Annual returns 2010-2011



To be updated

The following information was produced for the 2010-2011 affilaition year. There have been changes to the documentation and processes for the 2011-2012 affiliation year. This page will be updated when we have seen the affiliations paperwork. Please see the note from the YAA Treasurer regarding these changes:
 Affiliations process 2011-2012

 Introduction
 Advice from the YAA Treasurer
 Recommended process
 Calculating the amounts owing
 Links to resources

Introduction

Archery GB (the Grand National Archery Society) is in the process of introducing a new membership system, which will allow annual returns and other membership processes to be performed online. As an interim measure, a new paper-based annual returns process has been introduced for 2010-2011.

This interim process has several potential causes of confusion. This page attempts to clarify the process for YAA clubs.

Advice from the YAA Treasurer

6th July 2010

GNAS Revised Membership Process

To all YAA Club Secretaries

Dear Club Secretary

It is expected that by now you should have received your Annual Returns forms from GNAS for the 2010/2011 year (if not they should appear in the next few days), which hopefully were accompanied by a letter and guidance from GNAS, explaining briefly the new systems they are introducing. The County Committee have asked me to write to all YAA clubs to try to assist the club in working through the changes being introduced by GNAS, and to cover some aspects that they may have not explained.

We understand that the process described will be for an interim period only for the 2010/2011 year, before further changes incorporating the electronic transfer of data directly between the club and GNAS is to be introduced later in 2011, possibly later.

The biggest change being introduced is that from the completion of these new forms, payments have to be made to GNAS, Region and County separately from each other, not via the single cheque previously made out to county. The forms will also obviously look different, being a single copy rather than the multi coloured copy form.

Although nobody locally has seen the guidance notes or forms before you received them, we understand the guidance only really covers the actions needed to submit the paperwork and payment to GNAS. There appears to be no thought or consideration about the route through to Region or County.

I have discussed the local system with Mike Shepherd, the Regional Treasurer and we have agreed, that to simplify the process for NCAS clubs for this interim period, from September 2010, that a single cheque can be raised by the club to cover both the YAA and NCAS fees and sent to me as the County Treasurer. I will collect this on behalf of the YAA Clubs and pass on the appropriate payment to NCAS. You should still pay the GNAS fees direct to GNAS.

From information received, we understand the Annual Return and the Summary Update Form (which replaces the old Subscription Form) do not provide an automatic copy, for either you as the club, or for region or county. We therefore have to request that you photocopy the forms, to send a copy to County accompanied by the cheque payment for the YAA/NCAS fees. I will arrange for copies to be made and sent to NCAS when I send their payment onto them. Don’t forget to take a copy for your own club records too.

As the new forms from GNAS will not show the County or Regional Affiliation Fees, it may be useful to remind those who need it of the appropriate fees for 2010/11.

 NCASYAA
Senior Members£1.50£4.00
Junior Members£0.75£2.00
University Club£5.00 block£50.00 block
Disabled Club£1.00 block£4.00 per senior
£2.00 per junior
We also understand the continued use of Temporary Membership cards is explained in one of the accompanying letters. I can confirm that I have NO stocks of the Temporary Cards, and that you should begin to use the receipt system as soon as your existing card stocks run out and not necessarily wait until 1st September.

If you have any questions about the changes, which you think I may be able to help with, please feel free to give me a call, or drop me a line or e-mail.

Regards


Dave Phillips

Brief Summary of Key Points

Recommended process

  1. Take photocopies of all unmodified documents, or scan them into a computer. This will allow you to start afresh in the event of a mistake.
  2. Go through the list of members, crossing out any who will not be members of the club on the 30th of September 2010. Ensure the membership number remains legible.
  3. For all junior members who will be aged under 18 years on the 30th of September 2010, ensure the date of birth has been completed and mark a "Y" in the "Junior Subscription" column.
  4. For all junior members of a junior club who will be aged 18 years or over on the 30th of September 2010, cross the member off the junior club list and add to the Summary Update Sheet of the related senior or disabled club as a senior member transferring into the senior or disabled club. See step 10 for more information.
  5. For all junior members of a senior or disabled club who will be aged 18 years or over on the 30th of September 2010, mark a "Y" in the "Senior Subscription" column and treat as a senior when calculating the amounts owing to the various organisations.
  6. For all senior members, mark a "Y" in the "Senior Subscription" column. Archery GB would also like you to give each senior member's date of birth, presumably to help them monitor the make-up of the membership, but this is not compulsory.
  7. Change the "Archery UK" column to "N" for any members who do NOT wish to receive the Archery UK magazine; otherwise, leave it as "Y".
  8. Change the "3rd party opt out" value to "N" for all members except those who have expressly stated that they wish to receive correspondence from selected third parties. Despite the column heading, the GNAS website states that a "Y" in this column indicates consent by the individual member to receive communications from third parties. We believe Archery GB would like you to leave this as "Y" irrespective of whether the member has given informed consent, but the professional opinion of the YAA webmaster is that doing so may conflict with relevant laws, since no one has the legal right to opt another person in without their informed consent.
  9. If a new member is to be added, write the new member's details on the Summary Update Sheet. Put the date of joining the club in the "Membership No./Date of Joining" column.
  10. If an existing Archery GB member has transferred in to your club from another club (including cases of members transferring from your junior club to your senior or disabled club), add the member's details to the Summary Update Sheet. Write the member's Archery GB membership number in the "Membership No./Date of Joining" column and write "TRANS" next to it.
  11. If a member has an address different to that on the list of members, put the member's details and current address on the Summary Update Sheet. Put the member's Archery GB membership number in the "Membership No./Date of Joining" column. Bear in mind that membership cards will now be sent directly to members rather than to the club official, so a postal address is essential.
  12. Calculate the amount owing to Archery GB (see below).
  13. Calculate the amount owing to the NCAS (see below).
  14. Calculate the amount owing to the YAA (see below).
  15. Complete the disclosure at the bottom of the Summary Update Sheet. Only the money owing to Archery GB must be entered on this form - money owing to the county and region must NOT be entered on this form.
  16. Make two sets of photocopies of the completed list of members and the Summary Update Sheet.
  17. Send the completed list of members and Summary Update Sheet to Archery GB, together with a cheque (payable to "Archery GB") for the amount owing to Archery GB.
  18. Send one copy of the completed list of members and Summary Update Sheet to the YAA Treasurer Dave Phillips, together with a cheque (payable to "Yorkshire Archery Association" or "YAA") for the sum of the amounts owing to the YAA and NCAS. It may be best to include a breakdown of how the figure is made up.
  19. Add the other copy of the completed list of members and Summary Update Sheet to the club's records.

Calculating the amounts owing


Amount owing to Archery GB

For a university club:
 £110 bloc fee

For a disabled club:
 Nil

For a junior club:
 £50 bloc fee

For a senior club:
 £35.00 for each senior member continuing from previous year or joining during October, November or December.
 £21.00 for each junior member continuing from previous year or joining during October, November or December.
 £26.25 for each senior member joining during January, February or March.
 £15.75 for each junior member joining during January, February or March.
 £17.50 for each senior member joining during April, May or June.
 £10.50 for each junior member joining during April, May or June.
 £8.75 for each senior member joining during July, August or September.
 £5.25 for each junior member joining during July, August or September.


Amount owing to Northern Counties Archery Society

For a university club:
 £5 bloc fee

For a disabled club:
 £1 bloc fee

For a junior club:
 £1.50 for each senior member
 £0.75 for each junior member

For a senior club:
 £1.50 for each senior member
 £0.75 for each junior member


Amount owing to Yorkshire Archery Association

For a university club:
 £50 bloc fee

For a disabled club:
 £4.00 for each senior member
 £2.00 for each junior member

For a junior club:
 £4.00 for each senior member
 £2.00 for each junior member

For a senior club:
 £4.00 for each senior member
 £2.00 for each junior member


Links to resources

 Archery GB: annual returns 2010-2011

 Archery GB: frequently asked questions about the 2010 annual returns

 Archery GB: letter from the Chief Executive

 Archery GB: notice to regions, counties and clubs

 Archery GB: electronic copy of the Summary Update Sheet



©2006-2012 Yorkshire Archery Association
Please report any problems with this site to the Webmaster.
Accessibility statement