Constitution, Rules & Bylaws
Appendix 1 – Club Competition Rules
Appendix 2 – Club Competitions
CONSTITUTION
1. Name
The name of the Club shall be PICKERING BOWLING CLUB (hereinafter in these Rules and Bylaws to be called “the Club”
2. Objects
The Club is formed to permit, foster and encourage the game of bowls, social activities and to afford Members interested in bowling, facilities for meeting one another. The Club is a non–profit organisation and in the event of a profit being declared such monies will be retained and used to further the Objects of the Club. The Club is an appointing organisation as defined in the Trust Deed of the Pickering Recreation Ground.
3. Affiliation
The Club shall be a Member Club affiliated to Bowls England and such other Bowling Associations as may be decided from time to time by the Committee. All matches shall be played in accordance with the Laws of the Game as always approved by Bowls England and in all respects conform to and be bound by the Rules of Bowls England.
Rules
1. Qualifications for Membership
Membership of the Club is open to persons of any age who are in general sympathy with the aims and objectives of the Club. All members joining the club shall be deemed to accept the terms of this constitution and any Byelaws adopted by the Club including the requirement to conduct themselves in accordance with any conduct rules, equity policy and disciplinary procedure.
2. Membership
The Club shall consist of as follows:
a) Full Bowling Members, designated as Seniors when over the age of 55 years.
b) Life Members (elected in accordance with Rule 3).
A junior member under the age of 12 must always be accompanied by a parent/carer. A junior member between the ages of 12 and 18 must be accompanied by a parent/carer or an appropriate adult with prior written consent of a parent/carer and in agreement with relevant club officials. If the appropriate adult is a club member they must be DBS checked.
3. Life Membership
On the recommendation of the Executive Committee (hereinafter in these Rules and Byelaws to be called “the Committee”), a full bowling member may in special circumstances be elected a Life Member at any Annual General Meeting of the Club and shall thereafter be entitled to all the privileges of Full Bowling Membership without paying the annual subscription or any such special payment for such Life Membership. A resolution on any such proposal shall be carried only if voted for by not less than two thirds of those present and entitled to vote. There shall be no more than 10 Life Members at any one time.
4. Guests
Any Member shall be entitled to introduce playing guests to the Club, provided that no person whose application for membership has been declined or who has been expelled from the Club shall be introduced as a Guest. A Guest shall not play more than 3 times without the prior approval of the Club Committee.
5. Subscription
The annual subscription for all Club Members shall be fixed from time to time at an Annual General Meeting. The subscription may vary according to type of membership.
6. Date of Payment of Subscriptions
Annual subscriptions shall be due and payable on the first day of May and on or before that date in each year shall be paid to the Club Hon. Treasurer. No member shall be allowed to participate in Club, County or National competitions or activities until subscriptions and appropriate competition entry fees have been paid.
7. Subscription in Arrears
If any Members subscription is in arrears at the 1st day of June each year the Committee may remove the person’s name from the register of members and that person shall thereupon cease to be a Member and forfeit all rights of membership. The Committee may at any time, at their discretion, restore such a defaulting person to membership upon payment of all arrears of subscription then due. Any Member who shall cease to be a member of the Club, either by resignation or otherwise shall have no claim upon, nor be entitled to participate in any of the effects or profits of the Club, nor shall such member have any claim to return of any part of his subscription.
8. Payment of First Subscription Constitutes Membership
On payment of the first annual subscription the elected candidate shall be a Member of the Club and entitled to all the privileges of membership applicable to the subscription. The Hon. Secretary must be notified of any members change of circumstances as soon as possible.
9. Resignation of Member
Members may resign their membership at any time by letter addressed to the Hon. Secretary at the Club premises but shall be liable for their subscription for the year during which they resign.
10. Disciplinary Procedures relating to Members
All disciplinary matters will be dealt with in accordance with Bowls England Regulation 9 (Misconduct) this includes the right of members to appeal decisions such as expulsion. (https://www.bowlsengland.com)
11. Safeguarding policy
The Club is committed to promoting a safe environment in which children and vulnerable adults can enjoy taking part in games of bowls. The Club shall adhere to the Safeguarding Policy of Bowls England https://www.bowlsengland.com/safeguarding and will ensure that all the contents are communicated to members by the Safeguarding Officer.
12. Code of Conduct
The Club adopts Bowls England Player Code of Conduct https://www.bowlsengland.com/wp-content/uploads/2024/12/BE_player_code_of_conduct_FINAL.pdf. All members when joining the club will be required to agree to and sign a code of conduct form.
13. Extraordinary General Meeting
The Committee may convene an Extraordinary General Meeting at any time. Such a meeting must also be summoned immediately upon 20 Full Bowling Members delivering to the Hon. Secretary, a written request stating the nature of the business. An Extraordinary General Meeting shall be summoned by causing notice thereof to be posted in the Club premises throughout a period of at least twenty-one days immediately before the day appointed for the meeting. This period may be abridged at the discretion of the Committee if in their opinion the urgency of the business so requires. No other business than that specified in the notice shall be transacted at any Extraordinary General Meeting.
14. General Meetings of the Club
An Annual General Meeting of the Club shall be held once every year (in October) for the election of Officers (President, Club Captain, Hon. Secretary, Hon. Treasurer and Safeguarding Officer) and Members of the Committee, all of whom shall be eligible for re-election at the end of each year (Nominations to be accompanied by the consent of the Nominee) and for such other business as may be appointed in accordance with the Rules and Byelaws. If no names or an insufficient number of names of candidates eligible for election be advised to the Secretary prior to the Annual General Meeting, candidates to fill the remaining vacancies may be proposed and seconded at the meeting without notice. The Hon. Secretary shall at least twenty-one days before the date of such meeting circulate to each member notice hereof and of the business to be brought forward thereat. This may be either by post oe electronically.
15. Voting at General Meetings
At all General Meetings of the Club every Full Bowling Member shall be entitled to be present to give one vote and no more upon every question, provided that in the case of equal votes the Chairperson of the meeting shall have a second or casting vote.
16. Executive Committee
The Committee shall exercise the powers given to it by these Rules and such other powers of management as the affairs of the Club may from time to time require.
The Committee shall consist of the Officers (President (Non-voting), Honorary Secretary & Honorary Treasurer, Club Captain and Safeguarding Officer the Batagas Team Captain and the Captains of the Veterans teams and such Full Bowling Members as are elected at the AGM. The Committee may co-opt (by simple majority vote) any Full Member to serve on the Committee as deemed necessary. The Committee may appoint new Officials to replace Officers who have stood down from their posts prior to an Annual General Meeting. The appointed Officers shall fulfil the duties of their new office until the next Annual General Meeting where the normal election process will continue. The Committee will elect and appoint the following Officers and representatives from within the Committee at the first meeting after each Annual General Meeting: –
a) Chairperson
b) Fixtures Secretary
c) Social Secretary
d) Newsletter Editor
e) Webmaster
f) Two Ground Committee Representatives
g) Two Recreation Club Committee Representatives
The Committee will confirm the appointment of a Safeguarding Officer (not necessarily on the Committee).
16.1.1 The committee shall endeavour to meet a minimum of two times making such arrangements as to the conduct, place of assembly and holding of such meetings as it may wish.
16.1.2 Voting shall be by show of hands. In the case of equality of votes the Chairperson (or another nominated person) shall be entitled to a second casting vote.
16.1.3 Five members, to include two officers, personally present shall form a quorum at a meeting of the committee.
16.1.4 Any conflict of interest must be declared to the Chairperson (or other nominated person) prior to the start of the meeting. The Chairperson (or another nominated person) will determine if the person may remain in the meeting and/or vote when the item is discussed.
17. Powers of Committee
The Committee shall have power to settle and adjudicate upon disputes between Members, arising in the Club, of a kind that are usually referred to the Committee of a Members Club.
17.1.1 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.
17.1.2 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 surplus or assets will be distributed to members, or third parties, and all surplus income or profits will be re-invested in the Club.
17.2 Appointment of Sub-Committees
The Committee may appoint such sub-committees as it may deem necessary 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.
18. Club Officials Duties
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 any and all funds available to the Club which may lawfully be so applied, against all costs, expenses and liabilities whatsoever incurred by such person in the proper execution and discharge of duties undertaken on behalf of the Club or arising therefrom or incurred in good faith in the purported discharge of such duties.
The President
This is an honorary non-executive appointment. The President may attend Committee meetings but shall not have a vote.
The Chairperson
Elected from within the Committee to chair Committee meetings (where they will also have a second casting vote), and General Meetings, and attend outside meetings when called upon to do so.
The Captain
Sits on all Committees, attends meetings outside the Club, team Captain for the Hovingham League and carries out any other duties that they may be called upon to perform.
The Honorary Secretary
The Hon. Secretary shall:
a) Conduct all correspondence on behalf of the Club
b) Summon meetings of the Committee, Sub-Committees and General Meetings
c) Ensure that records are kept of the proceedings at all such meetings
d) Make any necessary applications and returns upon the Club’s behalf
e) Keep a register of Club Member’s contact details
f) Act as a liaison between the Club and other relevant associations
g) Report back to the Committee on any issues which may affect the Club
The Hon. Secretary will also undertake any other duties as required by the Committee.
The Honorary Treasurer
The Hon. Treasurer shall have charge of all cash and other receipts and all payments to and on behalf of the Club. When required will relate to the Committee a statement of all financial information. At the appropriate time shall prepare for the Committee a statement of accounts, which will be on 31st August in each year.
The Hon. Treasurer will ensure that the following regular payments are made: –
a) Annual rent to Pickering Recreation Ground (Changed to a variable contribution by Recreation Ground Committee in 2009)
b) Honorariums to Officers as agreed by the Committee
c) Payment of £25 to any member winning through to Leamington in a National Competition, to assist with expenses.
d) Payments to Team Captains as agreed by the Committee to cover the cost of “Tea & biscuits” for visiting teams.
e) Any other regular payments as agreed by the Committee.
The Safeguarding Officer
a) To hold all relative and up to date safeguarding accreditation
b) To ensure the Club complies with BDA Safeguarding Bowls policy
c) To ensure complianbe with relevant Health & Safety regulations and to ensure the First Aid kit is up to date and clearly displayed
The Grounds person
The Grounds person has the authority to restrict members’ use of the green to protect the playing surface, rotate the Green and set the rink order of play
19. Remuneration of Officers
The Committee can fix or vary honoraria in respect of the duties performed by Officers or other Members of the Club.
20. Property
The Club Green and other Grounds are licenced from the Trustees of the Pickering Recreation Ground who have powers and responsibilities as determined by General Meeting of Pickering Recreation Ground. The terms of the licence must be always adhered to.
21. Byelaws
The Committee may from time to time make, vary and revoke Byelaws not inconsistent with these Rules for the regulation of the internal affairs of the Club and the conduct of its Members. All Byelaws shall, until revoked by the Committee, be binding on the Members.
22. Notices
All notices which are required by these Rules and Byelaws to be given to Members of the Club, shall be sent out electronically and be posted on Club notice boards for the period required by the Rule or Byelaw, after which period it shall be deemed that due notice has been given.
23. Alteration to Constitution
Any proposed alterations to the club’s Constitution and Rules may only be considered at an Annual or Special General Meeting convened with the required written notice of the proposal. Any alteration or amendment must be duly proposed and seconded. Such alterations shall be passed if supported by not less than two-thirds of those Members present at the meeting, assuming that a quorum has been achieved (5 Members, including 2 officers).
24. Exclusion of Liability
Neither the Club nor any Officers thereof shall be liable to any members or guest of any Member for any loss or damage to any property occurring from whatever cause in or about the Club premises; nor for any injury sustained by any Member or guest whilst on or entering or leaving the Club’s premises.
25. Data Protection Legislation
The Club reserves the right to provide the full names and addresses of members to Bowls England and to any sponsors to whom the Club or Bowls England may have contractual obligations. All members of the Club will be deemed to be aware of the provisions of this Rule relating to the disclosure of such personal information and to have given their authorisation to such disclosure.
26. Dissolution
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 of the Club 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 Full Members present at the meeting, the General Committee shall thereupon, or at such date as shall have been specified in the dissolution, proceed to realise the assets of the Club and discharge all debts and liabilities of the Club. After discharging all debts and liabilities of the Club, the remaining assets shall not be paid or distributed amongst the Full Members of the Club but shall be transferred to the Trustees of Pickering Recreation Ground.
BYELAWS
1. Rink Bookings
All rinks shall be booked (using the current accepted rink bookings system) before play in club or outside competitions start. When booking rinks, outside competitions take precedence over club competitions.
2. Dress
a) All competitive games (including Club competitions) to be in regulation dress. For league games this will be a white polo shirt with the club logo and grey bottoms, for club competitions and friendly games this will be club polo shirt or white collared shirt/polo shirt and grey bottoms. Waterproofs to be all white.
b) Only flat soled shoes are to be worn on the bowling green.
3. Club Equipment
All borrowed equipment to be restored to where it is kept immediately after use.
4. Etiquette
a) All Members are asked to take care of the raised bank around the Green and respect the edges of the playing surface. Do not step over the bank directly on to the green edge.
ALL ACCESS ON TO THE PLAYING SURFACE SHOULD BE BY THE STEPS PROVIDED or the ramp. Visiting players should also be asked to take the same care. Pickering Bowling Club will not accept any liability for loss or injury to anyone failing to observe this instruction.
b) Players must refrain from running on the Green.
c) Bowls should be placed on the Green and not tossed or dropped onto the playing surface at the start of a game.
CLUB COMPETITION RULES
The Committee reserves the right to add, delete, or alter Competitions and their Rules as they see fit.
The Committee hopes that all matches will be arranged within the intended spirit of the game. The following rules have been devised to assist the organisation of matches.
1. Matches must be played by the closing date shown.
2. The first named player in the draw (the challenger) must contact his/her opponent at least 7 days before the closing date of the round, to arrange a mutually convenient date for the match. If a challenge has not been made 7 days before the closing date for the round, the second named player must notify the Competition Committee. (It is to be hoped that, in the spirit of the game, the second named player will have reminded the challenger of his/her obligation before this stage is reached). If agreement has not been reached and the match not played by the closing date the Committee reserves the right to disqualify the Challenger.
3. If either player will be away from home during the period of time allowed for a round (i.e. because of holiday arrangements), contact with the opponent must be made before going away.
4. In the event of the match not being played, the second named player will go through unless the challenger can show attempts have been made to arrange the match as in Rule 2.
5. Any dispute in connection with the Club Competitions must be referred to the Committee for a decision.
6. Games must be played on rinks in the order specified on the Grounds person’s board.
7. All games are to start with one shot scored on the first two ends unless otherwise agreed between opponents.
8. The Rink for finals to be chosen at random.
Note: Club Byelaws require all Competition games be played in “greys & whites”. All singles games must have an agreed ‘Marker’. (it is the first named player’s responsibility to arrange a Marker)
CLUB COMPETITIONS
Presidents Championship Trophy (Previously Hargreaves Rose Bowl)
Men’s singles – 4 woods – first to score 21
Warriner Cup
Ladie’s singles – 4 woods – first to score 21
Jack Fitton Cup
Mixed singles – 4 woods – two sets each of 7 ends. In the event of players winning one set each (actual shots scored in each set being ignored), a Tie-break being the best of 3 ends (the actual number of winning shots being ignored) shall be played. (Players toss again to see who starts the Tie-break) If one set is won outright and the other tied the outright set winner is declared the Winner.
Lazenby Shield
Any pairs – 4 woods – play 18 ends
Harvey Cup
Open to all except winners of any Club singles event
Mixed singles – 4 woods – first to score 21.
Pamley Cup
Mixed singles – handicap – 4 woods – first to score 21