Constitution
Hampshire County
Short Mat Bowling Association
CONSTITUTION AND RULES
1.0 TITLE
1.1
The title shall be the Hampshire County Short Mat Bowling Association, hereinafter referred to as the "Association".
2.0 OBJECTIVES
2.1
To promote, foster and administer the game of short mat bowls among Clubs and Leagues in the County of Hampshire, in accordance with the laws and rules laid down by the English Short Mat Bowling Association, hereinafter referred to as the E.S.M.B.A.
2.2
To organise County championships, so winners will be able to play in the E.S.M.B.A. National competitions and other competitions, among affiliated clubs and leagues.
2.3
To arrange inter-county and other representative matches.
2.4
To clarify, as required, questions relating to E.S.M.B.A. rules, laws and practice and to give rulings on such matters.
2.5
To act at all times in the best interests of the game, and affiliated clubs, leagues and individual members of the Association.
3.0 AFFILIATION AND MEMBERSHIP
3.1
The Association shall be affiliated to the E.S.M.B.A.
3.2
Affiliation to the Association shall only be available to clubs and leagues within the County of Hampshire, which satisfy the requirements specified by this Constitution and Rules. Applications for affiliation must be made to the County Membership Secretary by the Club/League for all Short Mat participants of that club/league unless previously affiliated through another Club /League.
3.3
Individual players must register with the Association via one club or league only.
3.4
A Club must be a member of one county only. In the first instance this should be the County in which it is geographically situated but a Club may apply for membership of this Association if the Committee of this Association deems it appropriate. This may also be permissible if the neighbouring County in which the Club operates does not have a County Association.
3.5
The Association shall maintain a register of the clubs, leagues and venues, their elected officers and all playing members. Only members registered with the Association shall be eligible to enter County competitions, Inter-County and any representative matches.
3.6
The Association may elect Honorary or Life members in recognition of special services to the game or the Association.
3.7
People of all ages, gender & regardless of disability, upon receipt of a correctly completed registration form and application fee, subject to the approval of the Committee may join the Association.
3.8
Affiliation to the Association shall be open to any Short Mat Bowling Club or League in the County of Hampshire, whose constitution and rules have been approved by the Association, and whose mats and other playing equipment conform to the specifications laid down by the E.S.M.B.A.
3.9
Application for affiliation must be made in writing to the Secretary, and must be accompanied by a copy of the Club/League Constitution & Rules, together with a list of officers and members names and addresses, also the address of the venue with map or directions.
3.10
Affiliated clubs and leagues must update their list of members as soon as new members join, and send affiliation fees to the Secretary. Fees sent after 31st December will not entitle players to play in the County Championships for that season
3.11
A pro-rata subscription will be levied for Clubs/Leagues newly joining the Association between 31st December and 30th September.
3.12
The Association reserves the right to inspect the mats and equipment of any club or league prior to the acceptance of affiliation and to carry out any re-inspection that may be deemed necessary.
4.0 FEES AND SUBSCRIPTIONS
4.1
Each affiliated club shall pay a joining fee to the Association. The amount of this fee is to be decided at the Annual General Meeting. This fee will become due immediately affiliation acceptance is given by the Association.
4.2
An annual subscription shall be payable to the Association by all playing members, through their registered Club/League. The amount of this subscription will be determined at the Annual General Meeting of the Association.
4.3
All subscriptions must be paid to the Association by 30th September in each year, and then by the Association to the ESMBA by the 30th October in the same year. Any renewals or new players registered after the 31st January will be excluded from playing in the ESMBA National Championships and/or the ICC until their subscriptions is paid and confirmed by the Membership Secretary.
4.4
Subscriptions not paid by the 31st December, shall mean immediate suspension of the rights and privileges of affiliated membership.
4.5
Fees for competitions run by the Association shall be paid by the entrants to the Association as required.
4.6
The Association shall pay all required fees and subscriptions, on behalf of affiliated clubs, leagues and members to the E.S.M.B.A.
4.7 –Inter County Competition match fees – will be confirmed by the committee annually and are currently £6.00. The match fee should be paid on the day by either cash, cheque (payable to HCSMBA) or by bank transfer direct to the HCSMBA bank account.
4.8 –If a player opts to make payment by bank transfer then non receipt of the match fee by bank transfer by the Monday following the match will automatically mean that the offending player will not be available for the next ICC match. The Treasurer, will confirm to the Hurricanes & Buccaneers Team Managers who has paid so the offending player can be identified and advised that their actions have meant they will not be available for selection to play in the next match and won’t be available for selection in any further matches until such time as the match fee has been made.
4.9 – If a player feels they have exceptional reasons for not paying within the required time then they can appeal to the committee through their team manager who will listen to their reasons and can override this rule if they feel it is fair to do so. The committees decision will be final.
5.0 FINANCES
5.1
The financial year of the Association shall be from 1 April to 31 March each year
5.2
All monies collected shall be passed to the Treasurer (or a deputised committee member) for depositing in a Bank/Building Society account held in the name of the Association.
5.3
Payments from the Association bank account or accounts shall be authorised by any officer of the Association authorised by the committee to operate the bank accounts(s). Such payments should be authorised by two officers prior to bank instruction.
6.0 ADMINISTRATION
6.1
The administration of the Association shall be undertaken by a Management Committee. This committee shall comprise the elected members in 6.2 below, all of whom shall have been elected at the previous Annual General Meeting, or any Extraordinary General Meeting called for such purpose.
6.2
The Officers of the Association shall be elected appointments, made annually and they shall be:
Chairman
Vice-Chairman
Treasurer
Secretary
Squad Manager & Premier Team Match Manager/Premier Team Manager
Other posts that may also be elected annually are:
A-Team Manager/Match Manager Competition Secretary
Membership Secretary
Electronic Communications Manager
County Safe Guarding Officer Development Manager
Webmaster
6.2a
If for any unforeseen reason the Annual General meeting can not be held then the current Management Committee will continue for a maximum of six months at which time the circumstances surrounding the delay will be reviewed.
6.3
The committee shall have the power to fill any vacancy occurring during the year but the co-opted person shall not have voting rights in committee
6.4
A quorum shall comprise six elected personnel of which at least two will be officers.
6.5
Any officer or member of the committee may seek re-election.
6.6
Each member of the Committee present shall be entitled to one vote. In the event of equality of voting, the Chairman of the meeting shall have a second or casting vote.
6.7
The committee shall meet at least four times a year, or more often, at their discretion if the business of the Association requires it, and will keep minutes copies of which can be, on request, emailed to any affiliated Club or member.
6.8
The committee shall have the power to fine, suspend or terminate the membership of any Club, League, Team or Member found to be in breach of these rules or due to any action considered by the committee to be likely to bring the game or Association into disrepute.
6.9
The committee shall have the power to question a committee member or officer who the committee feel is answerable to a charge of misconduct. They will also have the power to suspend.
6.10
The office of President shall be offered to any member who has afforded exceptional service to the Association or to any member who due to their services to, or achievements for, the Association shall be deemed suitable. Elections held annually for said office will take place at the AGM. The President shall be entitled to attend all Committee and general meetings in an ex-officio capacity.
6.11
The election of any new President would mean the existing President would become the Immediate Past President. At the conclusion of the current President’s tenure, the Immediate Past President assumes the title of Past President.
7.0 ANNUAL AND OTHER GENERAL MEETINGS
7.1
The Annual General Meeting shall be held not later than 30th May each year.
However should there be any circumstances where this was not possible, the AGM should take place at the earliest opportunity.
7.2
The business of the Annual General Meeting shall include:-
7.3
Not less than forty days written notice of an Annual General Meeting shall be given by the committee to affiliated clubs and leagues, relevant notification shall be accompanied by an agenda, details of any motion, proposed rule change or amendment to the Constitution.
7.4
Individual members and affiliated clubs and leagues must provide in writing, to the Secretary of the Association, notice of any motion, constitution or rule change which must be proposed, seconded and dated. This must be received by the Secretary by at least 21 days before the Annual General Meeting.
7.5
Nominations for officers, and committee members, may be forwarded to the Secretary of the Association in advance of the Annual General Meeting. If no valid nominations have been submitted then nominations from the floor of the meeting can be made on the day providing those nominees from the floor are present at the Annual General Meeting. An Extraordinary General Meeting may be called if no nominations are received.
7.6
At the Annual General Meeting each affiliated club or league shall be entitled to send two representatives, each shall have one vote, any other affiliated member may also attend but will have no voting rights. A simple majority rule shall apply to all business requiring a voting sanction. Only votes cast at the meeting shall count, proxy voting shall not be allowed, and the Chairman of the meeting shall have a second or casting vote.
7.7
Extraordinary General Meetings may be called by the committee, or on the request of at least one third of the affiliated clubs and leagues with the full support of their committee. The notice calling such a meeting shall specify the purpose for which it is called and NO OTHER BUSINESS shall be transacted. Voting shall be as in 7.6 with the Chairman of the meeting having a second or casting vote.
The notice calling for such a meeting, unless called by the Committee, shall be in writing to the Secretary of the Committee. It must be dated, have a proposer and a seconder and list all the affiliated clubs and leagues supporting such notice. The meeting must be held within 60 days of the date of a conforming submitted notice.”
7.8
For both Annual General Meeting & Extraordinary General Meeting a quorum shall be one third of the member clubs eligible to vote.
8.0 POWERS OF THE COMMITTEE
The Committee shall have the power to interpret the rules and constitution of the Association and deal with all matters not specifically provided for therein.
In the event of unforeseen circumstances arising, the Committee shall be empowered to act as an emergency committee and take whatever action is deemed appropriate. All decisions of the emergency committee shall be immediately notified to the Club/League nominated contacts as appropriate.
9.0 APPEALS
Any registered player expelled, suspended or otherwise penalised by a Club/League having appealed unsuccessfully against such sanction or penalty to the Association, may lodge a further appeal, in writing to the ESMBA Committee through the General Secretary of the ESMBA
Likewise, any Club whose decision has been the subject of any such appeal to the Association and which is dissatisfied with the outcome thereof may lodge a similar appeal to the ESMBA.
Also, any registered player or Club expelled, suspended or otherwise penalised by the Association or a sub committee thereof, or any registered player or Club otherwise affected by, and dissatisfied with, the decision of any such body, may lodge a further appeal, in writing, to the ESMBA.
Any such appeal shall be lodged by the appellant within twenty-one days of the decision appealed against being advised in writing to the Club or to the member concerned.
10. 0 Safe Guarding Officer
10.1
Covered in this post are obligations for vulnerable persons, including disabled and elderly or frail persons
10.2
The post holder shall uphold the post with utmost care, consideration, and sympathy.
10.3
The remit for the Safe Guarding Officer will be reviewed periodically as Governmental legislation demands.
Short Mat Bowling Association
CONSTITUTION AND RULES
1.0 TITLE
1.1
The title shall be the Hampshire County Short Mat Bowling Association, hereinafter referred to as the "Association".
2.0 OBJECTIVES
2.1
To promote, foster and administer the game of short mat bowls among Clubs and Leagues in the County of Hampshire, in accordance with the laws and rules laid down by the English Short Mat Bowling Association, hereinafter referred to as the E.S.M.B.A.
2.2
To organise County championships, so winners will be able to play in the E.S.M.B.A. National competitions and other competitions, among affiliated clubs and leagues.
2.3
To arrange inter-county and other representative matches.
2.4
To clarify, as required, questions relating to E.S.M.B.A. rules, laws and practice and to give rulings on such matters.
2.5
To act at all times in the best interests of the game, and affiliated clubs, leagues and individual members of the Association.
3.0 AFFILIATION AND MEMBERSHIP
3.1
The Association shall be affiliated to the E.S.M.B.A.
3.2
Affiliation to the Association shall only be available to clubs and leagues within the County of Hampshire, which satisfy the requirements specified by this Constitution and Rules. Applications for affiliation must be made to the County Membership Secretary by the Club/League for all Short Mat participants of that club/league unless previously affiliated through another Club /League.
3.3
Individual players must register with the Association via one club or league only.
3.4
A Club must be a member of one county only. In the first instance this should be the County in which it is geographically situated but a Club may apply for membership of this Association if the Committee of this Association deems it appropriate. This may also be permissible if the neighbouring County in which the Club operates does not have a County Association.
3.5
The Association shall maintain a register of the clubs, leagues and venues, their elected officers and all playing members. Only members registered with the Association shall be eligible to enter County competitions, Inter-County and any representative matches.
3.6
The Association may elect Honorary or Life members in recognition of special services to the game or the Association.
3.7
People of all ages, gender & regardless of disability, upon receipt of a correctly completed registration form and application fee, subject to the approval of the Committee may join the Association.
3.8
Affiliation to the Association shall be open to any Short Mat Bowling Club or League in the County of Hampshire, whose constitution and rules have been approved by the Association, and whose mats and other playing equipment conform to the specifications laid down by the E.S.M.B.A.
3.9
Application for affiliation must be made in writing to the Secretary, and must be accompanied by a copy of the Club/League Constitution & Rules, together with a list of officers and members names and addresses, also the address of the venue with map or directions.
3.10
Affiliated clubs and leagues must update their list of members as soon as new members join, and send affiliation fees to the Secretary. Fees sent after 31st December will not entitle players to play in the County Championships for that season
3.11
A pro-rata subscription will be levied for Clubs/Leagues newly joining the Association between 31st December and 30th September.
3.12
The Association reserves the right to inspect the mats and equipment of any club or league prior to the acceptance of affiliation and to carry out any re-inspection that may be deemed necessary.
4.0 FEES AND SUBSCRIPTIONS
4.1
Each affiliated club shall pay a joining fee to the Association. The amount of this fee is to be decided at the Annual General Meeting. This fee will become due immediately affiliation acceptance is given by the Association.
4.2
An annual subscription shall be payable to the Association by all playing members, through their registered Club/League. The amount of this subscription will be determined at the Annual General Meeting of the Association.
4.3
All subscriptions must be paid to the Association by 30th September in each year, and then by the Association to the ESMBA by the 30th October in the same year. Any renewals or new players registered after the 31st January will be excluded from playing in the ESMBA National Championships and/or the ICC until their subscriptions is paid and confirmed by the Membership Secretary.
4.4
Subscriptions not paid by the 31st December, shall mean immediate suspension of the rights and privileges of affiliated membership.
4.5
Fees for competitions run by the Association shall be paid by the entrants to the Association as required.
4.6
The Association shall pay all required fees and subscriptions, on behalf of affiliated clubs, leagues and members to the E.S.M.B.A.
4.7 –Inter County Competition match fees – will be confirmed by the committee annually and are currently £6.00. The match fee should be paid on the day by either cash, cheque (payable to HCSMBA) or by bank transfer direct to the HCSMBA bank account.
4.8 –If a player opts to make payment by bank transfer then non receipt of the match fee by bank transfer by the Monday following the match will automatically mean that the offending player will not be available for the next ICC match. The Treasurer, will confirm to the Hurricanes & Buccaneers Team Managers who has paid so the offending player can be identified and advised that their actions have meant they will not be available for selection to play in the next match and won’t be available for selection in any further matches until such time as the match fee has been made.
4.9 – If a player feels they have exceptional reasons for not paying within the required time then they can appeal to the committee through their team manager who will listen to their reasons and can override this rule if they feel it is fair to do so. The committees decision will be final.
5.0 FINANCES
5.1
The financial year of the Association shall be from 1 April to 31 March each year
5.2
All monies collected shall be passed to the Treasurer (or a deputised committee member) for depositing in a Bank/Building Society account held in the name of the Association.
5.3
Payments from the Association bank account or accounts shall be authorised by any officer of the Association authorised by the committee to operate the bank accounts(s). Such payments should be authorised by two officers prior to bank instruction.
6.0 ADMINISTRATION
6.1
The administration of the Association shall be undertaken by a Management Committee. This committee shall comprise the elected members in 6.2 below, all of whom shall have been elected at the previous Annual General Meeting, or any Extraordinary General Meeting called for such purpose.
6.2
The Officers of the Association shall be elected appointments, made annually and they shall be:
Chairman
Vice-Chairman
Treasurer
Secretary
Squad Manager & Premier Team Match Manager/Premier Team Manager
Other posts that may also be elected annually are:
A-Team Manager/Match Manager Competition Secretary
Membership Secretary
Electronic Communications Manager
County Safe Guarding Officer Development Manager
Webmaster
6.2a
If for any unforeseen reason the Annual General meeting can not be held then the current Management Committee will continue for a maximum of six months at which time the circumstances surrounding the delay will be reviewed.
6.3
The committee shall have the power to fill any vacancy occurring during the year but the co-opted person shall not have voting rights in committee
6.4
A quorum shall comprise six elected personnel of which at least two will be officers.
6.5
Any officer or member of the committee may seek re-election.
6.6
Each member of the Committee present shall be entitled to one vote. In the event of equality of voting, the Chairman of the meeting shall have a second or casting vote.
6.7
The committee shall meet at least four times a year, or more often, at their discretion if the business of the Association requires it, and will keep minutes copies of which can be, on request, emailed to any affiliated Club or member.
6.8
The committee shall have the power to fine, suspend or terminate the membership of any Club, League, Team or Member found to be in breach of these rules or due to any action considered by the committee to be likely to bring the game or Association into disrepute.
6.9
The committee shall have the power to question a committee member or officer who the committee feel is answerable to a charge of misconduct. They will also have the power to suspend.
6.10
The office of President shall be offered to any member who has afforded exceptional service to the Association or to any member who due to their services to, or achievements for, the Association shall be deemed suitable. Elections held annually for said office will take place at the AGM. The President shall be entitled to attend all Committee and general meetings in an ex-officio capacity.
6.11
The election of any new President would mean the existing President would become the Immediate Past President. At the conclusion of the current President’s tenure, the Immediate Past President assumes the title of Past President.
7.0 ANNUAL AND OTHER GENERAL MEETINGS
7.1
The Annual General Meeting shall be held not later than 30th May each year.
However should there be any circumstances where this was not possible, the AGM should take place at the earliest opportunity.
7.2
The business of the Annual General Meeting shall include:-
- Presentation of reports by the Chairman, Treasurer, Team Managers and Competition Secretary.
- Presentation of the audited accounts for the previous year.
- Election of Officers and committee members.
- Election of President
- Determination of annual subscriptions and other fees for the following year.
- Consideration of any notice, rule change or amendment to the Constitution.
- Appointment of Auditors.
- Election of Honorary or Life Member if applicable.
7.3
Not less than forty days written notice of an Annual General Meeting shall be given by the committee to affiliated clubs and leagues, relevant notification shall be accompanied by an agenda, details of any motion, proposed rule change or amendment to the Constitution.
7.4
Individual members and affiliated clubs and leagues must provide in writing, to the Secretary of the Association, notice of any motion, constitution or rule change which must be proposed, seconded and dated. This must be received by the Secretary by at least 21 days before the Annual General Meeting.
7.5
Nominations for officers, and committee members, may be forwarded to the Secretary of the Association in advance of the Annual General Meeting. If no valid nominations have been submitted then nominations from the floor of the meeting can be made on the day providing those nominees from the floor are present at the Annual General Meeting. An Extraordinary General Meeting may be called if no nominations are received.
7.6
At the Annual General Meeting each affiliated club or league shall be entitled to send two representatives, each shall have one vote, any other affiliated member may also attend but will have no voting rights. A simple majority rule shall apply to all business requiring a voting sanction. Only votes cast at the meeting shall count, proxy voting shall not be allowed, and the Chairman of the meeting shall have a second or casting vote.
7.7
Extraordinary General Meetings may be called by the committee, or on the request of at least one third of the affiliated clubs and leagues with the full support of their committee. The notice calling such a meeting shall specify the purpose for which it is called and NO OTHER BUSINESS shall be transacted. Voting shall be as in 7.6 with the Chairman of the meeting having a second or casting vote.
The notice calling for such a meeting, unless called by the Committee, shall be in writing to the Secretary of the Committee. It must be dated, have a proposer and a seconder and list all the affiliated clubs and leagues supporting such notice. The meeting must be held within 60 days of the date of a conforming submitted notice.”
7.8
For both Annual General Meeting & Extraordinary General Meeting a quorum shall be one third of the member clubs eligible to vote.
8.0 POWERS OF THE COMMITTEE
The Committee shall have the power to interpret the rules and constitution of the Association and deal with all matters not specifically provided for therein.
In the event of unforeseen circumstances arising, the Committee shall be empowered to act as an emergency committee and take whatever action is deemed appropriate. All decisions of the emergency committee shall be immediately notified to the Club/League nominated contacts as appropriate.
9.0 APPEALS
Any registered player expelled, suspended or otherwise penalised by a Club/League having appealed unsuccessfully against such sanction or penalty to the Association, may lodge a further appeal, in writing to the ESMBA Committee through the General Secretary of the ESMBA
Likewise, any Club whose decision has been the subject of any such appeal to the Association and which is dissatisfied with the outcome thereof may lodge a similar appeal to the ESMBA.
Also, any registered player or Club expelled, suspended or otherwise penalised by the Association or a sub committee thereof, or any registered player or Club otherwise affected by, and dissatisfied with, the decision of any such body, may lodge a further appeal, in writing, to the ESMBA.
Any such appeal shall be lodged by the appellant within twenty-one days of the decision appealed against being advised in writing to the Club or to the member concerned.
10. 0 Safe Guarding Officer
10.1
Covered in this post are obligations for vulnerable persons, including disabled and elderly or frail persons
10.2
The post holder shall uphold the post with utmost care, consideration, and sympathy.
10.3
The remit for the Safe Guarding Officer will be reviewed periodically as Governmental legislation demands.
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