BY-LAWSof the MERRIWA AFA BOWLING CLUBApproved AGM May 2021NOTE: These By-Laws are to be read in conjunction with the Rules of the Merriwa AFA Bowling ClubI N D E X BY – LAWS Page No
1. By-Laws 32. Definitions 3-43. Club Management Committee 4-54. Duties and Responsibilities of Committee Post Holders 55. Behaviour 56. Duty of Care 57. Children 5 7. Children 59. Conduct on Greens 610. Club Competitions 6-711. Prizes and Trophies 712. Smoking 713. First Aid 714. Proxy Voting 715. Club Internet Web Site 8Duties of the Club President Appendix 1. 9Duties of the Club Vice President. Appendix 2 10Duties of the Club Secretary Appendix 3. 11-13Duties of the Club Treasurer Appendix 4. 14-15Duties of the Greens Sub-Committee Appendix 5. 16 Duties of the Membership/ Sponsorship/Club Development Sub-Committee Appendix 6. 17-18
Duties of the Social/Fundraising Sub-Committee Appendix 7. 19
Duties of the Men’s Bowls Captain Appendix 8. 20-21
Duties of the Ladies Bowls Captain Appendix 9. 22-23 Duties of the Selection Sub- Committees Appendix 10. 24-26
Duties of the Match Sub-Committees Appendix 11 27-29
Match Responsibilities for Social Bowls Appendix 12 30-31Match Responsibilities for Championship Bowls Appendix 13 32-34Greens Management Policy – TBA Appendix 14 35Table of AmendmentsMERRIWA AFA BOWLING CLUBBY – LAWS
1. BY-LAWS
1.1 The Club Management Committee may make by-laws, providing they are not inconsistent with the provisions of the Rules of the Merriwa AFA Bowling Club.a) For regulating the conduct of members and their use of greens or other Club equipment or facilities;b) To provide for the proper carrying out of the operations and procedures of the Club and may amend or revoke any by-law.1.2 A by-law may be made, amended or revoked if:a) A resolution is passed by the Club Management Committee for the purpose which clearly indicates that the intent of the resolution is to make, amend or revoke a by-law as the case may be;b) The resolution is agreed to by at least four Club Management Committee members irrespective of the number present at the meeting at which it is passed, and the minutes record the names of the Club Management Committee members who voted for the resolution; andc) A notice is placed on the Club notice board within seven days of the date of the meeting giving details of the by-law, amendment or revocation. The notice shall remain on the notice board for a minimum of 21 days.
1.3 A by-law, or an amendment or revocation, becomes effective seven days after the date of the Club Management Committee meeting at which it was passed or at such later date as may be specified in the bylaw, amendment or revocation.
1.4 A by-law, or the amendment of a by-law, may be revoked at any time by special resolution passed at an Annual General Meeting or Special Meeting providing a notice of motion has been given for this purpose.2. DEFINITIONS2.1 In construing these By-Laws, unless the context or such otherwise indicates or requires:• “The Club” means the Merriwa AFA. Bowling Club ;• “The Club Premises” means all land and buildings and structures there-on of which the Club is the bona-fide occupier;• “The Club Management Committee” includes the President, Vice Presi-dent, Secretary, Treasurer, Captain Men’s Bowls, Captain Ladies Bowls, Greens Chairperson, Membership/Sponsorship/Club Development Chairperson, and the Social Fundraising Chairperson or persons temporarily fulfilling any of these positions:• “Bowls Committee” includes members as shown under the Men’s and Ladies Bowls Committees Section 3.
• “Sub-Committee/s” includes those members as described in these By- Laws.• “The Club” is formed as a Branch without charter of the Australian Flying Corps and Royal Australian Air Force Association (WA Division) Incorporated.• “WABA” is the Western Australian Bowling Association trading in the name of Bowls W.A• “RAAFA” is the Australian Flying Corps and Royal Australian Air Force Association (WA Division) incorporated.• Gender – Unless a contrary intention appears, words importing mascu-line gender include the feminine gender.3. CLUB MANAGEMENT COMMITTEEPresident (Executive Committee/Finance Committee)Vice – President (Executive Committee/Finance Committee)Secretary (Executive Committee/Finance Committee)Treasurer (Executive Committee/Finance Committee)Captain Men's BowlsCaptain Ladies BowlsGreens ChairpersonMembership/ Sponsorship/Club Development ChairpersonSocial/Fundraising Chairperson
3.1 The Club Management Committee is permitted to amend at any time the number of members of each Sub-Committee, the title of each Member as well as the duties of all Sub-Committee Members. Any changes must be updated when they occur in the Club By-Laws.
Men's Bowls Committee (9 to 11) Ladies Bowls Committee(9 to 11) Sub-Committees (8)
Captain Captain Match Sub-Committee (4)Selection Sub-Committee (3 to 5)Club Delegate(Appointed by Club Management Committee) Match Sub-Committee (4)
Selection Sub-Committee (3 to 5)Club Delegate(Appointed by Club Management Committee) Greens - ChairpersonSub-Committee (3)
Social/Fundraising ChairpersonSub-Committee (3)
Membership/Sponsorship/Club Development Chairperson Sub-Committee (2)
NB: Members may serve on more than one sub-committee.
4. DUTIES AND RESPONSIBILITES OF COMMITTEE POST HOLDERS The duties and responsibilities of the Merriwa AFA Bowling Club Management Committee post holders are detailed in the appendices 1 to 12 to these by-laws. 5. BEHAVIOURMembers and their guests must at all times conduct themselves in a gentlemanly / ladylike manner.6. DUTY OF CAREThe Club Management Committee’s shall at all times be cognisant of the duty of care to all players and spectators.7. CHILDREN7.1 Children must at all time:a) Be under the control of a parent, guardian or responsible adult member of the club;b) Conduct themselves in a manner so as not to interfere with the proper functioning of the Club;c) Refrain from entry onto the greens unless under instruction by a member of the Club.7.2 Parents, guardians or adult members bringing children onto Club premises will be held responsible for their behaviour and may be directed to leave the premises by a member of the Club Management Committee if any child is contravening Clause 4.1 above.8. ATTIRE
8.1 Competitors and officials participating in State Events, Pennant Matches (including Bankers), Club Championships, sponsored events and Gala days shall wear regulation attire (Club Colours). Vacant rinks on these greens are not to be used for any other purpose.
8.2 Members may use a vacant green not being used for these events and approved for practice, roll-ups or coaching, providing they wear neat, clean and tidy attire.
8.3 The Club Management Committee may designate the attire to be worn for particular events.
9. CONDUCT ON GREENS:
9.1 Every member of the Club whether on home greens or competing on another Club’s greens shall behave in a manner that is not prejudicial to the image or good standing of the Club.
9.2 To ensure the good conduct of members, any member of the Club Management Committee, Sub-Committees, or the Umpire of the Day have the power to approach a member whose conduct or behaviour is unsatisfactory.
a) To remind that person of their obligations as a Club member.
b) To request that person to vacate the greens, or to take whatever action the Committee member may feel is appropriate to the circumstances.9.3 At no time is it permissible to take drinks of any kind whatsoever onto the Greens, except in the case of medical emergency.9.4 A full written report of any incident must be submitted to the President and/or Secretary within 24 hours of the event where practicable but no later than 48 hours. 10. CLUB COMPETITIONS
10.1 Unless the Bowls Committee otherwise decides, the WABA By-Laws shall govern all contests of bowls. 10.2 Notices inviting entries for competitions shall be posted on the Club Notice Board,
a) For general competitions at least seven (7) days prior to the competition date.
b) For Club Championships or Sponsored Events at least twenty one (21) days prior to the date the competition is scheduled to be played.c) The notice shall specify a date or dates of play, anticipated time of the day, and conditions of play which must be adhered to and shall not be altered except for reasons beyond the control of the Bowls Committee.
10.3 Should a member be unable to play a competition match on the scheduled date, arrangements can be made to play the match at any time prior to the next round match. The only exception is the finals of the competition which must take place on the prescribed day.11. PRIZES AND TROPHIES11.1 All prizes and trophies shall, unless otherwise prescribed by the donor of the trophy for such competition, be competed for under such terms and conditions as the Bowls Committee may determine.11.2 The Bowls Committee shall notify members of the club of a donation or trophy competition by notice on the Club Notice Board. Where possible the donor of the trophy for a competition shall be notified by the Club Secretary of the time of play and presentation for the final.12. SMOKING 12.1 In compliance with Health Regulations, no member or his guest shall smoke tobacco products within the confines of the Club Rooms. A member shall be responsible for his guests.12.2 Smoking is not permitted on the greens.12.3 A smoking designated area has been made available under the flagpoles.
13. FIRST AID13.1 A basic First Aid kit is maintained on the wall in the Club Rooms. First Aid should only be rendered by persons qualified to do so.13.2 A room is maintained in the Club Rooms for persons feeling unwell and wishing to rest.13.3 The First Aid kit shall be maintained by the Treasurer through St John Ambulance on a regular basis.
13.4 Procedures that Members need to follow when anyone on the Club premises requires medical attention should be shown on the Club notice board.
14. PROXY VOTINGThe Club does not make an allowance for Proxy voting, Postal Voting is provided for.
15. Club Internet Web Site12.1 The Club web site is to be used to communicate to members • Major events, • Team placements, results, • Milestones in the club,• Member profiles – as required,• Major notices and reports from the management committee, • Promote the club to prospective members with contact information, and• The names of the Club Sponsors312.2 It must always reflect • Goodwill and club harmony, • The agreed aims and objectives of the Club.
MERRIWA AFA BOWLING CLUB BY-LAWS APPENDIX 1.DUTIES OF THE CLUB PRESIDENT1. The President is the Principle Officer of the Merriwa AFA Bowling Club and has overall responsibility for the Merriwa AFA Bowling Clubs administration.2. The President sets the overall annual committee agenda (consistent with the views of members), helps the committee prioritise its goals and then keeps the committee on track by working within that overall framework. At the operational level, the major function of the President is to facilitate effective committee meetings.
3. The President is elected by the Merriwa AFA Bowling Club members and is responsible for representing the views of the Merriwa AFA Club members.4. Responsibilities and Duties
4.1 The President/Chairperson should:
a) Chair committee and/or executive meetings, and holds a casting vote only.b) Chair the annual general meeting and any special meetingc) Represent the club/group at local, regional, state and national levelsd) Act as a facilitator for club/group activitiese) Ensure the planning and budgeting for the future is carried out in accordance with the wishes of the members.f) Be a co-signatory for the club’s financial accounts.g) Is an ex-officio member of all committees, and should attend at least one meeting per month.h) Attend RAAFA By -Monthly Sub Branch meetings.i) Attend Bowls WA Presidents Forum as required.j) Ensure that a smooth transition/handover is effected from retiring to new President.5. Knowledge and Skills Required
5.1 Ideally the President/Chairperson is someone who:
• Can communicate effectively.• Is well informed of all organisation activities.• Is aware of the future directions and plans of members.• Has a good working knowledge of the Rules, rules and the duties of all office holders and subcommittees.• Is a supportive leader for all of Club members.
6 The estimated time commitment required as the President of the Merriwa AFA Bowling Club is estimated to be 10-15 hours per week. 7. The President is elected annually.
MERRIWA AFA BOWLING CLUB BY-LAWS APPENDIX 2.DUTIES OF THE CLUB VICE – PRESIDENT
1. The Vice- President will carry out the duties of the President during absences of that post holder.2. The Vice-President may be asked to carry out specific tasks and undertaking as agreed with the Management Committee.3. The Vice-President is an ex-officio member of all committees, and should attend at least one meeting per month.4. The Vice President shall report to the President.5. The Vice-President will carry out the welfare function of the club advising the Club Management Committee on Sickness and Death of members.5. The estimated time commitment required as the Vice - President of the Merriwa AFA Bowling Club is estimated to be 10-15 hours per week. 6. The Vice -President is elected annually.
MERRIWA AFA BOWLING CLUB BY-LAWS APPENDIX 3.DUTIES OF THE CLUB SECRETARY
1. The Secretary is the principal administration officer of the Merriwa AFA Bowling club. This person provides the coordinating link between members, the management committee and outside agencies.2. Responsible To2.1 The secretary is directly responsible to the President of the Merriwa AFA Bowling Club.3. Responsibilities and Duties
3.1 The Secretary should prepare and maintain records for:3.1.1 Meetings
• Prepare the agenda for club meetings in consultation with the Chairperson;• Make arrangements including venue, date, times and hospitality for club meetings;• Convene and send adequate notice of the meetings;• Collect and collate reports from office bearers;• Provide the committee members with a list of inwards/outwards correspondence;• Put up notices to call for and receive nominations for committees and other positions for the club AGM; paying particular attention to the time-lines involved,• Arrange for the appointment of a Returning Officer, and liaise with this officer,• Send each member a ballot paper if required,• Take the minutes of Club Management Committee meetings;• Write up the minutes as soon as possible after the meeting;• Print /distribute and file minutes of meeting, including a copy to RAAFA Bull Creek; the Merriwa Estate Manager, and• Maintain a file with details of resolutions passed.
3.1.2 Membership
• Process applications for new membership, by• Receiving forms and checking for correctness;• Raising a check list for each membership application;• Displaying application forms on the club notice board for the appropriate period;• Sending letters to the applicant advising date of next Club Management Committee meeting, and also the outcome of that meeting;• Maintain registers of members’ names, addresses and telephone numbers;• Maintain a list of all members and show the class of membership;• Maintain a list of the Club membership numbers; and• Notify all members when the annual bowling club membership fees are due. 3.1.3 Capitation
• Receive the annual membership list from WABA, and• Check for correctness and advise WABA of changes;• Advise WABA of members transferring from other club;• Advise WABA of members not capitated; and• Pass WABA invoice for capitation to the Treasurer for action.• Receive and complete the monthly capitation return from WABA.

3.1.4 Maintenance of Other Records• Maintain a record of all Club Championships;• Maintain the Club Honour Boards;• Maintain the RAAFA Branch Forum file;• Maintain a list of contacts names and addresses;• Maintain a register of qualified coaches and umpires, and advise them of renewals.• Maintain files of legal documents such as Rules, leases and titles; • Maintain a file with details of the Club Management Committee members, past and present, and send a copy to RAAFA Bull Creek each year.
3.1.5 Other Duties and Responsibilities
• Read, reply and file correspondence promptly;• Purchase office equipment and supplies;• Liaise with the selection committees on matters raised by WABA on pennant issues relating to submission of results;• Receive, read, print and distribute(as required) information received from WABA by either email or post;• Act as the public officer of the Club liaising with members of the public, affiliated bodies and government agencies.• Process transfer applications;• Represent your Club at meetings, when required;• Communicate information between WABA and club members, such as event deadlines;• Is an ex-officio member of all committees, and should attend at least one meeting per month.• Act as signatory for Club accounts and cheques;• Ensure that a smooth transition/handover is effected from the retiring to the new Secretary.• Carry out other duties as agreed with the Club Management Committee.
4. Rules
4.1 The Secretary must be thoroughly alert to the legal and Rules and requirements of the Merriwa AFA Bowls Club, and WABA. The Secretary should have a copy of the Rules and By-laws always on hand to ensure that the Club Committee is always acting appropriately.

5. The estimated time commitment required as the Secretary of the Merriwa AFA Bowling club is between 20 – 25 hours per week.
6. The Secretary is appointed annually.
MERRIWA AFA BOWLING CLUB BY-LAWS APPENDIX 4.DUTIES OF THE CLUB TREASURER
1. The Treasurer is the principal financial management officer for the Merriwa AFA Bowling Club.2. Responsible To
2.1 The Treasurer is directly responsible to the President of the Merriwa AFA Bowling Club.3. Responsibilities and Duties
3.1 The Treasurer should maintain and provide for audit the following records:
3.1.1 Income
• Keep a proper record of all monies received or receivable• Ensure that the fees and collectables that have been approved by the Club Committee, are accounted for.• To control the issue of “vouchers” to the “POTS” winners and to make a • Claim on the Sponsor for the reimbursement under the Sponsorship agreement(s) for the vouchers issued.
3.1.2 Expenditure
• Seek approval/confirmation from the Club Management Committee for all expenditures;• Obtain confirmation of invoices for receipt of goods and check costing, before payment is made;• Ensure that all goods received are checked before payment can be made; and• Ensure purchasing procedures are in place, and applied to purchases made on behalf of the Club.• To establish procedures for the collection of data in relation to charges made by RAAFA particularly in respect of Pennant & Bankers catering for home games, the mileage records for the bus used by the Club for away trips for Pennants and/or matches.
3.1.3 Banking
• Ensure that all monies received are banked and accounted for promptly;• Receive and reconcile monthly bank statements;• Arrange and maintain Internet banking facilities; and• Ensure that signatory records are maintained and up to date.
3.1.4 Budget Planning
• Prepare an annual budget forecast for approval by the Club ManagementCommittee in either March or April of each year. Revise the budget forecast as necessary in conjunction with the Club Management Committee.
3.1.5 Investment Account
• Maintain a record of investment (s);• Advise the Club Management Committee when funds are available for investment;• Advise the Club Management Committee of the need to withdraw funds to meet liabilities; and
3.1.6 Other Duties
• Present financial reports monthly to the Club Management Committee;• Prepare records for the annual audit, and assist the auditor as necessary; • Liaise with all Committees on matters relating to cash floats, expenditure, receipts and payment of goods.• Administration of locker keys.• If assistance is needed to process collections or any other aspect of the Treasurer’s duties, then arrangements should be made through the Club Management Committee for an assistant to be co-opted, and the Treasurer should define the duties to be carried out, and for what period the assistance is required.• Ensure that a smooth transition/handover is effected from the retiring to the new Treasurer.4. Knowledge and Skills Required
4.1 Ideally the Treasurer is someone who is:
• Has had previous experience in Accountancy or Bookkeeping• Well organised• Able to allocate regular time periods to maintain the books• Able to keep good records• Able to work in a logical orderly manner• Aware of information, which is needed and to be kept for the annual audit

5. The estimated time commitment required as the Treasurer of the Merriwa AFA Bowling club is about 10 hours per week.
6. The Treasurer is elected annually.
MERRIWA AFA BOWLING CLUB BY-LAWS APPENDIX 5.DUTIES OF THE GREENS CHAIRPERSON SUB-COMMITTEE
1. The Chairperson of this sub-committee must have a clear understanding from the Club Management Committee of the objectives and direction for their area of responsibility.2. The Chairperson of this sub-committee will report to the Vice- President.3. The role of the Greens Sub-Committee is to maintain and enhance the greens, to maintain the greens furniture in sound and well painted condition, and preservation when not in use.4. Specific duties of the Greens Chairperson will be:• To be the liaison officer with the Estates Manager in meeting the requirements of the Club Management Committee for all match and practice requirements;• To liaise with all Selection and Match Sub-Committee Chairpersons to determine their greens requirements. • At the beginning and end of the bowling season ensure that all shades are erected / removed for storage as the weather dictates.• Attend meetings of the Club Management Committee and to make reports on the condition of the greens • On Pennant/Championship days ensure that rinks are correctly marked, ditches cleaned and freshly raked. • To ensure that the Greens Status Board are amended daily.
MERRIWA AFA BOWLING CLUB BY-LAWS APPENDIX 6.DUTIES OF THE MEMBERSHIP/SPONSORSHIP/CLUB DEVELOPMENT SUB-COMMITTEE
1. The Chairperson of this sub-committee must have a clear understanding from the Club Management Committee of the objectives and direction for their area of responsibility.2. The Chairperson shall be responsible to the Club Treasurer.3. The Membership/Sponsorship/Club Development Chairperson shall have the specific duty to administer the conduct of his Sub-Committee.4. The Chairperson of this sub-committee will attend meetings of the Club Management Committee and make reports on the progress of the Sub-Committee and the projects undertaken or completed.5. The role of the Membership/Sponsorship/Club Development Sub-Committee is to liaise with potential sponsors, to actively seek new members to the club, and ensure that new members are properly inducted into the club.6. Having had the objectives and direction set by the Club Management Committee, the Membership/Sponsorship/Club Development Sub-Committee under the leadership of the Chairperson should prepare a project plan for the forthcoming year. To assist in planning the activities the sub-committee should follow the broad guidelines below for each of their areas of responsibility.
7. Membership. • The sub-committee should develop a membership plan, being guided on the number of members being sought to replace or supplement the existing club membership.
• In conjunction with the Club Captains and Coaches establish a formal induction programme for new members.
8. Club Development. • The responsibility for welfare matters ensuring that appropriate cards or notes are sent to members in time of sickness of bereavement. • The provision and sale of: club shirts, badges, hat bands and other miscellaneous equipment.• Maintain the First Aid kit located in the club rooms.• To liaise with qualified coaches to provide coaching sessions as required• To liaise with qualified Umpires to set up an umpire’s panel.9. Sponsorship.
• To make contact with existing sponsors and establish their continuing support. • Seek out potential new sponsors as directed by the Club Management Committee.
10. The Chairperson may co-opt other Merriwa AFA Bowling Club members as required to meet specific requirements. MERRIWA AFA BOWLING CLUB BY-LAWS APPENDIX 7.DUTIES OF THE SOCIAL/FUNDRAISING SUB-COMMITTEE1. The Chairperson of this committee must have a clear understanding from the Club Management Committee of the objectives and direction for their area of responsibility.2. The Chairperson shall be responsible to the Club Treasurer.3. The role of the Social/Fundraising Sub-Committee is to organise and arrange all social functions and fundraising, other than a specific project, within the Club to meet the social needs of members.4. The Social/Fundraising Chairperson shall have the specific duty to administer the conduct of his Sub-Committee; and• Program at least two months in advance at all times an array of entertainment and functions of a social nature;• Liaise with the RAAFA Estate Bar Manager, for Hall bookings, additional bar hours, catering.
• Arrange external catering (if required), engage entertainers or any other service permitted under the Rules.
• Conduct, arrange or supervise all raffles, quiz nights, etc;
• Ensure that all monies received and expended are promptly brought to account on statements as required by the Club Management Committee, together with all dockets and receipts.• Appoint a volunteer to manage the club kitchen and catering, and as special events arise, the Chairperson can co-opt club members to assist in the organisation and supply of services to meet the needs of that event.
• Attend meetings of the Club Management Committee and to make reports on the progress of the Sub-Committee and the projects undertaken or completed.• Ensure that supplies of Paper Plates, Napkins and Plastic Cups are available for the use of members and visitors.
MERRIWA AFA BOWLING CLUB BY-LAWS APPENDIX 8.DUTIES OF THE MEN’S BOWLS CAPTAIN1. The Captain must have a clear understanding from the Club Management Committee of the objectives and direction for their area of responsibility.2. The Men’s Captain shall be responsible to the Vice President.3. The Captain Men's Bowls shall be responsible for the administration of Men's Bowls events within the Club and maintain a close liaison with the Captain Ladies Bowls for mixed events, the Greens Chairperson for greens availability, and the Social/Fundraising Sub-Committee Chairperson for supporting social needs, and the Membership/Sponsorship/Club Development Sub-Committee to ensure the continued improvement in club membership.4. Generally, he shall fulfil the Bowls Social role of trophy presentation, guest introduction and such like.5. Specific responsibilities shall be:• To attend meetings of the Club Management Committee and present reports from himself and the Match and Selection Sub-Committees.• To hold regular meetings of the Men’s Match Sub-Committee; and review with the Chairperson of Selectors.• Appoint a Bowls Secretary who shall handle all field-of-play administration requirements of the Club for their respective genders and maintain a record of decisions reached at meetings• Ensure the early formation of a bowls program for the year; • Liaise with the Chairperson of Greens on availability of greens for the program, and the Captain of Ladies Bowls for inclusion of mixed bowls events;• In conjunction with the Ladies Captain, submit the bowls program to the Club Management Committee for endorsement;• Oversee the roles of match committee and conduct games in conformity with the general policy and practice of the Club;• Liaise with the Social/Fundraising Standing Sub-Committee on requirements for social needs associated with matches;• Oversee the collection and dispersion of match fees, ensuring that all monies collected are promptly distributed by way of prizes, expenses or to Club revenue, as per required distribution form;• On abandoned games adjudicate on prize and fees distribution or return to players;• Have umpires appointed for all open events and Club Championships, and encourage bowlers to undertake Umpire Accreditation Courses;• Encourage recruiting of new members and foster their introduction to the Club and competitions;• Receive and deal with complaints from members. Complaints relating to misconduct may, if unresolved, be lodged with the Club Management Committee;
MERRIWA AFA BOWLING CLUB BY-LAWS APPENDIX 9.DUTIES OF THE LADIES BOWLS CAPTAIN1. The Captain must have a clear understanding from the Club Management Committee of the objectives and direction for their area of responsibility.2. The Captain shall be responsible to the Vice President.3. The Captain Ladies Bowls shall be responsible for the administration of Ladies Bowls events within the Club and maintain a close liaison with the Captain Men’s Bowls for mixed events, the Greens Chairperson for greens availability, and the Social/Fundraising Sub-Committee Chairperson for supporting social needs, and the Membership/Sponsorship/Club Development Sub-Committee to ensure the continued improvement in club membership.4. Generally, she shall fulfil the Bowls Social role of trophy presentation, guest introduction and such like.5. Specific responsibilities shall be:-• To hold meetings of the Ladies Bowls Section of the Club (comprising Captain, Chairperson of Selectors, and Bowls Secretary) at least monthly; chair all such meetings or, in his absence the Committee shall elect a Chairperson;• To hold regular meetings of the Ladies Match Committee;
• Appoint a Bowls Secretary who shall handle all field-of-play administration requirements of the Club for their respective genders and maintain a record of decisions reached at meetings• In conjunction with the Men’s Bowls Captain ensure the early formation of a bowls program for the year; • Liaise with the Chairperson of Greens on availability of greens for the program, and the Captain of Men’s Bowls for inclusion of mixed bowls events;• Submit the bowls program to the Club Management Committee for endorsement;• Oversee the roles of match committee and conduct games in conformity with the general policy and practice of the Club;• Liaise with the Social/Fundraising Standing Sub-Committee on requirements for social needs associated with matches;• Oversee the collection and dispersion of match fees, ensuring that all monies collected are promptly distributed by way of prizes, expenses or to Club revenue, as per required distribution form;• On abandoned games adjudicate on prize and fees distribution or return to players;• Have umpires appointed for all open events and Club Championships, and encourage bowlers to undertake Umpire Accreditation Courses;• Encourage recruiting of new members and foster their introduction to the Club and competitions;• Receive and deal with complaints from members. Complaints relating to misconduct may, if unresolved, be lodged with the Club Management Committee;• As Chair of the Bowls Committee attend monthly meetings of the Club Management Committee, Special and General meetings and provide a written report for these meetings.
MERRIWA AFA BOWLING CLUB BY-LAWS APPENDIX 10.DUTIES OF THE SELECTION SUB-COMMITTEES SELECTION SUB-COMMITTEE MEMBERSHIPThe Sub-Committee will consist of a maximum of 5 members who will elect a chairperson. They will report to the appropriate Club Captain.
PHILOSOPHYThe objective of the Selection Sub-Committee is to ensure that the best possible teams are selected from the pool of available players to achieve maximum success when representing Merriwa AFA Bowling Club in the Pennant Competitions.Whilst acknowledging that players generally enjoy playing in the same team and rink, bowlers should be aware that as bowlers become unavailable there can be changes to their role within a rink or division. Not with-standing the aspirations of players and the goals of the Club the Selectors will endeavour to keep changes to compatible, successful rinks to a minimum.Every Pennant bowler is an equally, important member of the Merriwa AFA Bowling Club and the success of each division is important to our club.THE SEASON GOALSTo achieve a place in colour finals and promotion/flag.PLAYER ELIGIBILITY FOR SELECTIONFull financial Club members, without administrative or disciplinary impediments, who make themselves available, may be selected to represent the club in Pennant competition.SELECTION CRITERIAThe Selectors have the discretion to interpret the selection criteria and apply them in their best judgement. It is recognised that selection in bowls is very subjective and accordingly the Selectors have an overriding discretion in the selection of players. The following player qualities will be highly regarded in the process: Capacity, Consistency, Connectedness, Compatibility, Competitiveness
The criteria below will inform the selection process when selecting players in teams to achieve the club’s season goals.
 Attitude to; fellow players, availability, practice and preparation and value add-ing to team/spirit and performance; on and off the green.
 Commitment to the on-green success of the Club.
 Performances, achievements, ability and current form; playing history, achievements, game venue and role specific considerations, playing level and current form at Merriwa and at other clubs are relevant and legitimate considera-tions within the selection process.
 Team balance; selection of players for roles within a division or rink may result in selection decisions that may appear, at the individual level, to be unwarrant-ed.
 Compatibility and enjoyment; these are considered to be very important. How-ever, it is necessary to acknowledge that achievements, friendships and mem-bership of the previous year’s Divisions teams need to be balanced against, what the selectors believe to be in the best interests of the Club.
 Individual player aspirations; it is recognised that players have legitimate indi-vidual goals and aspirations. When the opportunity for a particular team role or promotion arises these will be considered within the context of balancing what is best for the Club.
 Fitness for bowls; players should maintain an appropriate level of fitness rela-tive to the level of bowls they are playing.PLAYER AVAILABILITY/UNAVAILABILITYPlayers’ commitment for the full season and their availability for selection in any division will be favourably regarded within the selection process.Players who limit who they will or will not play with, or what position or Divisions they must be selected in, as a condition of their availability risk adversely limiting and affecting their own selection outcomes.Players who are unavailable may not be selected automatically in the same position or Division upon their return.Pre-selection; Players should post any known unavailability dates, on the Pennant Board, as soon as they are known.• Post-selection; wherever practical, replacement players will be selected having regard to player form and the aspirations of ‘like players’ in the Division lower. However in line with the Club’s season goals, or to minimise team changes, the Selectors may select a replacement player from another Division or from available players outside the selected teams.• Going Direct; players going direct should write their name on the clipboard hanging below the Pennant Board. SELECTION MEETINGS Selected will be posted on the Pennant Board following the meeting and on the website on Mondays. a) During the Pennant Season, the Selectors will meet weeklyb) Committee will select the teams for the next Competition.c) Select Team Managers and nominate Umpire of the Day.d) Select Duty Team.e) Advise transport arrangements for AWAY teams (Book bus and driver if applica-ble)f) Ensure that team information is published on the Pennant Notice Board and Club web-site.g) Arrange supply of after game snacks – if applicable.
 Players are responsible to check the board or the website in preparation for their Pennant playing commitments.COMMUNICATION• The Selectors will regularly seek feedback from players to assist in the selection process.• The Selectors will make reasonable efforts to individually inform players upon their change to a lower Division or when a significant change has been made to their team role within the Division. The Selectors will not automatically contact players returning to their original division, or those returning to play, after being absent.• Players will be individually informed of any post selection change to their selec-tion to another Division.• Players are encouraged to attend the Selectors weekly meeting to discuss any issues and concerns they may have. The Selectors’ response to players’ issues and concerns will be decided in this forum.• Players who feel that they have not received a fair hearing have the right to ap-peal to the Club Management Committee.Immediately BEFORE and AFTER games, AT THE PENNANT BOARD or IN THE BAR is NOT the RIGHT TIME or PLACE for rational, fair and confidential discussion between players and selectors to resolve issues.Representing Merriwa AFA Bowling Club is a privilege. We respect our team mates and our opponents and we value our good reputation in the bowling community.
APPENDIX 11 Merriwa AFA Bowling Club Duties of the Match Sub- CommitteesPurpose
The purpose of this document is to set out the roles and responsibilities of the Match Sub- Committees as well as the guidelines to provide clarity and transparency to the processes around running Social, Pennants and Championship games.
The following are the key areas that will be covered in the document:
• Match Sub-Committees• Responsibilities of the Chairperson• Match Sub-Committee Responsibilities• Match Philosophy and Goals• Player Eligibility for Games• Communication
Match Sub-Committee
The men’s and ladies Match Sub-Committees will each consist of three to five members and they will be appointed at the annual Merriwa AFA Bowls AGM. The Men’s and Ladies Captains will act as the Chairperson of all Match Sub-Committee meetings.
Should a Match Sub-Committee member resign during their term of office a replacement will be sought by the Match Sub-Committee. Authority must be obtained from the Management Committee of the person to be appointed.
This sub-committee reports to the appropriate captain who represents Match at the Club Man-agement Committee level.
The Match Sub-Committees will meet at a planned and published time on a monthly basis dur-ing the bowling season and in the off season when considered necessary. The timing of these meetings must ensure that enough time is allowed for the smooth running of all events.
Responsibilities of the Chairperson• Club Captains will chair their respective match meetings and will have a casting vote in the case of a split decision.• In July or August of each year draw up the Clubs Annual Fixtures List. • Sub-Committee members will officiate at social bowls matches, championship matches and at special events such as Ladies Gala day, Sponsorship days and so on. For the La-dies Gala Day, Match will work closely together with the Chairperson of the Social Sub- Committee. No officiating is required at pennants matches as the team managers, umpires and duty teams are nominated by the selection Sub -Committee.• Oversee the match process to ensure that all relevant events run smoothly.• Reports to the Club Management Committee. • Update and maintenance of the responsibilities and rules pertaining to social and cham-pionship matches. These rules for championship bowls must be shown on the notice board during the championship season.• Once entries for a championship have closed, determine whether the championship will be played on a knock out basis or on a round robin basis.• From time to time liaise with the Club Bar Manager to ascertain the bar facilities that will be available during and after matches have been completed.
The Match Sub-Committee Responsibilities• To officiate at matches that you have been nominated and designated to. • All committee members are to assist the Chairperson wherever possible and to the best of their ability in carrying out his/her responsibilities. • To ensure that notices for social games and special events are placed on the no-tice board at least 7 days prior to the event. The notice must show the day and date of the match, the arrival and start times, whether club uniforms or mufti must be worn and the cost of playing. Once the games have been completed the designated Match person must determine who the prize winners are and distribute the prize money accordingly. • To ensure that notices for championships are placed on the notice board at least 21 days prior to the start of the championship. The notice must show the days and dates of the matches, the arrival and start times, the closing date for entries, that club uniforms must be worn and the cost of playing in the championship. At least 3 days prior to the start of the championship, the responsible Match sub-committee member and the Chairperson must carry out the draw to determine the fixtures for the championship.• For social and championship matches the designated Match representative will assume the responsibilities of an umpire in deciding whether matches should be delayed, postponed or cancelled before the match commences and similarly make these same decisions while matches are in progress. When making these decisions Match must ensure that they are in terms of the Club rules covering this subject.• Make new club members and visitors to the Club feel welcome when playing at the Club for the first time.

Match Philosophy and GoalsThe setting of goals is the responsibility of the Club Management Committee.The objective and goals of the Club Management Committee is to ensure that all bowls games are well and timeously planned, efficiently run and that all Club members participating enjoy themselves. The Match Sub-Committees will adopt these goals at all times. Every social bowler is an equally important member of the Merriwa AFA Bowling Club and an all- out effort should be maintained at all times so as to promote a happy and sustainable Club.Player Eligibility All Club members, without administrative or disciplinary impediments and who make themselves available for social games are entitled to play. Likewise new members that have applied for membership and visitors are entitled to play as long as they adopt the Club rulings regarding the protection of greens and that they pay the fee required for the game.Communication • Match should from time to time seek feedback from players as in this way Match can determine whether or not changes are required to the processes being fol-lowed.
• Immediately before and after games is not the right time or place for rational, fair and confidential discussion between players and Match to resolve issues.

Merriwa AFA Bowling Club APPENDIX 12Match Responsibilities for Social BowlsPreparation – Setting Up.Registration Table: Should have;• Competition sheet for the day• Cash Box, pens, highlighter, score cards, whiteout, rink bats and container and the Match File (kept in office).
12 Noon – Match Sub-Committee Representative/s or Appointed Persons:• Accept green fees; mark off players on sheet with highlighter.• Prepare score card• Set competition detail, (Fours or triples), number of ends, prepare rink bats, scor-ing system• Prepare competition sheet for the following week • Prepare and place water containers and plastic cups• Ensure that mats and jacks are positioned on playing rinks• Put out corner flags and main flags, if required.
12.30 pm – Start Selection of Skips Equal numbers of men and women (if possible)1.00 pm – Close Registrations:10 minutes leeway can be allowed, but it is up to the representatives organising the event.1.15 pm – Recheck:• Recheck; score cards, greens, and skip appointments, rink bats to num-ber of players.• Announce details of playing conditions and rules, number of ends, greens,1.20 pm – Draw Rink Bats:• Ensure that new bowlers are given a lead bat, then announce skips and invite all players to draw bats.• Lock up cash box• Prepare a payment envelope for the Treasurer, the following information should be endorsed on the front of the envelope;o Date of Game:o Number of Players:o Green fees collected: $o Ensure that the game sheet is enclosedo Seal the envelope and place in the Treasurer’s box together with relevant paper work.
End of the Game: Use the ready reckoner in the Match File to assess amount available for prizes. The Match File is available in the office. Collect score cards, and count scores to assess winning cards. Assess value and number of prizes to be paid, see schedule for sug-gested payouts. Place winnings in envelopes, to be checked by second person, and sta-ple score card to envelope. Enter details of prizes paid on Special Record Sheet in the Match File. Make presentation to winners.• Ensure that the rink bats are replaced in the correct order in the stands.• Return mats and jacks to storeroom.• Retrieve water containers and empty for next use.• Retrieve corner and main flags to store room.• Replace all binders and equipment and secure office.
Scoring System for Social Bowls1. A point for every end won2. Four points for a win3. Two point for a draw4. A bonus point for every end where the score is 4 or more If the scores are level after awarding the points as shown above, then the ag-gregate is counted. If aggregates are equal, then the team who has won the greater number of ends is declared winner. If ends are equal, then the number of bonus points is taken into account.
APPENDIX 13Merriwa AFA Bowling ClubMatch Responsibilities for Championship Bowls
Prior to the First Day of the Championship• Ensure that notices for championships are placed on the notice board at least 21 days prior to the start of the championship• Once nominations have closed determine whether the championship will be run on a knock out or round robin basis and whether plate events will be held.• The notice must show the days and dates of the matches, the arrival and start times, the closing date for entries, that club uniforms must be worn and the cost of playing in the championship.• When drawing up the days and dates of the matches to be played during the championship, consideration should be given that a longer time period than one week is allowed between the semi- finals and the finals as this may over-come the problem of delays incurred due to weather conditions during the tour-nament. In this way hopefully any delays will not affect the day and date of the finals.• At least 3 days prior to the start of the championship, the responsible Match sub-committee member and the Men’s or Ladies Captain must carry out the draw to determine the fixtures for the championship.• Once completed the draw schedule must be shown on the notice board• Ensure that an umpire of the day is made available.
Preparation - Setting Up on the Date of the Championship.Registration Table: Should have• Championship sheet for the day• Cash Box, pens, highlighter, score cards, whiteout and the Match File (kept in office).
Match Sub-Committee Representative/s or Appointed Persons:• Accept green fees and championship fees, mark off players on sheet with high-lighter.• Prepare score cards• Allocate teams/players to the rinks and greens that they will play on.• Hand score cards to team skips or individual players in the case of singles championships• Prepare and place water containers and plastic cups• Ensure that mats and jacks are positioned on playing rinks• Put out corner flags and main flags• Announce details of playing conditions and rules such as roll ups, number of ends and dead end heads.• Prepare a payment envelope for the Treasurer. The following information should be endorsed on the front of the envelope;o Date of Game:o Number of Players:o Cash collected: $o Ensure that the game sheet is enclosed• Seal the envelope and place in the Treasurer’s Box together with the relevant documents. Close Registrations:• 10 minutes leeway can be allowed, but it is up to the representatives organising the event.End of the Game: Collect score cards and update the championship sheet by showing the teams/players progressing into the next round of the championship as well as those progressing into the plate event, if a Plate event is being held. In the case of a round robin show the points and score differences for each team as each match is completed.• All scorecards are to be retained and should be given to the person that will update the website.• Return mats and jacks to storeroom.• Retrieve water containers and empty for next use.• Retrieve corner and main flags to store room.• Replace all binders and equipment and secure office.
Rules and Regulations for Championship MatchesAny changes to the Rules below must be authorised by the Club Management Committee Availability/Non Availability of Players• Nominations must be in before the closing date shown on the match sheet• When players enter their names into the championship, they must be reasonably sure that they will be available to play in the finals on the date shown.• The finals must be played on the date as shown on the championship sheet, unless for some unforeseen circumstance/s that may occur once the champi-onship has commenced. Should a player/team be unable to play in a round on a specified date, excluding the finals, then arrangements can be made with the opposing side to play the game prior to the scheduled day of the next round. Every effort should be made to play on the scheduled day as any change leads to Match, Umpires and Markers (when required) having to have to carry out ad-ditional duties and attend the postponed match. If teams cannot agree on an al-ternate day before the day of the next fixture, the team that has requested the postponement will have to forfeit the game.• Should a player in the singles be unable to play in the finals, they will have to forfeit the game. Should a player in a team event be unable to play in the finals, they are permitted to appoint a substitute to play. Substitute rules are shown be-low.• In team events substitutes are permitted to play as long as the following condi-tions are met:1. A substitute is allowed if a player is sick, or in the case of bereavement. (The original player may return to the team on recovery)2. The Skip is responsible for finding a substitute and advising the Match Sub- Committee.3. The substitute may not Skip.4. A substitute cannot have played as a registered or prime team member in or have been knocked out of the competition.5. A player, who has played as a substitute, is eligible to again play as a substitute in that team or another team in that competition.
On Championship Day• The Match Sub- Committee will decide if play will commence and will also de-cide if play is to be terminated or delayed due to inclement or hot weather condi-tions• All games will be played in line with the Laws of the Sport of Bowls. • The conditions of play, number of ends and match rules will be displayed on the poster advertising each championship. • An alignment round must be played first (if required)

.APPENDIX 14
MERRIWA AFA BOWLING CLUBGREENS PROTECTION POLICYThis policy will apply to all members of the Merriwa AFA Bowling Club, and to all visitors who use our bowling greens. The policy will be incorporated into our Club By-Laws. The synthetic bowling green surfaces are a valuable asset that need to be protected from damage, or potential damage caused by misuse or careless use of the greens. This Policy is not intended to penalise members, but is a genuine attempt to minimise damage and should be administered with empathy and consideration to members, in an effort to extend their ability to continue to enjoy the sport.The Club Management Committee will appoint a panel of three members consisting of a member of the Greens Sub-Committee, an umpire and a coach, who will have the responsibility of administering this policy in so far as it relates to the ‘Dumping or dropping of bowls’. Definition of dumping.A player is deemed to be ‘Dumping’ if found to be:(a) Delivering a bowl from a height, or in a manner, or with such force as to be deemed likely to cause damage to the green, or(b) Dropping a bowl from the bank, or other place, onto the green.Any player identified by the panel as having difficulty in complying with this definition will, in the first instance, be approached and requested to seek coaching support to correct their action. The panel will then continue to monitor the player until a solution is found. It is our intention to keep bowlers involved in our game.Any player who is identified by the panel as requiring remedial attention, and who fails or refuses to co-operate may be referred to the Club Management Committee for consideration of further action.Any member, who witnesses another member or visitor dropping bowls onto the green, is asked to approach that person and explain to him/her the likelihood of their actions causing damage to the green.Umpire-of-the-day.Members nominated as Umpire-of-the-day should make themselves aware of the provisions of Bowls WA General Conditions in so far as they relate to “Player damaging the green” and “Refusing to leave the green”.Caring for the green.With the exception of vacuuming or the raking of ditches, only members of the Greens Sub-Committee are authorised to carry out any work on the greens, but they may authorise others to work under their supervision.When vacuuming the ditches care must be taken not to vacuum any part of the green’s surface. Vacuums should not be used to remove leaf litter from sand ditches.Our greens have an efficient built-in draining system and even when flooded will drain in a short space of time. Play should be discontinued, and the greens closed, if water starts to pool on the surface and play should not resume, or the greens walked upon, until the pooled water has completely receded. Players, umpires and markers must wear flat-soled, (heel-less) footwear on the greens.No food or drink is to be consumed on the greens. Smoking is strictly prohibited on or in close proximity to the greens. Smoking is confined to designated smoking areas.The Green’s Sub-Committee will keep a record of each green/rink usage and allocate rinks to be used, in order to ensure that, as far as possible, there is an even spread of wear across both greens.This document should be read in conjunction with (Bowls Australia) Laws of the Sport of Bowls, and Bowls WA, Metropolitan Pennants, General Condition of Play, in so far as they relate to ‘Extreme Weather Conditions’, and ‘Damage to Playing Surfaces’.Table of Amendments:
Amendment No Details of Amendment Date