HARPENDEN & DISTRICT INDOOR BOWLING CLUB
TITLE AND OBJECT
The Club shall be called the Harpenden and District Indoor Bowling Club, also colloquially known as the Harpenden and District Indoor Bowls Club. The Purposes of the Club are to promote the amateur sport of bowls in Harpenden and the surrounding area with community participation. In order to advance the Purposes, the Council (as hereinafter defined) in the name of the Club shall have the power to:-
(a) Acquire and provide grounds, equipment, coaching, training and playing facilities, clubhouse, transport, medical and related facilities.
(b) Provide coaching, training and related social and other facilities.
(c) Take out any insurance for club, employees, contractors, players, guests and third parties.
(d) Raise funds by appeals, subscriptions, loans and charges.
(e) Borrow money and give security for the same, and open banking accounts.
(f) Buy, lease or licence property and sell, let or otherwise dispose of the same.
(g) Make grants and loans and give guarantees and provide other benefits.
(h) Set aside funds for special purposes or as reserves.
(i) Invest funds in any lawful manner.
(j) Employ and engage staff and others and provide services.
(k) Co-operate or affiliate with:-
(1) any bodies regulating or organising the Sport
(2) any club or body involved with them or
(3) with government and related agencies.
(l) Do all other things reasonably necessary to advance the purposes.
(a) The officers of the club, all of whom shall be honorary, which expression shall solely mean without payment of salary or remuneration, shall comprise a Chair, Secretary, Treasurer, Men’s Captain, Ladies’ Captain, Summer Captain, Men’s Match Secretary, Ladies’ Match Secretary, Men’s Competition Secretary, Ladies’ Competition Secretary, Social Secretary, Recruitment & Retention Officer, hereinafter referred to collectively as “the Council”. No member may simultaneously hold the office of Chair, Vice Chair, Secretary, Assistant Secretary, Treasurer, Assistant Treasurer, Captain or Vice-Captain.
(b) The Council shall have power at their discretion to co-opt also to fill any occurring vacancies during the year.
(c) The Council shall include two persons nominated by St Albans District Council.
(d) The election of officers shall take place annually at the Annual General Meeting. Nominations notices must be signed by a proposer and seconder (who are playing members) and by the assenting nominee and must be submitted to the secretary for prominent display in the clubhouse for a period not exceeding 28 clear days nor fewer than 7 clear days before the date of the Annual General Meeting. Nomination notices shall clearly display the precise closing date and time for nominations. After the close of nominations ballot papers will be prepared for contested appointments for submission at the Annual General Meeting. (e) Any officer may be re-elected or re-co-opted without limit.
(f) An officer ceases to be such if he or she ceases to be a member of the club, resigns by written notice or is removed by the Council for good cause after the member concerned has been given the chance of putting his/her case to the council with an appeal to the club members, or is removed by club members at a general meeting. The Council shall fairly decide time limits and formalities for these steps.
(a) Whenever a Council member has a personal interest in a matter to be discussed he/she must declare it, withdraw from that part of the meeting (unless asked to stay) not be counted in the quorum for that agenda item and withdraw during the vote and have no vote on the matter concerned.
(b) The Council may decide its own way of operating. Unless it otherwise resolves the following rules apply: At least 7 members must be present for the meeting to be valid. The Council meetings shall be held face to face. The Chair or whoever else those present shall choose shall chair meetings. Decisions shall be by simple majority of those voting. A resolution in writing signed by every council member shall be valid without a meeting. The Chair of the meeting shall have a casting vote.
(c) The council shall appoint annually an executive committee to deal with the financial consideration, property matters, general management and any actions necessary in the interests of the club. The Chair, Secretary and Treasurer shall be members of the Executive Committee.
(d) Annual club reports and statements of account must be made available for inspection by any member and all club records may be inspected by any Council member.
ROLE OF THE COUNCIL
Subject to these rules the council shall have responsibility for the management of the club, its funds, property and affairs.
(a) 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.
(b) The Club may have different classes of membership and subscription on a nondiscriminatory and fair basis. The Club will keep subscriptions at levels that will not pose a significant obstacle to people participating.
(c) The total playing membership may not exceed 120 per rink.
(d) A candidate for membership of the Club shall apply in writing to the secretary. Confirmation of membership shall be subject to advance payment of the entry fee and subscription.
(e) Any prospective member who is considered by the Council to be unsuitable shall have the right to appeal to nominees of St Albans District Council.
(f) All members’ complaints, grievances and disciplinary issues shall be dealt with in accordance with the procedures set out in the Club’s Policy Manual.
(g) The Club shall have due regard to the law on disability discrimination and child protection and the licensing laws.
Social members shall be entitled to use the social facilities at the Club and to participate in all social activities but shall not be entitled to use the playing area (except upon payment of the approved fee) nor be entitled to vote at any meetings of the Club. All applications for social membership shall be proposed and seconded by playing members only.
For valued service to the club, members may be made Life Members free from annual subscription. Any such appointment shall be recommended by the council and approved at the Annual General Meeting.
(a) These rules may be amended at a general meeting by two-thirds of the votes cast but not (if relevant) so as to jeopardise the club’s status as a Community Amateur Sports Club as first provided by the Finance Act 2002 and not in any event to alter its purposes (unless the procedure set out in the Amendments (b) has been followed) or winding up provisions.
(b) The Purposes referred to in the Title and Objects may be changed to include another eligible sport if the Council unanimously agree and the members also agree the change by a 75% majority of votes cast.
ALL GENERAL MEETINGS
(a) All members may attend all general meetings of the Club in person.
(b) Such meetings need 21 clear days’ written notice to members.
(c) The quorum for all general meetings is 40 members present or 10% of the total membership whichever is the greater.
(d) The Chair or (in his or her absence) another member chosen at the meeting shall preside.
(e) Except as otherwise provided in these rules every resolution shall be decided by a simple majority of the votes cast on a show of hands.
(f) Formalities in connection with general meetings (such as how to put down resolutions) shall be decided by the Council and publicised to club members.
ANNUAL GENERAL MEETING (AGM)
The Club shall hold an Annual General Meeting each year before 31st March. At every AGM:-
(a) Members shall elect a Council, including a Chair, Secretary and Treasurer to serve until the next AGM.
(b) The Treasurer shall provide accounts for the club for the previous financial year ending 31st December.
(c) The Council shall present a report on the Club’s activities since the previous AGM.
(d) The members shall appoint a suitable person to independently examine the accounts.
(e) The members shall discuss and vote on any resolution (whether about policy or to change the rules) and deal with any other business put to the meeting.
(f) Matters to be included under (e) above must be received in writing by the secretary not less than 28 days before the AGM and will be displayed on the Club notice board for at least 21 days. Any subsequent amendments of such matters will be accepted up to 14 days and displayed for not less than 10 days before the AGM. Forty members or 10% of the total membership whichever is greater shall constitute a quorum and only members present at the meeting shall be entitled to vote.
EXTRAORDINARY GENERAL MEETING (EGM)
An EGM shall be called by the Secretary within 14 days of a request to that effect from the Council or on written request of not fewer than 30 members (signed by them) of whom not fewer than 15 must attend the meeting. Members shall receive at least 10 days notice of the date of the EGM together with the business to be discussed. No other business shall be conducted at the EGM and forty members or 10% of the total membership whichever is greater shall constitute a quorum and only members present at the meeting shall be entitled to vote.
(a) 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 and all surplus income or profits shall be reinvested in the Club.
(b)The Club may provide sporting and related social facilities, sporting equipment, coaching, courses, insurance cover, medical treatment, away-match expenses, post-match refreshments and other ordinary benefits of Community Amateur Sports Clubs as provided for in the Finance Act 2002.
(c) The Club may also in connection with the sports purposes of the club, sell and supply food, drink and related sports clothing and equipment, employ members (though not for playing) and remunerate them for providing goods and services on fair terms set by the council without the person concerned being present.
(d) The Club may pay for reasonable hospitality for visiting teams and guests and may indemnify the Council and members acting properly in the course of running the Club against any liability incurred in the proper running of the Club (but only to the extent of its assets).
ENTRANCE FEES, SUBSCRIPTIONS AND RINK FEES
Subscriptions and other fees shall be determined by the Council following consultation with the members. The current list of charges shall be displayed on the notice board. Visitors shall pay thrice the normal rink fees. In June each year written reminders shall be sent to members that they should renew their annual subscriptions not later than the 31st July next. The initial subscription for members enrolled after 31st July shall be reduced as agreed by the Council for the unexpired period to the following 31st July.
The playing rules shall be in accordance with the laws of the International Bowling Board and the rules adopted by the English Indoor Bowling Association .
The council may make any bye-laws considered by them to be necessary in the best interests of the club and a copy of such bye-laws shall be displayed on the notice board. Compliance with all such bye-laws shall be obligatory upon all members and visitors.
The council shall have power subject to any prevailing legislation to deal with all matters relating to the club not provided in these rules.
WINDING UP THE CLUB
The members may vote to wind up the Club if not less than 75% of those present and voting support that proposal at a properly convened general meeting. The Council will then be responsible for the orderly winding up of the affairs of the Club. After settling all liabilities of the Club, the Council shall dispose of the net assets remaining to one or more of the following:-
(1) To another club with similar sports purposes which is a registered charity and/or
(2) To another club with similar sports purposes which is a registered CASC and/or
(3) To the Club’s governing body for use by them for related community sports.
THESE RULES SHALL SUPERCEDE ALL PREVIOUSLY EXISTING RULES OF THE CLUB
Accepted & endorsed by members at Harpenden & District IBC AGM 2016