THANET BOWLS CLUB: CONSTITUTION & RULES
(Revised at AGM 19th November 2024)
1. Title
The Club shall be called the Thanet Bowls Club, hereafter to be referred to as “the Club” and shall be affiliated to Bowls England and the Kent County Bowls Association (KCBA).
2. Headquarters
The Headquarters of the Club shall be the Clubhouse, Montefiore Avenue, Ramsgate, CT11 8BD. Meetings of the Club shall be held at such times and in such places as may be decided by the Management Committee.
3. Objects
To foster the sport of bowls at all levels for all without discrimination. We believe everyone has the right to live free from abuse or neglect regardless of age, ability, sex, race, religion, ethnic origin, sexual orientation, marital or gender status. We adopt and follow all guidelines approved by Bowls England. We follow all procedures set out in bowls England regulations 9, 9a,and 9b. We will abide with all sanctions, recommendations and/or decisions from the case management panel or national disciplinary panel. We are committed to creating and maintaining a safe and positive environment where people feel safe and free of any form of discrimination.
All surplus income or profits are to be re-invested in the Club. No surpluses or assets will be distributed to members or third parties.
4. Membership
Potential new playing or social members must complete the TBC application form and submit it to the Club Secretary. The Club Secretary shall email or text details of the application to all members. Membership will be accepted in the absence of substantiated objections, (substantiated by the Management Committee), received from members within one week of communicating the application and following payment of the applicable membership fee.
Objections to the acceptance of an applicant from existing members, must be sent in writing, (handwritten, text or email), to be received by the secretary within one week of the application being communicated. All objections will be considered on their individual merit by the Management Committee. Any objection based on discrimination of any kind, (inc. but not limited to race, gender, age, or disability), will not be substantiated by the committee.
The decision to deny membership to an applicant will be communicated in writing as will the nature of the objection that resulted in the refusal.
Membership classes shall be as follows:-
Full Member – May play in Club Competitions. Eligible to play in inter-club (league and friendly) competitions. Has full voting rights at the AGM and in 'special' meetings. Does not pay a green fee to play on the club green.
Junior Member – Aged 17 or less at the start of the season. Junior members enjoy the same rights as full members excepting that they are not entitled to vote.
Social Member – Does not have playing rights as detailed for full members (above), but may play on the green on payment of a 'green fee'. May use the clubhouse for social purposes and does not pay the higher 'non-member' rate ascribed to some social events. Social members may attend the AGM but are not entitled to vote.
Lifetime Honorary Member – Has Full Member rights as indicated above but need pay no membership fees during their lifetime. A successful nominee for Honorary Lifetime Membership must (a) be a long term member of TBC; (b) have given prolonged and outstanding service to the club (e.g. Committee role; maintenance role; catering role etc) during that time; (c) be nominated and seconded by current Full Members of the Club. The nomination must indicate how the nominee fulfils (a) and (b) above. (d) Receive the support of the Management Committee who will review the nomination and have the final say in agreeing or denying it.
Club visitors, (non-members playing bowls for a fee), must sign the Club Visitors Book, which is held in the duty office. By signing the Visitors Book, they are classed as temporary members of the club for the duration of their visit.
Short mat bowls (members only) are played socially as part of the Club's out-of-season activities.
5. Annual Subscriptions
The annual subscription shall be fixed by the Management Committee and be payable within fourteen days of the start of the season. Any player who has not paid their subscription or made application to the Management Committee for exemption shall cease to be a member.
6. Management Committee
The Club shall be managed by an elected Management Committee comprising the elected officers as follows: President; Secretary; Treasurer; Safeguarding Officer; Fixtures Secretary; Competition Secretary; Ladies' Captain and Vice-Captain; Men's Captain and Vice-Captain; Bar Manager; Catering Manager. All Officer Roles are open to Full Members. All officer roles, (except Men's or Ladies' Captains and Vice Captains) are open to members of any gender.
Full Members may submit their names for up to, but not exceeding, two positions.
All Officers shall be elected by the members at the Annual General Meeting of the Club.
The Committee shall elect a Chairperson at the first meeting of the Management Committee following the AGM.
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.
The Committee shall have the power to co-opt any member with a special contribution to make.
The Chairman, Secretary and Treasurer shall be responsible for all legal and financial matters.
The Committee shall be concerned with the purchases for the Club and with the supply by the Club of intoxicating liquor pursuant to the current Licensing Laws. The hours fixed by the Club for the sale of intoxicating liquor shall be as stated in the licence, and as agreed from time to time by the Management Committee.
The overarching duty of the Committee shall be to control the affairs of the club on behalf of the members. It does this via the officers whose roles are as follows:
The President – is an ambassador for the club representing the Committee to Club members and the public.
The Chairperson – chairs the Management Committee and Annual General Meetings; ensures opportunities for all Committee members to participate fully in meetings; has the casting vote in the event of a tie but does not have a vote otherwise.
The Secretary – co-ordinates the activities of the Management Committee: (a) arranges meetings and dates and compiles and issues meeting agendas; (b) prepares and issues meeting minutes; (c) oversees the timely performance of actions as agreed in meetings; (d) communicates with members and outside bodies (e.g. KCBA) as required to maintain awareness and facilitate club activities; and (e) holds the Clubs legal documentation including the Liquor Licence and the Club Deeds
The Safeguarding Officer – Ensure policies and procedures are in place and upheld within the club in alignment with the safeguarding requirements of Bowls England; to be a first point of contact for anyone with a safeguarding concern; to maintain confidentiality and to assist the club to further develop a safe and welcoming environment for everyone.
The Treasurer – keeps accurate accounts of Club finances; facilitates examination of Club accounts by the appointed auditor before every AGM; submits an annual financial report to the AGM; makes the accounts available for reasonable inspection by the members; manages the Club bank account; submits quarterly financial reports to the Management Committee to maintain oversight.
The Club Captains - take joint responsibility for all matters relating to the playing of bowls, including their own section and mixed matches; make decisions and display notices etc. to restrict play; have the authority to enforce such restrictions upon all members, and upon guests and members of the public.
The Vice-Captains – assist the Captains in the performance of their role; adopt the role of the Captain(s) in their absence.
The Fixtures Secretary – arranges club matches and the preparation and publication of a detailed fixtures list; liaises with the press to publish fixture and competition results.
The Competition Secretary – makes arrangements for all Club competitions including but not limited to arranging the 'draw'; adjudicating over disputes; posting results; arranging finals; and making arrangements for trophies and trophy presentations.
The Bar Manager- oversees the stocking, storage and sale of alcoholic and non-alcoholic beverages sold through the bar. Ensures that the bar and equipment is maintained in a clean, hygienic and serviceable condition.. Arranges appropriate cover, when personally unavailable to perform these duties.
The Catering Manager- oversees the purchase, preparation, sale and provision of food and drink made available via the kitchen. Ensures that the kitchen and kitchen equipment is maintained in a clean, hygienic and serviceable condition. Arranges cover, when personally unavailable to perform these duties, (e.g. when catering for touring teams, Captains’ days etc. and to arrange a tea rota for home matches).
The Committee may co-opt additional members as necessary to undertake its functions. Co-opted members shall not be entitled to vote on the Committee.
The Committee shall make decisions on the basis of a simple majority vote. In the case of equal votes the Chairperson shall cast the deciding vote but will not vote except in the event of a tie.
To appoint Sub-Committees as necessary to fulfil the Club’s business.
7. Sub Committees
The Selection Sub-Committee shall (a) comprise the Captains and Vice-Captains of the Men's and Ladies' Sections and one member from each section (elected at the AGM); (b) undertake their role in compliance with the Club procedure entitled “Principles and Procedure for Team Selection”; (c) have full authority for the selection of bowls teams and the positions allocated to players therein.
8. Board of Trustees
The Club is an “unincorporated association” which requires, in addition to a Management Committee, a Board of Trustees to have responsibility for the Club’s ownership of property and assets, including bank accounts. Trustees are also expected to have broad oversight of the good management, democratic processes, and the legal and financial rectitude of the Club.
The three members of the Board of Trustees shall be the Chairman of the Management Committee; the Secretary; and the Treasurer. The Board has the responsibility of appointing the Tellers at the AGM and of signing off the Minutes of the AGM.
In the event of the Treasurer or the Secretary being the Chairman of the Management Committee there would need to a third Trustee elected by the Committee.
Members of the public may play on any available rink upon payment of agreed fee and, where necessary, the higher of smooth soled shoes and/or bowls, subject to there being a limit for any casual play of two hours to ensure the availability of the green to other players.
9. Rules of Play
1. Play will not be permitted on the green before 10am.
2. The Club Dress Code requires that all players must wear smooth soled shoes without heels. Club Members can wear casual clothing for roll-ups / casual play but does not include singlets / vests which are strictly not permitted. All rinks are open to casual and roll-up play as available.
3. Dress Code for Club League and Friendly matches, County Competitions, Club Competitions and External Competitions shall be club shirt, grey or white below the waist or as specified in the League or Competition rules. New Members playing in League and Friendly matches have a period of grace of one month when ordinary white shirts are acceptable until they have purchased a Club shirt.
4. Members of the public may play on any available rink upon payment of a green fee and, where necessary, the hire of smooth soled shoes and/or bowls, subject to there being a limit for any casual play of two hours to ensure the availability of the green to other players. Casual clothing is applicable as stated in 2 above.
10. Discipline
The Management Committee shall review matters that have the potential to bring the club into disrepute. In the event of a complaint concerning a member’s behaviour, which should be made in writing to the Chairman, the Secretary will undertake an investigation and, if appropriate, make recommendations for disciplinary action to the Disciplinary Committee (that is, the Management Committee, but not including the Secretary, in order to ensure the separation between “prosecuting” and “decision making” roles).
Where, subject to a two-thirds majority vote, it is found that an individual or group of individuals have committed acts that bring the club into disrepute, several courses of action are available to the Committee. These actions are taken based on the seriousness of the act as viewed by the Committee. They need not be taken sequentially (i.e. a written warning need not be given prior to a notice of dismissal).
A verbal warning issued by a nominated officer
A written warning issued by a nominated officer outlining the Committee decision and the likely action in the event of a repeat.
A written notice of dismissal.
Dismissal for a first offence would only be expected to be used for “gross misconduct”, which is conduct which destroys the relationship of trust and confidence between the offending member and the other members of the Club, making the relationship impossible to continue. It may include, but is not limited to, violence or the threat of violence against another member or visitor to the Club; theft, fraud and dishonesty; offensive behaviour, such as harassment or bullying; sexual misconduct; and the use of illegal drugs to enhance performance in competitive sport.
The Committee has the power to immediately suspend a member suspected of gross misconduct pending a full investigation, this power to be vested in the Secretary and/or Chairman if it is felt the matter to be urgent.(e.g. to safeguard the victim of an assault, prevent interference with witnesses or destruction of evidence).
Any member subject to disciplinary action has the right to attend the disciplinary hearing to make personal representation, and may be accompanied by a “friend”. If found guilty they have the right of appeal, in writing, to the Kent County Bowls Association.
A member who raises a complaint also has the right to attend the disciplinary
hearing to make personal representation. In order to avoid confrontation during the investigation the committee may decide to hear from the parties involved individually. If the committee thinks it beneficial to the process and outcome of the hearing, and the parties involved all agree, they may chose to be present at the same time during the hearing.
Any member subject to upheld disciplinary action may not stand for office for a period of 2 years after the date of the offence.
The Committee has the discretion to strip an officer of the club of his or her position if the nature of an offence is such that continuance in the role is deemed inappropriate. N.B. 10.7 (above) is not discretionary. Thus an officer subject to upheld disciplinary action may not reapply for office for a period of two years from the offence even if not required to stand down at the time of the offence.
Confirm the minutes of the previous Annual General Meeting and any general meetings held since the last Annual General Meeting.
Receive the examined accounts for the year from the Treasurer.
Receive the annual report of the Committee from the Secretary.
Select a financial examiner for the coming year.
Elect the Officers and Committee Members of the Club.
Transact such other business received in writing by the Secretary from Members 14 days prior to the meeting and included on the agenda.
Items of “Any Other Business” shall be called for at the meeting but (unless readily addressed at the meeting) will normally be deferred for discussion at the next regular Committee meeting.
Special General Meetings may be convened by the Management Committee, or on receipt by the Secretary of a request in writing from not less than ten members of the Club, stating clearly the reason for their request. At least 21 days notice of the meeting shall be given.
A notice requesting nominations for the election of officers shall be posted on the club notice board at the end of August and taken down at the end of September each year. Each nomination must be proposed and seconded by Club Members with the nominee indicating their consent.
Decisions made at a General Meeting shall be by a simple majority of votes from those Full Members attending the meeting. In the event of equal votes, the Chairperson shall be entitled to the casting vote. Decisions voted through at the AGM are “binding instructions” to be carried out by the Committee or others specifically appointed by the Committee to do so.
A quorum for a General Meeting shall be 20 members.
Each Full Member shall be entitled to one vote on each issue at General Meetings.
The counting of votes will be performed by two 'Tellers’. A Teller is a Full Member of the club who is in attendance at the AGM; is nominated to serve in that position by the three Trustees; and is unopposed in such nomination by other full members in attendance.
11. Annual General Meetings
1. The Annual General Meeting shall be held not later than the end of December each year. Appropriate information will be provided to every member, and will be posted on the Club Notice Board, at least twenty one days prior to the AGM. Members must advise the Secretary in writing of any business to be considered at the Annual General Meeting at least 14 days before a meeting. The Secretary shall post a finalised agenda for the meeting on the Club Notice Board not less than 7 days before the meeting.
2. The business of the Annual General Meeting shall be to:-
12. Alterations to the Constitution
Any proposed alterations to the Club’s Constitution may only be considered at an Annual or Special General Meeting convened with the required written notice of the proposal. Any alteration or amendment must be duly proposed and seconded. Such alterations shall be passed if supported by not less than two-thirds of those Members present at the meeting, assuming that a quorum has been achieved.
13. Dissolution
If, at any General Meeting of the Club, a resolution be 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.
If, at that Special General 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.
After discharging all debts and liabilities of the Club, the remaining assets shall not be paid or distributed amongst the Members of the Club, but shall be given or transferred to another registered Community Amateur Sports Club, a charity or the Sport’s Governing Body for use in community related sport.
Trustee | Name | Signature | Date |
Chairman | Mike Burgess | ||
Treasurer | Sheila Barrett | ||
Secretary | Steve Smith |