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Sherwood Park Archery Club

CONSTITUTION AND BYLAWS

OBJECTIVES:

To foster and expand the practice of archery in all its forms and the spirit of good fellowship among archers.

OBLIGATIONS:

The executive committee is obligated to manage, sell, lease, mortgage, dispose of or otherwise deal with the property of the Sherwood Park Archery Club.

CONSTITUTION:

ARTICLE ONE - NAME:

The name of the Club shall be The Sherwood Park Archery Club, (hereinafter referred to as the SPAC).

ARTICLE TWO - MEMBERSHIP:

1. Adult Membership

Any person being of the full age of 18 years may become an adult member upon payment of the full adult membership fee to the SPAC. (See paragraph 5.)

2. Junior Membership

Any person under the age of 18 years may become a junior member upon payment of the junior membership fee to the SPAC. (See paragraph 5.)

3. Family Membership

A family membership may be granted to two cohabiting adults and their dependent children under the age of 18 years on payment of the family membership fee to the SPAC. (See paragraph 5.)

4. Affiliation Insurance Coverage

All members including outdoor pass holders must have membership in either the Alberta Target Archers Association (ATAA)/Federation of Canadian Archers (FCA) or Alberta Bowhunters Association (ABA) for insurance coverage required at the club’s outdoor range.

5. Honorary Life Membership

An Honorary Life Member shall have all the privileges of an adult full member but is not required to pay a membership fee to the SPAC however must pay their own membership fee for the ABA or ATAA/FCA or both. An Honorary Life Membership must be voted on at an executive meeting with at least two thirds voting for the honorarium. Also prior to this meeting all executive members must be notified at least ten days prior to the meeting that a motion to honor a member will be made at the meeting. Criteria to be set by the executive committee.

6. Membership Fee

Membership fees for the SPAC shall be set at the club executive meetings.

7. Suspension of Membership

If a members conduct is found by the Executive committee to be a detriment to the SPAC that member’s membership may be terminated.

ARTICLE THREE – GOVERNMENT

1. Executive Committee

An Executive Committee established in accordance to article five (5) of this Constitution shall govern the SPAC.

They shall have full and complete charge of the SPAC, and shall have the power to bind the SPAC provided all decisions taken are within the Constitution and Bylaws established by the Membership.

The Executive Committee shall assume office at the conclusion of the Annual General Meeting held prior to the 31st day of March of each year.

2. Changes to the Constitution or By-Laws

Changes can be made to the Constitution, or the By-Laws only if a notice of motion has been properly circulated to each voting member of the SPAC (notice shall be considered as given when published in the SPAC newsletter) at least thirty (30) days previous to a Special General Meeting or Annual General Meeting and passed by a three-quarters vote in favor, and it is found acceptable to the Societies Branch of the Government of Alberta.

3. Changes, Additions, Deletions to Policy

The policy of the SPAC may be modified at any meeting of the Executive Committee.

ARTICLE FOUR - MEETINGS AND APPOINTMENTS

1. Rules of Order

All meetings shall be governed by Robert’s Rules of Order, as consistent with the Societies Act.

2. Quorums

Seven (7) members of the Executive shall constitute a quorum at an Executive Committee meeting.

Twenty (20) voting members shall constitute a quorum at a Special or Annual General Meeting.

3. Vacancies

Any vacancy in the Executive Committee during the year may be filled by appointment by a vote of the Executive Committee.

4. Meetings

The Executive Committee shall meet a minimum of one time each month at times set by the President and communicated to the members of the committee by the Secretary at least three (3) days prior to the meeting.

5. Suspension of an Elected Member of the Executive Committee

Failure of an elected member to meet the duties of the position in accordance with the direction of the SPAC may constitute a breach of office, in which case he or she may be dismissed by a special motion of the Executive Committee. He or she may appeal his dismissal through a regular meeting of the Executive Committee. Any member of the Executive Committee missing three (3) consecutive meetings without due cause may at the discretion of the Executive Committee be relieved of his/her position.

6. Appointed Positions

The Executive Committee may make appointments of individuals or committees, as needed. The Executive Committee shall establish the terms of reference, of such individuals or committees.

ARTICLE FIVE - ELECTIONS

1. Eligibility for Office

Any voting member of the SPAC in good standing is eligible to run for office in the Executive Committee.

As necessary, a single person may hold more than one (1) position on the SPAC Executive.

2. Voting Privileges

Any full member in good standing, eighteen years of age or over is entitled to vote.

3. Elections to the SPAC Executive Committee

Elections to the Executive Committee shall be held at the Annual General Meeting of the SPAC.

The Vice-President shall be responsible for assembling an official slate of candidates and he shall be chairman of the meeting during elections.

Candidates for election to any position may make their names known to the Vice-President in writing, at any time prior to the vote being called, or nominations from the floor will be accepted. Candidates for election need not be present, but if they are not, a signed notice of intent to stand for office must be in the hands of the Vice-President prior to the vote being called.

Elections for the SPAC Executive Committee shall be held in the following order:

1. President

2. Vice-President

3. Secretary

4. Treasurer

5. Newsletter Editor

6. Membership Director

7. Junior Director

8. Target Director

9. 3D Director

10. Traditional Director

11. Hunting Director

12. Director's At Large (ten (10) positions)

ARTICLE SIX - DUTIES OF EXECUTIVE COMMITTEE MEMBERS OF THE SPAC

1. President

1) Preside at all meetings of the SPAC.

2) Plan and coordinate the overall operation and activities of the SPAC along with the help of all Executive members.

3) Ensure that each Executive member's roles are carried out within the best interests of the SPAC.

4) Signing officer for the SPAC accounts along with the Vice-President and Treasurer

5) Appoint auditors to audit the books of the SPAC for the previous year prior to the Annual General Meeting.

2. Vice-President

1) Take over the functions of the President in his absence and give assistance to the President or Executive Committee members when necessary.

2) Conduct the election of Executive Committee members at the Annual General Meeting.

3) Attend Executive Committee meetings.

4) Signing officer for the SPAC accounts along with the President and Treasurer

5) Responsible for the inventory of SPAC equipment and also to see to all maintenance of equipment.

3. Secretary

1) Attend and keep accurate minutes of all Executive Committee meetings as well as the Annual General Meeting or any Special General Meetings called through out the year.

2) Make copies of previous Meetings minutes for distribution to members at next Executive Committee meeting. Post copy of minutes on bulletin board in club area.

3) Have charge of all correspondence of the SPAC and be under the direction of the President and Executive Committee.

4) Notify all members of the Executive Committee of the time and location of the next Executive Committee meeting at least three (3) days prior to said meeting.

4. Treasurer

1) Shall receive all monies paid to the SPAC and shall be responsible to deposit it in the SPAC's bank account.

2) Properly account for the funds belonging to the SPAC and keeping books as directed.

3) Present a report at each Executive Committee meeting.

4) Prepare a complete and detailed financial report of the SPAC, which will be audited prior to the Annual General Meeting and then presented at the same meeting.

5) Attend Executive Committee meetings.

6) Signing officer for the SPAC along with President and Vice-President.

5. Newsletter Editor

1) Prepare and distribute SPAC newsletter to the general membership as often as the Executive Committee deems necessary.

2) Include articles of interest to archers as well as listing upcoming shoots, club activities and winners of local shoots or other items of interest.

3) Include minutes of Executive Committee meetings as well as the Annual General Meeting.

4) Attend Executive Committee meetings.

6. Membership Director

1) Receive and list all new SPAC membership applications.

2) Send names of members to membership persons of ABA or ATAA/FCAA with a SPAC cheque to cover their membership fees.

3) Forward all membership fees to Treasurer.

4) Make up SPAC membership cards if required as well as ABAor ATAA/FCA membership cards.

5) Attend Executive Committee meetings.

7. Junior Director

1) Organize operation of junior program and coaching staff.

2) Oversee Canbow Program (posters and badges).

3) Keep accurate attendance and score level achievements for each junior archer.

4) Organize competitions and/or fun shoots eg. Junior Invitational, Halloween, Xmas and Valentine Shoots which includes.-accurate scoring, awarding prizes, arrange food concession/operation as required, solicit donations, purchase prizes if required, pay Lanes for rental of lanes if required, keep accurate records of monies received for shoot registrants, expenses acquired with receipts and turn all over to Treasurer as soon after shoot as practical.

5) Record all monies paid by junior archers for junior program.

6) Pay lane fees for Junior program shooters and record it.

7) Work closely with the Treasurer regarding funds and expences of operating the program.

8) Attend Executive Committee meetings.

8. Target Director

1) Schedule shoots with help of the Executive Committee for tournaments for both the Indoor and Outdoor seasons for the upcoming year. Make necessary advertising posters for shoots well in advance for distribution by the Secretary.

2) Responsible for organization of each shoot (registration, targets, rules, score cards and prizes.

3) For registered FITA'S or Indoor Provincial or Regionals etc arrange for necessary judges and submit scores to appropriate sponsoring organization.

4) Arrange food concession/operation as required.

5) Maintain accurate record of all monies received from entrants and monies paid for expenses with receipts and turn same over to Treasurer as soon after the shoot as practical.

6) Responsible for the organization of the Adult League if required. Keeping accurate records of scores, awarding weekly prizes and retaining participant’s names for end of season draw prizes.

7) Attend Executive Committee meetings.

9. 3 D Director

1) Schedule 3 D shoots with the help of the Executive Committee for the upcoming year. Make necessary advertising posters for the shoots well in advance for distribution by the Secretary.

2) Make application for any sanctioned shoot (ABA or ATAA/FCA) prior to deadline if the Executive Committee decides to apply for one.

3) Responsible for the organization of the 3 D Shoots which includes finding acceptable location, course set up and take down, registration, rules, announcements, score cards, prizes, clean up and also to arrange food concession/operation.

4) Maintain accurate record of all monies received and expenses incurred with receipts from each shoot and submit to the Treasurer as soon as practical after the shoot.

5) Maintain inventory of 3 D animals, arranging storage of animals as well as repair of animals as required.

6) Attend Executive Committee meetings.

10. Traditional Director

1) Schedule 3 D Traditional Shoots with the help of the Executive Committee for the upcoming year. Make necessary advertising posters for the shoots well in advance for distribution by the Secretary.

2) Responsible for the organization of the Traditional Shoots which includes finding acceptable location, course set up and take down, registration, rules, announcements, score cards (if required), prizes, clean up and also to arrange food concession/operation.

3) Maintain accurate record of all monies received and expenses incurred with receipts from each shoot and submit to the Treasurer as soon as practical after the shoot.

4) Assist the 3 D Director with maintaining an inventory of 3 D animals, arrangement of storage of the animals as well as the repair of any damaged animals.

5) Attend Executive Committee meetings.

11. Hunting Director

1) Responsible for informing club members as to the procedure to register any big game animals taken with bow and arrow for each year.

2) Arrange and hold a trophy measuring night prior to the 15 February of each year.

3) Keep accurate records of all animals taken and handout trophies for each species to the winners each year.

4) Keep members informed as to changes of note in hunting regulations or other things that may effect bowhunting in general. (for example the attempt by anti-hunters to stop black bear baiting)

5) Attend Executive Committee meetings.

6) Arrange as required Bowhunting Education Courses.

12. Director's At Large

1) Attend Executive Committee meetings and assist the executive in SPAC operations and event planning/execution.

BYLAWS

1. Auditing

The books, accounts, and records of the Treasurer shall be audited at least once a year by a duly qualified accountant, or by two (2) members of the SPAC appointed for that purpose by the President. The complete and proper statement of the standing of the books for the previous year shall be submitted by such auditor (s) at the last meeting of the Executive Committee before the Annual General Meeting. Any full adult member in good standing may inspect the book and records of the SPAC with seven- (7) day’s notice for viewing, at the convenience of the Treasurer.

2. Transfer of Records

It shall be the responsibility of each outgoing Executive Committee member to transfer all materials and records pertaining to his past office to the newly elected member of said position after the Annual General Meeting. A comprehensive list of said materials and records shall accompany the transfer.

3. Remuneration

No remuneration or salary shall be paid to any office holder of the SPAC.

4. Borrowing Power

For the purpose of carrying out its objectives, the SPAC may borrow or raise or secure the monies in such manner as it thinks fit but these powers shall be exercised only under the authority of the SPAC Executive Committee.

5. Signing

Signing authority for monies in the general account of the SPAC shall be with the Treasurer together with, either the President or Vice-President. No more than three Executive Committee members shall have signing authority at any one time.

6. Receipts

All expenditures, in accordance to allowance plans, must be accompanied by receipts and must be ratified by the Treasurer.

7. Indebtedness

The SPAC shall not be responsible for any indebtedness incurred by any member of the SPAC on behalf of the SPAC, except as provided by the Constitution and Bylaws of the SPAC.

8. Revenue

The revenue of the SPAC shall be derived from contributions, grants, membership fees and the sale of supplies and objects, as the Executive Committee may deem proper and necessary. The SPAC may undertake any fund raising as deemed necessary to supplement the general revenue however these undertakings must be approved by the Executive Committee.

9. Head Coach

The SPAC Executive will appoint a Head Coach for the Juniors Program. The term of the appointment will be two years. The person appointed must be a certified Level II Coach (must have both Theory and Technical Certification for Level II). The Head Coach will be responsible for coordinating all coaching activities and will work with the SPAC to facilitate development and training of all coaches. The Head Coach will also work with the Junior Director to ensure effective delivery of the Junior Program.

10. Coaching Certification

The SPAC will support any person (member or non-member) who wishes to pursue coaching certification in return for their assistance as a coach for the Junior Program. This assistance will be limited to the course fees for Theory and Technical Certifications. The SPAC will not pay for Technical Certification until the coach has received their Theory Certification for that level of coaching. As such, for each level of coaching certification, coaches must get their Theory Certification first, followed by the Technical Certification.

POLICIES

1) Membership Fees - to be set by the Executive Committee

a) Adult - $

b) Junior - $

c) Family - $

2) Affiliation Fees (ABA, ATAA/FCA) - to be set by the respective body

a) Adult - ABA ($15.00) ATAA/FCA ($25.00)

b) Junior - ABA ($15.00) ATAA/FCA ($20.00)

Canbow Program - one time $20.00 fee

c) Family - ABA ($15.00 Plus $5.00 for each person) ATAA/FCA ($50.00)

3) Shooting Rules

a) Indoor Rules

i)          Only members are permitted to shoot on club nights.

ii)          Members must display their membership cards while shooting on club nights.

iii)         In order to maximize room for members to shoot, members are restricted to paper targets that are no more than 40 centimeters in size on all butts except lane number one, where targets larger than 40 centimeters may be used until it becomes necessary to shoot a second line.

iv)         Members are to shoot and retrieve their arrows as a group for safety reasons.

v)          Members are to shoot a maximum of three arrows per end.

vi)         The time taken, for all members on the firing line, to shoot three arrows should be no more than two minutes from the time the group begins to shoot.

vii)        Shooters who join the firing line late must cease shooting when the main group is finished, even if the late shooter has not fired all three arrows.

viii)        When a member is finished shooting for the evening, the member must take down their target to ensure the open lane is clearly available for another shooter to use.

ix)         If a member chooses to take a break from shooting, but intends to continue after that break, the last three arrows shot at the target are to be left in the target to indicate that it is still in use.

x)         Please do not disturb fellow members on the firing line with excessive noise or activity on or behind the firing line.

xi)         When retrieving arrows please record scores quickly and return immediately to the firing line.

xii)        Disruptive behavior by any member may result in the member being expelled for the remainder of that night. Repeated offenses by any member may result in the revoking of their membership in the club.

b) Outdoor Rules

i)          SPAC members and Outdoor Pass holders only.

ii)          Use of facilities is completely at one’s own risk.

iii)         Membership tag to be displayed on bow or quiver.

iv)         Safety is of utmost importance so ensure all archers have completed shooting prior to retrieval of arrows.

v)          No hunting allowed.

vi)         Keep range clean. Place your garbage etc in proper receptacles.

vii)        No ATV’s, motorcycles, snow mobiles or horses allowed on course. (Except when setting up courses or doing range maintenance.

viii)        Broadheads to be used only in designated area.

ix)         Be considerate of other archers and retrieve arrows as quickly as possible and return behind shooting line.

x)         Please place any found arrows in container in cook shack.

xi)         Dogs to be kept on leach at all times.

xii)        All Club members under the age of 16 years must be accompanied by a responsible adult.