The Bradley Stoke Bowls Club
Baileys Court Activity Centre
Baileys Court Road
Bradley Stoke
Bristol
BS32 8BH
Constitution and Rules
Contents
1: Name, Location and Objectives
2: Officers of the Club and Elections
3: Membership, Voting, Rights, Joining, Subscription Fees and Contact Details
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4: Election, Retirement of Members and Payment of Fees
5: Conduct of Members, Disciplinary and Complaints/Grievances
6: Members of Other Bowls England Affiliated Clubs
7: Limitation of Club Liability
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8: Management Committee
9: Committee Meetings, powers, Disclosure 3rd Parties and Authority
10: Members’ Indemnification of the Committee and Contractual Liability
11: Nomination of Honorary/Life Members
12: Selection Committee
13: Social Events, City & County and Touring Teams
14: Annual General Meeting and Business
15: Dissolution of the Club
16: Miscellaneous
17: Exclusion Liability
18: Approvals
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Appendices
Appendix A: Glossary
Appendix B: Club Rules
Appendix C: Approval of Club Colours
1. Name, Location and Objectives
1.1 Title
The Club shall be called the Bradley Stoke Bowls Club, hereafter to be referred to as “The
Club” and shall be affiliated to Bowls England, The City and County of Bristol Bowling
Association and The Gloucestershire Bowling Association.
1.2 Headquarters and Green
The headquarters and green shall be The Bradley Stoke Activity Centre, The Pavilion, Baileys
Court Road, Bradley Stoke, Bristol, BS32 8BH.
1.3 Objectives
The objectives of the Club are to provide facilities for, and to promote participation in, the amateur sport of outdoor flat green bowls in the Bradley Stoke area of Bristol and South Gloucestershire. The Club shall adopt and conform to Bowls England Rules & Regulations and the Crystal Laws of the Sport of Bowls.
2. Officers of the Club and Elections
2.1 Elected Officers
With effect from 1st January 2025, the elected officers of the Club will to be: President, Chair, Vice-Chair, Secretary, Treasurer, Club Captain, Members Representative, Vice-Captain, Saturday Captain, Sunday Captain, Mid-week Captain, Ladies League Captain, Bristol & District League Captain, NE League Captain,
2.2 Election of Officers
All Elected Officers shall be elected at the Annual General Meeting of the Club, from, and by, Full Members of the club. All Officers are elected for a period of one year but may be re-elected to the same office or another office the following year.
2.3 Non-elected Officers and Posts
Posts may be created where essential management support is required from member volunteers or Committee appointments, including but not limited to: Fixture Secretary, Membership Secretary, Monday Night Organiser, Competition Secretary, Press Officer, Sponsorship Officer, Health & Safety Officer, Club Safeguarding & Welfare Officer, City & County of Bristol Rep, Men and Ladies Gloucestershire Reps, Web Master, Deputy Web Master, Social Rep, Accounts Examiner. Rink Diary Administrator, Bonus Ball Organiser, B&D League rep, NE League rep, Raffle Organiser, Rink changer, Tea Rota Monitor, Deputy web master, Gardening team
3. Membership, Voting, Rights and Subscription/Joining Fees
3.1 Categories and votes of Membership
The club may have different classes of membership and subscription on a non-discriminatory and fair basis. There shall be the following categories of membership with power to vote at all relevant meetings of the Club as indicated hereunder.
A FULL MEMBER – being a person who, at the date of election, shall have attained the age of eighteen years shall have one vote.
A JUNIOR MEMBER – being a person who, at the date of election, is under the age of eighteen. Such a member shall be one who at the commencement of the subscription year joins the Club other than as a full member.
AN HONORARY/LIFE MEMBER – who shall have one vote.
A SOCIAL MEMBER – who shall have no vote.
A TEMPORARY MEMBER – being a person who, has shown an interest in joining the Club, signed the Visitors Book but not yet paid the appropriate membership fee and shall have no vote.
3.2 Rights and Privileges of Members
The rights and privileges of each category of membership shall be as follows:-
A FULL MEMBER shall have the full use of the Bradley Stoke Green, within the agreed hours, provided that, the green is not undergoing maintenance or being used for competitions and that they have completed the membership application, been accepted as a member and paid their relevant subscription. Full members are also entitled to submit their names for selection to play for the Club, in Friendly matches, League/County teams and Cup/Club competitions.
A JUNIOR MEMBER shall have the full use of the Bradley Stoke Green within the agreed hours provided that, the green is not undergoing maintenance or being used for competitions and that they have completed the membership application, been accepted as a member and paid their relevant subscription subject only to the Safeguarding policy of this Constitution. Junior members are also entitled to submit their names for selection to play for the Club, in Friendly matches, League/County teams and Cup/Club competitions, subject only to the Safeguarding policy of this Constitution.
AN HONORARY/LIFE MEMBER shall have the full use of the Bradley Stoke Green within the agreed hours provided that, the green is not undergoing maintenance or being used for competitions and paid their relevant subscription. Honorary/Life members are also entitled to submit their names for selection to play for the Club, in Friendly matches, League/County teams and Cup/Club competitions.
A SOCIAL MEMBER is a non-playing member who wishes to support the club and take part in club social activities and has paid the relevant subscription. Candidates for membership shall have no privileges whatsoever in relation to the use of the Club or premises until they have become a member.
A TEMPORARY MEMBER is a person who has signed the Visitors Book, shown an interest in learning more about bowling and/or the Club prior to deciding whether to join and shall have no privileges whatsoever in relation to the use of the Club or premises until they have become a Full, Junior or Social Member.
3.3 Membership Joining and Subscription Fees
The rate of Joining Fee (if any) and Subscription Fee for each category of Membership shall be proposed by the General Committee to the members at the Annual General Meeting in each year. Any proposed changes shall be approved by a majority of those present and entitled to vote and shall become operative from 1st January. The current rate of Joining Fee and Subscription Fee shall be displayed in the membership application form.
Membership of the Club shall be open to anyone interested in the sport of outdoor flat green bowls on application regardless their “Protected Characteristics” of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex and sexual orientation. Membership may however be limited according to available facilities on a non-discriminatory basis.
Membership subscriptions will be kept at levels that will not pose a significant obstacle to people participating.
The Club Committee may refuse membership or, following disciplinary action, remove it, only for good cause, such as, conduct likely to bring the Club or sport into disrepute. Appeal against refusal or removal may be made to the members.
All members shall pay the Joining Fee their first annual subscription fee upon election to the Club and thereafter by 1st April. Members joining after June may be offered a reducing rate at the discretion of the Committee and at rates agreed by the Committee
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3.4 Members’ duty to provide contact details
Every member shall furnish the Secretary with up-to-date contact details that shall be recorded in the Register of Members and be asked to complete a GDPR data protection form. Any notice sent to such address/es either by electronically, by post or hand shall be deemed to have been duly delivered.
4. Application, Retirement of Members and Payment of Fees
4.1 Application for membership
An application for membership shall be in the form prescribed by the Committee and shall include the name, address and contact details of the candidate, a completed GDPR form, and payment of the appropriate fee
4.2 Acceptance of Membership
The committee reserve the right to reject an application for membership but only for good cause, for example bringing the Club into disrepute. The Membership Secretary will confirm membership and provide the member with a New Joiners’ pack. The Club web site will contain the latest Constitution, Club Policies, Fixtures etc.
4.3 Retirement of a member
A member wishing to resign their membership shall give notice in writing to the Secretary and shall not then be liable to pay the subscription for the following year. A member who retires in accordance with this Rule shall not be entitled to have any part of the annual membership fee or any other fees refunded. Unless during the whole of the previous playing season they were unable to play due poor health.
4.4 Arrears of Subscription
The Committee may cancel, without notice being given, the membership of any member whose annual subscription and other annual fees are more than one month in arrears provided that the Committee may, at its absolute discretion, re-instate such member upon payment of arrears. No member whose annual payment is in arrears may use the Club premises or vote at any meeting.
5. Conduct of Members, Disciplinary and Complaints/Grievances
Under-taking by members to comply with rules. Every member, upon election and thereafter, is deemed to have notice of, and undertakes to comply with, the Constitution, policies and bowls etiquette as detailed by the Club.
5.1 Disciplinary action against members
All disciplinary matters will be dealt with in accordance with the Club’s Misconduct policy which complies with Bowls England Regulation 9 (Misconduct). Should any member be expelled, the former member shall not be entitled to have any part of the annual membership fee refunded and must return any property belonging to the Club.
5.2 Complaints
Complaints, except those relating to Safeguarding, shall be addressed in writing to the Secretary and dealt with in accordance with the Club’s Complaints/ Grievance Procedure.
6. Members of other Bowls England Affiliated Clubs
A member of any Club affiliated to Bowls England (a list whereof is published by Bowls England annually) may be authorised to use the premises of the Club as an opponent during approved club fixtures or for other agreed fixtures. Subject to prior approval of Bradley Stoke Council.
7. Limitation of Club liability
All references to the Club in this Section shall mean each and every individual member of the Club from time to time.
Members are bound by the following Rule which shall also be exhibited in a prominent place within the Club premises:
“Members of the Club may use the green and Bailey’s Court premises, in accordance with the Club’s Agreement with Bradley Stoke Council on the provision of services, entirely at their own risk and by implication accept that;”
(a) The Club will not accept any liability for any damage to or loss of property belonging to members.
(b) The Club will not accept any liability for personal injury arising out of the use of the Club premises, any other facilities of the Club either sustained by members or caused by the said members whether or not such damage or injury could have been attributed to or was occasioned by the neglect, default or negligence of any of them, the Officers, Committee or Servants of the Club.”
Membership of the Club, acceptance of these Rules and completion of a GDPR form by the member will be deemed to constitute consent to the holding of relevant personal data for the purposes of the Data Protection Act.
8. Management Committee
8.1 Composition of the Committee
The Committee shall consist of the Officers, ex officio, and not less than 4 or more than 6 Full Members (Chair, Vice Chair, Club Captain, Secretary, Treasurer) and 1 other Full Member (who have attained the age of eighteen years), elected at the Annual General Meeting to hold office for the term of their elected period to act as the Member’s Representative. A member may not hold two Committee posts.
Candidates for election to the Committee shall be those members of the retiring Committee eligible to offer themselves for re-election and such other full members whose nominations (duly proposed and seconded in writing by Full members of the Club) with their consent shall have been received by the Secretary at least 28 days before the date of the Annual General Meeting in each year. Such nominations, together with the names of the Proposer and Seconder shall be notified to all members at least 14 days prior to the date of the Annual General Meeting.
If the number of candidates for election is greater than the number of vacancies to be filled then there shall be a ballot of those members present and entitled to vote at the Annual General Meeting.
If the number of candidates for election is equal to or less than the number of vacancies to be filled then all candidates shall be deemed to be elected if majority of those present at the Annual General Meeting, and entitled to vote, vote in favour of such election.
In the event of the ballot failing to determine the members of the Committee because of an equality of votes the candidate or candidates to be elected from those having an equal number of votes shall be determined by lot or previously nominated person.
If, for any reason, a casual vacancy shall occur, the Committee may co-opt another person to fill such a vacancy until the next following Annual General Meeting. Co-opted Members will be entitled to vote.
9. Committee Meetings, Powers, Disclosure to Third Parties and Authority
9.1 Committee Meetings
The Committee shall endeavour to meet at least 4 times a year making such arrangements as to the conduct, place of assembly and holding of such meetings as it may wish.
Voting shall be by show of hands. In the case of equality of votes the Chair (or other nominated person) shall be entitled to a second and casting vote.
Three members personally present or via video link such as Microsoft Teams/Zoom shall form a quorum at a meeting of the Committee.
Any conflict of interest must be declared to the Chairman (or other nominated person) prior to the start of the meeting. The Chairman (or other nominated person) will determine if the person may remain in the meeting and/or vote when the item is discussed.
9.2 Powers of the Committee
To control the affairs of the Club on behalf of the Members.
To keep accurate accounts of the finances of the Club through the Treasurer. These should be available for reasonable inspection by Members and should be examined by the appointed Accounts Examiner before every Annual General Meeting. The club shall maintain a bank current account. Payment made by bank transfer or other electronic methods, above £250 to any one account within a calendar month should have the written approval of one other committee member. This may be by electronic means (email, text, etc) The Treasurer and one other Executive Officer must sign any cheques drawn against Club funds.
To co-opt additional members of the Committee as the Committee feels necessary. Co-opted members shall not be entitled to vote on the Committee.
The Committee may appoint such sub-Committees as it may deem necessary to fulfil the Club’s business and may delegate such of its powers as it may think fit upon such terms and conditions as shall be deemed expedient and/or required by the law.
The Committee shall manage the affairs of the Club according to the Rules and shall cause the funds of the Club to be applied solely to the objects of the Club. In particular, the Committee shall ensure that the property and funds of the Club will not be used for the direct or indirect private benefit of Members other than as reasonably allowed by the Rules. No surpluses or assets will be distributed to members, or third parties and all surplus income or profits will be re-invested in the Club.
9.3 Disclosure of Interest to Third Parties
A member of the Committee, of a sub-Committee or any member of the Club, in transacting business for the Club, shall disclose to third parties that they are so acting.
9.4 Limitation of Committee's Authority
The Committee, or any person or sub-Committee delegated by the Committee to act as agent for the Club or its members, shall enter into contracts only as far as expressly authorised, or authorised by implication, by the Committee. No one shall, without the express authority of the Committee, borrow money or incur debts on behalf of the Club or its membership.
10. Members’ indemnification of Committee and Contractual Liability
In pursuance of the authority vested in the Committee by members of the Club, members of the Committee are entitled to be indemnified by the members of the Club against any liabilities properly incurred by them or any one of them on behalf of the Club wherever the contract is of a duly authorised nature or could be assumed to be of a duly authorised nature and entered into on behalf of the Club.
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10.1 Indemnity Clause
“Each member of the Club shall (to the extent that such person is not entitled to recover under any policy of insurance) be entitled to be indemnified out of all funds available to the Club which may lawfully be so applied against all costs, expenses and liabilities whatsoever [reasonably] incurred by such person in the proper execution and discharge of duties undertaken on behalf of the Club arising there from, or incurred in good faith in the purported discharge of such duties.”
“Save in any such case where any such costs, expenses and liabilities arise in connection with any negligence, default, breach of duty or breach of trust.”
“Provided that any such member so indemnified has been properly authorised in relation to the duties undertaken on behalf of the Club by the General Committee.”
The limit of any individual member's indemnity in this respect shall be a sum equal to one year's subscription at the then current rate of that category of membership unless the Committee has been authorised to exceed such limit by a General Meeting of the Club.
10.2 Contractual Liability
The Committee shall endeavour to ensure that the following clause is incorporated in every contract, lease, licence or other agreement entered into by the Committee and/or Trustees of the Club, as appropriate.
“The liability of the Committee for the performance of any contractual or other obligation undertaken by them on behalf of the Club shall be limited to the assets of the Club from time to time.”
11. Nomination of Honorary/Life Members
The Committee may nominate for election at an Annual General Meeting such Honorary/Life Members as the Committee may think fit.
The election of Honorary/Life Members shall be placed before the Annual General Meeting each year and such Honorary Members shall be duly elected if two thirds of those present, and entitled to vote, vote in favour of election.
12. Selection Committee
Selection committees for friendlies, leagues and cup games are appointed by the committee on an annual basis, and they shall:
Liaise with the Fixture Secretary or a nominated deputy to make the necessary bookings and cancellation arrangements. Select all teams for friendly, league and cup matches. Liaise with The Club Treasurer prior to committing any Club expenditure.
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13. Social Events, City & County and Touring Team Matches
The Sponsorship Officer and Social Representative assisted by members shall:
Seek approval from the Committee when organising sponsorships, fundraising and social events keeping detailed records of all expenditure. Organise catering facilities for matches and social events.
Operate within the budget approved by the Committee.
Operate within the Club’s Health and Safety rules and Food Hygiene Regulations.
14. Annual General Meeting and Business
14.1 The Annual General Meeting
The Annual General Meeting (AGM) shall be held not later than the end of November each year. 28 clear days’ written notice of the Annual General Meeting shall be given to Members. This may be electronically, by hand or by post. 28 days’ notice, to the Secretary is required for any proposals for change to the Constitution or Club Rules. Members must advise the Secretary in writing of any business to be considered at the Annual General Meeting at least 14 days before a meeting. The Secretary shall circulate or give notice of the agenda for the meeting to Members not less than 7days before the meeting.
No business, except the passing of the Accounts and the election of the Officers, Committee, and Honorary Auditors, and any business that the Committee may order to be inserted in the notice convening the meeting shall be discussed at such meeting unless notice thereof be given in writing by a member entitled to vote to the Secretary at least 14 days before the date of the Annual General Meeting.
The Committee may at any time, upon giving 21 days’ notice in writing, call a Special General Meeting of the Club for any special business, the nature of which shall be stated in the summons convening the meeting, and the discussion at such meeting shall be confined to the business stated in the notice sent to members.
The Committee shall call a Special General Meeting upon a written request addressed to the Secretary signed by at least 20 members. The Committee shall meet within 21 days of the request in order to call a SGM. The Committee shall give 21 days’ notice in writing of any such Special General Meeting. The discussion at such meeting shall be confined to the business stated in the notice sent to members.
At every meeting of the Club the Chair will preside, or in their absence the Vice Chair, or a Chair elected by a majority of those present shall preside.
30% of members entitled to vote at the relevant meeting shall form a quorum at any General Meeting of the Club and must be personally present.
Only Full Members or Honorary Members shall vote at any General Meeting of the Club. Other members may attend and speak but are not entitled to vote. Voting shall be by show of hands. In the case of an equality of votes the Chairperson (or other nominated person) shall have a second or casting vote, on any matter.
On any resolution properly put to a meeting of the Club relating to the Constitution, the creation, repeal or amendment of any Rule, Byelaw or Regulation of the Club such Rule, Byelaw or Regulation shall not be created, repealed or amended except by a majority vote of at least two-thirds of those present and entitled to vote.
14.2 The Business of the Annual General Meeting
All members attending the meeting will be required to sign the attendance register.
The Business of the Annual General Meeting (AGM) shall be to:-
1. Confirm the minutes of the previous Annual General Meeting and any General Meetings held since the last Annual General Meeting (Secretary).
2. Receive the examined accounts for the year (Treasurer).
3. Receive the annual report of the Committee (The Chair).
4. Receive the annual report of the Fixtures (Fixtures Secretary)
5. Receive the annual report from the Captains (Captains)
6. Receive the annual report on Monday Night Organiser(s)
7. Receive the annual report on Competitions (Competitions Secretary)
8. Receive other reports as deemed appropriate by the committee and specified when the AGM
notice is circulated
9. Elect the Officers and Committee Members of the Club.
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15. Dissolution of the Club
The future operation and continuance of The Club requires that The Club operates within the terms of the agreement with Bradley Stoke Town Council. Members should be aware that maintenance of these terms and conditions are paramount to the future viability of The Club.
If, at any General Meeting of the Club, a resolution be passed calling for the dissolution of the Club, the Secretary shall immediately convene a Special General Meeting to be held not less than one month thereafter to discuss and vote on the resolution.
If, at that Special General Meeting, the resolution is carried by at least two-thirds of the Members present, the Committee shall thereupon, or at such date as shall have been specified in the resolution, proceed to realise the assets of the Club and discharge all debts and liabilities of the Club.
If, upon the winding up or dissolution of the Club, there remains after the satisfaction of all its debts and liabilities any property whatsoever, the remaining assets shall be paid or distributed in equal shares amongst the Full Members of the Club who have been in continuous membership for a minimum of 36 calendar months immediately prior to the date of dissolution.
16. Miscellaneous
16.1 Opening of Club Premises
The Club premises shall be open to the members at such times as the Committee shall direct and as made available under the terms of the Club's Agreement with Bradley Stoke Council. Those times will be posted on the Club Office notice board. Normally times of play are from about 9.00am until sundown, provided that the green is not undergoing maintenance or in the opinion of the Leisure Assistant or a Club Officer is unfit for play.
16.2 Dress
Applies regardless of fixture and at all times for ladies and gentlemen using the green. Club
shirts from an approved supplier featuring the club badge and agreed design. Shorts, skirts or
trousers to be from the approved supplier in the approved colour, with club badge. Or
unbranded tailored garments in the approved colour. Smart casual dress is required for roll
ups. Official supplier and designs may change from time to time by Committee agreement.
Changes, if any, to the approved colour can only be made at the AGM (or a correctly
constituted Special General Meeting) and is subject to Bowls England approval and will be
recorded in appendix C of this document.
16.3 Duties
The members of the club may be called upon to perform duties, when considered necessary to assist the function and economics of the club, after agreement at an AGM or SGM.
16.4 Safeguarding
The Club’s Safe guarding policy adheres to the Safeguarding Policy of Bowls England for young persons and vulnerable adults. The Club will ensure that all the contents are communicated to the members and clearly displayed on the Club’s Office notice board for all members and visitors.
The Club will also take appropriate steps to appoint and train a Safeguarding Officer who might also hold the role of Club Welfare Officer and Health & Safety Officer.
16.5 Discipline
All disciplinary matters should be dealt with initially by the Captain of the day, any serious misconduct likely to lead to suspension or exclusion should be reported to the Chair and the Club’s Misconduct policy shall be followed.
16.6. Visitors
Opponents in competitions and matches shall be guests of the club and not liable to green fees, all other non-members of the club who wish to play should be advised that green fees must be paid to the Activity Centre unless otherwise agreed with Bradley Stoke Council.
16.7 The Club Agreement
The Club shall operate within the terms of the Agreement negotiated with Bradley Stoke Town Council Leisure Assistant.
16.8 Equalities
All members must adhere to the club’s Equality Policy which complies with the Equality Policy of Bowls Development Agency and Bowls England.
16.9 Licensing
The club shall adhere to the requirements of the Licensing Act (or any subsequent Act) with regard to the purchase of excisable goods.
16.10 Binding Contract
The Members acknowledge this document constitutes a legally binding contract to regulate the relationship of the members with each other and the Club.
17. Exclusion of Liability
The Club or any Officer/Post holder shall not be liable to any Member, Guest or Visitor on the premises for any loss or damage to any property whatsoever and however arising.
18. Approvals
The above revised Bradley Stoke Bowls Club Constitution was recommended and approved at the Annual General Meeting held on Friday !8th October 2024
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Date to be inserted Signed
Steve Norton
Secretary
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Appendix A: Glossary
Club Rules
The Club Rules set out how the club operates and are usually set at an Annual General Meeting.
Proposer
The proposer may recommend (a person) for a position, office or membership.
Seconder
The seconder will support the recommendation made by the Proposer.
Appendix B: Club Rules
Damage to Club property
A member shall not knowingly remove, injure, destroy or damage any property of the Club and shall make restitution for the same if called upon to do so by the Committee or by the
Secretary upon the instructions of the Committee.
Exhibiting of notices
A member shall not cause any communication in whatever form to be exhibited on Club notice boards or premises without prior written permission of the Secretary.
Settlement of Accounts
A member shall settle any indebtedness for refreshment or otherwise before leaving the Club premises, or in accordance with any byelaw relating to the settlement of such indebtedness.
Suggestions
All suggestions shall be entered in the Suggestion Box and signed by the Member.
APPENDIX C
Approved colours for trousers, shorts and skirts
2024 season: non specific grey
2025 Season TBC at 2024 AGM
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