1.1 The club shall be called The Parade Bowls Club, hereafter to be referred to as ‘the Club’ and shall be affiliated to the Sussex Governing Body of The English Bowls Association.
1.2 The club will conduct its business in an open and transparent manner.
· 2. PURPOSE AND OBJECTIVES
· The main purposes of the club are to provide facilities for and to promote participation in amateur sport of Lawn Bowls at Eastbourne Parade Club.
· Open to the whole community without discrimination.
· 3. MEMBERSHIP
· Membership of the Club shall be open to anyone interested in the sport on application regardless of sex, age, disability, ethnicity, nationality, sexual orientation, religion or other beliefs. However, limitation of membership according to available facilities is allowable on a non- discriminatory basis. .
· The club may have different classes of membership and subscription on a non-discriminatory and fair basis. The club will keep subscriptions at levels that will not pose a significant obstacle to people participating.
· The club committee may refuse membership or remove it only for good cause such as conduct or character likely to bring club or sport into disrepute. Appeal against refusal or removal may be made to the members.
· There shall be four classes of membership available . These are :
· Full voting membership , social membership non voting, junior membership (under the age of 16)
· Honorary social membership, full members who retire due to injury or ill health at the discretion of the committee.
· All full members will be required to do Green
Steward duties including teas on matchdays.
· Subscriptions are due from existing members as at 31st January annually. However it is permissible for Members to pay half by 31st January and the balance to be paid at the commencement of the season. This date will be determined by the first open/coffee morning Members roll up. No renewal reminders will be sent out and a penalty may be incurred if payment has not been received as at that date.
· It is members’ sole responsibility to read club notices and where they are available to play, ensure they put forward their names on the relevant match selection cards.Anyone using the playing area must use the correct footwear. Players dress for all official matches shall be defined on each selection card.
· Members are reminded that they must abide by the club rules at all times and any infringement or deliberate act of non-compliance will be subject to the club’s disciplinary rules.
4 OFFICERS The Officers of the Club shall be as follows:
President Honorary and Non-Executive position which is proposed by the Committee prior to an Annual General Meeting (AGM) and then ratified by full members at an AGM. This president would also chair the sub-committee in the event of any appeal that may rise.
Chairperson, shall chair all meetings of the committee, AGM, Extra-ordinary general meetings and full member general meetings. The position will be subject to annual re-election.
Secretary, shall maintain minuted records of all committee meetings and ensure effective communication exists relating to club correspondence. This position will be subject to annual re-election.
Treasurer, shall keep accurate records of the Clubs’ finances during the financial year, ensuring audited accounts are prepared and produced for the AGM. He/She will produce an up to date record of the clubs financial position at all committee meetings. This position will be subject to annual re-election.
and Ladies Club Captains main function to be captain of teams and
will be responsible, along with their respective vice captains for the
selection of players for matches. These
positions will be subject to annual re-election. These positions maybe held for a maximum period of 2 years. Candidates may re-apply after one season/year.
Vice Captains: To support
their respective team captains in team selection and, as and when required, to
fulfil the role of captain in team matches.
This position will be subject to annual re-election but is not an
Executive Committee position. These positions maybe held for a maximum of 2 years.
Catering Officer has responsibility for arranging and ensuring catering arrangements are fulfilled. This position will be subject to annual re-election.
Fixtures Secretary shall be responsible for arranging all the club competitions and liaising with the men’s & lady captains on matters concerning matches. This position will be subject to annual re-election.
3 x Committee Members who will assist the committee in running its business. This position will be subject to annual re-election.
Licensed Premises Supervisor; a non-voting ex-officio member of the committee who will attend committee meetings to inform on all bar related matters. This position is not subject to annual re-election.
Secretary shall be responsible for arranging all Club competitions
and will liaise with the Fixtures Secretary and captains as necessary. This is a voting position and also a committee member.
Green Ranger has overall responsibility for all matters relating to the playing area. He/She will liaise with our Green Contractor.
4.1 ELECTION OF OFFICERS
All officers shall be elected at the Annual
General Meeting of the Club, from, and by, Members of the Club.
· All officers are elected for a period of one year, but may be re-elected to the same office or another office the following year.
· In the event of insufficient nominations, proposals to fill the vacancies will be accepted at the AGM.
5 EXECUTIVE COMMITTEE
The affairs and general control of the Club shall be vested in an Executive Committee comprising of the Executive Officers of the Club elected from, and by, the Full Members of the Club. The Executive Committee shall meet at agreed intervals and not less than four times a year.
· Four Committee members, including at least one officer will constitute a quorum
The duties of the Executive Committee shall be:
· To manage a financial accounting year from October to September.
· To unanimously agree to any raising of additional finance through loans, debentures, etc., and to agree any bank overdraft on the Club’s bank accounts. The total maximum amount being 1 ½ times the annual subscription of all its members.
· To keep accurate accounts of the finances of the Club through the Treasurer. These should be available for reasonable inspection by the Trustees, and should be audited before every Annual General Meeting.
· The Club shall maintain a current bank account, and the following Officers shall be authorised to sign Club cheques. One being the treasurer and one from either the Chairman, Secretary or Men’s or Ladies Club captains.
· To co-opt additional members of the Committee as the Committee feels this is necessary. Co-opted Members shall not be entitled to a vote on the Committee.
· To appoint any subcommittee as may be necessary to assist in the management of the Club.To make decisions on the basis of a simple majority vote. In the case of equal votes, the Chairperson shall be entitled to an additional casting vote.
· Where any infringement of the Clubs rules has occurred this will be investigated by the whole committee. Where any disciplinary action is required following this investigation, this will require a committee decision with at least 5 (five) members in favour.
· The Committee shall have the power to determine the continued membership of anyone found guilty of conduct detrimental to the welfare or good name of the Club.
· Any member who is subject to above has the right of appeal and this will be heard by the President and two full members of the club, one selected by the Committee and one by the defendant.
· Rule 9 of the Bowls England Rules and Regulations shall apply in its entirety, a copy of the Bowls England Rules and regulations will be displayed on the Club noticeboard at all times. The Club holds insurance approved by Bowls England which covers Public and Civil Liability and a copy of this policy and the schedule of cover therein is displayed on the Club noticeboard.
Any complaints or disagreements by club members shall be made in writing to the Club Secretary who will then arrange a meeting with the Chairman and Club. Captains to determine what action, if any, is necessary. This will be reported back to the member in written format.
8 GENERAL MEETINGS
· The Annual General Meeting of the Club should be held no later than the end of November each year. 21 clear days written notice shall be given to Members of the Annual General Meeting by posting the notice on the Club noticeboard. Members must advise the Secretary in writing of any business to be moved at the Annual General Meeting at least 14 days before the meeting. The Secretary shall circulate on the noticeboard the agenda for the meeting to Members not less than 7 days before the meeting.
· The business of the Annual General Meeting shall be to:
Confirm the minutes of the previous Annual General Meeting and any Emergency General Meetings held since the last Annual General Meeting.
Receive the audited accounts for the financial accounting year from the Treasurer.
Receive a summary of the last year’s progress from the Chair.
Elect an Auditor.
Elect the Executive Officers of the Club as detailed in 4 and other Executive Committee Members.
Review Club subscription rates and agree them for the forthcoming year.
Transact any other business received in writing by the Secretary from the Members 14 days prior to the meeting and included in the agenda.
· Special General Meetings may be convened by the Executive Committee or on receipt by the Secretary of a request in writing by not less than 15 of the Full Members of the Club. At least 21 days’ notice of the meeting shall be given.
· The Secretary will set out the agenda for the meeting as dictated by the contents of the written letter requesting the special meeting. No other proposals will be discussed.
· The procedure for the Nomination of candidates for election of Officers shall be made by posting list of positions on the Club noticeboard at least 14 days in advance of the Annual General Meeting date. Nominations can only be made by Full Members and must be seconded by another Full Member.
· At all General Meetings, the chair will be taken by the Chairperson or, in their absence by a deputy appointed by the Executive Committee.
· Decisions made at a General Meeting shall be by a simple majority of votes from those Full Members attending the meeting. In the event of equal votes, the Chairperson shall be entitled to an additional casting vote.
· A quorum for a General Meeting shall be 15 Full Members and 2 Officers of the Club including 2 from Chairperson, Secretary and Treasurer.
Each Full Member of the Club shall be entitled
to one vote at General Meetings. Postal votes will be permissable and must be received by the Secretary not later than the date of the AGM. Proxy voting is not permissable.
9 ALTERATIONS TO THE CONSTITUTION
· Any proposed alterations to the Club Constitution may only be considered at an Annual or Special General Meeting, convened with the required written notice of the proposal.
· Any alteration or amendment must be proposed by a Full Member of the Club and seconded by another Full Member. Such alterations shall be passed if supported by not less than two thirds of those Full Members present at the meeting, assuming that a quorum has been achieved.
10 VULNERABLE ADULTS & CHILDREN
· The Club is committed to promoting a safe environment in which vulnerable adults and children can enjoy taking part in a game of bowls, either by playing, viewing or when attending a social functions. It will seek to underpin and ensure this commitment following and promoting a Joint Child Protection/Vulnerable Adults Policy and Procedure that abides by National Guidelines.
11. NON PROFIT MAKING
· All surplus income or profits are to be reinvested in the club. No surpluses or assets will be distributed to members or third parties.
· If at any General Meeting of the Club, a resolution be passed calling for the dissolution of the Club, the Secretary shall immediately convene a Special General Meeting of the Club to be held not less than one month thereafter to decide and vote on the resolution.
If at the Special General Meeting, the resolution is carried by at least two-thirds of the Full Members present at the meeting, the General 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.
Upon dissolution of the club any assets shall
be given or transferred to another registered CASC, a registered charity or
sport’s governing body for use by them in related community sports.
This constitution replaces all previous editions and was ratified by the Club Members at the Members General Meeting on Wednesday 7th September 2016.