CONSTITUTION AND RULES - 2021

AYLESBURY TOWN BOWLS CLUB - CONSTITUTION & RULES 

1.     TITLE

The Club shall be known as The Aylesbury Town Bowls Club hereafter to be referred to as “The Club” and shall be affiliated to Bowls England and Buckinghamshire Bowls Association. 

2.     OBJECTIVES

2.1.   To promote, safeguard and foster the level green game of bowls in accordance with the Rules and Regulations of Bowls England and the Crystal laws of the Sport of Bowls.

2.2.   To hold inter-club matches.

2.3.   To hold club competitions.

2.4.   To promote recreation and social activities among the members and the wider community.

3.MANAGEMENT

3.1. A General Committee, hereinafter referred to as the Committee, shall manage the affairs of the Club. 

3.2.The Committee will consist of a President, Chairman, Secretary, Treasurer, Men’s Captain, and Ladies Captain who as the officers of the Club must be Full Playing Members.  The Green Ranger, Match Secretary, Competitions Secretary, House Manager, Bar Manager, Catering Manager, Safeguarding Officer, and deputies for all the above do not have to be Full Playing-Members.  In addition, three elected members and any members co-opted, who do not have to be Full Playing-Members make up the Committee.  Deputies are not expected to attend all Committee Meetings.

3.3.All Officers and members of the Committee shall hold office for one year and shall be elected or re-elected at the Annual General Meeting hereinafter referred to as the AGM.

3.4.Any member of the Committee who is a member of the Committee of another outdoor bowls club shall notify the Secretary, in writing of that fact and the Secretary shall so inform the Committee.

3.5.Nominations for election to any post should be made on the nomination form posted in the Club or circulated electronically if necessary. The proposer, seconder and nominee must sign each nomination. Nominations will be accepted at the meeting for any position where there has been no previous nomination.  Where the Committee deems it necessary this can be completed electronically in which case the nominee will submit their name to the Secretary naming a proposer and seconder which the Secretary will verify.

3.6.A member of the Committee failing to attend three consecutive meetings shall, unless failure was due to some reason approved by the Committee, cease to be a member of the Committee.

3.7.The Committee shall be empowered to.

3.7.1.Fill any vacancy arising during the year.

3.7.2.Form sub-committees with powers as it thinks fit.

3.7.3.Co-opt any member or members for such purposes as it thinks necessary.  Such members will be entitled to voting rights on the Committee.

3.8.To summon an Extraordinary General Meeting of the members at not less than 14 or more than 28 days’ notice.

3.9.The Committee will manage the Club through sub committees. The responsibilities of each main            sub-committee are set out in Appendix 1. The formation of each main sub-committee is set out in each section.  All sub-committees shall be responsible to The Committee.

3.10. The financial year shall run from 1 October until 30 September. 

3.11. The main powers and duties of the Officers are set out in Appendix 2.

3.12. The Committee shall have power to suspend or expel any member for any reason it may consider sufficient after having given such member an opportunity of explanation as set out in 4.10.

4.MEMBERSHIP

4.1.Membership of Aylesbury Town Bowls Club shall be open to all persons regardless of nationality, gender, age, sexual orientation, race, religious or other belief, ability, or disability.  Membership categories are as follows: -

4.1.1. Life Members – those persons who the club have decided should have life membership at no further fee. Elected at the AGM, they are entitled to hold office and vote at Club Meetings. Considered to be Full Playing Members.

4.1.2.Full Playing Members - Persons aged 24 and over can join the club as Full Playing Members.  Fee payable as agreed at AGM. They are entitled to hold office and vote at Club meetings.  They are entitled to bowl outdoors during the summer season and take part in any social event throughout the year.  Full Playing Members have the right to play in Competitions and Matches

4.1.3.Junior Members - Those persons aged under 18. Fee payable as agreed at AGM.

4.1.4.Young Adults 18 - 23 In Full Time Education. Fee payable as agreed at AGM.

4.1.5.Young Adults 18 - 23 not in Full Time Education Fee payable as agreed at AGM. Young Adult and Junior members are considered Full Playing Members and can play in matches and competitions, they are not entitled to vote at Club meetings.  The Committee may admit young people under the age of 14 where the circumstances warrant such admission. 

4.1.6.Social Members pay a reduced fee as agreed at AGM. enabling them to play in Friday Roll-Up and by special invitation as determined by the Committee.  If they are a Member of U3A they may also play on Thursday morning after paying an additional green fee. They are not entitled to vote at Club Meetings unless co-opted onto Committee.

4.1.7.Social Non-Paying – Non-Paying Spouses and Partners of playing members are automatically enrolled as non-playing members.  They are entitled to attend social events.  If they wish to assist in the running of the Club, they are requested to provide contact information via a membership form.

4.2.Patients undergoing an agreed programme of rehabilitation under supervision are granted social member status whilst in that position and may play on the green under supervision.

4.3.The total number of members both playing and social shall be at the discretion of the Committee.

4.4.Candidates for membership must be proposed and seconded by Playing Members and such proposals sent to the Secretary for the Committee’s approval. The Committee shall decide whether an application for membership is accepted, rejected, or deferred pending further enquiry.

4.5.All Life and paying members must complete a membership form each year. Every member shall furnish the Secretary with up-to-date contact details to be recorded in the membership list and any notice sent to such an address either by post, electronically or other means shall be deemed to be duly delivered.  Non- Paying members are requested to provide contact details via a membership form if they wish to assist in the running of the Club.

4.6.Member’s names, addresses, and contact details, including those in case of emergencies, will be held on computer files.  In order to comply with the Data Protection Acts and avoid the payment of a registration fee the club must obtain members approval for their information to be held and used for club purposes. The signature on the membership form will signify agreement for personal information to be used for club and bowls purposes.

4.7.The Membership Form and additional forms/lists showing those willing to help with duties in the Clubhouse and in what capacity; these people are employees of the Club.

4.8.There shall be displayed at the clubhouse premises a membership list of the names phone numbers of all members.  A list of emergency contact details will be held in the information folder in the dining room.

4.9.No member or group of members may engage in any activity within the limits of the club grounds that excludes any member of the club or brings the club into disrepute.

4.10.Any member who, having been warned by an official of the Club as to their misconduct, continues so to misconduct themselves shall be liable to suspension on the matter being investigated and expulsion if found proved by the Committee. Notice to that effect in writing shall be given within 14 days of such determination. Such a member has no right to the return of any fees paid but has the right to appeal to the members at an Extraordinary General Meeting called for that purpose.

5.DRESS ON AND USE OF THE GREEN

5.1Dress includes both footwear and clothing.

5.2For County, National or other matches for representative bodies the dress will be as per the competition rules or as stipulated by the organisers of the match.

5.3For any other games/matches the dress shall be as per Club Rules. Such Club Rules shall be as agreed by the Committee from time to time and shall be displayed on the Club notice board.

5.4Use of the Green

5.4.1Tuesday Roll-Up is for Full Members only. (No additional charge)

5.4.2Thursday morning is for U3A Members who must also be Full or Paying Social Members of the Club. Paying Social Members pay an additional cost for Green Fees.

5.4.3Friday Evening Turn-Up and Play is for Full and Paying Social Members.

5.5 Only Full Members may take part in Matches and Competitions.  Paying Social Members may be invited to play a limited number of games at the invitation of the Committee.

5.5Indoor Winter Season Carpet Bowls is available to Full & Paying Social Members. 

6 SUBSCRIPTIONS AND FEES

6.1The annual subscription payable for all classes of membership shall be agreed at the AGM.

6.2All Match, Green and other fees shall be agreed at the Annual General Meeting.

6.3 All subscriptions become due on the 1 April each year and are non-refundable. A member who has not paid the subscription by 30 April shall automatically cease to be a member and may be required to re-apply for membership at the discretion of the Committee. New members joining after August may be offered a reduction in membership fees at the discretion of the Committee.

6.4New Full Playing Members receive a reduction in the first year as agreed at the AGM, including those who have previously been Social Members.  Full Playing Members returning to the club within 5 years of leaving are not entitled to a reduction on their return.

6.5New & Returning Social members, whenever they join, will pay the annual fee set by the AGM.

6.6Any fees paid for trial bowls sessions will count towards full playing membership in the first full year. These fees to be agreed at the AGM.

6.7The Club will pay affiliation fees for all playing members to Buckinghamshire Bowls Association and Bowls England

7 MEETINGS

7.1All Meetings may be at the Club, virtually or elsewhere if necessary.  Voting may take place by     attendance, electronically or by post if necessary.

7.2The Committee shall meet regularly, usually the 3rd Monday of each month to manage the affairs of the Club and its decisions shall be by way of simple majority of those present and voting. In the event of equality of votes the chairman of the meeting shall have a second or casting vote. A quorum for a meeting of the Committee shall be formed by a minimum of five members of the Committee including at least two officers.

7.3An Annual General Meeting shall be held each year, normally in November. It will be chaired by the President. The purpose of the meeting shall be:

7.3.1To receive and approve the minutes of the last AGM and any EGM held since that Meeting.

7.3.2To receive the Chairman’s Report for the year ending 30 September.

7.3.3To receive and approve the Treasurer’s Report for the year ending 30 September.

7.3.4To approve the annual subscriptions and fees for the ensuing season.

7.3.5To consider any resolution from the Committee or of which proper notice has been given in          accordance with Section 14.

7.3.6To elect by ballot the Officers and members of the Committee etc. as set out in Rule 3 together with the Accounts Examiner. The new Committee shall take office immediately following the meeting.

7.3.7To authorise the limits of the Committee’s and Officers’ power to spend money on a single item on behalf of the Club during the following year.

7.4At least fourteen days’ notice of the AGM shall be given to all members. All Full playing members         shall be issued with a copy of Chairman’s Report, Treasurer’s Report and any proposals with the notice calling the meeting.

7.5The Secretary shall call an Extraordinary General Meeting, herein after called an EGM, at the request of the Committee or on receiving a written request signed by at least five playing members. At least fourteen and not more than twenty-eight days’ notice shall be given to members with the agenda stating the purpose for which such meeting is being called. 

7.6Except for the provision in paragraph 14.2 a quorum for an AGM or EGM shall be formed by at least 25% of the playing membership and must include two Officers.

7.7Except for the provision in paragraph 14.2 all meeting decisions will be made based on a simple majority of those members present and entitled to vote. In the event of equality of votes, the chairman of the meeting shall have a second or casting vote.

7.8Any conflict of interest must be declared to the Chairman of the meeting prior to its start. The Chairman will then determine if the person may remain in the meeting and/or vote when the item is discussed.

8 FINANCIAL MATTERS

8.1The Club is organised on a not-for-profit basis. Any surplus income or gains are to be reinvested in the Club.

8.2Bank accounts shall be maintained in the Club’s name. All cheque withdrawals shall require the signature of Treasurer or Assistant Treasurer plus other Committee members as deemed necessary by the bank. Internet and phone banking may be used as appropriate.

8.3No debt shall be incurred, and no expenditure be made except for bar stock and petty cash items unless it is sanctioned by the Committee.  However, the Chairman plus the Chairman, Secretary and Treasurer collectively are empowered to make financial decisions between Committee meetings up to a level proposed by the Committee and agreed at an AGM or EGM.  Any such expenditure to be reported at the next Committee meeting. 

8.4The Committee is empowered to seek grants or borrow money on behalf of the Club for the purpose of extensions and improvements and otherwise for the benefit of the Club. Where the total amount of borrowing or expenditure from club funds is to be more than two times the total annual subscriptions of all members the expenditure must be sanctioned at an AGM or EGM of all the members. The Committee is empowered to allow legal and planning advice to be bought in if deemed necessary for club purposes.

8.5The Committee is empowered to invest money on behalf of the Club.

8.6Each member (and employees from time to time) of the Aylesbury Town Bowls 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 Aylesbury Town Bowls Club, which may lawfully be so applied, against all costs, expenses and liabilities whatsoever incurred by such person in the proper execution and discharge of duties undertaken on behalf of the Club or arising there from, or incurred in good faith in the purported discharge of such duties. Save in any such case where any such costs, expenses and liabilities arise in connection with any negligence, default, breach of duty or breach of trust. Provided that any such member so indemnified has been properly authorised in relation to the duties undertaken on behalf of the Club by the Committee.

8.7The accounts kept by the Treasurer will be available for reasonable inspection by members and examined by the appointed Accounts Examiner prior to each Annual General Meeting.

9 GRIEVANCES

9.1Any member having a grievance should communicate it in writing to the Secretary for determination at the next meeting of the Committee.

10 BAR

10.1The Bar shall be controlled by the Bar sub-committee.

10.2The tariff of alcoholic beverages and the permitted hours of supply shall be on display behind the bar.

10.3All income derived from sale thereof shall be paid to the Treasurer and placed in club funds. Any profits are to be used for the purpose of improving general amenities or for the general benefit of all members.

10.4No person below the age of eighteen years whether a member or not, shall be allowed to purchase, consume, or be supplied with intoxicating liquor on the Club premises.

10.5Match officials, players and bone-fide members of visiting Clubs and teams together with their supporters may at the discretion of the Committee have admittance on the day of the match to the Club premises and be permitted to purchase and be supplied with intoxicating liquor by or on behalf of the Club solely for consumption on the premises.

10.6Intoxicating liquor may be sold to persons attending the Club premises for social or other functions organised or authorised by the Committee.

11 GUESTS 

11.1Full Playing Members may bring guests and shall be responsible for their conduct whilst on the premises. All Visitors must be signed into the Visitors Book.

12 HIRE OF CLUB AND GREEN

12.1The Committee on application may permit the hire of the Club premises and or green to members or outside organisations. The Committee shall decide the fee to be charged and the conditions of hire.

12.2No function, other than those managed by the Club, shall be permitted where admission charges are involved.

13 CLUB REPRESENTATIVES

13.1The Committee will select, from its members, as required such representatives and official substitutes for the various bowling or other bodies where Aylesbury Town Bowls Club is represented.

14 DISSOLUTION

14.1If, at any AGM or EGM of the Club, a resolution is recommended calling for the dissolution of the Club, the Secretary shall convene an EGM in accordance with Paragraph 14.

14.2If, at that AGM or EGM, the resolution is carried by at least two-thirds of the playing members, the Committeeshall thereupon, or at such date as shall be specified in the resolution, proceed to realise the assets of the Club, and discharge all debts and liabilities.

14.3After discharging all debts and liabilities, the remaining assets shall not be paid and distributed to any members but shall be remitted to Aylesbury Sports Company or its successors as landowners and be applied for approved sporting or charitable purposes only.

15 ALTERATIONS

15.1No alterations to the Constitution and Rules shall be made except at an AGM or EGM.

15.2Suggested resolutions for consideration at the AGM should be sent to the Secretary not later than 30 September with the names of the proposer and seconder. 

15.3Should any question arise to the interpretation or meaning of the foregoing Constitution and Rules or on any matter, which is not provided for in the Constitution and Rules, The Committee shall be empowered to determine the question until the next Annual General Meeting.

16 LEGAL ISSUES

16.1The Club seeks to operate within the laws of the land and all Acts of Parliment that, from time to time, may be in force. Key issues relate to:

16.1.1Anti-doping: - Any person detected attempting to enhance their performance in any competition will be reported to the responsible body for that competition and will be subject to disciplinary action by the Club and reported to the police.

16.1.2Children and Vulnerable Adults: - These are valued members of the Club, and an Officer is appointed to look after their interests.

16.1.3Discrimination, Equal Opportunities and Human Rights Acts impact on the activities of everyone

16.1.4Health and Safety is an issue requiring constant attention from all club members. Any issue should be reported to the appropriate Committee member as soon as practicable after it is identified so that remedial action can be initiated.

16.1.5The Club takes out employer’s liability insurance and buildings and contents cover. Members are indemnified against civil liability arising from bowling activities. 

 

APPENDIX 1 – SUB-COMMITTEES

The Chairman of each sub-committee should report to the Committee at each meeting. Members of Sub-committees do not need to attend the full committee meeting.

1. Competitions and Match Sub-Committee
   1. This sub-committee shall consist of Competitions Secretary (Chairman), and two other members of the Club elected at the AGM who need not be members of the Committee. 
   2. This sub-committee shall be responsible for the managing and rules of all competitions of the Club. In addition, it shall also be responsible for the playing arrangements of competitions and matches ensuring, when needed, that transport is available.

2.Team Selection Sub-Committee

1. This sub-committee shall consist of the Men’s Captain, Ladies Captain and one other members of the Club elected at the AGM or co-opted thereafter who need not be members of The Committee.
2. Green Sub-Committee
   1. The Committee will decide the constitution of this sub-committee from time to time.
   2. The main duties of the sub-committee shall be to support the Green Ranger in arranging maintenance rotas and recruiting Club members to carry out the maintenance work.
   3. In the absence of the Green Ranger a member of the Green sub-committee may make decisions regarding play.
3. Bar Sub-Committee
   1. This sub-committee shall consist of the Bar Manager (Chairman), Treasurer and at least one other member.
   2. The main duties of the sub-committee shall be to monitor stock and submit a trading account to the Committee as and when required. In addition, the sub-committee shall monitor prices and profit margins and adjust bar prices as necessary.
   3. The sub-committee will also organise the bar rota.
4. Catering Sub-Committee
   1. This sub-committee shall consist of the Catering Manager (Chairman), and at least two other members.
   2. The main duties of the sub-committee shall be to attend to all matters, including menus, and provisions, including raffle prizes, relating to catering for matches and social events 
   3. The sub-committee will also organise catering teams drawn from both ladies and men and their catering rota.
   4. Liaise with the House Manager regarding the purchase of cleaning materials etc.
5. House Sub-Committee
   1. House Manager (Chairman) and two other members, elected at the AGM or co-opted thereafter, who need not be members of the Committee. 
   2. The main duties of this sub-committee shall be to assist the House Manager in overseeing the maintenance and improvement of the club premises and grounds, excluding the green and Health and Safety matters.
6. Constitution Sub-Committee
   1. This sub-committee shall consist of those officers and members appointed by the Committee from time to time.
   2. The main duty of the sub-committee shall be to review the constitution as requested by the Committee and make recommendations.

APPENDIX 2 – MAIN POWERS AND DUTIES OF THE OFFICERS OF THE CLUB

President - The President shall act as an ambassador for the Club and be responsible for promoting the Club’s interests to the local bowling community as well as its own members. The President shall also take the chair at the AGM.

Chairman - The Chairman shall ensure that all meetings have been properly convened and a quorum present.

Secretary / Assistant Secretary - The Secretary shall issue notices of meetings as set down by these Rules and shall keep minutes of all meetings. Additional duties shall be to maintain a register of members and deal with all correspondence relating to the Club. The Assistant Secretary undertakes any duty as agreed with the Secretary.

Treasurer /Assistant Treasurer - The Treasurer shall be responsible for keeping proper account of the Club’s finances and produce an annual report to the Committee and then to the AGM. The formal approval of the accounts shall occur at an Annual General Meeting of the members following the examination of the accounts.  Examined accounts shall be made available to members prior to 31 December in each year. The Assistant Treasurer undertakes any duty as agreed with the Treasurer.

Safeguarding Officer - The Safeguarding Officer will undertake all necessary actions to ensure the welfare of these groups of people according to the policy adopted by the Club and displayed on the Official Notice Board. 

Men’s /Ladies Captain/ Captain of the Day – Ensuring teams are displayed/communicated in a timely manner. Liaising with the Catering and Bar Managers on requirements.  On club match days the Men’s’ Captain or Ladies’ Captain or Captain of the Day shall be responsible for the team, preparing scorecards and ensuring visiting teams are welcomed. 

Green Ranger - The Green Ranger shall be responsible for the management of the maintenance of the green. The Green Ranger’s decision on whether the green is suitable for play shall be final.

Match Secretary - The Match Secretary shall be responsible for arranging the programme of all friendly matches and assisting in arranging dates for other matches as required.  A fixture booklet is to be produced each year. 

Competitions Secretary - The Competitions Secretary shall be responsible for arranging the draw for all club competitions, setting a time scale, monitoring progress, and arranging for all the competition trophies to be available and engraved as appropriate.

Bar Manager

1.     The Bar Manager shall be responsible for ordering all drinks and food for the bar and the control

stock rotation.

2.     Cleanliness and maintenance of all areas and equipment in the bar.

House Manager - The House Manager shall be responsible for all matters, other than those directly affecting             the green, that relate to maintaining and improving the club premises, grounds and health and safety.  The purchase of cleaning materials.

Catering Manager - The Catering Manager shall be responsible for overseeing catering for club events and purchase of raffle prizes.

Accounts Scrutineer - The Accounts Scrutineer will oversee the validity of the club accounts in preparation for the Treasurer presenting them to the AGM

APPENDIX 3 – FINANCIAL RULES AND RESTRICTIONS

Listed below are the spending limits of the Committee and Individual Officers.  These to be agreed each year at the AGM or at an EGM.

1.     The Committee – Up to two times the income from annual subscriptions

2.     The Chairman, Treasurer and Secretary as a group – Up to £700.  In the absence of any of these the President may take their place in the group.

3.     The Chairman – Up to £500.