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Club Rules |
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Index to Club Rules
Disclaimer - The text of the rules listed below has been carefully checked for accuracy but in the event of any discrepancy with the printed rules published by the Club, then the published rules take precedence.
RULES OF THE CIVIL SERVICE CLUB
REVISED 2003
1. TITLE - The title of the Club shall be the "Civil Service Club".
2. OBJECTS - To provide for members and their guests:
(a) food and drink(b) hotel and sleeping accommodation
(c) club facilities and social amenities
3. AFFILIATION - The Club shall be affiliated to the Civil Service Sports Council.
4. MEMBERSHIP
a) Membership of the Club shall be by election either by the Club in general meeting or by the Committee, or by a sub-committee acting under the authority of the Committee.
b) The name and address of every person applying for membership shall be prominently displayed on the notice board in the Club premises for not less that two days in the case of ordinary, life and spouse membership and for 14 days in the case of associate membership.
c) The electing authority shall have the discretion to reject any application for election or for the renewal of membership and shall not be required to give reasons for any such rejection.
5. EXPULSION AND SUSPENSION - The Committee may expel or suspend from the privileges of membership for such period as they may decide, any member who in the opinion of the Committee has acted in a manner detrimental to the interests of the Club. (see also bye-law 10).
a) A member may resign membership at any time by giving notice in. writing to the Honorary Secretary of the Club but no part of the subscription paid by the member shall be returnable.
b) A member who has not paid the annual subscription within two months of the date due shall be deemed to have resigned and the member's name shall be removed from the register of membership.
c) A member posted overseas, provided the Honorary Secretary is notified in writing at the time of posting, will not be deemed to have resigned while overseas. On return membership may be resumed on payment of the current subscription.
d) Any member shaft, upon ceasing to be a member of the Club, forfeit all rights to, or claim upon, the Club and its property and funds.
a) The rates for subscriptions shall be determined by the Club in general meeting. Changes in the rates for subscriptions shall be prominently displayed on the notice board on Club premises and all members will be advised as soon as may be convenient.
b) The renewal date for members who joined before 31 October, 1985 shall continue to be 1 February of each year. For members who joined after 1 November, 1985 the renewal date shall be the anniversary of the first day of the month following the date of joining.
c) The committee is empowered to give discounts on subscriptions payable by way of continuous direct debit or deductions from pay.
d) The committee has discretion to require any persons joining or re-joining the club to pay a joining fee as determined by the club in general meeting.
e) Any member may subscribe a sum in excess of the appropriate subscription but this will not entitle the member to privileges in excess of those enjoyed by other members.
8. ACCESS TO CLUB PREMISES - Access to Club premises shall be on the production of a current membership card. The use of Club premises may be refused to any member who on request, fails to produce a current membership card.
FORMS OF MEMBERSHIP
9. ORDINARY MEMBERS - Ordinary membership of the Club shall be available to all serving, former and retired Civil Servants throughout the United Kingdom, and to current, former and, retired employees of Government Agencies and NDPBs (Non-Departmental Public bodies). Membership shall also be available to current, former and retired members of companies carrying out ex-Civil Service work.
10. LONDON AND COUNTRY MEMBERSHIP - Ordinary members shall for the purposes of membership be divided into London and Country members. A London member shall be anyone eligible under Rule 9 who resides or is employed, or both; within the Metropolitan 'Police area. A country member shall be anyone who is not a London member.
11. LIFE MEMBERS
a) An ordinary member or anyone eligible for membership under rule 9 may be admitted to life membership on payment of a single subscription calculated by multiplying the subscription appropriate to the member at the time of application by the number of years remaining to age 65, providing the minimum payment is not less than 5 years at that rate, and they shall be entitled to all the privileges of membership.
b) This subscription shall be based on the appropriate subscription before any discount.
c) For persons aged 70 years or more when applying for membership the subscription shall be calculated by reference to five years at half the appropriate subscription before any discount
a) Persons not eligible for ordinary membership may be admitted as associate members. They must be proposed and seconded by two ordinary members.
b) An associate member shall not be entitled to vote or take part in the management of the Club but shall otherwise be entitled to all the privileges of membership.
c) The number of elected associate members shall at no time be significant in proportion to the total membership.
a) An associate member, or approved candidate for associate membership, may be admitted to life associate membership, on payment of a single subscription calculated by multiplying the subscription appropriate to an associate member at the time of application by the number of years remaining to the age of 65, provided the minimum payment is not less than five years at that rate. A life associate member shall not be entitled to vote nor take part in the management of the Club but shall otherwise be entitled to all the privileges of membership.
b) For persons aged 70 years or more when applying for membership the subscription shall be calculated by reference to five years at half the appropriate subscription.
14. SPOUSE MEMBERS
a) The wife or husband of a member may be admitted to spouse membership on the nomination of the member.
b) The wives or husbands of deceased civil servants who would have been eligible for ordinary or retired life membership may, on application to the Honorary Secretary, be elected to spouse membership.
c) Spouse members shall not be entitled to vote or take part in the management of the Club, but shall otherwise be entitled to all the privileges of membership.
15. HONORARY LIFE MEMBERS - The electing authority may elect as honorary life members persons who have rendered singular service to the Club, and the husband or wife of such persons.
a) The electing authority may elect temporary members without subscription:
i) any servant of a Commonwealth Country, Dependent Territory or EEC Country visiting the United Kingdom on official business or for leave for a period not exceeding two months. In such cases temporary membership may also be granted to the visitor's husband/wife.
ii) any member of another club or association, on the recommendation of the chairman or secretary of such a body, for a period not exceeding two weeks at any time or, in the case of members of a club or association whose premises are under repair, or for any reason not fully available for use, for such period as the electing authority may consider reasonable.
b) Members so elected shall not be entitled to vote or take part in the management of the club, but shall otherwise be entitled to all the privileges of membership.
17. GUESTS - Every member shall be allowed to introduce guests subject to such regulations or bye-laws as shall be made from time to time by the Committee Guests must be accompanied by the member introducing them. The name of each guest shall be entered in the members' guest book which must be signed by the member introducing, who shall be responsible for the good behaviour of such guest. No guest may purchase food or drinks.
18. COMMITTEE OF MANAGEMENT AND OFFICERS
a) The honorary officers of the Club who must be ordinary, life or honorary life members of the Club. shall be Chairman, Vice Chairman, Honorary Secretary and Honorary Treasurer. The Chairman, Vice Chairman and Honorary Secretary shall be elected annually by the Civil Service Sports Council and receive a formal vote of confidence from the Committee each year to continue in office. Notice of the formal vote of confidence, to be posted at the Club 14 days before the AGM annually. The Honorary Treasurer shall be elected annually by the Club in annual general, meeting.
b) Management: The, affairs of the Club, in matters not reserved for the Club in general meeting or otherwise for the decision of the general body of members, shall be managed by one or more committees; and one committee shall be a general committee, to be known as the "Committee", charged with the general management of those affairs in matters not assigned to special committees. Responsibility for the day to day operation of the Club is delegated to a General Manager appointed by the Honorary Officers of the Club and answerable to the Committee.
c) The Committee shall authorise the Honorary Treasurer acting with the Chairman and Honorary Secretary:
i) to borrow or raise money in the interests of the Club and for the benefit and convenience of its members in such manner as may be thought fit either by way of loans or overdraft or by any other mans and agree the interest payable the and manner or repayment principal and any other terms.
ii) to create a mortgage or charge over any property or assets of the Club to secure any monies borrowed by or on behalf of the Club.
d) The Committee shall consist of the honorary officers, nine members elected by the Club in annual general meeting and one additional member nominated by the government department responsible for Civil Service matters.
e) Elected members of the Committee shall serve for a period of three years: three members shall retire each year at the annual general meeting, and three members shall be elected at each annual general meeting. All retiring members of the Committee shall be eligible for re-election.
f) The Committee shall have power to appoint a member to fill any vacancy among elected members; any member so appointed shall serve for the remainder of the term for which the replaced member was elected originally.
g) The Club in annual general meeting or the Committee may appoint sub-committees to assist in the management of the Club, and in particular shall appoint a Trading sub-committee consisting of seven members elected to the Committee by the Club, to deal with Club trading, including the purchase for the Club and the supply by the Club of intoxicating liquor. The Chairman of each committee shall have authority to co-opt ordinary members or life members for specific purposes.
h) A full investment appraisal will be undertaken for all capital expenditure projects exceeding £50,000. The result of the appraisal will be published on the Club notice board to allow for a period of consultation with members before a decision is taken.
i) Any matters which require an immediate decision may, at their discretion, be taken by officers of the Club in consultation with the Chairman of any relevant sub-committee and the General Manager.
19. PRESIDENT AND VICE PRESIDENTS - The Committee may at their discretion, invite suitable persons to become President and Vice-Presidents.
20. MEETINGS OF COMMITTEE AND SUB-COMMITTEES - The Committee and the sub-committees shall meet as often as necessary to arrange and manage the affairs of the Club. Five members shall form a quorum at meetings of the Committee and three elected members shall form a quorum at meetings of a sub-committee A written record of the proceedings of each committee meeting shall be kept.
21. ANNUAL GENERAL MEETING - The annual general meeting of the Club shall be held in the month of May on a date and at a time fixed by the Committee for the following purposes:
to receive from the Committee a report, balance sheet and statement of accounts, duly audited for the preceding financial year;
to elect auditors;
to decide upon any resolution which may be duly submitted to the meeting as hereinafter provided. 2
22. NOTICE OF BUSINESS FOR ANNUAL GENERAL MEETING
a) Nominations for Committee - All nominations for elected members to the Committee shall be forwarded to the Honorary Secretary at least 35 days before the AGM and shall be signed by two ordinary, life or honorary life members as proposer and seconder who have secured the nominee's consent to serve on the committee No member of less than two years' standing shall be nominated for membership of the committee
b) Resolutions - Any member wishing to move a resolution at the AGM shall give notice thereof in writing to the Honorary Secretary not less than 35 days before the date of such meeting. Such resolution shall be signed by two ordinary, life or honorary life members who are prepared to move and second it, and shall be posted by the Honorary Secretary on the Club notice board and sent to all members at least 21 days before the date of the meeting.
23. SPECIAL GENERAL MEETING - The Committee may at any time call a special general meeting and shall do so forthwith upon the requisition in writing of any 30 ordinary, life or honorary life members setting- out the reasons why the meeting is required.
24. CONVENING OF GENERAL MEETING
a) Notice of the annual general meeting or any special general meeting shall be posted at the Club at least 21 day beforehand, together with a statement of the business to be transacted, and no business other than that for which notice has been given shall be. bought forward at such meeting. At all general meetings of the Club the Chairman, and in his absence, the Vice-Chairman, shall take the chair.
b) Every ordinary, life or honorary life member present shall be entitled to one vote upon every motion and in case of an equality of votes, the Chairman shall have a second or casting vote.
c) Not later than 21 days before the AGM/SGM the Club shall make available to all Club members entitled to vote a voting paper on resolutions, and a voting paper to elect the members of the Committee as provided in Rule 18. Voting papers shall not be counted unless they are received at the Club by twelve noon on the day of the AGM/SOM.
25. FINANCIAL YEAR - The financial year of the Club shall end on 31 December of each year, when the accounts of the Club shall be balanced and the accounts shall; as soon as practicable after the end of the financial year, be audited by the Club auditors.
26. BYE-LAWS - The Committee shall from time to time make, repeal and amend such bye-laws and regulations as are expedient for the management and well being of the Club
27. STAFF - The Committee shall have the power to appoint, pay and dismiss either directly or through its agent, such staff of the Club as they may deem necessary. The day to day operation of the Club shall include the authority of to appoint, pay or dismiss such other staff of the Club as the General Manager may deem necessary.
28. USE OF CLUB ACCOMMODATION - The committee shall, have power to reserve for specific purposes on a regular or occasional basis such rooms and lounges as are required for the efficient and profitable management of the Club. The reserved use of Club accommodation under this rule should take into account the reasonable requirements of members in general and 48 hours' notice of the arrangements shall be given of the reservation of the bar, dining room, lounges and TV rooms for a specific purpose. Rooms reserved for specific purposes under this rule shall not, during the period of such use, be available to other members.
29. HOURS OF OPENING AND CLOSING CLUB PREMISES - The Club shall be open to members who are non-resident between the hours of 9.30am - Midnight, and from 7.30am for breakfast.
30. LICENSING ACT - The hours during which intoxicating liquor may be supplied to members will be. determined by the Committee within current regulations as approved by the Licensing Authority. These times are to be displayed on the Club premises.
31. INTERPRETATIONS OF RULES - The Committee shall be the sole authority for the interpretation of the rules and the bye-laws and the regulations made thereunder, and the decision of the Committee upon any question of the interpretation, or upon any matter affecting the Club and not provided for under these rules or by the bye-laws and regulations made thereunder shall be final and binding on members.
32. TRANSFER OF ASSETS - In the event of the dissolution of the club, such assets as remain after discharging all outstanding debts shall be handed over to the Civil Service Sports Council.
33. AMENDMENT OF RULES - These rules and the appendix may not be added to, or repealed or amended except by resolution at any annual or special general meeting as already provided for.
BYE-LAWS
1. MEMBERS' OWN FOOD AND DRINK - Members must not bring food or drink into the Club for consumption on the premises.
2. GAMBLING - The Club shall not be used for betting or any unlawful games. The Committee may limit the points or stake for any game.
3. CHILDREN - Children may be admitted to the Club at the discretion of the duty manager.
4. GUESTS - No member shall at any time introduce any guest who has been rejected as a member of the Club.
5. DOGS OR ANIMALS - No member may bring a dog or other animal upon Club premises, except a guide dog for a blind person.
6. USE OF CLUB PREMISES - No member shall use the Club name or address on any circular letter or document of a business character or as a standing address for business purposes.
7. MEMBERS' PROPERTY - The Club accepts no responsibility for articles left by members in any room or part of the Club premises. Any goods or property found or deposited in the Club and remaining unclaimed after six months shall be disposed of at the discretion of the Committee.
8. COMPLAINTS - Any complaints should be made to the Honorary Secretary, or the General Manager, in writing.
9. MEMBERSHIP CARDS - Duplicate membership cards may be issued upon payment of a fee determined by the Committee.
10. MISBEHAVIOUR - In the event of misbehaviour on the premises by a member, or a member's guest, the offending person(s) may be required by the duty manager to leave the premises and may be banned from re-entry to the Club pending consideration of the circumstances by the Committee.
