Club Constitution

  1. Name

The name of the group shall be Cotteswold Mounted Archers (hereafter referred to as ‘CMA’).

  1. Aims

The aims of CMA will be to:

  • Promote horseback archery
  • Promote ethical horsemanship
  • Raise funds for CMA and the British Horseback Archery Association (BHAA)
  • Develop novice riders
  • Develop novice horses
  • Build talent for the GB team
  • Have fun!
  1. Membership

Membership is open to anyone who:

  • is over 8 years of age
  • wishes to learn horseback archery
  • supports the aims of CMA

Membership will begin as soon as the first annual payment has been received.

There will be an annual membership fee of £10 and this will be payable by all members.  This amount may be amended by review and agreement at the AGM.

A list of all members will be kept by the Secretary.

 

Ceasing to be a member

Members may resign at any time in writing to the secretary.  Refund of membership fees will not be given unless written notice of the intent to resign is received by the Secretary within 2 weeks of the last membership renewal.

Any member who has not paid their membership fee for one year will be contacted by the committee, who will then decide whether that member is deemed to have resigned.

Any offensive behaviour, including racist, sexist or inflammatory remarks, will not be permitted.  In addition, conduct considered unsafe or inconsiderate around horses will not be tolerated.  Anyone behaving in an offensive, unsafe or inconsiderate way or breaking the equal opportunities policy may be asked not to attend further meetings or to resign from the group if an apology is not given or the behaviour is repeated. The individual concerned shall have the right to be heard by the management committee, accompanied by a friend, before a final decision is made.

  1. Equal Opportunities

CMA will not discriminate on the grounds of gender, race, colour, ethnic or national origin, sexuality, disability, religious or political belief, marital status or age.

  1. Officers and committee

The business of the group will be carried out by a Committee elected at the Annual General Meeting. The Committee will meet as necessary and not less than twice a year.

The Committee will consist of 3 members.  Additional members may be co-opted onto the committee at the discretion of the committee.

The officers’ roles are as follows:

  • Chair, who shall chair both general and committee meetings
  • Treasurer who shall be responsible for maintaining accounts and managing membership payments / records
  • Secretary, who shall be responsible for the taking of minutes and the distribution of the same to all members.

In the event of an officer standing down during the year a replacement will be elected by General Meeting of members.

CMA Committee members, as of the date on this constitution, are as follows:

Chair:               Helen Barnes

Treasurer:        Nicola West

Secretary:        Emma Law

  1. Meetings

6.1. Annual General Meetings

An Annual General Meeting (AGM) will be held within fifteen months of the previous AGM.

All members will be notified in writing at least 3 weeks before the date of the meeting, giving the venue, date and time.

Nominations for the committee may be made to the Secretary before the meeting, or at the meeting.

At the AGM:-

  • The Committee will present a report of the work of CMA over the year.
  • The Committee will present the accounts of CMA for the previous year.
  • The officers and Committee for the next year will be elected.
  • Any proposals given to the Secretary at least 7 days in advance of the meeting will be discussed.

6.2 Special General Meetings

The Secretary will call a Special General Meeting at the request of at least 5 other club members giving a written request to the Chair or Secretary stating the reason for their request.

The meeting will take place within twenty-one days of the request.

All members will be given two weeks’ notice of such a meeting, giving the venue, date, time and agenda.

 

6.3 General Meetings

General Meetings are open to all members and will be held at least once a year in addition to the AGM.

All members will be given two weeks’ notice of such a meeting, giving the venue, date, time and agenda.

6.4 Committee Meetings

Committee meetings may be called by the Chair or Secretary. Committee members must receive notice of meetings at least 7 days before the meeting.

  1. Rules of Procedure for meetings

All questions that arise at any meeting will be discussed openly and the meeting will seek to find general agreement that everyone present can agree to.

If a consensus cannot be reached a vote will be taken and a decision will be made by a simple majority of members present. If the number of votes cast on each side is equal, the chair of the meeting shall have an additional casting vote.

  1. Finances

An account will be maintained on behalf of CMA at a bank agreed by the committee. Three signatories will be nominated by the Committee (one to be the Treasurer).  The signatories must not be related nor members of the same household.

All payments may be authorised by any one of the signatories.

Records of income and expenditure will be maintained by the Treasurer and a financial statement given at each meeting.

All money raised by or on behalf of CMA is only to be used to further the aims of the group, as specified in item 2 of this constitution.

  1. Amendments to the Constitution

Amendments to the constitution may only be made at the Annual General Meeting or a Special General Meeting.

Any proposal to amend the constitution must be given to the Secretary in writing. The proposal must then be circulated with the notice of meeting.

Any proposal to amend the constitution will require a two thirds majority of those present and entitled to vote.

  1. Dissolution

If a meeting, by simple majority, decides that it is necessary to close down the group it may call a Special General Meeting to do so. The sole business of this meeting will be to dissolve the group.

If it is agreed to dissolve the group, all remaining money and other assets, once outstanding debts have been paid, will be donated to a local charitable organisation. The organisation will be agreed at the meeting which agrees the dissolution.