Rules for Membership (AGM Approved – 8 Oct 25)
1. The Club – The Club shall be known as Hellingly Bowls Club, Lower Horsebridge Recreation Ground, Horsebridge BN27 4DL.
2. Affiliation – The Club is affiliated to Bowls England and Sussex County Bowls.
3. The Committee – The Committee of the Club shall be elected at the Annual General Meeting and shall consist of the Chairman, Vice Chairman, Captain and Vice Captain of the
Men’s Section, Captain and Vice Captain of the Ladies’ Section, Club Secretary, Match Secretary, Treasurer, Green Keeper, Membership Officer, Safeguarding Officer and up to five members of the Club to serve on the Committee.
3.1. The Chairman, or in their absence the Vice Chairman, or in their absence either of the Captains or Vice Captains, shall preside at the meetings of the Committee. Five members of the Committee shall form a quorum.
4. Committee Meetings – The Committee shall meet as often as required and shall be responsible for the management of the Club, with the power to co-opt and to fill any vacancy which may occur during the year and to appoint such sub committees as may be necessary.
4.1. Any complaint or matter for consideration by the committee shall be submitted to the Secretary in writing at least seven days prior to the next meeting.
4.2. A Special General Meeting of the Club shall be held when considered necessary by the Committee, or on requisition signed by ten members. Seven days’ notice of a Special General Meeting shall be given to members. The notice shall state the nature of the business to be transacted.
5. Membership – Membership shall be open to all persons resident in the Parish of Hellingly and such other persons as the Committee shall think fit. The Committee shall have the power to consider references from previous clubs and accept or reject any application for membership. Persons making application who are, or intend to be members of any other club, may have the choice of playing matches and club tournaments for one club only.
5.1. A member may join as a Full Member or Social Member. Only Full Members may enter their name for all matches and competitions.
5.2. The annual membership subscription shall be agreed at the Annual General Meeting for the year – 1st January to 31st December. Payment is due by the 31st January each year, subject to any split payment arrangements agreed by the Committee. Only paid-up members may use the Green and equipment.
6. Social Membership – Social members are encouraged to join all social events but are restricted to three roll ups in a season at a charge set by the committee. The social member is responsible for ensuring the playing fee is placed in the box provided in the Pavilion. Social members are not permitted to represent the Club in a match or club competition. They may attend the AGM where they can stand for office and join in discussions, but they are not permitted to vote.
6.1. Social members will be included in the Tea Duty Rota, but it is not mandatory.
6.2. If a social member wishes to become a full member during the playing season, they must apply to the committee for approval via the club secretary. The fee for transfer shall be decided by the committee, normally pro rata to the balance of the season remaining.
7. Visitors – Visitors accompanied by a member are allowed to play for a fee, which is set by
the committee. The member is responsible for ensuring the Visitors Book is signed and the
playing fee is placed in the box provided in the Pavilion.
8. Dress Code – No person shall be allowed on the Green unless wearing the regulation
bowling shoes. Dress for all matches shall be either navy blue or whites as designated on the
Match Selection Sheet, with white tops or Club tops above the waist.
9. Misconduct – Any person alleged to have been guilty of conduct derogatory to the welfare
of the Club shall be requested to attend a meeting of the Committee to explain why their
membership should not be withdrawn. Any further matter requiring guidance shall follow
Bowls England Regulation 9 (Misconduct).
9.1. Any Member wilfully causing damage to the property of the Club, shall be liable for the
extent of the damage.
10. Annual General Meeting – The AGM of the Club shall be held as soon after the close of
the season as circumstances permit, normally in October. Fourteen days’ notice of the
meeting shall be given to members.
10.1. Any proposal for inclusion in the AGM Agenda must be notified to the Club Secretary
at least seven days before the AGM. This is to allow time for all members to be informed of
the proposal.
11. Life Membership – Should a member be proposed, seconded and approved at an AGM for
outstanding service to the Club, they should be offered Life Membership. Such a title should
be recognised by the Club for the lifetime of that person and should grant them free full
membership of the Club. It is anticipated that there can be up to six such actively involved
members at any one time.
12. Security – All Member’s property left in the pavilion or changing rooms is entirely at the
owner’s risk.
13. Player selection – The selection of players for club matches shall be left to the Selection
Committee consisting of the four Captains and Vice Captains.
13.1. In Club competitions the member whose name appears first is responsible for
arranging a suitable date with an opponent and appointing a marker.
14. Safeguarding – Hellingly Bowls Club is committed to promoting a safe environment in
which children and vulnerable adults can enjoy taking part in games of bowls. It will seek to
underpin and ensure this commitment by following and promoting the Joint Child Protection
Policy and Procedures of the National Governing Bodies.
15. Mobile phones – are not to be used while a match is being played or in the clubhouse. If
a call needs to be taken in an emergency, it is to be taken outside of the clubhouse. Mobiles
should be turned off, or the sound down, when playing for the duration of the match which
includes teatime.
16. Smoking and the use of vapes is prohibited on Club premises at all times.
17. No alteration or addition to these Rules shall be made except at an AGM or an
Extraordinary General Meeting. Seven days notice stating any such alteration shall be given
by the Club Secretary to members. In the event of further clarification on a matter being
required, the Bowls England Model Constitution, should be followed.
Etiquette for Bowlers
Etiquette in bowls is very important. Below are some important points that should be considered whilst bowling or watching.
Remember that comments and criticisms from spectators can be heard by those playing.
Etiquette for bowlers
1 Please wear the correct dress for all games as noted on Match Selection Sheets.
2 Greet the opponents and your own team members at the start of the game, introducing yourself to visitors.
3 Compliment your opponent and your team members on a good shot.
4 Admit a fluke – we all have them both for and against.
5 Stand still and be quiet when a player is on the mat.
6 Remain behind the mat, or behind the head, when it is not your turn to bowl. This mainly applies to the No. 1 or Lead.
7 Keep to your own rink, do not encroach or become a wandered. Walk down the middle of the green and try not to distract players on adjacent rinks when changing ends.
8 On sunny days be aware of your shadow and do not let it mask the jack.
9 Avoid obscuring the rink numbers and boundary markers.
10 Never criticise your opponent, the Green or your own members. If you cannot say anything positive, then it is better to say nothing.
11 Pay attention to the game. It can be frustrating to your team members if they feel that you are not concentrating on the game, more especially if you are the Skip.
12 Always appear to be enjoying the game even if you are not playing all that well.
13 Stand well back from the head when a drive shot is likely to be played and if necessary, warn players on adjacent rinks.
14 Be a gracious winner, a good loser and compliment both your opponents and your own team at the end of the game.
15 Learn the laws of the sport and abide by them.
16 At the tea break ensure visitors from the opposing team know where refreshments will be provided and raffle tickets purchased.
17 It is the custom of the club, after a home match to offer your opposite number a drink from the bar. (See Etiquette for Bowlers for further details)
Tea Duty Responsibilities
A Tea is provided for club players and visitors at every home fixture throughout the season by two members on a rota. This is normally tea and biscuits, but on occasion there may be a ‘Full Tea’ when 3 people are allocated.
The rota is on the club house notice board, indicating which members have been allocated to which home fixtures. ‘Tea Duty’ responsibilities are as follows.
Start of the season
Please make a note of the tea duties that you have been allocated and who you will be doing the duty with. If you cannot make a date, please arrange to swap dates with another member, making it clear on the rota.
Before the game
Please bring 4 pints of semi-skimmed milk to your tea rota duty. Tea, coffee and biscuits are in the cupboards.
Fill the hot water urn to ¾ full and turn it on.
Place a square table at one end of the Green, with the freshly filled cold water container, bottles of squash and 24 plastic mugs.
During the first half
Set out a table for each rink that is being played, putting a rink number on each.
Place 12 raffle ticket strips on each table and offer raffle tickets to spectators around the Green.
Place a tea tray on each table. The tea tray consists of 6 mugs, one milk jug, one sugar bowl, 6 teaspoons and one plate of biscuits.
Place a tea tray for spectators in the external seating area for spectators.
Ringing the bell
Keep an eye on the number of ends played on the Captain’s rink.
When the Captain’s score board says 8 ends played, the bell can be rung.
The players will finish their end and come in for tea.
At this point a filled teapot and hot water jug should be placed on each tea tray, including the one for spectators.
During Tea
Check and refill any hot water jugs as required.
After the Captains speeches the raffle electric number generator should be activated and the raffle prizes given out.
During the second half
After tea all crockery should be washed, dried and put away.
The floor should be hoovered.
Finishing up
All glasses used for post-match drinks should be washed, dried and put away.
Toilets should be checked to ensure toilet paper, hand wash and hand towels are sufficient.
Tea towels should be taken home, washed and returned.
Thank you for supporting the running of the Club.
Bowls Equipment & Protocols
Equipment rota
Before and after a home game, the bowls equipment essential to playing the game must be put out and collected in.
Two members (green stewards) are selected on a rota basis to set up the Green for a home match and ensure all equipment is locked away after the match.
The names of the green stewards are written at the bottom of the Match Selection Sheet for each match. It is the member’s responsibility to check Match
Sheets to check when they have been selected.
Before setting up
Before putting out the bowls equipment, you need to confirm with the Greenkeeper, or Captain of the day, the number of rinks that will be required for the match and which rink numbers will be required.
Setting up All the bowls equipment is kept in the green shed next to the garage building (to the left of the covered patio area). The keys for the green shed are held in the key safe in the Pavillion.
New 2026 – equipment duty now extends to the shop and spectator chairs.
Wet green In early season, or on a wet green, you may need to peg out protection mats at either end of a rink to minimise the risk of damage to the green. In this
eventuality this will be agreed by the Greenkeeper or Captain of the day.
Equipment required
Each rink that is to be used will require:
– one jack (green shed end)
– two delivery mats
– one scoreboard (green shed end)
– two trolleys
– two sets of markers (red, blue, white)
– two white measuring sticks (for defining the minimum length of the cast jack
from the ditch)
Packing away
After the match, all equipment must be returned to the Green shed by the playing members. Returning the equipment can take place after all the matches have been completed and players have bought their opponent a drink from the bar.
The Skip for each rink should make sure their team puts away the equipment from their rink before they leave the Club.
The shop and spectator chairs must also be put away. Before you leave
The two appointed green stewards remain ultimately responsible for ensuring the equipment is packed away and the Green shed locked before they leave.
Thank you for supporting the running of the club.
Hellingly Bowls Club – Privacy Notice Introduction
The General Data Protection Regulation (GDPR) was introduced in May 2018. This Privacy Notice describes how the Club gathers and processes personal data relating to those applying for membership and members (‘data subjects’), in its role as a ‘data controller’ under Data Protection legislation.
The processing of personal information by the Club is predominantly for the administration
of the Club’s activities in a safe environment. The processing assists in the provision of bowls
activities, social events and the safeguarding of data subjects.
What information is processed?
The Club gathers information from data subjects and other Clubs.
The categories of personal data collected and processed include:
personal information about the data subject (name, contact details, phone numbers, email address)
personal information about next of kin and emergency contact
references from previous Club(s)
relevant medical or dietary information (medical conditions allergies, medication and
dietary requirements)
What is the information used for?
The information is required so that the Club can provide members with access to bowls
activities and to keep them safe. The Club must also comply with other legal obligations.
The data is used to:
administer membership applications and subscriptions
publicise administration information and activities / events
contact next of kin in a medical emergency
meet the Club’s statutory duties and keep members safe
provide effective catering services
celebrate achievement (newsletters and website, press releases and social media –
subject to the appropriate consent)
What is the legal basis for the processing?
The legal basis for processing personal data is detailed below:
Legitimate Interest – of the data subject to be involved in the playing and social activities of
the Club, including the administration of matches and the provision of appropriate catering
and social activities.
Consent – where another legal basis is not already in place, such as Club photographs, video
and audio recordings and the external sharing of personal information. Consent is gathered
from members and can be withdrawn at any time.
How long is personal data held?
Membership Applications are held for 6 years following the last interaction with the Club. In
some instances (such as accident reports) information may be held longer when a legal basis
is present. Unsuccessful Membership applications are destroyed after 6 months.
Some images of matches, competitions and events are legitimately kept indefinitely as a
historical record.
Who is the information shared with?
When we share information with others, we make sure it is kept safe and secure, following
the requirements set out in law.
Personal data is shared with:
Affiliated bodies such as Bowls England and Sussex County Bowls
Other Clubs for the arrangement of matches
Catering organisations for the provision of meals / refreshments
Police and other appropriate professional groups: to assist with the investigation
and prevention of crime
How can I access my data?
Data protection legislation gives individuals specific rights, which include the right to access
their data. To make a request for your personal information, or to exercise any of your
individual rights, please contact the Club Secretary.
The other rights allow individuals to:
object to processing of personal data that is likely to cause, or is causing, damage or
distress
have inaccurate personal data rectified
to restrict or erase information that no longer has a legal basis to be held
In some circumstances, where a legal reason exists, the Club may decline a request by an
individual about their data. In this case an explanation will be provided as to why the Club is
unable to support the request.
Further information
More information about your legal rights can be found on the Information Commissioner’s
website at https://ico.org.uk/for‐the‐public/.