Club Constitution
1. Name and Objects
1.1 The Club shall be called The Foxhill Indoor Bowls Club and its objects shall be to promote and foster the game of indoor bowls for its members and to provide facilities at the Club’s premises for the game of indoor bowls, together with ancillary accommodation for the social needs of its members.
2. Interpretation
2.1 Throughout these rules the masculine gender shall be taken to include feminine and vice versa, also the singular number shall be taken to include the plural and vice versa.
3. Management
3.1 The Club shall be managed by a Management Committee, hereinafter known as the Committee, and shall comprise: the President, Chairman, Deputy Chairman, Secretary, Treasurer, Club Captain, Membership Secretary and four elected playing members.
3.2 Members of the Management Committee will not be eligible for paid employment by the Club.
3.3 If deemed necessary, the Chairman may invite one or more of the Vice Captains and/or Competition Secretaries to attend a particular Committee meeting and, for the duration of that meeting, the invitee shall have the status of Committee Member. The Club Manager shall attend Committee Meetings at the Chairman’s discretion, but shall not have a vote.
3.4 A Junior Development Committee shall manage the Junior Section and shall comprise: the Junior Development Officer, an Assistant Junior Development Officer and at least 2 other playing members of Foxhill Indoor Bowls Club.
4. Powers of the Committee
4.1 The Committee shall manage the Club in accordance with these rules.
4.2 The Committee shall operate under a Management Agreement from Foxhill Indoor Bowls Club Ltd, the owners of the Club Premises.
4.3 The Committee shall delegate powers to an Executive Committee, which shall comprise: the President, Chairman, Secretary and Treasurer and who shall manage the Club on a day-to-day basis. The Chairman shall report back to the Committee.
5. Affiliation
5.1 The Club shall seek affiliation to the English Indoor Bowling Association Limited, and other such Bowling Associations as deemed appropriate by the Committee.
6. Membership
- Membership is open to anyone not less than 11 years of age and will comprise: Playing, Intermediate, junior and Social members according to the subscription paid. Intermediate and junior members shall not be allowed to purchase an electronic entry card.
- Foxcub membership is from the age of 8 to a maximum of 17 years of age as at the 1st October in the relevant year. Foxcubs are only entitled to play on the Saturday morning junior sessions (unless otherwise sanctioned by the Executive Committee), but are allowed to use the Club facilities.
- Social members shall be entitled to use all the facilities with the exception of the bowling area, except as visitors defined below in Rule 20.
- Notwithstanding rules 6.1 to 6.3 above, disadvantaged groups may enjoy all the facilities of the Club without being playing members, subject to the authority of the Committee.
6.5 The family of a playing member, if not members as defined in rule 6.1, may use the facilities of the club only when accompanied by a playing member. When junior, intermediate or foxcub members are playing, parents or other family members may enjoy all the facilities, with the exception of the bowling area, without being members.
- All junior, intermediate and foxcub members aged between 8 and 17 years must always be accompanied by an adult who shall be responsible for their behaviour whilst on the Club premises.
- Junior, intermediate and foxcub members shall not purchase intoxicating liquor, nor use any gaming machine whilst on the Club premises.
6.8 Every class of member of the club shall, save as hereinbefore provided for and subject to the rules in force at the time, be entitled to enjoy, in common with other members, the use of the club and its facilities.
6.9 Only playing members, whose numbers shall never be less than 75% of the total membership, shall be entitled to vote at General Meetings and no member shall have more than one vote.
6.10 A member shall inform the Club Manager of any change of address and/or telephone number within 7 days.
6.11 Honorary Life Membership may be conferred on any person at a General Meeting of the Club on the recommendation of the Committee.
6.12 A list of all members’ names, addresses and telephone numbers will be kept on computer on the Club’s premises, and will be subject to current legislation on the keeping of such records.
6.13 Membership of the club shall be open to anyone interested in the sport on application, regardless of sex, age, disability, ethnicity, nationality, sexual orientation, religion or other beliefs, except as a necessary consequence of the requirements of Bowls.
The club may have different classes of membership and subscription on a non-discriminatory and fair basis. The club will keep subscriptions at levels that will not pose a significant obstacle to people participating.
The club committee may refuse membership or remove it, only for good cause such as conduct or character likely to bring the club or sport into disrepute. Appeal against refusal or removal may be made to the members.
7. Admission to Membership
7.1 Every applicant for membership of the Club shall complete the specified form provided.
7.2 Applications for junior, intermediate or foxcub membership shall be with the written consent of a parent or guardian, by way of the specified form, which must be completed and approved by the Junior Development Committee before the first training session. Any foxcub member may, if he wishes, and on attaining the required age, join as a junior or intermediate member, see Rule 6.1, and still continue to be a foxcub member by paying the appropriate membership fees, less the foxcub membership fee already paid in that subscription year.
7.3 The names and addresses of every applicant for membership shall be considered by the Executive Committee.
7.4 The acceptance of the applicant shall be by the Executive Committee and no person shall be admitted to membership of the Club until so accepted. Any rejections shall be referred to the Committee.
7.5 The Club Manager shall inform each candidate of the results of his application. A successful applicant shall be provided with a copy of the Club rules, a request for payment of the first annual subscription and an undertaking to be bound by the rules and byelaws of the Club. Upon payment of the due subscription the applicant shall be a member of the Club and be entitled to all facilities relating to the class of membership obtained. Free bowls training by qualified coaches is available to all members.
8. Disputes Procedure
8.1 The Committee may hold an inquiry or appoint and delegate to a person or panel power to hold an inquiry into any case of misconduct or alleged misconduct.
8.2 The Committee shall be empowered to suspend, re-instate or terminate membership. In the event of termination of membership during the course of a playing season, the member shall be entitled to a full or partial refund of subscription and locker fees (if applicable) in proportion to the un-expired portion of his/her subscription for that season. Any member whose membership is suspended or terminated under this rule shall have no claim against the Club or any member thereof.
8.3 In the event of an incident considered necessary for possible disciplinary action by the Committee against a member or the Club, the following procedure shall be followed:
8.3.1 The member concerned shall be advised, in writing, that the issue is to be considered for possible action.
8.3.2 In the event of a formal hearing being implemented, the member concerned will be given the right to be heard and to be accompanied by a representative.
8.3.3 The Disciplinary Panel shall be impartial and hear all sides of the case.
8.3.4 The Panel will adjourn and consider its decision.
8.3.5 The decision will be given, in writing, as soon as possible after the hearing.
8.3.6 The minutes of the meeting will be made available to all parties.
8.3.7 In the event of disciplinary action being taken, the member shall be advised of his right of appeal and a maximum stated period of 14 days given to lodge such appeal.
8.3.8 In the event of a proper appeal being made, an Appeal Panel shall be formed to hear the appeal.
8.3.9 The appellant shall be notified and given the right to put his side of the story and to be represented if he so wishes.
8.3.10 The Appeal Panel shall be impartial and hear both sides of the case.
8.3.11 The Appeal Panel shall then adjourn to make decision.
8.3.12 The decision shall be confirmed, in writing, as soon as possible after the hearing.
8.3.13 The minutes of the meeting will be made available to all parties.
8.3.14 If the appeal is dismissed then the appellant must be made aware that he/she can further appeal to the English Indoor Bowling Associations or Sport England.
9. Number of Members
9.1 If all the rinks are fully used, the Committee may consider extending the number of playing periods of 6 two-hour sessions to enable more members to enjoy the Club’s facilities. If the rinks then become fully used, the Committee may recommend a restriction on the number of playing members and which shall be agreed at an Annual General Meeting (AGM).
10. Subscriptions and Fees
10.1 The annual subscription and fees for all members shall be agreed at the AGM.
10.2 The annual subscription and fees shall be due and payable before the 1st October in each year.
10.3 If any member’s subscription is more than 21 days in arrears, the Committee may direct that his name be removed from the register of members and he shall thereupon cease to be a member of the club and shall forfeit all rights of membership. The Committee may at any time restore him to membership upon payment of all the arrears of subscription and fees then due.
10.4 A member may resign his membership at any time in writing and addressed to the Club Manager. No refund of subscriptions or other costs to be returned to him.
11. Alteration to Rules
11.1 These rules shall not be altered or amended save by resolution passed at a General Meeting by a majority of at least two thirds of the voting members present.
12. Annual General Meeting
12.1 The AGM shall be held no later than June of each year to transact the following business:
a) To receive the annual report.
b) To elect the members of the Committee.
c) To debate, approve and adopt any duly proposed alterations to the Rules and Constitution.
d) To receive and approve the Club’s annual accounts.
e) To agree the annual subscription and rink fees.
f) To consider any other relevant business.
12.2 Motions to be included in the AGM agenda must be received in writing by the Secretary not less than 28 days before the AGM and notice of such motions shall be posted on the notice board of the Club, together with the names of the proposer and seconder, not less than 21 days before the AGM.
12.3 Notice convening the AGM shall be posted on the Club notice board not less than 21 days before the meeting, and shall specify the matters to be dealt with and shall be deemed to be notice to all members.
12.4 The quorum at the AGM shall be 25 playing members.
13. Election of the Committee
13.1 Candidates for election to the Committee must be playing members of the club and proposed and seconded by playing members of the Club. An exception may be made where no playing members have been nominated for a particular position, in which case social members may be proposed and seconded by playing members for that appointment. However, there can be no more than one social member on the Committee at any one time. Nominations signed by the consenting nominee and duly countersigned by the proposer and seconder must be prominently displayed in the club for a period of not less than 14 days before the AGM.
13.2 The Committee shall be elected annually at the AGM of the Club and hold office until the next AGM, when they shall be eligible for re-election.
13.3 The Committee may fill any vacancy occurring by death or resignation of any member by appointing a playing member to fill the vacancy until the next AGM.
14. Election of Junior Development Committee
14.1 A Junior Development Officer (JDO) shall be elected at the AGM each year. The Committee shall appoint an Assistant JDO and at least 2 other playing members immediately after the AGM each year. The JDO may co-opt other members as appropriate. The Junior Development Committee shall be authorised by the Committee to deal with all matters within these rules pertaining to the Junior Section and shall report regularly to the Committee on the status of the Junior Section.
15. General Meetings
15.1 The Committee may convene a General Meeting at any time by giving 21 days notice in writing on the Club notice board and specifying the object of the meeting.
15.2 A playing member may require the Committee to summon a General Meeting upon 21 days notice provided that at least 30 of such playing members shall, in writing, make such request of the Committee to call a General Meeting specifying the purpose for which the meeting is called.
16. Chair at Meetings
16.1 The Chairman shall preside at all the meetings but if he is not present within 15 minutes after the appointed time for the start of the meeting, the members present shall choose one of their numbers to be Chairman of the meeting. The Chairman shall have the casting or additional vote in the event of equality in the votes.
17. Committee Meetings
17.1 The Committee shall meet as necessary throughout the year with six members forming a quorum.
18. Voting
18.1 Voting at all General Meetings shall be by show of hands or otherwise as directed by the Chairman. Only playing members shall have equality of voting rights and the Chairman shall not have a casting vote.
18.2 Proxy votes will be accepted, in writing, if handed to the Club Secretary before the advertised time to start the meeting.
19. Minutes
19.1 The Secretary shall record the proceedings of all the meetings in a minute book, which shall be signed by the Chairman at the next meeting as a true record. Minutes shall be displayed in a file available for club members to see.
20. Visitors
20.1 Visitors and guests, other than those visiting to play in matches, may, if a rink is available and not required by a playing member, be allowed to play upon the green upon payment of a double rink fee and then only if they are wearing proper bowls shoes.
20.2 No visitor shall be allowed to play on more than 3 occasions in any calendar year, after which he shall be required to become a member.
21. Use of Club and Licensing Restrictions
21.1 The club shall be entitled to sell or supply alcoholic liquors to the following persons, all of who must be at least 18 years of age, namely:
a) Members and their guests.
b) Members, officials and supporters of visiting teams participating in a match or competition on the Club premises.
21.2 A member shall be responsible for his guests at all times.
21.3 Any supply of intoxicating liquor to be consumed off the premises will only be made to a member in person.
21.4 Intoxicating liquor may be sold to persons attending the Club premises for social or other functions organised or authorised by the Committee, but no function shall be permitted, to which admission may be obtained by payment of money at the door whether for ticket or otherwise.
21.5 The permitted hours for the supply of intoxicating liquor shall be:
- Monday to Saturday 11.00am to 11.00pm
- Sundays and Good Friday 12.00 noon to 10.30pm
c) Christmas Day 12.00 noon to 3.00pm
And 5.00pm to 8.30pm.
Or in accordance with the grant of any Special Order of Exemption.
22. Playing Rules
22.1 All games shall be played in accordance with the Laws of the Sport of Bowls, except where defined otherwise by Club byelaws.
23. Byelaws
23.1 The Committee may make any byelaws considered by them as necessary in the best interests of the Club, and a copy of such byelaws shall be posted on the Club notice board. Compliance with such byelaws shall be obligatory upon all members, guests and visitors.
24. General Powers
24.1 The Committee shall have the power, subject to any prevailing legislation, to deal with all matters relating to the Club not provided for in these rules.
25. Membership Entry Cards
25.1 A member shall be required to produce his membership entry card, or otherwise prove his membership at any time when requested to do so by a member of the Committee, Club Manager or Green Steward in attendance. On ceasing to be a member, for any reason whatsoever, the card must be returned to the Club Manager.
26. Sub-Committees
26.1 The Committee may form sub-committees as considered necessary and expedient. Any club member may be co-opted to serve on a sub-committee as considered appropriate.
27. Children and the Vulnerable
27.1 Foxhill Indoor Bowls Club is committed to promoting a safe environment in which children and vulnerable adults can enjoy taking part in games of bowls. It will seek to support and ensure the commitment by following and promoting the joint Disclosure and Barring Service (DBS) and procedures of the National Governing Bodies.
28. League and Competition Play
28.1 All rules specifically governing League Play and Competition Play are subject to management by the Committee.
28.2 Any changes to the League and Competition Rules proposed by the Committee shall be posted on the Club notice board not less than twenty-one days before the proposed implementation of the change. All objections raised by any member shall be brought before the Committee for discussion and the member shall be advised of the outcome in writing. In the event that the member maintains his objection, rule 15.2 governing General Meetings shall apply.
29. Financial Status of the Club
29.1 The Club shall be a non-profit making organisation and any profit and surpluses will be used to improve the Club’s facilities. No profit or surplus will be distributed to members or third parties.
29.2 Upon dissolution of the club any remaining assets shall be given or transferred to another registered CASC, a registered charity or the sport's governing body for use by them in related community sports.
30. Property and Trustees
30.1 The property of the Club, other than cash at the bank, shall be vested in not more than 3 and not less than 2 trustees.
30.2 The trustees shall hold the property upon trust for the members of the Club in accordance with the directions of the Committee.
30.3 The trustees shall be elected by the Committee and shall hold office until death or resignation, unless removed by resolution of the Committee.
The above rules include all the changes approved by the members, up to and including the Meeting held on 11th April 2023
Chris Butterfield
Honorary Secretary April 2023