Constitution

HOPEMAN BOWLING CLUB

Previously known as

HOPEMAN AND DISTRICT BOWLING AND SOCIAL CLUB

Established 1927

CONSTITUTION AND BYE-LAWS

(Updated December 2004)

TITLE

The Club shall be called HOPEMAN BOWLING CLUB.

MEMBERSHIP

The Membership shall consist of CLUB MEMBERS.
There shall be categories of Junior and Intermediate Members within the above membership.
The title CLUB MEMBER shall apply to all persons who have been accepted for membership by the Management Committee. They shall have the right to use the facilities of the Club and to play the game of Indoor Bowls on the short carpets.

Should CLUB MEMBERS wish to play the game of Outdoor Bowls on the outdoor green they will be required to pay an additional fee at the start of the Open Bowling Season.

All CLUB MEMBERS shall have full voting powers and be eligible to hold office within the Club.

Intermediate Club Members shall be male or female members who have attained the age of 16 years on or before the 31st January but not exceeded the age of 18 years. Intermediate Club Members shall have full voting powers

Junior Club Members shall be young persons under the age of 16 years on the 31st January.
Junior Club Members shall have no voting powers.

Club Members, where applicable, shall be regarded as full bowling members within the categories as determined from time to time by the affiliated governing bodies.

Temporary Club Membership may be agreed for a set period in accordance with the conditions applied at the particular time of application.
Temporary Club Members shall have full use of the Club facilities with the exception of playing in Club Competitions.
Temporary Members shall have no voting powers within the Club.

All categories of membership will be liable for fees as determined by the membership either, as determined during an Annual General Meeting or, during a General Meeting called for that purpose.

MANAGEMENT

The business of the Club shall be conducted by the Management Committee (hereinafter called The Committee ) which shall consist of the following office bearers,

President, Vice President, Secretary, Treasurer, Match Secretary, Lady Chairperson, Kitchen Convenor, Bar Convenor, and Green Convenors
and, six  Club Members.
The retiring President, shall be an ex-officio Committee Member during the year following their term of office as President

Office Bearers shall be elected annually at the AGM.

They shall hold office for one year. They shall be eligible for re-election immediately on retirement

 The six Club Members shall be elected by a ballot of the Members of the Club at the AGM and shall hold office for two years.

Three of these elected Club Members shall retire annually by rotation. They shall not be eligible for re-election for at least one year after their retirement.

Nominations for the election of Office Bearers and Management Committee Members are to be in the hands of the Secretary for publication two weeks prior to the AGM. Each nomination must include the names of the proposer and seconder.

Nominations will not be accepted after the fourteenth day before the AGM, but if no written nominations have been received by that day, proposals could be accepted at the AGM.
The nominee, proposer and seconder must either be present at the AGM or have forwarded their letter of acceptance, proposal or seconding to the meeting through the Secretary.
In the event of a vacancy arising in the Committee, the Committee shall have the power to coopt a member to fill the vacancy, until such time as the Committee Member creating the vacancy would have retired by rotation.

The Committee shall have the power to vary the Rules and Bye - -Laws of the Club so far as such variation is not inconsistent with the Constitution.

 

The Rules and Bye - -Laws shall be binding on every member.

The Committee shall have the power to appoint and remove all Solicitors, Architects, Surveyors and other Consultants and employees of every description.

 

ADMISSION

Every candidate for admission as a member of the Club, other than for Temporary membership shall be proposed by two members as proposer and seconder. Each application shall be made on the printed form to be obtained from the Committee. It must contain the full name and address of the candidate, and must be signed by the candidate and proposer and thereafter lodged with the Committee together with the appropriate joining fee. The form shall be exhibited on the notice board in the Clubhouse for at least fourteen days before consideration by the Committee who shall have power to accept or reject the application.

 

On the selection of a new member, the Secretary shall notify the applicant in writing of their election, requesting payment of the subscription and furnishing the applicant with a copy of the Rules and Constitution of the Club. Until such payment is made election shall not take effect.

Any member wishing to resign must intimate their intention in writing to the Secretary before the 31st January, otherwise they shall be liable for their subscription for the ensuing year.

 

Junior Club Membership, under 16 years, is free, providing that one parent is already a member of the Club.

This is to encourage more Junior Membership to the Club. If a Junior applies for membership who does not at least one parent already a member, then the annual fee will be as determined at the AGM.

COMMITTEE MEETINGS

The President or any three Committee members shall have power to call a Committee Meeting at any time during the year. The Committee must hold meetings at least once a month. A quorum shall have full power to transact all the business of the Club, including but without prejudice to the foregoing generality, the regulation of the opening and closing the Green, and the calling at any time of a General Meeting

GENERAL MEETINGS

The President shall be bound to call a General Meeting of the Club within ten days of receiving a request stating the purpose of the meeting and signed by at least 15 members of the Clubg. The Notice of such a General Meeting shall be displayed on the notice board by the Secretary at least one week prior to the date of the meeting.

ANNUAL GENERAL MEETING

A General Meeting of the Club shall be called annually during the month of December for the election of Office Bearers and Committee Members as provided for in MANAGEMENT clause (b) and for the transaction of any other competent business.
Notice of the AGM and any special business to be discussed shall be posted on the notice board at least 21 days prior to the date of the meeting.

ANNUAL SUBSCRIPTIONS

The Club Members Annual Subscription for the coming year shall be paid before 31st January: being the sum agreed at the AGM.
Any member who allows their subscription to remain unpaid after the 31st January, after being given eight days notice , shall be declared to be no longer a member by the Committee, who shall have a discretion in this matter, notwithstanding such declaration, that member shall remain liable for their Annual Subscription for the current year.
No member shall be allowed to compete for Club prizes or to play in any match until they have paid their Annual Subscription.
The amount of the Annual Subscription may be altered on the vote of members present at any General Meeting of the Club.
A fee agreed at the AGM will be levied on those Club Members who wish to play Outdoor Bowls at the start of the Outdoor Bowling Season

HONORARY CLUB MEMBERS and LIFE CLUB MEMBERS

HONORARY CLUB MEMBER
An Honorary Club Member will be a person external to the Club Membership who is deemed to have significantly contributed, in whatsoever manner, to the support or upkeep of the Club Activities, Premises or Grounds.
Such a member will have the right to use the Club Facilities, but will have no financial or managerial responsibilities within the Club.

LIFE CLUB MEMBER
A Life Member will be a person internal to the Club membership, who is deemed to have significantly contributed, in whatever manner, to the support or upkeep of the Club Activities, Premises or Grounds.
Such a member will have the right to use the Club Facilities for as long as he or she may wish, and will continue to have the opportunity as other Club Members to have full voting powers and to be eligible to hold offices within the Club.

Any person who wishes to propose a person outwith or within the Club membership for either of the above classes of Membership, are to submit their nomination(s) to the Management Committee of the Club 21 days prior to the AGM. If approved by the Committee, such nomination(s) would be recommended to the members at the AGM for approval of the membership.

PROCEDURE

At General Meetings fifteen members shall form a quorum.
At committee meetings five members of the Committee shall form a quorum.
All voting shall be by a show of hands or by ballot, the meeting shall decide and the result be declared from the Chair. Each member shall have one vote but in the case of equality of votes the Chairman shall have the casting vote, as well as a deliberate vote. Except as otherwise provided. all questions shall be decided by a simple majority.

VISITORS

Each Club Member may bring a friend with them to the Club premises occasionally, provided advance notice has been given to an official of the Club. Guests shall not be supplied with excisable liquor in the Club premises unless on the invitation and in the company of a member. No excisable liquor shall be sold or supplied for consumption off the premises, except to a member of the Club in person.

FUNDS INSPECTION

The funds of the Club shall be lodged in the bank in the name of the Club, and the bank account shall be operated by any two signatures of the President, the Treasurer, or the Secretary

The Treasurer shall not retain in his/her possession at any time a sum exceeding £20.00

The Treasurer shall keep correct and up to date books showing all the financial transactions of the Club, and such books shall be available for inspection at any time by any member of the Committee.

 

The financial year of the Club shall be from 1st October to 30th September. A full statement of accounts shall be independently inspected by a member of the Institute of Chartered Accountants of Scotland.

The inspected accounts shall be submitted to the Annual General meeting and a copy thereof shall be posted on the notice board not less than one week prior to the date of the Meeting when copies shall be available on demand by members.

 

The Club is a non-profit making organisation. All profits and surpluses will be used to improve the Club’s facilities. No profit or surplus will be distributed other than to another non-profit making body or to members on winding up or dissolution of the Club.

CLUB RECORDS

The Match Secretary shall record the results of all matches and competitions. The Secretary shall issue notices of all meetings connected with the Club and keep regular and exact minutes thereof.

ASSETS AND OBLIGATIONS

Members shall be liable equally for the debts and obligations of the Club, but the rights and interest of every member shall be personal and shall expire with their membership and shall not be assignable or arrestable, not pass to their heirs or executors. The whole property heritable and moveable at present belonging, or which may belong to the Club, shall be vested in the President, Vice-President, Honorary Treasurer and Honorary Secretary of the Club and their successors in office as Trustees on behalf of the members of the Club

PROPERTY

Without prejudice to the general powers conferred by this Constitution, a General Meeting of members may exercise the following powers:-

To purchase, sell, feu, build upon, lease or excamb any land including the agreeing or accepting of any liability for any expenses whatsoever in connection therewith and to enter into contract and to settle the terms thereof;

 

To grant heritable securities over any land owned or leased by the Club.

That all heritable property shall be held in the name of the President, Vice-President, Treasurer and Secretary as Trustees ex officiis for the Club. The same office bearers shall be permitted to grant heritable securities over any Club property provided they have been authorised to do so in terms of the Constitution as in the above clauses.

 

EXPULSION OF MEMBERS

The Committee may expel from the Club a member whose conduct may be offensive or disagreeable to other members, if such a proposal is supported by six or more Committee members.
The members to be expelled shall have the right of appeal against the decision of the Committee. This appeal to a General Meeting of the Club to be called specially for the purpose, providing they give notice of such appeal to the Secretary within one week after the decision of the Committee has been intimated to them. Voting shall be by ballot and majority shall be conclusive.

ALTERATIONS

Alterations to this Constitution can be made only at the AGM or at a Special General meeting called specifically for this purpose. Written notice of proposed alterations must be given to the Secretary not later than the first day of December for the AGM and at least two weeks prior to a Special General meeting. Alteration to this Constitution must be approved by a two thirds majority of members present at the AGM or Special General Meeting

BYE-LAWS

Nothing which is the property of the Club shall be removed therefrom, and no Club Member shall deface or destroy any book, magazine, newspaper or other article which is the property of the Club.

No gambling, drunkenness, obscene language or disorderly conduct shall be permitted in the Club.

Any Club Member who has any suggestion to make shall do so in writing, signing their name in full to same, and shall place it in the box provided for the purpose.

Club Members shall show their Membership Cards on being requested to do so by any Club Official or Member of the Committee.

The conduct of a servant of the Club shall in no instance be a matter of personal reprimand by any Club Member. All complaints made against servants shall be immediately reported in writing to the Secretary.

Breakage of articles by Club Members must be paid for by them.

A Club Member shall be responsible for all damage done by them or by any visitor introduced by them.

All expenses incurred for refreshment or games must be bona fide paid for by the Club Members introducing them, and must be discharged before the Club Member incurring  the same leaves the Club. The Committee shall not under any circumstance give credit to any Club Member.

On no account must Club Members bring animals into the Club premises

Club Members are not permitted to bring onto the Club premises any intoxicating liquor for consumption or for sale.

The Committee shall have the power to suspend or expel any Club Member who shall infringe any of the Club Rules, or whose conduct whether within or without the Club premises shall, in the Committee’s opinion, render them unfit for membership.

The Secretary or Club Steward has power to refuse to serve intoxicating liquor to any Club Member either for them or their guests who in their opinion is not justified to be served.

The Committee shall have power to alter, revoke or add to the Bye-Laws as they may consider necessary for the proper management of the Club

A) A Club Member shall be allowed the privilege of introducing a visitor to the Club premises. Club Members shall not introduce more than two visitors at any one time, and the same person shall not be introduced as a `visitor more than three times per annum. Visitors must be accompanied by the Club Member by whom they are introduced, who shall be responsible for the conduct of their visitor whilst on Club premises.
b) The following persons shall not be admitted to the Club premises either as visitors or guests. – Former members who have been expelled under Rule 11.
Persons who have ceased to be members by reason of non-payment of their subscription.
Persons who, having applied for election to the Club, have been refused membership

The Committee may at its discretion invite guests to use the Club premises for a limited period.

In the event, or an emergency arising, three members of the Committee shall have power to issue such invitations.

The game of Bowls shall be played as near as possible to the Rules of the SBA as interpreted by the Committee.

A) Shoes shall be changed before going on to the Green.
b) All General Notices displayed must be adhered to.
c) Players joining and leaving the Green must use the steps/ramps

Players must not discard cigarette ends or matches on the Green, but place them in the receptacle provided

Bowls must be placed gently on the Green and not dropped or thrown.

A Committee Member shall have the power to stop any Club Member from playing who damages the Green after being warned by him

All TIES must be played by the dates shown on the Competition Sheet, substitutes are to be selected by the Committee or Match Secretary.

Whilst spectating, members and guests are allowed to take drinks outwith the Clubhouse but under no circumstances is alcohol or glassware allowed on the Green or banks.

Bowling bags or shoes are not to be left in the bar.

Any Club Member who is not willing to represent the Club in SBA or HBA Competitions will rule themselves ineligible for all Club Competitions.

 

 

 

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