CONSTITUTION
1. NAME: The Club shall be known as the Hangleton Bowling Club, hereafter to be referred to as the “Club” and it shall be affiliated to Bowls England and any appropriate Sussex County Bowling Association(s). The Club shall be located at the Knoll Recreational Ground, Rowan Avenue, Hove.
2. OBJECTS: The objects of the Club shall be to promote the game of Bowls generally, to arrange competitions between members, to play matches with other clubs and to organise such other activities as the Managing Committee may deem desirable and consistent with the status of a bowls club.
3. AMENDING the CONSTITUTION or RULES: No alteration or addition to the Constitution, or to the Rules shall be effected except at an Annual General Meeting (or at an Extraordinary General Meeting specifically convened for that purpose) of which due notice has been given as required by the Constitution. To amend the Constitution the majority for a resolution to be passed must be two thirds of those with Full Club Membership status and who are present at the meeting. The Rules may be changed with a simple majority of those present. Associate members are not entitled to vote at any general meeting. In the event of equal votes for a rule change then the Chairperson shall be entitled to cast a second vote.
4. MEMBERSHIP:
4.1 Membership of the Club shall be open to any person who completes a membership application form; is willing to have their application placed before the Managing Committee for approval and who subsequently pays the relevant subscription/joining fees as determined by the Club. The Managing Committee shall have the right to refuse membership to any applicant if they believe that the applicant is likely to bring the Club, or Bowls as a sport, into disrepute; or to suspend or rescind membership of any member subject to that member’s right of appeal in accordance with the guidelines outlined by Bowls England.
4.2 The Club has two membership categories; being Full Club Membership or Associate Membership which are defined more fully within the Rules. An Annual General Meeting may award Honorary Membership status either for life or for a set time period where it is desired to reward a member for outstanding service to the Club. Honorary Membership status may be either Full Club Membership or Associate Membership. Club Members at an Annual General Meeting may decide to cancel such honorary appointments.
5. CLUB MANAGEMENT:
5.1 The Managing Committee will manage the Club in accordance with the Constitution and Rules as decided by the members at an annual general meeting, or else at an extraordinary general meeting called for the purpose, and the Managing Committee shall be responsible for the observance and compliance on any statutory or other legal obligation entered into by the Club or the Trustees of the Club relating to the proper upkeep of the premises or equipment belonging to the Club.
5.2 The Managing Committee shall have the responsibility of the day-to-day management of the Club. The Committee will consist of seven Officers, one of whom will be the Chairperson who will have just a single casting vote. Officers serving on the Managing Committee will hold one post only. The Officers who do comprise the Managing Committee will have been elected at an Annual General Meeting by the Full Club Members in attendance and those duly elected will take office immediately following the meeting. Four persons present shall constitute a quorum at managing committee meetings.
6. MANAGING COMMITTEE: The committee shall have full power in respect of the following;
i To transact all the business of the Club except such matters as are herein reserved to the Annual General Meeting, and to keep accurate accounts of the finances of the Club through the Treasurer. These should be available for reasonable inspection by Members and should be examined by the appointed Accounts Examiner before every Annual General Meeting.
ii To fill vacancies in respect of any post-holders on the Managing Committee or otherwise which may occur between Annual General Meetings, and to co-opt on the Managing Committee such additional members as it may be deemed necessary. No co-opted members shall be entitled to vote on the Committee.
iii To appoint Sub-Committees for such purposes as the managing committee deems desirable.
iv Generally the post-holders, (other than the Chairperson and the two executive officers, Secretary and Treasurer) will be elected for a period of one year. The Chairperson, Secretary and Treasurer shall be asked to serve for two years to give the committee a sense of continuity. All post-holders may seek to be re-elected for the same post or for another post at an Annual General Meeting although the Chairperson’s role will normally be rotated to someone of the opposite gender every two years. The Secretary to be elected for one year only in the first instance, then shall be elected in the year following that of the Chairperson and Treasurer’s due election.
v The Managing Committee shall meet in April each year before a new season opens and thereafter as and when the Managing Committee either require the committee to meet or if the Chairperson and Secretary believe an unscheduled meeting is necessary. The Managing Committee will make their decisions on the basis of a simple majority vote. Should the vote be equal, then the Chairperson shall cast a vote to effect a decision.
7. ANNUAL GENERAL MEETINGS: The date of the Annual General Meeting shall be set by the Managing Committee giving members a minimum of twenty-one clear days’ notice by posting the notice on the club notice board before the season closes. Members shall advise the Secretary in writing of any business they wish to be considered at the Annual General Meeting at least fourteen days before the season closes. The Secretary shall give notice of the agenda for the meeting to all members not less than seven days before the season closes.
Whilst all members may attend and participate in a general meeting only Full Club Members may vote on a resolution put to the meeting. A quorum for Annual General Meetings shall be at least 25% of the club membership but not including any Associate Members. Full Club Members shall be entitled to one vote at an Annual General Meeting other than the Chairperson who may cast a second vote should the voting result in equal votes for and against a resolution other than one seeking to change the Constitution which requires a two-thirds majority.
The business of the Annual General Meeting shall be to:-
i To confirm the minutes of the previous Annual General Meeting and any other General Meetings held since the last Annual General Meeting.
ii To receive from the Treasurer the previously examined Accounts for the year.
iii To receive from the Secretary the written Annual Report of the Managing Committee.
iv To elect a person to examine the Accounts for the following year.
v To elect members to fill all vacant post(s). All voting for executive officers and post-holders shall be by secret ballot and the meeting shall appoint two scrutineers who shall also be responsible for destroying the ballot papers after the announcement of the result by the Chairperson. Only male members having Full Club Membership status shall vote for the Men’s Captain nomination and the Men’s County & District League Delegate and only ladies with Full Club Membership status shall vote for the Ladies’ Captain and the Ladies’ County Delegate.
vi To transact such other business received in writing by the Secretary from members prior to the meeting and which has been included on the agenda. However the Chairperson at his/her discretion may allow business which has not been placed upon the agenda to be discussed and then at his/her discretion permit the matter to be voted upon. But the Chair may decide that another general meeting should be held to consider the matter to ensure all members of the club are aware of the issue.
8. EXTRAORDINARY GENERAL MEETINGS: In addition to the general meeting permitted under Clause 7, an Extraordinary General Meeting may be convened by the Managing Committee or on receipt by the Secretary of a request in writing from not less than 25% of those with Full Club Membership status. At least 21 days’ notice of the meeting shall be given to all members of the club. (During the season, notice in writing may be given by posting the agenda on the club notice board.) No matter(s) other than that stated on the agenda shall be discussed at the Extraordinary General Meeting. A quorum for an Extraordinary General Meeting shall be at least 25% of the club membership excluding Associate Members. Every Full Club Member shall be entitled to one vote at an Extraordinary General Meetings other than the Chairperson who may cast a second vote should the voting result in equal votes for and against the resolution other than one seeking to change the Constitution which requires a two-thirds majority.
9. LAWS of LAWN BOWLS & CLUB DISCIPLINARY REGULATIONS:
9.1 All matches shall be played in accordance with the World Bowls Laws of the Sport of Bowls [Crystal Mark Edition] 2007 as amended from time to time, except where specifically provided for in the Rules of a particular Club competition.
9.2 Any disciplinary matters will be dealt with in accordance with Bowls England Regulation No.9 entitled Disciplinary Regulations, a copy of which shall be filed in the club-house at all times.
10. CONDUCT of MEMBERS:
10.1 It is expected that every member shall conduct themselves properly both on the green and within its precincts. Should the conduct of any member be called in question then that member may be required to appear before the Managing Committee and be dealt with by them in such manner as that committee deems expedient. Such members shall be notified in writing by the Club Secretary as to the nature of the complaint seven days before it is due to be considered by the Managing Committee, at which the member concerned shall have the right to appear when called.
10.2 The dress code for members whilst playing bowls on any green shall be as determined by the Managing Committee as prescribed within the Rules of the Club.
10.3 New members upon admission to Full or Associate Membership shall be deemed to have submitted themselves to the Constitution and Rules of the Club.
11. COMPETITIONS: The Managing Committee through the Competitions Secretary shall be responsible for the arrangement of the club competitions and for the rules governing such competitions. The Competition Secretary’s decision shall be final on all matters arising out of such competitions. Associate Members may not enter club competitions, nor represent the club in any inter-club competition. All the Club Trophies remain the property of Hangleton Bowling Club and must be returned to the Competition Secretary as and when directed by that Officer.
12. INDOOR BOWLS: Members may play under the name of ‘Hangleton Bowling Club’ in any recognised Indoor Bowling Club, League or Competition. Hangleton Bowling Club shall not be responsible for any expenditure incurred in respect of Indoor Bowling activities.
13. LOSS or DAMAGE: The Club, the Managing Committee, individual Officers and Members do not accept any liability for loss or damage to any property of persons using the club facilities or for any injury however caused. The Managing Committee through the Club Treasurer however shall be responsible for arranging and maintaining appropriate insurance as decided by the Managing Committee.
14. INDEMNITY CLAUSE: Each member of the 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 Club which may lawfully be so applied against all costs, expenses and liabilities whatsoever [reasonably] incurred by such person in the proper execution and discharge of duties undertaken on behalf of the Club 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.
15. CLUB FUNDS: The Club is a non-profit making organization. The income from all sources is to be used first to repay all debts incurred by the Club. Any surplus shall then be used to promote the Club’s objects as set forth in the Constitution and no portion thereof shall be paid nor transferred, directly or indirectly, to the members of the Club other than for repayment of authorised expenditure pay a due fee or donate a gift as established by the Managing Committee for services rendered.
16. DISSOLUTION of the CLUB: If at any General Meeting of the Club, a resolution is passed calling for the dissolution of the Club, the Secretary shall immediately convene an Extra-ordinary General Meeting to be held not less than one month thereafter to discuss and vote on the resolution. If at that second General Meeting the resolution is then carried by at least two-thirds of the Full Club Members present, the Managing Committee shall thereupon, or at such date as shall have been specified in the resolution, proceed to realize the assets of the Club and discharge all debts and liabilities of the Club. Once all debts and liabilities of the Club have been discharged then the remaining assets shall be distributed as decided by the members at that second General Meeting. (Note that Clause 15 of the Constitution forbids any surplus funds to be paid or distributed amongst the Members of the Club.)
17. LEASE or RENTAL AGREEMENT of the GREEN:
17.1 If at any time at an Extraordinary General Meeting the Membership of the Club should approve the terms of a Lease of the Green or an Agreement to Rent the Bowling Green and all its amenities, it being situated in Knoll Park, Rowan Avenue in the City of Brighton & Hove, then these Rules within the section entitled, “LEASE or RENTAL AGREEMENT of the GREEN” and any subsequent Rules approved at a properly constituted future annual general meeting shall apply. On adoption of the said resolution the said Lease or Rental Agreement shall be completed and vested in two Trustees being chosen from the Honorary President, Honorary Chairman, Honorary Secretary or Honorary Treasurer. The Trustees will act for and on behalf of the Club and the Members thereof and all persons claiming through the same.
17.2 The two persons willing to act as Trustees shall be from those members on the Managing Committee and shall be the persons in whom the Lease or Rental Agreement shall initially be vested and the persons who hold the said respective offices from time to time shall be constituted (without further or additional appointment) as Trustees of the Lease or Rental Agreement during such period as they shall hold such respective offices on the Managing Committee. The Managing Committee shall have the power to appoint new or additional Trustees from time to time, as may be considered necessary and shall do so by Deed and provided that at no time shall the number of Trustees be reduced to less than two persons.
17.3 The Club shall indemnify the Trustees from and against all losses (both present, future and actual and contingent) incurred by the Trustees being the persons from time to time who constitute the Tenants under any Lease or Rental Agreement and as such are Trustees acting on behalf of the Club, from time to time, as allowed for under this constitution hereof. The limit for liability for each paid up Member shall be pro rata the number of paid up Members of the Club on the date upon which the cause of loss to the Trustees shall actually have arisen and become actionable by the Landlord under the Lease or Rental Agreement or by any other person and not at a later date of any allegation of breach of contract or of any lawful demand or action made by the Landlord or any other person, unless that cause of action can only be determined by reference to a later date. Appropriate insurance against any such claims shall be taken out by the Managing Committee as authorised under Clause 13.
17.4 The Trustees shall not be entitled to claim under this section of the Constitution where they themselves are the cause of any actionable breach or demand claim as aforesaid, by reason of the same constituting a breach of trust as between the Trustees and the Membership or Managing Committee acting on behalf of the Membership. However, neither the Managing Committee nor the Trustees shall be held personally responsible to the Membership for any act or omission (in relation to The Lease or Rental Agreement and its provisions) on the part of any individual Officer or Member of the Managing Committee or any Member of the Club where such action or omission shall not have been previously sanctioned, or is not subsequently ratified by a majority of those Members entitled to vote at an Annual General Meeting or at an Extraordinary General Meeting called for that purpose.
17.5 The appointed Trustees shall in all respects only act with regard to their entering into any commitment or the signing of any document on behalf of the Club as directed by the Managing Committee ( of which an entry in the Minutes shall be conclusive evidence).
18. INTERPRETATION: When there is any doubt of the interpretation of any constitution clause or rule and is being debated at a meeting then the decision of the chairperson thereof shall be final unless the chairperson passes the matter to the Managing Committee for further deliberation and whose decision shall then be final.
CLUB RULES
1 CLUB PRESIDENT: The Club President shall be elected by the members at an Annual General Meeting. Members at a later Annual General Meeting may decide to cancel the appointment. A vacancy must be filled by a nominee who has been a member of Hangleton Bowling Club for at least three full playing seasons.
2 OFFICERS: Unless otherwise decided all appointments are Honorary but all Officers of the Club shall be reimbursed for expenses paid in pursuance of their duties as Officers of the Club provided an Account is given to the Club Treasurer showing properly the expenses incurred together with a receipt where possible.
2.1 The Executive Officers of the Club shall be the Chairperson, the Treasurer, and the Secretary all of whom will generally remain in office for a term of two years to provide stability and continuity and who will serve as members of the Managing Committee. Four other post-holders will also be members of the Managing Committee. Thus those serving on the committee will be the three Executive Officers, the Ladies’ Captain, the Men’s Captain, the Ladies County Delegate and the Men’s County & District League Delegate. Each shall have one vote other than the Chairperson who will only have a casting vote. The current chairperson may seek re-election at an Annual General Meeting but preference must be given to a nomination of someone of the opposite gender to the retiring chairperson in which instance the current holder’s nomination will then be withdrawn by the acting-chair. The Managing Committee shall appoint a new Chairperson should a vacancy occur before the due date for the appointment or election of a new Chairperson at an annual general meeting.
2.2 The Club Treasurer shall collect all fees, subscriptions and other monies due to the Club and shall be responsible for the same. He/she shall in all respects be charged with submitting any financial account or return to the appropriate Authorities as may be required by Law.
2.3 There shall also be some non-Managing Committee posts, namely, Assistant Secretary, Match Secretary, Competition Secretary, and any other Officers who from time to time may be appointed at the Annual General Meeting. A member may hold more than one office. The Managing Committee may ask that one or more to attend a committee meeting but they will not have a vote at the meeting. The Managing Committee may appoint one of its members to act as a Liaison Officer responsible for direct contact with Brighton and Hove City Council or else appoint another club member but who shall not be a committee attendee. (Any change to this office has to be notified to the City Parks dept. of Brighton and Hove City Council.)
2.4 In most instances nominations for officer posts will have been proposed and seconded at least seven days prior to the Annual General Meeting but in exceptional cases the Chairperson at the General meeting may accept nominations from the floor. Any vacancy arising during the year shall be filled by appointment by the Managing Committee and such person(s) shall serve until the next AGM.
3 MEMBERSHIP.
3.1 New Members: Applications for Full Club Membership or Associate Membership status must be proposed and seconded by a club member. These applications must be submitted to the Club Secretary who will then exhibit them on the club’s notice board for a minimum of 14 days prior to consideration by the Managing Committee whose decision to elect or otherwise shall be final. Those received before a season commences shall be displayed for a minimum of 14 days from the date the club is open for the collection of fees. The Club Secretary will maintain a register of all members and a list of all members will be available in the club-house at all times.
3.2 Associate Members: Individuals may become Associate Members on payment of the Annual Subscription Fee and Joining Fee if appropriate. Associate Members will be eligible to play in internal club matches and ‘roll ups’ - subject to payment of the appropriate green fee on each occasion they play. They will not be eligible to represent the club in any Inter-Club friendlies, League or Cup matches nor have entry into Club Competitions, and neither will they be eligible to stand for ‘officer’ posts or vote at any General Meeting of the Club. (In the event that within a season an Associate Member subsequently becomes a Full Club Member then any monies already paid that year will be offset against their Annual Membership Fee).
3.3 Ex-Members: Ex-Members who have let their membership lapse by virtue of non-payment of the previous season’s subscriptions must re-apply to join the Club and fill the usual “Application for Membership” Form. This form is to be proposed and seconded by Club members, and then displayed on the notice board in the Clubhouse for a minimum of 14 days during the Outdoor Bowling Season before coming to the Managing Committee for consideration, whose decision to elect or otherwise shall be final. (Members leaving due to extenuating circumstances such as illness or temporary leave of absence would not necessarily have to re-apply to rejoin the Club.)
3.4 Honorary Members: An Annual General Meeting may award Honorary Membership status either for life or for a set time period where it is desired to reward a member for outstanding service to the Club. Full Honorary Club Membership shall be offered to members who are still bowling whilst Associate Honorary Club Membership status shall be offered to members who no longer wish to bowl. Such Honorary Members shall pay no fees. Members at an Annual General Meeting may decide to cancel such appointments.
4 FINANCE: The Managing Committee shall authorise the opening of Club bank account(s) and shall provide the Bank with specific instructions as to the named Officers authorised to sign cheques. Not less than two of those so authorised shall sign each cheque. The Club Treasurer’s accounts shall be audited by one member duly elected at the previous Annual General Meeting. The Club’s Financial Year shall end on the 30th September. The Treasurer shall be responsible for maintaining the financial records and will report the position to the Managing Committee at each meeting of the committee. The Treasurer will also present the Audited Report and Accounts for the year ended 30th September at the Annual General Meeting. That meeting will adopt and approve the accounts
5 FEES PAYABLE: Club Membership Fees, Joining Fees, Green Fees, Match Fees and Annual Subscription Fees shall be set by the Managing Committee and they shall be confirmed at the Annual General Meeting, or else at an Extraordinary General Meeting called for that specific purpose and will take due account of the terms of the ‘green rental fee’ and any charges made for leasing or renting the green. The Committee shall make whatever arrangements it considers necessary for the payment and collection of all fees. The Hangleton Bowling Club’s Treasurer shall be solely responsible for control of the Club Account(s) into which all Subscription Fees, Joining Fees, Green Fees, Match Fees and Membership Fees shall be paid together with any other funds the Committee decides should be available for club use. All expenditure which is on behalf of the Club shall be made from the Club Fund with the agreement of the Managing Committee. The annual fees shall fall due on the 1ST of May each year, and should be paid before 21st of May. Members wishing to enter competitions should pay all fees before the second Sunday after the “Opening of Season,” to be eligible for competitions. No member shall be eligible to play any competition or match until their fees have been paid in full, nor shall they be able to vote at a general meeting. In the event of his/her fees remaining unpaid after 21 days of the Opening Day without a satisfactory explanation then he/she may be excluded from the Club. The Managing Committee may permit a new club member to enter competitions once their membership has been approved.
DEFINITIONS:
MEMBERSHIP FEE: Amount decided annually by the Managing Committee as part-payment of any lease or rental fee. The fee includes the provision of a bowls’ season ticket issued by the City Council.
JOINING FEE: An one-off payment paid by all newcomers when joining Hangleton Bowling Club.
ANNUAL SUBSCRIPTION FEE: An annual subscription paid by Members towards their share of the expenses incurred by the club during a year.
MATCH FEE: Payable by members participating in a Club Match.
GREEN FEE: Payable by club members playing opponents from any other club in a National or County Competition although the Managing Committee may at its discretion cancel the fee should a member be representing the Club. Members of the public shall also pay the fee before bowling on the green.
6) CONDUCT on GREENS:
6.1 Bowlers are required to refrain from using bowls in any way likely to cause damage to the bowling surface. Only regulation footwear shall be worn on a bowling green. The Knoll Park green-keeper shall at all times have the final decision on the fitness of the green for play. Play shall not commence before 10.30am without the green-keeper’s consent.
6.2 The Managing Committee will establish a Dress Code to be worn by the club bowlers whenever any members are representing the Club. Details of the dress code will be on display in the club-house. Guidance as to what clothing is appropriate may also be given by either Captain. On all other occasions, regulatory white clothing will be worn above the waist and regulatory grey clothing will be worn below the waist and this will be the norm.
6.3 All Bowls used by members in any Club match, National or County Competition shall bear the current Club Sticker.
6.4 The Rink Reservation file is to be used for booking all matches other than members’ roll-ups.
