Constitution – June 2015 (OLD)

10 Jun

The current version is the 2017 constitution.

Constitution of the Sorell Bowls Club

(As updated following the 2015 Annual General Meeting)

1. NAME AND OBJECTS

1.1 Name

(a)     The name of the club is the ‘SORELL BOWLS CLUB INC.’.

1.2 Interpretation

(a)     In this Constitution, unless there be something in the subject or context inconsistent therewith, the following interpretations shall operate:

(1)   The ‘Club’ means the abovenamed Club.

(2)   The ‘Rules’ means the rules of the Club in force for the time being.

(3)   The ‘Board of Management’ means the members of the club empowered to manage the club’s affairs for the time being as constituted in accordance with the Constitution.

(4)   ‘Month’ means calendar month.

(5)   ‘Year’ means the Club’s financial year, and unless altered by the members shall be from 1 May to the next 30 April.

(6)   ‘Association’ means Bowls Tasmania South

(7)   Words importing the singular number include the plural, and vice-versa.

(8)   Words importing the masculine shall include the feminine, and vice-versa.

(b)     An ‘ex officio member’ will automatically be included in the subject board/committee ‘because of the office they hold’ and will have the full rights of any member of that board/committee.

1.3 Objects

(a)     The objects for which the Club is established are:

(1)   To maintain and conduct a Club of a non-political character and to provide a Clubhouse, Bowling Green and other conveniences for the use and recreation of the members at such place or places as decided by the members.

(2)   To raise and borrow any moneys required for the purpose of the Club upon such terms and conditions and/or on such securities as may be determined by the Board of Management.

(3)   To purchase, take, lease, exchange, hire or otherwise acquire any real or personal property and other rights and privileges necessary or convenient for the purpose of the Club.

(4)   To construct, alter, add to or maintain all buildings and other property belonging to the Club.

(5)   To sell, mortgage, improve, manage, develop, lease, dispose of, turn to account or otherwise deal with all or any part of the property of the Club, having regard at all times that the Club is prohibited from making any distribution whether in money, property or otherwise to its members.

(6)   To affiliate with the Association to ensure the advancement and best interests of the game of bowls and the engendering by association of a fraternal feeling amongst bowlers.

(7)   To do all such things as are incidental or necessary for the purposes of the above objects.

2. MEMBERSHIP

2.1 Classes of Membership

(a)     The Club shall consist of the following classes of members:

  • Full Members
  • Life Members
  • Playing Members
  • Indoor Members
  • Junior Members
  • Social Members
  • Honorary Members
  • Special Members

(b)     Full and Life Members shall be entitled to all the privileges of the Club.

(c)     Privileges of Playing Members shall be limited in accordance with Clauses 2.5

(d)     Privileges of Social Members shall be limited in accordance with Clause 2.8.

(e)     Honorary members shall be entitled to such privileges as the Board of Management shall from time to time determine.

(f)      Junior Members shall be entitled to the same privileges as Full members except where these are limited by Clause 2.6.

2.2 Full Members

(a)     Any person wishing to become a Full Member of the Club must be eighteen years of age, or over and be proposed by one member and seconded by another, each of whom should have a personal knowledge of the applicant.

(b)     A nomination paper shall be signed by the applicant, proposer and seconder, and shall contain the name, address of the candidate, the date of application and the class of the membership desired.

(c)     The nomination paper, when properly completed shall be handed to the Honorary secretary, who shall post it on the Club’s notice board for exhibition at least fourteen days immediately preceding the day of election.

(d)     Members shall be elected by the Board of Management by ballot and a majority in favour shall elect the applicant.

(e)     The decision of such Board of Management as to whether any candidate has been duly elected or not shall be final.

(f)      Immediately on the election of a new member the Honorary Secretary shall forward or hand to such member a copy of the Constitution and Rules of the Club for the time being in force.

(g)     Any person whose application for membership is rejected or whose election is voided under Clause 3.9(b) shall not again be nominated for a period of at least six months from the date of the rejection or voidance of membership.

2.3 Life Members

(a)     Any person who shall have rendered special service or services to the Club may at any Annual General or Special General Meeting, on the unanimous recommendation of the Board of Management and on receiving the votes of at least three quarters of the members present at such meeting, be elected a Life Member of the Club.

(b)     Such membership shall include full privileges and without payment of any subscription, provided always that not more than one election shall be made in any one year.

(c)     A Life Member shall not be relieved of any other financial obligation other than the Annual Subscription.

2.4 Honorary Members

(a)     Any member of any Bowls Club whose green is distant more than one hundred kilometers from the Club premises may, on the introduction by a member of the Club, be admitted by any two members of the Board of Management as an Honorary Member for a period not exceeding fourteen consecutive days without payment of any subscription.

(b)     The Board of Management shall have the power to extend the period for a further fourteen consecutive days, if so desired, on conditions to be determined by the Board of Management.

(c)     The name and address of each Honorary Member, together with the name of the introducing member, shall be entered in a visitor’s book to be kept for that purpose, and the introducing member shall be responsible for the bona fides of the person introduced by them.

(d)     The Board of Management shall have the power to withdraw any or all privileges from Honorary Members.

(e)     Honorary Members are not and shall not be entitled to take part in any Annual General or Special General Meeting nor vote upon any subject thereat.

(f)      Honorary Members shall not have any right, title or interest in, or to any of the property of, the Club.

(g)     No person shall be allowed to become an Honorary Member of the Club or be relieved of the payment of subscriptions or any other financial obligations, except as provided for by the Constitution.

2.5 Playing Members

(a)     Playing Member shall be elected in the same manner as Full Members.

(b)     Playing Member shall not:

(1)   Hold any office

(2)   Vote on any matter or election

(c)     To be eligible to play in Pennant Competition, a Playing Member must apply to the Board of Management to become a Full Member.

(d)     Playing Members may play in Club Triples Championships, Club Fours Championships and Club fixtures.

(e)     Playing Members may not play in Club Singles Championships or Club Pairs Championships.

2.6 Junior Members

(a)     Any person under the age of 18 at the time of application may become a Junior Member and shall be elected in the same manner and subject to the same conditions as a full member

(b)     A Junior Member shall not be eligible to hold office or vote at any meeting of the Club.

2.7 Indoor Members

(a)     Indoor members shall only play the game of Indoor Bias Bowls.

(b)     Indoor members shall not vote on any matter or election unless it relates to the game of Indoor Bias Bowls.

(c)     Indoor members shall not hold any office.

2.8 Social Members

(a)     Social Members shall be elected in the same manner as Full members

(b)     Social Members shall have the same rights as Full Members except they shall not:

(1)   Hold office

(2)   Vote on any matter or election

(3)   Take part in the game of Lawn Bowls

(4)   Take part in the game of Bias Bowls (indoor bowls)

2.9 Special Members

(a)     Special classes of membership may be granted by the Board of Management.

(b)     They shall be subject to such fee as is determined from time to time by the Board of Management.

2.10 Employee Membership

(a)     The Board of Management may at any time confer Full Membership rights on any employee of the Club.

(b)     Notwithstanding anything contained elsewhere in this Constitution, such employee member shall not be required to pay any annual subscription, and such membership may be terminated at any time by the Board of Management.

(c)     Such employee members shall not be included in any membership limit.

3. MEMBERSHIP ADMINISTRATION

3.1 Register of Membership

(a)     The Honorary Secretary shall keep on the Club premises a register which shall contain the names and addresses of all members of the Club for the time being, with the date of payment by each member of their current year’s subscription.

(b)     Every member shall advise the Secretary of their postal address and any change thereof, and the Secretary shall register the same.

(c)     All notices required by the Constitution to be sent or given to members shall be deemed to have been sent or given if posted to such address.

3.2 Change in Class of Membership

(a)     Any member may apply to the Board of Management to change their class of Membership.

(b)     On acceptance of the change in class, the Secretary shall record the new class of Membership in the register.

(c)     Any full member who does not make themselves available for pennant games without good reason may have their membership class changed to a playing membership at the discretion of the Board of Management.

(d)     Should a change in membership class occur under Clause 3.2(c), the member may apply to the Board of Management for a proportional refund in subscription fees.

3.3 Liability of Members

(a)     If any member, by any breach of these Rules, or by any unlawful act, causes the Club or an officer of the Club to pay any money, such member shall be civilly liable to the Club or such officer for the amount so paid.

(b)     No member shall remove from the Clubhouse, or deface or injure, any article being the property of the Club.

(c)     Members removing, breaking or willfully damaging any article being the property of the Club shall pay for the same at a price fixed by the Board of Management.

3.4 Absence of a Member

(a)     Any member contemplating absence for a period may, on application to the Board of Management, be granted leave of absence for a period not exceeding two years, subject to payment of a nominal amount to be fixed by the Board of Management.

3.5 Resignation of Members

(a)     Any Member retiring from the Club, or ceasing for any reason to be a member thereof, shall not have any right, title or interest in or to any property of the Club.

(b)     Any club documents, records or other property in the possession, custody or control of a Member who ceases to be a member shall be returned to the Club immediately.

3.6 Expulsion of Members

(a)     Every member of the Club undertakes to comply with the Constitution and Rules of the Club, and any refusal or neglect to do so shall render such member liable to expulsion.

(b)     The Board of Management shall have power to censure or fine, suspend or expel any member for any conduct, which is in its opinion unbecoming to a member.

(c)     Such member shall be entitled to seven (7) days notice of the charge against them, and shall be entitled to be present at the hearing thereof by such Board of Management.

(d)     Any member expelled by the Board of Management shall be entitled to appeal against the decision to a meeting of the Club called for that purpose and convened by the Board of Management at their request.

(e)     Any member expelled in accordance with the Constitution or otherwise ceasing to be a member of the Club shall forfeit all rights upon the Club or its property or funds as they would have by reason of membership.

(f)      Any club documents, records or other property in the possession, custody or control of a Member who ceases to be a member shall be returned to the Club immediately.

3.7 Renewal of membership declined

(a)     At the expiration of any financial year in respect of which any person shall have paid their subscription the Board of Management, if it is of the opinion that it is undesirable in the interest of the Club that such person should continue to be a member, may decline to accept any further subscriptions from such person.

(b)     The Honorary Secretary shall notify such person of this decision and they shall thereupon cease to be a member of the Club, however they shall have the same right of appeal and on the same conditions as stated in Clause 3.6 (d).

3.8 Subscriptions – existing members

(a)     The amount of Members Annual Subscription for each year shall be fixed by the members at the Annual General Meeting.

(b)     Such subscriptions shall be due and payable within 90 days following the Annual General Meeting.

(c)     If any member fails to pay his subscription within 90 days from the date when it becomes due, they shall cease to be a member of the club.

(d)     The committee is empowered to prevent any member whose subscription is in arrears from using the whole or any privileges of the club.

(e)     A member may in the case of hardship, apply to the Board of Management in writing to pay his subscription in installments as determined by the Board. However, the full subscription shall be paid by the first day of October in the membership year.

3.9 Subscriptions – new members

(a)     Subscriptions for New members applying for Full Membership and having ‘no previous experience’ will be 50% of the Annual Subscription plus affiliation fee for the first year.

(b)     If a newly elected member fails to pay their subscription within 30 days after their election, their election shall be void unless they can justify the delay to the satisfaction of the Board of Management.

(c)     The payment of the subscription or using the Club’s property shall imply a member’s acquiescence to the Constitution and Rules of the Club.

(d)     If a member joins after the first day of November in their first year of membership, their subscription for the remaining portion of the year shall be fixed at the discretion of the Board of Management.

4. GENERAL MEETINGS

4.1 Annual General Meetings

(a)     The Annual General Meeting of members shall be held not later than 30 June.

(b)     The Secretary shall give 14 days notice in writing to all members of the date, time and place appointed by the Board of Management for such meeting.

(c)     A copy of the notice shall be posted on the notice board inside the Clubhouse 14 days before the date of such meeting and shall include the nature of the business to be conducted which will be in accordance with Clause 4.1(d).

(d)     The business to be transacted at the Annual General Meeting shall be in the following order:

(1)   The reading of notice convening the meeting.

(2)   Reading and confirmation of minutes of previous Annual General and/or Special General Meeting.

(3)   Reading of Annual Report.

(4)   Consideration and adoption of Annual Report.

(5)   Presentation of audited balance sheet and statement of account.

(6)   Consideration and adoption of balance sheet and statement of accounts.

(7)   Fixing the annual subscription.

(8)   Election of office bearers.

(9)   Nomination and election of Auditor.

(10) Any other business affecting the interest and welfare of the Club, of which due notice has been given according with Clause 4.1 (e).

(e)     Any matter to be put to an annual or special general meeting must be posted on the notice board at least 10 days prior to the meeting and must be proposed and seconded by full or life members of the club.

4.2 Special General Meetings (Requested)

(a)     A Special General Meeting shall be convened by the President or the Honorary Secretary upon receiving a request in writing to that effect from:

(1)   five members of the Board of Management, or

(2)   not less than seven members of the Club whose subscriptions are not in arrears.

(b)     Any such request shall clearly state the object of the Special General Meeting and no matters shall be discussed except those stated in the written requisition.

(c)     The date of holding such a special general meeting shall be fixed by the Board of Management, and shall be held not less than 14 and not more than 28 clear days from the time of receiving the requisition.

(d)     The purpose of the special general meeting must be conveyed to all members with at least 14 days clear notice.

(e)     Notice may be given either in person, by post, by fax, or electronically.

4.3 Special General Meetings (Convened)

(a)     A Special General Meeting may be convened by the President or the Honorary Secretary whenever appointed by the Board of Management or called by the President.

(b)     The date of holding a special general meeting under this clause shall be on a date fixed by the Board of Management.

(c)     The purpose of the special general meeting must be conveyed to all members with at least 14 days clear notice.

(d)     Notice may be given either in person, by post, by fax, or electronically.

4.4 General Meetings – Female members

(a)     The female members of the club shall hold a general meeting to decide matters relevant to their gender before the Annual General Meeting.

(b)     The business to be transacted at the Ladies General Meetings shall be:

(1)   Reading and confirmation of minutes of the previous General Meeting.

(2)   Election of the ladies selection committee

(3)   Election of the ladies match committee

4.5 General Meetings – Male members

(a)     The male members of the club shall hold a general meeting to decide matters relevant to their gender before the Annual General Meeting.

(b)     The business to be transacted at the Men’s General Meetings shall be:

(1)   Reading and confirmation of minutes of the previous General Meeting.

(2)   Election of the men’s selection committee

(3)   Election of the men’s match committee

4.6 Quorums

(a)     At any Annual General or Special General Meeting/General Meeting of the Club 20 full and life members or 25 percent of the total number of full and life members on the Club Register, whichever is the greater, shall form a quorum.

(b)     At all Annual General or Special General Meetings/General Meeting of the members of the Club, should a quorum be not present within 30 minutes of the specified time, then such meeting, if convened upon the requisition of members shall be dissolved.

(c)     In any other case it shall stand adjourned to such days as the Board of Management shall determine at the same time and place, and if at such adjourned meeting other than an adjourned Annual General Meeting, a quorum of members is not present, it shall lapse.

(d)     In the case of an adjourned Annual General Meeting the members present at such adjourned meeting shall form a quorum.

(e)     No notice of any adjourned meeting need be given to members, but notice thereof shall be posted on the Club’s notice board.

4.7 Voting

(a)     Election to office.

(1)   At Annual, Special or General Meetings of the members the election of all offices (where there are more nominations than vacancies) shall be by ballot.

(2)   The ballot shall be conducted by two scrutineers appointed at such meeting and the method and voting shall be determined by the meeting if not provided for in the Rules.

(b)     Decisions by members.

(1)   All questions for decision of the members at an Annual, Special or General Meeting shall be duly proposed and seconded, and shall be determined by a show of hands unless a ballot is asked for by ten members present.

(2)   The ballots may then be taken at the meeting; two scrutineers shall be appointed by the Chairman to conduct the ballot.

(3)   The result of each ballot will be deemed to be a resolution of the Club at such meeting.

(c)     Eligibility of members.

(1)   At any Annual General Meeting of the Members, only such members who were financial at the close of the previous financial year, viz. 30 April, shall be entitled to attend such meeting.

(2)   This provision shall also apply to any Special General Meeting or General Meeting of the members held between the close of the previous financial year and the Annual general Meeting.

(3)   At all other Special General Meetings or General Meetings only members who are financial according to these Rules shall be entitled to attend such meetings.

(d)     Other votes.

(1)   The Chairman shall be entitled to vote at all meetings and when the votes are equal, the motion or amendment, as the case may be, shall pass in the negative.

(2)   Proxy votes will not be considered at any Meeting of Members.

5. MANAGEMENT

5.1 Management by Members

(a)     The Management of the Club shall be in the hands of the members of the Club through the Annual General meeting and/or Special General Meetings/General Meeting as hereinafter provided.

5.2 Board of Management

(a)     The members shall vest control and business of the Club in a Board of Management elected by them at the Annual General Meeting.

(b)     Such Board of Management shall consist of the officers of the Club as hereinafter provided and shall hold office until the Annual General Meeting next after the date of its election.

(c)     The officers of the Club consist of a

  • President
  • Vice-President (to be of opposite gender to the President)
  • Honorary Secretary
  • Assistant Honorary Secretary
  • Honorary Treasurer
  • Four board members
  • Ladies and Men’s Match Committee Chairs in accordance with Clause 8.6 (f) and Clause 8.7 (f) respectively.
  • Immediate past president in accordance with Clause 5.2 (d).

(d)     The immediate Past President shall continue to be a member of the Board of Management for one year after the expiration of their term of office as President in order to assist the new president and advise the board as required.

5.3 Nominations to the Board of Management

(a)     Nominations for these positions shall be in writing signed by the candidate and the proposer and seconder, and shall be lodged with the Honorary Secretary not less than seven days before the date fixed for the Annual General Meeting.

(b)     All retiring officers shall be eligible for re-election.

(c)     At least six days prior to the Annual General Meeting lists of the prospective candidates in alphabetical order shall be displayed on the Club notice board.

(d)     In the event of a sufficient number of members not being nominated for election to any Board, Committee or Office as provided by the last preceding rule, those already nominated shall be declared by the President to be elected.

(e)     The President shall then call for further nominations at the Annual General Meeting for positions still vacant and if necessary a ballot shall be taken to fill the remaining positions from those so nominated.

5.4 Board of Management meetings

(a)     The Board of Management shall meet at least once in each month for transaction of the business of the Club.

(b)     The President and/or Secretary shall when necessary, or when requested by three members of the Board of Management, convene a special meeting of that Board.

(c)     The Honorary Secretary shall give at least three (3) days notice of all Special Board Meetings to all members of the Board of Management.

(d)     The President, Vice-President, or in their absence, one of the Board of Management, shall reside at all Board Meetings.

(e)     Should any member of the Board of Management fail to attend for three consecutive Board meetings without leave, or apology, delivered at or prior to the meetings, he shall thereupon cease to be a member of the Board.

(f)      There shall be no restriction on any member of the Board of Management holding dual office.

5.5 Resignations

(a)     No office bearers or other officers of the Club shall be held to have resigned their office until their resignation in writing shall have been received by the Board of Management.

5.6 Vacancies

(a)     The Board of Management shall have the power, should a vacancy occur in their number, to fill such vacancy for the unexpired term from the members of the Club qualified to accept office.

(b)     The office of an officer of the Club or of an ordinary Board Member becomes vacant should they:

(1)   die

(2)   become bankrupt or apply to take or take advantage of any law relating to bankrupt or insolvent debtors or compound with their creditors or make any assignment of their estate for their benefit

(3)   become of unsound mind

(4)   resign their office by writing under their hand addressed to the Board of Management

(5)   cease to be a resident in the State, or

(6)   cease to be a member of the Club.

5.7 Powers and functions

The Board of Management shall have power:

(a)     To elect sub-committees, fill vacancies, make appointments, make Rules in conformity with the Constitution of the Club, and do all such acts and things that it deems advisable for carrying out and managing the business and affairs of the Club.

(b)     On the authority of the Annual General Meeting or of a Special General Meeting of the Club to impose levies on the members.

(c)     To deal with resignations of members, which must be submitted in writing.

(d)     To interpret the Constitution and Rules of the Club, the interpretation of the Board of Management being final.

(e)     To carry out all resolutions passed at an Annual General Meeting or Special General Meeting/General Meetings of the Club.

(f)      To enforce discipline by fines or by expulsion for any misconduct or willful infringement of the Constitution and Rules of the Club.

(g)     To deal with other matters which may arise or which are not specifically provided for in the Rules of the Club.

(h)     To cause correct accounts and books to be kept, showing the financial affairs of the Club, and the particulars usually shown in books of account of a like nature.

(i)      To authorise all expenditure including any expenditure passed at an Annual General Meeting or Special General Meeting/General Meeting and direct the method of dealing with moneys received for or on behalf of the Club.

5.8 Quorums

(a)     At any meeting of the Board of Management, six members thereof shall form a quorum.

(b)     At any meeting of a sub-committee appointed by the Board of Management, a majority of members shall form a quorum.

5.9 Voting

(a)     All questions for the decision of the Board of Management or any Sub-Committee thereof shall be proposed and seconded, and the result thereof determined by a show of hands, unless a ballot be requested by at least three members.

5.10 Disclosure of interests

(a)     If a member of the Board of Management or a member of a committee has a direct or indirect pecuniary interest in a matter being considered, or about to be considered, the member is to disclose the nature of their interest in the matter as soon as practicable after the relevant facts come to their attention.

(b)     If, at a meeting of the Board of Management or a committee, a member votes in respect of any matter in which the member has a direct or indirect pecuniary interest, that vote is not to be counted.

(c)     Once the Board of Management or Committee establishes that a conflict of interest or perceived conflict of interest is evident they are to require the member to leave the meeting until the matter under discussion or consideration has been voted on.

6. DUTIES OF OFFICERS

6.1 President

(a)     The duties of the President shall be to preside at all meetings, to regulate and keep order in all proceedings, and carry into effect the Constitution and Rules of the Club.

6.2 Vice-president

(a)     The duties of the Vice President shall be to assist the President and perform the duties of the President in his/her absence.

(b)     Additionally the Vice President shall act as spokesperson for the members of his/her gender.

6.3 Honorary Secretary

(a)     The duties of the Honorary Secretary shall be to be the Executive Officer of the Board of Management.

(b)     They shall if possible attend all meetings of the Board of Management and of Annual General and Special General Meetings of the Club.

(c)     They shall:

(1)   record the minutes of all meetings in a book to be kept for that purpose

(2)   conduct all correspondence in connection with the general business of the Club

(3)   prepare for submission to the Annual General Meeting of the Club the report of the Board of Management on the activities of the Club during the year

(4)   keep a register of the members at the Club setting forth the name in full and address of each member of the Club, and the date of the latest payment of their subscription

(5)   make such register open to the inspection of the members of the Club, and

(6)   in any respect carry out those duties usually associated with the office of Honorary Secretary.

(d)     The Honorary Secretary may delegate any duties to the Assistant Honorary Secretary as is mutually agreed between them or as directed by the Board of Management.

6.4 Assistant Honorary Secretary

(a)     The duties of the Assistant Honorary Secretary shall be to assist the:

(1)   President in matters relating to sponsorship

(2)   Honorary Secretary in their duties

(3)   Honorary Treasurer in their duties

(b)     The Assistant Honorary Secretary may represent the Honorary Secretary as a minute taker for sub-committee and general meetings if required.

6.5 Honorary Treasurer

(a)     The duties of the Honorary Treasurer shall be:

(1)   To receive all moneys belonging to the funds of the Club, and within a reasonable time to deposit or arrange for deposit of such moneys with the Club’s bankers.

(2)   To pay all accounts.

(3)   To keep correct accounts of all moneys received and expended.

(4)   To prepare and submit financial statements to each Annual General Meeting.

(5)   To produce a statement of all financial transactions and of the financial position of the Club, including the bank balance at each ordinary meeting of the Board of Management.

6.6 Public Officer

(a)     The Board of Management shall appoint a Public Officer for the club in accordance with Section 14 of the Associations Incorporation Act 1964.

(b)     The Public Officer must be a full member of the Club.

(c)     Once appointed, the Public Officer may continue in the role, subject to Board of Management confirmation each year, even if they are no longer a member of the Board of Management.

(d)     The position of Public Officer will become vacant if the person:

(1)   dies

(2)   becomes bankrupt

(3)   is unable to perform the duties of the office competently

(4)   is not reappointed by the Board of Management

(5)   resigns in writing to the Board of Management

(6)   ceases to be resident in the State.

6.7 Indemnity of Officers

(a)     Any officer of the Club who by authority of the Board of Management accepts or incurs any liability on behalf of the Club shall be indemnified by the Club against personal loss in respect of such liability, providing they act in good faith.

7. FINANCE

7.1 Banking Account

(a)     The banking accounts of the Club shall be kept with such bank as shall from time to time be appointed by the Board of Management and all moneys banked therein.

(b)     All cheques, drafts, bills of exchange, promissory notes and other negotiable instruments shall be signed by the Treasurer and such other member of the Board of Management or members as the Board of Management may nominate for that purpose.

7.2 Rules for the payment of accounts

(a)     The Board of Management, subject to Clause 6.5, may establish rules for payment of accounts, bar operations and fund-raising activities.

(b)     All payments shall be paid by cheque or electronic fund transfer in accordance with Clause 7.1(b).

(c)     The Treasurer is authorised to pay accounts on the receipt of invoices.

(d)     Each month the Treasurer shall present to the Board of Management an itemised statement of all payments made in the previous month

7.3 Books

(a)     Proper books of accounts shall be kept by the Honorary Treasurer and these shall be open to the inspection of the Board of Management at any time.

(b)     The Honorary Treasurer will maintain custody of all books, account documents and securities of the Club.

7.4 Audit

(a)     The Board of Management shall ensure that as soon as practicable after the end of the financial year, and at any other times if Rules of the Club provide, that the financial affairs of the club be audited in accordance with provisions of the Association Incorporation Act 1964.

(b)     An audited statement of income expenditure and balance sheet shall be submitted to the Annual General Meeting.

7.5 Seal

(a)     The Seal of the Club shall be in the form of a rubber stamp inscribed with the name of the Club encircling the word ‘Seal’.

(b)     The Seal of the Club shall not be affixed to any instrument except by authority of the Board of Management

(c)     The affixing thereof shall be attested by the President, Honorary Secretary, Honorary Treasurer or any two of them and that attestation is sufficient for all purposes that the Seal was affixed by authority of the Board of Management.

(d)     The Seal shall remain in the custody of the Public Officer of the Club.

7.6 Application of profits

(a)     The Club is a non-proprietary Club – the profits and other income of the Club shall be applied to the promotion of the purposes for which the members of the Club are associated together.

(b)     No payment of any dividends or distribution of profits or income to or amongst the members of the Club shall be made.

(c)     Provided that nothing herein contained shall prevent the payment by way of Honorarium or refund of expenses to any officer of the Club for services rendered to the Club.

7.7 Green keeper’s Honorarium

(a)     The Board of Management shall pay the Green keeper an honorarium of $2,500 in April of each year.

(b)     Payment of the honorarium will be contingent upon satisfactory performance, as measured against the statement of duties for the position.

(c)     Should Green keepers change part-way through the year, the honorarium shall be paid proportionally.

(d)     The distribution of the honorarium to assistant green keepers shall be at the discretion of the Green keeper.

7.8 Bar Manager’s Honorarium

(a)     The Board of Management shall pay the Bar Manager an honorarium of $2,500 in April of each year.

(b)     Payment of the honorarium will be contingent upon satisfactory performance, as measured against the statement of duties for the position.

(c)     Should a Bar Manager change part-way through the year the honorarium shall be paid proportionally.

(d)     The distribution of the honorarium to bar staff shall be at the discretion of the Greenkeeper.

8. COMMITTEES AND APPOINTMENTS

8.1 Delegation of powers

(a)     The Board of Management may from time to time delegate any of their powers to such officials or sub-committees, consisting of members of the Club as they shall think fit to appoint and may recall or revoke any such delegation or appointment.

(b)     Any such official or Sub-Committee shall, in the exercise of the powers so delegated, conform to any regulation that may be prescribed by the Board of Management and shall be subject and subordinate to such Board.

(c)     The President and Honorary Secretary shall be ex officio members of all Sub-Committees appointed under this rule.

(d)     All Sub-Committees and persons appointed for special purposes by the Board of Management shall be subject to and subordinate to the Board of Management.

8.2 Greens Committee

(a)     The Board of Management shall appoint a Greenkeeper to manage and maintain the green.

(b)     The Greenkeeper may appoint up to five assistant greenkeepers to form a Greens Sub-Committee.

(c)     The Greens Sub-Committee shall meet regularly and report any matters of interest or concern to the Board of Management each month.

(d)     The Greenkeeper shall be the Chairperson of the Greens Sub-Committee.

(e)     The Greenkeeper shall have full control and supervision of the playing area and the authority to prevent play at any time it is considered play would be detrimental to the green.

8.3 Ladies Selection Committee

(a)     The ladies selection committee shall comprise a maximum of two female members for each pennant division the club nominates in plus a chairwoman of selectors.

(b)     The ladies selection committee shall be elected from fully financial female full members and female life members prior to the close of the previous financial year.

(c)     Nominations for these positions shall be in writing signed by the candidate and the proposer and seconder, and shall be lodged with the Honorary Secretary not less than seven days before the date fixed for the Annual General Meeting.

(d)     The ladies selection committee will be responsible for women-only pennant selection but not club fixtures or club championships.

(e)     Where other gender replacement is required in a women-only division, the ladies selection committee will consult with the men’s selection committee to determine the most suitable player.

8.4 Men’s Selection Committee

(a)     The men’s selection committee shall comprise a maximum of two male members for each pennant division the club nominates in plus a chairman of selectors.

(b)     The men’s selection committee shall be elected from fully financial male full members and male life members prior to the close of the previous financial year.

(c)     Nominations for these positions shall be in writing signed by the candidate and the proposer and seconder, and shall be lodged with the Honorary Secretary not less than seven days before the date fixed for the Annual General Meeting.

(d)     The men’s selection committee will be responsible for men-only pennant selection but not club fixtures or club championships.

(e)     Where other gender replacement is required in a men-only division, the men’s selection committee will consult with the ladies selection committee to determine the most suitable player.

8.5 Non-Gender Selection Committee

(a)     The non-gender selection committee shall comprise a maximum of two female selectors and two male selectors plus a chairperson.

(b)     The Club Match Committee chairperson, as elected at Clause 8.8, will be the chairperson of the non-gender selection committee.

(c)     Nominations for the other positions shall be determined by the respective ladies and men’s selection committees.

(d)     The non-gender selection committee will be responsible for non-gender pennant selection but not club fixtures or club championships.

8.6 Ladies Match Committee

(a)     The ladies match committee shall comprise a maximum of four female members plus a chairwoman.

(b)     The ladies match committee shall be elected from fully financial female full and life members prior to the close of the previous financial year.

(c)     Nominations for these positions shall be in writing signed by the candidate and the proposer and seconder, and shall be lodged with the Honorary Secretary not less than seven days before the date fixed for the Annual General Meeting.

(d)     The ladies match committee will be responsible for women-only bowls fixtures and women-only club championships but not pennant selection.

(e)     The ladies match committee shall appropriately grade players who have not been graded by virtue of having played pennant games.

(f)      The Chairwoman of the Ladies Match Committee shall be an ex officio member of the Board of Management.

8.7 Men’s Match Committee

(a)     The men’s match committee shall comprise a maximum of four male members plus a chairman.

(b)     The men’s match committee shall be elected from fully financial male full and life members prior to the close of the previous financial year.

(c)     Nominations for these positions shall be in writing signed by the candidate and the proposer and seconder, and shall be lodged with the Honorary Secretary not less than seven days before the date fixed for the Annual General Meeting.

(d)     The men’s match committee will be responsible for men-only bowls fixtures and men-only club championships but not pennant selection.

(e)     The men’s match committee shall appropriately grade players who have not been graded by virtue of having played pennant games.

(f)      The Chairman of the Men’s Match Committee shall be an ex officio member of the Board of Management.

8.8 Club Match Committee

(a)     The Club Match Committee shall comprise:

(1)   the chairwoman and one member of the Ladies Match Committee,

(2)   the chairman and one member of the Men’s Match Committee, and

(3)   a chairperson to be elected at the Annual General Meeting.

(b)     The Club Match Committee shall be responsible for all mixed bowls fixtures and mixed club championships, other than those prescribed in Clause 8.6 and Clause 8.7.

(c)     The Club Match Committee chairperson shall be elected by all members at the Annual General Meeting.

8.9 Winter Social Bowls Committee

(a)     A Winter Social Bowls Committee may be appointed by the Board of Management under Clause 5.7 (a) to run and cater for this fixture.

8.10 Bowls Tasmania South Delegates

(a)     Delegates to the Bowls Tasmania South shall be appointed by the Board of Management.

(b)     Any delegate absent from two consecutive Bowls Tasmania South meetings without good cause shall vacate their office.

8.11 Bar Manager

(a)     The Board of Management shall appoint a suitably-qualified member to be Bar Manager of the club.

8.12 Licensee

(a)     The Board of Management shall appoint a suitably-qualified member to be the Licensee of the Club in accordance with the Liquor Licensing Act 1990.

(b)     Once appointed, the Licensee will continue in the role subject to Board of Management confirmation each year.

9. CONSTITUTION AND CLUB RULES

9.1 Alteration of the Constitution

(a)     The constitution may be amended at a Special General Meeting called for that purpose.

(b)     A resolution shall be carried by a 75% majority of financial members voting at a Special General Meeting.

(c)     Rules may be amended by a simple majority at a General Meeting called for that purpose.

9.2 Interpretation of the Constitution and Rules

(a)     In the event of any doubt or difficulty arising as to the meaning of the constitution and Rules, or, should any question arise as to their interpretation, the Board of Management shall have the power to pronounce a decision thereon.

(b)     In such cases, the board’s decision shall be final and binding on the members, subject only to affirmation or reversal by a Special General Meeting called for that purpose.

9.3 Non-compliance with rules

(a)     Non-compliance with any of the Constitution shall not render any proceedings void unless the members at an Annual General or Special General Meeting so direct.

9.4 Club rules

(a)     The Board of Management may make, alter, amend or rescind Club Rules as occasions may require, and enforce penalties for their breach.

(b)     Such Club Rules shall have the same force and effect as this Constitution, but shall not be in any way be in conflict with this Constitution.

(c)     Amendments, alterations, interpretation or other changes to Club Rules shall be advised to Members by means of notice approved by the Board.  Notices shall be binding upon all Members.

(d)     All existing Club Rules shall be reviewed by the incoming Board of Management at their first meeting.

(e)     A current copy of Club Rules shall be available on the Club Notice Board.

9.5 Strategic Plan

(a)     The Club’s Strategic Plan shall be reviewed by the incoming Board of Management at their first meeting.

(b)     The Board of Management shall obtain a progress report from the members/committees responsible for achieving or implementing the objectives of the Strategic Plan.

(c)     Amendments, alterations or other changes to the Strategic Plan shall be made by a working party of members formed for that purpose.

(d)     The working party shall ideally comprise three members of the Board of Management, three female members and three male members, but can comprise any combination of up to 10 fully paid up members.

(e)     A current copy of the Club’s Strategic Plan shall be available on the Club Notice Board.

9.6 Conditions of Play

(a)     The current Bowls Tasmania South Conditions of Play shall apply to all games played under the control of the Club, except when club conditions of play are in place.

(b)     Failure to observe any such conditions will render the offending player liable to disqualification from the competition or match.

10. GENERAL

10.1 Clubhouse

(a)     The Clubhouse shall be open to members for such times, and on such conditions, as may be decided by the Board of Management from time to time.

10.2 Colours of the Club

(a)     The colours of the Club shall be as the Board of Management from time to time may determine subject to the approval or rejection by Bowls Tasmania South, or any other Association governing the activities of the Club.

10.3 Dissolution

(a)     The Club may be dissolved or wound up in terms of the provisions of Sections 32 and 33 of Associations Incorporation Act 1964 at a Special General Meeting of Members of the Club called for that purpose.

(b)     If a resolution is passed by a majority of the members present that the Club be dissolved or wound up, provided that such resolution shall at a Special General Meeting held not less than one month thereafter at which meeting not less than half of the members of the Club shall be present, be confirmed by a resolution passed by a majority of two thirds of the members present thereat and voting thereon.

(c)     Upon such resolution being carried and confirmed, as aforesaid, the Board of Management shall thereupon or at such resolution:

(1)   proceed to sell and realise the property and assets of the Club, and out of the net proceeds of such sale and realisation, and

(2)   discharge and satisfy all the liabilities of the Club.

10.4 Disputes, suggestions, etc.

(a)     All suggestions and complaints except those relating to selection and handicapping must be made in writing to the Honorary Secretary, who shall bring the same before the Board of Management at the next meeting.

(b)     All suggestions and complaints relating to any actions or duty of the Selectors, or Match Committee shall be made to the respective Chairperson.

(c)     Should any disputes or disagreement arise between members on the Club premises, the same may be referred in writing to the Board of Management by either party.

(d)     The Board of Management shall have power to deal with same and impose such fine, not exceeding ten dollars, as it shall consider fit.

(e)     Until such fine has been paid the member in default shall not be entitled to exercise any of the privileges of the Club.

10.5 Visitors

(a)     Every member shall be allowed to introduce visitors to the Club, subject to such regulations as the Board of Management shall from time to time determine.

(b)     No person shall be introduced as a visitor who has been expelled from membership of a bowls club or whose conduct or presence on the Club’s premises shall be considered objectionable or prejudicial to the interests of the Club.

(c)     A member shall be entitled to introduce an approved visitor for a period not exceeding one month and shall notify the Secretary thereof.

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