HANGLETON BOWLING CLUB
CONSTITUTION : w.e.f. 10 November 2015
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 Sussex County Bowls. The Club shall be located at the Knoll Recreational Ground, Rowan Avenue, Hove.
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:
No alteration or addition to the Constitution 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. Associate members are not entitled to vote at any general meeting.
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.
New Members: New Member's applications must be proposed and seconded by club members. 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.
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. Their application for membership will be treated as for new membership.
(Members leaving due to extenuating circumstances such as illness or temporary leave of absence would not necessarily have to apply to rejoin the Club.)
4.2 The Club has two membership categories: Full Club Membership and Associate Membership. In addition an Annual General Meeting may award Honorary Membership status.
Members: On payment of the Annual Subscription Fee members will, under normal circumstances, have unhindered access to the Club facilities.
Full Members (having paid their Membership Fee) will be eligible to play in all club bowling activities. They will be eligible to stand for ‘officer’ posts and vote at any General Meeting of the Club.
Associate Members (having not paid a Membership Fee) will be eligible to play in internal club events 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 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 green fees already paid that year will be offset against their Membership Fee).
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. Such Honorary Members shall pay no Subscription. Members at an Annual General Meeting may decide to cancel such appointments.
5.1 The Club Officers shall be elected at the Annual General Meeting by a simple majority vote and shall be: The President, Committee Chairperson, Secretary, Treasurer, Captain, Vice Captain, Ladies County Delegate, Men’s County Delegate, Match Secretary, Competitions Secretary, Accounts Examiner and any other Officer who from time to time may be elected by the A.G.M.
5.2 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.
5.3 Officers: All appointments are Honorary but 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.
5.4 Management Committee. The Executive Officers of the Club shall be the Committee Chairperson hereafter to be referred to as the “Chairperson” who will have just a single casting vote., 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. The other members of the Managing Committee shall be the Captain, Vice Captain, Ladies County Delegate and Men’s County Delegate. Each shall have one vote other than the Chairperson who will only have a casting vote. Officers serving on the Managing Committee will hold one Management Committee post only but may in addition hold non Management Committee post[s]. The Managing Committee shall appoint a new Committee Chairperson should a casual vacancy occur before the due date for the appointment or election of a new Chairperson at an annual general meeting.
5.5 The Managing Committee shall appoint a Liaison Officer responsible for direct contact with Brighton and Hove City Council (Any change to this office has to be notified to the City Parks dept. of Brighton and Hove City Council.)
5.6 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.
5.7 Non-Managing Committee posts shall be the Council Liaison Officer, Assistant Secretary, Match Secretary, Competitions 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 attend a committee meeting but they will not have a vote at the meeting.
5.8 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 of 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.
6. CLUB MANAGEMENT:
6.1 The Managing Committee shall have the responsibility of the day-to-day management of the Club. The Managing Committee will manage the Club in accordance with the Constitution and 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.
6.2 The Managing Committee elected at an Annual General Meeting by the Full Club Members in attendance will take office immediately following the meeting. Four persons present shall constitute a quorum at managing committee meetings.
7. 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 and the Secretary and Treasurer shall normally be elected alternate years.. All post-holders may seek to be re-elected for the same post or for another post at an Annual General Meeting.
v The Managing Committee shall meet 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.
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 Examined 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 a Report and the Examined Accounts for the year ended 30th September at the Annual General Meeting copies of which shall be circulated to all Members not less than five days prior to the Meeting. That meeting will adopt and approve the accounts.
9. FEES PAYABLE:
Club Annual Subscription Fees, Joining Fees, Green Fees, Match Fees, and Membership 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. 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.
ANNUAL SUBSCRIPTION FEE: An annual subscription paid for Club membership.
JOINING FEE: A one-off payment paid by newcomers when joining Hangleton Bowling Club.
GREEN FEE: Payable by anyone wishing to bowl on the green who does not hold a Brighton and Hove Council bowling season ticket. The Managing Committee may waive the fee when considered appropriate.
MATCH FEE: Payable by members participating in a Club Match.
MEMBERSHIP FEE: An annual fee for provision of a bowls' season ticket issued by the City Council and to cover part payment of any club lease or rental fee due to the Council.
10. 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 of the Meeting 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 Club President or such other Member as the Meeting decides will act as Chairperson of any General Meeting of the Club
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 and the Report 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 of the Meeting. Only male members having Full Club Membership status shall vote for the Men’s County Delegate and only ladies with Full Club Membership status shall vote for 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.
11. EXTRAORDINARY GENERAL MEETINGS:
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 Meeting 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.
12. LAWS of LAWN BOWLS:
All matches shall be played in accordance with the Laws of the Game, as approved by Bowls England. The Club and its members shall, as a condition of the continuance of affiliation to Bowls England, at all times and in all respects conform to and be bound by the Constitution of Bowls England.
13. CONDUCT of MEMBERS & CLUB DISCIPLINARY REGULATIONS:
13.1 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 a disciplinary panel and be dealt with by them in such manner as that panel deems expedient.
13.2 All disciplinary matters shall be dealt with in accordance with Bowls England Regulation 9 entitled Disciplinary Regulations, a copy of which shall normally be filed in the club-house.
Within this Regulation the Club will normally seek to ensure that: Members shall be notified in writing by the Club Secretary of any allegation seven days before it is due to be considered by a disciplinary panel; the disciplinary panel shall consist of not less than three of the following Club Officers: Secretary, Treasurer, Captain, Vice Captain and County Delegates; all disciplinary decisions and penalties shall be advised in writing; Members have a right to appeal which shall be heard by a panel of three Officers including the President and Chairperson and Members have the right to be accompanied at any disciplinary or appeal hearing by a colleague who must be a Full Member of the Club. Penalties generally but not exclusively may include: a verbal or written warning, suspension from Club Competition[s] for a season, temporary suspension of Club Membership or expulsion from the Club.
13.3 New members upon admission to Full or Associate Membership shall be deemed to have submitted themselves to the Constitution of the Club.
14. CONDUCT on GREENS:
14.1 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.
14.2 The dress code for members whilst playing bowls on any green shall be as determined by the Managing Committee. 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 the Captain. For Club matches this is generally Club shirts/blouses above the waist with white below the waist or white above the waist and regulatory grey clothing below the waist. For informal sessions smart casual clothing may be worn.
14.3 Normally all Bowls used by members in any Club match should bear the current Club Sticker. For all National or County Competitions all Bowls must bear the current Club Stickers.
15. PURCHASE AND SUPPLY OF ALCOHOL.
15.1 .The purchase of alcohol for the club and supply of alcohol by the club shall be subject to obtaining all necessary permissions and licences and then be managed by the Managing Committee excluding those additional members of the Managing Committee who derive their membership of the Managing Committee by co-option appointment under Club Rule 7 ii
15.2 The Managing Committee must not in any way be restricted in their freedom of purchase of alcohol.
15.3 The supply of alcohol shall be subject to such rules as may be required to comply with or in consequence of a Club Premises Certificate or other authorisation (or conditions of authorisation) granted or to be granted under the Licensing Act 2003.
16.1 No person shall receive at any time at the expense of the club any commission, percentage or similar payment on, or with reference to, purchases of alcohol by the club.
16.2 No person shall directly or indirectly derive any pecuniary benefit from the supply of alcohol by or on behalf of the club to members or guests, apart from any benefit accruing to the club as a whole and apart also from any benefit which a person derives indirectly by reason of the supply giving rise to or contributing to a general gain from the carrying on of the club.
17. SUPPLY OF ALCOHOL
The supply of alcohol shall be subject to such rules as may be required to comply with or in consequence of a club premises certificate or other authorisation (or conditions of authorisation) granted or to be granted under the Licensing Act 2003.
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 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.
19. INDOOR BOWLS:
Individual 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
20. 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.
21. 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.
22. 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.
23. 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.
23.1 Assets of the Club include three hallmarked silver trophies which are of significant local historical interest and value. [i] The AH Dilley Pairs Championship Cup. This was donated to the Club by Alderman A H Dilley Mayor of Hove who performed the Club’s Opening Ceremony on 14 August 1955 and was the Club’s first President. [ii] The G W Gosling Memorial Fixed Jack Cup. This was donated to the Club by Councillor G W Gosling, Founder Member and the Club’s First Chairman. [iii] The G W Dew Singles Championship Cup. This was donated to the Club by George Dew, founder Member and first Club Championship winner.
In the event of the Club being dissolved these three trophies which together reflect much of the Club’s history shall in the first instance be offered for sale to the Club Members after that they shall be donated free of all charges to Hove Museum or similar institution at the Members discretion.
24. LEASE or RENTAL AGREEMENT of the GREEN:
24.1 If at any time at a 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 the Clauses contained within this Section 24 “LEASE or RENTAL AGREEMENT of the GREEN” and any subsequent Clauses 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.
24.2 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.
24.3 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 20.
24.4 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.
24.5 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).
When there is any doubt of the interpretation of any constitution clause 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.