OAK HILL BOWLS CLUB CONSTITUTION RULES
- 1: The Club shall be called Oak Hill Bowls Club, hereafter to be referred to as “the Club” and shall be affiliated to Bowls England, Hertfordshire Bowls, St Albans & District Ladies Bowling Association and Finchley & District Bowling Association.
1. 2: The Rules & Regulations applicable to Bowling Greens belonging to the London Borough of Barnet are hereby incorporated within this Constitution and Rules.
1. 3: The playing rules of the Club shall be in accordance with the Laws of the Sport as laid down by the World Bowls Board and the Rules and Regulations adopted by Bowls England
2.1: To foster and promote the sport of flat green bowls at all levels, providing opportunities for recreation and competition.
3.1: 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 is allowable on a non-discriminatory basis.
The club may 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.
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.
3.2: Each candidate for membership must submit a written application to the Honorary Secretary.
3.3: The Annual subscription, due and payable by 16th May shall be an amount agreed by the Committee.
3.4: Memberships available at the Club:
3.4.1: Full Member
3.4.2 Junior Member (under 18 years of age)
3.4.3 Social Member
3.4.4 Life Member
3.4.5 Associate Member
3.5: Honorary Life Membership: The Club shall have power to elect Honorary Life Membership for exceptional special services rendered to the Club. Such Honorary Life Members shall be elected at the Annual General Meeting after nomination has been submitted in writing outlining the reasons. The nominee must be considered an elder of the Club of more than 25 years standing and have, in the view of the Committee, made a significant contribution to the Club over many years, and be considered a loyal ambassador for the Club.
Honorary Life Members may attend AGM’s and SGM’s but only playing Life Members shall have power to vote.
3.6: Associate Membership is available to members who wish to take part in informal bowling sessions (roll-ups), but not to take part in club fixtures or competitions.
4.1: The property of the Club (to be described in the Trust Deed) shall be vested in not less than two nor more than four Trustees who shall:
- a) Be Full Members or Honorary Life Members;
- b) Hold office until death or resignation from office or until removed from office;
- c) Be indemnified against risk and expense out of the Club’s property;
- d) Act upon the direction of a Resolution of the Committee in connection with the Club’s property;
- e) Not withstanding the generality of sub-paragraph (d) in connection with the disposition, dealing or management of any property purchased, let or otherwise acquired by the Club in conjunction with any other person or body of person’s;
- i) duly consider the wishes, resolutions or other decisions however made by any such person or body of person’s and
- ii) not be bound by but shall duly consider any resolution of the Committee.
- f) Be entitled to attend and speak but not to vote at meetings of the Committee in their capacity as Trustees.
4.2: For the purposes of appointing the first Trustees, and where by reason of such death, resignation or removal of a Trustee it is necessary that a new Trustee be appointed, the Committee shall nominate the person or persons to be appointed the new Trustee or Trustees.
4.3: For the purpose of giving effect to such nomination, the Chairman of the Committee for the time being is hereby nominated as the person to appoint Trustees of the Club within the meaning of Section 36 of the Trustee Act 1925, and he/she shall, by deed, duly appoint the person or persons so nominated by the Committee.
- Management of the Club:
5.1: The Club shall be managed by a Committee consisting of the President, Deputy President, Honorary Secretary, Honorary Treasurer, Match Secretary, Competitions Secretary, Men’s Captain, Ladies Captain, Catering Manager, Bar Manager, Green Ranger, Property Manager, and up to two other members.
5.2: The Officers of the Club shall be the President, Deputy President, Honorary Secretary, Honorary Treasurer, Match Secretary, Competition Secretary, Ladies Captain, Men’s Captain, Catering Manager, Bar Manager, Green Ranger and Property Manager. All Officers shall be Full or Life Members of the Club.
5.3: An Emergency Committee comprising any four of the following – President, Honorary Secretary; Honorary Treasurer, Men’s Captain and Ladies Captain – shall have the power to deal with urgent matters at short notice. Such decisions must be ratified by the Committee at the earliest opportunity.
5.4: The Men’s and Ladies’ Captains shall be responsible for selecting teams for the Club’s fixtures.
5.5: A Selection Sub-committee, including a Men’s Deputy Captain and Ladies’ Deputy Captain, may be nominated by the Men’s and Ladies’ Captains, and approved by the General Committee, to assist with selecting teams.
5.6: Each member of Oak Hill Bowls 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 any and all funds available to Oak Hill B.C., which may lawfully be so applied, against all costs, expenses and liabilities whatsoever incurred by such persons in the proper execution and discharge of duties undertaken on behalf of the Club or 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 General Committee.
- Election of Officers
6.1: All Officers shall be elected at the Annual General Meeting of the Club, from, and by, the Full Members.
6.2: The President & Captains shall not normally be eligible for re-election following 3 consecutive years in office. They shall be eligible for re-election to these offices after 1 year from their previous term of office. Where there is another nominee for the respective office this rule will apply. However, where there is no other nominee, and the original officer is prepared to be re-elected, they can be nominated for re-election.
- General Committee
7.1 The affairs of the Club shall be controlled by a General Committee comprising the Officers and two other Members elected by the Full and Life Members at the Annual General Meeting. The General Committee shall meet at agreed intervals and not less than four times per year. Seven Committee members are to be present at such Meetings to form a quorum.
7.2: The Committee shall have the power to deal with all matters relating to the Club not provided for in these Rules, and to fill vacancies by co-option or otherwise at their discretion.
7.3: The Committee shall have power to expel any member who shall offend against the Rules of the Club or whose conduct shall, in the opinion of the Committee, render him or her unfit for membership of the Club. Before any such member is expelled, the Secretary shall give him/her seven days written notice to attend a meeting of the Committee and shall inform him/her of the complaints made against him/her. No member shall be expelled without first having the opportunity of appearing before the Committee and answering the complaints made against him/her, nor unless two thirds of the Committee then present vote in favour of his/her expulsion. No member whose membership has been terminated under this rule shall be introduced by any other member as a visitor to any part of the Club premises.
7.4: The Committee shall keep accurate accounts of the finances of the Club through the Honorary Treasurer. These should be available for reasonable inspection by Members and should be examined by the appointed Independent Examiners before every Annual General Meeting. The club shall maintain a bank current account. Any cheques drawn against Club funds should be signed by the Treasurer and one of two other named Officers.
7.5: The Committee shall make decisions, where necessary, on the basis of a simple majority vote. In the case of equal votes, the Chair shall be entitled to a second and casting vote.
7.6: Sub-Committees as necessary to fulfil the Club’s business may be appointed by the General Committee.
7.7: The President and Honorary Secretary, by virtue of their office have the right to attend meetings of all sub-committees.
7.8: The Ladies Captain and Men’s Captain together with their Deputy Captains shall be responsible for the selection of their respective match teams. One Committee member from each gender may be appointed to assist with the selection of their respective gender teams. The Captains and both Deputy Captains shall have responsibility for mixed teams.
8: General Meetings
8.1: The Annual General Meeting, of which at least ten days’ notice in writing must be given to all members, shall be held in December each year – one fifth of the total membership to form a quorum – for the purpose of:-
- a) Receiving the Annual Report and the Audited Statements of Account.
- b) Electing the Officers and Committee Members.
Nominations for ALL OFFICERS to be in writing and in the Honorary Secretary’s hands at least four days prior to the date of the Annual General Meeting. The Chairman of any committee of the Club to relinquish his/her personal vote but to be able to cast a vote in the event of a tie.
- c) Nominations for the Committee and Independent Examiners to be taken at the meeting or prior to the meeting. All Full Members shall be entitled to vote for all positions.
d): Nominations for County and District delegates to take place at the first Meeting of the Committee convened after the Annual General Meeting.
- e) Transacting the business of the Club.
8.2: A Special General Meeting shall be called by the Secretary upon –
(a) receipt of a requisition signed by at least one fifth of the Full Members at that time, or (b) by decision of the Committee. At least 10 days notice must be given of all Special General Meetings and only the business stated as the object of the meeting shall be discussed.
8.3: No alterations of, or addition to, the Rules shall be made except at the Annual General Meeting of the Club or at a Special General Meeting called for that purpose.
8.4: All motions for the Annual General Meeting shall be given in writing to the Club Secretary at least four weeks prior to the Annual General Meeting. These motions to be specified in the notice convening the Meeting and all Full Members and Life Members shall be entitled to vote.
9.1: Dress for club matches; representative games; semi-finals and finals of club competitions and other games as stipulated by the committee shall be in accordance with the rules as adopted by Bowls England. In such games members will wear club approved tops (I.e. white with club logo and green trim) or any other appropriate clothing specifically authorised by the Club Committee.
9.2: For events where no other club or player are involved (i.e. club nights; casual play; early stages of club competitions and other games at the discretion of the committee) appropriate clothing which allows freedom of movement, causes no distraction, offence or embarrassment to other players may be worn.
9.3: Members shall only wear footwear of regulation style & colour as approved by Bowls England.
The committee reserve the right to ensure appropriate dress is worn at all times.
If a member(s) has a complaint against the club or another member(s) every attempt should be made to settle the dispute amicably. However, if this is not possible and the member(s) wishes to take further action, a complaint will be managed using the following procedure – Complaints must be lodged within 30 days of the occurrence about which the complaint is made. When a written complaint is received regarding the conduct of a member, a Disciplinary Committee shall hear it. The Disciplinary Committee shall consist of the President and two other members of the club’s general committee. They shall meet within 21 days of receiving the complaint in writing and the person(s) complained of will be advised in writing that an issue is to be considered for possible action. The member(s) complained of must be advised of their right to be heard and to be accompanied by an advisor, as well as calling witnesses in their defence.
The Disciplinary Committee shall hear all sides of the complaint before adjourning to consider its decision. Minutes of the meeting will be recorded. The Disciplinary Committee shall have the power to exonerate or, if the complaint is found, to apply one of the following penalties –
- A verbal warning as to the member’s future conduct;
- A written warning about the member’s conduct, which will be kept on file for 5 years;
- Suspension of the member(s) from all facilities of the club for a period ranging from 7 to 42 days;
- Request to the member(s) that they resign from the club;
- Expulsion of the member(s) from the club.
Any member resigning at the request of the Disciplinary Committee, or who has been expelled, shall not be permitted to be introduced as a guest at any time. No refund of their membership subscription shall be due to the member in these circumstances.
The decision of the Disciplinary Committee shall be given in writing as soon as possible after the hearing to all parties. In the event of disciplinary action being taken the member(s) involved have 21 days in which to lodge an appeal. If an appeal is lodged the findings of the Disciplinary Committee will be held in abeyance.
In the event of an appeal being made an Appeals Committee will be appointed to hear it. The new committee will consist of three members of the general committee who were not members of the original Disciplinary Committee. The new hearing must be held within 21 days of the appeal being made. The appellant(s) will be notified in writing and advised of their right to be heard and to be accompanied if so wished. The Appeal Committee can rehear the original evidence together with any fresh evidence. The decision of the Appeals Committee shall be given in writing to all parties as soon as possible after the hearing and will be final.
11: With the exception of the Ladies and Men’s Singles Championship members must make themselves available to play in a minimum of three friendly matches during the season in order to qualify to enter Club Competitions the following season. In exceptional circumstances the Committee may waive this rule at their discretion.
Financial assistance to be given to any member who reaches the final stages of any National Competition. The Committee to decide the amount of assistance given.
12: CLUB NIGHTS. A maximum of three rinks will be made available for individuals to play National, County and District competitions on Club Nights, with priority being given to fixed-date competitions. Other rinks will be reserved for social roll-ups, Acorn competitions or club coaching activities. In respect of matches commencing in the afternoon, rinks to be vacated by 6.30pm.
13: The Club premises may be open to members and their guests from 10 a.m. to 11 p.m. on any day of the year.
14: The hours during which intoxicating liquor may be consumed on the premises shall be as laid down in the Licensing Act 1964 as amended. The Committee shall have the power to arrange an extension of these times on special occasions.
15: Intoxicating liquor may be supplied during such hours as are permitted by these rules to members and their bona fide guests. Members and supporters of visiting teams may also be supplied in accordance with Section 49 Licensing Act 1964. No intoxicating liquor may be supplied for consumption off the premises.
16: Members may bring 2 guests into the Club premises on any one occasion and will assume responsibility for their good behaviour whilst they remain on the Club premises. A member shall not bring the same guests more than three times in any one year.
17: A Visitors Book recording all bona fide guests and visiting teams and their supporters shall be kept and maintained in the Clubhouse.
18: The bar shall be managed by a Sub-Committee of up to 3 Playing members drawn from the Committee and elected by the Committee. The Bar Sub-Committee shall have the power to co-opt assistance for the bar from any members who are willing to serve.
19: No member shall receive directly or indirectly any pecuniary benefit from the supply of intoxicating liquor.
20: All surplus income or profits are to be re-invested in the club. No surpluses or assets will be distributed to members or third parties.
21.1: If, at any General Meeting of the Club, a resolution be passed calling for the dissolution of the Club, the Secretary shall immediately convene a Special General Meeting to be held not less than one month thereafter to discuss and vote on the resolution.
21.2: If, at that Special General Meeting, the resolution is carried by at least two-thirds of the Members present, the Committee shall thereupon, or at such date as shall have been specified in the resolution, proceed to realise the assets of the Club and discharge all debts and liabilities of the Club.
21.3: Upon dissolution of the club any remaining assets shall be given or transferred to another registered Community Amateur Sports Club, a registered charity or the sport’s governing body for use by them in related community sports.
Revised: December 2012