BOWLS DORSET CONSTITUTION

Issue I (Ratified at November 2019 AGM)

Amendments

Paragraphs 6, 9, 12 amended at November 2023 AGM

BOWLS DORSET

(The Unified Governing Body for the sport of Flat Green Bowls in Dorset)

CONSTITUTION

1. TITLE

The Association shall be called BOWLS DORSET and is hereafter referred to as THE ASSOCIATION.

2. AFFILIATION

THE ASSOCIATION shall be affiliated to BOWLS ENGLAND and conform to its rules and regulations.

3. OBJECTS

To promote foster and safeguard the sport of flat green bowls in the county of Dorset.
To adopt and enforce the Laws of the Sport of Bowls as laid down in the current Laws of the Sport of Bowls and in accordance with the regulations currently laid down by Bowls England.
To hold annual Championships in Singles Pairs Triples and Fours and any other events as decided.
To hold inter-county and other matches.
To interpret when called upon by affiliated clubs or members thereof questions of law and practice and to arbitrate in differences arising between affiliated clubs and members thereof.
To advise affiliated clubs concerning the laying of greens of proper dimensions.
To form a Patrons Association.

4. MEMBERSHIP

THE ASSOCIATION shall be open to all bona fide clubs whose greens are geographically situated within the boundaries of the County of Dorset. Application for membership shall be made to the Administrator of THE ASSOCIATION accompanied by a list of office bearers of the club and the addresses of the Honorary Secretary and of the green together with the Entrance Fee the first Annual Affiliation Fee to THE ASSOCIATION and the first Annual Affiliation Fee to Bowls England. Approval of the application shall be at the discretion of The AGM.

A club desiring to withdraw from membership of THE ASSOCIATION shall give notice in writing to the Administrator.

THE ASSOCIATION shall at a General Meeting have the power to elect Honorary Life Members of THE ASSOCIATION for special services rendered to THE ASSOCIATION provided a minimum of two-thirds of the membership entitled to vote at such meeting shall be in favour. Life Members shall be entitled to attend General Meetings and shall have a vote.

No member shall represent or allow their name to be submitted by more than one club or County in any one year in County competitions or other County activities.

5. ASSOCIATE MEMBERSHIP

Associate Membership shall be open to all Area Associations within the County provided that the Area Association consists of a minimum of four clubs all of which are affiliated to THE ASSOCIATION. Application for Associate Membership shall be made to the Administrator and shall be accompanied by a list of office bearers the addresses of the Honorary Secretary and a list of clubs comprising the Area Association. An Area Association shall be entitled to send two representatives to General Meetings of THE ASSOCIATION and such representatives shall be entitled to speak on any matter but shall have no vote.

6. FEES

A club shall pay a fee on joining THE ASSOCIATION as determined by the Annual General Meeting.
THE ASSOCIATION Annual Affiliation fee payable by each club shall be based on the playing membership as at 31st March. A club failing to pay Affiliation fees by the due date shall forfeit all rights and privileges of membership until all arrears have been discharged. The Annual Affiliation fee shall be determined by the Annual General Meeting.
Additionally all clubs shall pay the prescribed BOWLS ENGLAND Annual Affiliation fee.
Associate Members shall pay an Annual Affiliation fee as determined by the Annual General Meeting.

[Amended by November 2023 AGM - click here for details]

7. OFFICERS

The Officers of THE ASSOCIATION shall be elected at the Annual General Meeting and shall be:

The Chairperson
The Administrator
The Association Treasurer

Should an Association officer post not be filled at the Annual General Meeting, or if a vacancy occurs subsequently then the Members of the Executive Committee shall co-opt a person to fill the vacancy, with full voting rights

8. ADMINISTRATION

The affairs of THE ASSOCIATION shall be conducted by The Executive Board, The Code Officers and the Code Representative Committees.
There shall be an Emergency and Disciplinary Committee consisting of THE ASSOCIATION Chairperson plus the Presidents and Secretaries of the Womens and Mens Codes.

9. ANNUAL AND OTHER GENERAL MEETINGS

ANNUAL GENERAL MEETING. The Annual General Meeting shall be held on the second Thursday in November subject to power being reserved by The Executive Board to vary the date should special circumstances warrant such change. Notice of the Annual General Meeting shall be distributed by the Administrator with copies of the Agenda at least 14 days prior to the date of the meeting. Those entitled to vote at the Annual General Meeting shall be 1 Men’s Representative and 1 Ladies Representative from Each Affiliated Club and Life
Members. The Chairperson shall have an extra or casting vote.
SPECIAL GENERAL MEETINGS. A Special General Meeting shall be convened on the instruction of The Executive Board or on receipt of a requisition to that effect signed by the Presidents and / or Secretaries of at least three Affiliated Clubs clearly stating in writing the matter at issue. No other business shall be transacted at the meeting.

[Amended by November 2023 AGM - click here for details]

10. ADMINISTRATOR

The Administrator shall keep a record of all business transacted at General and Committee meetings and submit to the Annual General Meeting a report of the proceedings of THE ASSOCIATION since the previous Annual General Meeting.

11. FINANCE

The following regulations shall be observed in connection with finances of THE ASSOCIATION.

The accounts of THE ASSOCIATION shall commence on 1st October and end on 30th September in each year.
The Association Treasurer shall render to the Annual General Meeting a precise account of income and expenditure for the past year examined and signed by a competent person not a member of a Code Representative Committee who shall be appointed at the Annual General Meeting. Copies of the Balance Sheet shall be sent with the notices convening the Annual General Meeting.
The funds of THE ASSOCIATION shall be deposited at a Bank or Building Society approved at an Annual General Meeting and cheques with a value ceiling of £500 may be signed by any one of the following the Administrator the Association Treasurer or the Match Secretary of either code. Cheques with a ceiling value higher than £500 must be signed by the Treasurer and one of the following the Administrator or the Match Secretary of either code.
Other orders of instruction to the Bank or Building Society must be signed by the Association Treasurer and any one of the following the Administrator or the Match Secretary of either code. This may be done by a confirming e-mail as requested by the Treasurer especially in the case of a bank transfer in settlement of an account
The Executive Board may in such manner or terms as they shall determine:
1. Invest capital or other monies of THE ASSOCIATION.
2. Pay travelling expenses and allowances.
3. Grant financial assistance or loan for special purposes.
Neither Code can exceed their Capital Account without having the approval of the Executive Board

12. EXECUTIVE ALLOWANCES

a) All claims for expenses shall be made prior to the meeting at which Allowances for the following year are agreed, and be settled prior to the AGM
b) Allowances shall be declared itemised in the Annual accounts
c) Administrative Officers: - Chairperson, Administrator and Treasurer shall receive allowances to reflect normal expenses. Allowances as such sum to be agreed in advance for the forthcoming year by the Executive Committee at the last regular Executive Committee meeting prior to the AGM. Such sum agreed will be recorded in the minutes
d) Presidents: - Both presidents shall receive Allowances as such sum to be agreed in advance for the forthcoming year by the Executive Committee at the last regular Executive Committee meeting prior to the AGM. Such sum agreed to reflect normal expenses and will be recorded in the minutes. Presidents shall have no match day fees.
e) Executive Officers and Assisant Officers: - Secretary/Match Secretary/Competition Secretary/League Secretary and Assistants - shall receive Allowances to reflect normal expenses. Allowances as such sum to be agreed in advance for the forthcoming year by the Executive Committee at the last regular Executive Committee meeting prior to the AGM. Such sum agreed will be recorded in the minutes.
f) Match secretaries when on duty and Captain of the Day shall have no match day fees.
g) No additional travel expenses shall be paid - save that persons attending Bowls England meetings as delegates may receive refund of reasonable expenses.
h) Leamington Qualifiers expenses: - A contribution towards expenses for Leamington National Qualifiers shall be such sum as agreed in
advance for the forthcoming year by the Executive Committee at the last regular Executive Committee meeting prior to the AGM and such sum agreed be recorded in the minutes.
i) All Allowances to be recommended to the AGM to be adopted for the forthcoming year.

[Amended by November 2023 AGM - click here for details]

13. INDEMNITY

All categories of BOWLS DORSET membership shall except in the case of willful default or fraudulent acts or omissions be indemnified by and out of the funds of BOWLS DORSET against any loss damage expenses or liability incurred by reason of or in connection with any legal proceedings instituted against them or any of them for any act done omitted or suffered in relation to the performance of any of their duties in respect of BOWLS DORSET. The Executive Board shall affect any appropriate insurance in respect of the indemnity provision in this clause at the expense of BOWLS DORSET.

14. LIQUIDATION

In the event of the liquidation of THE ASSOCIATION the funds and assets of THE ASSOCIATION remaining after payment and satisfaction of its debts and liabilities and the costs and expenses of liquidation shall be distributed by THE ASSOCIATION in a General Meeting to a sporting body which is established primarily for the purpose of promoting any game or sport provided that the game or sport is conducted for the recreation and benefit of the general public in England and no part of the income or other funds of the body corporate operating such sport is used for or available to be used for the pecuniary profit of any proprietor member or shareholder.

15. MATTERS NOT PROVIDED FOR

If any matter shall arise which in the opinion of The Executive Board is not provided for in this Constitution then same may be determined by The Executive Board in such manner as it deems fit and every such determination shall be binding upon all categories of THE ASSOCIATION until set aside by a resolution at a General Meeting.

16. ALTERATIONS TO THE CONSTITUTION

No alterations of or additions to this Constitution shall be made except at an Annual General Meeting or a Special General Meeting called for that purpose. Notice of such proposed alteration or addition together with the names of the Proposer and Seconder shall be given in writing to the Administrator at least twenty-one days before the meeting at which the same is to be raised.