RULES OF THE CRESSBROOK SOCIAL CLUB
Revised May 2011
1. Name and Objectives of the Club
3. Officers of the Club
7. Annual General Meeting
8. Special General Meeting
9. Members of the Club
10. Nomination for Full Membership
11. Resignation of Full Membership
12. Disqualification of Full Membership
13. Cessation of Full Membership
14. Register of Full Members
16. Club Opening
19. Amendments to the Rules of the Club
20. Funds and assets of the Club
22. Dissolution of the Club
1. NAME & OBJECTIVES OF THE CLUB
1.1 The Club shall be named "Cressbrook Social Club" and is hereinafter referred to as "the Club ”.
1.2 The Club operates from it’s premises named “ The Cressbrook “, and the Objectives of the Club shall be to provide social and recreational facilities for it's members including providing a community centre in Cressbrook for the use of the inhabitants of Cressbrook without distinction of sex, sexual orientation, age, disability, nationality, race or political, religious or other opinions, including use of the property for meetings, lectures and classes or other forms of recreation and leisure-time occupations in the interests of social welfare and with the object of improving the conditions of life for the said inhabitants.
2.1 Composition of the Committee:
2.1.1 The Committee shall consist of nine full members over the age of 18 all of whom shall have been elected at an Annual General Meeting by the majority vote of members present at that meeting.
2.1.2 Nominees for Committee membership must be proposed and seconded by two members of the Club and such nomination posted on the Club Notice Board for a minimum of seven days prior to the Annual General Meeting.
2.1.3 One third of the elected Committee shall retire at each Annual General meeting and are eligible for re-election, subject to being proposed and seconded in accordance with Rule 2.1.2.
2.2 Election of Committee members:
2.2.1 On the occasion of the first ballot for vacancies on the Committee, the order of retirement shall be determined by the number of votes received by the members of the election.
2.2.2 The three members with the three lowest votes retiring at the end of the first year.
2.2.3 The three members with the next three lowest votes retiring at the end of the second year.
2.2.4 The three members with the three highest votes retiring at the end of the third year.
2.3 The Committee shall appoint a Chairman, Health and Safety Officer, Bar Manager and Events Manager from the elected Committee membership.
2.4 The Committee shall meet on the Club's premises at least approximately monthly and at least 10 times per year on days approved by the majority of the Committee.
2.5 Five Committee members are required to form a quorum.
2.6 The Committee shall conduct the general business of the Club, regulate the internal management, enforce the Rules, and make such bye laws as it deems necessary for the good running and management of the Club.
2.7 The Committee shall have sole and absolute responsibility for the appointment and dismissal of the Secretary, Treasurer and all Club Servants with the exception of the Auditors.
2.8 Any member of the Club accepting full or part time employment under the Committees management shall not be eligible for appointment to the committee.
2.9 Powers of the Committee:
2.9.1 The Committee shall have the power to reprimand, suspend or expel any member who, upon subsequent enquiry has been shown to infringe any Rule, or whose conduct whilst on the Club's premises renders them unfit for membership of the Club.
2.9.2 The Committee shall deal at its own discretion with any member guilty of conduct likely to endanger the welfare or good order of the Club.
2.9.3 The Chairman, Bar Manager or Secretary shall be empowered to order the immediate withdrawal from the Club's premises any person whose conduct is prejudicial to good order and/or is in conflict with the Club's rules. The occurrence must be reported to the Secretary at the next Committee meeting.
2.9.4 No member shall be finally expelled from Club membership without being afforded the opportunity to present their case in person before the Committee. Should any member so summoned to appear before the Committee after receiving written notice at least seven days prior to the meeting may have the case heard and adjudicated upon in their absence.
2.10 No Committee member by virtue of their appointment shall have the power to pledge the credit of the Club or to give orders for the supply or disposal of goods or to dispose of the funds or assets of the Club.
3. OFFICERS OF THE CLUB
3.1. The Officers of the Club shall be:
3.1.4 Nine elected members from which the following Officers are appointed:-
Health and Safety Officer
3.2. All Officers of the Club shall normally remain in office until their successors are elected and appointed at an Annual General Meeting
3.3. Casual vacancies on the Committee shall be filled by co-option by the remaining Committee members. Such co-opted member shall serve on the Committee for the remainder of the elected period of the retiring Committee member.
4.1 The Secretary shall summon and attend all Committee meetings, Annual General Meetings and Special General Meetings and prepare minutes of the proceedings of such meetings.
4.2 The Secretary shall keep all documents and papers relating to the Club.
4.3 The Secretary shall submit to Derbyshire Dales District Council an application for the appropriate licence required under the Licensing Act 2003 or any statutory re-enactment or modification thereof.
4.4 The Secretary shall comply with the National Insurance, Industrial Injuries, Health and Safety and Minimum Wage Acts or any statutory re-enactment or modification thereof.
4.5 The Secretary shall arrange for all policies of insurance to be kept valid.
4.6 The Secretary shall be paid such honorarium agreed by the Committee in December each year.
5.1. The Treasurer shall be responsible for paying into the Club’s bank account all monies received from the Officers or Employees of the Club.
5.2. The Treasurer shall be responsible for paying all accounts due for payment and as authorised by the Committee. Cheques are to be jointly signed by at least two of the following: i) Secretary; ii) Treasurer; iii) any designated committee member.
5.3. The Treasurer shall produce Bank Statements, Cheque Book and Bank Paying In Book, at all Committee meetings.
5.4. The Treasurer shall be responsible for the payment of Employee's wages as decided and directed by the Committee.
5.5. The Treasurer shall issue the necessary returns to the Inland Revenue in respect of National Insurance and Tax deducted from Employee's wages.
5.6. The Treasurer shall issue the necessary returns to the Inland Revenue in respect of Value Added Tax.
5.7. The Treasurer shall be paid such honorarium agreed by the Committee in December of each year.
6.1. The Bar Manager shall take Stock on the first day of January each year and thereafter at least once every three months.
6.2. The Bar Manager shall present a summary of the Stock situation at the next Committee meeting following the Stocktaking.
7. ANNUAL GENERAL MEETING
7.1. The Annual General Meeting (A.G.M.) shall be held during the month of May on a day appointed by the Committee. The meeting shall be convened by notice posted on the Club notice board a minimum of twenty one days prior to the date of such meeting.
7.2. The Chair at the A.G.M. shall be occupied by the President. In the absence of the President the chair shall be occupied by the Chairman of the Committee.
7.3. The business of the A.G.M. shall be :
7.3.1. To read the minutes of the previous A.G.M. and to confirm that they are true and accurate account of that meeting.
7.3.2. To receive reports from the Club's Officers relating to the affairs of the Club during the year 1st January to 31st December preceding the meeting.
7.3.3. To receive the audited accounts for the year, such accounts which shall have been posted on the Club notice board a minimum of fourteen days prior to the A.G.M.
7.3.4. To appoint an Auditor of the Club's accounts for the current year.
7.3.5. To elect a President
7.3.6. To elect three members to serve on the Committee for a period of three years in accordance with Rule 2.1.2
7.3.7. Transact any other business relating to the affairs of the Club which has been submitted to the Secretary in writing a minimum of fourteen days prior to the A.G.M.
7.4. No business other than that specifically referred to in Rule 7.3 shall be transacted at the A.G.M.
7.5. Every matter raised at the A.G.M. shall be decided by a majority of members present by voting at the A.G.M., with the exception of the matters of dissolution of the Club (Rule 23) .
7.6. Twenty percent of the full membership shall form a quorum at the A.G.M.
8. SPECIAL GENERAL MEETING
8.1. A Special General Meeting of the Club shall be convened by the Secretary upon a resolution being passed by a majority of the committee members or upon a requisition signed by at least twenty percent of the full membership, or upon a request by the Trustees (as detailed in Rules 22.4 and 22.5) stating in writing the business to be transacted.
8.2. Such meeting shall be convened by a notice posted on the Club notice board a minimum of seven days prior to the meeting and stating the business to be transacted.
8.3. No business other than that specifically mentioned in such notice shall be discussed at the Special General Meeting.
8.4. Minutes of a Special General Meeting shall be submitted for confirmation at the next Special General Meeting or Annual General Meeting whichever occurs the sooner.
8.5. Twenty percent of the full membership shall form a quorum at a Special General Meeting.
9. MEMBERS OF THE CLUB
Membership shall consist of the following categories:
9.1. Full Members, comprising the following categories:
9.1.1. Ordinary members, with a minimum age of fifteen years and who pay their subscription annually during the month of January.
9.1.2. Family members, who pay their subscription annually during the month of January. A family is defined as a cohabiting couple and their dependent children aged 15 years or over but less than 18 years.
9.1.3. Senior members, over the age of sixty five who have been full members for at least three years. They are not required to pay a subscription.
10. NOMINATION FOR MEMBERSHIP
10.1. All persons who apply for full membership of the Club shall have their application considered by the Committee or a delegated subgroup thereof, and a minimum of two working days should be allowed for this process.
10.2. Any person who applies for full membership and is not informed of the rejection of their application by 7 days after the next Committee meeting may assume their application was accepted.
10.3. The first annual subscription is payable along with the application and is refundable in the event of the application being rejected by the Committee.
10.4. Any application rejected by the Committee may not be re-submitted for twelve months following the rejection.
11 RESIGNATION OF MEMBERSHIP
Any member may resign at any time by giving seven days written notice to the Secretary.
12 DISQUALIFICATION OF MEMBERSHIP
Any member of the Club who has been expelled by the Committee cannot be re-nominated for membership except by special leave of the Committee.
13 CESSATION OF MEMBERSHIP
Membership of the Club shall terminate upon:
13.1. Non payment of Subscription (Rule 16.2)
13.2. Expulsion (Rule 13)
13.2. Resignation (Rule 12)
14. REGISTER OF MEMBERS
14.1. The Register of the names and addresses of members is maintained by the Bar Manager in accordance with Rule 4.3, together with a record of the latest payment of their subscription shall be exhibited on the Club's premises.
15.1. Subscriptions are payable in advance during the month of January each year at a level approved by an Annual General Meeting.
15.2. Non payment of Subscription shall render full membership null and void.
16. CLUB OPENING
16.1. The Club shall open on such days and at such times for the reception of members and visitors as the Committee shall from time to time determine, and in accordance with the Club licence, and by law display those times on the Club notice board.
17.1. Members are entitled to lodge a complaint against any other member or employee of the Club in writing to the Secretary and the complaint will then be considered by the Committee at its next meeting.
18.1. Disorderly conduct or abusive language shall not be permitted on the Club's premises and any infringement will render the offender liable to disciplinary action by the Committee.
19. AMENDMENT OF THE RULES OF THE CLUB
19.1. No new rule shall be made nor any of the existing rules rescinded, altered or added to except by a majority of the Club members present voting at an Annual or Special General Meeting.
20. FUNDS AND ASSETS OF THE CLUB
20.1. The funds of the Club shall be applied and invested as the Committee shall decide in
20.2. accordance with the Club’s best interests and objective for which the Club functions.
20.3. The Club shall have power to borrow money for the purposes of the Club, and to secure the repayment of any money borrowed by mortgaging or charging any of its property, provided that the amount of money borrowed for the time being remaining undischarged shall not exceed £100,000.
20.4. The Club shall have the power to issue Loan Stock in multiples of £1. A register of all issues of loan stock shall be kept by the Committee.
20.5. Application for loan stock shall be made in such form as the Committee may determine, which shall contain a statement of the terms and conditions of the issue of loan stock.
20.6. Payment may be made for loan stock by instalment or otherwise.
20.7. Interest shall be payable thereon half-yearly at such a rate as may have been agreed.
20.8. Loan stock shall not confer a right to demand repayment of the principal from the Club unless interest thereon is in arrears for two consecutive years, or in the event of the dissolution of the Club.
20.9. Loan stock shall be secured by certificates of indebtedness under the hands of two members of the committee and the secretary or chairman stating the amount of loan stock.
20.10. The Committee may, in its discretion, from time to time apply Club monies to pay off the loan stockholders in the order in which they are entered in the register, or in any other such order as the Committee may determine. If a loan stockholder, who has received notice, or to whom notice has been sent at his address registered in the books of the Club, that the Committee is prepared to repay the amount of his loan stock, leave the sum to be thus repaid in the hands of the Club, (s)he shall not be entitled to any interest thereon after the expiration of the time named in the notice of repayment.
20.11. The Committee may, at its discretion, rent out property belonging to the Club provided that all monies gained through this renting are applied for the benefit of the Club and in pursuance of the objective for which the Club functions.
20.12. The Committee may, at its discretion, sell Club assets provided that all monies gained through the sale are applied for the benefit of the Club and in pursuance of the objective for which the Club functions.
21.1. Any freehold or leasehold property from time to time owned by the Club shall be vested in trustees on behalf of the members. Such trustees must be Full Members of the Club who shall respectively hold office until death or resignation unless removed from office by Resolution of the Committee or an Annual General Meeting or Special General Meeting. Such Trustees shall deal with any freehold or leasehold property vested in them in accordance with the directions of the Committee, insofar as such directions do not contravene any legal obligation or requirement.
21.2. The Committee shall be responsible for the upkeep and maintenance of any freehold or leasehold premises owned by the Club and for insuring them for full value against all normal risks. The Committee shall supervise the premises and be entitled to deal directly on behalf of the Trustees but shall consult with the Trustees regarding any alterations and all issues relating to health and safety, occupiers liability, child protection and disability discrimination that may arise from time to time. The Committee shall provide the Trustees with an annual report as to the insurance, upkeep, maintenance and use of any such premises and of any other matter which may be considered material and the Trustees shall be entitled to inspect all records and information regarding the same.
21.3. The Full Members shall jointly and severally indemnify every Trustee in whom is vested any freehold or leasehold property owned by the Club against all costs, charges, losses, expenses, liabilities and claims incurred by him/her in his/her capacity as Trustee and legal owner of freehold or leasehold property on behalf of the Members.
21.4. The Trustees shall have a duty to safeguard the property of the Club vested in them from time to time and to promptly notify the Committee of any matters which come to their attention which might give rise to a risk of damage or destruction to such property, loss of amenity, diminution in value or of matters relating to such property which give rise to some risk or liability or increase therein of the Members and shall promptly deliver to the Chairman or Secretary any notice relating to such property which is received by the Trustee. The Trustees shall co-operate with the Committee in doing all such things as may be necessary from time to time to avoid or minimise such risks including taking professional advice when appropriate. If the Trustees consider that issues relating to property vested in them are of sufficient weight as to merit consideration by the Members the Trustees shall be entitled to request the Committee to convene a Special General Meeting for the purpose, whereupon the provisions of Rule 8 shall apply.
21.5. The Trustees shall be not less than two nor more than four in number and shall be appointed or removed by the Chairman acting in accordance with a resolution of the Committee, an Annual General Meeting or a Special General Meeting and any such resolution shall be recorded in the minutes of the meeting. A Trustee removed from office without his/her consent may by notice in writing require the Committee to convene a Special General Meeting of the Full Members to reconsider the matter whereupon the provisions of Rule 8 shall apply.
21.6. Any Trustee shall be entitled to resign at any time by notice in writing to that effect served on the Chairman or Secretary which notice shall be effective within 3 months of the service thereof.
22 DISSOLUTION OF THE CLUB
22.1. If at any Annual or Special General Meeting at which not less than half of the full members are present a resolution is passed by a two thirds majority of those present voting for a dissolution of the Club, the trustees shall proceed forthwith to realise the assets of the Club and having discharged all liabilities shall apply any surplus in Cressbook and for the purposes set out in Rule 1.2 in the interests of the social welfare of the inhabitants of Cressbrook and the Parish of Litton with the object of improving the conditions of life for the said inhabitants. Upon completion of such application the Club shall stand dissolved.