WCTBA

Warwickshire County Tenpin Bowling Association

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WARWICKSHIRE COUNTY TENPIN BOWLING ASSOCIATION

CONSITIUTION

 

1      Article Name

This organisation shall be known as “Warwickshire County Tenpin Bowling Association” of the BTBA

 

2      Article (II) Purpose

It shall be the purpose of this Association to promote and foster the game of tenpin bowling with the help, guidance and discretion of the BTBA by

 

(1)  Uniting the members of leagues, teams and individuals within its jurisdiction

 

(2)  Encourage sportsmanship and fair play

 

(3)  Conducting an annual Local Association Tournament for the members who are within its jurisdiction (If a Local Association finds it impractical to meet the team requirement, application may be made to the National Council of the BTBA to alter the team component)

 

(4)  Monitoring and upholding the playing rules and regulations of the BTBA

 

(5)  Encouraging the creation and development of leagues and tournaments within its jurisdiction

 

(6)  Perform any other duties required by the National Council of the

BTBA

 

3          Article (III) Membership

 

3.1       An ordinary member of the BTBA (this includes gold card holders);

 

·       Must be a member of a Local Association

 

·       Cannot belong to more than one Local Association at a time

 

·       Either apply through the Local Association where they bowl if it is different from the Association where they live

 

OR

 

·       Apply through the Association which they represent at County level

 

 

3.2       No-one may be a member of a Local Association or entitled to vote at a Local Association meeting unless they are an ordinary member of the BTBA

 

3.3       Local Association members are those who have named that Association on their Membership Application Cards and/or have joined through a sanctioned league registered to that Local Association

 

 

4.         Article (IV) Dues

 

4.1       There is no BTBA rule that dues must be paid to the Local Association

 

4.2       However, the Local Council are responsible for finding ways and means to finance their Local Association, and are authorised to make recommendations to the delegates about methods of fund raising

 

4.3       The National Council of the BTBA may see fit to return to a Local Association part of the Annual BTBA membership fee paid through

their leagues.  The Local Association will then be held accountable to the BTBA for the proper spending of these funds

 

 

5.         Article (V) Organisation and Government

The day to day management of the Local Association is carried out by the members of its Executive Committee

         

5.1           The Local Association Council

                     

5.1.1     This shall consists of:-

         

·       The Executive Officers of the Local Association

 

·       A representative from every Bowling Centre under the Local Association’s jurisdiction where possible

 

·       A representative from (where possible) for example

 

Junior

Under 24

Adults

Seniors

 

5.1.2    All Local Association officers must be BTBA members “in good standing”

 

“In good standing” means a fully paid up holder of a current BTBA Membership Card, not undergoing disciplinary proceedings or on temporary or permanent suspension from the BTBA

 

5.1.3      If any centre fails to nominate a member for Council the President

shall delegate a Council Member to represent that Centre

 

5.1.4      If there are vacancies on the Local Association Council the President may appoint new Council Members to fill them provided that these appointees seek election to Council at the next Annual General

Meeting

 

5.1.5      Sufficient members must be elected, so that at a Council Meeting the Non-Executive members are able to caste more votes than the

Executive

 

5.1.6      Where a Local Association has more than 500 registered members

they will be allowed one more Council member for each 50 or part of 50 registered members.  At no time, however, may this figure exceed more than 30 in total

 

 

5.2       Executive Officers

The Executive Officers undertake the decision making process. They carry out the decisions reached at Council meetings or resolutions passed at General meetings. Their function is to put into effect and uphold the agreed constitution and its bye-laws

 

5.2.1    The Executive Officers of a Local Association shall consist of

 

                       President

                       Vice President

                       Secretary

                       Treasurer

 

5.2.2    A Local Secretary may be removed from office by ordinary resolution

of the members of the National Council of the BTBA

 

5.2.3    Optional By-Laws

 

(1)  The Local Association resolves to combine the offices of Secretary and Treasurer, and this officer shall be a member of the Executive

 

(2)  The Local Association resolves to appoint an Assistant Secretary, and this officer shall be a member of the Executive

 

5.3       Non Executive Officers

The Non Executive Officers represent the membership of the Local Association

 

5.3.1    The Non Executive Officers of a Local Association shall consist of (where elected or co-opted)

 

                       Centre Representatives

                       County Team Representatives

                                 

 

5.4       Delegates

Delegates are members who represent the opinions of their league and cast their vote accordingly.  They are elected for the AGM, but will also be required for other general meetings

 

5.4.1    Each BTBA sanctioned league in a Local Association shall elect a delegate to represent them at the Annual General Meeting, and shall register their delegate with the Local Association Secretary

 

5.4.2    Leagues with more than 40 players on roll may elect and register a second delegate

 

5.4.3    Whether or not leagues decide to send their full entitlement, they should ensure that they have at least one delegate attending the Annual General Meeting

 

5.4.4    Although delegates are elected for the Annual General Meeting, leagues will be informed of other meetings during the year when a vote will be needed

 

5.4.5    To pass a resolution at the Annual General Meeting, the quorum shall be 25% of registered delegates

 

The quorum, is the number or percentage of registered voters who must be present to pass a resolution

 

5.4.6    No delegate may represent or vote for more than one group or league at such General Meetings

 

5.4.7    Amendments to the Local Association bye-laws can only be put by (registered delegates at the Annual General Meeting for consideration by the Local Association Council and should be submitted to the Local Association Secretary.  All proposals will be considered by Local Association Council and a recommendation given to the delegates at the Annual General Meeting

 

6.         Article (VI) Elections, Terms of Office and Vacancies

 

           6.1       Elections

Unless the Local Association has included in its Constitution a bye-law with details of conducting an election by ballot, and details of this method have been approved by the National Council of the BTBA elections should be carried out as follows

 

Conducting an Election

 

6.1.1    Details of the time and place of the meeting and the closing date for submitting nominations (to the Association Secretary) shall be published

 

6.1.2    Candidates for election must be proposed and seconded. The candidate shall also sign in acceptance of the nomination and to agree to abide by the rules of the BTBA and the association

 

6.1.3    The President shall ensure that the names of the candidates are made public to the meeting

 

6.1.4    The election shall be conducted by the President, who must ensure that the voting process is fair

 

6.1.5    The candidate or candidates who receive the greatest number of votes shall be elected to the post(s)

 

6.1.6    Nominees should attend the meeting, unless due notice has been given (in writing seven (7) days prior to the meeting, stating the reason for non-attendance

 

6.2       League Delegates

 

6.2.1    League delegates shall be elected at the Annual General Meeting of each league

 

6.2.2    League delegates shall serve as the delegate to the Annual General Meeting and General Meetings called by the Local Association President  

 

6.2.3    The names of these the league delegates shall be registered with the Local Association Secretary

 

6.2.4    To be eligible to participate at the Annual General and Extra-Ordinary Meetings, the delegates must be a fully paid up member of the BTBA

 

6.3       Local Association Council

 

6.3.1    Members of a Local Association Council shall be elected at that Association’s Annual General Meeting

 

6.3.2    All nominates shall be sent to the Local Association Secretary by the date set by the Local Association Council prior to the Annual General Meeting

 

6.3.3    Nominees must attend the Annual General Meeting of the Local Association unless due notice has been given (in writing) seven (7) days prior to the meeting stating the reason for non-attendance

 

6.3.4    The election at the Annual General Meeting shall be conducted by the President, who must ensure that the vote is conducted to allow for representation for all BTBA members

 

6.4       The Executive Committee

The Executive Committee should be written into the Association’s Constitution at this point by means of a bye-law

 

6.4.1    Bye-Laws

 

(1)  The Executive Committee shall be elected by the Local Association Council and Delegates at the Annual General Meeting

 

6.5       Terms of Office

 

6.5.1    Officers of the Local Association Council and its Executive Committee may be re-elected to the same office previously held, or to any other office

 

6.5.2    Bye-laws (Length of term)

The term of office of the Executive Committee and Local Association Councillors shall not exceed three years.  Approximately one third of the Council should be elected each year

 

6.5.3    Optional Bye-laws (Starting date)

The term of office shall begin on the day of election at the conclusion of the Annual General Meeting.  The agreed terms of office are as follows:-

 

President and Treasurer

The positions of President and Treasurer will be for a two year fixed term and will be eligible for election or re-election every                               year ending with an even number (i.e. 2016, 2018, and 2020

                     

Vice President and Secretary

The positions of Vice President and Secretary will also be for a two year fixed term and will be eligible for election or re-                                          election every year ending in an odd number (i.e. 2017, 2019, and 2021)

 

6.5.4    New Associations

When a new Local Association is being formed, a rolling programme of elections shall be initiated so that all members of the Council and the Executive do not come up for election or re-election in the same year

 

6.6       National Council Election

 

6.6.1    Nomination for the BTBA National Council

Article 38 of the Memorandum and Articles of the Association requires each Local Association Secretary to submit to the BTBA Head Office the names of not more than three nominees, in order of preference, with consent in writing duly signed by each such nominee, of his/her willingness to be elected to the BTBA National Council, not later than the 28th February each year

 

6.6.2    Under the terms of Article 46 of the Memorandum and Articles of Association of the BTBA the National Council has the right to appoint members to the Council, to make up the difference between the number elected, and the maximum 12 permitted by nomination through the Local Association

 

6.6.3    For some years, it has been the policy of the National Council to grant such appointments (6.6.2 above) to Council Members who have failed to be nominated by their Local Associations in accordance with the requirements by the aforementioned date.   It is also the policy however not to re-appoint such persons more than twice in succession  

 

6.6.4    In addition, the President may appoint special advisers

 

6.7       BTBA Delegates and Substitutes

                     

6.7.1    Local Association Delegates to BTBA Annual General Meeting

Each Local Association Secretary should submit the names of delegates to the BTBA Annual General Meeting prior to the

30th June

 

6.7.2    These delegates do not take office until after the BTBA Annual

General Meeting of that year and hold office until after the BTBA Annual General Meeting of the following year

 

6.7.3    Delegation is on the basis of one delegate for every 250 paid BTBA members or major faction of 250

 

6.7.4    In cases where it is necessary for a substitute to take the place of a delegate, written notice must be received by the BTBA Head Office, no later than 24 hours prior to the BTBA Annual General Meeting

 

6.7.5    Delegates and nominees for the BTBA National Council must be elected at a special meeting of the Local Association.  For convenience, this meeting could be held immediately after the

Annual General Meeting of the Local Association but may not be included in the agenda for that Annual General Meeting

 

6.8       Vacancies

Offices should not remain unfilled unless the next Annual General meeting is imminent.  All resignations or removals (for failure to fill residential, bowling or membership criteria etc) should be communicated in writing

 

6.8.1    The following vacancies shall be filled by the President, subject to the approval of the Executive Committee.  The appointment shall run until the next Annual General Meeting

 

                       Local Association Councillors

                       Executive Members (except President and Secretary)

                     

6.8.2    The following vacancies shall be filled by the Executive Committee

         

                       President

                       Local Association Secretary

 

The appointment shall run until the next Annual General Meeting and the Executive should seek approval of its appointment at the earliest

opportunity from its full Local Association Council

 

6.9       Removal from Office

What can the Local Association do if an Officer is not carrying out his duties in an adequate or proper manner

 

6.9.1    A removal from office may be brought about by a vote of “No Confidence” at a meeting of the Local Association.  The Officer in question must be informed if such a vote is to take place

 

6.9.2    In more extreme cases, when a member of the Local Association accuses an Officer (in writing) of failing to perform his/her duties. The Local Council of that Association shall conduct a hearing with two (2) weeks.  They shall send a report with recommendations to the National Council of the BTBA for action, or for reference to the Legal Committee for a decision

 

6.9.3    If the Local Association fails to act, or any irregularities are reported to the BTBA the President of the BTBA shall appoint a Committee from the BTBA National Council, to conduct a hearing.  After a review of the facts, they shall make a report and recommendations to the National Council for action, or for reference to the BTBA Legal Committee for a decision

 

6.9.4    When an Officer or other member of the Local Association Council fails to be present for duties more than twice, without reasonable cause the President may remove the individual from office (subject to the consent of the Local Association Council)

 

6.9.5    Where a Secretary or Assistant Secretary is unable through disability or prolonged illness to perform the duties of his/her office, the Local Association Council may, by two-thirds vote, declare the office vacant

 

6.9.6    Except in those instances where an appeal is made to the BTBA the Local Council has full power to deliver final decisions in all protests and disputes arising within its jurisdiction

 

7.0       Articles (VII) Duties of Officers

           When the candidate signs the nomination form, he agrees to abide by the rules of the BTBA and the Local Association, and to carry out the duties specified below

 

7.1       President

The Local Association President shall be the Chief Executive of the Local Association.  He/she will:

 

7.1.1    Preside at all meetings of the Board of Directors, Local Association Council and its Executive Committee

 

7.1.2    Monitor and uphold the aims, rules and regulations of this Constitution and of the BTBA

 

7.1.3    When so instructed by the Local Association Council, he/she will sign/endorse all cheques and warrants drawn by the Treasurer

 

7.1.4    Make a monthly check on the funds on deposit in the Local Association account, to verify that the balance is correct

 

7.1.5    Arrange for an annual audit of the Local Association’s accounts by an auditing company or appropriate qualified person(s)

 

7.1.6    Within thirty (30) days after the annual audit, arrange to have the Local Association Treasurer submit to the BTBA a copy of these audited accounts

 

7.2       Vice President

           In the absence of the Local Association President, the Local Association Vice President shall perform the duties of the Local Association President

 

7.3       Secretary

           The Local Association Secretary shall perform those duties assigned by the President, Executive Committee, Local Association Council and Board of Directors as follows and he/she will:

 

7.3.1    Keep a permanent record of all the proceedings of all meetings of the Local Association Council and its Executive.  This record shall at all times be available to, and the property of the Local Association

 

7.3.2    File a copy of the minutes of these meetings with the BTBA within fourteen (14) days

 

7.3.3    Conduct all correspondence of the Local Association, including serving notice of meetings to all persons entitled to attend

 

7.3.4    Issue contact details of fellow Council members to all members of

the Local Association Council

 

7.3.5    Submit the names of the delegates and substitutes for the Annual General Meeting of the BTBA to Head Office by 30th June

 

7.3.6    Submit to BTBA Head Office the names of the nominee(s) for the BTBA National Council by 28th February

 

7.3.7    Receive, receipt, record and report all dues, fees, monies or property donated or paid to the Local Association and remit to the Local Association Treasurer within five (5) days of receipt

         

7.3.8    Keep a confidential record of all BTBA leagues within their area.  These records shall be kept within the Local Association and must not be divulged to any third party

 

7.3.9    Arrange for the collection and distribution of league supplies

 

7.3.10  Keep on record for at least two (2) years all scores made in all tournaments conducted by the Local Association

 

7.3.11  Notify League Secretaries in writing of any special awards or tournaments that the Local Association may hold

 

7.3.12  Where the Local Association Secretary is the person nominated by the BTBA he/she will carry out the initial identification check and send to the BTBA Head Office the details of persons in that area, who are applying for CRB clearance

 

7.4       Treasurer

The Local Association Treasurer shall:

 

7.4.1    Keep an account of all receipts and expenditure and maintain a record of the current financial condition of the Local Association

 

7.4.2    Present a report of all financial transactions during the previous or current season to the Board of Directors and to the Local Association’s Annual General Meeting

 

7.4.3    Keep a statement of the current financial condition of the Local Association, to be made available on request of the President, Executive Committee, Local Association Council or Board of

Directors and the BTBA

         

7.4.4    On the discretion of the Local Association President, arrange for an

Auditing Company or appropriately qualified person to audit the Local Association’s accounts

 

7.4.5    Present these Audited Local Association accounts to the Local Association President within seven (7) days of the annual audit

 

7.4.6    Submit a copy of these audited Local Association accounts to the BTBA within thirty (30) days after the annual audit

 

7.5       Local Association Council

Where the Local Council has 12 members, it may itself be the Board of Directors of the Local Association where the Local Council has more than 12 members any decisions requiring the approval of the Board of Directors, which is a separate body with ultimate control and management of the Local Association

         

The Local Council shall:

 

7.5.1    Carry out the purpose and aims of the Local Association, by     transacting its business and upholding its rules and regulations, under the direction and with the approval of the Board of Directors

 

7.5.2    Consider all proposals for Amendments to Local Association Bye-laws submitted to the Local Association Secretary and give a recommendation to the delegates at the Annual General Meeting (Amendments can only be made by a majority vote of registered delegates at the Annual General Meeting)            

 

The Executive Members shall:

 

7.5.3    Maintain an average record of its members, for determining averages in sanctioned competitions by either:-

 

(a)       Publishing an annual year book listing the names and averages of each member as furnished by the League Secretaries

 

OR

 

(b)       Maintaining (on file for three (3) years) the final league standing sheets

 

 

The Local Association Council is empowered to:-

 

7.5.4    Make decisions in all protests and disputes arising within its jurisdiction         except for instances when an appeal is made to the BTBA

 

7.5.5    Interview any person, or to inspect any pertinent record, in order to ensure a fair and full hearing

 

7.5.6    Make improvements in procedure and provide additional services to the members, provided that:

 

·       Local Associations funds permit

·       It is within the rules of the BTBA

·       Delegates vote in favour

 

 

8.         Articles (VIII) Meetings

 

8.1       The Local Association Council, its Executive Committee and Council members shall hold no less than four (4) meetings a year, or on a quarterly basis

 

8.2       The Local Association Council shall also meet at the call of the

Local Association President or upon request of at least 25% or three whichever is the greater, of the Local Association Council Members

                     

8.3       A minimum of ten (10) days written notice of all meetings must be given to each Local Association Councillor, Delegate and all persons entitled to vote at such meetings.  In the case of Extra Ordinary Meetings, the notice must specify the business to be transacted

 

8.4       All notices should specify the place, the day and the hour of the meeting to which they refer

 

8.5       Extra Ordinary Meetings of the Delegates may be called by the Local Association President and must be called upon receipt of a written request signed by ten (10) or more registered delegates of the Local Association

 

8.6       The accidental omission to give notice of a meeting, or the non receipt of that notice by any person entitled to receive it, shall not invalidate any proceedings or resolution passed at the meeting

 

8.7       Order of Business for Meetings of the Local Association Council

 

·       Roll Call (to assess Quorum)

·       Reading of Minutes and action thereon

·       Report of Officers

·       Report of Sub-committee

·       Any Other Business

 

8.8       Order of Business for the Local Association Annual General Meeting

 

·       Roll Call (to assess Quorum)

·       Amendments to the Order of Business

·       Adoption of the Minutes of the previous meeting

·       President’s Opening Address

·       Area Secretary’s Report

·       Audit and Finance Report

·       Reports of all other Sub Committee Presidents

·       Election of Officers to the Local Association Council

·       Any Other Business

 

 

 

 

Phil Long                    Signature - Phil Long

President                  

 

Date                            1st March 2016

 

 

Alex Hamilton           Signature - Alex Hamilton

Secretary                  

 

Date                            1st March 2016