Forming-Bocce-Club

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HOW TO FORM A CLUB

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Given the undoubted benefit of clubs to sport, and the desire of the City Bocce Club to promote bocce sports clubs, there is a need for a guide to their formation.  

The mechanics of club organization can be daunting to the would-be administrator who, with the best will in the world, is often deterred by what he/she perceives to be the scale of the task.  

It is the aim of this guide to show that the problems are by no means insurmountable by setting out some basic rules and points of reference.  

Among obvious early considerations is the gauging of local interest in the intended club and the need for it.

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ASK THE FOLLOWING QUESTIONS:

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Are there enough people who would benefit from such a club - and would they be interested in joining one?

Does this type of club already exist in the district and, if so, is it catering to the needs of all its members?

Can interest in the club be sustained or is the club merely catering to a fad?

Will the new club be able to share existing facilities or is there a need to seek new ones? What are the costs involved and where would the funds come from (i.e., would the Sports Department help in this area)?

Will the club make a positive contribution to the community?

Will it be possible to link the club with National Sports Associations and District Sports Associations and gain from their expertise?

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Inaugural Meeting

Once a reasonable level of interest is established, call a formal meeting. If the above questions have been thought through and it is decided to go ahead with the formation of a club, it's time to organize an inaugural meeting. It is advisable to contact people who would be interested in being club officials to make sure they attend the first meeting.

If they cannot make it, ask them to write a letter expressing their interest and offer assistance.

The main aim is to stimulate interest in the proposed club by making the meeting as interesting as possible. Be enthusiastic, keep to the point and encourage potential members to express their views.

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Figure 106: Inaugural meeting

The first meeting:

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Welcome and a brief outline of the reason for the meeting.

Circulate a sheet asking for names, addresses, telephone numbers, and occupations.

A short speech on the formation of the club, if possible, by a well-known person or public official.

General discussion and an opportunity to ask questions.

Put a motion to form a club.

Elect an interim committee. This should include a president, a vice president, a secretary, and a treasurer. The Committee will be responsible for setting up a club structure.


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In the United States, the sports clubs will likely fall into one of the following three categories:

  1. Unincorporated Amateur Sports Clubs. If your amateur sports club is not incorporated under state law, it will likely be what is called an “unincorporated association”. If this is the case, it is possible that the association's directors, officers, and members may be responsible for any uninsured (or underinsured) club legal liability as well as any club unpaid financial obligations.
     
  2. Incorporated But Non-Exempt Amateur Sports Clubs. This status arises when your amateur sports club is incorporated under state law as a nonprofit corporation, but it has not been recognized by the IRS as a tax-exempt ยง501(c)(3) organization (or exempt under another Internal Revenue Code section). Provided the organization’s articles of incorporation contain certain provisions, and the organization’s leaders have operated it properly, this type of organization will provide the club’s directors, officers, and members greater protection from liability than an unincorporated association.
     
  3. Incorporated Tax-Exempt Amateur Sports Clubs. This status arises when your amateur sports club is incorporated under state law as a nonprofit corporation and has been recognized by the IRS as tax-exempt. Since the organization is incorporated, then, provided its articles of incorporation contain certain provisions, and the organization’s leaders have operated it properly, it will provide the club’s directors, officers, and members much greater protection from liability than operating as an unincorporated association.

Other countries may have different laws related to the sports clubs’ structure and their legal status, so please consult your local, regional, and state’s (country’s) laws that regulate sports clubs.


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The main issues for the committee to consider before the next club meeting are:

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A constitution and/or bylaws to cover the aims, objectives, and rules under which the club will operate. It would be difficult for any club to run smoothly without a constitution and/or bylaws to establish a unified purpose. A constitution and/or bylaws are also necessary as protection for club members and officers. Because the constitution and/or bylaws are legal documents, they can be complex, but the City Bocce Club provides model bylaws that can be used as a guide.

[Note: The club can also be established as a non-profit organization (corporation). In that case, it has to be incorporated with the secretary of state (prepare Articles of Incorporation and Bylaws). In this case, forming a bocce club procedure is different and defined by the state laws. The City Bocce Club prepared a sample of that procedure which can be used as a guide. For detailed information on forming a bocce club as a non-profit corporation, please refer to the state law].

Decide how the club is to be established (one of the models above).

Decide the name of the Club and start thinking about the design of a logo.

Design the necessary publications for the club, i.e., letterhead and membership cards.

Draw up a plan covering the aims and objectives of the club for the first year of operation.

Discuss effective ways of building a bocce facility (if there are not any).

Fix a target for the size of the membership and discuss fees.

Discuss effective ways of launching a membership drive.

Agree on a suitable venue, practice dates, and time.

Discuss the application procedure for seed money from available sources. Detailed activities and expenditure plan is required by a potential financial support/grant institution/company.

Register the club with the appropriate Regional, State, and National Bocce Association and/or establish other links that may be useful, particularly with the Urban and/or Regional Services Department and the local District Sports Association and/or similar institutions.


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The First Annual General Meeting  

Before the first annual general meeting, a constitution and/or bylaws and a notice of meeting should be circulated. The agenda should be sent out before the meeting.  

The business for the first general meeting should include:

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Welcome

Roll call

Chairman's update of committee's activities since the inception of the club

Financial report

Discuss the constitution and bylaws and consider any amendments

Move that the amended constitution be adopted

Elect Board of Directors and officers

Programs/activities for the first year

Any other business.

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Figure 107: The first annual general meeting


Figures 102, 103 Photo Credit: Pexels.com


FORMING A BOCCE CLUB HIGHLIGHTS

Links to Forming A Bocce Club subpages (click arrows)

Forming Bocce Club

Board of Directors

Bylaws

Planning

Club Documents

Running a Club

Club Documents

Club Documents


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