|Olveston & District Bowling Club Club Constitution |
|Section No.||Title||Page No.|
|1.||Name and Objectives||2|
|3.||Officers and Post Holders of the Club||4|
|8.||Facilities Management Group||10|
|9.||Ladies and Men’s Playing Committees||13|
|11.||Conduct and Discipline of Members||14|
|12.||Amendments to the Constitution||15|
|14.||Statutory Requirements and Other Policies||15|
|18.||Limitation of Club Liability||17|
Section 1: Name and Objectives
1.1 The name of the Club shall be Olveston and District Bowling Club, hereinafter referred to within this constitution as the ‘Club’.
1.2 The Club shall be affiliated to Bowls England, Gloucestershire Bowls Association (GBA) and the City & County of Bristol Bowling Association (C&CBBA).
1.3 The objectives of the Club are to own and maintain facilities for, and to promote participation in, the amateur sport of outdoor flat green bowls by providing opportunities for both recreation and competition with other clubs and amongst members.
1.4 The Club shall adopt and conform to Bowls England Rules & Regulations and observe the World Bowls Laws of the Sport of Bowls.
1.5 To operate strictly as a not for profit organisation.
Section 2: Membership
2.1 Membership of the Club shall be open to any person, regardless of race, ethnic origin, 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.
2.2 Candidates for new membership shall submit an application form to the Membership Secretary for consideration by the Management Committee. A panel of three members will be delegated to meet with new applicants prior to their acceptance as Members being confirmed by the Management Committee. Applicants refused membership will be informed but need not be given the reason for refusal. The panel will consist of three members of the Management Committee, or two members of the Management Committee and one elected Post Holder.
2.3 There shall be five categories of membership as follows:
2.3.1 Full Membership: Full Members shall have full playing rights, social participation and voting rights, subject to the payment of the initial joining fee and an annual membership fee, at a rate to be approved by the Members at an Annual General Meeting (AGM).
2.3.2 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, or any Member having completed 40 years continuous Membership, may be considered for Life Membership at the discretion of the Management Committee.
In addition, the MC may nominate any member for Life Membership in recognition of their service and contribution to the club over a number of years. Members may also forward candidates for consideration, by the MC, for Life Membership. Any such awards will be approved by the membership at the following AGM and be limited to a maximum of one per calendar year.
Life Members will enjoy all the rights of a Full Member as in 2.3.1 above. They will not be required to pay an annual membership fee.
2.3.3 Associate Membership: Open to those who are unable, or do not wish to play competitive bowls. Associate Membership shall be confined to:
- Former Full Members who will not continue with Full Membership
- Full Members who request Associate Membership on a temporary basis for one year
- Family members or Partners of Full Members.
Temporary one year only Associate Members shall be afforded priority in regaining Full Membership at the end of their temporary Associate Membership subject to 2.4 below.
Associate Members 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 an AGM. An Associate Member may use the green facilities at the agreed “Visitor’s Rate” and must pay the green fee in the appropriate box in the Club Office.
Associate Members are permitted to participate in Club Night and Bank Holiday Bowls Drives upon payment of the agreed “Visitors Rate” green fee in the box in the office but only after priority has been given to Full Members. Associates should report on arrival to the appropriate event organiser and be allocated a space if available.
2.3.4 Junior Membership: Young persons under the age of 18 years should be encouraged to take up the game of bowls as Junior Members. Once deemed competent following assessment by one of the Club’s Coaches they shall have full playing rights and may attend formal meetings of the Club but shall have no voting rights.
Junior Members will progress to Full Membership upon reaching their 18th birthday subject to approval by the Management Committee.
Junior Membership shall be free for the first year and thereafter an annual fee as approved by the membership at an AGM shall be payable. There will be no initial joining fee.
2.3.5 Student Membership: Student Membership will be offered to Members over 18 years of age but still in full time education up to the age of 23 years. The subscription rate payable will be 50% of the Full Membership rate. They shall have full membership rights. There will be no initial joining fee.
2.4 Any Full Member who elected to change to Associate Membership due to personal circumstances shall have the right to resume Full Membership when those circumstances change within one year of the change to Associate Membership and subject to the maximum membership level decided under the provisions of Section 2.6 below.
2.5 Any member wishing to resign from the Club shall do so in writing to the Membership Secretary and return any Club possessions in their keeping. A Member of any category of membership shown in Section 2.3 above resigning from the Club under this provision shall not be entitled to have any part of the annual membership fee or other fees refunded.
2.6 The maximum number of Full Members under 2.3.1 above shall be agreed annually by the Members at the AGM.
2.7 The Club Management Committee may refuse membership of the Club or remove it only for good cause such as conduct likely to bring the Club or sport into disrepute. All such cases of removal will be dealt with in accordance with the Club’s ‘Code of Guidance No. 1 – Discipline and Appeals Procedure’.
2.8 The final date for payment of annual subscriptions will be the date of the annual Spring Meeting which will normally be held on the first Saturday of March. Non-payment by this date will be treated as a lapse of membership unless granted an extension by the MC due to exceptional circumstances. Note: Only those members that have signalled their intention to continue membership for the forthcoming season, by prior payment of their annual subscription, will be entitled to vote at a Spring Meeting.
2.9 Upon acceptance, a new member of any of the category of membership shown in Section 2.3 above who, within one calendar month of such election, does not pay the required fees will be deemed to have forfeited such award of membership.
2.10 Candidates for membership shall have no privileges whatsoever in relation to the use of the Club or premises until they have become a member.
2.11 Every member shall furnish the Membership Secretary with up-to-date contact details that shall be recorded in the Register of Members and any notice sent to such addresses either by post or electronically shall be deemed to have been duly delivered.
Section 3: Officers and Post Holders of the Club
3.1 Officers: The Officers of the Club shall be Full Members of the Club and shall be those elected to the Management Committee, namely the Chairman, Vice-Chairman, Secretary, and Treasurer and two elected MC Member Representatives.
3.2 Post Holders: Post Holders of the Club shall normally be Full Members and shall be Men’s Captain, Ladies Captain, Membership Secretary, Fixtures Secretary, Bar Manager, Catering Manager, Maintenance Co-Ordinator, Green Keeper, Chair of Social Committee, Communications Officer, Welfare/Safeguarding Officer, Newsletter Editor, Sponsorship Development Officer, Hosted Matches Co-Ordinator, Sunday Friendlies Manager, Mid-Week Friendlies Manager, Men’s and Ladies League Managers, Monday Club Night Co-Ordinator, Men’s and Ladies Competition Secretaries, External Competitions Co-Ordinators, Coaching Co-Ordinator and County Association Delegates.
3.3 President: The Management Committee may nominate a non-executive President for approval by Members at an AGM or Extraordinary General Meeting (EGM). 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.
3.4 Vice-President: The Management Committee may nominate a non-executive Vice-President for approval by Members at an AGM or EGM. 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. The Vice-President will work alongside the President for one year and would normally take on the role of President the following year.
3.5 The following Officers and Post Holders shall be elected annually by a majority of Members present at an AGM or an EGM:
Chairman, Vice-Chairman, Secretary, Treasurer, two elected MC member positions, Membership Secretary, Fixtures Secretary, Men’s Captain, Ladies Captain, Sunday Friendlies Manager, Mid-Week Friendlies Manager, Men’s and Ladies League Managers, Monday Club Night Co-Ordinator, Men’s and Ladies Competition Secretaries.
3.6 The following positions shall be appointed annually by the Management Committee and their positions ratified by the Members at an AGM or EGM:
Bar Manager, Catering Manager, Maintenance Co-Ordinator, Green Keeper, Chair of Social Committee, Communications Officer, Newsletter Editor, Sponsorship Development Officer, Hosted Matches Co-Ordinator, External Competitions Co-Ordinators, Coaching Co-Ordinator and County Association Delegates.
3.7 Any of the Treasurer, Bar Manager or Catering Manager roles shall not be performed by the same member.
Section 4: Trustees
4.1 There shall be four Trustees of the Club who shall be nominated by the Management Committee as necessary from among the Full and Life Members of the Club and shall be appointed by the Membership at an AGM or EGM.
4.2 The current Trustees shall hold office for life or until they resign as a Trustee or Member of the Club, by notice in writing given to the Secretary, or due to their demise or until a resolution removing them from office be passed at a meeting of the Management Committee by a majority comprising two-thirds of the members present and entitled to vote.
4.3 Trustees appointed in future will be appointed for a period of 6 years and be eligible for reappointment. Interim arrangements will apply until 2 appointments/reappointments take place every 3 years.
4.4 All the property of the Club, including land and investments, shall be held by the Trustees for the time being, in their own names so far as it is necessary and practicable, in trust for the use and benefit of the Club. In the event of the death, resignation, or removal from office of a Trustee, the Management Committee shall nominate a new Trustee in their place, and shall as soon as possible thereafter take all lawful and practicable steps to procure the vesting of all Club property into the names of the Trustees as constituted after such nomination. For the purpose of giving effect to any such nomination the Secretary, for the time being, is hereby nominated as the person to appoint new Trustees of the Club within the meaning of Section 36 of the Trustee Act 1925 and they shall by Deed duly appoint the person or persons so nominated by the Committee.
4.5 The Trustees shall in all respects act, in regard to any property of the Club held by them, in accordance with the directions of the Management Committee and shall have power to sell, lease, mortgage or pledge any Club property so held for the purpose of raising or borrowing money for the benefit of the Club in compliance with the Management Committee’s directions (which shall be duly recorded in the Minutes of the proceedings of the Management Committee) but no purchaser, lessee or mortgagee shall be concerned to enquire whether any such direction has been given.
4.6 The Trustees shall be effectually indemnified by the members of the Club out of the assets of the Club from and against any liability, costs, expenses and payments whatsoever which may be properly incurred or made by them in the exercise of their duties or relation to any property of the Club vested in them, or in relation to any legal proceedings, or which otherwise relate directly or indirectly to the performance of the functions of a Trustee of the Club.
Section 5: Management Structure
5.1 The Management Committee shall comprise the Officers of the Club, namely the Chairman, Vice Chairman, Secretary, Treasurer and two elected MC Member Representatives all of whom have voting rights. The Club President, or Vice President, have a permanent invitation to attend all Management Committee Meetings but will have no Voting Rights.
5.2 The Management Committee may at any time invite Post Holders and Club Members to attend Management Committee meetings for specific agenda items but they shall have no voting rights.
5.3 Candidates for election to the Management Committee shall be those members of the retiring Committee, eligible to offer themselves for re-election, and such other Full Members whose nominations (duly proposed and seconded in writing by Full Members of the Club) with their consent shall have been received by the Secretary at least twenty eight days before the date of the AGM in each year. Such nominations, together with the names of the Proposer and Seconder shall be posted on the Club Noticeboard and circulated to the Club Membership at least fourteen days prior to the date of the AGM.
5.4 If the number of candidates for election of any position requiring a nomination is greater than the number of vacancies to be filled then there shall be a ballot of those members present and entitled to vote at the AGM, or by formal proxy, submitted at least one day prior to the AGM.
5.5 If the number of candidates for election is equal to, or less than, the number of vacancies to be filled then all candidates shall be deemed to be elected if a majority of those present at the AGM, and entitled to vote, vote in favour of such election.
5.6 In the event of the ballot failing to determine the members of the Management Committee because of an equality of votes the candidate or candidates to be elected from those having an equal number of votes shall be determined by the Chairman’s casting vote.
5.7 The Management Committee shall have the power to fill any vacancy within the Management Committee occurring during the period between AGMs with the position being subject to the normal election procedure at the next AGM. Such co-opted members of the Management Committee will be entitled to vote.
5.8 The duties of the Management Committee shall be:
- Endeavour to meet at least once every three months.
- To manage, make decisions and control the affairs of the Club.
- To ensure that the property and funds of the Club will not be used for the direct or indirect private benefit of Members other than as reasonably allowed by the Rules. No surpluses or assets will be distributed to members or third parties and all surplus income or profits will be re-invested in the Club.
- Any voting required shall be by show of hands. In the case of equality of votes the Chairman, or other nominated person shall be entitled to a second casting vote.
- Through the Club Treasurer, to keep accurate accounts of the finances of the Club ensuring that the funds of the Club are applied solely to the objectives of the Club.
- Through the Club Secretary to keep the membership informed of decisions and events by providing a copy of the approved minutes of the Management Committee in a designated place advised to all Members.
- To ensure that the Club’s Codes of Guidance are in place and regularly reviewed to meet all statutory and internal Club requirements.
- A quorum for a meeting of the Management Committee shall be four members which must include the Chairman or Vice-Chairman and either the Secretary or Treasurer.
5.9 Any conflict of interest must be declared to the Chairman, or other nominated person, prior to the start of the relevant meeting. The Chairman, or other nominated person, will determine if the person may remain in the meeting and/or vote when the item is discussed.
5.10 The Club shall operate with a series of sub-committees, namely:
- Membership Group
- Facilities Management Group
- Men’s and Ladies’ Playing Committees
- Social Committee
5.11 The Management Committee shall also have the power to appoint further sub-committees as it may deem necessary and may delegate such of its powers as it may think fit upon such terms and conditions as shall be deemed appropriate.
5.12 If a vote becomes necessary in any of the Committee or Group meetings it shall be on the basis of a simple majority. In the case of equal votes, the Chairman, or other nominated person, shall be entitled to a second and casting vote.
Section 6: General Meetings
6.1 An Annual General Meeting (AGM) of the Club shall normally be held on the first Saturday in November of each year. The date for the meeting shall be published on the Club Notice Board at least 6 weeks prior to the meeting. The Secretary shall, at least fourteen days before the date of the meeting circulate to each member the agenda and any other paperwork deemed necessary. Such notice to be issued to each Member electronically or by post.
6.2 No business, except the passing of the Accounts, the election of the Officers, Post Holders, Trustees and Honorary Auditors, and any business that the Management Committee may order to be inserted in the notice convening the meeting shall be discussed unless notice thereof be given as shown in Section 6.3 below.
6.3 Any Full Member wishing to put forward a proposal at the AGM must submit details in writing to the Secretary not less than 28 days prior to the respective meeting. The proposal must be seconded by another Full Member and will then be included as an agenda item for the AGM. The proposer or seconder must be available to present the proposal and answer any member questions. Only such proposals, and amendments to such proposals, shall be discussed and voted upon. Matters not on the agenda may be raised under Any Other Business for discussion only but shall not be voted upon.
6.4 The business of the AGM shall be to:
- Confirm the minutes of the Spring Meeting (SM) and any Extraordinary General Meeting (EGM) 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 financial accounts for the financial year ending 30 September in each year.
- Receive reports from all Officers and Post Holders as appropriate.
- State the Club’s subscription rates, visitors’ playing rates and maximum Full Membership number and agree them for the following year.
- Transact other business received in writing by the Secretary from members under Section 6.3 above.
- Elect the Club Officers and elected Post Holders for the coming year. The election of Officers and Post Holders shall only take place at the AGM and shall be by secret ballot taking into account any proxy votes advised to the Chairman. Two Full Members shall be appointed by the Management Committee to act as Tellers. The result of the ballot shall be by simple majority.
- Ratify appointments of the President, Vice-President, Auditors and those Post Holders as nominated by the Management Committee in Section 3.6 above.
6.5 A Spring Meeting (SM) of the Club shall normally be held on the first Saturday of March of each year. The Secretary shall, at least fourteen days before the date of the meeting circulate to each member notice of the date and of the business to be raised. Such notice to be issued to each Member electronically or by post.
6.6 The business of the SM shall be to:
- Confirm the minutes of the AGM, and any EGM held, and progress any matters arising.
- Receive the Chairman’s report on the management of the Club.
- Receive reports from all Officers and Post Holders as appropriate.
- Collect subscriptions from Members where necessary.
- Give notification of the Season Opening date for the Green.
6.7 An Extraordinary General Meeting (EGM) may be called by the Management Committee at any time, upon giving twenty-one days’ notice in writing, for any special business, the nature of which shall be stated in the summons convening the meeting.
6.8 The Management Committee shall call an EGM upon a written request addressed to the Secretary signed by at least 10% of Full Members. The Management Committee shall meet within fourteen days of the request in order to call an EGM. The Management Committee shall give twenty-one days’ notice in writing of any such EGM.
6.9 The business of any EGM shall be confined to the business stated in the notice sent to members.
6.10 At every General Meeting of the Club the Chairman will preside or, in their absence, the Vice-Chairman.
6.11 A quorum for any General Meeting of the Club shall be 25% of the Full Members with each entitled to one vote.
6.12 Only Full, Life or Student Members shall vote at any General Meeting. Other Members may attend and speak but are not entitled to vote. A Full Member who is unable to attend an AGM or EGM personally may award a proxy vote to the Chairman on any proposal or election of Officers and Post Holders under the defined rules for that vote.
6.13 Voting on Proposals listed on the Agenda at an AGM, or EGM, shall be by show of hands unless a secret ballot has previously been requested by either the Management Committee or 10% of the Full Membership. In either case, the Chairman shall take into account any proxy votes advised. In the case of a secret ballot two Full Members shall be appointed by the Management Committee as Tellers. The result of the vote, either by show of hands or secret ballot, shall be by simple majority except as specified in Section 6.16 below.
6.14 In the case of equality of votes the Chairman, or other nominated person, shall have a second and casting vote on any matter.
6.15 On any resolution properly put to a General Meeting of the Club relating to the creation, repeal or amendment of any part of this Constitution shall not be created, repealed or amended except by a majority vote of at least two-thirds of those present and registered proxy votes of those entitled to vote.
Section 7: Membership Group
7.1 The Membership Group shall consist of the Membership Secretary who will chair the Group, the Coaching Co-Ordinator, Welfare/Safeguarding Officer, Sponsorship Development Officer, Newsletter Editor, and Communications Officer.
7.2 The Group’s remit shall be to meet at regular intervals to safeguard all Members whilst developing their experience within the club and encourage a sense of togetherness. In addition, they will engage with the local community and foster a beneficial relationship to expand participation in the sport of flat green bowls and increase the Club’s position and exposure within the local area.
7.3 The Group shall seek proper authorisation from the Management Committee for any expenditure considered necessary or on any matters that affect Club policy and/or participation in the sport of flat green bowls and related social activities.
Section 8: Facilities Management Group
8.1 The Facilities Management Group shall consist of the Club Vice-Chairman who will chair the Group, the Bar Manager, Catering Manager, Chair of the Social Committee, Green Keeper and Maintenance Co-Ordinator.
8.2 The Group shall meet when necessary to consider areas of operation under its control. In particular, it shall identify any items that may have significant costs in order that a properly researched, written business case can be prepared and presented to the Management Committee for consideration.
8.3 The Bar Manager is responsible for the management and control relating to the smooth operation of the Club Bar through a team of member volunteers.
- A full set of accounts reflecting the total income and expenses will be maintained by the Bar Manager, or Bar Treasurer if appointed, and passed to the Club Treasurer for audit purposes and inclusion in the Club Annual Accounts.
- All monies taken over the Bar must be logged after each session and recorded in the Bar Accounts.
- The signatures of any one of two named Officers of the Club and the Bar Manager shall be required to validate all cheques drawn on Club accounts,
- The Bar Manager will provide a full report of Bar activities to the Management Committee at the end of each playing season.
- The supply of intoxicating liquor on the Club premises shall be only during the permitted hours as defined in the Club Premises Certificate.
- Intoxicating liquor shall not be supplied on the premises other than, and on behalf of, the Club and shall be limited to the following persons who must be over the age of 18 years:
ii. Visiting teams, their officials and supporters on the day of any match or tournament
iii. 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.
7. The consumption of alcoholic beverages which have not been purchased on the Club premises is strictly forbidden unless approved by the Bar Manager or the MC.
8. The Bar Tariff of prices of drinks available for consumption shall be clearly displayed at the Bar.
9. All bar prices will be ratified by the Management Committee.
10. The Bar Manager shall appoint an Assistant Bar Manager who will be responsible for learning the duties of the Bar Manager and be able to take over if necessary.
8.4 The Catering Manager is responsible for the management and control relating to the smooth operation of the Club catering facilities for all Club events through a team of member volunteers.
- At the start of each season the Catering Manager will agree with the Management Committee, through the Facilities Management Group, the level of refreshments for each type of match.
- Where the Club hosts high profile matches, a different level of refreshments may be required requiring additional support from volunteers.
- A cash float will be provided by the Club Treasurer to enable food etc. to be purchased.
- The Catering Manager will organise all Club raffles undertaken at matches. All proceeds shall be passed to the Club Treasurer.
- The Catering Manager will maintain a full account of all monies received and expenditure made and pass this to the Club Treasurer for audit purposes and inclusion in the Club Annual Accounts.
- The Catering Manager shall appoint an Assistant Catering Manager who will be responsible for learning the duties of the Catering Manager and be able to take over if necessary.
8.5 The Chairman of the Social Committee shall be responsible for the operation, developing and organising of the Social activities of the Club other than those directly related to the playing of bowls, gaining Management Committee approval prior to the commitment of any funding. The make up of the Social Committee shall be approved by the Management Committee.
8.6 The Maintenance Co-Ordinator will co-ordinate the day-to-day arrangements, at the Club, for all activities and oversee all domestic arrangements.
- They will be primarily responsible for liaising with sub-contractors, security and safety requirements, the supply of consumables, disposal of waste and liaison with any other outside contractors, actual or potential.
- In association with other members of the Facilities Management Group, the Maintenance Co-Ordinator will act as the Club Steward in the development of the Club facilities, during major work projects on the site by liaising with the work’s project manager, any specialist skills and outside contractors.
- They are responsible for ensuring that all works and non-playing activities are undertaken in a manner to least impact the smooth running of the Club, the playing facilities and with minimum impact on the Members enjoyment.
- They are responsible for the management and control relating to all of the required maintenance activities to the grounds surrounding the Green and to the Club’s buildings through a team of member volunteers.
- Each autumn, the Maintenance Co-Ordinator shall prepare a detailed plan of the maintenance operations that need to be carried out before the start of the next bowls season.
8.7 The Green Keeper is responsible for all operational activities on the Green through a team of member volunteers. They will agree and record a programme covering all the necessary activities to ensure that the Green operates at the highest possible standard.
- Specific care must be taken when handling dangerous chemicals (refer to the Club Codes of Guidance No 6 – COSHH Regulations). All chemicals used on the Green must be recorded in the appropriate record maintained in the Club Office.
- The Green Keeper is the primary decision maker with regard to determining that the Green is playable. In his absence the Assistant Green Keeper or a Club Officer or the Match Captain shall have that responsibility.
- The Green Keeper shall appoint an Assistant Green Keeper who will be responsible for learning the duties of the Green Keeper and be able to take over if necessary.
Section 9: Playing Committees
9.1 The Club will operate with a Men’s and a Ladies’ Playing Committee.
1. They will consist of: respective Club Captains (Chairman), Vice Captains, League Managers, Fixture Secretary and Competition Secretaries.
2. The Sunday Captain, Midweek Captain and Club Night Co-ordinator will sit on their respective Playing Committee dependent on whether they are male or female.
3. Each Committee will appoint one of their number to act as Secretary. They may if they wish call on the Club Secretary or Membership Secretary to take on this role which will be in an “ex officio” capacity.
9.2 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 Management Committee on the organisation, administration and progress of the Playing Activities of the Club and to seek authorisation from the Management Committee for any proposed changes to the playing activities of the club and any proposed expenditure considered necessary by either the Men’s or the Ladies’ Playing Committee.
9.3 A quorum for a meeting shall be 4 Members of the Committee and must include the Club Captain or Vice-Captain.
9.4 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.
Section 10: Finances
10.1 A full and detailed set of accounts reflecting the total income and expenditure of the Club shall be maintained by the Club Treasurer.
10.2 The Club Treasurer shall provide regular updates to the Management Committee on the financial position of the Club.
10.3 Audited accounts shall be submitted to the Club AGM each year. Advance copies of these accounts will be presented to the Management Committee prior to the AGM.
10.4 No debts shall be incurred except as specifically authorised and subject to any limit determined by the Management Committee and/or Trustees.
10.5 The signatures of two authorised Club Officers shall be required to validate all cheques drawn on the Club accounts.
10.6 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.
Section 11: Conduct and Discipline of Members
11.1 Every Member is deemed to have notice of, and undertakes to comply with, the Club Constitution, Rules and Codes of Guidance of the Club.
11.2 The Management Committee requires a high standard of behaviour from all Members at all times and expects them always to abide by decisions made by the Management Committee, Post Holders and Umpires.
11.3 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.
11.4 All disciplinary matters will be dealt with in accordance with Bowls England Regulation 9 (Misconduct) and the Club Codes of Guidance No. 1 – Discipline and Appeals Procedure.
11.5 Complaints of any nature shall be addressed in writing to the Secretary and dealt with under the Club Codes of Guidance No. 1 – Discipline and Appeals Procedure.
11.6 Should any Member, following due process, be expelled from the Club the former Member shall not be entitled to have any part of the annual subscription fee refunded and must return any property belonging to the Club without delay.
Section 12: Amendments to the Constitution
12.1 Any proposed alterations or amendments to the Club Constitution may only be considered at an AGM or at any EGM convened for that purpose.
12.2 Any such meetings shall comply with all the relevant provisions required to hold such meetings as laid down in Section 6: General Meetings above.
12.3 Any matter that may arise which in the opinion of the Management Committee is not provided for in this Constitution then the same may be determined by the Management Committee. Every such determination shall be binding on the Club and its Members unless or until set aside by a resolution of an AGM or EGM.
Section 13: Club Rules
13.1 The Management Committee shall formulate a set of Club Rules by which all Members are required to abide.
13.2 The Management Committee shall have full authority to change, or amend, the Club Rules as necessary but may also consult and seek approval of the full Membership where it deems this essential. Members wishing to propose changes to the Rules should send them in writing to the Club Secretary for presentation to the Management Committee for consideration.
Section 14: Statutory Requirements and Other Policies
14.1 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 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 Management Committee of actions necessary to ensure compliance. Certificates issued by the relevant regulatory body shall be held on file by the Secretary.
14.2 The Club shall adhere to Bowls England policies covering:
Section 15: Data Protection
15.1 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 on the 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.
15.2 The Club will comply with all the relevant provisions of the Data Protection Act 2018 with the Secretary being the nominated responsible Club Officer for these purposes.
15.3 Membership of the Club and acceptance of this Constitution by the Member will be deemed to constitute consent to the holding of relevant personal data for the purposes of the General Data Protection Regulations.
Section 16: Dissolution
16.1 If, at any General Meeting of the Club, a resolution be passed calling for the dissolution of the Club, the Secretary shall immediately convene an Extraordinary General Meeting to be held not less than one month thereafter to discuss and vote on the resolution.
16.2 If, at that Extraordinary General Meeting, the resolution is carried by at least two-thirds of the Members present together with any proxy votes, advised to the Chairman, the Management Committee shall thereupon, or at such date as shall have been specified in the resolution, proceed to realise the assets of the Club and discharge all debts and liabilities of the Club in consultation with the Trustees.
16.3 In the case of equality of votes the Chairman, or other nominated person, shall have a second and casting vote to resolve the matter.
16.4 If, upon the winding up or dissolution of the Club, there remains after the satisfaction of all its debts and liabilities any property whatsoever, the same shall not be paid to or distributed amongst the members of the Club.
16.5 Upon dissolution of the Club the Management Committee shall give or transfer the net assets remaining to one or more of the following:
(a) to another Club with similar sports purposes which is a charity,
(b) to another Club with similar sports purposes which is a registered Community Amateur Sports Club (CASC)
(c) to Bowls England for use by them in related community sports.
Section 17: Indemnity
17.1 Each Member of the Club (to the extent that such a person is not entitled to recover under any policy of insurance) shall 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 or incurred in good faith in the purported discharge of such duties.
17.2 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 Management Committee.
Section 18: Limitation of Club Liability
18.1 All references to the Club in this Section shall mean each and every individual Member of the Club from time to time.
18.2 Members are bound by the following Rule which shall also be exhibited in a prominent place within the Club premises:
Members, guests or visitors of the Club may use the Club premises, and any other facilities of the Club, entirely at their own risk and impliedly accept:
- The Club will not accept liability for any damage to or loss of property belonging to Members, Guests and Visitors
- The Club will not accept any liability for personal injury out of the use of the Club premises and other facilities of the Club either sustained by Members, or caused by the said Members, whether or not such damage or injury could have been attributed to, or was occasioned by, the neglect, default or negligence of any of them, the Officers, Post Holders, Trustees or Servants of the Club.