THE STANFORD SOCIAL CLUB
RULES OF THE CLUB
(Revised April 2017)
1. The name of the Club is THE STANFORD SOCIAL CLUB
2. Objectives of the Club
To provide a well maintained Club House and bar for the enjoyment and relaxation of its Members.
3. Officers and Management
- The Officers of the Club shall consist of a Chairperson, Vice Chairperson, Secretary, Treasurer and Membership Secretary. The Officers and Committee shall hold office for one year but shall be eligible for re-election.
The election of Officers shall take place at the AGM and shall be by ballot.
The General Committee may co-opt up to 11 casual vacancies, however this number can be increased at the discretion of the Committee to meet the needs of the Club.
The entire management of the Club shall be deputized to the General Committee except as otherwise provided in these Rules.
The General Committee shall form a quorum of not less than 5 Members but including the Chairperson or Vice Chairperson, Secretary, Membership Secretary and Treasurer.
The General Committee shall consist of not more than 17 Members including Officers, this may be increased at the discretion of the Committee to meet the needs of the Club.
The General Committee may appoint Sub-Committees and such Sub-Committees shall conduct their business in accordance with the approval of the General Committee. Any sub-Committee responsible for the purchase and resale of intoxicants shall consist only of elected Members of the General Committee.
Except that the bar staff appointed by the General Committee may be allowed to serve with a Committee Member in charge, no non-Committee Member is to be allowed to open or close the Club.
4. Committee Responsibilities
Administer, manage and control the Club.
Carry out the objectives of the Club, and use money or other assets to do that.
Manage the Club’s financial affairs, including approving the Annual Financial Statements for presentation to the Members at the Annual General Meeting.
Delegate responsibility and co-opt Members where necessary.
Ensure that all Members follow the Rules.
Set the Membership fees.
Decide the procedures for dealing with complaints.
Make the Regulations.
5. Chairperson Responsibilities
Convening Meetings and establishing whether a quorum has been formed.
Ensure that the Club Rules are followed.
Chairing Meetings, deciding who may speak and when.
Overseeing the operation of the Club.
Providing a Report on the operations of the Club at each Annual General Meeting.
Holding the Club’s records, documents (including signed Minutes of Meetings) and books (except those held by the Treasurer).
6. Secretary Responsibilities
Recording and typing the Minutes of Meetings and typing any Notices required.
Receiving and replying to correspondence as required by the Committee.
7. Treasurer Responsibilities
Keeping proper accounting records of the Club’s financial transactions.
Passing the above accounting records to the Accountant who prepares the Annual Financial Statement for the Treasurer to present at the Annual General Meeting.
Providing financial information to the Committee as the Committee determines.
8. Membership Secretary Responsibilities
To keep accurate records of all fully paid up Members.
To pass all subscriptions collected to the Treasurer.
The Trustees shall be ex-officio Members of the General Committee (not necessarily a Member of the Club) who shall ensure that payments which may be required under taxation laws or any other statute are effected. The Trustees have the ultimate responsibility for directing the affairs of the Club and ensuring that it is solvent, well run and delivering the objectives of the Club for which it was set up.
Membership shall be open to all persons over the age of 16 years, but no persons may become a Member until elected by the General Committee of the Club. The General Committee shall not elect any person to Membership without allowing an interval of at least two days after nomination or application of Membership, nor without such interval shall any person be allowed the privileges of Membership.
Nomination and application for Membership shall be displayed in a prominent position in the Club for at least two days prior to election to Membership. The election of Members shall be vested solely in the General Committee.
All Members shall pay a subscription that shall be due, in advance, each year on the 1st of March or seven days after the AGM, whichever is the later. Any Member whose subscription shall be three weeks in arrears shall be notified by the Membership Secretary of the fact and, if, the subscription shall not be paid within one further week such person shall automatically cease to be a Member of the Club.
12. Visitors and Guests
Every Member over 18 years of age shall have the privilege of introducing visitors and shall be responsible for the conduct of such visitors whilst they are on the Club premises. The names of the visitors so introduced must be entered in a book provided for that purpose and kept on the Club premises.
No visitors to be admitted after 30 minutes before closing time.
No person expelled or refused Membership shall be introduced as a guest. No Member shall be entitled to introduce more than three bona-fide guests into the Club at one time. No guest or Temporary Member shall be sold liquor for consumption off the Club premises.
13. Temporary Members
The General Committee or a Sub-Committee may grant temporary Membership as follows:
Members of Teams visiting the Club for a match or competition may be admitted to the Club for the day of the visit only and may purchase intoxicating liquor for consumption on the Club premises.
Temporary Membership shall not be granted to persons under 18 years of age.
14. Visitors to the District
A visitor may be admitted as a temporary Member for a period not exceeding 1 month upon being proposed and seconded by a Committee Member and paying a nominal fee as set by the Committee. They shall sign a nomination paper which shall be displayed in a prominent position in the Club for at least 48 hours, and provided no objection is raised in that time, they shall be deemed duly elected. A Member elected under this Rule shall be entitled to the privileges of the Club except the right to vote or introduce any visitor.
The total of non-voting Members shall not exceed 15% of the total Membership.
15. Hours of Opening and Closing
As set by the Committee and subject to bar staff being available.
Any other times agreed by the General Committee under guidance of the Licensing Authority.
16. Intoxicating Liquor
The purchase for the Club and the supply by the Club of intoxicating liquor shall be managed by the General Committee or a Sub-Committee set up for this purpose. Intoxicating liquor shall not be supplied to Members of the Club on the Club premises otherwise than by, or on behalf of, the Club. No person directly or indirectly shall receive any commission or percentage of profit by reason of the supply of intoxicating liquor by, or on behalf of, the Club to Members or to Guests, apart from any benefit which a Member may derive indirectly by reason of such supply giving rise or contributing to a general gain from the carrying on of the Club. No persons under 18 years of age to be served intoxicants.
The Club premises shall not be used for unlawful games. The General Committee shall have the power to prohibit any games which, in their opinion, are unlawful or the playing of which could be injurious to the interests of the Club. The General Committee may limit the points of stakes for any games.
18. Infringement of Rules
Any Member who shall infringe any Rule of the Club or whose conduct is in the opinion of the
General Committee prejudicial to the character of interests of the Club shall be dealt with in such a manner as the Committee may, in its absolute discretion, deem expedient. The right to appeal against any action taken lapses after one month. Any appeal to be put in writing to the Secretary.
19. Annual General Meeting
The Annual General Meeting shall be held in March of each year when the Accounts of the preceding year shall be submitted to the Meeting by the Treasurer for approval.
A quorum (minimum number) of Members at the AGM shall be 15.
An Annual General Meeting shall be held at least once a year and 15 months must not elapse without an Annual General Meeting. A Committee Meeting or Extraordinary General Meeting shall be called by the Secretary within 14 days of their receiving a request in writing signed by not less than 5 Committee Members (to hold a Committee Meeting) or 10 Members of the Club (to hold an Extraordinary General Meeting). Every Member of the Club shall be entitled to vote at the AGM or any other EGM.
21. Canvassing and Politics
No person shall be allowed to canvas in the Club for any political or other public election or to use the Club for any political purpose. No notice, bill or placard shall be exhibited on the Club premises except by the Secretary, or with their permission.
22. Club Property
The Club premises are vested in Trustees under a Trust Deed dated 1st December 1928. The Members have no property in the Club except such ultimate interest as in the Trust Deed is provided in case of its dissolution.
23. Personal Celebrations
Any Member is allowed to apply for consent from the General Committee to hold a personal celebration in the Club.
Reasonable notice must be given. Any outside visitors on such occasions are treated as Temporary Members.
There is a maximum of 12 personal celebrations a year permitted.
A copy of the Rules of the Club shall be displayed in a prominent position within the Club premises. These Rules may only be amended or added to by authority of the Committee.