Bowmen of Darenteford - Constitution

Version 14: Approved by committee 25 November 2025

Declaration

Bowmen of Darenteford hereby adopts and accepts this Constitution as a current operating guide regulating the actions of its members.

Signed

Peter Day: Club Chair; Date: 25 November 2025
Leanne Kite: Club Secretary; Date: 25 November 2025

Constitution

The Club shall be known as Bowmen of Darenteford, hereinafter called the 'Club'.
The object of the Club shall be to practice Archery, its promotion and Social Activities.
The Club shall be affiliated to the Grand National Archery Society (GNAS) (rebranded Archery GB), the Southern Counties Archery Society (SCAS) and the Kent Archery Association (KAA). [In updating this document, Archery GB (AGB) now replaces previous references to GNAS].
The Club shall be open to fully paid up Members (individually a 'Member', collectively 'Members'), AGB affiliates and World Archery affiliates who have paid the annual membership fee.
Management of the Club shall be under the care of a Committee, subject to the ruling of the Annual General Meeting (AGM).
The Club Committee shall consist of a Chairman, Secretary, Treasurer, Records Officer, Range Officer, Welfare Officer, Training Officer, Webmaster and three Ordinary Members; all of whom shall be elected at the AGM. If there are insufficient nominations, any Member may be elected to hold up to two of the named positions.
In addition to the named officers, the elected Committee shall appoint a Tournaments Officer, Kent Archery League Representative, their deputies as required, Membership Secretary and an Appointed Person for First Aid. Where possible, these posts shall be allocated to the elected Committee members. The Committee shall also be empowered to co-opt the services of other Club members for specific duties if required, but these additional members shall not have Committee voting rights.
The Committee members shall take up their duties on 1st January following the AGM, thus allowing the outgoing officers to complete any current actions and to provide handover training where necessary.
The Club shall be empowered to elect as an Honour a President who may attend Committee Meetings in an advisory capacity and, if being a Member, shall have voting rights. There shall be no time limit on the President's term of office. If required, re-appointment of the Honour shall be made at the next AGM of the Club.
The Committee shall meet at least every three months.
An AGM shall be held every November. Members shall be notified of the meeting at least two weeks in advance with the Agenda. A Nominations form for the election of Committee members shall be made available on Club days at least two weeks prior to the AGM.
The Treasurer shall present a balance sheet to the AGM which has been audited by another Member.
An Extraordinary Committee Meeting (ECM) may be called by the Committee. An Extraordinary General Meeting (EGM) may be called by the Committee or by one third of the membership. The only business to be discussed at either the ECM or EGM shall be that for which the ECM or EGM was called.
The quorum for a Committee meeting shall be five. The quorum for an AGM shall be twelve. The quorum for an ECM shall be five. The quorum for an EGM shall be twelve.
Members may vote either in person, virtually or by proxy in writing. Junior Members (those under 18) may vote either in person, virtually or by appointing a parent or guardian by proxy in writing or verbally at the AGM or EGM. Members whose AGB affiliation is not with the Club cannot vote on matters pertaining to the Club.
Application for membership shall be approved by the Committee. An application may be as a Senior Member, Junior Member or an Associate Member (eg an archer from another club).
If approved for membership, this shall be with a probationary period of six months which may be extended or waived at the Committee's decision. The Committee reserve the right to revoke club membership during the probationary period with immediate effect and no right to appeal.
Any member may belong to more than one club, but their allegiance must be to the club with whom their AGB affiliation is registered. If their AGB affiliation is with the Club, they may shoot only for this Club in Tournaments and team shoots, etc. If their AGB affiliation is not with the Club (eg an Associate Member), they shall not be eligible to hold Club records, receive awards in Club competitions or receive award badges presented at the AGM (outdoor season) or Indoor Club Championship (indoor season). They may represent the Club in other Tournaments or League Shoots dependent upon rules of the particular competition.
Membership may be terminated at the discretion of the Committee.
Visiting archers affiliated to AGB will be permitted to shoot on the invitation of a Member with the permission from the Committee and upon payment of the green fee.
The annual membership fees shall be decided at the AGM. Annual subscriptions are to be paid by the 1st April each year. In addition to the Club fees, Members will be requested to pay affiliation fees to AGB, SCAS & KAA. These will become due within 21 days of the date the Club is informed of the amounts due. Members not paying membership or affiliation fees by the due date will forfeit the use of the Club facilities. Also, such Members will be responsible for paying their own affiliation fees and providing proof of such payment to the Club Secretary before use of the Club facilities are restored.
The Club shall abide by the AGB Policies for Safeguarding Children, Young People & Adults.
All shooting shall be in accordance with the AGB Rules of Shooting, and all Members and visitors shall abide by the Club Rules.
The Club shall assess the risks associated with its shooting activities and implement such measures that are practicable to prevent injury to persons and damage to property.
The Club shall have a Data Privacy Policy that complies with the UK General Data Protection Regulation (GDPR) to respect the privacy preferences of its Members.
Upon winding up or dissolution of the Club, the assets that remain after payment of all costs, charges and expenses which are properly incurred in the winding up shall be distributed to a like organisation(s) with a similar purpose, to be decided by the Committee.