Adopted AGM 2010 - revised AGMS 2012/2013/2014/2015/EGM2015/AGM2017
NOTE:  A constitution should be as simple and as flexible as possible to allow for developments or amendments
without the need for constant alterations.
    The Club shall be called Purbrook Heath Bowling Club, hereafter to be referred to as "the Club"and shall be affiliated to:
    i.    Bowls England.
    ii. Hampshire County Bowling Association.
    iii. Portsmouth & District Bowling Association.
    iv.  Portsmouth & District Women`s Bowling Association.
    v.   Portsmouth & District Short Mat Bowing Association.
    vi.  Hampshire County Short Mat Bowling Association.
    vii. Any other bowling association as the Management Committee shall deem appropriate from time to time.
    i. The object of the club is to provide facilities for and promote participation of the whole community in the sport
    of bowling. 
    ii. To foster and promote the sport of flat green bowls at all levels, providing opportunities for recreation and 
    iii. To foster and promote the sport of short mat bowls at all levels, providing opportunities for recreation and 
    iv. The Club is non-profit making. All surplus income or profits are to be reinvested in the Club. No surpluses or 
    assets may be distributed to members or third parties.
    Membership of the Club shall be open to any person, regardless of race, age, gender, sexual orientation, religious
    belief, disability or ability, who completes a membership application form and pays the relevant subscription/joining 
    fee as determined by the Club.
    There shall be five classes of membership:
    i. Full Membership
    This entitles members to full access to all activities, including free use of the Green, (but Short Mat use shall be 
    charged by the session). Can hold office, vote, address meetings, play in indoor and outdoor leagues, friendly matches 
    and other representative games.
    ii. Associate Membership
    Holders may participate in all social activities. Must pay session fee to use short mats and outdoor Green. May play in 
    indoor leagues and friendly games only; cannot hold office, vote or speak at meetings.
    iii. Junior Membership
    Exactly the same as associate membership. The annual subscription shall be a nominal sum determined by the AGM 
    on the advice of the Treasurer.
    iv. Honorary Membership
    (a) Honorary Membership will be offered to members who, in the opinion of the Management Committee, have made 
    a significant contribution to the Club in particular or the sport of Bowls in general. Such contribution should be over 
    and above the efforts expected of an ordinary Full member, and not necessarily directly related to time served as a 
    member of the Club. Criteria to be taken into account should include, significant non-bowling contribution at County 
    and National levels; outstanding service to the Club in a non-bowling capacity; outstanding bowling history which 
    reflects well upon the Club and any other matters deemed important by the Committee at the time of decision.
    (b) Honorary Membership will be offered on the following terms:
    i. The recipient will no longer play bowls competitively for this or any other club.
    ii. The recipient may not hold any office in this or any other club but may remain active at District, County and 
    National level.
    iii. Honorary Members will be invited to all major events as guests of the Club.
    They will receive AGM and EGM papers and may attend such meetings in a non-voting capacity. They may speak at 
    such meetings when their experience or expertise could be of value. The Club will send copies of the regular 
    v. Social Membership
    Holders may participate in all social activities; cannot hold office, vote or speak at meetings.
    As a condition of membership of Bowls England the Club must process disciplinary proceedings in accordance with 
    Bowls England Regulation 9.
    Special regulations in connection with Refusal or Withdrawal of Membership:
    The Management Committee must be able to demonstrate good cause for refusal or withdrawal of membership. 
    Members may appeal against refusal or withdrawal of membership to the Management Committee in the first 
    instance, but if not satisfied they may call an Extraordinary General Meeting (EGM) in order to appeal to the whole 
    The procedure for calling an EGM is set out in a later paragraph of this Constitution.
C5   GRIEVANCE (Version 1.0 - November 2014)
    If a Member has a grievance with the Club it is important that it is quickly addressed. It is the aim of the Club to 
    resolve problems quickly and fairly.
    The Club recognises the right of all its Members to seek redress for grievances relating to both the Clubs 
    management/administration and in its provision of Bowling facilities and/or matches.
    It is recognised that there are many day to day problems which will normally be resolved between Members and their 
    immediate Team Captain.
    In the event of solutions not being immediately forthcoming, the following procedures are established with the 
    intention of bringing the speediest decision, and should be followed clearly as circumstances allow.
    At any stage in the grievance procedure process members are entitled to be accompanied by a colleague.
    i. In the first instance, the Member should make verbal representation to their Team Captain, who will attempt to 
    deal with the matter after making such consultations as are necessary.
    ii. If the Team Captain is unable (or is unavailable) to resolve the matter promptly and/or to your satisfaction, then 
    the Member should set out in writing the main points of their grievance in order to clarify the issue involved and seek 
    support in raising the issue with the Club’s Section Captains.
    Thereafter, meetings will be arranged to consider the matter, to ensure a full and agreed understanding of its content, 
    and to try to reach a solution. Every opportunity will be given for the grievance to be stated and thoroughly discussed 
    and documented. Such a meeting will take place as soon as is reasonably practicable after receipt of the written 
    iii. If the Member still remains unsatisfied with the decision, they may within 7 days of that decision request that the 
    matter be escalated by the person who reached that decision to the Club’s Executive. (Club Chairman, Club Captain, 
    Club Secretary).
    Again, meetings will be arranged to consider the matter, to ensure a full and agreed understanding of its content, and 
    to try to reach a solution. Every opportunity will be given for the grievance to be stated and thoroughly discussed and 
    iv. If the Member still remains unsatisfied with the decision, they may within 7 days of that decision request that the 
    matter be escalated by the person who reached that decision to the Club’s Management Committee.
    Such further referral must be made in writing and the Club Management Committee will make the necessary 
    arrangements for a Grievance Appeal hearing at which the Member will have the right to be accompanied and to
    make submissions for consideration.
    The decision of the Club Management Committee is final and the grievance procedure will be regarded as exhausted 
    following this stage. It should be noted at this stage within the process that the outcome may lead to implementation of 
    Bowls England Disciplinary Procedure Regulation 9.
    Club President*                          Ladies Captain**                              Ladies Vice Captain                Ladies Secretary
    Club Vice President*                Mens Captain**                                Mens Vice Captain                  Mens Secretary
    Club Secretary                             Short Mat Captain**                       Short Mat Vice Captain          Short Mat Secretary
    Club Treasurer                            Assistant Club Secretary                Fixtures Secretary                   Social Secretary
    Club Captain**                           Club Vice Captain                              Competition Secretary         Greenkeeper
    *The Club President and vice-President must always be of opposite sexes.
    **In addition to the duties normally expected of Club and team captains, as outlined in the club rules, the Club 
    Captain and the three section Captains, will be responsible for enforcing a strict anti-drugs policy, observing any 
    advice which may be given by the sport's governing bodies - Bowls England advice 2010.
    i. Apart from the President, all Officers shall be elected at the Annual General Meeting of the Club, from, and by 
    the Members.
    ii. The officer holding the position of vice-President shall each year ascend to the position of President as of right, 
    subject to approval by the Management Committee prior to the AGM.
    iii. Nomination of candidates for election of Officers shall be made in writing to the Secretary at least 28 days in 
    advance of the Annual General Meeting date. For this purpose the Secretary will post a notice inviting nominations 
    for office at least 28 days prior to the meeting. Nominations from the floor of the AGM will be accepted only in cases 
    where the above notice received no nominations.
    iv. Election of officers for the ladies section will be by Lady members only.
    v. Election of officers for the short mat section will be restricted to Short mat players who are Full Members of the 
    Club. Short mat officers will assume their responsibilities immediately upon election. Ratification will take place at 
    vi. The election of officers for the men's section will be by male membership only.
    vii. All officers are elected for a period of one year but may be re-elected to the same office or another office the
    following year.
    i. Management Committee membership shall comprise:
    Club President                                   Club Captain                            Club Vice Captain               Short Mat Captain
    Club Vice President                         Ladies Captain                         Treasurer                               Fixures Secretary
    Club Secretary                                    Mens Captain                          Competition Secretary     Greenkeeper
    Assistant Club Secretary
    The affairs of the Club shall be controlled by a Management Committee comprising the Executive Officers and other 
    Members elected at the Annual General Meeting. The Management Committee shall meet at agreed intervals and not 
    less than four times per year.
    ii. Organisation of the Management Committee The Management Committee will be chaired by the Club President
    or in his/her absence, by the Vice President.
    iii. Quorum for the Management Committee
    The Quorum for this Committee shall be two thirds of the voting offices, regardless of the number of persons actually 
    elected to the Committee. A person holding more than one voting office may only cast one vote. For the purposes of 
    calculation, fractions will be rounded down to the nearest whole person.
    iv. Voting on the Management Committee
    Each member of the committee shall have one vote, with the exception of the Club President, or his/her 
    representative, who shall have an additional casting vote when necessary.
    v. Duties of the Management Committee
    (a) To control the affairs of the Club on behalf of the Members.
    (b) Statutory Compliance
    To ensure that the club appoints designated Full members to have particular responsibility for Health and Safety, 
    Children and Vulnerable Adults together with Human Rights and Equal Opportunities. Whether these persons are on 
    the committee or not, they will be expected to keep abreast of the latest legislation in these areas and it will be the 
    responsibility of the Secretary to advise them of any relevant advice provided by any of the governing bodies of the 
    (c) Powers of Co-option
    To co-opt additional members of the Committee as the Committee feels necessary, to serve until the next AGM. Co-
    opted members shall not be entitled to vote on the Committee.
    (d) Appointment of sub-committees
    To appoint Sub-Committees as necessary to fulfil the Club’s business. The Management Committee must reaffirm the 
    membership and mandate of any continuing Sub-Committee prior to the AGM. When appointing Sub-Committees 
    the management committee must provide clear terms of reference, and, where possible, reporting dates.
    i. The Annual General Meeting shall be held not later than the end of November each year.
    ii. Fourteen clear days’ written notice shall be given to the Membership by either circulating a copy of the notice to 
    every member at their home address or posting the notice on the Club Notice Board.
    iii. Members must advise the Secretary in writing of any business to be considered at the Annual General Meeting at 
    least 28 days before a meeting. The Secretary shall circulate or give notice of the agenda for the meeting to Members 
    not less than 14 days before the meeting.
    i. Appoint a Teller of each sex whose function will be to count votes, whether taken by a show of hands or by paper 
    ii. Confirm the Minutes of the previous Annual General Meeting.
    iii. Receive Minutes of any EGMs held since the last Annual General Meeting.
    iv. Receive the examined accounts for the year from the Treasurer.
    v. Receive the Examiners' reports on the Accounts.
    vi. Receive the annual report of the Committee from the Secretary.
    vii. Elect two accounts examiners for the coming year.
    viii. Elect the Officers and Committee Members of the Club.
    ix. Transact such other business received in writing by the Secretary from Members 28 days prior to the meeting and 
    included on the agenda.
    x. There shall not normally be any other business than as described above. In cases of exceptional emergency the 
    President may exercise discretion in allowing or disallowing items not already on the Agenda.
    i. Extraordinary General Meetings may be convened by the Management Committee or on receipt by the Secretary of 
  a request in writing from not less than 25% of the Full Members of the Club. 
  ii. At least 14 days’ notice of the meeting shall be given.
  i. At all General Meetings, the Chair will be taken by the Club President or, in their absence, by a deputy
  appointed by the Members attending the meeting.
  ii. Voting at General Meetings.
  Decisions made at a General Meeting shall be by a simple majority of votes from those Full Members attending the 
  meeting. In the event of equal votes, the President shall be entitled to an additional casting vote.
  Iii. Quorum at General Meetings
  A quorum for a General Meeting shall be 25% of the Full (i.e. those entitled to vote) membership of the Club.
  i. The terms of the lease which the club holds from Havant Borough Council (the landlord), require that no less than 
  three and no more than five members of the club shall be appointed to the position of Trustees, their purpose being to 
  ensure that the club observes and performs the covenants and conditions of the lease, including the payment of rent.
  ii. Trustees shall hold office until resignation, death or removal from office by resolution of the membership at an 
  AGM or EGM.
  iii. The club will indemnify the trustees against any financial liability provided that they carry out their duties in 
  accordance with the directions given by the club.
  iv. The trustees are to be provided with copies of all committee meeting minutes and agendas.
  v. The trustees may attend the meetings of all club committees to observe, advise and comment as appropriate but 
  have no vote. Any irregularities observed or deviation from the Constitution and Rules are to be brought to the 
  attention of the Management Committee or to the membership at an AGM or EGM.
  It shall be the responsibility of the Management Committee to ensure that the club is fully insured for at least the 
  minimum standard required by prevailing legislation, and that the appropriate certificates of insurance are properly 
  displayed on premises occupied by the club.
  Each member of the Club shall (to the extent that such person is not entitled to recover under any policy of insurance) 
  be entitled to be indemnified out of all funds available to the Club which may lawfully be so applied against all costs, 
  expenses and liabilities whatsoever [reasonably] incurred by such person in the proper execution and discharge of 
  duties undertaken on behalf of the Club arising therefrom, or incurred in good faith in the purported discharge of 
  such duties.
  [RIDER 1]
  Save in any such case where any such costs, expenses and liabilities arise in connection with any negligence, default, 
  breach of duty or breach of trust.
  [RIDER 2]
  Provided that any such member so indemnified has been properly authorised in relation to the duties undertaken on 
  behalf of the Club by the Management Committee.
  i. If, at any General Meeting of the Club, a resolution be passed calling for the dissolution of the Club, the Secretary 
  shall immediately convene a Special General Meeting to be held not less than one month thereafter to discuss and vote 
  on the resolution.
  ii. If, at that Special General Meeting, the resolution is carried by at least two-thirds of the Members present, the 
  Committee shall thereupon, or at such date as shall have been specified in the resolution, proceed to realise the assets 
  of the Club and discharge all debts and liabilities of the Club.
  iii. After discharging all debts and liabilities of the Club, the remaining assets shall not be paid or distributed amongst 
  the Members of the Club, but shall be given or transferred to some other voluntary organisation having similar 
  iv. For the purposes of distributing the remaining assets of the club the following hierarchy shall be observed:
  (a) To another club with similar sports purposes which is a registered charity or
  (b) To another club with similar sports purposes which is a registered Community Amateur Sports Club, or
  (c) To the sport's governing body for use by that body for related community sports.
  This sub-committee shall be responsible for updating the Club constitution and rulebook annually. The sub-
  committee shall comprise the Club Chairperson Club Secretary and two other Club members co-opted at the Club 
  President's discretion.
  Any proposed alterations to the Club’s Constitution may only be considered at an Annual or Special General Meeting 
  convened with the required written notice of the proposal. Any alteration or amendment must be duly proposed and 
  seconded. Such alterations shall be passed if supported by a simple majority, provided that a quorum is present.
  Bowls England, in its advice issued in 2010, emphasised that club constitutions should make reference to legislation 
  affecting such organisations. In October, 2010 the principal such items are:
  Reference in 2010 Constitution:
  Anti-doping C5
  Children and Vulnerable Adults C8(ii) 
  Discrimination, Equal Opportunities & Human Rights C8 (ii)
  Health & Safety C8 (ii)
  Insurance C14
  Indemnification C15