The Constitution of Hainault Bowls Club (amended 2024)

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 (EGM) 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

4.1. 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.

4.2. The executive 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.

4.3. 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 executive committee.

4.4. The Clubs facilities will be available to all members without prejudice. There are currently no disabled facilities (2023).

4.5. 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.

4.6. Should the Club consider that any member has rendered outstanding service to the Club, the executive 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.

4.7.  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.

4.8. Members and visitors under 12 years of age must be accompanied by an adult.

4.9. 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

5.1. 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.

5.2. Subscriptions to be agreed at the Executive Committee Meeting following the Council Annual Rent Increase.

5.3. 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 Executive Committee Members

6.1. The Officers and Executive Committee of the Club shall ideally consist of:

• President

• Club Secretary

• Club Treasurer

• Men’s Captain

• Ladies Captain

• Bar Manager

• Men’s Fixture Secretary

• Ladies Fixture Secretary

• Competition Secretary

• Safeguarding Officer

• Two Members

6.2. The Officers and Executive Committee members shall be elected at each Annual General Meeting and shall serve until the end of the succeeding AGM, when they shall retire but be eligible for re-election.

6.3. 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 Executive Committee meetings.

6.4. Should an Executive Committee member resign, the Executive 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

7.1. 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.

7.2.The Executive Committee may appoint sub-committees of three or more members. In addition, the Club Captains and Secretary shall be members of all sub-committees.

7.3. No sub-committee shall deal with the purchase or supply of intoxicating liquor.

7.4. The Bar Manager, appointed by the Executive 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.

7.5. The day to day running of the Club shall be carried out by the Club Secretary under the control of the Executive Committee.

7.6. The Executive Committee shall have the power to make regulations for the use of the Green, the Pavilion and Club facilities.

7.7. 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 shall be on the recommendation of the Executive Committee.

7.8. All Officers will become members of the Executive Committee with full voting rights.

8. Supply of Intoxicating Liquor

No intoxication liquor shall be supplied by the Club otherwise than to:-

8.1. A member of the Club

8.2. The bona fide guest of such a member.

8.3. Members of other Clubs who are visiting the Club premises for the purpose of playing or officiating at matches or tournaments.

8.4. 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.

8.5. 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.

8.6. There shall be no supply of intoxicating liquor for consumption off the premises except to a member of the Club in person.

8.7. There shall be no supply of intoxicating liquor to or for the consumption of any person under the age of 18 years.

8.8. The permitted hours of opening for the Club shall be fixed by the Executive 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:-

9.1. Receiving the report of the Executive Committee as to the affairs of the Club for the past year.

9.2. 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.

9.3. Elections of Officers and Executive Committee

9.4.To fix the estimated annual subscription fee, to be published on Hainault Bowls Club website prior to the pre-season meeting.

9.5. To consider the elections of such persons as the Executive Committee may recommend.

9.6. 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 Executive Committee.

9.7. 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.

9.8. Nominations for Officers and Executive Committee shall be in writing and must reach the Secretary no less than fourteen days before the meeting.

9.9. Unsuccessful nominations for officers may be included in nominations for Executive Committee members.

10. Extra Ordinary General meeting (EGM)

An Extra Ordinary General Meeting may be called:

10.1. Upon a requisition in writing to the Secretary signed by no less than 10% of members stating the business to be discussed.

10.2. On the resolution of the Executive Committee

10.3. 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.

10.4. No other business shall be discussed save that specified in the notice.

11. Termination of Membership

11.1. Any member may resign by notice in writing to the Secretary at any time.

11.2. The Executive Committee may terminate the membership of any member whose subscription has not been paid by 31st May in any year.

11.3. The Executive 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

12.1. 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.

12.2. Voting by proxy is not allowed.

13. Use of Green by Guests and Visitors

13.1. 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 Executive Committee may prescribe. No such guest shall play on the green on more than four occasions in each bowling season.

13.2. Members shall be responsible for their guests and shall not leave the Club premises before their guests.

13.3. 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:

14.1. The Green shall be open for play on such days and as such times as the Executive Committee decide, provided always that the Green Ranger may prohibit play if, in his opinion, the Green is unfit for play.

14.2. No persons other than Players, Markers, Umpires or the Green Ranger shall be allowed on the Green and all persons using the Green must wear flat rubber footwear (without heels).

14.3. 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 Executive Committee may from time to time decide. A notice giving details of such shall be displayed the Club premises.

16. Club Income

16.1. All surplus income or profits are to be re-invested in the Club.

16.2. 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.

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 Club 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 Executive Committee) at all General and Management / Executive 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 Executive 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 Executive 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 Executive 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.

• The Secretary shall be responsible for handling all relevant Club correspondence and maintaining all Club records including, but not restricted to, list of names and address of all members of the Club.

Treasurer

The Club Treasurer is responsible for all financial matters relating to the Club. The elected Treasurer shall serve the Club in that position ideally for two years and is required to attend all General and Management / Executive Committee meetings except for exceptional circumstances. The Treasurers responsibilities will be to:

• Keep accurate accounts of Club finances, including all incoming and outgoing expenses.

• Ensure all club expenditure is carried out in responsible, timely and suitable fashion.

• Be a signatory of Club bank accounts

• Manage and control the Club bank accounts.

• Facilitate examination of Club accounts by the appointed examiners before every AGM

• Submit an annual financial report to the AGM and submit regular financial reports to the Executive Committee to maintain oversight

• Make the accounts available for reasonable inspection by the Club members

• Hold and control any cheque books and bank cards issued to the Clubs accounts

• Collect and record all membership and game fees paid by people using the club facilities.

Men’s and Ladies Captains

The Club Captains takes responsibility for all matters relating to the playing of bowls at the Club, including their own section (Men or Ladies) and mixed matches. 

• The Club Captains will also be the main contact in all bowling matters with external clubs. It is the responsibility of all Captains to ensure that all matches are played according the rules and traditions of the game and the Club Constitution. 

• The Clubs Captains along with Selection Committees are responsible for selecting and organising all teams and to ensure all players are aware of their selection, however, the Club Captains can nominate other members to organise and/or to Captain teams representing the Club.

• The Club Captains will formally welcome all opponents to the club on match day before the commencements of the match.

• The Club Captains will have authority to restrict play and have the authority to enforce such restrictions upon all members and guests.

Vice Captains

The Vice-Captains will assist Captains in the performance of their role and will adopt the role and responsibilities of the Captain(s) in their absence.

Green Ranger

The Green Ranger is responsible for the care and maintenance of the Club lawns at all times.

• The Green Ranger will organise and control all work on the lawn, whether by Club or external people.

• The Green Ranger has the authority to permit or deny the use of the lawn should he deem it necessary and will decide what direction and what lanes shall be used for play.

• The Green Ranger will ensure all safety precautions are taken with regard to equipment and chemicals used for the care of the Club lawn and ensure all clippings and green rubbish are disposed of correctly.

Bar Manager

The Club Bar Manager is responsible for all matters relating to the Club Bar, his / her responsibilities will be to:

• Oversee the purchase, stocking, storage and sale of alcoholic and non-alcoholic beverages sold through the bar.

• Ensure that all legalities and the Club Constitution and rules, concerning the sale of alcohol are strictly followed.

• Ensure that the bar, and bar area, and bar equipment is maintained in a clean, hygienic and serviceable condition and all empties and rubbish are correctly disposed of.

• Organise bar roster and staffing, training of all members who work behind the bar and sell or service alcohol and soft drinks.

• Keep accurate accounts of bar income and expenditure, which will be examined regularly and liaise closely with the Treasurer, paying bar income to same.

• Ensure bar pricing is accurate and correctly set and displayed

• Liaise with the Executive Committee and sub-committees to ensure the bar is prepared for all Club events.

Match Secretary (Fixtures)

The Match Secretary arranges Club matches and the preparation and publication of a detailed fixtures list and will liaise with the relevant people at other bowling clubs and with County and League officials, to organise the fixtures and completion.

The Competition Secretary

The Competition Secretary makes arrangements for all Club competitions including but not limited to arranging the ‘draw’, adjudicating over disputes, assisting, arranging games and publicises result, finals and will make all arrangements for trophies and trophy presentations.

Entertainments Officer

The Entertainment Officer will head up the entertainment sub-committee and together with that sub-committee, will organise and co-ordinate all Social events at the Club. They will co-ordinate with the bar and catering sub-committees and with the Club Secretary and Treasurer.

Catering Officer

The Catering Manager oversees the purchase, preparation, presentation and sale (where applicable) of food and drink made available via the kitchen. The Catering Manager will ensure that the kitchen and kitchen equipment is maintained in a clean, hygienic and serviceable condition. They will be a member of the Social Sub-Committee and arrange cover for all occasions when catering is required and when personally unavailable to perform these duties. The Catering Manager is responsible for organising the rotas for Club events.

Safeguarding Officer

The Safeguarding Officer must be certificated and is responsible for ensuring a regular risk analysis is carried out with regard to Health and Safety on the entire Club premises and that all measures are put in place to ensure the safety of all people, in particular younger guests and that all applicable current safety standards are in place and enforced.

Executive Committee Member

The ordinary Executive Committee Member is required to attend all regular Executive Committeeand Club meetings whenever possible and has one, non-transferable vote on any items on the Agenda that are put to a vote. It is the responsibility of all Executive Committee Members to be familiar with Club Constitution and procedures and ensure that they are followed. All Executive Committee members will promote the Club and its values and encourage participation of Club Members in all Club activities.

Ordinary Club Member

It is the duty of all Ordinary Club Members to be familiar with club rules and procedures and ensure that they are followed. Ordinary members are to be encouraged to attend the Annual General Meeting and any Extra-ordinary General Meeting and to exercise their right to vote when called upon to do so.

Associate Member

It is the duty of all Associate members to be familiar with club rules and procedures and ensure that they adhere to the same.

Life Members

Should the Club consider that any member has rendered outstanding service to the Club, then the Executive Committee will vote to elect the member as a Life Member of the Club. A Life Member shall have all the rights and privileges of any ordinary member but shall not be liable to pay any subscription.