Caterham Club Constitution
NAME
1. CATERHAM CLUB
OBJECTIVES
2.1 To encourage sporting and social activities and to promote goodwill amongst its members.
2.2 To forge relationships with other likeminded enterprises for mutual benefit and social endeavour.
2.3 To promote the Club as a social and friendly organisation, providing value for money to all members and encouraging others to join.
2.4 The Club is and shall remain a non-political institution.
2.5 To encourage equality, diversity and inclusion amongst ALL it’s members and be committed against unlawful discrimination of customers and staff.
MEMBERSHIP
3.1 The acceptance of new members shall be invested in the General Committee. A candidate must not be less than eighteen years of age and must be proposed by a member of at least 6 months standing and seconded by a member of the committee.
3.2 The membership application shall be checked by the membership secretary before being submitted for acceptance. Any objections shall be made to the Secretary in writing.
3.3 New members accepted during the course of the year shall pay such proportion of the Annual Subscription as the General Committee decides.
3.4 A fee as decided by the General Committee shall be payable as a joining fee.
3.5 All new members are accepted on a 6 month probationary period.
3.6 The General Committee has the right to refuse membership.
3.7 Should your membership be revoked, you will be unable to attend the premises on a permanent basis until such times as the General Committee decide to change this action.
3.8 A register of all members shall be kept by Caterham Club by means of application forms and logged on the Caterham Club access system for identification purposes and records. These records will not be used for any other purposes without the express permission of the applicant under GDPR rules.
THE GENERAL COMMITTEE
5.1 The affairs of the Club shall be in the hands of the General Committee which shall be elected at the Annual General Meeting.
5.2 The General Committee shall convene as directed by the Chairman, but a period of no longer than 8 weeks shall pass between meetings.
5.3 The General Committee shall have the power to deal with any matter not provided for this constitution and may make bye-laws and regulations for the better management of the Club.
5.4 The General Committee shall be constituted as follows:
A. The Chairman.
B. Secretary.
C. Treasurer.
D. Nine full members.
5.5 To qualify for election for the committee, any candidate must be a fully paid-up member for no less than two consecutive years without any misconduct from the date of acceptance.
5.6 The member shall be elected to serve for a period of three years but shall be eligible for re-election.
5.7 The Chairman, Secretary and Treasurer shall be ex-officio members of the Committee and elected annually.
5.8 To qualify for election to Chairman, Secretary or Treasurer. The member must be or have previously been an active member of the Committee for a period of no less than two consecutive years without any misconduct.
5.9 Six members shall for a quorum.
5.10 In the event of insufficient members of the Committee being present to form a quorum, the ex-officio members of the Committee shall be entitled to vote in their place.
5.11 The Chairman shall oversee all activities of the Club, the General Committee and members. The Chairman shall preside at all meetings and the Annual General Meeting.
5.12 The Secretary shall attend all meetings of the Club and shall have custody of all books and records on behalf of the Club, except those usually kept by the Treasurer and shall carry out all the secretarial duties of the Club. The Secretary will chair all meeting in the absence of the Chairman.
5.13 The Treasurer shall attend to the payment of the following accounts:
A. Ordinary payments to ensure the day to day running of the Club up to a value of £10,000.
B. Any Tax liabilities owed to HMRC.
C. Those passed by the Committee up to a value of £10,000.
D. Any motion passed by the Membership at an Extraordinary General Meeting or Annual General Meeting.
The Treasurer shall in conjunction with the Club Accountant prepare and Annual Statement of receipts and expenditure, assets and liabilities to be laid before the Membership at the Annual General Meeting and shall be responsible for ensuring the books are audited each year by the auditor. They shall keep proper books, to be provided for the purpose, a record of all receipts and expenditure of the Club, and of the assets and liabilities thereof. They shall lay a short summary of amounts received and expended since the preceded meeting before each Committee Meeting.
5.14 The General Committee shall have the power to fill any position vacated therein between Annual General Meetings. The member appointment to such a vacancy shall hold office until the conclusion of the next Annual Meeting, but the General Committee shall have the power to remove them before that time and to appoint another in their position. They have the right to stand for election at the next Annual General Meeting in accordance with 5.8.
5.15 The General Committee may if so, desire appoint from among its members Sub-Committee to manage the day-to-day affairs of the Club.
5.16 The Sub-Committee shall meet as necessary for the proper conduct of their business.
5.17 Recommendations only can be made by these Sub-Committees to the General Committee and they shall not have the authority to incur expenditure without the prior approval of the General Committee.
5.18 The office of General Committee Member shall become vacant if a General Committee Member is:
A. Expelled from the Club under these rules or is no longer a member of Caterham Club.
B. Permanently incapacitated by ill health.
C. Absent without apology for more than three consecutive meetings or more than five meetings in a financial year.
DEED OF APPOINTMENT OF TRUSTEES
6.1 The Committee shall appoint not more than four Trustees of the Club.
6.2 They cannot make any executive decisions but, can bring issues that are in the interests of the Club to the attention of the General Committee.
6.3 Trustees of the Club can dismiss any member of the General Committee due to misconduct or any action that brings the Club into disrepute.
6.4 No property of the Club (other than cash which shall be under control of the Treasurer) shall be vested in them. The Trustee (s) shall be indemnified against risk or expense.
SUBSCRIPTIONS
7.1 The subscription shall be agreed at the Committee Meetings. Subscriptions are payable inadvance by the end January. Any member whose subscription remains unpaid after this may be liable to have their membership terminated at the discretion of the General Committee. New members shall pay an entrance fee to be agreed at the Annual General Meeting.
ANNUAL GENERAL MEETING
8.1 A General Meeting of the members shall be held each year on a date to be fixed as early as possible by the General Committee.
8.2 The business of the Annual General Meeting shall be:
A. To adopt the General Committees report.
B. To adopt the audited Accounts of the Club.
C. To elect the Officers and General Committee for the following year.
D. To present any other business of which 14 days written notice has been received.
E. To attend to any other business from the floor.
8.3 A notice of such meeting to be posted in the Club at least 28 days prior to the Annual General Meeting.
EXTRAORDINARY GENERAL MEETING
9.1 Extraordinary General Meeting may be called by the General Committee or on receipt of written request signed by at least 50 full members.
9.2 At least fourteen day notice shall be given by posting a notice on the Club notice board.
9.3 No business other than that named in the notice shall be brought before an Extraordinary General Meeting.
MINUTES
10.1 The Minutes of all meetings are to be recorded, adopted at the next General Committee Meeting and then publicly displayed within the Club within 14 days.
BORROWING
11.1 The Club cannot borrow any amount in excess of £1.00 without a motion being passed at an Annual General Meeting or an Extraordinary General Meeting.
AUDITOR
12.1 The Club shall appoint an Auditor for the purpose of auditing the Clubs records prior to each Annual General Meeting. Due end of January each calendar year. The Auditor shall be a Certified Accountant and produce accounts to be agreed by the General Committee and be completed and recommended by them for the appointed date of the AGM.
LICENSED HOURS
13.1 The club has a license to sell alcohol 24 hours a day every day.
13.2 Normal opening hours are:
MONDAY to THURSDAY 12:00-23:59
FRIDAY and SATURDAY 12:00-23:59
SUNDAY 12:00-10:30
13.3 Extra opening hours are discretionary and subject to circumstances.
GUESTS
14.1 Guests may be introduced into the Clubs premises by members provided their guest (s) names are entered in the visitors book along with the members name signing them in.
14.2 A fee set by the General Committee will become payable for each guest introduced.
14.3 Guests are not permitted on the Club premises after the departure of the introducing member who shall be responsible for the behaviour of their guests on the Club premises.
14.4 No guests may be introduced more than six times a year.
15. CHILDREN
15.1 Children aged seven and over are allowed in to the Club, provided they are accompanied by a member until 21:00 hrs.
15.2 Children under seven shall only be allowed in the Club until 19:00 hrs.
VISITORS
16.1 The Club shall admit as visitors, members of visiting teams who are playing matches against the Club.
16.2 Such may purchase refreshments and alcohol on the Club premises.
MISCONDUCT
17.1 If the conduct of any member be, in the opinion of the General Committee, contrary to the objectives of the Club, or likely to embarrass the Club, or bring the Club or its members in to disrepute, such members may be reprimanded, suspended or expelled.
17.2 A member subject to a suspension or expulsion will be given the option of appearing before a General Committee to explain their conduct.
17.3 Subject to giving a member the opportunity to be heard or to make a written submission, the Committee may resolve to expel a member upon charge of misconduct detrimental to the interests of the Club.
17.4 Particulars of the charge shall be communicated to the member at least fourteen days before the meeting of the Committee at which the matter will be determined.
17.5 The determination of the Committee shall be communicated to the member, and in the event of an adverse determination, the member may have his/her membership suspended for a period decided by the Committee or be expelled.