BY-LAWS

TERMS OF REFERENCE

PURPOSE:

The purpose of the By-laws is to provide guidance to the Executive and Sub-Committee with

regards to the Terms of Reference, Financial and Administrative.

EXECUTIVE COMMITTEE (comprise the following 4 positions)

1. President

 The President shall:

a.  At  all times supervise and direct the activities of the Executive committee and Sub-committees; 

b.  Promote the aims of the Archery Club;

c.       Preside at all Archery Club meetings and establish sub-committees as required to conduct specific

 archery club activities;

d.     Ensure all Canadian Forces orders and Base Directives relating to policy and procedures for clubs are followed;

e.      Represent the club at all meetings held by the governing bodies and affiliations as required; and

f.    Hold the Archery Clubs NPF / DA account

2. Vice-president

The Vice-President shall:

a.    assume those duties and responsibilities assigned to him by the President; and

b.    assume the duties of the President in his absence.

3.  Treasurer

The Treasurer shall:

a.    be responsible for the control and maintenance of allotted funds;

b.      maintain financial records of all income and expenses concerning the Archery Club; and

c.  be prepared to hold the Archery Club's NPF/ DA account if requested to do so by the President. 

4.  Secretary

The Secretary shall:

a.    keep minutes of all meetings and prepare them for submission by the President;

b.    handle all CFB Halifax Archery Club administrative correspondence; and

c.     prepare Agenda for the Executive/General/Annual meetings

     SUB- COMMITTEE (comprise the following 4 positions but not limited to)

5.  5.  3D Director

     The 3D director shall:

     a.        shall be responsible for the organization of all in house/field 3D shoots;

     b.    Ensure that medals required for Local/Regional/Provincial/National Tournament are in adequate

       quantities and ready for each categories;

c.    must be current with the rules and regulations for conducting indoor/outdoor 3D shoot

       IAW FCA rule book chap 11;

     d.        liaise with other Archery clubs and AANS to keep the Archery Club members informed

            of various 3D shoots and championships as they arise; and

     e.    shall chair CFB Halifax Archery Club meetings wrt  3D and attend association meetings as required.

6.  FITA Director

The Tournament Coordinator shall:

a.    shall be responsible for the organization of all in-house target  tournaments;

b.    Ensure that medals required for Local/Regional/Provincial/National Tournament are in adequate

       quantities and ready for each categories;

c.    liaise with other Archery clubs and the AANS and FCA keep the Archery Club members

       informed of various archery target tournaments and championships as they arise;

d.    ensure FITA butt are safe and well maintained;

e.    must be current with the rules and regulations for conducting indoor/outdoor shoot

       IAW FCA rule book chap 8/9;

f.         work in direct liaison with the Executive committee;  and

g.    attend any meetings deemed necessary by the Executive.

7.  Range Safety Coordinator

The Range Safety Coordinator shall:

a.    ensure all members are conversant with range safety orders;

b.    carry out training of Range Safety Officers IAW Annex "A";

c.     work in direct liaison with the President; and

d.        attend any meetings deemed necessary by the Executive.

      8.  Communication/Web Director

    The communication director shall:

     a.    submit summaries of current or upcoming events to the proper authorities;

     b.    liaise with, co-operate with, the Public Affairs officer and/or the Fleet Recreation Sports writer 

for       sports and recreation publicity, ensuring all publicity conforms to CF and Base policy;

     c.    update/create the information on our website in coordination with the Executive direction;

     d.   submit written stories/photos to military news paper, civilian media agency after review

by the Executive; and

     e.    attend meeting as directed by the Executive meeting.

RESIGNATION OF EXECUTIVE OFFICERS

 9.     Completion of their term of office.    It is important that such vacant positions be filled quickly in order to

        ensure the effectiveness of the Executive Committee is not Compromised.

10.    The following procedures shall apply:

a.    Resignation of the President

If the President submits his resignation prior to expiration of the normal term of office, the Vice-President shall automatically become the President on an interim basis until it is possible to hold a general meeting and elect a new President. The position of Vice-President shall then be filled as stated in sub-paragraph 10b.     The PSP is to be advised at once of the appointment of an interim President so that contact with the Base Administration is not lost.

b.    Resignation of Executive Officers other than the President

If the Vice-president becomes the interim President at above, or if the VP or another Executive Officer submits his resignation prior to expiration of the normal term of office, the Executive Committee shall select an eligible and willing replacement to fill that position on an interim basis until it is possible to hold a general meeting for purposes of electing a new Executive Officer.

c.    Recording Such Replacement Action in Minutes

The process of replacing resigning Executive Officers shall be recorded in minutes of the Executive Committee meeting concerned.

FINANCES

 11.       The financial control of the CFB Halifax Archery Club shall be as follows:

a.    Operating Budget/Expenses -

             i           Operating expenses are expenses of a recurring nature required in support of the operation of the Archery Club. The President shall submit an operating budget to the PSP by 1 Feb each year covering the period of 1 Mar - 28/29 Feb of the following year. Included with the operating budget on a separate sheet, should be a forecast of any requirements for NPF capital expenditures (explained at sub-paragraph l0b of the by­laws). After screening, the budget will then be submitted to the Base Fund Committee for final approval;

            ii.         once the operating budget has been approved, expenditures budgeted for therein may be authorized by the PSP and staffed for payment to the NPFAO;

            iii.       unforeseen operating expenditures that were not budgeted for must be staffed through the PSP for BADO's approval.

b.      NPF Capital Expenditures –

          (1)   An NPF Capital Expenditure is any NPF expenditure made expressly for the purpose of the following:

                       i.      creating a new recreational facility;

                      ii.      modifying or enlarging an existing facility beyond that required for normal maintenance; or

                    iii.      obtaining fixed assets for replacement or addition.

                            Note:  These items do not form part of the Archery Club operating budget. However, a separate sheet giving a forecast of any requirements for NPF Capital Expenditures is to be submitted with the operating budget as per sub-paragraph 10b of the by-laws.

(2)  Expenditures requiring a Capital Expenditure Request (CER) in accordance with CFP 110 shall be staffed through the PSP for BADO's approval. Details on procedure are covered in CFP 105 (Policy and Procedures for Non-Public Fund Accounting). CERs will normally be submitted with the annual budget call or with a set of Club minutes if the item was not forecast.

c.   Revenue and Expenditures.

All revenue shall be deposited with the Non-Public Funds Accounting Officer and all expenditures shall be made on the assigned NPF Archery account through NPF directly.

COST OF MEMBERSHIP

11.       a.   Membership fees shall be set at the one of the Executive meeting and recorded in the minutes. Additional fees may be levied for special projects, training or events as decided by the Executive, ratified at a general meeting and recorded in the minutes. The rank of a membership will not be a factor in the setting of fees, although category of membership may be.   The Executive committee shall be the sole authority to decide on the price for the memberships and does not required the approval of the memberships to execute either an increase/decrease in membership fees.

            b.   Members serving on the Executive Committee or Sub-Committee created by the Executive and employed by such committee for a period of no less then 4 yrs but consecutively served shall be given a life time free (Single) membership to the CFB HALIFAX ARCHERY CLUB for dedication and service rendered.

NON-PUBLIC FUND CONSOLIDATED INSURANCE PROGRAM

 12.       All Base Fund-sponsored recreational activities are included for coverage under the CF Consolidated Insurance Policy as described in Chapter 20 of CFP 105. This insurance policy provides for protection against loss and damage of non-public property and for public liability of the Commanding Officer as the person responsible for the operation of Base Fund-sponsored activities at a unit. There is no coverage provided for participants in the activity.

REPORTS AND RETURNS

 13.       All recreation clubs must maintain detailed records of their activities for use by NDHQ, MARLANT, and CFB Halifax authorities. Detailed records should be kept concerning membership, expenditures, revenue and Archery Club activities. These records are to be maintained by the Archery Club Executive and to be provided to the PSP upon request.

ORDER OF BUSINESS AT MEETINGS

 14.        The list of items to be brought before a meeting, the whole program, is called the "Agenda". The sequence in which the items of business are arranged is called the "Order of Business".

Executives will find that a well-planned agenda will be a useful technique.

15.         The order of business for Executive or general meetings should be as follows:

 a.      call to order;

 b.      roll call/attendance count;

 c.      reading of previous minutes;

 d.     confirming the minutes;

 e.     reports of Executive Officers;

 f.       dealing with correspondence;

 g.      business arising from the previous minutes;

h.      announcements; and

j.      adjournment.

COMPLAINTS AND SUGGESTIONS

 16.       Any constructive complaints or suggestions may be made in writing to the President for review and action as appropriate.

 PRIVATELY OWNED EQUIPMENT

 17.        Privately owned equipment will be permitted in the Drill Shed.

 18.        Storage of material and equipment other than Club equipment will be at the owner's risk.

 REPORTING CHANNELS / SUPPORT

 19.        The Archery Club President shall report on all matters pertaining to the Archery Club through the PSP or such person as the PSP may designate. 

20.       The PSP through the Recreation Staff, represents a resource available to all Base-sponsored recreational activities. PSP and the staff are available to provide assistance and advice IAW Annex A to CFAO - 50-2, and may be approached directly on such matters.