Club Rules & Terms of Use

The Atherley Bowls and Social Club

CLUB RULES

The Club

1.1 The name of the Club is “The Atherley Bowls and Social Club” referred to within these Rules as the “Club”. The Club is owned and managed by the Atherley Bowls and Social Club Limited, it is referred to within these Rules as “the Company”, a private company limited by guarantee and having no shareholders.

Objects of the Club

2.1 The objects of the Club are as set out in the Articles of Association of the Company, referred to in these Rules as “The Articles”.

Affiliations

3.1 The Club shall be affiliated to the English Indoor Bowls Association, Bowls England and any other national or regional amateur bodies that the Club considers appropriate to carry out the objects of the Company.

Club Membership

4.1 Membership of the Club is open to anyone interested in the sports and activities listed in the Objects of the Company on application, regardless of gender, age, disability, ethnicity, nationality, sexual orientation, religion, or other beliefs.

4.2 All categories of Membership may be limited by the Club fairly and consistently on a non-discriminatory basis according to the capacity of available facilities, or in the case of social membership to ensure that the Club maintains the balance between members and social members as required by Sport England and Community Amateur Sports Club (CASC) regulations.

4.3 Every Member shall provide the Club with up-to-date contact details that will be recorded on the Company’s membership database. Any notices sent to such address/es either by post or electronically by email shall be deemed to have been duly delivered.

4.4 The Company’s policy in respect of data protection is attached to these Rules as Appendix 1 Membership of the Club will be deemed to constitute consent to the holding of relevant personal data in accordance with this policy.

4.5 Membership, the enjoyment of the Club's facilities and participation in the Club's activities shall be subject to these Rules. No person shall be disadvantaged by a Club rule, policy or practice where that rule, policy or practice would constitute unlawful discrimination.

Categories and Voting Rights of Membership

4.6 There shall be the following categories of membership for those people who, unless they are Honorary or Life Members, have paid the annual subscription as fixed from time to time by the Company. Members defined in the categories of paragraphs 4.7 to 4.10 are admitted as Members of the Company with full voting rights as set out in the Articles of the Company. The voting rights apply to all meetings of the Company. If a member qualifies under more than one category of membership, they shall nevertheless be entitled to only one vote.

Members

4.7 BOWLING MEMBER: A person who plays flat green bowls either indoors or outdoors or both and who at the date of their election has attained the age of eighteen years.

4.8 SPORTS MEMBER: A person who plays any sport listed in the Objects of the Club other than lawn bowls (e.g. short mat bowls, snooker, pool, billiards, table tennis, darts etc) and who at the date of their election has attained the age of eighteen years.

4.9 HONORARY and LIFE MEMBER: A person elected by the Club to the status of Honorary or Life Membership.

4.10 STUDENT BOWLING MEMBER: A person who plays flat green bowls either indoors or outdoors or both, who at the date of their election has attained the age of eighteen (18) years but under the age of twenty-five (25) years and who is either a student in full time further education or in a recognised apprenticeship scheme.

4.11 JUNIOR BOWLING MEMBER: A person who plays flat green bowls either indoors or outdoors or both, or who plays short mat bowls who is under the age of eighteen (18) years at the time of their election. That person is not classed as a Member of the Company and has no voting rights.

Social Members

4.12 SOCIAL MEMBER: A person who attends the Club for social reasons and who does not participate in any of its sporting activities. That person is not classed as a Member of the Company and has no voting rights.

Additional Membership Categories

4.13 The Company may from time to time create any additional categories of membership it deems necessary and may determine what benefits or voting rights such membership may have. The exercise of any such powers by the Company shall be subject to ratification by the next Annual General Meeting of the Company.

Change of Membership Category

4.14 Members may at any time upon payment of the appropriate fee convert their membership to a different category on application to the Company, which in its absolute discretion may determine whether to refund or waive payment in respect of such change.

Rights and privileges of members

4.15 The rights and privileges of each class of membership shall be as follows in paragraphs 4.16-4.21.

4.16 BOWLING MEMBER: On payment of both the appropriate subscription and rink fees, if any, Bowling Members shall have the full use of all Club facilities, with the proviso that those paying only indoor subscriptions and rink fees may only bowl on the indoor green and those paying outdoor bowling subscriptions may only bowl on the outdoor green(s). Bowling Members are affiliated by the Club as part of their subscription to the EIBA and/or Bowls England as appropriate and any regional association approved by the Club.

4.17 SPORTS MEMBER: On payment of the appropriate subscription Sports Members shall have the full use of all Club’s sporting and social facilities, with the exception that they may not play either indoor or outdoor lawn bowls. Sports Members may nominate one national governing body to which they will be affiliated as part of their Club subscription.

4.18 HONORARY and LIFE MEMBER: On payment of the appropriate rink fees, if any, these members shall have the full use of all Club facilities. Active participating members in this category will be affiliated to their relevant national and regional sporting associations.

4.19 STUDENT BOWLING MEMBER: On payment of both the appropriate subscription and rink fees, if any, Student Bowling Members have the same rights and privileges as Bowling Members.

4.20 JUNIOR BOWLING MEMBER On payment of both the appropriate subscription and rink fees, if any, these members shall have the full use of all Club facilities subject only to legislation in respect of licensing laws restricting the sale of alcohol to minors.

4.21 SOCIAL MEMBERS On payment of the appropriate subscription these members shall have the full use of the Club-house facilities but will not be entitled to bowl on any of the greens or to participate in any of the other sports listed in the Objects of the Company.

4.22 With the exception of Junior Bowling Members and Social Members all other categories of membership as listed in paragraphs 4.16 to 4.20 are admitted as Members of the Company.

Application for membership

4.23 An application for membership shall be in the form prescribed by the Company. All applications must be signed by the applicant in acknowledgement of their willingness to abide by these Rules and the Articles if admitted to the Club and must include their name, address and (as applicable) email and telephone contact details. Applicants must also include their date of birth or age bracket if they are under 18 years, or likely to enter age-related competitions organised by the Club and provide details of their legal guardians where appropriate.

Election of Club Members

4.24 The Company shall consider all applications on a non-discriminatory basis. It may refuse applications only for good and sufficient cause such as conduct or character likely to bring the Club or its objects into disrepute. The Company may place a temporary suspension on new membership on a non-discriminatory basis for the reasons of limitations given in Rule 4.2.

4.25 The Club shall inform each candidate in writing of their election or reasons for the refusal of their application for membership.

4.26 Whenever a waiting list for membership has been established applications from that list will be processed strictly on a first-come-first-served basis.

4.27 At an annual general meeting, the Board of the Company or a Member may nominate for election to Honorary and/or Life Membership a member whom they deem to have given outstanding service to the Club. Upon election, a Life Member will continue to receive all the privileges of membership without payment of annual subscriptions. They will however be expected to pay rink fees and any other incidental payments arising from their participation in Club sports.

4.28 Honorary and Life Membership shall be limited at any one time to not more than twelve (12) people.

Membership Subscriptions and Fees

General

5.1 In accordance with its status as a CASC, membership joining fees subscriptions and rink fees will always be kept at levels that will not pose a significant financial obstacle to people participating in the sporting objects of the Club. The limitations on subscriptions and other fees will be as prescribed in guidance published from time to time for CASCs by HM Revenue and Customs.

Joining and Fees and Annual Subscriptions and Fees

5.2 The Company may impose a joining fee on new memberships or may allow discounted first year membership as it deems appropriate from time to time.

5.3 The joining fee, subscriptions and other fees payable by each category of membership shall be determined by the Company at a General Meeting, normally the Annual General Meeting. Any changes to such fees approved by the Members shall take effect from the expiry of the current subscription period applicable to the relevant category of membership.

5.4 The Company may, at its discretion, allow subscriptions and other fees to be charged on a pro rata basis to persons who join the Club part way through the relevant subscription period.

5.5 Upon election to the Club, each Member shall pay the applicable joining fee, if any, together with the first subscription payment due under the payment plan selected by the Member. Thereafter, subscription payments shall become due in accordance with that payment plan.

Retirement of a Member

5.6 A Member who resigns from the Club during a subscription period shall not be entitled to a refund of any subscription, joining fee or other fees paid in respect of that period.

Arrears of Subscription

5.7 The Company may cancel, without notice being given, the membership of any member whose subscription and/or other fees are more than fourteen (14) days in arrears, provided that the Company may, at its absolute discretion, re-instate such member upon payment of arrears.

General Management

6.1 The day-to-day management of the Club is conducted by the Board of Directors of the Company.

6.2 The Board comprises of Members elected as directors in accordance with the Company Articles.

President

6.3 The Club shall appoint a President of the Club who, as its senior representative, shall be responsible for arranging the representation of the Club when interacting with other clubs and bowling organisations. This includes the traditional duties associated with the Club, such as opening the greens, welcoming visiting teams, and organisations.

Bowls Committee

6.4 Lawn bowling at the Club shall be organised and controlled by a Bowls Committee comprising Bowling Members who have attained the age of eighteen years elected annually at an annual general meeting or as necessary at intervening periods at a special general meeting.

6.5 The Bowls Committee is a permanent elected committee of the Club. The titles and duties of Members elected to serve on the Bowls Committee which in any event shall comprise of not fewer than five (5) Members shall be determined by that Committee and may be varied from time to time to meet the current and future needs of the Club.

6.6 Any Member, duly elected to do so may serve as a Director of the Company and as a Member of the Bowls Committee.

Conduct of Members

7.1 Every Member including Social Members, upon election and thereafter, is deemed to have notice of, and undertakes to comply with, these Rules and to abide by the Club’s Code of Conduct as amended from time to time.

Discipline and Misconduct

8.1 Any Director of the Company or staff member designated by the Board to act in such capacity may on non-discriminatory grounds immediately, or as soon as the matter has been brought to their notice, reprimand or suspend any Member on Club premises whose conduct they deem is either

damaging to the orderly conduct and/or interests of the Club,
contravenes the Club’s Code of Conduct,
or is considered by the Director likely to bring the Club and or its sporting objects into disrepute.

8.2 Complaints by anyone alleging misconduct on Club premises or concerning Club activity or interests elsewhere must be made, and will be dealt with appropriately, in accordance with the Club’s Disciplinary and Misconduct Policy.

8.3 Actions taken by a Director or a member of staff, and complaints raised by others in accordance with Rules 8.1 and 8.2 will then be referred as soon as reasonably practicable to the Board of the Company which shall then resolve what further action, if any, to take in accordance with the Club’s Disciplinary and Misconduct Policy.

8.4 Every Member must accept the procedures and policies regarding discipline and misconduct as set out in the Club’s Disciplinary and Misconduct Policy (see Appendix 4).

8.5 Where a disciplinary or misconduct matter concerns the activity of an outdoor bowling Member, the Club adopts and follows the procedures set out in Bowls England Regulation 9 including any subsequent amendments or replacement regulations. Outdoor bowling Members of the Club agree to comply with any applicable sanctions recommendations or decisions properly imposed by Bowls England or the County association.

8.6 All Members shall be deemed to have made themselves familiar with and agreed to be bound by the UK Anti-Doping Rules and to submit to the authority of UK Anti-Doping in the application and enforcement of the Anti-Doping Rules. The UK Anti-Doping Rules apply to all outdoor bowling Members for a minimum of 12 months from the commencement of membership, in accordance with Bowls England’s Rules & Regulations whether or not the member is a citizen of, or resident in, the UK.

8.7 Should any Member be suspended or expelled from membership; they shall not be entitled to have any part of their annual subscription or rink fee refunded. Anyone who upon appeal is finally expelled from membership must return any property they hold belonging to the Club and shall arrange for the collection of any personal belongings from the Club. Anything not collected within one (1) month from the date of the expulsion may be disposed of by the Company as it thinks fit.

Visitors to the Club

9.1 At the Club’s discretion, exercised fairly and consistently and subject to these Rules, Member may introduce visitors to the Club, provided that the Member accompanies the visitor and remains responsible for their conduct while they are on the Club’s premises. Visitors shall comply with the Club’s Rules and any reasonable instructions given by the Club’s officers or staff. A visitor may be supplied with alcohol by or on behalf of the Club for consumption only on the Club’s premises. A visitor shall not be entitled to exercise any of the rights or privileges of Club membership.

9.2 The members and their guests of another club affiliated to the national sporting body to which the Club is also affiliated, who attend the Club for the purpose of representing or supporting their club in sporting competition against the Atherley may be supplied with alcohol by or on behalf of the Club for consumption only on the Club’s premises.

9.3 Persons attending a social gathering, meeting, luncheon or similar event held in a room hired from the Club for that purpose may also be admitted to the Club and supplied with alcohol by or on behalf of the Club, provided that the alcohol is consumed only on the Club’s premises. The sale and supply of alcohol at such events shall be incidental to the primary purpose of the event.

Atherley Bowls and Social Club.

Last Review: September 2026

APPENDIX 1

Atherley Bowls and Social Club
Privacy Policy

1 This Privacy Policy explains how Atherley Bowls and Social Club Limited uses and protects its members’ personal data and how it complies with its obligations under applicable UK data protection legislation. Throughout this document, Atherley Bowls and Social Club Limited is referred to as the “Club”, “we” or “us”. The terms “member”, “you” and “your” refer to all categories of membership of the Club.

2 The Club processes members’ personal data on one or more lawful bases permitted under UK data protection legislation, depending on the nature and purpose of the processing. These may include the Club’s legitimate interests, the performance of its contractual relationship with members, compliance with legal obligations and, where appropriate, the member’s consent. The Club will only process personal data where it has a lawful basis for doing so.

3 When you join the Club or renew your membership you provide us with personal information about yourself including, but not limited to, your:

name, postal and email address
contact telephone number(s)
date of birth or age bracket if under 18 years, or likely to enter age-related competitions
details of next of kin, or legal guardians where appropriate.

4 We respect members’ right to privacy, and aim to be as open as possible with our members about what data we collect, why we need it, and how we deal with it. We will never sell personal data to any third party or use it for general marketing. We will ONLY ever use the personal data you provide us for the purpose of the orderly management of Club affairs including but not limited to

sending you notices required under the Club’s Articles of Association about Annual or Special General Meetings
arranging games of bowls, snooker, pool, darts, and other Club sporting or social activities,
managing members’ subscription fees and other payments owing to the Club.

5 To fulfil these purposes, your contact information (title, gender, name, phone number, email) may be made available to:

other Atherley Club members, usually through restricted access to the members area of our website, or on Club internal notice boards and, where applicable,
official bowls, or other sporting organisations to which the Club is affiliated. Additionally, the age and date of birth from competitors’ application forms may be passed to regional and national organisations for those members applying to participate in age restricted local regional and national competitions.

6 We may also ask members for relevant health information, which is classed as special category personal data, for the purposes of your health, wellbeing, welfare and safeguarding whilst on the Club’s premises. Where we hold this data, it will be with the explicit consent of the participant or, if applicable, the participant’s parent or guardian.

7 Postal addresses may be used by the Club’s management for correspondence purposes and will be shared with members only where there is an appropriate and legitimate need to do so. We will NOT otherwise share any personal information with anyone else except in circumstances where it may be required by law or be necessary for the prevention or detection of crime.

8 Historic competition information is maintained for the purpose of arranging and validating eligibility for future competitions. Historic subscription and other payment information is maintained to record and update each member’s financial transactions with the Club.

9 Where appropriate anonymised data concerning the membership profiles of the Club may be shared with governing bodies of the sports defined in the objects of the Company’s Articles (e.g. EIBA and Bowls England) as well as with either other organisations that have legitimate dealings with the Club, or with a funding partner as a condition of grant funding. Where information is genuinely anonymised so that individuals cannot reasonably be identified, it is no longer considered personal data for the purposes of UK data protection legislation.

10 All information about you is held on several databases of our various membership and business management and electronic point of sales (EPOS) software, and occasionally, as necessary, on paper records. Records are kept for a period based on how long the information is necessary for the purpose for which it was obtained up to a usual maximum period of seven years, and are then destroyed or erased from our computer files. Access to all our computer files is password-protected, and restricted to those Board members and staff who need access to it to perform their duties. Paper files are kept securely by the Board either on or off the premises as appropriate.

11 Lists of the names of members may be displayed from time to time on Club notice boards for bowling and social purposes. Competition entrants’ names appear on the competition schedules posted within the Clubhouse and on our website. The historic record of competition winners may be recorded on our honours boards within the Club.

12 We use door entry records and 24-hour CCTV monitoring for the security of members and their belongings, and to protect the assets and premises of the Club. Recorded images are kept for a period of 28 days and are then automatically deleted unless they are relevant to Police inquiries or to Club disciplinary investigations.

13 Our Club membership cards issued to every member record details about their attendance at the Club as well as financial transactions carried out at the Club bar via our EPOS system. Members may at any reasonable time request a paper copy of their personal transaction data as recorded by EPOS.

14 We do NOT hold, and have never held, any banking details that would enable the Club to access to your bank account directly. In common with standard UK retail practice, we process all credit and debit card transactions as well as direct debit mandates through regulated UK banks and financial institutions. In some cases, we may pay you money we owe you via BACS transfers using sort codes and account number(s) you have given us.

15 The Club routinely seeks to keep personal information accurate and up-to-date. The obligation rests however with individual members to inform the Club of any changes to their personal details (name, address, phone number, etc.), and any other change of membership category, or their resignation. At all reasonable times members have the right to request a copy of the records the Club holds about them. Members should request this information in writing, by post or email to any Board member of the Club.

16 Members have a right to object to the processing of their personal data as explained in this Privacy Policy and may choose not to share their personal data with us. However, in doing so they must accept that the Club may not be able to register or administer their membership and they must accept that any limitations they impose on us may restrict their ability to participate in Club activities or to receive official notifications from the Club.

17 We use your information to communicate with you about Club news, sports and social activities and forthcoming events that we think will be of interest to you. We do this on the basis of consent but you can decide at any time to stop receiving these communications by informing the Club.

18 If you have any cause for complaint about the Club’s use of your personal data you should contact the Club’s Board to seek a resolution. Members are encouraged to notify the Club’s management of ways they consider would improve the secure handling and processing of Club data. Every member has, in any event, a right to complain to the UK Information Commissioner’s Office (ICO) about the Club’s conduct in respect of the way it handles the personal data they have provided. You can find out more about your rights under applicable data protection laws from the Information Commissioner’s Office website www.ico.org.uk

19 The Club may amend this Privacy Policy from time to time to reflect changes in legislation, regulatory guidance, Club procedures, or the way in which personal data is processed. Where changes are material, the Club will notify Members as appropriate and will ensure that the revised Privacy Policy remains consistent with applicable data protection legislation.

20 This Privacy Policy applies to the Club’s processing of members’ personal data in connection with membership and activities organised or conducted by the Atherley Bowls and Social Club. Where members represent the Club in external competitions or tournaments, their personal data may also be processed by the relevant organising bodies. Members should familiarise themselves with the privacy policies of those organisations. Where members enter external competitions or tournaments as individual competitors, they are responsible for considering the privacy arrangements that apply to their participation. The Club is not responsible for the processing of personal data carried out independently by external organisations or for data breaches outside the Club’s control.

21 The Club operates various social media pages and groups. Participation in these is voluntary. Members should be aware that social media providers have their own privacy policies and terms of use, and that information posted on such platforms may be processed by the relevant provider in accordance with those policies. Members should therefore consider the privacy implications before submitting or publishing personal information on the Club’s social media pages or groups.

22 Membership of the Club does not require Members to consent to every form of processing of their personal data. However, by becoming or remaining a Member, Members acknowledge that the Club will need to collect, use, store and otherwise process certain personal data for the purposes of administering membership, conducting Club activities and fulfilling its legal and organisational responsibilities, in accordance with this Privacy Policy and applicable UK data protection legislation.

Atherley Bowls and Social Club.

Last Review: September 2026

APPENDIX 2

The Atherley Bowls and Social Club

Club Code of Conduct

Introduction

1.1 All the sports and social activities we engage in at Atherley Bowls and Social Club (the “Club”) thrive on traditions of fairness, respect, and camaraderie. They should be enjoyed in the friendly safe environment we have always aspire to within the Club. Your sporting activity at the Club should also be in accordance with the various Laws of the Sport and values set out by your relevant National Bodies.

1.2 The responsibility for upholding these values lies with everyone involved, ranging from players, team captains managers, officials, volunteers, coaches and supporters.

1.3 This Code of Conduct reflects our Club’s commitment to creating a welcoming, inclusive and enjoyable environment for everyone within the Club.

1.4 The guidelines within this Code are designed to support a thriving community where everyone feels valued and inspired.

Respectful Behaviour

2.1 The Club expects you to treat everyone with courtesy and respect, regardless of differences in opinion, background or ability.

2.2 You should therefore take care to use positive, respectful language, avoid offensive language, taunting, bullying, harassment or discrimination.

2.3 When taking part in a Club sport as well as demonstrating good sportsmanship at all times, win or lose you should celebrate and congratulate good play and positive behaviour.

Celebrate Our Differences

2.4 As part of our values and ethos as well the Club’s commitment to its status as a Community Amateur Sports Club you should embrace the diversity of our club community and encourage participation from individuals of all backgrounds, abilities, genders and ages

2.5 In doing so be mindful that some disabilities may be hidden - always approach others with kindness and understanding.

Maintain a Safe Environment

3.1 Help create a safe and inclusive space for all, ensure you notify club management of any unsafe conditions you come across.

3.2 Ensure adequate supervision of Under 18s, ensure the right number of adults are present based on the children's age, group size, the activity and their specific needs.

3.3 Report safeguarding concerns promptly to our Club Safeguarding Officer.

Online Conduct

3.4 Communication and interaction between Club Members often involves contact through online social media. When communicating in this way take care to treat others online with the same respect you would in speaking to them face to face.

3.5 Do not send messages or make/interact with posts relating to the Club that could be perceived by others as harmful, offensive or threatening via any media, such as Email, Text, WhatsApp, Facebook and Instagram.

3.6 Do not post content that could bring you, our Club, or any of the sports we provide at Atherley into disrepute.

3.7 Respect Members’ privacy - always seek permission before sharing images or personal information obtained in the course of your Club engagement.

3.8 Do not post content that may be injurious or disrespectful to any other sports and/or social club with which the Atherley engages.

3.9 A breach of this guidance may give rise to disciplinary action by the Club in accordance with its Disciplinary and Misconduct Policy

Our Club, Our Responsibility

4.1 Help us to help you by playing your part to keep the clubhouse clean, safe and welcoming.

4.2 Report any health and safety concerns you have as soon as they arise to Club management.

4.3 Report as soon as possible any safeguarding concerns you have to the Club’s Safeguarding Officer in accordance with our Safeguarding Policy.

Appropriate Attire

5.1 Dress suitably for club events and activities. Whenever you represent the Club in a sporting activity if you look like a team, you’ll feel like a team.

5.2 If you are unsure about dress code expectations, ask a fellow Member - we're here to support each other.

5.3 Be understanding if a teammate or opponent requires flexibility with the dress code, as accessibility or personal circumstances may play a role.

Volunteer Appreciation

6.1 Our volunteers are the heartbeat of our Club, and their dedication makes our enjoyment of what the Atherley has to offer possible. Take time to acknowledge and appreciate their efforts. A simple thank you goes a long way.

Breaches of Conduct

7.1 The Club will always take breaches of this Code seriously. If a Member’s behaviour falls short of these expectations and a complaint is made, we will follow the procedures set out in our Disciplinary and Misconduct Policy.

7.2 You may also be subject separately to the disciplinary and misconduct regulations set out by the National Body of the sport in which you participate.

Acknowledgment

8.1 By being part of our Club, every Member, parent or guardian and supporter agrees to uphold these standards.

Atherley Bowls and Social Club.

Last Review: September 2026

APPENDIX 3

The Atherley Bowls and Social Club

Safeguarding Policy

1. Policy Statement

In accordance with its Rules and Code of Conduct Policy the Atherley Bowls and Social Club (the “Club”) is committed to providing a safe, welcoming and inclusive environment for everyone who participates in bowling and all other sporting and social activities at the Club.

The Club recognises its responsibility to safeguard and promote the welfare of everyone particularly children, young people and adults at risk and is committed to preventing abuse, neglect, discrimination and exploitation in all its forms.

The Club adopts and follows this safeguarding policy and observes all applicable legislation and statutory guidance.

2.Scope

This policy covers all Club activities and applies to everyone, which for avoidance of doubt includes member employee and visitors, whilst on the Club’s premises. It also applies elsewhere whenever people are representing or acting on behalf of the Club.

3. Our Commitments

The Club will:

promote the welfare of children and adults at risk.

treat everyone with dignity and respect.
create an environment where everyone feels safe and valued.
respond promptly and appropriately to safeguarding concerns.
ensure safeguarding concerns are reported in accordance with BE procedures.
Ensure those undertaking regulated activities have the appropriate DBS checks where required by law.

4. Safeguarding Officer

The Club shall appoint a Club Safeguarding Officer who will:

be the first point of contact for safeguarding concerns.
maintain appropriate safeguarding training.
keep appropriate confidential records about safeguarding matters.
report safeguarding matters to the Board of the Club where appropriate, whilst maintaining confidentiality.
whenever applicable notify the appropriate National Body to which the Club is affiliated about the issue so that it can be dealt with in accordance with their guidance and safeguarding procedures.

The Board of the Club will ensure the Safeguarding Officer has sufficient authority and support to carry out these responsibilities.

5. Reporting Concerns

So far as it is covered by the scope of this policy, anyone who has concerns about the welfare or safety of a child or an adult at risk should:

report the concern immediately to the Club Safeguarding Officer.
if the concern involves the Safeguarding Officer, report it directly to the Club Chairperson, or in their absence or recusal to any other Board member.
if a person is in immediate danger, contact the Police by calling 999 before informing the Club.

No one will be criticised or sanctioned by the Club for reporting a genuine safeguarding concern made in good faith.

6. Codes of Conduct

All members, volunteers and officials are expected to:

behave respectfully towards others.
avoid bullying, harassment or discrimination.
respect personal boundaries.
follow Club Rules and its Code of Conduct.

support a culture within the Club where safeguarding concerns can be raised openly.

7. Photography and Social Media

Photographs of children or adults at risk will only be taken or published with appropriate consent. Guidance on the matter should be obtained from the Club’s Safeguarding Officer.

8. Training

The Club will encourage members, coaches and volunteers with safeguarding responsibilities to obtain appropriate safeguarding training provided or recognised by a National Body of the Club to which it is affiliated.

9. Policy Review

This policy will be reviewed periodically by the Board of the Club as and when changes in legislation best practice require.

10. Contact Details

The name of the Safeguarding Officer and his or her contact details will be posted on the Club’s Notice Board located close to the main entrance to the clubhouse.

Atherley Bowls and Social Club.

Last Review: September 2026

APPENDIX 4

The Atherley Bowls and Social Club Ltd

Disciplinary and Misconduct Policy

1. Purpose

1.1 The Atherley Bowls and Social Club (“the Club”) is committed to maintaining a welcoming, safe and enjoyable environment for all its members, visitors, volunteers, employees and participants in the sports and social activities available at the Club. In this Policy the term “Members” refers to every category of membership including social membership set out in the Club’s Rules.

1.2 To achieve such aims the Club expects its Members and those representing the Club to behave with courtesy, respect and consideration towards others and to comply with:

the Club’s Rules and its Club Code of Conduct;
the rules and regulations of the National Bodies and any County Association to which the Club is affiliated relevant to the application of this policy; and
all applicable safeguarding, equality and anti-doping requirements set out in the Club’s Safeguarding Policy.

1.3 This Disciplinary and Misconduct Policy sets out how the Club will deal with allegations of misconduct and disciplinary matters involving Members.

1.4 Where the Club decides at its absolute discretion that the matter constitutes misconduct within the jurisdiction of Bowls England, the process set out in paragraph 6 of this Policy shall apply.

2. Principles

2.1 The Club will deal with disciplinary matters fairly, consistently, proportionately and, so far as is reasonably possible, promptly.

2.2 The Club will seek to resolve minor disagreements and low-level behavioural issues informally wherever it decides this is appropriate.

2.3 The Club will encourage mediation or other appropriate forms of resolution where a dispute may be resolved without formal disciplinary proceedings.

2.4 No member will be subject to a disciplinary sanction without being given a reasonable opportunity to understand the allegation(s) against them and to respond to them.

2.5 Any formal disciplinary hearing will be conducted by persons elected by the Club who are independent of the matter and who have no conflict of interest.

2.6 Decisions will be based upon the evidence available and will be communicated to the parties concerned.

2.7 The Club will maintain appropriate confidentiality throughout the process. Information will only be disclosed to those who need it for the proper handling of the matter or where disclosure is required by law, safeguarding requirements or the rules of the relevant Sporting National Body.

3. What may constitute misconduct

3.1 Misconduct includes, but is not limited to:

serious or repeated breaches of the Club’s Rules or Code of Conduct;
bullying, harassment, discrimination or victimisation;
threatening, abusive, violent, intimidating or offensive behaviour;
inappropriate or offensive language or behaviour on Club premises, or when representing the Club elsewhere;
behaviour which brings the Club into disrepute;
cheating, unfair play or deliberate manipulation of a sporting result;
theft, fraud, dishonesty or misuse of Club property or funds;
deliberate damage to Club property;
serious or repeated failure to comply with a reasonable instruction from a Board Member or an authorised Club officer;
breach of the Club’s safeguarding requirements;
breach of the relevant National Sporting Body’s rules, regulations, or codes of conduct;
conduct which may constitute a criminal offence;
conduct which places another person at risk of harm; or
any other conduct which the Club reasonably considers to be prejudicial to the interests of the Club, its Members generally or the sporting or social activities in which the Club engages.

3.2 The list in paragraph 3.1 is not exhaustive. The Club will in addition have regard to the definition and scope of misconduct contained in current guidance for sports clubs or regulations of relevant sports National Bodies.

4. Complaints of Misconduct

4.1 A complaint alleging misconduct may be made initially by anyone including but not limited to a Member, visitor, or employee of the Club, to any Board Member either verbally or in writing.

4.2 The complaint will then be referred to the Board’s Chairperson who will then normally assume responsibility for handling the complaint.

4.3 If the Chairperson is the subject of the complaint, or has a conflict of interest, or is otherwise unable to deal with the complaint impartially or expeditiously, the complaint will then be dealt with by the Club President or another appropriate competent person nominated by the Club’s Board. That person need not be a Member of the Club.

4.4 The Club will not tolerate complaints that it judges to be knowingly false malicious or made solely to harass intimidate or cause harm and/or detriment to another person. Complaints of this nature may themselves constitute misconduct and may be dealt with as such under this Disciplinary and Misconduct Policy

4.4 Unless the Chairperson or person nominated under the terms of paragraph 4.3 decides otherwise complaints of serious misconduct should be drafted in writing and contain sufficient information to enable the Club to understand:

the nature of the alleged misconduct;
when and where it occurred;
the persons involved;
the names of any witnesses; and
any supporting evidence available.

4.5 The Club will acknowledge receipt of a misconduct complaint and will undertake an appropriate preliminary assessment within ten (10) working days of its receipt.

4.6 The person responsible for the preliminary assessment will determine whether:

the matter is not a disciplinary matter and should be dealt with under another Club procedure, particularly if the matter involves safeguarding concerns that must be dealt with in accordance with the Club’s Safeguarding Policy;
the matter is suitable for informal resolution;
the matter needs to be dealt with by the formal procedures set out in paragraph 9 of this Policy;
in respect of matters relevant to bowling, the matter should proceed under Bowls England Regulation 9; or the matter should be referred to the County Association, Bowls England, the police, a safeguarding authority or another appropriate external body.

5. Informal Resolution

5.1 The Club is committed to proportionate action in respect of allegations of misconduct within the scope of this policy. Not every disagreement or breach of Club Rules or its Code of Conduct will require formal disciplinary action.

5.2 Where appropriate, a minor matter may be dealt with by:

an informal discussion with the member;
advice or guidance regarding expected behaviour;
an informal warning;
an apology or other appropriate restorative action; or
mediation between the individuals concerned.

5.3 An informal approach will not normally result in a disciplinary sanction being imposed.

5.4 The Club may nevertheless keep a confidential record of an informal matter where it considers it necessary, particularly where there is a possibility of repeated misconduct.

5.5 If a complaint cannot be resolved informally or if, at its absolute discretion, the Club decides that informal resolution is not appropriate because the allegation(s) involve more serious misconduct, safeguarding concerns, violence, serious harassment, discrimination, or dishonesty. or other circumstances deemed detrimental to the interest of the Club, then the resolution of the complaint will be escalated to the formal procedures set out in paragraph 9 of this Policy.

6. Bowls England Regulation 9

6.1 In all circumstances where a complaint alleges misconduct by an outdoor bowls Member falling within the scope of Bowls England Regulation 9, including any amendments or replacement regulation in force from time to time, the Club will act in accordance with that Regulation and any associated Bowls England guidance and procedures.

6.3 Where Regulation 9 requires the matter to be dealt with by the County Association or Bowls England rather than by the Club, the Club will refer the matter accordingly.

6.4 The Club will also comply with any decision, sanction or direction properly imposed by Bowls England or the relevant County Association, and will not impose a disciplinary penalty on a Member for misconduct falling within the scope of Regulation 9 other than in accordance with the applicable Bowls England procedure.

7. Safeguarding matters

7.1 Any allegation concerning the safeguarding of a child or adult at risk will be dealt with in accordance with the Club’s Safeguarding Policy.

7.2 Safeguarding concerns will not be dealt with simply as an ordinary disciplinary matter where referral to a National Sporting Body, the police or another statutory agency is required.

7.3 The Club will take appropriate steps to protect individuals while a safeguarding matter is being investigated.

7.4 Any temporary restriction or suspension imposed for safeguarding or protective reasons will be used only where necessary and will be reviewed appropriately.

8. Suspension pending investigation or hearing

8.1 Suspension of a member is considered by the Club to be a serious measure and will not normally be imposed merely because an allegation of misconduct has been made.

8.2 The Club may however decide at its absolute discretions that the circumstances require temporary suspension or restriction of a Member's participation in any or all Club activities.

8.3 Any such temporary suspension or restrictions will be for protective or procedural purposes and will not be treated as evidence that the allegation has been proven.

8.4 In taking action to suspend a Member pending investigation or hearing the Club will if applicable act in accordance with the appropriate National Sports Body guidance and any safeguarding requirements imposed by such Body.

9. Club Disciplinary Hearings

9.1 Where a formal Club disciplinary process falling outside the scope of Bowls England Regulation 9 is deemed necessary the Club shall within fourteen (14) days of receipt of the complaint appoint an independent disciplinary panel (the “Panel”) of not fewer than three (3) Club Members, one of whom will normally be either the Club Chairperson, Club President, or another Board Member, to resolve the complaint made under this policy. None of the Panel shall have had any previous involvement or material knowledge of the conduct under review.

9.2 A Panel hearing will be convened, ordinarily at the Club, at the earliest mutually agreeable time and date. In the event of the Member(s) against whom a complaint has been made failing to agree to an appointment within a reasonable timeframe, the Panel will determine the hearing date at its sole discretion.

9.3 In the event of those Members failing to attend a Panel hearing without a valid reason, the Panel may proceed to hear and determine the matter in their absence.

9.4 The Member(s) required to attend the hearing will be given appropriate notice of

the allegation or allegations;
the basis of the allegation;
the date, time and location of the hearing;
the procedure to be followed; and
the evidence to be considered;

9.5 The Member(s) concerned will be given a reasonable opportunity to prepare their response to the complaint made against them and shall be entitled to make personal or written representations to the Panel and to be accompanied to any meeting with the Panel by a friend or representative. In all other respects the procedures for the hearing shall be at the discretion of the Panel who may ask questions of the parties and any witnesses attending and may seek further information where necessary.

9.6 The Panel will consider the evidence objectively and will reach its decision in accordance with the standard of proof required by natural justice. The Panel’s findings shall be given in writing to the parties concerned within a reasonable timeframe following the conclusion of the Panel hearing(s).

9.7 Where an allegation is upheld against a Member, the Panel may impose an appropriate sanction, which depending upon the seriousness and circumstances of the misconduct, may range from:

no further action;
an informal or formal warning;
a requirement to undertake specified corrective or restorative action;
restriction from particular Club activities;
suspension from Club membership or participation in any or all Club activities;
termination of Club membership.

9.8 Any sanction must be proportionate to the seriousness of the misconduct and take account of relevant circumstances, including whether there has been previous misconduct.

9.9 A Member who remains aggrieved at the Panel’s findings made in accordance with paragraph 9 of this Policy may then, and only then, require the Club to call a Special General Meeting in accordance with the Articles to enable Members to decide the matter. The Club at its sole discretion may allow for proxy voting by Members to take place. Any voting on resolutions at the meeting shall be decided by ordinary majority of those Members attending the meeting and entitled to vote together with any valid proxy votes if applicable. The decision(s) of that Special General Meeting shall be final and binding on all parties.

9.10 For complaints dealt with under Bowls England Regulation 9 as referred to in paragraph 6 of this Policy, the Club will not impose a sanction which is inconsistent with the requirements of that regulation.

10. Criminal allegations

10.1 Where an allegation may constitute a criminal offence, the Club may, where it considers it lawful or appropriate to do so, report the matter to the police and/or any other relevant authority.

10.2 The Club will not undertake action pursuant to this Policy which on legal or Police advice could interfere with or prejudice a criminal investigation.

10.3 The Club will seek appropriate legal advice and/or guidance from the Police as to the extent to which it may take appropriate safeguarding or disciplinary action during the existence of a criminal investigation or prosecution against a Member.

11. Records

11.1 The Club will keep appropriate confidential records of disciplinary matters.

11.2 Records will include, where appropriate:

the complaint;
correspondence;
evidence and witness statements;
records of meetings or hearings;
the decision;
any sanction imposed; and
any appeal documentation and its final outcome.

11.3 Records will be retained only for as long as reasonably necessary and will be handled in accordance with the Club's Data Protection Policy and applicable data protection legislation.

12. Employees

12.1 This Policy applies to Club Members and misconduct arising within the Club's membership structure.

12.2 Disciplinary matters concerning Club employees will normally be dealt with in accordance with the employee’s employment contract and/or applicable employment law.

12.3 Where an employee is also a member of the Club, the Club will consider whether the matter falls within either or both employment and sporting disciplinary arrangements.

13. Review

13.1 This Policy will be reviewed periodically by the Board or whenever there is a material change to national disciplinary, safeguarding or governance requirements.

Atherley Bowls and Social Club.

Last Review: September 2026