CONSTITUTION    Note Proposed new constitution 2020 shown at the end of current constitution.
(As amended 2013)

1. Title
The Association shall be called London and Southern Counties
Bowling Association and consist of Private Clubs playing bowls within
the counties of Bedfordshire, Berkshire, Buckinghamshire,
Cambridgeshire, Essex, Hampshire, Hertfordshire, Kent, Middlesex,
Oxfordshire, Surrey and Sussex.
2. Headquarters
The Association Headquarters shall be the Bounds Green Bowling Club.
Meetings of the Executive Committee will be held at Headquarters or at
other places that from time to time maybe determined.
3. Colours
The Association Colours shall be those of the late Rt. Hon.The Earl of
Lonsdale. Namely Red, Gold and White.
4. Affiliation
The Association shall be associated to Bowls England, the English Indoor
Bowling Association Ltd and to such other Associations as may be deemed
appropriate and conforming to their rules and regulations.
All Clubs affiliated to the Association must:
a) Be affiliated to Bowls England or the English Indoor Bowling
Association Ltd as appropriate.
b) Be managed by a committee constitutionally elected at an Annual
General Meeting and who shall have jurisdiction over the affairs of
the Bowling Club including the green(s) and its uses.
5. Objects
The Objects of the Association are to promote, foster and safeguard the
level green game of bowls for Males, played outdoor and indoor,
throughout London and the Southern Counties of England.
The Association shall:
a) Adopt and enforce the joint “Laws of the Sport” as laid down by
the World Bowls Board and the World Indoor Bowls Council.
(Bowls England and English Indoor Bowling Association Ltd.
versions)
b) Arrange Matches with its Member Clubs and other Associations
c) Promote Competitions for the benefit of all affiliated Clubs.
(i) Outdoor Competitions for an Inter Club Championship
(Challenge Shield),together with Single Handed (Gold Badge
and Lonsdale),Pairs,Triples and Fours.
(ii) Indoor Competitions for an Inter Club Championship
(Indoor Challenge Shield and single Fours.)
(iii) Any other Competitions and Tournaments, both outdoor and
indoor as considered desirable.
(iv) In addition to the various cups etc presented to the clubs of both Outdoor and Indoor Winners and Runners up, there will be a cash prize applicable to each competition, the amount of which will be decided each year by the Executive Committee and presented in the form of a cheque or paid by bank transfer. To qualify for the cash prizes the final of every competition MUST be played on the designated finals day.
d) Publish,produce,commission and distribute books, pamphlets,
Brochures and other types of literature relating to bowls.
e) Authorise the investment of the monies of the Association in or upon
such investments or securities, including land or any tenure as may
from time to time be considered expedient.
f) Promote the Associations Vice Presidents Fund.
g) Do all such things which in the opinion of the Executive Committee
are incidental or conducive to the attainment of the above.
6. Membership
Membership is open to all properly constituted private bowling clubs,
both Outdoor and Indoor within the counties set out in Rule 1. and under
the conditions set out in Rule 4(a) and 4(b)
Individual members of affiliated clubs are eligible to play for the
Association in all Outdoor and/or Indoor matches. Members of the
Executive Committee and Life Members of the Association are eligible
to play in all Matches.
Application for Affiliation should be addressed to the Honorary General
Secretary and accompanied by:
a) A registration Fee as determined by the Executive Committee of the
Association.
b) The subscription for the current year as determined by the Annual
General Meeting of the Association.
c) A Copy of the Clubs Rules and Regulations.
d) The full name and address of the Club together with the name and
address of the Honorary Secretary.
Applications shall be subject to the approval of the Executive Committee
and acceptance of the Clubs green(s) and facilities. Any change in the
Clubs green(s) or Rules and Regulations must be notified to the Honorary
General Secretary of the Association.
The Association reserves the right to suspend membership if the Club or
any member thereof:
a) Fails to maintain the standards regarded by the Executive Committee
as proper and essential.
b) Make alterations to the Clubs Constitution or Management so as not
to comply fully with the Associations Constitution.
c) Any club whose membership has been suspended may appeal to the
Associations Annual General Meeting by Notice of Motion as
hereafter provided.
7. Subscriptions
Annual Subscriptions as determined by the Associations Annual General
Meeting shall be paid for the forthcoming year as follows:
a) For Outdoor Clubs not later than 1st Nov each year.
b) For Indoor Clubs not later than 30th June each year.
Clubs failing to pay the subscription within one calendar month of the due
date shall forfeit all rights and privileges of membership immediately.
8. Life Membership
The President of the Association shall automatically become an
Honorary Life Member at the end of his term of office.
The Association shall have the power to elect as an Honorary Life
Member any male bowler whose services to the Association are such as
to entitle him to this distinction upon the recommendations of the
Executive Committee to an Annual General Meeting. Life Membership
may similarly be conferred on a Club. Honorary Life Members may
attend, speak and vote at Annual and Special General Meetings.
9. Officers
The Officers of the Association are:
The President, Senior Vice President, Junior Vice President, Honorary
General Secretary, Honorary Assistant Secretary, Honorary Treasurer,
Honorary Assistant Treasurer, Honorary Competition Secretary
(Outdoor), Honorary Competition Secretary (Indoor), Honorary Match
Secretary (Outdoor), Honorary Match Secretary (Indoor), Honorary
Fixture Secretary (Outdoor), Honorary Fixture Secretary (Indoor) and
Honorary Publicity Officer, all of whom shall be elected at the Annual
General Meeting for a one year term of office ,commencing at the start
of the outdoor season .
Nominations for the posts of President, Senior Vice President and Junior
Vice President shall be the right of the Executive Committee.
All other nominations for Office must be made in writing, with the
consent of the Nominee, to the Honorary General Secretary of the
Association before November 30th each year by the Club of which the
Nominee is a member. Outdoor and Indoor Member Clubs have the
same rights of nomination.
10. Administration
The Association shall be managed by an Executive Committee which
comprises:
a) The Officers of the Association as set out in Rule 9.
b) Eight members from Outdoor Clubs elected at the Annual General
Meeting.
c) Four members from Indoor Clubs elected at the Annual General
Meeting.
d) The Chairman of the Vice Presidents Fund
Only the foregoing, together with the Honorary Life Members, are entitled
to speak and vote at the meetings of the Executive Committee. The
committee shall normally meet in the third week of January, April, July,
and September each year, at a time to be determined and having the power
to make Regulations and be responsible for the day to day running of the
Association within the Constitution. seven members shall form a quorum.
Existing members of the Executive Committee who remain members of
the Club that nominated them are eligible for re-election without
nomination. New nominations for the committee must be made in writing
upon a form to be provided (on application) by the Association signed by
the Honorary Secretary of the nominees Club and sent to the Honorary
General Secretary of the Association not later than 30th November each
year. Not more than one member of any outdoor club may stand for election
as one of the eight members representing outdoor clubs and not more than
one member of any indoor club as one of the four members representing
indoor clubs. he Executive Committee is empowered to fill any vacancy
which arises during the year and it may co-opt a member of an Affiliated
Club for a specific purpose. The financial year of the Association shall
commence on the 1st October each year.
11. Sub-Committees
a ) Emergency Sub-Committee
An Emergency Sub-Committee consisting of the President, Senior Vice
President, Junior Vice President, Honorary General Secretary and
Honorary Treasurer shall be empowered to deal with any urgent matters
and to make decisions within the guidelines set out by the Executive
Committee and report these decisions to the next meeting of the Executive
Committee for ratification.
It may only be called by the President or the Honorary General Secretary.
b) Selection Sub-Committee
A selection sub-committee comprising the President, Senior Vice
President, Junior Vice President plus the Honorary Match Secretary
(Outdoor) and the Honorary Fixture Secretary(Outdoor) for outdoor
matches, or the Honorary Match Secretary (Indoor) and the Honorary
Fixture Secretary (Indoor) for Indoor matches and where applicable the
Tour Manager, will be responsible for the selection of teams to represent
the Association in specific matches. Three members shall form a quorum.
These matches will be against Bowls England, the English Indoor Bowling
Association Ltd, the Midland Counties Bowling Association, the Midland
Counties Indoor Bowling Association, the Welsh Private Greens Bowling
Association and any other special occasions.
c) Promotions Sub-Committee
A promotions sub-committee comprising the Honorary Publicity Officer
together with three members of the Executive Committee will be
responsible for all promotions, publicity, editorial matters and publications.
After each meeting it shall report to the next meeting of the Executive
Committee.
d) Further Sub-Committees
Further sub-committees may be appointed from members of the
Association. These being responsible to the Executive Committee who
will determine their composition terms of reference and duration.
12. General Meetings
The Annual General Meeting of the Association shall be held during the
months of February or March of each year to enact the following
business:
a) The election of Officers in accordance with Rule 9.
b) To receive the Annual Reports from the Honorary General
Secretary,Honorary Treasurer,Honorary Match
Secretary(Outdoor),Honorary Match Secretary(Indoor), Honorary
Competitions Secretary (Outdoor), Honorary Competitions
Secretary(Indoor) and Chairman of the Vice Presidents Fund.
c) To approve the Independently Examined Accounts and Balance sheet
for the year.
d) To appoint one Independent Examiner.
e) To elect Honorary Life Members.
f) To elect Members of the Executive Committee.
g) To fix the Affiliation Fees for the forthcoming year for both Outdoor
and Indoor member Clubs
h) To transact any other competent business.
Ten delegates shall form a quorum. At least Three Weeks notice shall
be given of the meeting.
Each Officer, Club Delegate, Life Member and Members of the Executive
Committee shall be entitled to one vote at General Meetings but the
Chairman of the Meeting shall have only a casting vote.
Voting will be by a show of hands unless a ballot is requested by an
appointed Delegate or a Member of the Executive Committee. Proxy and
correspondence votes cannot be accepted.
The Year Book will be sent out 3 weeks before the date of the A.G.M.
with the Notice of the Meeting, the Agenda, Minutes, Statement of
Accounts and Balance Sheet included. Notices of Motion should be sent
to the Honorary General Secretary in writing,signed by the Honorary
Secretary of the Affiliated Club,before the 30th November in each year.
Each Affiliated Club may send two voting delegates to the Annual General
Meeting or to any Special General Meeting. Other non voting members
may attend.
A Special General Meeting can be called by the Honorary General
Secretary at the request of the Executive Committee or not less than five
Affiliated Clubs specifying the purpose for which the Meeting has been
called. No other business can be transacted at that Meeting.
13. Conditions of Play
The following shall apply to all play:
The Laws of the Game as formulated by World Bowls, the Rules and
Regulations of Bowls England, the Laws of the Game for Indoor Bowls
as published by the English Indoor Bowling Association Ltd together with
any Bylaws or Regulations made by the Executive Committee of the
Association.
Note: Clubs may make modifications to meet local conditions provided
that such modifications are published for the information of members or
visiting players.
14. Dress
The dress to be worn at all Association matches:Club Blazer with
Association Badge (if awarded), Association Tie, White Shirt, White
Trousers, White Socks, White Pullover (if worn) ,White Waterproofs (if
worn) and regulation Bowling Shoes.
15. Blazer Badges
The Association will award Blazer Badges under the following conditions:
Representative:
By representing the Association for a minimum of three years in matches
against Bowls England, The English Indoor Bowling Association Ltd,
County Outdoor and Indoor Bowling Associations, Midland Counties
Outdoor and Indoor Bowling Associations, Eastern Counties Indoor
Bowling Association, London Scottish Bowling Association, London
Welsh Bowling Association, London Irish Bowling Association and the
Welsh Private Greens Bowling Association. Only one match to count
toward the Badge in any 12 month period. ie. From the awarding of the
metal Colts Badge at the completion of their first qualifying Association
game it will be at least 12 months before the second game will count
towards the full badge, the same for the third game and the same to the
Blazer Badge game. Any number of Association games may be played in
between. The Association Blazer Badge covers both Outdoor and Indoor
Bowling. An Association Blazer Badge will be presented to the Junior Vice
President upon his election if he has not already qualified
16. Disputes
Should any dispute arise on any matter within the jurisdiction of the
Association, the parties shall submit full details in writing to the Honorary
General Secretary who will then refer it to the next meeting of the
Executive Committee for determination.
If thereafter, this determination is not acceptable to the parties concerned,
the matter may be referred by Notice of Motion to the next Annual General
Meeting of the Association.
17. Year Book
The constitution of the Association together with the Rules and Regulations
relating to Competitions currently in force together with the data for the
A.G.M (Date,Venue,Time with Agenda, Accounts and Minutes of previous
years Meeting) will be published in the Association Year Book, which
will be deemed full and sufficient notice to all Affiliated Clubs and their
individual members. Each Affiliated Club shall be required to purchase a
minimum of one Year Book in order to ensure that this information is
available to all players.
18. Alterations
No alterations of, or addition to the Constitution can be made except at the
Annual or Special General Meeting. Any proposed alterations should be
set out in writing to the Honorary General Secretary of the Association by
the Honorary Secretary of the Affiliated Club making the proposal.
It shall only be deemed to have passed if at least two thirds of the votes
are cast in favour
The Executive Committee may make, alter or cancel regulations for the
proper day to day running of the Association and covering all activities at
any time providing that at least two thirds of the votes cast at the
Committee Meeting are in favour. Such alterations and cancellations shall
be submitted to the next Annual General Meeting for ratification.
19. Duties of Officers
Honorary General Secretary
To convene,prepare for and attend all General and Special Meetings of the
Association, all Executive Committee Meetings and Emergency Sub-
Committee Meetings.
To publish Minutes of all Meetings
To Conduct the correspondence of the Association and report same to the
Executive Committee.
To be responsible for the compiling and preparing of the Association Year
Book for publication.
To take action on any decisions made by the Executive Committee.
To keep and publish a Register of Affiliated Clubs. To submit an Annual
Report to the Annual General Meeting of the Association. To maintain
an inventory of the fixed assets and property of the Association and to
ensure adequate insurance cover thereof at all times. To act otherwise
under the general direction of the Executive Committee and on
retirement from Office to hand over all books, papers, records, minutes
and any other property belonging to the Association.
Honorary Assistant Secretary
To keep minutes at all General and Special Meetings of the Association
and all Executive Committee Meetings. To assist the Honorary General
Secretary in all functions. On retirement from Office to hand over all
books, papers, records, minutes and any other property belonging to the
Association.
Honorary Treasurer
To receive and be held responsible for all monies belonging to the
Association.
To advise the Executive Committee on all monetary matters.
To incur and pay only such financial liabilities of the Association as are
directed by the Executive Committee under Special or General authority.
To keep the funds of the Association in bank accounts approved by the
Executive Committee.
To keep and publish proper accounts and balance sheets.
To provide to the Independent Examiners of the Association and the
Executive Committee such information as may be required on the finances
of the Association.
To submit a Report and Accounts to the Annual General Meeting.
To act otherwise under the general direction of the Executive Committee
and on retirement from Office to hand over all books (after being duly
audited), papers, records, minutes and any other property belonging to the
Association.
Honorary Assistant Treasurer
To assist the Honorary Treasurer in all functions. On retirement from Office
to hand over all books (after being duly audited), papers, records, minutes
and any other property belonging to the Association.
Honorary Competition Secretary (Outdoor)
To make , organise and be responsible for all arrangements for the
Associations Outdoor Competitions and Finals Day. To be responsible for
obtaining and the distribution of prizes and plaques to Finalists (where
applicable).
To ensure that all Affiliated Clubs are invited to participate in the
Associations Competitions.
To be responsible for and assisted by Four Area Secretaries elected
annually from the ranks of the Executive Committee who will be
responsible for running the Outdoor Competitions up to and including the
Semi Final Stages.
To keep a record of all income and expenditure for each Competition,
provide the Honorary Treasurer with a seasonal statement and make a
report to the Annual General Meeting of the Association.
To maintain an inventory of all property appertaining to his duties and act
under the general direction of the Executive Committee.
On retirement from Office to hand over all books, papers, records, minutes
and any other property belonging to the Association.
Honorary Competition Secretary (Indoor)
To make , organise and be responsible for all arrangements for the
Associations Indoor Competitions and Finals Day. To be responsible for
obtaining and the distribution of prizes and plaques to Finalists (where
applicable).
To keep a record of all income and expenditure for each Competition,
provide the Honorary Treasurer with a seasonal statement and make a
report to the Annual General Meeting of the Association.
To maintain an inventory of all property appertaining to his duties and act
under the general direction of the Executive Committee.
On retirement from Office to hand over all books, papers, records,
minutes and any other property belonging to the Association.
Honorary Match Secretary (Outdoor) and
Honorary Match Secretary (Indoor).
To be responsible for the printing of the Associations Fixture Lists and
their distribution, to also be responsible for the execution of the Matches
on the Associations Fixture Lists.
To invite applications for participation in the Associations matches from
all playing members of Affiliated Clubs and to notify those selected to
play.
To call and attend such meetings of the Selection Sub-Committee as
may be necessary to make the selection of players for special matches
as laid down in Rule 11(b).
To hold, be responsible for and maintain stocks of Association Ties,
Badges and non-accounting items (Top rink prizes , Presentation items
and Bowls Stickers), maintain an inventory of these items and give
reports monthly to the Honorary Treasurer.
To keep a detailed record of all income and expenditure for each match,
provide the Honorary Treasurer with a monthly statement and make a
report to the Annual General Meeting of the Association.
To act under the general direction of the Executive Committee .
On retirement from Office to hand over all books, papers, records,
minutes and any other property belonging to the Association.
Honorary Fixture Secretary (Outdoor)
To be responsible for arranging the Association’s Matches with the
outdoor member clubs, the related County Bowling Associations, the
Midland Counties Bowling Association and any other matches that may
be required from time to time. To also be responsible for compiling the
Outdoor Fixture List up to the printing stage.
To act under the general direction of the Executive Committee. On
retirement from Office to hand over all books, papers, records,
minutes and any other property belonging to the Association.
Honorary Fixture Secretary (Indoor)
To be responsible for arranging the Association’s Matches with the indoor
member clubs, the related Indoor County Bowling Associations, the
Midland Counties Indoor Bowling Association, the Eastern Counties
Indoor Bowling Association and any other matches that may be required
from time to time. To also be responsible for compiling the Indoor Fixture
List up to the printing stage.
To act under the general direction of the Executive Committee and on
retirement from Office to hand over all books, papers, records, minutes
and any other property belonging to the Association.
Publicity Officer
To be responsible for all matters relating to the promotions
Sub- Committee.
To act under the general direction of the Executive Committee. On
retirement from Office to hand over all books, papers, records, minutes
and any other property belonging to the Association.
20. Liquidation
In the event of the Liquidation of the London & Southern Counties Bowling
Association the funds and assets of the London & Southern Counties
Bowling Association remaining after payment and satisfaction of its debts
and liabilities and the costs and expenses of liquidation shall be distributed
by the London & Southern Counties Bowling Association in General
Meeting to a sporting body which is established substantially or primarily
for the purpose of promoting any game or sport provided that the game or
sport is conducted for the recreation and benefit or entertainment of the
general public in the area covered by the Association and no part of the
income or other funds of the body corporate operating such sport is used
or available to be used for the pecuniary profit of any proprietor, member
or shareholder.


L&SC - PROPOSED NEW CONSTITUTION – 2020


  1. TITLE

The Association shall be called the London & Southern Counties Bowling Association. The Association shall consist of Clubs (complying with item (5)), playing bowls within the counties of Bedfordshire, Berkshire, Buckinghamshire, Cambridgeshire, Essex, Hampshire, Hertfordshire, Kent, Middlesex, Oxfordshire, Surrey and Sussex.


  1. HEADQUARTERS

The Association’s Headquarters shall be at the Bounds Green Bowling Club.

The Outdoor Finals will be held at these Headquarters, together with the Association’s AGM and some Meetings of the Executive Committee.


  1. COLOURS

The Colours of the Association shall be those of the late Rt. Hon. The Earl of Lonsdale, namely Red, Gold and White.


  1. ANNUAL GENERAL MEETING (AGM)

An Annual General Meeting of the Association will be held at Headquarters in February of each year. In exceptional Circumstances the Executive Committee will be permitted to amend this time and to hold an Emergency General Meeting (EGM) when deemed necessary.

The business to be conducted at the AGM will be :-

to approve the minutes of the previous AGM and any EGM’s held since the previous AGM;

to elect the Officers for the forthcoming year;

to elect ‘Club’ members to the Executive Committee;

to receive a report from the Treasurer and the Statement of Accounts;

to receive reports from the General Secretary, The Outdoor Competition Secretary, and The Indoor Competition Secretary;

to elect/appoint the examiner of the Accounts;

to set the affiliation fees for the coming year;

any other business of which due notice is given by the Executive Committee or any Club.

Any item to be included on the Order of Business (other than those referred to above) must be notified, in writing, to the General Secretary by 1st November in the year prior to the AGM and notified to all members by posting on the website or by other means considered appropriate by the Executive Committee and/or Club making any notice of item, as referred to above.

Notice of the AGM together with its date and the minutes of the previous AGM shall be printed in the Year Book and if able copied on the Website. At least ten (10) delegates to form a quorum.


  1. AFFILIATIONS

The Association shall be affiliated to ‘Bowls England’ and to ‘The English Indoor Bowling Association Ltd’ (or such other names that may be adopted by the English controlling bodies for both outdoor and indoor flat green bowling).

All Clubs applying to be Affiliated to this Association and to play in the Associations Competitions shall also be affiliated to one or other of these bodies, as appropriate. Affiliated Clubs shall be managed by a committee constitutionally electedat an Annual General Meeting and have full jurisdiction over the affairs of the Bowling Club, including the green and its use.

All affiliated Clubs are required to purchase a minimum of one copy of the current Year Book. The Association reserves the right to include the cost of one copy of the current Year Book in the Affiliation fee.



  1. OBJECTS

The object of the Association is to promote the flat green game of Bowls, as played both outdoor and indoor, throughout the twelve Counties of Southern England, referred to in Item 1 above.

All competitions organized by the Association shall be played in accordance with the latest edition of the ‘The Laws of the Sport’, as published by World Bowls (including domestic regulations).

Outdoor Competitions shall be :- Challenge Shield (2 rinks), Gold Badge & Lonsdale (both single handed), Pairs, Triples and Fours.

Indoor Competitions shall be :- Challenge Shield (4 rinks), Fours, Mixed Pairs and Mixed Fours.

For the Club that is the winner or runner-up of each competition there will be a Trophy and cash prize. All Trophies to remain the property of the Association.

The amount of the cash prizes for each competition shall be set each year by the Executive Committee.

The Executive Committee, taking into account demand, may increase or decrease the competitions.

The Executive Committee may also agree that the Association play both Outdoor and Indoor matches.


  1. OFFICERS OF THE ASSOCIATION

The Officers of the Association shall be:- The President (nominated by the Executive Committee). Vice President, The Immediate Past President, Hon. General Secretary, Hon. Treasurer, Hon. Outdoor Competition Secretary, Hon. Indoor Competition Secretary, Four Outdoor Competition Administrators, one Indoor Competition Administrator, Web Master, Year Book Editor. The Officers to be elected as set out in (4) above. One person may hold more than one office.


  1. EXECUTIVE COMMITTEE

Administration of the Association shall be by the Executive Committee, who shall run the Association within the Constitution and make Bye-Laws, as required for the day-to-day running of the Association.

The Executive Committee shall consist of the Officers of the Association, as set out in (7) aboveplus Four members from Outdoor Clubs and Two members from Indoor Clubs, elected as set out in (4) above.

The Executive Committee shall have the power to co-op a person to fill any vacancy until the next AGM.

The Executive Committee shall have the power to form Sub-Committees to examine and report on any matter considered relevant and an Emergency Sub-Committee for the resolution of matters in relation to the competitions and any other urgent matter that needs to be resolved or dealt with before a full Executive Committee can be convened.

The Executive Committee shall be able to recommend to an AGM that any member who has given long or meritorious service shall be made a ‘Life Member’. A Life member shall be entitled to attend Executive Committee Meetings, receive minutes of same and to propose and/or second proposals and/or motions and speak on all matters raised. A Life member will be able to vote on ‘general matters’ but will not have a vote on any proposal and/or motion that directs the future or future direction of the Association. A Life member shall not have any ‘special rights’ at an AGM but shall have the same rights as any Club delegate

The Hon General Secretary shall call an Executive Meeting as required. A quorum of this committee shall be 5 members.

The Financial Year of the Association shall commence on the 1st October of each year.


  1. MEMBERSHIP OF THE ASSOCIATION

Membership of the Association shall be all Affiliated Clubs (see (5) above) paying the current years affiliation Fee.

The Affiliation Fee for Outdoor Clubs is due by 1st November of each year and for Indoor Clubs by 31st May of each year.

(10)COMPETITION DATES

The Closing Date for Entries to the Outdoor Competition shall be 1st November.

Finals Day for Outdoor Competitions will be the first Saturday in September.

The Closing Date for Indoor Competitions shall be 31st May.

Finals Day for Indoor Competitions shall be a Saturday or Sunday in March – set before the closing date.

(11)DRESS CODE

The Dress Code for competitions shall be as set out in the Outdoor and Indoor Competition Rules respectively.

The Dress Code for Matches shall be as set by the Executive Committee.

(12)DUTIES OF THE OFFICERS

PRESIDENT

To Chair the Executive Committee and AGM and to represent the Association as and when required. The President shall have a casting vote in the event of a tied vote on any proposition.


VICE PRESIDENT

To assist the President and in the absence of the President to carry out his duties.


Hon. GENERAL SECRETARY

To convene, prepare for and attend all General (AGM & EGM) and Special Meetings of the Association and all Executive Committee Meetings. To publish minutes of all meetings. To Take action on any decision made by the Executive Committee. To keep and publish a register of Affiliated Clubs. To invite all outdoor Affiliated Clubs to partake in the Association’s Outdoor Competitions. To invite all indoor Affiliated Clubs to partake in the Association’s Indoor Competitions. To submit an Annual Report to the AGM of the Association. To maintain an inventory of the fixed assets and property of the Association and ensure adequate Insurance at all times. To act otherwise under the general direction of the Executive Committee. On retirement from office to hand all books, papers, records and other property belonging to the Association back to the Association.


Hon. TREASURER

To receive and be held responsible for all monies belonging to the Association. To advise the Executive Committee on all monetary matters. To incur and only pay such financial liabilities of the Association as directed by the Executive Committee under special or general authority. To keep funds of the Association in a Bank Account approved by the Executive Committee. To keep and publish proper accounts and balance sheets. To provide to the Independent Examiner of the accounts and the Executive Committee such information as may be required on the finance of the Association. To submit a report and Statement of Accounts to the AGM of the Association. To act otherwise under the general direction of the Executive Committee. On retirement from office to hand all books, (after being audited), papers, records and other property belonging to the Association back to the Association.



Hon OUTDOOR COMPETITION SECRETARY

To make, organize and be held responsible for all arrangements for the Association’s Outdoor Competitions, the Semi-Finals and Finals Day. To be responsible for, assisted by the Outdoor Competition Administrators, the running of the Outdoor Competitions up to the Area Final Stage. To act under the general direction of the Executive Committee. On retirement from office to hand all books, papers, records and other property belonging to the Association back to the Association.


Hon INDOOR COMPETITION SECRETARY

To make, organize and be held responsible for all arrangements for the Association’s Indoor Competitions and Finals Day. To be responsible for, assisted by the Indoor Competition Administrator, for the running of the Indoor Competitions up to the Finals stage. To act under the general direction of the Executive Committee. On retirement from office to hand all books, papers, records and other property belonging to the Association back to the Association.


WEBMASTER

To be responsible for keeping the Association’s website up to date. To insert information received from the Hon General Secretary the Outdoor and Indoor Competition Secretaries and the Outdoor and Indoor Competition Administrators, or enabling them to insert information. On retirement from office to hand all papers, records and other property belonging to the Association back to the Association.




YEAR BOOK EDITOR

To compile and arrange the printing and distribution of the Associations Year Books, from information received from the other Officers of the Association. On retirement from office to hand all papers, records and other property belonging to the Association back to the Association.

(13)OUT OF POCKET EXPENSES

Officers of the Association are entitled to receive out of pocket expenses. Members of the Executive Committee are entitled to receive a Meeting Allowance, set by the Executive Committee.

(14)LIQUIDATION

In the event of the Liquidation of the Association no Affiliated Club, Officer of the Association or member of the Executive Committee shall be responsible for any debt legally incurred in excess of £1.00.

(15)WINDING UP / CLOSING DOWN

In the event of the Association voluntarily choosing to Wind up or Close down, the funds and assets of the Association remaining after payment and satisfaction of its debts and liabilities shall be distributed by the Association in General Meeting to a sporting body or bodies established substantially or primarily for the purpose of promoting any game or sport provided that the game or sport is conducted for the recreation and benefit or entertainment of the general public in the Area covered by the Association. No part of the Association’s funds or part of the income or other funds of the body or bodies operating such sport is used or available to be used for the pecuniary profit of any proprietor, member or shareholder.


Revised May 2019

Revised October 2019

Revised October No 2 2019

Revised January 2020