The organisation is called HOOLE VILLAGE HALL BOWLING CLUB (HVHBC) and is affiliated to The British Crown Green Bowling Association.
1.0 AIMS AND OBJECTIVES
1.1 The aims and objectives of HVHBC are as follows;
- To provide leisure and competitive opportunities in Crown Green Bowling.
- To provide well managed activities and facilities.
- To ensure a duty of care to Members and those visiting the Club.
- To treat everyone fairly and equally.
- To promote HVHBC within the community.
2.0 MEMBERSHIP
2.1 Membership will consist of Officers and Members of the Club.
2.2 All members will be subject to the Regulations of the Constitution, and by joining the club they will be deemed to accept the same, and any other Codes of Practice that the Club has adopted (See Website and Noticeboard in Pavilion).
2.3 Members will be enrolled in one of the following categories:
- Associate Bowling Member (Social)
- Members Under 18
- New Club Member (First Year)
- Ordinary Member
2.4 The Club respects the rights, dignity and worth of every person and will treat everyone equally regardless of age, ability, gender, race, ethnicity, religious beliefs, sexuality or social/economic status. The Club is committed to everyone having the right to enjoy sport in an environment free from threat or intimidation, harassment and abuse.
2.5 New members will not be granted membership until a period of 48 hours has elapsed from the time of their application. A further period of 48 hours must then elapse before the new member is afforded the full privileges of membership of the club. This however does not preclude them from representing the club in a fixture as long as they have been appropriately registered with the relevant league, and are insured under the club insurance policy.
2.6 The club will at all times aim to maintain a membership in excess of 25 persons.
2.7 Visiting players, supports and officials will be granted guest membership rights on the day of the relevant fixture only.
3.0 MEMBERSHIP FEES
3.1 Membership Fees will be set annually and agreed by the Management Committee (MC) or determined by the Annual General Meeting (AGM).
3.2 The club aims to keep subscription fees at an affordable level and set fees on a fair and non-discriminatory basis for different classes of membership.
3.3 Fees must be paid before representing HVHBC in a Bowling Match.
3.4 On payment of subscription – all members are to pay an additional fee for membership of Hoole Village Hall unless already a member through other user groups.
4.0 OFFICERS OF THE CLUB
4.1 The Officers of the Club are as follows;
- President
- Chairman
- Vice Chairman
- Secretary
- Treasurer
- Assistant Treasurer
- Safeguarding Officer
- Health & Safety Officer
- Groundsman
- Calendar Person
4.3 Officers will be elected annually at the AGM.
4.4 All Officers will retire each year but will be eligible for re-appointment.
5.0 MANAGEMENT COMMITTEE
5.1 The Club will be managed by the Management Committee (MC).
5.2 The MC will consist of all Officers as listed above, together with Club Members as appointed at the AGM.
5.3 New Members are welcome to join the MC at any point in the year subject to MC approval.
5.4 All Members of the Bowling Club are welcome to attend a MC meeting (with the exception of Disciplinary Hearings) but only MC Members will have a right to vote.
5.5 MC meetings will be convened by the Secretary and held no less than 4 times a year.
5.6 The Quorum required for business to be agreed at a MC meeting is 5 people.
5.7 The MC are responsible for adopting new Policy, Codes of Practice and Rules that affect the organisation of the Club.
5.8 The MC has the powers to appoint Sub-Committees as necessary and to appoint advisers as necessary to fulfil its business needs.
5.9 The MC are responsible for Disciplinary hearings of Members who infringe Club Rules/Regulations/Constitution – and for taking follow up action as appropriate including Suspension of Membership.
6.0 FINANCE
6.1 All Club monies will be banked in an account held in the name of the Club.
6.2 The Treasurer will be responsible for the Finances of the Club.
6.3 The financial year will end on 31st October.
6.4 An audited Statement of Annual Accounts will be presented by the Treasurer at the AGM.
6.5 Any cheques drawn against club funds should hold the signatures of 2 officers approved from the bank mandate.
6.6 Any transactions via internet banking are to be approved between the treasurer and at least 1 other Officer before payment.
7.0 ANNUAL GENERAL MEETING
7.1 Notice of the Annual General Meeting (AGM) will be given by the Secretary 21 days beforehand. It will be advertised in the Pavilion, the Village Hall and on the Club Website. Also, the membership will be emailed wherever possible.
7.2 The AGM will receive a report from Officers of the MC and a Statement of The Audited Accounts.
7.3 Nominations for Officers of the MC will be sent to the Secretary prior to the AGM.
7.4 Elections of Officers are to take place at the AGM.
7.5 The Quorum for AGM’s will be 10% of Membership.
7.6 The Management Committee has the right to call an Extraordinary General Meeting (EGM) outside the AGM. Procedures for the EGM will be the same as for the AGM.
7.7 All Members will have a right to vote at either an AGM or EGM.
8.0 DISCIPLINE AND APPEALS
8.1 All concerns, allegations or reports of poor practice/abuse relating to the welfare of children, young people and adults will be recorded and responded to swiftly and appropriately in accordance with the Club’s ‘Safeguarding and Child Protection Policy’, ‘Safeguarding Adults at Risk Policy’ and ‘Equity Policy Statement’.
8.2 All other complaints regarding the behaviour of Members should be presented and submitted in writing to the Secretary.
8.3 The MC will organise a Disciplinary Hearing and aim to hear complaints within 14 days of a complaint being lodged. The MC has the power to take Disciplinary Action as appropriate including the Termination of Membership.
8.4 The outcome of a Disciplinary Hearing should be notified in writing to the person who made the complaint and the Member against whom the complaint was made, within a further 14 days.
8.5 There will be a Right of Appeal to the MC following announcement of outcome of a Disciplinary Hearing. The MC should consider the Appeal within 14 days of receipt by the Secretary.
9.0 DISSOLUTION
9.1 A resolution to dissolve the Club can only be passed at the AGM or EGM through a majority vote of the Membership.
9.2 In the event of Dissolution, property assets will be returned to Hoole Village Hall in accordance with the ‘License to Occupy’. Other assets could be transferred to other organisations with similar objectives to those of Hoole Village Hall Bowling Club at the discretion of the MC.
10.0 AMENDMENTS TO THE CONSTITUTION
10.1 The Constitution will only be changed through agreement by majority vote at an AGM or EGM.
11.0 DECLARATION
11.1 Hoole Village Hall Bowling Club adopts and accepts this CONSTITUTION as a current operating guide regulating the action of Members,
Signed Signed
Date Date
CLUB CHAIRMAN CLUB SECRETARY
Date of Policy – November 2024 [Next to be reviewed at AGM November 2025]