2. Officers and Committee Members
a -The management of "The Club" shall be vested in the Club committee which shall consist of three officers and four ordinary members as follows:
Chairperson who shall chair the meetings of the Committee and shall have the overall responsibility for the organisation of the Club's activities.
Treasurer who shall be responsible for all monies belonging to the Club and for the keeping of such proper books of accounts as will enable him/her to present at the General Meeting audited accounts of the Club's financial position.
Secretary who shall be responsible for the day to day affairs of the Club and record all Club decisions.
b - Ordinary members of the Committee shall assist the Chairperson, the Treasurer and the Secretary in managing the Club's affairs.
c- The Committee Officers and Members shall be elected at a General Meeting of the Club for a term of three years.
d - Following their term of office ordinary Committee Members and Officers shall be eligible for re-election.
e - (Deleted at AGM 7.10.2009)
f - The Committee shall meet a minimum of once a quarter and decisions shall be taken by simple majority vote of those members present, provided they constitute a quorum, which shall consist of four and shall include at least two Officers. In the event of a tied vote the Chairperson shall have the deciding vote.
g - All paid up members of the Club shall be eligible to propose candidates for election as Club Officers and vote at General Meetings.
h - A list of Committee Officers and Members falling due for re-election shall be posted on the Club's notice board six (6) weeks prior to a General Meeting. In the event of insufficient nominations the Chairperson may accept applications at a General Meeting.
i - Nominations for the election of Committee Members shall be in writing and shall be received by the Secretary a minimum of two weeks before the General Meeting at which the election takes place. All nominations shall be supported by a seconder and have the agreement of the nominee to stand. It shall be the responsibility of the proposer to ensure that the Secretary receives the nomination by the due date.
j - The Committee shall have the power to fill any Office or ordinary Committee Member vacancy occurring during the year, if they so wish, and any such person so appointed shall have the same rights as if elected by Members at a Gneral Meeting.
k - The Committee shall have the power to co-opt members for special sub-committees, but any such co-opted member shall not have voting rights on the main Committee.
l - The Committee may nominate Life Members for approval at a General Meeting in recognition of outstanding services to the Club. Such Honorary Life Members shall not be required to pay subscriptions and shall be entitled to all the privileges of Club membership.
m - The Committee may appoint a Vice Chairman.
3. APPEALS
The Committee shall appoint an Appeals Adjudicator to deal with any disputed Director's decision. The Adjudicator shall enlist the assistance of two experienced members and if no satisfactory conclusion can be reached the case shall be referred initially to the SCCBA and then the EBU.
4. REFUSAL/SUSPENSION AND TERMINATION OF MEMBERSHIP
The Committee have the power to refuse, suspend or terminate the membership of any member whose conduct is considered detrimental to the best interests of the Club, and any such person whose membership has been so suspended, terminated or whose application for membership has at any time been refused shall not be introduced as a guest.
5. MEETINGS
5.1 Annual General Meeting (AGM)
a - An Annual General Meeting of the Club shall be held in October each year to:
Confirm the minutes of the last meeting
Receive the Chairperson's Report for the year
Receive the Treasurer's Statement of Accounts
Confirm the appointment of Auditor
Approve the membership fee for the coming year
Where vacancies occur: Elect Officer(s) and/or Committee Member(s)
Consider any resdolution(s) raised by Members
A quorum for these meetings shall be 15.
b - All resolutions must be handed in writing to the Secretary a minimum of fourteen (14) days prior to the meeting and shall be supported by not less than five (5) members.
5.2 Extraordinary General Meeting (EGM)
a - Any member may, by the submission of a written request to the Secretary, with signed support from at least fifteen (15) members, and giving a minimum of fourteen (14) days notice, call an EGM. The request shall be accompanied by a declaration setting out the purpose of the meeting and the item(s) for discussion.
b - The Club Committee at their discretion by giving not less than four (4) weeks notice to members may also call an EGM. Such notice shall be posted on the Club Notice Board and announced before play sessions. The Committee shall provide an Agenda setting out the reason for the meeting and the matter(s) to be discussed.
5.3 Unless specifically stated to the contrary, the term "General Meetings" used in this Constitution shall refer to all Annual General Meetings (AGMs) and Extraordinary General Meetings (EGNMs) as defined in 5.1 and 5.2 above.
6 FINANCE
The Club financial year shall run from 1st September to 31st August and the financial report shall cover this period. The report will be published on the Club's notice board two (2) weeks prior to the AGM and copies may be obtained from the Treasurer.
a - Club funds shall be held at the HSBC Bank in Forest Row or other such bank as the Committee may determine.
b - Cheques shall be authorised by any two (2) of the Club's eligible Officers, these shall be the Treasurer, the Chairperson and one other selected by the Committee.
c - The Committee shall propose the annual membership fee each year for approval at the AGM.
d - The Committee shall propose the table money charge each year for approval at the AGM.
e - The Committee shall have the power to increase the table money charge by 50p per person for session(s) being established when the total attendance is below 5 tables.
f - All EBU, SCCBA and British Bridge League (BBL) events may, at the discretion of the Committee, be subsidised to promote the development of duplicate bridge. Such subsidy shall not exceed £1.00 per player without the agreement of the members at a General Meeting.
g - The Treasurer shall make available financial statements to the Committee when required.
h - An independant person, who shall not be a member of the Committee, shall audit the Club accounts
i - All expenditure of Club funds shall require the prior agreement of the Committee.
7 APPOINTMENT OF DIRECTORS
The Committee shall appoint Directors to arrange and supervise play during Club bridge sessions.
8 LIABILITY
Neither the Club nor any Club Officer shall be liable to any member or visitor for any loss or damage to any person or property occurring from whatever cause arising out of any activity of the Club.
9 CESSATION
a - In the event of the Club ceasing to function a Notice of a General Meeting to discuss the dissolution of the Club shall be sent by the Secretary, by post, to every paid up member at their last notified address.
b - If the dissolution of the Club is agreed by the members, the Committee shall take immediate steps to convert into money any assets belonging to the Club which shall be offerred to Club members initially, and, if not sold, to other bridge clubs and finally the general public.
c - The funds raised by such sales, together with any other money held, shall be used to meet any debts and liabilities of the Club. Any surplus money shall be allocated to a designated charity or charities agreed by the members.
10 AMENDMENTS
Amendments to this Constitution shall be subject to a majority decision at a General Meeting. Within the confines of this Constitution the Committee may make such decisions, rules and regulations as they may consider necessary for the good management of the Club. Such decisions, rules and regulations may be set aside only by the Committee rescinding them or by a majority vote at a General Meeting.
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