SURREY COUNTY INDOOR BOWLING ASSOCIATION

Transcription

1 SURREY COUNTY INDOOR BOWLING ASSOCIATION Affiliated Member E.I.B.A. Member H.C.I.B.A. Web site: RULES & CONSTITUTION Main Sponsors:

2 RULES & CONSTITUTION (Revised at the Annual General Meeting on 19 April 2016) TITLE: The Association shall be called The Surrey County Indoor Bowling Association. OBJECTIVES: (a) To foster the interests of affiliated Indoor Clubs of the County and to promote the Indoor game of bowls for men within the County of Surrey. (b) To associate with the English Indoor Bowling Association Limited in the general welfare of the game. (c) To organise matches with its affiliated Clubs, other Counties and affiliated Members of the English Indoor Bowling Association Limited. (d) To organise any competitions considered desirable. (e) To arbitrate on questions on bowling law and practice referred from Clubs, and to advise if called upon. MEMBERSHIP: (a) The Association shall consist of Clubs within the Surrey County area (i) which were affiliated to the English Indoor Bowling association at the 17th Day of April 1977, (ii) which are Members of the English Indoor Bowling Association Limited and have greens, banks and ditches conforming to the Laws of the Sport as laid down by the World Bowls Council. (b) Application for affiliation shall be made in writing to the Honorary Secretary of the Association for approval by the Executive Council of the Association. (c) A yearly subscription, at the annual rate agreed by Council, shall be assessed from each Affiliated Club s male membership numbers at the end of October each year, and paid to the Association by the 15th November. Hereinafter affiliated Clubs will be referred to as Clubs. ADMINISTRATION: 1. The affairs of the Association shall be conducted by an Executive Council consisting of the following Members, all of whom shall have powers to vote: (a) Officers: i) President (who shall be the Chairman of the Council and of all Committees of the Council) ii) Senior Vice President iii) Junior Vice President iv) Retiring President (for the following two years after his term of office) v) Honorary Secretary vi) Honorary Assistant Secretary vii) Honorary Treasurer viii) Honorary Assistant Treasurer ix) Honorary Fixture Secretary x) Honorary Match Secretary xi) Honorary Competition Secretary xii) Honorary Tour Secretary xiii) Honorary Patron s Secretary xiv) Honorary Assistant Patron s Secretary xv) Honorary League Secretary xvi) Honorary Publicity Officer xvii) Honorary Surrey Cup Secretary xviii) Honorary Life Members (b) Two representatives from each Club. (c) Honorary Vice Presidents elected under (8) below. (d) All Team Managers. Eleven Members personally present shall form a quorum. In the event of a representative being unable to attend a Meeting, the vacancy may be filled by a Member of the same Club and Notice of Substitution shall be given by the Club concerned to the Hon. Secretary of the Association before the Meeting. The Executive Council shall consist of members of Clubs, with the possible exception of 1(a) above. 1

3 The Officers described in para. 1(a) above, except the retiring President, shall be elected at the Annual General Meeting of the Association from nominations made by the Executive Council or Clubs by the 1st MARCH of each year. The representatives described in para. 1(b) above must be notified to the Honorary Secretary of the Association by the 1st MARCH of each year in a letter signed by the President, Chairman or Secretary of each Club with the nominees approval. Nominations from Clubs for Officers should be submitted in a similar manner. Should a permanent vacancy arise during the year amongst the nominated Club representatives a substitute nomination may be made by the Club concerned. Applications or nominations for the Team Managers posts described in para. 4 below must be made to the Honorary Secretary by 1st March of each relevant year in order that the incumbent or other nominees may be considered. At the end of a Team Manager(s) Term OR in the event of a Team Manager(s) position becoming vacant before the end of his/their Term(s), clubs will be invited to submit nominees so that the designated process can be undertaken as soon as is practicable. These applications may then be considered by the nominated sub-committee to resolve and appoint in time for announcement at that year's AGM. 2. a) Emergency Committee The President, the Senior Vice President, the Honorary Secretary and the Honorary Treasurer shall act as an Emergency Committee. (b) Honours Committee - An Honours Committee will be elected and will comprise The President, two Life Members and two experienced and knowledgeable Council-elected Officers or Councillors. The President will have a casting vote. In the event that there are no Life Members available to consider nominations, the remaining members of the Emergency Committee will assume the roles of Life Members. The Secretary will attend all meetings in an ex officio capacity. 3. The Executive Council is empowered, actioned by the President and Hon. Secretary, to appoint Committees for specific purposes and to determine the duties of such Committees, which shall have the power to co-opt other members. Further, if it is deemed advisable, suitably experienced non-members whose expertise relates to the subject under consideration, may be added. These committees will report directly back to Council at the first opportunity available. 4. Selection Committees a) (i) Team Managers will be appointed by a panel comprising the President and two other Council members, and such appointments will be for a period of 3 years. (ii) Liberty Trophy and Home Counties League - a Team Manager/Joint Team Managers shall be appointed with sole selection responsibilities but will meet together with, ex officio, the President (Chairman), Senior Vice President, Hon Fixture Secretary and Hon Match Secretary. iii) National Over 60s Inter-County League - a Team Manager/Joint Team Managers shall be appointed with sole selection responsibilities but will meet together with, ex officio, the President (Chairman), Senior Vice President, Hon Fixture Secretary and Hon Match Secretary. The Team Manager(s) will not necessarily be the same as in (ii). iv) Under 25s teams will be selected by the under 25s Team Manager without committee. v) County Friendly Matches - the President (Chairman), Senior Vice President, Hon Fixture Secretary, Hon Match Secretary plus any member of the selection committees as available. b) Team selections are expected to be the strongest possible from the names available. c) The Manager(s) will be responsible directly to Council. d) Selection Committees may claim reasonable out of pocket expenses. e) The President, Senior Vice President, and Junior Vice President will be responsible for the selection of teams for Presidents Matches. The Hon. Fixture Secretary, and Hon. Match Secretary will attend these selection meetings in ex-officio capacities. 5. All proceedings of the Emergency Committee and other Committees shall be reported to the Executive Council, with the exception of the decisions of the Selection and Honours Committees. 2

4 6. The Executive Council shall have the power to fill any vacancy arising among the Officers during the year. 7. The Chairman at the Annual General / Special Meeting and at the Executive Council and all Committees shall have a casting vote. 8. Honours Policy. The Association may award honours for service in accordance with the following policy guidelines, a) Life Membership is awarded for outstanding and significant active contributions to the work of the County over a number of years. It will, therefore, be awarded rarely and will reflect the high standards of the conditions for receipt. i) nominations may be from Council, or from an affiliated club or member and should be in writing through the County Secretary no later than 1st March. ii) submissions should be sufficiently comprehensive to support the nomination. iii) successful nominees will be proposed as Life Members at the next AGM. iv) successful nominees will be awarded a County Blazer Badge (if not previously held) together with a flash inscribed "Life Member" and a certificate describing the award. v) should a Life Member move out of County, his EIBA affiliation fees will be paid by the County. b) Honorary Vice Presidency is an accolade and honour second only to that of Life Membership. Nominees should have made such active and practical contributions to the work and development of the County which, while falling short of those for Life Membership, will still have been dedicated and, in all probability, continuous and at a level that has demonstrated commitment and service. i) retiring President ii) nominations may be from Council, or from an affiliated club or member and should be in writing through the County Secretary no later than 1st March. iii) nominations should not be confined to retiring County officials. iv) submissions should be sufficiently comprehensive to support the nomination. v) successful nominees will be proposed as Honorary Vice Presidents at the next AGM. vi) successful nominees will be awarded an Hon. Vice President's medal and blazer flash, and a certificate describing the award. c) Certificate of Merit is an award less than that of Honorary Vice President. Nominees will have given service to the County but, perhaps, on single occasions, over a shorter period and/or at a lesser level than the awards above; the service, nonetheless, will be recognised as being valued and respected. i) nominations may be from Council, or from an affiliated club or member and should be in writing through the County Secretary no later than 1st March. ii) nominations should not be confined to retiring County officials. iii) submissions should be sufficiently comprehensive to support the nomination. iv) successful nominees will be awarded a Certificate of Merit at the next the next AGM. Nominations will remain confidential until the AGM, and will not be subject to the normal rules relating to Notices of Motion (Rules and Constitution 10 (c)) Nominations will be considered in confidence by the Honours Committee. 3

5 9. County Colours The qualification for the County Badge shall be: (a) Any male bowler, on reaching the semi-finals of any SCIBA run County Competitions or, as males competing for a Surrey club and reaching the Area Final of a National Competition provided they play a minimum of three Rounds. (b) On being selected and playing in FIVE County matches, but not more that ONE match per year shall count. (c) On being selected and playing in TWO Liberty Trophy matches, players will be awarded the County Badge together with Flash. (d) On being selected and playing in FIVE Home Counties matches, players will be awarded the County Badge. (e) On being selected and playing in FIVE National over 60s Inter-County League matches, players will be awarded the County badge and Flash. (f) On being selected and playing in FIVE under 25s County Representative matches (i.e. not under 25s friendly matches) or on reaching the Final of the National under 25s Two- Fours competition, players will be awarded the County Badge, provided they have played in at least three Rounds. National winners will be awarded a Flash. (g) A County Badge shall be awarded upon election to the Office of Junior Vice President if not badged upon appointment. ANNUAL AND OTHER GENERAL MEETINGS: 10. The Annual General Meeting shall be held in the second half of April of each year and Notices and Agenda of the meeting, together with a list of Nominations received, shall be forwarded to all Clubs not less than 14 days before the Meeting. (a) In addition to the two Council Members each Club shall be entitled to send TWO further Delegates (who shall be provided with voting cards supplied by the Association) to the Annual General Meeting. (b) All members of Clubs may attend the Annual General Meeting and take part in the business of the Meeting, but voting shall be restricted to the retiring Council and Club Delegates. (c) Alteration or amendments to the Constitution may be made only at an Annual General Meeting or a Special General Meeting called for that purpose. All Notices of Motion whether from Clubs and / or the Executive Council for the Annual General Meeting shall be given by the 1st MARCH of each year. (d) Special General Meetings may be called by the Executive Council or on a written requisition addressed to the Honorary Secretary of the Association, signed by the President and Secretary of each of FOUR Clubs. Fourteen days Notice of such Meetings outlining the Special Business involved shall be given. No other matters shall be discussed. (e) No Motion on any matter shall be considered at any General Meeting unless specified on the Agenda. (f) Copies of the Annual Report shall be sent to every affiliated Club 14 days before the Annual General Meeting. PATRONS: 11. Any member of a Club may be a Life Patron upon payment of a subscription as decided at the Annual General Meeting. 3

6 STANDING ORDERS: (a) The Honorary Secretary shall keep a record of all business transacted at the Annual General Meeting and other meetings and shall submit to the Annual General Meeting a report of the proceedings since the previous Annual General Meeting. (b) The Honorary Assistant Secretary shall take the Minutes at all General and Special Meetings and at all Executive Council Meetings. He shall assist the Honorary Secretary in all matters specific to the Association. (c) The Honorary Treasurer shall render to the September Executive Council Meeting a precise account of the Receipts and Expenditure and Balance Sheet for the past year ending the last day of April annually, duly certified by the Auditor(s) appointed at the Annual General Meeting. (d) The Honorary Assistant Treasurer shall assist the Honorary Treasurer in all matters specific to the Association s Finances. (e) The Honorary Competition Secretary shall organise and be responsible for all arrangements for the Association s Competitions, including Finals Day, and to ensure that all Clubs are invited to participate in the Association s Competitions. He shall keep a detailed record of all players relating to their qualification for the County Badge. He shall also be responsible for the obtaining and distribution of prizes and to keep a detailed record of all income and expenditure for each Competition, provide the Honorary Treasurer with a seasonal statement and shall make a report to the Annual General Meeting. (f) The Honorary League Secretary shall be responsible for the preparation and execution of the running of the County s Inter-Club League Competition and to ensure that all Clubs are invited to participate. He shall also be responsible for the obtaining and distribution of prizes and to keep a detailed record of all income and expenditure for the Competition, and to provide the Honorary Treasurer with a seasonal statement and shall make a report to the Annual General Meeting. (g) The Honorary Fixture Secretary shall be responsible for the preparation and execution of the Association s Fixture List. He shall invite applications for participation in the Association s Matches and notify those selected to play. He shall call and attend Selection Committee Meetings. (h) The Honorary Match Secretary shall attend Selection Committee Meetings, receive acceptances from players invited to play and arrange for Friendly Match replacements as necessary. He shall be responsible for match day arrangements including liasing with the host Club and/or County on match related matters, receiving match fees and booking in players. He shall keep a detailed record of all income and expenditure for each match, provide the Honorary Treasurer with a statement and make a report to the Annual General Meeting. He shall liaise with the Hon. Competition Secretary in relation to maintaining detailed records concerning County badge qualification. (i) The Honorary Patron s Secretary shall be responsible for keeping a detailed record of all Patrons, and shall be responsible for all aspects relating to Patron s Matches, once they have been arranged by the Honorary Fixture Secretary, and to keep a detailed record of all income and expenditure, provide the Honorary Treasurer with a seasonal statement and shall make a report to the Annual General Meeting. (j) The Hon. Asst. Patron s Secretary shall assist the Honorary Patron s Secretary in all matters specific to the Patrons of the Association. (j) The Hon. Surrey Cup Secretary shall be responsible for the invitations to and the general correspondence with all competing counties taking part in the Surrey Cup each season. He shall adjudicate on queries raised, with the assistance of a sub-committee if deemed necessary, and compile and make available a League Table to all competing Counties at regular intervals, all this in line with the Surrey Cup Rules provided. 4