​ CLUB CONSTITUTION

1.       Title & Objectives
 

1. The Club will be called Harpenden Bowling Club, (the Club) and its objectives shall be to provide facilities in Harpenden for the games of Lawn and Short Mat Bowls.
2. The aims and objectives of the club will be:

• To offer coaching and competitive opportunities
• To promote the club within the local community
• To ensure a duty of care to all members of the club
• To provide all its services in a way that is fair to everyone
• To provide a facility for the social needs of its members.

 
2.    Sports Equity
 

1. This Club is committed to ensuring that equity is incorporated across all aspects of its development. In doing so it acknowledges and adopts the following Sport England definition of sports equity:

 
Sports equity is about fairness in sport, equality of access, recognising inequalities and taking steps to address them. It is about changing the culture and structure of sport to ensure it becomes equally accessible to everyone in society.
 

1. The Club respects the rights, dignity and worth of every person and will treat everyone equally within the context of their sport, regardless of age, ability, gender, race, ethnicity, religious belief, sexuality or social/economic status. The Club is committed to everyone having the right to enjoy their sport in an environment free from threat of intimidation, harassment and abuse.

 

1. All Club members have a responsibility to oppose discriminatory behaviour and promote equality of opportunity.

 

1. The Club will deal with any incidence of discriminatory behaviour seriously, according to club disciplinary procedures.

 
 
                                 
3.      Membership
 
(a)  Membership of the Club is open to anyone interested in promoting, coaching, volunteering or participating in bowling regardless of sex, age, disability, ethnicity, nationality, sexual orientation, religion or other beliefs.
(b)  The membership shall consist of the following categories:

• Full Member
• Junior Member
• Short Mat Member.
• Life Member (made after 15 years continuous playing membership, having attained the age of 80 and to have served on the Management Committee for at least 3 years.) Appointments shall be recommended by the Management Committee and approved at the AGM.  Life Members will be free from annual subscription obligation
• Honorary Member (members who, over many years, have made major contribution to the Club and are no longer able to play on a regular basis for whatever reason) can be considered for Honorary Membership free from annual subscription. Appointment shall be recommended by the Management Committee and approved at the AGM or SGM
• Social Member are entitled to use the social facilities of the Club and participate in all social activities and, providing they are proficient at bowling, shall be entitled to enter any Club Gala. All applications for social membership shall be proposed and seconded by playing members only.

(c)  Priority will be given to new applications for Social Membership from those Full or Short Mat members who, for one reason or another, do not wish to continue playing, and spouses/partners of current playing members.
(d)  All members will be subject to the regulations Committee.  Members in each category will pay membership fees, as determined at the Annual General Meeting.
(e)  Individuals paying for Full Membership, Short Mat Membership or are Life or Honorary Members (voting members) shall be eligible to
      * take part in the business of the Club,
      * vote at general meetings 
      * be eligible for selection in any Club team.
(f)   New members who have no previous bowling experience shall be expected to undertake a coaching course at the Club prior to admittance.
(g)  A candidate for membership shall apply in writing to the Secretary and shall be proposed by a playing member and seconded likewise. The application form will be posted on the Club notice board for not less than 7 days and/or emailed to members. Any comments regarding an application should be made in writing to the Secretary. Election will be by majority vote of the Management Committee.
 
4.  Visitors
 

1. Visitors may be allowed to play on the Green, subject to rink availability and upon payment of the appropriate charge as fixed by the Management Committee and displayed on the Club notice board.
2. A visitor must be a competent and proficient bowler. A visitor may not be allowed to play on more than 5 days in the season except with the approval of the Management Committee.

 
5.  Playing Rules
 

1. The playing rules shall be in accordance with World Bowls, Laws of the Sport of Bowls and such variations adopted by Bowls England.
2. For Short Mat, playing rules will be in accordance with the English Short Mat Bowling Association

 
6.  Entrance fees, Subscriptions & Green fees
 

1. Joining fees, annual subscriptions, green fees, match fees and competition fees shall be determined by the Management Committee. The Management Committee shall have the authority to reduce any subscription in special individual circumstances.
2. All classes of membership shall run from the 1st April to 31st March.
3. Membership fees and arrangements for payment by instalments must be paid by 31st March otherwise membership shall be deemed to be terminated.
4. For persons under the age of 18, the joining fee will be waived and the annual subscription will be 20% of the full subscription.
5.       For persons aged 18-25 and in full time education the entrance fee will be 50% of the full fee and the annual subscription will be 50% of the full subscription.

 
7.      Management Committee
 
The affairs of the Club shall be controlled by the Management Committee, as elected at the AGM. They, the Officers of the Club, shall consist of the President, the  Secretary , the  Treasurer, the respective Captains (or the deputies for each of the aforementioned as appropriate), the Ladies Secretary, Greens Manager, Catering Manager, House Manager, Bar Manager, Social Secretary, also the Short Mat Manager for the period October to March of each year.

1.  All officers shall be elected annually at the AGM.
2. All committee members must be Playing members of the Club.
3. The term of office shall be for one year, and members shall be eligible for re-election in accordance with clause 11.
4. If the post of any officer or ordinary committee member should fall vacant after such an election, the Management Committee shall have the power to fill the vacancy until the succeeding Annual General Meeting and to co-opt members as necessary.
5. The Management Committee will be responsible for adopting new policies, Codes of Conduct and modifying Bye-laws that affect the organisation of the Club.
6. The Management Committee will have powers to appoint advisers to the Management Committee as necessary to fulfil its business.
7. The Management Committee will have the power to appoint sub-committees or working groups as necessary to make recommendations to the Management Committee.
8. The Management Committee will be responsible for disciplinary hearings of members who infringe the Club rules/regulations and Constitution. The Management Committee will be responsible for taking any disciplinary action or suspension following such hearings.
9. The committee meetings will be convened by the Secretary and be held as necessary throughout the year.
10. Only the posts listed above will have the right to vote at committee meetings.
11. The quorum required for business to be agreed at Management Committee meetings will be 5.

 
8.      Other Officers of the Club
 

1. Other non-executive Officers of the Club may include a Child and Vulnerable Adults Protection Officer, Competition Secretary, Press Officer, Men’s and Ladies’ Match Secretaries, Webmaster, and Welfare Officer(s).
2. All of the above shall be elected in accordance with Clause 11. Such members may appoint other members to assist in their duties where appropriate.
3. For Club competitions the Competition Secretary may seek advice or delegate as appropriate.  Internal handicapping shall be determined by the Competitions Secretary in consultation with the Captains.

 
9.      Team selection and playing structure
 

1. The respective Captains and Vice-Captains shall arrange team selection, competitions, leagues and match publicity. For the selection of teams for significant representative and other matches, the Captains and Vice-Captains will use the agreed playing structure (see Figure) and Playing Preference forms. The Captains after discussion at the appropriate section meeting may alter the Playing Preference form to take account of changed circumstances. The Captains and Vice-Captains will seek the advice of at least two experienced bowlers.
2. The Captains may delegate responsibility for mid-week men’s matches to a Mid-Week Captain.

 
10.    Finance
 

1. The Club Treasurer will be responsible for the finances of the Club
2. The financial year of the Club will run from 1st October to 30th September.
3. All Club monies will be banked in accounts held in the name of the Club
4. An audited statement of annual accounts will be presented by the Treasurer at the Annual General Meeting.
5. Any cheques drawn against Club funds will be signed by the Club's authorised signatories in accordance with the bank mandate.
6. All members of the Club shall be jointly and separately responsible for the financial liabilities of the Club
7. Expenditure required for the day to day running of the Club shall be in the hands of the Management Committee who shall refer all matters involving extraordinary or major expenditure exceeding £10,000 for any one item for decision to the AGM or a SGM called for the purpose.

 
11.    Annual General Meetings and Special General Meetings (General          Meetings)
 

1. General Meetings are the means whereby the members of the Club exercise their democratic rights in conducting the Club’s affairs.
2. The Club shall hold the Annual General Meeting (AGM) each year not later than mid-December for the purpose of:

• Approving the minutes of the previous year’s AGM. 
• Receiving reports from the Secretary, and other committee officers
• Receiving a report from the Treasurer and approve the audited accounts for the previous year ending 30th September. 
• Appointing an Auditor.
• Receiving a report from those responsible for certifying the Club’s accounts. 
• Electing the members of the Management Committee and other officers of the Club.
• Considering any proposed changes to the Constitution.
• Any other business   Any proposal, or matter for discussion, must be received in writing by the Secretary 28 days before the AGM.

1. Notice of the AGM, together with the statement of annual accounts will be given by the Club Secretary not less than 10 days before the meeting.
2. Nominations for the Management Committee and other officers will be sent to the Secretary prior to the AGM.
3. Only voting members present have the right to vote at the AGM
4. 40 voting members shall constitute a quorum.
5. A Special General Meeting (SGM) shall be called by an application in writing to the  Secretary supported by at least 25 Full members of the Club
6.  The Management Committee shall also have the power to call an SGM by decision of a simple majority of the Management Committee members and give 10 days’ notice to the membership, 40 voting members will form the quorum.
7. All procedures shall follow those outlined above for AGMs and SGMs

12.    Amendments to the Constitution
 

1. The Constitution will only be changed through agreement by majority vote at an AGM or SGM.
2. Proposed changes to the Constitution shall be sent to the Secretary 28 prior to the AGM, who shall circulate the proposals to members at least 10 days before the AGM.

 
13.    Discipline and Appeals
 

1. All concerns, allegations or reports of poor practice/abuse relating to the welfare of children and vulnerable adults will be recorded and responded to swiftly and appropriately in accordance with the Club’s Child Protection policy and procedures. The Club Welfare Officer is the lead contact for all members in the event of any child protection concerns.
2. All complaints regarding the behaviour of members should be presented and submitted in writing to the  Secretary
3. The Management Committee will meet to hear complaints at the next scheduled Management Meeting. The committee has the power to take appropriate disciplinary action including the termination of membership.
4. The outcome of a disciplinary hearing should be notified in writing to the person who lodged the complaint and the member against whom the complaint was made within 7 days of the hearing.
5. There will be the right of appeal to the Management Committee following disciplinary action being announced. The Management Committee shall arrange a SGM and the appeal goes to the Membership.

 
14.    Dissolution
 

1. The Voting members may vote to wind up the Club if not less than 90% (ninety per cent) of the Voting members (whether attending or not) support that proposal at a convened General Meeting.
2.  The Management Committee will then appoint an independent body to carry out the orderly winding up of the Club’s affairs.
3. After settling all the liabilities of the Club, such independent body shall arrange for the fair distribution of the remaining assets to Full, Life, Honorary and Short Mat members of the Club (the latter receiving a distribution pro rata with annual fees paid), who are members at the date of the General Meeting and have been members for at least three years prior to the General Meeting.

 
15.    Custodian Trustees & Borrowing Powers
 

1. The freehold and/or leasehold of the property of the Club shall be vested in  Custodian/Holding Trustees on behalf of the Club, and any necessary appointment from time to time shall be made by not more than 4 previously approved members of the Management Committee (subject to the conditions approved at the SGM held on 16th August 1967)
2. Subject to approval previously obtained in either AGM or SGM the Management Committee shall have the power to borrow money for the purpose of the Club, and to secure the repayment of any money borrowed by directing the Custodian/Holding Trustees to mortgage or charge any of the Club’s property (subject to the said conditions approved at the SGM held on the 16th August 1967).
3. The reappointment of Custodian/Holding Trustees will be reviewed by the Management Committee five years after their initial appointment and every five years thereafter.
   

 
16.    Bar
 

1. Subject to any prevailing legislation, the authorised permitted operating hours for the Bar shall be:
   Monday to Saturday:                                 10.00am to 11.00pm.
   Sundays, Christmas Day & Good Friday:   12.00 noon to 10.30pm.
2. There shall be no sale or supply of alcoholic drinks to persons under the age of 18.

 
17.    General Powers
 

1. The Management Committee shall have the power, subject to any prevailing legislation, to deal with all matters relating to the Club not provided for in these rules.

 
18.    Bye-laws
 

1. The Management Committee may make any Bye-laws considered by them to be necessary, in the best interests of the Club. A copy of such Bye-laws shall be posted on the Club notice board. Compliance with all Bye-laws shall be obligatory on all members and visitors.

 
 
19.    Declaration
 
Harpenden Bowling Club hereby adopts and accepts this Constitution and Rules as a current operating guide regulating the actions of members.
 
Name:       Denise Moores
Position    President
Date           9 December 2022

Name        Roy Polley
Position   Secretary
Date          9 December 2022