Constitution

HINTERLAND FIELD ARCHERS
INCORPORATED

SECTION 1- NAME

This Organisation is herein named and shall be known as the “Hinterland Field Archers Incorporated” (in this constitution as the “Club”)

SECTION 2 – Aims and Objectives

2.1 The aims and objective of the Club are:

2.1.1. to promote Archery in a social and family environment in accordance with the historic traditions associated therewith;

2.1.2. to practise Field Archery as a competitive sport, in its basic form of archery in accordance with the Rules of Competition and Constitution of the governing authority for modern field archery in Australia and its Territories;

2.1.3. to perpetuate and foster bow hunting as a philosophy of legitimate activity incorporating the principles of effective game management and conservation and preservation of the natural environment as policy and according to the Ethics and Constitution of the governing authority for bow hunting in Australia and its Territories;

2.1.4. to establish programs emphasising high standards of sportsmanship, friendship, co-operation and ethics directed to the mentoring of members in competition field archery and development of skills of archery;

2.1.5. to be a Club where membership consists of persons of all ages who actively support and uphold the ideals of field archery as prescribed by the 3D Archery Association of Australia.

2.1.6. to encourage the development of the young and to assist the handicapped in the community to broaden their experience through participation in sport.

SECTION 3 – Powers

3.1. The powers of the Club are:

3.1.1 to subscribe to, become a member of and co-operate with any other association, club or organisation, whether incorporated or not, whose objects are altogether or in part similar to those of the Club provided that the Association shall not subscribe to or support with its funds any club, association or organisation which does not prohibit the distribution of its income and property among its members to an extent at least as great as that imposed on the Club under or by virtue of this Constitution, subject always to the provisions of Section 4 of this Constitution;

3.1.2 in furtherance of the objects of the Association to buy, sell and deal in all kinds of articles, commodities and provisions, both liquid and solid, for the members of the Club or persons frequenting the Club’s premises;

3.1.3 to purchase, take on lease or in exchange, hire and otherwise acquire any lands, buildings, easements or property, real and personal, and any rights or privileges which may be requisite for the purpose of, or capable of being conveniently used in connection with, any of the objects of the Club; provided that in the case the Club shall take or hold any property which may be subject to any trusts, the Club shall only deal with the same in such manner as is allowed by law having regard to such trusts;

3.1.4 to enter into any arrangements with any government or authority that are incidental or conducive to the attainment of the objects and the exercise of the powers of the Club; to obtain form any such government or authority any rights, privileges and concessions which the Club may think it desirable to obtain; and to carry out, exercise and comply with any such arrangements, rights, privileges and concessions;

3.1.5 to appoint, employ, remove or suspend such managers, clerks, secretaries, servants, workers and other persons as may be necessary or convenient for the purposes of the Club;

3.1.6 to remunerate any person or body corporate for services rendered, or to be rendered, and whether by way of brokerage or otherwise in placing or assisting to place or guaranteeing the placing of any securities granted by the Club or on its behalf in the furtherance of its objects;

3.1.7 to construct, improve, maintain, develop, work, manage, carry out, alter or control any houses, buildings, grounds, works or conveniences which may seem calculated directly or indirectly to advance the Club’s interests, and to contribute to, subsidise or otherwise assist and take part in the construction improvement, maintenance, development, working, management, carrying out, alteration or control thereof in compliance to governing bodies legislation or regulation;

3.1.8 to invest and deal with the money of the Club not immediately required in such manner as may from time to time be thought fit subject where application to governing legislation or regulation;

3.1.9 to take, or otherwise acquire, and hold shares, debentures or other securities of any company or body corporate;

3.1.10 in furtherance of the objects of the Club to lend and advance money or give credit to any person or body corporate; to guarantee and give guarantees or indemnities for the payment of money or the performance of contracts or obligations by any person or body corporate, and otherwise to assist any person or body corporate;

3.1.11 to borrow or raise money either alone or jointly with any other person or legal entity in such manner as may be thought proper and whether upon fluctuating advance account or overdraft or otherwise to represent or secure any moneys and further advances borrowed or to be borrowed alone or with others as aforesaid by notes secured or unsecured, debentures or debenture stock perpetual or otherwise, or by mortgage, charge, loan or other security upon the whole or any part of the Club’s property or assets present or future and to purchase, redeem or pay-off any such securities;

3.1.12 to draw, make, accept, endorse, discount, execute and issue promissory notes, bills of exchange, bills of lading and other negotiable or transferable instruments;

3.1.13 in furtherance of the objects of the Club to sell, improve, manage, develop, exchange, lease, dispose of, turn to account or otherwise deal with all or any part of the property and rights of the Club;

3.1.14 to take or hold mortgages, loans or charges, to secure payment of the purchase price, or any unpaid balance of the purchase price, of any part of the Club’s property of whatsoever kind sold by the Club, or any money due to the Club from purchasers and others;

3.1.15 to take any given property whether subject to any special trust or not, for any one or more of the objects of the Club but subject always to the proviso in Section 3.1.4;

3.1.16 to take such steps by personal or written appeals, public meetings or otherwise, as may from time to time be deemed expedient for the purpose of procuring contributions to the funds of the Club, in the shape of donations, annual subscriptions or otherwise.

3.1.17 to print and publish any newspapers, periodicals, books or leaflets that the Club may think desirable for the promotion of its objects;

3.1.18 in furtherance of the objects of the Club to amalgamate with any one or more associations having objects altogether or in part similar to those of the Club and which shall prohibit the distribution of its or their income and property among its or their members to an extent at least as great as that imposed upon the Club under this Constitution, subject always to the provisions of Section 4 of this Constitution.

3.1.19 in furtherance of the objects of the Club to purchase or otherwise acquire and undertake all or any part of the property, assets, liabilities and engagements of any one or more of the associations with which the Club is authorised to amalgamate;

3.1.20 in furtherance of the objects of the Club to transfer all or any part of the property, assets, liabilities and engagements of the Club to any one or more of the associations with which the Club is authorised to amalgamate;

3.1.21 to make donations for patriotic, charitable or community purposes;

3.1.22 to transact any lawful business in aid of the Commonwealth of Australia in the prosecution of any war in which the Commonwealth of Australia is engaged;

3.1.23 to do all such things as are incidental or conducive to the attainment of the objects and the exercise of the powers of the Club.

SECTION 4 – Affiliation

The Club shall be a Club affiliated with the 3D Archery Association of Australia and will recognise only the 3D Archery Association of Australia as sole authority in all matters affecting the conduct, control and organisation of the sport of instinctive and modern field archery, in all its forms, and of bow hunting, within Club activities of 3D AAA and within Australia and its Territories. Provided also that the Club shall not affiliate with any archery, bow hunting or other organisation without the prior approval of the 3D Archery Association of Australia.

SECTION – Membership
5.1 Membership Classes

Membership shall be granted with the following classifications:

5.1.1 Probationary Membership
5.1.1.1. – Probationary membership may be granted to persons wishing to join the Club and who have: – Satisfactorily completed the prescribed Membership application Form, and
– Paid the prescribed dues for Probationary Membership, and
– A Probationary Member shall complete a probation period of three months and shall, at the completion of such period and deemed competant subject to acceptance of an appropriate application, be eligible for membership within the classification of Ordinary Full Member.

Acceptance of such membership application shall be subject to satisfying the membership classification criteria and the approval of the Committee.

5.1.1.2 During the probationary period, the Probationary Member shall be entitled to participate fully in Club activities, attend Club Committee Meetings, but shall not exercise a vote or to put motions in Club decisions or hold Committee Office.

5.1.1.3 The Club reserves the right to terminate Probationary Membership at any time during the probation period. It shall not be necessary for the Club to give reason for such termination.

5.1.1.4 A Probationary Member may terminate membership at any time during the probationary period by notice in writing submitted to a member of Executive Committee.

5.1.2 Social Member
5.1.2.1 Social Membership may be granted to persons wishing to apply
for such membership and where the applicant has no membership fee, and been accepted for Club membership by the Committee

5.1.2.2. A Social Member shall enjoy all rights and privileges of the Club and shall be entitled to participate fully in Club activities, speak during debate at Club meetings, but shall not exercise a vote or put motions in Club decisions or hold Committee Office. A Social Member is not permitted to use a bow and arrow and may not participate in any archery activities.

5.1.3. Ordinary Full Member
5.1.3.1 Ordinary Full Membership may be granted to persons wishing to apply for such membership and where the applicant has: –
– completed the necessary probation period;
– submitted the prescribed application;
– paid the required membership fee; deemed competent by a Committee member
– been accepted as a financial member of the 3D Archery Association of Australia, for which evidence shall be required; and
– been accepted for club membership by the Committee.

5.1.3.2 An Ordinary Full Member shall enjoy all rights and privileges of the club and be entitled to put motions and to exercise a vote in Club decisions and may hold Committee Office after 1 Year of Ordinary Full Membership.

5.1.4 Honorary Member
Honorary Membership may be granted to an Australian or Visiting Bowhunter or Field Archer or to a person considered worthy of such recognition, upon the recommendation of a voting member, at the discretion of the President.

5.1.5 Life Member

5.1.5.1 Life membership, without payment of membership fees, maybe granted by the Club, at a meeting called for that purpose, to persons whether Club members or not, for exceptional and meritorious service to the club, subject to the following provisions: –
– such membership has been proposed in writing by a voting member and seconded by at least two (2) other voting members; and
– a notice of motion to this effect is advised to the voting membership one (1) month prior to the next meeting of members.

5.1.5.2 Life Members shall enjoy all rights and privileges inferred by Life Membership and that of Club Members provided that a Life Member who is not a member of the 3D Archery Association of Australia may not put motions or exercise a vote on matters of Constitutional amendments, hold an Office of the Club, or shoot a bow and arrow.

5.2 Membership Generally

5.2.1 Applicants under the age of eighteen (18) years shall be required to have an additional endorsement by a parent or guardian on their applications.

5.2.2 Acceptance of a person as a member of a Club, in any classification, shall operate to bind that person to comply by the Club Constitution and the Constitution and Rules of the 3D Archery Association of Australia.

5.2.3 The Membership Fee shall be determined annually by the Club and shall fall due and payable on the date specified. The onus for payment shall lie with the member and if payment of the due fee is not received by the Club within one (1) calendar month of the due date, the member shall be deemed to be unfinancial and membership terminated. In this case a new membership application form shall be submitted and treated as a new member application. If a member decides not to rejoin the club the club gate key must be returned to the Membership Secretary for a refund of key fee.

5.2.4 The Club reserves the right to refuse, suspend or terminate membership for breaches of this Constitution or for actions considered to be against the Rules of the Club and 3D Archery Association of Australia.

5.2.5 A member may terminate membership at any time on submission of a notice in writing to this effect to an Committee Office of the Club and return all club property (club keys)

5.2.6 A past member may, subject to the approval of the Club, at any time, regain membership upon submission of an appropriate application form and payment of full annual fees, provided that where membership has been terminated under Section 6,

5.2.7 application for membership may only be granted on approval of a majority of Club members at a General Meeting.

5.2.8 Membership of the Club, other than during a period of probationary membership, shall automatically terminate where a member fails to obtain or maintain membership of the 3D Archery Association of Australia as required for a particular class of membership.

5.2.9 Membership entitlements are not transferable to another person and all such entitlements terminate upon cessation of membership.

5.2.10 The number of Ordinary Members shall be unlimited.

5.3 Membership Liability
The liability of a member of the Club to contribute towards the payment of the debts and liabilities of the Club or the costs, charges and expenses of the winding up of the Club is limited to the amount if any, unpaid by the member in respect to membership of the Club.

5.4 Membership Register

5.4.1 The Management Committee shall cause a register to be kept in which shall be entered the names and residential addresses of the Club members and the dates of their admission.

5.4.2 Particulars shall also be entered into the register of deaths, resignations, terminations and reinstatement of membership and any further particulars as the management committee or the members at any General Meeting may require from time to time.

SECTION 6 – Disciplinary Procedures

6.1 A Member or Club Officer who: –

6.1.1 contravenes or fails to comply with any provision of the Clubs Rules or Constitution; or

6.1.2 disobeys, disregards, or makes wilful default in complying with any authorised directions; or

6.1.3 is guilty of disgraceful or improper conduct, or any act or conduct showing unfitness to be a member of the club; or

6.1.4 by word or conduct brings discredit to the Club and its members or
6.1.5 as an Officer of the Club is incompetent or inefficient in the discharge of the duties of the Office, commits an offence against the Club.

6.2 Where a member or officer may be charged with an offence pursuant to this section, the President shall furnish to such member or Officer: –

6.2.1 a letter detailing the nature of the complaint and requiring the member or officer to show cause why disciplinary action should not be taken in respect to the matter detailed;

6.2.2 a notice requiring that the member or Officer responds within 14 days of the date of notice;

6.3 at the next meeting of the Committee after the stipulated time for response, or in the absence of such response, the Committee shall determine whether;

6.3.1 to take no further action in the matter, in which case the member or Officer shall be so advised; or

6.3.2 to charge the member or Officer concerned.

6.4 Where a member or Officer is to be charged with an Offence pursuant to this section the President shall furnish to such member or Officer:

6.4.1 a letter detaining the office, and

6.4.2 a notice in writing requiring the member or Officer to state in writing within a time specified in the notice whether the truth of offence is admitted or denied, and to submit in writing within such time any explanation desired to be submitted in the matter of the charge.

6.5 If the Club Executive Committee, having regard to the evidence available as to the alleged offence and to the statement and explanation, if any, submitted by the member or officer, is satisfied that an offence has been committed, the Club executive Committee may: –
6.5.1 caution or reprimand the member or Officer or

6.5.2 suspend membership in the Club for a period not exceeding
twelve (12) months; or

6.5.3 suspend participation in Club Awards and competitions for a similar period; or cancel all records of Awards achieved, or both; or

6.5.4 terminate membership in the Club; or

6.5.5 if an Officer of the Club remove the Officer from such office.

6.6 A decision made pursuant to sub-section (6.5) shall be conveyed in writing to the member or Officer and to the Executive Director of the 3D Archery Association of Australia and shall include notification of avenues available to appeal the decision taken.

6.7 Any member or Officer who has been dealt with as prescribed by sub-section (6.5) may, other than in the case of sub-section (6.5.5) where no appeal shall lie, appeal against the decision taken. Such appeal, submitted in writing to the President within 30 days, may be on the ground of innocence of the offence or excessive severity of the decision.

The President, as soon as possible, but not later than 28 days of receipt of such notice of appeal, shall convene a Special General Meeting of all Club members to determine the appeal.

An Officer of 3D Archery Association of Australia of the Branch in which the appellant/s resides shall be invited to Chair the Special General Meeting.

The Special General Meeting may uphold or set aside, as the case may be, the decision of the Club Executive Committee or to order such other penalties as appropriate.

The Club Executive Committee and the Appellant/s shall be bound by the decision of the Special General meeting.

The Club shall notify the Executive Director of the 3D Archery Association of Australia of the decision of the Appeal Board.

Section 7 – Administration

7.1 The Club shall be managed in accordance with the provisions the of Club Constitution and the Constitution of the 3D Archery Association of Australia by the Executive Committee, which shall meet monthly at the call of the President.

7.2 A General Meeting of the membership shall be held annually, one (1) months’ notice in writing of such meeting shall be given to members.

7.3 A Special General Meeting of the membership may be called by the Executive Committee wherever necessary to handle matter of an urgent nature or at the request of any voting member upon submission of a petition signed by not less than forty (40) percent of the voting membership and stating the reason for such meeting.

7.4 A quorum of the Executive Committee shall comprise five (3) members of the Committee.

7.5 A quorum of a General Meeting and Special General Meeting shall consist of the quorum of the Committee and forty (40) percent of the voting membership.

7.6 Each Executive Committee member shall have the authority to spend an amount, to be decided from time to time, at an annual general meeting, to meet Club operating expenses. All such expenditure shall be included in the Treasurer’s Report and Financial Statements.

7.7 The operating and financial year shall be from the 1st July to the 30th June, each year.

7.8 All members, other than life members by their election, shall participate in and contribute to the administration and /or physical work requirements of the Club.

7.9 All members shall give effect to and comply with the Club Constitution and By-Laws.

7.10 The Club shall open and maintain a current account as nominated by the Executive Committee from time to time, for which there shall be four (4) signatories on record, the signatures of two (2) of which will be required for drawing on the account. All income, unless otherwise specifically provided, shall be paid to the credit of this account, to be designated “The (name of account) (account) Account”, provided that funds surplus to operating requirements may be invested according to a resolution passed by the voting membership at a General meeting.

7.11 The Club shall not be held responsible for any debt, which may be incurred by a member or Officer unless such debt is authorised by the Club as herein provided.

7.12 Proper books and accounts shall be kept and maintained either in written or printed form in the English language showing correctly the financial affairs of the Club and the particulars usually shown in books of a like nature.

7.13 All monies be deposited as soon as practicable after receipt thereof.

7.14 All amounts of $100 or over shall be paid by direct deposit, allowances or petty cash recoupment which may be open.

7.15 All expenditure $100 or more shall be approved or ratified by 3 Executive Committee Office

7.16 As soon as practicable after the end of each financial year, the treasurer shall cause to be prepared a statement containing the particulars: –
(a) the Income and Expenditure for the financial year just ended; and
(b) the Assets and Liabilities and of all mortgages, charges and securities affecting the property of the Club at the close of that year.

7.17 The Auditor must examine the Statement prepared under sub-section 7.16 and present a report on it to the Secretary before the next Annual General meeting following the financial year for which the audit was made.

Section 8 – Officers

8.1 The Committee of the Club shall be known in two parts, the Executive Committee and the Committee.
8.2 The Executive Committee shall consist of: –
. President
. Secretary
. Treasurer
The Executive Committee shall oversee the Committee, they shall consist of :-
• Vice President
• Membership Secretary
• Range Captain
• 4 x Assistant Range Officers
• Shoot Instructor
• PR Officer
• Score Recorder
• Project Officer
• Special Project Officer
• 3DAAA Representative
. .
. Shoot Instructor

.
. The Executive Committee shall manage the Club in accordance with the provisions of the Constitution and the wishes of the Membership as directed by resolution of a General Meeting.

The Executive Committee may create other positions as considered necessary and/or desirable for the efficient functioning of the Club or the Executive Committee, however, appointees to such positions shall exercise, but not vote in Committee decisions.

8.3 Executive authority is vested with the President for the day-to-day operations of the Club.

8.4 The Executive Committee and all officers shall confine activities within the bounds and guidelines established by the Club Constitution and by the Constitution and Rules of the 3D Archery
Association of Australia. Where decisions made at whatever level require confirmation, or approval, such shall be obtained at the first available referral thereafter to the authority concerned.

Section 9 – Conduct of Meetings

1. The President shall preside as chairperson at every meeting of the management committee.
2. Should the President be unavailable at any meeting, a member elected by the members at the meeting shall chair the meeting.
3. Before any meeting, the attendance register shall be circulated for signature.
4. The order for business shall be: –
4.1 Opening
4.2 Apologies
4.3 Welcome to visitors
4.4 Reading, confirmation and signing of the Minutes of the previous meeting.
4.5 Business arising from those minutes
4.6 Reading inward and outward correspondence
4.7 Business arising from the correspondence
4.8 Reports from the Office Bearers
4.9 Business arising from the Reports
4.10 Business from the Agenda
4.11 Notices of motion
4.12 General Business
4.13 Items for the next Agenda
4.14 Date of next Meeting
4.15 Close

5. Only members eligible to vote as provided for by this Constitution may vote as provided for by this Constitution may vote and shall have one (1) vote each.

6. Voting shall be by a show of hands, a simple majority sufficing to pass a resolution (except as otherwise provided in the Constitution).

7. No proxy votes shall be accepted.

8. An absentee vote, in writing and dealing with a single, defined matter, may be accepted if lodged with the Secretary at least twenty–four (24) hours prior to the meeting at which the matter is to be discussed.

9. All juniors under eighteen (18) years shall not exercise a vote, but may contribute to the meeting discussion.

10. Should the President or Chairperson wish to put a resolution to the meeting he/she shall vacate the chair and the members present shall appoint a chairperson for the conduct of the resolution.
11. Resolution procedure, subject to the requirements of the meeting, shall be: –
11.1 Resolution is put.
11.2 Resolution is seconded.
11.3 Speakers for the resolution.
11.4 Speakers against the resolution.
11.5 The chair shall decide the number of speakers and time of the debate.
11.6 The resolution is put to the vote.

12. The Secretary shall cause full and accurate minutes of all questions, matters, resolutions and other proceedings of every management committee meeting and general meeting to be entered in a book to be open for inspection at all reasonable time by any financial member who previously applies to the Secretary for that inspection.

13. For the purpose of ensuring the accuracy of the recording of such minutes, the minutes of every management committee meeting shall be signed by the Chairperson of that meeting or the Chairperson of the next succeeding management committee meeting verifying their accuracy.

14. Similarly, the chairperson of that meeting or the chairperson of the next succeeding general meeting shall sign the minutes of every general meeting.

15. However, the minutes of any Annual General Meeting shall by signed by the chairperson of that meeting or the chairperson of the next succeeding general meeting or annual general meeting.

SECTION 10 – ELECTIONS AND VOTING PROCEDURES

10.1 Eligibility for Nomination
For eligibility for election to a position on the Executive Committee, the person proposed shall: –
10.1.1. Be a financial member of the Hinterland Field Archers Inc and hold a Committee position for 12 months. only Club and a financial member of the 3D
Archery Association of Australia for a minimum period of 12 (12) months prior to nomination for such election, as at the closing date for such nominations.

For eligibility for election to a position on the Committee, the person proposed shall: –
Be a financial member of Hinterland Field Archers Inc and of the 3D Archery Association of Australia for a period of twelve (12) months prior to nomination for such election, as at the closing date for such nominations.

10.1.2. Not have been removed from any office in the Club, by a vote of No Confidence, within the preceding four (4) years.

10.1.3. Not been dealt with under Section 6.5 within the preceding four (4) years, nor had membership terminated under Section 6.5 within the Preceding seven (7) years.

10.2 Nominations

Nominations for the office shall be on the prescribed form and submitted to the Secretary one (1) month prior to the date of such election. Except where the provisions of Section 10.4 apply, nominations from the floor of the General Meeting, held for the purposes of election of officers, will not be accepted.

Nominees for election must be present at the Meeting held for that purpose, together with nominators, except in circumstances acceptable to the membership, failing which the nominations shall lapse.

10.3 Election Procedure

The election of officers to the Executive Committee shall be held bi- annually and the Committee annually, other than for the purposes set out in Section 10.4, at a General Meeting called for that purpose.

The election of officers shall be held at least one (1) month prior to election of Branch Officers of the South Queensland Branch Management Committee of the 3D Archery Association of Australia.

In the event that an office falls vacant during the stated term of office, the Executive Committee, pending an election being held, may make an appointment to the position. Such appointee shall exercise no vote in Committee decisions.

The Term of Office shall be for two (2) years.

10.4 Voting Procedures

All voting shall be by way of a show of hands of attending members and all matters shall be determined on a simple majority of votes cast, provided that election of officers, and
A vote under Section 10.5 shall be by secret ballot. Each member eligible to vote shall have one (1) vote only. Absentee or proxy voting shall not be permitted.

The President shall not exercise a casting vote and all matters on which a majority decision is not made shall lapse, until again presented at a further Meeting of the Committee, or membership.

All decisions made or Resolutions passed contrary to the provisions of this constitution or of the constitution of the 3D Archery Association of Australia, shall be null and void.

10.5 No Confidence

A vote of No Confidence may be lodged at any time by petition to the Executive Committee: –

10.5.1 The petition shall be signed by not less than forty (40%) percent of those currently eligible to vote.

10.5.2 The Executive Committee shall call a Special General Meeting of the membership within twenty-eight (28) days for the purpose of deciding on the No Confidence motion.

10.5.3 A vote of No Confidence shall be carried by a minimum majority of seventy-five (75) percent of the total voting membership present and voting. If the vote of No Confidence is carried, all Offices shall be declared vacant and a Meeting to elect Officers shall be held within twenty-eight (28) days.

10.5.4 The Club shall appoint an Administrator to carry on the day-to-day operations of the Club, pending the election to positions vacated under this section.

SECTION 11 – Vacation of Office

11.1 A position of any office holder of the Club shall be declared to be vacant: –

11.1.1 immediately prior to an election of Officers according to this Constitution.

11.1.2 upon the death of an Office holder.

11.1.3 Upon resignation by an Officer holder by notice in writing to the Executive Committee.

11.1.4 Upon an Office holder absenting himself or herself from his or her duties for a period of more than three (3) months, without the prior approval of the Executive Committee.

11.1.5 Upon an Office holder ceasing to be a member of the 3 D Archery Association of Australia, and or the Club.

11.1.6 Upon a resolution being passed under Section 10.5 of this Constitution.

11.1.7 Upon a resolution by the National Executive Committee of the 3D Archery Association of Australia.

SECTION 12 – Amendments to the Constitution and By-laws

12.1 This Constitution may only be amended by a written Notice of Motion to that effect, signed by a minimum of forty (40%) of the total number of members then eligible to vote being submitted to the Executive Committee one (1) month prior to the Committee’s next meeting, and the Motion then being carried on a minimum majority vote of eighty (80%) per centum of those members eligible to vote and voting at a General Meeting of Members, called for that purpose.

12.2 The Agenda to the Constitution may only be amended in the same manner as is provided in 12.1 above.

12.3 Where any such proposed amendment may affect the Policy of the National Body or may conflict that national policy, or may conflict with, or be contrary to, the Club’s conditions of affiliation with the National Body, the proposed amendment shall be notified to the Executive Committee of the 3D Archery Association of Australia not less than 60 (sixty) days prior to the date of the General Meeting called to decide the question.
In all such cases, the proposed amendment/s shall not be put to a Meeting of the Club until such time that the National position has been formally advised.

SECTION 13 – Archery Equipment

All archery equipment used in Club activities and competitions shall comply with that prescribed, from time to time, by the National Rules for Shoots of the 3D Archery Association of Australia.

SECTION 14 – Activities

14.1 The Club shall stage activities and competitive shoots either independently or as a member Club of the 3D Archery Association of Australia as prescribed by the Rules for Shoots of that Association.

14.2 The Club shall stage other such activities as considered desirable for the benefit of the Club and its members. Where approval or event sanction is required from the 3D Archery Association of Australia such approval or sanction shall be obtained.

14.3 As bow hunting is a highly individual sport, the actual art of bow hunting shall be a matter for the individual member, subject to the provisions of the Hunting Code of Ethics and Rules of the Club (Hinterland Field Archery Inc)

14.4 No person not a member of the Club, and a member of the 3D Archery Association of Australia shall be permitted to participate in Calendar date archery activities of the Club (not day to day activities), except as otherwise provided for the training archers (probationary members), and for activities sanctioned by the 3D Archery Association of Australia.

Section 15 – Assets of the Club

The income and property of the Club whence so ever derived shall be used and applied solely in the promotion of its objects and in the exercise of its powers as prescribed.

No portion thereof shall be paid, distributed, or transferred directly or indirectly by way of dividend, bonus or otherwise by way of profit to or amongst the members of the Club, provided that nothing herein contained shall prevent the payment in good faith of interest to any such member in respect of money advanced by the member to the Club or otherwise owing to the member of the Club. Nothing herein contained shall be construed so as to prevent the payment or repayment to any member of out of pocket expenses incurred on behalf of the Club.

SECTION 16 – Common Seal

The Executive Committee shall provide for a Common Seal and for its safe custody. The Common Seal shall only be used by the authority of the Executive Committee and every instrument to which the seal is affixed shall be signed by the President and by the Secretary, provided that in the absence of either one of the aforementioned Officers, by some other second Executive Officer appointed by the Executive for that purpose.

SECTION 17 – Documents

The Executive Committee shall provide for the safe custody of books, documents and instruments of title and securities of the Club, and shall provide members access to inspect the books and records of the Club.

17.1 Except as otherwise provided by these Rules, the President, or other Officer/s as delegated by the President, shall keep in his or her/their custody or under his or her/their control all records, books and other documents relating to the Club.

17.2 The records, books and other documents of the Club shall be open to inspection, free of charge, by a member of the Club at any reasonable hour.

SECTION 18 – Employees

18.1 No member shall admonish or reprimand an employee, but if a member has any complaint, he/she shall make the same in writing to the Secretary, who shall bring the matter before the Executive Committee.

18.2 No employee of the club shall be eligible to be elected or appointed, or otherwise hold an executive position or Office of the Club.

SECTION 19 – Dissolution and Distribution of Club assets on Dissolution

19.1 The Club shall be dissolved in the event of the membership being
less than three persons. It may also be dissolved upon the vote of a four- fifths (4/5) majority of the membership, at a General Meeting convened to consider that question.

19.2 All Club assets on hand shall then be sold by advertised public auction and then after all Payments of Expenses are made, the balance of all remaining assets is to be donated to the Queensland Cancer Foundation.

SECTION 20 – Addenda to the Constitution

20.1 The addenda to the Constitution forms part of the Club Constitution and is subject to the provisions of the Constitution.

The addenda to the Constitution shall comprise: –

Addendum 1 Duties of Officers of the Club

Addendum 2 Membership Fees Table

Addendum 3 By-laws of the Club

ADDENDUM 1

Duties of Office Bearers

1. The President

The President shall: –

1.1 Hold and exercise Executive authority in the day-to-day operations of the Club

1.2 Administer the day- to-day affairs of the Club in accordance with the provisions of the Constitution and the By-Laws.

1.3 Chair all meetings at which he/she is present.

1.4 Ensure that Club operations are conducted in accordance with the provisions of the Club Constitution and By-Laws and co-ordinate all officers and members in performing the Objectives of the Club.

2. The Secretary

The Secretary shall: –

2.1 Maintain the secretarial section of the Club.

2.2 Keep accurate records of all Club Meetings and assist in the preparation of the Club Agenda.

2.3 Deal with all Club correspondence and maintain a record system of correspondence and Meetings.

2.4 Maintain attendance records and copies of the Constitution and Addenda and Club information kits for issue to new members.

2.5 Forward a copy of the Minutes of the Meetings to the Secretary of the Branch Management Committee for information of that Committee.

2.6 Compile an Agenda of items to be submitted to the Branch Management Committee by the 3D Archery Association of Australia Club Representative

3. The Treasurer

The Treasurer shall: –

3.1 Account for all income and expenditure of the Club and maintain a financial record of all transactions

3.2 Operate the Club’s banking account and ensure that all transactions are duly authorised.

3.3 Arrange for the annual audit of the Club’s financial statements and records and to present a financial report to the membership ay Meetings as required.

3.4 Be a signatory to all cheques drawn on the Club’s banking account.

3.5 Assist in the preparation of the Club Budget and to ensure that expenditure is in accordance with the approved budget.

4.The Club Representative – 3D AAA Branch Management Committee

The Club Representative shall: –

4.1 Represent the 3D Archery Association of Australia, with the Club

4.2 Represent the Club in the decisions of the Branch Management Committee.

4.3 Work to further the aims and ideals of the 3d Archery Association of Australia.

4.4 Keep the Club and members fully informed on all issues and to solicit views of the membership and vote in Management Committee decisions in accordance with the directions of the Club.

5. The Range Captain

The Range Captain shall: –

5.1 Be responsible for the design, construction and maintenance of the Club range

5.2 Arrange for production of all target requirements.

5.3 Act as Range Safety Officer and ensure that adequate safety measures are enforced on the ranges.

5.4 Arbitrate on the competency of new members in the absence of the Shoot Director/Coach.

5.5 Enforce the provisions of the Constitution and By-Laws as prescribed for conduct on the Ranges.

6. The Membership Secretary

The Membership Secretary shall: –

6.1 Maintain a detailed record of Club membership and submit a membership report as required.

6.2 Prepare and present membership cards.

6.3 Receive and process Association membership application forms to the National Membership Secretary.

7. The Shoot Director/Coach

The shoot Instructor: –

7.1 Organise and conduct all training and ensure that all training sessions are in accordance with the requirements of the appropriate authority.

7.2 Establish a training program for all Probationary Members and to train Probationary Members to a standard considered necessary before the member is permitted to shoot the Club Field Course/s.

7.3 To instruct new members as required.

7.4 N/A

8. The Club Field Representative

N/A

ADDENDUM 2

Fees Tables

1. Fees shall be due and payable as at the 1st of July each year. Fees are not refundable.

2. The amount of fees payable shall be determined each year at the Annual General Meeting of the Club.

3. There shall be a Joining Fee for all ordinary full Members, as determined Annually.

4. Membership Fees

ADDENDUM 3

By-Laws

1. The Club uniform, as decided from time to time, shall be worn by all members at all designated Club activities.

2. Suitable footwear shall be worn at all time. Footwear should provide adequate protection of the feet and be suitable for easy movement over difficult terrain. Bare feet, thongs or similar open footwear is not acceptable.

3. The wearing of camouflage clothing on the range is restricted, except for specifically authorised occasions, which involve tuition in bushcraft and associated subjects.

4. Broad heads are not to be brought to the Club and are expressly prohibited from use on any shooting range.

5. All members will ensure the Club and its ground are kept tidy and free of rubbish and well maintained.

6. No member, regardless of position held, shall alter the shooting course layout or to relocate butts or shooting points without the prior approval of the Range Captain.

7. All visitors to the Club are to be directed to an Officer of the Club on arrival.

8. Probationary members are not permitted to shoot on Club Ranges until such time that they have shown themselves competent in the use of the Bow, to a member of the Committee.

9. Novice archers (unskilled) either individually or severally, shall not shoot on the range courses without a qualified member being present.

10. No person is permitted to enter on the range course/s unless shooting or on an assigned task.

11. No animals are permitted on Club grounds at any time. Native habitat is to be protected at all times.

12. No flora is to be cut, damaged or removed from the range without prior permission of the range Captain.

13. Keys issued to members on a deposit of $50 shall remain the Club’s property and are not to be given to any person not authorised by Club membership. All keys are to be returned upon demand or on ceasing to be a member, and the deposit will be refunded at this time. Keys will not be issued to Probationary Members.

14. Whilst the Club promotes family participation in all activities, children are the responsibility of the person bringing them to the Club. The responsible person/s shall ensure that behaviour is of an acceptable standard. No non-shooting child is permitted on the range unless under the care and control of an adult. No liability shall exist against the Club or its members for injury to children not members of the Club or not participating in authorised activity.

15. No arrow of any description may be shot in any area other than the Club ranges.

16. All members on attending the Club shoots and working bees shall sign the attendance register.

17. All visitors on attending the Club shall sign the visitors’ book.

18. All members shall at times promote activities of the Club and shall seek out new members.

19. All fees pertaining to annual membership shall be payable on or before the 1st July, each year. Failure to pay within 30 days of the due date will be at the discretion of the Club Committee and may entail a new application for membership and the payment of fees applicable thereto as determined from time to time.

20. All Club members shall be required to attend and participate at working bees.

21. All Club members shall be required to attend and participate in 3D AAA interclub shoots from time to time.

22. To be eligible for Club Trophy Presentations, all members must attend a minimum of 6 monthly club shoots as well as 6 working bees throughout the year or under exceptional circumstances deemed by the Committee

23. Obscene language will not be tolerated at any level as consideration is to be given to others. Breaches of this by-law will not be accepted, and disciplinary action will follow.

24. All Club members are to remember that when at the Club, whether Club shoot or at any other time, they are representing the Club overall. Bad behaviour will not be accepted.

25. No butts are to be cut open by any person looking for an arrow point. It is essential to consult with the Range Captain in such cases. Breaches of this by-law will not be accepted.

26. No drinking of alcohol is permitted before the commencement of a shoot or between shooting rounds. Any consumption of alcohol must be in moderation in compliance with the Club’s code of conduct.

27. Any breaches of these by-laws will not be accepted, and disciplinary action will follow.

28. The President is to present a written report of the Club’s annual operations at the Annual General meeting.

-Updated 23 November 2017
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