Constitution

1.  TITLE:

The name of the Association shall be:

KENT COUNTY LADIES’ INDOOR BOWLING ASSOCIATION.

2.  OBJECTS:

The Association shall safeguard and promote the game of indoor bowls for the benefit of its members.

3.  MEMBERSHIP:

3.1  A club must be already affiliated to the E.I.B.A. Ltd

3.2  A club must be situated within the County boundaries of Kent as designated on 1st May 1974

3.3  A club must be an independent Ladies’ Indoor Bowling Club or a Ladies’ Section of a mixed Club.

3.4  A club seeking membership shall return an annual Affiliation Form to the Association Honorary Treasurer together with information as requested.  Clubs applying for

affiliation of this Association must have greens, banks and ditches conforming to the current “Laws of the Sport of Indoor Bowls – First Edition (Revised).”

4.  FEES AND PER CAPITA LEVY

4.1  Fees and the per capita levy shall be recommended by the Officers to the Executive Committee with final ratification at the A.G.M.

4.2  The affiliation fee must be paid by 1st April to cover membership until 31st March of the following year.

4.3  A per capita shall be levied for each full registered bowling member at the time of affiliation.

4.4  Any previously affiliated Club failing to pay their dues by the appropriate time shall forfeit all rights and privileges until the arrears have been paid.

5.  ADMINISTRATION:

5.1  The affairs of the Association shall be conducted by an Executive Committee consisting of the following:

(a)  Officers:

(i)  President

(ii)  Senior Vice-President

(iii)  Junior Vice-President

(iv)  Honorary Secretary

(v)  Honorary Treasurer

(vi)  Honorary Competition Secretary

(vii)  Honorary Match Secretary

(viii)  Honorary U/25s Secretary

(ix)  Immediate Past President (ex-officio)

(b)  Delegates:

One from each affiliated Club

The day to day business of the Association shall be run by a Management Committee consisting of all Officers.

5.2  The President, Senior Vice President and Immediate Past President shall hold office for a term of ONE year only, by progression.

5.3  The Junior Vice President shall be elected at the Annual General Meeting and shall progress to Senior Vice President the following year.

5.4  All other Officers shall be elected at the Annual General Meeting and shall serve for a period of one year but shall be eligible for re-election.

5.5  Casual Vacancies:

(i)  If the President ceases to hold office, the Senior Vice President shall become the President and the Junior Vice President shall become the Senior Vice President.  The post of Junior Vice President shall remain vacant for the remainder of that year.  The person succeeding to an office under this sub-clause shall hold office until the next Annual General Meeting and for the period until the next Annual General Meeting thereafter.

(ii)  If the Senior Vice President ceases to hold office, the Junior Vice President shall become Senior Vice President and the post of Junior Vice President shall remain vacant for the remainder of that year. The person succeeding to an office under this sub-clause shall hold office until the next Annual General Meeting and for the period until the next Annual General Meeting thereafter. In the event of this happening - 

a)  the President shall serve for a second year with effect from the following A.G.M.  OR

b)  The Officers shall present an alternative arrangement to the members for ratification.

(iii)  If any other Officer ceases to hold office, the Officers shall have the power to co-opt a member of an affiliated club to fill the vacancy until the following Annual General Meeting when the said member may stand for election.

5.6  All Officers may receive an Honorarium at the end of each season subject to the position of the  Association’s finances. The Officers shall recommend the honoraria for the ensuing year to be ratified at the Annual General Meeting. All legitimate expenses incurred by the Officers of the Association shall be reimbursed with the agreement of the Committee.

5.7  The Honorary Secretary:

(a)  shall act under the direction of the Executive Committee and keep a record of all business transacted on behalf of the Association;

(b)  shall present an annual report for adoption at the Annual General Meeting.

5.8  The Honorary Treasurer:

(a)  shall deposit all monies with a bank or building society;

(b)  shall present, for adoption at the Annual General Meeting, an annual Statement of Accounts, duly checked, for the financial year ended on 30th April.

All cheques must be signed by two of the following four approved signatories:

·  Honorary Treasurer;

·  Honorary Secretary;

·  Two other named Officers.

6.  MEETINGS:

6.1  The Executive Committee shall meet at least once a year or as often as the business of the Association requires.

6.2  A quorum shall consist of a minimum of 4 Officers and 8 other members of the Executive Committee.

6.3  In the absence of the President, the Chair shall be taken by another Officer.

6.4  All Officers, with the exception of the President and Immediate Past President, and each Club Delegate shall have one vote. The President shall have a casting vote in the event of a tie.

6.5  The Officers shall have the power to draw upon any person/s having special skills, knowledge, experience or expertise.  Such members shall not have voting rights.

6.6  The Officers shall have power to appoint sub-committees and to determine the remit and quorum for each.

6.7  All proceedings of any sub-committee meeting shall be reported to the Officers.

7.  ANNUAL GENERAL MEETING:

7.1  The Annual General Meeting shall be held in June of each year.

7.2  Nominations for Officers, duly proposed and seconded in writing, must be sent to the Honorary Secretary at least 28 days prior to the A.G.M.

7.3  Notices of Motion, duly proposed and seconded in writing, must be sent to the Honorary Secretary at least 28 days prior to the A.G.M.

7.4  The Executive Committee shall have the power to submit recommendations to the A.G.M.

7.5  The Notice convening the meeting, together with the agenda and Annual Statement of Accounts, shall be sent to each affiliated Club at least 14 days prior to the date of the A.G.M.  The accidental omission to give notice of a meeting to, or the non-receipt of notice of a meeting by, any entitled to receive notice shall not invalidate the proceedings at that meeting.

7.6  Members of an affiliated Club may attend and participate in the business, but only the Club’s delegate may vote.

7.7  Voting shall be by a show of hands unless otherwise requested by a majority of those present who are eligible to vote.  The election of Officers shall be by a paper ballot if there is more than one nomination.

7.8  A quorum for the Annual General Meeting shall be a minimum of 4 Officers and delegates from 8 affiliated Clubs.

8.  EXTRAORDINARY GENERAL MEETINGS:

8.1  An Extraordinary General Meeting shall be convened at the request of a majority of the Executive Committee or on detailed written request from any affiliated Club with support from a minimum of one third of member Clubs.

8.2  The Honorary Secretary shall give 14 days notice of an Extraordinary General Meeting specifying the purpose of the meeting at which no other business may be transacted.

8.3  A quorum for any such Extraordinary General Meeting shall be a minimum of 4 Officers and delegates from 8 affiliated Clubs.

9.  CHILD PROTECTION:

9.1  The Association is committed to promoting a safe environment in which children and vulnerable adults can enjoy taking part in games of bowls.  It will seek to underpin and ensure this commitment by following and promoting the Child Protection Policy and Procedures of the National Governing Bodies.

9.2  The Officers of the Association shall appoint a Child Protection Officer on an annual basis. The Child Protection Officer so appointed will have undergone appropriate training and have received a certificate relating to Child Protection Issues.

10.  DISCIPLINE AND APPEALS PROCEDURE:

The Officers shall deal with any disputes/complaints arising between or among affiliated Clubs in accordance with the County’s Discipline and Appeals Procedure.

11.  EQUALITY POLICY:

It is the responsibility of the Association to ensure that all members are fairly treated and have equal rights. The Association has adopted an Equality Policy. 

 

12.  DISPOSAL OF ASSETS:

In the event of the dissolution of the Association, any assets remaining, after the satisfaction of all debts and liabilities of the Association, shall be distributed equally between all clubs who have been continuously affiliated to the Association for a minimum of 10 years.

13.  ALTERATIONS TO THE CONSTITUTION:

Any addition, alteration or amendments to the Constitution shall only be made at an Annual General Meeting or Extra-ordinary General Meeting.  Any proposition to add, alter or amend the Constitution must be carried by75% ofthose present and eligible to vote.

15/06/2014