Constitution, Rules & Bylaws
Appendix 1 – 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, other games and 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 approved by Bowls England at all times 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. (As amended October 2024)
2. Membership
The Club shall consist of gentlemen and lady members as follows:
a) Full Bowling Members, with gentlemen and ladies designated as Veterans when
over the age of 55 years. (As amended October 2007)
b) Life Members (elected in accordance with Rule 3).
c) Junior Bowling Members (under 18 years of age as of 1st April). No juniors shall be allowed to play on the green unsupervised by an adult member until it has
been determined that they have reached a competent standard of both bowling etiquette and knowledge of the basic
rules of the game. Once this is achieved, they will be entitled to take part in all relevant club and external competitions.
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 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.
9. Resignation of Member
Members may resign their membership at any time by letter addressed to the 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 (Rule revised October 2014) Disciplinary issues will be dealt with in accordance with Bowls England
Regulation 9, 9a and 9b. (For full wording see Bowls England Rules and Regulations, Discipline and Misconduct Policy, available on Bowls England website)
11. 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 Secretary, a written request stating the nature of the business. A 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.
12. 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, Secretary and Treasurer)
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 Club Rules and Byelaws may be revoked, altered or added to, by resolutions passed at a General Meeting. Such
resolutions must be submitted to the Secretary in writing prior to the Meeting.
13. 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 Chairman of the meeting shall have a second or casting vote.
14. 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), Secretary & Treasurer, Club Captain and the Batagas Team Captain, Ladies Captain, and the
Captains of the Veterans teams and such Full Bowling Members as are elected at the AGM. (The Ladies Section was disbanded before the start of 2009 season and
the Veterans Section at the end of 2014 season) 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) Chairman
b) Fixtures Secretary
c) Competitions Committee
d) Two Ground Committee Representatives
e) Two Recreation Club Committee Representatives
The Committee will confirm the appointment of a Safeguarding Officer (not necessarily on the Committee) (Added 2023)
14.1.1 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. (Added 2023)
14.1.2 Voting shall be by show of hands. In the case of equality of votes the Chairman (or another nominated person) shall be entitled to a second casting vote.
(Added 2023)
14.1.3 Five members, to include two officers, personally present shall form a quorum at a meeting of the committee. (Added 2023)
14.1.4 Any conflict of interest must be declared to the Chairman (or other nominated person) prior to the start of the meeting. The Chairman (or another nominated
person) will determine if the person may remain in the meeting and/or vote when the item is discussed. (Added 2023)
15. 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.
15.1.1 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. (Added 2023)
15.1.2 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. (Added 2023)
15.2 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. (Added 2023)
16. 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.
(Added October 2007)
The President
This is an honorary non-executive appointment. The President may attend Committee meetings but shall not have a vote.
The Chairman
Elected from within the Committee to chair Committee meetings (where he 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 and carries out any other duties that he may be called upon to perform.
The Secretary
The Secretary shall conduct all correspondence on behalf of the Club, summon meetings of the Committee, Sub-Committees and General Meetings and shall
ensure that records are kept of the proceedings at all such meetings. The Secretary shall make any necessary applications and returns upon the Club’s behalf. The
Secretary will also undertake any other duties as required by the Committee.
The Treasurer
The 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 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 Grounds person
The Grounds person has the authority to restrict members’ use of the green to protect the playing surface.
17. Remuneration of Officers
The Committee can fix or vary honoraria in respect of the duties performed by Officers or other Members of the Club.
18. 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 adhered to at all times.
19. 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.(Amended November 2024)
20. Code of Conduct
All members when joining the club will be required to agree to and sign a code of conduct form based on R.E.S.P.E.C.T. A copy of which is displayed on the
noticeboard and can also be found at https://bowlsdevelopmentalliance.com/wp-content/uploads/2022/03/Code-of-conduct-for-signature.pdf
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 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. 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.
24. 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.
25. 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. (Normally paraphrased as grey below the waist and white above – shoes may be
brown, grey or white.) 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 newly restored 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.
Appendix 1 – Competition Rules
The Committee reserves the right to add, delete, or alter Competitions and their Rules as they see fit.
The Competition 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 Competition 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