Guidance and Templates
In this section of the website you will find information, guidance and templates to support clubs in the following areas:
Governance – Constitution, legal structure and template disciplinary procedure
The Club Committee – Function of a club committee and template role descriptors
Club Development Plans – Toolkit and templates to assist clubs with creating a club development plan
Data Protection – Briefing paper and templates
Your club should have an appropriate legal status and structure to be able to deliver the club's vision. Most bowling clubs will be an unincorporated association governed by a constitution. More information on legal structures can be found here.
The committee needs to be conscious of the standards it should operate to, and of its role in exercising appropriate and effective control of the club through policies, procedures and practices.
A constitution is a guiding document that presents the objectives of the club and clarifies the rules that are in place at the club. It is a basic document which helps to ensure smooth and proper running of club affairs.
Constitution Guidance Notes
What to include in a constitution
A constitution must include the following items:
1. Open to all clause – updated to Equality Act 2010.
Membership is open to all and no application for membership will be refused on other than reasonable grounds. There will be no discrimination on grounds of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, sexual orientation, political or other opinion.
2. Dissolution Clause
Please note that the wording of the “dissolution” clause should read:
If upon winding up or dissolution of the Club there remains after the satisfaction of all debts and liabilities any property whatsoever this shall be transferred either to any association to which the Club is affiliated or, to some other organisation or organisations having objects similar to the Club. This organisation shall be determined by the members of the Club by resolution passed at a General Meeting.
What not to include in a constitution
- A separate male and female membership.
- Require a proposer and seconder for a membership application.
- Post prospective members details on a noticeboard.
Clubs should not wait until a complaint/grievance arises before thinking about what to do and how to handle the grievance.
This template disciplinary procedure should be used as a guidance document and should be adapted by clubs to suit their own particular needs and situation.
The Club Committee
What is a committee?
A group of people with shared values and an appropriate mix of skills, knowledge and experience to help achieve the club’s goals and objectives.
‘A group of people appointed for a specific function by a larger group and typically consisting of members of that group’ (Oxford Dictionary)
The larger group referenced above is the membership. The committee are elected by the membership (usually at the AGM) to represent them and make decisions on the clubs behalf, for the benefit of the club.
Why are committees important?
Having a structured and well-run committee is vital to achieving the goals and objectives of the club.
Template committee role descriptors
Committee roles will be determined by the governing documents of the club.
Template committee role descriptors can be found below:
Child and Wellbeing Protection Officer
Generic Committee Member
Club Development Plan
For clubs to develop and grow it is important to understand the following:
- Where they are now?
- Where do they want to go/be?
- How will they get there?
Bowls Scotland has produced a club development plan toolkit which includes guidance on creating a club development plan, along with a template for clubs to use.
In addition to this we also have a one page plan which is ideal for clubs to use as a stepping stone from having no plan to creating a more in-depth club development plan.
GDPR (General Data Protection Regulation)
The General Data Protection Regulation (EU) 2016/679 will directly apply in EU member states from 25 May 2018. The GDPR will govern how organisations use personal data and increase the protection of individual’s privacy. There will also be a new UK Act to replace the Data Protection Act 1998.
Clubs will be “controllers” of personal data (for example, name, address, date of birth) that they collect, store, use, share and delete (this is known as “processing” of personal data). Clubs will process personal data of their members, parents, volunteers, committee members, etc. The GDPR will apply to clubs, regardless of size.
For further guidance on the implications of GDPR for your club please download and read the GDPR Briefing Paper prepared by Harper Macleod LLP, on behalf of sportscotland, to support sports clubs.
Harper Macleod LLP have also prepared a number of resources to support sports clubs in preparing for the implementation of GDPR and these can be found below:
Template Privacy Notice Wording
Template Privacy Notice for Members
Template Privacy Notice for Employees
Guidance Notes for Data Processing Templates
Template Data Processing Agreement
Example Data Processing Clause
Please note that Bowls Scotland do not have an expert resource on GDPR and these resources are compiled by legal firm Harper Macleod LLP, in conjunction with sportscotland.