The club is run by a committee and is affiliated to and regulated by the British Fencing Association and follows their guidance on Health and Safety and Child Protection.
It should be noted that Coaching is now available all the year round depending on the availability of the coaches - not as mentioned in the constitution.
BEDFORD FENCING CLUB
CONSTITUTION
1. Name: The Club shall be called the Bedford Fencing Club (hereinafter referred to as ‘The Club’).
2. Aims and Objectives:
2.1 The Club shall exist to promote and provide facilities for the sport of competitive Fencing in the town and surrounding area of Bedford. It shall aim to be the premier fencing club in the Bedford area.
2.2 The Club shall meet on a regular basis of at least once a week in suitable premises where the sport of Fencing can be carried on meeting all the requirements for safety.
2.3 It shall be a prime objective to provide a programme of coaching and training so that all members can improve their standard of fitness and expertise at fencing whatever their level of experience. To this end The Club shall whenever possible retain the services of a Professional Coach who is competent to teach all three weapons and who shall attend regularly when The Club meets. The Coach shall be responsible for directing the fitness and the development of Fencing expertise among the members by a) leading general training and footwork sessions, b) providing fundamental instruction on a class basis and c) provision of individual lessons at a level of expertise appropriate to each member. In addition some of the more experienced members will provide coaching and lessons. Where the number of members and the finances permit, The Club may retain additional coaching staff.
2.4 Members with competent expertise shall be encouraged to obtain the coaching qualifications organised and awarded by the BFA and the BAF. Where possible from time to time The Club will organise training courses for these qualifications.
2.5 The Club will aim to run a minimum of Three Beginners’ Courses each year. The object of these courses shall be to provide instruction in overall safety and in the use of the Foil to a level where at the end of the course participants can conduct a basic bout at Foil against an opponent. At the end participants will be able to assess whether they like the sport, if it suits them physically and to decide if they wish to continue as a member of The Club.
3. Competitive Fencing: Competitive Fencing will be promoted within The Club by the following:-
3.1 At each meeting of The Club there shall be organised a programme of Obligation Fights in which all present will be expected to take part. Each member will fight two other members selected at random using the weapon of choice and for an agreed number of hits. The result of each bout shall be recorded and the results aggregated over the season to determine an overall winner, runner up and third.
3.2 The Club shall run teams in all three weapons and there may be either Mixed or separate Mens and Ladies teams. It shall be the object to arrange a full programme of matches with other clubs located within a reasonable distance from Bedford. This may involve competing in a league. Members shall be encouraged to take part in individual events and The Club shall organise annually Club championships in all three weapons. The Club will alternate with Luton Sword Club in the organisation of the annual Bedford County Championships. In addition members will be encouraged to take part in various open and national tournaments organised by the BFA and other clubs. In this connection The Club has developed a tradition to hold an annual Mixed Epee Tournament.
4. Membership:
Individuals wishing to join The Club can do so by completing an application form and paying the relevant subscription.
Individuals with prior fencing experience will be accepted directly into full membership. During their first attendance it is expected that an Officer of The Club will fence with the new member to check their level of expertise and adherence to necessary safety procedures.
Applicants with no experience of fencing, or who having had some experience are judged to require further basic instruction, will be expected to join one of The Club Beginners Courses. On successful completion of such a course they will be accepted into full membership.
The Club operates on the basis of two seasons each year. The Winter season is the main season and runs from the first week in September until the last week in May. The Summer season runs from the second week in June until the last week in August. The Professional Coach(es) is/are not normally in attendance during the Summer season.
Full Membership requires payment of the fees at the start of a season or by instalments as agreed with the Hon. Treasurer. Full Membership entitles a member to attend all Club evenings in the season, make full use of Club equipment and to have individual lessons from the Professional Coach(es) without extra charge (but not normally more frequently than once every two weeks). Full time students and juniors under the age of 18 years shall be charged a concessionary subscription at the rate of approximately 2/3 of the subscription for Full Membership with the agreement of the Treasurer. Students who are absent at university during term time shall be charged a fee which is pro-rata at the concessionary rate and shall enjoy all the facilities of Full Membership. Visitors may pay at a weekly casual rate. They will not be regarded as Full Members and will be required to pay an additional fee for any individual lesson with the Professional Coach. They will have lower priority in selection for such lessons unless a long term booking has been made. People who attend regularly and pay on a Visitor basis may ask that the Committee grant them the status of Full Membership.
The Committee, acting on behalf of The Club, reserves the right to suspend or expel any member who has acted against the interests of The Club, has broken The Club’s regulations or who has committed a criminal offence that has relevance to The Club. Evidence must be supplied of any wrongdoing before such action will be taken and normally will be preceded by a formal written warning. The decision of the Committee will be final in such matters and can be overruled only by an AGM or EGM. There are too many cases to be listed exhaustively but examples of inappropriate behaviour are: - actively enticing other members to resign from The Club; items listed under section 6.2 below; theft of Club Equipment; harassment of other members particularly on the grounds of religion, race or sex.
5. Administration and Governance of the Club:
5.1 Election of Officers:
The Club shall be administered and run by a Committee of Officers appointed each year at the Annual General Meeting (AGM). A minimum of eight Officers shall be appointed which shall include the following:-
Chairman
Secretary
Treasurer
Armourer
Captain/Match Secretary
Publicity Officer
Child Protection Officer
Under 18 Representative
Additional Officers may be appointed e.g. the post of Assistant Armourer.
The Committee shall meet at least four times in each twelve months period and proper Minutes of the Proceedings shall be maintained by the Secretary. All the official posts shall be Honorary and Unpaid, however necessary expenses incurred in conducting the business of The Club shall be reimbursed.
The duties of the Club Officers are largely self evident but shall include:-
The Chairman will be responsible for ensuring that the other Officers carry out their duties efficiently and will take the chair at the AGM and Committee Meetings. He/she will act as act as a key representative of The Club when dealing with other organisations, e.g. Local Authorities etc.
The Secretary will be responsible for the general administration of The Club. This shall include keeping Minutes of the AGMs and Committee Meetings, an up to date record of members’ names and addresses, correspondence with other organisations including the BFA, arrangements for Beginners’ Courses and arrangements for competitive events hosted by The Club such as the Bedford Mixed Epee Tournament and the Bedford County Championships.
The Treasurer shall be responsible for The Club Finances. This shall include the opening and operation of a Bank Account in the name of The Club with at least three Officers authorised as signatories and a combination of any two signatures required on each cheque; the collection of subscriptions from members and visitors and any other monies due to The Club i.e. entry fees for competitions; the prompt payment of all due accounts submitted to The Club; maintenance of a detailed set of Accounts showing expenditure and income. Where The Club has a surplus of funds greater than required for routine operation, the Treasurer shall open an appropriate secure savings account to generate interest. The Treasurer shall prepare a financial statement for each Committee Meeting and a report for each AGM. If at any time the Treasurer becomes aware that the finances of The Club appear inadequate to meet the ongoing costs he shall inform the Chairman immediately and a meeting of the Committee will be convened to agree the necessary action to meet the situation.
The Armourer together with any assistants shall be responsible for maintaining all Club Equipment in working order to meet the necessary standards of safety and for the secure storage of the Equipment. He/she shall advise the Chairman and Committee on the need to purchase new equipment and spares to replace/repair worn out/defective equipment.
The Captain/Match Secretary shall be responsible for selection of the members to make up The Club Teams and for making arrangements for matches with other clubs, either individually or in a league. In addition he will monitor the standard of fencing performance of the teams and individual fencers and will consult with the Club Coach regarding any change in direction of training or coaching which may be desirable to achieve improved performance.
The Publicity Officer shall be responsible for coordinating and arranging publicity about The Club and its activities. This shall include liaison with the local schools, academic institutions, libraries, the local press and local authorities.
The Child Protection Officer shall be responsible for ensuring the Club operates to meet the requirements of the official Child Protection Policy of the British Fencing Association (BFA) and that all statutory records concerning Child Protection are maintained. In addition he/she will remind all Committee Members and Coaches of the Club of their responsibility to obtain clearance from the Criminal Records Bureau (CRB) through the BFA and will liaise with the BFA on this matter.
The Under 18 Representative will advise the Committee on any special aspects of activities which relate particularly to the younger members of The Club and act as a line of communication with the younger group.
While it is the responsibility of each Club Officer to look after the area of club activity within their specific remit, it is the collective responsibility of the Committee as a whole to ensure the operation of The Club in an efficient and safe manner on a financially viable basis.
5.2 Appointment of Auditor:
The Committee shall recommend a competent person for approval at the AGM to be appointed to audit the accounts of The Club. The person so appointed shall audit the accounts at the end of the main Winter Season and submit a report at the next AGM.
5.3: Annual General Meetings:
The AGM of The Club shall be held during the first week in June. The Secretary shall post a notice and agenda at a Club Evening giving a minimum of seven days notice. The Agenda shall include: approval of the Minutes of the previous meeting; a report by each Official on the activities of the year just finished; a report on the financial situation of the Club; setting of the membership fees for the next twelve months; election of Officers.
5.4 Extraordinary General Meetings (EGM):
In the event that circumstances require that some aspect or aspects of The Club activities require discussion and a decision by all the members, then the Secretary shall call an EGM by posting a notice at a Club Evening at least seven days in advance with an agenda and any relevant information. An EGM may be requested by the Committee or by any three members of The Club who shall make their request known to the Secretary.
5.5 Management of Club Evenings:
The Officers will be responsible for the running of Club Evenings. Normally it will be the Armourer who will unlock the Equipment Cupboards after the warm up and footwork sessions have finished. A Club Officer will allocate the lessons with the Club Coach(es), such allocation to be on a fair and equitable basis to all members of the Club.
At the end of fencing sessions members are expected to finish fencing promptly and to assist in the rapid removal of all club equipment from the hall to make way for other sports users who follow straight away.
6. Responsibility of Individual Members:
6.1 Safety - Equipment and Personal Conduct
It is the duty of members to conduct themselves in a responsible manner at all times when taking part in the Fencing Activities of The Club. In particular Masks, Jackets and Gloves must be worn as minimum protection when confronting an opponent with a sword even when the activity is for demonstration. Swords must be carried and handled under control in the correct manner so that at no time is there any risk of danger or injury to other persons.
All fencers must ensure that the equipment and clothing they are using, whether privately owned or club equipment, is in a sound and safe condition. If there is any doubt the Armourer or another Officer should be consulted and whose opinion shall be final. Any equipment found to be faulty and beyond repair should be scrapped.
6.2 Safety - General Fitness, Consumption of Alcohol and Use of Drugs
Members are reminded that it is their responsibility when attending Fencing Activities to present themselves in a fit condition both physically and mentally. Members should not take part if they are overtired, suffering from an injury, or from taking drugs or the recent consumption of alcohol. Restriction or lack of alertness resulting from these effects may result in injury to another member. The Club takes a particularly strong line regarding the consumption of alcohol prior to fencing and requires that members or visitors fencing with The Club shall not have consumed any alcohol within the preceding six hours. If any member is found not to be observing these requirements he or she will be asked by an Officer to stop fencing immediately on that occasion. If on following occasions the same member continues to ignore these regulations, then the Committee shall require that member to resign from the Club.
6.3 Personal Risk:
Members are advised that they take part in the Fencing Activities of The Club entirely at their own risk. When conducted under the proper conditions and with sound equipment Fencing is a very safe sport. Nevertheless, neither the Officers individually nor the Committee collectively will accept any responsibility for any injury, damage or loss incurred by any member or visitor when taking part in Club activities. People fencing with The Club do so on the understanding that they accept this disclaimer of any liability by The Club Officials and Committee.
7. Membership of the British Fencing Association:
The Club will maintain paid up Club Membership of the British Fencing Association (BFA) or any successor organisation which may become the official administrative body for the sport of Fencing in the United Kingdom. Such membership provides insurance cover for The Club and its Officials against any claims which may arise. It is emphasised it does not provide cover for individual members. It shall be the responsibility of the Club Secretary to ensure that The Club Membership of the BFA is renewed each year.
Club members and all who fence with Bedford Fencing Club (BFC) are required either to take out individual membership of the BFA or to join the BFA under the Social Membership Scheme through BFC. Both forms of membership will ensure that all who fence with BFC are covered by the BFA insurance. Individual membership provides cover for fencing anywhere in the UK including all major competitions. Social Membership provides cover at the home venue of BFC only (currently the Bunyan Sports Centre).
8. Winding up of the Club and Disposal of Assets:
In the event that it is decided to discontinue operations and The Club is to be wound up the following procedures shall be applied:-
8.1 First the Committee shall ensure that all external obligations and debts are paid.
8.2 Second if activities are terminated part way through a Club Season and there are members who have paid the subscription for a full season, any funds remaining after making the payments outlined in 8.1 above shall be used to refund pro-rata the unused portion of such subscriptions.
If termination of activities shall occur at the end of, or near the end of a season then the provisions of this clause 8.2 shall not apply.
8.3 It is expected that if good financial management has been applied the cash reserves of The Club will be sufficient to meet all obligations under clauses 8.1 and 8.2. If this is not the case the Officers shall proceed to sell the Club Equipment by auction, private sale, or whatever means they believe will raise maximum income.
8.4 If after discharging all obligations under 8.1 and 8.2 above there is still some or all of the Club Equipment remaining, the Committee shall consider whether there are any local schools or institutions that have a well established and active fencing club which could benefit from more equipment. If there are, the Club Equipment shall be donated as appropriate to one or more of those schools/institutions.
8.5 If after fulfilling all possible opportunities under clause 8.4 above some equipment and cash remains, the equipment shall be sold and all remaining funds shall be donated to the British Fencing Association or their successor organisation.
9. Changes to the Constitution:
Changes to this Constitution can be made only at an AGM or EGM called properly in accordance with sections 5.3 and 5.4 and shall require a two thirds majority of those attending.
J U Shearn Hon Secretary
Ref: BFC081 06 June 2000 Updated 18 November 2007