Constitution and Rules of

KING’S LYNN FIELD ARCHERS (KLFA)

As of the 1st day of August 2016

(this replaces all previous versions)

1. NAME

The club is called King’s Lynn Field Archers (KLFA) (known as ‘The Club’) and will be registered with the National Field Archery Society (NFAS).

2. AIMS AND OBJECTIVES

The aims and objectives of the club will be:

  • To foster and promote the sport of field archery for ALL styles, abilities and ages (both amateur and professional, especially within the family).

  • To promote the club within the local community and archery in general.

  • To manage the Shooting grounds in Disused Middleton Aggregates Quarry, Blackborough End, PE32 1NN (known as ‘The Quarry’) within the limits of the permit issued by the current landlord.

  • To offer coaching designed to acquaint both archers and non-archers in the safe use of all forms of archery equipment for recreation ONLY.

  • To ensure a duty of care to all members of the club.

  • To foster the spirit of goodwill, fellowship and sportsmanship among archers.

  • To ensure that all present and future members receive fair and equal treatment.

  • The KLFA will not support in any way the use of the bow for the purpose of hunting game. This is illegal in the UK.

3. MEMBERSHIP

The membership should consist of officers and members of the club.

All the membership will be subject to the regulations and the constitution. By joining the club either as a Full Member, Associate Member or Shooting Member, you will be deemed to accept these and the codes of conduct that the club has adopted.

Membership is subject to approval from the Committee.

Members will be enrolled in one of the following categories:

  • Full Member (Adult or Junior).

  • Associate Member (Adult or Junior).

  • Shooting Member (Adult or junior).

  • Life Member.

4. MEMBERSHIP FEES

Membership fees will be set annually by the Executive Committee and agreed at the Annual General Meeting.

Fees will be paid annually. The membership year for all members shall run from the 1st June to 31st May.

Current membership fees are:

Adult Full Member: Annual fee of £60 and no further shooting fees.

Junior Full Member (age 15 and below): Annual fee of £20 and no further shooting fees.

Adult Associate member: Annual fee of £30 and a shooting fee of £2 for each time they shoot.

Junior Associate Member (age 15 and below): Annual fee of £15 and a shooting fee of £1 for each time they shoot.

Adult Shooting member: Annual fee of £5 and £4 for each time they shoot.

Junior Shooting member (age 15 and below): Annual fee of £3 and £2 for each time they shoot.

Non members and those undergoing coaching: Shoot fee of £4 (Adult) or £2 (Junior – age 15 and below).

For new members joining the club before or after the 1st June in any year, Annual Membership Fees shall be payable on a pro rata basis as per the table below:

DATE OF JOINING (payable period in brackets)

MEMBERSHIP LEVEL

1st Jun to

31st Aug

(12 months)

1st Sept to

30th Nov

(9 months)

1st Dec to

28th Feb

(6 months)

1st Mar to

30th May

(3 months)

Adult Full Member

£60

£45

£30

£15

Junior Full Member

£20

£15

£10

£5

Adult Associate Member

£30

£22.50

£15

£7.50

Junior Associate Member

£15

£11.25

£7.50

£3.75

Adult Shooting Member

£5

£5

£5

£5

Junior Shooting Member

£3

£3

£3

£3

5. OFFICERS OF THE CLUB

The executive officers of the club will be:

  • Chairman.

  • Vice Chairman.

  • Secretary.

  • Treasurer.

  • Membership Secretary.

  • In addition there may be up to three Members without Portfolio.

Support Officers of the club will be:

  • Lead Shoot Organiser.

  • Course Officer 1.

  • Course Officer 2.

  • Safety Officer 1.

  • Safety Officer 2.

  • Equipment / Maintenance Officer 1.

  • Equipment / Maintenance Officer 2.

Officers will be elected annually for the term of one year at the Annual General Meeting.

All officers will retire each year but will be eligible for re-election. The committee has the right to co-opt a member on to the committee to fill a vacancy until the next AGM.

6. COMMITTEE

The club will be managed through the Executive Committee consisting of the Executive Officers of the club.

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

The Committee will convene no less than twice per year, which will be open to all the membership unless the executive committee deem the meeting to be held ‘In Camera’.

The quorum required for business to be agreed at Committee meetings will be 4.

The Committee will be responsible for adopting new policy, codes of conduct and rules that affect the organisation of the club.

The Committee will have power to appoint sub-committees as necessary and appoint advisers to the Committee as necessary to fulfil its business.

The Committee will be responsible for disciplinary hearings of members who infringe the club rules/regulations/constitution or breach the conditions of the permit.

The Committee will be responsible for taking any action of suspension or discipline following such hearings.

7. FINANCE

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

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

The financial year of the club will end on: 31 March.

A statement of annual accounts will be presented by the Treasurer at the Annual General Meeting.

8. ANNUAL GENERAL MEETINGS

Notice of the Annual General Meeting (AGM) will be given by the Club Chairman. Not less than 28 clear days notice to be given to all members by post.

Nominations for officers of the Committee must be sent to the Secretary no later then 7 days prior to the AGM.

Elections of Officers are to take place at the AGM.

The AGM will receive a report from all the Officers of the Executive Committee and a statement of the accounts.

Only those who have paid the current KLFA Annual Membership Fee, are in possession of a KLFA Membership Card for the current Membership Year and are Full or Associate Members of the National Field Archery Society have the right to vote at the Annual General Meeting and the right to stand for election as an Officer of the Club.

The quorum for AGM will be 33% of membership on day of AGM.

The Committee has the right to call Extraordinary General Meetings (EGM) at anytime or the membership may petition the Committee to call an EGM provided 33% of the membership have signed the petition. (Procedures for EGM will be the same as for the AGM.)

9. DISCIPLINE AND APPEALS

All complaints regarding the behaviour of members/officers should be submitted in writing to the Committee.

The Committee will meet ‘in camera’ to hear complaints within 30 days of a complaint being lodged. The committee has the power to take appropriate disciplinary action including the termination of membership, if the complaint is upheld.

The outcome of a disciplinary hearing will be notified in writing to the person who lodged the complaint and the member(s) against whom the complaint was made within 30 days of the hearing.

There will be the right of appeal to the Committee following disciplinary action being notified. The committee will consider the appeal within 30 days of the Committee receiving the appeal. The appeal must be lodged within 7 days of initial outcome being notified, to the Committee.

The Committee or the member against whom the complaint was made has the right to have the appeal heard by 3 ordinary members of the club who have not been involved in the complaint in the first stage.

10. DISSOLUTION

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

In the event of dissolution, any assets of the club that remain after ALL liabilities have been discharged shall be transferred to another organisation, proposed by the General Committee and approved by the members, with objectives which are as similar as possible to the objectives of the society, or, if no such organisation can be identified or agreed upon, a charity approved by the members.

11. AMENDMENTS TO THE CONSTITUTION

The constitution will only be changed through agreement by majority vote at an AGM or EGM. (The quorum for AGM will be 33% of Membership on the day of the AGM)

12. CLUB AND COURSE RULES

  • The Shooting Grounds shall only be used by the members of The NFAS or those receiving instruction from an experienced NFAS member or coach, unless as part of an official ‘Open Shoot’ or other organised shoot.

  • Other rules as set out in the Appendices.

13. DECLARATION

The King’s Lynn Field Archers (KLFA) hereby adopts and accepts this constitution as a current operating guide regulating the actions of its members.

CHAIRMAN………………………………………………………………………………………….

SIGNED:………………………………………. DATE: ……………………..

SECRETARY………………………………………………………………………………………..

SIGNED:………………………………………. DATE: ……………………..

TREASURER………………………………………………………………………………………..

SIGNED:………………………………………. DATE: ………..……………

Revised July 2016

APPENDIX 1 – RULES FOR SHOOTING IN THE QUARRY.

PRINCIPLE OVERRIDING RULE FOR THE KLFA:

DO NOT SHOOT ANYONE AND DO NOT GET SHOT.

  • On hearing; STOP, HALT, FAST or HOLD or 3 blasts on a whistle you must cease shooting and put your bow down.

  • To shoot in the Quarry there must be two full members of the NFAS over the age of eighteen.

  • All archers in an OPEN shoot must be members of the NFAS and have their membership card with them, and have their arrows marked in accordance with NFAS rules. Non-Shooting members (shoot partners, Marshals etc) on the course should have a minimum of an Associate membership.

  • Do not walk around with arrows in your hand.

  • Do not loose an arrow if you cannot see where the arrow will land.

  • Do not loose an arrow if your footing is not secure.

  • Never point your bow at anybody or an animal.

  • Keep back whilst other members of your group are shooting.

  • Never run in the woods.

  • When searching for arrows always leave an adult member of the group or your bow in front of the target.

  • Always wait until the people drawing arrows from the boss are well clear of the targets before shooting.

  • ANYONE suspected of being under the influence of Alcohol and/or Drug (prescription or other) will be removed from the shoot ground.

  • Anyone found or seen to be acting improperly will be cautioned by a committee member and may be asked to leave the shoot ground.

APPENDIX 2 – ADDITIONAL QUARRY SAFETY RULES

In addition to the safety information contained in Appendix 1 – Rules for shooting in the quarry, the following is essential information and MUST be adhered to.

  • All club members must read the KLFA general Risk Assessment document to familiarise themselves with the specific additional hazards of the quarry. Key points to note are:

  • The lake and shoreline is strictly out of bounds unless a future risk assessment identifies any safe areas that may be used.

  • The banking between the hard-standing area (near the entrance to the quarry) and the main quarry area MUST NOT BE CLIMBED unless for maintenance or in exceptional circumstances, as there is a steep drop on the lake-facing side.

  • Part of the northern boundary of the quarry is unfenced. This boundary is the edge of the track that runs along the top of the quarry at the base of the low hill that then rises beyond. This low hill is the old landfill site and is STRICTLY OUT OF BOUNDS for any club activities, with the exception of placement of a safety flag on the ridge to indicate that shooting is taking place.

  • Shooting uphill towards any of the pipework either coming from the old landfill site or running along the edge of the track at the northern side of the quarry is FORBIDDEN.

  • There is strictly no smoking, naked flames or other sources of ignition on the track at the northern side of the quarry.

  • The use of mobile phones on the track at the northern side of the quarry is forbidden.

APPENDIX 3 – ARRANGEMENTS FOR ACTIVITIES IN THE QUARRY

1. Sundays

  • Sundays are our normal shooting days.

  • Targets available shall be the practice butts and any 3Ds which the Course or Safety Officer(s) shall see fit to use.

  • Any 3Ds used shall be selected from those stored in the main container (the “good” targets).

Shoot Fees applying on Sundays:

    • Associate and Shooting Members shall pay the appropriate Shoot Fee for the day.

    • Non-members who are receiving instruction from a Club Coach shall pay the appropriate Shoot Fee for the day. Any targets used will be at the discretion of the instructing Coach.

    • Non-members who are visiting NFAS members shall pay the appropriate Shoot Fee for the day.

2. Wednesdays

  • Wednesdays are primarily our Ground Maintenance days.

  • Ground Maintenance” shall include any works needed for the upkeep of the Shooting Course as designed by the Course Officer(s) and approved by the Safety Officer(s).

  • Such works may include path-clearing, step-building, erection of back-stops, etc.

  • Other general maintenance work may also be undertaken, such as the retrieval of lost arrows, repairs to Club arrows and other equipment, and any work needed to maintain the Club’s storage facilities.

  • Club Members are welcome to practice shooting on Wednesdays provided that they shall only use the practice butts and any of the 3Ds stored in the old container (the “bad” targets).

  • Wednesday evening shooting is permitted during the summer months.

Shoot Fees applying on Wednesdays:

    • Associate and Shooting Members who are shooting only and not involved in ground maintenance activities shall be required to pay the usual Shoot Fees.

    • Non-members who are receiving instruction from a Club Coach shall pay the appropriate Shoot Fee for the day. Any targets used will be at the discretion of the instructing Coach.

    • Non-members who are visiting NFAS members shall be expected to pay a Shoot Fee. They shall shoot the same targets as Club Members.

3. Open Shoots run by KLFA in the Quarry

  • All Club Members shall be expected to assist in some way with the running of the Shoot.

  • No Member may shoot the course alongside our paying guests without the express invitation of the Shoot Administrator. This invitation will only be given under exceptional circumstances if the Shoot Administrator considers it necessary for the proper running of the Shoot.

  • Any Member who receives such an invitation must shoot the course as a Non-Competitor and shall not be expected to pay any Shoot Fee.