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Constitution

WIMBLEDON & DISTRICT BOWLING ASSOCIATION

1.      GENERAL

1.1    The Association shall be called “The Wimbledon and District Bowling Association”, hereafter known as The Association.

1.2    The Management Committee shall be referred to as “The Committee”

1.3    The Association is a ‘Not For Profit’ organisation, whose principal objectives are to administer and organise Competitions and Leagues on behalf of member clubs of The Association. 

 

2.      ORGANISATION

2.1    The management of the Association shall be conducted by The Committee, consisting of, The President, The Senior Vice President, The Junior Vice President, The Secretary, The Treasurer, The Competitions Secretary and The League Secretary.  The election of all Officers shall be held annually at the Associations AGM.  On consenting to stand for office all nominees must be proposed and seconded by at least two voting delegates, which can be carried out en bloc.  Nominations are open to all bona fide bowling members of member clubs regardless of gender.  Nominations for each post, which can only be submitted by member clubs, must be received, in writing, by the Secretary, at least fourteen days prior to the Annual General Meeting and all nominations are to be included in the Agenda covering that meeting.  At least one auditor, independent of the Committee, but also belonging to a member club, will also be nominated, at the same time. The Committee shall have power to co-opt other members, of the Association, to fill vacancies during the year, should the need arise. 

2.2    For an AGM or EGM to be valid the attendance of voting delegates from 50% of member clubs will constitute a quorum.

2.3    The Annual General Meeting, of the Association, shall be held no later than 30 November, of each year.  Notification of the venue, date time and Agenda should be sent to all member clubs at least four weeks prior to the allotted date.  Minutes of the previous AGM will be presented, in order for them to be confirmed, and signed off as a ‘True’ Record’.  A statement of accounts, duly audited by the nominated Auditor(s) is to be presented at the AGM.  Each member club may nominate two members to attend the AGM as voting delegates.  The President will chair the meeting.  The Secretary, Treasurer, Competitions Secretary, League Secretary and Auditor(s) will submit their annual report(s) at the AGM, the details of which shall be recorded in the Minutes of that AGM.  Minutes of each AGM will be recorded on the Association website.

2.4    A Special General Meeting may be summoned at any time, by the Committee, or on receipt by the Secretary, in writing, of correspondence received by a member club, clearly stating the nature of the matter at issue.  Fourteen days notice must be given, with regards to convening such meetings and no other business shall be transacted at that meeting.  No resolution shall be valid unless carried by a majority of at least two thirds of those attending and eligible to vote. 

 

3.      COMMITTEE RESPONSIBILITIES

3.1    The Secretary shall keep a record of all business transacted at the Annual General Meeting and any Committee Meeting and/or Extraordinary, or Special General Meeting(s).  The Secretary shall be responsible for bringing all correspondence, addressed to the Association, to the attention of the Committee and to reply accordingly, to said correspondence, should a reply be required.  The Secretary shall ensure that the minutes, from each AGM, are posted on the Association website.The Secretary shall send Affiliation Forms to each member club, annually, by the end of February, detailing Affiliation Fees and cost of entry into the Weekend League, Midweek League and Top Ten competition.  The Secretary shall be responsible for administering the Associations General Data Protection Policy.

3.2    The Treasurer shall receive, and record, all monies on behalf of the Association and make any payments directed by the Committee and render an account of such receipts and expenditure, as and when required by the Committee.  The Treasurer shall arrange for an annual Audit of Accounts, by the nominated Auditor(s), prior to the AGM.  The Treasurer will aim to ensure that Affiliation Fees are received, from all member clubs, 1st April each year.

3.3    The Competition Secretary shall be responsible for sending out entry forms to each member club, by the end of February.  The Competition Secretary shall be responsible for conducting the draw for each competition, allocating play by dates for each round of each competition, and recording both competition draws and results on the Association website.  The Competition Secretary shall be responsible for recording competition results on the Association website. The Competition Secretary  shall be responsible for organizing both the annual Finals Weekend and the annual Presentation Evening. The Competition Finals Weekend will take place, annually, on the second weekend in September and The Presentation Evening will take place, annually, in March

3.4    The League Secretary shall be responsible for, annually, sending out Player Registration Forms to member clubs.  The League Secretary shall send forms out to each club, who participate in the Midweek League, in order for them to record their available dates for matches.  The League Secretary shall collate the fixtures for the Midweek League and send the relevant details to each participating club, and also record the details on the Association website. The League Secretary shall record all match results and update league tables, for both the Weekend and Midweek Leagues, on the Association website.  The League Secretary shall compile a list of all individual bowlers, who have been registered to play in League matches, by their member club.  The League Secretary shall randomly select 10% of result cards, throughout the season, in order to confirm that all players named on the result cards are registered with the participating clubs.

 

4.      MEMBERSHIP

4.1    Membership, of the Association, is open to all bowling clubs located within a 7 mile radius of Wimbledon Railway station, in any direction.

4.2    An Annual Affiliation Fee will be payable by all member clubs.

4.3    Any complaint against a member club, or any of its individual members, must be submitted, in writing, to the Association Secretary.

4.3    Any complaint against a member club, or any of its individual members, of conduct considered prejudicial to the interests of The Association shall be investigated by The Committee, in accordance with the rules of misconduct, as laid down by Bowls England.

 

5.      COMPETITIONS

5.1    Entry to Association Competitions is open to bowlers from all member clubs.

5.2    Rules for each competition shall be posted on the Association website.

5.3    The running of all competitions shall be the responsibility of The Competitions Secretary or, in the event of any unforeseen circumstances, a nominated member, who will organise and run them according to how he/she sees fit, subject to the ultimate approval of The Committee.

5.4    Any problems, or disputes arising, with regards to competitions shall be dealt with by the Competitions Secretary.  If he/she is unable to resolve any issues, or the opponents in question cannot agree then the issue may be taken to the Committee, who will convene an Emergency Meeting.  Their decision will be final.

 

6.      LEAGUES

6.1    Entry to the Weekend and Midweek Leagues is open to all member clubs.

6.2    Rules for each League shall be posted on the Association website.

6.3    The running of all leagues shall be the responsibility of The League Secretary or, in the event of any unforeseen circumstances, a nominated member, who shall organise and run them according to how he/she sees fit, subject to the ultimate approval of The Committee.

6.4    Any problems, or disputes arising, with regards to league play shall be dealt with by the League Secretary.  If he/she is unable to resolve any issues, or the opponents in question cannot agree then the issue may be taken to the Committee, who shall convene an Emergency Meeting.  Their decision will be final.

 

7.      FINANCE

7.1    An annual audited Statement of Accounts, shall be presented at the Annual General Meeting.

7.2    In the event of The Association being disbanded, the whole of the assets shall be disposed of to the best advantage of the member clubs, at the time of disbanding.

 

8.    DATA PROTECTION

8.1   A copy of the Associations General Data Protection Policy shall be posted on the Association website

 

Updated following the AGM 20 Nov 2018