NORTH SHROPSHIRE VETERANS CROWN GREEN BOWLS ASSOCIATION
CONSTITUTION
The Association shall be known as the North Shropshire Veterans Crown Green Bowls Association. NSVCGBA
The object of the Association shall be to promote organise develop and govern Over 60’s crown green bowling in the North Shropshire area.
The Association shall be affiliated to the British Crown Green Bowling Association {BCGBA), and Shropshire Crown Green Bowls Association (SCGBA) with Member Leagues paying their dues for such separately.
1.4. Membership
Membership shall be open to all Bowling clubs affiliated to the Shropshire Crown Green Bowls Association. Current Leagues involved are the Whitchurch and District over 60’s League (Member Clubs to be within a 13mile radius of Whitchurch) and the Market Drayton Senior Citizens League (Member Clubs to be within a 12mile radius of Market Drayton) with the exception of existing member clubs.
All applications for NEW CLUBS to a League to join that League will be considered by the Executive Committee on merit at the AGM and applications to be made by the end of the month each year prior to the AGM. Confirmation of the application should be given AT the AGM by a Club representative
For additional Teams from existing Clubs applications are to be made by March 7th each year.
For any Club Team(s) wishing to leave the League(s) notice is to be given by March 7th each year.
1.5. Officers
The Officers of the Association shall consist of the Chairperson, Vice Chairperson, Secretary, Treasurer, Results Secretary, Safeguarding Officer, SCGBA Representative plus up to 2 representatives from each of the leagues within the Association. Officers will be elected annually at the AGM. Any officer may be re-elected without limit. Nominations for any of the named positions from any club or individual to be sent to the Secretary by 30th November annually. All nominations for any Officer position must be in writing and accompanied by a proposer and seconder. (They do not need to attend the AGM to be elected to office). No nominations will be accepted at the meeting.
1.6. Honorarium will be paid annually at a figure agreed at the AGM to the Secretary and Treasurer apportioned between the leagues taking revenue into account.
1.7. The Chair of the Association will hold office for a minimum of two years and can be re-elected after that period. The election of the Chair of the Association will be via nominations and voted on at the Annual General meeting in the relevant year. Nominations for Chair of the Association should be notified to the Secretary by 30th November. In the event of a tie the result will be determined by a simple ballot.
1.8. The Chair of the Association will act as the Chairperson at all Committee meetings and Executive Meetings. In their absence, another member of the Committee will be selected to act as Chairperson for that meeting.
1.9. The role and limits of authority of each of the Officers are documented separately.
1.10. Each League represented by the Association will have an Honorary President voted for by the relevant League who will serve 3 consecutive years as that League’s figurehead.
2. Committees
2.1 Association Executive Committee
The Executive Committee consisting of the Officers, and one representative from each club will govern the affairs of the Association. Decisions made will be ratified by a majority vote of those clubs attending including the vote of the Association Officers.
Each club and Association officer will be allowed one vote. More non-voting club representatives may attend.
In the event of a tie the Chairperson will have the casting vote.
Decisions made by the Executive Committee shall be final and binding.
The committee will have due regard to the law on equality, disability, discrimination and vulnerable protection and be subject to the various Safeguarding policies and procedures stipulated by the BCGBA.
2.2 Association Management Committee
The Association will be managed by a committee known as the North Shropshire Veterans Crown Green Bowls Association Management Committee and will be made up of the Officers of the Association. In addition, delegates representing Referees and County may attend when invited, as can the Presidents of each of the Leagues.
The Officers entitled to vote are Chair, Vice Chair, Treasurer, Results Secretary and League representatives They will be entitled to one vote each and the Chair of the meeting shall have a casting vote in the event of a tie. A quorum for the meetings is 66% of the committee
2.3. The Association Management Committee has the power to:
a) provide playing facilities for matches and tournaments, equipment, training, transport, medical and related facilities.
b) provide coaching and related social and other facilities.
c) have full powers to act on any matter which come before them, including complaints, disputes, fines etc.
d) take out insurance for organised events, players, guests and third parties.
e) Co-opt any member on to the Committee because of a vacancy arising before the next AGM is held. Any member co-opted will need to stand for re-election at the next AGM.
f) Nominate a bona fide Bank and set up an account to deposit monies paid to the Leagues and make payments from to meet all liabilities.
g) raise funds by appeals, subscriptions, and other activities.
h) set aside funds for special purposes or as reserves.
i) invest funds in a responsible manner.
j) engage 3rd Parties and others to provide services, i.e. an Auditor for the annual accounts of each league.
k) co-operate with or affiliate to firstly any bodies regulating or organising the Sport and secondly any club or body involved with it and thirdly with government and related agencies.
I) do all things reasonably necessary to advance the purposes of Over 60’s Crown Green bowling.
m) may exercise discretion in dealing with any unforeseen circumstances or Ad-hoc situations that may arise in the operation and/or interpretation of the rules for both leagues. All protests from clubs regarding breaches of rules at a league match or regarding Management Committee decisions must be in the hands of the Association Secretary within 3 clear days of the match (if applicable to a match issue). Such protests must be accompanied by a fee of £10.00 which will be returned if the protest is upheld.
Representatives of the Club who have lodged a complaint or dispute will not be allowed to sit on the Management Committee while the matter is discussed and decided.
n) NONE of the above powers may be used other than to advance the purpose consistently with the objects of the Association and the general law.
A Committee member ceases to be such if they cease to be a member of the Association, resigns by written notice, or is removed because of any disciplinary action. Any disciplinary action will be subject to the policies and procedures as stipulated by the BCGBA.
Whenever a committee member has a personal interest in a matter to be discussed they must declare it, withdraw from that part of the meeting (unless asked to stay), not be counted in the quorum for that agenda item and withdraw during the vote and have no vote on the matter concerned.
The Management Committee may delegate any of their functions to sub-committees but must specify the scope of its activity and powers; the extent to which it can commit any funds of the Leagues; its membership; and its duty to report back to the Management Committee. The Committee may wind up any sub-committee at any time or to change its mandate and operating terms.
3. Organisation of meetings
Association Management/Executive Meetings
3.1. The Association Executive Committee and Management Committee shall
meet on the instruction from the Secretary in consultation with the Association Chairperson. Notice of Executive meetings shall be forwarded to all member clubs at least 14 days before the meeting.
3.2. Minutes of previous Executive meetings shall be distributed to the club secretaries and preferred contacts within 14 days of being held and approved with any amendments within a further 14 days.
3.3. A quorum for Association Management meetings is 66% of the Officers
General Meetings
3.4. The Association AGM will be held in the first quarter of the year to receive the accounts for the previous year, to discuss and vote on rule proposals or amendments and to elect Officers of the Management Committee
3.5. Minutes of the previous AGM shall be distributed to the club secretaries 14 days prior and approved at the meeting.
3.6. All member clubs are expected to attend - other non-voting club representatives can also be present. Any club failing to be represented at an Association Executive meeting or any General Meeting could be fined £10.00 at the discretion of the Association Committee.
3.7. A quorum for all general meetings is 50% of member clubs.
3.8. Except as otherwise provided in the Association rules, every resolution shall be decided by a simple majority of the votes cast by a show of hands or an online poll. All Officers and Clubs attending the AGM (or an EGM) will be entitled to one vote each. In the event of a tie then the Chairperson will have the casting vote.
3.9. Where proposed rule changes will apply only to particular divisions or Leagues the proposals may be voted on only by clubs with teams in the division{s) or the division immediately above or below the division{s) concerned, or the relevant League plus the Association officers.
Extraordinary General Meetings
3.10. An extraordinary/ special general meeting of the Association may be called at any time by the Executive Committee and shall be called within 21 days of the receipt by the Secretary of a requisition in writing signed by at least 5 Association members and stating the business to be discussed. No other business shall be discussed at the meeting so convened.
3.11. The Management Committee can call for an E.G.M. with 14 days notice to the Executive Committee.
4.Finance
4.1. Leagues within the Association will hold one Bank Account In order to monitor performance of each League, to receive Match Fees, Sponsorship monies and Competition fees etc separate financial reports for each League will be produced by the Treasurer each year,
The Leagues will distribute prize funds and pay Annual Affiliation fees and Insurances on a separate basis. Lunch monies will be accounted for on the Barlows balance sheet.
4.2. All monies due from the Leagues within the Association should be paid to the Treasurer on or before 31st October each year to the appropriate League.
4.3. Clubs with outstanding dues not paid will be fined £10 per month until paid. The accounts of the leagues shall be made up to 31st December in each year and shall be presented at the AGM by the Treasurer and checked for approval at the next Executive meeting.
5.Rules of the Association
5.1. Notice of any proposed new rules or alterations to existing rules proposed by the Management Committee will be circulated to all member clubs in the notice convening the Annual General meeting. Any proposed changes suggested by any member club, must be submitted in writing by 30th November and will be circulated with the notice convening that Annual General meeting.
5.2. No rule of the Association shall be altered, rescinded, or added to without the consent of the majority at the Annual General Meeting.
6.Dissolution
Should an AGM or EGM decide, by a majority, on grounds of expediency or otherwise, to dissolve the Association, a meeting of member clubs will be called within 28 days. At the meeting, if a two thirds majority of those present and eligible to vote decide to dissolve the Association, the Executive committee shall have the power to decide on the future management of the leagues involved.
7.Amendments
This Constitution may be amended at an AGM by a majority of the votes cast. All amendments proposed must be sent to the Secretary by not later than the 30th November.