ALPHABETICAL INDEX

Rule      Number

Accounts

Production & Exhibition   50

Annual Reports     50

Assistant Secretary

Election     18

Duties     34

Term of Office    18

Auditor

Appointment of     50

Candidates for Membership

Applications    5

To attend before Committee    6

Undesirables    6

Chairman

Election     18

Duties     32

Term of Office    18

Cheques (Personal)

Cashing of     13

Expenses incurred by Members  13

Club Functions    67

Committee

Authority     38

Constitution    18

Election of    18:21:24:25

Interim Vacancies     20

Meetings      18


  Manner of Voting     22

  Notice to be given    23

  Nominations     24

  Power to suspend or expel   40

  Removal from Office - Election of New  19

  Resignations    28

  Resolutions passed by   39

  Responsibilities    30

  Scrutineers & Returning Officer  25

  Voting    23:24:25:26:27

Children and Young Persons  65

Complaints

In writing to the Secretary   35


Dissolution of the Club   60


Documents

Signing of     38


Dress Code    66


Employees

Conduct of    38

Insurance     35

Recruitment and Dismissal   38


Gaming Machines    37:65


Gifts and Hospitality   70


Goods and Services

Orders for    41


Guide Dogs    63

Hours     58:59

THE NEW RULE BOOK 2014

Meetings

Agenda for    44

Adjournment    47

General and Special  42:43:44:45:46

Notice to be given    44

Rescinding of Resolutions   48

Voting at     49


Membership

Card – Production of   14

Change of Address    15

Honorary     16:17

Life     16:17

Records     35

Selection     4

Suspension    40

Termination    17:40

 Transfer of    8


Misconduct    17:40:57


Mobility Scooters    64


Name and Object of the Club  1

Notices, bills, newspapers etc                      57

Officers

Election of   18:21:24:25

Duties                      31:32:33:34:35

Term of Office    18

Remuneration of    29

Powers of the Club  3

Prams and Pushchairs   64


Pre bookable Tickets for Social Events 69

President

Election     18

Duties     31

Term of Office    18

Casting Vote    18:49

Refreshments

Supply of     52:65

Rules and By-Laws   62

Sale of Intoxicating Liquor   51:65

Seal of the Club    61

Secretary

  Election     18

  Duties     35

  Term of Office    18

Smoking Policy    68

Steward/Assistant Steward

 Appointment/Dismissal   38

Subscriptions

 First     7:9

 Non payment    10:17

 H.M.Forces members   11

 Suspended members   12

Suggestions    35

Treasurer

 Election     18

 Duties     33

Term of Office    18

Trustees    36:37

Visitors and Guests  53:54:55:56

Use of Name   2

Wheelchairs   64


      

     

Dated: March 2014


THESE RULES REVOKE ALL OTHER RULES, COMMITTEE RESOLUTIONS AND BY-LAWS















The Masculine in these Rules shall also read as the Feminine and vice versa and all references to the Committee shall mean the Management Committee unless otherwise stated.

Any reference to the “Club Premises Certificate” shall also be deemed a reference to any “Premises Licence” held by the Club.



Rule 1 – Name and Objects of the Club

The Club" shall be called the Wigmore and District Smallholders Club and its office shall be at 2 Springvale, Wigmore, Gillingham, Kent, or such other place as the majority of members shall determine. Its objects shall be to carry on the business objects of a Club by providing for the use of its members the means of social and mutual helpfulness, mental and moral improvement, rational recreation and the other advantages of a club.


Rule 2 - Use of Name

The registered name of the Club or shortened version there of shall be conspicuously displayed in easily legible letters on the outside of the premises in which the business of the Club is carried on. It shall also be engraved in legible characters on the Club Seal and shall be displayed on all notices, advertisements and other official publications, bills of exchange, promissory notes, cheques and orders for money or goods, invoices, receipts and letters of credit, purporting to be signed on behalf of the Club.

Rule 3 - Powers

The Club shall have the power to do all things necessary or expedient for the accomplishment of the objects specified in its rules, including the power to hold, purchase or take on lease in its own name, any land or buildings; and may sell, exchange, mortgage or lease the said land or buildings or build upon the said land.


Rule 4 - Membership Selection

The selection of members shall be vested solely in the Committee.


Rule 5 - Membership Applications

Every person wishing to become a member must apply by letter to the Secretary. In due course the applicant must be proposed and seconded by two members (who must themselves have been full members for at least twelve months) and who are able from personal knowledge to vouch for their nominee’s respectability and fitness to be a member. Any employee of the Club shall be eligible for membership, and any member becoming a club employee may retain membership at the discretion of the Committee.

No application for membership shall be accepted from persons under the age of eighteen. A list of applicants will be posted on the Club Notice Board.


Rule 6 - Duty of Members to report undesirable Candidates

Any member who considers that any candidate proposed under Rule 5 would be an undesirable member shall inform the Secretary in writing, who will communicate the grounds for objection to the Committee for decision under Rule 4. The Committee may require the attendance of any candidate, and of their proposer and seconder to answer such questions as may be put to them.


Rule 7 - Payment for first subscription

No candidate selected by the committee shall be deemed to be a member of the Club or participate in its privileges and benefits, until they shall have paid their first subscription and an enrolment fee at the rate(s) laid down by decision at an Annual General Meeting.

No rejected candidate shall again be proposed as a member until the expiration of six months from the date of such rejection.

No person who has been expelled from the Club shall ever again be proposed as a candidate, or make use of the Club premises, unless the special consent of the Committee has been obtained to their being so proposed, or so using the Club.


Rule 8 - Transfer of Membership

Subject to the Committee's approval, membership of a deceased member may be transferred to the surviving spouse if so desired.


Rule 9 – Subscriptions

The rate of annual subscription shall be as determined at the General Meeting and shall be exhibited at all times on the Club Notice Board. Subscriptions are payable in advance and become due on 1st January of each year by personal application only on days and times as designated and displayed within the Club. However it will be acceptable for a Member to renew the membership(s) of other Members.

The rates of subscription and of enrolment fees may be altered by a decision taken at a General Meeting.

The reduced Membership fees and other privileges afforded Senior Citizen Members shall only apply to those Senior Citizens having attained the age of 65 years and who has been a member of the Club for ten years or more. Applications must be made in writing.

Reduced Membership fees are also offered to those Members with 20 years membership but are under the 65 years of age.


Rule 10 - Non-payments of Subscriptions

If any member fails to pay their subscription within one month after it becomes due 1st January) their name shall be removed from the register of members.

If, however, the member can explain the delay in payment to the satisfaction of the Committee, their name may be restored to the register, subject to a penalty payment as agreed by the Committee.


Rule 11 - Members serving in HM Forces Overseas

Members serving in HM Forces Overseas may remain Club members during such period of duty provided they notify the Secretary of their wish to continue membership of the Club and on paying their subscription (by post if necessary).

Rule 12 - Suspended Members

A suspended member shall remain liable to pay his subscriptions.

Rule 13 - Payments and Cash back

Members may receive cash back (subject to availability of funds) from purchases at the bar on presentation of a valid bank Debit or Credit card. The minimum transaction of this type will be £25 and the maximum will be £100 – a charge will be made for this service as agreed by the Management Committee.  All expenses incurred by members in the Club must be paid before they leave the premises.

Rule 14 - Production of Membership Card

Every member shall produce the receipt for his subscription, or card of membership, whenever called upon to do so by any person authorised by the Committee to make such demand on the Club premises.



Rule 15 - Notice of Change of Address


Any member changing their address shall within fourteen days give notice to the Secretary in writing of the change, and until such notice is given, all communications and notices sent to their last address shall be deemed to have been served upon the member concerned.


Rule 16 - Honorary Members or Life Members

The Committee shall have the power to elect from time to time as honorary members without entrance fee or subscription, persons of distinction, or those who have rendered valuable services to the cause of the Club. Such honorary members shall enjoy all the privileges of membership but with no voting or proposal rights. The number of honorary members so elected shall not exceed one per cent of the total membership.

,All members, except Honorary members, reaching the age of 65 and having completed a minimum of 20 years membership from month of joining, shall be made a life member without further payment, and shall have full privileges of membership.

To minimise the time needed to establish the number of vacancies for membership it shall be Honorary and Life Members individual responsibility to renew such membership with the Office in January each year.  Also see Rule 15.


Rule 17 - Termination of Membership

a. Non-payment of Subscriptions (Rule 10)

b. Expulsion (Rule  40)

c. Non-renewal of Honorary or Life Membership (Rule 16)


Rule 18 - Constitution of the Management Committee

The Committee shall consist of twelve members and the following officers, as ex-officio members with powers to vote: President, Chairman, Secretary, Assistant Secretary and Treasurer If, however, the Secretary, Assistant Secretary and Treasurer receive an honorarium they shall be non-voting members.

All officer and Committee members shall be elected by ballot and remain in office until their successors are appointed.

The President, Chairman and senior six Committee members, unless Rule 20 has been implemented, shall retire at each Annual General Meeting (AGM). They will be eligible for re-election. A ballot to fill the vacancies arising from the aforementioned retirements will be held in the week following the AGM in March unless candidates are unopposed in which case they are elected without ballot and assume their respective role immediately following the AGM.

The Committee shall endeavour to maintain an even balance of six senior and six junior members on the Committee.  Should an imbalance occur, newly elected member(s) who received the least number of votes at the last election shall serve only 12 months when they will be eligible for re-election.


The term of office for the Secretary, Assistant Secretary and Treasurer shall be for five years, after which they will be eligible for re-election.

The Committee shall meet at least once a month and five members shall form a Quorum.  For emergency works/services in excess of £2,500-00 six Committee members shall form a quorum to authorise such works/services.  Sub- committees alone shall not form a quorum. Also see rule 32


Rule 19 - Removal from Office

Any of the Officers and committee shall be removable at any time by a majority of two-thirds of the members present at a Special General Meeting called for that purpose, and any Committee person being absent from three consecutive general meetings of the Committee shall cease to be a member of the Committee unless they send a written explanation which the Committee shall deem satisfactory.

Any vacancy so caused shall be filled as provided by Rule 20.


Rule 20 - Interim Vacancies

Any vacancy on the Management Committee which arises between elections shall be filled in accordance with the directions of the remaining members of the Committee. Vacancies so filled may, at the discretion of the Committee, be valid for the remaining duration of the term of office of the replaced Member(s).  

Every candidate for the positions of Club Chairman and President shall be subject to the election and nomination processes detailed in Rules 21 and 24.

Interim vacancies for Club Chairman or President shall be subject to the election and nomination processes detailed in Rules 21 and 24


Rule 21 - Election and Removal of Officers and Committee

Every candidate for office shall be proposed and seconded by two members entitled to vote. He shall be entitled to be nominated whilst holding any other office, but may occupy only one office. His current subscription must have been paid before the date on which the notice inviting nominations is removed from the Notice Board in accordance with Rule 23. Candidates applying for a vacancy on the Committee must have been a member for the past two years and be no less than 21 years of age. Candidates applying for positions of Secretary, Assistant Secretary or Treasurer must have had at least 2 years experience on the Committee (past or present) or have been a club member for a minimum of 5 years.

The Secretary, Assistant Secretary, Treasurer, Committee or any member or members thereof, may be removed by a majority of two-thirds of the members of the Club present at a Special General Meeting called for that purpose.

The election of a new Committee shall take place in the manner prescribed in Rule24.


Rule 22 - Manner of Voting

Each member of the Club shall have one vote for each vacancy, and no member shall give more than one vote to any candidate.

Rule 23 - Notice to be given

At least six weeks prior to the day appointed for the ballot a notice shall be posted on the Club Notice Board by the Secretary inviting nominations of candidates for Committee or as Officers of the Club. The notice shall remain so posted for fourteen days.

Rule 24 - Nominations

The names of all candidates for the Committee and officers of the Club, together with their proposers and seconders, shall be entered on a nomination sheet which shall be posted on the Notice Board twenty eight clear days before the day appointed for the ballot and shall remain so posted until the result of the ballot has been declared. Nominees for office must signify their willingness to accept by signing the nomination sheet.

No relatives of the same family shall be eligible to hold more than one position as an Officer of the Club at the same time ie. President, Chairman, Secretary, Assistant Secretary or Treasurer.  

For the positions of Secretary, Assistant Secretary and Treasurer, candidates must provide references and Curriculum Vitaes for scrutiny by the Management Committee.  Suitable candidates will be included in the ballot, if no suitable candidate is found the Committee may authorise external recruitment to fill the vacancy.



Rule 25 - Scrutinisers

The Committee shall appoint three Scrutinisers and a 'Returning Officer' to carry out the ballot under the Committee's directions. The result of the ballot shall be declared on the Club Notice Board.

Rule 26 - Ties in Ballot

In the case of a tie between any two or more candidates, the names of such candidates shall be written on pieces of paper, which shall be folded and placed in a receptacle, from which the Chairman of the meeting shall draw as many names as there are vacancies to be filled.

The members whose names are thus drawn shall be declared duly elected.

 No Officer of the Club, member of Committee, or candidate may be appointed as a scrutiniser, or Returning Officer.

Should a vacancy arise on the Committee by reason of one of the elected being chosen for some other office, the vacancy shall be filled by the candidate who receives the highest number of votes next to the elected.

Rule 27 - Dates & Times of Ballot

The number of hours and dates during which the ballots shall remain open shall be determined by the Committee, and a notice put up on the Club Notice Board to that effect.


Rule 28 - Resignation of Committee

In the event of the whole of the Committee resigning at any time, the Secretary shall obtain nominations during the following fourteen days and a ballot shall be held within twenty one days of such resignation for the election of a new Committee.

The result of the ballot shall be declared at a Special General Meeting called by the Secretary within one calendar month of such resignation.

The time and notice required for nominations under Rule 23 and for Special General Meetings under Rule 44 shall not apply to this case.


Rule 29 - Remuneration of Officers

The Officers of the Club shall receive such honorariums as the Committee or a General Meeting shall from time to time determine. Any Officer dealing with the monies of the Club - also the Steward- shall give such security as the Committee may from time to time determine and shall discharge their duties under the direction and control of the Committee.

The Committee shall have the power to elect them to honorary membership entitling them to enjoy the privileges of membership other than voting, or moving resolutions, at any meeting of the Club.

The honorary memberships of the Secretary, Assistant Secretary and the Treasurer will cease when they vacate their respective posts, but the Committee may at their discretion reinstate their names in the list of Club members without the usual formalities of selection.


Rule 30 - Committee Responsibilities

The responsibilities of the Committee persons are as laid out in the terms of reference to be handed to each Committee person at the commencement of their elected term.

No person other than Committee members or Officers of the Club shall sell raffle tickets within the Club. The annual sale of raffle tickets must be confined to club premises to members and guests to comply with the Lotteries Act and is the responsibility of Committee members in conjunction with the Steward.


Rule 35 - The Secretary

The Secretary shall on all occasions in the execution of his office, act under the control and direction of the Management Committee. Any monies he receives on behalf of the Club are to be paid to the Treasurer.

The Secretary shall:

a. Summon and attend all meetings and be responsible for the production of the minutes of the proceedings.

b. Arrange for the preparation of the Club's annual accounts and the audit thereof.

c. Keep a copy of the last year’s accounts and auditor's report displayed in a conspicuous place in the Registered Premises of the Club.

d. Keep the accounts, documents and papers of the Club, in such a manner and for such purposes as the Committee may appoint.

e. Keep in the Club Office a register of names and addresses of all Club members and a record of the latest payment of their subscriptions.

f. See that all Orders affecting Clubs, issued by, or under the direction of a Department of State, or any authorised administrative body, are strictly complied with in so far as they affect the Club, and that copies of such orders are displayed as required in the Club.

g. Comply with the requirements of the National Insurance Acts and Income Tax Regulations in so far as they concern the Club's paid employees.

h. Ensure that the Club is insured for liability for accidents to Club employees in the course of their duties; and also against fire and burglary.

i. Cause to be paid to H.M. Customs and Excise, Entertainments Tax, Value Added Tax and Corporation Tax due from the Club under provision of the Finance Acts.

j. Supply gratuitously to every member or person interested in the funds of the Club, on application, a copy of the last Annual Return of the Club.

k. Undertake all the administrative requirements of the Club, including membership and hall hire, for an honorarium agreed by the Management Committee.

l. Work such hours as are necessary to carry out the Secretary's duties working a minimum of 9 hours over 3 days (Monday, Wednesday & Tuesday or Friday).

m. Be assisted as necessary in the above duties by the Assistant Secretary.

n. Be capable of assisting the Assistant Secretary and Treasurer in the event of holidays and sickness.

o. Be responsible for reporting written complaints and suggestions to the Committee.

The Secretary shall be supplied by the Committee with copies of the Rules, and shall be bound to deliver copies thereof to any person on demand, on such payment as the Committee may from time to time determine.



Rule 39 - Resolutions Passed by the Committee

No resolutions passed by the Committee shall be rescinded unless notice shall have been given at a previous meeting of the Committee of intention to propose such rescission.



Rule 40 - Power to Suspend or Expel Members

The Committee has the power to reprimand, fine (not exceeding £100,) suspend or expel any member who infringes any Rule or who’s conduct in or out of the Club shall in the opinion, be prejudicial to the cause, or to the character or interests of the Club. Any member guilty of conduct likely to endanger the welfare, unanimity or good order of the Club, or whose actions are found to be inconsistent with the Rules, may be expelled by the Committee.

The Chairman or Secretary; or in their absence, two Committee members or one Committee member and the Steward/Senior Bar Person shall be empowered to order the immediate withdrawal of any member whose conduct is in conflict with the Rules of the Club and who, after warning, persists therein. The matter must be reported to the Committee at their next meeting, which must be held within fourteen days of the committal of the alleged offence. Such member shall have no right of re-entry to the Club premises, until summoned to meet the Committee. If the Committee consider that the complaint laid against any member does not warrant them summoning the member to appear before them, the member in question must at once be notified to this effect and they shall then be free to resume their rights as a member. At least ten clear days notice in writing shall be given by the Secretary to the member of his being summoned before the Committee, and such notice shall contain a statement of the complaints brought against him.

No member unless convicted of an offence by a Court of Summary Jurisdiction or other Court, shall be suspended or expelled without first being summoned before the Committee and full opportunity afforded the member to explain their conduct. Nor will the member be reprimanded, fined, suspended or expelled unless a majority of at least 2 thirds of the Committee present so vote. The decision of the Committee will be final. Should the member fail to appear before the Committee to give an acceptable explanation for his conduct, the case can be dealt with by the Committee in the member's absence.


Rule 44 - Notice to be Given

Notice of such General Meetings shall be exhibited on the Club Notice Board at least twenty-one days before the date appointed for the meeting.

Notice for any Motion for inclusion in the Agenda of the Annual Meeting must be submitted in writing to the Secretary within ten days of the posting of the notice summoning the meeting.

The Agenda for the Annual General Meeting shall be posted on the Club Notice Board for at least seven clear days before the date appointed for the meeting. No business other than that specified in the Agenda shall be transacted at the Annual Meeting.


Rule 45 - Notice of Special General Meeting

Notice of any Special General Meeting, and the object for which it is called, shall be exhibited on the Club Notice Board a clear fourteen days before the date appointed for such a meeting (except in the case of a Special General Meeting called under Rule 28). No other business except that for which the meeting has been convened shall be brought before a Special General Meeting.


Rule 46 - Special General Meeting called by Members

At a Special General Meeting called under Rule 42 (3) twenty of the members who signed the request shall form a quorum. If less than twenty of such members attend the meeting, the Chairman may, at his discretion, declare the meeting as unauthorised to deal with the item(s) on the Agenda.


Rule 47 - Adjournment

Any General or Special Meeting may be adjourned to such time as a majority shall decide, but no business other than that which could have been transacted at the original meeting shall be brought forward at such adjourned meeting.


Rule 48 - Rescinding of Resolutions

No resolution, passed at a General Meeting or Special General Meeting shall be rescinded unless notice of the intention to propose such rescission shall have been given to the Secretary at least twenty-one days before the date appointed for the meeting at which the proposal will be made.


Rule 52 – Sale of Refreshments and Miscellaneous Items

Refreshments and miscellaneous items will be supplied at such tariff as the Management Committee shall determine. The proceeds of the supply of refreshments and miscellaneous items shall be carried to the credit of the club funds.  The Chef/manager as employed by the Committee will provide such tariff as the Management committee shall determine: snacks, meals, buffets, dinners for club events and private functions.

Only food and drink purchased in the Club may be consumed on the premises.

No drinks shall be consumed in any outside area.

Drinking directly from bottles, cans or cartons is not permitted.

No raffle prizes may be consumed on the premises.

 

Rule 53 - Visitors or Guests

Notwithstanding anything contained in these rules,

a. Every member of the Club shall be permitted to bring in two guests as visitors into the Club, provided such guests do not fall within the category of persons mentioned in Rule 56 and 57. Visitors or guests, whether brought by an individual member of who are members or guests of another Club on an official visit at the invitation of the Committee, will be permitted to purchase excisable articles for consumption on the premises.

b. Any member wanting to invite more than two non-members to visit the Club must put the request in writing to the Secretary for consideration by the Committee except for funeral wakes, where the Secretary, Assistant Secretary and Treasurer may at their discretion allow more than two non-members to attend such functions provided such guests do not fall within the category of persons mentioned in Rule 56 and 57.  Non-members attending funeral wakes will only be allowed access to the hall but will be permitted to purchase excisable articles for consumption in the hall subject to the prevailing licensing law.

c.   Members shall be responsible for the conduct of their guests while on the Club premises.


d.   Visitors or guests attending a bona fide function held in the large hall of the Club and at which function not less than 15 persons are present, may purchase excisable articles for consumption in the hall provided (a) not less than 48 hours before its commencement, the Secretary, Assistant Secretary or Treasurer are notified of the function, and the notification is recorded by the Secretary, Assistant Secretary or Treasurer in a book maintained for that purpose (b) such sale of excisable articles take place only within the hours specified in Rule 58 (Permitted Hours).


Rule 58 - Hours of Opening and Closing Bar

The permitted hours of the Club when the bar is opened for the sale of intoxicating liquor are those set and varied by the Committee from time to time provided such hours are permitted by the terms of any Premises Licence held by the Club.

Notice of the hours during which the Club is open shall be kept posted on the Club Notice Board and on such electronic media as the committee employ.

Rule 59 - Hours of Opening and Closing Premises

The Club premises will be open to members and their guests during those hours as set by the Committee from time to time provided such hours are permitted by the terms of any Premises Licence held by the Club.

Notice of the hours during which the Club is open shall be kept posted on the Club Notice Board and on such electronic media as the committee employ.

Members and their guests are permitted to finish their drinks no later than 20 minutes after the bar closing time and the premises must be vacated no later than 30 minutes after bar closing time.

Rule 60 - Dissolution of the Club

The Club shall not be dissolved without the consent of two-thirds of the members. A Special Meeting should be convened for this purpose. If so dissolved the funds shall be disposed of equally between all fully paid up members at the time of the dissolution.


Rule 61 - Seal of the Club

The Club shall have a common seal with the name of the Club engraved on it in legible characters and such seal shall be entrusted to the care of the Secretary or such other Officer as the Committee shall appoint, and the affixing of such seal shall be accompanied by a resolution of the Committee authorising the act, and shall be affixed in the presence of and attested by the signature of two members of the Committee, and countersigned by the Secretary.

A Register shall be kept in which an entry shall be made on all occasions upon which the said common seal shall be used.


Rule 62 - Rules and By-Laws

No new Rules shall be made, nor any of the Rules herein contained, or hereafter to be made, shall be altered or rescinded, unless with the consent of a majority of two-thirds of the members present and voting at a meeting called for that purpose.

Any alterations of the rules shall be notified to the Licensing Authority within 28 days, as required by the provisions of the Licensing Act 2003.  

Propositions for new rules by the membership, or alterations to the existing rules must be submitted in writing to the Committee one month prior to the date of the meeting, and shall be posted in a prominent position in the Club at least fourteen days before the meeting called for the purpose.

No proposition shall be considered unless the proposal submitted to the Committee is supported by twenty members who have attached their signatures to the written proposal.

Book of Rules –

(a)  When future new editions of the Book of Rules of the Club are published, the date of publication should be clearly visible on the front cover,

(b)  All new editions of the Book of Rules should include an Index.

By-Laws shall not be altered without the sanction of a General or a Special General Meeting, but the Committee may at any time issue new by-laws.


Rule 68 – Smoking Policy

Smoking is only permitted in the designated smoking area.  The use of electronic, simulated smoking materials including cigarettes, pipes and cigars is prohibited except in the designated smoking area.


Rule 69 – Pre bookable Tickets for Social Events

Serving Committee members, Officers of the Club and Trustees are entitled to purchase two pre-bookable tickets for social events prior to general release.  Such tickets are non-transferable and shall only be used by the entitled person accompanied by either their spouse or partner.


Rule 70 – Gifts and Hospitality

A Gifts and Hospitality Book shall be maintained by the Office.  All Committee Members, Officers of the Club and members of staff shall record any offer of a gift or hospitality arising from Club activity made by suppliers, contractors, agents etc. in the Gifts and Hospitality Book.  The Gifts and Hospitality Book shall be reviewed at every Committee meeting.


Rule 31 - The President

The President, at his discretion, may preside at all General meetings of the Club. The President cannot preside at Committee Meetings of the Club. In addition to his vote as a member of the Club, the President shall have a casting vote at any meeting at which he presides. The President may also vote at Committee Meetings (Rules 18 and 50)

Members wishing to stand for the position of President of the Club must have served at least 2 continuous years on the Committee -past or present


Rule 32 - The Chairman

The Chairman shall preside at all committee meetings and shall have the casting vote. The Chairman may also preside at all other meetings at the discretion of the President and should he do so will have the casting vote. In his absence the Committee will appoint an acting Chairman from the remaining attendees.

Any member wishing to apply for position of Chairman must have had at least 2 years; experience on committee (past or present) or has been a club member for a minimum of 5 years.

In the event that the well being of the Club is at risk the Chairman is empowered to authorise orders for Goods and Services to a maximum value of £500 for any one event and to an aggregate value of £2,500 in any one calendar month. The reasons for such exceptional spends shall be reported to the Committee at their next meeting.  


Rule 33 - The Treasurer

The Treasurer shall be responsible for seeing that all monies received by the Club are duly paid into the bank at least once a week or as directed by the Committee. In conjunction with the Secretary, and the Assistant Secretary, the Treasurer shall also see that all debts of the Club (other than Petty Cash payments) are as approved by the Committee or Finance Sub-Committee, and will be paid by cheque or BACS payment (cheques to be signed and countersigned by the Treasurer, Secretary or Assistant Secretary). The Treasurer shall at every ordinary meeting of the Committee (or more often if required) prepare a statement of the Club’s funds and produce the cash book, paying in book and bank statements if required to do so.

The Treasurer will work such hours are as necessary on a Monday and Friday of each week to carry out the Treasurers duties for an honorarium as agreed at the AGM or by the Management Committee. The Treasurer will be capable of assisting the Secretary and Assistant Secretary in the event of holidays and sickness.

Rule 34 – The Assistant Secretary

The Assistant Secretary shall:

a. Be responsible for the hall hire requirements, membership renewals, new members’ intake and the upkeep of the register of the same, assisted, where necessary, by the Secretary.

b. Assist the secretary with all letters of communication and the typing thereof and be capable of carrying out the duties of the Secretary and Treasurer in the event of holiday and sickness or either.

c. Assist trustees, where necessary, in the counting of the gaming machine monies.

d.Work such hours as are necessary working a minimum of 9 hours per week over 3 days (Monday or Friday, Tuesday and Thursday) for an honorarium as agreed at an AGM or by the management committee.

e. Be capable of assisting the Secretary and Treasurer in the event of holidays and sickness.

f. Attend management, committee and general meetings.

The Assistant Secretary is also a signatory on cheques issued by the Secretary and Treasurer in accordance with their duties (Rule 33 and 35).


Rule 36 - Trustees

Trustees of the Club shall not be more than four or less than two. They will be elected by the Committee and shall hold office until death or resignation (unless removed by a resolution of the Committee). In the event of resignation they shall carry out all duties and responsibilities of a Trustee until their replacement is appointed.

The property of the Club (other than monies under the control of the Treasurer as provided in Rule 33) shall be vested in them.

They shall deal with such property as directed by the Management Committee and recorded in the minutes of the appropriate meeting. They shall be indemnified out of Club funds against risk and expense arising from their trusteeship. They may attend all Club meetings but not join in the business unless so allowed by the Chairman.

When so authorised by the Management Committee, the Trustees may obtain advances of money for the purposes of the Club upon the security of bonds or agreements or promissory notes or certificates of indebtedness or mortgages of real property of the Club or bills of sale on all or any of the goods and chattels of the Club upon such terms of interest and as to the time and manner of repayment of principal as the Committee may determine.


Rule 37 - Gaming Machines

All Gaming Machine monies and keys are to be kept under the supervision of the Trustees. Surplus funds will be used to assist in the running of the amenities of the Club. The Gaming Machines will be emptied and monies counted at least once a week by the Trustees. Members of the Club may be invited to assist in the counting procedure.


Rule 38 - Authority of Committee

The committee shall conduct the general business of the Club, regulate the Internal management, have power to enforce Rules impose fines (not exceeding £100) and make such by-laws as may be necessary the conduct of the Club in conformity with these Rules. It may appoint sub-committees, which under the supervision of the main committee shall manage the several departments of the Club, including the management of purchases and supplies of intoxicating liquor. No member of the Committee or Officer of the Club shall sign any document on behalf of the Club, or relating to matters not immediately connected with the management of the Club, without the express sanction of the Committee.

The appointment and dismissal of the Steward, Senior Bar Persons and Chef/Manager shall be vested solely in the Committee. The Steward and Chef/Manager shall undertake and discharge his duties under the direction and control of the Committee. The Steward is empowered by these rules to employ appropriate and suitable bar staff. The Chef/Manager is empowered by these rules to employ appropriate and suitable kitchen staff. Any such employee who is dismissed by the Steward or Chef/Manager shall have a right of appeal to the Committee. The conduct of an employee shall in no instance be made a matter of personal reprimand by any club members, but all complaints against employees or the domestic arrangements of the Club shall be addressed in writing to the Committee, through the Secretary.


Rule 41 - Orders for Goods and Services

Orders to Tradesmen for goods sold over the bar may be issued and signed by the Steward; with the proviso that any proposed change in branded goods is placed before the Committee for its approval prior to ordering. Orders to tradesmen for goods and articles not for sale over the bar, must be approved by the Committee and given in writing by the Secretary.

No claim will be recognised, or paid for any work done, or for any goods supplied to the Club, without an Order from the Committee conveyed either by the Secretary or Steward in writing in accordance with paragraph 1 of this Rule.

Building services required in excess of £2,500 will be subject to 3 individual quotations which must be taken to a Committee meeting prior to acceptance. In very exceptional circumstances, where the well being of the Club is at risk, the Secretary will contact a minimum of 6 Committee members for their approval. The reasons for such exceptional spends shall be reported to the Committee at their next meeting.


Rule 42 - General and Special General Meetings

There shall be General Meetings of members, which may be either General or Special.

The ordinary General Meetings shall be held in March and September, on a day to be fixed by the Committee. Every member attending must produce their membership card.


Rule 43 - Special General Meetings

The Secretary shall summon Special General Meetings as follows:

(1) In accordance with Rules 21 and 28

(2) At the direction of the Committee.

(3) Upon request forwarded to the Secretary signed by not less than 30 members stating the objects of such meeting. Meeting summoned under this paragraph shall be held within not less than fourteen days and not more than twenty-one days from the date of the receipt of the request by the Secretary.


Rule 49 - Voting at General Meetings

At all General Meetings every member present shall have one vote, and when the votes are equal, and then the presiding officer shall have an additional or casting vote.


Rule 50 - Annual Reports/Production of Audited Accounts

At the Annual General Meeting a statement of affairs and accounts and report of the Auditors shall be presented, as also a report of the Committee.

At least once a year, the Management Committee shall submit to a General Meeting of Club members, an audited set of annual accounts for the year ending 31st December, showing receipts and expenditure funds and effects of the Club, together with a general statement of the affairs of the Club since the last General Meeting.

In this connection, the Management Committee is to first submit the accounts for audit by an approved auditor appointed under any applicable legislation, together with the related accounts and all supporting vouchers and documents and a general statement on the finances of the Club.

The appointed Auditor shall have access to all the books, deeds, documents and vouchers necessary for the proper examination and verification of the accounts of the Club and of the accounts which he will sign, either, as found by him to be correct, duly vouched and in accordance with the law, or, shall specially report to the General Meeting of the Club before which it is laid, in what respect he finds it incorrect or not in accordance with the law.

A copy of the accounts together with the report (if any) of the Auditor is to be exhibited in a prominent position in the Club at least seven days before the General Meeting, and is to remain so posted throughout the year.


Rule 51 - Sale of Intoxicating Liquor

No sale of intoxicating liquor is permitted to any guest or non member except if that person has been granted Temporary Day Membership (as provided by Rule 54) or the sale is permitted by any licence or certificate held by the Club from time to time pursuant to the Licensing Act 2003.


 Rule 54 - Fees for Visitors or Guests

For every visitor or guest brought into the Club by an individual member there shall be a fee as determined by the Committee paid by the member concerned to such Officer or employee of the Club as shall be nominated by the Committee.  A receipt for the fee paid shall (if requested) be given to the member.  The fee having been paid will provide the visitor/guest with Temporary Day Membership but with no voting or proposal rights. Also see Rule 53c.

Children and young persons under the age of 18 years visiting the Club are exempt from paying an entry fee but must be supervised at all times by the hosting Member.

Non-members attending funeral wakes under Rule 53b are exempt from paying an entry fee.


Rule 55 - Names to be entered in Visitors Book

The name and address of any visitor or guest must be recorded by the sponsoring member in the Visitors' Book or on the form provided for this purpose, together with the member's name and membership number.  A separate Visitors Book shall be maintained by the Office for use by non-members attending funeral wakes under Rule 53b.


Rule 56 - Visitors who have been rejected as Candidates or expelled from the Club

No person who has been expelled, or who, at the request of the Committee, has resigned his Membership, or who, having been a candidate for selection has been rejected, or who is indebted to the Club, shall be admitted as a visitor.


Rule 57 - Misconduct

No drunkenness, bad language, or disorderly conduct, shall be permitted on the Club premises.

Any infringement of the rule will render the offending member liable to be dealt with by the committee under Rule 40. Any person damaging the furniture or other property of the Club shall make good the same to the satisfaction of the Committee. No member shall on any pretence injure or destroy any newspaper, pamphlet, book or other article being the property of the Club.  No member shall remove any item, being the property of the Club, outside the Club building without prior permission from an Officer of the Club or a member of the Committee.

It shall be the duty of any Officer or member of the Club to take every available means for putting a stop to these offences, and to report them forthwith to the Committee through the Secretary.

No bill, notice or newspaper shall be posted or distributed in or about the Club premises without the permission of the Committee or some person authorised by them and all books, papers and pamphlets, written or printed, shall be stamped with the Club stamp before being placed in the Club rooms. No books, papers, pamphlets or posters shall be admitted into the Club without the sanction of the Committee or Secretary.


Rule 63 – Guide Dogs

 No dogs, except guide dogs, will be permitted on the Club premises at any time.


Rule 64 – Prams, Pushchairs, Electric Mobility Scooters and Wheelchairs

 Prams, pushchairs, electric mobility scooters and wheelchairs shall not block fire exits, passage ways or seating areas.  Electric mobility scooters are not allowed inside the Club or entrance area.


Rule 65 – Children and Young Person Under the Age of 18 Years

Children and young persons are not allowed to make purchases from the counter/bar/servery or play the gaming machines.


Rule 66 – Dress Code

The Dress Code while inside the Club shall be smart casual clothing and footwear.  Soiled working clothes, beach wear, singlets, sports shorts, non tailored shorts, baseball type caps and crash helmets are not permitted.


Rule 67 – Club Functions

Club Concerts, Cabaret Nights and Dinner Dances are for members and their adult guests only. After a period of 14 days from the initial date of sale and in the event that not all tickets are sold, members are entitled to request tickets for additional guests. Also see Rule 53


©Smallholders Club 2012 - 17


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