Great Hollands Bowls Club

Transcription

1 Version 2017 Great Hollands Bowls Club, Recreation Ground, South Road, Wokingham, Berkshire, RG40 3EE Tel :

2 Great Hollands Bowls Club This page deliberately left blank. Page 2 of 13 Version 2017

3 TABLE OF CONTENTS 1) CONSTITUTION ) THE CLUB ) OBJECTIVES ) AFFILATIONS ) EXECUTIVE COMMITTEE ) President ) Chairperson ) Secretary ) Treasurer ) Match Secretary ) Competition Secretary ) Club Captain ) Membership Officer ) Clubhouse Manager ) Social Committee Chairperson ) VOTING AT CLUB AGMs AND EGMs ) NOT USED ) NOT USED ) NOT USED ) NOT USED ) NOT USED ) NOT USED ) SELECTION COMMITTEE ) ANNUAL GENERAL MEETING ) AGM REPORTS ) EXECTIVE COMMITTEE NOMINATIONS ) EXECUTIVE COMMITTEE INELIGIBILITY ) AUDITORS ) MANAGEMENT COMMITTEE... 8 Version 2017 Page 3 of 13

4 Great Hollands Bowls Club 20) SOCIAL COMMITTEE ) EXTRAORDINARY GENERAL MEETINGS ) NOTICE CALLING AN EGM ) VOTING AT AN EGM ) RULES ) MEMBERSHIP ) SOCIAL MEMBERSHIP ) SUBSCRIPTIONS ) COMMITTEE POSITIONS ) LADIES AND MENS SECTIONS ) Ladies Section ) Responsibilities ) Men s Section ) Responsibilities ) DRESS CODE ) LIMITS OF EXPENDITURE ) INDEMNITY ) DISSOLUTION ) SUPPLY OF ALCOHOL ) PROFITS FROM ALCOHOL ) SALE OF ALCOHOL ) CHILD PROTECTION POLICY CHANGE RECORD Page 4 of 13 Version 2017

5 1) CONSTITUTION This shall be strictly enforced and must be adhered to by all Club members and other persons entitled to use the Club premises. Additions and alterations to this shall only be made at an Annual General Meeting (AGM) or an Extra-Ordinary General Meeting (EGM) with a two thirds (⅔) majority of votes cast. Due notice of any proposed changes must be given in writing to the Club Secretary not less than 45 days prior to the meeting. 2) THE CLUB The Club shall be known as GREAT HOLLANDS BOWLS CLUB, and its premises are situated at the Recreation Ground, South Road, Wokingham, Berkshire. RG40 3EE. 3) OBJECTIVES The objectives of the Club are : a) To arrange matches with other Bowls Clubs. b) To arrange Competitions and Tournaments. c) To Promote the game of Bowls within its membership. 4) AFFILATIONS The Club shall be affiliated to :- Bowls England Royal County of Berkshire Bowling Association 5) EXECUTIVE COMMITTEE The Club shall be governed by an Executive Committee comprising of ; President, Chairperson, Secretary, Treasurer, Club Captain and Clubhouse Manager. The Committee can co-opt members to cover any vacancies in any committee. A quorum consists of four (4) members. 5.1) President This is a two year office. Election of the President is to alternate with that of the Secretary. The President shall be admitted access, without voting rights, to all other Committee Meetings in the interest of Club members. 5.2) Chairperson The Chairperson will chair all AGMs, EGMs and Executive Committee Meetings, giving all members a reasonable opportunity to express their views whilst remaining impartial themselves. The Chairperson has a right to vote on any item and, in addition, has a second (or casting vote) if the first vote is tied. 5.3) Secretary This is a two year office. Election of the Secretary is to alternate with that of the President. The Secretary is to conduct the affairs of the Club under the direction of the Executive Committee. The Secretary is to arrange and attend all Executive Committee Meetings, record Version 2017 Page 5 of 13

6 Great Hollands Bowls Club proceedings in an up to date minute book and keep documents of the Club in the manner and for such purposes as the Executive Committee may decide. The Secretary is also to ensure that all licences are renewed as required and that the Club is insured against any liability the Executive Committee directs. The Secretary is to notify any changes in the Secretary s particulars to the Licensing Authority of Bracknell Forest Borough Council within 42 days. 5.4) Treasurer The Treasurer is to maintain the financial records of the Club, and is authorised to operate all Club Accounts. Signatures to authorise cheques and withdrawals on behalf of the Club shall be two out of three signatures of the Treasurer, Secretary and a Nominated Executive Committee Member. The Club Accounts shall be closed on the 30 th September each year, and agreed by the Executive Committee not less than 4 weeks before the Club AGM. The Treasurer shall present the audited accounts at the Club AGM. 5.5) Match Secretary All matches are to be arranged by or through the Match Secretary who is to supply the Club Secretary at least one month before the start of the season a complete list of the coming season s fixtures. 5.6) Competition Secretary The Competition Secretary is to arrange all Club Competitions, collect all entry monies, prepare Competition rules, (subject to the approval of the Executive Committee) and to adjudicate on matters of difference with or among competitors. 5.7) Club Captain The duty of the Club Captain is to further the good name of the Club at all matches. He/She is responsible for appointing Captain of the Day in His/Her own absence. He/She is also responsible for the completion of the Club s official calendar and the selection of all teams therein. 5.8) Membership Officer The Membership Officer is responsible for the recruitment and induction of new members to the Club, and the retention of existing Club members. The Membership Officer is to maintain on Club premises an up-to-date list of members names, addresses and telephone numbers. The Membership Officer is to issue a copy of the Club, the Club Rules and a membership pack to every new member. The Membership Officer is to send out membership fee reminders to each member at the beginning of the calendar year, and in conjunction with the Treasurer is to organise the collection and recording of those fees. 5.9) Clubhouse Manager The Clubhouse Manager shall be responsible for coordinating the activities necessary to keep the Clubhouse in a clean and safe condition. He or she will chair the meetings of the Clubhouse Management Committee, and will act as the initial contact between the Club and Bracknell Town Council. The Clubhouse Manager shall be a member of the Executive Committee. Page 6 of 13 Version 2017

7 5.10) Social Committee Chairperson The Social Committee Chairperson shall be responsible for coordinating the activities of the Social Committee, and will chair the meetings of that committee. He or she shall be responsible for providing income and expenditure statements to the Club Treasurer. 6) VOTING AT CLUB AGMs AND EGMs Postal voting shall be allowed at all Annual General Meetings (AGMs) and Extraordinary General Meetings (EGMs). The Club Secretary will send a postal voting paper and a numbered envelope to all Club members who request one at the same time as the Calling notice is sent to the Club members. The voting paper shall include a line item for every Committee position for which a vote is required, and a line item for every Proposal for which a vote is required. For each line item it shall be possible to indicate that the vote is For, Against or Withheld. The numbered envelope shall be unique to each eligible Club member. The Club Secretary shall maintain a list of Club members eligible to vote which also records the number allocated. The voting paper shall be returned in the numbered envelope supplied, to reach the Club Secretary not less than 48 hours prior to the meeting. When an envelope is received the Club Secretary shall indicate this on the voting list to ensure that if the Club member concerned decides to attend the meeting they are not issued with attendees voting slips. The Club Secretary shall hand all received envelopes, unopened, to the Tellers at the Meeting who will open the envelopes and include the postal votes with the votes cast at the meeting. 7) NOT USED 8) NOT USED 9) NOT USED 10) NOT USED 11) NOT USED 12) NOT USED 13) SELECTION COMMITTEE The Club Captain will act as Chairperson of the Selection Committee consisting of one of Ladies Captain or Ladies Vice Captain and one of the Men's Captain or Men's Vice Captain. Also, one of the Lady or Male bowling member both of whom will be elected at the AGM. 14) ANNUAL GENERAL MEETING The Annual General Meeting will be held each year or as otherwise indicated and advertised by the Executive Committee; to present reports and audited accounts; to elect or re-elect Executive Committee members, and to conduct any other agreed business. Only bowling members are entitled to vote, with each member having an equal voting right. No business shall be transacted unless a quorum is present of one quarter (1/4) of the membership entitled to vote. Version 2017 Page 7 of 13

8 Great Hollands Bowls Club 15) AGM REPORTS The following reports are to be presented at each AGM :- President, Secretary, Treasurer, Club Captain, Match Secretary, Competition Secretary, and the Chairlady of the Ladies Section, Management Committee and Social Committee. 16) EXECTIVE COMMITTEE NOMINATIONS Nominations for the Executive Committee shall be closed 30 days before the AGM and must be approved by the nominee. 17) EXECUTIVE COMMITTEE INELIGIBILITY No member who is on a Committee responsible for managing another outdoor bowling club shall be eligible to serve on the Executive Committee. 18) AUDITORS Two (2) auditors will be elected at the AGM each year. 19) MANAGEMENT COMMITTEE A Management Committee of seven (7) members will be selected each year at the AGM, by the Bowling membership, to ensure the smooth running of all Clubhouse activities within the and Rules of the Club. The seven members will consist of the Clubhouse Manager from the Executive Committee to liase between the two Committees, and six (6) from the Bowling membership. Nominees from the Bowling membership will be accepted at each year s AGM. 20) SOCIAL COMMITTEE A Social Committee will be elected at each year s AGM to promote activities within the Club and to raise money. The Social Committee Chairperson shall act as an additional member to report to the Executive Committee. 21) EXTRAORDINARY GENERAL MEETINGS An EGM may be summoned by the Executive Committee at any time by stating their intentions on the Club notice board or informing members by any other means, giving at least 14 days notice of such a meeting. An EGM may also be summoned by at least 20 Club bowling members, informing the Club Secretary of their desire for such a meeting and stating the reason. The written request must be signed by all of them. 22) NOTICE CALLING AN EGM The notice calling an EGM shall state the purpose or purposes for which the meeting has been called, and no other business shall be transacted at that meeting, which should be held within 21 days, of receipt of the EGM request. 23) VOTING AT AN EGM Only Bowling members are entitled to vote at an EGM with every member having equal voting rights. No business shall be transacted unless a quorum is present. Which is one quarter (1/4) of the membership entitled to vote. Page 8 of 13 Version 2017

9 24) RULES The Executive Committee shall be able to make or amend the Rules of the Club as and when appropriate and can adjudicate on any dispute or matter not covered by the Rules. 25) MEMBERSHIP The number of Bowling members including Junior members are limited to 150. The minimum age for Junior members is 12 years on application, with transfer to full bowling membership on attaining their eighteenth (18) birthday. Junior members shall pay a subscription of half (1/2) the adult subscription as long as they are in full time education. Junior members shall not have voting rights. Membership of the Club shall be open to any person completing a membership application form and paying the relevant subscription / joining fee as determined by the AGM of the Club members. 26) SOCIAL MEMBERSHIP Social membership shall not exceed two thirds (2/3) of the bowling membership, and have no voting rights. Their membership will be accepted at the discretion of the Executive Committee, after application through the Secretary. 27) SUBSCRIPTIONS Subscriptions will be calculated by the Treasurer for that year and presented to the AGM or EGM for members approval. Payment of subscriptions will be due by 28 th February. If not paid, membership will lapse automatically, and reinstatement will be subject to available places and Executive Committee approval. 28) COMMITTEE POSITIONS No person may hold more than one position on any one Committee. 29) LADIES AND MENS SECTIONS These sections will each hold an Annual Meeting at least five (5) weeks prior to the date of the Club AGM. Nominations for committee members for each section shall close seven (7) days prior to the date of the respective Annual Meeting. 29.1) Ladies Section A Ladies Section will be formed from the Ladies Bowling Members who will elect a Committee at the Ladies Annual Meeting. The Committee will comprise of; Ladies Chairperson, Ladies Secretary, Ladies Treasurer, Ladies Captain (as elected at the Ladies Annual Meeting), Ladies Vice Captain, Ladies Match Secretary, and two (2) Lady Bowling members. The Committee will be responsible to the Executive Committee who will ratify any decisions made. A quorum consists of four (4) members. 29.2) Responsibilities Ladies Chairperson will chair all Ladies Annual Meetings and Ladies Committee Meetings giving all members a reasonable opportunity to express their views whilst remaining impartial themselves. Ladies Secretary will take and keep a record of the minutes of the Ladies Section meetings and will deal with any correspondence that pertains to Ladies League and County Games in conjunction with the Ladies Captain. Version 2017 Page 9 of 13

10 Great Hollands Bowls Club Ladies Treasurer will be responsible for collecting and keeping a record of monies generated by the Ladies Section and will be responsible to the Club Treasurer. Ladies Captain will be responsible for the running of the Ladies League Teams and Ladies Friendly matches and will help and co-operate with the Club Captain, act as Club Vice Captain and will report activities to the Executive Committee. She will serve on the Selection Committee. Ladies Vice Captain will help the Ladies Captain and act as a substitute in her absence. She will serve on the Selection Committee. Ladies Match Secretary will be responsible for arranging all Ladies Fixtures. 29.3) Men s Section A Men s Section will be formed from the Men Bowling members who will elect a committee at the Men s Section Annual Meeting. The committee will comprise of; Men s Captain (as elected at the Men s Annual Meeting), Men s Vice Captain, Men s Secretary and two (2) Bowling Members. The Committee will be responsible to the Executive Committee, who will ratify any decisions made. A quorum consists of three (3) members. 29.4) Responsibilities Men s Secretary will take and keep a record of the Men s Section meetings and will deal with any correspondence that pertains to Men s League Teams and County Games in conjunction with the Men s Captain. Men s Captain will act as Chairman at Men s Committee Meetings and will be responsible for running of the Men s League Teams and Men s Friendly Matches, and will help and cooperate with the Club Captain, and will act as Club Vice Captain and will report activities to the Executive Committee. He will serve on the Selection Committee. Men s Vice Captain will assist the Captain and act as a substitute in his absence. He will serve on the Selection Committee. 30) DRESS CODE Bowling members will dress to the requirements of the Bowls Associations to which the Club is affiliated. 31) LIMITS OF EXPENDITURE For any proposed expenditure for the Club, other than running costs, the Executive Committee shall be able to incur costs on any single project to the following limits; 2000 from existing Club funds, and up to a maximum of 2000 obtained by a loan, if required, at the best financial market terms, in each calendar year. Proposed expenditure in excess of these limits for a single or multiple projects must be approved at an AGM / EGM. 32) INDEMNITY Officers or Committee members shall be indemnified by the Club in respect of bona-fide decisions made for the Club. Page 10 of 13 Version 2017

11 33) DISSOLUTION If at any AGM / EGM of the Club, a resolution be passed calling for the dissolution of the Club, the Secretary shall immediately convene an AGM / EGM of the Club to be held not less than one month thereafter to discuss and vote on the resolution. If at that AGM / EGM the resolution is carried by at least two-thirds (2/3) of the full members present at the meeting, the Executive 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. After discharging all debts and liabilities of the Club, the remaining assets shall not be paid or 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. 34) SUPPLY OF ALCOHOL Permitted hours for the supply of alcohol shall be as listed in the licence granted by the Licensing Authorities of Bracknell Forest Council and exhibited in the Bar area. 35) PROFITS FROM ALCOHOL Profits from the selling of alcohol shall be used for the benefit of the Club as a whole. 36) SALE OF ALCOHOL There will be no sale of alcohol to persons under 18 years of age. Alcohol will not be supplied for consumption off the premises, except to members in person. 37) CHILD PROTECTION POLICY We are committed to promoting a safe environment in which children and vulnerable adults can enjoy taking part in games of bowls. It will seek to underpin and ensure this commitment by following and promoting the Child Protection Policy of the Nation Governing Bodies. Version 2017 Page 11 of 13

12 Great Hollands Bowls Club CHANGE RECORD Version 2009 This version incorporates all authorised changes made at Annual and Extra-Ordinary General Meetings up to, and including, the EGM held on 22 nd November Date of Issue : 1 st March 2010 Version 2011 This version incorporates the authorised change made at the Annual General Meeting held on 21 st November Date of Issue : 14 th March 2011 Version 2012 Draft This version incorporates the authorised changes made at the Annual General Meeting held on 20 th November Moved the change record to the end of the document. Added a table of contents at the beginning of the document. Date of Issue : 11 th April 2012 Version 2012 This version incorporates the changes authorised at the Extraordinary General Meeting held on 30 th September Amended Clause 1 so that postal votes would be included in the voting procedure at AGMs and EGMs. Reworded Clause 6 to remove reference to proxy voting, and clarified the procedure to be followed in processing postal vote requests. Date of Issue : 2 nd October Version 2013 This version incorporates the changes authorised at the Annual General Meeting held on 25 th November Amended Clause 1 to increase the notice required for proposed changes from 30 days to 45 days. Amended Clauses 5.3 and 5.8 to transfer responsibility for maintaining the Club membership list from the Club Secretary to the Membership Officer. Amended Clause 34 to remove the list of permitted bar opening hours in order to allow a Minor Variation to be applied for to Bracknell Forest Council. Date of Issue : 31 st December Version 2014 This version incorporates the changes authorised at the Annual General Meeting held on 24 th November Amended Clause 5.4 to change the closing date for the Club Accounts from 31 st August to 30 th September. Date of Issue : 30 th November Page 12 of 13 Version 2017

13 Version 2015 This version incorporates the changes authorised at the Annual General Meeting held on 23 rd November Amended Clause 5 to reduce the membership of the Executive Committee from twelve (12) to six (6). Amended Clause 5.10 to remove the requirement for the Social Committee Chairperson to be a member of the Executive Committee. Amended Clause 19 to reduce the membership of the Management Committee from nine (9) to seven (7). Amended Clause 20 to change the Social Committee Chairperson s rôle from liason to reporting. Date of Issue : 28 th December 2014 Version 2015 Revision 1 This version incorporates the changes authorised at an Extraordinary General Meeting held on 12 th April Amended Clause 5.4 to replace the President s signature on Club cheques with that of a nominated Executive Committee member. Amended Clause 29 to include a requirement for section committee nominations to be made not less than seven days prior to the section s annual meeting. Date of Issue : 26 th April 2015 Version 2017 This version incorporates the changes authorised at the Annual General Meeting held on 13 th November Amended Clause 13 to reduce the membership of the Selection Committee from seven (7) to four (4). Date of Issue : 13 th November 2016 Version 2017 Page 13 of 13