- Name
The Association shall be called the “Essex Vice-Presidents’ Association”. - Objects
The objects of the Association shall be:- 1 To promote, foster and safeguard the level green game of bowls in
Essex in every legitimate way. - 2 To promote good fellowship among its members and other bowlers
through matches and social gatherings with kindred Associations which
are duly affiliated to the appropriate regulatory bowling Association
- 1 To promote, foster and safeguard the level green game of bowls in
- Membership
Membership shall be open to bowlers who are members of Clubs affiliated to
the Essex County Bowling Association or Essex County Indoor Bowling
Association. The criteria for membership shall include, but not be limited to, an
achievement of a reasonable level of play together with a proven record of
service to the sport of bowls.
Application for membership must be made on the appropriate form, duly
completed and signed by an Association member proposer and seconder,
both of whom shall have been members of the Association for a period not less
than 2 years. Those qualified in terms of this rule may be admitted to membership
of the Association at any meeting of the Committee by a ballot, two or
more votes to the contrary shall exclude.
Any member who has had continuous membership for not less than 5 years
and has reached the age of 70 and/or, through accident or illness, has
permanently ceased playing, may apply to become a non-playing member.
Such applications shall be considered by the Committee and shall be approved
by a majority of those voting. Additionally, and in exceptional circumstances
the Committee shall have the authority to amend a members status to
non-playing notwithstanding that he does not fulfil the criteria above. Such
amendment shall be approved by a majority of those voting.
The Committee shall have the power to limit the number of members to any
one class at any time.
In all matters of membership the Committee’s decision is final.
The total playing membership of the Association shall be limited to a maximum
of 160, excluding Life Honorary Members.
In exceptional circumstances and subject to the agreement of any two Officers
of the Association, players may be appointed temporary members of the
Association for a period not exceeding 24 hours at any one time and provided
they are members of clubs affiliated to a County or National Bowling Association.
Temporary members so appointed shall not have the right to vote at any
General or Special Meeting of the Association. - Life Honorary Members
The Association shall have the power at an Annual General Meeting to elect
Life Honorary Members on the recommendation of the Committee. Presidents
of the Association, on completion of their year of occupancy of the chair, shall
be appointed a Life Honorary Member. - Officers
The Officers of the Association shall consist of the President, Senior Deputy
President, Junior Deputy President, Secretary, Treasurer, Match Secretary,
Assistant Match Secretary, Fixture Secretary, Tour Secretary, Safe Guarding
Secretary and Media Secretary. - Management
The affairs and management of the Association shall be conducted by a
Committee consisting of the Officers and six members of the Association, all
of whom shall be elected annually at the Annual General Meeting. All nominations
for Officers and Committee members must be received by the Secretary
not later than 14th October each year. The retiring President shall remain a
member of the Committee for a period of three years after occupying that
office. Retiring members shall be eligible for re-election. The Committee shall
have the power to fill any vacancy occurring during the year.
Any Officer and/or member of the Committee shall not have more than one
vote even though he holds more than one position on the Committee. This
shall not affect the accepted casting vote of the Chairman at any meeting.
The Committee shall meet at least three times a year and shall have the right
to deal with any matter not covered by these Rules. At all meetings of the
Committee, nine shall form a quorum. - Finance
- 1 The funds of the Association shall be banked in the name of the
Association and administered by the Committee. - 2 Any two of the Treasurer, Secretary and Match Secretary shall have
authority to sign on behalf of the Association. - 3 The amount of the annual subscription shall be determined each year
by the Committee and become payable on 1st January. In the case of
new members, on admission. New members joining after 31st July shall
not be liable for the next annual subscription becoming due on 1st
January immediately following the date of joining. Any member whose
subscription remains unpaid one month after becoming due shall be
deemed to have resigned from the Association.
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Constitution and Rules (Cont.) - 4 The financial year shall commence on 1st October.
- 5 Two members, who shall not be members of the Committee, shall
be elected annually at the Annual General Meeting to examine the
accounts and report thereon. - 6 The Tour Secretary is responsible for the tour funds and will keep
separate accounts. The Tour Secretary will submit the statement of
accounts to the Committee.
- 1 The funds of the Association shall be banked in the name of the
- Matches
The Committee may arrange competitions confined to members, and bowling
matches between the Association and kindred Associations, County Groups
and Clubs. - General Meetings
Annual General Meetings:
The Associations Annual General Meeting shall be held during the month of November each year. At least 14 days notice shall be given to each member of the date, time and place of the meeting. The notice convening the meeting shall be accompanied by:-
1. An agenda.
2. A copy of the minutes of the previous Annual General Meeting and any subsequent Special General Meeting.
3. A copy of the Statement of Accounts.
4. A list of nominations for Officers and Committee Members.
Duly proposed and seconded notices of motion to be included in the Agenda must be in the hands of the Secretary by 14th October in each year. Twenty five members shall form a quorum.
Special General Meeting:
A Special General Meeting can only be called:-
1. By the Committee, who may do so at any time. The Agenda for such a meeting must accompany the convening notice.
2. By the Secretary, on receipt of a requisition signed by at least ten members. At least fourteen days notice must be given of the date, time and place of the meeting.
Only the specific business for which the meeting is called may be discussed at any Special General Meeting and twenty-five members shall form a quorum. - Duties of Officers
1) President: The President shall act as Chairman of all meetings of the
Association and its Committee. In the event of equality of voting, he shall
have the casting vote. In liaison with the Tour Secretary, and subject to
consultation with the Committee, he will arrange an annual tour and shall
decide on the composition of the touring party. He will represent the
Association at all matches, meetings and other functions as may be decided
upon by the Association and its Committee.
2) Senior Deputy President: The Senior Deputy President will provide support
to the President and will assume that office in the enforced absence of
the incumbent for whatever reason.
3) Junior Deputy President: The Junior Deputy President will provide support
to the President and the Senior Deputy President and will assume the
office of President or Senior Deputy President in the enforced absence of
either incumbent for whatever reason.
4) Secretary: The Secretary shall keep a record of all meetings of the Association
in minute form and shall convene all meetings as prescribed by the
before mentioned rules. He shall submit to the Annual General Meeting a
report of the proceedings of the Association since the previous Annual
General Meeting. He shall keep a record of all members of the Association
and deal with all correspondence as directed by the Committee.
5) Treasurer: The Treasurer shall keep a record of all income and expenditure,
submit the same for examination and present a written Statement of
Accounts as at the end of September to the members of the Association at
the Annual General Meeting. All expenditure shall be approved by the
Committee.
6) Fixture Secretary: The Fixture Secretary shall be responsible for arranging
all of the Association matches and drawing up a Fixture List. He will
liaise fully with the Match Secretary.
7) Match Secretary: In liaison with the Fixture Secretary, the Match Secretary
shall be responsible for the distribution of the Fixture List and team selection
plus all arrangements on the day of the match including the collection of
match fees and payments to the host club. He will submit to the Annual
General Meeting a report on the matches played by the Association.
8) Tour Secretary: The Tour Secretary shall be responsible, in conjunction
with the President and the Committee, for all the arrangements in connection
with the Annual Tour of the Association. He will submit a report on each
tour to the Committee, together with a statement of accounts for the tour.
9) Safeguarding Officer: The Safeguarding Officer will be responsible for
upholding the criteria set out in Safeguarding Policies below.
10) Media Secretary: The Media Secretary shall be responsible for maintaining
the website - Conduct and Control of Members
If the conduct of any Member is, in the opinion of the Committee, likely to be
injurious to the character or contrary to the interests of the Association, or if
any Member wilfully infringes the Association rules, or should any Member not
play for the Association over a period of two years without acceptable reason
to the Match Secretary, that Member shall be given notice in writing of the
allegations or incident and be given the option of within 14 days resigning or
attending a hearing before the Committee, at a date to be agreed, but no later
than a further 14 days.
If the Member fails to inform the Committee within the initial 14 days as to
which option he is taking then he shall be expelled from the Association and
advised of such in writing. His Membership shall cease forthwith without
refund of fees or subscription.
If the Member opts for a hearing in accordance with the above he may be
accompanied and/or be represented at the hearing during which he will be
allowed to call witnesses and question any who give evidence against him.
If having considered the matter, the Committee decides he should not continue
in Membership, he must be advised of this decision and the reasons why
in writing. The Committee may make this decision on a straight majority vote
providing a quorum in accord with Paragraph 6 is present. He shall be advised
that within 14 days he must resign or appeal in writing against the decision.
If the Member fails to inform the Committee within 14 days as to which course
of action he is taking then he shall be formally expelled from the Association
and advised of such in writing. His membership shall cease forthwith wqithout
refund of fees or subscription.
If notice of appeal is given, the Committee shall appoint a special Appeal
Panel to review the evidence. The Member having been given 14 days notice
of the date of the Appeal Panel meeting may elect to attend to further plead
his case and may be accompanied or represented. The Association President
or any other Committee Member nominated by the Association President may
attend on behalf of the Association.
The Appeal Panel which shall consist of 3 Members who are former Presidents
and/or former Secretaries and/or former Committee Members of the
Association who no longer hold office within the Association will reconsider the
case and their decision shall be final.
The Committee and the Member shall be informed in writing of the verdict of
the Appeal Panel.
Should the Appeal Panel find in favour of the Member, he shall be informed
and his Membership shall continue.
If the Appeal Panel finds against the Member he shall be requested to resign
voluntarily. In the event of non-compliance with this request within 7 days he
shall be expelled from the Association and advised of such in writing. His
Membership shall cease forthwith without refund of fees or subscription. - Dissolution
In the event of dissolution of the Association the accumulated funds, including
any reserve fund and all other assets of the Association shall be dispersed as
directed by a resolution agreed by a majority of Members present at the
Annual or Special General meeting called in accordance with Rule 9. In the
absence of such a resolution for any reason whatever, the funds and assets
shall be donated to the Essex County Bowling Associations Benevolent Fund
or any successor fund thereto. - Indemnity
Every Officer and Committee Member shall be indemnified by the Association
in respect of any claim made against him in respect of the pursuance of his
duties, except in so far as such a claim may relate to the wilful and individual
fraud or wrongdoing on the part of the Officer or Committee Member who is
sought to be made liable. - Interpretation
All Members shall be deemed to be bound by these Rules. These Rules shall
not be extended, amended or rescinded except at an Annual or Special
General Meeting. No proposal to extend, amend or rescind these rules shall
be deemed to have been passed unless two thirds of the votes cast by
Members present are in favour. Any difference regarding interpretation of the
Rules and/or any matter not provided for within them shall be dealt with by the
Committee whose decision shall be final and binding on all Members. - Safeguarding Policy
The Association fully accepts its legal and moral obligation to exercise its duty
of care to protect all children and vulnerable adults participating in its activities
and to safeguard their welfare.
The Association is committed to do this by acknowledging that:-
a. The welfare of the individual is paramount.
b. Each individual irrespective of age, gender, religion, race or disability
has the right to protection from abuse.
c. Each individual has a right to be safe and to be treated with respect and
dignity.
The Association shall use its best endeavours to ensure that:-
d. All allegations of abuse are taken seriously
e. The response to them is swift and appropriate
f. The effectiveness of this policy is reviewed annually
g. By the appointment of a Safe Guarding Officer to whom Members can
address concerns in the first instance and who will thereafter ensure
that the appropriate action is taken. - Dress Code
All Members are to arrive for matches in green blazer, grey trousers, white
tailored collared shirt (not polo) and Association tie.
All Members shall play matches in white trousers or white tailored shorts,
white tailored collared shirt (not polo) and Association tie.
All Members shall, for the after-match meal, change back to green blazer,
grey trousers, white tailored collared shirt (not polo) and Association tie.
This dress code shall, in exceptional circumstances, be replaced with an
alternative with the prior agreement of the President. Such instances shall be
advised to all playing Members in good time prior to the match by the Match
Secretary.
