Bishop Duppas Bowls Club (Shepperton)

BISHOP DUPPAS BOWLS CLUB

CONSTITUTION, RULES and BYE-LAWS

Amended November 2016

1. CONSTITUTION

1.1 The name of the Club will be Bishop Duppas Bowls Club

.1.2 The headquarters of the Club will be Bishop Duppas Park, off Walton Bridge Road, Shepperton, Middlesex. TW17 8NR

1.3 The Club will affiliate to Bowls England, and any other association that the Management Committee may from time to time deem to be advantageous to the Club.

1.4 The Club colours will be purple, white, and gold.

1.5. The badge will be the official badge of the Club and may be worn by Club Members.

2. PURPOSE

The purposes of the Club are to provide facilities principally for the amateur sport of bowls in Shepperton and to promote community participation in the same. Other activities including social croquet may be included for the benefit of members.

3. MEMBERSHIP AND SUBSCRIPTIONS

3. Membership

 (3a) Membership of the Club shall be open to anyone interested in the sport on application regardless of sex, age, disability, ethnicity, nationality, sexual orientation, religion, or other beliefs. However, limitation of membership according to available facilities may be made on a non-discriminatory basis.

(3b)The Club will have different classes of membership and subscription on a non-discriminatory and fair basis. The Club will keep subscriptions at levels that will not pose a significant obstacle to people participating.

(3c) The Club Committee may refuse membership, or remove it, only for good cause such as conduct or character likely to bring the Club or sport into disrepute. Appeal against refusal or removal may be made to the members.

3.1 Membership shall consist of Playing, Non-Playing (social), Life, Honorary, Associate, and .Croquet Members

3.2 Spouses & partners of Playing Members will be considered automatically as Associate Members but will not be entitled to vote at the Annual General or Special Meetings.

3.3 Applications for membership shall be submitted via the Secretary to the Management Committee for consideration.

Persons may not be admitted to membership or be admitted as candidates for membership without an interval of at least two days between their nomination or application for membership, and their admission; nor may persons becoming Members without prior nomination or application be admitted to the privileges of membership without an interval of at least two days between their becoming members and their admission.

The application form of a person proposed for membership (which shall incorporate the name and address of that person) shall be prominently displayed on the Club notice board for at least two days before election.

3.4 The Management Committee may elect as an Honorary or Life member of the Club any lady or gentleman whose services to the Club or for the good of the game of bowls in general shall be deemed to merit such distinction.

3.5 Non-Playing Members will not exceed 20% of membership.

3.6 The Club subscriptions for membership shall be payable on election and subsequently by 31^st March each year. Any Member not having paid their subscriptions by 30^th April the same year will cease to be a Member and will have to reapply for membership in accordance with the rules.

3.7 The level of the annual subscriptions will be submitted by the Management Committee to the Annual General Meeting for approval.

 4.   PROPERTY AND FUNDS

(4.1) The property and funds of the Club cannot be used for the direct or indirect private benefit of members other than as reasonably allowed by the Rules and all surplus income or profits are reinvested in the club.

(4.2) The Club may provide sporting and related social facilities, sporting equipment, coaching, courses, insurance cover, medical treatment, away-match expenses, post-match refreshments and other ordinary benefits of Community Amateur Sports Clubs as provided for in the Finance Act 2002.

(4.3) The Club may also in connection with the sports purposes of the Club:

(a) Sell and supply food, drink and related sports clothing and equipment;

(b) Employ members (though not for playing) and remunerate them for providing goods and services, on fair terms set by the Committee without the person concerned being present;

(c) Pay for reasonable hospitality for visiting teams and guests;

 (4.4)  The Committee will have due regard to the law on disability, discrimination and child protection.

5. OFFICERS OF THE CLUB

5.1 The Officers of the Club shall be:

Chairperson, Secretary, Treasurer, Club Captain, Vice-Captains (one lady and one man), Competitions Secretary, Fixtures Secretary and Green Ranger.

The Officers of the Club will be elected annually at the Annual General Meeting and shall not hold more than one position as an Officer or Management Committee member at the same time, provided if one or more offices are vacant at any time, the tasks of that office may be performed by one or more Officers or Committee members.

5.2 The duties of Officers are as follows:

a) Chairperson.

The Chairperson will chair the Annual General Meeting and any Special General Meeting called under the rules of the Club. He/she will also chair all Management Committee meetings.

b) Secretary.

The Secretary shall keep a list of Members of the Club. He/she shall convene, attend and take minutes of the Annual General Meeting, Special Meetings and meetings of the Management Committee. Unless otherwise directed by the Management Committee, the Secretary will conduct and sign all correspondence of the Club.

c) Treasurer

 The Treasurer shall be responsible for the monetary assets of the Club. The Treasurer shall pay all monies not required into bank accounts in the name of the Club. Such accounts will require two signatories, who shall be members of the Management Committee. Officers, sub-committees and Members may, with the permission of the Management Committee, retain funds necessary for ongoing Club activities, but the Treasurer may require these funds to be paid to him/her at any time. No financial liabilities shall be incurred or payments be made except under the authorisation of the Management Committee. The Treasurer shall prepare accounts as at 30^th September in each year. These accounts shall be audited by two Auditors appointed by the Club, and presented to the Members at the Annual General Meeting.

d) Club Captain

The Club Captain or appointee will be responsible for ensuring there is a full team turn out for fixtures.

The Club Captain or appointee will also act as host to all visiting teams

Vice-Captains

The Vice-Captains will deputise in the absence of the Club Captain and act as Men's Captain and Ladies Captain respectively.

N.B. The position of Men’s vice-captain will be replaced by a Team Manager for the 2018 season. The team manager will be responsible for arranging the club’s participation in men’s and mixed National & County Competitions-Men’s and Mixed County Competitions and the following local competitions:

Heathfield Top Ten and Heathfield Men’s double rink- Fordbridge John Gardner Trophy-Ember Coronation Cup-and the N.P.L league (if entered)

In the selection of teams, the team manager will collaborate with the club captain and Ladies Vice-Captain.

The job holder will join the management committee and shall provide such assistance to the club captain and ladies vice-captain as is requested by them

f) Competition Secretary The Competition Secretary will be responsible for organising all Club competitions and will ensure that all rounds are played by their allotted play-by dates. The Competition Secretary will act as arbiter in all disputes regarding competitions and will interpret the competition byelaws as he/she thinks fit. The Competition Secretary's decisions will be final.

g) Fixture Secretary The Fixture Secretary will be responsible for all the correspondence in organising friendly fixtures with other clubs and bowling associations. The Fixture Secretary will prepare a list of fixtures, which will be approved by the Management Committee, by the 31^st March for publication

h) Green Ranger

The Green Ranger will be responsible for the management of the green and liaison with the Borough of Spelthorne and contractors.

N.B. Members should avoid any direct approaches or comments to contractors or officials of the Borough, but should refer comments to the Green Ranger.

5.2 The term of holding offices of Chairperson, Secretary and Treasurer is restricted to a maximum of five years.  In the event a successor does not come forward, the incumbent will continue in that role for another year provided elected and willing to do so.

6. PRESIDENT & VICE PRESIDENTS

 The offices of President and Vice-President(s) are to be nominated by the Management Committee, and are to be held for a period of two years. Their positions are Honorary and do not afford automatic membership of the Management Committee.

6.1 President

The President will arrange an annual Presidents Day and shall be Guest of Honour at the club annual Dinner & Dance or Presentation Evening.

N.B. The President may be elected as an Officer or Management Committee member.

6.2 Vice-President(s)

There shall be no restrictions as to the number of Vice-Presidents, which positions shall receive no special power, nor a place on the Management Committee.

N.B. The Vice-President(s) may be elected as an Officer or Management Committee member.

7. MANAGEMENT

The management of the Club shall be governed by the Annual General Meeting. Between such meetings, the management of the Club shall be vested in the Management Committee.

8. MANAGEMENT COMMITTEE

8.1 The Management Committee shall consist of:

The Chairperson, Secretary, Treasurer, Club Captain, two Vice-Captains, Competition Secretary, Fixture Secretary, Bar Manager, a Ladies Representative, Green Ranger and two elected committee members to be elected annually at the Annual General Meeting.

8.2 Five members of the Management Committee shall constitute a quorum at a meeting.

8.3 Voting shall be by a simple majority.

8.4 Any committee member, after proper notification, who is absent from three consecutive meetings without due cause, will by vote of a two-thirds majority of the Management Committee present, cease to be a member thereof.

8.5 The Secretary shall keep minutes of all Management Committee meetings, which shall be circulated to all Management Committee members at least seven days prior to the date set for the next meeting. At the next appropriate meeting, they shall, on acceptance be signed by the Chairperson as a true record. After they have been signed, they shall be posted on the notice board for a period of at least one month.

8.6 Officers shall always act under the direction of the Management Committee and on retirement from office shall hand over to their successors or to the Chairperson all records/monies/keys belonging to the Club.

9. POWERS OF THE MANAGEMENT COMMITTEE

The Management Committee shall have power to:-

9.1 Expend monies of the Club for the purposes defined in the rules including those raised within the Club by various fund raising efforts.

9.2 Appoint a sub-committee for any purpose.

9.3 Review a written complaint by a member regarding the misconduct of another member, i.e. verbal or physical abuse, fraud, theft etc. It will decide whether to investigate said complaint using a co-opted disciplinary subcommittee. Following Bowls England guidelines, the disciplinary subcommittee will follow the code laid down and which is on permanent display in the clubhouse.

Upon completion of the process the disciplinary subcommittee will recommend and execute a course of action. This may lead to expelling any member for conduct detrimental to the interests of the club or the game of bowls.

9.4 Interpret the Rules and Byelaws and decide on any matter not covered by them.

9.5 Amend, delete, or add to the Bye-Laws of the Club.

9.6 Appoint a Bar Committee in accordance with the Rules.

9.7 Co-opt Members onto the committee if a vacancy arises between Annual General Meetings. Such co-opted members will retire at the next Annual General Meeting but will be eligible for re-election.

9.8 Call a Special General Meeting.

9.9 The Management Committee has the right to expect that each member take an active part in Club activities. Should this not occur they reserve the right to refuse membership to that person; and ensure that that person receive a letter from the Management Committee before refusal of membership. An appeal may be made to an Appeal Committee consisting of the Management Committee Chairperson and any of three non-committee persons as elected at the Annual General Meeting.

10. ANNUAL GENERAL MEETING

10.1 An Annual General Meeting shall be held on a date, time, and venue decided by the Management Committee, and that such meeting be at least once a year and 15 months must not elapse without a General Meeting.

10.2 A notice and agenda covering the meeting shall be circulated to all Members (excluding Associate members) at least 28 days before the date set for such meeting.

10.3 Committee and Officer nominations shall be received and displayed on the notice board 21 days before the date set for such meeting.

10.4 A notice stating the date and time of the Annual General Meeting shall be placed on the notice board not less than two weeks prior to the end of the playing season, usually 30^th September. The notice will advise Members that if they wish to move a resolution at the meeting, they shall give written notice to the Secretary not less than 21 days prior to the date of the meeting. The resolutions must be proposed and seconded.

10.5 Not less than 14 days prior to the date of the meeting, any resolutions received by the Secretary will be placed on the notice board.

10.6 Only Playing, Non-playing, Life, and Honorary Members will be entitled to vote at the Annual General Meeting.

10.7 Resolutions, the effect of which is to amend or alter existing rules, shall require a two-thirds majority of the Members present. Other resolutions may be passed by a simple majority. Amendments to resolutions may be moved without prior notice.

10.8 The quorum for the Annual General Meeting shall be twenty-five.

10.9 The Management Committee Chairman will chair the Annual General Meeting. In his/her, absence the meeting will elect a Chairperson from the floor.

10.10 The following business will be conducted at the Annual General Meeting.:

a) Apologies for absence.

b) Acceptance of the minutes of the previous Annual General Meeting and any subsequent Special General Meeting, the minutes of which shall be signed after acceptance by the Chairperson of the meeting as a true record.c) Matters arising.

d) Reports of retiring Officers.

e) Receipt and consideration of the audited balance sheet and statement of accounts. Such accounts to be presented by the Treasurer.

f) Consideration of the proposed level of membership fees for the following season as recommended by the Management Committee.

g) Election of Officers and Members of the Management Committee.

Note: In the event that there are two or more nominations for the position of Management Committee Chairman or Club Captain, the nominees will be allowed to address the meeting ahead of votes being cast.

The agenda shall allow all nominees for these positions five minutes to address the club members.

The Chairman shall allow a further period of three minutes per nominee for questions from the floor

The nominees may choose not to address the meeting but must be prepared to answer questions ahead of voting taking place

h) To remove and elect the Auditors (2) and the Trustees or to confirm that they remain in office.

i) Consideration of and decisions on any resolution submitted in accordance with Section 8.4 & 8.5.

j) Discussion of any other business at the discretion of the Chairperson and which does not have the effect of altering or amending the existing Rules or Byelaws of the Club.

11. SPECIAL GENERAL MEETINGS

11.1 A Special General Meeting may be convened by the Secretary, either on order of the Management Committee or upon requisition signed by not less than thirty Playing, Non-playing, Life and Honorary Members or more than one fifth of the number of Members entitled to vote at such meetings.

11.2 The Management Committee Chairman will preside at the Special General Meetings. In his/her absence, the meeting shall elect a Chairperson from the floor.

11.3 The quorum for a Special General Meeting shall be twenty five.

11.4 Only the business stated in the notice convening the meeting will be discussed

11.5 Where appropriate the regulations concerning the Annual General Meeting will apply to a Special General Meeting.

12. GRIEVANCES

Members with a grievance may present this to the Management Committee by arrangement with the Secretary.

13. COPIES OF RULES

13.1 Every Member shall be given a copy of these Rules for their retention.

13.2 These Rules may only be altered, rescinded or a new Rule added at the Annual General Meeting or at a Special General Meeting convened for that purpose. Such alterations, deletions or additions must be by resolution and carried by a two thirds majority of the Members voting.

14. DISSOLUTION

(a) The members may vote to wind up the Club if not less than three quarters of those present and voting support that proposal at a properly convened general meeting.

(b) The Committee will then be responsible for the orderly winding up of the Club’s affairs.

(c) After settling all liabilities of the Club, the Committee shall dispose of the net assets remaining to one or more of the following:

(i) to another Club with similar sports purposes which is a registered charity and/or

(ii) to another Club with similar sports purposes which is a registered CASC and/or

(iii) to the Club’s governing body for use by them for related community sports.

(d) Special General Meeting of the club will be convened to determine the course of action to be followed as listed in clause 14c. Determination will be by members votes in accordance with club rules.

15. BAR RULES

15.1 The Club bar shall be administered by a Bar Committee which shall consist of five members, namely: The Chairman, Secretary, Bar Manager and two other members elected by the Management Committee.

15.2 No person shall be paid at the expense of the Club any commission, percentage or similar payment on or with reference to the purchase of intoxicating liquor by the \club. No person shall directly or indirectly derive any financial benefit from the supply of intoxicating liquor by or on behalf of the Club to Members or guests apart from any benefit which may thereby accrue to the Club as a whole.

15.3 Supply to the Club of intoxicating liquor shall be under the control of the Bar Committee, as directed by the Management Committee, and they shall arrange for the purchase thereof on behalf of the Club.

15.4 The bar takings shall be banked in accordance with the instructions of   the Treasurer.

15.5 The supply of intoxicating liquor on the premises may be permitted in accordance with the hours shown in the application for the grant of a Club Registration Certificate, such hours to be clearly displayed behind the bar.

15.6 Intoxicating liquor shall be supplied on the Club premises only to:

a) Playing, Non-playing, Associate, Life and Honorary Members

b) Guests of Members only after having been signed in, in the visitors book kept behind the bar for such purpose.

c) Members of visiting teams and their supporters.

15.7 There shall be kept behind the bar a visitors book. Members may admit guests to the Club and shall enter details of their guest in the visitor's book and sign in the appropriate space. Members will at all times be responsible for the conduct of their guests. No person shall be admitted as a guest on more than four occasions in any one season.

15.8 No intoxicating liquor shall be supplied to persons under the age of 18 years.

6. TRUSTEES

16.1 There shall be a minimum of two and a maximum of four Trustees of the club. They shall be appointed from time to time at an Annual General Meeting or Special General Meeting from among the full members of the club who are willing to be so appointed.

A Trustee shall hold office during his/her lifetime or until he/she shall resign by notice in writing given to the Management Committee or until a resolution removing him/her from office shall be passed at an Annual General Meeting or Special General Meeting by a majority comprising two thirds of the members present and entitled to vote.

16.2 All the property of the club including land and investment shall be held by the Trustees for the time being in their own names so far as it is necessary and practicable on trust for the use and benefit of the Club. In the event of death, resignation or removal from office of a Trustee, the Management Committee shall convene a Special General Meeting to appoint a new Trustee in his/her place and shall as soon as possible thereafter take all lawful and practicable steps to procure the vesting of all club property into the names of the Trustees as constituted after such appointment.

16.3 The Trustees shall in all respects act in regard to any property of the Club  held by them in accordance with the directions of the Management Committee and shall have power to sell lease mortgage or pledge any club property so held for the purpose of raising or borrowing money for the benefit of the Club in compliance with the Management Committee's directions(which shall be duly recorded in the Minutes of the proceedings of the Management Committee) but no purchase lessee or mortgagee shall be concerned to enquire whether any such direction has been given.

16.4 The Trustees shall be effectually indemnified by the Management Committee out of the assets of the club from and against all liability, costs, expenses and payments whatsoever which may be properly incurred or made by them in the exercise of their duties or in relation to any property of the Club vested in them or in relation to any legal proceedings or which otherwise relate directly or indirectly to the performance of the functions of a Trustee of the Club

16.5 In every contract lease license or other agreement entered into by the Trustees of the Club the following wording will be incorporated:

"The liability of the Trustees for the performance of any contractual or other obligation undertaken by them on behalf of the Club shall be limited to the assets of the Club"

17. CHILDREN & VULNERABLE ADULTS

The club will in all matters concerning children & vulnerable adults utilise the policy guidelines provided by Bowls England. A policy statement will be displayed in the clubhouse.

The policy is kept as a separate document but should be considered an integral part of the club constitution and rules.

18. PRIORITY 

Where there is any conflict between any of the above Rules the Key Rule (s)( listed at:

2- Purpose-3- Membership & Subscriptions (a) (b) & (c) 4- Property & Funds 4.1- 4.2- 4.3- 4.4) the Key Rules will take priority.  Interpretation of all the Rules must be consistent with the statutory requirements for CASCs (which means Community Amateur Sports Clubs as first provided for by the Finance Act 2002.

19. DRESS CODE

Dress for matches shall be as directed in the fixture list. At all other times, white above the waist, with grey below the waist shall be worn. Club shirts shall be worn by all players when representing the club in friendly and competitive matches.

BYE LAWS

1) Every Member is responsible for ensuring that the green is not ill used- Members must adhere to the instructions of the Green ranger regarding the use of ground sheets.

2) No Member is allowed on the green except those actually engaged in the game of bowls, or those engaged in green preparation or coaching.

3) Members are not allowed under any circumstances to run on the green.

4) All players, markers, and umpires must wear approved bowling footwear.

5) Any comments or suggestions regarding the use of the green or conduct thereon must be directed to the club Green ranger. On no account whatsoever must adverse comments be directed to the Green keeper.

6) No dogs are permitted within the confines of the green.

7) Smokers should not drop matches, cigar or cigarette ends on the green, in the ditches or pathways, but use the receptacles provided. Smoking on the green is discouraged.

8) Booking Rinks:

a) Rinks may be booked in advance using the book provided in the clubhouse

b) One rink on the main green will be left available for public use at times displayed on the notice board, which is situated by the club entrance. Use by the public is restricted to those that have pre booked a rink time. In the event that there is no public booking all rinks may be used by club members.

c) Tuesday nights are Club nights and from 4.00 pm until 6.00pm onwards all Club rinks are reserved for roll-up and cannot be booked. The only exception to this is for Middlesex County competitions and any other competitions where there are fixed dates. In such cases Members are requested to book a rink as early as possible to prevent inconvenience in case of home draws exceeding available rinks. From 6.00pm onwards all rinks may be reserved for competition play.

9) On Club nights, a Member desiring to play bowls and unable to find accommodation on the green, shall have the right to enter a game in progress (other than competitions or matches) unless a full rink is formed. It is expected that Members shall in true sportsmanship, encourage and invite others, especially newcomers to the game of bowls, to enter the game.

10) Members are expected to return to their correct place after use all mats, jacks, etc. Mats should be laid flat at all times.

11) No bowls equipment of the Club shall be removed from the confines of the Club unless approval has been given by the Secretary or Club Captain.

12) Members wishing to participate in Club matches should enter their names on the availability lists posted on the notice board. Selection shall be made by the Selection Committee whose decision shall be final. Those selected should tick their names to indicate their willingness to play. The captain must be informed immediately if a Member is unable to play.

13) No one is allowed to play in matches unless a bona-fide Member of the Club.

14) The green shall be open daily at 10.00 am to dusk subject to the following a) green maintenance, and b) Green ranger’s discretion.

15) Members attending for casual play must check the rink they wish to use has not been booked for competition play.

16) On match days Members may be asked to assist in the laying out of the match equipment and green markers that denote the rink boundaries and "colour" of the day. This is indicated on the match sheet. It will be the member's responsibility to find a deputy in the event that they cannot carry out the task on the day allocated to them.

17) Competitions:

a) As from the season preceding their third year of membership, Members must have made themselves available for not less than ten mixed matches, a minimum of five which must be away fixtures, before being eligible to enter the Club competitions.

b) No Member may enter a Handicap competition during their first year of membership other than as a scratch player.

c) Entry into the Porter Cup competition is confined to those Members who have never won a singles competition with this or any other club.

d) The Management Committee shall specify the date on which the final of any competition shall be played, and may specify the dates on which other rounds of the competition shall be played.

e) Any competitor who fails to compete in a round of a competition without good reason will not be eligible to enter that competition the following season. The Management Committee shall rule on what constitutes good reason.

f) The first named competitor shall be the challenger who will without delay and no later than fourteen days prior to the play-by date offer the opponent not less than two dates on which the tie might be played. No dates shall be consecutive. If the challenger and opponent fail to agree on any alternative date, one of the original dates must be accepted by the opponent. A challenger or opponent failing to comply with this bye-law is liable at the discretion of the Competition Secretary to be scratched.

g) If the challenger fails to offer the opponent two dates within the fourteen day limit described in 18f, the opponent shall offer the challenger one date, which must be accepted. In such circumstances, the responsibility to provide a marker and to book the rink as in 18h will rest with the opponent.

h) The challenger is responsible for booking the rink and where necessary arranging for the services of a marker.

i) On completion of the game, the scorecard should be signed by both competitors and the card placed in the box provided. The Competitions Secretary will enter the result in the relevant chart.

j) All rounds of competitions shall be completed by the dates stated on the charts. Where no result has been entered, the Competitions Secretary shall, after such enquiry as he/she considers necessary, determine whether the challenger or the opponent or both should be scratched.

k) No player shall play a tie on a rink on which they have already played that day.

l) Competition fees shall be decided by the management Committee.

m) No change of rink shall be permitted after the first end of a competition except where conditions prevent continuance e.g. Rink flooded, Green ranger’s discretion, bad light, etc. Where there is such an occurrence, the Competition Secretary shall be notified of all details and that his/her decision shall be final.

n) Where a player is not able to compete in Pairs, Triples and Rinks competitions, the Competitions Secretary may appoint a substitute if this does not lead to undue delays. The Substitute and player replaced should be approximately comparable in level of bowls ability. Once a substitute player has played in a Club competition, that player is to continue with that competition in the next rounds unless that person is unable to play when the original player should be reinstated.

o) All disputes and matters concerning competitions not covered by these byelaws shall be referred to the Competitions Secretary whose decision shall be final.

p) The rules of Bowls England shall apply to all competitions of the Club.

q) The finals of all competitions shall be played on the rinks, on the dates, and at the time determined by the Management Committee. Only in very exceptional circumstances can the Management Committee permit a final to be played on any other day.