Scabharbour Road Weald Tonbridge Kent TN11 8PL
info@hrpcuk.net
The Club shall be called the Hildenborough Rifle and Pistol Club and shall operate as a Not for Profit Organisation.
The operation of the Club shall be governed by the laws of the United Kingdom (UK).
Membership of the Club is open to UK residents who support the objectives of the Club and who meet the qualifying requirements of the Club, as set out within this document.
The Club shall seek to maintain its status as a Home Office Approved Shooting Club and will endeavour to always meet the requirements that this imposes.
The Club and its assets shall be administered and managed on behalf of the Members, in accordance with this Constitution, by the members of the Club Management Committee constituted as described below.
This Constitution shall be used in conjunction with the Byelaws of the Club. The Constitution describes the principles and ethos of the Club, together an overview of its operation. The Club Byelaws document the more detailed, day-to-day, operation of the club and shall have the same force and effect as though they were part of the Constitution.
All members shall be subject to this Constitution and to the Byelaws of the Club.
Changes to the Constitution shall only be agreed and confirmed at a full Club Annual General Meeting, or at an Extraordinary General Meeting called for the purpose.
The Club shall be affiliated to the UK National Rifle Association and to any other Shooting Association(s) that may be considered necessary by the Club Management Committee and the Members.
The shooting activities of the Club shall be conducted at the Club's home range, at the National Shooting Centre at Bisley and at other suitable approved ranges within the UK. All shooting undertaken by Club Members will be conducted in accordance with the prevailing Range Orders for each of the ranges being used.
1.1 Classes of Membership.
Also available is a Family Membership that covers the membership of up to two adults and up to two children or young people, living at the same address.
Membership of the club runs for the calendar year. Membership fees will be set and reviewed annually by the Club Management Committee and approved at the Club Annual General Meeting.
Full definitions of the classes of membership are set out in the Club Byelaws
1.2 Qualifications for Membership
The detailed procedures for managing the membership process are set out in the Club Byelaws.
The Club Management Committee is elected by the Members at each Annual General Meeting to run the Club effectively and efficiently on behalf of it's Members, who are the owners of the Club.
2.1 Structure of the Club Management Committee — Honorary Officers and Committee Members.
The Club Management Committee shall consist of not less than five and not more than eleven members.
Any of the three Offices above. flagged with an asterisk, may be held at the same time as another Office if there are insufficient individual candidates to fill all the roles. However, each elected officer shall only have one vote on the Management Committee irrespective of the number of offices they hold. The elected Officers shall hold Office from the conclusion of their election at Annual General Meeting.
At each Annual General Meeting of the Club, the Members shall elect from amongst themselves, not less than two and not more than six Committee Members, who shall hold office from conclusion of their election at the Annual General Meeting.
The term of office for the elected Officers and Committee Members is one year, unless voted otherwise at a properly constituted meeting. The members of the Club Management Committee shall retire en-bloc from office at the next Annual General Meeting after the date on which they came into office.
The Club Management Committee may appoint up to two co-opted Members, provided that the co-opted Members do not constitute more than one third of the membership of the Club Management Committee. These appointments shall be made at a meeting of the Club Management Committee and will take effect from the end of that meeting. The co-opted members must meet the usual qualifications to serve as a Member of the Club Management Committee.
Note: The Club Management Committee must ensure that the Committee remains quorate, with five or more Members in Office at all times.
2.2 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.
2.3 Qualifications for Membership of the Club Management Committee.
2.4 Personal Interest.
Subject to the provision of the sub-clause below, no member of the Club Management Committee shall acquire any interest in property belonging to the Club (otherwise than as a Trustee for the Club) or receive remuneration or have any interest (otherwise than as a member of the Club Management Committee) in any contract entered into by the Club Management Committee.
Members of the Club Management Committee shall not benefit, directly or indirectly, by payment or other reward from the Club, for any activity that they undertake on behalf of the Club.
The Club Management Committee shall not place any non-competitive contract for goods or services with any entity having commercial links with any Member(s) of the Committee.
2.5 Disqualification.
The responsibilities of the Club Management Committee, together with their authority to manage the day to day operation of the Club are subject to the approval of the Club Membership.
The Committee may exercise the following authority on behalf of the Club and its Members:
3.1. To raise funds and to invite and to receive contributions, provided that, in raising funds the Committee shall not undertake any substantial trading activity and shall conform to any relevant requirements of UK law;
3.2. To buy, take on lease or in exchange, any property necessary for the achievement of the Objectives of the Club;
3.3. Subject to any consents required by UK law, to sell, lease or dispose of all or any part of the property of the Club;
3.4. To co-operate with other clubs, voluntary bodies and statutory authorities engaged in furtherance of the Objectives of the Club and to exchange information and advice with them;
3.5. To support any charitable trusts, associations or institutions formed to meet any or all of the Objectives of the Club;
3.6. To do such lawful things as are deemed necessary for the achievement of the Objectives of the Club.
The Club Management Committee shall ensure that appropriate and adequate insurance policies are maintained at all times to provide the necessary cover for the following:
4.1 Third Party and Public Liability Insurance
This is required for Members whilst they undertake club activities at the Hildenborough range or at other approved ranges.
Note: Exactly this type of Third Party and Public Liability insurance is provided by the specialised policy that is included as part of the Club's annual affiliation to the UK National Rifle Association.
4.2 Buildings and Contents Insurance
For the Hildenborough range facility, together with all other assets and property owned by the Club
4.3 Indemnity Insurance for the Club Management Committee and Trustees.
For the activities undertaken by both the Club Management Committee and the Trustees.
The Club has negotiated an extended lease for the Club Range and outbuildings with our Landlord; the Gaza Trading Estate. The current lease runs until 2043.
To have legal standing, the lease needs to be signed on behalf of the Club by two voluntary Trustees who are full members of the Club. Being a signatory of the lease creates a liability for the Trustees until the lease ends. It is therefore imperative that the Club shall maintain indemnity insurance in respect of the Club Trustees. This requirement shall form a permanent part of the Club Constitution and may not be removed by any subsequent change to the wording of the document.
Note: Exactly this type of Indemnity insurance is provided by the specialised policy that is included as part of the Club's annual affiliation to the UK National Rifle Association.
6. Statutory Meetings and Proceedings
6.1. Club Management Committee Meetings
A Club Management Committee Meeting may be called at any time by the Chairman or by any three members of the Club Management Committee upon not less than seven days' notice being given to the other members of the Committee of the matters to be discussed, but if the matters include the appointment of a co-opted member, then not less than 21 days' notice must be given. All notices must be given in writing or by e-mail.
The Club Chairman shall act as chairman at meetings of the Club Management Committee. If the Chairman is absent from any meeting, the members of the Club Management Committee present shall choose one of their number to be Chairman of the meeting before any other business is transacted.
There shall be a quorum when at least five members of the Club Management Committee are present at the meeting.
The Management Committee shall keep minutes of the proceedings at meetings of the Club Management Committee and any sub-committee.
The Club Management Committee may from time to time, amend the Byelaws of the Club. Such additions or alterations to the Byelaws shall become effective immediately that they are published, either by circulation to the membership or by posting on the club notice board. All revisions to the Byelaws shall be laid before the next Annual General Meeting of the Club for subsequent ratification. No Byelaw, rule, standing order or other regulation may be made which is inconsistent with this Constitution.
The Management Committee may appoint one or more advisory or sub-committees consisting of three or more members of the Management Committee for the purpose of making any inquiry or supervising or performing any function or duty which in the opinion of the Management Committee would be more conveniently undertaken or carried out by a sub-committee, provided that all acts and proceedings of any sub-committee shall be fully and promptly reported to the Management Committee.
The Club Management Committee shall ensure that at all times the Club and its Members shall comply with all legal requirements in force from time to time and any rules appertaining to the conduct of the activities being undertaken.
Matters requiring a formal decision from the Club Management Committee shall be proposed and seconded by Club Officer or Members of the Committee. Each Club Officer and Committee Member shall have one vote on any resolution on which he or she is entitled to vote. Every resolution shall be decided by a simple majority of votes cast by those present and entitled to vote. In the case of a tied vote, the Chairman of the meeting shall have a second and casting vote.
6.2. Annual General Meeting (AGM)
There shall be an Annual General Meeting of the Club which shall be held on the evening of the second Thursday in July.
Each AGM shall be called by the Club Management Committee. The Secretary shall give at least 28 days' notice of the Annual General Meeting in writing, or by email, to all the Members of the Club. In addition, a notice of the AGM will be placed on the club notice board in the clubroom.
All full members of the Club shall be entitled to attend and vote at the meeting.
Nominations for election to the Management Committee must be submitted in writing or by email and must be received by the Secretary at least 21 days before the date of the AGM.
Each nomination must have a proposer and a seconder, both of whom are full Members of the Club.
All persons nominated must confirm, in writing or email, their willingness to stand and this must be received by the Secretary at least 21 days before the date of the AGM.
Should nominees exceed vacancies, an election shall be by a show of hands or by a ballot of those present at the Annual General Meeting.
Motions to be considered and voted on at the AGM must be submitted in writing or by email and must be received by the Secretary at least 21 days before the date of the AGM.
Each motion must have a proposer and a seconder, both of whom are full Members of the Club.
All nominations and motions to be considered and voted upon at the AGM must be communicated by the Secretary, either in writing or by email, to all Members of the Club, at least 14 days before the date of the AGM.
The chairman of the Club then in office shall be the Chairman of each AGM. If he or she is not present, then before any other business is transacted, the Members present shall appoint a Chairman of the meeting.
The Chairman, Secretary and Treasurer of the current Committee shall present to each AGM short reports covering the actions and decisions carried out during the year since the last AGM and a report on the finances of the club during the previous calendar year.
The current Committee shall retire from office and a new Committee shall be elected. During the election process the meeting shall be under the control of the Honorary President of the Club.
In the event that the Honorary President is unable to attend the AGM, then at the start of the AGM the Committee shall nominate another Member of the Club to undertake the duties of the Honorary President at that meeting.
6.3. Extraordinary General Meeting (EGM)
The Club Management Committee may call an Extraordinary General Meeting (EGM) of the Club at any time.
The Club Membership may also request such an EGM provided that it is supported by at least 25% of the current full Members. A list of those Members supporting the request shall be submitted to the Secretary and may be verified.
The application to hold the meeting shall be submitted to the Secretary in writing or by email, and shall state the business to be considered at the meeting. Each motion must have a proposer and a seconder, both of whom are full Members of the Club.
The Secretary shall then call an EGM, giving at least 14 days' notice. The notice calling the meeting must state the business to be considered and voted upon.
The Chairman of the Club then in office shall be the Chairman of each EGM. If he or she is not present, then before any other business is transacted, the Members present shall appoint a Chairman of the meeting.
6.4. Proceedings at General Meetings
The Secretary or other person appointed by the Management Committee shall keep a full record of proceedings at every General Meeting of the Club.
There shall be a quorum at any General Meeting when at least 25% of the number of full members of the Club at the time of the Meeting are present.
If, after 30 minutes from the time stated for the commencement of the meeting there are still insufficient members present to form a quorum, the meeting shall be adjourned to another day and time.
The adjourned meeting shall be scheduled to take place within a further 14 days of the date of the original meeting, or as soon after as is practicable.
In the interim, the Club Management Committee shall try to establish why the Membership are not supporting the objectives of the original meeting and resolve this if possible.
If, at the second, adjourned, meeting, after 30 minutes from the time stated for the commencement of the meeting, there are still insufficient members present to form a quorum, the meeting shall again be adjourned to another date and time. A further meeting shall be scheduled to take place within 14 days, or as soon after as practicable.
Where two consecutive non-quorate meetings have occurred, the calling notice for the third meeting shall clearly state that this meeting will go ahead irrespective of the number of Members that attend and will be taken as quorate for the purpose of decisions made. The agenda for the business to be discussed at this meeting shall not be altered in any way from the original calling notice for the General Meeting.
If there is evidence that Members are deliberately frustrating the ability of the Club to make timely and informed decisions by staying away from a General Meeting, then the Club Management Committee shall record this in the minutes of the General Meeting so impacted and determine what remedial action needs to be taken.
6.5. Voting at General Meetings
Each full Member shall have one vote on any resolution on which he or she is entitled to vote. Every resolution shall be decided by a majority of votes from those present and entitled to vote on the question. In the case of a tied vote, the Chairman of the meeting shall have a second and casting vote.
All votes shall be taken by only those Members attending General Meetings, either at the Annual General Meeting or at an Extraordinary General Meeting called for a specific purpose. Proxy voting shall not be used.
Where a vote is sensitive, e.g. where there are multiple candidates for a Management Committee post, then a secret or blind ballot process shall be used.
6.6. Appointment of an Honorary President
Upon a recommendation to that effect from the Committee, it shall be competent for a simple majority of the members present at a General Meeting to confer upon any member of the club the distinction of Honorary President for exceptional services rendered to the Club. Only one such distinction shall be held by one person at any one time.
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.
Each year the Honorary President shall be asked by the Committee to confirm that they are content to accept or continue in the role. They may stand down from the role at any time during their tenure by submitting their resignation in writing, by post or email, to the Secretary.
Formal Duties of the Honorary President
The only formal duty that the Club requires the Honorary President to undertake, is to take control of the AGM for the interval between the outgoing Committee standing down from office and the new Committee being elected.
To be held in the name of the Club by members of the Management Committee, namely the Treasurer and Club Secretary. This can be changed as desired by the Management Committee.
The holders of the assets shall act in accordance with the lawful directions of the Management Committee.
Provided that they act only in accordance with the lawful directions of the Club Management Committee, the asset holders shall not be liable for the acts and defaults of its members.
In the case of the lease for the range premises, the Club has two Trustees who are the signatories on the lease covering the rental of the range premises from the Gaza Estate. Should the individuals acting as Trustees request to be replaced or need to be replaced at any time, this shall be agreed and actioned by the Club Management Committee.
Any replacement Trustee must be a full Member of the Club. If a suitable volunteer cannot be found from within the current Club Management Committee, one will be sought from the full Club Membership. Any candidate will need to be approved by a majority vote of the Club Management Committee and will also need to provide written confirmation that they are content to take on the role of Trustee.
Provided that the Trustees act only in accordance with the lawful directions of the Club Management Committee, the Trustees shall not be liable for acts and defaults of its members.
The financial year of the Club shall follow the calendar year to align expenditure with the primary income of the club derived from the annual membership subscriptions.
The funds of the Club, including all donations, contributions and bequests, shall be paid into an account operated by the Management Committee (via the Treasurer) in the name of the Club at such bank or building society as the Management Committee shall from time to time decide. The Club may operate more than one bank account. For each account there shall usually be two signatories, one being the Treasurer, the other being another member of the Management Committee.
The funds belonging to the Club shall be used only in furthering the objectives of the Club.
Any funds received on behalf of the Club by anyone other than the Treasurer shall forthwith be passed to the Treasurer.
Following the closure of the club accounts at the beginning of each year, the Club Management Committee shall seek a volunteer from amongst the Club Membership, to undertake an audit of the club accounts prepared by the Treasurer. This individual shall be independent of the Club Management Committee.
The results of the audit will be reported back to the Club Management Committee and will be included in the Treasurer's report presented at the Club AGM.
The Club Constitution may only be altered using a resolution submitted at either an Annual General Meeting or at an Extraordinary General Meeting called for that specific purpose. The Notice calling the General Meeting must include notice of the resolution, setting out the terms of the alteration proposed. To take effect, the proposed change must be supported by not less than two thirds of the members present and voting.
The Club's obligations regarding indemnity insurance for the Club Trustees, described in section 4.3 of this Constitution, shall not be removed from the Constitution while the current lease for the use of the Range and its outbuildings is in place.
If the Club Management Committee decides that it is necessary or advisable to dissolve the Club, it shall call an Extraordinary General Meeting of the members of the Club, of which not less than 21 days' notice either in writing or by email, (stating the terms of the resolution to be proposed) shall be given.
If the proposal is supported by two thirds of those present and voting, the Management Committee shall have power to realise any funds or assets held by or on behalf of the Club. Any assets or funds remaining after the satisfaction of any proper debts and liabilities shall then be distributed in accordance with the Members' wishes at the Extraordinary General Meeting.
This constitution was 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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