KISLINGBURY  BOWLS  CLUB

CLUB CONSTITUTION AND RULES

  - approved Feb. 2019 EGM

 

1.    TITLE

  • The Club shall be called Kislingbury Bowls Club and shall be affiliated to both Bowls Northamptonshire and Bowls England.
  • All games shall be played under the rules of Bowls England or where appropriate the rules of Bowls England as amended by the controlling body of the club.

            1.3 The Club shall be governed by a Club Management Committee which shall also constitute                      the controlling body.

 

2.    OBJECTIVES

  • To provide and foster facilities for the game of flat green bowls for the enjoyment of members of the Club.
  • To provide and promote opportunities for the members of the Club and the Local Community for instruction, recreation, participation and competition.
  • To optimise the provision of coaching expertise to promote the Club's activities to potential new members including young people and the handicapped.
  • The Club is committed to promoting a safe environment in which children and vulnerable adults can safely enjoy taking part in the games of flat green bowls, short mat bowls and indoor curling. It will ensure that this commitment is met by following and promoting the joint Child Protection Policy and Procedures of the National Governing Bodies.

 

3.    MEMBERSHIP

  • The Club shall have five classes of membership and subscription 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.

                  (a) A BOWLING MEMBER- Being a person who at the date of election, shall have attained                       the age of eighteen years, and participates in outdoor bowling activities.

                  (b) A JUNIOR BOWLING MEMBER- Being a person who, at the date of election, is under                     the age of eighteen or in full time education at the start of the Club's year, and                                             participates in outdoor bowling activities. Such a member shall be one who at the start                                    of the subscription year joins the Club other than as a bowling member.

 

                  (c) HONORARY LIFE BOWLING MEMBER – Being a bowling member who has been                        elected as an honorary member

                  (d) HONORARY LIFE NON-BOWLING MEMBER – Being a non-bowling member who                                  has been elected as an honorary member.

                   -These honorary members are recommended by the Management Committee and are                                  elected as such, by a simple majority of the votes of the members of the Club in

                         Annual General Meeting.

                  (e) NON-BOWLING MEMBER – Being a person who at the date of election, shall have                           attained the age of eighteen years, but does not participate in outdoor bowling activities.

            3.2. Rights and privileges of members:

                   All members shall have the full use of Club facilities.

                   A member has the rights that are detailed within the General Data Protection Regulations                       (GDPR May 2018), including the right to withhold or withdraw 'Consent' for the Club to                              publish the member's name and contact details on internal lists. See Appendix 'A'

                  The rights and privileges of each category of membership shall be as follows:-

                  (a) A BOWLING MEMBER shall have one vote.

                  (b) A JUNIOR BOWLING MEMBER shall not have the right to vote.

                  (c) AN HONORARY LIFE BOWLING MEMBER shall have one vote.

                  - In respect of each of the previous three categories of membership Affiliation Fees shall be                     payable to Bowls Northamptonshire and Bowls England.

                  (d) AN HONORARY LIFE NON-BOWLING MEMBER shall have one vote, but will not                                   have the right to participate in outdoor bowling activities. (see 3.12)

                  (e) A NON-BOWLING MEMBER shall have one vote, but will not have the right to                                 participate in outdoor bowling activities. (see 3.12)

                  Candidates for membership shall have no privileges whatsoever in relation to the use of                          the Club or premises until they have become a member.       

            3.3 Membership Joining Fee & Annual Subscription.

                  The Rate of Joining Fee (if any) and  Annual Subscription, Green Fees and Match Fees shall                  be fixed annually by the Management Committee. Annual Subscriptions shall be payable                               from April 1st and no later than May 1st. Any member failing to pay their Annual                                        Subscription by May 1st shall be deemed to no longer be a member of the Club and shall no                          longer be entitled to the use of any of the facilities of the Club.

            3.3.1. (a) Membership of the Club shall be open to anyone interested in the sport of outdoor                                 flat green bowls, or any other sport carried out on Club premises, 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.

                      (b) Membership Subscriptions will be kept at levels that will not pose a significant                                         obstacle to people participating.

                       (c) The Management Committee may refuse membership or remove it, only for good                                               cause such as conduct likely to bring the Club or the 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 at point 3.6.2 of this Constitution.

                   All members shall pay the Joining Fee (if applicable) and their first annual subscription                            upon election and thereafter as set out in point 3.3 of this Constitution. Membership                       subscriptions may be reduced at the discretion of the Management Committee for new                               members joining after 31st May.   

            3.4  Members' duty to provide contact details.

                   Every member shall furnish the Honorary Secretary with up-to-date contact details that                          shall be recorded in the Register of Members and any notice sent to such addresses either                             by post or electronically shall be deemed to have been duly delivered. See Appendix 'A'

            3.5 Election and Retirement of Members.

                  Application for membership. Application for membership shall be in the form prescribed                     by the Management Committee and shall include the name and contact details of the                       candidate and a 'Signature for Consent' as required under General Data Protection                                    Regulations (GDPR May 2018).

                  Election of Members. The Management Committee may refuse applications only for good                              cause such as conduct likely to bring the Club or the sport into disrepute. The Honorary                               Secretary shall inform each candidate in writing of the candidate's election or non-election.                          The Honorary Secretary shall make the elected candidate aware of the availability of copies          of the Constitution and Rules of the Club, and make request for such payments as are                             necessary.  

                  Upon election a candidate shall pay, within one calendar month, fees as shall be requested.                     In default of such payment, the election shall be void unless sufficient cause for delay be                       shown.

                  Retirement of a Member. A member wishing to resign their membership shall give notice                   in writing to the Honorary Secretary and shall not then be entitled to have any part of the                     annual membership fee or any other fees refunded.

                  Arrears of Subscription. The Management  Committee may cancel without notice being                      given, the membership of any member whose annual subscription and any other annual fees            are more than one month in arrears provided that the Management Committee may, at its                       absolute discretion, re-instate such member upon payment of arrears. No member whose                      annual payment is in arrears may use the Club premises or vote at any meeting.

  • Conduct of Members.

            3.6.1.  Undertaking by members to comply with Rules. Every member, upon election and                           thereafter, is deemed to have notice of, and undertakes to comply with, the Club Rules                           and any Bye-laws and Regulations of the Club.

            3.6.2    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.

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

            3.6.4    Members of other Bowls England Affiliated Clubs.

  1. a) A member of any Club affiliated to Bowls England (A list whereof  is published by                                  Bowls England annually) may be authorised to use the premises of the Club
  • Limitation of Club Liability.

            3.7.1    All references to the Club in this Section shall mean each and every individual member                           of the Club from time to time.

            3.7.2    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.”

            3.7.3    Membership of the Club and acceptance of these Rules by the member will be deemed                          to constitute permission for the collection and holding of relevant personal data for the                                purposes of the General Data Protection Regulations (GDPR May 2018).

            3.7.4    Under General Data Protection Regulations (GDPR May 2018) the Club is required to                         request of its members a 'Signature of Consent' to allow the Club to publish member's                            name and contact details on internal lists (including affiliation lists held by Bowls                             Northamptonshire and Bowls England for bowling members). This request will be made                annually at the start of the membership year for existing members and at application for                            membership for new members. See Appendix 'A'.  

  • The decision of the Club's Management Committee shall be final and no reason for refusal need be given.

            3.9  At the commencement of the membership year all members of the previous season shall be                    considered as members of the Club for purposes of General Data Protection Regulations                              (GDPR May 2018).

            3.10  Only fully paid-up bowling members of the Club may play in Club matches and                                      competitions, but note Appendix 'A'  Point 5b, and 3.12 and 4.2 below.

            3.11  Guests of existing members and other visitors shall be welcomed and actively encouraged          to make use of the Club facilities during their visit. During the outdoor bowls season this                             should include participation in outdoor bowls activities under supervision during their                        visit. Such bowls-playing visits to be limited to no more than four (4) visits in any one                             season. A playing guest/visitor shall be accompanied at all times by a bowling member,                               and is required to be signed into the visitors book, unless they have been invited to attend                        as part of an Club Open Day.  A green fee may be payable per visit. Such fees are set by                      the management committee and will be displayed, when applicable, in a prominent                              position in the Club House lobby. Other non-playing guests/visitors do not need to be                               signed into the visitors book, but they should be accompanied at all times by a member.

            3.12  A Non-Bowling member, when accompanied by a bowling member, may be allowed on to                     the green for the purpose of a) a roll up on the same conditions as set out in section 3.11,                         and b) as a guest player.

            3.13  A member shall cease to be a Member

                        - If they give the Secretary written notice of resignation of their membership.

                        - If they fail to pay any subscription within one month after the due date of payment.  

                        - If their conduct is in the opinion of the Management Committee injurious to the                                      character of the club or the interests of the members. In such cases and before                                         membership is terminated the Club Secretary shall give the member seven (7) days                                 written notice to attend a meeting of the Management Committee. If a majority of the                                  Management Committee consider that the member has failed to explain or justify their                                   conduct satisfactorily, the Chairperson of the Management Committee shall call upon                                    the member to resign forthwith. If the member does not comply with this instruction,                                  the Management Committee will expel the member. A member expelled in this way                                shall forfeit all the privileges of membership and all rights against the club.

4.    SUBSCRIPTIONS        

            4.1  The Club's membership year is from 1 April to 31 March.

            4.2  Each member shall pay or be deemed to have paid an annual subscription, or new member                                subscription at the time of their election, according to their class of membership.

  • There are five classes of membership as detailed in section 3.1. Honorary members do not have to pay any annual subscription

            4.4  Annual subscriptions shall be payable from 1st April in every year to no later than 1st May.                      The Club Treasurer shall report the subscription status to the Management Committee at                          the first Committee Meeting following the 1st May. Any member failing to pay their                      subscription before 1st May shall be deemed not to be a member of the Club and shall not                        be entitled to be selected for match play or competitions or use the facilities of the Club. 

            4.5  A person who is elected to be a member after 31st May shall pay a reduced subscription as                                noted by the Club Secretary.

            4.6  Membership benefits for fully paid up adult male, adult female and Honorary Life                                   members include the use of the clubhouse facilities by their spouse and accompanying sons                and daughters, and grandchildren who are under the age of 18. Benefits for fully paid up                         Junior members includes the use of the clubhouse facilities by their parents and/or                                        guardians.

            4.7  At the start of the membership year a bowling member may subscribe to become a non-                       bowling member and a non-bowling member may subscribe to become a bowling member                            without recourse to the Management Committee,  provided that the required subscription                             fee is paid.

            4.8  It is the responsibility of all members to inform the Club Secretary of any changes in                                name, address and/or contact details.

            4.9  A list of names and contact details for all members will be kept on the Club premises.

5. MANAGEMENT COMMITTEE

            5.1  The affairs of the Club shall be managed by a Management Committee including the                                maintenance and audit of the financial accounts of the Club.

            5.2  The Management Committee shall have due regard to relevant legislation affecting the                             affairs of the Club.

            5.3  The Management Committee may make/vary and revoke byelaws provided that they are                        not inconsistent with these rules for the management of the day-to-day internal affairs of                           the Club. These byelaws shall be binding on all members of the Club.

            5.4  The elected Executive Officers of the Club shall consist of a President, Honorary Secretary                                 and Honorary Treasurer.

            5.5  The Management Committee shall comprise the Executive Officers together with other                            elected or co-opted Club members. All committee members will have full voting rights.                      A quorum for this committee shall be five (5) members.

            5.6  The Management Committee shall meet at least once on a monthly basis to conduct the                           business of the Club.

            5.7  All Management Committee Meeting shall be chaired by the President when present. If the                    President is not present within fifteen (15) minutes after the time appointed for the meeting                 or having signified an inability to be present,the members of the Management Committee                           present shall choose one of their number to be Chairperson of the meeting, or in his/her                      absence a person nominated by the President.

  • At all meetings of the Club the President shall have the casting vote
  • The Management Committee shall have the authority to co-opt any members, elected or otherwise, that they consider necessary to assist in the day to day management of the club.

            5.10 The business and transactions at the meeting shall be recorded and minuted by the                                             Honorary Secretary. The minutes of the meeting shall be filed in the appropriate folder in                                the foyer.

            5.11 The Management Committee shall authorise the formation of all sub committees                                     considered necessary and expedient.

            5.12 A Management Committee member must be deputed to serve as Chairperson of each Sub-                              Committee and such Chairperson shall be empowered to co-opt any member to serve on                              that  Sub Committee.

            5.13 A member of the Management Committee holding two offices shall be entitled to only one         vote.

            5.14 Any Committee member absenting him/herself from three consecutive meetings without                          giving sufficient reason and apology shall be deemed to have resigned. The Committee                                 shall have the power to fill any vacancy which may occur.

6. SUB COMMITTEES

            6.1  The Men's Playing Committee shall consist of mid-week and week-end Captains, Fixture                      Secretary, Monday Triples Captains and Competitions Secretary. A quorum of this                                       committee shall be three (3).

            6.2  The Ladies Playing Committee shall consist of Captain, Vice Captain, Fixture Secretary and                   Competitions Secretary. A quorum of this committee shall be three (3).

            6.3  Playing Committees shall have recorded in minute books the procedings of their meetings                       to be reported to the next Management Committee meeting.

7. ELECTION OF OFFICERS

            7.1  The Executive Officers and other positions on the Management Committee shall be elected                    at the Annual General Meeting by the members of the Club.

            7.2  Officers are selected for period of one year and subject to termination of office by                                resignation or otherwise they shall remain in office until the Annual General Meeting next                                following their election.

            7.3  Retiring members of the committee shall be eligible for re-election to the same office or                          election to another office for the coming year.

            7.4  Election of Officers shall be made by secret ballot where there is more than one nomination                    for a position.

            7.5  The duties of elected officers are set out in Appendix B to these regulations. These duties                       may be amended by the Management Committee in meeting.

8. ANNUAL GENERAL MEETING (AGM)

            8.1  The Club shall hold an Annual General Meeting of its members once in every calendar year                     and that there shall be no more than fifteen (15) months between these meetings.

            8.2  A notice convening the Annual General Meeting, specifying the date and time of the                                meeting shall be posted on both the Club Notice Board and Club Website not less than 28                            days prior to the meeting.

            8.3  The notice referred to above shall specify the matters to be dealt with and shall be deemed                    to be a notice to all members.

            8.4  At least one third of the paid up members, entitled to vote, shall form a quorum at the                             AGM.

            8.5  The AGM shall be chaired by the President. If the President is not present within fifteen                          (15) minutes after the time appointed for the meeting or having signified an inability to be                           present, the members of the Management Committee present shall choose one of their                               number to be Chairperson of the meeting or in his/her absence a person nominated by the                               President.

            8.6  The business of the AGM shall be:

            8.6.1    To confirm the minutes of the previous AGM.

            8.6.2    To receive reports of the actvities of the Club for the preceding year from the Officers of                        the Club.

            8.6.3    To receive from the Treasurer and, if approved, to adopt a statement of the audited                                accounts of the Club for the preceding year.

            8.6.4    To elect the Officers and Officials as designated on the Management Committee, Men's                                     Playing Committee and Ladies Playing Committee.

            8.6.5    To elect the Auditor for the Annual Accounts or confirm that the existing Auditor remain              in office.

            8.6.6    To consider and, if approved, confirm any proposed alterations to the rules.

            8.6.7    To deal with any special matters which the Management Committee desires to bring                               before the members.

            8.6.8    To transact such other business received in writing by the Secretary from a member of                           the Club.

            8.6.9    Vote on a resolution where there is an intention to dissolve the Club. The resolution shall                         be carried by majority vote comprising at least two-thirds of the membership present and                entitled to vote.

            8.7  Any proposals for consideration at the Annual General Meeting should be in writing,                               seconded and received in time for inclusion in the notice of the meeting (i.e 28 days).

            8.8  Voting on decisions made at the AGM shall be by a simple majority by show of hands from                    the Club Members attending the meeting. Each member from a membership class which                         gives an entitlement to vote, attending the meeting shall be entitled to one vote on each                                matter requiring a vote. In the event of a tied vote, the Chairperson shall be entitled to a                    second and casting vote.

            8.9  A majority of members present may request a secret ballot on any decisions to be made at                    the AGM. At least two tellers shall be appointed by the meeting to count the votes from                          whichever voting system is used.

9. EXTRA ORDINARY GENERAL MEETINGS

            9.1  An Extra Ordinary General Meeting may be convened at any time in accordance with rule                      9.2 by the Management Committee,

  1. a) To consider and, if approved, confirm any proposed alterations to the rules
  2. b) To deal with any special matter which the Management Committee may desire to      place before the members.
  3. c) To receive the resignation of a Management Committee or to remove any member or                 members thereof from office and to fill any vacancy or vacancies thereby caused.
  4. d) To propose a resolution to dissolve the club.

            9.2  An Extra Ordinary General Meeting must be convened within twenty one (21) days from                       the receipt, by the Secretary, of a request in writing signed by not less than thirty percent                         (30%) of the members, specifying the resolution to be submitted to the meeting for any of                              the following purposes.

  1. a) To consider and, if approved, confirm any proposed alterations to the rules.
  2. b) To deal with any special matter which the members requiring the meeting may desire      to place before the Club.
  3. c) To propose a resolution to dissolve the Club.

            9.3  A notice convening an Extra Ordinary General meeting shall be posted on the club notice                        board and club website not less than fourteen (14) days before the meeting and shall specify           the matters to be dealt with and shall be deemed a notice to all members.

            9.4  At an Extra Ordinary General Meeting at least one third of the paid up members shall form                    a quorum.                       

            9.5  Voting on decisions made at the Extra Ordinary General Meeting shall be by a simple                             majority vote by show of hands from the Club members attending the meeting. Each                        member, from a membership class which gives an entitlement to vote, attending the                            meeting shall be entitled to one vote on each matter requiring a vote. In the event of a tied                             vote, the Chairperson shall be entitled to a second and casting vote.

            9.6  No business other than the resolution shall be discussed.

10. DISSOLUTION OF THE CLUB

            10.1 In the event that at any General Meeting of the Club a resolution is passed calling for the                        dissolution of the Club and the members vote for the Club to be dissolved, the Hon                            Secretary shall immediately convene a Special General Meeting to be held not less than                                 twenty one (21) days thereafter to discuss and vote on the resolution.

            10.2 If, at that Special General Meeting, the resolution is carried by at least two-thirds of the                          members present, the Trustees appointed at that meeting shall thereupon, or at such date as                has been specified in the resolution, proceed to realize the assets of the Club and discharge            all debts and liabilities of the Club.

            10.3 The Club's Landlord (Kislingbury Playing Fields Association) shall be immediately                     informed of the Club's intention to dissolve the Club and should by involved throughout                     the proceedings.

            10.4 After discharging all debts and liabilities of the Club, the remaining assets shall not be paid         or distributed amongst the Club Members, but shall be given or transferred to the local                                community by way of one or more voluntary organisations having similar objectives, for                              example:

                        (i)  the Club's landlord (Kislingbury Playing Fields Association) for use for leisure                                         purposes only.

                        (ii)  the National Governing Body for use by them for related community sports.

                        (iii) an organisation with similar sporting purposes which is a registered charity.

                        (iv) a charity of choice of the remaining members.

11. TRUSTEES

            11.1  There shall be three Trustees of the Club appointed at the AGM.

            11.2  Two of the Trustees shall be ex officio, the Hon. Secretary and Hon. Treasurer. The third                        Trustee shall be elected by the Club Management Committee.

            11.3  A Trustee shall remain as a Trustee for the duration of his/her office as the Hon. Secretary                      or Hon. Treasurer or until the person resigns or until a resolution to remove the Trustee                            from office is carried at an AGM. The third Trustee shall remain until the person resigns or               until a resolution to remove the Trustee from office is carried at an AGM.

            11.4 The Trustees shall in all respects act with regard to any property of the Club held by them                       as directed by the Management Committee and shall have the power to hold the tenancy or                    conveyance of the Club premises and to ensure that legal ownership of the Club assets and                    at all times to act in accordance with the wishes of the Management Committee and in the                          best interest of the Club ( but note the Trustee obligations in Section 17).

12. PROTECTION OF CHILDREN AND THE VULNERABLE

            12.1  The Club is committed to promoting a safe environment in which children and vulnerable                        adults can enjoy taking part in the game of bowls.

            12.2  The Club shall seek to underpin and ensure this commitment by following and promoting                        the Joint Child Protection Policy and Procedures of the National Governing Bodies (refer                         to the Bowls England 'Protection of Children and Vulnerable Adults Policy' and the Club                              Policy on Procedures for Safeguarding and Protecting Children and Vulnerable Persons,                                both documents being located on the Club Notice Board in the Clubhouse).

            12.3  The Club shall appoint a designated person to serve as the Child Protection Officer.

            12.4  The Club shall have at least one Qualified Coach (minimum Level 2) who will be able to                         coach children and vulnerable adults.

            12.5  The Club shall comply with and conform to all policies as issued in accordance with                               current Bowls England regulations.

13. HEALTH & SAFETY

            13.1  The Health and Safety of all members and guests who use the Club facilities is a major                           concern of the Club. The Management Committee recognises that achieving and                                             maintaining high standards of safety requires that the Club's Management Committee,                               members, visitors and contractors are aware of and discharge their respective                                  responsibilities.

            13.2  The Health & Safety at Work Act 1974 requires all members, including contractors                               working on Club premises, to conduct themselves in such a manner as to ensure that they                                pose no risk to their own or any other person's health & safety.

            13.3  The Club shall comply with and conform to all policies as issued in accordance with                               current Bowls England regulations.

14. ANTI DOPING

            14.1  The Club shall comply with and conform to all policies as issued in accordance with                               current Bowls England regulations.

15. DISCIPLINARY REGULATIONS

            15.1  Unless otherwise stated in the Club regulations, the Club shall comply with and conform                         to all policies as issued in accordance with current Bowls England regulations.

            15.2  The Management Committee may, at their discretion, make exceptions to these                                      regulations.

16. ETIQUETTE AND CONDUCT

            16.1  Club members shall be expected to take an interest in the preservation of the green and on                     no account shall play on the green without wearing bowling or flat soled shoes. Open toed          footwear is not permitted.

            16.2  Throwing matches or cigarette ends on the green or in the gutter is prohibited.

            16.3  Normal etiquette shall be observed on or around the green at all times in order that no-one                     may be offended or distracted whilest playing bowls.

            16.4  Attention is drawn to a list of Etiquette Guidelines, which is displayed for Club members,                        on the Club Notice Board in the Clubhouse. All members must adhere to these guidelines.

            16.5  No betting shall be allowed in the Club and no lottery shall be promoted by any member                        of the Club in aid of the Club funds without prior permission of the Management                                           Committee.

            16.6  The Club's Management Committee may suspend a member of the Club whose conduct                        has been, in the opinion of the Management Committee contrary to the interests of the                               Club. The Management Committee shall meet not later than 14 days after the suspension.                      The suspended member shall be informed of the Meeting by the Club Secretary. The                      member may be present at the Management Committee Meeting to appeal against his/her                          suspension. The Management Meeting shall decide either to terminate the Membership of              the suspended member or reinstate him/her. The member shall be informed of the                                   Committee's decision as soon as practicable following the Meeting. This will be confirmed                      in writing. See also rule 3.13.

            16.7  In terms of suspected child or vulnerable person abuse, this will be handled by a                                    Disciplinary Committee consisting of the Executive Officers of the Club and Child                               Protection Officer – see relevant Section in the Club Policy on Procedures for                                           Safeguarding and Protecting Children and Vulnerable Persons.

17. LIABILITY

            17.1  Neither the Club nor Officers of the Club shall be liable to any member or guest for any                         loss or damage to any property occurring on the Club premises.

            17.2  The members of the Management Committee shall not be liable (otherwise than as                                 ordinary members) for any loss suffered by the Club as a result of the discharge of their                      respective duties on its behalf, except such loss as arises from their respective wilful                           default, and they shall be entitled to an indemnity out of the assets of the Club for all                          expenses and other liabilities incurred by them in the discharge of their respective duties.

18. INTOXICATING LIQUOR AND LICENSING ACTS

            18.1  The supply of intoxicating liquor shall be permitted during the normal licensing hours of                           the club.

            18.2  Intoxicating liquor shall not be supplied to members or to any other persons on the Club                         premises otherwise than on behalf of the Club.

            18.3  The Management Committee shall arrange for the supply of intoxicating liquor for the                             Club to the members at the Club premises and shall make due observance of the                                         provisions of the Licensing Act 1964 and all other acts relating thereto or of any                                    conditions attached thereto, and of any conditions attached to any certificate/Licence held                        by or on behalf of the Club for the supply of intoxicating liquor or to any Registration                                  Certificate granted in respect of the Club premises.

            18.4  No persons shall be paid at the expense of the Club any commission or percentage or                            similar payment on or with reference to the purchase of intoxicating liquor by the Club,                                  nor shall any person directly or indirecly derive any pecuniary benfit from the supply of                               intoxicating liquor by or on behalf of the Club to members or guests apart from any                        benefit accruing to the Club as a whole.

            18.5  No sale of intoxicating liquor shall be made to any person under the age of 18 years.

            18.6  Sales may be effected to bona-fide members and supporters of visiting bowls teams,                              guests of members and other visitors.

            18.7  Intoxicating liquor may be sold to any persons attending the Club premises for social and                      other functions organised or authorised by the Club provided always that the number of                               such functions shall not exceed 12 in any one year. No function, at which alcohol is sold,                           may be permitted to which admission may be obtained by payment of money at the door.

19. DRESS CODE

            19.1  Members shall wear clothing in accordance with the dress code laid down by the                                  Management Committee and posted on the notice board.

20. CLUB NOTICE BOARDS

            Copies of the following documents shall be displayed as appropriate on the official Club                                  Notice Boards or Club Document folders in the Clubhouse:

            20.1     Club Constitution & Rules

            20.2     List of Club Officials, Management Committee Members, Club Trustees, Child                                     Protection Officer, EBCS Qualified Coaches, Team Captains and Selectors.

            20.3     List of Club members names and telephone contact information.

            20.4     List of Playing Members names and telephone contact information.

            20.5     Club Etiquette Guidelines

            20.6     Club Dress Code

            20.7     Club Competition Rules

            20.8     Bowls England 'Protection of Children & Vulnerable Adults' Document

            20.9     Kislingbury Bowling Club: Policy and Procedures for Safeguarding and Protecting                                 Children and Vulnerable Persons

            20.10 Minutes of the Club Committee Management / AGM Meetings

            20.11 Notice of Management Committee Meetings / AGM and Special Meetings

            20.12 Special Announcements from the Management Committee

            20.13 General Data Protection Regulations (GDPR May 2018) – Information & Procedures

           

21. GENERAL

            21.1  Any matters not specifically covered in these regulations will be deemed to be operated in                      accordance with current Bowls England Regulations.

            21.2  Should there be any question or dispute that is not covered in the foregoing Constitution                         and Rules of the Club or as to the construction thereof, the same shall be referred to the                            Management Committee in writing to the Hon. Secretary. The decision by the                                              Management Committee on such matters shall be final.

            21.3  Any proposed changes in the Club Constitution and Rules will be notified on the Club                            Notice Board. These changes will be left on the Club Notice Board for 6 weeks during                      which time any member of the Club may make comment on the changes to the                                  Management Committee in writing via the Club Secretary. A member may also make                        personal representation at the next Management Committee following the 6-week notice                           of the change(s).

APPENDIX  'A'  to the Kislingbury Bowls Club Constitution and Rules

GENERAL DATA PROTECTION REGULATIONS (GDPR MAY 2018)

 – INFORMATION & CLUB PROCEDURES

 

1/    GDPR  is effective 25TH MAY 2018 – and covers collection, storage and use of member details.

 

2a/   MEMBER DETAILS  - that the club is entitled to ask for, and will be stored:

            Title, Gender (M/F), First name, Surname, Address (including postcode),

            Telephone (landline or mobile), Email address (if available), Age of JUNIOR Member (yrs),

            Parent / Guardian of Junior member, Signature for CONSENT (for use of details), Date of Signature.

 

2b/  Additional Information  -  that will be stored with member details:

            Date of Birth (optional), Membership status (determined at renewal of membership).

           

3/    MEMBER DETAILS verification, and Signature for CONSENT are required ANNUALLY

                        - at renewal of membership using a Member Details Form

             OR     - on the Application for New Members.

            * The club will keep member details safe and will not give or sell them to any 3rd party *

 

4/   CONSENT is not needed for collection and storage of Member Details,

            but is required for USE of member details, for any club communication that requires

            Name & Detail Disclosure including: Communication of fixtures, competitions,

            promotional events, help rotas for bar / catering, internal telephone lists,  and inclusion (name      only) in affiliation databases held by Bowls Northamptonshire & Bowls England.

 

5a/   A member has the RIGHT to refuse to sign the CONSENT, or withdraw CONSENT at any time.

 

5b/   CLUB PROCEDURES - That will apply in the event that CONSENT is not given.

  1. The Club Secretary / Treasurer will continue to communicate club business to the member concerned as and when required.
  2. The member's name or any of his/her details will not be published in any form of club communication i.e. committee meeting minutes, match fixtures, league fixtures, competition draw sheets, help rotas, internal telephone lists, club website, club Facebook, club Twitter, (or any other social media platforms that the club uses for communication), or any other internal or external lists or databases, other than those mentioned in Point 7 – Manual / Computer files.
  3. The member concerned will not be allowed to take part in any promotional event that is held at Club / County / National level, where name disclosure is required.
  4. The member concerned will not be allowed to attend any Club / County / National meetings (e.g. AGM, EGM), where name disclosure is required.
  5. If the member concerned is a Bowler or Junior Bowler or Honorary Life Member Bowler, as determined at membership renewal or application for membership:
  6. a)       The member will not be allowed to bowl in fixtures or competitions at Club /                                        County / National levels, where name disclosure is required.
  7. b)        The member concerned will be considered to be an un-affiliated member of the                                      Club/County/Bowls England, and as such will not be allowed to bowl as a Club                                                 / County / National representative at any other club where County and National                                       affiliation is required.
  8. c) The member concerned may use the green for bowls rollups only.
  9. If the member concerned is a Non Bowler or Honorary Life Non Bowler, as determined at membership renewal or application for membership, the member will not be allowed to play any Club indoor games, fixtures, leagues, competitions or events where name disclosure is required.
  10. The member concerned may continue to use the Club facilities for drinks / dining / and services etc, as long as they continue to abide by the rules and regulations of the Club.

 

6/   When a member ceases to be a member for whatever reason

  • the member's details will be immediately removed from all manual / computer databases that the club holds, and from BN County / Bowls England databases as soon as possible.
  • All internal published lists and forms that display the member's details must be amended to omit those details as soon as possible.
  • No further communication must be made to the ex-member by the club, other than as part of the confirmation and winding-up process of the member leaving the club.

 

7/  Manual / Computer Files - used for holding member details:

  1. a) Secretary: Computer database file 'kbclist' and associated computer print file (kbcsubmdf) that

      contains details of all club members (Points 2a / 2b), and any extract of such.

  1. b) Secretary: Manual file of Member Details Forms  (Point 3)  – from the membership renewal /

       application for membership.

  1. c) Secretary: Manual/computer files of members to annually add /delete (to/from) N. / B.E.

      affiliation databases.

  1. d) Treasurer: Manual/computer files of member payments/subscriptions made to the club.
  2. e) Safeguarding Officer: Manual file of Completed consent forms for Junior members.
  3. f) Bowls Northamptonshire County computer database of affiliated members.
  4. g) Bowls England computer database of affiliated members.

 

8/   USE of Members Details – including internal published forms, and media platforms.                        

  1. a) Hard copies of the file 'kbclist' – or such extract - held by Secretary, Treasurer, Captains,

      and other committee members for communication purposes. (see Point 9)

  1. b) Club business
  2. c) Club Committee minutes.
  3. d) Displayed telephone lists of members.
  4. e) Club Signage
  5. f) Club Competition Draw information
  6. g) Club promotion event lists
  7. h) Club rotas for bar / catering
  8. i) Club Website and newsletters
  9. j) Club Facebook & Twitter & other social media accounts setup by the club.
  10. k) BN County / Bowls England yearbooks – for County and National competitions entries.

 

9/  WHO has access to a members details and why:

            Secretary (for monitoring of membership and affiliation, and for club communication),

            Treasurer (for monitoring of payments made by the member),

            Captains (for communication of fixtures information),

            Promotions Manager (for communication of promotion event information),

            Club Competition Secretary (for communication of competition information),

            BN / BE administrators to check affiliation for County / National competitions entrants.

           

10/   A MEMBER has the following RIGHTS:

            To refuse to CONSENT or to withdraw CONSENT at any time (Points 5a & 5b).

            To know the details collected and stored and how (Points 2a, 2b, 7 & 11a),

            To know how the details are used and by whom (Points 8 & 9),

            To know how to check their details as stored (Point 11b)

            To know how to declare a possible data loss or breach of security of their details(Point 11c)

            To know how to make an objection or complaint (Point 11c)

            Parents / guardians have the right to access details about their (member) dependants.(Point 11b)

 

11/   OTHER GDPR REQUIREMENTS

  1. a) Privacy Rules of member's details:
  • Who is authorised to insert, amend, delete member's details = Club Secretary.
  • Club business emails sent to members should be Blind Copied (BCC) so that other member's email addresses, within the same communication, are not visible.
  • If a member wishes privacy of their photographic image then they must OPT-OUT of any photo call for a group or individual shoot. If they willingly take part in any photo shoot initiated by the club then they will be considered to have given consent for their image to be used for promotion of club events i.e. on Club website and/or Club social media platforms.
  1. b) Member requests for data held under their name:
  • A SUBJECT ACCESS REQUEST (SAR) is made in writing by the member concerned to the Club Secretary, who must respond with a list of all details held by the club, that relate specifically to that member, within one month of the request. (no charge will be made)
  1. c) A Possible Breach of Security of member's data, or an Objection/Complaint by a member:
  • must first be reported to the Club Secretary for investigation. If such investigation fails to answer the objection/complaint/possible breach of security to the member's satisfaction, and the member wishes further investigation, then the matter will be reported to: The Information Commissioners Office.  (ICO) - Helpline =  0303 123 1113
  • The ICO - Information Commissioners Office is a government office that is authorised under the Articles of GDPR law, to check for non-compliance of GDPR procedures and, subsequent to investigation of the matter reported, to either apply a fine on the Club based on the annual turnover of the Club's previous year, or to ask the Club to apply a range of corrective measures to ensure future compliance.
  • The member concerned will also be advised by the ICO of procedures to follow for any compensation claim for damages suffered, against the Club, that the member may wish to bring.
  1. d) The Management Committee may consider appointing a Club Data Protection Officer at any time.
  • This would be a club member whose role would be to check that GDPR procedures are carried out correctly on behalf of club members.
  • In the absence of a Club Data Protection Officer the Club Secretary is responsible for ensuring GDPR compliance regarding member's details.

 

END OF APPENDIX 'A'

APPENDIX  'B'  to the Kislingbury Bowls Club Constitution and Rules

ELECTED OFFICERS and their TERMS OF REFERENCE

 

PRESIDENT

Manage all aspects of the Management Committee including:

  • Chairing meetings
  • Representing the club at special events when required
  • Nominate a substitute when not available

 

SECRETARY

Administer the affairs of the Management Committee including:

  • Dealing with all correspondance
  • Liasing with Playing Committee as and when required
  • Ensuring the club's website is maintained
  • Arranging committee meetings, AGM's and Extra Ordinary Meetings
  • Preparing agenda's for committee meetings, AGM's and Extra Ordinary Meetings
  • Taking minutes at all the above meetings
  • Maintaining a list of current members contact details
  • Liase with and complete returns for the governing bodies of Lawn Bowls - currently Bowls Northamptonshire and Bowls England
  • Report as required to Management Committee's
  • Maintaining the content of the club notice boards
  • Appoint an assistant if required
  • Request funds from the Treasurer necessary to undertake their business
  • Undertaking other duties as decided by the President

 

TREASURER

Manage all financial afffairs of the club including:

  • Keeping proper accounting records showing the income and expenditure of the club
  • Preparing such financial statements as required by the Management Committee
  • Prepare Annual Financial Statements showing an accurate report of the activities of the club to be presented to the members at the Annual General Meeting. These statements are to be audited prior to the AGM.
  • Paying invoices and expense claims
  • Banking income received
  • Collecting subscriptions from members and issuing membership cards
  • Reporting to the Management Committee and members in AGM
  • The Club Treasurer has the authority to spend up to a predetermined amount, agreed annually by the Management Committee, without referral.
  • The Club Treasurer has the authority to spend such amounts as required in cases of considered emergency, to prevent further damage, to ensure safety and effect repair.
  • If at any time members in the General Meeting shall pass a resolution authorising the Management Committee to borrow money, the Management Committee shall thereupon be empowered to such amount, at such rate of interest, and in such form or manner as shall be at the discretion of the Management Committee.
  • Appont an assistant if required

 

BAR MANAGER

Manage all operational aspects appropriate to the Bar including:

  • Chairing Bar Committee
  • Liasing with external bar suppliers
  • Ensuring that bar stocks are at appropriate levels according to the season
  • Ensuring that bar is staffed by properly trained people
  • Maintaining rotas for bar staff and ensuring that volunteers are aware of that rota
  • Maintaining bar equipment in good working order
  • Proposing improvements to bar facilities
  • Ensuring compliance with all of the requirements of the bar licence
  • Report as required to Management Committee
  • Appont an assistant if required

 

GREEN KEEPER

Manage all aspects of the good order of the green including:

  • Responsibility for the upkeep and maintenance of the green and ditch
  • Responsibility for the maintenance of Green Keeping machinery
  • Having the authority to decide whether the green is playable or not in adverse weather or other extreme conditions
  • setting the rinks and determining the direction of play
  • Liasing with external contractors/suppliers regarding work to be carried out on the green
  • Complying with all current legislation concerning chemicals to be used on the green
  • Report as required to Management Committee
  • Request funds from the Treasurer necessary to undertake their business
  • Appoint an assistant if required

 

CAPTAINS

Manage all aspects of playing bowls for their gender

  • Liase with other captains as required
  • Select teams for weekend and midweek matches
  • Ensure all rink fees are collected at each match
  • Ensure appropriate fee is paid to opponents when playing away matches
  • Liase with Fixtures Secretary
  • Liase with Catering Manager
  • Report as required to Management Committee
  • Request funds from the Treasurer necessary to undertake their business
  • Appoint an assistant if required

 

FIXTURE SECRETARY (one for each gender)

Arrange fixtures for the coming season including:

  • Ensuring that all arrangements are confirmed and verify date, time, venue, format and dress.
  • Organise the preparation and printing of fixture cards
  • Prepare the rink book and selection sheets for all fixtures on the fixture cards
  • Confirm any match fees either payable or receivable
  • Report to the Playing Committee as and when required and act upon their instructions
  • Appoint an assistant if required and delegate specific duties to them.
  • Liase with the Competition Secretary regarding rink bookings.
  • Report as required to Management Committee.

 

COMPETITIONS SECRETARY

Manage all aspects of the clubs internal competitions including:

  • Log names of all competitors and ensure their eligibility for entry into all competitions
  • Make the draw for each competition.
  • Notify the Secretary of the competition dates
  • Liase with the Fixtures Secretary regarding rink bookings
  • Ensure that the outcomes of all matches are recorded correctly
  • Resolve any disputes that may arise
  • Report as required to the Management Committee
  • Appoint an assistant if required

 

CATERING MANAGER

Manage all aspects of catering for matches

  • Maintain rotas for persons catering and ensure that the volunteers are aware of that rota
  • Ensure that the kitchen is stocked with the required amount of crockery and cutlery
  • Maintain kitchen equipment in good working order by liasing with the House and Fabric chairperson
  • Proposing improvements to kitchen facilities
  • Ensuring compliance with all food hygiene requirements
  • Request funds from the Treasurer necessary to undertake their business
  • Report as required to the Management Committee
  • Appoint an assistant if required

 

HOUSE and FABRIC MANAGER

Manage all aspects of the maintenance of the buildings and equipment other than that used on the green

  • Manage all external contractors
  • Maintain and repair facilities as required
  • Ensure that the facilities comply with all relevant legislation
  • Ensure that the facilities are adequately secured
  • Liase with all other Committee members to ensure that any maintenance problems are rectified as soon as possible
  • Advise of any improvements that could be made to the buildings and equipment
  • Request funds from the Treasurer necessary to undertake their business
  • Appoint an assistant if required
  • Report as required to the Management Committee

 

 

PROMOTIONS MANAGER

Manage all aspects of club fundraising events including:

  • Appoint promotions sub committees to assist with the organisation and running of fundraising events
  • Collect income from the events and account to Treasurer
  • Request funds from the Treasurer necessary to undertake their business
  • Appoint an assistant if required
  • Report as required to the Management Committee.

END OF APPENDIX 'B'