THRINGSTONE BOWLING CLUB
CLUB CONSTITUTION AND RULES
1.1 The Club shall be called Thringstone Bowling Club and shall be affiliated to Leicestershire Bowling Association and play under the rules of Bowls England.
2.1 Provide and foster facilities for the game of flat green bowls for the members of the Club and the local community.
2.2 Provide and promote opportunities for the members of the Club and the local community for instruction, recreation, participation and competition.
2.3 To provide coaching expertise to promote the Club’s activities to potential new members including young people and those persons with disabilities.
3.1 Membership of the Club shall be open to anyone interested in flat green bowling on application regardless of sex, age, disability, ethnicity, nationality, sexual orientation, religion or other beliefs.
3.2 A condition of Membership of the Club shall be that the Club Constitution and Rules are accepted as final and binding.
3.3 Potential Club members may be introduced to the Club and use the Club facilities for a period of up to one month without any commitment from the potential Applicant. At any time before or during this introductory period, any interested individual may apply to join the Club on completion of the Club Application Form to the Hon. Secretary.
3.4 Although membership of the Club is open to the whole community the Club reserves the right to limit the number of members without prejudice or discrimination solely on the availability of the Club’s facilities to fulfil its primary objectives
3.5 The Club’s Management Committee may refuse Membership to individuals of proven bad character or with track records of poor conduct likely to bring the Club into disharmony or disrepute. Appeal against refusal may be made to the Executive Committee.
3.6 Membership of the Club will run from 1st January to 31st December in each calendar year.
3.7 Only members shall be entitled to use all the facilities in the Club and other individuals if approved by the Club Management.
3.8 Only members of the Club may play in competitive (‘non-friendly’) Club matches and competitions.
3.9 It is expected that Club members will play in weekend matches unless prevented by extraordinary circumstances, such as work commitments or health issues.
3.10 Visitors shall be welcomed and actively encouraged to play on the green and use the Club facilities. Visitors shall be accompanied by a Club member who shall sign them into the Visitors’ Book.
3.11 An out of town guest may play at the Club for the duration of the individual’s stay with the permission of a Committee member.
3.12 A local visitor shall be allowed to play up to three times per season.
4.1 Each member shall pay an annual subscription fee. There are three levels of subscriptions, namely Adult Male Level for members aged 18 years and above, Adult Female Level for members aged 18 years and above and a Junior Level for membersaged below 18 years.
4.2 Newly elected playing members, who are new to bowling, shall be exempt from paying a membership subscription for the season.
4.3 Annual subscriptions, green fees and match fees shall be fixed at the Annual General Meeting (AGM).
4.4 Subscriptions shall be payable from the date of the Annual General Meeting until no later than 31st March of that year. Any member failing to pay their subscription by the 31st March shall not be entitled to be selected for match play or competitions or to use the facilities of the Club.
4.5 All surplus income or profits shall be reinvested in the Club. No surpluses or assets will be distributed to members or third parties.
5 MANAGEMENT COMMITTEE
5.1 The affairs of the Club shall be managed by a Management Committee including the maintenance and audit of the financial accounts of the Club.
5.2 The Management Committee shall have due regard to relevant legislation affecting the affairs of the Club.
5.3 The Management Committee may make/vary and revoke byelaws provided that they are not inconsistent with these rules for the management of the day-to-day internal affairs of the Club. These byelaws shall be binding on all members of the Club.
5.4 The elected Executive Officers of the Club shall consist of a President, Senior Vice President, Junior Vice President, Hon. Secretary and Hon. Treasurer and the Development Officer who shall comprise the Executive Committee. The responsibilities of the Executive Committee are to ensure that the finances, facilities, policies and reputation of the Club are maintained.
5.5 The Management Committee shall comprise the three Trustees. In addition, other Executive Officers, described in Section 5.4 above, together with other elected Club members, namely, the Green-keeper, Welfare Officer, Fixture Secretary, Competition Secretary, Social Secretary (if a member in post), Match Secretary, Environmental Officer,one Lady and one Gentleman Club Delegate and the seven Team Captains. Depending on the number of the above roles that any individual Committee Member may hold at any one time, the Management Committee will consist of a maximum of twenty-two Club Members. Five Committee Members shall form a quorum.
5.6 Any Club member can request to attend the Management Meeting to raise an issue or make a proposal. In addition, other Club members may also attend the meeting to discuss a specific matter on invitation by the Management Committee.
5.7 Only the three Trustees shall vote on matters relating to the Landfill Communities Fund (LCS).
5.8 The Management Committee shall normally meet once a month to conduct the business of the Club. The Management Committee Meeting shall be chaired by the President or in his/her absence the Senior Vice President. The business and transactions at the meeting shall be recorded and minuted. As with all formal Club meetings, the minutes of the Management Committee Meeting shall be displayed on the Club Notice Board.
5.9 Other than when dealing with LCS matters, at the Management Committee Meetings the Chairperson shall have the casting vote.
5.10 The President of the Club shall be responsible for leading the Club to achieve its goals for the year. The President must preside effectively over Club meetings. The President ensures that conflicts are resolved within the Club and any alleged misconduct by a Club Member brought to the attention of the Club Disciplinary Committee (also see Sections 12.5 and 12.6)
5.11 The Vice-President will support the President in their duties as and when required. The Vice President shall also assume the role of the President in their absence.
5.12 The Hon. Treasurer of the Club shall be responsible for income and expenditure and shall present the Club Accounts to the Annual General Meeting. The Treasurer ensures, wherever practical, that all payments of over £100 shall be made by cheque, signed by two of the three designated Executive Officer signatories of the Club.
The Hon. Treasurer’s accounts shall be audited by two Club members duly elected at the Annual General Meeting.
5.13 The Hon. Secretary of the Club shall be responsible for minutes of the Club Management Meetings, handle all Club correspondence and maintain all Club records including list of names and address of all members of the Club.
5.14 The Development Officer shall be responsible for the overall development of the Club facilities.
5.15 The Fixture Secretary shall be responsible for organising and maintaining all Club fixtures through the Management Committee.
5.16 The Match Secretary shall support the Honorary Secretary in his administrative duties with regards to the Club’s participation in the Cup, League and County Competitions.
5.17 The Environmental Officer shall be responsible for ensuring that the Club Management has a duty to good environmental practice and operation of the Club in a sustainable way.
5.18 The Competition Secretary is responsible for organising the Club Competitions and ensuring adherence to the Club Competition Rules.
5.19 The Social Secretary is responsible for organising the social events held on behalf of the Club. Where no individual member has been elected to lead the social activities of the Club the Management Committee will assume this responsibility.
5.20 The Green-keeper, or in the Green-keeper’s absence, a member of the Green Committee or Management Committee, shall have the authority to decide whether the green is playable or not under adverse weather or other extreme conditions. The direction of play, selection of rinks for play and setting of the rinks is the responsibility of the Green-keeper, or in the absence of the Green-keeper, a member of the Green Committee or Management Committee. The Green Committee shall be responsible for the upkeep and maintenance of the green, ditch and the grass surrounds.
5.21 The Club Delegates represents the Club at the County (Leicestershire Bowls Association) level on behalf of the Ladies and Gentlemen Members of the Club.
6 ELECTION OF OFFICERS
6.1 The Executive Officers and other members of the Management Committee shall be elected at the Annual General Meeting by the members of the Club. Nominated members are required to be present at the AGM unless agreed by the Executive Committee for exceptional reasons such as illness.
6.2 Officers are elected for the period of one year, but may be re-elected or elected to new office.
6.3 Election of Officers shall be made by secret ballot where there is more than one nomination for a position.
7.1 There shall be three appointed Trustees of the Club, who shall be Members of the Club
7.2 Two of the Trustees shall be ex officio, the Hon. Secretary and Hon. Treasurer. The third Trustee shall be elected at a Management Committee Meeting.
7.3 The Hon. Secretary and Hon. Treasurer shall remain as a Trustee for the duration of their office as the Hon. Secretary or Hon. Treasurer or until the person resigns or until a resolution to remove the Trustee from office is carried by the Management Committee’. The third Trustee shall remain as a Trustee until the person resigns or until a resolution to remove the Trustee from office is carried by the Management Committee.
7.4 The Trustees shall in all respects act with regard to any property of the Club held by them as directed by the Management Committee and shall have the power to hold the tenancy or conveyance of the Club premises and to ensure that legal ownership of the Club assets and at all times to act in accordance with the wishes of the Management Committee and in the best interest of the Club (but note the Trustees obligations in Section 16).
8 ANNUAL GENERAL MEETING (AGM)
8.1 The Annual General Meeting shall be held annually, the date and time of which shall be posted on the Club Notice Board 14 days prior to the meeting and that there shall be no more than 13 months between these meetings. Eleven members shall be a quorum at the AGM.
8.2 The AGM shall be chaired by the President or in their absence the Senior Vice President.
8.3 The business of the AGM shall be to:
8.3.1 Confirm the minutes of the previous AGM.
8.3.2 Receive the audited accounts from the Treasurer.
8.3.3 Receive the Annual Report of the Management Committee from the Honorary Secretary.
8.3.4 Receive the annual reports of the activities of the Club from the Development Officer, Social Committee , Competition Secretary, Green-keeper and Fixture Secretary.
8.3.5 Receive the Annual Report from the Club Captains.
8.3.6 Elect the Executive Committee Members.
8.3.7 Elect two Auditors for the Annual Accounts.
8.3.8 Elect Team Captains for the Saturday and Sunday friendly fixtures, Monday League, Wednesday Mixed League, Thursday Leagues and the Friday Ladies League.
8.3.9 Elect a Development Officer, Social Secretary, Fixture Secretary, Match Secretary, Environmental Officer,Club Competition Secretary, Green-keeper and the two Club Delegates and where appropriate the Trustees.
8.3.10 Transact such other business received in writing to the Secretary from a member of the Club at least two weeks before date of the AGM.
8.3.11 Vote on a resolution where there is an intention to dissolve the club. The resolution shall be carried by majority vote comprising at least two-thirds of the membership present and entitled to vote.
8.4 Decisions made at the AGM shall be by a simple majority vote from the Club Members attending the meeting. Each member at the meeting shall be entitled to one vote. In the event of a tied vote, the Chairperson shall be entitled to a second and casting vote.
9 SPECIAL GENERAL MEETINGS
9.1 A Special General Meeting may be convened at any time by the Management Committee if considered necessary by the Committee or alternatively on receipt by the Secretary of a request in writing signed by not less than five members, specifying the resolution to be submitted to the meeting.
9.2 A Special General Meeting called in response to a request shall be held no later than twenty-one days from the date of receipt of the request.
9.3 Decisions made at a Special General Meeting shall be by a simple majority vote from the attendees at the meeting. Each member at the meeting shall be entitled to one vote. In the event of a tied vote, the Chairperson shall be entitled to a second and casting vote.
9.4 No other business other than the resolution shall be discussed.
10 TEAM SELECTION
10.1 The relevant Team Captain shall be responsible for the Saturday, Sunday friendly matches and the Monday, Wednesday, Thursday and Friday League fixtures.
10.2 The Management Committee or their Appointees will be responsible for selecting the teams for the various Club Cup and County Competitions such as the Unbadged Competition, Local Inter-Club Cup and Shield Competitions, EBA Top-Ten Competition.
10.3 In the event that a selected player notifies the captain that they are unable to play, the captain or person appointed by the captain shall have the power to re-arrange the team as he/she considers necessary to take account of the expertise and experience of the replacement(s).
11 DRESS CODE
11.1 For weekend matches members shall wear the recognised dress of shirts in the club colours and white/cream trousers or suitably recognised bowls shorts (men) or white/cream skirts/trousers (ladies), bowling shoes and white/cream socks.
11.2 For midweek matches and league and inter-club or county competitions members shall wear clothing as specified in 11.1 above except greys shall be worn below the waist and grey socks may be worn.
11.3 For Club competitions members shall wear clothing as specified in 11.2 above except that white shirts may be worn in all rounds apart from the finals in which shirts in the Club colours shall be worn.
11.4 Casual dress may be worn for roll-ups but regulation bowling shoes shall be worn.
11.5 Members reaching the final stages of National or County Championships shall be required to comply with appropriate National or Countyregulations for clothing.
12 ETIQUETTE AND CONDUCT
12.1 Club members shall be expected to take an interest in the preservation of the green and on no account shall play on the green without wearing bowling shoes.
12.2 Normal etiquette shall be observed on or around the green at all times in order that no-one may be offended or distracted whilst playing bowls
12.3 Attention is drawn to a list of Etiquette Guidelines, which is displayed for Club members, on the Club Notice Board in the Clubhouse.
12.4 Smoking is allowed on the surrounding perimeter of the green, but not on the green itself. This rule includes all electronic cigarettes, but for Bowls England games only
12.5 No betting shall be allowed in the Club and no lottery shall be promoted by any member of the Club in aid of the Club funds without prior permission of the Management Committee.
12.6 The Club shall adopt the Bowls England current Regulation 9: Disciplinary Rules in Relation to Misconduct for alleged misconduct by a Club Member. A copy of Regulation 9 is located on the Club Notice Board in the Clubhouse.
12.7 Instances of alleged misconduct by a Club Members will be dealt with by the Club Disciplinary Committee appointed by the Club Management Committee.
13.1 Neither the Club nor Officers of the Club shall be liable to any member or guest for any loss or damage to any property occurring on the Club premises.
13.2 The Club shall hold Insurance that will adequately cover Public Liability and for the activities that the Club delivers.
13.3 The Club shall abide by the conditions as laid in the Club’s lease.
13.4 Each Club Member (to the extent that such person is not entitled to recover under any policy of insurance) be entitled to be indemnified out of funds available to the Club which lawfully may be reasonably applied against costs, expenses and liabilities occurred by a person in the execution and discharge of duties undertaken on behalf of the Club.
14 PROTECTION OF CHILDREN AND THE VULNERABLE
14.1 The Club is committed to promoting a safe environment within the Club’s facilities in which children and vulnerable adults can enjoy taking part in the game of bowls.
14.2 The Club shall seek to underpin and ensure this commitment by following and promoting the Joint Child Protection Policy and Procedures of the National Governing Bodies (refer to the Bowls England ‘Protection of Children and Vulnerable Adults Policy’) and the Club Policy on Procedures for Safeguarding and Protecting Children and Vulnerable Persons, both documents being located on the Club Notice Board in the Clubhouse.
14.3 The Club shall appoint a designated person to serve as the Welfare Officer.
14.4 The Club shall have at least one Level 2 Qualified Coach who will be able to coach children and vulnerable adults.
15 GENERAL DATA PROTECTION REGULATIONS (GDPR)
In order to comply with the new General Data Protection Regulations (GDPR) which came into effect on 25th May 2018, Club Members are required to complete a GDPR Acceptance Form to provide the Hon Club Secretary with their personal data. If any Club Member is uncomfortable to provide any of the information requested, the Member may state ‘not provided’ in the relevant section of the Form. (Please note that relevant and appropriate Club communications to carry out the business of the Club may not be possible if a Member declines to provide any of the data requested).
Forms will be held securely by the Hon Club Secretary.
16 HEALTH & SAFETY
16.1 The Health and Safety of all members and guests who use the Club facilities is a major concern of the Club. The Management Committee recognises that achieving and maintaining high standards of safety requires that the Club’s Management Committee, members, visitors and contractors are aware of and discharge their respective responsibilities.
16.2 The Health & Safety at Work Act 1974 requires all members, including contractors working on the Club premises, to conduct themselves in such a manner as to ensure that they pose no risk to their own or any other person’s health & safety.
17 DISSOLUTION OF THE CLUB
17.1 In the event that at any General Meeting of the Club a resolution is passed calling for the dissolution of the Club and the members vote for the Club to be dissolved, the Hon. Secretary shall immediately convene a Special General Meeting to be held not less than one month thereafter to discuss and vote on the resolution.
17.2 If, at that Special General Meeting, the resolution is carried by at least two-thirds of the members present, the Trustees shall thereupon, or at such date as has been specified in the resolution, proceed to realise the assets of the Club and discharge all debts and liabilities of the Club.
17.3 The Club’s Landlord (North West Leicestershire District Council) shall be immediately informed of the Club’s intention to dissolve the Club and shall be involved throughout the proceedings.
17.4 The work of Thringstone Bowling Club shall not be for the benefit of landfill site operators who may contribute to Thringstone Bowling Club and claim credit under the Landfill Communities Fund. Nor shall it be for the benefit of contributing third parties, as defined in the landfill tax regulations.
17.5 In the event of the organisation disbanding, any remaining Landfill Communities Fund money shall be transferred to any enrolled Environmental Body and not to an organisation of similar objects and status.
17.6 After discharging all debts and liabilities of the Club, the remaining assets shall not be paid or distributed amongst the Club Members, but shall be given or transferred to one of the following:
(i) the National Governing Body for use by them for related community sports
(ii) a club with similar sports purposes which, preferably, is a registered Community Amateur Sports Club (CASC)
(iii) an organisation with similar sporting purposes which is a registered charity
18 CLUB NOTICE BOARD
18.1 Copies of the following documents shall be displayed on the official Club Notice Boards in the Clubhouse:
18.1.1 Club Constitution & Rules
18.1.2 List of Club Officials, Management Committee Members, Club Trustees, Club Welfare Officer, EBCS Accredited and BDA Qualified Coaches, Team Captains and Selectors
18.1.3 List of Club Members names, addresses and contact information if individual consent from the Club Member under the 2018 General Data Protection Regulations (GDPR) is provided to the Club Secretary (each Club Member (or Carer or Guardian in the case of younger Members aged under 18) will be requested to sign a GDPR Acceptance Statement allowing Thringstone Bowling Club to use their data for normal business of the Club).
18.1.4 Club Etiquette Guidelines
18.1.5 Club Competition Rules
18.1.6 Bowls England ‘Protection of Children & Vulnerable Adults’ Document
18.1.7 Policy and Procedures for Club Child Protection
18.1.8 Minutes of the Club Committee Management/AGM Meetings
18.1.9 Notice of Management Committee Meetings/AGM and Special Meetings
18.1.10 Special Announcements from the Management Committee
18.1.11 Welcome Notice of New Members
Note that this list is not exclusive
Any proposed changes in the Club Constitution and Rules will be notified on the Club Notice Board. These changes will be left on the Club Notice Board for six weeks during which time any Member of the Club may make comment on the changes to the Management Committee in writing via the Club Secretary. A Member may also make personal representation at the next Management Committee Meeting following the six-week notice of the change(s). Where there are major changes proposed by the Management Committee or there are particular concerns expressed by the Club Members, the Management Committee shall consider calling a Special General Meeting to discuss the issues. Where there is no consensus reached, the Management Committee will consider the proposed changes in the light of the comments made by Members and decide the appropriate course of action. The Management Committee’s decision shall be final.
Should there be any question or dispute that is not covered in the foregoing Constitution and Rules of the Club or as to the construction thereof, the same shall be referred to the Management Committee in writing to the Hon Secretary. The decision by the Management Committee on such matters shall be final.
Any matter arising from the interpretation of foregoing Constitution and Rules of the Club shall be dealt with by the Management Committee whose decision is final.
Signature of Club Development Officer……………………………………..Date: 19th April 2019
Signature of Hon. Secretary:…………………………………………………….Date: 19th April 2019
1st Edition of Club Rules, dated 22-04-10
2nd Edition of Club Constitution and Rules, dated 26-09-12
3rd Edition of Club Constitution and Rules, dated 14-05-14
4th Edition of Club Constitution and Rules, dated 18-07-15
5th Edition of Club Constitution and Rules, dated 01-05-16
6th Edition of Club Constitution and Rules, dated 24-04-17
7th Edition of Club Constitution and Rules, dated 21-08-18
8th Edition of Club Constitution and Rules, dated 19-04-19