Club Constitution

  1.  
Ashford Bowling Club Founded 1918
Woodthorpe Road, Ashford, Middlesex TW15 3JX - Telephone: 01784 251255
www.ashfordmiddlexbowlingclub.co.uk  
Community Amateur Sports Club Reg. No.061000033168
 
Contents
 

Section 1 : Name and Objectives

Section 2:  Officers of the Club

Section 3: Membership

Section 4: Management Committee

Section 5: Trustees

Section 6: Annual General Meeting/Special General Meeting

Section 7: Dissolution of the Club

Section 8: Miscellaneous

Appendix A: Glossary

Appendix B: Club Rules

Appendix C: Officers of the Club

 
Section 1: Name and Objectives

 

1.1 The name of the Club shall be Ashford Middlesex Bowling Club (hereinafter referred to within this constitution as the ‘Club’).

1.2 The Club shall be affiliated to Bowls England and Middlesex County Association

1.3 he objectives of the Club are to provide facilities for, and to promote participation in, the amateur sport of outdoor flat green bowls in Spelthorne  
             
1.4 The Club shall adopt and conform to Bowls England Rules & Regulations and the current Laws of the Sport of Bowls.
Section 2: Officers of the Club
2.1 The Officers of the Club shall be Full Members of the Club and shall consist of President, Vice-President, Honorary Secretary (Executive Officer) Honorary Treasurer ( Executive Officer), Club Captain, Honorary Match Secretary, Honorary Fixture Secretary, Welfare Officers, Coach(es),Green Chair-person, Web Master, Trustees.
There shall also be four General Committee Members, excluding an Ashford Sports Club representative, a WRSC representative, who shall be elected at the Annual General Meeting. Any member shall be eligible to hold office. Where more than two candidates are proposed for the above Offices, a ballot will be held and the majority vote will apply.
Officers shall be elected at the Annual General Meeting and shall hold office for the period of election, retiring at the end of the period of election. All Officers of the Club shall be eligible for re-election to the same office or another office at the end of their current period of election.
Section 3: Membership
3.1 Categories and votes of Membership
3.1.1 The club may have different classes of membership and subscription on a non-discriminatory and fair basis.
      There shall be the following categories of membership with power to vote at all relevant meetings of the Club as indicated hereunder.
(a)   A FULL MEMBER – being a person who, at the date of election, shall have attained the age of eighteen years shall have one vote.
(b)   A JUNIOR MEMBER – being a person who, at the date of election, is under the age of eighteen shall have no vote. Such a member shall be one who at the commencement of the subscription year joins the Club other than as a full member or a family member.
(c)   AN HONORARY/LIFE MEMBER – who shall have one vote.
(d)   A SOCIAL MEMBER – who shall have no vote.
                                             
3.1.2 No member may use the Club premises, or any of the facilities of the Club, until forty-eight hours have elapsed from the date of posting of notice of election.
3.2  Rights and privileges of members
3.2.1 The rights and privileges of each category of membership shall be as follows:-
(a)    A FULL MEMBER shall have the full use of all Club facilities, this includes the facilities of WR Sports Club and Short Lane Club. Affiliation Fees shall be payable to Middlesex County Association and any League Associations the Club joins and Bowls England.
(b)    A JUNIOR MEMBER shall have the full use of all Club facilities this includes the facilities of WR Sports Club and Short Lane Club subject only to 8.4 of this Constitution. Affiliation Fees shall be payable to Middlesex County Association and Bowls England.
(c)    AN HONORARY/LIFE MEMBER shall have the full use of all the Club facilities, this includes the facilities of WR Sports Club and Short Lane Club. No fees will be payable
(d)    A SOCIAL MEMBER shall have the full use of the Club-house facilities, this includes the facilities of WR Sports Club and Short Lane Club
                                                   
3.2.2  Candidates for membership shall have no privileges whatsoever in relation to the use of the Club or premises until they have become a member.
3.2.3  All members of the club will be Sporting members of WR Sports Club. The club subscription will include membership of WR Sports Club. 
3.3   Membership Subscription Fee & Match/Tea Fees
3.3.1  The rate of Subscription Fee for each category of Membership shall be proposed by the Committee to the members at the Annual General Meeting in each year. Any proposed changes shall be approved by a majority of those present and entitled to vote and shall become operative immediately. The current rate of the Subscription Fee shall be prominently displayed in the Club premises. The Match/Tea Fees shall be proposed by the Committee to the members at the Annual General Meeting in each year. Any proposed changes shall be approved by a majority of those present and entitled to vote and shall become operative immediately
3.3.2  Membership of the Club shall be open to anyone interested in the sport of outdoor flat green bowls on application regardless of sex, age, disability, ethnicity, nationality, sexual orientation, religion or other beliefs. Membership may however be limited according to available facilities on a non-discriminatory basis.
       Membership subscriptions will be kept at levels that will not pose a significant obstacle to people participating.
3.3.3  The Club Committee may refuse membership or remove it, only for good cause such as conduct likely to bring the Club or sport into disrepute. Appeal against refusal or removal may be made to the members. If consideration of removal of membership is as a result of a disciplinary issue, the procedure to be adopted shall be that as set out at point 3.6.2 of this Constitution.
                                                        
3.3.4  All members shall pay their first annual subscription fee upon election to the Club and thereafter by 30th April each year.
3.4   Members’ duty to provide contact details
3.4.1  Every member shall furnish the [Honorary] Secretary with up-to-date contact details that shall be recorded in the Register of Members and any notice sent to such address/es either by post or electronically shall be deemed to have been duly delivered.
3.5  Election and retirement of members
3.5.1  Application for membership
       An application for membership shall be in the form prescribed by the Committee and shall include the name, address and contact details of the candidate.
3.5.2  Election of Members
       Upon receipt of an application for membership, there shall be an interval of at least two days before the meeting of the Committee at which such application for membership shall be considered. The election of all classes of members is vested in the Committee and shall be a simple majority vote of those of the Committee. The Committee may refuse applications only for good cause such as conduct likely to bring the Club into disrepute. The [Honorary] Secretary shall inform each candidate in writing of the candidate's election or non-election. The [Honorary] Secretary shall furnish an elected candidate with a copy of the Rules and Byelaws of the Club and make request for such payments as are necessary.
                                                      
3.5.3  Payment of Fees upon Election
       Upon election, a candidate shall pay, within one calendar month, fees as shall be requested. In default f such payment, the election shall be void unless sufficient cause for delay be shown.
3.5.4  Retirement of a member
       A member wishing to resign their membership shall give notice in writing to the [Honorary] Secretary before 31st March and shall not then be liable to pay the subscription for the following year.
       A member who retires in accordance with this Rule shall not be entitled to have any part of the annual membership fee or any other fees refunded.
3.5.5  Arrears of Subscription
       The Committee may cancel, without notice being given, the membership of any member whose annual subscription and other annual fees are more than one month in arrears provided that the Committee may, at its absolute discretion, re-instate such member upon payment of arrears. No member whose annual payment is in arrears may use the Club premises or vote at any meeting.
3.6         Conduct of Members
3.6.1 Under-taking by members to comply with rules.
     Every member, upon election and thereafter, is deemed to have notice of, and undertakes to comply with, the Club Rules and any Byelaws and Regulations of the Club.

          They will also comply with the WRSC Rules for Members

3.6.2 Disciplinary action against members
      All disciplinary matters will be dealt with in accordance with Bowls England Regulation 9 (Misconduct).
      A disciplinary Sub-Committee consisting of the President, at least one  WRSC Director and one other member will meet to deal with misconduct by any Bowls Club Member on Sports Club property(i.e. not the Bowls Green or Bowls Club Pavilion).
     Should any member be expelled, the former member shall not be entitled to have any part of the annual membership fee refunded and must return any property belonging to the Club.
3.6.3 Complaints
      Complaints of any nature shall be addressed in writing to the [Honorary] Secretary.
3.6.4 Members of other Bowls England Affiliated Clubs
      A member of any Club affiliated to Bowls England (a list whereof is published by Bowls England annually) may be authorised to use the premises of the Club and the WR sports Club bar
 
3.7         Limitation of Club liability
3.7.1 All references to the Club in this Section shall mean each and every individual member of the Club from time to time.
3.7.2 Members are bound by the following Rule which shall also be exhibited in a prominent place within the Club premises:
3.7.3 Members of the Club may use the Club premises, and any other facilities of the Club, entirely at their own risk and impliedly accept:
3.7.4 The Club will not accept any liability for any damage to or loss of property belonging to members.
3.7.5 The Club will not accept any liability for personal injury arising out of the use of the Club premises, any other facilities of the Club either sustained by members or caused by the said members whether or not such damage or injury could have been attributed to or was occasioned by the neglect, default or negligence of any of them, the Officers, Committee, Trustees or Servants of the Club.
3.7.6 Membership of the Club and acceptance of these Rules by the member will be deemed to
      constitute consent to the holding of relevant personal data for the purposes of the Data Protection Act 1998 / General Data Protection Regulation (EU) 2016/679 in its handling of personal data. Personal details may include some or all of the following:

          Name

     Home Address

     Home Telephone Number
     Mobile Telephone Number
     E-mail Address
Section 4: Management Committee
4.1         Composition of Committee
4.1.1  The Committee shall consist of the Officers, ex officio, and not less than 8 nor more than 24 Full Members elected at the Annual General Meeting to hold office for the term of their elected period.
General Committee
 The affairs of the Club will be controlled by a General Committee: comprising 3 Executive Officers and up to 12 Officers elected from, and by, the Annual General Meeting.  The General Committee shall meet monthly and not less than four times per year.
 The duties of the General Committee shall be:
a. To control the day-to-day running of the Club on behalf of the members.
b. To keep accurate accounts of the finances of the Club through the Honorary Treasurer. 
c. To co-opt additional members of the Committee as the Committee feels necessary.   Co-opted members shall not be entitled to vote on the Committee.
d. To make decisions on the basis of a simple majority vote.  In the case of equal votes, the Chairperson shall be entitled to a second and casting vote.
e. To appoint Sub-Committees as necessary to fulfil the Club’s business.
Finance
f. The Committee shall raise and expend monies for the purpose defined in the rules.  This includes the recommending of Annual Subscriptions to the Annual General Meeting.
g. The Financial Year ends on 30 September.
h. The Honorary Treasurer will keep accurate accounts of the finances of the Club.  These should be available for reasonable inspection by members and should be examined by the appointed Auditors before every Annual General Meeting.  The club shall maintain current and investment bank accounts.  The Honorary Treasurer and 2 other Officers should be able to sign any cheques drawn against Club funds.
i. All surplus income or profits are to be reinvested in the club. No surpluses or assets will be distributed to members or third parties.
4.1.2  Candidates for election to the Committee shall be those members of the retiring Committee eligible to offer themselves for re-election and such other full members whose nominations (duly proposed and seconded in writing by Full members of the Club) with their consent shall have been received by the [Honorary] Secretary at least twenty eight days before the date of the Annual General Meeting in each year. Such nominations, together with the names of the Proposer and Seconder shall be posted to the Club premises at least fourteen days prior to the date of the Annual General Meeting.
4.1.3  If the number of candidates for election is greater than the number of vacancies to be filled then there shall be a ballot of those members present and entitled to vote at the Annual General Meeting.
4.1.4  If the number of candidates for election is equal to or less than the number of vacancies to be filled then all candidates shall be deemed to be elected if majority of those present at the Annual General Meeting, and entitled to vote, vote in favour of such election.

4.1.5  In the event of the ballot failing to determine the members of the Committee because of an equality of votes the candidate or candidates to be elected from those having an equal number of votes shall be determined by lot or previously nominated person.

4.1.6  If, for any reason, a casual vacancy shall occur, the Committee may co-opt another person to fill such a vacancy until the next following Annual General Meeting. Co-opted Members will be entitled to vote.
4.2         Committee Meetings
4.2.1  The Committee shall endeavour to meet monthly making such arrangements as to the conduct, place of assembly and holding of such meetings as it may wish.

4.2.2  Voting shall be by show of hands. In the case of equality of votes the Chairman (or other   nominated person) shall be entitled to a second and casting vote.
4.2.3  5 members personally present shall form a quorum at a meeting of the Committee.
4.2.4  Any conflict of interest must be declared to the Chairman (or other nominated person) prior to the start of the meeting. The Chairman (or other nominated person) will determine if the person may remain in the meeting and/or vote when the item is discussed.
4.3         Powers of the Committee
4.3.1 The Committee shall manage the affairs of the Club according to the Rules and shall cause the funds of the Club to be applied solely to the objects of the Club.

4.3.2 In particular the Committee shall ensure that the property and funds of the Club will not be used for the direct or indirect private benefit of Members other than as reasonably allowed by the Rules. No surpluses or assets will be distributed to members or third parties and all surplus income or profits will be re-invested in the Club.
4.4         Appointment of Sub-Committees
4.4.1 The Committee may appoint such sub-committees as it may deem necessary and may delegate such of its powers as it may think fit upon such terms and conditions as shall be deemed expedient and/or required by the law.
4.5         Disclosure of Interest to Third Parties
4.5.1 A member of the Committee, of a sub-committee or any member of the Club, in transacting business for the Club, shall disclose to third parties that they are so acting.
4.6         Limitation of Committee’s authority
4.6.1  The Committee, or any person or sub-committee delegated by the Committee to act as agent for the Club or its members, shall enter into contracts only as far as expressly authorised, or authorised by implication, by the Committee. No one shall, without the express authority of the Committee, borrow money or incur debts on behalf of the Club or its membership.
4.7         Members’ indemnification of Committee
4.7.1 In pursuance of the authority vested in the Committee by members of the Club, members of the Committee are entitled to be indemnified by the members of the Club against any liabilities properly incurred by them or any one of them on behalf of the Club wherever the contract is of a duly authorised nature or could be assumed to be of a duly authorised nature and entered into on behalf of the Club.
      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.
4.7.2 The limit of any individual member's indemnity in this respect shall be a sum equal to one year's subscription at the then current rate of that category of membership unless the Committee has been authorised to exceed such limit by a General Meeting of the Club.
4.8         Contractual Liability
4.8.1 The liability of the [Committee/Trustees] for the performance of any contractual or other obligation undertaken by them on behalf of the Club shall be limited to the assets of the Club from time to time.
4.9        Nomination of Honorary Members/Life Members by Committee
4.9.1 The Committee may nominate for election at an Annual General Meeting such Honorary/Life Members as the Committee may think fit.

4.9.2 The election of Honorary/Life Members shall be placed before the Annual General Meeting each year and such Honorary Members shall be duly elected if two thirds of those present, and entitled to vote, vote in favour of election.
       
Section 5: Trustees
5.1 There shall be at least two Trustees of the Club who shall be appointed from time to time as necessary by the Committee of the Club from among Full or Honorary Members who are willing to be so appointed.

5.2 A Trustee shall hold office until they resign by notice in writing given to the Committee or until a resolution removing them from office be passed at a meeting of the Committee by a majority comprising two-thirds of the members present and entitled to vote.

5.3 All the property of the Club, including land and investments, shall be held by the Trustees for the time being, in their own names so far as it is necessary and practicable, on trust for the use and benefit of the Club. In the event of the death, resignation, or removal from office of a Trustee, the Committee shall nominate a new Trustee in his place, and shall as soon as possible thereafter take all lawful and practicable steps to procure the vesting of all Club property into the names of the Trustees as constituted after such nomination. For the purpose of giving effect to any such nomination, the [Honorary] Secretary for the time being is hereby nominated as the person to appoint new Trustees of the Club within the meaning of Section 36 of the Trustee Act 1925 and they shall by Deed duly appoint the person or persons so nominated by the Committee.

5.4 The Trustees shall in all respects act, in regard to any property of the Club held by them, in accordance with the directions of the Committee and shall have power to sell, lease, mortgage or pledge any Club property so held for the purpose of raising or borrowing money for the benefit of the Club in compliance with the Committee's directions (which shall be duly recorded in the Minutes of the proceedings of the Committee) but no purchaser, lessee or mortgagee shall be concerned to enquire whether any such direction has been given.
5.5 The Trustees shall be effectually indemnified by the members of the Club out of the assets of the Club from and against any liability, costs, expenses and payments whatsoever which may be properly incurred or made by them in the exercise of their duties or relation to any property of the Club vested in them, or in relation to any legal proceedings, or which otherwise relate directly or indirectly to the performance of the functions of a Trustee of the Club.
Section 6: Annual General Meeting
6.1  An Annual General Meeting of the Club shall be held each year on a date to be fixed by the Committee. The [Honorary] Secretary shall at least fourteen days before the date of such meeting circulate to each member notice hereof and of the business to be brought forward thereat. This may be either by post or electronically.
6.2  No business, except the passing of the Accounts and the election of the Officers, Committee, Trustees and Honorary Auditors, and any business that the Committee may order to be inserted in the notice convening the meeting shall be discussed at such meeting unless notice thereof be given in writing by a member entitled to vote to the [Honorary] Secretary at least 28 days before the date of the Annual General Meeting.
Election of Officers and Committee. 
These will be proposed and seconded in writing and posted on the notice board in the Club and removed by the Honorary Secretary 28 days before the Annual General Meeting.
a. Elect Officers
b Elect the Green Sub-Committee.

c. Elect up to 4 members to the General Committee.
d. Elect up to 3 members as WR Sports Club Directors, every three years. These Directors are not Officers or General Committee Members of the Club

e. Elect up to 2 members as Ashford Sports Club Directors
f. The Appointment of one person, if required to attend board meetings of WR Sports Club and Ashford Sports Club as an observer with no voting rights on the ASC Board
g. Option to attend and appoint up to five persons to represent the club as voting members at AGMs or EGMs of WR Sports Club.
h. Elect two Honorary Auditors.

i. Elect 2 Trustees 

Special General Meeting
6.3 The Committee may at any time, upon giving twenty one days notice in writing, call a Special General Meeting of the Club for any special business, the nature of which shall be stated in the summons convening the meeting, and the discussion at such meeting shall be confined to the business stated in the notice sent to members.
6.4 The Committee shall call a Special General Meeting upon a written request addressed to the [Honorary] Secretary signed by at least 10 members. The Committee shall meet within 30 days of the request in order to call a SGM. The Committee shall give twenty one days notice in writing of any such Special General Meeting. The discussion at such meeting shall be confined to the business stated in the notice sent to members.
6.5 At every meeting of the Club the President will preside, or in their absence, a Chair elected by a majority of those present shall preside.
6.6 15 members entitled to vote at the relevant meeting and personally present shall form a quorum at any General Meeting of the Club.
6.7 Only Full Members or Honorary Members shall vote at any General Meeting of the Club. Other members may attend and speak but are not entitled to vote.
                        
6.8 Voting, except upon the election of members of the Committee, shall be by show of hands.

6.9  In the case of an equality of votes the Chairman (or other nominated person) shall have a second or casting vote, on any matter.

6.10 On any resolution properly put to a meeting of the Club relating to the creation, repeal or amendment of any Rule, Byelaw or Regulation of the Club such Rule, Byelaw or Regulation shall not be created, repealed or amended except by a majority vote of at least two-thirds of those present and entitled to vote.

     [Provided that no such change shall jeopardise the Club’s status as a Community Amateur Sports Club within the meaning of the Finance Acts, or in any event alter its objects or winding-up provisions].
 Section 7: Dissolution of the Club
7.1 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 to be held not less than one month thereafter to discuss and vote on the resolution.

7.2 If, at that Special General Meeting, the resolution is carried by at least two-thirds of the Members present, the 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.
7.3 If, upon the winding up or dissolution of the Club, there remains after the satisfaction of all its debts and liabilities any property whatsoever, the same shall not be paid to or distributed amongst the members of the Club.

7.4 Upon dissolution of the Club the Committee shall give or transfer the net assets remaining to one or more of the following:
(a)  Another Club with similar sports purposes which is a charity and/or

(b) Another Club with similar sports purposes which is a registered CASC and/or

(c) Bowls England for use by them in related community sports.                                     
Section 8: Miscellaneous
8.1   Opening of Club Premises
      The Club premises shall be open to members at such times as the Committee shall direct and those times will be posted on the club notice board and/or in the fixture card

8.2   Safeguarding

           The club shall adhere to the Safeguarding Policy of Bowls England and will ensure that all the                 contents are communicated to members and clearly displayed within the club premises for                   Members and Visitors.

8.3   Equalities
      The club shall adhere to the Equality Policy of Bowls England.

8.4   The Members acknowledge this document constitutes a legally binding contract to regulate the relationship of the members with each other and the Club.
Appendix A: Glossary
Club Rules
The Club Rules set out how the club operates and are usually set at an Annual General Meeting and will be found in the Fixture Card.

Appendix B: Club Rules
Damage to Club property

A member shall not knowingly remove, injure, destroy or damage any property of the Club and shall make restitution for the same if called upon to do so by the Committee or by the [Honorary] Secretary upon the instructions of the Committee.

Exhibiting of notices

A member shall not cause any communication in whatever form to be exhibited on Club notice boards or premises without prior written permission of the [Honorary] Secretary.

Settlement of Accounts

A member shall settle any indebtedness for refreshment or otherwise before leaving the Club premises, or in accordance with any byelaw relating to the settlement of such indebtedness.

Suggestions

All suggestions shall be entered in the Suggestion Book and signed by the Member.
Bylaws
The Club may adopt such Bylaws or Regulations as it considers appropriate for the good management of the Club and its facilities.
Appendix C: Officers of the Club
Chairperson

To Chair all relevant meetings of the Club;

To have the casting vote at all relevant meetings of the Club in the event of equality;

President

To represent the Club on match days and other special events;

Secretary

To keep a register of Club members' contact details;

To conduct the correspondence of the Club;

To keep custody of all Club documents;

To keep full minutes of all meetings of the Club, the Committee and Sub-Committees;

To administer such insurance policy or policies as may be needed to fully protect the interests of the Club, its Officers and its members;

Treasurer

To collect all relevant fees from Club members;

To make all relevant payments on behalf of the Club;

To prepare Annual Balance Sheet for examination;

To present Accounts for approval at the Annual General Meeting

To deal with all matters relating to the Club's CASC status

Auditors

To examine the Accounts and Balance Sheet

Fixture Secretary

To arrange matches as relevant with other clubs

Captain/s

To select relevant representative teams

Competitions Secretary

To arrange internal competitions for Club members to participate in

Safeguarding/Welfare Officers

To act as a point of contact for all Club Members

District/County Delegate/Ashford Sports Club/WR Sports Club

To act as a liaison between the Club and other relevant associations

Web Officer(s)

To publicise the Club in local media, website and social media as relevant

Green Chairperson

To prepare and maintain the green and surrounds

In addition, any Qualified Club Coach will be available to assist New Members, any any existing Members in the art of Bowling.