Royal City Bowmen’s Constitution
AIM: To promote archery
Article I: The name of the Club shall be Royal City Bowmen, (RCB)
Article II: Purpose
It is the purpose to be an organisation of persons
To promote and advance the sport of archery and bowhunting
To share with other experience, knowledge and skills
To promote the safe use of archery equipment
To uphold the rules of fair chase
To promote and uphold the rules of sportsmanship and fair honest competition
Article III: Objectives
To provide a range that will encourage safe and skillful use of archery equipment
To provide camaraderie among Club members
Official Club crest for Royal City Bowmen
Club colours: black and grey
By-laws: Number 1
A by-law relating generally to the transaction of the business and affairs of the Royal City Bowmen.
1.1 (a) Administrators of the Club
There shall be a President; a first and second Vice-President, a Secretary, a Treasurer, or in lieu of a Secretary and a Treasurer, a Secretary Treasurer, Membership Chairman and a Newsletter Editor and such other officers at the Executive may determine by by-laws from time to time. One person may hold more than one office, except the office of President and First and Second Vice-Presidents. The officers of the Club shall be elected from among the members of the Club, at the Annual General Meeting.
1.1 (b) Officers
There shall be three (3) Officers elected by the Executive. The officers shall serve a three- (3) year term with one (1) Officer retiring and a new Officer being appointed annually.
The officers are to act as liaison between the Executive and the Club general membership and are required to fulfil duties as requested by the Executive.
1.2 Board of Directors
The Board of Directors shall be comprised of the President, First Vice-President, Second Vice-President, Secretary, Treasurer, (or Secretary-Treasurer); Membership Chair, Newsletter Editor and the three (3) appointed Officers.
The Board of Directors of the Club may administer the affairs of the Club in all things and make or cause to be made for the Club. In its name, any kind of contract which the Club may lawfully enter into, and save as hereinafter provided, generally, may exercise all such powers and all such other acts and things as the Club is by it’s constitution or otherwise authorised to exercise and do.
Without in any way derogating from the foregoing, the Board of Directors are expressly empowered from time to time, to purchase, lease or otherwise acquire, alienate, sell, exchange, or otherwise dispose of shares, stocks, rights, warrants, options and other securities, lands, buildings, and/or other property, movable or immovable, real or personal or any right or interest therein owned or leased by the Club, for such consideration and upon such terms and conditions as they may seem advisable.
1.4 Remuneration of Board of Directors
The board of directors shall receive no remuneration for acting as such.
1.5 Duties of President and First Vice-President
The President shall, when present, preside at all meetings of the members of all the Club, and of the Board of Directors. The President shall also be charged with the general management and supervision of the affairs and operation of the Club. The President with the Secretary, or the other Officers appointed by the Board of Directors for the purpose shall sign all by-laws and membership certificates. During the absence or inability of the President, his duties and powers may be exercised by the First Vice-President.
1.6 Duties of the Second Vice President
The second Vice-President shall assume the duties of the First Vice-President in the event that the First Vice-President is required to assume the position of President. He shall perform such other duties as may from time to time be determines by the Board of Directors.
1.7 Duties of the Secretary
The Secretary shall be ex officio clerk of the Board of Directors. He shall attend all the meetings of the Board of Directors and record all the fact and minutes of all proceedings in the books kept for that purpose. He shall give all notices required to be given to members and to the Board and Directors. He shall be the custodian of the seal of the Club and of all books, papers, records, correspondence, contracts and other documents belonging to the Club, which he shall deliver up, only authorized by a resolution of the Board or Directors to do so and to such person or persons as may be named in the resolution, and he shall perform such other duties as may from time to time be determined by the Board of Directors.
1.8 Duties of the Treasurer
The treasurer, or person performing the usual duties of a treasurer, shall keep full and accurate accounts of all recipients and disbursements in such bank or banks as may from time to time be designated by the Board of Directors. He shall dispurse the funds of the Club under the Direction of the Board of Directors, taking proper vouchers therefore whenever required of him, an account of all his transactions as Treasurer and of the financial position of the Club. He shall preform such other duties as may from time to time be determined by the Board of Directors.
1.9 The Membership
Chairman shall be responsible for membership renewals by sending out renewal forms one month in advance of expiry date. After one month past expiry date he shall remove the member’s name and address from the alphabetical file and the Executives membership list. A thank you membership card shall be sent out when a member renews membership cards and letters of welcome. He shall also forward membership fees to the Treasurer.
1.10 Newsletter Editor
The duties of the Newsletter Editor are to prepare and distribute information, (which may include, but not limited to, notices of Annual General or other general membership meetings, results of business transacted at aforesaid meetings, notices of Club shoot dates and other events, scores of Club shoots and any other information deemed of interest) to the general membership by the way of the Club newsletter.
The newsletter should, but not be limited to, be distributed a minimum of four (4) times per fiscal year.
1.11 Duties of Other Officers
The duties of all other officers of the Club shall be such as the terms of their engagement call for, or the Board of Directors requires them.
1.12 Quorum of Members (Annual General Meeting)
Members present shall constitute a quorum for the transaction of business at any Annual General Meeting of members; provide that written notice, two (2) weeks prior to the date has been given.
1.13 Voting of Members
Subject to the provisions, if any, contained in the Letters of Patent and as detailed in the Constitution of the Club, each family membership of the Club shall at meetings of the members be entitled to one (1) vote and he may vote by proxy. Such proxy need not himself be a member of the Club but before voting, the proxy must produce and deposit with the secretary sufficient appointment in writing form his constituent or constituents.
No member shall be entitled either in person or by proxy to vote at meetings of the Club unless he has paid all dues or fees, if any, then payable to him.
At all meetings of members every question shall be decided by a majority of the votes of members present in person or represented by proxy unless otherwise required by the by-laws of the Club, or by law. Every question shall be decided in the first instance by a show of hands unless a poll is demanded by any member. Upon a show of hands, every member having voting right shall have one vote, and unless a poll be demanded a declaration by the chairman that a resolution has been carried or not carried and an entry to that effect in the minutes of the Club shall be sufficient evidence of the fact without proof of the number or the proportion of the votes accorded in favour of, or against such resolution. The demand for a poll may be withdrawn, but if a poll be demanded and not be withdrawn, the question shall be decided by a majority of votes given by the members present, or by proxy, and such poll shall be taken in such manner as the chairman shall direct and the result of such poll shall be deemed of the Club in the general meeting upon the matter in question. In cases of equality of votes at any general meeting, whether upon a show of hands or at poll, the President shall be entitled to a casting vote.
1.14 Financial Year
Unless otherwise ordered by the Board of Directors, the fiscal year of the Club shall terminate on the 31st day of December in each year.
1.15 Vacancies, Board of Directors
Vacancies on the Board of Directors, however caused, may so long as quorum of members of the Board of Directors remain in office, be filled by the Board of Directors from among the qualified general members of the Club, if they shall see fit to do so, otherwise such vacancy shall be filled at the next Annual Meeting of the general members at which the Executive for the ensuing year are elected, but if there is not a quorum of members of the Board of Directors, the remaining Board of Director Members shall forthwith call a meeting of the general members to fill the vacancy. If the number of Board of Directors is increased between the terms, a vacancy, to the number of the authorized increase, shall thereby be deemed to have occurred, which may be filled in the manner above provided.
1.16 Quorum and Meeting, Board of Directors
A majority of members of the Board of Directors shall form a quorum for transaction of business. Except as otherwise required by law, the Board of Directors may hold it’s meetings at such place or places as it may from time to time determine.
Notification of date, time and location of the next Board of Directors meeting will be given by distribution of the previous Board of Directors meeting’s minutes.
Board of Directors meetings may be formally called by the President or First Vice President, or by the Secretary on direction, in writing of two members of the Board of Directors. Notice of such meetings shall be delivered, telephoned faxed or e-mailed to each member of the Board of Directors not less than one day before the meeting is to take place, or shall be mailed to each member of the Board of Director not less than two days before the meeting is to take place. This statement of the Secretary or President that notice has been given pursuant to the by-laws shall be sufficient and the conclusion evidence of the giving of such notice.
The Board of Directors may appoint a day in any such month or months for regular meetings at an hour to be named and of such regular meetings no notice need be sent.
An Executive meeting may also be held, without notice, immediately following the Annual General Meeting of the Club. The members of the Bored of Directors may
consider or transact any business either special or general at any meeting of the Board of Directors.
1.17 Voting, Board Directors
Questions arising at any meeting of members of the Board of Directors shall be decided by a majority of votes. In cases of equality of votes, the President shall cast the deciding vote. All votes at any such meeting shall be taken by ballot if so demanded by any Board of Director member present, but if no demand be made, the vote shall be taken in the usual way by assent or descent. A declaration by the President that a resolution has been carried and any entry to that effect in the minutes shall be prima facie evidence of the fact without proof of the number of proportion of the votes recorded in favour of or against such resolution. In the absence of the President, his duties may be performed by the First or Second Vice-President.
1.18 Execution of Documents
Deeds, transfers, licenses, contracts and engagements on behalf of the Club shall be signed either by the President or Vice-President and by the Secretary, and the Secretary shall affix the seal of the Club to such instruments as requires same.
The President, Vice-President, Secretary and Treasurer, or any two of them, or any person or persons from time to time designated by the Board of Directors may transfer any and all shares of stock, bonds, or other securities from time to time standing in the name of the Club in its individual or any other capacity or as trustee or otherwise and may accept on behalf of the Club transfers or shares of stock, bonds, or other securities from time to time transferred to the Club, and may affix the corporate seal to any transfers, and may make, execute and deliver under the corporate seal any and all instruments in writing necessary or proper for such purposes, including the appointment of an attorney or attorneys to make or accept transfers of shares of stock, bonds or other securities on the books of any company or corporation. Notwithstanding any provisions to the contrary contained in the by-laws of the Club, the Board of Directors may at any time by resolution direct the manner in which, and the person or persons by whom, any particular instrument, contract or obligations of the Club may or shall be executed.
1.19 Books and Records
The Board of Directors shall see all necessary books and records of the Club required by the by-laws of the Club or by any applicable statue or law regularly and properly kept.
There shall be two classes of membership in the Club, namely Family Membership and Single Membership. The Family Membership shall consist of the member applying to the Club, plus the member’s spouse and children living in the same residence to the age of eighteen (18) at the end of a fiscal year. The Single Membership shall consist of an individual who has reached the age of eighteen (18) years or older at the beginning of a new fiscal year.
Members may resign by resignation in writing, which shall be effective upon acceptance therefore by the Board of Directors. The Board of Directors may by resolution suspend and/or terminate the membership of any member of the Club. In case of resignation or termination of membership aforesaid, a member shall remain liable for payment of any assessment or other sum levied of which became payable by him to the Club prior to the acceptance or termination of his membership. Upon resignation or termination the member and the member’s family relinquishes all rights and privileges associated with the Club.
Members shall pay such membership dues or fees from time to time be fixed by resolution of the Board of Directors which resolution of the Board of Directors which resolution shall become effective only when confirmed by a vote of two-thirds of the members present at an Annual General or Special meeting.
The Membership Chairman shall notify the members of the dues of fees at any time payable by them if any are not paid within thirty (30) days of the date of such notice therefore, the members in default shall therefore automatically cease to be members of the Club, but any such member may upon payment of all unpaid dues or fees and penalties of any, be reinstated by unanimous vote of the Board of Directors. The Board of Directors may pay renewal dues within thirty (30) days after being elected.
1.21 Annual and Special Meetings of Members
At every Annual meeting, in addition to any other business that may be transacted, the report of the Board of Directors, and the financial statement shall be presented. The members may consider or transact any business either special or general without any notice therefore at any meeting of the general members. The Board of Directors or the President or First Vice-President shall have power to call at any time a special meeting of the general members of the Club. No public notice or advertisement of the general member’s meeting, annual or special, shall be required, but notice of the time and place of every such meeting shall be given to each member by sending the notice by pre-paid post, fax, or e-mail, two (2) weeks before the time fixed for holding of such meeting provided that any meetings of any members may be held at any time and place without such notice if all members of the Club are present or are represented by proxy duly appointed, and at such meeting any business may be transacted which the Club at annual or general meetings may transact.
There shall be a minimum of one (1) meeting, the Annual General Meeting, of all general members of the Club per financial year.
Annual elections for the new Executive at the Annual General Meeting held within 90 days prior to the Club’s financial year-end (December 31st).
1.22 Error or Omission in Notice
No error or omission in giving notice of any Annual General Meeting or any adjourned meeting, whether annual or general, of the general members of the Club shall invalidate such meeting or make void any proceedings taken threat and any member at any time waive notice to any general member, Executive or Officer for any meetings or otherwise, the address of any general member, Executive or Officer shall be his last address recorded on the books of the Club.
1.23 Any meeting of the general members of the Board of Directors may be adjourned to any time and from time to time such business may be transacted at such adjourned meeting as might have been transacted as the original meeting from which such adjournment took place. No notice shall be required of any such adjournment. Such adjournment may be made notwithstanding that no quorum is present.
1.24 Cheques, etc.
All cheques, bills of exchange or other orders for the payment of money, notes or other evidence of indebtedness issued in the name of the Club shall be signed by a minimum of two officers from the following: President, First Vice-President, Second Vice-President, Secretary, Membership Chair and the Treasurer. In all cases possible, the Treasurer shall be one of the co-signors.
1.25 Deposits of Securities for Safekeeping
The securities of the Club shall be deposited for the safe keeping of one or more bankers, trust companies or other financial institutions to be selected by the Board of Directors. Any and all securities deposited may be withdrawn, from time to time, only upon the written order of the Club signed by such members of the Board of Directors’ agent or agents of the Club and in such manner as shall, from time to time to be determined by the resolution of the Board of Directors, be fully protected in acting in accordance with the directions of the Board of Directors and shall in no event be liable for the due application of the securities so withdrawn from deposit or the proceeds thereof.
Whenever under the provisions of the by-laws of the Club, notice is required to be given such notice may be given either personally faxed, e-mailed or by depositing same in a post office or public letter-box addressed to the Executive, Officer or general member at his or their last address as the same appears of the books of the Club. A notice or other document so sent by post shall be held to be sent by post at the time when the same was deposited in a post office or public letter-box as aforesaid, or if faxed or e-mailed shall be held to be sent when the same was successfully transmitted.
In these by-laws and in all other by-laws of the Club hereafter passed unless the context otherwise requires, words imparting the singular number or the masculine gender shall include the plural number or the feminine gender, as the case may be, and vice versa, and references to persons shall include firms and corporations.
1.28 Ground for Dismissal from the Club
The following infractions will be grounds for the dismissal from the Club: drunkenness; dangerous conduct; unsportsmanlike conduct; failure to abide by Ontario hunting regulations and/or the rules of fair chase; failure to abide by the rules of fair, honest and sportsmanlike archery competition.
Any infraction of the rules may result in any or all of the following: verbal warning, written warning and/or dismissal from the Club.
The Board of Directors shall meet and review and act upon any written infraction at the earliest possible opportunity. The parties involved will be notified of the Board’s decision within 48 hours.
An infraction of any rule must be reported to the Range Officer by any member witnessing the infraction. In the event there is no Range Officer present, the report should be given to a member of the Executive.
The Range Officer must report any infraction in writing to the Board of Directors.
1.30 Range Officer
The Range Officer may be any member of the Board of Directors or any general member appointed by the Board of Directors.
There shall be a Range Officer on duty at all the indoor shooting range and on specified shooting times at the outdoor range.
The responsibilities of the Range Officer shall be to enforce the rules and regulations of the Club; to take responsibility in case of accident or illness-call ambulance, fire department or police as necessary; to make a written report of the accident or illness to the Board of Directors. This report must be kept on file by the Secretary. The Range Officer shall also report any problems to the Board of Directors.
By-Laws: Number 2
A by-law relating to the rules of the Royal City Bowmen.
1. Club Trophies
The Club trophies will be awarded annually to the members who achieve highest score in their class. The score will be determined by taking the single highest scores from all official Club Shoots that each member participates in. There must be a minimum of three (3) participants in a class for a trophy to be awarded. To be eligible for an annual Club
Trophy, the individual must be a member in good standing, with membership fees paid in full, prior to the first Club shoot of the fiscal year.
Official Club Shoot
Is an organized shoot for members and members of other Clubs, which consist of a designated number of targets. There must be a minimum of three (3) participants in a class for a trophy to be awarded.
Non-Member Range Fee
A non-member may use the range facilities when accompanied by a member for a total of three (3) times. At this point a non-member must either join the Club or he/she may not use the Club facilities again. A visitor from another area will not have a three (3) visit limit.
All keys for the outdoor and indoor ranges are the property of the Royal City Bowmen.
Any member who loses their key will be charged for a new key, a replacement fee, as set by the Board of Directors. The Executive of the Club has the right to recall keys at any time.
Indoor Range Rules
Range Officer has complete control.
Nock arrows only when you are on the shooting lane and the range is clear.
Confine shooting only to your lane.
Confine shooting to only targets mounted to a proper butt.
Use arrows equipped with field tips only.
Arrows must be kept in a quiver that covers the tips.
Not more than four (4) persons per butt.
Not more than six (6) arrows per person per end.
Bow and arrows must be encased when entering or leaving the range.
No alcoholic beverages consumed before or during shooting at the range.
Outdoor Range Rules
General safety and common sense shall prevail at all times.
Range Officer has complete control.
Nock arrows only when you are on the shooting lane and the range is clear.
Confine shooting to designated shooting areas only.
Confine shooting to only designated targets.
Arrows must be kept in a quiver that covers tips.
No shooting at any fish or wildlife at any time while on Club property.
No alcoholic beverages to be consumed on Club property at any time.
All effort must be made to recover lost arrows, especially arrows with broadheads and/or carbon arrows.
No person shall willfully damage trees or other property.
No more than one person in a tree stand at one time.
No Guns allowed on Club property
Proof of Club membership must be produced upon request.