MILLWOOD BOWLING CLUB
CONSTITUTION 2026 (latest version)
CONTENTS
Constitution
1.0 Title
2.0 Objectives
3.0 Membership
4.0 Life members
5.0 Administration
6.0 Management Committee
7.0 Annual and other general meetings
8.0 Expulsion of a member
9.0 Vulnerable adult, Child protection, GDPR, H&S policies
10.0 Duties of the management Committee
11.0 Duties of elected officials
12.0 Indemnity
13.0 Use of club’s facilities
14.0 Match qualification
15.0 Constitution
16.0 Dress
17.0. Bar
18.0 Expenses
19.0 Loss of articles
- Title. The Club shall be called Millwood Bowling Club, hereafter referred to as “ Millwood” and its headquarters shall be at Broad Close, Barry, Vale of Glamorgan CF62 7LX
- Objectives. To foster and promote the sport of flat green bowls, allied activities at all levels, providing opportunities for recreation and competition.
- Membership.
Membership of the Club shall be open to any person, regardless of race, age, gender, sexual orientation, religious belief or ability, who completes a membership application form and pays the relevant subscription fee as determined by the Club.
3.1 Full and life memberswho are appropriately registered, are eligible to play and WBA league matches and Club competitions and friendly matches.
- Only Full and Life Members may vote at General Meetings. Proxy votes and postal votes will be not accepted.
3.3 No member of another club shall be allowed to participate in any internal Millwood club competitions.
3.4 A full playing member can invite a person(s) to play but will be responsible for the conduct once at or in the clubs’ premises. Whilst playing, appropriate clothing and footwear is to be worn. See section 16. Members should inform the club secretary of any such request in advance of playing to seek approval.
3.5 Those seeking to become playing members who have not played before will only allowed to play on the green with a qualified coach until that person is deemed able.
3.6 Social members are not allowed to play on the green.
3.7 Applications for Membership must be made on the Club’s application form and applicants must, normally be proposed and seconded by members of the Club. The completed application form must be sent to the Secretary for consideration by the Executive Committee. A simple majority decision by the Management Committee in favour will decide admittance.
3.8 When an applicant is unable to provide a proposer and seconder who are members of the Club one of the following actions will be applied.
3.9 If the applicant has been a member of other bowling clubs the Secretary will contact the officers of the other club(s) to obtain a verbal report and thus fulfil the role of sponsor. The Management Committee will consider the applicant and the procedure set out in Rule 3.7 will be applied.
- Every Member shall furnish the 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 by post or electronically shall be deemed to have been duly delivered. Similarly, any notice placed in the internal Club mailbox shall be deemed to have been duly delivered. All personal data held by the Club is subject to the standards and guidelines issued by the Information Commissioner and complies with the General Data Protection Regulations (GDPR) issued in 2018.
4. Life Members
The Management Committee shall have power to elect as Life Member, without payment of any further subscription, any Member who, in the opinion of the Management Committee, has rendered services to the Club, but such election shall not take effect unless and until confirmed at the Annual General Meeting next ensuing the date of such election. There shall not be more than five honorary Life Members at any one time.
4.1 The appointment of Life Members shall not impede or restrict the acceptance of new Members.
5. ADMINISTRATION
“The Club” shall be administered by a Management Committee elected annually at the AGM, and Officials, elected annually by the relevant Sections, consisting of the following: –
6. MANAGEMENT COMMITTEE
Chairperson
Secretary
Treasurer
Co-Ordinators (2 x Male}
Co-Ordinators (2 x Female)
6.1 OFFICIALS (non-Management Committee)
Fixture Secretaries (Male/Female)
Captains (Male/Female}
Selectors - Club Captain, Club Vice Captain, A side Captain, A side
Vice-Captain plus 1 full member
Competitions Secretary
6.2 A member wishing to be nominated for Management Committee or
another Office of “The Club” should be a fully affiliated Member. No
Committee Member or Officer to hold office in any other club.
6.3 No member should take office unless membership has exceeded 3
years.
6.4 Quorum for meetings of the Management Committee shall be four (4) committee members.
6.5 The Management Committee shall have the power to appoint members to any sub-committees and may delegate to them such powers and responsibilities as the Management Committee may deem necessary.
6.6 Management have the authority to appoint unfilled or vacated Co-ordinators, chairman, secretary and treasurer and can also co-opt to the committee if a skill would benefit the club and could be valued with full committee rights.
6.7 Members are authorised to claim reasonable expenses for duties
carried out on behalf of “The Club”
6.8 The Treasurer shall keep financial accounts which shall be prepared, examined and presented at each Club AGM. All records shall be kept for a minimum period of three years.
7. ANNUAL AND OTHER GENERAL MEETINGS
7.1 The Annual General Meeting shall be held every year on a day in the month of November to be decided by the Management Committee.
7.2 Twenty-Eight (28) days’ notice of the Annual General Meeting shall be postal or electronically mailed to all members. The notice to include an Agenda specifying the order of business to be transacted at the Annual General Meeting and shall be deemed to be a notice to all members.
- The Secretary shall call an Extraordinary General Meeting within twenty-one (21) days after being requested to do so by the Management Committee or by a requisition signed by at least ten members. The notice calling the Extraordinary General Meeting shall specify the purpose of the meeting and the matter of issue. The Notice of Meeting shall be posted on the Club Notice Board or be postal or electronically mailed to all members. No other business shall be transacted at this meeting.
- Notices of Motion for the Annual General Meeting shall be submitted in writing to the Secretary at least twenty-one (21) days before the meeting date. This notice of motion shall be signed by the proposer and seconder and such proposal must be submitted to the Secretary.
- Nominations sheet for election to the Management Committee shall be placed on the Club Notice Board not less than Twenty-Eight (28) days before the date of the Annual General Meeting. Nominations to be signed by the Proposer and Seconder and accepted by the Nominee.
- Nominations sheet for election of Officials shall be placed on the relevant Notice Board not less than Twenty-Eight (28) days before the date of the section meeting. Nominations to be signed by the Proposer and Seconder and accepted by the Nominee
- The Chairperson or, in the absence of the Chairperson, a nominee from the Management Committee shall preside at all General Meetings.
- No business shall be transacted at any Annual or Extraordinary Meeting unless twenty-five (25) members are present.
- All decisions at an Annual General Meeting or Extraordinary General Meeting shall be by a show of hands. Votes can only be taken from members present, (no proxy votes or postal votes).
Election of Officer voting with more than one nomination will be done by secret ballot. Tellers nominated from the floor will be responsible for counting all votes.
- The Chairperson’s decision as to the result of voting on any matter shall be final and an entry in the Minute Book, signed by the Chair of the Meeting, shall be conclusive of the terms of any resolution and of the result of voting on the matter.
- Only full paying and Life Members (i.e. not Social or Junior) shall have the right to vote at Annual General or Extraordinary General Meetings of “The Club”.
8. EXPULSION OF MEMBER
The Management Committee shall have the power to expel any member of “The Club” whose conduct shall in the opinion of the Management Committee render him/her unfit for Membership of “‘The Club”. Before any such Member is expelled the Secretary shall give him/her seven days written. notice to attend a Meeting of the Management Committee and shall inform him/her of the complaint/s made against him/her. No Member shall be expelled without first having an opportunity of appearing before the Management Committee and answering complaint/s made against him/her unless at least two thirds of the Management Committee then present vote in favour of his/her expulsion. No Member whose Membership has been terminated under this rule or who owes money to “The Club” shall be introduced by any Member as a visitor to any part of “The Millwood” premises.
8.1 The Executive Committee may refuse membership (or expel from membership) only for good and sufficient cause, such as conduct or behaviour likely to bring the Club or the sport into disrepute.
9. VULNERABLE ADULT, CHILD PROTECTION, GDPR, H&S POLICIES
“The Club” has adopted the policies and procedures for Vulnerable Adult, Child Protection, Data Protection (GDPR) and Health and Safety, as contained in the WBA and WWBA Constitution.
10. DUTIES OF THE MANAGEMENT COMMITTEE
10.1 The Chairperson
Shall maintain order throughout meetings and progress meetings according to a specified agenda.
10.2 The Secretary
Shall keep a record of the business transacted at all meetings of the Management Committee and shall submit to the Annual General Meeting a report of the proceedings since the previous Annual General Meeting. Maintain or delegate the required compliance and regulatory procedures. To maintain the integrity of Millwood bowling club and ensure the constitution is upheld.
10.3 The Treasurer
Shall keep the accounts of “The Club” and shall report on all “The Club” finances to the Management Committee meetings and present a statement of Income and Expenditure together with a Balance Sheet for the year ending 30th September to the Annual General Meeting. The Treasurer shall pay all monies received into a bank account in the name of “The Club” at a bank approved by the Management Committee, and cheques and other transactions and directions to the bankers to be signed by two of three named Officers authorised by the Management Committee.
10.4 Men’s/Ladies Coordinators
Shall co-ordinate relevant Section meetings, bring concerns/proposals to the Management Committee meetings.
11. DUTIES OF THE ELECTED OFFICIALS
11.1 The Captains
Each Men’s and Ladies Captains shall arrange and allocate rinks on match day and communicate ,with opposition
11.2 The Selectors
Each Men’s and Ladies Selection Committees to be responsible for selecting all teams and sides representing their sections including special matches
11.3 The Fixture Secretaries
Each Men’s and Ladies Fixture Secretary shall in consultation with the Management Committee make
all arrangements in connection with “The Club” Fixtures.
11.4 The Competitions Secretary
Responsible for arranging all internal competitions and shall be the sole authority for interpreting the rules of the Competitions and for settling disputes relating to the Competitions.
12. INDEMNITY
The Management Committee and members of the Management Committee shall not be liable (otherwise as members) for any loss suffered by the club as a result of the discharge of their respective duties on its behalf except if such loss arises from their respective wilful default. They shall be entitled to an indemnity out of the assets of “The Club” for all expenses and other liabilities incurred by them in discharge of their respective duties.
13. USE OF THE CLUB FACILITIES
13.1 The Management Committee shall have the authority to allow members of other clubs and visitors to use and enjoy the premises and facilities of “The Club” for any period not exceeding one month (subject to discretion). Such visitors shall not be entitled to vote at any meetings of members.
13.2 Members and Non-members shall comply with instructions given by notices or markings displayed within the club premises or within its cartilage whether placed by “The Club” or any Statutory Authority.
13.3 Members and Non-members shall not misuse or abuse furniture, fittings or fabric of the building.
13.4 “The Club” shall allocate lockers to paid up Club Members. Non-payment of fees will result in the Member forfeiting use of such locker.
13.5 Club bowls can only be taken from “The Club” with the permission of the Hon Secretary and must be returned to “The Club” immediately after the game for which they were used has been completed.
14. MATCH QUALIFICATION
All players participating in Leagues, Tournaments, Competitions or Representative matches shall be fully paid up Playing or Junior Members of “The Club”. Match fees must be paid prior to or during matches. Failure to pay will result in non-selection for: all subsequent matches or until the matter is resolved.
15. CONSTITUTION
15.1 The Management Committee shall prepare, enforce and administer the Constitution.
15.2 Copies of the Constitution will be displayed on the Club Notice Board. Individual copies can be obtained from the Secretary.
15.3Alterations or additions to all or any of the foregoing Constitution shall only be made at the Annual General Meeting or Extraordinary General Meeting convened for that purpose. Twenty One (21) days written notice of the terms of such proposal, signed by proposer and seconder, must be given to the Secretary.
15.4 No proposal for alteration of the Constitution shall be deemed to have been passed at any General Meeting unless at least two-thirds of the votes are cast in favour of the change.
16. Dress.
For roll-ups Casual dress with appropriate footwear to be worn. For league games - All Sections, club shirts with grey/White bottoms shall be worn. For all, league and friendly matches dress code will be stated on the team sheet.
All normal internal competitions (unless otherwise stated) should wear official clubs shirts and grey bottoms. Where possible a qualified marker should be used.
16.1 Footwear. Players, Umpires and Markers in all games, including roll ups, shall wear appropriate footwear, without heels whilst playing on the green or acting as Umpires or Markers. This is a Bowls Wales Regulation.
17. BAR Only Full and Associate Members of the Club and their guests over the age of 18 will be eligible to purchase alcoholic drinks at the bar. All guests who are Full Members of other bowling clubs affiliated to Bowls Wales and on Club premises to take part in a match will be deemed temporary members solely for the purposes of purchasing alcohol from the bar. Private functions held on the club premises will be subject to the Licensing laws 26th March 2013.
18. Members incurring expenses wholly and necessarily in support of the Club’s activities shall be reimbursed by the Treasurer on production of suitable evidence of such expenditure.
19. LOSS OF ARTICLES
“The Club” shall not be responsible for any loss of personal belongings lost or damaged within the Club Grounds.