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Club Rules

Balcombe Club Rule Book - Issued April 2013
(Incorporating amendments made at 2012 AGM)

1. This Club shall be called the Balcombe Club

2. The object of the Club is to provide the members with the means of social intercourse, mental, oral and physical improvement.

3. The Club premises shall be open at such times as decided by the Committee and displayed on the Club notice board.

4. Annual subscriptions shall be as agreed by majority vote at the most recent past AGM / EGM to amend such subscription rates , shall be due on the 1st January each year and shall be paid before the following 1st February. After a period of five continuous years of membership senior citizens (members of pension age) are eligible for Life Membership at a rate agreed at the most recent AGM/EGM to attend such rates. Membership will be liable to termination by a resolution of the Committee if a renewal subscription is unpaid by 1st February. Subscriptions for new members are to be paid at the time the membership application is paid.

5. New members may only be proposed and seconded by current full members, who must be 18 years of age or over. The nomination must be made on the form provided and deposited together with the appropriate introduction fee and subscription for the current year behind the bar. An interview will be arranged between the nominee and main Committee (also proposer/seconder if considered necessary) after which he/she may become elected.

6. No person under the age of 15 shall be eligible for election as a member.

7. (a) Members of a Club’s games team and their supporters visiting the Club for a games contest shall be temporary members of the Club for the day of their visit with the name(s) of the visiting team being entered in the special Visitors Book.
(b) Members of small organisations (not exceeding 40 members) visiting the Club or attending a social event organised by the Club shall be made honorary members for the day and their names posted in the Club together with the names of the proposer and seconder who must be current full members of the Club, not less than 24 hours prior to the intended visit and must advise (and have approval of) the main Committee three days (or more) before the intended visit of the names of the visitors. Visits from larger organisations must be discussed and approved by the Committee or Officers beforehand.
(c) A person who is not a resident in the Parish of Balcombe, but is on vacation with a full time member may become a temporary member for not more than 28 days provided he/she is nominated by a current full member. An interval of at least two days shall elapse between the nomination and the election of such members. Temporary members shall pay a subscription as agreed at the most recent AGM/EGM to amend such subscriptions on election to membership. There will be no introduction fee.
(d) Such temporary members shall not be entitled to attend General meetings, vote at elections, be nominated as candidates for Committee or other office or introduce guests(s) and shall be subject to such regulations as the Committee shall from time to time make regarding temporary members.

8. (a) Guests (not under 15 years of age) may be introduced by current full members for the day of introduction only provided the visitors name(s) is/are entered into the visitors book supplied for this purpose and a fee of £1.00p (or any such amount as the Committee may decide.) per person to be paid by the introducing member whose name and number should be clearly legible in the visitors book. The maximum number of guests that may be introduced on any one day shall be six per member. Each member to be responsible for their guests. The Committee may debar a member from introducing any particular person if they so think fit. The following shall NOT be introduced as guests:
(i) Former members who have been expelled.
(ii) Members under suspension (see also rule 9b).
(b) Guests may only be signed in by members aged 18 years or over.
(c) The same guest, eligible for membership, cannot be invited more than twice in any one calendar month.
(d) Children under the age of 15 may be permitted in the Club at the Committee’s discretion. They must be under the control of the parent or friend who must be personally responsible for their behaviour. The Committee may expel, bar or suspend, a child or children, as it thinks fit.
9. (a) No drunkenness, bad language, misconduct, unseemly noises ,gambling or betting
(except as permitted by law) shall be permitted on the Club premises or at Club functions or outings and the Committee shall have the power to expel or suspend any member who shall infringe this rule.
(b) Members expelled / suspended shall not be permitted to represent the Club or be allowed on the club premises or at Club functions where so ever they may be.
(c) Gambling, betting and the use of gaming machines is not permitted by persons under 18 years of age.

10. No handbill, paper, notice, picture or photograph shall be fixed to the Club notice board or exhibited in any part of the Club premises except by permission of the Committee.

11. Refreshments, (including excisable goods and food) shall be supplied at fixed prices. All refreshments must be paid for at the time of ordering.

12. (a) No intoxicating liquors shall be sold except during the hours specified by the Licensing Act in force for the time being or which may from time to time be prescribed.
(b) A maximum of 20 minutes only is allowed for drinking up time beyond the end of any period in which intoxicating liquor is supplied.
(c) No person under 18 years of age (or by appearances and without proof of age) shall be served or consume intoxicating liquor.

13. To members of the Committee and Club servants is entrusted the duty of keeping order and seeing that the Rules are observed. They also have authority to refuse at any time to supply services to any member(s) or guest(s) should such a step be considered necessary.

14. (a) The club shall be under the management of a Committee of not less than twelve members of whom not less than seven are resident in the Parish of Balcombe and from the members of the Committee shall be appointed a Chairman, Vice Chairman, Secretary and Treasurer who shall remain in office until their successors are appointed. No person employed by the Club on a full time permanent basis nor any member under the age of 17 years shall be eligible for election to the Committee. There shall be no more than three under the age of 18 years on the committee. In the event of a Secretary or Treasurer not being available from this number the Committee shall have power to fill these offices by appointment from any members of the Club, or may employ someone to fill these offices. The Chairman, in his absence the Vice Chairman, shall preside at all meetings of the Committee and direct and control the business.
(b) The Committee shall have power on behalf of the Club to engage staff and other Club servants as maybe necessary for the efficient and economical running of the Club and may lawfully terminate any such engagement.

15. No elected member of the committee shall serve for more than two consecutive years unless re-elected at an annual General Meeting or co-opted. Co-opted members shall serve until the next Annual /general Meeting and shall be eligible for re-election. Vacancies shall be filled by the votes of the members of the Club present at the Annual General Meeting.
A nomination list shall be exhibited on the Club notice board not less than 21days before the date of the Annual General Meeting and shall close not later than 7 days before the meeting. No member with less than 1 year’s continuous membership shall be eligible for nomination to the Committee.

16. The Committee shall meet not less than once a month and any member absenting himself for more than a third of the meetings or not fulfilling his responsibilities may be requested to retire subject to a vote requiring a 75% majority in favour. Four to form a quorum.
The committee shall have power to fill vacancies until the next AGM. For emergency meetings two officers shall be present.

17. At the first Committee meeting after the AGM, the Committee shall appoint the Chairman, Vice-Chairman, Secretary, and Treasurer who shall remain in office until their successors are appointed. The Chairman and Vice-Chairman are responsible to manage ongoing bar operations with assistance from other Committee members as required. The remaining Committee members will each have specific responsibilities to ensure successful Club operations. Furthermore this Committee shall appoint such members (not necessarily Committee members) to represent the Club on the Victory Hall Management Committee.

18. The Treasurer and Secretary shall carry out the directions of the Committee and keep such accounts as it directs. They shall prepare, in conjunction with the Auditors appointed by the Committee, an annual balance sheet.

19. An annual General Meeting of the members shall be held not later than March 31st each year of which 21 days’ notice shall be given by posting on the Club notice board. At this meeting the Annual Report and Balance Sheet shall be submitted and Committee vacancies shall be filled.

20. The Rules of the Club shall be made or altered by the members of the Club at the annual General Meeting or at an Extraordinary General meeting as called in accordance with rule 22.

21. An Extraordinary General Meeting shall at any time be convened by the Committee on receiving a requisition signed by not less than 30 paid up members, with printed names , numbers and legible signatures, entitled to vote, stating the object of the meeting and no other business except that specified shall be introduced. An Extraordinary General Meeting shall be held not less than 21 days after receipt of the requisition but no later than 42 days thereafter (except when an Annual General meeting is due within an eight week period from the receipt of the requisition when specific business of a proposed EGM can then be discussed). The Secretary on receipt of the requisition shall post notice of such meeting and the object for which it is called on the Club notice board not less than 21 days prior to the date thereof.

22. A copy of these Rules shall be supplied to every member by the Secretary and should be displayed on the Club notice board. Members should carry their Club Membership Card at all times and must produce the same on request by an Officer, member of the committee or employee of the Club.


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