Club Constitution Currently under review

WINDSOR    BOWLING CLUB

 

FOUNDED  1912

CONSTITUTION 

•  APPROVED  AT A SPECIAL GENERAL MEETING  6 JUNE  1997

•  AMENDED AT THE ANNUAL GENERAL MEETING 25NOVEMBER  1999

•  AMENDED AT THE ANNUAL GENERAL MEETING 30 NOVEMBER  2000

•  AMENDED AT THE ANNUAL GENERAL MEETING 27 NOVEMBER 2003

•  AMENDED AT THE ANNUAL GENERAL MEETING 30T NOVEMBER 2006

•  AMENDED AT THE ANNUAL GENERAL MEETING 27TH NOVEMBER 2008

•  AMENDED AT THE ANNUAL GENERAL MEETING 27IW NOVEMBER 2014

•  AMENDED AT THE ANNUAL GENERAL MEETING 30H NOVEMBER 2017

•  AMENDED AT THE ANNUAL GENERAL MEETING 29NOVEMBER 2018

•  AMENDED  AT A SPECIAL GENERAL MEETING 25TH NOVEMBER 2021

•  AMENDED AT THE ANNUAL GENERAL MEETING 24 NOVEMBER 2022

Clause 1  NAME

The Club shall be called "The Windsor Bowling Club."

Clause 2          OBJECTS

The objects of the Club are to provide facilities for the playing of bowls, and the provision of social and recreational activities.

Clause 3            MEMBERSHIP

Membership  is divided  into five categories:•

a)  Honorary Life Members b)  Full bowling members

c)  Former bowling members who have completed a minimum of ten years as a full bowling member

d)  Junior members who are under the age of eighteen years on the 1° of April each year e)  Social members

Full facilities are extended  to all categories of members except d) but voting rights are confined  to categories a) b) and c) above (hereinafter referred to as "voting members").

Applications  for membership must state clearly the class of membership requested and be proposed by one member and seconded by another member, both proposer and seconder to be deemed to vouch for the applicant's fitness for membership.

Completed application forms shall be exhibited in a conspicuous place in the Club pavilion for seven

days.

Any objection must be lodged during that time with the Club Secretary who will produce such objection to the Management Committee when the application is considered. No reason shall be given to any applicant in the event of rejection and no further application will be accepted until the following year unless by sanction of the Management Committee.

The Management Committee shall have power to limit the membership of the Club.

 

Clause 4    THE MANAGEMENT COMMITTEE

The Club shall be managed by a Management Committee elected at the Annual General Meeting. Subject to termination of office by resignation or otherwise,  its members shall remain in office until the next Annual General Meeting where they shall be required to resign.  Retiring members of the Management  Committee shall be eligible for re-election.

The Management Committee shall have power to fill any vacancy that may occur.

The powers of the Management Committee to co-opt members to the Committee shall be as prescribed by the Club Regulations.

The Management Committee  shall have the power to control all the affairs of the Club, except such as are in the hands of the Trustees, to incur any necessary expense and to make Regulations consistent with this Constitution, subject to any resolution passed by members at an Annual General Meeting or Special General Meeting.

The Management Committee shall consist of:- The President, Vice-President, Club Secretary,  Club Treasurer,  Men's  Captain, Men's Bowls Secretary, Ladies Captain, Ladies Bowls Secretary, Chair of House Committee, Chair of Greens and grounds Committee and Chair of the Club Social Committee.

At its first meeting following the Annual General Meeting, the Management Committee shall elect from its members a Chair and a Vice-Chair.  A person may not serve as Chair or Vice-Chair of the Management Committee for a period longer than three consecutive years and thereafter cannot be elected as Chair or Vice-Chair for a period of three years.

Honorary Life members,  bowling members  and social members shall be eligible for election to the Management  Committee

The Management Committee shall meet at least once every calendar month.

Members of the Management Committee absenting themselves  from three consecutive meetings of the 1 Committee without reasonable cause shall be deemed to have resigned and the Management Committee shall appoint a voting member to fill the vacancy.

 

Clause 5        SUBSCRIPTIONS

The annual subscription payable by all members shall be considered  by the Management Committee and a recommendation  made to the Annual General Meeting or a Special  General Meeting for approval. Junior members  aged  14 and under  18 years of age and Bowling Members under the age of 25 and in Full-time Education  shall pay one third of the annual subscription. Bowling Members  over the age of 18 who pay a reduced  Subscription will considered Full Bowling Members in all other respects.

Junior Members under  14 years of age shall pay an annual fee as approved from time to time by the Management  Committee but there shall be a requirement that a parent or guardian shall also be a member (playing or social) and shall accompany the child (or children) each time they visit the Club. Details of subscriptions shall be displayed on the Club noticeboard.

Notice requiring payment of subscriptions shall be delivered to each member at least ten days before the

Club Opening Day.  Subscriptions are due on or before Opening Day each year.

Any member whose subscription is unpaid on the 31 May shall not be eligible to enjoy any of the facilities or privileges of the Club and shall be deemed to have resigned from the Club.

The Management Committee has the discretion, at any time, after the I° June each year to post in the Club pavilion,  a list of those whose subscriptions are unpaid, after notice has been given or delivered to such person.

Subscriptions for bowling members include the rent of a locker and fees for all Club competitions. Applicants admitted  to membership after Opening day shall pay for that year a proportion of the annual subscription as the Management Committee shall decide.

 

Clause 6          DISCIPLINARY COMMITTEE AND APPEALS

If and when necessary, three members of the Management Committee shall be appointed to form a Disciplinary Committee.

The Disciplinary  Committee shall have the authority to suspend or expel a member who breaches the Constitution  or Regulations of the Club, or whose conduct, in the opinion of that Committee, renders that person unfit for membership of the Club.

The Club Secretary shall give that member seven days' written notice to attend a meeting of the Disciplinary  Committee, the notice to contain sufficient information as to the nature of the complaint as will enable the member to respond to the complaint at the meeting of the Disciplinary Committee.

A person suspended  or expelled by a decision of the Disciplinary Committee may appeal to the Management  Committee against the decision. The members of the Management Committee considering such an appeal shall not include those persons who were members of the Disciplinary Committee which suspended  or expelled the appellant. The Management  Committee shall have the power to over-rule or vary the decision of the Disciplinary Committee.

No member whose membership has been terminated  under this rule or who owes money to the Club shall be introduced  by any other member as a visitor to any part of the Club premises.

 

Clause 7          HONORARY LIFE MEMBERSHIP

The Management Committee  shall have power to recommend the election as an Honorary Life Member any member who, in the opinion of the Management Committee, has rendered  exceptional services to the Club.  Such recommendation  shall not take effect until confirmed at the next Annual General Meeting. An Honorary Life member so elected shall not be required to pay any further subscriptions.

 

Clause 8            REGULATIONS

The Management Committee shall have power to make Regulations governing the conduct and affairs of the Club, provided the same are not inconsistent with the Constitution. Such Regulations shall be posted on the Club notice board and shall be binding on all members.

 

Clause 9          POWERS OF THE COMMITTEE

The Management Committee shall be the sole authority for interpreting the Constitution and Regulations of the Club, settling disputes relating to the affairs of the Club and the conduct of members or visitors. Any resolution passed by the Management Committee within the scope of its powers and any resolution or amendment of the Constitution and Regulations passed by members at an Annual General Meeting or Special General Meeting shall become operative immediately on the passing thereof.

 

Clause 10        ANNUAL  GENERAL MEETING

The Annual General Meeting of the Club shall be held on the last Thursday in November or as soon as reasonably practical thereafter in the opinion of the Management Committee but not later than 14 days after the last Thursday in November. All members shall be entitled to attend:-

(1)       To receive and adopt:-

 a)        The Minutes of the previous Annual General Meeting

 b)        The annual report of the Management Committee to be presented by the retiring President

 c)        The audited statement of accounts for the preceding year d)        The recommendation  for annual subscriptions

(2)      To consider any proposed alteration to the Constitution

(3)        To appoint the officers and other members of the Management Committee as set out in Clause 4 of the Constitution

(4)      To appoint members  of the Men's Selection Committees as set out in Regulation 6 

(5)      To appoint members of the Ladies' Bowls Committee as set out in Regulation 7

(6)      To appoint officers as set out in Regulation 8 

(7)        To appoint an auditor or auditors

(8)      To consider any other business as the Chairman may allow for discussion at an Annual General Meeting.

Notice convening the Annual General Meeting shall be sent to all members not less than ten days before

the meeting and shall specify the matters to be dealt with.

 

Clause 11          NOMINATIONS

Nominations,  duly proposed and seconded by bowling or social members, shall be submitted for all

officers and members of the Management Committee as set out in Clause 4 hereof, the members of the Men's  and Ladies Bowls Committees and the members of the Ladies Social Committee; such nominations shall be submitted to the Club Secretary by the 30" September each year.

A notice shall be prominently displayed in the Club pavilion for this purpose by the 1September each

year inviting the submission of nominations. The nominees shall be bowling or social members and signify their agreement to stand  for office by signing the notice of nominations. If there are still vacancies when Nominations close, the Management Committee can nominate (propose and second) to fill such vacancies.  The names of all the Nominees shall be embodied in the notice convening the Annual General Meeting.


Clause 12        PRESIDENT AND VICE-PRESIDENT

The office of President shall be for a period of one year from the date of election but the office holder shall be eligible for re-election provided that a member may not serve as President for a period longer than three years and thereafter cannot be elected as President for a period of three years. The office of 

Vice-President shall be held  for a period  of one year but the  office holder  shall be eligible  for re-election provided that  a member may not  serve as a vice President for a period  longer  than  three years  and thereafter cannot  be elected  as Vice President for a period  of three  years.

A member  must have  served  on the Management Committee before  being  eligible  for election as President.

A member  must be a bowling  or social  member  of the Club to be eligible  for election as President or vice-President.

 

Clause  13        PROCEDURE AT GENERAL MEETINGS

The President or, in the absence  of the President, the Vice-President shall normally  preside  at all General and  Special Meetings.

Subject  to the provisions  of Clause  20, all questions  arising  at any meeting  shall be decided by a simple

majority of those  members  present  and  entitled  to vote. No member  shall have more  than  one vote.  In the event  of equality  of voting  the Presiding  officer shall have a second  or casting  vote.

Voting  at all General  Meetings  shall be by a show  of hands,  except  where  voting  is necessary  for the election  of officers  and the Management Committee which  shall be by secret ballot.

 

Clause  14          SPECIAL GENERAL MEETING

A Special  General Meeting  shall be convened  by the Club  Secretary  within  twenty-one days  from the receipt  of a request  in writing  signed  by not less than  ten members  specifying  the  object  of the meeting. Notice convening  a Special  General  Meeting  shall be sent to all members  not less than  seven  days before  the meeting  and  shall specify  the matter(s) to be dealt  with  at the Meeting.

 

Clause  15          MINUTES

Minutes  of all General  Meetings  and meetings  of the Management Commi ttee  and the Disciplinary Committee shall be kept  by the Club  Secretary  who  shall record  all proceedings and resolutions  arising.

 

Clause  16          QUORUM

Five (5) members  shall form  a quorum  at meetings of the Management Committee and twenty members shall form  a quorum  at General Meetings  of the  Club.

 

Clause  17       FINANCE

All subscriptions  and money raised by and on behalf of the Club shall be handed to the Club Treasurer and paid into a bank account  in the name of the Club.

The Club Treasurer  shall keep proper records  of the finances of the Club and the books shall be closed on the 30" September each year and thereupon audited.

An audited statement of the accounts  for the last financial year shall be submitted to the Management Committee before  submission  to the Annual  General Meeting.

The Management Committee shall have the power to borrow in the name of the Club. Such borrowings shall be commensurate with the objects and normal operation of the Club. The Borrowing Powers  of the Management Committee shall be limited to £20,000.

Bank or Building  Society Accounts shall be opened  in the name of the Club with such Bank or Building Society as the Management Committee may decide. Including any borrowing  arrangements.

The Management Committee shall authorise  the Club Treasurer,  Club Secretary and two other members of the Management Committee to sign cheques  and make other payments on behalf of the Club. All such payments  may be authorized by any one such authorized person. The Management Committee shall put in place regular  checks by a second  authorized person. The Management Committee will approve  the signing arrangements of Subsidiary Bank Accounts ensuring  that proper controls are in place.

 

Clause  18        TRUSTEES

The title to all real property  which  may be acquired  by or for the purposes  of the Club shall be vested  in Trustees  who  shall be appointed by the Management Committee and who  shall enter into a Deed  of Trust  setting  out the purposes  and  conditions under  which  the Trustees  hold  the said property  in trust for the Club.  The number  of Trustees  shall be not less than three  and  shall remain  in office until  death  or resignation  or until  a majority  of members,  voting  at a General  meeting,  shall vote for the removal  of them  or any of them

The Trustees  shall deal with the property  and  assets of the Club as directed by resolution  of the Management Committee (of which  an entry  in the Minute  book  shall be conclusive  evidence)  except under  the provisions  of Clause  19 hereof where they  shall deal with the property  and  assets of the Club as directed  by the members  in General Meeting.  The Trustees  shall be entitled  to be indemnified  against risk and  expenses  out of the Club property  and  assets.

 

Clause  19          DISSOLUTION PROCEDURES

If the Management Committee, by a simple majority,  decides  at any time that on the grounds  of expense

or otherwise,  it is necessary  or advisable  to dissolve the Club, it shall call a Special General  Meeting of all members  of the Club. For such a meeting, not less than twenty-one days' notice (stating the terms of the resolution  to be proposed  thereat)  shall be delivered  to all members.  If such decision shall be confirmed by a simple majority  of those present  and voting at such meeting, the Trustees shall dispose of any assets held by or in the name of the Club as directed  by the members at such General  Meeting after payment  of all proper  debts  and liabilities

 

Clause 20        AMENDMENT OF CONSTITUTION

Any proposal  to alter this Constitution must be delivered  to the Club Secretary not later than twenty• eight days before  the date of the General Meeting  at which it is to be considered. Alteration of this Constitution shall not be competent except such as may be adopted by three-fifths of those present  and voting at the General Meeting. Notice of such meeting must have been given in accordance  with normal procedure and the wording of the proposed  alteration  must be contained  within  the Notice  convening  the meeting.

 

Clause 21        LIABILITY

Neither  the Club nor any officer thereof shall be liable to any member,  or guest of a member,  for any loss or damage to any property  occurring  from whatever cause, in or about the Club premises,  nor for any injury  sustained  by any member  or guest of any member, whilst on, entering  or leaving the Club premises.  A notice to this effect shall at all times be displayed  in a prominent  position in the Club premises.