Scabharbour Road Weald Tonbridge Kent TN11 8PL
info@hrpcuk.net
These Byelaws shall be used in conjunction with the Club Constitution of Hildenborough Rifle & Pistol Club (HR&PC), version dated 2024, and shall have the same force and effect as though they were part of that Constitution. Together, the two documents form the basis for the management and operation of the Club.
1.1 Applying for Membership.
Applicants must be a minimum of fourteen years of age before applying.
Applications for membership must be made to the Secretary using the standard Club Application Form. This form includes a formal declaration that the applicant is not precluded from possessing firearms or ammunition under Section 21 of the 1968 Firearms Act.
Where an applicant is under sixteen years of age, their application form must be counter-signed by a parent or guardian.
Every applicant must be sponsored by one full member of the Club. If the applicant is also sponsored by a second full member of the Club, this removes the requirement for the applicant to provide an external referee to support their application.
If an applicant needs to provide an external referee, they should consider carefully who this will be. It needs to be someone who has known the applicant personally for at least two years and who is prepared to provide a written reference, including a declaration of the suitability of the applicant to take part in the activities of the Club.
If the applicant is not known to the Secretary, then the Secretary shall take up the reference and may also request additional proof of identity, date of birth and address from the applicant.
As required by the conditions of our Home Office approval, the Police Liaison Officer shall inform the Firearms Enquiry Team of the Police force that issues the Club's Firearm Certificate, of the receipt of each membership application and of the outcome of the application. The details of the applicant are required by the Police to ensure that they are not aware of any reasons why an applicant should not be allowed to become a Probationary Member and attend shooting sessions at the Club.
The probationary period shall be a minimum of six months, during which time the Probationary Member will undergo a period of instruction and shall be expected to attend club shoots regularly during the probation period. An assessment of their competence, safety and attitude will be made throughout the probation period. The results of this assessment will be given to the Club Management Committee before the applicant is considered for membership.
The Club Management Committee has an absolute discretion to extend the probationary period for any or all probationary members, and to impose such other conditions as it deems fit on any or all probationary members.
Following the period of probationary membership, the Management Committee will consider the probationary member for full club membership. Approval will be by a majority decision of the Committee.
If the application is approved by the Committee then the Secretary shall notify the applicant of that decision and offer membership of the club. If the applicant accepts the offer of Membership, they will be given copies of the current Club Constitution and Byelaws. The applicant shall confirm, in writing, their acceptance of the Membership Offer and their agreement to abide by the Club Constitution and Byelaws.
At no time will the number of Probationary Members be allowed to exceed one quarter of the number of full members in the club at that time.
A person who can show that he or she is already a full member of another Home Office approved shooting club, and already holds a firearm certificate, may apply to the Club Management Committee to become a full member without the need for the full period of probationary membership. The applicant must make a minimum of six attendances at shooting sessions at the Club range. They will be directly supervised and observed at each attendance. An assessment of their competence, safety and attitude will be made and given to the Club Management Committee before the applicant is considered for membership.
1.2. Classes of Membership
Standard, Junior, Senior and Honorary life members are full members of the Club and are entitled to vote at General Meetings, including the Annual General Meeting (AGM). Probationary members are not entitled to vote.
1.3. Standard Membership
A person between the ages of eighteen and sixty-five years old at the start of the Club's financial year, who has paid their annual membership subscription.
1.4. Junior Membership
A young person of between fourteen and eighteen years of age, or one who is still in full time education for a first degree or comparable qualification, at the start of the Club's financial year, who has paid their annual membership subscription.
Safeguarding of a Junior Member. If a Junior Member under the age of sixteen years of age, joins the club, then they must be accompanied by a parent or guardian, whilst taking part in Club activities. The parent or guardian must accompany them at all times, including whilst at firing points and including any shooting undertaken at Bisley or on military ranges. If this support is not provided then the individual may not shoot.
The parent or guardian of a Junior Member may submit a letter nominating a named person to act as guardian for a particular occasion. A letter is required for each occasion where the parent or guardian is nominating another person to accompany the Junior Member. The nominated person must accompany them at all times, including whilst at firing points and including any shooting undertaken at Bisley or on military ranges. If this support is not provided then the individual may not shoot.
Note: The supervision provided to a Junior Member for safeguarding purposes does not remove the separate need to provide the direct safety supervision necessary for a probationary or novice shooter.
Safeguarding supervision will continue until the sixteenth birthday of the individual concerned.
1.5. Senior Membership
A person who has attained the age of 65 years at the start of the Club's financial year, who has paid their annual membership subscription.
1.6. Honorary Life Membership
An Honorary Life Member is a person who has been elected to such membership by a majority vote at an Annual General Meeting.
1.7. Probationary Memberhip
A person of who has applied for membership of the Club and is undergoing a period of probation involving induction, training and supervision.
1.8. Family Membership
The Club also offers a Family Membership, this covers up to two adults and up to two young people who are living at the same address. The young people must both meet the conditions for Junior Membership.
1.9. Honorary President of the Club
The Club has a long-established tradition of appointing an Honorary President. Election to the role of President is a mark of respect from the wider membership to someone who has provided exceptional service to the Club. The President will typically be a senior member of the Club who has been a member for many years, who has extensive knowledge of the Club and who has served on the Club Management Committee.
The role is non-executive, so the President is not a member of the Club Management Committee and has no vote on that committee. However, when requested by the Club Management Committee, the President may attend Committee meetings to provide advice and guidance on any matters that fall within his, or her, competence or experience.
The Honorary President shall be exempt from payment of the annual subscription of the Club, but shall be subject to the full Constitution and Bye-Laws of the Club and have the full voting rights of an ordinary member in the affairs of the Club, but shall not be eligible to hold any other office.
1.10. Subscriptions and Payment
Annual subscriptions for all classes of membership, together with the range fees for Probationary Members, shall be approved by the membership at the Annual General Meeting of the Club for the previous year.
Membership subscriptions become due on 1 January annually.
Methods of payment shall be determined by the Club Treasurer and Club Management Committee and notified to the membership when notice of annual membership renewals are sent out to the Membership.
Upon payment of the relevant subscription, a membership card will be issued and the period of membership shall begin.
The membership subscription may be apportioned if a new member joins part way through the Club year. This is at the discretion of the Secretary or Treasurer.
Any member of any class who fails to pay their relevant subscription by 31 March will automatically cease to be a member of the Club with effect from that date.
The Club Management Committee has an absolute discretion to allow a person whose membership has lapsed as a result of non-payment of subscription to be reinstated upon payment of the relevant subscription and of any other sums that may be due and owing to the Club by the person concerned. The Club Management Committee may require a person whose membership has lapsed to re-apply for membership
Any member who voluntarily terminates their membership will not be entitled to any refund of membership subscription or other fees that may have been paid. They will remain liable for any subscription or fees owing to the club at the date of termination.
As required by the conditions of our Home Office approval, the Police Liaison Officer shall inform the Police of any member who ceases to be a member of the Club.
1.11. Financial Hardship
Any member who is experiencing financial difficulties may inform the Club Treasurer or another member of the Club Management Committee in strict confidence. The Committee then has discretion to reduce the amount of the member's fees as they feel appropriate.
1.12. Administration
Any member shall immediately notify the Secretary, in confidence, if his or her authority to own, use, or be in possession of any firearm or ammunition is, or may be affected by any event or change in his or her circumstances.
In the event of change being made to the Club Constitution or Byelaws, all classes of member shall be given copies of the revised documents. By accepting membership of the Club each year, members confirm their acceptance of the Club Constitution and Byelaws and agree to be bound by them.
2.1. Hildenborough Range, Bisley Ranges and MOD Ranges
The Club and the Members of the Club Management Committee shall not be liable in respect of any loss or damage arising as a result of any breach or non-observance thereof by any Member, visitor or guest.
The above classes of weapons may be used at the Hildenborough range provided that they comply with the current Range Orders and Range Safety Certificate for the Hildenborough Range.
Full bore rifles may be used at Bisley and on other ranges, including military ranges, provided that they comply with the current range regulations applicable to those ranges. A copy of the Bisley safety rules are posted on the Club notice board and copies may be requested from either the Club Secretary or the Rifle Captain.
Hearing protection must be worn when firing or supervising firing on full bore ranges. It is strongly recommended that hearing protection is worn when on butt detail on full bore ranges.
It is strongly recommended that eye protection is worn at all times when firing on any range and when on butt detail on full bore ranges.
2.2. Range Safety
The Club follows the Standard Safety Rules laid down by the NRA and tailored to meet the specific needs and conditions of the HR&PC facilities.
It is a primary requirement that every person using the Club's facilities shall always comply with the safety rules set out in the Club's Range Orders and the Range Safety Certificate. Both of these documents are clearly displayed on the Club notice board in the clubroom.
The Range Safety Rules set out the requirements for the direct supervision of shooting detailstaking place in the range. However, all users of the premises have a duty to be vigilant and aware of the potential risks posed by other users at all times.
2.3. Club Keyholders,
The Club Management Committee may appoint trusted full members of the Club as Keyholders and issue them with a set of keys to allow them to open the Club range so that the shooting sessions scheduled by the Club can be undertaken.
In the event that the set of range keys held by member is lost or misplaced, then the Keyholder must immediately inform the Club Secretary so that the security risk can be resolved.
The number of keyholders shall be reviewed at the end of each calendar year, together with the number of times each keyholder has opened the range. The Club Committee may request the return of set of keys if they are not being actively used.
The Club Keyholder shall record each time that they open the range on a Range Attendance Sheet, noting the date and time of opening. They are then responsible for the operation of the range for that shooting session.
Typically, the Keyholder will act as the Duty Range Officer for the shooting session. However, it is acceptable for another experienced full Member of the Club to act as Duty Range Officer with the mutual agreement of the Keyholder. If the roles of Keyholder and Duty Range Officer are separate, then both Keyholder and Duty Range Officer must sign the header of the Range Attendance Sheet
If the Club Keyholder who opened the range is not able to stay to close and secure the range, then they must hand over responsibility to another Club Keyholder and record their departure on the Range Attendance Sheet. The second Keyholder must also sign the range attendance sheet to show that they have taken over responsibility for the range premises.
2.4. Range Officers
The Duty Range Officer is the club member responsible for ensuring that the shooting activity taking place when the Club holds a shooting session, either at the Club range or at any other range being used by the Club, meets the current Range Orders in force for that range.
Any experienced full Member of the Club may act as a Duty Range Officer at the Club Range. Typically, this will be the Keyholder who opens the range premises for a routine shooting session to take place, although any appropriately qualified full Member may undertake the role with the agreement of the Keyholder. Both the Keyholder and the Duty Range Officer, if different, must sign the header of the Range Attendance Sheet.
Any experienced full member of the Club who holds a current Shooter Certification Card (SCC) issued by the UK National Rifle Association (NRA) may act as the Duty Range Officer at a club shoot held at the Bisley Ranges. A qualified Range Conducting Officer (RCO) or Range Safety Officer (RSO) must be present at any club shoot on the Bisley Ranges.
Only qualified Range Conducting Officers (RCOs) who have received the specific safety briefing for the range being used, may act as the Duty Range Officer to supervise firing on military ranges
.2.1. Duty Range Officer Responsibilities
The Duty Range Officer is responsible for ensuring that all shooting is conducted in accordance with the Club's Range Orders and Range Safety Certificate.
The Duty Range Officer is entitled to refuse permission for any person to shoot if he or she considers that they are not in a fit condition to do so.
A Record shall be kept by/for the Duty Range Officer, for each of the club shoots held at the HR&PC range. This record shall use the Club's standard Range Attendance Sheet and shall list each member's attendance, the details of the firearms they use, plus the payment of any range fees and the any purchase any ammunition that they make.
The Duty Range Officer is responsible for entering all sales of ammunition from the Club's stock into the ammunition Sales Book.
The Duty Range Officer must ensure that any ammunition purchased from the Club is not removed from the range, unless the purchaser holds a firearm certificate with the necessary authority to possess the ammunition, and the sale has been recorded on that certificate.
The Duty Range Officer must ensure that any unused ammunition that cannot be taken from the range, is labelled with the name of the user and stored safely in the ammunition cabinet in the armoury.
In addition, any damage to the range or any infringement of Club's safety rules shall be recorded by the Duty Range Officer on the attendance sheet, together with any other information that the Club Management Committee may require.
2.2. Member's Responsibilities
All members must sign the standard Range Attendance Sheet and pay any appropriate range fees when attending Club shoots.
Probationary members must be supervised at all times while shooting on the Club range by a full member who; holds a firearm certificate, is an RCO, is an RSO, or is the Club Instructor.
No person under sixteen years of age shall have access to the range unless they are, at all times, under the supervision of a parent or guardian, or a member appointed by their parent or guardian to supervise them.
All members, visitors and guests using the Clubs ranges are to conduct themselves appropriately, taking direction from the Duty Range Officer and showing due courtesy to other users of the range.
Each shooter shall ensure that all brass and litter is removed from the firing point on the completion of the shooting detail on whatever range is being used.
The Secretary shall give to the Committee members at least 7 days' notice of each meeting of the Management Committee
The Management Committee shall ensure the Club has the benefit of appropriate and adequate insurance in respect of all relevant risks. Copies of the relevant policy documents shall be placed on the Club notice board.
4.1. The business of the Annual General Meeting shall be as set out in the framework below:
Apologies for absence
The approval of the minutes of the last annual general meeting
Matters arising from the minutes
Presentation and acceptance of the accounts for the preceding financial year
Appointment of an auditor
Fixing membership subscriptions, range fees and visitor's fees for the coming year.
Existing Committee stand down en masse. The Club President is asked to take control of the meeting during the election of a new committee.
On completion the Club President gives control to newly elected Committee.
Consideration of any recommendations by the outgoing Management Committee for changes to the constitution.
Consideration of any item of business notified in writing, or email to the Secretary by any member not later than one week before the date of the annual general meeting. Any such item should be proposed and seconded by two full members before it is included on the agenda for discussion. Only these items of business will be considered and voted on at the meeting.
If time permits then there should also be an opportunity for the discussion of any other topics that may be raised by those members attending the meeting. No voting on these topics will be undertaken at the meeting. Although the topics raised will be considered by the incoming Club Management Committee at the next routine Committee Meeting.
4.2. Matters Related to the AGM
Any full member of at least one year's standing may stand for election to the Management Committee. The individual must be nominated by a proposer and seconder who are also full members.
Any full member who has also been a member of the Club Management Committee for at least one year, may stand for election as an Officer of the Club. The individual must be nominated by a proposer and seconder who are also full members.
A member of the management Committee may be removed from office by a motion supported by at least two thirds of those present and voting at an AGM or Extraordinary General Meeting
The Club's financial records are to be audited once a year, this will take place following the closure of the accounts at the start of each year. Given that the Club is a "not for profit" organisation with a limited annual turnover, the audit does not require a professional financial auditor and will be undertaken by a full member of the club who is not a current or former member of the Club Management Committee. The task of auditing the annual accounts is not remunerated. The results will be submitted to the Club Management Committee at the next routine Committee Meeting. The results of the audit will then be reported at the next AGM.
5.1. It is the responsibility of all members to report to the Management Committee any conduct on Club premises, whether by members or by other persons, that is likely to bring the club into disrepute or is illegal, unsafe, dishonest, discreditable, inappropriate or contrary to the rules set out in the Range Orders or The Range Safety Certificate.
5.2. Such reports shall be made to the Secretary or, if they are not available, to the Chairman, Treasurer or other Committee Member, at the earliest opportunity.
5.3. If the incident is such that the Police Firearms Department should be notified, it is the duty of the Secretary (Chairman or Treasurer) to notify the police within 24 hours of receiving the report.
5.4. The Secretary (Chairman or Treasurer) shall convene a meeting of three members of the Management Committee, to sit as a sub-committee to consider the matter, not later than 14 days after receiving the report.
5.5. The Secretary (Chairman or Treasurer) shall in the intervening period, obtain statements in writing from both the accused and accuser, and if necessary, from any witnesses. These statements shall be placed before the Sub-Committee when it meets.
5.7. If it is determined that there is a case to answer, a Disciplinary Committee comprising of five members of the Management Committee shall conduct the disciplinary hearing within 28 days of the initial meeting of the sub-committee.
5.8. At the disciplinary hearing all parties may attend in person and the accused may have with him or her a friend or advisor. If the accused does not attend, they shall be entitled to receive a copy of the record of the hearing within seven days of it taking place, or within 3 days of requesting the same, whichever is later.
5.9. The Disciplinary Committee will consider all written evidence as well as oral submissions when reaching their decision.
5.10. The Disciplinary Committee shall first decide whether the allegation has been proved or not.
5.11. If it decides the allegation has not been proved it shall declare formally that the matter is closed. The accused shall be entitled to ask for notice to that effect to be given to members, and if he or she does so, such notice must be given within seven days of the decision being made.
5.13. If it finds that the allegation has been proved, the Disciplinary Committee must decide whether the circumstances are such that the matter should be reported to the NRA or other governing body, which may in turn consider whether further disciplinary action should be taken. If the Disciplinary Committee decides that the matter should be so reported, the Secretary shall make the report within two days of the Disciplinary Committee's decision.
5.14. If the imposed penalty is to terminate membership in the case of a member, or exclude access to the club in the case of a probationary member, then the Police Liaison Office will report this decision to the Police, as required by the conditions of our Home Office approval.
5.15. All proceedings of the Sub-Committee under 5.4 and 5.6, and of the Disciplinary Committee, shall be fully minuted, and copies of the minutes shall accompany any report to the NRA or other national governing body.
5.16. Any person who disputes any decision, whether as to liability or penalty, by the Disciplinary Committee may appeal against that decision by serving upon the Secretary within two days a notice of appeal.
5.17. Upon receipt of such an appeal, the Secretary will invoke the procedure set out in the Constitution and or Byelaws for the purposes of calling an Extraordinary General Meeting of the Members of the Club to hear the appeal.
5.18. The appeal shall take the form of a re-hearing, so the meeting shall not be entitled to enquire into the manner in which the Disciplinary Committee reached its decision.
5.19. On the hearing of the appeal by the Extraordinary General Meeting the provisions of clauses 5.8 to 5.15 inclusive shall apply.
5.20. All decisions on disciplinary matters will be reached by means of a vote of those attending and eligible to vote. A simple majority will decide the issue and if necessary, the Chairman shall have a second or casting vote.
5.21. The person who is subject to the disciplinary action shall not be entitled to vote on any aspect of the disciplinary action against him or her.
5.22. When any penalty has been imposed on a member by a Disciplinary Committee, or at an extraordinary general meeting, or by the NRA or other governing body, the Secretary shall post on the Club noticeboard a notice setting out the precise nature and terms of the offence and the penalty.
5.23. The Club Management Committee shall report to each Annual General Meeting, any penalty imposed on a person as a result of disciplinary action by the club or by the NRA or other governing body since the last Annual General Meeting.
6.1. Guest
A person who visits the Club's premises at the invitation of the Management Committee and who must be; either a member of a recognised outside organisation, or a person who is already known personally to at least one full Club member.
6.2. Club Open Day
The Club typically arranges one of these events each calendar year to allow the families and friends of club members to visit the club and take part in various types of shooting sports under carefully controlled conditions.
The Secretary shall give notice to the Police of the Club's intention to hold a Guest Day not less than two weeks in advance. Where appropriate, the Secretary may also apply to the Police for a Section 11 exemption to allow a clay pigeon shoot to take place as part of the Open Day activities.
On these occasion's guests may only shoot under the personal supervision of a full member. The Management Committee may require payment of a fee by all guests attending a Guest Day, such fee to be notified to potential guests in advance of the event.
The usual age restrictions imposed by our club liability insurance apply to any children and young people who attend the Open Day. This means that while firearms may be used by those above the age of fourteen years, anyone below fourteen years old may only shoot with air weapons.
A parent or guardian must accompany and supervise Juniors at all times when attending an Open Day to ensure safe and sensible behaviour in accordance with the Code of Conduct; failure to do so may result in the junior and parent/guardian being refused permission to shoot and/or asked to leave.
6.3. Club Guest Days
An addition to the club's annual Open Day the Club may also hold Guest Days for the purpose of attracting new members to the club and to support the sport of target shooting. A combined maximum of four Open or Guest days may be held in any calendar year. The Secretary shall give notice to the police of the Club's intention to hold a Guest Day not less than two weeks in advance.
6.4. Police Liaison Officer
A member of the Club who is appointed by the Management Committee to liaise with the Police in order to provide them with such information as they may legitimately require to ensure that the activities of the Club and its members are conducted properly and in accordance with Home Office requirements.
6.5. Visitor
A person who is not a member or probationary member of the Club but who is a full member of another club and/or holds a firearm certificate, and who visits the club's premises at the invitation of at least one of the Management Committee. A visitor may shoot at the Club's ranges provided that on each occasion he or she produces proof of membership of another club, or his firearm certificate, completes the Club's register and pays any range fee.
6.6. Club Year
The Club Year runs from 1 January to 31 December
6.7. Competitions
Competitions may be organised by the Rifle Captain, Pistol Captain or by any other Club Member authorised by the Management Committee. Competitive participation in the full range of shooting disciplines through both postal competitions and shoulder to shoulder competitions with other clubs is actively encouraged.
6.8. Notices
Any notice required to be served on any Member of the Club shall be in writing and shall be served by the Secretary or the Management Committee on such Member either personally, or by sending it through the post to the last known address of the Member. The letter shall include a pre-paid envelope for any response and shall be sent using the Royal Mail "Signed For" service to help confirm delivery. Any such Notice will be assumed to have been received within ten days of the date of posting.
These byelaws were adopted at the Annual General Meeting held on 2024.
Signed Club Chairman
Signed Club Secretary
Signed Club Treasurer
Home Office Approved Full Bore Rifle & Pistol Club
Home Office Ref - 2021808
National Rifle Association (NRA) Affiliated
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