High Wycombe Bowling Club Constitution

HIGH WYCOMBE BOWLING CLUB

               Affiliated to Bowls England and Buckinghamshire Bowls Association

 

CONSTITUTION - 2017

1.      Title

1.1 The Club shall be called High Wycombe Bowling Club, hereafter to be                   referred to as "the Club" and shall be affiliated to Bowls England and                     Buckinghamshire Bowls County Association.

     2.Objects

           2.1 To foster and promote the sport of flat green bowls at all levels, providing opportunities for recreation and competition.

     3. Membership

3.1 Membership of the Club shall be open to any person, regardless of race, age, gender, sexual orientation, religious belief or ability, who completes a membership application form and pays the relevant subscription/joining fee as determined by the Club.

3.2 Classes of membership:-

1. Full member

2. Youth member in full time education (under 21 years of age)

3. Social member

4. Life member

4. Officers

3.3 Honorary Life Members may be recommended by the General Committee for acceptance by not less than a two-thirds majority of voting members present at an Annual General Meeting.

The officers of the Club are:-

President


Hon. Secretary

Hon. Treasurer

   Asst. Secretary

Asst. Treasurer

   Club Captain

Vice Captain - Ladies

Match Secretary

Competition Secretary

Bar Manager

Green Manager

Website Manager 

   Vice Captain - Mens

 

5. Election of officers

5.1 All Officers shall be elected at the Annual General Meeting of the Club, from, and by, the Members.

5.2 All Officers are elected for a period of one year, but may be re-elected to the same office or another office the following year.

6. General Committee

6.1 The affairs of the Club shall be controlled by a General Committee comprising the Officers and two other Members elected from, and by, the Annual General Meeting. The General Committee shall meet at agreed intervals and not less than four times per year.

6.2 The duties of the General Committee shall be:-

6.2.1 To control the affairs of the Club on behalf of the Members.

6.2.2 To keep accurate accounts of the finances of the Club through the Treasurer. These should be available for reasonable inspection by Members and should be examined by the appointed accounts examiner before every Annual General Meeting. The Club shall maintain a bank current account. Any cheques drawn against Club funds should be signed by the Treasurer and one other Officer.

No money may be borrowed or assets of the Club used in any way whatsoever as a form of security without the prior consent of a two-thirds majority of voting members present at a General Meeting and only after the necessary notices have been given.

6.2.3 To co-opt additional members to the General Committee as necessary.

6.2.4 To make decisions on the basis of a simple majority vote.

6.2.5 To appoint Sub-Committees as necessary to fulfil the Club's business.

6.3 Not less than 50% of members of such Committee shall constitute a quorum for all General Committee and sub-committee meetings.

6.4 The General Committee shall deal with all disputes except those arising from Club competitions.

6.5 The General Committee may from time to time make, vary and revoke the rules for the management of the internal affairs of the Club and the conduct of members. The rules in force from time to time shall be binding upon the members.

7. General meetings

7.1 The Annual General Meeting shall be held not later than 31st December each year. Written notice shall be given to Member of the Annual General Meeting no later than 1st September by either circulating an email message, a copy of the notice to every member at their home address who does not have a email address and posting the notice on the Club Notice Board and web site. Members must advise the Secretary in writing of any business to be considered at the Annual General Meeting at least 28 days before a meeting. The Secretary shall circulate or give notice of the agenda for the meeting to Members not less than 14 days before the meeting.

7.2 The business of the Annual General Meeting shall be to:-

7.2.1 Confirm the minutes of the previous Annual General Meeting and any General Meetings held since the last Annual General Meeting.

7.2.2 Receive the Treasurer's report, the examined accounts for the year from the Treasurer and agree the membership subscriptions for the following year.

7.2.3 Receive the annual report of the General Committee from the Secretary.

7.2.4 Receive the Match Secretary's report.

7.2.5 Elect the Officers and General Committee Members of the Club.

7.2.6 Transact such other business received in writing by the Secretary from Members 28 days prior to the meeting and included on the agenda.

7.3 Special General Meetings may be convened by the General Committee or on receipt by the Secretary of a request in writing from not less than one fifth of the Members of the Club. At least 14 days' notice of the meeting shall be given.

7.4 Nomination of candidates for election of Officers shall be made in writing to the Secretary at least 14 days in advance of the Annual General Meeting date.

7.5 At all General Meetings, the Chair will be taken by the President/ Chairperson or, in their absence, by a deputy appointed by the Members attending the meeting.

7.6 Decisions made at a General Meeting shall be by a simple majority of votes from those Full Members attending the meeting.

7.7 A quorum for a General Meeting shall be 33% of the membership of the Club.

7.8 Each Full, Life or Youth Member aged 18 or over shall be entitled to one vote at General Meetings.

8. Trustees

8.1 The assets of the Club shall be vested in three Trustees acting in the capacity of nominees for the Club. They shall be nominated by the General Committee at the first Committee Meeting following the Annual General Meeting to serve for a period of one year whereupon they shall retire but be eligible for re-appointment.

8.2 There shall be vested in the Trustees all the property of the Club other than cash and bank and similar accounts which will be under the control of the General Committee.

8.3 The duties, responsibilities and obligations of the Trustees shall be:-

8.3a As laid down in the lease dated 18th September 2007 between the Club and High Wycombe Bowling Green Co.Ltd. or any subsequent lease that may replace the aforementioned lease.

8.3b As laid down in the Appointment of Trust, which shall be duly signed by the Trustees upon their appointment.

8.4 In the event that no voting member(s) willing to accept the office of Trustee are available, then the Committee member in the order listed below shall be appointed as Trustees:    President     Hon. Secretary    Hon. Treasurer

9. Alterations to the Constitution

Any proposed alterations to the Club's Constitution may only be considered at an Annual or Special General Meeting convened with the required written notice of the proposal. Any alteration or amendment must be duly proposed and seconded. Such alterations shall be passed if supported by not less than two-thirds of those Members present at the meeting, assuming that a quorum has been achieved.

10. 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.

11. Dissolution

11.1 If, at any General Meeting of the Club, a resolution be passed calling for the dissolution of the Club, the Secretary shall immediately convene a Special General Meeting to be held not less than one month thereafter to discuss and vote on the resolution.

11.2 If, at that Special General Meeting, the resolution is carried by at least two-thirds of the Members present, the General 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.

12. Display of Constitution and Rules

Copies of the Constitution and Rules shall be displayed on the Club Noticeboard. On joining the Club, each member shall be given a copy of the Constitution and Rules and shall be bound thereby.

13. Statutory Requirements

The Club adheres to the statutory requirements of the following items of legislation:

13.1 Anti doping

13.2 Children and Vulnerable Adults

13.3 Discrimination, Equal Opportunities and Human Rights

13.4 Health and Safety

13.5 Insurance and Indemnification

13.6 Misconduct, Suspension and Exclusion of Members

The Club follows the guidelines issued by Bowls England and the Buckinghamshire Bowls Association. The Club also abides by the Conditions of the Licensing Act 2007 and the Premises Certificate issued by Wycombe District Council.

High Wycombe Bowls Club   1st May 2015

 

HIGH WYCOMBE BOWLING CLUB RULES      

                            (INCLUDING BYE LAWS)

The General Committee (hereafter referred to as the Committee) may from time to time make, vary and revoke rules and regulations for the management of the internal affairs of the Club and the conduct of members. The rules (including Bye Laws) in force from time to time shall be binding upon the members.

1. COMMITTEES

1.1a The Selection Sub-Committee for general club matches - shall be charged with the selection of persons to be included in the teams and shall consist of:-

Club Captain    Ladies' Vice Captain    Men's Vice Captain

1.1b The Selection Sub-Committee for County and National competitions - shall be charged with the selection of persons to be included in the teams and shall consist of:-

Ladies: 3 ladies to include Club Captain (if applicable), ladies Vice Captain and one or two other ladies;

Men: 3 men to include Club Captain (if applicable), men's Vice Captain and one or two other men.

1.1c The Finance Sub-Committee shall be charged with the day to day administration of the Club's finances and shall consist of:-

Hon Treasurer   Hon Secretary  Hon Assistant Treasurer    One other member of the Committee.

1.1d The Bar Sub-Committee shall manage the purchases and sale by the Club of intoxicating and non-intoxicating liquors, tobacco and other commodities and shall consist of:-

Bar Manager    Hon Treasurer or Hon Assistant Treasurer  One other voting member.

Their duties will include, but are not limited to:-

General cleanliness of the bar area.

Appointment and training of bar staff.

Security of premises

Purchasing of supplies.

Bar prices recommendations.

1.1e The Club Competition Sub-Committee shall be charged with the organisation and management of Club competitions and tournaments and shall consist of:-

Competition Secretary  Club Captain  Both Vice Captains

They shall also be responsible for handicapping and competition disputes.

1.2 All sub-committees will meet when necessary to carry out their responsibilities. They will report to the Committee as required.

2. NOMINATIONS

2.1 Any member of the Club eligible to vote may nominate or propose any other member for election to the Committee providing the nominee has attained the age of 18 years before nomination and has been a member of the club for one complete outdoor playing season.

2.1a Nominations to become members of the Committee must be supported by the signatures of proposers and seconders and counter-signed by the nominees to indicate their willingness to serve.The Secretary shall exhibit a nomination form for this purpose on the Club Noticeboard not later than 1st September.Nominations shall close 14 days prior to the Annual General Meeting.

2.1b It is the duty of nominees, prior to accepting a nomination, to familiarise themselves with the duties of the office for which they have been nominated. 

3. GREEN RANGER(S)

 The Committee shall act as Green Rangers, who have the following duties:-

4.1a With the Greenkeeper, have charge of the green and surrounds.

4.1b Maintain correct behaviour on the green in accordance with Club rules.

4. FINANCIAL

4.1 The financial year of the Club shall end on 30th September each year .All income received on account of the Club shall be applied towards carrying out the objectives of the Club according to the Constitution and Rules.

4.2 No member shall be permitted to commit the Club to any form of expenditure in excess of a sum equal to the annual subscription without the minuted authority from the Committee.

4.3 Before leaving the premises members are expected to pay all bills for every expense which they or their guests incur at the Club.

4.4 No member, having ceased to belong to the Club either by resignation or otherwise, shall be entitled to have any part of their subscription or fees refunded.

4.5 Indemnity

Except such loss as arises from their respective wilful default, the Trustees and members of the Committee shall not be liable (otherwise than as Members)for any loss suffered by the Club as a result of the discharge of their respective duties on its behalf, and they shall be entitled to an indemnity out of the assets of the Club for all expenses and other liabilities incurred by them in the discharge of their respective duties.

5. MEMBERSHIP

5.1 The Committee shall have absolute discretion to control the number of members admitted to the Club.

5.2 A candidate shall complete the form of Application for Membership and be proposed and seconded by two full playing members of the Club, who shall vouch for the candidate's fitness for membership.

5.3 The completed form of Application for Membership shall be displayed on the Noticeboard for a minimum period of seven days to permit objections by playing members and the applicant should be granted provisional membership.

5.4 Membership shall be refused if the applicant does not meet the requirements of national and/or county regulations.

5.5 If any objection is raised then the application will be considered by the committee before a decision is made.

5.6 Provided that no objection is made, then the Secretary shall advise the candidate of acceptance (and proposers if not accepted) and issue a membership card after receipt of the fee.

5.7 Conditional that a minimum of two days must have elapsed since the acceptance of their application, the candidate shall become a member with full privileges of membership.

5.8 At the discretion of the Committee, new members may be required to see the Club Coach, prior to using the Green. New members, who have little or no experience of bowling on an outdoor green, should have instruction/coaching prior to bowling on the Green.

5.9 Membership of the Club shall be open to men and women, either playing or non- playing, whose terms of membership shall be as follows

5.9a Full Member - appropriate fee.

  5.9b Youth Bowling Member - appropriate fee. Under the age of twenty-one years in full time education.

5.9c (i) Social Member - appropriate fee. Defined as persons interested in the activities of the Club. Persons may become social member subject to the procedure for election of members as defined in rules 6.2 to 6.7.

(ii) Social members who have previously paid a full subscription for 2 complete years will be allowed to have roll ups on weekday afternoons between 2pm and 5pm by paying the green fees set by the committee.

This is subject to availability of rinks. (If rink space is limited priority will be given for full members).  They will not be eligible to play in matches or competitions or have a vote at any General Meetings.

5.10 Every person nominated for membership shall become a Member if his or her application is accepted and has paid the subscription for the current year. Membership may be refused without reasons being given for doing so.

5.11 The Secretary shall keep a register of Members and enter in it the names, home and email addresses, mobile and landline telephone numbers of all persons who become Members.

5.12 A Member shall cease to be a Member if:

5.12a he or she gives to the Secretary written notice of resignation of his or her membership;

5.12b he or she fails to pay any subscription within one month after the due date of payment.

5.12c the Member having committed some act or been guilty of behaviour inconsistent with membership of the Club, the Committee resolves by a majority of three quarters to suspend him or her from membership.

6. SUBSCRIPTIONS

6.1 All subscriptions shall be reviewed annually by the Committee upon recommendation of the Finance Sub-Committee and presented to the Annual General Meeting for approval.

6.2 All membership subscriptions are due on the 1st April following the Annual General Meeting. Subscriptions may be paid in 3 equal instalments.

The 1st should be dated on or before 31st March, the 2nd on or before 30th April and the 3rd on or before 31st May. Competition entry fees should be added to the first payment.

6.3 New members joining the club at the beginning of the season who have not previously bowled outdoors should be offered a 50% reduction in the membership subscription for the first year. Those joining later may be offered a pro rata fee at the discretion of the committee.

6.4 Any member whose competition fees remain unpaid at the due date will not be eligible to play in club competitions.

6.5 The Club should not expect the Captain and President to incur more expenses than other members.

7. RIGHTS OF MEMBERS

7.1 Every member shall, subject to the rules and byelaws for the time being I force, be entitled in common with other members to use and enjoy the Club premises and amenities thereof.

7.2 The Committee shall, after due investigation, have the power to suspend or cancel the membership of any member whose conduct is contrary to the interests of the Club or injurious to it's reputation. The member has the right to appeal.

7.3 Member may resign their membership at any time by giving notice in writing to the Hon Secretary.

8. HEALTH & SAFETY

8.1 All members, visitors, guests and employees must observe health and safety requirements.

8.2 At the first Committee Meeting after the Annual General Meeting, a committee member will be nominated to be responsible for health and safety.

8.3 This subject is to be included in the agenda of every Committee Meeting.

9. DISPLAY OF RULES

A copy of these rules shall be displayed on the Club Noticeboard. On joining the Club, each member shall be given a copy of these rules and shall be bound thereby.

10. GENERAL REGULATIONS

10.1 Separate ladies' and men's sub-committees may be formed to discuss matters unique to them if it is an advantage to do. Decisions on issues relating to the whole Club should be referred to the Committee.

10.2 A list of the names and addresses of all members of the said Club shall be kept on the premises. The number of playing members will be limited to a total decided by the Committee.

10.3 The Pavilion and facilities shall be open and closed at such hours, as from time to time the Committee shall determine.

10.4 No member shall take away from the Club premises any article whatsoever being the property of the Club without Committee permission.

10.5 Any member breaking or damaging the Club's property shall report such breakage or damage to the Hon Secretary and, at the discretion of the Committee, be required to make good such damage or breakage.

10.6 Any suggestions, complaints or communications to the Committee by members must be made in writing to the Hon Secretary.

10.7 All belongings not marked and left on the Club premises will be placed in store and may be disposed of it not claimed within three months.

10.8 Members and visitors are requested not to leave money or articles of value in the changing rooms. The Club accepts no responsibility of liability for any belongings left on the premise.

10.9 The Club accepts no responsibility or liability for any motor car or other vehicle, or any property left therein, while on the Club premises.

10.10 No form of notice or placard - written or printed - shall be posted on the premises or surrounds, nor existing notices interfered with, without the prior sanction of the Committee.

10.11 Lockers may be made available to playing members on application to the Hon Secretary, subject to availability and at the Hon Secretary' discretion. Any locker allocated shall be given up at the reasonable request of the Hon Secretary and the key returned.

10.12 Keys to the Clubhouse will be made available to playing members on application to the Hon Secretary and on payment of any fee that may be applicable.

10.13 Keys to the Main Gate will be issued to members who essentially need them for access. When a combination lock is used, the combination number should be available to all members.

10.14 The Hon. Secretary will maintain an adequate supply of club badges, ties, stickers, etc and these will be available to members at prices listed on the membership renewal form.

11. FIXTURES

11.1 The fixtures can be a combination of:-

Ladies only      Men only     Mixed         Ladies and men's rinks

11.2 Determining factors are:-

Members' requirements & availability

Opposition requirements

External requirements

11.3 Club facilities shall occasionally be available for exclusive use by external bowls organisations- e.g. County matches - with approval of the Committee.

12. SELECTION & CAPTAINCY

12.1 A Captain's co-ordination meeting should be held between the AGM and February Committee Meeting to appoint the additional selector and establish guidelines for the season such as:-

Selection times and team sheet publication

Selection policy and records

Handling selection complaints

Control of green usage

Captain's Office - access; keys

Consistent match policy

Welcome new member at signing-on

Monies - match fees; raffle - forms, procedures

12.2 Members should check the team sheet. This information will be displayed on the club's website but confirmation will remain by ticking their name in person or by telephone. A selector should notify reserves if subsequently required to play.

13. COMPETITIONS

13.1 Playing rules for Club Competitions will be posted separately and will be binding.

13.2 Any player, having won a singles competition at this or a previous club shall not be eligible to enter the novices' competitions.

13.3 The Competition Secretary will ensure that the Honours Boards are updated during the winter.

14. CONDITIONS OF PLAY

14.1 The condition of play and mode of attire shall be as laid down by the Committee from time to time and shall be prominently displayed in the Club Pavilion and/or Changing Rooms.

14.2 Playing members may be permitted to use the green at all reasonable times, subject to availability due to maintenance, and providing Eternal Competitions, League Matches, Club Matches and Club Competitions take precedence in that order in the event of dissent, the decisions of the captain, vice captains or Secretary - or, if they are unavailable, any other committee member - shall be final. External competition rules require some choice of rinks for visiting opponents so there must be one extra rink available for the draw to be made when visiting players arrive. For example, if there are 3 external matches,4 rinks must be available for the draw. After the draw has been made, the spare rink can be used for internal use. All afternoon competition matches should be scheduled to start early enough to ensure that, in normal circumstances, they will be finished by 6pm.

14.3 During evening sessions, one rink is to be made available for roll-ups unless exceptional circumstances prevail whereupon the Competition committee shall adjudicate.

14.4 Identification of the need for seven rinks and approval by a Captain must take place at least 48 hours before they are required.

14.5 There will be no running on the green nor bowling in such a manner that it causes damage to the green.  Active green rangers are empowered to police the green at all times to ensure that bad bowling does not   damage it.

15. CATERING

15.1 Every playing member is expected to prepare, serve and clear away for at least two weekend or special midweek sit down meals during the playing season. Additionally, tea and biscuits for midweek matches also have to be served and extra help with catering for special matches is expected. Members who assist with bar and green work are expected to cater for at least one meal each season.

Members will be allocated to matches by the committee; it will then be for members to arrange coverage should they not be available on a particular date.

16. VISITORS

16.1Visitors to the Club shall be subject to the following conditions.

16.1a A member may introduce guests into the Club and shall be responsible for their conduct and all payments due in respect of them. By exception, there will be no guest limit at social functions.

16.1b No person whose application for membership has been rejected, nor former member, whose membership has been suspended or terminated, may be introduced as a social guest.

BAR BYE LAWS

1. The operation of the bar is subject to the Licensing Act 2003 and the amendments of 2011 and also according to the conditions of the Premises Certificate issued by Wycombe District Council.

Retailing of intoxicating liquor in the Club premises will be allowed during the hours decided by the Committee. The permitted hours will be exhibited on the Club Noticeboard.

2. Intoxicating liquor shall not be provided to:-

2a A member who has less than two clear days of membership or the guest of such a member.

2b A person to whom the sale of intoxicating liquor is not permitted under the conditions of the Licensing Act 2003 and the amendments of 2011. The Club operates an Age Verification Policy.

3. Intoxicating liquor shall not be supplied for consumption off the premises except to a member in person.

4. The Bar Sub-Committee shall maintain adequate supplies of intoxicating and non-intoxicating liquors, tobacco and other commodities and arrange to retail them to members at prices, which do not involve the Club in a financial loss.

5. No person shall receive at the expense of the Club, any commission, percentage or similar payment on or with reference to any goods referred to in 4.

6. No person shall derive - directly or indirectly - any pecuniary benefit from the supply of any goods referred to in section 4, by or on behalf of the Club, to members or guests. This is apart from any benefit accruing to the Club as a whole and also apart from any benefit, which a person derives indirectly by reason of the supply giving rise to- or contributing to- a general gain from carrying on of the Club.

High Wycombe Bowls Club  1st May 2015