CONSITUTION FOR LIONS ARCHERY
ARTICLE I. NAME & OBJECTIVES
Section A. The name of the organization shall be “Lions Archery”.
Section B. The objectives of Lions Archery are to provide an enjoyable, safe and
educational environment for learning and practicing archery. This club will introduce and
provide proper safety and instructional basics for archery to beginning and novice archers
and provide a safe environment and assistance for advanced archers. It will also be a
place where archery enthusiasts alike, can come together to discuss their interest.
ARTICLE II. INTERPRETATION
The Executive Council for Lions Archery shall make all determinations and
interpretations with due regard to accepted rules of procedure and the constitution.
ARTICLE III. MEMBERSHIP
Membership for Lions Archery is open to all persons of all skill levels of archery for a
fee (refer to Article XI). All members are entitled to coaching, use of club equipment, and
a safe practice space.
Members must follow the safety rules and guidelines set by York University and the
Executive Team. Failure to comply will result in consequences; including but not limited
to: a report to higher authorities and/or revoked membership without refund.
ARTICLE IV. MEETING PROCEDURES
There shall be weekly general members meetings set in place by the Executive Council to
allow members to participate in Lions Archery activities.
Executive meetings will be set once a month and are mandatory. The first executive
meeting will be set by the president, and all proceeding meeting dates will be decided by
the executive council. During meetings all members of the Executive Council will hold
one vote; no other persons may hold voting rights for Lions Archery. A calling for an
emergency meeting must be done by the president, and all executive council members
must attend unless extenuating circumstances prevent otherwise.
Penalties for not attending Executive Meetings will be discussed on a case-by-case basis.
ARTICLE V. QUORUM
A quorum of membership for voting purposes shall be reached when at least a majority of
the executive members are present.
ARTICLE VI. OFFICERS, QUALIFICATIONS AND DUTIES
Section A. The officers of the organization shall be the following: President, VicePresident, Treasurer, Club Instructor(s), Armory Caretaker, Public Relations, Webmaster,
and Secretary.
Section B. The duties of the officers shall be as follows:
At least one first-aid certified (emergency first aid + CPR/AED) club member must be at
training sessions or any other event where member participation in archery is expected.
Section C. With the exception of the Club Instructor(s), all Officers are part of the
Executive Council.
Roles and Responsibilities of President
i.
ii.
iii.
iv.
v.
vi.
vii.
Ensure that the club and all members abide by rules and regulations set by the
university.
Organize and act as spokesperson for all executive meetings.
Be the main contact with external groups.
Be properly trained in archery before training members.
Will have access to all club funds but the Treasurer must approve all of his or her
actions.
Ensure all executive members are fulfilling their responsibilities.
Signing authority of the club.
Roles and Responsibilities of Vice-President
i. Ensure that the club members and all those who attend otherwise conform to the
rules set by the club and the university.
ii. Will perform the duties of president if under any condition the president is unable
to or otherwise absent.
iii. Assist President in all administrative matters.
Roles and Responsibilities of Treasurer
i.
ii.
iii.
iv.
Responsible for keeping accurate and timely records of all transactions.
Will have access to all club funds but the president must approve all of his or her
actions.
Ensure that the club and all members abide by rules and regulations set by the
university.
Signing authority of the club, unless otherwise designated in agreement by the
executive council prior to election.
Roles and Responsibilities of Webmaster
i.
ii.
iii.
iv.
Responsible for managing and maintaining the club’s websites and social media
outlets.
Ensure that the club and all members abide by rules and regulations set by the
university.
Ensure that the club’s websites and social media outlets abide by rules and
regulations set by the university.
Will be jointly responsible for promotional matters along with Public Relations
officers.
Roles and Responsibilities of Armoury Caretaker
i.
ii.
iii.
iv.
v.
Responsible for the setup and maintenance of the equipment used by the club.
Responsible for informing and bringing to attention any matters concerned with
the equipment being used, primarily related to the safety of members.
Ensure that the club and all members abide by rules and regulations set by the
university.
Responsible for training the next Armoury Caretaker.
In charge of performing a monthly inventory of all club equipment and items.
Roles and Responsibilities of Secretary
i. Responsible for organizing all administrative records.
a. Attendance sheets, membership forms, etc.
ii. Responsible for doing detailed minutes at executive meetings.
iii. Responsible for maintaining communications between Executive Members.
iv. Ensure that the club and all members abide by rules and regulations set by the
university.
Roles and Responsibilities of Public Relations
i. Responsible for intra-university promotions of the club
a. Tabling, ads, posters, etc.
ii. In charge of all club-related social events for members and non-members.
iii. Responsible in bulk for managing and sending emails to and from other members
using the archery club’s Yorku and gmail accounts.
iv. Responsible for keeping all relevant records of their actions
a. Example: transaction records
Roles and Responsibilities of Club Instructors
i.
ii.
iii.
Assist in all matters related to the sport of archery.
Be properly NCCP trained in archery before training members.
Responsible for matters within a practice, primarily in archery safety, regulation
and instruction for members.
iv.
v.
vi.
Ensure that the club and all members abide by rules and regulations set by the
university.
No limit will be set on the number of club instructors, but the position may be
assigned and removed as needed by the executive members.
Club Instructors will not carry a vote and are not considered part of the Executive
Council
ARTICLE VII. ELECTION OF OFFICERS
Section A. The term of office shall be for one school year, starting in the summer term
and continuing into the following fall and winter terms.
Section B. Nominations shall take place one month prior to elections at club meetings
and elections shall be held annually near the end of the winter term. Anyone in the club is
eligible at this point with the exception of those positions which require professional
training certification to maintain our high standard of safety.
Section C. A non-returning executive member shall be appointed Chief Electoral Officer
to count the votes. If all previous executives are running in the election, a designated nonexecutive member shall be appointed by the current executive team (i.e. Coach). In the
event of a dispute, one recount will be issued.
Section D. The Chief Electoral Officer shall be appointed prior to elections but after
nominations by the Executive Council.
Section E. Special elections shall be held if a vacancy occurs. The elections should occur
within 2 weeks of the vacancy. Members shall be notified by email.
ARTICLE VIII. CONFLICT OF INTEREST
Any actions that attempt to promote a private or personal interest by any Club Officer(s)
which interfere with the objective of the club, their own duty, or their responsibilities in
following the rules and regulations by York University and the Lions Archery
constitution will be considered a conflict of interest. As for the regular members of
archery, they must not promote exterior interest regardless of personal or private reasons.
Members are to abide by these rules during all club meetings and practices. They may
promote their interest outside these designated time and locations, and must clearly
declare it is not by any means affiliated with the archery club.
ARTICLE IX. PROCEDURES REGARDING ALLEGATIONS OF
WRONGDOING AND DISCIPLINARY ACTION
In an incident regarding allegations of wrongdoing, the member may be temporarily
removed from their position and an emergency meeting will be called by the Executive
Council to try the incident.
The accused will be given a fair chance to present their defense and state their side of the
case before any decisions are made. The Executive Council will make all attempts to set a
reasonable meeting time as close to the date of incident as possible.
The Executive Council will determine if any wrongdoing has actually occurred, which
may lead to permanent removal and further contacting of authorities. If the alleged
wrongdoing is done by an executive member, then the Executive Council may appoint a
general member to temporarily take over the vacant position until an election can be held.
All decisions shall be made based on a majority vote of the active members of the
Executive Council.
ARTICLE X. FINANCIAL RESPONSIBILITY
The President and Treasurer are the sole signing authorities. The responsibility for
creating the budget and financial reports, approving the budget, and maintaining the
financial records of the organization are done by the Treasurer. However, all matters
regarding the finances of the club must be agreed upon by both signing authorities.
ARTICLE XI. DUES
Lions Archery is a non-profit organization, all dues will be used for purchase of club
equipment, maintenance, and club events.
Section A. Membership fees shall be collected from potential members wishing to join
the club.
Section B. Fees may be issued to members for damaging club property due to intentional
misuse or negligence of club rules. Failure to pay these dues by the deadline set by the
Executive Team may result in further consequences.
Section C. Additional fees may also be issued for non-club sponsored events and
activities. Fees must be paid by the deadline set by the Executive Team.
Section D. Membership fees shall be set at the beginning of each executive term and
communicated by the Executive Council.
Section E. If a member is unable to pay in full the membership fee within a month of the
start of their membership, the issue will be brought to the Executive Council. The
Executive Council holds the right to remove the member from the club without refund.
ARTICLE XII. EMPLOYMENT STANDARDS
None at the time.
ARTICLE XIII. COMMITTEES
None at the time.
ARTICLE XIV. ADVISORY/MANAGEMENT BOARDS
None at the time.
ARTICLE XV. EXTERNAL AFFILIATIONS
None at the time.
ARTICLE XVI. BY-LAWS AND AMENDMENTS
Section A.
1. An amendment to the constitution is done by the Executive Council.
2. An amendment to the constitution must be presented in writing by the
President, who will present the issue at the following Executive Council
Meeting
3. An amendment must be sponsored by at least one other executive member.
4. Amendment shall be adopted when a majority vote by the Executive
Council has been reached
5. A notice to all general members will be sent electronically once a change
has been finalized.
ARTICLE XVII. RATIFICATION
1. A ratification must be sponsored by at least one executive member.
2. A notice to all general members will be sent electronically, and a vote will take
place during a set date or period.
3. Ratification shall be adopted when ratification is agreed upon by majority of the
members and upon approval of this constitution by the Clubs Registration
Committee and the Centre of Student Community & Leadership Development.