Constitution
line

 

Club logo

Eastern Cape Bowhunting Association

Web: www.bowhunting.co.za

  1. Name

    1. This club shall be known as the EASTERN CAPE BOWHUNTING ASSOCIATION, and the name shall be abbreviated to ECBA.

  2. Vision

    3. The unification of all bowhunters to ensure self regulation and protect the bowhunting industry.

  3. Mission

    1. To promote bowhunting and archery.
    2. To fight for and protect the rights of bowhunters.
    3. To inform, educate and train bowhunters to always be professional, responsible and ethical.
    4. To foster a trusting relationship with the authorities as well as game farmers.
    5. To instil respect for nature and fellow hunters.
    6. To associate with and support relevant organizations in the interest of bowhunting in general.
    7. Making use of 3D competitions and fun shoots to enhance the shooting abilities of bowhunters and archers.

  4. Membership

    1. Membership may include single or family membership.
    2. A family membership is allowed one vote per adult member, over the age of 18 (eighteen) years, present at general or special meetings, with a maximum of two votes per family.
    3. Membership of ECBA is obtained through the acceptance and registration as a member and payment of membership fees as determined by the committee.
    4. A member shall forfeit membership when he/she resigns or fails to renew membership fees by a set date as determined by the committee.
    5. Suspension of membership will be decided upon by the committee in cases of misconduct or unethical behaviour of a member.

  5. Registration and Affiliation


    6. ECBA reserves the right to affiliate to ABO, CHASA, SABA or any other hunting/bowhunting organisation which serves the same interest. Other Bowhunting Clubs may be allowed to affiliate to ECBA by paying an affiliation fee and subject themselves to the constitution and authority of ECBA.

  6. Meeting Voting and Quorum

    1. The following apply to Committee Meetings:
    2. Each member is entitled to one vote.
    3. Voting is done by a show of hands.
    4. A majority vote is required to carry a vote unless determined otherwise and the Chairman shall verbally announce the result of the vote.
    5. Should there be a tie, the Chairman will have a further vote.
    6. More than half the committee members shall constitute a quorum.
    7. The following apply to General Meetings:
    8. A quorum shall consist of 20 (twenty) registered members.
    9. The committee shall be elected for a period of one year.
    10. Ad-hoc committees may be created and serve for a period as determined by the management committee.
    11. This constitution may only be altered or added to at a general or special meeting.

  7. The Annual General Meeting

    1. The Annual General Meeting deals with the following:
    2. Consideration and approval of proposals for the amendment of the Constitution.
    3. Approval of the minutes of the previous Annual General Meeting and Special General Meetings held preceding the AGM.
    4. Consideration and approval of annual financial statements.
    5. Consideration of reports of the Committee Portfolio’s.
    6. Consideration of the Chairman's annual report.
    7. Election of office bearers for the next financial year.
    8. Tabling and consideration of motions by members (general).
    9. The AGM comprises of the elected office bearers and members.
    10. Nominations for the office bearers (whom must be members) are submitted in writing by members and shall reach the Secretary on a date before the AGM, determined by the Committee. Only nominated persons, having indicated in writing that they accept such a nomination and are eligible, shall be considered for election.
    11. The Annual General Meeting meets annually after the closure of the financial year but before the end of January on a date, time and place as determined by the Committee.
    12. All elections take place under chairmanship of the serving Chairman with the exception of the election of the Chairman, which takes place under the chairmanship of an individual as agreed upon by the members present.
    13. The Secretary will notify the members at least 30 (thirty) days before the date on which the AGM shall take place. Such notice shall also contain a call for nominations for office bearers and the date of closure of nominations.

  8. The Special General Meeting

    1. A Special General Meeting deals with urgent matters that may include items of the Annual General Meeting.
    2. A Special General Meeting may be called by the Committee or by a written request from at least 20 (twenty) members of ECBA.
    3. Such a meeting comprises of the Committee and all members that are eligible to vote.
    4. The Secretary must give notice of a Special General Meeting, with a specific agenda for the meeting, to the members at least 14 (fourteen) days before the date on which the meeting is to take place.

  9. The Management Committee

    1. The Committee may at any time co-opt a person/s to the Committee on an ad-hoc base for help with special tasks or projects. Such co-opted persons will not have voting rights in the Committee.
    2. The Committee may co-opt members to fill vacant portfolios in the Committee and such members will have voting rights in the Committee.
    3. A committee member can be relieved of his position in the committee if he misses more than 3 (three) committee meetings without a formal apology in a financial year.
    4. Duties of the Committee include, but are not limited to:
      1. Preparing and managing a calendar of activities for the year.
      2. Keeping members informed about matters regarding the objectives of the club, as well as legislation regarding bowhunting.
      3. Managing the club's finances and operating a bank account in the name of ECBA. Signing authority will be decided by the Committee.
      4. Acquiring and managing assets for the club.
      5. Ensuring discipline in the club and taking action when needed.
      6. Managing a recognition system and record all animals harvested by members during our fiscal year in a special data base.
      7. Arranging Annual General Meetings and Special Meetings according to the Constitution and keeping minutes and records of such.
      8. Liaising with other hunting and/or bowhunting organisations and representing the club at these organisations as well as at organisations it is affiliated to.
      9. The Committee shall meet when needed, but at least 4 (four) times a year and keep minutes and records of such meetings.

  10. Authority of the Management Committee

    1. This Committee is the highest authority of the club and decides by majority decision and act with full authority bestowed to them at the Annual General Meeting, based on the stipulations of this Constitution.
    2. This Committee is responsible for compiling and maintaining of all policies, strategies, activities and procedures that may be necessary to achieve the objectives of the club. Taking this into consideration, the Management Committee has the authority and responsibility to undertake the following:-
      1. To establish policies, rules and procedures with regard to bowhunting and running the club.
      2. To establish the rights, privileges and duties with regard to membership, including membership fees.
      3. To liaise with other associations in order to strive to maintain common objectives.
      4. To do everything possible to fulfil the vision and mission of the club.
      5. To undertake any agreement with any other association and/or organisation on behalf of the club to the benefit of the club.

  11. Committee Members: Duties and Responsibilities

    1. Chairperson:-

      • Responsible and accountable for the management of ECBA;
      • Chairs the Annual General Meeting, Special General Meeting and the Management Committee
      • Informs club members of actions taken and forthcoming actions and events
      • Responsible for liaising with Government, its parastatals and other relevant or interested parties on bowhunting issues
      • Researches all information relevant to Bowhunting.

    2. Club Captain:-

      • Takes over from Chairperson in his absence
      • Keeps records and statistics of all animals harvested by club members through a data capturing program
      • Records and submits any misconduct by members to the Chairperson
      • Supports the Chairperson in his/her duties

    3. Secretary/Treasurer:-

      • Keeps minutes of all meetings and reports to the Chairperson
      • Keeps record of all the finances of the club
      • Reports on the club’s finances.

    4. Training Officer:-

      • Organises training courses
      • Liaise with ABO/CHASA or other relevant bodies concerning training of members for Certificates Of Proficiency
      • Assists with 3-D shoots.

    5. Competitions Officer:-

      • Facilitates 3D competitions and fun shoots
      • Co-ordinates organising and preparation of competitions
      • Designs and oversees the setup of 3-D courses
      • Liaises with PRO regarding promotion and sponsorship of competitions and fun shoots.

    6. Public Relations Officer:-

      • Facilitates sponsorship for and assist in club activities
      • Promoting the club locally and nationally.

  12. Terms of Office Bearers

    13. Office bearers are elected for a term of 1 (one) financial year.

  13. Fiscal Year

    14. The financial year shall be from 1 January until 31 December.

  14. Official Language

    15. The official languages shall be Afrikaans and English.

  15. Logo and Clothing

    1. The logo of ECBA will be the head of a Cape Grysbok inside a circle with EASTERN CAPE BOWHUNTING ASSOCIATION above.
    2. The logo, approved by the Committee, will exclusively be used on clothing and items concerning ECBA and by their members only.
    3. Items with the club logo, approved by the Committee, can be used as promotional items.

  16. Dissolution

    1. ECBA can be dissolved if at least two-thirds of the members present at a special General Meeting, convened for this reason, vote in favour of dissolution.
    2. Should any assets whatsoever remain after the dissolution of the club, after all debts have been settled and obligations have been met, the assets shall be donated to Nature Conservation.

  17. Amendments to the Constitution and By-laws

    18. Amendments to the Constitution and by-laws may only be introduced at an Annual General Meeting or Special General Meeting with a two-thirds majority vote.

  18. ENDORSEMENT

    19. ECBA endorses the following goals and policies and shall adhere to:
    1. The Constitution of the Republic of South Africa.
    2. The Wildlife Forum.
    3. Regulations relating to listed, threatened or protected species.
    4. National Norms and Standards for the regulations of the hunting industry in South Africa.
    5. The regulations, norms and standards of the various Nature Conservation bodies of the different provinces of South Africa.

  19. REQUIREMENTS FOR BOWHUNTING

    20. ECBA does not regard bow draw weight as a determining factor when hunting. Arrow weight, Kinetic Energy (KE) and Momentum is the most important factor to take into consideration due to the new development in bow technology
    However, the following minimum kinetic energy and arrow weight is recommended for hunting different size animals
    Up to size of the Blesbuck animals, excluding Warthog and Bush pig: 40 foot-pounds and 350 gr
    Up to the size of the Kudu, including the Bush pig, Warthog, excluding the Gemsbuck and Sable: 50 foot-pounds and 400 gr
    Bigger species up to the Eland, inclusive of Sable and Gemsbuck: 60 foot-pounds and 500 gr
    Buffalo: 80 foot-pounds and 600 gr
    Giraffe: 95 foot-pounds and 800 gr

  20. CONSERVATION

    21. ECBA acknowledges that conservation is the responsible, wise and sustainable utilization of renewable natural resources, and believes that the responsible practice of bowhunting is a key building block of conservation.

  21. TROPHIES

    22. The Roland Ward method of measuring will be used for trophy awards.

  22. ETHICAL CODE OF CONDUCT

    1. Members must at all times abide by ECBA's Constitution and all other conditions, rules and regulations, bye-laws as well as contracts with any other bowhunting affiliates.
    2. Members must not indulge in any conduct, which could be detrimental to bowhunting, ECBA or related associations.
    3. Members must not engage in public acts of misconduct or unruly behaviour, whilst representing ECBA and/or anyone of the various related associations.
    4. Any Member, who by way of their actions or statements brings the club or bowhunting into disrepute, shall be guilty of misconduct and may, after following the necessary disciplinary process, have their membership with ECBA summarily terminated.
    5. All monies or promotional items generated at/for competitions will be for the benefit of ECBA and its members.
    6. A Disciplinary Committee will be appointed by the Committee when required. The Disciplinary Committee has the authority to apply any sanction it considers suitable. The offender may appeal to the Management Committee if additional information becomes available, which has bearing and may have changed the outcome.
    7. ECBA strives to abide by the Hunter's Code, namely:

      “In profound acknowledgement to the Almighty, Creator of all life and with sincere appreciation for the universe in the sublime totality thereof, I hereby pledge myself as a hunter to:
      obey all written and unwritten hunting regulations and practices, and to take nothing from nature which I am not entitled to;
      * hunt with compassion and to utilize from nature with utmost discretion;
      * actively conserve and promote with love and respect, fauna and flora, soil and water and the life it represents;
      * employ my firearms and bows with skill and consideration, and with understanding for the value of life; and
      * to hunt with humility, respect my fellow hunter and to enhance and strengthen the sport of hunting.”