The name of the club shall be The Dockyard Club, previously Naval Base Establishments Central Sports Association (NBECSA)
The club premises shall consist of the building and land located at Onslow Road, Portsmouth, Hampshire, PO5 2NH
The club shall be a members’ club and shall consist of those classes of member specified at rule 5 hereof.
The objects of the club shall be for the purpose of providing recreation for its members.
a. The classes of membership shall be as follows;
(i) Ordinary members. Persons aged 18 and over elected to ordinary members in accordance with subsection (b) hereof. Such persons shall be entitled to use and enjoy, in common with the other ordinary members, and with honorary members, the club premises and things therein, and shall be entitled to vote at all general meetings of the club.
To retain ordinary membership status, membership dues must be paid and membership renewed every year, failing which, membership will revert to associate member status.
Associate members who serve on the Management Committee for a minimum period of one year may be elected by the Management Committee to ordinary member status.
(ii) Honorary members. Persons who have performed valuable service to the Club for a period of 10 years or more and who have been elected to honorary membership in accordance with subsection (b) hereof. Such persons shall be entitled to all the privileges of ordinary membership but shall be relieved of all liability to pay subscriptions.
(iii) Associate members. Persons aged 18 and over elected to Associate membership in accordance with subsection (b) hereof who are not qualified for ordinary membership by reason of subsection (a) hereof. Such persons may attend but not vote or participate unless invited to do so by the chairman at general meetings of the Club. The associate member shall have no claim or charge whatsoever upon the Club assets but shall in all other respects be entitled to the privileges of ordinary membership. An associate member can be elected for ordinary membership in accordance with Subsection 5(b). Members of staff employed by the Club, who are not Members under any other category, shall be regarded as Associates for the duration of their employment.
(iv)Temporary member. Persons aged 18 and over elected to Temporary membership in accordance with subsection (b) hereof. The Temporary member shall have no claim or charge whatsoever upon the Club assets but shall be entitled to the privileges of associate membership. The membership is time limited to a maximum of six months. The cost of the Temporary membership will be set by the Management Committee and be in based on the cost of the annual membership (calculated on a monthly basis)
(v)Affiliated Members. Affiliated members are those who have membership of affiliated Clubs or societies and are entitled to full use of Club facilities for the duration of the club /society event.
(b) The procedure for election to membership shall be as follows:
(i) Every candidate for membership, of whatever class, shall be proposed by one ordinary or honorary member of the Club, and seconded by another ordinary or honorary member of the Club. The said proposal shall be submitted in writing to the Secretary and shall state the name and address of the candidate. The Secretary shall display the proposal on the Club notice board for at least two weeks thereafter, and objections to the proposal from other members of the Club must be delivered to the Secretary in writing. If the objection is legitimate (current member/s) then the proposed membership will be denied. A prospective member, denied through objection, shall be entitled to reapply after a period of twelve months from the date of the first application.
(ii) Election to membership shall be by the Management Committee, whose decision shall be final. No reason shall be given to any candidate in the event of his/her rejection, except on written application by the candidate.
(iii) No person shall be admitted to any class of membership without an interval of at least two weeks between nomination for membership and her/his admission. New members other than honorary members shall pay the current year’s membership subscription to the treasurer before their admission shall be deemed complete.
(iv) An associate member may seek election to ordinary membership after completing five consecutive years with a good character and valued associate member of the Club. At the Management Committees discretion, this time period can be reduced. The procedure for a candidate to apply for ordinary membership shall be in accordance with paragraph 5 (b) (i) and (ii) above.
a. The affairs of the Club, except in those matters reserved under these rules for the Club in general meeting, shall be managed by the Management Committee of the Club.
b. The Management Committee shall exercise the powers given to it under these rules, and shall consist of a chairman, Secretary, treasurer, and vice chairman and not less than 1 or more than 3 other members. All Management Committee members, including office bearers, shall be elected by the members at the Annual General Meeting of the Club. They shall go out of office in every year but shall be eligible for re-election. All candidates for election shall be proposed by one ordinary or honorary member and seconded by another ordinary or honorary member, said proposal to be in writing and submitted to the Secretary by not later than seven days before the date fixed for the Annual General Meeting.
c. If a vacancy occurs in the Management Committee by virtue of the death, resignation or expulsion of one of its members or the requirement of an office bearer, the Management Committee shall appoint another member of the Club to fill the vacancy, such person to hold office during the remainder of the period of tenure of the member he/she replaces.
d. All members of the Club with voting rights must, under the rules, be eligible for election to the Management Committee.
e. No full-time employee can be a member of any Management Committee or sub-Management Committee. Part time employees can be members of sub-Management Committees but cannot be members of the management Management Committee. In exceptional circumstances a management Management Committee member may volunteer to provide work cover for a part-time employee who is absent (e.g. sickness etc.) and may be rewarded for such work cover by a special allowance approved by the management Management Committee but they shall not be deemed to have become an employee of the Club.
f. The Club may, of course elect such office-bearers as it wishes
h. The Management Committee of the Club shall meet at least eight times a year, at suitable intervals, to conduct such business as shall be necessary, and a quorum at such meetings shall consist of 3 members. The resolution of a simple majority of those Management Committee members present and voting at any meeting of the Management Committee shall be binding upon both the Management Committee and the Club, in so far as that resolution shall relate to any matter competently within the jurisdiction of the Management Committee. The chairman shall preside at all meetings of the Management Committee at which he is present; in his absence, the Management Committee shall elect a chairman for the meeting only. The Secretary shall take minutes of all meetings of the Management Committee; in his absence, the meeting shall appoint one of its number to take the minutes.
i. The Management Committee may, by the issuing of by-laws, manage the Club’s affairs to any extent and degree which is not inconsistent with these rules.
j. The Management Committee may appoint one or more sub-Management Committees to conduct such of the Management Committee’s business as the Management Committee shall deem appropriate. Any such sub-Management Committees shall consist of not less than three members, two of whom shall form a quorum. All resolutions passed in sub-Management Committee shall be subject to ratification by the Management Committee.
k. Management Committee members shall behave in a polite and courteous manner towards each other when attending meetings. Abusive or improper language will not be tolerated. The chairman shall call to order any member for unacceptable behavior. The Management Committee may, by a majority vote, decide to suspend or expel from the Management Committee, any member for persistent unacceptable conduct and a notice of such action shall be displayed on the Club noticeboard.
a. Trustees who shall be a minimum number of two shall be appointed from time to time as necessary by the full members of the Club at a General Meeting. Candidates for trusteeship shall be proposed and seconded in a like manner as laid down in rule 6 hereof for Management Committee elections.
b. A trustee shall hold office for his or her life or until his or her resignation in writing to the Secretary, or until a resolution passed by a two-thirds majority of those present and voting at a General Meeting called for the purpose under rule 10 hereof.
c. All property of the Club of whatsoever nature shall be vested in the trustees for the time being to be held in trust in their names for the use and benefit of the Club as a whole.
d. On the death, resignation or removal from office of a trustee, the Management Committee shall take steps to secure the appointment by the Club of a new trustee in his or her place and shall as soon as possible thereafter take all lawful and practical steps to procure the vesting of all the Club property into the names of the trustees as constituted after the said appointment.
e. The trustees shall at all times and in all respects act in regard of the Club held by them in accordance with the directions of the Management Committee. But no purchaser, lessee or other successor in title shall be concerned to enquire whether any such directions have been given.
f. The trustees shall on the direction of the Management Committee represent the Club in any litigation.
g. The trustees shall be entitled to an indemnity out of the property of the Club in respect of any action taken by them on the direction of the Management Committee.
h. The trustees are compelled to act at all times on the instructions of the Management Committee and upon no other authority and certainly not on its own.
i. The existence of the trustees in no way detracts from the authority of the Management Committee. The trustees themselves should have no power and no discretion other than that conferred upon them by the Management Committee to whom the trustees should look for guidance and instructions. The trustees are mere figureheads representing the Club as a whole.
j. Trustees should be members but it is not advisable that they should also be Management Committee members. It is preferable not for the trustees to have a direct link with the Management Committee and therefore no possible conflict of interests.
a. The annual subscription for members other than honorary members shall be as fixed by the Management Committee from time to time under the Club bye-laws.
b. Said subscriptions shall be due and payable on election under Rule 5 (b) (iii) hereof, and thereafter without demand on 1 January of each year. The Management Committee may terminate membership of any member whose annual subscription remains unpaid on 1April of any year.
a. The treasurer shall cause to be kept such accurate and proper books of account as will enable him at every Annual General Meeting, or at such other time as may be required by the Management Committee upon reasonable notice, to present to the Club a full and accurate report and statement concerning the finances of the Club, including a separate statement with regard to the purchase and supply of intoxicating liquor, for the preceding year, or for the current year as the case may be, and shall present such report and statement accordingly.
b. The Club’s accounting year shall finish on 31 December each year. The annual accounts shall be examined each year by an independent examiner, who shall neither be a past nor current Chairman, officer, employee or member of the Club. The accounts together with the report of the independent examiner shall be presented at the annual general meeting.
10. MEETINGS OF THE CLUB
a. The general meeting of the Club (to be known as the Annual General; Meeting) shall be held in March of each year. Notice of the date and time of the Annual General Meeting shall be displayed on the Club notice board for at least twenty-one days before the said meeting. The business to be transacted at the Annual General Meeting shall consist of the election of Management Committee members, the presentation of the audited accounts, the Chairman’s Report on the previous year, and any other business, notice of which has been given to the Secretary in writing at least seven days before the Annual General Meeting.
b. Additional general meetings of the Club may be summoned at any time by the Management Committee following the expiry of fourteen days written notice to be displayed by the Secretary on the notice board.
c. The Secretary shall summon a general meeting if required to do so by written request signed by not fewer than twenty-five ordinary or honorary members.
Upon receipt of such a request, the Secretary shall cause such a meeting to be summoned by notice displayed on the Club notice board within 24 hours of receipt by him of such a request, the meeting to be held as soon as possible after the expiry seven days from display of said notice.
d. At all general meetings of the Club, voting shall be confined to ordinary and honorary members of the Club, and every such member shall be entitled to be present and to cast one vote upon every question put to the vote. In the case of equality of voting, the chairman of the meeting (who shall be the chairman of the Club, if present, whom failing a member elected for the occasion by the meeting before the business of the meeting, is opened) shall have a second or casting vote. All voting (except where expressed otherwise elsewhere in these rules) shall be by simple majority taken by ballot.
e. In calling any general meeting, the Secretary shall, by notice on the Club notice board, specify the business to be conducted thereat.
11. INTOXICATING LIQUOR
a. Intoxicating liquor shall be supplied on the Club premises to members and guests signed in under Rule 12 hereof during Club opening hours.
Note: Christmas Day and Good Friday Hours to be advised.
b. No Committee Member shall be paid at the expense of the Club any commission, percentage or similar payment on or with reference to the purchase of intoxicating liquor by the Club, and no Committee Member shall directly or indirectly benefit from the supply of intoxicating liquor by or on behalf of the Club to members or guests, apart from any benefit which may accrue to the Club as a whole.
c. The supply to the Club of intoxicating liquor shall be under the sole control of the Management Committee, who shall arrange for the purchase thereof on behalf of the Club.
12. GUESTS OF MEMBERS
a. Members may introduce and entertain guests at the Club and there shall be kept at the Club premises a guest book which both the member and the guest sign at the time of introduction of the guest.
b. No member shall introduce more than ten guests in any one day and no person may be allowed into the Club as a guest on more than three occasions in the same month at the discretion of the steward. No person whose membership of the Club has terminated under rule 14 hereof or is for the time suspended under Rule 14 hereof, or whose application for membership has been rejected, shall be admitted as a guest. The Management Committee may suspend any member who takes undue advantage of this rule to the detriment of the Club.
c. Any member introducing a guest under this rule must accompany him whilst he/she is on the Club premises and shall be responsible for his/her guest’s behaviour throughout the visit. The member shall be responsible for ensuring that all his/her guests comply with the Club rules whilst on the Club premises.
a. Members of visiting teams competing in events against Club teams, and their supporters shall, on the day of such event, be permitted entry to the Club premises. Whilst on the Club premises, they may purchase intoxicating liquor.
b. The Management Committee reserve the right to refuse admission to any such visitor or supporter at their absolute discretion.
14. CONDUCT OF MEMBERS
a. The Management Committee may suspend the membership of any member whose conduct, whether on the Club premises or elsewhere, is considered by the Management Committee to be detrimental to the best interests of the Club or its reputation.
b. Within seven days of such a suspension, the Management Committee shall display upon the Club notice board a notice stating that a named member has been suspended and specifying the alleged grounds. A date shall be fixed for a meeting of the Management Committee for the purpose of considering further action said meeting to be not earlier than fourteen days and not later than twenty-one days from display of the suspension notice. Members wishing to make representation to the Management Committee concerning the suspension must do so in writing to the Secretary not later than seven days from the display of the suspension notice.
c. The Secretary shall, not later than fourteen days before the Management Committee meeting summoned to consider further action, cause written notice of the meeting to be served upon the suspended member at last address as notified to the Secretary, informing them of their right to be present and legally represented at said meeting if they so desire.
d. At the said meeting of the Management Committee, any allegations against the suspended member shall be narrated (in their presence if they elect to attend and in the presence of their legal representative if they elect to appoint one) and the suspended member and/or their legal representative shall be afforded the opportunity of being heard in answer thereto.
e. The suspended member may produce such witnesses as they wish and the Management Committee shall not unreasonably refuse any request by suspended member for an adjournment of proceedings to enable them to prepare their answer.
f. After hearing all evidence, the Management Committee shall (if they so wish) retire to consider further action and shall thereafter vote thereon. It shall be in the sole power of the Management Committee to reinstate the suspended member or terminate their membership; the decision of the Management Committee shall be final.
g. The decision of the Management Committee shall be communicated to the suspended member in writing within three days thereof.
h. Any person whose membership is terminated under this rule or under Rule 8 hereof shall immediately be excluded from the Club premises and shall have no claim against the Club, the Management Committee or any member thereof, except that any unexpired portion of their membership subscription shall be refunded.
15. ALTERATION OF RULES
a. These rules or any of them may be added to, amended or replaced by a resolution of two-thirds majority of those present and voting at a general meeting of the Club called for the purpose under Rule 10 hereof.
a. The Club shall be dissolved upon a resolution to that effect passed by a three-fourths majority of those present and voting at a general meeting of the Club called for the purpose under Rule 10 hereof.
b. Following upon such resolution, the trustees shall take immediate steps to convert into money all property of the Club whatsoever, with power however to postpone or delay the conversion of any particular property as so directed by the general meeting.
c. Out of the proceeds of such conversion, the trustees shall discharge all debts and liabilities of the Club, including all expenses incidental to the said conversion.
d. All money remaining from the said conversion, following upon the discharge of all debts and liabilities as aforesaid, shall be divided in equal shares between all those who at the date of the general meeting held in accordance with (a) hereof were fully paid-up ordinary or honorary members of the Club.
a. Any dispute arising out of, or not covered by, these rules, shall be referred to the Management Committee, whose decision shall be final.
B.L.1 Expenses: Legitimate expenses (purchased or travel) incurred in the service of, or on behalf of the Club, must be notified in a claim to the Secretary (or in his/her absence, the Treasurer) not later than 30 days after said expenses are incurred and must be supported by appropriate receipts. A legitimate expense is one that has received prior authorisation from the Secretary (or in his/her absence a legitimate office bearer). In exceptional or emergency situations an “unauthorised expense” may be retrospectively approved by the Secretary but must be reported at the next management Management Committee meeting.