WHITNASH SPORTS AND SOCIAL CLUB
RULES OF THE CLUB
The following are the Rules currently in force and are binding on all Members, Guests and Visitors.
These should be read in conjunction with the Bylaws.
Ratified in Committee
a) The name of the club is "Whitnash Sports and Social Club".
b) The status of the club is "Private Membership".
c) The Clubrooms and all Facilities of the club are located and /or managed at Heathcote Road, Whitnash, Leamington Spa, CV31 2NF or at an address as the Club may in General Meeting determine.
d) The Clubrooms are identified as: The Lounge Bar, The Concert Room and the "New Hall".
e) There is a Bar Manager housed in an apartment, which is located within the confines of the Club.
a) To afford its Members facilities for the pursuance of social intercourse and such sporting activities as may be agreed by the Management Committee in office.
b) The Club is a Private Members Club, open to the whole community, without discrimination and consists of Club Members, including Life Members, Reduced Rate, Joint and Junior Members as hereinafter mentioned.
c) The Club is committed to encouraging the highest ethical standards .All Individuals involved in the Club should conduct themselves with integrity, transparency, accountability and in a fair and equitable manner.
a) The Officers of the Club will be the President, the Secretary and the Treasurer on being proposed and seconded; they will be elected by ballot at each General Meeting (AGM). They will hold office until the next AGM when they shall retire but will be eligible for re-election from year to year.
b) Any of the Officers will be removable at any time provided that two thirds or more of the Club Members present at an Extraordinary General Meeting (EGM) called for that purpose vote in favour of such removal, subject to the requirement of RULE 19 being fulfilled.
c) In the event of a vacancy arising among the Officers, for any reason, the Committee shall have the power to fill the vacancy until the next AGM.
a) The Management Committee shall consist of the Chairman, Vice-Chairman, Secretary, Treasurer and ten other Club Committee Members.
b) Five Members of the Committee shall be a Quorum. No Meeting shall become incompetent to transact business from want of a quorum arising after the Chair as been taken.
c) Any Committee Member not attending for three consecutive Meetings shall unless he sends an explanation which the Committee considers satisfactory, cease to be a Committee Member.
a) The Management Committee may appoint Sub-Committees consisting of any Members of the Club and may delegate any of the powers of the Management Committee to such Sub-Committees.
b) The Management Committee shall also be empowered to co-opt persons other than Club Members to serve on, or advise the Sub-Committee.
a) Any two Club Members of not less than two years standing shall be at liberty to nominate a Club Member of not less than two years standing, to serve as an Officer or as a Committee Member. The names of each Member so nominated shall be given to the Secretary at least 10 days before the A.G.M.
b) The Secretary shall fix a list of names, in alphabetical order, to the Club Notice Board, 10 days before the A.G.M. Balloting lists shall be prepared containing only the names of the candidates and each Club Member present at the A.G.M. shall be entitled to vote for any number of such candidates, not exceeding the number of vacancies. If two or more candidates obtain an equal number of votes, lots will be drawn to select which of such candidates are to be Members of the Committee.
c) The whole Committee or any Member(s) thereof may be removed by a majority vote exceeding two thirds of the Club Members present at an E.G.M. called for that purpose, subject to the requirements of Rule 19 being fulfilled.
a) The Management Committee may fill any casual vacancy on the Management Committee. Any Member so chosen shall retire at the next A.G.M. but shall be eligible as a candidate for election on the Committee at that A.G.M.
b) The service of any Member on the Committee chosen to fill a casual vacancy shall not be reckoned in calculating the seniority of that Member if subsequently elected to serve on the Committee.
a) The Committee in addition to the powers herein specifically conferred upon them shall have the following powers: control of the finances of the Club, control of the intoxicants, power to engage and dismiss the Cub servants (as distinct from the Officers of the Club) and all such administrative powers as may be necessary for properly carrying out the objects of the Club in accordance with these Rules.
b) No resolution passed at a General or Extraordinary General Meeting, shall be rescinded by the Management Committee without the authority of a subsequent General or Extraordinary General Meeting.
c) The investment of the Club Funds other than in banking accounts at one of the Joint Stock Banks shall be subject to the approval of the majority of Club Members present at the A.G.M.
d) No Officer or Committee Member shall, by virtue of his appointment, have power to order goods or services, or dispose of the funds of the Club, unless specifically authorised by the Committee so to do.
a) Secretary: The Secretary shall carry out the directions of the Committee and shall conduct the correspondence and generally assist the Committee in the Management of the Club. He shall, subject to the directions of the Committee, have the custody of all the documents belonging to the Club and shall keep full and correct Minutes of all proceedings.
b) Treasurer: The Treasurer shall keep financial books and records and maintain financial documents of the Club and shall present them to a financial auditor, subject to the approval of the majority of Club Members present at the A.G.M. This will enable the auditor to make up the Annual Statement of accounts and balance sheet of the Club to 31st. December each year, which shall be printed and circulated at the A.G.M. The Treasurer will also be responsible for the payment of the Club's employees and accounts as directed by the Management Committee or Secretary.
c) President: The President shall serve as an ex-officio Member of the Management Committee.
a) The Management Committee shall ensure that a Financial Auditor shall have responsibility for preparing the accounts and balance sheet from books, records and documents maintained by the Treasurer.
a) Every candidate for Club Membership must be proposed by one Club Member and seconded by another Club Member both of whom must be personally acquainted with him or her and responsible for his or her eligibility. The proposer shall ensure that the candidate be introduced to at least two Committee Members who will confirm this and approve the nomination.
b) The Club subscription and entrance fee must accompany all applications; otherwise the application shall be void.
a) Unless and until altered at a General Meeting in manner hereinafter provided, the Entrance Fee and Subscription shall be set out in the Bylaws.
a) The Annual Subscriptions will cover the months of January to December in any year and will be collected during the month of January. The Secretary shall put up a notice to that effect on the Club Notice Board. No Member whose subscription is in arrears shall compete for any Club prize or vote at any Meeting. Any Member whose subscription is unpaid on the 1st. March shall cease to exercise the privileges of Membership and his name shall be erased from the books of the Club, but may be replaced by the Committee at their discretion
a) Club Members may introduce guests to the club provided that: Not more than 2 guests may be admitted for each Member. No guest may be admitted more than three times in a month. The Member and the guest must both sign the guest-book kept for that purpose at the entrance to the Club. The Member must accompany the guest whilst they are on the Club premises and must ensure that the Rules and Bylaws are strictly observed. He must also ensure that the guest does not purchase intoxicating liquor.
b) Intoxicating liquor may be sold to persons who are not Members of the Club provided such persons are Members of some other bona-fide Club or Association or are Members of visiting sports teams who are playing matches against the Club. Such sale is restricted to the days upon which such other Club, or Association shall be visiting the Club for some social, educational, or competitive purpose.
c) On no more than 12 occasions in a year the Management Committee may hire the Club facilities to an outside organisation. Any profit derived from the function shall accrue to the Club as a whole. Note: "Profit" should be viewed as a “surplus” as all proceeds are used for improvements to buildings, property, sports equipment and facilities. To this effect, the Club is non - profit making.
d) The Club Bar Manager or any Officer or Member of the Management Committee may refuse access to any person whose attendance is considered to be not in the best interests of the Club and shall refuse admittance to:
Ř Former Members who have been expelled.
Ř Members who are under suspension.
Ř Persons who have been refused Membership within 6 months of the date of that refusal.
a) A Member absent abroad for the whole of any year shall not be liable for any annual subscription for that year, provided that he shall have given the Secretary notice, in writing, of his intention to be so absent.
a) Club Membership: A Club Member including Life Members in all Rules and Bylaws hereinafter mentioned is a person over 18 years of age and shall upon election be entitled to the full rights and privileges of Membership.
b) Reduced Rate Membership: The Management Committee may allow reduced annual subscription to be paid by Club Members of retirement age. Such Members shall continue to enjoy all the privileges of Membership.
c) Joint Club Membership: A reduced annual subscription may be granted to couples at the discretion of the Management Committee. Joint Club Members shall make application to join as if they were applying for individual Club Membership and upon admission each shall enjoy the same rights and privileges as a Club Member.
d) Junior Membership: Junior Members comprised of young persons under the age of 18 years of age, of current Club and Life Members, or young persons wishing to join a Sporting section of the Club, shall be entitled to rights and privileges upon election, excluding the right to vote at any Meeting of the Club, excluding the right to take part in the Management of the Club and including any restrictions hereinafter mentioned in the Club Rules and Bylaws. The Parent/Guardian of the candidate shall propose every candidate for Junior Membership in writing to the Management Committee and acceptance shall be at the discretion of the Management Committee. An Adult Member must accompany a Junior Member under the age of 15 years when using the Clubrooms. At the age of 18 years, Junior Membership shall cease and Junior Members shall be required to apply for Club Membership.
e) Life Membership: On the recommendation of the Management Committee, a Club Member may be elected a Life Member at any General Meeting of the Club and shall thereafter be entitled to all the privileges of Club Membership without paying the Annual Subscription for such Club Membership. A two-thirds majority of those Club Members present and voting shall be necessary at such election. There will be no more than 10 such Life Members of the Club at any one time.
a) A Member may at any time, by giving notice in writing to the Secretary, resign Membership of the Club, but shall be liable for any Annual Subscription due and unpaid at the date of the resignation. Any such Member having discharged all the liabilities to the Club and wishing to rejoin may be proposed and balloted for in accordance with Rule 11.
a) The Annual General Meeting (A.G.M.) of the Club shall be held each year in the month of April or as soon after as possible, at such time and place as the Management Committee shall determine. The purpose of the A.G.M shall be for the election of Officers and Members of the Management Committee and the presentation of Reports and Accounts and for any other business relevant to the Club in A.G.M.
a) An Extraordinary General Meeting (E.G.M.) may be called by the Management Committee at any time and may also be called by a Requisition signed by not less than 30 Club Members of the Club, being submitted to the Secretary.
b) The Meeting must be held not less than 14 days nor more than 21 days after receipt of the Requisition and shall only deal with the business specified in the Requisition.
a) In the case of the A.G.M. a Notice shall be posted on the Club Notice Board stating the date, place and time of the Meeting together with an Agenda and a request for nominations for vacancies on the Management Committee at least 21 days prior to the date set.
b) In the case of the E.G.M. a Notice shall be posted on the Club Notice Board stating the date, place and time of the Meeting together with the business to be discussed at least 14 days prior to the date set.
c) Any Club Member wishing to introduce a Motion not connected with the Rules (see Rule 25) shall give written notice of the Motion to the Secretary at least 7 days before the date of the Meeting at which the Motion is to be raised.
a) At any General Meeting the Chair will be occupied by the President if present and in his absence by the Chairman of the Management Committee, failing which a Chairman will be elected from amongst the Club Members present.
b) Voting will be confined to Club Members only, each of whom will have one vote. A simple majority shall be sufficient for Club Motions put to the Meeting, but alterations to Rules Must receive a majority of two thirds. In the case of a tie, the Motion shall be lost. Members entitled to vote, but not attending a General Meeting shall be bound by the decision of that Meeting. The Quorum for any General Meeting shall be 30 Club Members. No Motion shall be put to a Meeting attended by fewer than that number.
a) At any General Meeting a declaration by the Chairman that any resolution has been carried and an entry to that effect in the Minutes of the Meetings of the Club shall be sufficient evidence of the fact without proof of the number or proportion of votes recorded in favour or against such resolutions.
a) No Paper, Notice or Placard, written or printed, shall be put up on the Club premises without the sanction of the Management Committee or Secretary.
a) Members are required to pay all expenses they incur on their own behalf.
a) No Rule of the Club shall be repealed or altered and no new Rule shall be made, save by a two-thirds majority of the Club Members present and voting at a General Meeting.
b) Notice of the intention to propose, alter or repeal any Rule shall be given to the Secretary at least 10 days before the General Meeting. The Secretary shall append notice of such proposal on the Club Notice Board at least 7 days before the date of the Meeting.
a) Subject to these Rules, the Management Committee are empowered to make, repeal and amend such Bylaws as they may from time to time consider necessary for the well being of the Club, which Bylaws, repeals and amendments, shall have effect until set aside by the Management Committee or a General Meeting.
b) A copy of the current Bylaws must be published on the Club Notice Board at all times. The Bylaws shall be binding on all Members, Guests and Visitors.
a) All complaints shall be made in writing to the Secretary, who, if he shall be unable to deal with them, shall submit them to the Management Committee, whose decision shall be final. In no instance shall a Club Member reprimand a servant of the Club.
a) No Club Member shall take away, nor permit to be taken away, nor shall injure or destroy any Newspaper, Pamphlet, Book or other article belonging to the Club under any pretence whatsoever.
a) The Bar shall be open for the sale of intoxicants as follows:
Ř Intoxicating liquor shall be supplied on the Club premises to Members and on their order, to Guests and Visitors (subject to Rule 14(b)) during such hours as are fixed by the Committee under the Bylaws of the Club, in accordance with the terms of the Licensing Act 2003.
Ř The hours so fixed shall be posted on the Club Notice Board at all times.
a) The permitted hours for the supply of intoxicating liquor are covered in Rule 29 and the Bylaws.
b) No intoxicating liquor shall be supplied to Members or to any other persons using the Club premises, otherwise than by or on behalf of the Club.
c) No person shall be paid at the expense of the Club, any commission, percentage or similar payment, on or with reference to, purchase of intoxicating liquor by the Club, nor shall any person directly or indirectly derive any pecuniary benefit by or on behalf of the Club, to Members, Guests and to any other persons, apart from any benefit accruing to the Club as a whole.
d) The Management Committee shall arrange for the supply of intoxicating liquor by the Club to Members and shall secure the due observance of the provisions of the Licensing Act 2003 and any conditions attached to the license in respect of the Club Premises.
a) The hours of opening and closing of the Clubhouse shall be during such hours as are fixed by the Management Committee under the Bylaws of the Club in conjunction with the Club Licence, granted under the Licensing Act 2003. The hours so fixed shall be posted on the Club Notice Board at all times.
a) The Club shall keep a register of the names and addresses of the Members of the Club. Every Member shall give notice to the Secretary of any change of address and all post sent to such address shall be deemed to have been delivered on the day following the date of notice.
a) Any Club Member may, on payment of 50 pence, see any book or document of the Club up to the date of his inspection at the Clubhouse.
a) Neither the Club, nor any Officer or Management Committee Member shall be liable to any Member, Guest or Visitor for any loss or damage to any property occurring from whatever cause in or about the Club Premises, including the Club car park, nor for any injury sustained by any Member, Guest or Visitor whilst on or entering or leaving the Club premises.
a) If in the opinion of the Secretary or Management Committee, the conduct of any Member either inside or outside the Club, is such as to cause injury to the Club's reputation, or is against the interest of the Members as a whole, they may as they think fit, suspend that person from Membership or warn the Member as to their future conduct.
b) Where the Member is suspended, the Secretary shall send notice of and reasons for the suspension to the home address of the Member and shall summon them to attend before the Management Committee to explain their conduct.
c) If that Committee on hearing any evidence that may be called and after affording the Member a fair and honest hearing, decides the offence is of a serious nature, they may either suspend that Member for a period of not less than 3 months or immediately terminate that persons Membership.
d) Any Member whose Membership has been suspended or terminated shall have the right to appeal to the Club in General Meeting provided that the appeal is lodged with the Secretary within 7 days of the suspension or termination. The Management Committee must, on receipt of the appeal, immediately convene an E.G.M. following the procedure laid down in Rule 20b but in this case the Meeting must take place within 21 days of receipt of the appeal.
e) At the E.G.M. a Member of the Management Committee shall relate the details of the complaint or allegation to the Meeting in the appellant's presence and may summon any witnesses where necessary. In turn the appellant or his representative (who must be a Club Member) may address the Meeting and may summon witnesses where necessary and may then call for a vote as to whether the suspension or termination shall take effect. The appeal shall be won or lost on a simple majority.
f) During the interval between the suspension or termination referred to in Rule 35b and any appeal referred to in Rule 35d, the Member under sentence may not use the Club.
a) Membership of the Sporting and Auxiliary Sections of the Club is conditional on Membership of the Main Club itself. These sections shall be constituted as Sub-Committees of the Management Committee and as such shall at all times be subject to the authority of the Management Committee and answerable in all ways to the Management Committee for the behavior of their Members and the conduct of their affairs.
b) The names and addresses of Members of these Sections shall be recorded by the Secretary of the Section concerned and any subscription to, or money received by the Sections shall be payable to the Treasurer of that Section, who will be responsible with the Chairman of the Section for preparing a statement of Income and Expenditure for each year to the 31st. December. The Chairman and Secretary of the Section will also be responsible for supplying a certified inventory of the stock of equipment in the hands of the Section as at the 31st. December in each year. Both documents to be handed to the Treasurer of the Club by 31st January next at the latest. Failure to comply with this requirement will render the section ineligible to receive financial aid from the Main Club.
c) All assets and equipment of any Sporting and Auxiliary Section from whatever source acquired shall be the property of the Club.
d) Chairmen of these Sections shall be ex-officio Members of the Management Committee and shall attend the Management Committee Meetings if requested to do so by the Management Committee.
a) There shall be not less than 2 and not more than 4 Trustees of the Club, who shall be appointed as necessary by the Membership in General Meeting. Such a duly appointed Trustee shall hold office at the pleasure of the Club or until he resigns in writing to the Management Committee or until a resolution to remove him shall be passed at a General Meeting of Members by a majority comprising of at least two-thirds of the Members present and entitled to vote.
b) All property of the Club shall be vested in the Trustees as from time to time appointed and the Trustees shall act in all aspects as regards such property, land or investments in strict accordance with the directions of the Management Committee. They shall have the powers to sell, lease, mortgage or pledge any property of the Club for the purpose of raising or borrowing money for the benefit of the Club, in accordance with the directions of the Management Committee.
c) The liability of each and every Trustee shall be limited to the extent of such funds of the Club as may actually be received by the Trustees.
d) The Trustees of the Club shall be non-paying Members of the Club during their term of Office.
a) If the number of Club Members of the Club shall at any time fall below 50 or at any time the Club shall pass in General Meeting by a majority comprising two-thirds or more of the Members present and entitled to vote, a resolution ( herein after called the first resolution ) of its intention to dissolve the Club, the Management Committee or failing them the Trustees shall take immediate steps to convert into money all the property of the Club, with power however, to postpone or delay the conversion of any particular property of the Club, if the Club in General Meeting so authorise.
b) Out of the proceeds of such conversion, the Trustees shall discharge all debts and liabilities of the Club, including the expenses of any such conversion and such balances and property remaining in their hands shall be disposed of to a Sports or Charitable Organisation as the Club in General Meeting shall so resolve and thereupon the Club shall be for all purposes dissolved.
a) In these Rules the masculine gender has been used for convenience and for Female Members the feminine gender should be substituted where applicable.