HAMPDEN BOWLING CLUB – CONSTITUTION
(revised 25 February 2018)
1. The club shall be called “HAMPDEN BOWLING CLUB”
2. OBJECTS OF THE CLUB
The object of the Club is to be beneficial to the local communities by the promotion of recreation and sportsmanship, in fostering and encouraging the game of bowling and such social activities that may arise from it
The Club shall be under the management of a committee hereafter referred to as the Management Committee.
The Management Committee shall have a Committee of eleven persons. This will consist of the President, Vice-President, Secretary, Treasurer, Match Secretary, Bar Convener, Green Convener and House Convenor, who shall be elected annually at the Annual General Meeting. Three ordinary Committee Members together with the Honorary President will have an advisory position on the Committee. The Past-President shall sit on the Committee of Management during the year succeeding their presidency. The ordinary Committee members shall serve two years and be eligible for re-election if they so wish. Casual vacancies shall be filled by the Management Committee and the members co-opted shall serve on the Management Committee until the next Annual General Meeting.
Nominations to fill the vacancies on the Management Committee must be made at the Annual General Meeting. Nominees should be present at the meeting but nominations of absent members will be considered, providing that the member making the nomination has the assurance of the person nominated that he/she will accept the post of elected.
The Management Committee shall have the power to alter the Furnishings and equipment of the Club, and to make repairs thereto, To the extent not exceeding £2500 (two thousand five hundred pounds) at any one time without having called a special meeting of the members and agreed by at least 13 members. They shall have the powers to :-
(A) Appoint sub-committees from their own numbers or with the addition of other club members of the club, for such duties as are deemed necessary. Such sub-committees are mandated to provide monthly reports to the Management Committee including any financial reports.
(B) Form by-laws not inconsistent with the Constitution. Any By- laws so formed shall be binding on all members until withdrawn by the Management Committee or cancelled by a General Meeting of the members.
No member of the Management Committee, or governing body, shall have any personal interest in the sale of alcoholic liquor therein, or in profits arising from such sale.
4. MANAGEMENT COMMITTEE MEETINGS
The Committee of Management shall hold meetings for the dispatch of all competent business, at least once in every month during the playing season, and as found necessary during the winter. Five shall form a quorum. At the request of two members of the Committee of Management, the President shall, however, convene a meeting within ten days of the receipt of such an application.
The President, Vice-President, Secretary and Treasurer shall be members, ex-officio, of all subcommittees.
At all meetings of the Club or of the Committee of Management the President, or in their absence, the Vice-President, shall take the chair, and failing both of these the meeting shall elect a chairperson. At any sub-committee meeting the convener shall take the chair.
The Chairperson shall have a deliberative and, in cases of equality, a casting vote at all meetings of the Club, Committee of Management, sub-committees.
The Secretary shall keep a Minute Book in which they shall regularly record full and correct minutes of the Club and the Committee of Management thereof. The Treasurer shall receive and disburse all monies due to or by the Club, keep correct accounts and books showing the financial affairs and intromissions of the Club, and the Secretary shall forward a statement thereof, down to the 31st October each year to every member, along with the circular convening the Annual General Meeting.
Any member absent from three consecutive meetings of the Committee of Management, without adequate reason, shall be deemed to have resigned from such Committee.
The Treasurer shall be the collector and custodian of the funds of the Club. Funds of the Club shall be lodged in the name of the Club in the bank fixed by the Committee of Management. All accounts, after having been passed by the Committee of Management, shall be paid by the Treasurer. Cheques shall be signed by the President, or Vice-President, or Secretary or Treasurer or any nominated committee member but always by any two of them.
The accounts and books of the Treasurer shall be audited not less than twenty-one days prior to the Annual General Meeting, by two auditors appointed by the preceding Annual General Meeting.
The Secretary shall summon and attend all General Meetings of the club and also the meetings of the Management Committee and sub-committees and shall keep Minutes of the proceedings. The Secretary, under the direction of the Management Committee, have control of the internal arrangements of the Club and shall report to them any irregularities and all reports and complaints received.
The members of the Annual General Meeting shall appoint two (2) auditors to audit accounts for the Club for the current year.
8. CLUB PROPERTY
The property, effects and monies of the Club shall belong to the members of the Club equally but the right and interest of each member shall be personal, expiring with membership, and shall not pass to heirs and executors. The titles to the property of the Club heritable and movable shall be vested in the names of the President, Vice President, Secretary and Treasurer and their successors in office, on behalf of the Club. The aforementioned Office Bearers shall have no personal interest or gain from the titles or property of the Club.
The Management Committee shall have the power to borrow money by way of discount, credit, bond and disposition, or assignation in security or mortgage, or in any other manner, and to grant all necessary deeds or writings over the property or funds of the Club security thereof to lend out the funds of the Club on such security as may be deemed sufficient and to dispose or sell the heritable property of the Club. But the latter power of selling shall only be exercised after the Management Committee has been so authorised at a meeting of the members called for that purpose. No member shall take, or permit to the taken from the Club premises any article belonging to the Club, nor shall any notice or documents of any kind be placed on the Notice board without the authority of the Management Committee.
9. ANNUAL GENERAL MEETINGS
The Annual General Meeting of the Club shall be held on a day in February each year, when a duly audited statement of the Clubs affairs shall be submitted to the meeting; and the Committee of Management elected or re-elected and the membership fees set for the forthcoming year. This meeting shall be called by notice, addressed to each member to their last known address, as least seven clear days before the meeting. A quorum for these meetings is at least 13 members present.
The Annual Subscription shall be fixed at the Annual General Meeting of the members. Every member of the club shall be help to continue to be a member unless he/she intimate his/her resignation to the Secretary by letter on or before 1st May, and failing such letter he/she shall be liable for the Annual Subscription. Annual Subscriptions must be paid before the 1st April each year. Members who have not paid their subscriptions by 30th April shall be deemed not to be a member.
11. CANDIDATES FOR MEMBERSHIP
Persons of any age (see Section 13 for categories of membership) shall be eligible for nomination as members of the Club. Such person seeking to join the Club shall submit a completed application form to the Secretary using the form provided. Membership is open to all and no application for membership will be refused on other than reasonable grounds. There will be no discrimination on grounds of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief or sexual orientation.
It shall be a condition of any person becoming a member of the Club that they accept and agree (and by applying to become a member they shall be deemed to have agreed) to be bound by the terms of this Constitution and any bye-laws from time to time adopted by the Club, in particular without prejudice to the foregoing generality, the requirement to conduct themselves in accordance with the Clubs’s ethical framework and the bye-laws as to discipline set out therein.
Persons rejected for membership can appeal by writing to the Secretary within fourteen (14) days of formal communication being received.
The total number of members allowable shall be at the discretion of the Management Committee. The Club has to have 25 members to be properly constituted.
12. ELECTION OF MEMBERS
The election of persons as members shall be vested solely in the Management Committee. On election of a person to membership, the Secretary shall intimate his/her election to him/her in writing and that until the Annual Subscription shall have been paid, he or she cannot enjoy the facilities and advantages of the Club. Non-payment of the current annual subscription within one month from the date of election shall make the election null and void unless reasons satisfactory to the Management Committee for the non-payment be assigned.
13. CLASSIFICATION OF MEMBERS
MEMBERS (Full Members)
Persons over the age of eighteen (18) years on 1st April of that year who have fulfilled the conditions laid down in paragraph 11 and who have paid the current annual subscription as agreed at the Annual General Meeting.
Persons of eighteen (18) years or under on 1st April of that year who have fulfilled the conditions laid down in paragraph 11 and who have paid the current annual subscription as agreed at the Annual General Meeting.
Honorary members may be elected only at the Annual General Meeting of members and no person shall be elected as an honorary member except those persons who have been ordinary members of the Club for not less that 20 (twenty) years, and who are deemed eligible for election by virtue of their services to the Club. Honorary members shall be relieved of payment of the entrance fee and annual subscription but shall otherwise be bound by the terms of the Constitution and Rules of the Club.
A limited number of non-playing members, who must apply annually for this category of membership, the number of such members shall not exceed the number of full members of the Club. They shall have no voice or vote in the affairs of the Club and the fees for this category will be agreed at each Annual General Meeting of the Club.
14. LICENSING HOURS & RULES
The permitted hours for the supply of excisable liquor shall be such as may be from time to time fixed by the Management Committee in accordance with the provisions of the Licensing (Scotland) Acts 2005. No excisable liquor shall be sold or supplied to any person under the age of eighteen years. A visitor shall not be supplied with excisable liquor in the club premises unless on the invitation and in the company of a member, and the member shall, upon admission of such visitor to the Club premises or immediately on him/her being supplied with such liquor, enter his/her own name and the name and address of the visitor in a book kept for that purpose.
No excisable liquor shall be supplied or sold on the Clubs premises for consumption by him/her or to a person holding a certificate or a wholesaler’s license for the sale of such liquor.
All games played on the greens shall be subject to the Rules of Bowls Scotland to which the Club is affiliated.
16. CONDUCT ON THE GREEN
No persons shall throw his/her bowls upon the green.
No persons to injure the grass on the green.
No sitting, standing or placing items on the artificial banks is allowed.
No player to be guilty of anything, which may be considered a nuisance on the Green.
The co-operation of members is requested in making and endeavour to arrange to have ties played before the closing date for each round (which is indicated at the top of the tie sheet). Persons who have not paid the current years fees are not eligible to play in ties until they have done so.
In all tie competitions the first name drawn in any tie is deemed to be the challenger, he/she must arrange to have the tie played before the closing date, or have entered dates in the correct manner in the Challenge Book. Should this not have been done then the challenger will be eliminated from the competition. The challenger should insert his/her name in the Challenge Book together with three dates suitable for playing the tie. In the event of the dates being unsuitable to another member, both parties must come to a mutual agreement. Forty-eight (48) hours’ notice, prior to the first proposed time and date for playing the tie MUST be given when using the Challenge Book.
All members shall have the privilege of introducing to the Club premises visitors or guests at any time. The member introducing the visitor or guest to the Club premises MUST enter the name and address of the visitor or guest in the Visitors Book, which shall be kept for that purpose.
19. SUBMISSION OF RULES
Every member undertakes to recognise and abide by the Constitution and Rules of the Club, and any additional rules or by-laws that may be enacted. Should any dispute arise as to the interpretation of those rules the decision of the Management Committee thereon shall be final and binding on the members.
20. COMPLAINTS & EXPULSIONS
All complaints about infringements of the Rules and by-laws of the Club should be made to the Secretary who shall report such complaints to the Management Committee.
If the conduct of any member either in or out of the premises occupied or used by the Club shall, in the opinion of the Management Committee, be injurious to the character or interest of the Club, it shall be in the power of the Management Committee to recommend such a member to resign or be suspended. If the member shall refuse, or delay, to resign within one week from the date of such recommendation, the Management Committee shall expel such member and such member shall not thereafter be allowed to enter the premises occupied or used by the Club, provided always that such member whose conduct is under consideration has been afforded the opportunity of giving an explanation for such.
In the event of two thirds of the Management Committee or quorum of the Management Committee being of the opinion that such a member should be immediately expelled they shall have the power to expel such a member.
21. SPECIAL MEETINGS CALLED BY MEMBERS
In the event of members of the Club desiring to call a special Meeting of the Club to consider any subject on which they have a grievance, or if they are dissatisfied with the decision or actions of the Management Committee they may present to the Secretary or President, a requisition signed by twenty (20) members of the club. The Management Committee shall then instruct that a Special Meeting be called at a date not more than fourteen (14) days from the presentation of the requisition. A quorum for these meetings is at least 13 members present.
22. ALTERATIONS TO CONSTITUTION
These rules shall be altered at an Annual General Meeting of the Club provided not less than ten (10) days’ notice prior to the Annual General Meeting is given to the Secretary, stating the proposed alteration or of a Special Meeting called for in the Terms of Rule 26. The Secretary shall give notice to all members of such a meeting with a statement of the proposed alterations. A majority of two-thirds of the members present at such meeting shall be necessary vote to pass any alteration.
23. MEMBERS PROPERTY
The Club shall not be responsible for the property of any Club member or ex-member.
The Club shall be a non-profit-making organisation. All profits and surpluses will be used to improve the Club’s facilities. No profit will be distributed other than to another non profit-making body or to the members on the winding up or dissolution of the Club.
If, upon the winding up or dissolution of the Club there remains after the satisfaction of all its debts and liabilities any property whatsoever, the same shall be transferred to some other organisation or organisations having objects similar to the objects of the club, such organisation or organisations to be determined by the members of the Club by Resolution passed at a General meeting or in the absence of such a resolution (or that the extent to which it cannot be given effect) to the Association to which the Club is affiliated.
25. RULES AND REGULATIONS
These Rules and Regulations shall be promulgated in the Club house for the attention of ALL members and will come into operation from 1st March 2017.