Bishopbriggs Bowling Club Constitution
(Updated as per AGM January 2023)
1. Designation
The name of the Club shall be “Bishopbriggs Bowling Club”.
2. Composition
(a) The Club shall be composed of Gentlemen, Ladies, and Juniors.
(b) 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 voting rights members on the winding up or dissolution of the Club.
3. Management
(a) The affairs of the Club will be managed by a Board of Directors (the Board) consisting of ten elected members plus the Immediate Past President, four of whom will operate as Trustees, to be elected at the first meeting of the Board. Additionally, the immediate Past President shall serve as a Director for one year immediately after their term as President, creating a Board of up to eleven Directors in total.
(b) Elections to the Board will be held annually at the Annual General Meeting. Members are not eligible to be nominated and elected for the Board unless they have completed not less than two consecutive playing seasons immediately prior to their nomination.
(c) In the event that an Annual General Meeting results in a Board of fewer than eleven Directors or the resignation, incapacity or death of any of the members of the Board during the year, the remaining members of the Board may co-opt another eligible member to fill the vacancy until the next Annual General Meeting. An eligible member is a member who is not prohibited from participating in the management of the Club’s affairs by virtue of their membership category, i.e. Ordinary Member, Honorary Life Member or Life Member.
(d) For administration purposes the Board shall appoint individuals, either from within their own number or from the wider body of eligible members, to the roles of Convener for each of the Bar, the Green, the House, the Match and the Juniors.
4. Sub Committees
(a) All Conveners shall have the authority to co-opt other eligible members of the Club to assist in the discharge of their responsibilities as deemed necessary.
(b) The Board shall have the power to appoint any special sub-committee deemed necessary and to select any other Directors or eligible members as required for that purpose.
(c) Any sub-committees so formed will at all times be responsible to and report to the Board, as required.
5. Secretary’s Duties
The Secretary shall issue notices of all meetings of the Club and of the Board and shall keep accurate minutes thereof. The recording of sub-committee minutes may be delegated to a member of the sub-committee as long as there is a written record of what has taken place. In the absence of the Secretary at any meeting those present shall appoint a pro-tem secretary from amongst their number. In all notices calling an Annual General Meeting or Extra Ordinary General Meeting the Secretary shall state the purpose for which the meeting is called and intimate what changes (if any) are proposed to be made to the Constitution. Honorarium payment for the Secretary shall be considered by the Board. Any Honorarium so considered shall be approved by the members at the Annual General Meeting.
6. Treasurer’s Duties
The Treasurer shall, on behalf of the Club, receive all monies payable to the Club and deposit same in the Club bank accounts, and shall pay all Club dues when the same have been passed by the Board. The Treasurer shall keep regular and distinct books showing the financial affairs and intromissions of the Club. An account of the income and expenditure as at the close of the financial year of the Club, which shall be 31 October of each year, shall be prepared and the vouchers thereof, submitted to two examiners appointed by the Club, who shall certify the same before it is laid before the Annual General Meeting. It shall be competent for the Treasurer to retain on hand a sum sufficient to meet current expenses. The Treasurer shall pursue all outstanding fees or subscription overdue and report the circumstances surrounding such default at the Board meeting immediately following the fee-paying date set at the Annual General Meeting. Honorarium payment for the Treasurer shall be considered by the Board. Any honorarium so considered shall be approved by the members at the Annual General Meeting.
7. Membership
The name, address, date of birth and contact details of any applicant for admission shall be submitted on the form prescribed by the Board who shall have sole discretion on matters of admission. The Board may not however approve any such application until not less than 14 days after the date upon which a note of said application (redacted to comply with Data Protection legislation) has been posted on the Club noticeboard and circulated by email to those members who have provided a verified email address for the Club’s records during which period any member wishing to object to the admission of the applicant will be required to lodge such objection in writing with the Secretary. The Board will be required to consider any such objections at the earliest opportunity. No person shall be refused membership of the Club or of any particular classification of membership, on the basis of any matter directly or indirectly related to their age, (except for Junior Membership per Clause 8(f)) race, creed, colour, gender, occupation, disability, sex, sexual orientation or political persuasion. The Board may, at its discretion, call a prospective member for an interview.
8. Classes of Membership
(a) Ordinary Membership shall be confined to members over 16 years of age who have paid the requisite entry fee and/or subscription as agreed per clause 12. All Ordinary Members will have equal voting rights, with the Ladies and Gents in their own sections.
(b) Associate Membership shall be confined to Ordinary Members who have completed 5 years membership of the Club. They shall not be entitled to play in the evenings (except Saturdays) and shall be excluded from participation in open Club Ties and Matches. Nor shall they have the privilege of taking part in the business of the Club. Applications must be made to the Secretary in writing not later than 14 days after the Annual General Meeting prior to the season for which the applicant wishes to be considered as an Associate Member. The Board shall, upon being satisfied that special circumstances exist, have the discretion to grant Associate Membership either (i) within the minimum 5 year period or (ii) where the application has been received outwith the stipulated 14 days after an Annual General Meeting.
(c) Honorary Membership may be conferred on a member nominated by the Board in recognition of special services rendered to the Club, but such honorary members shall be restricted to the use of the grounds, green, etc and in no case shall have the right to engage in open Club matches and ties. Nor shall they have the privilege of taking part in the business of the club. Such nominations shall come up for election at the first Annual General Meeting of the Club held thereafter.
(d) Honorary Life Membership may be recommended by the Board to a member in recognition of outstanding service to the Club. Such members shall not be restricted to the use of the grounds and greens etc, in any way and shall be entitled to take part in the business of the Club without further payment. Such recommendation shall come up for approval at the first Annual General Meeting held thereafter.
(e) Life Membership. This class of membership was discontinued as of 29th January 1999. Existing Life members appointed prior to 29th January 1999 will retain this category of membership, and continue to be entitled to take part in the business of the Club.
(f) Junior Membership shall be confined to those up to the age of 16 years as at 1st April who have paid the fee as agreed at the Annual General Meeting. No minimum age limit applies, however children under the age of 9 years will be expected to demonstrate that they are sufficiently mature to respond to the coaching and have a basic understanding of the concept of the game. Junior Members shall not have the privilege of taking part in the business of the Club. Juniors on reaching the age of 16 will transfer (should they wish) to ordinary membership of the Club with an initial 50% reduction for the first two year’s annual fee as an Ordinary Member. This reduction only applies if transferring directly from Junior membership.
(g) Non Playing Membership. This category is open, on application in writing to the Secretary and with the subsequent approval of the Board, to any current fee paying members of the Club who find themselves unable to play going forward whether due to any disability, infirmity or otherwise. The Board may approve any such transfer request to take effect from a particular date. A pro rata rebate may be applied at the discretion of the Board for transfers approved during any current year. A transfer to this class of membership will not normally be reversed unless for compelling reason and shall be at the sole discretion of the Board. Non Playing Members shall not have the privilege of taking part in the business of the Club.
9. Gents Section
A Gents Section shall exist, overseen by a Gents’ Match Convener appointed by the Board, for the administration of competitions, matches, bounce and representative games which by custom, agreement or entry requirement are exclusively male events. The Gents Match Convener shall have the authority to co-opt other members onto a Gents Match Committee as per clause 4(a) and as deemed necessary for the efficient discharge of their responsibilities. The Gent’s Match Convener shall liaise with the Ladies Match Convener relative to the administration of competitions, matches, bounce and representative games which by custom, agreement or entry requirement are mixed events. Honorarium payment for the Gents Match Convener shall be considered by the Board. Any Honorarium so considered shall be approved by the members at the Annual General Meeting.
10. Ladies Section
A Ladies’ Section shall exist. The lady members may form their own committee and appoint a Lady President, Secretary, Treasurer and Match Convener to facilitate the administration of competitions, matches, bounce and representative games which by custom, agreement or entry requirement are exclusively female events and to manage any other business exclusive to the Ladies’ section. The Ladies’ Match Convener shall have the authority to co-opt other members onto a Ladies’ Match Committee as per clause 4(a) and as deemed necessary for the efficient discharge of their responsibilities. The Ladies’ Match Convener shall liaise with the Gents’ Match Convener relative to the administration of competitions, matches, bounce and representative games which by custom, agreement or entry requirement are mixed events. Honorarium payment for the Ladies’ Match Convener shall be considered by the Board. Any Honorarium so considered shall be approved by the members at the Annual General Meeting.
11. Junior Section
There shall be a Junior Section as and when required. This section will be supervised by a Junior Convener approved for that purpose and both appointed by and responsible to the Board. The Junior Convener will be responsible for safeguarding the children involved and for ensuring that the Junior Section adheres at all times to the current legislation regarding working with children. Separately, the Board will appoint a Child Protection Officer annually, who cannot concurrently hold the position of Junior Convener.
12. Entry Fee and Subscription
(a) The entry and subscription fees for the ensuing season shall be agreed at the Annual General Meeting. Agreement will also be sought annually for the Board to vary the fees to attract new members. Any such reduction agreed will be applicable solely for the first year of membership.
(b) New memberships shall not take effect until such time as the entry fee and initial annual subscription fees have been received.
(c) The annual subscriptions shall be due on the fee paying date so agreed at the Annual General Meeting.
13. Property, Effects and Funds of the Club
(a) All property belonging to the Club shall be vested in the Trustees.
(b) (i) Power to borrow money for the purpose of the Club and to grant security over the assets of the Club shall be vested in the current Club President, Vice President, Club Secretary and Club Treasurer. The amount or limitation of such borrowing shall be determined by the voting rights members at the Annual General Meeting or an Extra Ordinary General Meeting called for that purpose.
(b) (ii) Notwithstanding the foregoing general power to borrow, money may also be borrowed from members as debenture, the terms being determined by voting rights members at the Annual General Meeting or an Extra Ordinary General Meeting called for that purpose. The amount and terms shall be binding on all members or on specified categories of member as determined by voting rights members in accordance with this Clause. A trust shall be created to hold such moneys loaned by the members.”
(b) (iii) Notwithstanding the foregoing general powers to borrow, members may be asked to agree a levy the amount and terms being determined by voting rights members at the Annual General Meeting or an Extra Ordinary General Meeting called for that purpose. The levy shall be binding on all members or on specified categories of member as determined by voting rights members in accordance with this Clause. An account shall be created separate from Club funds to hold such money levied and will be audited annually.
(c) The property, effects and funds of the Club shall belong equally to all members with voting rights. They shall be liable for the debts and obligations of the Club, but the rights and interest of these members shall be personal and shall expire with their membership and shall not be assignable or arrestable, nor pass to heirs or executors.
(d) At a meeting so called for the specific purpose of dissolution, the Club can be dissolved on the consent of 75% of the votes cast. The members will be liable for any payment of such sums considered necessary for liquidating the club’s obligations. Notification of the intended meeting shall be distributed to all members and will include a return section voting slip.
14. Extraordinary Expenditure
Extraordinary or capital expenditure greater than 25% of the total annual subscriptions plus 5% of the sum deposited in the Reserve Fund must be submitted by the Board for approval at the Annual General Meeting or an Extra Ordinary General Meeting called for that purpose.
15. Meetings
(a) The Annual General Meeting shall be held in the last week of January in each year for the purpose of receiving the Board reports, Treasurer’s statement of accounts, electing a Board and to transact other competent business. A copy of the audited annual accounts will be submitted to all members prior to the meeting date. The Secretary in accordance with Clause 5 will state the purpose for which the meeting is to be called.
(b) An Extra Ordinary General Meeting can be called by the Board or by any 15 voting rights members on petition to the Secretary. Such a petition shall state the purpose for which the meeting is to be called. Any meeting so called by virtue of a petition will be convened within 28 days of the petition submission.
(c) For the Annual General Meeting or any Extra Ordinary Meeting so called in accordance with the Constitution the Secretary shall give written intimation to the members at least 14 days prior to the said meeting.
(d) In all meetings above 33 voting rights members shall form a quorum.
(e) Business meetings of the respective section (clauses 9 and 10) can be called at any time on a requisition from 11 voting right members. Such requisitions must be in writing to the respective secretaries who must give 14 days’ notice of any intended meeting date. In all business meetings of the respective section 30% of voting rights members shall form a quorum.
(f) Meetings of the Board:
The Board should routinely meet at least once per month between March and September and additionally as deemed appropriate for the conduct of business between October and February. The meetings shall be chaired by the President or, in the event of absence, the Vice President. The Chairperson shall, in the event of equality, have both their standard deliberative vote and a casting vote. A quorum for meetings of the Board shall require not less than 50% of Directors to be present at least one of whom shall be the President or Vice President.
16. Alteration of Constitution, etc.
Alterations to the Constitution can only be made at the Annual General Meeting or Extra Ordinary General meeting called for that purpose. Proposals in writing for alterations to the Constitution must be seconded and sent to the Secretary by 7th December for inclusion at the Annual General Meeting. For an Extra Ordinary General Meeting the Club Secretary, on receipt of a written and seconded proposal must arrange a meeting within 28 days. Such proposed alteration will be stated in the notification calling the said meeting in accordance with Clause 5.
17. Bye Laws
The Directors shall have the authority at any properly convened meeting of the Board, to create, amend or revoke bye laws as they deem appropriate for the proper management of the Club’s affairs. The creation, amendment or revocation of any such bye law shall have immediate effect and the details will be published on the Club noticeboard for a period of not less than 14 days, for the information of the membership. Such notification shall also be published by email to those members who have provided a verified email address for the Club’s records. Any member, with voting rights, who wishes to propose a new bye law or to amend or revoke an existing bye law must submit such proposal to the Secretary in writing, countersigned by at least 2 other voting rights members. The Board shall be required to consider such proposals at the earliest opportunity and may at their discretion invite the proposer or other interested party to either provide a written submission or to address the Board in person regarding the said proposal. The Secretary will notify the proposer as soon as practicably possible of the result of the Board’s decision regarding said proposal.
18. Visitors
(a) Every member of the Club shall have the privilege of bringing up to 3 visitors with them to the green. The member shall enter their own name and the names and addresses of the visitors in a book, which will be kept for the purpose and shall show the date of each visit. A visitor may attend by invitation of a member on no more than three occasions per playing season. Members are responsible for their visitors whilst in the Club.
(b) The Board must sanction any reserved use of a rink or rinks, by visitors. Any such request must be made in writing to the Secretary.
19. Complaints
(a) Disputes or Complaints should be submitted in writing to the Secretary, for consideration by the Board. Should the dispute or complaint relate to the Secretary, the complaint in writing should be submitted to the President. After due consideration a written reply will be issued.
(b) Disputes or complaints relating to competitions, matches bounce and representative games and any other administration matters relative to the gents and ladies play should be submitted in writing to the respective Match Secretaries. After due consideration should the matter remain unresolved the complaint will be passed to the Secretary for a Board decision.
20. Misconduct
The Directors shall have power on a vote by ballot of a majority of its members present at a properly constituted meeting of the Board to reprimand, suspend, or on a vote by ballot of two-thirds of those present, to expel from the Club any member whose conduct appears to them to endanger the character, interest or good order of the Club or who acts in defiance of its Constitution and/or Bye-Laws. The reprimanded, suspended or expelled member shall have the right to appeal against the decision of the Board directly to an Appeals Committee appointed by the Trustees consisting of five Past Trustees, none of whom will have previously deliberated on the case in question. The reprimanded, suspended or expelled member is required to notify the Secretary in writing within 10 days of the notification of the Directors’ decision of their intention to appeal. The Appeals Committee will be convened within 14 days of receipt of an appeal notification. The outcome of the adjudication of the Appeals Committee will be made known to the Board and the member involved. The decision of the Appeals Committee is final.
21. Sale or Supply & Consumption of Excisable Liquor
The sale, supply and consumption of alcohol must at all times be compliant with current legislative requirements.
As approved by the membership at the
Annual General Meeting on 30 January 2020
The name of the Club shall be “Bishopbriggs Bowling Club”.
2. Composition
(a) The Club shall be composed of Gentlemen, Ladies, and Juniors.
(b) 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 voting rights members on the winding up or dissolution of the Club.
3. Management
(a) The affairs of the Club will be managed by a Board of Directors (the Board) consisting of ten elected members plus the Immediate Past President, four of whom will operate as Trustees, to be elected at the first meeting of the Board. Additionally, the immediate Past President shall serve as a Director for one year immediately after their term as President, creating a Board of up to eleven Directors in total.
(b) Elections to the Board will be held annually at the Annual General Meeting. Members are not eligible to be nominated and elected for the Board unless they have completed not less than two consecutive playing seasons immediately prior to their nomination.
(c) In the event that an Annual General Meeting results in a Board of fewer than eleven Directors or the resignation, incapacity or death of any of the members of the Board during the year, the remaining members of the Board may co-opt another eligible member to fill the vacancy until the next Annual General Meeting. An eligible member is a member who is not prohibited from participating in the management of the Club’s affairs by virtue of their membership category, i.e. Ordinary Member, Honorary Life Member or Life Member.
(d) For administration purposes the Board shall appoint individuals, either from within their own number or from the wider body of eligible members, to the roles of Convener for each of the Bar, the Green, the House, the Match and the Juniors.
4. Sub Committees
(a) All Conveners shall have the authority to co-opt other eligible members of the Club to assist in the discharge of their responsibilities as deemed necessary.
(b) The Board shall have the power to appoint any special sub-committee deemed necessary and to select any other Directors or eligible members as required for that purpose.
(c) Any sub-committees so formed will at all times be responsible to and report to the Board, as required.
5. Secretary’s Duties
The Secretary shall issue notices of all meetings of the Club and of the Board and shall keep accurate minutes thereof. The recording of sub-committee minutes may be delegated to a member of the sub-committee as long as there is a written record of what has taken place. In the absence of the Secretary at any meeting those present shall appoint a pro-tem secretary from amongst their number. In all notices calling an Annual General Meeting or Extra Ordinary General Meeting the Secretary shall state the purpose for which the meeting is called and intimate what changes (if any) are proposed to be made to the Constitution. Honorarium payment for the Secretary shall be considered by the Board. Any Honorarium so considered shall be approved by the members at the Annual General Meeting.
6. Treasurer’s Duties
The Treasurer shall, on behalf of the Club, receive all monies payable to the Club and deposit same in the Club bank accounts, and shall pay all Club dues when the same have been passed by the Board. The Treasurer shall keep regular and distinct books showing the financial affairs and intromissions of the Club. An account of the income and expenditure as at the close of the financial year of the Club, which shall be 31 October of each year, shall be prepared and the vouchers thereof, submitted to two examiners appointed by the Club, who shall certify the same before it is laid before the Annual General Meeting. It shall be competent for the Treasurer to retain on hand a sum sufficient to meet current expenses. The Treasurer shall pursue all outstanding fees or subscription overdue and report the circumstances surrounding such default at the Board meeting immediately following the fee-paying date set at the Annual General Meeting. Honorarium payment for the Treasurer shall be considered by the Board. Any honorarium so considered shall be approved by the members at the Annual General Meeting.
7. Membership
The name, address, date of birth and contact details of any applicant for admission shall be submitted on the form prescribed by the Board who shall have sole discretion on matters of admission. The Board may not however approve any such application until not less than 14 days after the date upon which a note of said application (redacted to comply with Data Protection legislation) has been posted on the Club noticeboard and circulated by email to those members who have provided a verified email address for the Club’s records during which period any member wishing to object to the admission of the applicant will be required to lodge such objection in writing with the Secretary. The Board will be required to consider any such objections at the earliest opportunity. No person shall be refused membership of the Club or of any particular classification of membership, on the basis of any matter directly or indirectly related to their age, (except for Junior Membership per Clause 8(f)) race, creed, colour, gender, occupation, disability, sex, sexual orientation or political persuasion. The Board may, at its discretion, call a prospective member for an interview.
8. Classes of Membership
(a) Ordinary Membership shall be confined to members over 16 years of age who have paid the requisite entry fee and/or subscription as agreed per clause 12. All Ordinary Members will have equal voting rights, with the Ladies and Gents in their own sections.
(b) Associate Membership shall be confined to Ordinary Members who have completed 5 years membership of the Club. They shall not be entitled to play in the evenings (except Saturdays) and shall be excluded from participation in open Club Ties and Matches. Nor shall they have the privilege of taking part in the business of the Club. Applications must be made to the Secretary in writing not later than 14 days after the Annual General Meeting prior to the season for which the applicant wishes to be considered as an Associate Member. The Board shall, upon being satisfied that special circumstances exist, have the discretion to grant Associate Membership either (i) within the minimum 5 year period or (ii) where the application has been received outwith the stipulated 14 days after an Annual General Meeting.
(c) Honorary Membership may be conferred on a member nominated by the Board in recognition of special services rendered to the Club, but such honorary members shall be restricted to the use of the grounds, green, etc and in no case shall have the right to engage in open Club matches and ties. Nor shall they have the privilege of taking part in the business of the club. Such nominations shall come up for election at the first Annual General Meeting of the Club held thereafter.
(d) Honorary Life Membership may be recommended by the Board to a member in recognition of outstanding service to the Club. Such members shall not be restricted to the use of the grounds and greens etc, in any way and shall be entitled to take part in the business of the Club without further payment. Such recommendation shall come up for approval at the first Annual General Meeting held thereafter.
(e) Life Membership. This class of membership was discontinued as of 29th January 1999. Existing Life members appointed prior to 29th January 1999 will retain this category of membership, and continue to be entitled to take part in the business of the Club.
(f) Junior Membership shall be confined to those up to the age of 16 years as at 1st April who have paid the fee as agreed at the Annual General Meeting. No minimum age limit applies, however children under the age of 9 years will be expected to demonstrate that they are sufficiently mature to respond to the coaching and have a basic understanding of the concept of the game. Junior Members shall not have the privilege of taking part in the business of the Club. Juniors on reaching the age of 16 will transfer (should they wish) to ordinary membership of the Club with an initial 50% reduction for the first two year’s annual fee as an Ordinary Member. This reduction only applies if transferring directly from Junior membership.
(g) Non Playing Membership. This category is open, on application in writing to the Secretary and with the subsequent approval of the Board, to any current fee paying members of the Club who find themselves unable to play going forward whether due to any disability, infirmity or otherwise. The Board may approve any such transfer request to take effect from a particular date. A pro rata rebate may be applied at the discretion of the Board for transfers approved during any current year. A transfer to this class of membership will not normally be reversed unless for compelling reason and shall be at the sole discretion of the Board. Non Playing Members shall not have the privilege of taking part in the business of the Club.
9. Gents Section
A Gents Section shall exist, overseen by a Gents’ Match Convener appointed by the Board, for the administration of competitions, matches, bounce and representative games which by custom, agreement or entry requirement are exclusively male events. The Gents Match Convener shall have the authority to co-opt other members onto a Gents Match Committee as per clause 4(a) and as deemed necessary for the efficient discharge of their responsibilities. The Gent’s Match Convener shall liaise with the Ladies Match Convener relative to the administration of competitions, matches, bounce and representative games which by custom, agreement or entry requirement are mixed events. Honorarium payment for the Gents Match Convener shall be considered by the Board. Any Honorarium so considered shall be approved by the members at the Annual General Meeting.
10. Ladies Section
A Ladies’ Section shall exist. The lady members may form their own committee and appoint a Lady President, Secretary, Treasurer and Match Convener to facilitate the administration of competitions, matches, bounce and representative games which by custom, agreement or entry requirement are exclusively female events and to manage any other business exclusive to the Ladies’ section. The Ladies’ Match Convener shall have the authority to co-opt other members onto a Ladies’ Match Committee as per clause 4(a) and as deemed necessary for the efficient discharge of their responsibilities. The Ladies’ Match Convener shall liaise with the Gents’ Match Convener relative to the administration of competitions, matches, bounce and representative games which by custom, agreement or entry requirement are mixed events. Honorarium payment for the Ladies’ Match Convener shall be considered by the Board. Any Honorarium so considered shall be approved by the members at the Annual General Meeting.
11. Junior Section
There shall be a Junior Section as and when required. This section will be supervised by a Junior Convener approved for that purpose and both appointed by and responsible to the Board. The Junior Convener will be responsible for safeguarding the children involved and for ensuring that the Junior Section adheres at all times to the current legislation regarding working with children. Separately, the Board will appoint a Child Protection Officer annually, who cannot concurrently hold the position of Junior Convener.
12. Entry Fee and Subscription
(a) The entry and subscription fees for the ensuing season shall be agreed at the Annual General Meeting. Agreement will also be sought annually for the Board to vary the fees to attract new members. Any such reduction agreed will be applicable solely for the first year of membership.
(b) New memberships shall not take effect until such time as the entry fee and initial annual subscription fees have been received.
(c) The annual subscriptions shall be due on the fee paying date so agreed at the Annual General Meeting.
13. Property, Effects and Funds of the Club
(a) All property belonging to the Club shall be vested in the Trustees.
(b) (i) Power to borrow money for the purpose of the Club and to grant security over the assets of the Club shall be vested in the current Club President, Vice President, Club Secretary and Club Treasurer. The amount or limitation of such borrowing shall be determined by the voting rights members at the Annual General Meeting or an Extra Ordinary General Meeting called for that purpose.
(b) (ii) Notwithstanding the foregoing general power to borrow, money may also be borrowed from members as debenture, the terms being determined by voting rights members at the Annual General Meeting or an Extra Ordinary General Meeting called for that purpose. The amount and terms shall be binding on all members or on specified categories of member as determined by voting rights members in accordance with this Clause. A trust shall be created to hold such moneys loaned by the members.”
(b) (iii) Notwithstanding the foregoing general powers to borrow, members may be asked to agree a levy the amount and terms being determined by voting rights members at the Annual General Meeting or an Extra Ordinary General Meeting called for that purpose. The levy shall be binding on all members or on specified categories of member as determined by voting rights members in accordance with this Clause. An account shall be created separate from Club funds to hold such money levied and will be audited annually.
(c) The property, effects and funds of the Club shall belong equally to all members with voting rights. They shall be liable for the debts and obligations of the Club, but the rights and interest of these members shall be personal and shall expire with their membership and shall not be assignable or arrestable, nor pass to heirs or executors.
(d) At a meeting so called for the specific purpose of dissolution, the Club can be dissolved on the consent of 75% of the votes cast. The members will be liable for any payment of such sums considered necessary for liquidating the club’s obligations. Notification of the intended meeting shall be distributed to all members and will include a return section voting slip.
14. Extraordinary Expenditure
Extraordinary or capital expenditure greater than 25% of the total annual subscriptions plus 5% of the sum deposited in the Reserve Fund must be submitted by the Board for approval at the Annual General Meeting or an Extra Ordinary General Meeting called for that purpose.
15. Meetings
(a) The Annual General Meeting shall be held in the last week of January in each year for the purpose of receiving the Board reports, Treasurer’s statement of accounts, electing a Board and to transact other competent business. A copy of the audited annual accounts will be submitted to all members prior to the meeting date. The Secretary in accordance with Clause 5 will state the purpose for which the meeting is to be called.
(b) An Extra Ordinary General Meeting can be called by the Board or by any 15 voting rights members on petition to the Secretary. Such a petition shall state the purpose for which the meeting is to be called. Any meeting so called by virtue of a petition will be convened within 28 days of the petition submission.
(c) For the Annual General Meeting or any Extra Ordinary Meeting so called in accordance with the Constitution the Secretary shall give written intimation to the members at least 14 days prior to the said meeting.
(d) In all meetings above 33 voting rights members shall form a quorum.
(e) Business meetings of the respective section (clauses 9 and 10) can be called at any time on a requisition from 11 voting right members. Such requisitions must be in writing to the respective secretaries who must give 14 days’ notice of any intended meeting date. In all business meetings of the respective section 30% of voting rights members shall form a quorum.
(f) Meetings of the Board:
The Board should routinely meet at least once per month between March and September and additionally as deemed appropriate for the conduct of business between October and February. The meetings shall be chaired by the President or, in the event of absence, the Vice President. The Chairperson shall, in the event of equality, have both their standard deliberative vote and a casting vote. A quorum for meetings of the Board shall require not less than 50% of Directors to be present at least one of whom shall be the President or Vice President.
16. Alteration of Constitution, etc.
Alterations to the Constitution can only be made at the Annual General Meeting or Extra Ordinary General meeting called for that purpose. Proposals in writing for alterations to the Constitution must be seconded and sent to the Secretary by 7th December for inclusion at the Annual General Meeting. For an Extra Ordinary General Meeting the Club Secretary, on receipt of a written and seconded proposal must arrange a meeting within 28 days. Such proposed alteration will be stated in the notification calling the said meeting in accordance with Clause 5.
17. Bye Laws
The Directors shall have the authority at any properly convened meeting of the Board, to create, amend or revoke bye laws as they deem appropriate for the proper management of the Club’s affairs. The creation, amendment or revocation of any such bye law shall have immediate effect and the details will be published on the Club noticeboard for a period of not less than 14 days, for the information of the membership. Such notification shall also be published by email to those members who have provided a verified email address for the Club’s records. Any member, with voting rights, who wishes to propose a new bye law or to amend or revoke an existing bye law must submit such proposal to the Secretary in writing, countersigned by at least 2 other voting rights members. The Board shall be required to consider such proposals at the earliest opportunity and may at their discretion invite the proposer or other interested party to either provide a written submission or to address the Board in person regarding the said proposal. The Secretary will notify the proposer as soon as practicably possible of the result of the Board’s decision regarding said proposal.
18. Visitors
(a) Every member of the Club shall have the privilege of bringing up to 3 visitors with them to the green. The member shall enter their own name and the names and addresses of the visitors in a book, which will be kept for the purpose and shall show the date of each visit. A visitor may attend by invitation of a member on no more than three occasions per playing season. Members are responsible for their visitors whilst in the Club.
(b) The Board must sanction any reserved use of a rink or rinks, by visitors. Any such request must be made in writing to the Secretary.
19. Complaints
(a) Disputes or Complaints should be submitted in writing to the Secretary, for consideration by the Board. Should the dispute or complaint relate to the Secretary, the complaint in writing should be submitted to the President. After due consideration a written reply will be issued.
(b) Disputes or complaints relating to competitions, matches bounce and representative games and any other administration matters relative to the gents and ladies play should be submitted in writing to the respective Match Secretaries. After due consideration should the matter remain unresolved the complaint will be passed to the Secretary for a Board decision.
20. Misconduct
The Directors shall have power on a vote by ballot of a majority of its members present at a properly constituted meeting of the Board to reprimand, suspend, or on a vote by ballot of two-thirds of those present, to expel from the Club any member whose conduct appears to them to endanger the character, interest or good order of the Club or who acts in defiance of its Constitution and/or Bye-Laws. The reprimanded, suspended or expelled member shall have the right to appeal against the decision of the Board directly to an Appeals Committee appointed by the Trustees consisting of five Past Trustees, none of whom will have previously deliberated on the case in question. The reprimanded, suspended or expelled member is required to notify the Secretary in writing within 10 days of the notification of the Directors’ decision of their intention to appeal. The Appeals Committee will be convened within 14 days of receipt of an appeal notification. The outcome of the adjudication of the Appeals Committee will be made known to the Board and the member involved. The decision of the Appeals Committee is final.
21. Sale or Supply & Consumption of Excisable Liquor
The sale, supply and consumption of alcohol must at all times be compliant with current legislative requirements.
As approved by the membership at the
Annual General Meeting on 30 January 2020