North Shropshire Ladies County Bowling Association

 

    NORTH SHROPSHIRE COUNTY LADIES BOWLING ASSOICATION 

 

CONSTITUTION  2014

 

 CONSTITUTION OF NORTH SHROPSHIRE COUNTY LADIES CROWN GREEN BOWLING ASSOCIATION

 

1.            Name 

The name of the Association is North Shropshire County Ladies Crown Green Bowling Association. 

2.            Object 

The object of the Association shall be to provide and develop crown green bowling in the County of North Shropshire for lady bowlers in the area. 

3.            Affiliation  

The Association shall be affiliated to the British Ladies Crown Green Bowling Association, and Shropshire Crown Green Bowling Association. 

4.            Membership   

Membership shall be open to all Bowling clubs affiliated to the Whitchurch and Market Drayton leagues as defined by the Committee.  

Membership will be on the payment of the annual fee before 31st March in each year, as set by the Committee at the Annual General meeting. 

5.            Officers  

The Officers of the Association shall consist of the President, Vice President, Chair of the Association, Treasurer and Secretary. The President will hold office for two consecutive years and will be succeeded by the Vice President at the end of that period at the Annual General meeting  

The Chair of the Association will hold office for 2 consecutive years and act as the Chairperson at all Committee meetings. In her absence the President will chair the meeting. The post holder may stand for re-election at the end of the term. 

The election of the Chair of the Association will be via nominations and voted on at the Annual General meeting in the relevant year. Nominations for Chair of the Association should be notified to the secretary 28 days before the date of the meeting. No nominations will be accepted at the meeting.  The President of the meeting shall have a casting vote in the event of a tie.  

The election of the Vice President will be via the Committee who will nominate a Vice president and seek approval at the AGM. The person selected will hold office for two years and then become president.  

The Treasurer and Secretary shall be elected annually at the Annual General Meeting and nominations for these positions must be notified to the Secretary 28 days before the date of the meeting. No nominations will be accepted at the meeting.  Any officer may be re-elected without limit. The Chair of the meeting shall have a casting vote in the event of a tie. 

All nominations for any officer position must be in writing and accompanied by a proposer and seconder. (They do not need to be in attendance at the AGM to be elected into office) 

The role and limits of authority of each of the officers are documented separately. 

6.            Committee  

The Committee shall consist of the 5 Officers of the Association plus 4 elected members of the Association and a representative of the Selection Committee. The immediate past President shall be an ex-officio member of the committee. Any Committee member may be re-elected without limit. 

The Committee shall meet at least 2 times per year as scheduled by the Secretary in consultation with the Chair of the Association.  All Committee meetings will be held face to face. 5 Members of the Committee shall form a quorum. Minutes of the meetings should be published and circulated within 14 days of the meeting, and sent either by post, e-mail or handed to members of the committee. 

The committee will have due regard to the law on equality, disability discrimination, child and vulnerable protection. 

The Committee has the power to: 

a)      provide playing facilities for matches and tournaments , equipment, training, transport, medical and related facilities; 

b)      provide coaching and related social and other facilities; 

c)      take out insurance for organised events , players, guests and third parties;

d)      Co-opt any member on to the Committee as a result of a vacancy arising before the next AGM is held. Any member co-opted will need to stand for re-election at the next AGM.

e)      Nominate a bona fide Bank and set up an account to deposit monies paid to the Association and make payments from to meet all liabilities.   

f)       raise funds by appeals, subscriptions and other activities; 

g)      set aside funds for special purposes or as reserves; 

h)      invest funds in any lawful manner; 

i)       engage staff and others to provide services; i.e. an Auditor for the annual accounts. 

j)       co-operate with or affiliate to firstly any bodies regulating or organising the Sport and secondly any club or body involved with it and thirdly with government and related agencies;

k)      do all things reasonably necessary to advance the purposes of Crown Green bowling;  

l)       NONE of the above powers may be used other than to advance the purpose consistently with the objects of the Association and the general law. 

A Committee member ceases to be such if they cease to be a member of the Association, resigns by written notice, or is removed by the committee for good cause after the member concerned has been given the chance of putting her case to the committee with an appeal to the association members or is removed by association members at a general meeting. The committee shall fairly decide time limits and formalities for these steps. 

 Whenever a Committee member has a personal interest in a matter to be discussed she must declare it, withdraw from that part of the meeting (unless asked to stay), not be counted in the quorum for that agenda item and withdraw during the vote and have no vote on the matter concerned. 

The Committee may delegate any of their functions to sub-committees but must specify the scope of its activity and powers; the extent to which it can commit any funds of the Association; its membership; its duty to report back to the Committee. The Committee may wind up any sub-committee at any time or to change its mandate and operating terms.

7.            Selection Committee 

The Selection Committee for County matches, other matches and any other tournaments shall consist of 3 members who shall be nominated and elected annually at the AGM by the membership.  Nominations for these positions should also be notified to the secretary 28 days in advance of the meeting. No nominations will be accepted at the meeting. Any Committee member may be re-elected without limit.  The Chair of the meeting shall have a casting vote in the event of a tie. They will be responsible for the selection of: 

a)      Senior Ladies County Team,   

b)      Veterans 

c)      Juniors 

d)      Inter League  

e)      Appointment of Referees 

f)       Selection of venues for ALL home matches 

Match day responsibilities are documented separately (Selectors Duties) 

The secretary will be notified of the dates of the selection meetings and should receive notification of the outcome within 48 hours of the meeting and at least 4 days before the submission deadline to allow for onward communication. 

The Selection Committee have the power to co-opt up to 2 further members to assist with specific selection criteria (e.g. Juniors) 

8.            Financial Year  

The financial year shall commence on the 1st October and end on the 30th September each year. The Audited accounts will be presented to the Annual General Meeting by the Treasurer which shall be held in the following October when the audited accounts are available.        

Annual Association reports and statements of account must be made available for inspection by any member and all Association records may be inspected by any Committee member.

9.            Bank Account

All monies belonging to the Association shall be deposited with the nominated bank selected by the Committee and monitored by the Treasurer. The signatories to all payments shall be the Treasurer and one other nominated Committee member or Secretary.  

10.         Rules of the Association 

Notice of any proposed new rules or alterations to existing rules proposed by the Committee will be circulated to members in the notice convening the Annual General meeting. Any proposed changes suggested by any other member must be submitted in writing at least 28 days prior to the AGM and circulated with the notice convening that meeting.

Rules of the Association are available in a document titled ‘Rules and by-laws of North Shropshire Ladies Bowling Association’ 

11.         All General Meetings (AGM) 

a)    The AGM will be convened by the Secretary by sending a notice and agenda to all Members and Secretaries of affiliated clubs not later than 21 days prior to the date of the meeting.  

b)    All members of the Association may attend all general meetings in person.

c)     The quorum for all general meetings is 10 members present.   

d)    The President or (in her absence) the Vice President shall open and close the meeting. The Chair of the Association will chair the rest of the proceedings.  

e)    Except as otherwise provided in the Association rules, every resolution shall be decided by a simple majority of the votes cast on a show of hands. 

f)     Formalities in connection with General Meetings (such as how to put down resolutions) shall be decided by the Committee and publicised to club members. 

g)     The Association will hold an AGM once in every calendar year in October.  

h)    At every AGM the members will elect a Committee including a Treasurer and Secretary to serve until the next AGM.

i)      The Treasurer will produce accounts of the Association for the latest financial year audited as the Committee shall decide.  

j)      The Committee will present a report on the Association’s activities since the previous AGM. 

k)     Members will vote to appoint a suitable person to audit the accounts as nominated by the Committee. 

l)      Member clubs will discuss and vote on any resolution (whether about policy or to change the Rules) and deal with any other business put to the meeting. 

m)    For individual clubs to exercise their voting rights at an AGM or an extraordinary meeting, each club must attend the meeting in order to record their vote. All affiliated clubs and the officers of the Association (President, Vice-President, Chair, Treasurer, and Secretary) will have 1 vote each. The chair of the meeting shall have the casting vote in the event of a tie. 

12.         Special General Meetings  

A special general meeting of the Association may be called at anytime by the Committee, and shall be called within 21 days of the receipt by the Secretary of a requisition in writing signed by at least 10 members and stating the business to be discussed. No other business shall be discussed at the meeting so convened. 

13.         Dissolution 

In the event of the dissolution of the North Shropshire County Ladies Crown Green Bowling Association any balance of funds shall be disposed of as directed by the Committee or to any Charitable organisation as chosen by the members. 

14.         Competitions and Matches  

All competitions and matches shall be played under the rules of the British Crown Green Bowling Association. 

15.         CountyMatches 

All members who wish to be considered for selection as a team member for County matches shall give their name and address to the Secretary not later than the end of February each year. The registration fee  shall be paid to the British Crown Green Ladies Bowling Association from the funds held by the Association.

Match fees for both home and away fixtures will be set by the Committee each year and levied on each player of the selected team and collected by the Captain of the team at each match. 

16.         Qualifying Competitions 

The following 4 competitions are open to Ladies from clubs affiliated to the association. 

17.         Doubles Competition 

This competition is open to all Ladies that are a fully paid up member of a club affiliated to the Whitchurch and Market Drayton Bowling Leagues and who are not registered with any other County.  

18.         Amendments 

This Constitution may be amended at a general meeting by two-thirds of the vote cast.