Westmanstown Bowlng Club Constitution

1. DEFINITIONS
In this Constitution –  “The Club” means the Westmanstown Bowling Club

2.   OBJECTIVES
The primary objectives of the Club will be to promote, manage and encourage the game of bowling amongst its members.

3.   MANAGEMENT
(a)                      The membership of the Club will consist of Ordinary, Family, Junior Members and Honorary Life Members.

(b)                        The management of the Club will be in the hands of an Executive Committee, the members of which shall be elected annually at the Annual General Meeting (AGM) of the Club as follows: – President, Secretary, Treasurer, Lady Club Captain, Gent Club Captain and Public Relations Officer and one representative from each of the All-Weather League, the Indoor League and the Green Committee will also be members of the Executive Committee

(c)                  The President shall be a serving or retired member of the Garda Siochana.

(d)                     Three members shall be elected at the AGM to act as Trustees and they shall act as Trustees until replaced by a decision of an AGM / EGM or until they retire

The Trustees shall be elected for a term of five years apart from the three trustees elected in February 2017 who shall serve, one for a period of three year, one for four years and one for five years. It will be decided by lot, which Trustee shall serve which term.

In the event of a Trustee not completing his/her term a member shall be co-opted by the Executive to serve the outstanding term

The Trustees term of office shall end at the AGM of the respective year

(e)
(i)       The Ladies Captain will be in charge of the Ladies bowling committee and will chair all meetings at which she is present.  In her absence, the members present at the meeting will appoint a chairperson.  The members of the Ladies bowling committee will be elected annually at the AGM.  The Ladies bowling committee will consist of the Ladies Captain, Vice Captain, Secretary (whose name will be listed in the LBLI. Association’s booklet), Competitions Secretary, two Selectors and two LBLI. Council Delegates.   The Selection Committee will comprise the Ladies Captain and two selectors each with an equal say in the selection of teams.

(ii)     “The Gents Captain will be in charge of the Gents bowling committee and will chair all meetings at which he is present.  In his absence the Vice Captain will chair the meeting, otherwise the members present at the meeting will appoint a chairman.  The members of the Gents bowling committee will be elected annually at the AGM.  The Gents bowling committee will consist of the Gents Captain, a Vice-Captain, a Secretary (whose name will be listed in the BLI. Association’s website), a Competitions Secretary, two Selectors and one BLI. Delegate.  The Selection Committee will comprise the Gents Captain and two selectors each with an equal say in that selection of teams. The captain for the time being of each team will join the Selection Committee in selecting that team and will have an equal say in that selection

(iii)   A Green’s Committee consisting of seven members shall be elected annually at the AGM. The members of that committee shall elect a Chairperson who will also be a member Executive Committee

(iv)   The annual preseason meeting of the Indoor Section shall be held in June.  At this meeting the members present shall elect a Chairperson, Secretary, Treasurer, Selectors and a member who shall represent the section on the Executive committee.  They shall manage the affairs of the indoor section until the next preseason meeting,

(v)    A meeting of interested members shall be held not later than the end of September of each year to organise the club’s participation in the All Weather Winter league and to elect a member who shall represent the section on the Executive committee

(f)        A Children’s Officer shall be appointed annually by the Executive  Committee as soon as possible after the AGM.  Such Children’s Officer shall report on a regular basis to the Executive Committee.

(g)        The Captains or the Bowling Secretaries will ensure that a copy of all correspondence received is forwarded to the Executive Committee Secretary and will also bring to his/her notice all arrangements pertaining to the use of the Club facilities.

(h)        The President, Treasurer, Secretary and Trustees shall have the right by request to sit in, as a non-voting member, on any committee of the Club.

(I)        All committees shall meet as soon as possible after the AGM.

(j)         Where the Constitution is amended at the AGM all members of the Club shall be furnished with a copy of the amended Constitution as soon as possible after the AGM.

(k)        All new members shall be furnished with a copy of the Constitution.

The constitution will also be available to members on the club website

(l)          The Executive Committee shall publish a calendar of events in January of each year

4.  NOMINATIONS

(a)                A nominee for a position on any committee of the Club must have been a paid up member of the Club for the two years preceding such nomination.

 

(b)               Nominations must be made to the Secretary in writing at least 28 days before the date of the AGM.   Such notices of nomination duly proposed and seconded, shall be posted on the Club Notice Board and sent by e mail to all members at least 6 days prior to the date of the AGM.

 

(c)                A sheet to receive nominations shall be posted on the Club Notice Board   by the middle of August prior to the AGM.

5.   CLUB COMMITTEES

(a)                 The bowling committees shall be elected  by the members present at the AGM. The Ladies committee by the ladies  and in the case of the Gents by the Gent for a term of office of one year or until the next AGM.

The outgoing President may at his/her discretion become a member of the Executive Committee for the year after holding office

(b)                    Four members shall form a quorum at any committee meeting other     than a meeting of a Selection Committee.

(c)                No member shall serve in the same position for more than 3 years after which no nomination will be accepted for that member for one year for that position.  This does not preclude any member from being nominated for another position on a committee.

(d)                No member elected to a position on the Executive or Bowling Committees may be elected to any other position on those committees in the same year with the exception of the Chairperson of the Green’s Committee”

(e)                 The President, Secretary, Treasurer, Lady Captain, Gent Captain, Public Relations Officer, and one representative from each of the All-weather league, the Indoor League and the Green Committee shall be members of the Executive Committee

(f)        The committees shall organize and manage the affairs of the section, which they represent and shall interface with the relevant National Organizations through their elected representative

 

6        ANNUAL GENERAL MEETING

(a)                                 .

The AGM shall be held each year in November on a date to be fixed by the Executive Committee for the purpose of electing officers and committees, for receiving the reports of the Treasurer and the Captains and transacting any other business permitted by the Chairman.  The date fixed shall be notified in the newsletter published prior to the Ladies and Gents pre-season meetings. Further notice of the AGM shall be published at least two weeks before the AGM as well as a copy of the accounts and a copy of the agenda and motions for the meeting.

(b)                              Twenty members which must include two Executive Committee members with the right to vote shall be a quorum for all General Meetings of the Club

(c)            A member with the right to vote may have a motion placed on the agenda of the AGM if another such member seconds it.  Notice of such motion must be given, in writing, to the Secretary at least 28 days before the date of the AGM

(d)           No motion may be proposed at the AGM other than those specified in the notice of such meeting except for amendments and riders of agenda to such motion.

(e)          It shall be open at the AGM for any member to move a vote of thanks, condolence or congratulations, without notice

7        HONORARY LIFE MEMBERS

(a)        The Club at General Meetings, may upon the unanimous recommendation of the Executive Committee, elect Honorary Life members in recognition of their services to the Club or to the game of bowling or by reason of such person, having attained such specific distinction in any other sphere that in the opinion of such General Meeting it is desirable in the interest of the Club to elect such person as a Honorary Life Member.

(b) .      At any meeting of the Club, Honorary Life Members shall have the same rights as ordinary members

8.     MEMBERSHIP.

Membership of the club shall be for period of not less than one year, shall consist of the following categories –

(a)          Ordinary Members shall be any single person over the age of 18 years.

(b)        Family membership shall be open to Husband/wife/partner.

(c)         Junior Members shall be children who are between 10 and 18 years

of age on the 1st day of September of the subscription year, and in receipt of full time education. Junior members will have no voting rights

Family membership shall have the same rights and privileges as      ordinary members

9,   SUBSCRIPTIONS

(a)                                  .     The annual subscription, other annual charges and entrance fees for members will be such sum as members may determine at the AGM preceding the start of the subscription year or at an EGM, following consultation by the Executive Committee

(b)                                  A signing on fee to be determined by the Executive Committee will be applicable to all new adult members

(c)                                  The subscription year shall commence on the 1st day of April in each year.  Anybody who has not paid their subscription and other annual charges by 31st  of March of that year will be deemed to have relinquished their membership and may not be selected to take part in League, Cup or Club Competitions until such time as they have paid their fees.

(d)                All subscriptions will be payable to the Treasurer of the Club who shall have charge of the finances of the Club and shall keep correct accounts and books showing the financial affairs and receipts and disbursements of the Club.

(e)                 The accounts of the Club will be closed on the 30th of September each year.

(f)                 Two auditors will be elected at the AGM to agree on the balance sheet for presentation to the next AGM.  These auditors will be members of the Club present at the AGM.

(g)                 The Executive shall have the power to alter the first year subscription of new members as a means of encouraging new members.

(h)                                 The Executive shall have the power to waiver subscription of a member who through unusual circumstance is unable to take part in bowling for a given time

10        ADMISSION OF MEMBERS

(d)                                 To be eligible for membership all applicants must be members or Social Member of Westmanstown Sports Club

(e)                                  Candidates for membership must be duly proposed and seconded by members of the Club and the proposer must have been a member of the Club for at least two consecutive years.

(f)                                      The appropriate fee will accompany applications to be considered at the next meeting of the Executive Committee.  Such applications will be determined by secret ballot of the Committee.  One adverse vote in two shall exclude the candidate

(g)                                      .A candidate for membership must be at least 18 years of age on the date of application except at the discretion of the Executive Committee where younger members may be admitted in exceptional circumstances.

(h)                                 All new applicants must agree in writing to comply with the Constitution of the Club.   Payment of the Annual Subscription from current members will indicate such agreement.

(i)                                   The Executive Committee will determine the maximum number of members in any year.

(j)                                   The Executive Committee may interview all new member applicants.

11      POWER OF EXECUTIVE COMMITTEE

Four members shall form a quorum.  The Committee will have the power to co-opt members to fill vacancies which may occur. The Committee will also have power to co-opt members to fill positions on committees for which nominations have not been received in accordance with Section 4(c).

(a)     The chairperson shall have a deliberate as well as a casting vote.  The Committee shall manage the affairs of the Club, appoint such sub-committees and make such temporary regulations as it sees fit, and act in furtherance of the objectives of the Club.  The Committee shall be indemnified against risk and expenses out of the Club property and by the general body of members for the time being.

(b)    The President shall chair all meetings of the Executive Committee and all general meetings of members.  In the absence of the President, any elected member of the Club may be elected as chairperson by majority vote of those present.

(c )    An SGM may be called at any time by a majority decision of the Committee or shall be called by the Committee on written notice being served on the Secretary signed by at least 20 ordinary members of the Club.  In the latter case the meeting must be called within 21 days of such notice being so served for a date not later than a further 21 days from the date the meeting is called.  Only items contained in such notice may be discussed at the meeting.

(d)       The right to vote at any AGM or SGM shall be afforded to all members excluding Junior Family members who are paid-up members three months before the date of the meeting   Husband and wife or partners in a family membership shall have full voting rights and be individually considered as ordinary members.

12.       ROLE OF OFFICERS

All officers must act at all times in accordance with the provisions of the Constitution, the rules and the decision of the Executive Committee

PRESIDENT

(a)                                   The President shall be responsible for the day to day running of the Club between meetings of the Executive Committee including the taking of emergency decisions and shall report to the Executive Committee accordingly at its meetings

(b)                                 The President shall in the day to day running of the Club act in accordance with the decisions of the Executive Committee.

.                              HON. SECRETARY

The Hon. Secretary must act at all times in accordance with the provisions of this Constitution, the Rules and the decisions of the Executive Committee, and shall be responsible for the following matters:

(a)                                     Issuing notices and agenda of all meetings of the Executive Committee and of the Club within the appropriate time limits;

(b)                 Recording minutes of all meetings of the Executive Committee and of the Club;

(c)                Keeping all records of the Club,

(d)               Supervising the election of Members;

(e)                Dealing with all correspondence arising in connection with the business of the Club;

HON. TREASURER
The Hon. Treasurer must act at all times in accordance with the provisions of this Constitution, the Rules and the decisions of the Executive Committee and, is responsible for the following matters

(a)                  Receipt and disbursement of the funds of the Club;

(b)                  Compilation of budgets;

(c)          Ensuring that correct accounts and books are maintained;

(d)                    The lodgment of all monies received into a bank or credit union approved by the Executive Committee on account of and for the use of the Club;

(e)          Regular reporting to the Executive Committee on the state of the Club’s finances; and Presenting the Auditor’s report to the AGM.

TRUSTEES

(a).    (i)         There shall be three elected

(ii)        A Trustee must be a club member, over 18 years of age and have at least three years membership prior to appointment.

(b)     A Trustee shall cease to be a Trustee if:

(i)      He/she resigns from the trusteeship.

(ii).    If removed by a vote of two-thirds of the members present at a Club Annual or Special General Meeting – due notice having been served to the members

(iii)     Is no longer a member of Westmanstown Bowling Club

(c).    The Trustees shall be known as “The Trustees of the Westmanstown Bowling Club”

(d).   All properties of the club shall be vested in the Trustees to be dealt with by them, held, sold, mortgaged, leased, etc., as the club shall from time to time direct and so record in the minute book.

(e).    The funds of the club, over and above current year’s requirements shall be vested in the Trustees and held in deposit / investment accounts in the name of the “Westmanstown Bowling Club”. Such accounts to be used as the club may from time to time direct & shall require the signatures of any of the three Trustees and in addition, the signature of the Club Honorary Treasurer.

(f)     The Trustees shall be indemnified against risk and expense by the club, provided they act in a prudent and sensible manner consistent with the interests and objects of the club.

(g).    The Trustees shall act with majority agreement.

(h).    The Trustees may meet as and when necessary but in any event shall meet once per year, with the club Treasurer to review the club assets and trust funds.

(i)     The Trustees shall have the right to attend any committee meeting of the club but will not have voting rights at such meeting unless he/she is a member of that committee.

13      VISITORS

(a)     Members may introduce visitors who are qualified bowlers for the purpose of playing on any day.  The names of the introducing members and of the visitor must be entered on a club envelope and a sum, decided on from time to time by the Executive Committee, must be placed in the envelope for visitor(s) introduced, prior to play.  No person shall be introduced as a visitor to the Club more than seven times in any season.  The Executive Committee shall have the right to suspend or vary this rule and also to refuse admission to any visitor without assigning any reason.  No member may introduce more than three visitors at any time except by prior arrangement with the Executive Committee.

(b)     The introducing member shall be responsible for (i) ensuring that the relevant fee is paid, (ii) the conduct of such visitor(s) during such visit and will accompany their visitor(s) during all appropriate times while visitors are using club facilities, and (iii) signing the bowling register with date, name and rink used.

14           REMOVAL OF MEMBERS

If any circumstances connected with the conduct of a member and likely to endanger the welfare or good order of the Club, be brought in writing to the notice of the Executive Committee, it shall be in their discretion to call an Executive Committee meeting.   Such meeting shall have the power to consider the conduct of the member in question, and to request the member to attend an Executive Committee meeting to answer the complaint. Following such consideration and attendance by the member, if she or he chooses to attend, the Executive Committee will decide if any censure is required.  Voting on any censure will be by secret ballot.  A simple majority of those present will be sufficient in deciding censure except in the case of withdrawal of membership which must be by unanimous decision of those present

15              PROPERTY
No person shall have the right to remove any property of the club without the   permission from a member of the club’s Executive

 

16.    CLUB RULES

Club Rules and Competition Rules are binding on all members and must be adhered to.

17     MINUTES

(a)     Minutes shall be made of all resolutions and proceedings of Club Committee and subsidiary committee meetings.  The chairperson presiding at the meeting shall sign each set of minutes, at which such minutes are read.  The signed minutes shall be sufficient evidence of the matters therein contained.

(b)     The minutes of all A.G.M., E.G.M. and Special Meetings shall be posted on the club notice boards within one month after the meetings.

18             AMENDMENTS & ALTERATIONS

No alteration, amendment, or addition shall be made to the constitution or club rules except at the Annual General Meeting or Special General Meeting of the Club called for that purpose with the consent of at least two thirds of the members present and voting Notice of any proposed alteration, amendment or addition shall be given in writing to the Honorary Secretary at least seven clear days before the first day of November preceding the Annual General Meeting.

19                DISSOLUTION

The club may only be dissolved by a Special Meeting of members called for that purpose.  Such a resolution requires three quarters plus one of the members present and entitled to vote. Having discharged all its liabilities, any surplus assets of the club shall be distributed as decided by the members present and voting at such Special meeting.