DVA Rules of Association – Current (2013)
BY-LAWS OF THE DIAMOND VALLEY ARCHERS INC.
If any conflict of interpretation arises concerning these By-Laws, the DVA Safety and Etiquette Guide and the Rules of Association, it will be resolved according to the following precedence:
(1) the Rules of Association, over and above;
(2) the By-Laws, over and above;
(3) the DVA Safety and Etiquette Guide, over and above;
(4) the DVA Health and Safety Plan, over and above;
(5) the DVA Habitual or Vexatious Complaints and Complainants Policy, over and above;
(6) any other publication or correspondence issued in the name of the Club
1 MEMBERSHIP, SUBSCRIPTION AND JOINING FEES
1.1 Membership
1.1 .1 All Members must be registered with Archery Australia
1.1.2 Members wishing to register or renew registration with Archery Australia Inc shall renew their membership and make payment online via the appropriate link on the DVA website, the Archery Victoria website or the Archery Australia website
1.1.3 New or renewal registration payments must be made online, payment cannot be accepted via cash or bank deposit directly to DVA, in-person assistance is available for registering.
1.2 Subscriptions
(a) DVA annual subscriptions fall due on the on the anniversary of a member joining the club
(b) The scale of subscriptions shall be determined by the Committee from time to time and reviewed annually. The base subscriptions and the formula for calculating annual increases shall be maintained in the Rules of Association and shall take effect unless changed by a Special Resolution carried at a General Meeting of the membership.
(c) Family membership is available for up to two adults (married or in a de‐facto relationship) plus any dependent children under 21 years of age, as per Archery Australia’s definition of a youth archer. Once a child reaches 21, they are no longer eligible under a family membership
1.3 Membership Cards
1.3.1 Upon receipt of subscription payment, a new member shall be issued with a New Archer Card. Each new member shall also be issued with a Welcome to DVA information pack that will include a copy of the DVA Club By-Laws, Rules of Association, Safety and Etiquette Guide, Child Protection Policy, and a Getting Started at DVA Guide and the current DVA Health and Safety Plan
1.3.2 Archery Australia Membership cards are automatically created on each user’s profile following the payment of subscriptions each year. Such cards shall be produced as proof of membership when asked to do so by a member of the Committee, or any general Club member, if they do not know you or If the committee member does not recognise the archer
1.3.3 Current membership cards shall be displayed on the members” person or on their equipment whilst they are shooting. The colour of these cards change depended on the expiry year
1.3.4 A new member shall be issued a New Archer Card. A digital Welcome to DVA Pack will be emailed, including copies (or links) to the By‐Laws, Rules of Association, Safety and Etiquette Guide, Child Protection Policy, and other Club policies
1.3.5 Online or Remote Membership Induction
(a) The Committee may provide new members with an online (remote) induction option. This includes: ‐ An emailed copy of the By‐Laws, Rules of Association, Safety & Etiquette Guide, Child Protection Policy, and any other policies in place; ‐ A link to a Club‐approved induction video (e.g., a private YouTube link) covering key safety rules, club etiquette, and membership responsibilities.
(b) The new member must confirm (electronically or in hard copy) that they have viewed the induction video and or paper document and read the documents by signing and returning the Club’s Induction Acknowledgment Form.
(c) Once the signed Induction Acknowledgment Form is received by the Committee (by email or other means), the new member’s induction is deemed complete.
(d) Nothing in this By‐Law affects any separate requirement for in‐person skill assessment under By Law 14.1 (Come N Try) or 5.3 (Field Induction) if the member is brand‐new to archery and needs hands‐on safety checks.1.4 Re-admittance of Past Members
1.4.1 Following the lodgement of an application for membership from a person who has previously resigned from the Club, or whose membership has elapsed for any reason, that person may be subject to an interview before the Committee so as to ascertain the circumstances associated with seeking membership renewal.
1.5 Privacy
DVA Inc. has undertaken to comply with the requirements of the Privacy Act, 1988 and the National Privacy Principles included in the Privacy Act (Private Sector) Amendment Act 2000.
DVA Inc. policy is to protect members’ privacy and personal information it may collect from time to time. Personal information is stored securely in the Archery Australia membership database and/or other systems used by DVA.
1.5.1 Personal information shall be collected by DVA Inc. for the primary purpose of meeting membership requirements, including compliance with any Government-issued public health directives (such as vaccination, testing, or health clearance requirements), relevant Club policies, and/or competition purposes
1.5.2 Personal information collected by DVA Inc. shall be retained in a secure location in accordance with the Act, and for a further seven years in accordance with current Federal and State legislation governing document retention, before being destroyed.
1.5.3 Only staff authorised by the DVA Committee shall have access to the data file information. Hard copies of information will not be retained by DVA.
1.5.4 Members’ personal information will only be used or disclosed by DVA Inc. as allowed by the Privacy Act 1988 and the National Privacy Principles included in the Privacy Amendment (Private Sector) Act, 2000.
1.5.5 Members may access and view and update their own personal information held online in the Archery Australia membership database.
2 COMPETITION SHOOTING FEES AND VISITORS’ FEES
2.1 Tournaments and Competitions
2.1.1 On Inter-Club tournament days, members are required to pay those fees appropriate for the competition as laid down by the Tournament Committee. Where advised, some Club organised competitions shall fall into this category
2.2 Visitors
2.2.1 Only those people who are registered and financial members with Archery Australia or other World Archery federations shall be permitted to shoot as visitors.
2.2.2 Prior to shooting, visitors are required to pay their visitors fee online via the portal deemed by the committee for these transaction.
2.2.3 Visiting shooters shall sign into the DVA Members Digital signing book prior to shooting or entering the Club buildings and grounds
2.2.4 Visiting shooters who are members of another Archery Australia Club and are frequent visitors shall be requested to take out Associate Membership. For the purpose of determining ”frequent” is more than four (4) shooting visits per annum shall be applicable. (Such visits shall not include attendance at tournaments or other invitational shoots conducted by the club). By-Law 2.2.5 included in the Booking Information for visitors’ fees in the club selected payment system
2.2.5 Visiting shooters who are international shooters or Australian shooters that are bona fide members of another recognised Archery Club, are visiting Melbourne for a short period, require access to an archery club for practice and are vying to be an Australian Representative archer may be granted free temporary club membership and clubroom access – at the discretion of the Committee.
2.2.6 Visitors are only able to shoot on the premise if there are other club members around, there may be exceptions to this case which must be approved by the committee.
3 COLOURS, INSIGNIA AND SHOOTING DRESS CODE
3.1 Club Colours
The Club colours shall be primarily navy, green and white
3.2 Club Insignia
The official Club insignia (badge) shall be as the design as the logo on our website, social media and at various locations throughout the Club
3.3 Club Uniforms and Shooting Dress
3.3.1 Archers are often on public display and are encouraged to maintain an appropriate standard of dress, preferably the DVA polo shirt
3.3.2 Club Uniform consists of upper garments of the current club polo shirts and jackets
3.3.3 Club polo shirts, jackets, bucket hats and caps and anything else that the merchandise person deems relevant are available for sale through the Merchandise coordinator.
3.4 Shooting Dress Code
3.4.1 Club uniform or neat casual attire is preferred at Club shoots / tournaments
3.4.2 Camouflage clothing is not allowed to be worn on the club grounds.
3.4.3 Enclosed footwear must be worn at all times when on the shooting ranges. Open-sided shoes, sandals, thongs, or bare feet are not allowed under any circumstances on the indoor target range, the outside target range, practice butts or field course
4 CLUBHOUSE AND ENVIRONS STANDING ORDERS
4.1 Archers are reminded of the possible hazard they may cause when bringing equipment into or through the clubhouse and should take all possible care to avoid harm or injury to themselves and others.
4.2 The last Member leaving the premises shall ensure that all lights, fans and the cooling systems are turned off and that all doors and windows are locked.
4.3 Members shall wash-up and put away their utensils after use.
4.4 Sales of food, confectionery items and other beverages shall be the sole preserve of the committee, or with prior consent of the committee.
4.5 The general cleanliness and tidiness of the clubhouse is the responsibility of each and every Club Member.
4.6 The Committee shall arrange with an appropriate person for the collection of rubbish bins.
4.7 The door to the committee room and storage room shall be kept locked when Committee Members are not in attendance or positions who require use of the office equipment.
4.8 Junior members (under 16 years) shall be accompanied at all times by a supervising adult. – Refer to Child Supervision Policy, between 16 and 18the committee will do an assessment of the individual in question to see if they are responsible.
4.9 The Clubrooms and associated facilities are not available to DVA members after 6:30pm every Thursday evening when the Northern Suburbs Fly Fishing Club have exclusive use of these facilities. They may request other days for their events which we will notify club members at the earliest possible time.
4.10 10c deposit cans and bottles deposited in the recycling bins in the clubrooms are considered a donation to DVA and should not be removed without express permission of the committee
5 FIELD COURSE STANDING ORDERS
5.1 The Club shall maintain a Field Course of at least one 24 target World Archery course with all-weather butts of appropriate materials.
5.2 Permanent warning signs shall be displayed around the perimeter of the field course(s) as a ”caution” warning to members of the public.
5.3 Induction to the Field course for new archers
5.3.1 Before shooting on the field courses new archers are required to:
5.3.2 Field course induction sessions will explain the field course layout and all safety aspects of field shooting.
5.3.3 The Tournament Director will appoint Field Contacts.
5.4 Junior members (under 16 years) must be accompanied by a responsible adult Member of the club at all times whilst on the Field Course(s). Parent or legal guardian who is not a member, supervision on the field course may be permitted by expressed permission of the committee after undertaking the induction – Now part of Child Supervision Policy
5.5 Qualified archers shall NOT take non-qualified archers onto the field course.
5.6 Only target points are permitted for use anywhere on club premises. Broadhead arrows, defined as any type of hunting point including but not limited to mechanical, fixed blade, or specialty hunting tips, are strictly prohibited from being shot on any club range under any circumstances. Any member who brings broadheads (including hunting points) onto club property must immediately store them securely in their vehicle before entering shooting areas. Broadheads (including any hunting points) must not be carried on a person, stored in a bow quiver, or kept with any archery equipment while on club grounds. This is to eliminate any possibility of misunderstanding or assumption that broadheads were used on club targets. Failure to follow this requirement will result in disciplinary action, and possession of broadheads within the shooting area will be treated as if they had been used on club targets. Unless prior approval by the committee.
5.7 Field butts shall be consecutively numbered, and the course adequately sign posted (directional arrows). Shooters shall progress always in the direction of the next highest numbered butt. Back tracking is NOT allowed.
5.8 Field Course butts shall be so positioned as to minimise as much as possible the potential hazard from stray arrows from other targets.
5.9 All shots/targets shall be so positioned as to avoid as much as possible any danger to other park users.
5.10 Shooters shall preferably shoot in groups of up to 4 people and are discouraged from shooting alone.
5.11 Any group of shooters looking for lost arrows shall ensure that following groups are aware of their presence, by appropriate means such as leaving a bow in front of the target.
5.12 Archers shall comply with the general safety rules and field range safety rules recorded in the clubs Safety and Etiquette Guide.
5.13 All Archers shall have their arrows clearly labelled with their initials on their arrow shafts.
5.14 Non-shooting children of archers are not to be left unattended without arranged adult supervision in the clubhouse or grounds and are to be under strict parental control whilst on shooting ranges.
5.15 Parents failing to comply with By-Law 5.14 shall be asked to withdraw from the shooting venue immediately to attend to their children.
5.16 At least one member of the group should carry a whistle for alerting others in the case of an emergency.
5.17 Archers should carry a snake-bite kit and have mobile phone access when shooting on the Field Course during summer months when snakes are most active
6 TARGET RANGE STANDING ORDERS
6.1 The Club shall maintain an adequate supply of all-weather butts constructed of appropriate materials
6.1.1 The definition of ‘adequate supply’ is the responsibility of the committee or their designated delegate and will change in alignment with the needs of the club.
6.2 The target butt positions shall be consecutively numbered from the clubhouse to Yan Yean Rd.
6.3 Lanes 1 and 2 are closed. Target butts have been removed, and these lanes are not to be used for Open Range practice, ie normal days of operation unless directed by Tournament Director who may open them for experienced archers in busy periods.
6.4 During Open Range Practice days unless directed by the Tournament Director there are no other restrictions to shooting areas or access to the target range
6.5 The longest distances for practise should occur from Lane 3 and the lanes closest to the club house
6.6 Archers shall comply with the general safety rules and target range safety rules recorded in the clubs Safety and Etiquette Guide.
6.7 Archers shall enter and exit the target range from the concrete path behind the shooting line. except when range is closed for working bee’s and setting up packing down for tournaments and events. Members and others are NOT permitted to enter or exit the range through the side unless the range is closed.
6.8 On competition days, if Lanes 1 and 2 are not being utilised admittance to the following areas will not be permitted and signage and barriers will be erected: the steps from the clubrooms to the grassed area, the picnic table and surrounding grassed area bordered by the garden beds from the northern end of the clubroom buildings to the green maintenance shed
6.9 On competition days where Lanes 1 and 2 are being utilised in addition to the restricted areas outlined in By-Law 6.8 the following areas will also be restricted: the pathway from the Club room side doors to the DOS Box and the adjacent grassed area between the pathway and the chain line fence. Barriers will be erected, and appropriate signage posted, archers will be marshalled around the western side of the clubrooms to access the shooting line
6.10 For safety reasons and to minimize personal equipment damage, no more than 3 archers shall shoot on any one target simultaneously.
6.11 Having regard to others and their own safety when using the target range, archers should take due care when walking on to, across, and returning from the range.
6.12 Archers must have 2 clear lanes in-between (shooting on lane 5 then if archers are on lane 8 and lane 2 they can walk independent on either side of the lane they are shooting in order to collect arrows without waiting for other archers. If not, archers on adjacent lanes must collect arrows together as a group if the distance is greater than 30m difference they will require 3 lanes separation
6.13 By-Laws 5.6, 5.13, 5.14, 5.15 shall also apply to the Target Range
6.14 High drawing is not permitted unless under strict supervision, or club defined clout practice.
6.15 Target pins should not be used as aiming points
6.16 Target faces to be returned to the club room.
6.17 There are 4 target pins per target, if there are more used from another target, they need to be returned after completing training.
6.18 Target faces should only be placed in front of the cores unless the tournament director advises otherwise.
7 CROSSBOW RANGE STANDING ORDERS
Use of crossbows is governed by the Rules of Archery Australia and State and Federal legislation.
7.1 Crossbows are not generally permitted to be used on Club Premises.
7.2 Members wishing to use crossbows for competition purposes only are required to apply to the Committee for an exemption to By-Law 7.1 and only crossbows that meet the definition of a Target Crossbow (as defined by the World Crossbow Shooters Association) will be considered.
8 INDOOR RANGE STANDING ORDERS
8.1 Archers shall comply with the general safety rules and indoor range safety rules recorded in the clubs Safety and Etiquette Guide.
8.2 Food in the Indoor Range may be permitted, Thoughany soiling of the space will be the sole responsibility of the patron, up to and including paying for professional cleaning which could be upwards of $1000+
8.3 Drinks in enclosed and sealed containers only may be taken into and consumed in the indoor range
8.4 Please make great effort to clean footwear before entering indoor range as Heavily soiled footwear are not permitted in the indoor range. A shoe scrubber is located outside the club building. Any soiling of the space will be the sole responsibility of the patron, up to and including paying for professional cleaning which could be upwards of $1000+ .
8.5 Members should limit power usage by turning the target lighting off when not being used
8.6. Archers who use the heating and cooling systems must ensure they are turned off when they leave the Indoor range, and if the blinds have been opened, they must be closed again when leaving.
8.7 Used target faces are not to be left lying around on the floor or other surfaces, and must be disposed of if there can no longer be used
8.8 If an arrow point is lodged in the target wall and cannot be dislodged, please mark the area. Spray paint cans for this purpose can be found in the Tool drawer in the Club rooms
8.9 By-Laws 5.6, 5.13, 5.14, 5.15, 6.15 shall also apply to the indoor Range
9 RANGE SAFETY OFFICER / FIELD CAPTAIN
9.1 The senior shooting Committee Member in attendance shall act in the capacity of Range Safety Officer, (unless a Range Safety Officer has been appointed by the Committee), to oversee all aspects of shooting safety, including field and indoor shooting.
9.2 The R.S.O. shall exercise the final say in matters concerning shooting safety and shall adjudicate any disputes as to which targets are used for what purpose and by whom, for both outside and indoor ranges. Shooters shall comply with all reasonable requests in the interest of safety.
10 Health, Safety, and Public Health Orders
10.1 The ongoing operation of the Club will reflect and comply with all current and future health guidelines and mandates issued by the Victorian Government. This includes, but is not limited to, pandemic responses, infectious disease control, and general public health safety measures. 10.2 The Committee retains the right to enforce any measures necessary to ensure the health, safety, and wellbeing of members and visitors. Non-compliance with these health and safety measures may result in disciplinary action.
10.3 The Committee has the right to enforce a ruling in regard to health and safety and wellbeing of members and visitors at the Club should a breach of any health and wellbeing to Members and visitors occur. All affected parties involved in the breach must accept the ruling and comply with directions given by the Committee
10.4 The Club will maintain a current COVID safe plan in accordance with Government requirements, and those orders and guidelines issued by Archery Victoria and Archery Australia
10.5 The current Club COVID Safe Plan will be made available on the DVA website and hard copy will be made available on the noticeboard within the Club rooms
11 FIRST AID
11.1 Adequate first aid equipment shall be available and maintained in the first aid box kept within the clubhouse or elsewhere as necessary.
12 INTOXICATING LIQUOR AND DRUGS OF ADDICTION
12.1 No intoxicating liquor shall be brought to or consumed on the Club grounds and no intoxicated person shall be allowed to shoot.
12.2 Drugs, other than those supplied on a doctor’s prescription, shall not be brought to, or used on Club premises, and no person under the influence of drugs shall be allowed to shoot.
12.3 No alcohol shall be consumed immediately prior and then proceed to undertake archery afterwards, meaning 0.00%
12.4More to be read in the Drug and alcohol policy.
12.4 No alcohol shall be consumed and then proceed to undertake archery afterwards, meaning 0.00%
13 ATTENDANCE REGISTER AND SIGN IN PROCEDURES
13.1 All Members and visitors shall be required to register their attendance at the Club via the designated check-in platform prior to shooting. Proof of check-in may be requested at any time, and failure to do so on repeated occasions may result in disciplinary action.
14 COME N TRY SESSIONS, INSTRUCTORS/COACHES AND COMPETENCY
14.1 Proficiency Testing: All applicants for shooting membership shall be required to undertake one of the following procedures:
(a) In the case of novices, a course of beginner’s instruction / Come N Try sessions as conducted by the Clubs instructors/coaches; or
(b) satisfy the Coaching Co-ordinator and /or a qualified Club Instructor or Coach that they are a competent and safe shooter; or
14.2 Come N Try sessions
14.2.1 The Club shall conduct Come-and-Try sessions throughout the year under the auspices of the Coaching Coordinator.
14.2.2 The Come N Try session fees shall be set by the Committee and reviewed from time to time. These fees shall cover the usage of Club bows, arrows, and accessories.
14.2.3 Come N Try participants are permitted to attend a maximum of 12 sessions, after which time they must join the Club
14.2.4 Those people who wish to continue in the sport shall be advised to visit an archery pro shop for their equipment needs.
14.3 Instructors/Coaches
14.3.1 All Members of the age of 18 and over, engaged in Come N Try activities, must hold a valid Working With Children Check, a copy of which must be held electronically on file with the Club. The check should nominate DVA and Archery Victoria.
14.3.1.1 All instructors and coaches will need to ensure they meet the yearly requirements set out by DVA, Archery Victoria, Archery Australia and Sports Integrity Australia
14.3.2 All Members engaged in providing Come N Try Instruction shall hold the minimum qualification of Level 1 Participation Coach with Archery Australia with the exception that helpers may be instructors in training.
14.3.3 The Coaching Coordinator shall maintain a list of members who are providing Come N Try Instruction. That list will be published on the Club notice board.
14.4 Accredited Coaching Requirements
14.4.1 Coaching at DVA facilities, events, or using club resources, must be conducted exclusively by accredited club coaches recognized by Archery Australia, or by persons explicitly approved by the DVA Committee or the Come-and-Try Coordinator.
14.4.2 Approval for non-accredited coaches must be documented in writing and maintained by the Coaching Coordinator to ensure compliance with Archery Australia’s insurance coverage.
14.43 Club coaches who demonstrate active involvement around the club—such as regularly instructing at Come-and-Try sessions, assisting with club events, participating in working bees, and contributing to member development—are eligible to undertake additional training or certifications, which may be fully funded by the club upon committee approval.
14.4.2 Level 1 accredited club coaches will receive $20 compensation per Come-and-Try session conducted, provided they have registered for the session, attended, and their attendance has been confirmed by the Come-and-Try Coordinator
14.4.3 Level 2 accredited club coaches will receive $30 compensation per Come-and-Try session conducted, provided they have registered for the session, attended, and their attendance has been confirmed by the Come-and-Try Coordinator
14.4.4 payment is for the whole day, that is if there are two sessions and the Instructor undertakes only one session, they get half pay
14.A Coaching Development
14.A.1 Sponsorship for any coaching training is at the discretion of the committee. Any and all Sponsorship investment will be subject to terms and conditions outlined in the coaching sponsorship policy, including but not exclusively pertaining to return on investment
By-Law 14.6 — Coach Development Subsidy
14.6.1 Purpose
DVA will reimburse the Archery Australia Level 1 and Level 2 coach course fees for members who use the accreditation in service of the club. The subsidy is a reimbursement of a volunteer expense, not payment for work, and confers no employment relationship. It operates alongside the coach payments and training funding in By-Law 14.5.
14.6.2 Eligibility
An applicant must:
Applications submitted after enrolment may be refused. Where the applicant is under 18, a parent or guardian must countersign the agreement, and all service must be performed under the supervision of an adult accredited coach.
14.6.3 How it works
The member pays the course fee directly to the course provider. On successful accreditation, the member enters the scheme and begins accruing service credits. Reimbursement is paid in two instalments as credits are reached. Nothing is payable if the member does not achieve accreditation.
|
Level |
Course fee |
Credits required |
First instalment |
Second instalment |
Window |
|
Level 1 |
$170 |
15 |
$85 at 8 credits |
$85 at 15 credits |
24 months |
|
Level 2 |
$250 |
20 |
$125 at 10 credits |
$125 at 20 credits |
30 months |
A member who completes both levels accrues 35 credits in total. Where Level 2 is commenced before the Level 1 obligation is discharged, the Committee may run a single combined ledger of 35 credits over a 36-month window.
14.6.4 What counts as a credit
One credit is earned for each rostered club activity of at least two hours where the member works in an instructing or coaching capacity. This includes:
weekly league night instruction and range supervision
Come and Try sessions and beginner courses
DVAnts junior development sessions
IGS and other school program sessions
field course inductions and distance qualification supervision
club shoots where the member is rostered to instruct
practical or mentored hours required by Archery Australia as part of the accreditation itself
Interaction with By-Law 14.5.2–14.5.3 (no double benefit): a rostered Come-and-Try day earns either the per-session payment under By-Law 14.5 or a subsidy credit, not both. The member nominates, at the time of the session, whether that day is claimed for payment or for a credit.
A maximum of two credits may be earned in any calendar day. General member shooting, committee meetings and working bees do not earn credits, although the Committee may award up to three discretionary credits across the period for other substantial volunteer contribution. All credits are verified against the Connecteam roster and confirmed by the Come-and-Try Coordinator.
14.6.5 The club’s side of the bargain
The club controls the roster, so the club carries the risk of not providing enough work. Where a member has recorded availability in Connecteam and has not been rostered often enough to reach the required credits within the window, the Committee must either extend the window or reimburse the balance in full. No member is to be left out of pocket because of a shortage of sessions the club failed to offer.
14.6.6 Timeframes and extensions
The window runs from the date accreditation is issued. The Committee may extend it on request for injury, illness, pregnancy, family or work circumstances, or relocation. Extension requests are not to be unreasonably refused.
14.6.7 Leaving the scheme
If a member resigns, allows membership to lapse, or withdraws from the scheme, any instalment already earned is paid and no further amount is due. Nothing already reimbursed is recoverable. Entitlement is forfeited where the member is removed under the club’s disciplinary process, or where a Working with Children Clearance lapses or is revoked and is not reinstated within a reasonable period.
14.6.8 Suspension
The Committee may suspend a member’s participation in the scheme where a complaint is under investigation, and the window pauses for the duration.
14.6.9 Re-accreditation and continuing development
This clause gives effect to By-Law 14.5.1. For coaches who have delivered at least ten qualifying sessions in the preceding 12 months, the club will meet the cost of Archery Australia re-accreditation and continuing development modules in full, with no further service obligation; the administrator’s certification of the ten sessions is the Committee approval contemplated by By-Law 14.5.1. Keeping existing coaches current costs less than training replacements.
14.6.10 Existing coaches
Members who obtained Level 1 or Level 2 accreditation at their own cost in the 24 months before this By-Law took effect may apply on the same terms (subject to Resolution B). Qualifying sessions already delivered since accreditation count toward their credits.
14.6.11 Conflict of interest and records
Where a scheme participant is a committee member, they must comply with Rule 28(3) and the Conflict of Interest Policy in any committee decision affecting their own subsidy, and the administrator must not certify their own credits. The administrator maintains a Coach Development Register recording, for each participant: name, level, accreditation date, credits accrued, instalments paid, and window expiry. The Register is tabled at Committee at least twice a year.
14.6.12 Review
This By-Law is reviewed annually before the AGM, and course-fee figures are updated as Archery Australia revises them.
15 COME N TRY/CLUB EQUIPMENT
15.1 Club equipment is to be used for the express purpose of teaching beginners’ elementary archery, unless otherwise approved by either the Coaching/Come and Try Co-ordinator or the Property Officer.
16 ADVANCED INSTRUCTION/NEW MEMBERS
16.1 The Coaching Co-ordinator or Committee may, from time to time, organise follow up Instruction for Club Members who request assistance regarding, bow tuning, arrow making, shooting form, string making etc. The workshops are in nature free for members, Development sessions that are course based may have a small nominal fee for coach compensation.
16.2 Qualification Standards
16.2.1 All shooting members of DVA must attain the minimum qualification standard for the distance and style they wish to shoot.
16.2.2 For the purposes of qualification, the following are considered different styles: Recurve, Barebow Recurve, Longbow & Traditional, Compound Barebow, Compound
16.2.3 All qualification scores are to be shot on a 122cm target face
16.2.4 The minimum qualification score at a single distance for all bow types shall be as follows, based on a 36-arrow round on a 122 cm face:
|
Distance Band |
Minimum Score / 360 |
Average per Arrow |
Misses Allowed |
|
Short (10–30 m) |
216 |
6.0 |
0 |
|
Mid (40–50 m) |
198 |
5.5 |
0 |
|
Long (60–70 m) |
180 |
5.0 |
0 |
(a) All 36 arrows must be shot in the qualification round, even if the minimum score is achieved early.
(b) Any miss may immediately end the attempt and the round must be restarted at a future supervised session, these can NOT be on the same day. This will be at the discretion of the supervisor
(c) The DVA Distance Qualification Guidelines document, as approved and maintained by the Committee, shall take full effect and is binding. It contains all additional rules, eligibility criteria, progression pathways, safety requirements, and the official list of authorised supervisors.
16.2.5 Distance qualification must be completed:
16.2.6 The required qualification distances to obtain approval to use the field course are 40m for adult, 30m for Junior and they will be limited to the shorter distances until they qualify further
16.2.7 Members who are new to the sport must start at the minimum qualification distance and qualify at that distance before advancing to the next greater distance.
16.2.8 New members who have previous archery experience may nominate a distance at which they will attempt to qualify under the supervision of one of the designated Club coaches. Failure to qualify at the nominated distance will result in them being treated as a novice and subject to By- Laws 16.2.1 – 16.2.7.
16.2.9 Notwithstanding By-Laws 16.2.3-16.2.8, a designated Club instructor/coach may assess a novice archer as competent during the running of an Advanced Instruction session or at a Club shoot or competition, or for Junior archers during the Junior Development sessions
16.2.10 A member must not shoot further (max 10M further) than their qualified distance. Unless shooting alongside an experienced archer. Shooting beyond a qualified distance without having met the requirements in 16.2.4 and the DVA Distance Qualification Guidelines constitutes a breach of By-Laws and may result in disciplinary action.
17 WORKING BEES
17.1 The Committee shall periodically declare a Working Bee for the establishment or maintenance of Clubhouse, grounds and/or targets. Reasonable notice shall be given via a newsletter or circular, by announcements on the notice board and postings on the website and social media. the schedule will be once (1) a quarter. There may be an occasion to have more in a quarter should there be any big events upcoming
17.2 Ordinarily, one day of the weekend (as notified) prior to a major Club hosted tournament will automatically be a Working Bee, unless otherwise stated.
17.3 Working Bees may be held on Saturday afternoons or Sundays, with times of the working bees advised to Members well in advance
17.4 Attendance at Working Bees is a moral responsibility of all Members. Apologies for non-attendance should be directed to the Committee
17.5 Should a Member wish to shoot before and/or after a declared Working Bee, that Member must have, participated in the Working Bee on that day.
17.6 There shall be no shooting on any of the ranges during declared Working Bees.
18 CLUB SHOOTER OF THE YEAR (CSOTY) / MONTHLY CLUB SHOOTS
18.1 CSOTY shall be held at a time agreed by the Committee.
18.2 CSOTY shall be determined for Target and Field or as determined by the Committee.
18.3 Rules for the conduct of CSOTY shall be as determined by the Committee. Trophies for the individual bow types, Junior and Senior and gender divisions will be presented at the end of the year
18.4 No Club equipment shall be used in the CSOTY
18.5 The Committee / Tournament Director shall endeavour to organise monthly Field and Target competitions, generally to be held on the last Sunday of each month
18.6 The rules for monthly shoots shall be determined by the Committee.
18.7 The scores are entered into a handicap system to allow Members of all shooting levels to participate equally
19 COMPETITION SHOOTER OF THE YEAR
19.1 The Club will run a yearly competition for Members who shoot inter-club, State and National competition. This is separate to the CSOTY.
19.2 The rules for this competition shall be determined by the Committee. Points are awarded to Members following their results from the competition that they have shot.
19.3 Trophies for the individual bow types, Junior and Senior and gender divisions will be presented at the end of the year
20 INTERCLUB TOURNAMENTS
20.1 The Club shall apply each year to the Governing Associations to host Interclub Tournaments. The rounds and duration of the rounds shall be determined by the Committee.
20.2 The committee shall ensure there is a tournament director for each interclub tournament that is hosted by the club. This may be a committee member or an appointed position.
20.3 The tournament director shall provide a plan and budget to the committee for approval before publishing the tournament entry form and description.
20.4 The tournament director shall provide to the committee a final financial accounting within 4 weeks of the completion of the tournament.
21 SHOOTING TIMES AND FREQUENCY
21.1 as per 4.9
21.2 Shooting times for the outdoor venues shall be from dawn to dusk. There are no restrictions for the use of the Indoor Range, apart from Thursday evenings or other events. The use of the Indoor range is available to Club Members with access privileges and during sanctioned club functions at all other times, provided Members are aware of their responsibilities to conserve power as much as possible. (Refer to By-Law 9.4). Those Members registered to shoot in the mid-week Indoor Leagues has preference during those times. Other Members not shooting the Leagues may be permitted to shoot only subject to space availability.
21.3 Notwithstanding Bylaw 21.2 the Committee may from time to time approve use of the Club rooms and/or Indoor Range for use by the Northern Suburbs Fly Fishing Club in accordance with Joint Lease held by both parties. The Committee shall ensure that Members are notified of these times as to cause minimal disruption to Club Members. Our Members will be notified of any restrictions to the access of internal Club facilities, such as the Indoor Range.
21.4 From time to time, the Indoor Range may be reserved for Junior Development Classes on Saturday afternoons – advance notice of dates and times will be advised.
21.5 From Time to time, the indoor range may be reserved for events, or use by a specified group of members as approved by the Committee. Advanced notice of dates and times will be advised.
22 COMMITTEE MEETINGS
22.1 The minimum requirements for committee meetings are defined in the Rules of Association. The committee shall meet regularly as required. Meetings may be in person or via an online meeting. In person meetings will be at a venue mutually agreed on by the Committee.
22.2 The Secretary shall post the date of the next committee meeting on the club notice board and the Club calendar on the DVA website
22.3 Members wishing to raise an issue for discussion at a committee meeting shall provide written notice to the Secretary at least 2 days prior to the next scheduled meeting date.
22.4.1 A Committee Member who fails to actively engage with committee activities or club operations for a continuous period of 3 months without reasonable cause may be subject to removal by majority vote of the Committee.
22.4.2 Active engagement includes, but is not limited to, regular attendance at meetings, contribution to ongoing initiatives, and visible involvement in club affairs and committee discussions (in person or online)
23 JOINT MANAGEMENT COMMITTEE
23.1 The Committee of DVA shall nominate three Members of the Club as representatives to attend the meetings of the Joint Management Committee of the Diamond Valley Archers and the Northern Suburbs Fly Fishing Club.
23.2 The JMC reps shall report the deliberations of the JMC meetings to the Committee as required.
23.3 The Treasurer will regularly provide the Northern Suburbs Fly Fishing Club with an itemised invoice showing the bills paid by Diamond Valley Archers on behalf of the JMC. The Northern Suburbs Fly Fishing Club have agreed to pay a minimum of 20% all the running expenses of the club house facilities.
24 MINUTES OF MEETINGS
24.1 Notwithstanding the requirements of the Rules of Association, the minutes of all Committee and General Meetings shall be posted on the appropriate notice board within the Clubhouse
25 PURCHASE AUTHORIZATION
25.1 Committee members shall be empowered to commit the Club, for the provision of necessary requisites and /or materials (target faces are excluded), to a maximum of $500.00 per quarter. Purchases for amounts greater than this amount must be agreed upon by a Committee majority.
25.2 All bills for payment must be passed by the Committee, except for regular bills which may be paid as required by the due date by the Club Treasurer.
25.3 A majority of the executive committee can spend up to $2500.00 for purchases if needed for urgent repairs and maintenance for running of the club. Urgent repairs include, water leaks, plumbing faults, electrical faults, gas faults, malfunctioning plant and equipment, any issue with regard to Health and Safety.
25.4 Where a Member has paid for goods or services for the Club from their own funds, reimbursement of that Member is governed by By-Law 26. Compliance with this By-Law 25 does not entitle a Member to reimbursement unless By-Law 26 is also complied with. This By-Law 25.4 commences on the same date as By-Laws 26.2 to 26.13.
26 Reimbursement of Member Expenditure
26.1 Committee Members shall be entitled to reimbursement for the cost of incidentals associated with the execution of their duties subject to the ratification by the full Committee. A claim under this By-Law 26.1 is subject to By-Laws 26.2 to 26.13.
26.2 Application
26.2.1 By-Laws 26.2 to 26.13 apply to every claim by a Member, including a Committee Member, for reimbursement of money the Member has spent from their own funds — whether by personal credit card, debit card, cash or personal account — on goods or services for the Club.
26.2.2 These By-Laws are in addition to, and do not displace, By-Law 25. A claim that complies with By-Law 26 does not make an unauthorised purchase payable.
26.2.3 In this By-Law, reimbursement means repayment to a Member of money that Member has spent on the Club’s behalf. It is not a refund, a payment for services, or remuneration, and creates no employment relationship.
26.2.4 Reimbursement is offered on the conditions set out in this By-Law. A Member who does not wish to purchase on those conditions should use one of the alternatives in By-Law 26.11 and is under no obligation to spend their own money.
26.3 First requirement — authority to purchase
26.3.1 No Member may commit the Club to expenditure except in accordance with By-Law 25.
26.3.2 A Member who is not a Committee Member may commit the Club to expenditure only where a Committee Member acting within the limit in By-Law 25.1, or the Committee by majority, has authorised the purchase in advance. The authority relied on must be identified in the claim under By-Law 26.6.5.
26.3.3 Subject to By-Law 26.3.4, where a purchase required approval under By-Law 25.1, 25.3 or 26.3.2 and that approval was not obtained before the purchase was made, the expenditure is not a liability of the Club and no reimbursement is payable, whether or not the receipt is lodged within the period in By-Law 26.4.
26.3.4 The Committee may, by resolution of a majority recorded in the minutes, ratify an unauthorised purchase. Ratification is a separate decision from the lodgement requirement in By-Law 26.4 and does not extend the period in that By-Law.
26.4 Second requirement — 14 days
26.4.1 A Member claiming reimbursement must lodge the receipt or tax invoice with the Club, in a manner permitted by By-Law 26.5, within 14 days of the date of purchase.
26.4.2 The date of purchase is the date the Member paid, as shown on the receipt or tax invoice or otherwise evidenced. Where goods are ordered on one date, paid for on another and delivered on a third, the date of payment applies.
26.4.3 The period is 14 calendar days and includes weekends and public holidays. Where the fourteenth day falls on a day the Club office is not open, lodgement by email under By-Law 26.5.1(b) remains available and the period is not extended.
26.4.4 If the receipt is not lodged within that period, no reimbursement will be issued. This By-Law 26.4.4 is subject only to By-Laws 26.6.6 and 26.9, and is modified by By-Law 26.8.
26.5 How a receipt is lodged
26.5.1 A receipt is lodged only by:
(a) placing it in the designated reimbursement tray in the Club office; or
(b) emailing a complete and legible copy to the Club email address designated by the Committee for that purpose and published under By-Law 31.1.
26.5.2 Delivery by any other means is not lodgement and does not stop time running. This includes, without limitation: sending the receipt to any email address other than the designated address, including the personal address of any officer; handing it to any person, including the Treasurer or another Committee Member; giving it to another Member; posting it in a social media group, messaging group or online forum; sending it by text message; or leaving it anywhere on Club premises other than the designated tray.
26.5.3 A receipt is lodged when it is physically placed in the designated tray, or is received at the designated email address — not when it is posted, sent or handed over. The Member bears the risk of non-delivery, including delivery to an incorrect address, except where By-Law 26.9.1(c) applies.
26.5.4 A Member who requires proof of lodgement should lodge by email. A Member who uses the tray should retain a photograph or copy of the receipt.
26.5.5 The Committee must keep the designated tray accessible during ordinary Club opening hours, and the designated email address monitored and correctly published, at all times. Failure to do so is a ground for relief under By-Law 26.9.1(c).
26.6 What must be lodged
26.6.1 The receipt or tax invoice must show, so far as the document issued by the supplier discloses them, the supplier’s name and ABN, the date, an itemised description of the goods or services, the total paid, and the GST component (if any).
26.6.2 Where the amount exceeds $82.50 including GST, a valid tax invoice is required so that the Club may claim any input tax credit to which it is entitled.
26.6.3 A bank statement or credit card statement alone is not a receipt. It may be lodged in addition, to evidence payment by the Member.
26.6.4 Where a receipt includes the Member’s personal purchases, the Club items must be clearly identified and only those items may be claimed.
26.6.5 The receipt must be accompanied by the Club’s reimbursement claim form, or an email containing the same information, stating the purpose of the purchase, the authority relied on under By-Law 25 or 26.3.2, and the Member’s nominated bank account.
26.6.6 A claim that is incomplete does not comply with By-Law 26.4.1 unless it is completed under this clause. Where an incomplete claim is delivered by a permitted channel within the 14 days, the Treasurer must notify the Member within 7 days of delivery; if the Member completes the claim within 7 days of that notice, the claim is taken to have been lodged on the date of the original delivery.
26.7 Action by the Treasurer
26.7.1 On lodgement of a complying claim the Treasurer shall action reimbursement in the next payment run following the Committee meeting at which the claim is passed under By-Law 25.2, and in any event within 21 days of that meeting.
26.7.2 Reimbursement is made by electronic transfer to the Member’s nominated account. Reimbursement is not made in cash.
26.7.3 Every reimbursement payment is authorised by two members of the Committee, consistent with the requirement in Rule 31(2) for negotiable instruments, and is a payment authorised by the Association for the purposes of Rule 31(1)(a).
26.7.4 The Treasurer maintains a Reimbursement Register recording, for each claim: the claimant, the date of purchase, the date of lodgement, the amount, the authority relied on, and whether the claim was paid or refused and on what ground. The Register is tabled with the Treasurer’s written statement of accounts at each Committee meeting, in accordance with Rule 31(1)(b) and Appendix 1(d).
26.7.5 The Treasurer must not approve or certify their own claim. A claim by the Treasurer is certified by the President and one other Committee Member before being passed by the Committee under By-Law 25.2, and is paid without the Treasurer’s involvement in its authorisation.
26.7.6 Where a claim is refused, the Treasurer must notify the Member in writing within 7 days, stating the ground of refusal and the By-Law relied on.
26.8 End of financial year
26.8.1 Despite By-Law 26.4, a receipt for a purchase made on or before 30 June in any year must be lodged by 7 July in that year, or within 14 days of the date of purchase, whichever is earlier.
26.8.2 This By-Law enables the Treasurer to close the accounts for the financial year ending 30 June (Rule 1(3)) and to prepare the financial statements for examination under By-Law 27.1 and for presentation to the annual general meeting under Rule 9(3)(b)(ii).
26.8.3 By-Law 26.4.4 applies to a failure to lodge by the date required by By-Law 26.8.1 in the same way as it applies to a failure to lodge within the period in By-Law 26.4.1.
26.9 Exception — limited relief
26.9.1 The Committee may, by resolution of a majority of the Committee Members entitled to vote on the matter and with a quorum present under Rule 26(1), accept a claim lodged out of time only where the Member satisfies the Committee that:
(a) the Member was hospitalised, or suffered serious illness or injury;
(b) a member of the Member’s immediate family died or suffered serious illness;
(c) a lodgement channel designated under By-Law 26.5.1 failed, was unavailable, or was incorrectly published by the Club; or
(d) some other circumstance wholly outside the Member’s control prevented lodgement;
and the claim was lodged as soon as reasonably practicable after that circumstance ended and, in any event, within 60 days of the date of purchase or 14 days after that circumstance ended, whichever is later, and in no case more than six months after the date of purchase; and the purchase was authorised in accordance with By-Law 25 or 26.3.2.
26.9.2 The following are not grounds for relief: forgetting; being busy; foreseeable absence on holiday or travel; misplacing the receipt; not knowing of this By-Law; the size of the amount claimed; or the Member’s length of service or standing in the Club.
26.9.3 A decision under this By-Law 26.9 must be recorded in the minutes with the Committee’s reasons. It is not a precedent, does not bind the Committee in any other case, and creates no expectation that any other late claim will be accepted.
26.10 Goods where reimbursement is refused
26.10.1 Where reimbursement is refused solely because the receipt was not lodged in time, the goods remain the property of the purchasing Member.
26.10.2 The Member may recover the goods within 30 days of the written notice of refusal, provided they are identifiable, separable, and have not been consumed, installed, or affixed to Club property. Where goods are not recovered within that period, and the Committee has given the Member written notice of its intention to do so, the Member is taken to have abandoned them and the Committee may retain or dispose of them.
26.10.3 Nothing in this By-Law entitles a Member to remove any item forming part of the Club’s ranges, safety equipment, buildings or infrastructure, or to take any action that would leave the Club unable to operate safely.
26.10.4 Where goods cannot be recovered because By-Law 26.10.2 or 26.10.3 applies, the Committee may on its own motion consider whether to reimburse the Member the value of the benefit the Club has retained, and must record its reasons. This clause confers no entitlement on a Member, is not a ground of application, and a decision under it is not a precedent.
26.11 Alternatives to spending personal funds
26.11.1 No Member is obliged to spend their own money on the Club’s behalf.
26.11.2 Wherever practicable a purchase should be made by having the supplier invoice the Club directly, by using a Club account or Club payment card, or by a petty cash advance authorised by the Treasurer in accordance with Appendix 1(d) of the Rules.
26.11.3 A Member who is asked to make a purchase and does not wish to use personal funds should refer the purchase to the Treasurer.
26.12 Conflict of interest, records and review
26.12.1 A Committee Member who has lodged a claim has a material personal interest in the Committee’s consideration of that claim. In accordance with Rule 28(3) they must disclose the nature and extent of the interest, must not be present while their own claim is considered, and must not vote on it. Where the claim forms part of a schedule of claims, the remainder of the schedule may be considered in their presence.
26.12.2 Claims, receipts and the Reimbursement Register are financial records of the Association and are retained for seven years in accordance with the Act. Personal information contained in them is also subject to By-Law 1.5.2.
26.12.3 Records under this By-Law are available for inspection under Rule 35, subject to Rule 35(2). Bank account details and other personal information are redacted before any inspection.
26.12.4 Committing the Club to expenditure without authority under By-Law 25 or 26.3.2 is a failure to comply with the Rules for the purposes of Rule 7, by operation of Rules 4(2) and 32(1), and may be dealt with under Rule 7. Late lodgement of a receipt, of itself, is not a disciplinary matter; the consequence is the loss of reimbursement under By-Law 26.4.4.
26.12.5 This By-Law is reviewed annually before the annual general meeting, and the designated lodgement details are confirmed at the first Committee meeting following each annual general meeting.
26.13 Commencement and transition
26.13.1 By-Laws 26.2 to 26.13 commence on the later of 1 September 2026 and the fifteenth day after publication to members under By-Law 31.1 (the commencement date).
26.13.2 Except as provided in By-Law 26.13.3, they apply to purchases made on or after the commencement date.
26.13.3 A receipt for a purchase made before the commencement date may be lodged within 30 days after that date and is dealt with under the practice existing before commencement. A claim for such a purchase lodged after that period may be refused by resolution of the Committee, which must record its reasons.
27 CERTIFICATIONS OF BOOKS OF ACCOUNT
27.1 The Club’s books of account shall be subject to annual examination by a qualified person so as to verify that they accurately reflect the affairs of the Club. A full audit may be undertaken at the discretion of the Committee.
28 CLUBHOUSE KEYCODE ACCESS
28.1 Key card access shall be provided to financial Club Members subject to approval by the Committee and the Club Registrar. All applications for access must be made
via the designated submission portal
28.2 Members are required to comply with specific criteria before key card access may be granted. Members may apply after a period of 3 months of membership has elapsed, and Members must have completed a minimum distance qualification of 30m, members must demonstrate consistent adherence to club rules, active participation in club activities, and have no outstanding disciplinary actions before an access card will be approved.
28.3 Junior members may have their parent/guardian request key card access on their behalf, and are subject to the criteria as outlined in By-Law 28.2
28.4 It is the responsibility of the Club Member NOT to hand their access card to anyone else, but to direct any access enquiries by others to a Committee Member.
28.5 All Cards remain the property of DVA and shall be returned to the club when no longer needed.
28.6 in case of access card loss or damage a $10 charge will be enforced for re issue of a card. Members must notify the Committee immediately if a key card is lost or stolen so it can be deactivated
28.7 members are only entitled to one card at a time
28.8 members will receive a pin code once their card request has been approved, however once they receive their swipe card the pin code will be disabled
28.9 DVA holds the right to immediately revoke the access card privilege should you not follow the code of conduct, By-laws, various policies and rules of association and therefore you would have to re-apply for it.
28.10 The Committee reserves the right to withhold approval of an access card based on behaviour, safety compliance, substantiated safety complaints, member concerns, outstanding disiplnaryz actions or any other relevant considerations the Committee deems appropriate. The Committee retains full discretion to ensure access cards are only issued to members who uphold the highest standards of safety, conduct, and club values.
29 CLUBHOUSE SECURITY
For the security of club and members’ property, an alarm and video monitoring system are in operation in the Club equipment shed and the clubhouse.
29.1 Security and video monitoring
29.1.1 Purposes. The video monitoring system operates for the following club purposes: (a) security of club, member and visitor property; (b) the safety of members, visitors and the public; (c) investigating incidents, accidents and near misses, including matters reported on a Hazard, Incident, Injury form; (d) investigating suspected breaches of the Rules of Association, By-Laws, club policies or code of conduct; (e) verifying premises access, opening, closing and securing procedures; (f) supporting an insurance claim; (g) assisting law enforcement; (h) installing, maintaining, configuring, testing or administering the club’s camera, access control and network systems.
29.1.2 Coverage. Cameras cover only clubhouse common areas, the equipment shed and external club areas. Cameras must never cover toilets, change areas or any other area where a person would reasonably expect privacy. The system records video only and must not record audio. Signage at the main entrances must state that video monitoring is in operation.
29.1.3 Access. Recorded security media may be reviewed by Executive Committee Members (President, Vice-President, Secretary, Treasurer) and by any other Committee Member the Committee designates by resolution. No separate access log is kept: the camera system’s own account and audit records serve as the record of access, and reviews that are acted on are noted under By-Law 29.1.6.
29.1.4 Incidental and maintenance viewing. Incidentally seeing live or recorded footage while using the club’s camera portal or network systems for another purpose is not a breach of this By-Law. Nor is viewing footage in the course of installing, maintaining, configuring, testing or troubleshooting the club’s camera, access card, network or related systems, whether or not the person doing that work is authorised under By-Law 29.1.3, provided the viewing goes no further than the work requires. This By-Law governs the deliberate review, export and use of security media, not incidental sight of it or sight of it during system work.
29.1.5 Review. An authorised person may review recorded footage for any purpose listed in By-Law 29.1.1. Footage must not be reviewed to monitor an individual for a personal purpose, out of curiosity, or on a discriminatory basis.
29.1.6 Use and disclosure. Security media remains confidential. Copies or exports may be made only: (a) for an authorised law enforcement Purpose ; (b) for a grievance or disciplinary process, in which case any footage relied on must be made available to the member concerned before a decision is made; (c) for an insurer assessing a claim. A review or export relied on in a grievance, disciplinary or insurance matter is noted in the record of that matter (file note or minutes). Security media must not be published, posted to social media or the club forum, or shown to any person not authorised under this By-Law.
29.1.7 Retention. Recordings are retained on a rollingcycle set in the camera system and then overwritten, unless exported under By-Law 29.1.6 or preserved for a purpose under By-Law 29.1.1. Preserved footage is deleted when no longer required, and the deletion is noted in the record of the matter.
29.1.8 Misuse. Deliberately accessing, reviewing,using or disseminating security media otherwise than in accordance with this By-Law is a disciplinary matter. Incidental viewing under By-Law 29.1.4 is not.
29.2 Member Security Responsibility
29.2.1 It is the responsibility of each and every Club Member to endeavour to keep the Clubhouse free from unauthorised access.
29.2.2 Members shall LOCK the Clubhouse (regardless of whether there are cars in the car park or not) when: – They are the last to leave – They are going to the Field Course and no other Member is in or around the Clubhouse- They are going to use the outdoor Target Range and no other Member is in or around the Clubhouse.
29.2.3 Locking up shall include checking all appropriate lights have been turned off and checking the external doors are locked and heating and cooling systems are turned off.
30 MEMBER COMPLAINTS/HABITUAL OR VEXATIOUS COMPLAINTS AND COMPLAINANTS
30.1 General complaints
30.1.1 General complaints or issues should be addressed in writing to the Committee. The complaints procedure can be found in Rule 8 – Disputes and Mediation – of the DVA Rules of Association which can be found on the DVA website
30.1.2. Complaints pertaining to bullying, intimidation, and/or abuse should be directed to the Members Protection Officer and will be treated in a confidential manner
30.2 Habitual or Vexatious Complaints and Complainants
30.2.1 Habitual or Vexatious Complaints and Complainants will be identified, and action taken as per the Club’s Habitual or Vexatious Complaints and Complainants Policy, which can be found on the DVA website
31 NOTICES TO MEMBERS
31.1 The Club shall publish a periodical newsletter or email, post notices on the notice boards and/or update website and social media accounts to keep Members informed of current and future events.
32 SCORECARDS
32.1 Only correctly completed and properly signed scorecards will be processed by the Recorder
33 OFFICE BEARERS’ DUTIES
33.1 Office Bearers duties shall be maintained in the Rules of Association
34 BY-LAW AMENDMENTS
34.1 By-Laws may be recorded, modified and/or added to by the Committee as they see fit.
35 Additional Policies
35.1 DVA may create additional policies that will expand upon the by-laws. These will be published on the website for all members to access