1.0 Purpose:
1.1 The Gilwern Community Bowling Club Constitution, serves as the foundational framework that guides and governs the operations and principles of our Club. This constitution articulates our commitment to promoting the sport of Bowls, fostering inclusivity, and managing the Club’s affairs effectively. It outlines the rules and procedures for membership, sets forth financial guidelines, and establishes the roles and responsibilities of our officers and committees.
1.2 Designed to ensure transparency and fairness, the constitution delineates the procedures for conducting meetings, voting on key matters, and addressing disciplinary issues. It also outlines the steps for dissolution in case of Club closure.
1.3 Its key purpose is to provide a clear and comprehensive guide for our members and will be reviewed annually adapting to the evolving needs and aspirations of our Club.
2.0. Name:
2.1 The Club, hereafter referred to as Gilwern Community Bowling Club, comprises men’s and ladies’ sections, each representing the Club in accordance with their respective associations.
3.0 Affiliations:
3.1 The Club shall be affiliated with the Welsh Lawn Bowling Association, Monmouthshire Bowling Association, East Monmouthshire Bowling Association, Welsh Women’s Bowling Association, and the Pen-y-Glyn County Ladies Bowling Association.
4.0 Aims & Objectives:
4.1 Our foremost commitment is to foster both the enjoyment and growth of Lawn Bowls within our local and surrounding communities cultivating an environment where both community spirit and bowls can thrive together.
4.2 Our goal is to enhance the Club’s standing and expand our membership by actively seeking to progressively improve our members bowling skills through promotion of organised practice sessions, quality coaching, and competitive opportunities accessible to all.
4.3 The Club is dedicated to the principle of inclusivity ensuring equal opportunities for each and every member including juniors and individuals with disabilities.
4.5. Manage the Club and maintain the facilities in keeping with our members expectations, local community and leaseholder obligations.
5.0 Membership:
5.1 Open membership regardless of gender, age, religion, disability, or sexual orientation. Our overall approach to diversity, equity, and inclusion is based on mutual respect and fairness to all backed with a strong commitment to tackle preconceptions and unconscious bias, whenever, and wherever
encountered.
5.2 Members under the age of 18 shall be categorised as Junior members. Junior members are not entitled to vote at meetings, but can elect a representative with voting rights on the Committee.
5.3 All members agree to abide by the Club’s constitution and Committee rulings.
5.4 All new applications for membership need to be addressed to the Honorary Secretary and considered by the Executive Committee in accordance with the principles outlined above.
6.0 Membership Fees:
6.1 Membership fees and membership categories will be the responsibility of the Executive Committee and agreed upon at the Annual General Meeting.
6.2 All fees due must be settled in full within one calendar month after the start of the outdoor bowling season. All payments to be made to the Club Treasurer.
6.3 Only paid up members can represent the Club or use its facilities.
6.4 The Executive Committee has discretion to set other charges or subscriptions.
7.0 Officers:
7.1 The Club Officers comprise of the following positions to be elected annually at the AGM. All officers are eligible for re-election – there are no time limited positions.
- Chair
- Vice-Chair
- Honorary Secretary
- Honorary Treasurer
- Fundraising Officer
7.2 The Executive Committee together with the Club Officers is responsible for managing the Club affairs including appointments of professional staff at its own discretion. Meetings will take place on a monthly basis or more frequently if required. The Executive Committee comprises of the following
positions:
- Club Officers,
- Facilities & Maintenance Manager
- Greens Maintenance Manager
- Men’s Captain
- Ladies Captain
- Competition Secretary
- Mens Fixture and Liaison Manager
- Ladies Fixture and Liaison Manager
- Junior Player’s representative.
7.3 In the event that either Captain is unavailable, the respective Vice Captain shall attend instead.
7.4 The minimum quorum required to be present to convene any Executive Committee meeting will be 5 legible members with voting rights.
7.5 All questions raised at the meeting shall be determined by a majority vote with each member having one vote. If the vote is tied, then the Chair of the meeting has the casting vote.
8.0 Finance:
8.1 All funds raised by, or on behalf of the Club can only be used to further the Club’s objectives and for no other purposes.
8.2 The Honorary Treasurer is both accountable and responsible for the finances of the Club.
8.3 The Honorary Treasurer manages finances, and the current status of accounts including forward forecasts to the Executive Committee on a monthly basis including an audited statement of accounts at each AGM.
8.4 The funds of the Club shall be lodged with a UK authorised and FSCS qualified bank or building society in the name of the Club. All cheques, drafts etc, paid from these accounts shall be signed by any of the two Officers, i.e. Hon. Chair, Hon. Secretary, and Hon. Treasurer.
8.5. With the declining everyday use of cheques, etc. The Honorary Treasurer shall be responsible for the development and maintenance of a suitable Delegation of Signatures and Authorisations Limit Policy placing limits on expenditure or scope of authority for officers and members when acting on behalf of the Club.
9.0 Meetings:
9.1 Annual General Meeting (AGM) held before the end of Oct to review status, finances, and discuss key opportunities or issues that need to be considered for the next bowling season, including election of key officers. The date of the AGM shall be confirmed by the Hon. Secretary to the membership
within a period of 28 days prior to the AGM.
9.2 Nominations for the Hon. Chair, Vice Chair, Hon. Treasurer, and Hon. Secretary positions shall be received by the then serving Hon. Secretary within a minimum period of 14 days prior to the AGM. Each nomination will require two supporting signatures from legible Club members.
9.3 The Ladies and Gentlemen teams will convene their own meetings well in advance of the AGM to elect their respective representatives and Executive committee appointments for confirmation at theAGM.
9.3 General and Executive Committee Meetings dates determined in advance with the date of each meeting confirmed and advised to all respective attendees by the Honorary Secretary.
9.4. The Chair has the authority to call an Extraordinary meeting if requested following a written petition from no less than 12 members lodged with the Hon. Secretary or sent directly. The Executive Committee can also call an Extraordinary Meeting with the membership should the circumstances
call for one giving as much notice as possible.
10.0 Voting Procedures:
10.1 Each member is entitled to one vote.
10.2 Simple majority for most motions; constitutional amendments will require a two-thirds majority.
10.3 The Chair has a casting vote in addition to a deliberate vote.
10.4. The minimum quorum for general meetings will require an attendance of 25% of the total membership entitled to vote.
11.0 Property and Staff:
11.1 The Executive Committee are responsible for the effective and efficient management of Club property, staff, and volunteers.
12.0 Code of Conduct and Disciplinary Proceedings:
12.1 ALL MEMBERS OF THE GILWERN COMMUNITY BOWLS CLUB ARE, WITHOUT EXCEPTION SUBJECT TO THIS CODE OF CONDUCT AND DISCIPLINARY PROCEDURES SET OUT BELOW:
Members are expected to conduct themselves in ways which display the following:
- Standards of good behaviour, both on and off the green.
- A sportsmanlike approach to team colleagues, opponents, officials and spectators.
- Behaviour befitting good ambassadors for the Welsh Bowling Association, its Clubs, County
Associations, and the game of bowls. - To uphold and observe the principles and spirit of the Club’s Constitution at all times.
12.2 Any member of the Association’s Clubs and County Associations who falls below these standards, thereby bringing themselves and/or the Gilwern Community Bowls Club into disrepute shall be subject to disciplinary action.
12.3 Executive Committee is empowered to take disciplinary action, including but not limited to termination or suspension of any member who is considered to have brought themselves or the Club into disrepute.
12.4 Right of appeal to the Executive Committee against decisions made by Club officers. Depending on the circumstances the Executive Committee can appoint an Appeals committee to hear the case and act on its behalf. All Appeals should be lodged with the Hon. Secretary and actioned within 14 days of receipt, unless otherwise notified.
13.0 Complaints Procedure:
13.1 Complaints must be submitted in writing to the Hon. Secretary within 14 days of the incident. The Secretary will schedule a Complaints Hearing and notify the Executive committee, complainant, and the complainee at least 7 days before the meeting, providing details of the date, time, venue, and the
matter to be discussed, including relevant materials.
13.2 Depending on the circumstances the Executive Committee can appoint a complaints sub-committee to hear out the case and act on its behalf.
13.3 A complaints sub-committee shall be comprised of 3 members of the Executive Committee, one of whom shall be appointed Chair of the meeting. The meeting will be attended by the Secretary to record the proceedings. Neither the complainant or complainee will not be entitled to vote.
13.4 Individual members, presenting the complaint or being complained against may be represented at the hearing. Both parties to the complaint shall be invited to be present during the meeting.
13.5 The person or organisation initiating the complaint, or their representative, must submit a written report on the incident to the Hon Secretary for Committee review. Committee members can pose relevant questions to clarify points in the report before any meeting is scheduled.
13.6 In the meeting, the complainant or their representative will have a chance to present their perspective to the Committee, and Committee members can ask relevant questions for clarification. Witnesses are restricted to one per side, unless the Hon. Secretary approves otherwise beforehand.
13.7 Following clarification of all necessary points, both parties to the complaint shall be asked to leave the room while the issue is discussed by the Committee, but may be recalled for further clarification if necessary.
13.8 Once the Executive or Sub-Committee reaches a decision, the Secretary will inform all relevant parties of the meeting’s outcome within 7 days.
14.1 Dissolution Procedures:
14.2 In the unlikely event that the Club ceases to exist, all Assets, after settling debts, become the property of Llanelly Community Council. The named Trustees for the Club will be empowered to act in good faith of the Club and distribute any outstanding assets to other Bowling Club organisations
as they deem fit.
14.3 Voluntary dissolution requires a two-thirds majority following a call to hold an Extraordinary meeting specifically for that purpose, giving the members a minimum 14-day notice where possible.
14.4 Any outstanding liabilities following dissolution of the Club shall fall on the membership.
15.0 Review of the Constitution:
15.1 The Constitution can be reviewed at any time but any amendments can only be agreed and implemented at the AGM.
15.2 All proposed changes or additions need to submitted to the Hon. Secretary, duly seconded, within a minimum period of 28 days prior to the date of the AGM.
15.3 Any changes proposed before this date will still be considered by the Executive Committee and if accepted will be submitted to the membership for consideration by means of an Extraordinary meeting requiring a two-thirds majority to pass.
15.4 Any questions of clarity or unintended consequences of the Constitution shall be dealt with by the Executive committee, whose decision on such matters shall be considered final.
Gilwern Bowls Club 