Poplar Drive, Rayleigh Road, Hutton, Essex, CM13 1YT

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Bowls England - E.C.B.A. - E.C.W.B.A.

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Hutton Poplars Bowling Club


CONSTITUTION (Revised 2014)


1.  TITLE


The club shall be known as "HUTTON POPLARS BOWLING CLUB” hereafter referred to as “the club” and shall be affiliated to Bowls England, Essex County Bowling Association, Essex Women’s County Bowling Association and such other Associations as shall be decided by the Club Committee (see section 5).


2.  OBJECTIVES


To foster and promote the sport of lawn green bowls at all levels and therefore providing opportunities for recreation and competition.


3.  MEMBERSHIP


3.1 Membership of the club shall be open to any adult (over 18) completing a membership application form and paying the relevant subscription/joining fee as determined by the Annual General Meeting (AGM) (see section 6).


3.2  Membership of the club shall comprise the following categories:


Full member - Those who wish to play the game of bowls. A full member MUST obtain a season ticket from Brentwood Borough Council in order to be permitted to play or practice on the green.


Social member - Members who are unable or do not wish to play bowls, but wish to take part in its social activities.


Honorary life member - The club shall have the power to elect Honorary Life Members for special services rendered to the club. The Club Committee shall put forward candidates for election to the AGM. Any nominations should be submitted, in writing, to the secretary for consideration by the Club Committee by the 31st August each year. Honorary Life Members need not pay any subscription to the club.


3.3 The membership year commences on the 1st January and all fees (including competition entries) and subscriptions should be paid by 1st February (or later if joining). Membership may be terminated if membership fees are not paid by the due date. The Club Committee may, at its discretion, charge a reduced subscription and/or joining fee for those joining the club.


3.4 All male full members of the club, excepting those who have health or other problems, are expected to carry out rink-monitoring duties during the season. All other full members are expected to help with refreshments and other events as required.


3.5 The Club Committee shall have the power to expel any member whose conduct they consider likely to bring the club into disrepute, but the member concerned shall have the right of appeal to an “Appeals Committee”. The President shall choose the members of the “Appeals Committee”.


4.  OFFICERS


The officers of the club shall be as follows:


President    Non Executive - an honorary position

Chairman   }

Secretary   }

Treasurer   } Executive officers

Men’s Captain  }

Ladies’ Captain }


5.  CLUB COMMITTEE


5.1 The business of the club shall be managed by the Club Committee comprising the   officers of the club and nine Committee members elected at the AGM.


5.2  The nine elected Committee members shall be as follows:


Vice-Captain

Ladies Vice-Captain

Match Secretary

Competition Secretary

County Delegate

Ladies County Delegate

Catering Manager

2 additional Committee members


5.3 The president may attend Club Committee meetings but may not vote or have any responsibility for Committee decisions.

                              

5.4  The Club Committee shall meet at agreed intervals and not less than four times a year. A quorum of at least five Club Committee members must be present.  


5.5  Club Committee meetings shall be run by the Chairman or, in his absence, a member acting as chairman elected from those present at the meeting.   The chairman of the meeting shall not vote other than to exercise a casting vote to enable a simple majority to be obtained.


5.6  Should any officer or Committee member cease to hold office during their elected term, a replacement may be co-opted by the Club Committee to serve until the next AGM.


5.7 The Club Committee shall have the power to form such sub-Committees as it considers appropriate and co-opt additional members for specific purposes. Co-opted members shall not be entitled to vote on the Club Committee.


6.  GENERAL MEETINGS


6.1  An AGM of the club shall be held following the end of the season and prior to 30th November, on a date set by the Club Committee. The date of the meeting shall be published in the club fixture book and members shall receive an agenda and set of meeting papers not less than 10 days before the meeting. The quorum for a general meeting shall be 20% of the number of full members.


6.2 The business of the AGM shall include a report on the activities and finances of the club over the past year, approval of the accounts, setting joining fees and subscriptions for the coming year, and the election of officers and additional Club Committee members.


6.3 The club’s General Meetings shall be chaired by the President or, in his/her absence, the Chairman, or in his/her absence, a member acting as chairman elected from those present at the meeting. The chairman of the meeting shall not vote other than to exercise a casting vote to enable a simple majority to be obtained.


6.4  Formal motions require proposing and seconding and shall be passed by a simple majority of those present and voting.


6.5  Voting is restricted to full members and they can vote on all matters.


6.6  Members may raise any matter for discussion at the AGM provided they have notified the secretary in writing of their intention at least 28 days before the meeting and the items have been included on the agenda.


6.7  A Special General Meeting may be convened by the Club Committee or on receipt by the secretary of a request in writing from not less than 15% of full members of the club. At least 21 days notice of the meeting shall be given. Only the business advised in advance shall be discussed.



7. ELECTION OF OFFICERS, COMMITTEE MEMBERS & OTHER APPOINTMENTS


7.1 All officers shall be elected at the AGM from those full members, who have been in full membership for the previous two complete seasons.


7.2 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.


7.3 Nine Committee members shall be elected at the AGM from those full members, who have been in full membership for the previous two complete seasons.


7.4 Other appointments which should be made at the AGM are the league delegates, catering manager, tea rota organizer and the rink monitoring contact.


7.5 All Committee members and other elected and co-opted appointments shall retire annually. They shall all be eligible for re-election or re-appointment at the AGM and it is expected that those who have only served for one year will offer themselves for re-election in order to ensure continuity.


7.6 Nominations for election to each position shall be made, subject to the approval of the respective nominee, by a full member and duly seconded and should be in the hands of the secretary prior to the AGM.

  

7.7 Election to positions, which have only a single nomination, shall be confirmed by a show of hands. When more than one member is nominated for the same position, the election shall be by ballot.  


8.  FINANCE


8.1 The control of finance of the club shall be in the hands of the Club Committee and the financial year shall end on 30th September each year.


8.2 Bank and/or building society accounts shall be opened in the name of the club as required and all cheques drawn on such accounts must bear the signatures of any two officers of the club.


8.3 Any proposal by the Club Committee to invest or to borrow funds on behalf of the club shall require the approval of the members at a General Meeting.


8.4 The financial accounts drawn up by the Treasurer shall be brought before the Club Committee for review and approval prior to the AGM and then submitted to members at the AGM for approval.


9.  INSURANCE AND INDEMNITY


9.1 The club shall hold public liability insurance to cover the activities of the club and the duties its members carry out under any agreement with Brentwood Borough Council. Insurance of club property will be at the discretion of the Committee.


9.2 Every officer and Club Committee member shall be indemnified by the club in respect of any claim made against him/her in respect of pursuance of their duties, except in so far as such claims may relate to wilful and individual fraud or wrong-doing on the part of the officer or Club Committee member who is sought to be made liable.


10. DISSOLUTION


10.1The club may at any time be dissolved by a resolution passed by a two-thirds majority of those present and voting at an AGM or a Special General Meeting called for this purpose, providing at least 50% of the full membership is in attendance. Such a resolution may give instructions to realise the assets of the club and discharge all debts and liabilities of the club.


10.2 After discharging all debts and liabilities of the club, the remaining assets shall not be paid or distributed amongst the full members, but shall be given or transferred to some other voluntary organisation having objectives similar to those of the club.


11. CHANGES 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.