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CLUB  POLICIES  AND  PROCEDURES

1. CLUB RULES


 
Bowling Green:    SPORTS PARK, PIDDINGHOE AVENUE,
                                                                       PEACEHAVEN, EAST SUSSEX  BN10 8RJ                   APRIL 2014.


1.    TITLE.
           The name of the club shall be “The Peacehaven and Telscombe Bowls Club”, hereinafter referred to as the “Club”.
2.    OBJECTIVES.     The objectives of the Club are to promote the amateur sport of bowls, to enable members to play bowls on the Club green at                             Peacehaven Sports Park, Piddinghoe Avenue and elsewhere, to organise bowls matches with other clubs (both home and away), to                           organise competitions and other events concerning bowls, and to organise social events for the benefit of the members with                             community participation in the same.
3.    MEMBERSHIP.     Membership of the Club shall be open to anyone interested in bowls on application regardless of sex, age, disability,                                   ethnicity, nationality, sexual orientation, religion or other beliefs. However, limitation of membership according to                                   available facilities is allowable on a non-discriminatory basis.
                          The Club may have different classes of membership and subscription on a non-discriminatory and fair basis.
                          The Club will keep subscriptions at levels that will not pose a significant obstacle to people participating.
                          In the unlikely event of conflict reference should be made to Bowls England Regulation No. 9.
4.    AUTHORISED ACTIVITIES.     The property and funds of the Club cannot be used for the direct or indirect private benefit of members other                             than as reasonably allowed by the Rules and all surplus income and profits are reinvested in the Club. The Club may provide                             sporting and related social facilities, sporting equipment, coaching, post match refreshments and other ordinary benefits                               of Community Amateur Sports Clubs. The Club may also in connection with the sports purposes of the Club:   
                                       Provide food, drink and related sports clothing and equipment,  
                                       Provide reasonable hospitality for visiting teams and guests,  
                                       Indemnify the Management Committee and members acting properly in the course of the running of the Club against                                        any liability incurred in the proper running of the Club (but only to the extent of its assets).
                          The Management Committee will have due regard to the law on disability discrimination and child protection.
 5.    MANAGEMENT.    The Club shall be governed by the Management Committee who shall be responsible for the administration and finances of the                             Club.
                          The Management Committee shall consist of the Chairman, Club Secretary, Club Treasurer and Bar Manager, all of whom will be                             elected at the Club Annual General Meeting. Also on this committee will be one member from each of the Ladies and Men’s                                 Sections, elected at their respective AGMs. The Committee will select a Deputy Chairman from among their elected members. The                           Chairman will chair all Club meetings, or in his absence the Deputy Chairman. The Chairman will have a casting vote. Should a                           casual vacancy arise on the Management Committee another member may be appointed by that Committee to serve for the remainder                           of the term of office created by such casual vacancy. No more than three members may be co-opted, and co-opted members may                             not take part in the purchase and supply of intoxicating liquor.
                          A quorum of the Management Committee shall be not less than four members.
6.     MEETINGS.      An Annual General Meeting of the Club shall be held once in every year for the election of the Management Committee Officers                           and for such other business as may be appointed within the Rules and any Bye-laws. Fifteen months shall not elapse between                             Annual General Meetings. The AGM must be held before the 31st December in any one year. Notification of the Annual General                             Meeting and any Extraordinary General Meeting shall be given by posting notice of such meeting on the Club notice board                                 giving a minimum of 14 days notice before such meeting together with any agenda and the relevant minutes, and in the case of                           the Annual General Meeting a statement of accounts. The quorum at a general meeting shall be not less than one-third of the                             membership. On a question being decided by vote at a general meeting all members attending shall be entitled to one vote.
                          Any proposition to be raised or voted upon at the AGM/GM, to be put in writing to the Club Secretary at least two weeks                                 before the Management Meeting immediately preceding the AGM. These proposals to be signed, seconded and dated for                                       discussion/agreement of the Management Committee.
7.     EXTRAORDINARY MEETINGS.  An Extraordinary General Meeting may be called by the Management Committee or by not less than ten members who                             must make application in writing to the Secretary. Such a meeting to be held within one month of application.
8.     MEMBERSHIP APPLICATION.  All playing members shall be full members of the Club. Persons may not be admitted to membership, or be admitted                           as candidates for membership to any of the privileges of membership, without an interval of at least two weeks between their                           nomination or application for membership and their admission, and persons becoming members without prior nomination or                                 application may not be admitted to the privileges of membership without an interval of at least two weeks between their                                 becoming members and their admission. Playing membership is obtained by completing an application form, by completing a                                 successful interview and by paying the annual subscription and any joining fee. Forms can be obtained from the Secretary and                           the Treasurer. The Annual Subscription and Entrance Fee for new members shall be decided by the Management Committee.
9.     DISCIPLINE.   All complaints against a member or the Club shall be made in writing to the Club Secretary for consideration by the                                     Management Committee.
                                 Disciplinary Procedure
                          Any disciplinary matters will be dealt with in accordance with Bowls England Regulation No. 9.
10.    GUESTS.        Guests may be permitted to use the Club facilities after being properly introduced by a member and having signed the Visitors                           Book. Such guests must be bona fide and the member will at all times be responsible for that person’s behaviour. Such bona                             fide guests may purchase intoxicating liquor. Guests must leave the premises when the introducing member leaves. No guest                               shall be permitted to attend the Club more than three times in any calendar year. A member may introduce a maximum of four                             guests on any one occasion. The ‘Captain of the day’ will sign in the visiting Captain and team en bloc for all home club                               matches.
11.    VISITORS.     Visitors shall be permitted to use the Club facilities including being supplied with intoxicating liquor. Such visitors will                             be required to be signed into the Visitors Book by a member.
12.    BYE-LAWS.      The Management Committee may from time to time make bye-laws (not inconsistent with these rules) for the regulation of the                             internal affairs of the Club, the sporting activities, and for the conduct of  members. These bye-laws must be ratified at                             the following Annual General Meeting or an Extraordinary General Meeting convened for the purpose. Bye-laws for the time                               being in force shall be binding on all the members. Members may seek changes in the bye-laws at the Annual General Meeting or                           at an Extraordinary General Meeting convened for the purpose. Should a proposed bye-law fail to obtain ratification at the                             Annual General Meeting called to consider it, it may be re-introduced before the following Annual General Meeting.
13.    RULES INTERPRETATION.   Every member shall be furnished with a copy of these rules and shall bind him or herself to be governed by them.                           When any doubt as to the interpretation of any Club Rule occurs at any meeting the decision of the Chairman thereof shall be                           final. Any complaints relating to the administration of the Club must be made in writing to the Club Secretary.
14.    RULE CHANGES. These Rules shall not be altered except by the consent of a majority of members present at the Annual General Meeting or an                             Extraordinary General Meeting called for the purpose. The written notice calling the Annual or Extraordinary General Meeting                           at which any proposed alteration of these Rules is for consideration shall set forth the terms of the proposed alteration.                             Any alteration of these Rules shall be notified to the Clerk to the Justices and the local police within twenty-eight days.
15.    INTOXICATING LIQUOR. The purchase for the Club and the supply to Club members of intoxicating liquor shall be in the absolute discretion                           of the Management Committee. Permitted hours for the supply of intoxicating liquor shall be fixed by, and varied from time to                           time by the Management Committee within the maximum hours permitted by the statutory provisions for the time being in force.                           No person shall at any time be entitled to charge at the expense of the Club or any member thereof any commission or similar                           payment on or with reference to purchases of intoxicating liquor by the Club; nor shall any person directly or indirectly                               derive any pecuniary benefit from the supply of intoxicating liquor by or on behalf of the Club to members or visitors apart                           from any benefit accruing to the Club as a whole and apart also from any benefit which a person derives indirectly by reason                           of the supply giving rise to or contributing to a general gain from the carrying on of the Club.
16.    OPERATING HOURS.  The opening times of the Club premises shall be at the discretion of the Management Committee.
17.    AGE RESTRICTIONS. No persons under the age of eighteen years shall be supplied or permitted to consume intoxicating liquor on the Club’s                             premises or grounds.
18.    WINDING UP.   The members may vote to wind up the Club if not less than three quarters of those present and voting support that proposal at                           a properly convened general meeting. The Management Committee will then be responsible for the orderly winding up of the                               Club’s affairs. After settling all liabilities of the Club, the Management Committee shall dispose of the net assets                                   remaining to one or more of the following:
                                         To another Club with similar sports purposes which is a registered charity and/or
                                         To another Club with similar sports purposes which is a registered CASC and/or
                                         To the Club’s governing body for use by them for related community sports.
 

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2. CLUB BYE LAWS

                    AND ELECTED OFFICERS DUTIES                APRIL 2014

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1.     OFFICERS.      There will be two groups of officers within the club. These are defined as follows:  
                               i). CLUB OFFICERS.
                                   These are the President, the Chairman, the Treasurer, the Secretary, the Bar Manager, the Mens Captain, the Ladies                                      Captain and the Match Secretary. Eight in all.
                              ii). BOWLS OFFICERS.
                                   These are the Competitions Secretary, the Men’s and Ladies County Delegates, the Mens and Ladies Vice Captains, the                                    members of the Joint Bowls Committee, the members of the Men’s Committee, the members of the Ladies Committee.
2.     CHAIRMAN.      To preside over Club Annual General Meetings, and all Management Committee Meetings. If the Chairman is unavailable the                                 Deputy Chairman will preside in his/her absence.
3.     MANAGEMENT COMMITTEE. Will be responsible for carrying out the duties as laid down in the existing club rules, with emphasis on finance.                           All capital expenditure must be approved by the Management Committee before items are bought. The only exception to this is                             the Bar Manager who has his/her own bank account and is responsible for his/her own purchases. The Committee will also be                               responsible for the administration of the Club. The Committee to consist of the Chairman, Club Secretary, Club Treasurer,                               Bar Manager, plus one member from  each of the Ladies and Men’s Sections, a total of six members. A quorum to number not less                           than four. The annual subscription for members and the entrance fee for new members shall be recommended by the Management                             Committee. Subscription to become due on 1st April each year. Failure to pay within 30 days of this date could mean                                     re-application for membership.
4.     JOINT BOWLING COMMITTEE. To consist of both Ladies’ and Men’s Captains, Vice Captains, Competitions Secretary, Match Secretaries and                               County Delegates, plus two members from each Ladies’ and Men’s Sections, a total of thirteen. A quorum to number not less                               than seven. The Men’s Captain or the Ladies’ Captain to chair the meeting as determined by a vote of the committee on its                               first meeting following the Club AGM. The non-elected Captain will be the Deputy Chair. The Committee to discuss the matters                           of common interest and decide on joint policy on the playing side of the Club. The Committee to appoint one member to record                           and produce minutes and copies of these minutes to be given to the Club Secretary and one posted in the Club file.
5.     RELINQUISHED POSTS. In the event of the Chairman, or either of the Captains having to relinquish their post, their deputy shall                                     automatically assume the position for the remainder of the year (until the A.G.M.). A new Vice Captain shall be elected at a                           special meeting of the section called for that purpose within thirty days of the vacancy. A new Deputy Chairman to be elected                           at the next Management Committee meeting after the assumption of the Chairman’s role by the Deputy Chairman.
6.     LADIES AND MENS JOINT BOWLS COMMITTEE. Officers and Committee Members are to be elected at their respective section A.G.M. and will                             consist of Captain, Vice Captain, Match Secretary, County Delegate, plus two members, a total of six Committee Members. A                               quorum to number not less than four. Duties of the committee are to deal with matters appertaining to their own Section,                               mainly on the playing side. The Men’s and Ladies’ Sections may each nominate at their A.G.M. one candidate for membership of                           the Management Committee. Any queries to be put before the Management Committee for final decision. Each Committee to appoint                           one member to take and produce  minutes, one copy of which to be given to the Club Secretary and one posted in the Club file.
7.     PRESIDENT.     To report on the welfare of club members at the Club’s A.G.M., preside at any formal social events, and present the Trophies                           to the members who have won competitions during the season. The President may also attend any Committee meeting, but will not                           have the power of vote at those meetings. The President to be elected annually at the A.G.M.
8.     CLUB SECRETARY. To deal with all correspondence concerning the club as a whole. To liaise with the Chairman, to arrange Agendas for Club                             General Meetings and Management Committee Meetings. To be responsible for recording all Minutes at General and Management                               Meetings.
9.     CLUB TREASURER. To be responsible for and keeping records of all the finances of the Club. To inform the Management Committee when they                               meet and the membership at General Meetings of the current financial position of the club. Produce a detailed statement of                             accounts at the end of the financial year duly examined and ready for publishing at the A.G.M. Ensure that officers holding                             club funds in accounts other than the main accounts, submit their account balances so that they can be included in the                                 Treasurer’s reports at Management Committee Meetings. To report the status of new memberships and retiring members at                                   Management  Committee meetings.
10.    CLUB COMPETITION COMMITTEE.  The Competition Committee will consist of a Competition Secretary, who will be elected at the Club’s                                 A.G.M., and one lady and one gentleman to be elected at their respective section’s A.G.M. This Committee shall decide the                               fees and dates for all club competitions and lay down the rules by which they will be played.  
11.    MEN'S CAPTAIN/VICE CAPTAIN. Captain to preside over the Men’s Bowls Section Committee Meetings and if elected shall also preside over                             the Joint Bowling Committee. Both Captain and Vice Captain to select teams for fixtures from members who have put their names                           forward for selection. To interview people who wish to become playing members of the club. To prepare Agendas for appropriate                           meetings.
12.    LADIES CAPTAIN/VICE CAPTAIN. Captain to preside over the Ladies’ Bowls Section Committee Meetings and if elected shall also preside                               over the Joint Bowling Committee. Both Captain and Vice Captain to select teams for fixtures from members who have put their                           names forward for selection. To interview people who wish to become playing members of the club. To prepare Agendas for                                 appropriate meetings.
13.    MATCH SECRETARIES.  The Men’s and Ladies’ Match Secretaries shall arrange and confirm their section Club bowls fixtures for the                                     forthcoming season. They shall work together to arrange the mixed fixtures and compile the combined fixture list. They shall                           arrange printing of the Club Fixture List and its distribution to all playing members.
14.    LADIES AND MENS COUNTY DELEGATES. To display on the Notice Board a list for members entry to the County Competitions for the following                           year. To submit the County Competition Entry form with fees to Sussex County Bowls. To collect the entry fees from the                                 members and pass to Treasurer. To attend Sussex County Bowls meetings and report matters arising as appropriate.
15.    BAR MANAGER.  Shall be responsible for the running of the Bar, Stock Control, and keeping accounts of money paid out and taken. The Bar                               Manager shall appoint bar assistants as required, who will help with the running of the bar. The Bar Manager is to report the                           state of the Accounts at each Management Committee meeting. At the end of the season a detailed statement of the account for                           the year, together with all money is to be handed to the Club Treasurer.
16.    ELECTION OF OFFICERS.  Members will be allowed to put forward their name for no more than two elected positions.
17.    DRESS CODE.   Dress at all times while using the Green is to be determined by the Joint Bowling Committee. Regulation footwear is required                           as defined in the current Laws of the Sport of Bowls.
18.    PROXY VOTING. No proxies will be accepted at any Club Meeting. All votes must be cast in person.
19.    BOWLS MATCH RULES. All Matches to be played under the current Laws of the Sport of Bowls.
20.    NO SMOKING RULING. No Smoking in the Pavilion, Storage Buildings and on the Green.  
21.    SOCIAL MEMBERSHIP. Social Membership is to be restricted to a maximum of 30% of the total membership of the Club. Social members are                                 eligible for election and/or appointment to Club Committees. Any such Social member will be entitled to vote at all relevant                           Club meetings.


3.  CLUB HEALTH AND SAFETY POLICY

HEALTH & SAFETY POLICY STATEMENT:
   Peacehaven & Telscombe Bowls Club is strongly committed to encouraging our members to take part, but the health, well-being and safety of       each individual is always our paramount concern. We recommend levels of training dependent on age and ability, and expect members to participate       within these boundaries.

  HEALTH & SAFETY POLICY:

  To support our Health & Safety policy statement we are committed to the following duties:
      • Undertake regular, recorded risk assessment of the club premises and all activities undertaken by the club
      • Create a safe environment by putting Health & Safety measures in place as identified by the assessment
      • Ensure that all members are given the appropriate level of training and competition by regularly assessing individual ability dependant on age,         maturity and development
      • Ensure that all members are aware of, understand and follow the club’s Health & Safety policy
      • Appoint a competent club member to assist with health and safety responsibilities
      • Ensure that normal operating procedures and emergency operating procedures are in place and known by all members
      • Provide access to adequate first aid facilities, telephone and qualified first aider at all times
      • Report any injuries or accidents sustained during any club activity or whilst on the club premises
      • Ensure that the implementation of the policy is reviewed regularly and monitored for effectiveness.


4.  CLUB CHILD PROTECTION AND VULNERABLE ADULT POLICY

We recognise that the welfare of the junior players is paramount and that we have a duty of care when they are in
our charge.
We will do everything we can to provide a safe and caring environment whilst they attend our activities.


We will:

        Treat all junior Members with respect and celebrate their achievements.
        Carefully recruit and select all the adults working in the junior programme.
        Respond to concerns and allegations appropriately.
        Adopt the Sussex Child Protection & Safeguarding Procedures.


When there are concerns about the welfare of any child / young person all adult members of Peacehaven & Telscombe Bowls Club are expected
       to share those concerns with the designated Child Protection/Equity Officer or the named Deputies.

The Child Protection/Equity Officer is responsible for:
       Monitoring and recording concerns.  
       Making referrals to the appropriate authority without delay.
       Liaising with other agencies.
       Arranging training for members.

Confidentiality.
       In cases of disclosure of abuse, by either parent or junior member, we are obliged to share the information with the Child Protection Officer,          who may have to refer the concerns expressed to the appropriate authority. Members Allegations/Concerns regarding the behaviour of adults in            Peacehaven & Telscombe Bowls Club will be referred without delay to the Child Protection/Equity Officer who will contact the appropriate                authority.

This Policy will be reviewed annually at the first Committee Meeting following the Annual General Meeting.

CHILD PROTECTION/EQUALITY OFFICER A N OTHER 00000 000000
                 BOWLS ENGLAND NATIONAL CHILD & VULNERABLE ADULTS OFFICER :
email:-                                                                          Mrs. Pat Ostler Tel : 01295 720531
ASSIST. CHILD PROTECTION OFFICER                                                   email : patnrod19@aol.com
                                                                                   Web : www.bowlschildprotect
                     
                                                                                   NSPCC CHILD PROTECTION IN SPORT UNIT : Tel : 0116 234 7278
                                                                                   email : cpsu@nspcc.org.uk
                                                                                   Web : www.nspcc.org.uk


5.   CLUB WELFARE POLICY

Introduction. 
All sporting organisations which may make provision for vulnerable adults must ensure that:
         
          The welfare of every person is paramount:
         
          All persons, whatever age, culture, disability, gender, language, racial origin, religious beliefs and/or sexual identity have the
                     right to protection from abuse;
         
          All suspicions and allegations of abuse will be taken seriously and responded to swiftly and appropriately;
         
          All staff paid or unpaid and all members working in sport have a responsibility to report concerns to the appropriate officer.

                     Staff/ volunteers are not trained to deal with situations of abuse or to decide if abuse has taken place.

 
Policy Statement
Peacehaven & Telscombe Bowls Club has a duty of care to safeguard all persons involved in activity at the club. Peacehaven & Telscombe Bowls Club will ensure the safety and protection of any vulnerable persons involved through adherence to the Welfare Policy adopted by the Club.

  Policy Aims.
The aim of Peacehaven & Telscombe Bowls Club Welfare Policy is to promote good practice:
                     Provide any vulnerable adults with appropriate safety and protection whilst in the care of Peacehaven & Telscombe Bowls Club.
                     Allow all staff, members and volunteers to make informed and confident responses to specific protection issues.
 
Policy Procedures.
 
The policy provides relevant procedures for:
                     appointing a named person to be contacted should a concern or incident arise
                     reporting concerns, allegations and disclosure of possible abuse or poor practice
                     dealing with Health and Safety issues
                     promoting codes of conduct for everybody involved
                     Adequate insurance cover
                     Coaching appointment
                     Website good practice
                     Ensuring confidentiality
 
Some items already feature in Club Rules and are mandatory to comply with regulations of affiliation to the governing body. Other guidance and policies that are followed relate to bowls affiliation and can be found through the following:
            •          English Short Mat Bowling Association
            •          English Bowling Federation
            •          Bowls England
            •          EIBA Ltd.


Procedures
 
1. Named Welfare officers
        Named Welfare officers and contact details are highlighted in the Officers and Committees membership Fixture lists as well as the ‘notice of         Welfare Policy’ displayed in the club pavilion (see appendix 1). New members will also be informed and introduced to the relevant Welfare
        Officer by their buddy.
        Any person should contact one of these should a concern or incident arise.
 
2. Reporting concerns, allegations and disclosure of possible abuse or poor practice.
        It is not the responsibility of anyone working on behalf of Peacehaven & Telscombe Bowls Club, in a paid or unpaid capacity to decide whether         or not abuse has taken place. However there is a responsibility to act on any concerns through contact with the appropriate authorities.
        Members should contact the appropriate Welfare officer to raise any concerns
        The welfare officer will have a responsibility to follow up on any concern raised if appropriate
        However if a complaint is made to any member, the following should be considered ;
            o Stay calm and do not rush into inappropriate action.
            o Reassure the vulnerable adult he or she is not to blame. Communication should be at the individual’s pace without pressure.
            o Listen to what the individual is saying and take them seriously.
            o Do not make promises you cannot keep.
            o Ensure that confidentiality is maintained at all times.
            o Explain to the individual what steps you intend to take having heard their account.
            o Ensure that you understand what the individual has said and that you record it accurately immediately after the conversation.
            o You should not take sole responsibility; consult the Club CPO/SO/WO or Club Secretary so that they can take steps to protect the child               or at-risk adult and offer support.
 
        Confidential advice can be obtained by telephoning any of the help-lines listed below.

            o
Action on Elder Abuse - 0808 808 8141
            o Ann Craft Trust (dealing with the Abuse of Children and Adults with Learning Disabilities):-
             
0115 9515400/Mon-Thurs 0830-1700 / Friday 0830-1630

 

Appendix 1

Notice of Welfare Policy

 

Peacehaven & Telscombe Bowls Club fully accepts its legal and moral obligation to exercise its duty of care and to protect all children and vulnerable adults participating in its activities, and to safeguard their welfare.

We are committed to do this by acknowledging that:

                     each individual irrespective of age, gender, religion, race or disability has the right to protection from abuse;

                     each individual has a right to be safe, and to be treated with respect and dignity

 

We shall use our best endeavours to ensure that:

                     all allegations of abuse are taken seriously, investigated, and actioned upon.

                     the response to them is swift and appropriate.

                     the effectiveness of our policy is reviewed annually.

                     a responsible person shall be appointed annually for both a Ladies Section Welfare Officer and Men’s Section Welfare Officer to                        whom members can address any concerns.

 

Welfare Officers:


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