WHITEFRIARS SAILING CLUB - CONSTITUTION
The official name of the Club shall be: "THE WHITEFRIARS SAILING CLUB"
2.1 The main object of the Club is to provide facilities for and promote participation of the whole community in the sport of sailing.
2.2 To provide training, racing, cruising and race meetings.
2.3 To arrange social activities.
2.4 The Club shall be fully affiliated to the Royal Yachting Association (RYA).
2.5 To provide (as herewith stated) certain facilities for other forms of membership.
2.6 The Club is a non-profit making organisation. All profits and surpluses will be used to maintain or improve the Club’s facilities. No profits or surplus shall be paid or transferred, directly or indirectly, to the members of the Club or third parties.
3.1 Membership of the Club shall be open to all persons irrespective of ethnicity, nationality, sexual orientation, religion or beliefs; or of age, sex or disability except as a necessary consequence of the requirements of sailing as a particular sport.
3.2 The Management Committee may refuse membership or expel from membership only for good and sufficient cause, such as conduct or character likely to bring the Club or sport into disrepute.
Appeal against such a decision may be made to the Club’s members and decided by majority vote.
Every member on joining the Club, undertakes to comply with the Club Constitution and Rules. A member expelled shall forfeit his or her subscription for the current year. All new members shall be given a copy of the Constitution and Rules.
3.3 Temporary membership may be extended to any person or persons subject to the conditions of membership at the discretion of the Management Committee.
3.4 To comply with Licensing Laws, application for membership shall be displayed on the Club Notice Board for a period of at least 48 hours prior to submission, for acceptance by the Management Committee.
3.5 CLASS OF MEMBERSHIP NO VOTING BY PROXY
Full Family Membership One Vote per adult (2 Maximum)
(i.e. 2 adults at the same address, plus their
children under 18 years of age, at the same address)
Full Single Member One Vote
Under 18 Years No Vote
(Children under 18 years of age may only join the Club
if under the care of an existing family membership or
single/social membership (of a parent or guardian) or
under the sponsorship of an existing adult member)
Student Member No Vote
(18 to 25 years of age, in full time education)
Temporary Member No Vote
Social Member No Vote
(This shall be extended to those people recommended
to and approved by the Management Committee. This
allows the use of the Club premises and involvement
in social activities but does not include sailing)
Affiliate Group Member
One Vote per berth, to a maximum
of Three Votes per affiliated Group
(This may be granted at the discretion of the
Management Committee. Each group shall be limited
to four boats and thirty Members (including instructors).
Such membership will be reviewed annually and may
only be renewed by invitation of the Management Committee)
Honorary Life Membership One Vote
(May be appointed for services to the Club
at the discretion of the Management Committee)
South Cerney Angling Club Group Member No Vote
(Hereafter called SCAC)
3.6 MEMBERS RIGHTS
All members, except SCAC, shall be entitled to full social amenities of the Club.
3.7 SCAC RIGHTS
Unless specifically stated, none of the provisions of this Constitution shall apply to SCAC.
SCAC shall be subject to a separate Constitution and set of rules, which shall have been approved by the Management Committee of Whitefriars S.C. before such membership is exercised.
4. SUBSCRIPTIONS, JOINING AND BERTH FEES
4.1 Subscriptions, Joining and Berth Fees shall be fixed for each section annually by the Management Committee and approved by the AGM.
4.2 Renewal Subscriptions must be received by the 31st January, for the year 1st Jan to 31st Dec. Should any member fail to pay subscriptions by that date in any year the membership would have deemed to have lapsed, subject to discussion with the Management Committee.
4.3 Any discount structure applying to Subscriptions and Berth Fees shall be at the discretion of the Management Committee.
4.4 SCAC subscriptions shall be fixed in accordance with an agreement between the Management Committee and SCAC.
5. THE OFFICERS OF THE CLUB
5.1 The officers of the Club shall be,
Flag Officers Commodore
Rear Commodore (Sailing)
Rear Commodore (House) (Buildings & Facilities)
Rear Commodore (House) (Lake & Grounds)
5.2 The Commodore, Vice Commodore and the three Rear Commodores may serve in office to a maximum of 3 consecutive years, but must offer themselves for re-election by the Club members each year at the Annual General Meeting, as in the provisions of Clause 6.6 of the Constitution.
5.3 CLUB OFFICIALS
Sailing Secretary Club Safety Officer
Social Secretary Camping Manager
Bosun Child Protection Officer
Junior Group Chairperson
Ladies Group Chairperson
6. THE MANAGEMENT COMMITTEE
6.1 The management of the affairs of the Club shall be in the hands of the Management Committee, which shall consist of the Officers of the Club and two elected members.
6.2 The two elected Committee Members will serve for a maximum of two consecutive years, unless elected to serve as Officers.
6.3 A quorum shall consist of five voting members, one of which shall be a Flag Officer.
6.4 The Management Committee of the Club shall have power to co-opt members to fill vacancies caused by death, resignation or dismissal.
6.5 Only Officers, elected Members and co-opted Members shall vote at Committee Meetings.
6.6 The Management Committee members and Club Officials must be elected annually at the AGM.
7. SUB COMMITTEES
The Management Committee may set up or require to be set up Sub Committees as necessary, and may require their Chairperson, or the Club Officials mentioned in 5.3 to attend individual Committee meetings to discuss specific items. These persons may also request attendance at such meetings for that purpose. These officials have no voting rights.
It is intended that the training aims of the Club be met by a Teaching Establishment recognised as efficient by the Royal Yachting Association (RYA). The Principal of the Establishment or his Chief Instructor shall be an RYA Senior Instructor or Coach whose appointment is approved by the RYA. Training will be organised by a Training Sub-committee chaired by the Principal who shall be an Officer of the Club.
9. BANK ACCOUNT
The Treasurer will arrange for monies required for the day-to-day operation of the main Club to be lodged in Banks, Building Societies or suitable investments of his or her choice as approved by the Management Committee. The accounts shall be operated under the single signature of the Treasurer, the Commodore or the Secretary. The Treasurer will provide copies of the monthly account statements to the Management Committee.
Sub-committees holding separate accounts shall have two signatories.
Reserve cash funds, at a level to be agreed by the management committee, shall be held in a separate account in a Bank, Building Society or other suitable investment, as approved by the Management Committee. Signatories shall be two of three Trustees. If the Treasurer requires any additional funds to manage the operation of the Club he shall request that the Trustees transfer the funds from the reserve account to the day-to-day account as quickly as is reasonably practical. The Trustees will inform the Management Committee immediately if they refuse any such request. The Trustees will inform the Management Committee of the amount in the reserve account each month.
10. ANNUAL ACCOUNTS
The financial accounting year shall be from the 1st October to 30th September. Annual accounts must be prepared each year and submitted to the members for approval at the AGM. Such accounts must be checked and reported on by someone who is not the Honorary Treasurer.
11. ANNUAL GENERAL MEETING (AGM)
11.1 The AGM shall be held on one day in either November or December. The date to be chosen by the Management Committee. No business except the passing of the accounts and the election of the Management Committee and Club Officials, and any business that the Management Committee may order inserted in the notice convening the meeting, shall be discussed at such meeting unless notice is given to the Hon. Secretary on or before the 1st October, and then published in the convening notice.
11.2 The Hon. Secretary shall at least fourteen days before the date of such meeting post or deliver to each member of the Club, notice of the business to be brought forward.
A Nomination list for Management Committee Members and Club Officials must be posted in the Clubhouse by September 1st. Nominations for unfilled positions may be accepted at the AGM. In all cases the permission of the nominee must be demonstrated and the requirements of sections 5, 6 and 8 of the Constitution must be complied with.
11.4 If the number of candidates duly proposed and seconded exceeds the number of vacancies left by retiring members, the election shall be by ballot. Persons who are in their first year will automatically carry on for a second year should they be willing, without standing for re-election.
12. EXTRAORDINARY GENERAL MEETING
The Management Committee may at any time call an Extraordinary General Meeting of the Club for any specific business. One fifth of the total membership of the Club may also join together to summon, or cause the Secretary to summon, by notice an Extraordinary General Meeting.
The discussion at such meeting shall be confined to the business stated in the notice to Members, which shall be posted or delivered to each Club Member by the Hon. Secretary at least 14 days before the date of such meeting.
13. NEW CONSTITUTION, AMENDMENT AND ALTERATIONS
Notice of any alterations or additions to the Constitution intended to be proposed by a member of the Club shall be given to the Hon. Secretary in writing on or before the 1st October. Full particulars of any such proposed alterations or additions shall be set out in the notice convening the meeting.
All such proposed alterations, additions and amendments to them, which must be proposed and seconded, shall be put to the vote of the meeting.
14. RULES, AMENDMENTS AND ALTERATIONS
The rules of the Club may be amended by the Management Committee from time to time to ensure the smooth running of the Club in the spirit of the Constitution.
15. INTOXICATING LIQUOR
Intoxicating liquor may be supplied on the Club premises to members and visitors (signed in under the Rules) during the hours specified in the Rules. Intoxicating liquor shall not be served by, supplied to, or be consumed by any person whose age is less than 18 years of age.
The Management Committee shall be the Elective Committee as defined in Schedule 7(G) to the 1964 Licensing Act.
16. DISSOLUTION OF THE CLUB
In the event of the dissolution of the Club, any assets remaining after the satisfaction of all debts and liabilities shall not be paid to or distributed among the members of the Club, but shall be given or transferred to one or more of the following approved sporting or charitable bodies:
1. A registered charitable organisation(s)
2. Another Club which is a registered CASC
3. The sport’s national governing body for use by them for related community sports.
The members of the Club shall determine the choice by resolution passed at an Extraordinary General Meeting.
17. VOTING AT MEETINGS
When a vote is taken at any Committee Meeting, Extraordinary General Meeting, or Annual General Meeting, then the vote shall be by ballot or show of hands and a clear majority shall carry the resolution. In the event of a tie, the chair shall have the casting vote.
18.1 NUMBER AND TERMS OF REFERENCE
There shall be at least three Trustees of the Club who shall be appointed from time to time as necessary by the Management Committee of the Club from among Full, Single, Family or Honorary Life 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 Management Committee, or until a resolution removing him from office shall be passed at a meeting of the Management Committee by the majority of the members present and entitled to vote.
18.2 PROPERTY OF CLUB VESTED IN TRUSTEES
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 Management Committee shall nominate a new Trustee in his 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 Trustees Act 1925 and he shall by deed duly appoint the person or persons so nominated by the Management Committee.
18.3 POWER OF TRUSTEES
The Trustees shall in all respects act, in regard to any property of the Club held by them, in accordance with the directions of the Management Committee, and shall have power to sell, lease, mortgage or pledge any Club property so held for the purpose of raising or borrowing for the benefit of the Club in compliance with the Management Committee's directions (which shall be duly recorded in the minutes of the proceedings of the Management Committee) but no purchaser, lessee or mortgagee shall be concerned to enquire whether any such direction has been given.
18.4 INDEMNITY OF THE TRUSTEES FROM CLUB FUNDS
The Trustees shall be effectually indemnified by the Management 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 property of the Club vested in them or in relation to any legal proceeding, or which otherwise relate directly or indirectly to the performance of the functions of a Trustee of the Club.