Constitution and Rules
HAMPSHIRE INDOOR BOWLS ASSOCIATION
(Constitution and Rules, first issued in April 1969. Fully revised and re-issued in November 1997, amended in May 2006-07 and further amended in May 2017. Officers' Responsibilities added in May 2017)
1. TITLE
The Association shall be called the 'Hampshire Indoor Bowls Association"
2. OBJECTS
The object of the Association shall be:
2.1 To promote, foster and safeguard the game of indoor bowls for men in the county of Hampshire as defined in the E.I.B.A. Limited Rules
2.2 To arrange matches with Kindred County and other affiliated Associations and to arrange any other competitions thought desirable
2.3 To act as arbitrators in all differences referred to it by or among affiliated clubs or members.
3. MEMBERSHIP
The Association shall consist of Indoor Bowls Clubs and Clubs with Indoor Bowls Sections affiliated to the Association, situated within the County of Hampshire and affiliated to the English Indoor Bowling Association Limited
3.1 Application for membership to be made to the Hon. Secretary of Hampshire Indoor Bowls Association.
3.2 Affiliated Clubs will be expected to give reasonable facilities for competitions promoted by this Association and by the English Indoor Bowling Association Limited
3.3 The Annual General meeting shall have the power to elect from time to time as Honorary Life Vice-Presidents, Officers who have rendered valuable service to the Association and to the game of bowls in general
3.4 It shall be within the powers of the Executive to elect Honorary Life Members for special services to the game of indoor bowls in general and to the Association in particular
4. SEVERANCE OF MEMBERSHIP
It shall be competent to the Executive, after due investigation of the facts, and if need be, the examination of witness and relevant evidence, to suspend or determine the membership of any club
5. SUBSCRIPTION AND FEES
The annual affiliation, capitations and competition fees to be recommended to the Executive by the Hon. Treasurer for approval, following endorsement they shall be paid not later than 1st December each year. Clubs failing to pay shall forfeit the membership until the whole of any arrears have been remitted
6. ADMINISTRATION
The affairs of the Association shall be conducted by an Executive consisting of:
6.1 A President, Senior Deputy President, Junior Deputy President, Immediate Past President, Hon. Secretary, Hon. Treasurer, Hon. Match Secretary, Hon. Assistant Match Secretary's, Hon. Competition Secretary, Hon. Patrons Secretary, the County Coach and two delegates from each affiliated club
6.2 All past Presidents, Honorary Life Vice-Presidents and Life Members shall be eligible to attend in a voting capacity
6.3 The Team Manager, appointed by the Executive, shall also be eligible in voting capacity
6.4 Two members of affiliated clubs who are not members of the Executive, shall be elected or appointed as Indepen dent Examiners of the Accounts at the Annual General Meeting
6.5 The President, Hon. Secretary and Hon. Treasurer shall be ex-officio members of all committees
7. FINANCE COMMITTEE
7.1 A Finance committee, comprising of the Hon. Treasurer and four (4) members elected from the Executive at the Annual General Meeting shall be appointed each year. The Finance Committee will recommend to the Executive any changes to registration, capitation, competition and match fees, all allowances, selling prices of badges, ties and other items, examine costs/income and make such projections as may be deemed appropriate
7.2 The Committee shall meet at least twice in any financial year
8. EMERGENCY COMMITTEE
An Emergency Committee, consisting of the President, Hon. Secretary and Hon. Treasurer shall be empowered to take emergency action and decisions if it proves impractical to call an emergency Executive meeting, such action and decisions to be submitted to the Executive at its next meeting
9. ANNUAL AND OTHER GENERAL MEETINGS
9.1 The Annual General Meeting shall be held in May each year. The Notice and the agenda shall be sent to each affiliate club at least twenty eight days before the date of the meeting
9.2 Each affiliated club shall be entitled to send an additional two delegates to the Annual General Meeting
9.3 Other members may attend and take part in business of these meetings, but only members of the Executive and delegates shall have the power to vote
9.4 Notices of motion and nominations for the officers listed in Rules 6.1, with the exception of the Immediate Past President, must be submitted by the Executive or affiliated clubs at least twenty-eight days before the date of the Annual General Meeting. If, for any reason, during the period between Annual General Meetings vacancies for officers occur, all clubs will be circulated requesting nominations to be sent to the Hon. Secretary within twenty eight days
9.5 No amendments (other than motion for adjournment) shall be moved to any motion proposed at any Annual or Special General Meeting unless written notice shall have been sent to the Hon. Secretary not less than twenty one days previous to meeting. Whenever such Notice shall be given, the same should forthwith be sent to each affiliated club at least fourteen days prior to the Annual General or Special General Meeting
9.6 If more than one nomination is received for any office a paper ballot shall be held
9.7 A Special General Meeting shall be called if so determined by the Executive, or on the requisition of not less than four of the affiliated clubs. Twenty-eight days notice shall be given before calling a Special General Meeting. Such notice to specify the purpose for which the meeting has been called and no other business shall be transacted at that meeting
Attendance and voting shall be in accordance with Rule 9.2 and 9.3
9.8 Standing orders, rules of the E.I.B.A. Limited shall apply
10. QUORUM The necessary quorum for Annual General or Special General Meetings shall be 10 persons who are eligible to attend and vote at such meetings
11. THE EXECUTIVE IN APPEAL
The Executive shall be empowered to adjudicate upon any disputes referred to it, arising between or among affiliated clubs, as to the meaning or interpretation of the Rules, Bye-Law, Regulations, policy or complaint which it shall hold to be within its jurisdiction and to refer, when necessary, matters of Law and Practice to the English Indoor Bowling Association Limited. The subject of reference or appeal must be stated in writing to the Hon. Secretary who shall then call an Executive meeting to deal with the matter
12. CONDITIONS OF PLAY
The Laws of the International Bowling Board shall apply to Indoor games. Clubs may make modifications to laws as may be necessary to meet special local conditions: always provided that such modifications are reported to and approved by the Executive and are published for the information of members and visiting players.
13. AMATEURISM
Rules of the English Indoor Bowling Association Limited shall apply
14. COMPETITIONS
The Executive shall control all Inter-County matches and County competitions and may select teams for the former and draw up rules and regulations for the latter; or they may delegate such powers to a Sub-Committee appointed for that purpose.
15. SELECTION COMMITTEE
15.1 Selection for friendly fixtures shall be as the Executive from time to time determine
15.2 Liberty Trophy, Over 60's Inter County and Home Counties League
(a) Prior to the commencement of each season the Executive shall confirm/appoint a Team Manager, an Assistant Team Manager and a Selector (both of whom may be recommended by the Team Manager). This is to be known as the Management Team
(b) At the commencement of each season a Selection Committee comprising the Management Team will meet to compile a squad of players, as nominated from each club and the Management Team
(c) The Management Team will select from this agreed squad all teams to represent Hampshire Indoor Bowls Association in competitions indicated in para. 15.2
15.3 The Hon. Match Secretary to attend trial selection meetings in non-voting capacity
15.4 Selection for Under 25's County representative matches shall be the responsibility of the Under 25's Team Manager
16. DISCIPLINARY PROCEDURES
16.1 The Executive Committee shall have power to caution, reprimand, suspend or expel any player/players who have been reported to the Association for serious misconduct at, or when participating in, any matches/competitions played under the jurisdiction of the Association. Where players are required to stay overnight with the representative team(s) to the Association, then time at the hotel or other accommodation provided shall be considered to be part of the match.
16.2 Such player/players shall have the right to personal hearings and may bring such witnesses as they may require, provided that the Hon. Secretary shall have been notified at least seven days before the date of the hearing
16.3 Players exercising their right to a personal hearing will be seen by a Disciplinary of four persons (excluding a delegate from his/their own club) and the Team Manager, prior to Executive Committee consideration. This Committee to be chaired by the President
17. INTERPRETATION OF RULES
In all instances where the Constitution and Rules of the Association are ambiguous, conflicting or silent the President shall interpret it at his discretion, subject to ratification at the next meeting of the Executive. Any member aggrieved by this decision may appeal to the Annual General meeting but, until such meeting, the decision of the President shall be binding
18. PATRONS SECTION
The object of this section shall be to assist the County Association in the cost of general expenses
18.1 Any member of any affiliated club may become an Annual Patron on payment of the appropriate annual subscription. He shall be entitled to play in special matches arranged for the Patrons and such other privileges as the Executive may decide from time to time
18.2 The annual subscription shall be such sum determined by the Executive Committee and the annual subscription year shall be from October to September (inclusive)
18.3 Life patronage shall be available to all members irrespective of age, on payment of sum to be determined by the Executive Committee
18.4(a) The Patrons Committee shall consist of the Patrons Secretary, and one delegate from each affiliated club. The Senior Deputy President of the Association or, in his absence, the Junior Deputy President shall be the Chairman of the Committee
(b) Each affiliated club shall appoint one Patron delegate to serve on the Committee. The club delegate will be responsible for, and encouragement of, membership of the Patrons Section within his own club
18.5 The Patrons Secretary shall be responsible for the organisation of the Section. A report of income and expenditure is to be submitted to the Association Hon. Treasurer every three months. The use of the funds to be decided by the Executive and the fund to be maintained at a minimum of £250 and a maximum of £2,000 at the end of each financial year. Monies in excess of £2000 to be transferred to the Association general fund
18.6 A special Patrons lapel badge, and blazer flash (subject to qualification) will be available to subscribers
18.7 The Patron's section Annual Meeting shall be held prior to the Association Annual General Meeting and a full report submitted to the Association Annual General Meeting