ALTON SOCIAL BOWLS CLUB

CONSTITUTION AND BYE- LAWS 2^nd Draft 14^th March 2025

THE CONSTITUTION

1. The Club will be called “ALTON SOCIAL BOWLS CLUB”, Hereafter to be referred to as “the Club” and shall be affiliated to Bowls England. Leagues currently subscribed to are the North Hampshire Women’s Bowling Association, The Basingstoke and District Bowling Association, The Whitchurch League, Three Counties Bowls Fellowship League, however this may change over time as agreed by the committee on behalf of the members.

2. OBJECT

To foster, develop and promote the game of Lawn Bowls at all levels, providing all members of the Community an opportunity to enjoy the sport and to develop individual skills in competitive and recreational bowls. In all dealings with other Bowling Clubs, members of the club shall promote sportsmanship and friendliness both on and off the green.

3. MEMBERSHIP

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.

The Club may have different categories of membership and subscription on a non-discriminatory and fair basis. The Club will decide upon subscription levels that will not pose a significant obstacle to people participating. However, the number of members may be limited in recognition of the available facilities provided by the Club; if such an event should occur, the limitation would be on a non-discriminatory basis.

The Club Committee may refuse membership, or remove it, only for good cause such as conduct likely to bring the Club or sport into disrepute. Appeal against refusal or removal may be made to the members provided that The Club follows such disciplinary procedures as are recommended by Bowls England from time to time.

The Club membership will consist of:

3.1	Full Members. Shall be playing members over the age of 18. Membership of the Club shall be open to any person who completes a membership application form and pays the relevant subscription /joining fee as determined by the Club.
3.2	Honorary Life Members. “Honorary Life Membership” may be confirmed on a Full or Social Member of the Club by a unanimous vote at a Committee Meeting.
3.3	Junior Members Shall be classified as any young player up to and including 18 years of age at the start of the season that is as of 1^st April of that year or in full time education. Junior members will be entitled to the same playing privileges as that of a Full Member.
3.4	Social Members. The Club Committee shall have the power to appoint any person a Social Member and shall be limited to such numbers as the Club Committee shall decide in the best interests of the Club. They shall have full and free use of the Club premises excluding the Green, and they shall be subject to the same rules and byelaws as other members except that they may not vote at any meeting or introduce visitors.
3.5	Temporary Members. All members of visiting teams or visiting opponents in matches shall automatically become Temporary Members of the Club for the day of their visit only.

4. LIST OF MEMBERS

The Club Committee shall keep for reference, a list of members and their addresses as required under the Licensing Laws. Every member shall within fourteen days give to the Secretary notice of any change of address.

5. CESSATION OF MEMBERSHIP

A member shall cease to be a member if he/she resigns by giving one month’s notice in writing; or if he/she is requested to resign by a resolution of the General Committee; or if his/her annual subscription remains unpaid by the due date.

6. ANNUAL SUBSCRIPTIONS

Annual subscriptions can be paid in one or two instalments. The first is due by January 15^th and the second by April 1st each year, this allows the club committee to understand how many competitions to enter and pay fees due to Bowls England etc. The amounts due in each phase to be decided by the Club Committee.

Any member who has not paid the full amount by the April 1^st shall (temporarily) cease to be a member and will not be entitled to use the Club premises or play in any competitions.

The annual subscription will be recommended by the Club Committee prior to the Annual General Meeting and will be ratified by the members present.

The subscriptions will be as follows:

(a) Full Members the full amount as set by the Annual General Meeting.

(b) Junior Members up to and including 18 years of age, on 1^st April, the full amount as set by the Annual General Meeting.

7. THE ANNUAL GENERAL MEETING

The Annual General Meeting shall be held not later than the 30^th November in each year, and not earlier than closure of the green on a date fixed by the Club Committee, Twenty one clear days written notice of the Annual General Meeting shall be given to Members. Members must advise the Secretary in writing of any business to be included in the agenda at the Annual General Meeting at least 14 days before the meeting. The Secretary shall circulate or give notice of the agenda for the meeting to Members not less than 14 days before the meeting by circulating a copy of the notice to every member by email and posting it on the Notice Board.

7.1 The business of the A.G.M. shall be to:-.

Confirm the minutes of the previous Annual General Meeting and any General Meetings held since the last Annual General Meeting.

Receive the accounts for the year from the Treasurer.
Decide the subscription rates and other fees for the forthcoming year.

(iii). Receive the annual report from the President or such other officer as is nominated by the

Club Committee.

(iv). Elect the Officers, Club Committee Members and Delegates of the Club as prescribed under Clause 7.2 referred to as “The Officers” who together with the Ladies and Men’s Captain shall form the Club Committee.

(v). Transact such other business received in writing by the Secretary from Members 14 days prior to the meeting and which is itemised on the agenda.

7.2. Election of Officers

All Officers, Members of sub-committees and delegates to outside organisations shall be elected at the Annual General Meeting of the Club, from, and by, all members entitled to vote.

All Officers shall be elected for a period of one year, with the exception of the Secretary and Treasurer who shall be elected for a period of three years. Retiring Officers may be re-elected to the same office or another office in the following year.

Nomination of candidates for election of Officers shall be made in writing to the Secretary at least 14 days in advance of the Annual General Meeting date.

Only lady members will be entitled to elect the Lady Captains and only men entitled to elect the Men’s Captains.

Election of the Club Committee will be undertaken by a ballot.

Proxy votes will be accepted and counted in the ballot. Eligible members will only be permitted to use a proxy vote where they have provided their apologies (for absence) to the Club secretary, prior to the A.G.M.

If there is no nomination for a position the Club Committee has the power to fill the position and shall take in consideration any person who puts their name up late and any/or opinions and views given at the AGM.

The President of The Club will have the entitlement of a second and casting vote, which can be applied in all voting at either the A.G.M. or General and Special Meetings.

EXTRAORDINARY MEETINGS

The Secretary shall call an Extraordinary General Meeting in the following circumstances:

(a) Upon the direction of the Club Committee.

(b) At the request, signed by one fifth of the members, stating the special objectives thereof. (No business other than that for which the meeting is specifically called shall be brought before a Special General Meeting).

8.1 A Quorum.

25% of eligible members will form a quorum for General and Special Meetings.

50% of Officers will form a quorum for all Committee Meetings

At all A.G.M’s, General and/or Special Meetings the Chair will be taken by the President or in his absence, by a deputy appointed by the Club Committee.

VOTING AT MEETINGS Decisions made at an A.G.M. General or Special Meeting shall be by a simple majority of votes cast by those members attending the meeting and entitled to vote. In the event of equal votes, the President shall be entitled to a second and casting vote.

Where voting is by ballot, a returning officer will be appointed prior to the voting to adjudicate the ballot and to notify the Chairman of the result of the ballot accordingly.

Voting rights are restricted to Full and Honorary Life Members and will be undertaken with recognition of the provisions. The rights and privileges of a member shall not be transferable.

10. CLUB COMMITTEE

The Club Committee shall consist of:-

a) President b) Secretary c) Treasurer d) Men’s Captain e) Ladies Captain f) Match Secretary g) Competition Secretary h) Delegates for leagues and Affiliated Bowling Associations.

They shall control the management of the Club including the purchase of such articles as they deem necessary.

The President as Chairman, and in his absence, the delegated Vice President (decided by President or in his absence by club committee), shall have the casting vote.

Any vacancy caused by resignation or otherwise, may be filled by the Club Committee who have the power to co-opt.

The Club Committee shall meet not less than four times during its term.

10.1 Selection Team

The Club Committee have decided to have two selection teams, one for Women and the other for Men. These Selection teams will both be managed by the relevant Team Captains i.e. Ladies and Gents Captains and will have two other members. These additional members will be selected at the AGM by majority vote.

10.2. Bye – Laws

The Club Committee shall have the power to make such bye – laws, as they consider necessary, providing that no such bye – law conflicts with any of the Club Rules. The bye – laws and all changes to them will be displayed in the club house.

11 GREEN COMMITTEE

A Green Committee may be appointed by the Club Committee.

It shall be responsible for the maintenance of the Green and its surroundings. The Green Committee shall make recommendations to the Club Committee for all major expenditure above normal greenkeeping items e.g. fertilizers, top dressing, repairs/servicing of machines

The Club Committee may, if it wishes, appoint one of the members of the Green Committee to be the Green Keeper.

The composition of the Green Committee shall be displayed on the Club Notice Board.

12. FINANCIAL CONSIDERATIONS

12.1 Loans

If on any occasion it is decided by the Club Committee that it is necessary to raise a loan, the details must be presented to the membership at a special AGM for their consideration and approval.

12.2 Audit of Accounts

An auditor shall be appointed by the Club Committee, and they shall audit the accounts presented to them by the Treasurer.

12.3 Non-profit Making

All surplus income or profits are re-invested in the Club. No surpluses or profits will be distributed to members or third parties.

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.

DISSOLUTION

If at any Committee Meeting of the Club, a resolution is passed for the dissolution of the Club, the Secretary shall immediately convene a Special General Meeting of the Club to be held not less than one month thereafter to discuss and vote on the resolution.

If at that Special General Meeting, the resolution is carried by at least three-quarters of the Full Members present at the meeting, the Management 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.

After discharging all debts and liabilities of the Club, the remaining assets will be disposed of in one or more of the following ways:-

i) To another club with similar purposes which is a registered charity and/or

ii) To another club with similar purposes which is a registered CASC and/or

iii) To The Club’s governing body for use by them for related community sports.

CHANGES TO THE CONSTITUTION

Any proposed alterations to the Club’s Constitution may only be considered at an Annual or Special General Meeting convened with the required written notice of the proposal.

Any alteration or amendment must be duly proposed and seconded. Such alterations shall be passed if supported by not less than two-thirds of those Members present at the meeting, assuming that a quorum has been achieved.

THE DECISIONS OF THE CLUB COMMITTEE

These decisions shall be final and binding where these rules are silent.

The Club Committee has the power to make and enforce bye- laws consistent with the Constitution.

The BYE- LAWS OF THE CLUB

These rules made under Paragraph 11.1 of The Constitution are created and can be amended by the Club Committee. The rules and any changes to them will be displayed in the club house.

THE GREEN

The Green will be opened for the season during April each year and close approximately mid-September at dates confirmed by the Club Committee. All play shall be subject to Bowls England rules.

The green will be available for play when not otherwise booked for matches or other bowls activity unless the green is unsuitable for play in which case a notice will be displayed to that effect.

Matches and external competitions will have priority over practice and internal competitions. Members will pay a green fee (agreed at AGM) per visiting player for external competitions played at home…

Members wishing to organise a match or otherwise play cannot do so if work is required to be done on the green.

Before the green is used for play members should ensure that rink markers accord with the displayed colours for the day and that they are playing in the correct direction.

2. CLUB OPENING

The Club will be open during the year the times of which will be subject to the discretion of the Club Committee.

3. THE BAR AND PERMITTED HOURS OF OPENING

The Club is a members’ club and will be always operated as such in good faith.

The permitted opening hours during which intoxicating liquors may be supplied to members for consumption on the premises shall be in accordance with the licensing laws prevailing at the time. The bar will be open during home match fixtures and for such other events as the Club Committee shall specify or permit.

Alcohol purchased and supplied by The Club must be done by members who are over 18 years of age.

No person at the expense of The Club may receive any commission, percentage or other similar payment regarding the purchase of alcohol by The Club.

There must be no arrangements for anyone to receive a financial benefit from supplying alcohol to The Club apart from any benefit to The Club or to any person indirectly from the supply giving a gain from running The Club.

4. PERSONAL POSSESSIONS

The Management Committee accept no responsibility for the loss of or damage to any property left on Club premises or its surrounds, including the adjacent Car Park.

5. APPOINTMENT OF CLUB COACH

The Management Committee may appoint a Club Coach(s) who shall coach members and advise on the interpretation of the rules of the game and green etiquette.

7. DRESS ON THE GREEN

Members playing club representative matches, competitions or friendlies should wear agreed club

Uniform i.e. tops, trousers or skirts.

Bowls shoes or flat soled trainers only, may be worn on the green and not used for travelling to the green.

8. BOOKING OF RINKS

SET DATE National and County Competitions take priority (These dates will be avoided by the Fixtures Secretary)

All league matches, gala days, finals and occasions when the Green is made available with the consent of the Club Committee to other clubs or Associations e.g. Basingstoke and District Bowling Association.

All rinks will be reserved provided rinks are available after first accommodating SET DATE County Competitions.

At all other times, acceptable to the Green Keeper and / or the Green Committee, rinks may be booked by members on a first come first served basis. Priority may only be claimed if the rinks are already fully booked and a rink is required for a County competition. In this case the member must raise the matter with his or her Captain who shall allocate a rink in a fair manner and in consultation with the other Captain if necessary.

Rinks may not be booked for “Roll – Ups”. Double booking is not allowed.

9. ROLL – UPS

Provided a rink is available one or more players may enter the green and commence play. If there is no vacant rink available additional players may join others using rinks for roll- ups until such rinks are complete.

10. VISITORS

Visitors who are competent bowlers may “roll up” on the Green up to four times per year on payment of a green fee. The green fee will be determined by the Club Committee.

11. SELECTION FOR TEAMS AND MATCHES

All teams will be selected as per the club selection policy. Members selected shall confirm their availability by ticking the list on the notice board. Anyone travelling direct to an away match should indicate this on the selection sheet.

12. REPORTING FOR MATCHES

Members selected to play but who are unable to play shall notify the team Captain of the day as soon as possible. Members selected for matches shall report their presence to the team Captain of the day not less than fifteen minutes before the scheduled starting time.

In the event of a team member failing to report and without contacting the Club with a legitimate reason, the reporting reserve will be invited to play.

CLUB COMPETITIONS

Members entering Club Competitions must ensure that they are available to play on Finals Day should they progress that far. Members who find that their situation has changed since entering must withdraw from competitions immediately. Extenuating circumstances must be presented to the relevant Competitions Organiser for their decision.

Competitions will be run under rules laid down by the Club Committee and displayed in the club house.

SMOKING

Smoking, including e cigarettes, is banned on the green, club house and the immediate surrounds.

15. MISCONDUCT OF MEMBERS

A member shall be reprimanded, suspended or expelled from the Club if the Club Committee by majority hold him/her to have contravened the rules or conducted themself in an unacceptable manner. In the event of the Committee deciding that the membership shall be withdrawn or suspended the offender may appeal to the full membership of the Club Committee against the decision. The right of appeal applies in the event of an applicant for membership who considers he/she has been unfairly refused.

The decision by the majority Club Committee shall be notified to the member in writing within seven days of the decision. For fourteen days thereafter the recipient has the right to have a meeting with the full Club Committee. At any such meeting the recipient shall be entitled to answer the allegations and call witnesses. A request for adjournment may not be unreasonably refused. After hearing the evidence, the full Club Committee shall retire to consider further action and shall vote thereon.

Any disciplinary matters will be dealt with in accordance with Bowls England Disciplinary Regulations.

Pending any final decision the member may not enter The Club’s premises unless otherwise informed in writing by the Club Committee.

SECURITY

It is important that the building and gate(s) are properly locked and alarmed when vacated. This responsibility rests with every member, and it is erroneous to assume that nothing will happen if the building is left unlocked. When the building is open, ensure that you are able to lock secure and set the alarm when leaving the building.

If you find the building unlocked when you believe it should not be so please contact a club committee member so that the situation can be rectified. If a stranger enters the building challenge them, don’t assume they have a legitimate reason for being there. If you are in the club house by yourself, it is sensible to lock the door from the inside.

NOTICES

Members should read the notice boards regularly. We try to keep everyone up to date but this does rely on members reading the information provided. There are also various notices of a more permanent nature around the Club which are there to assist Club members. Kitchen hygiene, Fire notices and Security all fall in this category for members’ attention.

CLUB EQUIPMENT

Club equipment should be returned to its correct place after use. Currently 2m sticks, scoreboards, jacks, red and white bowl and jack indicators, mats and bowls gatherers are kept in the storage building. Club bowls should be returned to the location from which they were borrowed. Club equipment must not be removed from the premises unless this is agreed by a Committee member.

GENERAL

Notwithstanding any of the provisions in the Rules (above) the Club follows the Bowls England Regulations for the following items of legislation:

Anti-doping

Children and Vulnerable Adults

Discrimination, Equal Opportunities and Human Rights

Health and Safety

Insurance and Identification

Misconduct, Suspension and Exclusion of Members.

Child Protection

The Club encourages children to participate in the game of bowls. When dealing with children we will always put their welfare first and ensure that they are treated fairly, with respect and dignity. We recognise the needs and abilities of each child and avoid too much training or competition. We must gain the agreement of the child before any physical contact. We will ensure that the child is not alone with an adult and that when travelling to away matches, there is at least one male and female chaperone. We will not tolerate any acts of aggression within the club and will ensure that adults behave responsibly and set an example to our child members. The club has an appointed Child Protection Officer and if you are in doubt about any matters relating to child protection then you should consult him/her.

Help

There are many ways that members can help in the day-to-day activities of the Club. On match days the rinks must be dressed e.g. mats put out, 2m sticks etc and put away after play. Changing Rooms should be kept tidy.

Cleaning is another obligation on Club members. It is not necessary to attend every day, but the pavilion should be presentable prior to all matches. Cleaning should not be carried out when matches or other activities are in progress or in a manner that would disturb players.

The green surrounds are maintained by members and regular working parties attend to the numerous tasks which arise throughout the year. The list of matters which members execute for the Club is too long to itemise here, but all help is gratefully received.

Laws of the Sport

It is not proposed that the Laws of the Sport are repeated here, however one or two reminders may not go amiss. The minimum jack length is 23 metres. This does not just mean that the jack has only to pass the side markers – the position of the mat is relevant. The side markers are 25 metres from the rear ditch so if the jack is up to the side markers the mat must be at minimum position i.e. 2 metres from the ditch. If the jack has to be measured make sure it is centred before measuring. Players should not play on the same rink on the same day that they will be using the rink for competition. It is permissible for a bowl to enter an adjoining rink provided that it will return to its original rink. Markers should not offer comment on any bowl played and should stand still to one side and behind the head while players are bowling. Bowls or jack should not be moved until the score for the end has been agreed.

CLUB COMMITTEE – Duties and terms of reference

Membership: All officers referred to in the Constitution

Terms of Reference:

Manage all aspects of club’s affairs according to club constitution including:
Keep financial accounts and agree expenditure.
To keep accurate accounts of the finances of the Club through the Treasurer and to recommend subscription rates and other fees to the Annual General Meeting. The Accounts shall be available for reasonable inspection by Members and should be examined by the appointed accounts examiners before every Annual General Meeting
Manage all disciplinary matters
Manage all aspects pertaining to the lease and other legal matters
Maintain a register of members
Seek new members through publicity or other means
Receive and act upon reports from Playing, Facilities, Bar and Social Committees and issue instructions
Appoint other committees as and when required
Appoint Bar Manager
Meet monthly during the season and at other times as required
To co-opt additional members of the Committee as the Committee feels necessary. Co-opted members shall be entitled to vote.
To appoint a Child and Vulnerable Persons Protection Officer.

Signed by Reginald George Roberts (President)

Date 14^th March 2025

Signed by Richard Holden (Hon Secretary)

Date 14^th March 2025

Signed by Florence May Ward. (Hon Treasurer).

Date 14^th March 2025