Changed November 24th, 2024
1.0 MEMBERSHIP
1.1 There are seven categories of membership in the Sidney Lawn Bowling Club:
Active, Life, Honourary, U25, Junior, Social, and Winter Associate.
1.2 Active and life members in good standing and having attained their 18th birthday. shall enjoy full privileges of the bowling green and the clubhouse and shall have voting rights.
1.3 A person who has made an exceptional contribution to the club may be made an Honourable Member. Those nominated for Honourary membership should have at least 5 years of membership in the Club, will have served as a volunteer and made a significant contribution to the Club over the period of their membership. The Board may consider one nomination for Honourary membership per year. Nominations may come from the membership or the Board.
A person who, as of 2016, has donated $10,000.00 to the club may be made a Life Member. Honourary and Life Members continue to have full privileges of the Green but are not required to pay annual dues.
1.4 Junior Members are youths who have attained their 8th birthday but not their 18th. They shall not have voting rights but may, under the provisions of Section 14, enjoy full privileges of the Green and the clubhouse and, with prior approval of their program director, participate in all club draws and tournaments.
1.4.1 U25 Members are bowlers eligible by age to compete in official U25 tournaments enjoy full privileges of the Green and Clubhouse.
1.5 Social Members are restricted to a former active member or the spouse/partner of a current or former active member, a person having a close family relationship with a current junior member and a person having special skills and interest in supporting the objectives of the club. A social member may not normally play on the Green, except under encouragement to join as an active member and then is limited to three such occasions. A social member has voting rights and full privileges of the clubhouse.
1.5.1 Directors may under exceptional circumstances grant additional, limited bowling privileges to a social member.
1.6 Winter Associate Members are members in good standing of Bowls BC whose playing privileges at the Sidney Lawn Bowling Club are restricted to winter indoor mat bowling only. An associate member does not have voting rights but does have full privileges of the clubhouse during scheduled, inter-club games from October to March while they remain an associate member.
1.7 Amendment of this article shall be by ordinary resolution at a general meeting.
2.0 FEE SCHEDULE – PAYABLE ANNUALLY BY APRIL 1st
2.1 Annual Fees
Active-$ 250.00
U25-$ 110.00
Junior-$ 55.00
Social-$60.00
Winter Associate-$72.00
2.2 Locker rental is $15.00 annually and locker key rental, when available, is a $5.00 one-time charge.
2.2.1 Annual Bowl rental is available for all members who have been with theClub for 2 years and do not yet have their own bowls. The fee is $60 per yearpaid in advance.
2.3 The Board may pro-rate fees for new or returning members who are unable to participate for the full season. Fees are never less than 50% of the current fees.
2.3.1 Exceptional Circumstance Provision. Only in response to issues beyond a member’s control, the board, when petitioned, may elect to refund in full or in part, fees paid by that member in that current year.
2.4 Amendment of this article shall be by special resolution supported by a 2/3 vote by voting members attending a general meeting.
3.0 MEMBER RESPONSIBILITIES
3.1 The club expects all members will assist in the operation of the club.
This includes:
participate in hosting social events, such as potluck lunches and suppers, lunches for visiting clubs and providing tea for draws;
assist in clean-up duties in the clubhouse and surround;
assist committees in their duties when requested;
assist in the weekly draws;
assist in set up and storing away for weekly draws – apply best safety practices when using club facilities.
4.0 MEETINGS OF MEMBERS
4.1 Notice of a general meeting providing date, time and location shall be given to every voting member within 14 days and not more than 60 days prior to the meeting. The notice shall be given by email to all voting members who have provided an email address and to others through a posting on the club’s website, a posting on the clubhouse bulletin board or through the club’s telephone alert system. The accidental failure to reach all voting members does not invalidate any proceeding at a meeting.
4.1.1 The notice of meeting shall include:
the text of any special resolution to be submitted to the meeting.
the general purpose of any ordinary resolution to be submitted to the meeting, and – cut-off dates for nominations to positions on the board of directors and for the submission of members’ proposals to the meeting.
4.2 A quorum at a general meeting shall not be less than thirty (30) voting members in attendance. If there is no quorum, no business may be conducted as the provisions of the Societies Act prevail.
4.3 The Rules of Order for all meetings of members shall follow provisions of the Societies Act and general provisions of Robert’s Rules of Order including:
in the case of a tie vote the chair may cast the deciding vote;
a voting member in good standing present at a meeting is entitled to one vote;
voting is by show of hands except that if, before or after such a vote, two or more voting members request a secret ballot or a secret ballot is directed by the chair of the meeting, voting must be by a secret ballot;
an amendment to a motion on the floor may be rejected by the chair if that amendment does not relate to the motion’s intent and/or is phrased in a way that would defeat the main motion.
4.3.1 Proxy voting is not permitted at any club meeting, nor is participation in general meetings by telephone or other communication medium.
4.4 Members’ Proposal. Voting members proposing a resolution for consideration at an AGM shall provide at least 14 days’ notice to the Board of Directors and other members. The proposal must contain the names and signatures of at least two voting member sponsors and a brief statement of description. Should the proposal be a nomination for election to a position on the board of directors, it should be directed to the chair of the nomination committee and be submitted within the announced nomination cut-off date and be sponsored by at least two voting members.
5.0 BOARD OF DIRECTORS
5.1 The structure of the board is dictated by need and by the availability of volunteers except that it cannot be less than the legislated minimum of three.
5.1.1 Directors must be elected or appointed to the following board positions and a director, other than the president, may hold more than one position:
Club President
Vice-president
Treasurer and
Secretary
5.2 Directors who are elected or appointed to positions on the Board in addition to the positions described above are elected or appointed as directors at large.
5.2.1 Directors appointed outside the purview of a general meeting shall provide a letter of consent to the club secretary who will maintain it as a club record.
5.2.2 A past president with or without voting rights as determined by the directors may be appointed to the Board.
5.3 The president is the chair of the board and is responsible for supervising the other directors in the execution of their duties.
5.4 The vice-president is the vice-chair of the board and is responsible for carrying out the duties of the president if the president is unable to act. Ideally, the vice-president shall under-study the president and be prepared to place their name forward to serve as president in a subsequent year.
5.5 The treasurer is responsible for the following:
receiving and banking monies collected from all sources;
paying the club’s bills;
maintaining accounting records;
preparing financial statements;
preparing grant applications;
making filings to the registrar of societies and those respecting taxes, when required;
the prudent investment of surplus funds;
storing and destroying club financial records in accordance with section 25 of this publication
5.6 The secretary is responsible for:
issuing notices of general and director’ meetings;
taking minutes of all general and directors’ meetings;
storing and destroying club administrative records in accordance with section 25 of this publication;
conducting the correspondence of the Board;
maintaining the statement of directors and registered office of the society;
making all filings such as the annual report, statement of directors, special resolutions etc. with the registrar of societies
5.7 Normally the quorum for a directors’ meeting is a majority of directors. Under circumstances where directors are unavailable for lengthy periods (i.e. – snow birds) a quorum is the majority of directors, excluding those directors on extended leave of absence.
5.7.1. The reduced quorum option is restricted to a maximum of three absent directors.
5.8 A directors’ meeting may be held electronically and shall be recorded in minutes in the same form and manner as other forms of meetings.
5.8.1 Directors may pass a resolution without a meeting if a quorum of directors’ consent to the resolution. In such cases, consenting directors shall confirm their consent in an email to the club secretary.
5.9 Amendment of this section shall be by special resolution supported by a 2/3 vote by voting members attending a general meeting.
6.0 COMMITTEES
6.1 The following Committees are Standing Committees:
Games Committee. There should be two sub- committees of equal status; one for men and one for women with appointed chair persons. The committee is responsible for the delivery of the club’s scheduled tournaments and events, overseeing the weekly draws and coordinating members participation in BSI.
Coaching Committee. The coaching coordinator, utilizing club coach qualified members, shall form a committee to deliver the annual novice learn to bowl program, advanced coaching as applicable and to co-ordinate ancillary training for such functions as markers and umpires.
Facilities Committee. The director of facilities shall recruit members to help maintain and upgrade club facilities, as required and to supervise all contracted services.
Youth Program Committee. The President will appoint members to work with the leaders of the youth program preparing and recommending a budget for Board approval; and, to expand and include the Youth program in the Club.
Social Committee. Whenever feasible a committee should be formed to service the major and special club social events.
Membership Committee. The membership director shall recruit members to deliver the services related to members’ services, registry requirements, club publicity, club communications and the reception of new members.
Safety Committee. The coaching coordinator shall recruit committee members to attend to members safety.
Finance Committee, chaired by the finance director is responsible for the financial control, banking, accounting and financial reporting of the club’s operations and for establishing a five-year progressive capital planning budget for the club, which will identify projected major capital requirements and prioritize future expenditures to best meet those requirements.
7.0 FINANCES
7.1 The fiscal year of the Club shall start on the 1st day of October and end on the 30th day of the following September.
7.2 A cheque or other document issued by or for the club is not valid unless signed by any two directors who are registered with the bank as having signing authority.
7.3 Except upon the authority of a special resolution supported by a 2/3 vote by voting members attending a general meeting the club shall not dispose of any asset having the value of more than five thousand ($5,000.00) dollars.
7.4 Except upon the authority of a special resolution supported by a 2/3 vote by voting members attending a general meeting club funds shall not be committed nor expended in excess of five thousand dollars ($5,000.00) on a single item of capital improvement.
7.5 The approving vote of the majority of Board members can authorize expenditures of up to $5,000.00 dollars. Two directors, one of whom being primarily responsible for club finances may commit or expend funds up to five hundred dollars ($500.00) without the consent by a majority vote of the board of directors.
7.6 A contract or other record to be signed on behalf of the club shall be signed by two directors.
7.7 One director may commit or expend funds up to three hundred dollars ($300.00) without the consent by a majority vote of the Board.
7.8 Nothing in this article prevents the expenditure of funds in payment of (1) items approved through the yearly budget process such as re-occurring monthly expenses and (2) expenses incurred responding to an emergency where delay could cause damage to club property or threaten the safety of members and guests.
7.9 Amendment of this article is by special resolution with a 2/3 vote by voting members attending a general meeting.
8.0 ANNUAL FINANCIAL REVIEW
8.1 A financial reviewer should be appointed at each annual general meeting to hold office until the next annual general meeting and shall be eligible for subsequent appointments.
8.2 A financial reviewer should not be a member of the board, may be removed by ordinary resolution at a general meeting and must be promptly informed of their appointment or removal.
9.0 ACTIVITY FEES
9.1 Non-sponsored visiting bowlers who wish to participate in outdoor bowling shall, after their third visit, be invited to join the club as the only means by which they can continue to use the Green.
9.2 Members and invited guests representing other BSI clubs participating in indoor activities shall not be charged an activity fee. Individual visitors shall, after their third visit, be invited to join the club as the only means by which they can continue to participate.
9.3 Members participating in certain club tournaments may be charged a nominal fee, as approved by The Board, to help cover tournament costs and any associated prizes.
9.4 New Bowlers pay an introductory fee set by the board while they participate in Club Coaching. Their access to the green is limited to Coaching and practice sessions. Once they complete the Coaching, they must pay the remaining portion of the annual fees.
10.0 REFRESHMENT FEES
10.1 The Board of Directors will set the basic fee for members and guests to purchase tea and coffee. Normally, no other refreshment except tap water will be served from the kitchen.
10.2 Members shall be charged an additional fee, set by the Board of Directors, for snacks (donated or purchased) that occasionally accompany tea and coffee.
This additional fee does not apply to members who decline the accompanying snack.
Members who partake of donated snacks do so with the understanding they will contribute their share to future events as well as paying the small additional fee.
Those members donating snacks will not be charged a fee that day. They will also be reimbursed for any tea/coffee supplies they are required to purchase.
10.3 Members attending club tournaments may be charged a refreshment fee established by the convener. This fee does not apply to participants who decline any and all refreshment provided during the tournament.
10.4 When a meal is provided outside of a major social event, the associated costs as defined by the convener, and which includes replacing club supplies used for the event shall be paid by the participants. Members donating food to such an event shall be reimbursed by having the cost of their registration or event ticket reduced, as determined by the convener.
10.5 When a meal and/or refreshment is served to official visitors without charge; costs, shall in most cases, be shared by those members who attend the tournament or event.
10.6 The Opening Day Lunch may be a “no fee” event or may carry with it a charge in the amount decided by the board of directors.
11.0 LAWS OF THE GAME
11.1 The current Laws of the Sport of Bowls and The Lawn Bowler’s Handbook shall guide all club games and competitions, subject to any special rule or variation deemed necessary by the games director.
12.0 USE OF THE GREEN
12.1 When space is available during league play or competitions, casual play will be permitted, subject to the approval of the appointed games coordinator, and provided there is at least one free rink to separate the competitors from the other players.
12.2 Ground sheets are to be used for practice, daily draws and tournaments at the discretion of the director of facilities. Use of ground sheets for visiting tournaments will be coordinated between the directors of facilities and games prior to the commencement of the tournament.
12.3 If, at any time, it is noted that a rink is being damaged, ground sheets shall be used to protect the Green.
12.4 Any person using the Green shall apply best safety practices including an enhanced awareness of dangerous lightning strikes and the need to immediately vacate the Green, not to return until safe, at the first evidence of thunder or lightning.
12.5 The weekly schedule may include open times which may be used by any active member for individual practice or self organized play. Every member and visitor have to provide their (printed) name and time on arrival at the Club using the Sign in sheet in the folder placed at the club entrance. (Safety /control procedure). The last member to leave the facility is responsible to ensure all equipment is returned to storage, the clubhouse is secure and access gates are locked.
13.0 VISITORS
13.1 A visitor may be introduced by a member of the club who shall be responsible for ensuring the visitor is a responsible bowler and that appropriate footwear is worn, and best safety practices followed.
13.2 A visitor who is a lawn bowler may be sponsored by a friend or relative to become a short-term member for a period of no longer than four weeks. The fee is $10.00 per week paid in advance. The visitor will complete a membership form and waiver.
14.0 YOUTH PROGRAM
14.1 The club recognizes the value to the sport of lawn bowling achieved by developing junior bowlers. The club may establish a youth program should there be sufficient numbers of committed, club coach accredited, juniors coach volunteers to ensure viability of the program.
14.2 The club also recognizes that junior bowlers should not be constrained in their early years. They are therefore encouraged to participate in any and all Club social draws as their coaches deem appropriate. Junior members are advised to consult with a Club Coach before registering for a tournament to ascertain that their participation is appropriate to their current stage of development. A junior member shall be classified as a novice the year they compete in a club tournament or a BSI or Provincial National Lawn Bowls.
14.3 The personal safety of junior bowlers while engaged in lawn bowling is a prime objective of a club sponsored youth program.
Volunteer coaches in the junior program shall be subjected to a criminal record review under the BC Criminal Record Review Program. This records check shall be kept current in accordance with Provincial Guidelines.
14.4 A person under the age of eighteen (18) may only join the club under the provisions of the junior program. A junior member shall have use of club facilities while under the supervision of a junior program coach. A junior member who decides to withdraw from the junior program or continuously fails to engage in the program activities and principles, must immediately return all equipment on loan.
Withdrawing or failing to participate, without due cause to the satisfaction of the Board of Directors, shall negate membership and club privileges. Such individuals may reapply for Active (adult) membership after their eighteenth birthday.
14.4.1 Junior bowlers shall be familiar with and in compliance of the provisions of the Club’s Junior Handbook.
14.5 Other than participating in club draws and tournaments, junior bowlers under 16, using club facilities, shall be under direct supervision of a junior coach.
14.6 To participate in club draws and tournaments, beyond coaching context, a junior bowler must be a member of the club.
14.7 Junior bowlers wishing to represent the club in external bowling activities may do so under the supervision of a junior coach or adult family member.
14.8 Every prospective junior shall receive their introductory training by a program assigned coach. After their third training session they must with parental consent, join as a junior member. All required health and privacy issues shall be completed and returned with the junior’s application and fee for membership.
15.0 COACHING
15.1 Beginner Bowlers are expected to have had “learn to bowl” coaching lessons prior to participating in a club draw.
15.2 Novices are first year bowlers who may use Club bowls to learn the game, but shall be expected to purchase their own bowls after their second year.
15.3 Novices are encouraged to participate in any and all Club social draws but must consult with a Club Coach before registering for a tournament to ascertain that their participation is appropriate to their current stage of development.
15.4 Specific dates for coaching of novices shall be set by the coaches. Novices or playing members may request special coaching from an individual coach at any time during the year.
16.0 TOURNAMENTS
16.1 When members sign up for tournaments, they agree to exercise best safety practices and consent to play in all the games scheduled under the conditions set by the appointed games coordinator, who shall inform members of any significant changes made prior to the event. Conditions of play shall include who is eligible to participate.
16.2 The sole responsibility for ensuring their name is entered or removed on sign-up sheets, rests with the player. A player withdrawing from a competition after the draw has been made shall notify the appointed games coordinator at least 24 hours prior to the time set for the start of the competition so that those members on the spares list can be notified.
16.3 Tournaments which are over-subscribed will be managed on a first come, first served basis with the understanding that to ensure adequate club representation and/or team composition some adjustment can be made by the appointed games coordinator. In all cases, consistency and transparency will be maintained.
16.4 The format used to determine an individual or team who will represent the Club in progressive competitions shall reflect the principles of consistency and transparency. Wherever feasible, consultation with the participating players or with an Ad Hoc or Standing Committee of player representatives shall be undertaken. Recommendations resulting from this consultation shall be given due consideration by the appointed games coordinator.
17.0 DRESS CODE
17.1 Club colours are Forest Green and White. The optional wearing of Black apparel below the waist (shorts, skirts, etc.) is approved.
17.2 For daily draws smart-casual and comfortable dress presenting a respectable image is the norm. Exceptionally short skirts and muscle shirts are examples of clothing items considered inappropriate.
17.3 For inter-club visits, tournaments and club competitions used as learning opportunities, club colours with optional wearing of black below the waist, worn in a common pattern is the preferred dress. The games committee may include additional guidelines in tournament conditions of play; however, this direction should not exceed BSI current practices. A nonconforming player at an event may continue but shall be asked to conform for future events.
17.4 Red is worn on the Green only by an umpire. The sole exception being costumed bowling events such as Canada Day and International Day.
17.5 On the Green, shoes must be flat soled (heelless) and relatively smooth (no grooves, lines or other indentations).
18.0 SOCIAL EVENTS
18.1 The assigned convener acting in concert with the games committee representative organizes major and special club events which involve both a tournament and a meal. Jointly they ensure all elements of the event are entertained without duplication of effort.
18.2 The cost to those attending will normally cover all of the expenses related to the event and is to be determined by the convener after, when appropriate to the event, consulting with the Games Committee.
18.3 Social events which include a meal may be restricted in number with event tickets sold on a first come, first served basis with the understanding that members actively participating in delivering the event and official Club guests will have priority for tickets.
18.4 Ticket requests for non-member guests shall whenever possible be accommodated after members are served. The deportment of guests is the responsibility of the sponsoring member.
18.5 Participating members are expected to assist set up, set down and cleanup.
19.0 PERSONAL EFFECTS
19.1 Members leaving bowls and other personal effects in the clubhouse, whether secured or not, do so at their own risk. The club shall not be held responsible for loss or damage.
19.2 In the interest of members’ safety, heavy items are not to be stored on top of lockers.
20.0 INSURANCE
20.1 The Club will maintain Insurance for Property, Contents and Liability.
20.2 Members and guests are encouraged to have personal third person liability insurance.
21.0 SMOKING AND CELL PHONES
21.1 There shall be no smoking (including E-cigarettes and marijuana) on the playing surface of the Green, the area surrounding the Green nor in the clubhouse.
21.2 The use of cell phones on the Green is discouraged and is only an accepted practice in dire emergency situations.
22.0 SAFETY
22.1 Members are encouraged to report all accidents and mishaps to the Safety Committee or to any Director.
22.2 Members are encouraged to store a personal medical record and next of kin notification in their bowls bag.
22.3 Members and guests using club facilities shall exercise best safety practices including an enhanced awareness of hazardous lightning strikes to the extent they vacate the Green, not to return until safe, immediately on the first evidence of thunder and lightning activity.
22.4 Entrance to the property is limited to those individuals who have been vaccinated as per all directives issued by the BC PHO.
23.0 USE OF THE CLUBHOUSE
23.1 The clubhouse is for the exclusive use of the members and is not normally rented or leased to outside parties.
23.2 The clubhouse may be used to host private celebrations that are open to all members and guests of the member sponsor under specific conditions as established by the board of directors.
Conditions will include but are not necessarily limited to:
no alcohol is to be served unless a Special Event Liquor permit is presented by the convener;
no costs are to be incurred by the club;
the event will not interfere with a scheduled club event or activity, and – set-up, set-down and cleaning is the responsibility of the member sponsor;
At the discretion of the Board a fee may be charged for rental; and, set-up and cleaning. Amendment of this Article shall be by special resolution supported by a 2/3 vote by voting members attending a general meeting.
24.0 SOLICITING OR ACCEPTING WORKS OF ART
24.1 The Sidney Lawn Bowling Club will not solicit nor accept works of art to be displayed in the club house.
25.0 RECORD KEEPING
25.1 Administration. Club records including minutes of general and directors’ meetings, as detailed under Article 20 of the Societies Act, must be kept in any form that allows for inspection and copying for at least 10 years. The club secretary is charged with the responsibility of maintaining these records and as of 2018, saving them electronically on suitably labelled flash drives.
25.2 Financial Statements and reports raised in accordance with Article 35 of the Societies Act, shall be stored by the director responsible for club finances in any form that allows for inspection and copying for at least 10 years.
26.0 COMPLAINTS, COMMENTS AND SUGGESTIONS
26.1 Complaints, comments and suggestions should be made in writing and placed in the suggestion box or passed to any director. All submissions will be reviewed by the board of directors during their regular meetings. It is important that this protocol be followed particularly in regard to outside contractors. Any complaint about the Greens is not to be made directly to the Greenskeeper nor is any complaint regarding clubhouse cleaning to be made directly to the contractor.
27.0 LOCKERS
27.1 Each locker user will pay an annual fee to be determined by the Board of Directors and approved at the annual general meeting.
27.2 The Board will advise the member(s) responsible for lockers of any changes.
27.3 The member(s) responsible for management of the lockers will keep an up-to-date list of assigned lockers.
27.4 A key to each locker will be kept at the club by the member(s) responsible for management of the lockers.
27.5 When a member who has a locker leaves the club, the member responsible for management of the lockers will contact them or their close contact requesting they clear the locker and return the key at their earliest opportunity.
27.6 The Membership Director will send a thank you for their membership card or condolence card as appropriate
Last amended recording changes approved by members attending the Club AGM on 24th November 2024.