Club Constitution

1. Club Name.

The Club shall be called Woods Bowls Club. (hereinafter referred to within this constitution as the ‘Club’).

2. Objectives.

The object of the Club is to promote participation in the sport of flat green Bowls in the Colchester and surrounding area.

The Club shall adopt and conform to Bowls England Rules & Regulations and the current Laws of the Sport of Bowls.

3. Affiliations.

The Club shall affiliate to Bowls England and Essex County Bowling Associations.

4. Governing Body.

The governing body of the Club, known as the Committee, shall consist of President, Chairperson, Men's Club Captain, Ladies Club Captain, Hon. Secretary, Hon. Treasurer, Club Fixture Secretary, Welfare Officer, Development Officer and Woods Sports Club liaison officer. (see Appendix A for roles)

Officers shall be elected at the Annual General Meeting and shall hold office for the period of election, retiring at the end of the period of election. 

All Officers of the Club shall be eligible for re-election to the same office or another office at the end of their current period of election.

Any member may apply for a position. Nominations to be submitted to the Hon. Secretary 14 days prior to the meeting. 

A person may hold more than one position.

Candidates for election to the Committee shall be those members of the retiring Committee eligible to offer themselves for re-election and such other full members whose nominations (duly proposed and seconded in writing by Full members) with their consent shall have been received by the [Honorary] Secretary at least fourteen days before the date of the Annual General Meeting in each year. Such nominations, together with the names of the Proposer and Seconder shall be emailed to the Club members at least seven days prior to the date of the Annual General Meeting.

If the number of candidates for election is greater than the number of vacancies to be filled then there shall be a ballot of those members present and entitled to vote at the Annual General Meeting. Voting shall be by show of hands. In the case of equality of votes the Chairman shall be entitled to a second and casting vote.

If the number of candidates for election is equal to or less than the number of vacancies to be filled then all candidates shall be deemed to be elected if majority of those present at the Annual General Meeting, and entitled to vote, vote in favour of such election.

If, for any reason, a casual vacancy shall occur, the Committee may co-opt another person to fill such a vacancy until the next following Annual General Meeting. Co-opted Members will be entitled to vote.

Any positions not filled at the AGM will be filled by the committee on a best endeavours process.

The various team captains will be selected from volunteers by the committee after the AGM.

The Committee may form Sub-Committees as needed to help with the running of the club (eg. Social / Greens) At least one member of the committee must be on any sub-committees.

The Committee shall meet monthly during the playing season (Apr - Sept) and bi-monthly in the closed season (Oct - Mar)

The Committee, or any person or sub-committee delegated by the Committee to act as agent for the Club or its members, shall enter into contracts only as far as expressly authorised, by the Committee. No one shall, without the express authority of the Committee, borrow money or incur debts on behalf of the Club or its membership.

5. Membership.

The club shall be open to anyone interested in Flat Green Bowls on application, regardless of sex, age, disability, ethnicity, nationality, sexual orientation, religion or other beliefs. Membership may however be limited according to available facilities on a non-discriminatory basis.

There shall be the following categories of membership with power to vote at all relevant meetings of the Club as indicated hereunder, subject to having paid the appropriate membership fee:.

(a) A FULL MEMBER – being a person who, at the date of election, shall have attained the age of eighteen years shall have one vote.

(b) A JUNIOR MEMBER – being a person who, at the date of election, is under the age of eighteen shall have no vote. Such a member shall be one who at the commencement of the subscription year joins the Club other than as a full member.

(c) AN HONORARY/LIFE MEMBER – who shall have one vote

(d) A SOCIAL MEMBER – who shall have no vote, but shall have the full use of the Club-house facilities.

The 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. If consideration of removal of membership is as a result of a disciplinary issue, the procedure to be adopted shall be that as set out in this Constitution.

An application for membership shall be in the form prescribed by the Committee and shall include the name, address and contact details of the candidate.

Upon receipt of an application for membership, there shall be an interval of at least two days before the meeting of the Committee at which such application for membership shall be considered. The election of all classes of members is vested in the Committee and shall be a simple majority vote of those of the Committee. The Committee may refuse applications only for good cause such as conduct likely to bring the Club into disrepute. The [Honorary] Secretary shall inform each candidate in writing of the candidate’s election or non-election. The [Honorary] Secretary shall furnish an elected candidate with a copy of the Rules of the Club and make requests for such payments as are necessary.

The Committee may nominate for election at an Annual General Meeting such Honorary/Life Members as the Committee may think fit. The election of Honorary/Life Members shall be placed before the Annual General Meeting each year and such Honorary Members shall be duly elected if two thirds of those present, and entitled to vote, vote in favour of election.

Conduct of Members

Every member, upon election and thereafter, is deemed to have notice of, and undertakes to comply with, the Constitution and Club Rules.

Disciplinary action against members

(a) All disciplinary matters will be dealt with in accordance with Bowls England Regulation 9 (Misconduct)

(b) Should any member be expelled, the former member shall not be entitled to have any part of the annual membership fee refunded and must return any property belonging to the Club.

Complaints of any nature shall be addressed in writing to the [Honorary] Secretary.

Members are bound by the following Rule which shall also be exhibited in a prominent place within the Club premises:

“Members of the Club may use the Club premises, and any other facilities of the Club, entirely at their own risk and impliedly accept:

(a) The Club will not accept any liability for any damage to or loss of property belonging to members.

(b) The Club will not accept any liability for personal injury arising out of the use of the Club premises, any other facilities of the Club either sustained by members or caused by the said members whether or not such damage or injury could have been attributed to or was occasioned by the neglect, default or negligence of any of them, the Officers, Committee, Trustees or Servants of the Club.”

Membership of the Club and acceptance of these Rules by the member will be deemed to constitute consent to the holding of relevant personal data for the purposes of the Data Protection Act.

6. Annual Meetings.

The Club’s Annual General Meeting shall usually be held on the third Saturday in October and the pre-season meeting shall usually be held on the first Saturday in April. Members to be sent notification 3 weeks prior to meetings with an agenda, minutes of previous meeting and nomination form and voting slip. This may be either by post or electronically.

The Committee may at any time, upon giving twenty one days notice in writing, call a Special General Meeting of the Club for any special business, the nature of which shall be stated in the summons convening the meeting, and the discussion at such meeting shall be confined to the business stated in the notice sent to members.

At any AGM or EGM there needs to be a minimum of 20 full members present for the meeting to be quorate.

On any resolution properly put to a meeting of the Club relating to the creation, repeal or amendment of any Rule, Byelaw or Regulation of the Club such Rule, Byelaw or Regulation shall not be created, repealed or amended except by a majority vote of at least two- thirds of those present and entitled to vote. [Provided that no such change shall jeopardise the Club’s status as a Community Amateur Sports Club within the meaning of the Finance Acts, or in any event alter its objects or winding-up provisions].

7. Financial Year.

The Club’s financial year shall run from the 1 st October until the 30 th September of the following year.

8. Property and funds.

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

The Club may provide related sporting and social facilities, sporting equipment, coaching,insurance, medical treatment, post match refreshments and other ordinary benefits of Community Amateur Sports Clubs as provided for in the Finance Act 2002, indemnify the Committee and members acting properly in the course of the running of the club against any liability incurred in the proper running of the club (but only to the extent of its assets).

For the purposes of clarity the Club has no legal right over the Clubhouse or site which it occupies and uses rent and agreement free from the Trustees of Woods Sports & Social Club.

9. Accounts.

The Hon. Treasurer shall present to the Annual General Meeting a Balance Sheet and an Income and Expenditure Account for the previous year. Both documents to be audited by another officer of the Club.

10. Subscriptions.

The annual subscriptions shall be fixed at the Annual General Meeting and £10 of the sum paid at the meeting. The remainder together with any competition fees, shall be paid by the date of the Pre -Season Meeting.

11. Disbandment.

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. The Committee, in conjunction with the Trustees of Woods Sports and Social Club, will then be responsible for the orderly winding up of the Club’s affairs. After settling all liabilities of the Club the Committee shall dispose of the net assets remaining to another Club with similar sports purposes which is a charity and/or to another Club with similar sports purposes which is a registered CASC (community amateur sports club) and/or to Bowls England for use by them in related community sports, to be decided by the Committee in post at the time of the disbandment.

12. Rule Amendment.

No rule shall be amended, rescinded or introduced except at the Annual General Meeting or at a meeting specifically called for the purpose. Seven days notice shall be given to the Hon. Secretary of any proposed change to the rules. In order for a change to take place at least two thirds of the members present must vote in favour of the change.

13. Dress Code.

Except when playing in nominated whites, all players using the green must wear white tops (preferably club shirts) and grey bottoms, when representing the club.

14. Stickers.

Players must use Club stickers when representing the Club.

15. Child and Vulnerable Adult Protection Policy.

The Club fully accepts its legal and moral obligation to exercise its duty of care and to protect all children and vulnerable adults participating in its activities and to safeguard their welfare. Details of the policy to be displayed on the Club’s notice board.

16. Other Matters.

Any matters nor specifically covered by the constitution shall be resolved by the Committee and their findings shall be deemed to be final.

The Members acknowledge this document constitutes a legally binding contract to regulate the relationship of the members with each other and the Club.

 Signed as Chair  by ……John Vaughan ……...as agreed at the AGM  on………19/10/2024……

 Review date October 2025

Chair

 To Chair all relevant meetings of the Club;

 To have the casting vote at all relevant meetings of the Club in the event of equality;

President

 To represent the Club on match days and other special events;

Secretary

 To keep a register of Club members’; contact details;

 To conduct the correspondence of the Club;

 To keep custody of all Club documents;

 To keep full minutes of all meetings of the Club, the Committee and Sub-Committees;

 To ensure that such insurance policy or policies as may be needed to fully protect the interests of the Club, its Officers and its members are in place.;

Treasurer

 To collect all relevant fees from Club members;

 To make all relevant payments on behalf of the Club;

 To prepare Annual Balance Sheet for examination;

 To present Accounts for approval at the Annual General Meeting

 To deal with all matters relating to the Club’s CASC status (if relevant).

 To administer such insurance policy or policies as may be needed to fully protect the interests of the Club, its Officers and its members are in place.;

Fixture Secretary

 To arrange matches as relevant with other clubs

Welfare Officer

 To act as a point of contact for Safeguarding and Junior Bowlers

Woods Sports Club Liaison Officer

To act as as single point of contact with the Trustees of Woods Sports and Social Club

Development Officer 

 To recruit and retain members to the Club and manage club sponsorship

Club Captains

To be a point of contact for members on any playing issues and help captains select teams

Team Captain/s  (Non Committee post)

 To select relevant representative teams

Competitions Secretary (Non Committee post)

 To arrange internal competitions for Club members to participate in