Club Constitution


  1. TITLE

    • The Club shall be called Stoke Park Bowling Club, hereafter to be referred to as “the Club” and shall be affiliated to Bowls England, the Surrey Bowling Association and West Surrey Bowling Association. It shall be situated at Stoke Park, Lido Road, Guildford, Surrey GU1 1HB.

 

  1. OBJECTS

    • To foster and promote the sport of level green bowls, providing opportunities for community participation, recreation and competition.

 

  1. MEMBERSHIP

    • Membership of the Club shall be open to any person regardless of sexual orientation, age, disability, ethnicity, nationality, gender, religion or other beliefs.  However, limitation of membership after having due regard to the sufficiency of available facilities is allowable on a non-discriminatory basis.
  • The Club may have different classes of membership and subscription on a non- discriminatory and fair basis.  The Club will keep subscriptions at levels that will not pose a significant obstacle to membership or use of the Club’s facilities.
  • The Club Committee may refuse membership, or remove it, only for good cause such as conduct or character likely to bring the Club or sport into disrepute. Appeal against refusal or removal of membership may be made to the members.
  • The available classes of membership are as follows:
  • Full Members, Life Members and Visually Impaired Members are entitled to use all of the Club’s facilities and are eligible to vote.
  • Social Members and Social Life Members are entitled to use the Clubhouse facilities and to play on the green for up to three sessions per season subject to the payment of the relevant green fee. They are not eligible to vote. Should such members wish to play more than three sessions per season then they will be required to apply for full membership.
  • Junior Members (young people up to 18 years of age) are entitled to use all of the Club’s facilities with the exception that they are prohibited from purchasing or consuming alcoholic liquor on the premises, voting and standing for election to any Club office.

3.5      Renewal of membership shall be accepted annually by payment of the appropriate subscription. (See Section 4.0).

APPENDIX A.

 

3.6      New applications for membership received during the summer playing season must be    made on the appropriate form and be proposed and seconded by 2 existing Club    members.     On receipt of a completed Application Form the Secretary will post it on   the Club Notice Board for 14 days thereby affording members the opportunity of   making representations to the Club Committee should they so wish.  Following the expiry of the 14 day notice period the Application will be considered by the Club     Committee after which the Applicant will be notified of the outcome.

3.7      New applications for membership received during the close season must be made on the appropriate form and be proposed and seconded by 2 existing Club members.  The Secretary will notify all Club members of the receipt of any such new applications and afford them 14 days in which to make representations to the Club Committee should they so wish.  Following the expiry of the 14 day notice period the Application will be tabled for consideration the Club Committee, after which the Applicant will be notified of the outcome.  On receipt of a new application the applicant may be invited to attend Club social events as a guest of the sponsoring members.

 

  1. ANNUAL SUBSCRIPTIONS AND GREEN FEES

4.1      The annual subscription fee for each category of membership (See Section 3.4) shall be determined each year at the Annual General Meeting.  The subscription shall be due or payment on or before 1st April annually.  Alternative payment plans may be     accepted at the discretion of the Treasurer.  Members who have failed to pay their subscription by either of the required dates will automatically forfeit their membership unless in the opinion of the Club Committee there are extenuating circumstances that          need to be taken into account.

4.2      Green fees payable by visitors will be determined each year at the Annual General Meeting and displayed on the Clubhouse notice board.  It is the responsibility of members to ensure that green fees for visitors are paid and remitted to the Treasurer.

 

  1. OFFICERS

5.1      The Officers of the Club shall be as follows:

 

President Treasurer
Vice President Match Secretary
Captains Competition Secretary
Secretary Bar Manager

 

  1. ELECTION OF OFFICERS

6.1      All Officers shall be elected at the Annual General Meeting of the Club, from, and by, eligible voting members of the Club as defined in Section 3.4 (a).

6.2      All Officers are elected for a period of one year, but may be re-elected to the same office or another office the following year.  Members elected as President and Captain may not offer themselves for re-election to that same office for more than two consecutive years without a break.

  1. CLUB COMMITTEE

7.1      The affairs of the Club shall be controlled by the Club Committee comprising the officers of the Club and not more than (2) other Members elected from, and by, those members of the Club who are entitled to vote at the Annual General Meeting.  The Club Committee shall meet at agreed intervals and not less than four times per year.

7.2      The duties of the Club Committee shall be:

7.2.1  To appoint on an annual basis a Committee Member to serve as Committee                         Chair at the first meeting of the newly elected Committee immediately following the Annual General Meeting.

7.2.2  To control the affairs of the Club on behalf of the Members

7.2.3  To keep accurate accounts of the finances of the Club through the Treasurer. Within reason the accounts should be available for inspection by Members and should be independently examined before every Annual General Meeting.  The Club shall maintain a bank account and the following Officers shall be authorised to sign cheques: any two from Treasurer, Secretary or other officer approved by the Committee.

7.2.4  To co-opt additional members to attend meetings as the Committee deems appropriate.  Co-opted members shall not be entitled to vote at Committee Meetings.

7.2.5  To make decisions on the basis of a simple majority vote.  In the case of equal votes the Chair shall have the casting vote.

7.2.6  Five members are required to form a quorum.

 

  1. 8. ANNUAL GENERAL MEETING

8.1      The Annual General Meeting of the Club shall be held no later than the end of October    each year on a date to be determined by the Club Committee.

8.2      A Notice convening the Annual General Meeting shall be sent to Club members by             email or by post to their home address and a copy of the Notice shall be displayed on     the Notice Board in the Clubhouse at least 21 days prior to the proposed date for the           Meeting.

8.3      Members wishing to add a specific item to the Annual General Meeting Agenda are          required to notify the Secretary in writing at least 14 days prior to the meeting except            in the case of a suggested alteration or repeal of a Club rule.  In such circumstances not   less than 28 days’ notice should be given to the Secretary and any submission should be       signed by a Proposer and Seconder in the form of a resolution.

8.4      The business of the Annual General Meeting shall be to:

8.4.1  Confirm the minutes of the previous Annual General Meeting and any other                        Special General Meetings held since the last Annual General Meeting.

8.4.2  Receive the independently examined accounts for approval.

8.4.3  Receive the annual report of the Club Committee from the Secretary and annual                reports from the Captains and Club President.

8.4.4  Elect an Independent Examiner.  If events necessitate a change of examiner             during the year the Club Committee shall appoint a new Independent Examiner                 at one if its meetings.

8.4.5  Elect the Officers of the Club

8.4.6  Review and agree the Club subscription rates and green fees for the ensuing 12      months.

8.4.7  Transact such other business notified in writing to the Secretary from Members     in conformity with the provisions as specified in Section 8, Clause 8.3.

 

NOTE: The agenda may provide for “Matters For Discussion”, but Members should be encouraged to refer other items to the Club Committee and only give the required notice for important Annual General Meeting business.

 

  1. SPECIAL GENERAL MEETING

9.1      Special General Meetings may be convened by the Club Committee or on receipt of a       requisition signed by 20% of the club members eligible to vote, or 30 such members   whichever is the less.  The requisition shall state the specific object of the proposed      meeting.

9.2      A Notice convening the Special General Meeting shall be sent to Club members by             email or by post to their home address and a copy of the Notice shall be displayed on     the Notice Board in the Clubhouse at least 21 days prior to the proposed date for the           Meeting.  The Meeting shall be held not less than 21 days after, and not more than 28             days following, the date of receipt by the Secretary of the related direction or         requisition.  No other business other than that stated in the Notice is to be discussed.

 

  1. GENERAL MEETINGS

10.1    At all General Meetings, the Chair will be taken by the Club President or in their     absence or at their behest by the Vice President or a deputy appointed by the Club        Committee or by an eligible voting member attending the Meeting.

10.2    Decisions made at a General Meeting shall be by a simple majority of votes from    those eligible voting members attending the meeting.  Eligible voting members who are     unable to attend the Annual General Meeting may submit a written vote provided that    it is received by the Secretary at least 24 hours prior to the Meeting and it relates solely to a ballot for an Officer(s) or Committee Member(s).

10.3    For an Annual General Meeting or a Special General Meeting to be quorate at         least 25% of the eligible voting members need to be in attendance.

 

  1. OFFICE HOLDER NOMINATIONS & BALLOTS

11.1    At least 28 days before the date fixed for any ballot, nomination sheets shall be      displayed on the Clubhouse notice board by the Secretary.

11.2    Any eligible voting member may propose/second any Member as a Club Officer, subject to the consent of the prospective nominee.

11.3    All nominations must be proposed and seconded and the proposer and seconder must append their signatures alongside the name of their nominee.

11.4    The ballots shall be conducted by two scrutineers who shall not be candidates or Officers.  The scrutineers shall be appointed by the Club Committee.  They shall count the votes for each candidate by vacancy and present the results of the voting to the    Chairperson of the relevant Meeting.

11.5    The candidate receiving the highest number of votes for each vacancy shall be declared   duly elected at the relevant meeting.

11.6    In the event of two or more candidates receiving an equal number of votes for any vacancy, a fresh ballot shall be held no later than the day of the Meeting between those candidates only.

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11.7    For vacancies where there is only one nominee, that nominee shall be declared duly elected at the Meeting.

 

  1. DISCIPLINARY MATTERS

12.1    Matters of Discipline are to be dealt with in line with Bowls England Regulation 9, a copy of which can be obtained from the Secretary on request.

 

  1. RESIGNATION

13.1    Resignation shall be given (subject to any unusual circumstances) to the Secretary in        writing and accompanied where appropriate by the return of keys to the Clubhouse.

 

  1. INSURANCE

14.1    The Club’s effects shall be insured annually against fire and theft and claims by Members or other members of the public in respect of injury or other eventuality.

 

  1. RULE BOOK

15.1    Every member of the Club shall be furnished with a copy of the Club’s updated Rule Book. Alterations, additions or deletions to the Rules shall be authorised only at the   Club’s Annual General Meeting or at a Special General Meeting convened for that purpose.

 

  1. DISPUTES

16.1    Any dispute between members arising out of, or not covered in the Rules shall be referred to the Club Committee whose decision shall be final.

 

  1. ALTERATIONS TO THE CONSTITUTION

17.1    Any proposed alterations to the Club Constitution may only be considered at an Annual General Meeting or Special General Meeting convened following the issue of the required written notice of the proposal. Any alteration or amendment must be proposed and seconded by eligible voting members of the Club. Such alterations shall     be passed if supported by not less than two-thirds of those eligible voting members attending the meeting, assuming that a quorum has been achieved.

 

  1. NON-PROFIT MAKING

18.1    All surplus income or profits are to be reinvested in the Club.  No surpluses or assets are to be distributed to members or third parties.

 

  1. DISSOLUTION

19.1    If at a General Meeting of the Club, a resolution is passed calling for the dissolution of the Club, the Secretary shall immediately convene a Special General Meeting to be held not less than one month thereafter to discuss and vote on the resolution.

19.2    If at the subsequent quorate Special General Meeting the resolution is carried by at least a two-thirds of the eligible voting members attending the meeting, the Club Committee shall thereupon, or at such date specified in the resolution, proceed to realise the assets of the Club and discharge all the Club’s debts and liabilities.

19.3    Upon dissolution of the Club any residual net assets remaining following the discharge of the debts and liabilities referred to in Clause 19.2 above are to be transferred to another Community Amateur Sports Club (CASC), a registered charity or the sport of bowls’ governing body.