Constitution

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HAYDON WICK BOWLS CLUB

Draft Revision of the Rules and Constitution

1. Name and Address of Club

The Club shall be called HAYDON WICK BOWLS CLUB and shall be affiliated to Bowls England and Bowls Wiltshire.
The address for correspondence shall be the address of the General Secretary for the time being.

2. Objects

The Object of the club shall be the promotion and fostering of the sport of flat green bowls at all levels, providing opportunities for recreation, competitions and other social activities.

3. Membership

Membership of the club shall consist of the following categories;
a] Playing members
b] Junior members (Those in full time education)
c] Social members
d] Honorary membership (Appointment to honorary membership may be nominated by the Management Committee for special and meritorious service to the club. Such appointments to be approved by the members at the Annual General Meeting.

4. Eligibility for Membership

Membership shall be confined to residents of Haydon Wick, except that playing members outside the Parish shall be permitted up to an amount as agreed in writing by the Parish Council. Partners of such non-Parish members shall be eligible to be nominated for election as social members.

5. Register of Members

The General Secretary shall maintain a register of the names, addresses and telephone numbers of all members.

6. Election of Members

a] The election of members shall be vested in the Management Committee and shall be by a majority vote. A candidate for membership shall be proposed and seconded by two existing playing members, both of whom shall, from their personal knowledge, vouch for the fitness of the candidate for membership.
b] The application form, which shall be dated, shall show details of the candidate, including name and address, and shall be posted on the club notice board for at least seven days prior to election.
c] There shall be at least seven days interval between nomination and the election of any new member.

7. Change of Address

Any member changing his or her address, or other relevant details, shall immediately advise the Honorary Secretary in writing, and unless such notice is given, all communications and notices sent to the last address shall be deemed to have been served upon them.

8. Cessation of Membership

a] A member wishing to resign his or her membership shall give notice in writing to the General Secretary, and unless otherwise stated, the resignation shall be effective from the date of notice.
b] By resolution of the Management Committee when:-
i) A member’s conduct has, by breach of rules or otherwise, unfitted him/her for membership.
ii) A member has failed to reply to a final demand for payment of subscription.

Note; in all disciplinary matters, members have a right to appeal to a panel made up of three ex-Presidents of the Club, nominated by the current President.

9. Visitors

a] Visitors may be introduced by members and may play on the green subject to availability. Prior to play, a current green fee must be paid.
b] Subject to availability, members of the public may also play on the green by prior arrangement with the General Secretary. The green fee shall be determined at the Annual General Meeting.

10. Subscriptions

a] The amount of the annual subscription and initial joining fee shall be determined yearly at the Annual General Meeting. The subscription to be paid on or before, the 31st March. Fees for new bowlers admitted during the playing season (in addition to the initial joining fee) shall be based on the following scales:-
i) Full subscription from January to the end of May, plus joining fee.
ii) 3/4 subscription during June, plus joining fee.
iii) 1/2 subscription during July, plus joining fee.
iv) 1/4 subscription during August, plus joining fee.
v) For the months of September to December, joining fee only.
b] Any former full member who rejoins shall not be liable to pay the joining fee.

11. Financial Year

The financial year shall end on the 31st October each year, to which date the accounts of the club shall be balanced for presentation at the Annual General Meeting. The accounts shall, as soon as practicable, after the end of the financial year, be audited by an external auditor, or two club members appointed by the Annual General Meeting.

12. General Meetings

a] The Annual General Meeting shall be held during the month of November each year and shall be convened by posting a notice to the members on the club notice board a minimum of 28 days prior to the meeting. Members wishing to have items included in the agenda shall advise the General Secretary, in writing, no less than 21 days prior to the meeting. Members shall be advised of the agenda not less than 14 days before the meeting.
b] The business of the Annual General Meeting shall include the following;
i) Confirmation of the minutes of the previous Annual General Meeting, and any General Meetings held since the last Annual General Meeting.
ii) The Examined accounts of the Club for the financial year, from the Treasurer.
iii) The election of Officers and Committee Members of the Club
iv) The transaction of such other business received, in writing, by the General Secretary from members which is included in the agenda.
c] Voting at General Meetings shall be restricted to fully paid up playing members, each having one vote. Members unable to attend will be allowed to vote by proxy, provided that the name of the proxy is lodged, in writing, with the General Secretary at least 48 hours prior to the meeting.
d] At all General Meetings, the chair will be taken by the Club President/Vice President or in their absence by a deputy appointed by the Management Committee.
e] Decisions made at a General Meeting shall be by a simple majority vote from those fully paid up playing members attending the meeting or those having nominated the proxy in the approved manner. In the event of equal votes, the Chairperson shall be entitled to a second and additional casting vote.
f] A quorum for a General Meeting shall be 33% of the fully paid up playing membership of the Club.
g] Special General Meetings, other than those covered by Rule 18 a, may be convened by the Management Committee or on receipt, by the General Secretary, of a request in writing from not less than 10 fully paid up playing members of the Club. Members shall be given a minimum of seven days notice of such meetings.

13. Club Management

a] The management of the club shall be vested in a Management Committee comprising the following officers and members:-
i) The President (who shall chair meetings of members and of the Management Committee).
ii) The Vice-President (who shall chair meetings in the absence of the President).
iii) The General Secretary.
iv) The General Treasurer.
v) Eight other playing members.
Note; in the absence of either the President, or Vice-President, the chair shall be taken by a Committee Member selected at the start of the meeting.
b] The officers and committee members shall retire annually, and subject to rule 14 they shall be eligible for re-election at the Annual General Meeting.

14. Nominations and election of Officers and Committee

a] Nominations for all Officers and Committee Members shall be sent to the General Secretary, duly proposed and seconded by fully paid up playing members, at least 14 days prior to the Annual General Meeting, having ascertained the willingness of the candidate to stand for election.
b] Nomination forms shall be made available by being placed on the club notice board at least 21 days prior to the Annual General Meeting or alternatively, may be obtained from the General Secretary on request.
c] Where more nominations are submitted than there are vacant places, the person(s) receiving the highest number of votes in a single ballot shall be deemed to be elected, with the President determining the manner of such election.
d] The Captain(s), Vice Captain(s), and Section Secretaries nominated for the Ladies’ and Gentlemen’s Sections respectively, are to be elected only on the nomination and vote of the respective sections. The Captain for mixed matches is to be elected at a General Meeting to be held prior to the start of each season.

15. Management Committee Meetings

a] The Management Committee shall meet at such times and places as it may decide, and six members shall form a quorum. The decision of the Management Committee on any matters arising out of the club’s rules and regulations shall be final.
b] The Management Committee shall have the right to fill any vacancy that may occur, or co-opt for a special purpose. Co-opted members shall not be entitled to vote on the committee.
c] The Management Committee may appoint sub-committees, comprising club members, to consider and report on any matter concerning club activities.

16. Trustees

a] The Management Committee shall have power, at its sole discretion, to vest the whole, or any part of the property of the club in Trustees upon such trust and subject to such conditions as to management or otherwise and with such power of dispositions for the purpose of sales, exchanges, mortgages, leases or otherwise, and to raise or borrow such monies as may be required for any purpose as the Management Committee sees fit. There shall be four Trustees of the club for the purpose of this rule.
b] The Management Committee may, by notice in writing, signed by the General Secretary, at any time remove any Trustee from trusteeship. In the event of any vacancy occurring in the trusteeship, owing to death, resignation, and removal or by any other cause, a new Trustee shall be appointed by the Management Committee, provided that the number shall never be less than four.

17. Bowls Season

The dates for opening and closing the green for the bowling season shall be determined by the Management Committee.

18. Mode of Altering the Rules

a] The rules and constitution may be amended by a majority of playing members present at the Annual General Meeting, or any other Special Meeting called for the purpose, (See rule 12), provided notice of proposed amendments (Except proposals made by the Management Committee) shall have been given to the General Secretary not less than 21 days before such a meeting. Such amendments are subject to any conditions imposed by the licensing authority and current legislation.
b] The Management Committee may, from time to time, make temporary rules concerning the conduct and organisation of the club. Such rules are to be submitted for approval at the next Annual General Meeting.

19. Clubhouse Bar

a] The clubhouse bar shall be managed by the Management Committee unless the members shall, at the Annual General Meeting, determine that the management shall be undertaken by an alternative committee, comprising at least five members elected until the next Annual General Meeting.
b] The permitted hours for the supply of intoxicating liquor, subject to the current provisions of the licensing authority, shall be;-
i) Monday to Saturday, 11.00 until 23.00.
ii) Sundays and Good Friday, 12.00 until 22.30.
iii) The club shall be closed to members one half hour after the above hours.
c] The bar shall not be open for the sale of intoxicating liquor on Christmas day.
d] In addition to club members and subject to current provisions of licensing legislation, the following may be permitted to purchase intoxicating liquor at the bar for consumption on club premises.
i) Members of visiting teams.
ii) Persons attending the clubhouse premises for a bona-fide meeting or function approved by the Management Committee. The number of such meetings and functions shall not exceed twelve in any period between Annual General Meetings.
d] Members may introduce and entertain guests at the club and there shall be kept at the club a Visitors Book, which both members and guest(s) shall sign. The member introducing the guest shall be responsible for the guest strictly observing the Rules and Club By-Laws and shall not leave the club before the guest. No person whose membership of the club has been terminated under Rule 8b or is, for the time being suspended or whose application for membership has, at any time, been rejected, shall be introduced as a guest.
e] Intoxicating liquor shall not be supplied for consumption to persons under the age of eighteen years.

28th October 2010