Horley Bowling Club

Constitution

Version 3.0 – As of December 2023

Version 4.00 – As of December 2024

Table of Contents

Section 1: Name and Objectives …………………………………………………………………………………………………. 4

Section 2: Officers of The Club ……………………………………………………………………………………………………. 4

Section 3: Management Committee ……………………………………………………………………………………………. 4

3.1 Composition of Committee ……………………………………………………………………………………………….. 4

3.2 Committee Meetings ……………………………………………………………………………………………………….. 6

3.3 Powers of the Committee …………………………………………………………………………………………………. 6

3.4 Disclosure of Interest to Third Parties …………………………………………………………………………………. 6

3.5 Limitation of Committee’s authority …………………………………………………………………………………… 6

3.6 Members’ indemnification of Committee ……………………………………………………………………………. 6

3.7 Contractual Liability …………………………………………………………………………………………………………. 7

3.8 Nomination of Honorary Members/Life Members by Committee] …………………………………………. 7

Section 4: Membership …………………………………………………………………………………………………………….. 7 4.1 Categories and Voting Privileges of Membership …………………………………………………………………. 7

4.2 Rights and privileges of Members ……………………………………………………………………………………… 8

4.3 Membership Joining Fee & Subscription Fee ………………………………………………………………………. 8

4.4 Member’s duty to provide contact details ……………………………………………………………………………. 9

4.5 Joining and retirement of members …………………………………………………………………………………….. 9

4.6 Conduct of Members ………………………………………………………………………………………………………… 9

4.7 Limitation of Club liability ……………………………………………………………………………………………… 10

Section 5: Trustees …………………………………………………………………………………………………………………. 10

Section 6: Annual General Meeting …………………………………………………………………………………………… 11

Section 7: Dissolution of the club ……………………………………………………………………………………………… 12

Section 8: Welfare ………………………………………………………………………………………………………………….. 12

8.1 Safeguarding …………………………………………………………………………………………………………………. 12

8.2 Health & Safety ……………………………………………………………………………………………………………… 12

8.2 Welfare …………………………………………………………………………………………………………………………. 12

Section 9: Guests ……………………………………………………………………………………………………………………. 13

Section 10: Miscellaneous ……………………………………………………………………………………………………….. 13

10.1 Opening of Club Premises ………………………………………………………………………………………………. 13

10.2 Equalities ……………………………………………………………………………………………………………………… 13

10.3 Licensing ………………………………………………………………………………………………………………………. 13

Section 11 – Roles of the Officers of the Club ……………………………………………………………………………… 13

The president …………………………………………………………………………………………………………………………….. 13

The Chair …………………………………………………………………………………………………………………………………. 14

The Secretary ……………………………………………………………………………………………………………………………. 14

The Treasurer ……………………………………………………………………………………………………………………………. 14

Club Captains ……………………………………………………………………………………………………………………………. 14

The Membership Secretary …………………………………………………………………………………………………………. 14

The Match/Fixture Secretariat ……………………………………………………………………………………………………… 14

The Green Manager …………………………………………………………………………………………………………………….14

The Social Secretary ………………………………………………………………………………………………………………….. 14

The Maintenance Manager ………………………………………………………………………………………………………….. 14

The Welfare Officer …………………………………………………………………………………………………………………… 14

The PR /Development Manager …………………………………………………………………………………………………… 14

The Bar Manager ………………………………………………………………………………………………………………………. 14 The Health & Safety Officer ……………………………………………………………………………………………………….. 14

The Safeguarding Officer ……………………………………………………………………………………………………………. 14 Section 12 – Alterations & Interpretation …………………………………………………………………………………… 15

12.1 Alterations to this Constitution ……………………………………………………………………………………….. 15

12.2 Interpretation of this Constitution ……………………………………………………………………………………. 15

12.3 Alterations to Rules, Byelaws or Regulations of the Club …………………………………………………… 15

Section 1: Name and Objectives

1.1 The name of the club shall be ‘The Horley Bowling Club’ (hereinafter referred to within this constitution as the ‘Club )

1.2 The club will be a non-profit making organisation with all income and gains to be re-invested in the club. The club will not permit any distribution of club’s assets in cash or kind to members or third parties.

1.3 The club is affiliated to Bowls England, Bowls Surrey, the Surrey County Women’s Bowling

Association, West Sussex Short Mat Bowling Association, The English Short Mat Bowling

Association and the Reigate & Banstead District Sports Council, their successors or any

associations or bodies approved by the club’s management committee.

1.4 The objectives of the club are to provide facilities for, and to promote participation in the amateur sport of lawn bowling and short mat bowling, in the Horley and surrounding area.

1.5 To provide social activities which may include the provision of food and refreshment (including alcoholic liquor) to its members.

1.6 The club shall adopt and conform to Bowls England Rules & Regulations and the current laws of the sport of bowls.

Section 2: Officers of The Club

The principal officers of the club shall be full members of the club, and shall consist of the President, the Chair, the Secretary, and the Treasurer. Principal officers, managers and secretaries shall be elected at the annual general meeting and will a three-year term of office. Officers will eligible to serve a further term of office.

Section 3: Management Committee

3.1 Composition of Committee

3.1.1 The club management committee (hereafter known as ‘the Committee’), who will

administer and manage the club, shall consist of the Principal Officers, and other elected club managers, secretaries and captains who are full members who have attained the age of eighteen years and have been full members for one year, elected at the annual general meeting to hold office for the term of their elected period. The committee therefore shall be the principal officers, the women’s captain, the men’s captain, the short mat captain, the membership secretary, the match/fixtures secretary/s, the green manager, the social secretary, the maintenance manager, and the bar manager. The structure of the committee may be amended by a two-thirds majority agreement at a full meeting of the committee. The health & safety officer, welfare officer and two safeguarding officers are appointed positions – see Section 8. The short mat captain elected at the AGM will take up their duties on completion of the current season with the incumbent captain retaining all captaincy responsibilities for the remainder of the current season.

3.1.2 Candidates for election to the committee shall be those members of the retiring committee eligible to offer themselves for re-election, and such other full members whose nominations (duly proposed and seconded in writing by full members of the club with the nominee’s consent), shall have been received by the secretary at least twenty-eight days before the date of the annual general meeting in each year. Such nominations, together with the names of the proposer and seconder, shall be displayed on the club’s premises and website at least fourteen days prior to the date of the annual general meeting.

3.1.3 If the number of candidates for election is greater than the number of vacancies to be filled, then there shall be a ballot of those members present and entitled to vote at the annual general meeting.

3.1.4 If the number of candidates for election is equal to or, less than the number of vacancies to be filled then all candidates shall be deemed to be elected if a majority of those present at the annual general meeting, and entitled to vote, vote in favour of such election.

3.1.5 In the event of the ballot failing to determine the members of the committee because of an equality of votes, the candidate or candidates to be elected from those having an equal number of votes shall be determined by lot or previously nominated person.

3.1.6 The committee shall have the power to co-opt extra members to assist in the affairs of the club and to fill any casual vacancy among the members of the committee occurring during the year. They will serve until the end of the next annual general meeting.

3.1.7 The committee shall appoint such working groups as they may find necessary to assist in the management of the club and these working groups will report back to the committee.

3.1.8 The committee requires the prior approval of the members at an extraordinary meeting for any items of expenditure exceeding £7,500. The committee shall be responsible for the financial arrangements of the club, including approval of all major expenditure on maintenance and improvements to the club facilities.

3.1.9 The committee shall have the power to borrow or raise money upon such terms and on such security as may be considered expedient, up to a maximum, from banks or other financial sources (but excluding loans from members, playing field or sports associations or similar supporting bodies) of £15,000 overall.

3.1.10 All bank or other savings accounts shall require two signatures for withdrawal of funds. Signatories shall be the treasurer, chair, president or secretary.

3.1.11 The committee is authorised and responsible for the continued renewal of the Horley Town Council lease on 1st April each year without a resolution at a general meeting of the club, unless a resolution restricting or curtailing such authority is passed at an extraordinary meeting of the club. Any variations to, or disposition of, the lease shall require a resolution passed by members at an extraordinary meeting authorising the trustees to make such variation or disposition.

3.1.12 No officer or member shall commit the club to any expense without the prior approval of the committee, except that if there is a particular urgency, this can be approved, up to a value £1,000, by any two of the treasurer, president, secretary and chair, such expenditure is to be reported at the next committee meeting. Smaller value payments may be delegated where required. All expenses must be supported by proof of payment. No member shall take away from the club premises any articles belonging to or held in trust by the club, except on the authority of the committee.

3.2 Committee Meetings

3.2.1 The committee shall endeavour to meet at least six times during a year, making such arrangements as to the conduct, place of assembly and holding of such meetings as it may wish. Meetings may be held in person or by electronic communication as the committee sees fit

3.2.2 Voting shall be by show of hands, or by another appropriate show of assent. In the case of equality of votes the chair (or other nominated person) shall be entitled to a second and casting vote.

3.2.3 Five members personally or virtually present shall form a quorum at a meeting of the committee.

3.2.4 Any conflict of interest must be declared to the chair (or other nominated person) prior to the start of the meeting. The chair (or other nominated person) will determine if the person may remain in the meeting and/or vote when the item is discussed.

3.2.5 Attendees of committee meetings by default should be the principal officers, the women’s captain, the men’s captain, and the short mat captain. Vice-captains may represent their relevant captains at any committee, or other meetings should a requirement so to do occur. Other elected or appointed officers have the right to attend and may do so whenever they have relevant matters to discuss and may be specifically requested to attend any particular committee meeting by the secretary. The secretary shall forward invitations to committee meetings to all committee members.

3.3 Powers of the Committee

3.3.1 The committee shall manage the affairs of the club according to the constitution and Horley Bowling Club rules and shall cause the funds of the club to be applied solely to the objects of the club. The club will abide by guidance on Community Amateur Sports Clubs (CASC) and from Bowls England.

3.3.2 The committee shall ensure that the property and funds of the club will not be used for the direct or indirect private benefit of members, other than as reasonably allowed by the rules. No surpluses or assets will be distributed to members, or third parties and all surplus income or profits will be reinvested in the club.

3.4 Disclosure of Interest to Third Parties

3.4.1 A member of the committee of a working group or any member of the club, in transacting business for the club, shall disclose to third parties that they are so acting.

3.5 Limitation of Committee’s authority

3.5.1 The committee, or any person or working group delegated by the committee to act as agent for the club or its members, shall enter into contracts only as far as expressly authorised, or authorised by implication by the committee. No one shall, without the express authority of the committee, borrow money or incur debts on behalf of the club or its membership.

3.6 Members’ indemnification of Committee

3.6.1 In pursuance of the authority vested in the committee by members of the club, members of the committee are entitled to be indemnified by the members of the club against any liabilities properly incurred by them, or any one of them on behalf of the club, wherever the contract is of a duly authorised nature or could be assumed to be of a duly authorised nature and entered into on behalf of the club.

Each member of the club shall (to the extent that such person is not entitled to recover under any policy of insurance) be entitled to be indemnified out of all funds available to the club which may lawfully be so applied against all costs, expenses, and liabilities whatsoever reasonably incurred by such person in the proper execution and discharge of duties undertaken on behalf of the club arising therefrom or incurred in good faith in the purported discharge of such duties save in any such case where any such costs, expenses and liabilities arise in connection with any negligence, default, breach of duty or breach of trust provided that any such member so indemnified has been properly authorised in relation to the duties undertaken on behalf of the club by the committee.

3.6.2 The limit of any individual member’s indemnity in this respect shall be a sum equal to one year’s subscription at the then current rate of that category of membership, unless the committee has been authorised to exceed such limit by an extraordinary meeting of the club.

3.7 Contractual Liability

3.7.1 The committee shall endeavour to ensure that the following clause is incorporated in every future contract, lease, licence, or other agreement entered into by the committee and/or trustees of the club, as appropriate.

“The liability of the committee or trustees for the performance of any contractual or other obligation undertaken by them on behalf of the club shall be limited to the assets of the club from time to time.”

3.8 Nomination of Honorary Members/Life Members by Committee]

3.8.1 The committee may nominate for election at an annual general meeting such honorary/life members as the committee may think fit.

3.8.2 The election of honorary/life members shall be placed before the annual general meeting each year and such honorary members shall be duly elected if two thirds of those present, and entitled to vote, vote in favour of election.

Section 4: Membership

4.1 Categories and Voting Privileges of Membership

The club may have different classes of membership and subscription on a non-discriminatory and fair basis. There shall be the following categories of membership with power to vote (unless specifically excluded) at all relevant meetings of the club as indicated hereunder.

A Full Member – being a person who, at the date of election, shall have attained the age of eighteen years.
An Honorary/Life Member – It shall be within the power of the committee to recommend to the annual general meeting the election of honorary life members of the club for services rendered to the game and to this club in particular.
A Social Member or Non-Playing Member – who shall have no vote.
A Retired Member – who has previously been a full playing member for 10 years, but who cannot participate in club competitions or matches, but can participate if they wish, in informal one day events
A Short Mat Bowls Only Member
A Junior Member – being a person who, at the date of election, must be under 18 or, if they are still in full-time education, 25 or under, and shall have no vote. Such a member shall be one who, at the commencement of the subscription year joins the club other than as a full member, or a family member.

4.2 Rights and privileges of Members

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

A Full Member shall have the full use of all club facilities. Applicable affiliation fees, in accordance with section 1.3, shall be payable.
A Junior Member shall have the full use of all Club facilities subject only to 4.7 of this constitution. Applicable affiliation fees, in accordance with section 1.3, shall be payable.
An Honorary/Life Member shall have the full use of all the club facilities. Applicable affiliation fees, in accordance with section 1.3, shall be payable.
A Social Member or Non-playing Member shall have the full use of the club-house facilities, but no playing privileges.
A Retired Member – shall have previously been a full playing member for 10 years, but who no longer participate in club competitions or matches.
A Short Mat Only Member shall have the full use of the short mat bowls and clubhouse facilities, but no lawn bowling playing privileges. Applicable affiliation fees, in accordance with section 1.3, shall be payable.

g) Temporary Member. Any other persons who use the bowling facilities of

the club and who are not representing another bowling club shall be considered as temporary members, and this should be recorded in a book kept for this purpose. They shall have no vote.

4.2.2 Playing members shall assist where possible in the running of the club and the maintenance of the green. Only authorised members shall use, adjust, or maintain green maintenance machinery.

4.3 Annual Membership Fee

4.3.1 The rate of joining fee (if any) and subscription fee for each category of membership

shall be proposed by the committee to the members at the annual general meeting in each year. Any proposed changes shall be approved by a majority of those present and entitled to vote and shall become operative from the next membership fee due. The current rate of joining fee (if any) and subscription fee shall be prominently displayed in the club premises.

Membership of the club shall be open to anyone interested in the sport of lawn or short mat bowls on application, regardless of sex, age, disability, ethnicity, nationality, sexual orientation, religion or other beliefs.

Membership numbers may, however, be limited according to available facilities on a non- discriminatory basis.

Subscriptions will be kept at levels that will not pose a significant financial obstacle to membership.
The committee may refuse membership or remove it, only for good cause, such as conduct likely to bring the club or sport into disrepute. Appeal against refusal or removal may be made in accordance with the appeals process. If consideration of removal of membership is because of a

disciplinary issue, the procedure to be adopted shall be that as set out at point 4.6.2 of this Constitution.

4.3.2 All members shall pay the joining fee (if applicable) and their first annual subscription fee upon admission to the club.

4.3.3 The rates of subscriptions of all members shall be fixed at the club annual general meeting. Subscriptions shall be paid no later than 30th September each year and any member failing to pay by then shall forfeit the rights and privileges of membership until the subscription has been paid and may lose their club membership. New members’ subscriptions shall be paid within two weeks of admission.

4.3.4 The membership year shall run from1st October to 30th September.

Member’s duty to provide contact details

Every member shall furnish the membership secretary with current contact details that shall be recorded in the register of members, and any notice sent to such address/es either by post or electronically, shall be deemed to have been duly delivered.

Joining and retirement of members

Application for membership

An application for membership shall require the completion of the membership form and forwarding it to the membership secretary, together with the joining fee, payable by cheque or bank transfer.

The form content is determined by the committee and shall include, but not necessarily be restricted to the applicant’s name, address, telephone number, level of ability in bowls (beginner, club player, match player, county player) and email address if available.

Upon receipt of an application for membership, with the appropriate fees, the secretary, on behalf of the club, will respond by welcoming the new member and sending them club information and a copy of the constitution together with useful information on playing bowls.

Retirement or Leaving Club

A member wishing to resign their membership shall inform the membership secretary before the subscription renewal date and therefore will not then be liable to pay the subscription for the following year. Members leaving the club during the subscription year will not be eligible for a refund of their fee, except at the discretion of the committee and are required to return any club property.

4.5.3 Late payment of Subscription Fees

Members will be notified if a payment has not been received, and after one month the committee may cancel the membership if payment is not received. However, the committee does have discretion to agree a later payment.

4.6 Conduct of Members

Undertaking by members to comply with rules

Every member, upon admission and thereafter, is deemed to have notice of, and undertakes to comply with the club rules and any byelaws and regulations of the club.

Disciplinary action against members

All disciplinary matters will be dealt with in accordance with Bowls

England Regulation 9 (Misconduct)

Should any member be expelled, the former member shall not be entitled to have any part of the membership fee refunded and must return any property belonging to the club.

Complaints

Complaints of any nature shall be addressed in writing to the secretary.

Members of other Bowls England and ESMBA Affiliated Clubs

A member of any club affiliated to Bowls England (a list whereof is published by Bowls England annually) or the English Short Mat Association may be authorised to use the premises of the club.

4.7 Limitation of Club liability

All references to the club in this section shall mean every individual member of the club from time to time.
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 thereby accept:

The club will not accept any liability for any damage to or loss of property belonging to members.

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, the secretaries, managers, committee, trustees or servants of the club.”

4.7.3 Membership of the club and acceptance of these rules by the member will be deemed to constitute consent to the holding of relevant personal data for the purposes of the Data Protection Act.

Section 5: Trustees

5.1 There shall be at least two trustees of the club who shall be appointed from time to time as necessary by the committee of the club from among full or honorary members who are willing to be so appointed.

5.2 A trustee shall hold office until they resign by notice in writing given to the committee or until a resolution removing them from office be passed at a meeting of the committee by a majority comprising two-thirds of the members present and entitled to vote.

5.3 All the property of the club (other than cash, which shall be under the control of the treasurer), including land and investments, shall be held by the trustees for the time being, in their own names so far as it is necessary and practicable, on trust for the use and benefit of the club. In the event of the death, resignation, or removal from office of a trustee, the committee shall

nominate a new trustee in their place and shall as soon as possible thereafter take all lawful and practicable steps to procure the vesting of all club property into the names of the trustees as constituted after such nomination. For the purpose of giving effect to any such nomination, the president for the time being is hereby nominated as the person to appoint new trustees of the club within the meaning of Section 36 of the Trustee Act 1925 and they shall by deed duly appoint the person or persons so nominated by the committee.

5.4 The Trustees shall be effectually indemnified by the members of the club out of the assets of the club from and against any liability, costs, expenses, and payments whatsoever which may be properly incurred or made by them in the exercise of their duties or relation to any property of the club vested in them, or in relation to any legal proceedings, or which otherwise relate directly or indirectly to the performance of the functions of a Trustee of the club.

Section 6: Annual General Meeting

6.1 An annual general meeting of the club shall be held each year in the month of December on a date to be fixed by the committee. The secretary shall at least fourteen days before the date of such meeting circulate to each member notice hereof and of the business to be brought forward thereat. This may be either by post or electronically. A notice sent by electronic means is deemed to be a notice served in writing.

6.2 No business, except the passing of the accounts and the election of the officers, secretaries, managers, committee, trustees, captains and honorary auditors, and any business that the committee may order to be inserted in the notice convening the meeting, shall be discussed and voted upon at such meeting unless notice thereof be given in writing by a member entitled to vote to the secretary at least seven days before the date of the annual general meeting. Business raised within seven days of the meeting may be discussed but not voted upon, except in the case of an emergency, as deemed by the chairperson, which may be voted upon. Any proposals submitted that could jeopardise the club’s status as a Community Amateur Sports Club within the meaning of the Finance Acts, or in any event alter its objects or winding-up provisions, will not be valid.

6.3 The committee may at any time, upon giving twenty-one days’ notice in writing, call an extraordinary meeting of the club for any special business, the nature of which shall be stated in the summons convening the meeting, and the discussion at such meeting shall be confined to the business stated in the notice sent to members.

6.4 The committee shall call an extraordinary meeting upon a written request addressed to the

secretary signed by at least twenty per cent of members. The committee shall meet within seven days of the request in order to call an EGM. The committee shall give twenty-one days’ notice in writing of any such extraordinary meeting. The discussion at such meeting shall be confined to the business stated in the notice sent to members.

6.5 At every meeting of the club the chair will preside, or in their absence, a chair elected by a majority of those present shall preside.

6.6 Thirty per cent of members entitled to vote at the relevant meeting and personally, or virtually present shall form a quorum at any meeting of the club.

6.7 Only full, short mat members or honorary members shall vote at any general meeting of the club. Other members may attend and speak but are not entitled to vote.

6.8 Voting shall be by show of hands, or other appropriate show of assent.

6.9 In the case of an equality of votes the chair (or other nominated person) shall have a second or casting vote, on any matter.

6.10 The structure and format of any committee or annual general meeting may be immediately, but temporarily altered, amended, or changed to meet prevailing situations not ordinarily under the club’s control, by a two-thirds majority vote of a meeting of the committee

Section 7: Dissolution of the club

7.1 If, at any extraordinary meeting of the club, a resolution be passed calling for the dissolution of the club, the secretary shall immediately convene an extraordinary meeting to be held not less than one month thereafter to discuss and vote on the resolution.

7.2 If, at that extraordinary meeting, the resolution is carried by at least two-thirds of the members present, the committee shall thereupon, or at such date as shall have been specified in the resolution, proceed to realise the assets of the club, and discharge all debts and liabilities of the club.

7.3 If, upon the winding up or dissolution of the club, there remains after the satisfaction of all its debts and liabilities any property whatsoever, the same shall not be paid to or distributed amongst the members of the club.

7.4 Upon dissolution of the club the committee shall give or transfer the net assets remaining to one or more of the following:

to another club with similar sports purposes which is a charity and/or
to another club with similar sports purposes which is a registered CASC and/or
to Bowls England for use by them in related community sports.

Section 8: Welfare

8.1 Safeguarding

The club is committed to promoting a safe environment in which children and adults at risk can enjoy taking part in games of lawn bowling, short mat bowls, and all other club functions. The club will seek to underpin and ensure this commitment by adopting and promoting the joint child protection policy and procedures of our national governing bodies. For the effective implementation of the sport’s safeguarding policy the committee will appoint safeguarding officers for a three-year term of office consistent with electing committee officers [see 2.1]. These positions can be administered by the club chairperson or club secretary. The safeguarding officer may be invited to attend committee meetings when appropriate.

8.2 Health & Safety

The club is committed to pursuing a health and safety policy to support the health, well-being and safety of all members and the committee will appoint a H&S officer for a three-year term of office consistent with electing committee officers [see 2], to ensure that the policy is followed. The health & safety officer may be invited to attend committee meetings when appropriate.

8.2 Welfare

The club is also committed to ensuring, where possible the welfare of all members and the committee will appoint a welfare officer to ensure that the policy is followed. The welfare officer may be invited to attend committee meetings when appropriate.

Section 9: Guests

9.1 Playing guests shall comply with the conditions of play as displayed in the clubhouse.

9.2 A Club Guest is a person invited to play by the club under the auspices of the Bowls England, Bowls Surrey, SCWBA, and the ESMBA

9.3 A Private Playing Guest is a person invited to play by a member of the club. A member may invite no more than three private playing guests at any one time. They have no precedence over roll-ups. A private playing guest shall be permitted playing access according to the prevailing ‘Horley Bowling Club Rules’. The guest may not stay on club premises after the host member has left.

9.4 A Public Playing Guest will be allowed to play on the green, if a rink is available and as long as a responsible club member is present and must pay the appropriate fees as set by the committee.

9.5 Non-playing Guests. Members or club guests may introduce non-playing guests on any occasion, other than club meetings. Members or club guests shall accompany guests introduced by them during the period of their stay in the club’s premises. Former members who have been expelled, or persons who have been suspended from membership shall not be admitted as guests.

9.6 External Matches. The committee may allow the green, or short mat facilities, to be used for external club matches. Such matches between external clubs require the prior approval of at least 28 days by the committee who shall specify the responsible persons, the fees and conditions attached to the use of the green or short mat facilities. Players shall have the same rights as club guests.

9.7 All Private Playing Guests, Public Playing Guests and Non-playing Guests shall be defined as temporary members, as defined in Section 4 above.

Section 10: Miscellaneous

10.1 Opening of Club Premises

The club premises shall be open to members at such times as the committee shall direct, and those times will be posted on the club notice board.

10.2 Equalities

The club shall adhere to the Equality Policy of Bowls England.

10.3 Licensing

The club shall adhere to the requirements of the Licensing Act (or any subsequent Act) about the purchase and supply of excisable goods.

The Members acknowledge this document constitutes a legally binding contract to regulate the relationship of the members with each other and the club.

Section 11 Roles of the Officers of the Club

The president has no executive responsibilities and will be endorsed at the club annual general meeting. He/she will normally be someone appointed in recognition of long service to the club and to the game of bowls. To represent the club on match days and other special events.

The Chair will chair all relevant committee, AGM, and extraordinary meetings of the club. The chair has the casting vote at all relevant meetings of the club in the event of equality.

The Secretary will be responsible for the calling of all club and extraordinary committee meetings, and the

AGM and for preparing and maintaining minutes of all meetings of the club, the committee and working groups. He/she will also be responsible for administering the affairs of the committee and will deal with associated club correspondence and keep custody of all club documents.

The Treasurer will administer the financial affairs of the club and at the annual general meeting will produce a precise account of the income and expenditure of the financial year, terminating on the 31st of October, which has been examined and checked by a suitable person appointed by the committee. To deal with all financial matters relating to the club’s CASC status and administer such insurance policy or policies as may be needed to fully protect the interests of the club, its officers, managers, and its members.

Club Captains shall select relevant representative teams for club members to participate in and to represent and report on lawn bowling and short mat matters, internally and externally.

The Membership Secretary shall maintain a list of details of all club members in accordance with current data protection regulations. They are responsible for collecting all relevant membership fees from club members.

The Match/Fixture Secretariat To arrange lawn bowling and shortmat bowls matches/fixtures with other clubs

The Green Manager shall be responsible for the maintenance of the green and its surrounds.

The Social Secretary shall be responsible for the social activities of the club

The Maintenance Manager shall be responsible for all maintenance as is required in and around the clubhouse.

Coaching Coordinator The coaching coordinator will organise coaching for new members and ongoing coaching for members in liaison with club coaches. External courses will also be advertised when available.

The Welfare Officer shall, where possible be aware of the well-being of club members and, with their permission keep the committee informed of any members who are unwell or experiencing difficult times.

The Bar Manager shall be responsible for the purchase of all bar stock on behalf of the club and the supply thereof to the members at such prices as shall be determined by the committee in their absolute discretion. He/she shall submit receipts of stock purchased to the treasurer and further submit income from the sale of stock to the treasurer. At the end of the financial year a statement of current bar stock and cash in hand shall be produced, for inclusion in the statement of accounts.

The Health & Safety Officer shall be responsible for the health and safety of the members of the club

The Safeguarding Officer ensure the club is a safe environment for all club members, particularly adults at risk and children.

A more comprehensive description of the roles and responsibilities of HBC officers can be found in the document entitled ‘Roles and Responsibilities’

Section 12 Alterations & Interpretation

12.1 Alterations to this Constitution

No alteration to this constitution shall be made except by a resolution carried by a majority of the members present at a general meeting, the notice of which shall contain details of the proposed alteration.

12.2 Interpretation of this Constitution

The committee shall have full power to decide the interpretation of this constitution in any dispute, conflict, etc., and their decision shall be final.

End of the Constitution

Horley Bowling Club

Recreation Ground

Brighton Road

Horley

Surrey

RH6 7HL

HBC Constitution – Version 4.00 – As of December 2024