Olveston & District Bowling Club Club Constitution (Revised 2017)
Clause NumberContents
5Officers and Postholders
7General Committee
8Playing Committees
9General Meetings
12Operations Group
13Amendments to the Constitution
14Club Rules
15Statutory Requirements
16Data Protection
19Exclusion of Liability
Title   The Club shall be called Olveston & District Bowling Club, hereinafter referred to as the Club.  
2.       Association/Affiliation   The Club shall be an Associate Member of Bowls England, and shall be affiliated to the Gloucestershire Bowls Association (G.B.A.) and the City & County of Bristol Bowling Association (C. & C. of B.B.A.).  
3.       Objectives   The Objectives of the Club shall be:       
To own and maintain the facilities for, and to encourage the sport of Level Green Bowling by providing opportunities for both recreation and competition for Members.
3.2         To observe the World Bowls Laws of the Sport of Bowls – including domestic regulations for Bowls England.
3.3     To compete with other clubs.
3.4          To hold competitions within the Club.
3.5     To operate as a strictly not for profit Club.  
4.        Membership   Membership of the Club shall be open to any person, regardless of race, age, gender, sexual orientation, gender reassignment, religious belief or ability, who completes a membership application form and pays the relevant subscription/joining fee as determined by the Club. The Club operates an anti-discriminatory policy and adheres to this policy at all times.            Candidates for new membership shall submit an application for consideration by the General Committee. Three members of the General Committee will be delegated to meet with new applicants prior to their acceptance as Members being confirmed by the General Committee.  
4.1        There shall be five categories of membership, as follows:   Full Members shall have full playing, social and voting rights, subject to payment of the initial membership joining fee, and an annual subscription, at rates approved by the Members at the Annual General Meeting (A.G.M.).  
4.1.2  Life Membership: Any Member, once they reach 90 years of age, and have been a Club Member (Full or Associate) for a minimum of 20 years, will normally be offered Life Membership. If that Member is still playing they will continue to have the rights of a Full Member or if unable to play, the same rights as an Associate Member. They will not be required to pay an annual subscription.          
4.1.3  Associate Membership: Open to those who are either unable or do not wish to play competitive bowls. Associate membership shall be confined to: Ex-full members who will not continue with full membershipFull members who request associate membership on a temporary basis for a yearFamily members of full members.             They shall have full access to the Club’s social facilities but shall have no playing or voting rights. The annual subscription is payable at a rate approved by the Members at the AGM. An Associate Member may use the green facilities at the agreed “Visitors” rate and must pay the green fee in the appropriate box in the Men’s Changing Room.  
4.1.4  Junior Membership: Young persons under the age of 18 should be encouraged to take up the game of Bowls as Junior Members. Once deemed competent by the General Committee they shall have full playing rights and may attend General Meetings but shall have no voting rights.   Juniors will progress to Full Membership upon reaching their 18th birthday subject to approval by the General Committee.Junior Membership shall be free for the first year and thereafter an annual fee as approved at the A.G.M shall be payable. There will be no registration fee.   
Student Membership: Student membership will be offered to Members over 18 but still in full time education up to the age of 23. The subscription rate payable will be 50 % of the full time membership rate. They shall have Full Membership rights.  
4.2    Resignation of Members: Any Member wishing to resign from the Club shall do so in writing to the Membership Secretary, and return all Club keys in their possession.  
4.3     Maximum Membership: The maximum number of Full members of the Club shall be agreed annually at the A.G.M.  
4.4   Fees: The annual subscription should be paid before or at the Spring Meeting (S.M.). Non-payment by the 31st March will be treated as a lapse of membership.  
5.      Officers and Post Holders      
Officers: The Officers of the Club shall be the elected Chairman, Vice Chairman, Club Secretary, Treasurer, Welfare Officer, Men’s Club Captain and Ladies’ Club Captain. All Officers must be Full Members.      
Post Holders: Post Holders, who must normally be current Full Members, shall be Men’s and Ladies’ Vice Captains, Sunday Captain, Sunday Vice Captain, Membership Secretary, Fixture Secretary, Men’s and Ladies’ Competition Secretaries, Green-Keeper, MidWeek Captain, Maintenance Co-ordinator, Bar Manager, Catering Manager, Press Officer, Men’s and Ladies’ League Managers, Club Night Coordinator and County Association Delegate(s).  
5.2.1 The respective Captains/League Managers are responsible for their specific areas of all playing issues. However, the Captains and League Managers should make the Club Captains (as Club Officers) aware of any issues that they see as appropriate.      
President: The General Committee may nominate a non-executive President for approval by Members at an A.G.M or Emergency General Meeting ( E.G.M.). This nomination will normally be made in recognition of long service to the Club and to the game of Bowls. The position will be held for one year.  
Vice President. The General Committee may nominate a non executive Vice    President for approval by the Members at an A.G.M. (or E.G.M). This appointment will normally be made in recognition of long service to the Club and the game of Bowls. The position will be held for one year. The Vice President will work alongside the Club President for one year and would normally take on the role of President the following year.      
Tenure of Office:  All Officers and Post Holders (with the exception of the Green Keeper, the Maintenance Co-ordinator, the Bar Manager, the Catering Manager, the Press Officer and the County Association Delegate(s)) shall be elected annually by a majority of Members at the A.G.M. to serve for a term of one year, but may be re-elected by the normal process. The positions of Green Keeper, Maintenance Co-ordinator, Bar Manager, Catering Manager, Press Officer, and County Association Delegate(s) shall be appointed annually by the General Committee and their positions ratified at the AGM or if necessary a EGM.  
Trustees   6.1     Four Club Members shall be nominated by the General Committee to act as Trustees of the Club and shall be appointed by the Membership at a General Meeting. In the event of the demise or resignation of a Trustee, the General Committee shall seek and nominate a replacement. The new Trustee shall be appointed at the next General Meeting of the Club and the Secretary will arrange for the alteration of the legal/land registry documentation. Trustees are appointed for life or until they either retire or cease to be a Club Member.  
6.2     The Trustees act on behalf of the Club and the Club’s assets and funds are legally vested in them. They have a fiduciary duty of care for all aspects of the running of the Club, including an overview of the business of the General Committee.      
6.3     Since the Trustees alone are liable for any litigation against the Club for financial default, their personal liability should be indemnified out of Club’s assets.  To this end, the Trustees should be made fully aware of any Contract or Agreement that the Club (via the General Committee) wishes to enter into and, in such circumstances, the Trustees should have the absolute right to consider and, if deemed necessary, disallow any such Contract or Agreement if such Contract or Agreement has the potential to exhaust the Club’s funds.  
7.       General Committee      The General Committee shall be composed of all the Officers designated in Clause 5.1 above. A representative of the Operations Group (see Clause 12) will, along with the Membership Secretary, President or Vice President have a permanent invitation to all General Committee meetings but will have no voting rights. The General Committee may at any time invite Club Members to attend GC Meetings but they will have no voting rights      The General Committee shall have the power to fill any vacancy within the General Committee occurring during the period between A.G.M’s, with the position being subject to the normal election procedure at the next A.G.M.  
7.3     The duties of the General Committee shall be: 7.3.1 To meet as deemed necessary; at least once every 3 months. 7.3.2 To manage, make decisions and control the affairs of the Club. If a vote becomes necessary it shall be on the basis of a simple majority. In the case of equal votes, the Chairman shall be entitled to an additional casting vote. To keep accurate accounts of the finances of the Club through the Treasurer.To keep Members informed of decisions and events, through the Secretary providing a copy of approved minutes in a designated place advised to all members.To ensure that Codes of Guidance are in place to meet all statutory requirements.   7.4     A quorum for a meeting shall be four Officers, and must include the Chairman or Vice Chairman   and the Treasurer or Secretary.      The General Committee shall seek nominations for election of Club Officers and elected Post Holders by placing a nomination form on the Club notice board at least 28 days in advance of the A.G.M. Nominations may be made by a Full Member, and must be seconded by another Full Member with the full agreement of the nominee.   8.       Playing Committees   8.1    The Club will operate with a Men’s and a Ladies’ Playing Committee. 8.1.1 They will consist of: respective Club Captains (Chairman), Vice Captain, League Managers, Fixture Secretary and Competition Secretaries. 8.1.2 The Sunday Captain, Midweek Captain and Club Night Co-coordinator will sit on their respective Playing Committee dependant on whether they are male or female. 8.1.3 Each Committee will appoint one of their number to act as Secretary. They may if they wish call on the Club Secretary / Membership Secretary to take on this role which will be in an “ex officio” capacity.   8.2    The duties of the Playing Committees shall be: To meet as deemed necessary by the Men’s or Ladies’ Club Captain.To organise and control the Playing Activities of the Club.To report to the General Committee on the organization, administration and progress of the Playing Activities of the Club and to seek authorization from the General Committee for any expenditure considered necessary by either the Men’s or the Ladies’ Playing Committee.     A quorum for a meeting shall be 4 Members of the Committee and must include the Club Captain or Vice Captain.     If a vote becomes necessary, it shall be on the basis of a simple majority. In the case of equal votes, the Chairman of the meeting (Captain or Vice Captain) shall be entitled to an additional casting vote.   9.       General Meetings      Annual General Meetings (A.G.M.) will normally be held in October/November. The date for the meeting shall be published on the Club Notice Board at least 6 weeks prior to the meeting.   The business of the A.G.M. shall be to: Confirm the minutes of the S.M. and any E.G.M held, and progress any matters arising.Receive the Chairman’s report on the management of the Club.Receive the Treasurer’s report and adopt the audited accounts for the year.Review the Club’s maximum membership and subscription rates, and agree them for the forthcoming year. Receive reports from all Officers and Post Holders as appropriate.Transact such other business received in writing by the Secretary from Members in accordance with Clause 9.5 belowElect the Officers of the Club and elected Post Holders for the forthcoming year.  Ratify appointments of President, Vice President, Auditors, Trustees and those Post Holders as nominated by the General Committee in clause 5.2      Spring Meetings (S.M.) shall be held, normally 4 weeks before the commencement of the season             The business of the Spring Meeting shall be to: Confirm the minutes of the A.G.M and any E.G.M held, and progress any matters arising. 9.2.3 Receive the Chairman’s report on the management of the Club. 9.2.4 Receive reports from all Officers and Post Holders as appropriate 9 2.5  Collect subscriptions from Members. 9.2.6 Give notification of the Opening Date for the Green and issue the Club Handbooks.      An Extraordinary General Meeting (E.G.M) may be called by the Chairman at any time as long as 14 days notice is given to the Members. Members may request an EGM provided that a written request is made to the Secretary, signed by not less than 10% of Full members and stating their reason or reasons for the meeting. Such a meeting will then be arranged within 21 days of receipt of the request.             The business of the Extraordinary General Meeting shall be: To consider the reason for the meeting raised by the Chairman or any Member     9.4    A quorum for General Meetings shall be 25% of the Full Members, with each entitled to one vote.   9.5    Any Full Member wishing to put forward a proposal at the A.G.M. must submit full details in writing to the Secretary not less than 28 days prior to the A.G.M. The motion must be seconded by another Full Member, and will then be included as an Agenda Item for the A.G.M. at which meeting both proposer and seconder should be in attendance. If neither is present the motion will not be valid and may not be put, unless supported by another Full Member attending the meeting. Only such motions, and amendments to such motions, shall be discussed and voted upon. Matters not on the Agenda may be raised and discussed under any other business but shall not be voted upon.      The election of Officers and Post Holders of the Club will only take place at the A.G.M. or, if necessary, at an E.G.M. Voting on the election of Officers and Post Holders and motions duly submitted by the General Committee and/or Members will be confined to the Full Members present at the A.G.M or E.G.M. The result of any vote shall be by a simple majority except as specified under Clause 13.1 below. In the event of a tied vote the Chairman will be entitled to an additional casting vote.   9.7   At all meetings the Chair will be taken by the Chairman, or in his absence the Vice    Chairman,   or a person appointed by the Members attending the meeting.       10.     Discipline   The General Committee requires a high standard of behaviour from Members at all times and expects them always to abide by decisions made by Umpires and/or Club officials. Disciplinary action may be taken against any Member who is reported and found to have committed any breach of the Club’s Constitution or Rules requirements or whom through unacceptable conduct, is deemed to have brought the Club into disrepute or, taken action which is prejudicial to the objectives of the Club. The Club’s Disciplinary & Appeals Procedure is shown (Full policy document 1). The Club’s Discipline and appeals procedure operates in accordance with Bowls England Regulations 9 – “Discipline Regulations”.   11.     Finances   11.1   Audited accounts shall be submitted to the A.G.M. (Members of the General Committee shall receive copies of the annual accounts prior to the A.G.M). No debts shall be incurred except as specifically authorised and subject to any limit determined by the General Committee / Trustees.   11.2   The signatures of two from three named Officers of the Club shall be required to validate all cheques drawn on Club accounts.   12.     Operations Group   The Operations Group consists of the Green Keeper, Maintenance Co-ordinator, Bar Manager and Catering Manager.   12.1   The General Committee is responsible for appointing the Club’s Operations Group. 12.1.1    The Operations Group will appoint one of their members to attend all General Committee Meetings throughout a particular year as a non- voting member. 12.1.2    The Operations Group should meet at regular intervals and specifically, before each General Committee Meeting, to consider areas under their control. In particular, they should identify any significant items that may require to be purchased in order that a properly researched written business/cost case can be prepared and then presented to the General Committee for consideration.   12. 2  The Green: The Green-Keeper is responsible for all operational activities on the green through a team of Club Volunteers. They will agree and record a program covering all the necessary activities to ensure that the Green operates at the highest possible standard. 12.2.1    Specific care must be taken when handling dangerous chemicals (refer to Codes of Guidance – use of dangerous chemicals). All chemicals used on the Green must be recorded in the appropriate record maintained in the Clubhouse. 12.2.2    The Green-Keeper is the primary decision maker with regard to determining that the Green is playable or not.   12.3   The Bar: The Bar Manager is responsible for the management and control relating to the smooth operation of the Club Bar through a team of Club Volunteers. 12.3.1    A full set of accounts reflecting the total income and expenses will be maintained by the Bar Manager, or Bar Treasurer, if appointed, on behalf of the Bar Manager, and passed to the Treasurer for audit purposes and inclusion in the Club Annual Accounts. 12.3.2    All monies taken over the Bar must be logged after each session and recorded in the Bar Accounts. 12.3.3    The signatures of any two from two named Officers of the Club and the Bar Manager, (or Bar Treasurer, if appointed), shall be required to validate all cheques drawn on Club accounts. 12.3.4    The Bar Manager will provide a full report of Bar Activities to the Club AGM each year. 12.3.5    Club Licensing: The supply of intoxicating liquor on the Club premises shall be only during the permitted hours as defined in the Club’s Premises Certificate. Intoxicating liquor shall not be supplied on the premises otherwise than by and on behalf of the Club, and shall be limited to the following, who must be at least 18 years of age: Members.Visiting teams, their officials and supporters on the day of any match or tournament,Guests of Members. Members shall be entitled to entertain Guests provided that their full names are recorded in the Visitor’s Book and they are signed for by the Member. Members inviting guests shall be responsible for their conduct.  The consumption of alcoholic beverages which have not been purchased on the Club premises is strictly forbidden unless approved by the Bar Manager.  Bar Tariff: The prices of drinks available for consumption shall be clearly displayed. All Bar prices will be ratified by the General Committee.   12.4   Maintenance: The Maintenance Coordinator is responsible through a group of Club volunteers to carry out all of the required maintenance activities to the grounds surrounding the Green and the Club’s Buildings. 12.4.1    Each autumn, the Maintenance Co-Ordinator should prepare a detailed plan of the maintenance operations that need to be carried in preparation for the start of the next bowls season.   12.5   Catering: The Catering Manager operates with a team of Club Volunteers in order to provide suitable catering for all Club Events. At the start of each season, the Catering Manager will agree with the General Committee, through the Operations Group, the level of refreshments for each type of match. 12.5.2    Where the Club hosts high profile matches, a different level of refreshments may be required requiring additional support from volunteers. 12.5.3    A float will be provided by the Treasurer to enable food etc to be purchased. 12.5.4.   The Catering Manager will also handle all Club raffles undertaken at matches. All proceeds to be passed to the Treasurer. 12.5.5    The Catering Manager will maintain a full account of all monies received and expenditures made and pass to the Treasurer for audit purposes and inclusion in the Club Annual accounts.   12.6   Commission etc: No arrangements are, or are intended to be made, for any person to receive at the expense of the Club any commission, percentage or similar payment with reference to purchases of any kind.   13.    Amendments to the Constitution   13.1   Any proposed alterations to the Club Constitution may only be considered at an A.G.M. or at any E.G.M. convened, provided that a written notice of the proposed alteration is submitted as set out in Clause 9.3 above. Such amendments shall be passed if supported by at least two thirds of those Full Members present.   If any matter shall arise which in the opinion of the General Committee is not provided for in this Constitution then the same may be determined by the General Committee. Every such determination shall be binding on the Club and its Members unless or until set aside by a resolution of an A.G.M or an E.G.M.   14.     Club Rules             The General Committee shall formulate a set of Club Rules by which all Members are required to abide. If and when appropriate, the General Committee may consult and seek approval of the full Membership for changes to Club Rules.   15.    Statutory Requirements   The Club is required to make provisions to comply with statutory regulations, including but not limited to those covering health and safety, the operation of machinery and the use of chemicals during maintenance of the Green and Grounds, hygiene in the kitchen and the bar, child protection, vulnerable adults, fire regulations, health & safety and first aid. Specific Members shall be designated to liaise with the appropriate Officer to ensure that access is given for inspections and report to the General Committee actions necessary to ensure compliance. Certificates issued by the relevant regulatory body shall be held on file by the Secretary.   16.    Data Protection             The protection of data particularly that in relation to Members will be maintained at all times. Members will when joining the Club be advised as to the Club’s policy of protection of data and be asked for permission to keep their address and contact details for the club to retain whilst they are a member. When members leave the Club, all personal details will be deleted from all Club files   17.   Dissolution   The Club may be dissolved provided that two thirds of current full members are present, and voting at a properly convened A.G.M or E.G.M., agree a resolution to that effect. In the event of the Club being dissolved, the funds and assets shall be frozen and controlled by the appointed Trustees. They shall have power to dispose of the Club property and other assets only as directed by the resolution agreeing the dissolution.  
18.        Indemnity Clause             Each Member of the Club shall (to the extent that such person is not entitled to recover under any policy of insurance) be entitled to be indemnified out of all funds available to the Club which may lawfully be so applied against all costs, expenses and liabilities whatsoever reasonably incurred by such person in the proper execution and discharge of duties undertaken on behalf of the Club arising there from, or incurred in good faith in the purported discharge of such duties.             Save in any such case where any such costs, expenses and liabilities arise in connection with any negligence, default, breach of duty or breach of trust provided that any such Member so indemnified has been properly authorised in relation to the duties undertaken on behalf of the Club by the General Committee.  
19.     Exclusion of Liability   Neither the Club nor any Officer, Post holder or Trustee shall be liable to any Member, Guest or Visitor on the premises for any loss or damage to any property whatsoever and howsoever arising and whether or not through the negligence of the Club, Officer, Post Holder or Trustee.