5. OFFICERS:
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, Development
Officer, Match Secretary, Competitions Secretary, Safeguarding Officer, 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.
8. FINANCE:
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, Temporary Subscription Fee, Joining Fees, Green Fees,
Match Fees, 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.
DEFINITIONS:
ANNUAL SUBSCRIPTION FEE: An annual subscription paid for Club membership.
TEMPORARY
SUBSCRIPTION FEE: A subscription fee for Club Membership during a defined eight week
period commencing the day payment is received.
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. COMMISSION
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.
18. COMPETITIONS:
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).
25. INTERPRETATION:
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.
