1. OBJECTIVES 

The primary objective of Westmanstown Bowling Club (hereinafter, “the Club”) is to promote, manage and encourage the game of bowling amongst its members.

2. MEMBERSHIP

Members of the Club undertake to comply with the Constitution, Code of Conduct, Data Protection Protocols and the General Rules of the Club; payment of the Annual Subscription shall be taken as agreeing to this condition.

The membership of the Club shall consist of Ordinary Members, Joint Members, Junior Members, Social Members and Honorary Life Members. Membership of the club shall be for a period of not less than one year.

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

(b) Joint Members shall be two Ordinary Members who are spouses/partners. 

NOTE: Ordinary/Joint Members may include their children or grandchildren on their membership up to the age of 18.

(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). 

(d) Social Members shall be persons who previously have been Ordinary Members of the Club and who are no longer playing bowls.

(e) Honorary Life Members shall be members who, at a General Meeting and upon the unanimous recommendation of the Executive Committee, have been so elected in recognition of their services to the Club or to the game of bowling generally. Honorary Life Members shall have the same rights as Ordinary Members. 

3. ADMISSION OF MEMBERS

(a) Applications for membership of the Club may be accepted or declined at the sole discretion of the Executive Committee.

(b) The Executive Committee may interview any applicant for membership, at its sole discretion.

(c) The Executive Committee shall determine the maximum number of members in any year.

(d) Candidates for membership shall be proposed and seconded by two Ordinary Members of the Club who have been members of the Club for at least two consecutive years.

(e) All applicants for membership of the Club must agree to comply with the Constitution, Code of Conduct, Data Protection Protocols and the General Rules of the Club; completion and signing of the Application Form is taken as agreeing to this condition.

(f) The appropriate fee must accompany an application for membership of the Club.

 

4. SUBSCRIPTIONS

(a) The Annual Subscription, and other annual charges and entrance fees for competitions, shall be such sum as members may determine at the Annual General Meeting (AGM) preceding the start of the subscription year, or at a Special General Meeting (SGM) called for that purpose. 

(b) An Introductory Fee, to be determined by the Executive Committee from time to time, shall be applicable to all new Ordinary/Joint Members.

(c) The subscription year shall commence on the 1st day of April in each year. A person who has not paid their subscription and other annual charges by 31st of March of that year shall be deemed to have relinquished their membership of the Club 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 shall be payable to the Treasurer of the Club. 

(e) The Executive Committee may waive or reduce the Annual Subscription for a member who, due to health reasons or other exceptional circumstances, is unable to take part in bowling for a period of time.

5. MANAGEMENT

5a. Executive Committee

(a) The Executive Committee shall be responsible for management of the Club. The members of the Executive Committee shall be elected annually at the AGM of the Club, for a term of one year or until the next AGM. The members of the Executive Committee shall be, as follows: President, Secretary, Treasurer, Club Captain and Club Vice-Captain¹, Public Relations Officer, Chairperson of the Greens Sub-Committee, and one Ordinary Executive Committee Member.

(b) No member shall serve in the same position on the Executive Committee for more than 3 years, after which no nomination for that position shall be accepted for that member for at least one year. This does not preclude any member from being nominated for another position on the Executive Committee.

(c) No member elected to a position on the Executive Committee may be elected to any other position on the Executive Committee in the same year.

(d) The Executive Committee shall appoint a member of the Club to represent the Club at meetings of the Dublin Metropolitan Garda Recreation Club (DMGRC) and s/he shall have a delegate (non-voting) position on the Executive Committee.

(e) The Executive Committee shall appoint a member of the Club as Children’s Officer, to report on Child Protection matters to the Executive Committee, and s/he shall attend meetings of the Executive Committee as a non-voting member.

(f) Four voting members of the Executive Committee shall form a quorum for meetings of the Executive Committee. 

(g) The President shall chair all meetings of the Executive Committee and all General Meetings of members. In the absence of the President, a member of the Executive Committee or a member of the Club, respectively, may be elected as chairperson by a majority vote of those present.

(h) At Executive Committee meetings, the chairperson shall have a casting vote, where required.

(i) The Executive 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 Executive Committee shall be indemnified against risk and expenses out of the Club property and by the general body of members for the time being.

(j) The Executive Committee shall have the power to co-opt members to fill vacancies which may occur on the Executive Committee or on any Sub-Committee. 

5b. Role of Executive Committee Members 

All members must act at all times in accordance with the provisions of the Constitution, the Rules of the Club and the decisions of the Executive Committee.

President

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.

Secretary

The Secretary shall be responsible for the following matters:

(a) Issuing notices and agendas for all meetings of the Executive Committee and for General Meetings of the Club, within the appropriate time limits,

(b) Recording minutes of all meetings of the Executive Committee and of General Meetings of the Club; such minutes shall be tabled for agreement at the subsequent meeting and shall be signed as an agreed record by the Chairperson of the meeting,

(c) Keeping all records of the Club,

(d) Dealing with all correspondence arising in connection with the business of the Club.

Treasurer

The Treasurer shall be 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 financial records are maintained,

(d) Lodging of all monies received into the Club’s bank account(s), as approved by the Executive Committee, for the use of the Club,

(e) Reporting regularly to the Executive Committee on the state of the Club’s finances, and presenting the Audited Accounts to the AGM, for the period 1^st October to 30^th September of each year.

Captain

The Captain shall be responsible for the following matters:

(a) Management of the bowling affairs of the Club, including chairing meetings of the Bowling Sub-Committee,

(b) Arrangement of the bi-annual members survey on availability for Summer and Winter league teams,

(c) Participating on the Team Selection Sub-Committee for both Summer and Winter ILB leagues and Vets participation and informing members as necessary,

(d) Ensuring that ILB league and Cup entry dates are met and that ILB rules and regulations are adhered to,

(e) Communicating directly with the ILB management if clarification is needed on any issue,

(f) Leading the annual updating of Club Handicaps,

(g) Overseeing the arrangements for members to participate in Winter Bowling in other bowling clubs.

Vice-Captain

The Vice-Captain shall be responsible for the following matters:

(a) In the absence of the Captain, chairing meetings of the Bowling Sub-Committee,

(b) Co-ordinating coaching for Members, including New Members,

(c) Participating on the Team Selection Sub-Committee,

(d) Representing the Club at ILB Council meetings as one of the Club’s ILB Council Delegates.

Public Relations Officer

The Public Relations Officer (PRO) shall be responsible for the following matters:

(a) Looking after internal and external communications,

(b) Being involved in key events, such as Open Days, President/Captain’s Day, Christmas Party, Flag Unfurling, etc.,

(c) Providing information to members via email messaging,

(d) Retaining an up-to-date record of members’ contact information, in line with the Club’s Data Protection Policy.

Chairperson of the Greens Sub-Committee

The Chairperson of the Greens Sub-Committee shall be responsible for the following matters:

(a) Liaising weekly (or as required) with the Greenkeeper on rink maintenance,

(b) Approving Greenkeeper invoices for the Treasurer,

(c) Maintenance and upkeep of rink surrounds, buildings, gardens and hedges with the Greens Sub-Committee at least once fortnightly (or as required),

(d) Monitoring and safeguarding Club property (including bowls, mats, etc.) and maintenance equipment (including mowers, strimmers, etc.), 

(e) Changing rink settings as scheduled.

Auditors

Two auditors shall be elected at the AGM from the membership of the Club to agree on the balance sheet for presentation to the next AGM. 

6. GENERAL MEETINGS

(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 the Executive Committee and Sub-Committees, for receiving the reports of the Treasurer and the Captain and for transacting any other business permitted by the Chairperson of the AGM. The date for the AGM shall be notified to Members as early as possible in the year. Further notice of the AGM shall be published at least 14 days before the AGM, as well as a copy of the Audited Accounts and a copy of the agenda and motions for the meeting.

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

(c) A nominee for a position on the Executive Committee or on a Sub-Committee of the Club must have been a paid-up member of the Club, having paid the Annual Subscription, for the two years preceding such nomination.

(d) Nominations must be made to the Secretary in writing at least 28 days before the date of the AGM. A member proposing or seconding a nominee for a position on the Executive Committee or on a Sub-Committee shall have been a member of the Club for at least two consecutive years. Such notices of nomination, duly proposed and seconded, shall be posted on the Club Notice Board and sent by email to all members at least 6 days prior to the date of the AGM.

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

(f) 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. 

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

(h) A SGM may be called at any time by a majority decision of the Executive Committee or shall be called by the Executive Committee on written notice being served on the Secretary signed by at least thirty Ordinary/Joint Members of the Club. In the latter case, the meeting must be called within 21 days of such notice being served for a date not later than 42 days from the date the notice was served. Only items contained in such notice may be discussed at the meeting.

(i) The right to vote at any General Meeting shall be afforded to all Ordinary, Joint and Honorary Life Members (excluding Junior Members) who are paid-up members, having paid the Annual Subscription, for a period of three months before the date of the meeting. 

(j) The minutes of all General Meetings shall be circulated to members within one month after the meetings.

7. SUB-COMMITTEES

(a) The membership, by vote at an AGM, or the Executive Committee may form Sub-Committees to undertake activities in support of the Executive Committee’s management of the Club’s affairs. A Sub-Committee established by the membership at an AGM or by the Executive Committee may be dissolved by vote at an AGM or by the Executive Committee, respectively, when its role is considered to be no longer required. 

(b) All Sub-Committees shall meet as soon as possible after the AGM. 

7a. Bowling Sub-Committee

(a) The Bowling Sub-Committee shall organize and manage the affairs of the Club with regard to participation in competitions. The Club Captain, Vice-Captain and Bowling Secretary shall communicate directly with Irish Lawn Bowls (ILB) via the ILB Honorary Secretary, League Secretary or Championship Secretary. The Club’s ILB Council Delegates shall represent the views of the Bowling Committee at all ILB Council meetings.

(b) The Club Captain shall be in charge of the Bowling Sub-Committee and shall chair all meetings at which s/he is present. In the absence of the Captain, the Vice-Captain shall chair the meeting. The members of the Bowling Sub-Committee shall be elected annually at the AGM. The Bowling Sub-Committee shall consist of the Club Captain, Vice-Captain, Bowling Secretary (whose name shall be listed on the ILB website), Competitions Secretary, the four Selectors², and the two ILB Council Delegates (one of whom shall be the Club Vice-Captain)³.

(c) The Bowling Secretary shall ensure that a copy of all correspondence received from ILB is forwarded to the Captain and Vice-Captain.

(d) The Team Selection Sub-Committee, comprising the Club Captain, the Vice-Captain and the Selectors, each with an equal say in the selection of all teams, shall have overall responsibility for selecting teams. The Team Selection Sub-Committee shall have the power to devolve the selection of individual teams from time to time to team captain(s), as it deems appropriate.

7b. Greens Sub-Committee

(a) The Greens Sub-Committee, consisting of up to eight members, shall be elected annually at the AGM.

(b) The members of the Greens Sub-Committee shall elect a Chairperson who shall also be a member of the Executive Committee.

8. TRUSTEES

(a) 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/SGM or until they retire from the position of Trustee. 

(b) The Trustees shall be elected for a term of three years. In the event of a Trustee not completing his/her term, a member shall be co-opted by the Executive Committee to serve the outstanding term. The Trustees term of office shall end at the AGM of the relevant year.

(c) A Trustee must be a Club member over 18 years of age and have at least three years membership prior to appointment as Trustee.

(d) A Trustee shall cease to be a Trustee if

(i) s/he resigns from the trusteeship,

(ii) is removed by a vote of two-thirds of the members present at an AGM/SGM, due notice having been served to the members, or

(iii) is no longer a member of the Club.

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

(f) All properties of the Club shall be vested in the Trustees to be dealt with by them, held, sold, mortgaged, leased, etc., as the Executive Committee or an AGM/SGM shall from time to time direct, and such direction shall be recorded in the minutes of the meeting.

(g) The funds of the Club, over and above the current year’s requirements, shall be vested in the Trustees and held in deposit/investment accounts in the name of “Westmanstown Bowling Club”. Such accounts shall be used as the Executive Committee or an AGM/SGM shall from time to time direct, and shall require the signature of any of the three Trustees and, in addition, the signature of the Club Treasurer.

(h) 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 objectives of the Club.

(i) The Trustees shall act with majority agreement.

(j) 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’s assets and trust funds.

(k) The Trustees shall have the right to attend any Executive Committee or Sub-Committee meeting of the Club, but shall not have voting rights at such meeting unless s/he is a member of that Committee/Sub-Committee.

9. VISITORS

(a) Members may introduce Visitors who are qualified bowlers, or Visitors who are prospective members, for the purpose of playing on any suitable day. Visitors who are not qualified bowlers must be accompanied by one of the Club’s coaches. 

(b) The names of the introducing Member and of the Visitor must be recorded and a Visitor Fee, to be decided on from time to time by the Executive Committee, must be paid for the Visitor(s), prior to playing bowls. 

(c) No person shall be introduced as a Visitor to the Club on more than seven times in any season. No Member may introduce more than three Visitors at any time, except by prior arrangement with the Executive Committee.

(d) The Member introducing the Visitor(s) shall be responsible for 

(i) ensuring that the relevant Visitor Fee is paid, 

(ii) the conduct of such Visitor(s) during such visit and for accompanying their Visitor(s) during all appropriate times while the Visitors are using club facilities, and 

(iii) signing the Bowling Register with date, names and rink used.

(e) 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.

10. CENSURE AND REMOVAL OF MEMBERS 

(a) Where any circumstances concerning the conduct of a Member, and likely to endanger the welfare or good order of the Club, is brought in writing to the notice of the Executive Committee, it shall be in their discretion to call an Executive Committee meeting. 

(b) 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. 

(c) Following such consideration and attendance by the Member, if s/he chooses to attend, the Executive Committee shall decide if any censure is required. Voting on any censure shall be by secret ballot. A simple majority of those present shall be sufficient in deciding what censure to apply, except in the case of withdrawal of membership which must be by unanimous decision of those present.

11. CHILD SAFEGUARDING AND PROTECTION

A Children’s Officer shall be appointed annually by the Executive Committee as soon as possible after the AGM.

The Children’s Officer shall be familiar with current legislation and guidance on the protection and welfare of children, and shall ensure that the Club meets its child safeguarding and child protection responsibilities.

 

12. PROPERTY

No Member or other person shall have the right to remove any property of the Club without the permission from a member of the Executive Committee.

13. CLUB RULES

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

14. DISSOLUTION

(a) The Club may only be dissolved by resolution at an SGM of Members called for that purpose. 

(b) Such a resolution shall require three quarters plus one of the Members present and entitled to vote. 

(c) Having discharged all its liabilities, any surplus assets of the Club shall be distributed as decided by the Members present and voting at such SGM.

15. AMENDMENTS, ALTERATIONS AND ADDITIONS TO THE CONSTITUTION

(a) No amendment, alteration or addition shall be made to the Constitution except at an AGM, or at a SGM called for that purpose, with the consent of at least two thirds of the Members present and voting. 

(b) Notice of any proposed amendment, alteration or addition to the Constitution shall be given in writing to the Secretary by no later than the 24^th October for consideration at the AGM. 

(c) Where an amendment, alteration or addition is made to the Constitution at an AGM/SGM, all Members of the Club shall be made aware of the change and a copy of the revised Constitution shall be published on the Club website.

(d) Amendments, alterations or additions to the Club Rules or Competition Rules may be made by the Executive Committee during the course of the year. Any such amendments, alterations or additions shall be notified to Members.

NOTES

¹ Where possible, one of the Captain and Vice-Captain positions should be held by a female member and the other by a male member of the Club.

² Where possible, two of the Selector positions should be held by female members and the other two by male members of the Club.

³ Where possible, one of the ILB Council Delegate positions should be held by a female member and the other by a male member of the Club.