County Constitution
THE DURHAM & NORTHUMBERLAND ARCHERY ASSOCIATION CONSTITUTION Date of adoption: 01.07.01 amended May 2011. 01. GENERAL 01.1. The Durham & Northumberland Archery Association (hereinafter called "the Association") shall consist of archery clubs whose premises lie within the geographical map indicated in appendix 'D'. 01.2. Other clubs outside the aforementioned area may apply to join the Association if agreement to the application is given by the Association and by the County Association in which the club is situated geographically, 02. AFFILIATIONS 02.1. The Association shall be affiliated to, and shall be bound by the rules of, the Grand National Archery Society (G.N.A.S.) and the Northern Counties Archery Society (N.C.A.S.). 02.2. The Association shall send its quota of representatives to the general committee of the N.C.A.S. 03. OBJECTS 03 .1. The objects of the Association shall be: 03.1.1. To encourage, promote, develop and control archery (other than bowhunting) amongst all sections of the community within the Association's area of jurisdiction. 03.1.2. To promote annual County Championship meetings and other meetings at the discretion of the Executive Committee. 04. MEMBERSHIP 04.1. There shall be 4 classes of membership: 04.1.1. HONORARY. Any person whom the Association wishes to honour may be elected at any general meeting of the Association. 04.1.2 DIRECT. A person who is not a member of an affiliated club of the Association, but is a direct member of G.N.A.S. and wishes to be informed of Association matters. 04.1.3. ASSOCIATE. A properly paid-up shooting member of a G.N.A.S. and N.C.A.S. affiliated club. 04.1.4. JUNIOR. A person who has not attained the upper age limit as stated in the G.N.A.S. Constitution. 04.2.
Any person interested in archery and affiliated to the G.N.A.S., and having attained the upper age limit laid down for junior membership as specified in the G.N.A.S Constitution shall be eligible for admittance as a direct member of the Association or under that age as a junior member. 04.3. Any archery club, or similar organisation, properly constituted and within the geographical area as defined in 01.1, shall lodge its constitution/rules with the Association and shall be eligible for affiliation as an associated club. 04.3.1. Any club so affiliated shall effect access to their annual general meeting by representatives of the Association. The club shall notify the Association's secretary of the date, in writing, 28 days prior to their annual general meeting or as such notice as is practicable. 04.3.2. A shooting member of an affiliated club shall, by such membership, become an associate member of G.N.A.S. and N.C.A.S. 04.3.3. An associated club shall consist of a minimum of 3 senior associated members, except in the case of a junior associated club. 04.3.4. Before acceptance all clubs must satisfy the committee that they have the necessary qualifications to become an affiliated club. It is essential that all shooting members are conversant fully with the Rules of Shooting; in particular those relating to safety and to the conduct of shooting. 04.3.5. A club will be eligible for affiliation if all shooting members of that club are affiliated to the G.N.A.S. 04.3.6. The Association shall have powers to disaffiliate any club, or member(s) of a club, whose actions bring the Association's name into disrepute or breach this Constitution. Such actions shall include blatant breaches of the safety rules which endanger other persons or property; the fraudulent acquisition of archery goods; the shooting of any animal and any other actions which the Association considers to be undesirable. 04.3.7. Any such club or person(s) subject to disciplinary proceedings shall have the right to a hearing in full committee before any decisions are made concerning their affiliation. The decision of the Executive Committee is final on all matters concerning membership. 05. MANAGEMENT 05.1. The management and property of the Association shall be vested in an Executive Committee. Sub-committees may be appointed by the Executive Committee to deal with special projects, e.g., County Championship meetings, and demonstrations. 05.2. In cases of emergency the Chairman, Honorary Secretary and Honorary Treasurer shall have full powers to act on behalf of the Association. 06. EXECUTIVE COMMITTEE 06.1. The officers of the Executive Committee shall be elected at each annual general meeting and shall assume office thereafter. 06.2. The Executive Committee shall consist of 6 officers, namely: 06.2.8. Each officer and representative shall have one vote. In the event of a tie the Chairman shall have a casting vote. All decisions made by the Executive Committee shall be by simple majority 06.3. A quorum of the Executive Committee shall consist of not less than 20% of the eligible committee membership. 06.4. The Chairman and other officers shall not act in the capacity of club representatives. In the event of the Chairman's absence the Executive Committee shall elect one of the members present to act as Chairman of the meeting. The person appointed shall not act as a club representative during the meeting. 06.5. The Executive Committee shall have power to co-opt members and advisors to fill casual vacancies and for such other purposes as they may decide. One such purpose shall be the provision of an Association Child & Vulnerable Adults Protection Officer. See appendix 'E'. 06.6. In addition to club representatives, clubs may send unlimited observers to committee meetings. They may take part in any debates, but must not vote on any matter. 06.7. The minutes of the Executive Committee meetings shall be circulated to the officers and to the secretary of each associated club and to any direct members not less than 21 days prior to the following meeting being held. 07. HONORARY SECRETARY 07.1. The Honorary Secretary shall duly convene all meetings of the Association and the Executive Committee. 07.2. Under the instructions of the Executive Committee a record of all proceedings shall be recorded in a minute book. 07.3. The Honorary Secretary shall conduct the ordinary day-to-day business of the Association. 08. HONORARY TREASURER 08.1. The Treasurer shall be responsible for the collection of subscriptions and for all receipts and disbursements of the Association's funds. 08.2. The Honorary Treasurer shall prepare and present annually a receipts and payments account with balance sheet, and shall keep all necessary books and records which shall be subject to audit at any time. 09. HONORARY RECORDS OFFICER 09.1. The Honorary Records Officer (HRO) shall keep a record of scores made by members of the Association for the use of a selection sub-committee for county team purposes. 09.2. The HRO shall maintain an up-to-date list of the Association's record scores for all rounds made by its members in open competition which must be supported by documentory evidence. These records are to be made available at meetings when requested by the Executive Committee. 09.3. The HRO shall issue certificates to each member who achieves a new county records as laid down in 09.02 Such certificates shall include all relevant data relating to the award. 10. HONORARY COACHING ORGANISER 10.1. The Honorary Coaching Organiser (HCO) shall arrange all coaching activities, demonstrations and courses in archery for the benefit of the Association on instruction from the Executive Committee. 10.2. The HCO will arrange attendance at regional and national coaching meetings and will keep the Association informed on coaching matters. 10.3. The HCO shall keep a register of all qualified coaches within the Association. 10.4. It is desirable that the HCO be an active qualified coach. In the event of no nomination being received, in respect of an active qualified coach at the annual general meeting, then nominations shall be accepted in respect of any other member of the Association. In these circumstances, the HCO will be advised by, and will advise, the Chief County Coach who shall be elected annually by the Executive Committee at the first Executive Committee meeting following the annual general meeting. 10.5. An account shall be opened in the name of the 'D.N.A.A Coaching Organisation'. Any two from the HCO, Chairman, Honorary Treasurer and the Honorary Secretary shall be authorised to sign cheques. This account to be made available to the Honorary Treasurer and Auditors in order that the annual accounts may be prepared. 11. HONORARY AUDITORS 11.1. The Association's annual accounts shall be audited by two auditors who shall be elected annually at the annual general meeting. They shall not be any of the officers stated in section 06. 12. SUBSCRIPTIONS 12.1. All members of the Association shall pay annually a subscription to the Association (see appendix 'A') at rates to be determined, by simple majority, at the annual general meeting. In addition all members, other than honorary members, shall pay such affiliation fees as are required by G.N.A.S. and N.C.A.S. 12.2. All affiliation fees shall be paid to the Association by club cheque. 12.3. The Honorary Treasurer shall administer the fees due to G.N.A.S. and N.C.A.S. using whatever affiliation method is in use at any time. On request advice will be given on the current levels of G.N.A.S. and N.C.A.S. fees and how to administer them. 13. FINANCE 13.1. All monies shall be banked in the name of the Association. 13.2. All expenditure must be approved by the Executive Committee. All payments shall be paid by cheque under the joint signatures of any two of: Chairman, Honorary Treasurer and Honorary Secretary. 13.3. A sum of petty cash may be allotted, by the Executive Committee, for the proper expenses of the Honorary Secretary who shall keep a petty cash account, which is subject to annual audit. 14. GENERAL MEETINGS 14.1. General meetings of the Association shall be convened not less than once yearly on dates to be decided by the Executive Committee. The Honorary Secretary shall give not less than 21 days notice of each general meeting with agenda to all direct members and to the secretary of each associated club, who shall in turn inform Association members. 14.2. The first general meeting held after the close of the Association's financial year on 31 March shall be the annual general meeting. A minimum of 20 senior members shall constitute the quorum at all general meetings. 14.3. Any notice of motion, amending the Constitution, may be made by the Executive Committee or by an affiliated club, seconded by another affiliated club. Motions by clubs must be submitted in writing to the Honorary Secretary at least 42 days before the date of the meeting, except for motions under section 15. 14.4. The agenda for the annual general meeting shall be: 14.4.1. Apologies for absence. 15. EXTRAORDINARY GENERAL MEETING 15.1. The Honorary Secretary shall convene a general meeting on the instructions of the Executive Committee or at the written request of the committees of not less than four associated clubs of the Association. 15.2. The meeting shall be held within 6 weeks of the date of the written request. 15.3. The object(s) of the meeting shall be stated clearly in the agenda for the meeting. No other business shall be transacted. 15.4. A notice convening the meeting, together with the agenda, shall be circulated to all officers of the Association and to each secretary of an associated club at least 21 days prior to the meeting. 15.5. A copy of the minutes of the meeting shall be circulated to the aforementioned persons before the date of the next Executive meeting, following the extraordinary general meeting. 16. VOTING 16.1. Voting at all general meetings of the Association shall be by show of hands of any senior members present. The Chairman of any meeting shall have second or casting vote. All questions shall be decided finally by vote. Members not voting shall be bound by the decision made at the meeting. 17. COUNTY TEAM AWARDS 17.1. The award to members of the Association who are selected, and shoot, for the County Team shall be a County Team flash, a DNAA Cloth Badge and a County Shield Medallion engraved "County Team". 17.2. County Medallions and Date Bars will be awarded each year by the team manager, or some other county official, immediately before the start of the team shoot to those county members who are eligible for such an award. If this is not possible then the awards will be made at the outdoor or indoor championships. 17.3. Rules for the award of the County Team Flash & D.N.A.A. Cloth Badge 17.3.1. The member shall have shot for the County Team. 17.3.2. All archers who shoot for the County Team, whether their scores are included in the County Team score or not, shall be awarded a County Team Flash and a D.N.A.A Cloth Badge. Subject to any member being awarded only one flash and one badge. 17.4. Rules for the award of the County Shield Medallion 17.4.1. The member shall have shot for the County Team to be awarded the Medallion and Date Bar for the year in which the score was made. 17.4.2. All subsequent scores made by team members, whether their scores are included in the team score or not, shall be awarded a Date Bar for the year in which the score was made. Subject to any member being awarded only one Date Bar for any year. 17.4.3. All County medallions shall have a Date Bar indicating the year in which the member first qualified for the award. 18. AMENDMENTS TO THE CONSTITUTION 18.1. Amendments shall become effective only if passed by a two-thirds majority of senior members present, and voting, at any general meeting of the Association. 18.2. Amended copies of the Association's Constitution shall be circulated to all clubs following any alteration at a general meeting. The date of adoption of the amended Constitution shall be shown at the bottom of each page. 18.3. The date of the amended Constitution and the section(s) changed shall be shown in Appendix 'C'. 19. DISSOLUTION 19.1. If at any Executive Committee meeting of the Association a resolution be passed calling for the dissolution of the Association, the Honorary Secretary shall convene an extraordinary general meeting, as defined in 15, to vote upon the resolution. 19.2. If at that extraordinary general meeting the resolution is carried by at least two thirds majority of the eligible members present, the Executive Officers shall thereupon, or at such a date as shall have been specified in the resolution, proceed to realise the assets of the Association and discharge all debts and liabilities of the Association. 19.3. After discharging all debts and liabilities of the Association the remaining assets shall not be paid or distributed amongst the eligible members of the Association. 19.4. The remaining assets shall be given or transferred to some other voluntary organisation having objects similar to the Association's. 20. APPENDIX 'A' 20.1. D.N.A.A. fees with effect from: 02.07.00. Change due 1-10-2011. 20.1.1. HONORARY: £ Nil 20.1.2. DIRECT: £7.00 20.1.3. ASSOCIATE: £3.50, £3-00 from 1-10-2011 20.1.4. JUNIOR: £1.75, £1-50 from 1-10-2011 20.1.5. UNIVERSITY CLUBS: £10.00/club 20.1.6. JUNIOR & SCHOOL CLUBS: £10.00/club Members will be informed of the current levels of fees due to G.N.A.S. and N.C.A.S. at the appropriate time. 21. APPENDIX 'B' 21.1. At the first meeting of the Executive Committee after the annual general meeting the following matters will be placed on the agenda: 21.1.1. Election of representatives to N.C.A.S. 21.1.2. Election of a selection sub-committee which shall consist of a minimum of three and a maximum of five active shooting members of the Association who shall advise in the selection of county teams. The sub-committee shall recommend to the Executive committee the teams for each representative match. 21.1.3 Election of a County Website Administrator. 21.1.4. In the event of the Honorary Coaching Organiser not being a G.N.A.S. qualified Coach, the Executive Committee shall elect a Chief County Coach to advise the HCO. 21.1.5. Election of a Judges' Registrar. 21.1.6. Election of a Junior Organiser. 21.1.7. Election of a Team Manager. 22. APPENDIX 'C' 22.1. Amendments to Constitution: 22.1.1. 01.07.01. Revised Constitution. 23. APPENDIX 'D' 23.1. Geographical map of the Association. 24. APPENDIX 'E' 24.1. Child & Vulnerable Adults Protection Policy. 24.2. The Association in conjunction with the Child & Vulnerable Adults Protection Officer (CAVPO) seeks to serve the needs of children and vulnerable adults by promoting their development through archery. 24.3. The Association recognises that it is the responsibility of any person acting on behalf of the Association, paid or unpaid, to prevent any physical, sexual or emotional abuse of children or vulnerable adults. Any such discovered or suspected abuse(s) shall be reported immediately to the CAVPO and the Executive Committee for appropriate action to be taken. 24.4. All club CAVPOs and their deputies shall have attended an appropriate course and received the necessary certificates. They shall have been vetted by the Criminal Records Bureau for the purpose of being registered as a responsible person. 24. APPENDIX 'F' 25.1. The selection sub-committee will be supplied, via the HRO, shooting records from competitions held within DNAA from the previous 12 months before the date of the sub-committee meeting. 25.2. Any archer who has scores from outside of DNAA must take responsibility for submitting the verified score to the HRO prior to the date of the sub-committee meeting as soon as the competition results are published. 25.3. Any archers who do not wish to be selected must inform the selection sub-committee chairman or Team Manager who will then inform the DNAA committee of the actual teams for the event for approval or otherwise. 25.4. The selection sub-committee will select teams for the following shoots:
FIVE COUNTIES: 25.5. The selection sub-committee will meet to select the squads in April/May for the Pentangle and August/September for the Five Counties. 25.6. The Team Manager shall have the authority, should a team member not be able to participate, to select one of the reserve team members. 25.7. The Team Manager or the sub-committee chairman shall be reponsible for contacting archers selected to shoot for the county. The contact details shall be sent to those selected along with a stamped addressed envelope to confirm their ability and willingness to represent the county for return within a reasonable time frame. 25.7.1 The HRO and Team Manager or sub-committee chairman shall liaise fully in the provision of scores for team selection.. 25.8. Any County Medals and Date Bars will be presented on the day of the shoot in accordance with 17.2. 25.9. All team members are to promote DNAA by wearing approved garments bearing the DNAA colours and logos. Team members will be given the necessary garments bearing the DNAA logo, the date/year of the shoot and the category in which they have been selected. 25.10. To ensure that all DNAA members are aware of the process, criteria and protocol for the selection of county team squads the DNAA website wll be updated with this infomation. All club secretaries will disseminate this information to their club members and inform the DNAA committee that this has been done.
06.2.1.
06.2.2.
06.2.3.
06.2.4.
06.2.5.
06.2.6.
06.2.7
President.
Chairman.
Honorary Secretary.
Honorary Treasurer.
Honorary Records Officer.
Honorary Coaching Organiser, and
Two representatives from each associated club, who shall be affiliated members of the Association.
14.4.2.
14.4.3.
14.4.4.
14.4.5.
14.4.6.
14.4.7.
14.4.8.
14.4.9.
Minutes of the previous annual general meeting.
Matters arising.
Secretary's report.
Treasurer's report and audited accounts.
Election of officers:
(a) President.
(b) Chairman.
(c) Honorary Secretary.
(d) Honorary Treasurer.
(e) Honorary Records Officer.
(f) Honorary Coaching Organiser.
Election of auditors.
Subscriptions.
Motions received (amending Constitution only).
08.11.04. 06.5. Extra sentence. Add appendix 'E.
05.06.06. Deleted clause 14.4.10. Clause 17.2 amended wording.
14.05.07. Clauses 17.1, 17.4.1 and 17.4.3 amended.
11.05.09. Clause 17.2 amended wording. Appendix 'B' amended title from PRO to website administrator. Appendix 'F' new addition on team selection.
11.05.11. Clauses 21.1.7 added. Provision of Team Manager.
D.N.A.A. is compromised of:
the counties of Northumberland and Durham the five Metropolitan Districts of Tyne and Wear and the five Unitary Districts of Tees Valley.
PENTANGLE:
4 + 2 gents compound; 4 + 2 gents recurve;
4 + 2 ladies compound; 4 + 2 ladies recurve.
If one of the first four in each category is unable to represent the county then a selection will be made from one of the two reserves.
3 + 2 gents compound; 3 + 2 gents recurve;
3 + 2 ladies compound; 3 + 2 ladies recurve.
2 + 1 gents longbow; 1 + 1 ladies longbow.
If one of the first three in each category (except longbow) is unable to represent the county then a selection will be made from one of the two reserves or one reserve if longbow.
