christchurch gun club · © copyright cgc, hd 2015, 2017, 2018 page 31 of 48!

Christchurch Gun Club

Affiliated to NRA, CPSA.

CGC Constitution (v7.0) © Copyright CGC, HD 2015, 2017, 2018 of 48

CGC Constitution Confidentiality Statement This document is considered ‘Open’. It may be circulated and distributed or communicated outside of the CGC membership where appropriate. If there is any doubt regarding appropriate distribution the committee should be contacted for clarification.




Contents

1 INTRODUCTION 6 1.1 PURPOSE 6 1.2 SCOPE 6 1.3 DOCUMENT CONTROL AND HISTORY 6 1.4 DEFINITIONS 9 1.5 WHAT HAS CHANGED 9 1.5.1 CHANGES INTRODUCED AT VERSION 5.1 10 1.5.2 CHANGES INTRODUCED AT VERSION 5.2 10 1.5.3 . CHANGES INTRODUCED AT VERSION 6.1 10

2 GENERAL 11 2.1 INTRODUCTION 11 2.2 AFFILIATION 11 2.3 CLUB NOTICES AND COMMUNICATIONS 11

3 MEMBERSHIP 13 3.1 OVERVIEW 13 3.2 QUALIFICATION AND PROCESS FOR MEMBERSHIP 13 3.3 MEMBERSHIP STATUS 16 3.3.1 NON-‐MEMBER / GUEST 16 3.3.2 JOINING 16 3.3.3 PROBATIONARY MEMBER 16 3.3.4 CURRENT / ACTIVE MEMBER 17 3.3.5 DECLINED 17 3.3.6 SUSPENDED 18 3.3.7 LAPSED / RESIGNED 18 3.3.8 DISMISSED 19 3.3.9 EFFECT OF CEASING TO BE A MEMBER 19 3.4 MEMBERSHIP LEVEL 20




3.5 MEMBERSHIP TYPE 20 3.5.1 JUNIOR 20 3.5.2 ADULT 20 3.5.3 FAMILY 20 3.5.4 LIFE 21 3.5.5 HONORARY 21 3.6 SUBSCRIPTIONS 22 3.6.1 PAYMENTS 22 3.6.2 ARREARS 22

4 ROLES AND RESPONSIBILITIES 23 4.1 FORMAL AND MANDATORY ROLES 23 4.1.1 CLUB MEMBER 23 4.1.2 TRUSTEE 23 4.1.3 FULL COMMITTEE MEMBER 25 4.1.4 CLUB CHAIRMAN 25 4.1.5 VICE CHAIRMAN 26 4.1.6 CLUB SECRETARY 26 4.1.7 TREASURER 27 4.1.8 SAFETY OFFICER 27 4.1.9 ARMOURER 27 4.2 INFORMAL AND OPTIONAL 28 4.2.1 MEMBERSHIP SECRETARY 28 4.2.2 CHIEF FINANCIAL OFFICER 28 4.2.3 CO-‐OPTED COMMITTEE MEMBER 28

5 COMMITTEE 30 5.1 OVERVIEW 30 5.2 VOTING 30 5.3 MEETING ATTENDEES 31 5.4 CONDUCT OF MEETINGS 31 5.5 POWERS VESTING IN THE COMMITTEE 32




5.5.1 POLICIES, PROCEDURES, REGULATIONS AND RANGE RULES 32 5.5.2 LEASING POWERS 33 5.5.3 INTERPRETATION OF RULES 33 5.5.4 DISCIPLINARY MATTERS. 33

6 GENERAL MEETINGS 34

7 ANNUAL GENERAL MEETING (AGM) 36 7.1 OVERVIEW 36 7.2 PURPOSE OF AN AGM 36 7.3 CONVENING AN AGM 36 7.4 CONDUCT OF AN AGM 38

8 EXTRAORDINARY GENERAL MEETING (EGM) 40 8.1 OVERVIEW 40 8.2 PURPOSE OF AN EGM 40 8.3 CONVENING AN EGM 40 8.4 CONDUCT OF AN EGM 41

9 ELECTIONS 42

10 CLUB FINANCES 44 10.1 FEES 44 10.2 CLUB MONEY AND APPLICATION OF PROFIT 44 10.3 PURCHASING AND BORROWING POWERS 44 10.4 AUDITS 45 10.4.1 INTERNAL OVERSIGHT 45 10.4.2 EXTERNAL AUDIT 45 10.5 EXPENDITURE CONTROLS AND LIMITS 46

11 CLUB DISSOLUTION 48




1 Introduction

1.1 Purpose This document details the constitution of Christchurch Gun Club.

1.2 Scope This constitution covers the fundamental principles and rules by which Christchurch Gun Club is formed, managed and operated. There are a number of additional ‘Policy and Procedure’ documents that support the operation and management of the club, which may be produced, revised and issued from time to time by the committee. Such documents will support rather than supplant or modify this constitution. There are a number of such documents already in existence or in the process of creation at the time of the creation of this issue of the constitution, e.g. ‘Range Rules’, ‘Complaints and Disciplinary’, ‘Code of Conduct’.

1.3 Document Control and History This is a controlled document, formally managed and issued by the CGC Committee. Draft versions are indicated by a decimal Version number e.g. 0.1, 1.4 etc. Formally issued versions are indicated by an integer Version number e.g. 1.0, 2.0 etc. Current Version: 7.0

Version Date Note Updated by

3.00 2004





4.00 01/05/10 Life membership – restrict to 22.5%, min 5 years full membership to apply & reduced life fee from std pensionable age. Family membership to include 2 adults. Grace period for renewals extended. Typos from previous version corrected.

Stuart Ford

4.1 31/01/15 Reformat and draft changes for review by committee.

Harry Durdle

4.2 01/03/15 Updates following review: • 3.1 Membership cap stated. • 3.2 Correction to cross

reference. • 3.3.7 Resignation does not

mitigate dismissal. • 4.1.9 Armourer added. Outstanding sections completed: • 3.3.1, 3.5.1, 3.5.2, 5.4 Outstanding incomplete sections: • 5.5, 6, 7.3, 7.4, 8.3, 8.4, 10.4

Harry Durdle

4.3 08/03/15 Added ‘What has changed’ section. Outstanding sections completed: • 5.5, 6, 7.3, 7.4, 8.3, 8.4, 10.4

Harry Durdle

4.4 11/04/15 Further review actions. Harry Durdle





4.5 23/04/15 Updated from formal review committee meeting.

Harry Durdle

5.0 05/05/15 Issued following committee approval..

Harry Durdle

5.1 15/08/16 Updated based on actions from the 2015 AGM

Harry Durdle

5.2 21/08/17 Updated for formal approval by Committee of the revised disciplinary sanction of ‘Barred from Office’

Harry Durdle

6.0 12/09/17 Issued following committee approval.

Harry Durdle

6.1 15/07/18 Updates regarding Trustees and committee spending controls.

Harry Durdle

7.0 08/08/18 Issued following committee approval.

Harry Durdle




1.4 Definitions Term Meaning CGC Or The Club


The Hill St Catherine’s Hill, Christchurch Committee Or Main Committee

Committee formed of CGC members elected at the CGC AGM. Plus all co-‐opted and ex-‐officio members. See CGC Constitution.

Sub-‐committee A duly appointed committee setup by and responsible to the main committee q.v.

Chairman Or Club Chairman

The term chairman as used in this document refers to the person who chairs a particular committee. It is used in a gender-‐neutral sense and does not imply or require a particular gender.

CGC Constitution

This document.

Officers This term is used as a general term for all of the defined roles with in the club with the exception of that of Club Member.

In this document, terms implying the male gender will include the female gender.

1.5 What has changed This section gives an indication of the changes made from the previous version of the constitution.




All changes, including additions, deletions and modifications, are electronically tracked within the document original and are identified by ‘change marker bars’ in the margin.

1.5.1 Changes introduced at version 5.1 The changes for this version are restricted to those identified during the 2015 AGM discussion of version 5.0 of the constitution. Specifically these changes can be summarised as follows: • Section 5.2 Modified to removed explicit indication of the chairman

being allowed two votes. • Sections 7.2 and 7.4 Modified to allow AOB at an AGM. • Section 8.4 Modified to correct miss typing of EGM.

1.5.2 Changes introduced at version 5.2 Explicit indication that club members who have been subject to a disciplinary sanction of ‘Barred from Office’ are barred from official roles, see section 4 Roles and Responsibilities, within the club.

1.5.3 . Changes introduced at version 6.1 Trustees and their role, see section 4.1.2 Trustee. Expenditure approvals, see section 10.5 Expenditure Controls and Limits




2 General

2.1 Introduction Christchurch Gun Club (CGC) is to be operated as a non-‐profit, Home Office approved shooting club. CGC will seek to encourage safety, skill and competition in the sport of shooting, providing an environment and facilities where members and occasional guests are able to take part, safely and legally in shooting related activities. CGC will be run by a committee comprised of a chairman and members elected from and by the membership. The CGC committee will be supported by various additional appointments such as the Club Secretary. A number of appointed Trustees will be responsible for overseeing and ensuring the club is run on a responsible basis, particularly ensuring the club is not put at inappropriate financial risk.

2.2 Affiliation The club shall be affiliated to the National Rifle Association (NRA) and other bodies that the Committee consider appropriate.

2.3 Club Notices and Communications It is the responsibility of each member to ensure that their contact details held by the club are up to date and correct. Notices and information for club members may be distributed and made available via a number of means.




• Club notice boards at the club’s ranges, club house and electronic forum, where appropriate.

• Electronic means (e.g. e-‐mail, text, Facebook, Twitter, etc.) • Traditional post

CGC shall use the most cost effective means based on the contact details held by the club and the information involved. All communications to the membership shall be considered delivered, based on the following timescales depending on the communications means used:

• Electronic means – 1 day after sending / posting • 2nd class mail – 5 days after posting • 1st class mail – 2 days after posting




3 Membership

3.1 Overview This section details the types and levels of membership available. It also indicates where appropriate the process and conditions to be met. CGC membership can be used in support of an FAC application for current full bore members There is a minimum age limit for guests and membership. This may change from time to time as it depends on national legislation and the club’s insurance. The committee will endeavour to maintain the following age limits, which are compatible with the legislation and insurance at the time (January 2015) of the initial creation of this document.

• Minimum age for Air Gun: 10 years • Minimum age for Live Fire / Full bore: 12 years

The club operates a number of caps on membership. The maximum number of members is 600. This is calculated as the total number of Probationary, Current / Active and Suspended members. The maximum number of Life members is 20% of the total membership as calculated above.

3.2 Qualification and process for Membership Membership shall be open to all persons over the appropriate age interested in joining the Club and furthering its aims and values as indicated in section 2.1 above. The typical process for membership application is indicated below. Specific details are controlled and issued from time to time, as necessary, by the committee.




• Complete and send an application form together with the following, to the Membership Secretary.

o Name of “sponsor” a current full member of two years good standing in the Club

o Two references from reputable persons (“the referees”) who have known the applicant personally for a minimum of two years. It is for the Committee to decide whether the referees are suitable. The referees must be over 18 and, with one exception, not members of the applicant’s family. The one exception is for applicants under 18, when members of the family may be acceptable as referees.

o Four passport sized photographs o The appropriate joining fee

• The Membership Secretary will then arrange for the applicant to be interviewed by three Committee members and undertake an induction and safety training course.

Note a waiting list for new members may be in operation. If this is the case the applicant will be so informed.

• Following interview and training. If the applicant is deemed suitable, the Membership Secretary will issue a Probationary Member’s Card, although he has discretion to refuse to do so if the interviewers consider such refusal to be in the best interests of the Club.

• Upon receipt of a probationary attendance card, the applicant will be deemed to be a probationary member and may attend the Club and receive instruction for a period of not less than three months (“the probationary period”) unless the Club wishes to terminate the probationary member’s membership during this




period. The probationary period may be extended at the discretion of the Committee.

• During the probationary period, the probationer agrees to be bound by the Rules of the Club.

• During the probationary period, the probationer must be given a course of regular instruction in the safe handling of firearms. A minimum specified number of attendances at CGC shoots must also be made. A probationary member must, at all times when using firearms or ammunition, be personally supervised by the Range Officer or a current member of the Club who holds a firearm certificate. The minimum number of probationary shoots may be extended at the discretion of the committee.

• The required minimum number of shoots MUST be completed within a maximum period of six months..

• Once the minimum period and number of satisfactory attendances have been achieved, the application will be placed before the Committee regarding active membership status at the next meeting of the Committee. Active / current membership requires the unanimous vote in favour of all the members present.

• The Committee may decide that the full probationary period need not apply and may substitute a shorter period with fewer attendances if the prospective member is the holder of a Firearms Certificate, which is approved for M O D or Home Office approved ranges.




3.3 Membership Status

3.3.1 Non-‐member / Guest This term applies to those people who have been invited to use club facilities and or take part in club activities who are NOT club members. Such people shall be limited in the number of times they may attend club activities. The specific limits and any fees that apply shall be determined from time to time by the Committee.

3.3.2 Joining This term applies to those people who are in the process of joining the club. That is, they have made an application and paid a non-‐refundable joining fee, but have yet to have been given probationary membership status. This does not confer any rights or privileges over and above those of a non-‐member. That is to say the limits on guest visits and the range fees charged are the same as those that apply to non-‐members.

3.3.3 Probationary Member This term applies to people who have yet to meet the criteria for active membership but who have:-‐

• been approved following interview by three, committee approved, current members

• paid the appropriate membership fee




• successfully completed the clubs safety induction and training

3.3.4 Current / Active Member This term applies to those people who have:-‐

• had successful police checks notified to the club • completed a probationary membership period of at least

3 months • completed a specified number of supervised shoots. The

number depends on the level of membership applied for and the holding of any FAC or SGC. Also in some circumstances to allow further training, additional supervised shoots may be required by the committee

• received a unanimous vote of acceptance by the committee

A probationary member who fails to achieve any one or more of the above criteria will be notified of the item(s) on which their membership was not awarded but will not be provided with any explanation.

3.3.5 Declined This term applies to ex-‐probationary members who did not receive a suitable response regarding the police checks or who did not receive unanimous approval of the committee. A prorated membership refund may be made at the discretion of the committee.




3.3.6 Suspended This term can apply to both probationary and active members. It occurs when the committee has voted to suspend a member and will usually be for a defined period or until certain criteria are met. This is at the sole discretion of the committee but would typically be as a result of disciplinary action. • Criminal or Firearm Offences

If any member shall be charged with a criminal or firearm offence, they shall immediately have their membership suspended pending investigation. The Committee shall have power, in its discretion, to reinstate them either immediately or after a suitable interval of time, or to terminate their membership. Any such follow up action shall be handled via the disciplinary process, see section 5.5.4 below.

3.3.7 Lapsed / Resigned These terms apply to people who have explicitly or implicitly removed themselves from club membership, e.g. explicitly, by written notification of resignation, to the Club Secretary or committee or implicitly by failure to make payment of any outstanding membership fees by the necessary deadline. Any person may resign their membership by giving to the Membership Secretary notice in writing to that effect. Every such notice shall, unless otherwise expressed, be deemed to take effect from the date of its receipt. See also section 3.3.9 below.




Note that resigning or allowing membership to lapse does not halt or prevent any disciplinary investigation or sanction nor can it mitigate dismissal. See also section 3.3.8 below.

3.3.8 Dismissed Members who have been dismissed from the club are no longer allowed to use club facilities or attend club activities, i.e. they are barred. A prorated membership refund may be made at the discretion of the committee. See also section 3.3.9 below.

3.3.9 Effect of ceasing to be a Member Any person shall, on ceasing to be a member, forfeit all right to and claim upon the Club and its property and funds. All funds and property of the Club, held by the member, or within their responsibility, must be returned to the Club within seven days of their ceasing to be a member. All lapsed, resigned or dismissed members will be reported to the relevant Police Authority in accordance with the Firearms Amendment Act 1967 – 1997 or other relevant legislation that may have been enacted. In the case of dismissal the fact but not the details will also be notified. Ex-‐members may be able to re-‐join the club at the discretion of the committee. However, new joining fees and procedures will need to be followed. This may include but are not limited to




attending induction and safety training and being added to a membership waiting list.

3.4 Membership Level

1. Air Gun 2. Shotgun 3. Full Bore

3.5 Membership Type It should be noted that whatever membership type is held the status and level as indicated in sections 3.3 above and 3.4 above still apply.

3.5.1 Junior This is an individual membership for those aged under 18 at the time of joining or on subsequent membership renewal.

3.5.2 Adult This is an individual membership for those aged 18 and over at the time of joining or on subsequent membership renewal.

3.5.3 Family • Family membership will cover 2 adults and any number of

children under the age of eighteen years of age all from the same nuclear family living at the same address.

• All family members must comply with the admission procedure outlined in section 3.2 above, and the family membership will not commence until 1st January of the year following completion of the admission requirements.




• Persons over the age of eighteen are liable to pay the full adult subscription.

3.5.4 Life • Life membership should not exceed 20% of the club

Membership and will not be available should it already exceed this limit, e.g. due to lower membership levels than previously.

• Life Membership may be applied for, by request to the committee, by any Active / Current Member with at least 5 years membership.

• Life membership is only available on an individual basis for Adult members.

• Applicants for Life membership must be approved by the committee.

• Life membership will cost a sum equal to TEN times the current annual subscription. A reduced fee of FIVE times the current annual subscription will apply for members who have reached the current standard pensionable age.

3.5.5 Honorary Honorary membership may be award at the discretion of the committee. Should honorary membership be accorded to a person not holding a Firearms Certificate, that person will only be allowed to shoot in accordance with the rules which govern probationary members.




3.6 Subscriptions

3.6.1 Payments The joining fee, annual subscriptions and range fees shall be determined from time to time by the Committee. The membership year runs from 1st January to 31st December. New members pay a prorated fee on becoming a probationary member. Annual subscription fees are payable without demand on or before the 31st December in each year.

3.6.2 Arrears In the event of any member failing to pay their annual subscription, a period of grace will be given, up to 31 days (end of January). Where payment has not been made (i.e. received by the Club) by the appropriate deadline the member will immediately be recorded as no longer a member of the club (Lapsed). See also sections 3.3.7 above and 3.3.9 above.




4 Roles and Responsibilities There are various roles and responsibilities that need to be fulfilled for the successful running of the club. Some, such as Trustee, Chairman and Club Secretary, are defined outside of this constitution, as well as within it. This is because there are specific legal and technical requirements such as, but not limited to those necessary to maintain the club’s status as a Home Office approved club. For a particular role, where this applies, it is explicitly identified as part of the role definition in the following sections. Some roles are elected and some are appointed. For each role this is identified as part of the role definition in the following sections.

4.1 Formal and Mandatory Roles

4.1.1 Club Member See also section 3 Membership This is an appointed role, requiring unanimous approval of the committee.

4.1.2 Trustee There is a legal definition element to this role as well as elements outlined in this club constitution. Where there is any divergence between trustee law and this constitution, trustee law takes precedence. The club MUST have at least three trustees. Except under extreme circumstances, there should not be more than five trustees.




This role cannot be combined with that of Chairman or Full Committee member. It may be combined with any other defined role. Trustee is an appointed role, the existing trustees are responsible for selecting new candidates for the role. Candidates must be willing and formally proposed by the secretary, when a new appointment is deemed necessary, as determined from time to time by the trustees. The trustees are responsible for the safe and appropriate management of the club’s assets in the best interests of the membership. These assets may include physical assets (e.g. property, equipment etc.), financial assets (e.g. cash, monies at the bank etc.) and ephemeral assets (e.g. reputational). In this respect the trustees have the power to block “inappropriate expenditure or disposal of assets” by the committee. Should such a situation arise the committee may, should they wish to pursue the course of action block by the trustees, call a General Meeting (see section 6 General Meetings) to seek direct approval of the membership for their proposed course of action. The Trustees shall be indemnified against risk and expense out of the Club property. Once appointed a trustee holds the role for life or until resignation or dismissal from the role. Trustees can only be dismissed from the role as allowed by the law.




4.1.3 Full Committee Member Full committee members are elected at the club AGM and may fill the role until the next AGM. All committee members implicitly resign at the start of the next AGM. At the time of election a candidate must:

• Have been a current / active member for a total of 2 years or more. This does not have to have been continuous membership.

• Be at least twenty one years of age. • Not be a Trustee of the club. • Not be suspended. • Not have been previously ‘Barred from Office’. • Not have been previously dismissed from the club.

4.1.4 Club Chairman The chairman is elected at the club AGM and may fill the role until the next AGM. The chairman implicitly resigns at the announcement of the election of the chairman at the next AGM. At the time of election a candidate must:

• Have been a current / active member for a total of 5 years or more. This does not have to have been continuous membership.

• Not be a Trustee of the club. • Not be suspended. • Not have been previously ‘Barred from Office’. • Not have been previously dismissed from the club.

There are certain external requirements and responsibilities on the role of Club Chairman implicit as a Home office approved and NRA affiliated club.




The chairman is an implicit full committee member with all the authority and responsibility of any other full committee member, such as the ability to vote on resolutions. In addition where it may be necessary or appropriate, due to a tied vote, the chairman will have the right to exercise a casting vote if they so choose.

4.1.5 Vice Chairman This is an appointed role, requiring a simple majority vote of approval by the committee. This role allows for deputising for the chairman such as in the chairing of committee meetings.

4.1.6 Club Secretary This is an appointed role, requiring an absolute majority vote of approval by the committee. A temporary appointment may be made on a simple majority vote should an absolute majority not be obtainable. Such an appointment should be ratified or corrected by an appropriate vote at the earliest possible opportunity. Club membership is not a pre-‐requisite for this role, i.e. an appointment may be made from outside the membership. In such a case the committee may decide to approve the incumbent as an honorary member for the duration of the appointment. There are certain external requirements and responsibilities on the role of Club Secretary implicit as a Home office approved club. The Club Secretary must not have been previously ‘Barred from Office’ or dismissed from the club.




4.1.7 Treasurer This is an appointed role, requiring an absolute majority vote of approval by the committee. A temporary appointment may be made on a simple majority vote should and absolute majority not be obtainable. Such an appointment should be ratified or corrected by an appropriate vote at the earliest possible opportunity. Club membership is not a pre-‐requisite for this role, i.e. an appointment may be made from outside the membership. In such a case the committee may decide to approve the incumbent as an honorary member for the duration of the appointment. The Treasurer must not have been previously ‘Barred from Office’ or dismissed from the club.

4.1.8 Safety Officer This is an appointed role, requiring a simple majority vote of approval by the committee. Club membership is not a pre-‐requisite for this role, i.e. an appointment may be made from outside the membership. In such a case the committee may decide to approve the incumbent as an honorary member for the duration of the appointment. The Safety Officer must not have been previously ‘Barred from Office’ or dismissed from the club.

4.1.9 Armourer This is an appointed role, requiring a simple majority vote of approval by the committee. The Armourer must not have been previously ‘Barred from Office’ or dismissed from the club.




4.2 Informal and Optional The need for and allocation of these and or any other roles is at the discretion of the Committee.

4.2.1 Membership Secretary This is an appointed role, requiring a simple majority vote of approval by the committee. Neither Club membership nor full elected committee membership is a pre-‐requisite for this role, i.e. an appointment may be made from outside the committee and or membership. In such a case the committee may decide to approve the incumbent as an honorary member for the duration of the appointment. The Membership Secretary must not have been previously ‘Barred from Office’ or dismissed from the club.

4.2.2 Chief Financial Officer This is an appointed role, requiring a simple majority vote of approval by the committee. Neither Club membership nor full elected committee membership is a pre-‐requisite for this role, i.e. an appointment may be made from outside the committee and or membership. In such a case the committee may decide to approve the incumbent as an honorary member for the duration of the appointment. The Chief Financial Office must not have been previously ‘Barred from Office’ or dismissed from the club.

4.2.3 Co-‐opted committee member The committee may from time to time determine the need to co-‐opt one or more people to the committee. These constitute appointed roles, requiring a simple majority vote of approval by the committee. Co-‐




opted appointments may last for a specific period or until completion of a specific activity. They will not extend past the next AGM, although they may of course be renewed by the next committee. Club membership is not a pre-‐requisite for this role, i.e. an appointment may be made from outside the membership. Co-‐opted committee members must not have been previously ‘Barred from Office’ or dismissed from the club.




5 Committee

5.1 Overview The Committee shall meet at least once in every month to examine the accounts and arrange the affairs of the Club. The Club Secretary may convene a committee meeting at any time, provided at least seven days notice is given to the committee members. The committee shall comprise the elected chairman, from 8 to 15 elected members and any number of co-‐opted (non-‐voting) members. The Committee members and other appointed officers shall be indemnified against risk and expense out of the Club property.

5.2 Voting There will be various situations where a committee vote is required. Depending on the item being voted on and possibly the means of voting, different criteria for approval of the item may apply. There are three levels of majority that may be required.

1. Simple majority – This is where more votes must be cast in favour than are cast against. Abstentions and absentees are ignored.

2. Overwhelming majority – This is where more than 50% of those taking part in the vote must be in favour.

3. Absolute majority – This is where more than 50% of total voting members must vote in favour.

4. Unanimous – This is where ALL voting members present must vote in favour.




An absolute majority vote applies to certain specific votes, as detailed elsewhere in this constitution. It also applies where any votes are required outside a formal and appropriately convened committee meeting. ALL elected members of the committee, whether directly or indirectly elected have a vote. It does not include any appointed or co-‐opted committee members. The chairman will normally abstain from voting. However, should a vote be tied the chairman will have a casting vote which they may use or not at their sole discretion. For the avoidance of doubt this situation is applicable if and only if a simple majority is required and there are equal votes for and against.

5.3 Meeting Attendees All elected and co-‐opted committee members are expected to attend regular committee meetings where at all possible. Trustees are expected to attend committee meetings at their own discretion.

5.4 Conduct of Meetings Five ‘voting’ members, i.e. full members and chairman, of the Committee shall form a quorum. Minutes shall be taken of all the proceedings of the Committee. Minutes shall be published, in locations available to the membership, once formally ratified at the next committee meeting. The Chairman of the Club shall preside at all meetings of the committee but, if they are not present within fifteen minutes after the time appointed for the meeting or has signified their inability to be present at the meeting, the Vice Chairman shall chair the meeting. In the




absence of both Chairman and Vice Chairman, the members present and entitled to vote shall choose one of their numbers to be Chairman of the meeting. A pre-‐published agenda will be provided, to committee members, ahead of each meeting. An ‘Any Other Business’ agenda item will be included in each agenda.

5.5 Powers vesting in the Committee The committee may from time to time, as it deems necessary and appropriate:

• Create and or revise documents that support the safe, appropriate and efficient operation of the club. This would for example include Range Rules.

• Form temporary special or sub-‐committees, consisting of full and co-‐opted committee members. This would for example include a disciplinary sub-‐committee or a ‘building’ sub-‐committee as necessary or expedient.

• Co-‐opt onto the Committee additional members in addition to those elected at the AGM. The addition of co-‐opted members to the committee is not limited by the maximum of 15 elected full committee members.

• Purchase equipment and services on behalf of the club. The committee has the power to agree and pay for various specific services.

5.5.1 Policies, Procedures, Regulations and Range Rules The Committee may from time to time make, repeal and amend such policies, procedures, regulations and range rules as it shall consider expedient and appropriate for the management and well being of the




Club. All changes made by the Committee under this rule shall be binding on the members until repealed by the Committee or set aside by a resolution of a general meeting of the Club. For the avoidance of doubt this rule also applies to this constitution.

5.5.2 Leasing Powers The Committee shall have the power to lease the Club’s range for short periods to other reputable bodies for shooting purposes.

5.5.3 Interpretation of Rules The Committee shall be the sole authority for the interpretation of this constitution and any other policies, procedures, regulations and rules made from time to time by the Committee, and the decision of the Committee, upon any question of interpretation or upon any matter affecting the Club and not provided for elsewhere, shall be final and binding on the members.

5.5.4 Disciplinary matters. It shall be the duty of the Committee to ensure an investigation into disciplinary issues is undertaken and an appropriate course of corrective or disciplinary action completed. Disciplinary issues will usually but not exclusively arise from a failure to comply with the policies, procedures and rules of the club as from time to time issued by the committee. Not withstanding the above some matters may be appropriately dealt with at the time by a Range Officer. However, they should still be reported to the committee. The decision of the Committee is final.




6 General Meetings All probationary and Current /Active members, provided they are not suspended at the time of the meeting, are entitled to attend club general meetings. However, probationary members are not allowed to take part in any votes at the meetings. All attending members must produce their valid membership id to gain entry to the meeting. The quorum at any general meeting shall be forty voting members or 50% of the eligible voting membership, which ever is the lower. No form of proxy or absentee voting is allowed at any General Meeting. Members must be present at the meeting and use the appropriate issued voting card to cast any vote. Each eligible member present is entitled to one vote on each resolution or motion to be voted on. For the avoidance of doubt in respect of the election of committee members, up to 15 (the maximum number of committee members) individual candidates can be voted for, i.e. each of the committee positions is considered an individual resolution. General meetings take two forms:-‐

• Annual General Meeting, see section 7 below. • Extraordinary General Meeting, see section 8 below.

Annual General Meetings are formal, rigid and fixed in the purpose they serve and how they are convened and conducted. However, this does not prevent discussion of additional properly notified and scheduled items.




In contrast, Extraordinary General Meetings are by definition ad hoc and infrequent affairs. However, ad hoc does not imply informal or un-‐planned. They must still be formally convened and conducted with properly notified and scheduled items.




7 Annual General Meeting (AGM)

7.1 Overview This section describes the mechanisms and process related to the convening, running and purpose of an AGM.

7.2 Purpose of an AGM At the Annual General Meeting the following business shall be conducted:-‐

• The reading and acceptance of the minutes of the previous Annual General Meeting.

• The presentation and (if accepted) the passing of the accounts for the previous financial year ended on 31st day of December prior to the meeting, which accounts shall first have been audited by the Club’s auditors.

• The election of the Chairman and the Committee. • Other business, such as but not limited to the presentation of

trophies and awards, as shall have been communicated to the Secretary and included in the notice of the meeting sent by him to the members.

• AOB. The chairman shall ensure that any such AOB discussions shall be relevant and appropriate.

7.3 Convening an AGM An Annual General Meeting of the Club shall be held normally in the month of April in each year. In any event not less than nine and not more than fifteen months shall elapse without a general meeting. Further to this an Annual General Meeting must be held in every calendar year.




The secretary shall undertake the following actions to convene an AGM.

• At least 2 months prior to the date of the AGM. Place notification forms on the club’s notice boards, see section 2.3. Such notification will include the anticipated date and venue for the meeting. However, both may be subject to change due to exceptional circumstances. The forms will in addition request and provide the means by which, nominations from the membership for the following:

• the elected positions of Club Chairman • the elected positions of Committee Member • formal items for the AGM agenda

Along with the AGM notification and requests for nominations an explicit closing date for nominations and agenda items must be stated. This date will be no later than 4 weeks prior to the date of the AGM.

• At the notified nominations closing date.

Remove the nomination forms from the club’s notice boards and replace them with a reminder of the date and venue of the AGM Validate all election candidate nomination against club membership records. Prepare an agenda. Prepare ballot papers for all election candidates. Prepare resolution ballot papers, where appropriate. Collect and collate candidate statements.




• At least 2 weeks prior to the date of the AGM

Distribute the following to every member at his address as last notified to the Club and posting on the Club’s notice boards, see section 2.3.

• a notice of the meeting stating the time when and place where it will be held

• the agenda • a list of candidates for the positions of Club Chairman

and Committee Member • the ‘personal statement’ from each candidate • notification of the appointed returning officers

7.4 Conduct of an AGM The AGM will have a pre-‐notified agenda, which will include an allowance for AOB. There will have been ample opportunity during the above defined process for the convening an AGM for any appropriate items to have been formally added to the agenda. This ensures all members are notified in advance of all items that will be discussed at the meeting. The AGM will, initially, be chaired by the out-‐going club chairman. This will be until the election of the club chairman for the coming year, from which point the incoming club chairman will chair the remainder of the meeting. At the Annual General Meeting the following business shall be conducted:-




• The reading and acceptance of the minutes of the previous Annual General Meeting.

• The presentation and (if accepted) the passing of the accounts for the previous financial year ended on 31st day of December prior to the meeting, which accounts shall first have been audited by the Club’s auditors.

• The election of the Chairman and the Committee. • Presentation of awards. • Such other business as shall have been communicated to the

Secretary and included in the notice of the meeting sent by him to the members.

• AOB




8 Extraordinary General Meeting (EGM)

8.1 Overview This section describes the mechanisms and process related to the convening, running and purpose of an EGM.

8.2 Purpose of an EGM The purpose of any EGM is specific to that meeting. It is likely, but not implicit, that a particular EGM will only have a single agenda item.

8.3 Convening an EGM An extraordinary general meeting may be convened at any time. It shall be convened within twenty one days of a valid request. A valid request for an EGM can arise from either of the following:-‐

• Formal request by not less than forty Current / Active members of the Club.

• A committee vote receiving a simple majority at an appropriately convened committee meeting.

Upon receipt of a valid request for an EGM the secretary undertake the following actions to convene the EGM.

• As soon as possible. Prepare an agenda. Collect and collate any relevant associated or supporting information.

• At least 2 weeks prior to the date of the AGM

Distribute the following to every member at his address as last notified to the Club and posting on the Club’s notice boards, see section 2.3.




• a notice of the meeting stating the time when and place where it will be held

• the agenda • any relevant associated or supporting information

8.4 Conduct of an EGM The EGM will, be chaired by the club chairman. However, in exceptional circumstances the committee may appoint an alternative person to chair the meeting. The EGM will have a fixed, pre-‐notified agenda. There will be no scope for ‘Any Other Business’ (AOB) at the meeting. This ensures all members are notified in advance of all items that will be discussed at the meeting.




9 Elections Elections are carried out at each AGM for the roles of Chairman and committee member. The following applies to both positions.

• A candidate may stand for both positions. • Each candidate for each position must be nominated by two

sponsors, on the appropriate form, see convening an AGM. • More than one candidate can be nominated by the same

sponsor(s). For candidates for the role of committee member who are not also standing for the role of chairman.

• Candidates are invited to provide a verbal ‘personal statement’, at the AGM, making their case for election.

For candidates for the role of chairman. • Candidates must provide a written ‘personal statement’ making

their case for election. • Personal statements must be made available to the membership

ahead of the meeting, via the physical and electronic club notice boards. At the AGM, each candidate will be invited to verbally present their submitted written personal statement.

Voting at the AGM will be on dedicated ballot papers issued at the meeting to attending members on production of their current valid membership card. Only active members are entitled to vote, probationary and suspended members are not allowed to vote. Absentee (e.g. postal and proxy) voting is not allowed.




Members may, but are not obliged to, vote for up to 15 candidates for committee and one candidate for chairman. The candidate for chairman achieving the most votes shall be considered elected. Up to the first 15 candidates for committee membership, ranked by number of votes, shall be considered elected where they obtain the votes of more than 50% of the voting membership present at the meeting. Should the voting result in less than the minimum number (8) of committee members being elected. The 50% requirement shall be discounted such that the minimum number of committee places can be filled by the highest ranked candidates. Ballots will be collected and counted by returning officers who have been appointed by the committee and named in the AGM notification to members. There will normally be at least three returning officers usually comprising one trustee and two other active club members. The result of the votes for chairman and committee will be announced to the meeting by the chairman or a committee member from the previous year’s committee.




10 Club Finances 10.1 Fees The club shall levy various fees, such as but not limited to joining, membership and range use. Such fees will be determined and set by the committee as it from time to time deems appropriate.

10.2 Club Money and Application of Profit The club is not to operate as a business or trader. Any financial surplus is for the sole support of the club in its activities and aims. No money or property of the Club or any gain arising from the carrying on of the Club shall be applied otherwise than for the benefit of the Club as a whole or for some charitable, benevolent purposes chosen by resolution of the Committee. Any member of the Club receiving monies on behalf of the Club should deliver the same to the Treasurer with any covering documents as soon as possible. Any member making an authorised purchase on behalf of the Club shall tender all relevant bills, invoices and receipts to the Treasurer as soon as possible. Reimbursement shall not be made until the Treasurer is satisfied that the expenditure is in order.

10.3 Purchasing and Borrowing Powers The Committee shall be empowered to purchase for the purpose of the Club such land and in such form and manner as it deems appropriate and the Trustees shall at the direction of the Committee enter into such




agreements and transfers in relation to such land as the Committee may deem proper for the purpose of such land. If at any time the Club in general meeting shall pass a resolution authorising the Committee to borrow money, the Committee shall be empowered to borrow for the purposes for the Club such amount of money either at one time or from time to time and at such rate of interest and in such form and manner and upon such security as shall be specified in such resolution, and the Trustees shall at the direction of the Committee make all such disposition of the Club property or any part of the Club property and enter into such agreements in relation to the Club property as the Committee may deem proper for giving security to such loans and interest. All members of the Club, whether voting on such resolutions or not or all persons becoming members of the Club after the passing of such resolutions shall be deemed to have assented to the resolutions as if they had voted in favour of them.

10.4 Audits

10.4.1 Internal oversight A monthly statement of the club’s accounts will be presented to and agreed by the committee.

10.4.2 External Audit The club’s accounts shall be externally audited at least annually. The audited accounts for the previous calendar year will be presented at the AGM.




10.5 Expenditure Controls and Limits All club expenditure must be approved by the committee and recorded in the minutes of the appropriate committee meeting. The following table and notes provides details regarding the level of approval required based on the value and circumstances of the expenditure. When considering the value of an expenditure, to determine the level of approval required, the total value of all expenditure to achieve an end effect must be considered. Splitting a large purchase in to smaller components, e.g. to reduce the level of approval required, is not permitted.

Expenditure Value

Approval Level

<= £50 Individual Committee Member. See Note 1 below

<= £1,000 Committee vote (Simple Majority), See Note 0 below

<= £5,000 Committee vote (Absolute Majority), See Note 0 below

<= £20,000 Committee and Trustee votes (each as an Absolute Majority), See Note 0 below

> £20,000 EGM vote (Simple Majority), See Note 0 below

Notes:

1. For an emergency / urgent expenditure an individual committee member may authorise up to £50 within any one month.




2. Absolute and Simple Majority are defined in section 5.2 Voting. In addition to the above approval requirements, for all expenditure there is also a requirement to maintain a cash balance of more than £20,000. A proposed expenditure of any level which would lead to the cash holding of the club going below this threshold either immediately or within the near future requires an additional level of approval by both the Committee AND the Trustees. An additional specific vote requiring Absolute Majorities by both the committee and the trustees must be taken and recorded.




11 Club Dissolution In order to dissolve the Club, the following actions must be taken:-‐

• The resolution for the dissolution of the Club must be tabled at any general meeting of the Club and passed by a majority of the members present.

• The Secretary shall give four weeks written notice of a special general meeting to be held within six weeks of this resolution.

• Not less than one half of the current membership are required to form a quorum at this special general meeting.

• The resolution for the dissolution of the Club must be confirmed by a majority of two thirds of the members present on this occasion.

• The trustees and Committee shall immediately or at such future date as shall be specified in the resolution, proceed to realise the property of the Club.

• After the discharge of all liabilities the balance remaining in the Club’s funds will be donated to a registered shooting body or bodies chosen by the Trustees and Committee.

• On the completion of such donation, the Club shall be dissolved.

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