WOLWEHOEK SHOOTING CLUB (2024)

(Updated for comments subject to approval at a Special General Meeting)

CONSTITUTION

Club members and committee shall conduct themselves and the actions of the club in accordance with this Constitution and the Operating and Code of Conduct Manual and in an attitude of mutual trust and co-operation.

1. NAME

The club is be known as Wolwehoek Shooting Club; previously known as Wolwehoek Practical Shooting Club, referred to hereinafter as the club. Website www. https://wolwehoekgunclub.co.za/

• COLOURS

The official colour of the Club shall be yellow.

• AFFILIATION

            The club shall be affiliated to the relevant Provincial and National or            International bodies, as are potentially beneficial to the Club in         practicing the art of shooting.  

            The club shall be abiding by the rules laid down from time to time by           these bodies for the conduct of the range and shooting activities.

• OBJECTIVES

            The objectives of the Club shall be to promote and encourage practical      shooting with any such weapons as may be used on the Club ranges      under police authorization or the equivalent thereof, and to assist           members as much as possible to achieve the highest honors             attainable in the organized shooting sport.  

            Safety shall be a primary consideration in Club’s teachings on the    handling, use and storage of shooting implements.

• MEMBERSHIP

• Membership of the Club is open to all persons of sound character subject to the discretion of the Committee, after an initial training period for the member.  

All members shall enjoy equal privileges except that any member who wants to use the Clubs reloading equipment shall be required to pay an additional levy as determined by the Committee, from time to time.

• The conduct of members shall be governed by the elementary norms of education and safety and by the explicit rules established for the range.

• Any member who has failed to pay his annual fees within three calendar months of the Club’s financial year end (i.e. end March), shall cease to be regarded as a member and shall not be entitled to make use of any of the Club facilities nor to vote at meetings.

• ADMINISTRATION

• An Executive Committee elected at a Club Annual General Meeting, consisting of 6 members shall administer the affairs of the Club.

The elected Committee may co-opt members onto be Committee as found necessary for running Club affairs. Committee members shall normally hold office until the next A.G.M.

Retiring members shall be eligible for re-election.

• Office Bearers of the Committee.

The club is managed by the committee consisting of the Executive Committee and co-opted members for each discipline in operation at the club at that time.

• Duties of Office Bearers

• Executive Committee

The executive committee shall consist of:

1. The chairman
2. Vice chairman
3. Secretary
4. Treasurer
5. Two additional co-opted members (Landowner representative and Chief range officer)

The executive committee is responsible for the day-to-day running of the club and is the main decision-making body.

• Chairman

The chairman is responsible to the members and external public for all shooting club amenities. 

He shall preside at all meetings of the Club.  

In the absence of the Chairman, the Vice-Chairman shall preside at the meetings.

When neither of these office bearers is available for a meeting, the members at the meeting shall elect a person to chair the meeting, from those present for that particular meeting.

The Chairman is responsible for the correct functioning of the Committee and the provision of means for the safe and orderly conduct of shooting activities.

                                    At an Annual General Meeting the Chairman shall submit:

1. a report on the Club’s activities during the year,

• a concise and accurate statement on the Club’s financial status,

• a statement on other Club assets,

• a budget on maintenance or developments necessary on the shooting range or within the Club.

• Vice Chairman

The vice chairman supports the chairman in the execution of the duties of the chairman and presides over meetings if the chairman is absent.

Should the chairman elected by the members at the AGM stand down from their role, the vice-chairman shall take over all the responsibilities of the chairman until a new chairman can be elected at the next AGM.

• Secretary

The secretary duties shall be:

1. to keep a record of all Club meetings,

• to take care of the correspondence of the Club,

• to keep a record of all matters concerning members.

• Treasurer

The treasurer duties shall be:

1. to keep a record of all financial transactions concerning the Club,

• to prepare a statement of the financial affairs of the Club for presentations at each Committee Meeting,

• to ensure that the annual financial statements are prepared and submitted for audit timorously and that record accurately reflect the financial affairs of the Club for the preceding financial year.

6.5       Co-opted committee members – Discipline Representatives

Committee agreed /appointed discipline representatives as co-opted committee members to represent the respective disciplines at the club committee meetings.

The Discipline Representatives use, apply as guide The Code of Conduct and Operating Manual.

Co-opted committee members may act as delegates to represent the club at meetings of interest, to convey decisions, table motions, and exercise as instructed by the committee and report back to the committee at the next meeting.

They should exercise care not to commit the Club to any undertakings unless such commitment has been or is reasonably certain to be approved by the committee.

6.6       Club’s Operating Manual and Code of Conduct

The Operating Manual and Code of Conduct  documents and directs the operating norms, the spirit, the objectives of the club, and the club’s culture and ethos.

• POWERS OF THE EXECUTIVE COMMITTEE

In addition to the power of carrying out the current administration duties, the Committee have the power to:

• Frame and enforce regulations governing the activities of the Club and periodically review and amend or repeal these as necessary.

• Fill vacancies on the executive committee by co-option of other members of the club.

• Replace a committee member (executive or co-opted) by a co-opted member in the event of the committee member resigns or having been absent from two successive committee meetings, without a reasonable cause and apology prior to the meeting.

• Appoint Sub-Committee as necessary for any purpose from its own members or by co-option from other club members.

• Deal with club finances at its discretion.

• Perform all such acts, including disciplinary action that may result in a member’s expulsion from the club, as necessary for safety or conduct infringements and/or for the  sake of the moral of the club.

• MEETINGS

• Annual General Meetings.

Annual General Meetings of the Clubis, as far as possible to be held during January of such year at such place, date and time as the committee may direct.

• Special General Meetings.

Special General Meetings is held when so required by the committee, or at the written request of at least three club members in good standing, stating the object of the meeting.

• Committee Meetings.

The Committee normally meets at least once every month.   This arrangement may be changed only at the discretion of a duly constituted committee meeting.

• Notice of General Meetings.

Notification of a general or special meeting shall be sent to all members at least fourteen days prior to the meeting.   Such notice shall include the objective of the meeting together with the full Agenda for the meeting.

• QUORUM AT MEETINGS

• General Meeting

At least six members in good standing are required for a quorum at General Meetings.  

In the event of the required number of members not being present at a meeting properly constituted in terms of paragraphs 8.1 or 8.2, read together with paragraph 8.4, the Chairman shall be empowered to adjourn the meeting for a period of fifteen minutes in order to obtain the required number.  

The meeting as reconvened after this interval shall be deemed to constitute a quorum, although the required number of members is not present.

• Committee Meetings

A quorum shall consist of three elected members of the Committee in good standing, one of who shall be the Chairman or Vice-Chairman.

In the event of a quorum not being present, the meeting shall be adjourned to a different day when it shall again be reconvened.   In the event of this happening three times successively, members of the committee shall be deemed to have resigned and the committee shall co-opt/appoint a replacement. .

1. VOTING AT GENERAL MEETINGS

1. Members in arrears with their subscriptions in terms of paragraph 5.3 shall not be entitled to vote at meetings.

1. A simple majority vote shall be decisive in voting on any matter not concerning the club constitution.

1. At least a two-thirds majority vote shall be required for a decision on constitutional matters.

1. MINUTES

Minutes shall be kept of proceeding at all meetings.   These shall include a concise and accurate statement of all decisions made as well on transactions involving club funds, and financial status.

12.       MEMBERSHIP FEES

1. Annual  membership fees, joining fees, etc, shall be revised and amended from time to time, in accordance with the financial status of the Club.

Recommendations for such revisions and amendments shall be made by the committee to the Annual General Meeting for final decisions.

1. Annual membership fees shall become due and payable immediately after the Club’s Annual General Meeting Members, who have failed to pay such subscriptions within two calendar months i.e. end of March, shall be considered to be in default.

1. CLUB FUNDS

1. The financial year-end shall be December 31.

1. Annual financial Statements to be prepared audited and made available at Annual General Meeting.

1. Cash withdrawals to be approved by signed e-mail  jointly by any two of the elected executive committee.

1. Income

1. Any trading activities engaged in will only be of a nature integrally related to the provision of social or recreational facilities, amenities or services provided directly to members. 

Income derived will be limited to a recovery of the costs involved in providing these services.

1. Any fundraising activity will be of an occasional nature and use may only be made of unpaid volunteers.

1. Income from “other” sources may not exceed the greater of:
2. 5% of membership and subscriptions in respect of the year or
3. (ii) R50000.

1. Expenses

1. The club is committed to carrying on its activities solely in a non-profit manner.

1. The club is prohibited from direct or indirect distribution of funds to any person during operations or after dissolution.  Notwithstanding that on dissolution the club may transfer its assets to another club which is eligible for a Section 30A Tax exemption.

1. The club will not pay any remuneration or bonus to any employee that is in excess of that which is reasonable in the relevant sector.

1. All members are entitled to an annual membership.

1. Membership is not transferable to any third party.

1. The club will take all steps to remain in good standing with the Tax Authorities

1. INSURANCE

1. The Club shall be insured against all risks arising through its shooting activities including liability to the public.  

In general, use shall be made of insurance facilities provided by provincial or national shooting associations.  

Such insurance shall be extended to visiting shooters to the range if they are not already covered by suitable insurance.

1. The Range Officers, Club Officials, the Landowner, his family and employees shall be indemnified against all loss in the event that an action for damages is brought against him.

1. Notwithstanding any liability for unpaid fees, member’s liability is unrestricted where the club is required to make good in the event of any claim.

1. RESIGNATIONS

Resignations from the Club shall be submitted to the Club Secretary in writing not later than December of each year and shall be accompanied by all monies due to the Club.

Failure to resign in writing will cause persons involved to be classed as defaulters not eligible for re-admission to the Club until they have paid all annual subscriptions that would have been due had they continued their membership.

1. AMENDMENTS TO THE CONSTITUTION

This Constitution may be amended only by a majority vote of at least two-thirds at a General Meeting or an A.G.M., provided due notice of motions of amendments was given to the Committee. (Version 2024 for review and subject to ratification at a special general meet