DATE Saturday 7th December 2013. Working Version
.
Northern Ireland Field
Archery Association
CONSTITUTION

LIST OF SECTIONS

Section 1.  NAME and GOVERNANCE
Section 2.   PURPOSE
Section 3.   MEMBERSHIP and VISITORS
Section 4.   THE COMMITTEE
Section 5.   DUTIES of OFFICERS
Section 6.   ELECTION/APPOINTMENT of OFFICERS
Section 7.   CONFLICT of INTEREST
Section 8.   PROCEEDINGS of the COMMITTEE
Section 9.   DISQUALIFICATION of a MEMBER of the COMMITTEE
Section 10. THE ANNUAL GENERAL MEETING
Section 11. EXTRA-ORDINARY GENERAL MEETING
Section 12. THE FINANCIAL YEAR
Section 13. REPORTS of OFFICERS
Section 14. ALTERATIONS and AMENDMENTS to this CONSTITUTION
Section 15. DISSOLUTION

NORTHERN IRELAND FIELD ARCHERY ASSOCIATION CONSTITUTION
    SECTION 1. NAME and GOVERNANCE
  1. The name of the Association shall be the Northern Ireland Field Archery Association (hereinafter abbreviated to NIFAA).
  2. NIFAA shall be affiliated to the International Field Archery Association (hereinafter abbreviated to IFAA).
  3. The NIFAA shall be guided by the ROBERT'S RULES OF ORDER..
  4. The NIFAA shall adopt the SHOOTING RULES of the IFAA.
  5. Nothing in this Constitution shall be at variance or contrary to the Statute Law within Northern Ireland.
  6. Disciplinary rulings previously made, ongoing or pending by another properly constituted Archery Governing body shall not be affected by this document.

    SECTION 2. PURPOSE

  7. To foster, expand, promote, and perpetuate the practice of Field Archery and any other form of archery the Association may adopt, both amateur and professional, and to establish uniform rules, regulations, procedures, conditions and methods of practising such activities.
  8. To provide a basic plan by which individual archers can organise into clubs, that can join together to form the Association, in order to regulate and administer the sport in Northern Ireland.
  9. A club shall be considered to exist and to be affiliated to NIFAA if five or more archers are shooting under an agreed club name duly advised to NIFAA with a contact name and address.
  10. To conduct a continuous educational programme, designed to acquaint the public and the archer, with the use of the bow as a recreation.
  11. To conduct tournaments to determine, in accordance with Procedures Rule 4, National Champions in all forms of archery adopted by the Association.
  12. To foster and perpetuate a spirit of good fellowship and sportsmanship amongst all archers.
  13. To evolve and conduct programmes that will give recognition to archers for proficiency with the bow and arrow, in all recognised competition.
  14. To inform regularly all members of the major problems and issues affecting the sport of Field Archery, and/or of the actions proposed or taken, in order that the membership may make its will known to its duly elected representatives.
  15. NIFAA does not support the use of the bow and arrow in the pursuit of hunting animals.

    Section 3. MEMBERSHIP

  16. (A)  There shall be the following classes of membership; Honorary, Life and Individual.
  17. Honorary Membership, with exemption from regular fees and dues established by NIFAA, may be granted for exceptional merit and service, upon submission of a recommendation signed by not less than five members of the Committee.
  18. Such recommendation must be approved or rejected by the Committee within 60 days of the submission.
  19. Life Membership, with exemption from regular fees and dues established by NIFAA, shall be granted to anyone on payment of the relevant fee (i.e. 25 times the annual adult membership fee).
  20. This fee shall be for life NIFAA membership only and shall not necessarily include the magazine or other publications.
  21. Individual Membership shall be granted to anyone upon application and payment of the relevant fee, proposed and seconded by two fully paid up Individual Members, subject to ratification by total agreement of the NIFAA Committee.
    All new members are classified as "Probationers" for 12 calendar months before being considered as a candidate for election to the IFAA Committee.
  22. Visiting Archers
    (a)     The Northern Ireland Field Archery Association welcomes members of the archery community who are fully paid up members of any recognised Archery Governing Body.
    (b)     This offer applies on a limited number of occasions to guests as described in Sub-Section (a).
    (c)     The NIFAA reserve the right to refuse entry to any archer who, past or present, in the opinion of the Committee has acted in any way prejudicial to the good name of archery. 
    (d)     It is in the interest of any archer who intends to shoot at any NIFAA event as a guest to contact the NIFAA information helpline prior to attending to ensure eligibility for entry.  Email Helpline
    (e)     It should be noted that those (described in Sub-Section (a) ) wishing to attend any tournament must apply in advance for permission to attend. Email Helpline
    (f)     All visiting archers must carry accreditation documents from their respective Archery Governing Body.

    DEFINITION:
    Northern Ireland .... The six counties forming the North Eastern region of Ireland, bounded by the International Border between the six counties dividing it from the Republic of Ireland.

  23. (B)   Eligibility for Membership shall apply as follows from 28th May 2012 (Foundation Day) but shall not be retrospective for members continuing with an unbroken membership.
  24. For membership to be granted:-
    • applicants must have resided in Northern Ireland for a period of thirty days prior to their application
    • or be a Northern Irish national by birth or naturalisation
    • or be a bona fide applicant residing in a country that
    • does not have full or associate membership of IFAA.
      LIST     ← of MEMBER NATIONS

  25. With regard to any National Championship, members must conform to the National Level rule to be eligible for Championship titles.
  26. (C)   All annual subscriptions shall be payable on the first day of September each year.
  27. (D)   Any member of the Association may resign his membership by giving the General Secretary notice in writing to that effect.
  28. If notice is given after the first day of September, such member shall be liable to pay his subscription for ensuing year.
  29. (E)   Membership of the Association shall cease in all or any of the following circumstances:
  30. If the Committee shall resolve, pursuant to sub-paragraph (F) below that the member be expelled as from the date of the resolution.
  31. If a member gives notice in writing to the General Secretary in accordance with sub-paragraph (D)   above.
  32. Membership shall expire if the annual subscription of a member has not been paid on or before the first day October that year.
  33. (F)   If any member shall wilfully refuse or neglect to comply with any of the provisions of the Constitution or shall be guilty of any conduct objectionable to other members of the NIFAA or prejudicial to the interests of the NIFAA, he shall be liable to expulsion by Resolution of the Committee.
  34. Provided that not less than two weeks notice in writing shall be given by the NIFAA Secretary to any such member of the intended Resolution of the nature of the allegation made against him.
  35. The member, at his/her option, shall be entitled to give an explanation in writing and/or to attend the meeting of the Committee at which the Resolution is to be considered .
  36. To give such explanation or make such defence in person as he/she may think fit.
    The Committee shall have absolute and unfettered discretion to accept or reject any such explanation or defence and its decision to expel any member shall be final and conclusive.
  37. (G)   Any person, on ceasing to be a member of the Association shall forfeit all right to and claim upon the Association, its property and funds.

    Section 4. THE COMMITTEE

  38. The Committee shall consist of the :-
    1...President, including International Representative.
    2...Chairperson.
    3...Secretary.
    4...Treasurer.
    5...Membership Secretary.
    6...Training Officer,
    7...Children and Young Persons + Vulnerable Adults. Officer
    8...Auditors. (Appointed as and when required)

  39. A quorum three of the Committee present at a scheduled meeting thereof shall constitute the Committee.
  40. The position of Treasurer may be held independently or in conjunction with any other office.
  41. The position of International Representative may be held independently or in conjunction with any other office.
  42. The position of Training Officer may be held independently or in conjunction with any other office.
  43. With the exceptions mentioned above, all offices shall be held independently.

    Section 5. DUTIES of OFFICERS

  44. The PRESIDENT shall:
    Prepare and submit to the Committee and the AGM an annual report upon the activities and position of NIFAA.
    Represent the NIFAA at all Public Events.
    Be the sole spokesperson for the NIFAA.
    Keep the NIFAA Committee informed of all International matters concerning the NIFAA.
    Be responsible for liaison between the Committee and IFAA.
    Appoint a fit and proper person to act as Chairperson if the Chairperson is unable to act.

  45. The CHAIRPERSON shall:
    Take control of all meetings.
    Reading and Approval of minutes.
    Reports of Officers, Boards, and standing Committees..
    Reports of Special Committees..
    Unfinished Business
    New Business
    In consultation with the Secretary prepare an agenda for the following meeting.
    To ensure that everyone is given a fair hearing.
    To maintain order and good conduct at all meetings.

  46. The SECRETARY shall:
    Prepare and submit to the Committee and the AGM, an annual report upon the status of NIFAA.
    Conduct the affairs of NIFAA in accordance with the programmes and policies established by the Committee.
    Organise and operate the administrative offices of NIFAA..
    Co-ordinate the activities and programmes of NIFAA..
    Attest documents and shall keep the archives of NIFAA..
    Assure the proper publication of any official notices and report or adopted publications of NIFAA..

  47. The MEMBERSHIP Secretary shall:.
    Supervise the collection of all membership fees and pass the monies thus collected to the Treasurer..
    Prepare and maintain up-to-date membership lists..
    Issue all membership cards..

  48. The TREASURER shall:
    Prepare and submit to the Committee and the AGM an annual report upon the financial position of NIFAA.
    Supervise the financial affairs of NIFAA.
    Keep adequate books of accounts for NIFAA.
    Have an appointed auditor make an annual survey of NIFAA accounts.
    Publish such accounts at the close of business at each financial year for the AGM following.
    Deposit all monies to the credit of NIFAA.
    Shall present a statement of account supported by an official bank statement at every Committee meeting.

  49. The TRAINING Officer shall:
    Supervise and administer the coaching activities of NIFAA.
    Co-operate with, report to and advise the Committee on matters concerned with coaching.
    Issue coaching certificates as appropriate.

  50. Ψ   The CHILDREN and VULNERABLE CARE Officer shall:
    Such emphasis is placed on this important section that it has been given its own exclusive page.
    NIFAA Safeguarding Officer for Children, Young people and Vulnerable adults
    This page shall be adopted as part of the NIFAA Constitution,
    It is liable to change as we are informed of changes in the law which have a direct bearing on our activities.

    Section 6. ELECTION/APPOINTMENT of OFFICERS

  51. The President shall be elected every third year by members of NIFAA present at the AGM.
  52. He / She shall hold office for three years defined as January 1st following the AGM to December 31st three years later and, at the end of that period, shall resign when he / she may stand for re-election.
  53. Other Officers of the Committee shall be elected by members of NIFAA present at the AGM.
  54. They shall hold office for two years defined, as January 1st following the AGM to December 31st and at the end of that period shall resign when they may stand for re-election.
  55. Where possible half of the officers should be elected on alternative years so that there is a continuity of expertise.
    The qualifications for election to any office on the Committee of NIFAA are very straightforward.
  56. Must be a member of NIFAA for a minimum of three years.
  57. You have demonstrated your willingness to fully support NIFAA during that period.
  58. You cannot stand for election for any office within NIFAA if you are an executive member of any other Archery governing body.
  59. You can be an ordinary member of any other Archery Organisation.
  60. You must not have any conflict of interest and must be in good standing with any other Archery Governing body. Anyone who has been suspended or excluded from any other Archery Organisation cannot be admitted to the NIFAA until that matter has been resolved to the satisfaction of the NIFAA.
  61. For election to the NIFAA Committee you must be Proposed, Seconded, and approved by the general membership of the NIFAA at an AGM or EGM called for the purpose.

    Section 7. CONFLICT of INTEREST

  62. Any person nominated to an elective position in NIFAA shall declare at the time of nomination any business or political interest or activity that could influence his impartiality and this information shall be circulated to all those who are entitled to vote.
  63. In the event of his election, the Committee reserves the right to insist upon his abstention from voting on any issue so influenced.
  64. All conflict of issue questions shall be decided by the Committee, excluding the “interested” party if present.
  65. Anyone who is a member of the executive of any other Archery Governing Body cannot stand for election to the NIFAA committee for a period of three years.

    Section 8. PROCEEDINGS of the COMMITTEE

  66. The Committee may meet together for the despatch of business, adjourn and otherwise regulate the meetings as they think fit.
  67. Questions arising at any meeting shall be decided by a majority of votes of the members present, the Chairman shall have a casting vote.
  68. A member of the Committee may, and the Secretary on the request of a member of the Committee shall, at any time, summon a meeting of the Committee. It shall not be necessary to give notice of a meeting to a member of the Committee for the time being absent from Northern Ireland or the United Kingdom.
  69. The quorum necessary for the transaction of business of the Committee is to be fixed by the Committee and unless so fixed shall be FIVE
  70. Minutes shall be taken of all proceedings of the Committee and may be inspected by any member of the Association applying to the Secretary, except where the Committee decides in advance that a meeting or a part of a meeting shall be held in camera.
  71. In the event of any vacancy occurring on the Committee, the Committee shall have the power to appoint any member of NIFAA who is properly qualified (if required) to fill such vacancy. .
  72. The Committee may delegate any of their powers to Standing or Sub-Committees consisting of such members of NIFAA as they think fit. Any Standing or Sub-Committee so formed shall in the exercise of the powers so delegated conform to any regulation that may be impressed on it by the Committee.
  73. Any individual member of the IFAA may be appointed to any office of the NIFAA as the NIFAA Committee may think fit.
  74. A Sub-Committee may elect as Chairman of its meetings any one of its members. If no such Chairman is elected, or if at any meeting the Chairman is not present within fifteen minutes after the time appointed for holding the meeting, the members present may choose one of their members to be Chairman of the meeting.
  75. A Sub-Committee may meet and adjourn as it thinks proper. Questions arising at any meeting shall be determined by a majority of votes of the members present and in the case of equality of votes the Chairman shall then decide the matter
    Note .
    The Chairperson should not vote on any matter except for a casting vote to decide in the event of a tie. It is not good policy for a Chairperson to propose any matter or second the same. He should listen to the discussion to ensure fair play. The Chairperson may express his opinion and give advice to aid the proceedings.
  76. All acts done by any meeting of the Committee or of a Standing or Sub-Committee or by a person acting as a Committee member shall notwithstanding that it be afterwards discovered that there was some defect in the appointment of any such Committee member or person acting as aforesaid or that they or any of them were disqualified, are valid as if every such person had been duly appointed and was qualified to be a Committee member.
  77. A resolution in writing signed by all Committee members for the time being entitled to receive notice of a meeting of the Committee shall be as valid as if it had been passed at a meeting of the Committee duly convened and held.

    Section 9. DISQUALIFICATION of a MEMBER of the COMMITTEE

  78. Any member of the Committee shall be deemed to have resigned:
  79. If he becomes medically unfit to carry out his duties.
  80. If he ceases to be a member of NIFAA.
  81. If by notice in writing to NIFAA, he resigns his office.
  82. If he is absent from three consecutive meetings of the Committee and the Committee resolve that his office is thereby vacated.
  83. In addition, by an Extra-Ordinary Resolution (requiring a 2/3 rds majority of the members present), the membership may remove any member of the Committee and by a majority vote appoint another qualified member in his stead. Such a disqualification and any appointment can only take place at a General Meeting of NIFAA, due notice having been given to the membership. Any person so appointed shall be subject to retirement at the same time as if he had been appointed from the day on which the person in whose place he is appointed was last appointed to the office from which he was removed.

    Section 10. THE ANNUAL GENERAL MEETING

  84. There shall be an Annual General Meeting (AGM) in September or October each year.
  85. Notification of the date and location for the AGM shall be made to all members separately, or through the official NIFAA publication, at least 28 days prior to the date of the meeting.
  86. All matters for inclusion on the Agenda of the AGM shall reach the General Secretary at least 40 days prior to the date of the meeting.
  87. Proposals to be put to the AGM shall be in writing and bear the signature of the proposer and seconder, who must both be adult Individual members of NIFAA and further, either or both signatories shall attend the AGM to discuss their proposal.
  88. The AGM agenda and any proposals to be considered at the AGM, shall be circulated to be received by the members at least 10 days prior to the AGM.
  89. Only matters shown on the Agenda and matters arising from the Officers' reports may be voted upon at the AGM. Amendments to duly proposed matters may be proposed and seconded by adult Individual members of NIFAA at the AGM.
  90. Matters that come for decision at the AGM shall be decided by the majority vote of the members present, and shall be binding upon NIFAA and effective 30 days later, unless the President determines adoption must be immediate to assure the successful operation of the Association.
  91. For the election of officers at the AGM all nominations, in writing, bearing the signature of the proposer, seconder and nominee, who must all be adult Individual members of NIFAA shall reach the Secretary at least 30 days prior to the meeting.
  92. Prior to the AGM the Committee may request a résumé of the nominee's activities on behalf of NIFAA.
  93. The officers standing at the time of the AGM shall continue in office until January 1st, when the newly elected officers shall take over.

    Section 11. EXTRA-ORDINARY GENERAL MEETING

  94. An Extra-Ordinary General Meeting (EGM) shall be called by the Secretary upon the receipt of a written request, signed by at least of the members of NIFAA or at the request of the Committee.
  95. Such a request from members shall state the proposition/s for the Agenda of the meeting.
  96. Notification of the date and location for the EGM shall be made to all members separately, or through the official NIFAA publication, at least 30 days prior to the date of the meeting.
  97. Only propositions on the Agenda shall be discussed and voted upon at an EGM.
  98. Matters that may come before NIFAA for decision at an EGM shall be decided by the majority vote of the members present, shall be binding upon NIFAA and effective from the date of the EGM.

    Section 12. THE FINANCIAL YEAR

  99. The Financial Year of the NIFAA shall be the 1st of September to the last day of August.

    Section 13. REPORTS of OFFICERS

  100. The President, Chairperson, Secretary and Treasurer shall each prepare an annual written report and submit copies, to each member of the Committee and to members at the AGM.
  101. Any other Officer shall prepare a written report as and when directed by the Committee.

    Section 14. ALTERATIONS and AMENDMENTS to this CONSTITUTION

  102. Alterations and amendments to this constitution may be made only by a 2/3rds ( ⅔ ) majority vote of the NIFAA membership present at an AGM or EGM.

    Section 15. DISSOLUTION

  103. The NIFAA can only be dissolved if 90% of the members agree.

Certificate of Approbation.
We the undersigned at the Annual General Meeting of
Northern Ireland Field Archery Association
held at Peatlands Park, on Saturday 7th December 2013.
Do hereby certify that this is the correct and proper Constitution of the
Northern Ireland Field Archery Association
in approbation therefore I append my name.


Eddie Hay
Adrian Hanna
Deidre Shannon
Wellesley McGown
Philippe Moison
Kieran McShane.
George Shields.
David Skillen.

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