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Milton Park Bowling Association

Constitution

MILTON PARK BOWLING ASSOCIATION

CONSTITUTION

1.            Name:

The name of the Association shall be The Milton Park Bowling Association, hereafter referred to as ‘the Association’.

2.        Purpose:

The purposes of the Association are to provide facilities for the amateur sport of bowls in the City of Portsmouth and to promote community participation in the same.

3.        Membership:

3.1    Membership of the Association shall be open to anyone interested in the sport upon application, regardless of gender, age, disability, ethnicity, nationality, sexual orientation, religion or other beliefs. However, limitation of membership according to available facilities is allowable on a non-discriminatory basis.

3.2     The Association may have different classes of membership and subscription on a non-discriminatory and fair basis. The Association will keep subscription at levels which will not pose a significant obstacle to people participating.

3.3     The Association committee may refuse membership, or remove it, only for a good cause such as conduct or character likely to bring the Association or the sport into disrepute. Appeal against refusal or removal may be made to the members.

4.    Officers

4.1     The officers of the Association shall be Chair, Vice Chair, Secretary, Treasurer and such other officers as the members may from time to time determine.

4.2     All officers shall be elected at the Annual General Meeting of the Association from and by the members present.

4.3    All officers are elected for a period of one year but may stand for re-election to the same office or to another office the following year.

5.     The Committee

5.1    The affairs of the Association shall be controlled by a Committee comprising the Officers as in 4 above and such other officers as the members from time to time decide on at a general meeting. In addition each participating group may nominate two group members to serve on the Committee as a liaison person, each with the right to vote.

5.2    The Committee shall meet not less than six (6) times a year.

5.3    Proceedings at Committee meetings:

(a)    The quorum for a committee meeting shall be one third of committee members.

(b)    Decisions shall be made on the basis of a simple majority vote of those present with the power to vote. In the case of equal votes, the Chair shall have the casting vote.

(c)    Minutes shall be kept of the proceedings at all committee meetings and shall be made available to members.

 

5.4    The duties of the Committee shall be:

(a)    To control the affairs of the Association on behalf of the members

(b)    To keep accurate accounts of the finances of the Association which should be available for reasonable inspection by members and should be independently examined by the appointed Independent Examiner before every Annual General Meeting. The Association shall maintain a bank account with a bank or building society chosen by the Committee. Any cheques or other withdrawals against the Association funds should be signed by two of the four signatories authorised by the Committee, whose names shall be recorded in the minutes.

(c)    To promote amateur participation in the sport by:

(i)   Ensuring the facilities are available for ‘pay to play’ sessions during the season

(ii)   The organisation of open days and taster sessions at least once a year 

(iii)   The provision of coaching for new players

(iv)   The provision of equipment to hire for visitors and new players

(v)   The promotion of junior players

(vi)   Supporting the development of new Associations and groups 

(d)    To have due regard to the law on disability discrimination and the safeguarding of children and vulnerable adults 

5.5    The powers of the Committee shall be:

(a)    To co-opt additional members onto the Committee as the Committee feels necessary, so long as the number of co-opted members of the Committee shall form no more than one third of the total Committee members.

(b)    To appoint any sub-committees as necessary to carry out the business of the Association. The Committee shall set the terms of reference and composition of any such sub-committee, which will report its deliberations to the Committee in a prompt fashion.

(c)     To purchase lease or otherwise acquire any property and to construct, maintain or alter any building or premises which the Association may think necessary for the promotion of its purposes.

(d)    To invest the monies of the Association not immediately required for the furtherance of its purpose in such investments or securities as may be thought fit, subject to any conditions or consents required by law.

(e)    To pay such staff as are necessary in furtherance of the purposes of the Association and to make reasonable and necessary provision for the payment of pensions on behalf of employees and their widows, widowers and dependents.

(f)    To provide indemnity insurance to cover the liability of the Association members or any one of them which would otherwise attach to them in respect of any negligence, default or breach of duty in relation to the Association provided that any such insurance shall not extend to any claim arising from any act or omission which the member knew to be a breach of duty or in reckless disregard of whether it was a breach of duty or not.

(g)    To affiliate, become a member of or co-operate with any other organisation or group whose Purposes are wholly or in part similar to those of Association and by which its constitution prohibits the distribution of its income and property amongst its members to at least the same extent as is imposed upon the Association under Clause 8 below.

(h)     To enter into contracts on behalf of all members in furtherance of the Purposes of the Association.

(i)    To do other such lawful things as are necessary for the attainment of the Purposes of the Association.

(j)    To do nothing which would cause the Association to lose its status as a Community Amateur Sports Association.

6    General Meetings:

6.1    The Annual General Meeting (AGM) shall be held each year. The first AGM shall be held within 15 months of the registration of the Constitution. 21 days clear notice shall be given in writing to members by either circulating a copy of the notice to every member at their home address or by posting a notice on the Association notice board. Members must advise the Secretary in writing of any business to be considered at the AGM at least 14 days before the date of the meeting. The Secretary shall circulate or give notice to the members of the agenda for the meeting not less than 7 days before the meeting.

6.2    The business of the AGM shall be to:

(a)    Receive the independently examined accounts for the previous year

(b)    Receive the annual report of the Committee

(c)    Elect an Independent Examiner for the coming year

(d)    Elect the Officers of the Association for the coming year

(e)    Transact such other business as has been received by the Secretary in writing from members 14 days prior to the meeting and included on the agenda.

6.3    Nominations of candidates for election as Officers shall be made in writing to the Secretary at least 14 days in advance of the AGM and shall be posted on the Association / Association board at least 7 days in advance of the meeting.

6.4    A Special General meeting may be convened by the Committee or shall be convened by the Committee on receipt by the Secretary of a request in writing from not less than 25% of members of the Association. At least 21 days notice of the meeting shall be given.

6.5    At all General Meetings the Chair shall be taken by the Chair of the Committee or in his/her absence, by a deputy appointed by the members attending the meeting.

6.6    Decisions made at a General Meeting shall be by a simple majority of votes by the members attending. Each member shall have one vote. In the event of equal votes the Chair of the meeting shall have a second or casting vote.  

6.7    A quorum for a general Meeting shall be 30 members or 20% of the membership of the Association, whichever shall be the greater.

7    Alterations to the Constitution

7.1    Any proposed alteration to this constitution may only be considered at an Annual or Special General Meeting convened with the required written notice of the proposal. Such alterations shall be passed if supported by no less than two thirds of the members present, assuming that a quorum has been achieved.

7.2    No alteration shall be made to this constitution which would cause the Association to cease to meet the requirements of Community Amateur Sports Association (CASC) registration.

8    Property and Funds

8.1    The property and funds of the Association may not be used for the direct or indirect private benefit of members other than as can be reasonably allowed by the Rules and all surplus profits are to be reinvested in the Association. No surpluses or assets shall be distributed to members or to third parties.

8.2    The Association shall appoint not less than three named individuals to hold any real property held by or in trust for the Association. In the event of any resignation, death or disqualification of an individual Holding Trustee the Committee shall be empowered to appoint a replacement. Holding Trustees shall act in accordance with the lawful directions of the Committee. Provided that they act only in accordance with such lawful directions, holding trustees shall not be liable for the acts and defaults of members of the Committee.

8.3    The Association may provide sporting and related social facilities, sporting equipment, coaching, courses, insurance cover, medical treatment, away match expenses, post-match refreshments and other ordinary benefits of a CASC as provided for in the Finance Act 2002.

8.4    The Association may also in connection with the amateur sports purposes of the Association:

(a)    Sell and supply food, drink and related sports clothing and equipment

(b)    Employ members (though not for playing) and remunerate them for providing goods and services, on fair terms set by the Committee without the person concerned being present and duly recorded in the minutes.

(c)    Pay for reasonable hospitality for visiting teams and guests

(d)    Indemnify the Committee and members acting properly in the course of running the Association against any liability incurred in the proper running of the Association (but only to the extent of its assets).

9.    Winding Up

9.1    The members may vote to wind up the Association if not less than three quarters of those present and voting support the proposal at a properly convened General Meeting.

9.2    The Committee will then be responsible for the orderly winding up of the Association’s affairs.

9.3    After settling the liabilities of the Association the Committee shall dispose of the net assets remaining to one of the following:

(a)     To another Association with similar sports purposes which is a registered charity and/or

(b)    To another Association with similar sports purposes which is a registered CASC and/or

(c)    To the sports governing body for use by them for related community sports.

10    Priority

Where there is any conflict between any of the above provisions and any other rule or rules the provisions above will take priority, interpretation of all provisions must be consistent with the statutory requirements for CASC (which means Community Amateur Sports Associations as first provided for by the Finance Act 2002