– Constitution and Rules

The following articles provide the constitution and rules which govern the way the Club is run and the activities of members.  Taking up membership of the Club implies acceptance of the Club Constitution and Rules. Club members are expected to abide by Larkhall Sports Club rules when on site.

1. The Club

  1. The name of the club shall be the City of Bath Pétanque Club, hereinafter referred to as the Club.
  2. The Club is amateur and non-profit making in line with its Community Amateur Sports Club (CASC) status.
  3. The Club is affiliated to the English Pétanque Association and club members are expected to abide by EPA rules and codes of conduct.
  4. The Club may affiliate to other bodies and organisations as deemed appropriate, relevant, beneficial to Club members, and consistent with the Club’s status.

 2. Purpose of the Club

  1. The purpose of the Club is to organise and provide opportunities for members to learn about, practise and become involved in all aspects of the sport of pétanque (sometimes referred to as boules).
  2. The Club will promote the sport within the local community and beyond, and establish and maintain contact with other organisations of similar interest.

3. Management

  1. The affairs of the Club will be managed by the Club Executive Committee (referred to as The Executive Committee) in the interests of Club members.
  2. The Executive Committee shall have the power to propose new rules and alter the way in which Club rules are implemented. These will not become part of the Club constitution until ratified by members at the Club Annual General Meeting (AGM).
  3. The Executive Committee will comprise the following Executive Officer positions: Chair, Vice Chair, Treasurer, Club Secretary and a maximum of 7 other members, 2 of whom may have been members for less than one year.
  4. The Executive Committee will be made up of Club members who have stood for election and been successfully voted into position by the membership through an open and democratic process.
  5. The election of officers will take place at the Club AGM, and those elected may hold post for two years. By exception, this may be shortened to maintain the provisions set out in 3.6. This will not prevent members or officers from standing for election in subsequent years.
  6. Annually, a maximum of two Executive Officer posts shall be elected. Election of the Chair and Vice-Chair posts shall be alternated, except where one or both of these posts is vacant prior to the Club AGM.
  7. A quorum for any Club General Meeting (AGM or EGM) shall be 15% of full and paid-up members, as at the 31st December of the previous calendar year.
  8. The Executive Committee shall arrange a Club AGM in each period of 12 calendar months and invite all members to attend. At least 21 days written notice of the date for the Club AGM must be given by the Club Secretary. Any proposed motions for consideration at the Club AGM shall be submitted to the Secretary no later than 14 days prior to the meeting date. An agenda, including all motions shall be issued to all members at least 7 days prior to the meeting.
  9. Nominations for Executive Committee positions must be made in writing and received by the Secretary no later than 14 days prior to the Club AGM and the nominated members must consent in writing to their nomination and to serve if elected. If there are no more nominations than vacancies for a particular Executive Committee position, the Chair of the AGM will seek endorsement from the meeting and declare that person elected. If more than one member is nominated for a particular Executive Committee position a ballot of all members at the Club AGM will be conducted. If there are no, or insufficient nominations for a particular Executive Committee position, the Chair of the AGM may accept nominations from the floor.
  10. Members unable to attend an AGM or EGM in person may cast votes on motions and resolutions. Absentee voting details will be provided on a case by case basis by the Club Secretary.
  11. When a position on the Executive Committee becomes or remains vacant, a by-election may be called at any time in order to fill it, or members may be co-opted to join the committee and stand for election at the next Club AGM.
  12. An Extraordinary Club Meeting (ECM) may be called at any time by the Executive Committee, or as requested by at least one third of full and paid Club members. At least 14 days notice must be given to members in all cases.
  13. Members of the Executive Committee are expected to abide by the Club’s Code of Conduct which is in line with the EPA Management Committee code of conduct.
  14. The Committee on behalf of Club members may invite an existing Club member to take up the non-executive office of President for the duration of that committee. The President may attend Executive Committee meetings and shall receive minutes, however will not have the right to vote at Executive Committee meetings.
  15. A quorum for the Executive Committee will be 4 of the elected committee members.
  16. Decisions at meetings will be made after those present have had the opportunity to offer their views. Where it is not possible to reach a consensus the Chair may request a vote and will hold a casting vote to use at his or her discretion.
  17. The Executive Committee will meet regularly to carry out its duties. Records of meetings will be kept electronically and will be agreed as a true record by the committee.
  18. The minutes may be made available to members on request and to other persons as deemed appropriate.
  19. No officer or member of the Club may receive payment for services rendered to or on behalf of the Club except for the reimbursement of expenses incurred as a result of official activities undertaken on behalf of the Club, and which have previously been agreed by the committee.
  20. The Executive Committee may set up sub groups of Club members for specific tasks. Sub groups will work to a brief agreed by the Executive Committee, and may be led by a member of the Executive Committee, will act within the framework of the Club constitution, and will report back to the Executive Committee at regular intervals.
  21. The financial accounting year of the Club shall run from 1st January to the following 31st Audited accounts will be presented to members at the Club AGM and members may request copies of balance sheets and income and expenditure at other times.

4. Membership

  1. Membership of the Club may be granted to all those who successfully complete the application process as administered by the Executive Committee and have paid the annual subscription fee appropriate to the membership category.
  2. The Club will actively promote a policy of non-discrimination.  Nobody will be denied membership or any associated rights on the grounds of age, gender, sexual orientation, race, colour, religion, disability, political association or any other prejudice.
  3. All Club members must abide by and actively uphold the Club rules, constitution and policies together with the general standards of behaviour embodied in the EPA code of conduct.
  4. During competitions members are expected to adhere to the official rules of the game of pétanque as adopted by the Féderation Internationale de Pétanque et Jeu Provençal (FIPJP), (copies of which are given to all members) together with any local rules that apply to specific competitions.  Members are expected to display high standards of sportsmanship throughout.
  5. Membership Categories: Full membership of the Club will be open to all adults over 18 years who have successfully completed the application process.  All playing members of the Club must be members of the EPA.  This is included in full membership, but can also be obtained by membership of another EPA affiliated club, or any other national governing body of this sport which affiliates to the FIPJP. Junior membership is available to those aged 17 or under at midnight on 31st December in the year in the relevant membership year.
  6. The level of fees for annual Club membership will be proposed by the Executive Committee and ratified by members at the AGM.  The Executive Committee shall, at their discretion, adjust the level of annual fees in line with changes to national (EPA) and regional (GWR) fees without requiring ratification by members. Fees for participation in events and competitions will be agreed for each event by the Executive Committee.
  7. The Executive Committee shall have the right to refuse applications for Club membership or requests for annual renewal only for good cause such as conduct or character likely to bring the Club or sport into disrepute.  Appeal against refusal may be made in writing within 14 days of notification of refusal, and will be considered by a group consisting of the Chair or Vice Chair of the Executive Committee and 2 other members.

5. Discipline

  1. Should a Club member act in any way in a manner contrary to Club rules or accepted standards of behaviour, the Executive Committee shall have the power to suspend or curtail full or part membership rights forthwith and at any time if it is deemed to be in the interests of the Club to do so.  Anyone incurring such a penalty will have the right of appeal against the decision as long as the appeal is received in writing by the Executive Committee no later than 14 days from notification of the decision. Any disciplinary action will be conducted in line with EPA disciplinary procedures.

 6. Property and funds

  1. 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 or profits are reinvested in the Club.
  2. The Club may provide sporting and related social facilities, sporting equipment, coaching, courses, insurance cover, medical treatment, away-match expenses, post-match refreshments and other ordinary benefits of Community Amateur Sports Clubs as provided for in the Finance Act 2002.
  3. The Club may also, in connection with the sports purposes of the Club, sell and supply food, drink and related sports clothing and equipment; employ members (though not for playing) and remunerate them for providing goods and services, on fair terms set by the Committee without the person concerned being present, and pay for reasonable hospitality for visiting teams and guests.

7. Liability

  1. The Executive Committee and all other Club members will together be wholly responsible for the caretaking ownership of all club assets in their entirety, so long as they remain members.
  2. The same body will also be liable for any losses and debts of the club provided that these were incurred as a consequence of activities officially sanctioned by the Executive Committee and endorsed by Club members.
  3. The Executive Committee shall ensure the Club, the Executive Committee, and its members are insured against public liability risks. Details shall be made available to Club members.
  4. The Club may not borrow advances of money at rates in excess of 7% above LIBOR and in any event may not borrow in excess of three times net income as disclosed in the last audited set of accounts.
  5. The Executive Committee shall not borrow money on behalf of the Club without the endorsement of at least 51% of full Club members.  Any request to borrow money shall be submitted by the Executive Committee for consideration at a Club General Meeting.

8. Winding up

  1. 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
  2. The Executive Committee will then be responsible for the orderly winding up of the Club’s affairs
  3. After settling all liabilities of the Club, the Executive 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.

9. Priority

  1. Where there is any conflict between any of the above rules (key rules) and any other rule or rules, the key rule(s) will take priority.  Interpretation of all the rules must be consistent with the statutory requirements for CASCs (Community Amateur Sports Clubs as first provided for by the Finance Act 2002.)

 

2017 Version 1.0 – dated 27/3/17

Approved at Club AGM on 27 March 2017

 

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