AMESBURY BOWLS CLUB
A COMMUNITY AMATEUR SPORTS CLUB
Reg No 04597
RULES AND CONSTITUTION
Part 1 – THE CONSTITUTION
AMENDED OCTOBER 2016
1. The Club will be called “AMESBURY BOWLS CLUB”
Hereafter to be referred to as "the Club" and shall be affiliated to Bowls England, Bowls Wiltshire or their successors and to other Bowling Associations as the General Committee shall decide.
To foster, develop and promote the game of Lawn Bowls at all levels, providing all members of the Community an opportunity to enjoy the sport and to develop individual skills in competitive and recreational bowls. The club shall adopt and conform to Bowls England Rules and Regulations and the Crystal Mark Laws of the Sport of Bowls
Membership of the Club shall be open to anyone interested in the sport on application, regardless of sex, age, disability, ethnicity, nationality, sexual orientation, religion or other beliefs.
The Club may have different categories of membership and subscription on a non-discriminatory and fair basis. The Club will decide upon subscription levels, which will not pose a significant obstacle to people participating. However, the number of members may be limited in recognition of the available facilities provided by the Club; if such an event should occur, the limitation would be on a non-discriminatory basis.
The Club Committee may refuse membership, or remove it, only for good cause such as conduct or character likely to bring the Club or sport into disrepute. Appeal against refusal or removal may be made to the members.
The Club membership will consist of:
3.1 Full Members.
Shall be playing members over the age of 18. Membership of the Club shall be open to any person who completes a membership application form and pays the relevant subscription /joining fee as determined by the Club, subject to Clause 3 (above).
3.2 Honorary Life Members.
“Honorary Life Membership” may be confirmed on a Full or Social Member of the Club by an 80% majority vote at a General Meeting. Nominations for consideration must be given in writing to the Secretary 28 days prior to the General Meeting.
3.3 Junior Members
Shall be classified as any young player up to and including 18 years of age or in full time education at the start of the season that is as of 1st April of that year. Junior members will be entitled to the same playing privileges as that of a Full Member.
3.4 Social Members.
The Management Committee shall have the power to appoint any person a Social Member, and shall be limited to such numbers as the Management Committee shall decide in the best interests of the Club.
A social member is some-one wishing to partake in and use the social facilities of the Club and opting NOT to use the green under any circumstances. However, the one exception to this is where a full member wishes to take a year or two out as a result of health or employment and joins as a Social member. Under these circumstances they may roll-up for up to four times per year as detailed for guests
Social Members of Amesbury Bowls Club who are bowling members of another affiliated club may at the discretion of the selection committee be invited to play on occasions in a friendly match for the club.
3.5 Temporary Members.
All members of visiting teams or visiting opponents in matches shall automatically become Temporary Members of the Club for the day of their visit only, due notice of which shall be posted on the Club Notice Board. The Management Committee is empowered to elect other Temporary Members on payment of the appropriate fee subject to a proposer and seconder.
4. LIST OF MEMBERS
The Management Committee shall keep for reference, on the Club premises, a list of members and their addresses as required under the Licensing Laws. Every member shall within fourteen days give to the Secretary notice of any change of address.
5. ADMISSION OF MEMBERS
Prospective new members must be proposed by either a Full or Honorary member and his or her name must be posted on the notice board for at least fourteen days before his or her name be submitted to the Management Committee for acceptance. Should any existing Full or Honorary Member have a cause to object to any nomination, the nature of such cause should be made in writing to the President via the Club Secretary for consideration.
The nominated officers of the Management Committee, in an interview with the prospective new member will explain the objects and policy of the Club and ascertain the prospective member’s attitude and intentions as a member. The Officers will take note of any objections received from members and will inform the prospective member whether the application is approved or not. The Secretary will confirm the decision in writing.
6. CESSATION OF MEMBERSHIP
A member shall cease to be a member if he/she resigns by giving their notice in writing; or if he/she is requested to resign by a resolution of the General Committee; or if his/her annual subscription remains unpaid by the due date. At such time any properties belonging to the club shall be returned.
7. ANNUAL SUBSCRIPTIONS
Annual subscriptions shall become due on April 1st each year and be paid by this date. Any member who has not paid by the April 7th shall (temporarily) cease to be a member and will not be entitled to use the Club premises. Members who have not paid by 7th April will be required to pay a £10
re-application fee in addition to their subscription.
The annual subscription will be recommended by the Management Committee prior to the Autumn General Meeting and will be ratified by the members present.
The subscriptions will be as follows:
(a) Full Members the full amount as set by the Autumn General Meeting.
(b) Full Members who are 80 years of age or over, on the 1st April, will subscribe a percentage of the full subscription in (a) above; such a percentage to be set down by the Management Committee prior to the Annual General Meeting.as prescribed in Clause 8.1(ii)
(c) Junior Members up to and including 18 years of age, on 1st April, be free for the first year of membership and then set at the discretion of the Management Committee prior to the Autumn General Meeting.
(d) Social Members fees set at the discretion of the Management Committee.
8. THE ANNUAL GENERAL MEETING
The Annual General Meeting shall be held not later than the end of October in each year, on a date fixed by the Management Committee, Twenty one clear days written notice of the Annual General Meeting shall be given to Members. Members must advise the Secretary in writing of any business to be considered at the Annual General Meeting at least 14 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 by circulating a copy of the notice to every member and posting it on the Notice Board.
8.1 The business of the A.G.M. shall be to:-.
(i) Confirm the minutes of the previous Annual General Meeting and any General Meetings held since the last Annual General Meeting.
(ii) Receive a summary of the accounts for the current year, to date, from the Treasurer.
(iii) Decide the subscription rates and other fees for the forthcoming year.
(iv) Receive the annual report from the Secretary.
(v) Elect accounts examiners.
(vi) Elect the Officers, Committee Members and Delegates of the Club as prescribed under Clause 8.2 referred to as “The Officers”. In addition four Full Members shall also be elected to complete the composition of the Management Committee.
(vii) Transact such other business received in writing by the Secretary from Members 14 days prior to the meeting and which is itemised on the agenda.
8.2. Election of Officers
All Officers, Members of sub-committees and delegates to outside organisations shall be elected at the Annual General Meeting of the Club, from, and by, all members entitled to vote.
All Officers shall be elected for a period of one year, with the exception of the Secretary and Treasurer who shall be elected for a period of three years. Retiring Officers may be re-elected to the same office or another office in the following year.
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.
Only lady members will be entitled to elect the Lady Captain and other gender specific positions and only men entitled to elect the Men’s Captain and other gender specific positions.
Election of the Management Committee will be undertaken by a ballot.
Proxy votes will be accepted and counted in the ballot. Eligible members will only be permitted to use a proxy vote where they have provided their apologies (for absence) to the Club secretary, prior
to the A.G.M.
The President of the Club or the Vice-President in their absence will have the entitlement of a second and casting vote, which can be applied in all voting at either the A.G.M. or General and Special Meetings.
9. GENERAL & SPECIAL MEETINGS
A General Meeting shall be held in March or April on a date to be fixed by the Management Committee to transact business of the Club and to receive the accounts of the Club made up to 31st December.
The Secretary shall call a Special General Meeting in the following circumstances:
(a) Upon the direction of the Management Committee.
(b) At the request, signed by one fifth of the members, stating the special objectives thereof. (No business other than that for which the meeting is specifically called shall be brought before a Special General Meeting).
(c) At least 21 days’ notice of the meeting shall be given.
(d) In the event of the dissolution of the Club, as provided in Clause 17.
9.1 A Quorum.
25% of eligible members will form a quorum for General and Special Meetings.
50% of eligible members will form a quorum for all Committee Meetings
At all A.GM’s, General and/or Special Meetings the Chair will be taken by the President or Vice President or, in their absence, by a deputy appointed by the Management Committee.
10. VOTING AT MEETINGS
Decisions made at an A.G.M. General or Special Meeting shall be by a simple majority of votes cast by those members attending the meeting and entitled to vote. In the event of equal votes, the President shall be entitled to a second and casting vote.
Where voting is by ballot, a returning officer will be appointed prior to the voting to adjudicate the ballot and to notify the Chairman of the result of the ballot accordingly.
Voting rights are restricted to Full and Honorary Life Members and will be undertaken with recognition of the provisions of the Equality Act 2010. The rights and privileges of a member shall not be transferable
11. MANAGEMENT COMMITTEE
The Management Committee shall consist of: President, Vice President, Secretary, Treasurer, Assistant Treasurer, Fixture Secretary, Ladies and Gentlemen’s Captains (The Officers), and four Full Members all of whom shall be elected by ballot at the Annual General Meeting.
They shall control the management of the Club, have the power to control or dismiss any servant of the Club, and purchase such articles, as they deem necessary.
The President as Chairman, and in his absence, the Vice President, shall have the casting vote.
Any vacancy caused by resignation or otherwise, may be filled by the Committee who have the power to co-opt.
Notwithstanding the provision of Clause 11, The Management Committee may co-opt an additional Full Member onto the Committee in a non-officer capacity, where deemed necessary or appropriate, as determined by the aforesaid Management Committee.
11.1. Bye - Laws
The Management Committee shall have the power to make such bye - laws, as they consider necessary, providing that no such bye - law conflicts with any of the Club Rules. The bye - laws will be displayed on the Club Notice Board, and shall be deemed passed for inclusion in the rules in the next General Meeting.
12. GREEN COMMITTEE
A Green Committee shall be appointed by the Management Committee at their first meeting after the Annual General Meeting. It shall be chaired by the President, or a member nominated by the President and approved by the Management Committee, plus five other members.
It shall be responsible for the maintenance of the Green and its surroundings. The Green Committee shall make recommendations to the Management Committee for all expenditure.
The Chairman may, if he or she wishes, appoint one of the members of the Green Committee to be the Green Keeper.
The composition of the Green Committee shall be displayed on the Club Notice Board before the Spring Meeting.
13. BOWLS COMMITTEES
The Men’s Committee shall be comprised of: Captain, Vice-Captain, Men’s Secretary, Bowls Wiltshire Representative, S&D Representative, plus three Full Members.
The Ladies Committee shall be comprised of: Captain, Vice Captain, Secretary, plus three Full Members.
Members of both Committees shall be elected at the Annual General Meeting.
From these Committees Selection Committees shall be formed.
14. FINANCIAL CONSIDERATIONS
If on any occasion it is decided by the Management Committee that it is necessary to raise a loan, the details must be presented to the Trustees for their consideration and full approval.
14.2 Audit of Accounts
Two scrutineers shall be appointed at the Annual General Meeting and they shall audit the accounts presented to them by the Treasurer.
14.3 Non-profit Making
All surplus income or profits are re-invested in the Club. No surpluses or profits will be distributed to members or third parties.
15. 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.
Four members of the Club shall be Trustees in who all funds of the Club shall be vested.
The Trustees shall be appointed at a General or Special Meeting but no Trustee shall be either the Secretary or the Treasurer of the Club. The Trustees shall be Full or Life Members of Amesbury Bowls Club with a minimum of three years membership, but shall relinquish office if they become bankrupt or of unsound mind.
Any Trustee may be removed from office by a resolution passed by a majority of members present and voting at a General or Special Meeting. Unless so removed, every Trustee shall deal with funds and property of the Club vested in them as directed by resolution of a General or Special Meeting of which, an entry in the minute book shall be conclusive evidence,
The Trustees of the Club shall not, without the sanction of a General Meeting of the Club, demise, underlet, exchange, sell or otherwise dispose of all or any parts of the lands, buildings, tenements or hereditaments of the Club, provided nevertheless, that no mortgagee or other person advancing money to the Club shall be concerned to see that any money is advanced to him or her is wanted for any purpose of the Club, or that no more than is wanted is raised or borrowed.
Any Trustee shall be indemnified out of Club property against risk and expense, except for such funds of the Club as may actually be received by him or her.
Trustee’s names shall be displayed on the Club’s general notice board.
Any casual or temporary vacancies arising among the Trustees of the Club will be filled by the General Committee.
The Trustees shall be entitled to attend all Committee meetings of the Bowls Club but shall not be entitled to vote unless he/she is an elected member of that committee.
If at any General Meeting of the Club, a resolution were passed for the dissolution of the Club, the Secretary shall immediately convene a Special General Meeting of the Club to be held not less than one month thereafter to discuss and vote on the resolution.If at that Special General Meeting, the resolution is carried by at least two-thirds of the Full Members present at the meeting, the Management Committee shall, thereupon, or at such date as shall have been specified in the resolution, proceed to realize the assets of the Club and discharge all debts and liabilities of the Club.
After discharging all debts and liabilities of the Club, the remaining assets will not be distributed amongst the Full Members of the Club, but shall be given or transferred to some other voluntary Organisation having objects similar to those of the Club, the sport’s governing body or a registered charity
18. CHANGES TO THE CONSTITUTION
Any proposed alterations to the Club's Constitution and Rules 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.
Part 2 – The RULES OF THE CLUB
These rules may only be amended at a General Meeting or Special General Meeting called for that purpose. Notice of any proposed rule change amendments must be sent to the Secretary and shall be displayed in the Clubhouse at least 14 days prior to the meeting at which the amendment is to be submitted. Any amendment shall require the approval of at least two thirds of the members present at such a General or Special Meeting.
1. THE GREEN
The Green will be opened for the season during April each year .and close approximately at the end of September at dates confirmed by the Management Committee. All play shall be subject to Bowls England rules. The use of the green will be at the discretion of the Green keeper or Chair of the Green Committee or in their absence a member of the Green Committee.
2. CLUB OPENING
The Club will be open during the year the times of which will be subject to the discretion of the Management Committee.
3. BAR - PERMITTED HOURS OF OPENING
The permitted opening hours during which intoxicating liquors may be supplied to members for consumption on or off the premises shall be in accordance with the licensing laws prevailing at the time.
4. PERSONAL POSSESSIONS
4.1 Limitation of Club Liability
Members are bound by the following Rule which shall also be exhibited in a prominent place within the Club premises:
Members of the Club may use the Club premises, and any other facilities of the Club, entirely at their own risk and impliedly accept:
(a) The Club will not accept any liability for any damage to or loss of property belonging to members on club premises or its surrounds, including the adjacent car park.
(b) The Club will not accept any liability for personal injury arising out of the use of the Club premises, any 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, Committee, Trustees or Servants of the Club.
4.2 Data Protection
Membership of the Club and acceptance of these Rules by the member will be deemed to constitute consent to the holding of relevant personal data for the purposes of the Data Protection Act.
5. APPOINTMENT OF CLUB COACH
The Management Committee shall appoint a Qualified Bowls Coach(s) who shall coach members and advise on the interpretation of the rules of the game and Green etiquette.
6. DRESS ON THE GREEN
Club Shirts to be worn when representing the club, together with grey or white below the waist, which, will be specified on the team sheet.
At other times club shirts or white tops with collar and sleeves must be worn.
Fleeces, jumpers or cardigans if worn should be plain white
Jackets if worn should be regulation predominantly white or official club coloured jackets.
Grey or white regulation or tailored trousers (no jeans, denims, cord or cargo trousers)
Grey or white regulation trousers, culottes or crops (no jeans, denims, cord or cargo) Skirts if worn must be regulation.
Grey or white smart knee length regulation or tailored shorts (this does not include beach, football, athletic or other sports/casual shorts) together with white long, ankle or trainer socks may be worn on the green. Refer to BE & BW Guidance for the wearing of shorts.
Hats – Predominantly white
Rainwear – Predominantly white or official club coloured jackets.
Regulation bowling shoes with smooth flat soles MUST be worn at all times when on the green.
For those members playing in National & County competitions and matches please adhere to the published dress code.
Please remember that even for casual bowling you must wear the appropriate dress.
7. BOOKING OF RINKS
Note: - To allow maintenance and preparation the opening times of the Green for bowling will be advised by the Green Committee and displayed in the Changing rooms and equipment shed.
SET DATE National and County Competitions take priority (These dates will be avoided by the Fixtures Secretary)
All league matches, gala days, finals and occasions when the Green is made available with the consent of the Management Committee to other clubs or Associations e.g. Bowls Wiltshire and Salisbury & District.
All rinks will be reserved provided rinks are available after first accommodating SET DATE County Competitions on a Tuesday Evening for Club Night.
Rink 1 should not be used for League, National and County Matches/Competitions, unless under exceptional circumstances and with prior approval of the Management Committee.
Rinks may be booked by members on a first come first served basis. Priority may only be claimed if the rinks are already fully booked and a rink is required for a set date County competition. In this case the member must raise the matter with his or her Captain who shall allocate a rink in a fair manner and in consultation with the other Captain if necessary.
7.1 NEW BOWLERS
Coaching of new bowlers shall take place on Rink 1 and if numbers require Rink 6 may be used. Other rinks may be used at the discretion and with prior approval of the Management Committee.
8. ROLL - UPS
After first checking if any rinks are booked for Competitions, players may enter the Green and commence play first using the outer rinks 1 and 6. If these rinks are full use rink 2 then 5 and if necessary rinks 3 and 4. This reduces the use of the four inner rinks, allowing the rinks to recover, since these are the ones used most frequently for League games and Competitions. If there are no vacant rinks available additional players may join others using rinks for Roll-ups. For visitors, Clause 10 (below) refers.
Rinks may not be booked for Roll - Ups. Double booking is not allowed.
9. HIRE OF BOWLS
Any member who uses Club Bowls shall pay a hire charge, the amount of which shall be determined by the Management Committee.
Visitors who are competent bowlers may “roll up” on the Green up to four times per year on payment of a green fee. They will be deemed to be a temporary member upon signing the Visitors book. The green fee will be determined by the Management Committee, displayed on the Club notice board and reviewed annually.
A member may invite a guest(s) to the Club for a roll-up for up to four times a year providing that:
(a) The guest resides outside the area normally covered by the Club.
(b) The guest is a competent bowler – this defined as currently being a member of a Bowls Club or has been a member of a Bowls Club
(c) To comply with insurance requirements the member must complete their details in the Visitors Book and pay the appropriate fee
for rink and bowls hire.
A person attending the club to try the game of bowls will be deemed to be a temporary member upon signing the Visitors’ book.
Note - A roll –up is an ad hoc game of bowls or practice strictly outside of any organised event
10.1 Non-Playing Guests
Members of the club shall be allowed to introduce non playing guests to the club at any time subject to the following:
(a) Introduction of guests shall be limited to four
(b) A member accompanying a guest to the club shall immediately upon admission of such guest to the premises, enter the date, name and address of such guest in the book provided for that purpose and sign each entry
(c) A member may accompany their spouse/partner to the club on any occasion without limit, subject to their details being registered by 1st April annually. If they wish to attend the club unaccompanied they will be required to apply for Social membership and pay a fee notified by the Management Committee
The following shall not be admitted as guests:
(i) Former members who have been expelled or who are under suspension.
(ii) Persons, who having been nominated for membership, have been rejected.
11. SELECTION FOR TEAMS AND MATCHES
Members selected as reserves, shall confirm their availability by ticking the list on the notice board. Anyone who intends to travel direct to an away match should indicate this on the list by assigning the letter D beside their name.
12. REPORTING FOR MATCHES
Members selected to play but who are unable to play shall notify the team Captain of the day as soon as possible. Members selected for matches shall report their presence to the team Captain of the day not less than ten minutes before the scheduled starting time.
In the event of a team member failing to report and without contacting the Club with a legitimate reason, the reporting reserve will be invited to play.
13. CLUB COMPETITIONS
Members entering Club Competitions must insure that they are available to play on Finals weekend should they progress that far. Members who find that their situation has changed since entering must withdraw from competitions immediately. Extenuating circumstances must be presented to the relevant Bowls Committee for their decision.
Smoking is banned on the green and the surrounds. Smoking is only permitted in the designated smoking area provided.
15. MISCONDUCT OF MEMBERS
A member shall be reprimanded, suspended or expelled from the Club if at any Special Management Committee Meeting called for that express purpose, a majority of those present hold him / her to have contravened the rules or conducted themselves in an unacceptable manner.
Any disciplinary matters will be dealt with in accordance with Bowls England Regulation No.9 -Disciplinary Regulations.
All members are obligated to follow the Rules as detailed herein.
It is important that the building is properly locked when vacated. This responsibility rests with every member and it is erroneous to assume that nothing will happen if the building is left unlocked. When the building is open, make sure that you have a key if you are likely to be last out.
Arrangements are made for locking up in the evening and after matches. However if you find the building unlocked when you believe it should not be so, contact a committee member so that the situation can be rectified. If a stranger enters the building challenge them, don’t assume they have a legitimate reason for being there. If you are in the club house by yourself it is sensible to lock the door from the inside. Keys for the Ladies & Mens Changing rooms are available for a returnable deposit from the Club Treasurer.
Members should read the notice boards regularly. We try to keep everyone up to date but this does rely on members reading the information provided. There are also various notices of a more permanent nature around the Club which are there to assist the Club members.
18. CLUB EQUIPMENT
Club equipment should be returned to its correct place after use. Currently 2m sticks, scoreboards, jacks, red and white bowl and jack indicators, mats and pushers are kept in the Equipment shed. Please ensure all equipment is returned after use and the shed is locked. Club bowls should be returned to the location from which they were borrowed. Club equipment must not be removed from the premises unless this is agreed by a Committee member.
Notwithstanding any of the provisions in the Rules above, the Club follows the Bowls England Regulations for the following items of legislation:
Discrimination, Equal Opportunities and Human Rights
Health and Safety
Insurance and Identification
Misconduct, Suspension and Exclusion of Members
19.1 Child Protection
The Club encourages children and young people to participate in the game of bowls. We recognise the welfare of the child is paramount. We will ensure the safety and protection of all children involved in the club through adherence to our Child Protection Policy. The club has an appointed Child Protection Officer and if you are in doubt about any matters relating to child protection then you should consult him/her.
There are many ways that members can help in the day to day activities of the Club. On match days playing equipment needs to be put out and then packed away at the end of the game. Changing Rooms should be kept tidy.
There is extensive work carried out to ensure the green is fit for purpose. This is done by a team of volunteers. If you would like to join this team, please speak to the President.
Cleaning is another obligation on Club members. The club house should be presentable prior to all matches. Cleaning should not be carried out when matches are in progress or in a manner that would disturb players.
The flower tubs/baskets are maintained by members and regular working parties attend to the numerous tasks which arise throughout the year. The list of matters which members execute for the Club is too long to itemise here but all help is gratefully received.
These rules were amended at an Autumn General Meeting held in October 2016