CONSTITUTION of the HOME COUNTIES BOWLS ASSOCIATION
FOUNDED 1970
CONSTITUTION Version 1.2.
Revised at AGM March 2025
1. TITLE
The Association shall be called the HOME COUNTIES BOWLS ASSOCIATION (HCBA).
2. MEMBERSHIP
2.1 The Association shall be a member of Bowls England
2.2 The County Bowling Associations of the Royal County of Berkshire, Buckinghamshire, Hampshire, Middlesex, Oxfordshire, Surrey and Sussex shall form the Association.
In the event of any boundary or name changes it shall consist of these Associations within approximately the same geographical area.
3. OBJECTS
The objects of the Association shall be:
3.1 To promote, foster and safeguard the level green game of bowls.
3.2 To discuss and exchange ideas on bowling matters of common interest.
3.3 To arrange Senior and Junior matches between member Counties on a League basis.
3.4. To organise Competitive Championships for member Countis.
3.5. To arrange Inter-Association and other Matches.
4. SUBSCRIPTIONS
A yearly subscription at the rate fixed at the Annual General Meeting of the Association shall be paid not later than the 28th of February in each year.
5. OFFICERS
5.1 The Officers of the Association shall consist of a Chairman, Deputy Chairman, Honorary Secretary, Honorary Treasurer, Honorary Competition Secretary and Honorary League Manager elected at the Annual General Meeting and the Immediate Past Chairman (for one year only).
5.2 The Chairman and Deputy Chairman shall be nominated from the delegates of the Member Counties in alphabetical order of the Counties.
6. ADMINISTRATION
6.1 The affairs of the Association shall be conducted by a Management Council consisting of the Officers drawn from and the two accredited Delegates from each Member County, all of who shall be entitled to vote.
6.2 The Chairman of all meetings, besides having a deliberate vote, shall have a casting vote.
6.3 Past Chairmen shall be entitled to attend all meetings and to engage in discussion, but only the Immediate Past Chairman shall be entitled to vote.
6.4 All resolutions shall be decided by a majority vote.
6.5 Seven delegates shall form a quorum.
6.6 The Management Council shall have power to fill any vacancy which may arise among the Officers during the year without calling a General Meeting. Any member so elected shall hold office until the next A.G.M.
6.7. The Treasurer and a nominated Delegate of the Council will act as joint signatories to the HCBA Bank Account.
7. EMERGENCY COMMITTEE
The Emergency Committee, consisting of any three of the seven Officers, shall deal with any matters arising between meetings of the Management Council, reporting back to the next meeting of the Council on any action taken.
8. MANAGEMENT OF COUNCIL MEETINGS
8.1 The Agenda shall be sent to all Officers and Delegates at least 14 days before the date of the meeting.
8.2 The Honorary Secretary shall convene a meeting at any time he deems necessary, or on request of any two Member Counties.
8.3. The Management Meeting shall be held on or before the first Monday in March each year, or no later than 3 months from December 31st.
9. ANNUAL GENERAL MEETING
9.1 The Annual General Meeting shall be held on the first Monday in November each year (Standardised Week No 45). 9.2 The notice of motions and agenda shall be sent to all Officers and Delegates at least 14 days before the date of the meeting.
9.3 Officer reports and annual accounts shall be sent to Officers and Delegates 14 days before the date of the meeting. 9,4, All Officers shall retire from office at the Annual General Meeting each year.
9.4 Members of any Member County may attend, but only the two accredited Delegates of the Association may vote.
10.HONORARY SECRETARY AND HONORARY TREASURER
10.1. The Hon. Secretary shall keep a record of the business transacted at all meetings and at each Annual General Meeting submit a report.
10.2. The Hon. Secretary will issue a League and Association Programme incorporating the names of the Officers and Management Council prior to the start of the season.
10.3. The Hon. Treasurer shall render a precise account of the Income and Expenditure for the financial year to September 30th to the Annual General Meeting, examined and signed by a competent person duly elected at the Annual General Meeting.
11. COUNTY DELEGATES
County Delegates will liaise with their County Officials to provide the Association in a timely fashion with the following information:
11.1. A list of their counties home and away League Matches, (both Senior and junior) together with dates and venues. 11.2. The nominated members of their County to participate in the Associations Championships. 11.3. The names and addresses of the two County Delegates for the current year.
12. SEVERANCE OF MEMBERSHIP
Member Counties wishing to sever their membership shall notify the Honorary Secretary, in writing.
13. ALTERATION OF CONSTITUTION AND RULES
Alterations shall only be made at The Annual General Meeting and notice of the motion of such alterations shall be given in writing to the Hon. Secretary, in writing not later than the 30th of September.
14. SAFEGUARDING
The Home Counties Bowling Association affiliates to the National Governing Body and the Association recognises the policies of their Governing Body, as set in out in the “Safeguarding Bowls Guidelines”.
The purpose of this statement is to outline the duty and responsibility of staff/volunteers working on behalf of the Association in relation to Safeguarding Adults at risk.
· Safeguarding is about creating a safe and welcoming environment for everyone involved, from young players to adult bowlers. It’s about taking steps to prevent and address any kind of harm or abuse. This includes supporting coaches and volunteers to spot potential problems, making sure Bowls England routes to reporting are clearly understood, and encouraging a culture of respect and fairness throughout the bowling community.
· Who does safeguarding apply to?
· While safeguarding is often associated with children, it’s equally important for adults. Studies indicate that 47% of adults show characteristics of vulnerability and therefore may be at risk, highlighting the necessity of protecting all members.
· What is not safeguarding?
· Safeguarding focuses on protecting individuals from harm, not on resolving broader issues like club culture or personality conflicts. These issues can often be resolved through a club code of conduct agreed upon by members. If this fails, Bowls England Regulation 9 must be followed..
The Association Safeguarding Officer has responsibility for responding to any allegations, concerns or child protection incidents, passing information to the appropriate NGB Safeguarding Officer and informing the appropriate Association Officer where relevant.
Parents have a responsibility to work together with the association in implementing procedures and providing their children with the necessary information to keep themselves safe.
This statement will be monitored in partnership with the National Governing Body and Bowling Development Alliance procedures.
15. UNDER-TAKING BY MEMBERS TO COMPLY WITH RULES.
15.1. Every member, upon election and thereafter, is deemed to have notice of, and undertakes to comply with, the Association Rules and any Byelaws and Regulations of The Association.
15.2. Disciplinary action against members.
(a) All disciplinary matters will be dealt with in accordance with Bowls England Regulation 9 (Misconduct)
(b) Should any member be expelled; the former member shall not be
entitled to have any part of the annual membership fee refunded and must return any property belonging to The Association or external bodies forthwith.
16. MEMBERS’ INDEMNIFICATION OF THE MANAGEMENT COUNCIL
16.1 In pursuance of the authority vested in the Council by members of the Association, members of the Council are entitled to be indemnified by the members of the Association against any liabilities properly incurred by them or any one of them on behalf of the Association wherever the contract is of a duly authorised nature or could be assumed to be of a duly authorised nature and entered into on behalf of the Association.
(a) Indemnity Clause
“Each member of the Association shall (to the extent that such person is not entitled to recover under any policy of insurance) be entitled to be indemnified out of all funds available to the Association which may lawfully be so applied against all costs, expenses and liabilities whatsoever [reasonably] incurred by such person in the proper execution and discharge of duties undertaken on behalf of the Association arising therefrom, or incurred in good faith on the purported discharge of such duties.”
“Save in any such case where any such costs, expenses and liabilities arise in connection with any negligence, default, breach of duty or breach of trust.”
16.2. The limit of any individual members’ indemnity is this respect shall be a sum equal to one year’s subscription at the then current rate of that category of membership unless The Committee has been authorised to exceed such limit by a General Meeting of the Association.
17.EQUITY
The Association shall ensure that no member, volunteer, employee or job applicant receives less favourable treatment on grounds of age, disability, race, ethnic origin, nationality, colour, parental or marital status, religious belief, social status, sexual orientation or political belief. The Association shall ensure that everyone who wishes has an equal opportunity to participate in the sport of bowls at all levels and in all roles.
18.DISSOLUTION OF THE ASSOCIATION
18.1 If, at any General Meeting of the Association a resolution be passed calling for the dissolution of the Association, the Secretary shall immediately convene a Special General Meeting to be held no less than one month thereafter, to discuss and vote on the resolution.
18.2. If, at that Special General Meeting, the resolution is carried by at least two-thirds of the Members present, the Committee shall thereupon, or at such date as shall have been specified in the resolution, proceed to realise the assets of the Association and discharge all debts and liabilities of the Association.
18.3. If, upon the winding up or dissolution of the Association, assets remain after the satisfaction of all its debts and liabilities and property whatsoever, the same shall be paid to or distributed equally amongst the fully paid-up members of the Association at the point of dissolution.
Rev:
3/Mar 2025
2/Mar 2020
6/Mar 2017
3/Feb 2013
2/Jan 2008
1/Feb 1995
Rev:
2/Mar 2020
6/Mar 2017
3/Feb 2013
2/Jan 2008
1/Feb 1995
