Monmouthshire Short Mat Bowls Association Constitution SEPT 2023
A Title and Objectives
1. The Association shall be known as the Monmouth Short Mat Bowls Association
2. The objectives of the Association shall be;
To organise and promote Short Mat Bowling for affiliated clubs, and arrange Matches, and inter league competitions, with the intention of enhancing skills, interest and fellowship within the Association.
3. In the case of the Monmouthshire league folding, if any clubs of the Monmouthshire league are still viable, the financial assists are to be divided equally amongst those remaining clubs.
B Membership
The Association shall be affiliated to the Welsh Short Mat Bowls Association.
Membership shall be open to clubs and players of the region of South East Wales ( previously Monmouthshire)
Subsequently each club will pay an annual membership fee, the value will be determined and set at the AGM for the following year. (fee stands at £20-00).
New Members will not be required to pay an entry fee.
C Finance
The Annual membership fees will be decided at the A G M .
1. Club affiliation fee to the MSMBA will be for 2023 = £20.00
2. Each club may set their own individual club annual membership subscription and charge for roll ups depending on the expenses incurred by their room hire
3.Insurance for equipment, and personal insurance for the players can be applied for from the Welsh Short Mat Bowls Association paid for by the individual Club, depending on the insurance provision provided by the Bowls Venue e.g. public liability.
4. All monies taken by the Association Treasurer will be placed in a suitable Bank Account, withdrawals being authorised by two officers. At the AGM members of the Association will have sight of the accounts, if required.
5. The financial year will be from 1st August to 31st July.
D Administration
1.. All clubs can provide 2 nominated members, (but only 1 can vote) to serve on the Committee, if they wish to serve as officers they will need to be proposed and seconded by fellow Committee members.
2. The Officers of the Association elected or re elected will be
The Chairman/ person
The Vice Chairman / person
The Secretary
The Treasurer
If required, club members or others may be Co - Opted on to the Committee at the request and confirmation of the Committee.
3. The Association will be administered by a Management Committee, consisting of the Officers and two representatives from each Affiliated Club. Only one representative from each club may vote, but each officer may vote. A quorum will consist of a minimum of 5 members, two of whom will be Officers.
4. A Disciplinary Committee will be set up from the Management Committee to resolve complaints, protests etc. There will be four members of the Management Committee and the Secretary, to record proceedings. Any appeals will be heard and resolved by the full Committee.
5. All Management Committee members will stand down at the end of the AGM, (unless there is no contest for their particular post). After the AGM the newly appointed Committee members will take up their posts.
6. All paid up members of the Association may attend the AGM, but only one vote per nominated club member, is permitted.
No proxy votes are allowed, and the Chairman/person has the casting vote (if their vote has already been registered )
E Meetings
1 The AGM will take place in September. All clubs will be notified of the chosen date, 28 days beforehand. The date, time, venue and Agenda will be supplied.
2. An Extra-ordinary General Meeting, can be called; upon the receipt of a written request from at least 3 Clubs, and after being considered by the Management Committee. Clubs will receive 14 days notice of the meeting, and only the highlighted issue will be discussed.
F General
Changes to the Constitution can only be made at the AGM. Any Club requesting changes must send details to the Secretary 28 days before the AGM
The Association will adopt the the code of practice re Doping Control, drug taking, child protection and prevention of abuse; as recommended by the WSMBA.
No member shall obtain any benefit of the assets of the Association
G Surety
Each individual club should ensure that the premises being used are covered by appropriate legal safeguards, fire safety , etc.
Additional Insurance cover may be purchased from the WSMBA, as also will be insurance cover for Bowls equipment. This will be a decision made by each club, in additional to that provided by the venue provider, by law.
The requirements of the Data Protection Act will be maintained, to protect the club members and the club committee.
Personal data will be held by the Secretary in a secure manner