Traeth Coch Sailing Club Rules

Transcription

1 CONTENTS 1. NAME 2. OBJECTS 3. MEMBERSHIP CATEGORIES 4-7. NEW MEMBERS 8. HONORARY MEMBERS 9. ENTRANCE FEE 10. ANNUAL SUBSCRIPTION MEMBERSHIP TERMINATION 15 TEMPORARY MEMBERS, VISITORS, GUESTS 16. LIMITATION OF RIGHT TO REPRESENT CLUB 17. VISITORS 18. LIMITATION OF LIABILITY 19. NOTICE BOARD 20. COMPLAINTS 21. COMMITTEE CONSTITUTION COMMITTEE MEETINGS, SUBCOMMITTEES AND POWERS OF COMMITTEE POWERS TO REPRESENT THE CLUB AND INDEMNITY LICENSING REGULATIONS 31. ELECTION OF OFFICERS AND COMMITTEE ANNUAL AND EXTRAORDINARY GENERAL MEETINGS TRUSTEES APPOINTMENT AND POWERS 41. FINANCIAL CONTROL AND REPORTING 42. HONORARY AUDITORS 43. BANKING AND SIGNATORIES 44. INTERIM FINANCIAL REPORTING 45. ACCOUNTING PRACTICES 46. BUDGETS 47. INSURANCE. 48. ASSET REGISTER 49. DISSOLUTION 50. PROFITS 51. ALTERATION TO RULES

2 1. NAME: The name of the Club is Traeth Coch Sailing Club, hereinafter referred to in these Rules as (the Club). 2. OBJECTIVES: The objectives for which the Club is formed are to promote and facilitate community participation in boating of all kinds in Red Wharf Bay (the Bay) and to regulate the use of moorings in the Bay amongst the members for the benefit of everyone. To enter into negotiations, when necessary, with the Local Authority, or any other person in whom any foreshore right or other rights may be vested, affecting the use of the Bay, for the purposes of preserving to the best advantage, the facilities enjoyed by the public in general relating to the amenities of the Bay. 3. MEMBERSHIP CATEGORIES: The Club shall consist of Honorary Members, Ordinary Members, Family Members, Junior Members, Retired Members and House Members. Any of these categories of membership may be granted for life in accordance with Rule 10(b). There shall be the following categories of membership with power to vote at alll meetings of the Club as indicated below: A FULL MEMBER being a person who, at the date of election, shall have attained the age of eighteen years, shall have one vote. A FAMILY MEMBER - which expression shall include one or two co-habiting adults and all children within their guardianship under eighteen years of age, or twenty one if in full time education. The family unit shall have one vote per unit exercisable by the named Family Member.. A JUNIOR MEMBER - being a person who, at the date of election, is under the age of eighteen shall have no vote. Such a member shall be one who at the commencement of the subscription year joins the Club other than as a full member or a family member. A HOUSE MEMBER being a person who does not have a boat or mooring within thirty miles of Traeth Coch, who does not normally crew for a member of the Club but who fully supports the aims and objectives of the Club. The total number of House Members shall not exceed twenty-five with House Family Members counting as two. AN HONORARY MEMBER - who shall have no vote. A TEMPORARY MEMBER - who shall have no vote. RETIRED MEMBERSHIP - shall be available to any member and the member s spouse, if the member has been a member for no less than 7 years, has retired from full-time employment and no longer has a boat or a mooring in or around Anglesey. 4. NEW MEMBERS (a) Membership of the Club shall be open to all persons who support the aims and objects of the Club, irrespective of ethnicity, nationality, sexual orientation, religion or beliefs, or of age, sex or disability, except as a necessary consequence of the requirements of the sport of sailing and subject to the availability of suitable facilities. (b) The Committee may refuse membership, suspend or expel from membership only for good and sufficient cause, such as conduct or character likely to bring the Club into disrepute. Appeal against such a decision may be made to the Club members in accordance with the provisions of Rule 13.

3 5. An application for membership, in the form prescribed by the Committee, containing the name, address and occupation of any person proposed for membership, together with the name and type of boat, if appropriate, must be displayed in the Club premises, in a part frequented by members, for a period of not less than two weeks before election. Upon receipt of an application for membership, the Membership Secretary shalll enter such application in a Register of Applicants and display the application form on the Clubhouse notice board. There shall be an interval of at least two weeks before the meeting of the Committee at which such application for membership shall be considered. The election of members, other than Honorary Members, is vested in the Committee and shall be by a simple majority vote. Voting shall be by ballot, if so desired by any member of the Committee. Appeal against refusal to elect may be made to the members in General Meeting. It is a condition of membership that Club members who own a vessel shall hold a current insurance policy on their vessel providing at least third party insurance. The limit of indemnity under such section is to be a minimum of that required by the Council for mooring users. Details of the insurance shall be given by the candidate for election. 6. Every proposal for membership shall be submitted to the Committee Meeting next following the receipt of the proposal or entry in the book kept for the purpose and at such meeting the Committee shall elect or refuse to elect the candidate. 7. The Membership Secretary shalll send to each newly elected member upon election, a written notice thereof, which will also advise where a copy of the rules may be downloaded or otherwise obtained. Upon payment of the appropriate entrance fee and subscription, the newly elected member shall become a member of the Club. 8. HONORARY MEMBERS: The Club in General Meetings may elect Honorary Members. The election shall be by motion duly proposed and seconded. The Membership Secretary shall give to a person elected Honorary Member, written notice of his or her election and shalll send him or her a copy of these Rules and upon he or she intimating his or her willingness to take up his or her membership, he or she shall become a Honorary Member of the Club. Honorary Members shall pay neither entrance fee nor annual subscription. The number of Honorary Members to be admitted to membership shall not be such as is likely to result in the number of Honorary Members so admitted being significant in proportion to the total membership. 9. MEMBERSHIP FEES: An entrance fee shall be paid by all persons upon their election to membership except Honorary Members and the children of members who apply for membership in their own right on or before becoming 18 years of age or 21 years of age in full-time education. The entrance fee shall be determined by the Club in a General Meeting. 10. ANNUAL SUBSCRIPTION: a) The annual subscription of members shall be payable on 1st January in each year. The amount of the annual subscription shall be determined by the Club in General Meeting. In the event of a member being elected after 31st August in any year, the subscription paid shall cover the period until the end of the following year. Should it be necessary for a member to request a transfer of membership to a higher rated category, the member will be required to pay the difference in the fees payable at the time of transfer. b) Any member may apply to the Committee for Life Membership as an alternative to paying the annual subscription. Life Membership may be granted by the Committee subject to the appropriate fee being paid.

4 No special privileges shall be attached to Life Membership. The amount of the Life Membership fee shall be determined by the Club in General Meeting. 11. MEMBERSHIP TERMINATION: Any member who fails to pay his or her subscription by the 30th June will be removed from the list of members by the Committee. A member may be restored to the list of members if the Committee so decides. 12. A member may retire from membership at any time by giving notice to the Membership Secretary in writing. Any member retiring without paying his or her subscription for the then current year shall be liable for the sum. 13. Every member, upon election and thereafter, is deemed to have notice of, and undertakes to comply with, the Club Rules and any bye-laws and regulations of the Club. 14. Any material breach of Rule 13 or any conduct which, in the opinion of the Committee, is either unworthy of a member or otherwisee injurious to the interests of the Club, shall render a member liable to disciplinary action by the Committee, which may include suspension for a specified period of time or expulsion. Before taking such disciplinary action against a member, the Committee shall call upon such member for a written explanation of the member's conduct and shall give the member full opportunity of making explanation to the Committee, or of resigning. Appeal against suspension/expulsion may be made to the members in General Meeting. A resolution to apply any sanctionn shall be carried by a simple majority vote by those members of the Committee present and voting on the proposal. Upon suspension/expulsion the member/former member shall not be entitled to have any part of the annual membership subscription refunded and must return any Club or external body s trophy or trophies held immediately. 15. TEMPORARY MEMBERS, VISITORS, GUESTS: A Temporary Member (which expression may include members of another RYA affiliated Club or organisation) shall have the full use of the Club facilities, but:- a. Shall have no right to enter Club races or regattas unless specifically authorised by the Sailing Captain or Committee. b. Shall have no right to introduce visitors to the Club or its facilities. c. Shall have no right to take any part in the management of the Club. d. Is deemed to have notice of and impliedly undertakes to comply with the Club Rules, current bye-laws and regulations as if he or she were a member of the Club and so far as the Rules, bye-laws and regulations may be deemed to apply to such Temporary Member. e. Shall be liable to expulsion from the Club premises or prohibited from using Club facilities if, in the opinion of the Committee, he or she shall not have reasonably complied with the above conditions. f) Shall have no right to the Club Trophies. 16. No member of the Club shall enter into any individual or independent negotiations on behalf of the Club with the Local Authority, the Crown, or any other person having any interest in land around, adjacent to, or forming part of the foreshore of the Bay without the prior consent of the Committee.

5 17. A member may introduce visitors to the Club. The maximum number of introductions for a particular visitor shall be five times in one year. Members may not normally introduce more than two visitors at any one time unless the prior permission of the Committee has been obtained. The member who introduces a visitor shall be responsible for the conduct of that visitor. 18. LIMITATION OF CLUB LIABILITY: All references to the Club in this Rule shall mean each and every individual member of the Club from time to time. Members are bound by the following Rule which shall also be exhibited in a prominent place within the Club premises. Members of the Club may use the own risk and impliedly accept:- Club premises, and any other facilities of the Club, entirely at their (a) The Club will not accept any liability for any damage to or loss of property belonging to members. (b) The Club will not accept any liability for personal injury arising out of the use of the Club premises, any other facilities of the Club either sustained by members or caused by the said members whether or not such damage or injury could have been attributed to or was occasioned by the neglect, default or negligence of any of them, the Officers, Committee, Trustees or Servants of the Club. (c) Membership of the Club and acceptance of these Rules by the member will be deemed to constitute consent to the holding of relevant personal data under the Dataa Protection Acts. 19. NOTICE BOARD: A member shall not cause any communication in whatever form to be exhibited on the Club notice boards or premises without permission of the Secretary or Membership Secretary. 20. COMPLAINTS: Complaints of any nature relating to the management of the Club premises shall be addressed in writing to the Secretary. Under no circumstances shall a Servant of the Club be personally reprimanded by a member. 21. COMMITTEE CONSTITUTION: There shall be a Committee consisting of the officers and not more than six members. The members of the Committee shall normally sit for two years but at least three members shall retire each year. Retirements shall be decided as follows:- a) All Committee members who have served two years since their election, whatever this number of members shall be. b) If retirement of Committee members under rule 21a is less than threee members, retirement shall occur of those members who have served the longest time since election so as to bring the number of retiring members to three. If a number of members have served the same time since election then lots shall be drawn to decide which of those members shalll retire. All retiring Committee members shall be eligible for re-election. If for any reason a casual vacancy shall occur, the Committee may co-opt a member of the Club who is eligible to serve to fill such a vacancy until the next Annual General Meeting. A retiring Commodore shall serve as an ex-officio member of the Committee in the year immediately following his or her retirement. 22. COMMITTEE MEETINGS, SUBCOMMITTEES AND POWERS OF COMMITTEE Meetings of the Committee may be convened by any officer and any four Committee members not being officers. Six committee members shall constitute a quorum. If votes are equal, the Chairman of a Committee meeting shall have a casting vote. 23. The Committee shall manage the affairs of the Club in accordance with the Rules, which define the

6 duties of the several officers who, shall in all respects, be subject to the control of the Committee. The Committee may appoint such sub-committees as it may deem necessary and may delegate such of its power as it may think fit upon such terms and conditions as shall be deemed expedient and/or required by law. Such sub-committees shall consist of such members of the Committee or of the Club as the committee may think fit. Officers of the Club shall be ex-officio members of all such sub- of the Club. committees. The Committee may appoint a Sailing Sub-Committee to organise the sailing activities The Sailing Sub-Committee shall be chaired by the Sailing Captain. 24. The Committee shall make such bye-laws and regulations as it shall from time to time think fit and shall cause the same to be exhibited in the Club premises for fourteen days before the date of implementation. Such bye-laws and regulations shall remain in force until approved or set aside by a vote at a General Meeting of the Club. 25. A member of the Committee, of a sub-committee or any officer of the Club, in transacting business for the Club, shall disclose to third parties that he is so acting. 26. The Committee, or any person or sub-committee delegated by the Committee to act as an agent for the Club or its members, shall enterer into contracts only so far as expressly authorised, or authorised by implication, by the members. No one shall, without the express authority of the membership in General Meeting, pledge the credit of the membership. 27. POWERS TO REPRESENT THE CLUB AND INDEMNITY: In pursuance of the authority vested in the Committee by members of the Club, members of the Committee are entitled to be indemnified by the members of the Club against any liabilities properly incurred by them or any one of them on behalf of the Club, wherever the contract is of a duly authorised nature and entered into on behalf of the Club. The limit of an individual member s indemnity in this respect shall be a sum equal to one year s subscription at the then current rate for that category of membership unless the Committee has been authorised to exceed such limit by a General Meeting of the Club. 28. LICENSING REGULATIONS: The supply to the Club of intoxicating liquors shall be under the sole control of the Committee or a sub-committee of not less than four elected members of the Committee. The said Committee shall cause an account of all purchases and receipts of intoxicating liquors to be kept and shall at every Annual General Meeting present a report and financial statement relative to such sales and purchasess for the previous accounting year. Financial benefit arising from the supply of intoxicating liquor must be for Club members and not for any individual. 29. The permitted licensing hours of the Club for the supply of alcohol shall be such hours as shall from time to time be determined by the Chief Public Protection Officer of the Isle of Anglesey County Council. 30. Intoxicating liquor may only be sold for consumption on the Club premises to persons over the age of 18 who are entitled to use of the Club premises in pursuance of the rules, bye-laws and regulations for the time being in force. No Junior Member under the age of 18 may purchase or attempt to purchase intoxicating liquor within the Club premises. 31. ELLECTION OF OFFICERS AND COMMITTEE: The officers of the Club shall consist of President, Commodore, Vice-Commodore, Rear-Commodore, Sailing Captain, Honorary Secretary, Honorary Treasurer and Honorary Membership Secretary. The President shall be a non-executive officer. The Officers shall be elected at each Annual General Meeting and shalll hold office until the

7 next succeeding Annual General Meeting when they shall be retired but shall be eligible for re-election. Nominations for officers shall be sent to the Honorary Secretary at least two weeks before the Annual General Meeting. Such nominations must be duly seconded and the permission of the nominee must be obtained. Nominees for the office of Commodore must have served as Committee members for at least two years. A Flag Officer will not serve more than three consecutive years in one office unless otherwise decided by the wishes of a two-thirds majority at an Annual General Meeting. Should a casual vacancy occur amongst the officers of the Club, the Committeee may appoint an eligible Club member to fill the vacancy as an acting officer until the next General Meeting. Such tenure of office shall not count as service as a Flag Officer under this Rule. The President is a Honorary role elected to lead the Club, but takes no active role in its day to day running. In the absence of the Commodore, may chair meetings but has no voting rights. The Commodore is responsible for the overall management of the Club and to represent the Club publicly, chair all General Meetings of the Club and its Committee. They will also ensure that all Committee members are aware of their responsibilities and that they discharge their duties effectively to enable Club members to enjoy the benefits of Club membership. In addition, the Commodore will liaise with other sailing clubs and similar organisations. Vice Commodore, will deputise for the Commodore when appropriate to do so and arrange the winter programme. Additionally, they will ensure that the Club s buildings and grounds are properly maintained and manage the Bar Committee. Rear Commodore will make arrangements for refreshments at functions and socialentertainments, personally or through delegation to other Club members. Additionally, they will ensure that the Club kitchen and bathrooms are adequately stocked. Sailing Captain will organise all sailing matters and ensure that a sailing programme is drawn up, organise trophies and prize giving at the Annual Presentation Dinner and issue invitations to other sailing clubs for social interaction. Honorary Treasurer will cause such books of account to be kept as are necessary to give a true and fair view of the state of finances of the Club. Will maintain proper accounts of the Club s finances and prepare the Annual Accounts for submission to the Auditors and the members. Additionally, will cause such books of account to be kept as are necessary to give a true and fair view of the state of finances of the Club and create all returns as may be required by law in relation to such accounts to be rendered at the due time. Present the Annual Income and Expenditure Account and Balance Sheet to the Club as at 31 st August at its Annual General Meeting. Administer such insurance policy or policies as may be needed fully to protect the interestss of the Club, its Officers and its members. Maintain contact with the Club's Legal Advisor (ASA) to ensure that the Club's affairs are managed in accordance with current law. Ensure that the Club complies with all its legal and statutory obligations. Maintain any such certificates or registrations and complete any such non-financial returns, as may be required by law. Honorary Secretary will issue notices, agendas and minutes of all General Meetings of the Club and its Committee and record the minutes of these meetings. Keep full minutes of all meetings of the Club and the Committee, which shall be confirmed and signed by the appropriate Chairman upon the agreement of the Committee at the next following meeting of the Committee and Club. Liaise with advertisers for the Handbook.

8 Honorary Membership Secretary will keep a register of Club members' names, addresses and name and type of boat belonging to them. Process new applications, maintain, conduct the membership correspondence of the Club, issue subscription reminders and letters to lapsed members, keep custody of all Club membership documents, inform the Newsletter Editor of new members and obituaries. General Committee Members will support the work of the Flag Officers and Honorary Committee Members for the benefit of all Club members. The Committee and the Flag Officers are the "guardians" of the Club s resourcess and are responsible for all aspects of running the Club. 32. ANNUAL AND EXTRAORDINARY GENERAL MEETINGS: The Annual General Meeting shall be held on some day in the month of October in each year to be determinedd by the Committee. The business of such meetings shall be the election of Officers, Committee and Auditors and the passing of the accounts and any other business of which notice shall have been given to the Secretary before the first day of September preceding such meeting. 33. The Committee may at any time and, shall on the requisition of not less than 20 members stating the business for which it is required, convene an Extraordinary General Meeting for any specific purpose. 34. The Secretary shall, at least 21 days before any General Meeting, send to every member at his or her address in the Club s books, a notice of each meeting stating the time, date and the place where it will be held and the business whichh will be brought before it. No business of a formal nature shall be brought forward at any meeting unless notice of it has been duly given as provided within these Rules. 35. At all General Meetings, the chair shall be taken by the Commodore or Vice-Commodore of the Club or, in their absence, by a member chosen by the meeting. Every question, unless otherwise expressly provided by these Rules, shall be decided by a majority of votes. Every member shall have one vote and in the case of equality of the votes the Chairman of the meeting shall have a second or casting vote. On any proposal properly put to a meeting of the Club relating to the creation, repeal or amendment of any rule, bye-law or regulation of the Club, a majority vote is required of at least two-thirds of those present and entitled to vote. Members absent from the meeting may vote either by proxy or by previously sending their votes in writing to the Secretary. Proxy votes shall be allowed only for voting on specific issues previously communicated to the membership in writing. The quorum at a General Meeting shall be 20 members present in person or by proxy. 36. At a General Meeting unless, a poll is demanded by 10 members, a declaration by the Chairman that a resolution has been carried or carried by a particular majority or lost or not carried by a particular majority shall be conclusive. If a poll is demanded, it shall be taken immediately and the result of the poll shall be declared by the Chairman that the resolution has been carried or lost accordingly. 37. TRUSTEES APPOINTMENT AND POWERS: There shall be at least threee Trustees of the Club who shall be appointed from time to time as necessary by the Committee of the Club from among Ordinary, Family or Honorary Members who are willing to be so appointed. A Trustee shall hold office during his lifetime or until he shall resign, by notice in writing given to the Committee or until a resolution removing him from office shall be passed at a meeting of the Committee by a majority comprising two-thirds of the members present and entitled to vote.

9 38. All property of the Club, including land and investments, shall be held by the Trustees for the time being, in their own names so far as is necessary and practicable, on trust for the use and benefit of the Club. On the death, resignation or removal from office of a Trustee, the Committee shall nominate a new Trustee in his or her place, and shall as soon as possible thereafter take all lawful and practicable steps to procure the vesting of all Club property into the names of the Trustees as constituted after such nomination. For the purpose of giving effect to any such nomination, the Honorary Secretary for the time being is hereby nominated as the person to appoint new Trustees of the Club within the meaning of Section 36 of the Trustee Act 1925 and he shall by deed duly appoint the person or persons so nominated by the Committee. 39. The Trustees shall in all respects act in regard to any property of the Club held by them, in accordance with the direction of the Committee, and shall have power to sell, lease, mortgage or pledge any Club property so held for the purpose of raising or borrowing money for the benefit of the Club in compliance with the Committee s directions (which shall be duly recorded in the minutes of the proceedings of the Committee) but no purchaser, lessee or mortgagee shall be concerned to enquire whether any such direction has been given. 40. The Trustees shall be effectually indemnified by the Committee out of the assets of the Club from and against any liability, costs, expenses and payments whatsoever which may be properly incurred or made by them in the exercise of their duties or in relation to any legal proceedings or which otherwise relate directly or indirectly to the performance of the functions of a Trustee of the Club. 41. The funds of the Club shall be kept by the Honorary Treasurer under the supervision of and in such place and manner as shall be determined by the Committee. The Committee shall have power to expend the Club s funds in such manner as they think fit in accordance with these Rules and the objects of the Club. 42. At the Annual General Meeting in every year, two members of the Club shall be appointed as Honorary Auditors. These Auditors shall examine the Treasurer s accounts with the vouchers and receipts and shall report as appropriate to the members and certify the Annual Statement of Account and Balance Sheet. Should one or both of the Auditors be unwilling or unable to act, the Committeee shall appoint another eligible member to fill the vacancy. No officer of the Club or member of the Committee shall be eligible to serve as Honorary Auditor. Honorary Members are not precluded from serving as Honorary Auditors. 43. BANKING AND SIGNATORIES: Club bank accounts must be in the name of the Club. New accounts may only be opened by a decision of the Committee, which must be minuted. Debit and credit cards shall not be provided for these accounts, paying-in cards are acceptable. The Honorary Treasurer will be the primary approving signatory for all financial transactions., There shall be a counter-signature for all financial transactions, whether cheque or electronic. The Committee will appoint up to three additional signatories making a total of four signatories. The additional signatories must not be a relative or partner to the Treasurer. The signatories are responsible for establishing the purpose of the payment, its value and compliance with the order or instruction. 44. INTERIM FINANCIAL REPORTING: The Honorary Treasurer will prepare a financial report for every Committee meeting. The report will consist of an up-to-date balance for money held in the Club's bank accounts, the year to date income and expenditure and an explanation for any unusual activity.

10 45. ACCOUNTING PRACTICES: The Honorary Treasurer will maintain an accounting system which records all financial activity of the Club, cheques and cash received and banked, internet banking transfers in and out. Every transaction will be entered into the appropriate book/file and will include the date of the transaction, the name of the person money was received from or paid to and the full amount with a brief description of why the money was received or paid. All documents relating to receipts and payments will be given a sequential reference number which will be recorded in the General Ledger of the accounts and retained in numerical order in a file. If the accounts are recorded digitally, a monthly back-up copy will be sent to a signatory, who will retain the file until the next back-up is received. The Honorary Treasurer will check all invoices and receipts before payment is authorised. 46. BUDGETS: The Committee will set a budget for any project or expenditure, which should be adhered to by the member leading the project. If a greater than ten per cent overspend or over 500 is likely, then the member leading the project must go back to the Committee for approval. The Committee must approve the purchase of any item over 500 and approval recorded in the minutes. 47. INSURANCE: Appropriate insurance policies will be maintained to cover at least, property all risks, cups, trophies and specified items all risks, employer s liability, public and products liability. This cover should be reviewed annually by the Committee. 48. ASSET REGISTER: An Asset Register will be kept by the Honorary Treasurer of all material physical assets of the Club and regularly updated. The Asset Register will be kept off the premises at the address of the Treasurer. 49. DISSOLUTION: Should the number of full members fall below 20 or should the primary objects of the Club be no longer achievable, the Committee shall call an Extraordinary General Meeting of members, at which a proposal to dissolve the Club shall be put to the members. Upon the dissolution of the Club, any remaining assets shall be transferred to another registered Community Amateur Sports Club, having similar objects to those of the Traeth Coch Sailing Club or to the Royal Yachting Association or the Royal National Lifeboat Institute. 50. PROFITS: All surplus income or profits shall be re-invested in the Club. No surpluses or assets will be distributed to members or third parties. 51. ALTERATIONS TO RULES: These Rules may be altered or repealed or new rules may be made at the Annual General Meeting or an Extraordinary General Meeting duly summoned for that purpose. (All amendments up to and including the 2017 AGM)