Information For Members

1. Name and address: The club shall be called the Peterborough and district bowls centre and is situated at:
   19 Burton Street, Peterborough. PA15 5HA.
   
2. Ownership: The club is owned by the Peterborough and District Indoor Bowling Club Limited and operated by the Peterborough and District Indoor Bowling Centre, a company limited by guarantee in accordance with the Memoranda and Articles of association of the respective companies, which may for the sake of clarity be hereafter referred to as “The Owners” and “The Operators”.

2.1 Both companies are registered with Companies House.
2.2 Day-to-day management being exercised through a committee comprising the Directors of the Board of Management of the Operators plus a number of subscription members elected by the subscribing bowling members at their Annual General Meeting.

3. Objectives: the objectives of the club are to provide facilities for, and to promote participation in the amateur sport of Indoor and Outdoor Bowls.

4. Membership: the club shall consist of the following categories of membership and subscription on a non-discriminatory and fair basis:
• A full Member.
• A Junior Member under the age of 18yrs.
• An Honorary Member/Life Member.
• A Social Member.

4.1 Neither social or junior. Members shall be eligible to hold office or to vote at a general meeting.
4.2 Annual subscriptions and charges for use of the facilities will be as laid down by the operators and such amounts will be displayed within the club.
4.3 A period of at least two days must elapse before the new member is admitted to any of the privileges of membership (this complies with current licencing regulations.)
4.4 The right of joining fee if any an subscription fee for each category of membership shall be proposed by the committee to the members at the AGM in each year.
4.5 Any proposed changes shall be approved by a majority of those present and entitled to vote and shall become operative from that date.
4.6 The current rate of joining fee and subscription fee shall be prominently displayed in the club premises.
4.7 Membership of the club shall be open to anyone interested in the sport of indoor or outdoor flat green bowls on application regardless of sex age, disability, ethnicity, nationality sexual orientation religion or other beliefs.(Membership may however be limited according to available facilities on a non-discriminatory basis.)
4.8 Membership subscriptions will be kept at levels that will not pose a significant obstacle to people participating.
4.9 The club committee may refuse membership or remove it only for good cause such as conduct likely to bring the club or sport into disrepute. Against refusal or removal may be made to the members. If consideration of removal of membership is as a result of a disciplinary issue, the procedure to be adopted shall be that as set out in accordance with bowls England Regulation 9, (misconduct). (See appendix 1… REGULATION_9_SEPTEMBER_2019_CLEAN.pdf (bowlsengland.com))
4.10 All members shall pay the joining or admin fee and their first annual subscription fee upon election to the club.
4.11 Every member should furnish the membership secretary with up-to-date contact details that shall be recorded in the register of members and any notice sent to such address or addresses either by post or electronically shall be deemed to have been duly delivered.
4.12 An application for membership shall be in the form prescribed by the committee and shall include the name and address and contact details of the candidate.
4.13 Upon receipt of an application for membership the Membership Secretary shall consider the application and may refer it to the committee for their consideration.
4.14 Upon election a candidate shall pay within one calendar month fees as shall be requested. In default of such payment the election shall be void unless significant cause for delay be shown.
4.15 A member wishing to resign their membership shall give notice in writing to the Membership Secretary and shall not then be liable to pay the subscription for the following year.
4.16 A member who retires in accordance with this Rule shall not be entitled to have any part of the annual membership fee or any other fees refunded.
4.17 The Committee my cancel, without notice being given, the membership of any member who’s annual subscription and other annual fees are more than one month in arrears provided that the Committee may, at its absolute discretion, reinstate such member upon payment of arrears.
4.18 No member whose annual payment is in arrears may use the club premises or vote at any meeting.
4.19 The Committee may nominate for election at an Annual General Meeting such Honorary/Life members as the committee may think fit.
4.20 The election of Honorary/Life members shall be placed before the Annual General Meeting each year and such Honorary members shall be duly elected if two thirds of those present, and so entitled to, vote to elect said member(s).

5. Temporary Membership: members of visiting teams or competitors and their supporters or persons attending official functions or functions held on behalf of members may be given temporary membership for a period not exceeding 24 hours.
5.1 notice of other persons nominated for temporary membership shall be clearly exhibited on the club premises for at least two days before such temporary membership takes effect.

6. Officers of the Club: The Officers of the Club shall be full Members of the Club and shall consist of a Committee, hereinafter known as the Club Committee, which shall consist of the Board of Directors of the Operators, of not less than six full members of the Club who shall be elected at the Annual General Meeting of the Club.

6.1 One third of the members of the Committee shall retire every year in rotation but shall be eligible for re-election. A Chair and Vice Chair will be elected at the Annual General Meeting.
6.2 The Chair shall be elected for a three-year period, to be succeeded in office by the Vice Chair at which time a new Vice Chair will be elected.
6.3 Candidates for election to the committee shall be those members of the retiring committee eligible to offer themselves for re-election and such other full members whose nominations (duly proposed and seconded in writing by full members of the club) with their consent, shall have been received by the Membership Secretary at least 28 days before the date of the AGM in each year.
6.4 Such nominations together with the names of the Proposer and Seconder shall be posted in the club premises at least 14 days prior to the date of the AGM.
6.5 If for any reason a casual vacancy shall occur the Committee may Co-opt another person to fill such a vacancy until the following AGM.
6.6 Co-opted members will be entitled to vote.

7.1 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.
7.2 A member of the committee, or of a sub-committee or any member of the club, in transacting business for the club, shall disclose to third parties that they are so acting.
7.3 The Committee, or any person or sub-committee delegated by the Committee to act as agent for the Club or its members shall enter into contracts only as far as expressly authorised, or authorised by implication, by the Committee.
7.4 No one shall, without the express authority of the Committee, borrow money or incur debts on behalf of the club or its membership.

8. Powers of the Committee: The day-to-day management of the club shall be vested in the Club Committee.
8.1 Liaison with the Operators will be through the Club Committee.
8.2 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.
8.3 In particular 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.
8.4 No surpluses or assets will be distributed to members or third parties and all surplus income or profits will be
re-invested in the club.

9. Committee Meetings: Meetings of the Club Committee are to be held at regular intervals throughout the year.
9.1 the Vice Chair will deputise for the Chair in their absence.

10. Quorum: The following will constitute a quorum as appropriate:
• Annual General Meeting – Fifty eligible voting members.
• Club Committee – Three Committee Members.
• Club Sub-Committee – Two Sub-Committee Members.

11. Financial Year: The financial year of the Club shall cover the period 1st of September to 31st of August.

12. Club Administrator: The Club Administrator is a contracted employee.
12.1 The Club Administrator shall conduct the correspondence of the club and shall have custody of all documents belonging to the club.

13. Club Treasurer/Book-keeper: The duties of the Club Treasurer/Book-keeper will include the keeping of proper Books of Accounts on behalf of the Operators, subject to audit, enabling them to present at any time, on reasonable notice by the Board of Directors of the Operators, an accurate report concerning the finances of the Club for the preceding financial year, or the current year as the case may be.

14. Annual General Meeting: the annual general meeting of subscribing members of the club will be held in April each year.
14.1 Formal notice of this meeting and an Agenda shall be displayed on the club notice board at least 28 days before such meeting.
14.2 Seven days’ notice in writing must be given to the office administrator for any item to be introduced under ‘Any Other Business’.
14.3 No business, except the passing of the Accounts and the election of the Officers, Committee, Trustees and Honorary Auditors, and any business that the Committee may order to be inserted in the notice convening the meeting shall be discussed at such meetings, unless notice thereof be given in writing, by a member entitled to vote, to the Office Administrator at least 28 days before the date of the Annual General Meeting.

15. Special General Meeting: A Special General Meeting shall be called at the discretion of the Club Committee to deal with any matter of major importance.
15.1 The Club Committee shall be bound to call a Special General Meeting within 21 days of the date of a request in writing signed by not less than 25 members of the Club.
15.2 During the Indoor season notice of the meeting and a copy of the agenda will be displayed within the club at least seven days before the meeting.
15.3 During the Outdoor season the Club Committee will make every effort to provide this information to members.
15.4 There will be no items of Any Other Business at the Special General Meeting.

16. Complaints: all complaints shall be in writing to the chair of the committee who shall submit them to the club committee whose decision will be final.
16.1 In no instance shall an employee of the club be reprimanded directly by a member

17. Alteration of Club Rules: These rules may be revoked, added to or altered by a majority comprising two thirds of the members present at any General Meeting of the Club.
17.1 Details of such revocation, addition or alteration must be included with the notice calling the general meeting subject to the approval of the Club Committee.
17.2 Changes to club rules are to be notified to both the Chief Officer of Police and the Clerk to the Licencing Authority within 14 days.
17.3 A copy of the Club Rules shall be displayed in a prominent position within the Club premises and made available to all members.
17.4 The committee may from time to time, make, vary and revoke By-Laws(not consistent with these Rules) for the regulation of the internal affairs of the Club and conduct of members.

18. Dissolution of the Club: If, at any General Meeting of the Club, a resolution be passed calling for the dissolution of the Club, the Office Administrator shall immediately convene a Special General Meeting to be held not less than one month thereafter to discuss and vote on the resolution.

18.1 If, at that Special General Meeting the resolution is carried by at least two thirds of the Members present, the Committee shall thereupon, or such date as has been specified in the resolution, proceed to realise the assets of the Club and discharge all debts and liabilities of the club.
18.2 If, upon the winding up or dissolution of the club there remains after the satisfaction of all its debts and liabilities any property whatsoever, the same shall not be paid to or distributed among the Members of the Club.
18.3 Upon dissolution of the Club the Committee shall give or transfer the net assets remaining to one or more of the following:
To another club with similar sports purposes which is a charity and/ or……
To another club with similar sports purposes which is a registered C.A.S.C. and/ or…..
To Bowls England For use by them in related community sports.

19. Miscellaneous:
• Opening of club premises: The Club premises shall be open to members at such times as the Committee shall direct and those times will be posted on the Club notice board
• Safeguarding: the club shall adhere to the Safeguarding Policy of Bowls England and will ensure that all the contents of said policy are communicated to Members and clearly displayed within the club premises for Members and visitors.
• Equalities: the Club should adhere to the Equality Policy of Bowls England.
• Licencing: the club should adhere to the requirements of the Licencing Act (or any subsequent Act) with regard to the purchase and supply of excisable goods.
• The Members acknowledge this document constitutes a legally binding contract to regulate the relationship of the Members with each other, and the Club.

Appendix 1:
see below a copy of Bowls England- ‘Disciplinary Rules in relation to Misconduct at Club level and at Licenced Tournaments – Misconduct’.

Bowls England Regulation 9 Sept 2019 (abridged version)
DISCIPLINARY RULES IN RELATION TO MISCONDUCT AT CLUB LEVEL AND AT LICENSED TOURNAMENTS – MISCONDUCT

1. Disciplinary Regulation
   The right of Bowls England to take disciplinary measures.
   Any member of Bowls England against whom an allegation of misconduct, as defined below, is alleged, may be subject to disciplinary measures:
   a) Action which otherwise improperly damages Bowls England or any County Association or Club thereof, or any member thereof, or their reputation.
   
2. Definitions of Misconduct
   For the purposes of this Regulation, the definition of ‘misconduct’ shall include, but shall not be restricted to:
   2.7. the use of any profane, indecent, or improper language at any function of Bowls England or of any County Association or Club thereof, or whilst upon the property of any Club;
   2.8. any violent, indecent, disorderly, threatening, intimidating or offensive behaviour at any time or place towards Bowls England (this includes all employees, any County Association or any Club, or any member thereof……… )
   2.14. any conduct which constitutes a criminal offence.

DISCIPLINARY PROCEEDINGS AT CLUB LEVEL

3. Procedure following an allegation of misconduct at Club Level
   3.1. Any person wishing to make a complaint of misconduct by a member must do so in writing to the Chair or if no Chair the President of the Club. If after preliminary Investigation the Chair/President of the Club considers that a case of misconduct exists the Chair/President of the Club will refer the complaint to the Club Disciplinary Committee. If the
   Chair/President considers that a case cannot be made, no further action will be taken at club level and the complainant shall be advised accordingly of the reason for this decision.

In the event of an incident considered necessary for disciplinary action by a Club against one or more of its members, the following procedure must be followed:
a) The accused member/members involved shall be advised in writing within 21 days of the complaint being received:
i. That the complaint will be referred to the Club Disciplinary Committee for a
Disciplinary Hearing;
ii. That they/he/she is/are prohibited from making an application to join another affiliated club until all disciplinary procedures have been completed.

b) In the event of a Disciplinary Hearing taking place the date shall, if possible, be agreed with the accused member/members involved, the Club shall provide three dates of availability which shall be within forty two days of the date of notification to the accused member/members of the complaint or as soon as practical thereafter and in any event the Disciplinary Hearing must be held within 90 days of the date of notification of the complaint

The accused member/members must be given the right to be heard and to be accompanied by an advisor.
c) Periodic review ‐ A decision to suspend an accused member/members from Bowls England pending a disciplinary hearing or a court trial shall be subject to a Bowls England periodic review at the request of the accused member/members who is the subject of the order.

3.2. Composition of the Club Disciplinary Committee

a) The governing body of the Club (in this Regulation “Club Governing Body”) will appoint or delegate THREE persons, none of whom shall have had any previous involvement or material knowledge of the complaint, as the Club Disciplinary Committee.
b) The members of any such Club Disciplinary Committee need not necessarily be members of the Club.
c) The accused member/members may object to a maximum of two of the appointed delegated members of that committee.

3.8. Standard and Burden of Proof
The burden of proof shall be with the Club Governing Body and the Club Disciplinary Committee will only find against the accused member/members if, on the evidence before it, it is satisfied on the balance of probabilities that an allegation of misconduct has been proved.

3.9. Evidence
The Club Disciplinary Committee will rely solely on evidence presented at the hearing in accordance with Section 3.3.

3.10. Relevance
The Club Disciplinary Committee may refuse to admit evidence that is, in its opinion, irrelevant to the issues raised.

4. Penalties
   4.1. Imposition of penalties
   If an allegation of misconduct is proved against an accused member/members, penalties may be imposed on the accused member/members by the Club Disciplinary Committee.
   4.2. Matters to be considered
   When determining penalties, the Club Disciplinary Committee will give consideration to the seriousness of the misconduct, the circumstances of the misconduct, and the general personal circumstances of the accused member/members

4.3. Types of Penalty
The penalties available for an accused member/members found to have an allegation of misconduct proved against him/her are, but shall not be restricted to:
a) Caution.
b) Absolute discharge.
c) Conditional discharge.
d) Excluded from certain activities of his/her Club and/or County Association and/or Bowls
England, such as participating in competitive bowls, for a defined period of time.
e) Suspended from his/her Club and/or County Association and/or Bowls England for a defined period of time.
f) Expelled from his/her Club and/or County Association and/or Bowls England for an indefinite period of time.
g) Required to pay any costs in relation to the investigation and proceedings.

In the event of an appeal being made, any penalty imposed OTHER than suspension or expulsion, shall be held in abeyance until such time as the right to any appeal has ceased and/or all appeal procedures have been finalised.
Any decision made by the Club Disciplinary Committee regarding suspension or expulsion shall only be overturned by virtue of any appeal procedures.
An accused member/members found to have an allegation of misconduct proved may be cautioned as referred to in (a) above which means that no penalty is imposed but, if the accused member/members is/are found to have had proved against him or her an allegation of misconduct, on a subsequent occasion, within a period of 3 years, the caution may be referred to and taken into account.

For full version see REGULATION 9 SEPTEMBER 2019 CLEAN.pdf (bowlsengland.com)

Appendix 2 :
Officers of the Club: –

Chair of Committee:
• To Chair all relevant meetings of the club.
• To have the casting vote at all relevant meetings of the club in the event of equality.

Office Administrator:
• To keep a register of Club member’s contact details.
• To conduct the correspondence of the Club.
• To keep custody of all Club documents.
• To administer such Insurance Policy or Policies as may be needed to fully protect the interests of the Club, its Officers and its Members.

Bookkeeper/Treasurer/Membership Secretary:
• To collect all relevant fees from Club members.
• To make all relevant payments on behalf of the Club.
• To prepare Annual Balance Sheets for examination.
• To present Accounts for approval at the Annual General Meeting.
• To deal with all matters relating to the Club’s C.A.S.C. status.

Fixture Secretary:
To arrange bowls matches as relevant with other clubs.

Captains:
To select relevant representative bowls teams.

Safeguarding Officer:
To act as a point of contact for Members.

Press officer:
To publicise the Club in local media, website and social media as relevant.

Appendix 3 :
Licensing Act:
Purchase and supply of excisable goods…..
• The purchase for the Club of excisable goods and the supply of the same upon Club premises shall be exclusively and solely under the control of the Committee, or of a special sub-Committee appointed by the Committee.
• Intoxicating liquor may only be sold for consumption on the Club premises to persons over the age of 18 who are entitled to the use of the Club premises in pursuance of the Rules, By-Laws and Regulations for the time being in force.
• The committee should cause the club bar to be opened (subject to the terms of the club premises certificate) at convenient times for the sale of excisable goods to persons who are entitled to the use of the premises of the club in pursuance of these rules, provided that visitors names and the name of their introducer shall have been entered in the visitors book upon entry to Club premises.
• No person shall take a Commission, percentage or other such payment in connection with the purchase of excisable goods for the Club. Any profit deriving from the supply of such goods shall (after deduction of the costs of providing such goods for the benefit of the Club) be applied to the provision of additional amenities or the purchase of property to be held in trust for the benefit of the Club.
• Proper accounts of all purchases and receipts from exercisable goods shall be kept and presented at the Annual General Meeting in each year and such information as the Secretary or Auditors may require shall be furnished to enable any statutory return or statement and the payment of excise or other duty or tax to be made.