WHITEINCH INDOOR BOWLING CLUB 30 FERRYDEN STREET WHITEINCH GLASGOW G14 0SW REVISED CONSTITUTION

WHITEINCH INDOOR BOWLING CLUB 30 FERRYDEN STREET WHITEINCH GLASGOW G14 0SW REVISED CONSTITUTION NOTE: This revised constitution includes all the amendments and alterations approved and incorporated since the approval of the previous constitution. In addition, alterations to the wording and terminology implement the decision to eliminate different membership conditions for ladies and gents. However, in compliance with the Scottish Indoor Bowling Association (SIBA) and the Scottish Women s Indoor Bowling Association (SWIBA) constitutions, separate ladies and gents bowling committees will administer national and domestic bowling leagues and competitions. Throughout the constitution the acronym FGPC refers to the Finance and General Purposes Committee. The amendment to Clause 2.(H).(3) dated 01.02.06 is necessary to comply with new conditions for rates relief introduced by the City of Glasgow. 1 TITLE WHITEINCH INDOOR BOWLING CLUB REVISED CONSTITUTION APPROVED 21 st September, 2014 The Title of the Bowling Club and associated business at 30 Ferryden Street, Glasgow will be Whiteinch Indoor Bowling Club referred to the constitution as W.I.B.C. 2 OBJECTIVE (A) To promote and foster Indoor Bowling in the local area. (B) To provide other facilities for associated sporting and leisure activities in the best interest of the members. (C) To provide facilities and encouragement to the young people, disabled bowlers and learners. (D) To be a leader in the game in ensuring all members enjoy equal rights and conditions of membership and opportunity to use the club facilities irrespective of sex, nationality or religion. (E) To provide facilities for people in the community who are not regular indoor players including clubs and organisations to play indoor bowls at times suitable to WIBC. 1

(F) The club will function as a non-profit organisation. The club will reinvest any profits generated from club activities in the club for the benefit of the members and visitors. (G) No member may benefit financially by virtue of their membership in the club. (H) The following exceptions may apply to Clause 2.(G) (1) Paid employees of WIBC (2) If the club has an approved loan agreement with a member which involves payment with interest. (3) If the members vote to wind up the club and the assets exceed liabilities, the club must donate the surplus to another club, charity or local amenity. 3 PLAYING MEMBERSHIP (A) (B) (C) (D) (E) (F) Playing membership is obtainable by any person over the age of 16 years provided they pay the appropriate fee. This obligation less any outstanding debts to WIBC is returnable to the person or their appointed representative within 30 days of resignation or notification of death. Applicants for playing membership should submit a membership application form signed by two members. The FGPC will display the information on the form on the notice board for two weeks prior to considering the application. During these two weeks any member who objects to the application should notify the FGPC with a written objection. Acceptable reasons for membership rejection will be: A proven past record of disruptive or anti-social behaviour. Proven dishonesty. Drug abuse or excessive drinking. Regular use of abusive or objectionable language. The FGPC will be responsible for deciding the validity of applications for playing membership. Clauses 3.(C) and 3.(D) will apply also to discontinue membership of any member causing offence. Playing members will pay an annual subscription. 4 LIFE MEMBERSHIP (A) Occasionally the club may offer a limited number of life memberships. They will be available to members with 10 or more years membership. If the offer is over subscribed a ballot will decide the successful applications. 2

(B) (C) (D) Successful applicants for life membership will pay a one-off life membership subscription as determined by the FGPC and approved at the club AGM. After payment of the life membership subscription life members will not pay an annual subscription. Life membership is not transferable, nor refundable. 5 JUNIOR MEMBERSHIP (A) Is available for member s families and local school students between the ages of 10 and 16. (B) The clubs ability to provide qualified coaches for junior members will limit the junior membership. (C) The club coaches will determine (by annual assessment) the suitability of junior members to continue their membership. (D) Junior members will accept the advice of coaches to improve their playing ability and skills, and, to maintain standards of discipline, behaviour and dress maintained by adult bowlers. (E) THE FGPC (in consultation with the coaches) will terminate the membership of junior members unwilling to attain and sustain the qualification of clause 5.(D). (F) Junior membership is obtainable with the payment of a single subscription equivalent to the carpet levy at the time of joining 6 NON-PLAYING MEMBERS (A) Non-playing membership is available for members who are temporarily unfit or retired from active play. (B) Non-playing membership is available also for the spouses of active or deceased members. (C) The FGPC is responsible for deciding the validity of requests for non-playing membership. (D) The annual subscription for non-playing will be a percentage of the subscription for playing members. The FGPC will submit the percentage of the subscription for the approval or amendment of the members at the AGM. Life members or playing members who wish to become permanent non-playing members may (if they wish) request repayment of their member s obligation less any outstanding debts to WIBC. 3

7 TEMPORARY MEMBERS (A) Members of visiting clubs participating in National Association and other bowling organisations competitive games will be temporary members for the duration of the game and for a reasonable time prior to and after completion of the game. The senior official will be responsible for the behaviour of the visitors during the visit. The temporary membership subscription is not applicable for these visitors. (B) Any person requesting the use of the facilities for a special game will pay a temporary membership subscription for each person and will be responsible for the behaviour of the visitors for the duration of the game and for a reasonable time prior to and after the completion of the game. (C) The FGPC will submit annually at the AGM a proposal for the temporary membership subscriptions for approval or amendment by the members. 8 MEMBERSHIP UNDER THE AGE OF 18 (A) Any person between the ages of 16 and 18 years is available for membership on the same terms and conditions as playing members with the following exceptions: (B) They will not pay the member s obligation until their 18 th birthday when they are eligible for playing membership. (C) The annual subscription for members between the ages of 16 and 18 years will be half the playing membership annual subscription and the carpet levy each year, as set by the FGPC. 9 MEMBERSHIP DURATION Membership will be continuous provided the annual subscription and all payments are paid on or before the specified date. This includes any outstanding payments owed to the club. In addition to Clause 3.(E) any member failing to pay the annual subscription and all payments due to the club on or before the specified date may have their membership terminated. The manager will notify any member in default of payments and terminate the membership of any member failing to pay the outstanding payments within 30 days of the issue of the notice. 10 FINANCIAL RESPONSIBILITY (A) All playing members and life members are responsible for the club s assets and liabilities. (B) The FGPC is responsible for the administration of the club s finances and business affairs and will submit annually at the AGM, for approval or amendment of the members, a proposal for the annual subscriptions, carpet levy and rink fees. 4

(C) Any other levies will require the approval of the members at either an AGM or an EGM. (D) The FGPC will ensure the payment of all fees to the National Association and other bowling organisations. The payments will be from club funds and will not be an additional obligation on individual members. (E) If the members vote to wind up the club the FGPC will fulfil the obligations of the Clause 2.(H).(3). (F) Annual subscriptions will be due on or before 30 th June. The FGPC may apply an additional charge of 10 to payments after the 30 th June. 11 ADMINISTRATION (A) Three committees with clearly defined responsibilities will administer the affairs of the club. (B) These committees will be:- A ladies bowling committee (LBC) A gents bowling committee (GBC) A Finance and General Purposes Committee (FGPC) 12 FORMATION AND ELECTON OF COMMITTEES Ladies bowling committee (LBC) The lady members present at the ladies AGM will elect by a simple majority the members of the LBC as specified in clauses 12.(B), (C) and (D). The composition of the LBC will be:- (A) The Past President (immediate past president) (B) A President, Vice-President, Secretary, Treasurer elected annually at the ladies AGM. 5

(C) Nine committee members: (A) Three members (to serve for three years) elected annually at the ladies AGM. (B) Three members in the second year of their three year term of office. (C) Three members in the third year of their three year term of office who will retired on the completion of their third year of office. (D) The retiring members of committee may stand for immediate re-election. (E) The LBC may appoint a replacement for any member of committee who cannot complete their term of office. This appointment must be approved at the first ladies AGM after the appointment. After approval at the ladies AGM the member will continue in office for the remainder of the original term. (F) Any member of committee not fulfilling their committee duties may be voted off committee by a majority vote of the committee and replaced in accordance with the terms of Clause 12.(E). Gents bowling committee (GBC) The male members present at the gent s AGM will elect by a simple majority the members of the GBC as specified in clauses 12(B), (C) and (D). The composition of the GBC and terms of office will be identical to those for the LBC. Finance and General Purposes Committee (FGPC) (G) The composition of the FGPC will consist of the immediate Past Presidents, Presidents and Vice-Presidents of the LBC and GBC. The Treasurer of the LBC and the Secretary of the GBC. (H) A Financial Director elected annually and four directors (preferably persons suitably qualified or who have previously served on the FGPC) to serve for one year and elected annually at the club s AGM. (I) The FGPC will elect a Chairperson (who cannot be the financial director) by ballot at their first meeting after the club s AGM. The Chairperson cannot vote on any issue but will have a casting vote when the voting is equal. (J) The FGPC may also appoint a minutes secretary (non-voting) (K) The club stadium manager/administrator will attend FGPC meeting also as a nonvoting member. 6

NOTE: Members of the three committees shall not receive or accept any payment or honorarium in connection with their term of office on committee. EXCEPTION: Any serving member who may also be an employee of the club in some other capacity may be paid for the specific responsibilities or service for which they have been hired. 13 RESPONSIBILITIES (A) MEMBERS observing club rules and the players code of conduct included in the SIBA yearbook. They must be conscious of the conduct of their invited guests. The prompt payment of club fees, subscriptions, and levies. Show due respect and consideration to other members, employees and visitors. Safeguard the club fittings, facilities and playing equipment from accidental or intentional damage. (B) LADIES BOWLING COMMITTEE will administer all ladies bowling issues relative to leagues, ties and national or other organised competitions. Arbitrate all contentious issues relating to ladies bowling issues. Actively promote the maximum use of rink space for ladies play allocated by the FGPC. Encourage the compliance of club rules, code of conduct, behaviour, dress standards and proper bowling etiquette by members and visitors and protect the reputation of the WIBC for sportsmanship. (C) GENTS BOWLING COMMITTEE the responsibilities of the GBC are identical to those of the LBC in relation to gents bowling issues. In addition to these responsibilities the GBC will administer all mixed bowling issues relative to leagues, ties and national or other organised competitions. It was passed at the 2015 AGM that both ladies and gents would administer mixed competitions. Also, during the playing season the GBC will maintain and implement a schedule of committee members to act as duty directors who will ensure that, at the designated closing time, everyone has left the stadium and be responsible for securing the stadium. (D) The bowling committees will not have authority to make or alter club rules or playing rules. However, they may submit proposals to the FGPC for consideration for changes to the rules, the allocation of rinks and the playing times. 7

(E) FINANCE AND GENERAL PUSPOSES COMMITTEE will be responsible for: (1) The financial affairs of the club as detailed in clause 10.(B, C, D, E, and F), also the allocation of rinks for events and the use of the facilities in a fair and balanced manner. (2) The administration of the employment of staff including remuneration and disciplinary issues. (3) All disciplinary issues relative to members. (4) The authority to negotiate and agree local authority and utility service charges on the club s buildings and facilities. Also, to negotiate loan agreements which must be submitted to a club AGM or a club EGM for approval or amendment by the members before committing the club to financial obligation by signing documents. (5) For notifying all organisations of any change of signatories due to changes in personnel at either a club AGM or a club EGM. (6) The marketing of available excess rinks and club facilities to visitors and organisations. (7) The compliance of the club rules, code of conduct, behaviour and dress standards, by members and visitors. (8) Relative to new members, notification of the decision of the FGPC regarding their application. (9) To suspend or terminate the membership of offending members and to ban any organisation or visitor to the club. (10) The authority to amend the bye-laws for the approval or amendment of the members at the club AGM. (11) To employ professional advisors to obtain guidance on technical, commercial and employment issues relating to the legislative responsibility of the club. (F) A simple majority of members present at a club AGM or a club EGM will be sufficient to approve any motion or amendment to a motion on financial issues submitted by the FGPC. Proxy votes on an official proxy form are acceptable also at a club AGM or a club EGM. (G) The Financial Director and Chairperson of the FGPC are: (1) Authorised to sign any loan documents or any other legally binding documents on behalf of the club, provided the value is less than 10,000. Any financial commitment in excess of 10,000 will require prior approval of the members at a club AGM or a club EGM. They will have authority to open bank accounts, which 8

will require a minimum of two signatures for any disbursement from the accounts provided the members approve the authorisation at a club AGM or club EGM. (2) They will have no personal responsibility for the club debts or professional negligence or fraud by an employee. (3) May give immediate decisions on urgent issues relating to the stadium or financial issues relating to the daily activities of the club. However, these decisions must be reported and discussed at an FGPC meeting within seven days of the incident. (H) FINANCIAL DIRECTOR will monitor the business accounts and produce a report including projected budgets for each FGPC meeting and report financial position of the club at the club AGM. (I) STADIUM MANAGER is accountable to the FGPC for all aspects of the stadium maintenance and financial issues relating to the daily activities of the club. (1) Discuss with the Financial Director or Chairperson of the FGPC urgent issues relating to the stadium or financial issues relating to the daily activities of the club. (2) Responsible for staff discipline and must discuss with the Chairperson of the FGPC any staff disciplinary action necessary. (3) To guide, monitor and administer the business of the club for the benefit of all members and to constantly seek to improve and maintain the club facilities so we may satisfy the objects of the club as stated in the constitution. (J) All financial claims against the club shall be considered a club obligation with all club members sharing equal responsibility for payment. 14 MEETINGS (A) The FGPC will meet monthly during the playing season and as required throughout the year. (B) Nine members will constitute a quorum for all committee meetings. The minute secretary will record, at each meeting, the attendance and the business discussed. The Chairperson will present a report of the business discussed to the members at the club AGM. (C) Standing orders for all members meetings will be as laid out in the SIBA yearbook, except where specific exceptions are already obvious in the club s constitution. (D) The FGPC will decide and notify the members when a club EGM is necessary or within 28 days of receiving a written request signed by 30 or more members. The request must detail the specific motion for the club EGM and must be signed by the members on the same page as the motion. 9

(E) During the playing season the FGPC will display a notice of a club EGM on the stadium notice board 21 days prior to the date of the meeting. If the petitioners wish to notify the members by mail they must pay the printing and mailing costs incurred by the club. If the motion is successful, the club will refund the costs to the petitioners. If a club EGM is necessary out with the playing season the FGPC will notify the members by mail 28 days prior to the date of the meeting. (F) A quorum for either club AGM or club EGM will be 30 members eligible to vote. (G) The club AGM will be in either August or September. The date and agenda will be mailed to the members 28 days prior to the date of the meeting. (H) The agenda for the club AGM will include: (1) The election of: A Financial Director and Four Directors for the FGPC. An Auditor (2) A report by the retiring Finance Director relating to the financial situation of the club. (3) Changes to the constitution or bye laws provided the motion for change is included in the notification of the club AGM. (4) Changes to the carpet levy, annual subscriptions, rink fees and the allocation of rinks. (I) With the exception of a notice of a meeting which must be mailed to the members, a notice of a meeting displayed on the notice board in the stadium is adequate and proper notice to members. (J) The FGPC will ensure that adequate copies of the club s financial reports are available for the members at least 14 days prior to the meeting. (K) If necessary the FGPC may mail financial reports to the members and will definitely mail financial reports to the members if the committee or the auditor consider that there is or could be an exceptional or unusual financial situation. 10

15 REIMBURSEMENT (A) The FGPC will reimburse authorised expenses incurred by committee in relation to their committee responsibilities. The Finance Director will authorise the payment of expenses which the FGPC committee will approve at each meeting. (B) Members participating in international competition for Scotland or Great Britain will receive authorised reimbursement for any inadequacy in expenses paid by the National Association. (C) Competitors representing WIBC in national competitions will receive authorised reimbursement of expenses relative to the competition including reimbursement for any inadequacy in expense paid by the SIBA or SWIBA. Ladies and Gents treasurers will advise the competitors of the authorised expenses agreed by the FGPC for the competition. (D) The FGPC. The bowling committees may hold reasonable funds for team expense during the season. However, any funds held by the bowling committees regardless of their origin will be the property of the club. Fund raising activity for any reason must be authorised by the FGPC and the final proceeds audited and signed off by the Finance Director. OTHER ISSUES The FGPC will refer to the SIBA constitution to resolve any issue not included in this constitution. CONFIDENTIALITY To comply with the Data Protection Act, the Directors, Club Officials, Committee members and employees cannot disclose member s information obtained from WIBC records or computers without the express written consent of the member. The only exception to the above will be the provision of a list of member s names (only) to the National Bowling Associations or other bowling organisations by the Ladies and Gents Secretaries on the authorisation of the FGPC. DRESS CODE Jeans, not torn or working jeans can be worn when playing internal games. Tasteful, plain round neck shirts maybe worn by both men and ladies. This constitution was approved at the AGM of Whiteinch Indoor Bowling Club on 21 st September, 2014 At the club stadium 30 Ferryden Street, Glasgow 11