Club Rules
RULE 1 NAME
The Club shall be called the "SHERBORNE ST. JOHN SOCIAL CLUB".
RULE 2 OBJECTS
The Club exists to promote social and recreational activities, good fellowship, and the responsible enjoyment of its facilities for the benefit of its Members and the local community.
RULE 3 CONSTITUTION
a) The Club is an unincorporated association
b) The Club premises are situated at :
Elm Road, Sherborne St. John, Basingstoke, Hampshire. RG24 9HP.
c) Membership shall be open to persons aged eighteen (18) years and over. Members shall be entitled to use the Club’s facilities in accordance with these Rules and any applicable bye-laws.
d) No Member or Committee member shall be liable for the debts or obligations of the Club beyond their membership subscription or any properly authorised charges.
e) The Club is a private members’ club and shall not be open to the general public. Access to the premises shall be restricted to Members and persons admitted in accordance with these Rules, and Bye-laws, including Guests, Temporary Members, and persons attending under approved Group arrangements as defined in the Bye-Laws.
RULE 4 MANAGEMENT AND GOVERNANCE
a) Except in those matters reserved under the rules for the Club in general meeting, the management of the Club shall be vested in the Committee
b) The Committee shall act in good faith and in the best interests of the Club
c) The Committee shall ensure the Club complies with all applicable legal and regulatory requirements:
d) The Committee shall maintain appropriate financial, membership and administrative records
e) The Committee may adopt, implement, and amend bye-laws for the proper conduct and operation of the Club, provided they are consistent with these Rules.
RULE 5 MANAGEMENT COMMITTEE
a) The Club shall be managed by a Committee elected at an Annual General Meeting
b) The Committee shall exercise the powers given to it by these rules and shall consist of Chairperson, Secretary, Treasurer, and such other Officers and Members as the Club may determine - all elected at an Annual or Special General Meeting.
c) Only eligible Members may stand for election to the Committee.
d)The composition of the Committee must avoid conflicts of interest, including undue concentration of related members
e) If a casual vacancy occurs in the Committee by reason of death, resignation, suspension or expulsion of a Committee member, the Committee may appoint another Ordinary or Life Member of the Club to fill the vacancy. Such appointment shall hold office until the next General Meeting.
f) Additional members can be co-opted, if the Committee deems it necessary.
g) The Committee shall regulate its own proceedings, subject to these Rules
RULE 6 MANAGEMENT COMMITTEE MEETINGS
a) The Committee shall meet as required for the proper conduct of Club business
b) A quorum shall be not less than three (3) Committee members or one-third of the Committee (whichever is greater).
c) Decisions shall be made by majority vote. In the event of equality of votes, the Chair shall have a casting vote.
d) Minutes of all Committee meetings shall be kept securely and retained for a minimum of six (6) years, or such longer period as the Committee may determine.
RULE 7 MEMBERSHIP
a) The Committee shall have authority over the admission, renewal, suspension and termination of membership
b) Membership shall be open to anyone aged eighteen (18) years or over.. The Club shall not unlawfully discriminate against any person in accordance with applicable legislation.
c) The Club shall provide the following categories of membership:
(i) Ordinary Membership
(ii) Life Membership
(iii) Concessionary Membership
(iv) Temporary Membership (strictly limited to admission for specific Club activities or events in accordance with these Rules and the Bye-laws)
d) Temporary Membership shall not constitute full or ongoing membership of the Club; shall only be granted for bona fide Club purposes as defined in the Bye-laws; and shall not confer any voting rights or eligibility to participate in the governance of the Club
e) The eligibility criteria, rights, privileges, and conditions applicable to each category of membership shall be determined by the Committee and set out in the Bye-laws, provided that such provisions remain consistent with these Rules and the Club’s status as a private members’ club.
RULE 8 SUBSCRIPTIONS
a) The subscription rates shall be fixed annually at the Annual General Meeting.
b) Subscriptions are payable annually on the member’s renewal date
c) The Club may operate concessionary and life membership categories as determined by the Rules.
d) Concessionary membership subscriptions shall be set at fifty percent (50%) of the Ordinary Membership rate unless otherwise determined at the Annual General Meeting.
e) No subscription shall be payable for Life Members.
f) Membership may be suspended or terminated in accordance with the Bye-laws where subscriptions remain unpaid.
g) The Club shall maintain member data in accordance with applicable data protection legislation
RULE 9 GENERAL MEETINGS
a) An Annual General Meeting (AGM) shall be held each year for the purpose of:
· receiving the independently reviewed accounts,
· the election of Members to the Management Committee and
· any other business, notice of which has been given in writing to the Secretary, at least fourteen (14) days before the Annual General Meeting.
b) Special General Meeting (SGM) may be called by
· the Committee, or
· Members, by written request signed by not less than ten (10) percent of the voting membership or twenty (20) voting Members, whichever is the greater.
c) A quorum for any General Meeting shall be fifteen (15) voting members or five percent (5%) of voting membership, whichever is the greater.
d) If a quorum is not present, the meeting shall be adjourned and reconvened at a later date determined by the Chair or Committee. At any reconvened meeting, those Members present shall form a quorum, provided that due notice of the reconvened meeting has been given to Members
e) Each Ordinary and Life Member shall be entitled to be present and to give one (1) vote, upon every question put to a vote. In the event of equality of votes, the Chairperson of the meeting shall have a second or casting vote.
f) Voting shall normally be by a show of hands unless a ballot is either:
• directed by the Chair; or
• requested by not fewer than five (5) Voting Members present at the meeting.
Where a valid request for a ballot is made, the ballot shall be conducted in accordance with procedures set out in the Bye-Laws, or where no such procedures exist, in such manner as the Chair directs. The result of the ballot shall be conclusive for the purposes of the meeting.
Unless otherwise stated:
• decisions shall be determined by simple majority; and
• proxy voting is not permitted.
RULE 10 CONDUCT OF MEMBERS
a) Members shall comply with these Rules and any bye-laws and conduct themselves in a manner consistent with the interests and reputation of the Club.
b) The Committee shall have authority to take disciplinary action where a Member’s conduct is detrimental to the Club or in breach of the Rules or Bye-Laws.
c) The Committee may delegate any part of the disciplinary process to a disciplinary panel or sub-committee appointed in accordance with the Club’s disciplinary procedures.
d) Disciplinary matters, including investigation, hearings, suspension, and appeals, shall be conducted in accordance with a disciplinary policy adopted by the Committee, which shall ensure fairness, consistency, and proportionality.
e) The Committee may suspend a Member on a precautionary basis pending investigation where it considers this reasonably necessary to protect the interests of the Club, its Members, or the integrity of the process.
f) Disciplinary procedures shall ensure that Members are afforded a fair opportunity to respond to allegations before any sanction is imposed.
RULE 11 GUESTS
a) Ordinary, Concessionary and Life Members may introduce Guests aged eighteen (18) years or over, subject to conditions and limitation (including the number of Guests permitted) as may be determined by the Committee and set out in the Bye-Laws.
b) All Guests shall be recorded on entry in accordance with procedures set out in the Bye-laws.
c) Guests shall:
(i) remain the responsibility of the introducing Member at all times;
(ii) only be present whilst accompanied by the introducing Member;
(iii) have no voting or governance rights;
(iv) have no independent entitlement to use Club facilities.
d) Guests do not constitute members of the Club.
e) The introducing Member shall be responsible for the conduct of their Guests at all times whilst on Club premises. Where a Guest behaves in a manner that is unacceptable, unsafe, or in breach of Club Rules or Bye-Laws, the introducing Member may be subject to disciplinary action under Rule 10
RULE 12 CHILDREN AND YOUNG PERSONS
Children aged seventeen (17) years of age and under may enter the Club, only when:-
(i) accompanied by a responsible adult e.g. their parent or grandparent, and must leave the club when their responsible adult leaves, or
(ii) invited to a specific function, approved by the Committee.
RULE 13 BYE-LAWS
a) The Committee may from time to time make, vary, or revoke bye-laws for the regulation of the internal affairs of the Club, provided that such bye-laws are not inconsistent with these Rules.
b) Bye-laws may include (but are not limited to) matters relating to:
• Membership administration
• Elections and voting procedures
• Financial procedures
• Conduct, discipline, and complaints
• Safeguarding
• Use of Club facilities, including hall hire
c) All Members shall be bound by the bye-laws.
d) The Committee shall ensure that current bye-laws are made available to Members.
e) All Guests, Temporary Members, and persons attending under Group arrangements shall only be admitted in accordance with Bye-laws made under these Rules. Such Bye-laws shall ensure controlled access consistent with the Club’s status as a private members’ club and applicable licensing legislation.
RULE 14 LICENSING AND SUPPLY OF ALCOHOL
a) The supply of alcohol shall be under the control of the Committee and shall be carried out solely for Members and persons lawfully admitted under these Rules, including Guests and Temporary Members, in accordance with applicable licensing legislation and the Club Premises Certificate.
b) The Club shall operate as a bona fide members’ club and shall not provide alcohol to the general public or to any persons not admitted in accordance with these Rules.
c) The Committee shall ensure that all alcohol supply arrangements comply with the requirements of the Licensing Act 2003.
RULE 15 CLUB OPENING
The Club premises shall be open at such times as agreed by the Committee.
RULE 16 DISPUTES
Any dispute relating to the Club shall be determined by the Committee in the first instance, acting fairly and reasonably and in accordance with the Rules and Bye-laws. Such decision may be reviewed by a General Meeting upon request of Members.
RULE 17 AMENDMENT OF RULES
These Rules, may be amended, added to, or repealed by resolution passed by a two-thirds majority of voting Members present at a General Meeting, provided due notice has been given.
RULE 18 DISSOLUTION
a) If the Management Committee by a simple majority, decide at any time, on grounds of expense or otherwise, that it is necessary or advisable to dissolve the Club, it shall call a Special Meeting.
b) The Club may only be dissolved by a resolution passed at a General Meeting by not less than two-thirds of voting Members present. Any assets remaining after the satisfaction of any proper debts and liabilities, shall be given or transferred equally to any charitable organisation with similar aims and objectives to the Club, as the members of the Management Committee may determine.
RULE 19 TRUSTEES
a) The Members shall appoint not fewer than two (2) and not more than four (4) Trustees by ordinary resolution at the Annual General Meeting.
b) Trustees must satisfy such eligibility criteria as may be prescribed in the Bye-Laws from time to time.
c) The property of the Club shall be vested in the Trustees upon trust for the benefit of the Members in accordance with these Rules. Trustees shall act only in accordance with lawful instructions of the Management Committee or a resolution of Members in General Meeting, with any resolution of Members in General Meeting prevailing in the event of conflict.
d) A Trustee shall hold office for a term of three (3) years and shall be eligible for re-election. A Trustee shall cease to hold office if they:
(i) resign in writing;
(ii) cease to be a Member of the Club;
(iii) are removed by ordinary resolution of a General Meeting; or
(iv) reach the end of their term of office.
e) The Trustees shall be indemnified out of the assets of the Club against all liabilities properly incurred in the discharge of their duties, provided that they act in good faith and within their authority. This indemnity shall not extend to fraud, wilful misconduct or dishonesty.
RULE 20 PRESIDENT
a) A President shall be elected by resolution of the Annual General Meeting. Unless otherwise determined by the members at the time of appointment, the President shall hold office until resignation or removal by resolution of a General Meeting.
b) The President shall be an ex-officio member of the Management Committee, but without voting rights. The role shall be honorary and shall not confer executive authority. The President may chair General Meetings at the request of Members present or the Management Committee.
RULE 21 RESERVES AND BORROWING
a) The Club may maintain reasonable financial reserves to ensure its ongoing financial stability. Such reserves may be held for purposes including (but not limited to) meeting unexpected expenditure, ensuring operational continuity, avoiding unnecessary borrowing or banking charges, and supporting the maintenance, repair, improvement or development of Club facilities.
The level of any reserves shall be determined by the Committee acting in the best interests of the Club and shall be reviewed periodically as part of the Club’s financial management.
b) The Club may only borrow money where authorised by a resolution of Members in General Meeting.
Where such authority is granted, the Committee shall have power to borrow, for the purposes of the Club, such sums at such times, and upon such terms as to interest, repayment, security and otherwise, as it considers appropriate for the proper conduct of the Club’s affairs.
The Committee may, where required, charge or otherwise use the property or assets of the Club as security for any such borrowing, subject always to the terms of the resolution of Members authorising the borrowing.
All Members of the Club, whether voting on such resolution or not, and all persons who subsequently become Members, shall be deemed to have accepted and be bound by any borrowing properly authorised under this Rule.
c)The Committee shall manage the Club’s finances prudently and in accordance with these Rules, including the principles set out in this Rule and the Club’s non-profit status.
RULE 22 INDEMNITY
The Club shall indemnify Committee members, Trustees, Officers and any persons acting on behalf of the Club against all liabilities properly incurred in the bona fide execution of their duties, provided that nothing in this Rule shall exclude liability for fraud, wilful misconduct or dishonesty
RULE 23 INSURANCE
The Committee shall ensure that the Club maintains appropriate insurance cover, including public liability insurance, employers liability insurance and such other insurance as the Committee considers reasonably necessary for the protection of the Club, its Members, Trustees, Committee members, Officers, employees, volunteers and agents. The Committee shall also ensure that appropriate insurance arrangements are in place for events, activities, and use of the premises by Members or external groups. Insurance arrangements shall be reviewed annually.
RULE 24 HEALTH, SAFETY AND ENVIRONMENTAL RESPONSIBILITY
a) The Committee shall take reasonable steps to ensure that the Club operates in a manner that is safe for Members, Guests, staff, and visitors, and complies with applicable health and safety legislation.
b) The Committee shall ensure that appropriate risk assessments and safety procedures are in place for the use of Club premises and activities.
c) The Club shall seek to operate in an environmentally responsible manner, including the reasonable management of waste and resources.
d) Detailed procedures relating to health, safety, and environmental matters shall be set out in the Bye-Laws or relevant Club policies.
RULE 25 NON-PROFIT STATUS
The Club is Non-profit-making. All income and property shall be applied solely towards the promotion of its objects.
RULE 26 GRANTS
The Committee may apply for and administer grants in support of the Club’s activities and objectives.
RULE 27 COMPLAINTS
a) The Club shall operate a Complaints Policy and Procedure approved by the Committee.
b) Complaints relating to Member conduct may be referred to the Disciplinary Procedure where appropriate.
c) The Complaints Policy shall ensure fair, timely, and proportionate handling of all complaints and shall include provisions for investigation and review.
d) Complaints shall be handled in accordance with the Complaints Policy and may be escalated to the Disciplinary Procedure where appropriate.
RULE 28 SAFEGUARDING
a) The Club is committed to providing a safe environment for children and vulnerable adults.
b) The Committee shall ensure that appropriate safeguarding measures are in place.
RULE 29 HALL HIRE
a) The Committee may permit the hire of Club premises by Members, subject to such terms, conditions, and fees as it may determine from time to time.
b) All hire arrangements shall be governed by the Club’s bye-laws
INTERPRETATION
In the event of any inconsistency between these Rules and the Bye-Laws, these Rules shall prevail
“Voting Member” means a Member entitled to vote at General Meetings of the Club, being Ordinary Members and Life Members only.
“Voting Membership” means the total number of Voting Members at the relevant time.
The Committee shall have the authority to interpret these Rules and to resolve any ambiguity, subject to review by a General Meeting. In the event of any conflict, a decision of a General Meeting shall prevail over any interpretation by the Committee.