Rules

 

 

1        Membership

 

1.1        Membership of the Organisation shall be open to all persons who are interested in advancing the objectives of the Organisation and who are willing to abide by these Rules, subject only to practical size and safety limits dictated by the available facilities

1.2        The Organisation shall provide for the following categories of membership:

1.2.1     Senior Member – any person of 16 years or older who has been accepted as a member of the Organisation and has paid to the Organisation the prescribed membership fees for the year

1.2.2     Junior Member – any person of less than 16 years who has been accepted as a Junior member of the Organisation and has paid to the Organisation the prescribed membership fees for the year

1.2.3     Honorary Member – any person upon whom the Organisation has conferred this title in recognition of services to the Organisation or to horseback archery in general

 

2        Duties and privileges of members

 

2.1        Every member shall be bound to further the objects of the Organisation and shall observe these Rules

2.2        All members shall be entitled to ready access to the general communications of the Organisation, to be present or represented at functions and events arranged by the Organisation and to receive such support and assistance as the Organisation is able to offer

2.3        All members, including those who have paid membership fees at junior rates, shall be entitled to vote at Organisation General Meetings

2.4        Membership of the Organisation 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 0

2.5        No member whose membership fees are in arrears shall:

2.5.1     be allowed to participate in any of the activities of the Organisation

2.5.2     vote at a meeting of the Organisation

2.5.3     hold office in the Organisation

2.5.4     requisition a Special General Meeting

2.6        When practising all members will follow strictly, for safety and other reasons, any rules laid down from time to time by the Organisation. Members will also follow carefully any additional guidance given in the Organisation’s reference materials and arising out of the agreements for the use of any venue or facilities

2.7        All members will use their best efforts to ensure the safety and security of the property and equipment of the Organisation and will play an appropriate part in the maintenance of the property and equipment

2.8        Each junior member of the Organisation must be accompanied by a parent or a properly appointed responsible guardian when participating at Organisation events

 

3        Discipline

 

3.1        The Organisation 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 Organisation

3.2        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

3.3        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

3.4        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 Organisation. 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        Applications for membership

 

An application for membership shall be made in writing to the Membership Secretary of the Organisation and shall be accompanied by the necessary fees. The application form shall contain all the data needed to complete membership and other record forms.

 

5        Dues

 

5.1        All Organisation dues shall be as determined by the Organisation 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 Organisation Committee may, in its absolute discretion, waive, cancel or reduce payment of Organisation dues or other indebtedness of a member of the Organisation for any period

 

6        The Organisation Committee

 

6.1        The affairs of the Organisation 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 Organisation Committee shall consist of the following persons whose services shall be purely voluntary:

§  President 

§  Chairman 

§  Secretary 

§  Treasurer 

§  Membership Secretary 

§  Tournament Organiser 

§  Marketing & Funding Coordinator 

§  Honorary Patron 

§  Honorary Vice-Chairmen 

6.3        The Committee may decide from time to time to co-opt other persons to the 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 Organisation 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, or such person as is appointed to chair the meeting pursuant to rule 7.2, shall have a second or casting vote

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 Organisation.

7.5        The Committee will cause proper minutes to be made of all its proceedings and of the proceedings of General Meetings of the Organisation 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 Organisation Committee as soon as possible.

 

8        Elections

 

8.1        All elections are subject to Rule 2.5

8.2        The President shall be elected at any General Meeting of the Organisation. The term of office shall be three years and the retiring President shall be eligible for re-election.

8.3        All members of the Organisation Committee other than the President shall be elected bi-annually at the Annual General Meeting of the Organisation. 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 Organisation are entitled to make nominations for candidates to fill positions on the Committee. Nominations must be lodged with the Secretary of the Organisation 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 request of the Committee.

8.7        A 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

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 Organisation members in General Meeting

 

9        General Meetings

 

9.1        The Annual General Meeting of the Organisation shall be held once in every calendar year, on or before 30th November, as the Annual General Meeting

9.2        All those entitled to receive the notices of the Organisation (Rule 13) will be given at least 14 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.

9.3        All General Meetings of the Organisation other than the Annual General Meeting shall be called Special General Meetings.

9.4        Special General Meetings of the Organisation may be called by any of the Committee members. 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 Organisation 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 5 members or one quarter of the membership of the Organisation, whichever is less

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, or such person as is appointed to chair the meeting pursuant to Rule 10.5, shall appoint and if at the adjourned meeting a quorum is not present at half an hour past the time set for the meeting, then those members present shall be a quorum

10.5      The Organisation 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 number to take the chair. The appointed person shall hand over the Chair as and when the Chairman arrives if late.

10.6      A proposed resolution, other than a proposal to amend the Constitution of the Organisation or to change these Rules, shall be decided by a simple majority of the votes cast by those personally present and entitled to vote. In case of an equality of votes, the chairman, or such person as has been appointed under Rule 10.5, shall poll a second or casting vote.

10.7      A proposal to amend the Constitution of the Organisation or to change these Rules shall only be passed by a 2/3 majority.  In the case of such a proposal no person shall have a casting vote.

10.8      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      Accounts

 

11.1      The Organisation 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 Organisation’s affairs with regard to:

11.1.1   The assets and liabilities of the Organisation

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 Organisation

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 Organisation Committee

11.3      Once at least in every year, the Organisation 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 Organisation shall be from 1st October to 30th September

 

12      Audit

 

12.1      At least once in every two years the accounts of the Organisation shall be examined and the correctness of the income and expenditure 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 Organisation and shall not be a Committee member nor an immediate past Committee member

 

13      Notices

 

13.1      Each member shall from time to time notify the Organisation Secretary of an address to be recorded as the postal address of the member

13.2      A notice may be served by the Organisation on any member, either personally, or by mail in a pre-paid letter addressed to the recorded address of that member

14      Tournaments

 

14.1      The Organisation shall hold outdoor tournaments and any other horseback 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 Organisation who are entitled to shoot

 

15      Teams

 

15.1      The Organisation may enter representational teams in any suitable events

15.2      Organisation teams will be chosen in accordance with the procedures agreed by the Organisation Committee from time to time using mechanisms that are clearly visible to all members

15.3      Organisation teams will be chosen only from Organisation members who are entitled to shoot for the Organisation

 

16      Records

 

16.1      The Organisation shall maintain and publish records of the highest score shot in all competitions, by any person, while that person was a member of the Organisation

 

17      Alterations to the Rules

 

17.1      Additional Rules may be promulgated by the Organisation 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 Organisation may otherwise only be altered, amended, repealed or added to by a special resolution of the members in General Meeting