1. The Constitution
This Constitution shall be strictly enforced and must be adhered to by all Club members and other persons entitled to use the Club premises. Additions and alterations to this Constitution shall only be made at an Annual General Meeting (AGM), or an Ex-Ordinary General Meeting (EMG) with a two thirds majority of votes cast. Due notice of any proposed changes must be given in writing to the Club Secretary not less than 45 days prior to the meeting.
2. Name
The name of the Club shall be ‘Hainault Bowls Club’. Hereafter to be referred to as ‘The Club’ and shall be affiliated to Bowls England. The Club premises are located in Hainault Bowls Club, Penrith Rd, Hainault
3. Aims and Objectives
The aims of the Club shall be to promote participation of the whole community in the sport of Lawn Bowls at the premises of Hainault Bowls Club and to provide bowling and social facilities for its members.
4. Membership
Membership of the Club shall be open to any person (without prejudice) submitting an application form and paying the relevant joining and or subscription fees.
The committee may refuse membership or expel from membership only for good and sufficient cause, such as conduct or character likely to bring the Club or sport into disrepute. Appeal against any such decision may be made to the full membership. This panel must not consist of any committee member involved in the original decision.
Potential new members will be encouraged by the loan of equipment and provision of free coaching on the green on terms regulated by the Club committee.
The Clubs facilities will be available to all members without prejudice. There are currently no disabled facilities (2023).
The club is affiliated to Bowls England. The Club provides a full programme of fixtures with other local Clubs and members are encouraged to participate in all aspects of the running of the Club for the benefit of all.
Should the Club consider that any member has rendered outstanding service to the Club, the committee may recommend to an Annual General Meeting of the Club that the member be elected as a Life Member of the Club. A Life Member shall have all the rights and privileges of an ordinary member but shall not be liable to pay any subscription to the Club.
A list containing the names and contact details of all members of the Club will be kept in the Club pavilion where it will be available for inspection.
Members and visitors under 12 years of age must be accompanied by an adult.
Associate Membership of the Club is open to spouses and family members of fully paid-up members of the Club and to ex members who still wish to be associated with the Club. Associate members will have access to the grounds and Clubhouse, but bowling is restricted to that of a visitor as contained in rule 13.3. Associate members are not allowed to enter any bowling competitions or represent the Club in any bowling match. Associate members have no voting rights and may not be co-opted onto any committee or sub-committee, membership is to run annually with a fee payable in accordance with the rules.
5. Subscriptions
The subscription shall be due on joining at or before the pre-season meeting each year and shall be paid to the Treasurer who shall record all monies received. Subs to be agreed at the Committee Meeting following the Council Annual Rent Increase.
Associate members fees are payable in accordance with the rules set for full members. This is to be reviewed annually with the rules for full members.
6. Officers and Committee Members
The Officers and Committee Members of the Club shall ideally consist of:
President Men’s Fixture Secretary
Club Secretary Ladies Fixture Secretary
Club Treasurer Competition Secretary
Men’s Captain Safeguarding Officer
Ladies Captain 2 Members
Bar Manager
The Officers and Committee Members shall be elected at each Annual General Meeting (AGM) and shall serve until the end of the succeeding AGM, when they shall retire but be eligible for re-election.
A President to be elected by all members of the Club at the AGM. The name of the prospective President to be posted on the Nominations List prior to the AGM. The elected President shall serve the Club in that position for three years and be empowered to attend all Committee meetings.
Should a committee member resign, the committee may co-opt a replacement member to carry on for the rest of the season. The member who resigned shall not be eligible to stand for office for one complete bowling season unless there are exceptional circumstances. A bowling season is determined as running from one AGM to the next AGM
7. Management
The Management of the affairs of the Club shall be vested in the Executive Committee who may deal with any matter not specifically dealt with in these rules.
The Committee may appoint sub-committees of three or more members. In addition, the Club Captains and Secretary shall be members of all sub-committees.
No sub-committee shall deal with the purchase or supply of intoxicating liquor. The Bar Manager, appointed by the Committee, is responsible for stocking and manning of the bar and ensuring the bar is run in accordance with the licensing laws. This covering the provisions under the Licensing Act 2003 and all other Acts relating thereto and to any registration certificate in respect of the Club premises.
The day to day running of the Club shall be carried out by the Club Secretary under the control of the Committee.
The Committee shall have the power to make regulations for the use of the Green, the Pavilion and Club facilities.
8. Supply of Intoxicating Liquor
8.1. No intoxication liquor shall be supplied by the Club otherwise than to:-
8.2. A member of the Club
8.3. The bona fide guest of such a member.
8.4. Members of other Clubs who are visiting the Club premises for the purpose of playing or officiating at matches or tournaments.
Notwithstanding the provisions of clause 8.1 above, intoxicating liquor may be sold to persons attending the Club premises for social or other functions organised or authorised by the Club.
The names and addresses of all guests and the name of the member signing them in shall be entered into a book maintained for that purpose, such books to be kept on Club premises.
There shall be no supply of intoxicating liquor for consumption off the premises except to a member of the Club in person.
There shall be no supply of intoxicating liquor to or for the consumption of any person under the age of 18 years.
The permitted hours of opening for the Club shall be fixed by the Committee in accordance with the licensing Act of 2003 and shall be notified to the relevant Licensing Authority in accordance with that act.
9. Annual General Meeting (AGM)
The Annual General Meeting of the Club shall be held within two months of the end of the playing season of each year for the purpose of:-
Receiving the report of the committee as to the affairs of the Club for the past year.
Receiving the reports of the Club Treasurer and the independently examined accounts for the Club for the financial year ending on the 30th September of that year. Availability of accounts to be made before the AGM.
Elections of Officers and Committee
To fix the estimated annual subscription fee, to be published on Hainault Bowls Club website prior to the pre-season meeting.
To consider the elections of such persons as the committee may recommend.
To deal with any other business, notice of which has been given in writing, to the Secretary no less than two weeks before the meeting, or any business included in the notice by the Committee.
Notice of the date, time and place of the meeting and the business to be conducted shall be displayed on the Club notice board for at least 14 days before the meeting.
Nominations for Officers and Committee shall be in writing and must reach the Secretary no less than fourteen days before the meeting.
Unsuccessful nominations for officers may be included in nominations for committee members.
10. Extra Ordinary General Meeting (EGM)
An Extra Ordinary General Meeting may be called:-
Upon a requisition in writing to the Secretary signed by no less than 10% of members stating the business to be discussed.
On the resolution of the committee
The meeting shall take place not more than one month after the requisition or resolution and notice of the date, time and venue of the meeting shall be displayed on the Club notice board and website for at least 14 days before the meeting.
No other business shall be discussed save that specified in the notice.
11. Termination of Membership
Any member may resign by notice in writing to the Secretary at any time.
The committee may terminate the membership of any member whose subscription has not been paid by 31st May in any year.
The committee may suspend or terminate the membership of any member if, in their opinion, this would be in the interest of the Club. Before taking any such decision they should inform the member of the circumstances and give the member the opportunity of making representations to them. Appeal against any such decision may be made in accordance with Rule 4.2
12. Changes to Rules
These rules may be amended only by a majority of two thirds of the members attending and voting at a General Meeting to which proper notice and proposed amendments have been given. Voting by proxy is not allowed
13. Use of Green by Guests and Visitors
The bona fide guest or visitor with bowling experience, having been signed in, in accordance with clauses 8.3 and 8.4, may place on the Green subject to the payment of such green fees as the committee may prescribe. No such guest shall play on the green on more than four occasions in each bowling season.
Members shall be responsible for their guests and shall not leave the Club premises before their guests.
Non Members visiting the Club to try out the activity will be required to sign in with date, time and contact details and will be permitted a maximum of 6 visits/ sessions under supervision of a Club member, after which they will need to become a member or provide an appropriate civil liability insurance cover. Such non-members, along with guests or visitors with no bowling experience, will be restricted to use of the two outside rinks (1 & 7).
14. Green Rules
The following rules shall apply to the use of the Green by members:
The Green shall be open for play on such days and as such times as the committee decide, provided always that the Greenkeeper may prohibit play if, in his opinion, the Green is unfit for play.
No persons other than Players, Markers, Umpires or the Greenkeeper shall be allowed on the Green and all persons using the Green must wear flat rubber footwear (without heels).
No animal shall be allowed on the Green with the exception of utility/guide dogs.
15. Club Opening Hours
The Club premises shall be open for the use of members during such times as the committee may from time to time decide. A notice giving details of such shall be displayed the Club premises.
The Officers and Executive Committee of the Club shall always number three, each of whom shall be a full member of the Club. The nomination and election of new Officers and Executive Committee shall be on the recommendation of the Committee.
All Officers and Executive Committee will become members of the Committee with full voting rights.
16. Club Income
All surplus income or profits are to be re-invested in the Club. No surpluses or assets owned by the Club will be distributed to members or third parties.
17. Dissolution
Upon dissolution of the Club, any net assets are to be applied for approved sporting or charitable purposes as defined at paragraph (5) Schedule 18 Finance Act 2002
18. Safeguarding
Hainault Bowls Club abides by the Safeguarding Adults in Bowls Policy - 2022, a copy of which is available to read in the Clubhouse.
The Club fully accepts its legal and moral obligation to exercise its duty of care to protect all children and vulnerable adults participating in its activities and to safeguard their welfare.
We are committed to do this by acknowledging that:-
The welfare of the individual is paramount
Each individual irrespective of age, gender, religion, race or disability has the right to protection from abuse
Each individual has a right to be safe and to be treated with respect and dignity
We shall use our best endeavours to ensure that:-
All allegations of abuse are taken seriously
The response to them is swift and appropriate
The effectiveness of our policy is reviewed annually
A responsible person shall be appointed annually as Safeguarding Officer to who members can address any concerns
The name of our Safeguarding Officer will be prominently displayed on the Club website.
The name of our Safeguarding Officer will be prominently displayed on the Club website.
Appendix 1 – The Club Mission Statement
Our goal is to provide an excellent lawn bowls club and facility for the benefit and enjoyment of all our members and guests.
To operate and conduct ourselves in a friendly, positive and dedicated manner, creating an atmosphere of harmony and community with the Club.
To increase and attract new members by promoting the Club as a place where fun, friendship and camaraderie are fostered and to help preserve the Club and its environment for the enjoyment of current and future generations.
To support existing and new members by providing friendly and constructive coaching and to help that will inspire them to play the game and to compete to the best of their ability and doing so, enjoy themselves and have a good time.
To recognise, respect and follow the rules of Lawn Bowls and the various organisations with which we are associated.
To maintain the integrity of and have respect for and appreciation of, office bearer’s, committees, volunteer workers and our fellow club members and guests. Be humble in victory and gracious in defeat. To take pride in ourselves, our club and all our members and facilities.
All activities within the club are conducted to support and promote the sporting activities and facilities of the Club.
Appendix 2 – Roles and Responsibilities
The President
The Club President, hereafter called ‘the President’, shall be the Principal Officer of the Club.
The elected President shall serve the Club in that position ideally for three years and be empowered to attend and preside as Chairperson (if agreed by the Committee) at all General and Management /Committee meetings.
Nominations for President will be accepted and seconded by Club members and will be voted on and elected by a simple majority decision at the annual AGM. The President will be a current member of the Club, without any prejudice, but must have been a member of the Club ideally three full seasons to qualify for election. There is no limit as to the number of terms the President may serve.
The President of the club shall be responsible for leading the Club to achieve its goals, and objectives for the year and will be an Ambassador of the Club. The president shall, at all times, preserve the prestige of the Club and shall maintain an impartial balance between all members. The President will ensure that conflicts are resolved with the Club and is responsible for ensuring that in all matters the Club Constitution and rules are adhered to, and all legal rules and regulations, applicable to the Club are strictly enforced.
The President, as Chairperson, at all General and Committee meetings, shall ensure opportunities for all attendees to participate fully and shall have the casting vote in the event of a tie.
The Vice President shall be the efficient deputy in the absence of the President. In the Presidents absence only, the Vice President will take on all the Presidents normal duties.
The Vice President shall be ordinary voting member of the committee, with all the responsibilities of a committee member, and may simultaneously hold another position within the Club.
Honorary Secretary
The Club Honorary Secretary (hereafter called ‘the Secretary’), is responsible for the day to day running of the Club under control of the Executive Committee. The elected Secretary shall serve the Club in that position for one year and is required to attend all Executive Committee meetings except for exceptional circumstances.
Nominations and applications for Secretary will be accepted and seconded by the Club committee and will be voted on and elected by a simple majority decision at the annual AGM. The Secretary will be a current member of the Club, without any prejudice, but must have been a member of the Club for a minimum of one full season. There is no limit as to the number of terms the Secretary may serve. The Secretary shall at all times preserve the prestige of the Club and ensure the Club Constitution and rules are strictly adhered to. The Secretary’s responsibilities are:
To arrange Club meetings, including dates and compiling and issuing meeting agenda.
Ensure that meeting minutes are prepared and issued in a timely fashion.
Oversees the timely performance of actions as agreed in meetings.
Communicates with members and outside bodies as required, to maintain awareness of Club matters and to facilitate Club activities.
Holds the Clubs ‘Legal’ documentation including the Club Licence and Insurance.