.

·         Recommend actions on financial matters to the committee.

·         Collect subscriptions and all money due to the club on a nightly and on-going basis.

·         Pay bills on behalf of the club and keep record of the transactions.

·         Keep up to date records of all financial transactions.

·         Ensure all cash and cheques are promptly lodged to clubs accounts.

·         Prepare and present accounts for the end of year report.

·         Financial Planning, including producing an annual budget and monitoring it.

·         Ensure club pays all affiliation and club fees.

 

Secretary

The secretary manages, processes and maintains a record of all incoming and outgoing correspondence and club documents.

In addition, he she records the deliberations and decisions of the club committee.

He/she will

·         Responsible for the day to day business and administration of the club.

·         Maintain records of all members and former members of the club.

·         Manage and ensure action on club correspondence including legal and insurance matters.

·         Organise AGM, management committee and club meetings.

·         Responsible for the accurate record keeping and circulation of minutes from meetings

·         Record and deal with disciplinary matters.

·         Ensure all relevant forms and publications are with the responsible club officers and make the system available to all members.

·         Attend all meetings as required by the management committee.

·         Ensure the safety statement is circulated to the appropriate personal and is widely available in the club.

·         Committee meetings are recorded.

·         Any correspondence relating to health and safety is brought to the attention of the general committee and subsequent actions requirement.

·         Responsible for the club calendar listing all club nights, club competitions, meetings and any other events.

·         Responsible for the communication between club members and the committees.

·         Responsible of informing all club members of all club activities.

 

Equipment Officer

–       The equipment officer will ensure the up-keep of club equipment as well as sourcing and purchasing the most cost effective equipment for the club.

–       He/she will keep a record of all the club equipment, along with its state and whereabouts.

–       Will organise quotes for all large expenditures over €200 and will submit these to the management committee for approval before purchasing.

–       Will work closely with the treasurer to ensure they are working within budget and to organise payment for equipment.

–       Will organise and monitor all equipment that is being rented by club members.

–       Setting out of duties for members for field shoots i.e. laying-out field, targets, boundaries etc.

–       Arranging for demonstrations to beginners on use of club equipment, stringing bows,  making strings, straightening

arrows, fletching, nocking, replacing piles, general bow tuning and any other courses that will further the aims of the Club.

 

Designated Liaison Person

 

Has responsibility for ensuring that all procedures as laid out by the Code of Ethics and Good Practice for Children’s Sport are adhered to.

The designated liaison person will be the reporting person when a concern or complaint is made, they will make contact with the Duty Social Worker, the HSE or the Gardai depending on the situation.

The Designated Liaison Person must have completed the Children’s Officer training.

It is part of their role to provide information and support in relation to Child Protection to members of the organisation who may require it.

 

Vetting Officer

Responsible for distribution and collection of vetting forms at the club and will have

received training from the Archery Ireland Vetting Officer.

The Vetting Officer will arrange the vetting of all adult members of the club

It is part of their role to provide information and support in relation to Garda vetting

to members of the club who may require it.

 

Children’s Officer

 The clubs children’s officer is appointed by the club to implement the directions of the national governing body and

the sports council in relation to child welfare and to follow the policies laid out in the code of conduct in children’s sport.

Responsible for:

all matters relating to the welfare and safety of the clubs junior members and

assume the role of “Junior Voice” at Committee level. He/she shall keep a record of  any incidents involving junior

members and maintain an up to date contact list of the parents/guardians of the junior members.

He/she will

· Act in the best interest of juniors and vulnerable adults in the club.

·Have attended the Code of Ethics and Good Practice for Children’s Sport course and completed the children’s officer training course run by the sports council.

·Be fully familiar with the provisions of the code and policy and with such further information which may be required by the IAAA or sports council.

·Communicate with the NCO of the IAAA and the sports council representative through the local sports partnership.

·Inform the club of requirements made by the IAAA or sports council.

·Ensure they are in a position to respond accurately and promptly to queries as to the welfare of juniors and vulnerable adults in the club.

 

Public Relations Officer (PRO):

 

The PRO officers use all forms of media and communication to build, maintain and manage the reputation of the Club.

·         The PRO will be responsible for advertising the club to the public through whatever media that they can use.

·         The PRO will be responsible for researching, writing and distributing press releases to targeted media

·         The PRO will work in conjunction with the management committee to plan, develop and implement PR strategies.

·         Writing and editing in-house newsletters, articles and annual reports.

·         Sourcing and managing sponsorship opportunities

·         Organising events including fairs, exhibitions, open days and inviting the press to all events.

·         Fostering community relations through events such as open days and through involvement in community initiatives;

·         preparing and supervising the production of publicity brochures, hand-outs, direct mail leaflets, promotional videos, photographs,

films and multimedia programmes.

 

Health and Safety Officer

The health and safety officer will be nominated by the management committee on an annual basis and will

be the responsive to that body to ensure that the health and safety is managed in a proactive manner within the

club and that all club activities are in keeping with the maintenance of a safe environment.

He/she will

  • Monitor health and safety issues within the club and make recommendations if necessary to the management committee.
  • That a number of members are trained each year in first aid and the use of fire extinguishers.
  • To train a number of people to act as field captain on the line and keep all safety procedures running at all times.
  • To on occasion give the entire club a short reminder on important safety issues in the club.

Assistant treasurer

Will aid the treasurer in collection of fees both on a nightly basis and for annual club and IAAA fees

Will aid the treasurer in recording and keeping of accounts.

 

Membership secretary

The membership secretary will be responsible for collecting all membership forms, collecting all the

information about each individual member and forwarding the membership forms to the association in a timely fashion.

 

He/she will

Collect all membership forms and fees and hand over fees immediately to the club treasurer.

Record in an organised fashion all members information for the club records.

Forward the membership forms with a cheque from the club for fees to the membership secretary for the IAAA.

Will have a full knowledge and understanding of the club and IAAA fees and structures.

They will keep all member information private and confidential and only use the information to contact the members with official club business.

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