Club Constitution

1.      Name

The Club will be called “Ashbourne Archers (Boghdóirí Chill Dhéagláin)”, known as “ASA”, and will be affiliated to Archery Ireland.

2.      Main Objective

The main objective for which the club is established is for the promotion of the sport of Archery.

3.      Subsidiary Objectives

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

  1. To offer coaching and competitive opportunities in Archery
  2. To promote the club within the local community and Archery Ireland
  3. To manage any facilities they rent
  4. To ensure a duty of care to all members of the club
  5. To provide all its services in a way that is fair to everyone

4.      Membership

  1. To ensure all present and future members receive fair and equal treatment membership should consist of officers and members of the club.
  2. All members will be subject to the regulations of the constitution of the club and Archery Ireland, and by joining the club will be deemed to accept these regulations and codes of practice that the club has adopted.
  3. Members will be enrolled in one of the following categories:
    1. Full members
    2. Junior members
    3. Cadet Members
    4. Youth Members
    5. Student Members
    6. Family Members
    7. Non-shooting members
    8. Honorary members
  4. Where persons wishing to become members of the Ashbourne Archers are required to undertake Garda Vetting, acceptance to membership of the club shall be conditional on full compliance with vetting procedures.

5.      Membership Fees

  1. Membership fees will be set annually and agreed by the Management Committee or determined at the Annual General Meeting (AGM).
  2. Members of the club who wish to renew their membership shall pay the required fees in full no later than 1st March, for the following year.

6.      Officers of the Club

  1. Officers of the club shall comprise members of the Management Committee and non-executive officers.
  2. The Management Committee shall be comprised of the following mandatory roles:
    1. Chair
    2. Secretary
    3. Treasurer
    4. Public Relations Officer
    5. Coaching Coordinator
    6. Equipment Officer
  3. Non-executive officers of the club shall be comprised the following roles:
    1. Athlete Protection Officer
    2. Designated Persons
    3. Line Manager
  4. The Management Committee will have powers to appoint additional non-executive officers or sub-committees as necessary in the best interest of the members of Ashbourne Archers and to appoint advisers to the Management Committee as necessary to fulfil its business.
  5. All mandatory officer positions will be elected annually at the AGM.
  6. All officers may serve no more than three consecutive terms in the same role.

7.      Committee

  1. The Management Committee will be convened by the Secretary of the club and hold no fewer than six meetings per year.
  2. The quorum required for business to be agreed at Management Committee meetings will be 3 (three).
  3. The Management Committee will be responsible for adopting new policy, codes of practice and rules that affect the organisation of the club.
  4. The Management Committee will be responsible for disciplinary hearings of members who infringe the club rules/regulations/constitution. The Management Committee will be responsible for taking any action of suspension or discipline following such hearings.
  5. All officers of the club should be invited to all committee meetings with attendance for non-management members to not be considered for a quorum or voting rights. All officers of the club should receive minutes from committee meetings.

7.1 Meetings

  1. Meetings of the committee shall be as per the Constitution.
  2. Minutes of all meetings be made and retained by the Secretary.
  3. A quorum for a committee meeting shall be two thirds of its members.
  4. All committee members are required to attend at the club least three times a year. Those who fail to fulfil this requirement may be the subject of disciplinary proceedings at the discretion of the committee.

8.      Finance

  1. All club monies will be banked in an account held in the name of the club.
  2. The Club Treasurer will be responsible for the finances of the club.
  3. The financial year of the club will end on 31st
  4. A statement of annual accounts will be presented by the Treasurer at the AGM.
  5. The approved statement of annual accounts will be sent to the treasurer of Archery Ireland each year.* *(This is a requirement of Archery Ireland)
  6. Annual accounts shall be kept and made available to the Revenue Commissioners on request.
  7. Any cheques drawn against club funds should hold the signatures of the Treasurer plus at least one other officer.

9.       Grant Aid Funding – Authority for Committee to authorise borrowing

  1. A unanimous decision of a quorum of the committee has the authority to authorise the borrowing of funding to service approved grant aid only.
  2. The said quorum shall be responsible to ensure that the repayments are made for any loans authorised by the signees of said loans.

10.Annual General Meetings

  1. The committee shall convene one Annual General Meeting of all members within each calendar year at a place and time which in their opinion is most acceptable to the general membership. The meetings should not be held in a member’s home.
  2. Notice of AGMs will be given by the Club Secretary. Not less than one month’s notice to be given to all members.
  3. The purpose of the Annual General Meeting shall be to review the activities and performance of the Club over the previous year and to set targets for the following year and to elect a new committee.
  4. The quorum for AGMs will be 30% members.
  5. The AGM will receive reports from each of the officers of the Management Committee and a statement of the audited accounts.
  6. Elections of officers are to take place at the AGM. All senior members have the right to vote at the AGM.
  7. Nominations for officers of the Management Committee will be sent to the Secretary prior to the AGM.
  8. Nominations for posts on the committee must be received by the existing committee at least two weeks before the Annual General Meeting.
  9. Motions 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.
  10. Changes to the Constitution can only be effected at an Annual General Meeting or an Extraordinary General Meeting and then only by two thirds majority of voting members.

11.Extraordinary General Meetings

  1. The Management Committee has the right to call Extraordinary General Meetings (EGMs) outside the AGM. Procedures for EGMs will be the same as for the AGM.
  2. An Extraordinary General Meeting can be called for by the members on submission of a notice of agenda to the committee which has been signed by at least 30% of the members. The meeting to be called by the committee within one month of receipt of notice.
  3. An Extraordinary General Meeting can be called for by the members on submission of a notice of agenda to the committee which has been signed by at least two thirds of the members. The meeting to be called by the committee within one month of receipt of notice.

12.Safeguarding Children

  1. This sports club/organisation is fully committed to safeguarding the wellbeing of its members. Every individual in the club/organisation should, at all times, show respect and understanding for their rights, safety and welfare, 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.
  2. Bullying of any members, guests or visitors to the club, whether it take the form of verbal, physical or psychological abuse, in a direct fashion or indirectly (via telephone or social media websites) will not be tolerated. The person or persons responsible for bullying will be asked to leave the premises immediately and the committee will initiate disciplinary procedures as detailed in section 13.
  3. All complaints should be raised with one of the club Designated Persons.

13.Equity Policy Statement

  1. 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:
  2. 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.
  3. The club is committed to everyone having the right to enjoy their sport in a healthy environment

14.Discipline and Appeals

  1. All concerns, allegations or reports of poor practice/abuse relating to the welfare of children and vulnerable people will be recorded and responded to swiftly and appropriately in accordance with the club’s safeguarding children and vulnerable people policy and procedures. The club designated officer is the lead contact for all members in the event of any safeguarding concerns.
  2. All complaints regarding the behaviour of members should be raised in writing with one of the club Designated Persons who will liaise with the Management Committee as appropriate. The Management Committee will meet to hear complaints within 7 (seven) days of a complaint being lodged. The committee has the power to take appropriate disciplinary action including the termination of membership.
  3. 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 7 (seven) days of the hearing. There will be the right of appeal to the Management Committee following disciplinary action being announced. The committee should consider the appeal within 14 (fourteen) days of the Secretary receiving the appeal.

15.Dissolution

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 (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.

16.Income and Property

The income and property of the organisation shall be applied solely towards the promotion of its main object(s) as set forth in the Constitution. No portion of the organisations 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 organisation. No Officer shall be appointed to any office of the organisation paid by salary or fees, or receive any remuneration or other benefit in money or money’s worth from the organisation. However, nothing shall prevent any payment in good faith by the organisation of:

  1. Reasonable and proper remuneration to any member, Officer or servant of the organisation (not being an officer) for any services rendered to the organisation;
  2. Interest at a rate not exceeding 5% per annum on money lent by Officers or other members of the organisation to the organisation;
  3. Reasonable and proper rent for the premises demised and let by any member of the organisation (including an Officer) to the organisation;
  4. Reasonable and proper out-of–pocket expenses incurred by any Officer in connection with their attendance to any matter affecting the organisation;
  5. 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.

18.Trustees:

The Trustees of which there will be 3 shall be elected by a majority of the members present and voted for at an AGM or EGM. On a vacancy occurring a new Trustee shall be elected in the same way. The trustee shall hold office for life, unless on death or resignation or if removed by Resolution of a General Meeting. Any Trustee who shall cease to be a member of the Club shall be deemed to have resigned his or her trusteeship one calendar year after ceasing to be a member or as agreed by a majority at an AGM or EGM. The Trustees shall deal with such assets and property as directed by a Resolution of the Committee, of which an entry in the Minute Book signed by the Chairperson shall be conclusive evidence, and in so far as the assets and property of the Club may be deficient, they and the other members of the Committee shall be indemnified against liability, expenses and obligations incurred by them by reason of their position as Trustees or Members of the Committee, by the Ordinary Members of the Club.

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