CONSTITUTION OF THE ISLAND BRIDGE CLUB

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1)    Name:  The Club shall be called the Island Bridge Club.~

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2)     Affiliations:  The Club is affiliated to the Hampshire and Isle of Wight Contract Bridge Association (H.I.W.C.B.A.) and to the English Bridge Union (E.B.U.).~

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3)     Objectives:  The objectives of the Island Bridge Club shall be:~

3.1) To promote interest in bridge among members.~

3.2) To provide facilities to meet the bridge interests of all members in a pleasant, sociable environment.~

3.3) To further the interests of bridge locally.~

3.4) To support the E.B.U.  For this purpose the Club shall encourage its members to become individual members of the E.B.U.~

3.5) To achieve all the above objectives in a harmonious, democratic manner with maximum communication and co-operation between all parties and always remembering that the Club Committee exists mainly to provide members with the kind of club which they, the members, want if this can be accomplished within the boundaries set by this Constitution.  ~

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4)     Headquarters and Playing Venue~

4.1) For the purposes of correspondence and telephone calls, the headquarters of the Club shall be situated at: Hunters Lodge, Priory Drive, Seaview PO34 5EA (Telephone: 01983 616786, e-mail bud.abbott@btinternet.com).~

4.2) The playing venue shall be: The George Street Centre, George Street, Ryde, Isle of Wight, PO33 2JF or such other venue as the Committee may prescribe from time to time.~

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5.)     Membership~

5.1) Membership shall be open to all bridge players and those wishing to learn the game, including junior members (i.e., people under 18). ~

5.2) All applications for membership must be proposed and seconded by existing members of the Club unless the Committee decides otherwise.~

5.3) All membership application forms received by the Secretary shall be displayed at bridge meetings only, for a minimum period of two weeks.~

5.4) Any member wishing to object to an application for membership should notify the Secretary in writing and giving a reason.~

5.5) As soon as convenient after the expiry of the period of two weeks  (5.3), the Committee shall consider the application, taking into account any objections notified to the Secretary, and shall promptly inform the applicant of the acceptance or otherwise of their application.~

5.6) When declining an application, the Committee may give a reason but shall not be obliged to do so.~

5.7) A member shall cease to be a member of the Club immediately if expelled under the provisions of Clause 16 or if their resignation in writing is delivered to the Secretary.~

5.8) A member whose payment of subscription is two months overdue shall, after reasonable warning, have the privileges of membership withdrawn until such times as payment is made.  (13.2 applies)~

5.9) A former member of the Club who wishes to rejoin may do so without making a further formal application unless the Committee decides otherwise. ~

5.10) Life membership is an honour granted to an existing member by a vote conducted by ballot.  The number of votes in favour must exceed two-thirds of all votes cast and, also, must represent more than half of the Club members.~

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6.)   Officers~

6.1) The Officers of the Club shall be the President, Chairman, Secretary, Treasurer and Registrar.~

6.2) At no time should any member of the Club hold more than one office, except to fill such temporary vacancy as may arise, pending a new appointment thereto.~

6.3) Once elected, the Club President is a life appointment.~

6.4) Each of the other four Officers and each of the other Committee members shall be elected for a period of one year by a ballot held at the Annual General Meeting.  (12.0)~

6.5) The Secretary, Treasurer and Registrar, holding specialist posts which benefit from continuity of tenure, may all continue in office from year to year for unlimited periods if re-elected  (or if unopposed).  However, the onerous post of Chairman is all embracing and most demanding of time and energy.  It would be neither fair nor desirable for it to be occupied indefinitely by the same individual.  Therefore, the Chairman must relinquish that position after three consecutive years of service.  He/she may either contest one of the other official posts or contest to serve on the Committee as an ordinary member.  After three years out of the Chair, he/she may contest for a return to the Chair.  An incidental advantage of this arrangement is that the Club benefits in wisdom from having a series of different Chairmen with a wide range of backgrounds, experience and expertise.~

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7.)   The Committee Members and their roles~

7.1) The Club Committee shall consist of the five Officers (6.1) - President, Chairman, Secretary, Treasurer and Registrar – and up to five other members of the Club who, although not Officers, have been voted onto the Committee at the A.G.M. for one year by their fellow members.  The non-officers may stand for re-election for an unlimited number of years thereafter.  They should form an important two-way link between the Committee and the rest of the Club.  Their duties are to acquaint the Officials with the feelings of ordinary members about matters on the agenda, to ensure that such matters are properly considered by the Committee and to report back to the members concerned, thus helping to promote useful suggestions from members and, also, to eliminate misunderstandings.~

7.2) The President shall be ultimately responsible to the members for the policies and management of the Club, including the setting and meeting of its objectives, the running of its financial affairs and the satisfactory performance of its Officers and Committee Members in carrying out the duties delegated to them.  He may chair Committee Meetings if he so chooses.  On such occasions, the usual Chairman shall attend the meeting as Vice Chairman.~

7.3) The Chairman shall conduct the meetings of the Club Committee and shall have a casting vote in order to resolve situations when votes for and against are equal.  The Chairman shall preserve order; take care that proceedings are conducted in a proper manner; ensure that any question which is properly before the meeting is clearly understood by everyone and that all points of view are heard; guide the deliberations of the Committee without taking sides; make sure that their decisions are in accord with the declared policies and objectives of the Club; and carry out all these duties in good faith, i.e., without favouring any particular section of the Committee.~

7.4) The Hon. Treasurer shall be responsible for collecting subscriptions, paying and receiving money, running the Club account, keeping records of payments and receipts and presenting audited accounts at the Annual General Meeting (A.G.M.).  The Treasurer must always be consulted before any major expenditure is undertaken.~

7.5) The Hon. Secretary shall be responsible for day-to-day administration, drafting and circulating notices, agendas and minutes (all subject to the Chairman’s approval) and dealing with correspondence.  If appropriate, an Assistant Hon. Secretary might be added to the Club Committee to help the Secretary. Such an assistant may attend meetings but not as a voting member.~

7.6) The Hon. Registrar shall maintain the Register of Members and record payment of subscriptions.~

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8.)   Non-elected Members and Non-Members Attending Committee Meetings~

8.1) The Committee shall have the power to co-opt anyone (whether a Club member who for some good reason has not stood for election or, even, a non-member of the Club) to its meetings if that person has specific or expert knowledge which would be helpful to the Committee.  However, a member of the Club who had been unsuccessful in a Club election may not be co-opted as this would make nonsense of the electoral process by enabling a failed candidate to sit on the Committee.~

8.2) The Committee shall have the power to fill ‘casual vacancies’, (i.e. unforeseen vacancies that might arise from illness or from a Committee Member resigning before having served a full term).~

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9) Committee Procedures~

9.1) The Committee shall meet as required, in addition to the A.G.M.~

9.2) The Secretary shall give all members not less than two weeks’ notice of a Committee Meeting.~

9.3) Agenda items should be submitted in writing to the Secretary at least one week before the meeting.~

9.4) All meetings must be recorded and minutes made available.~

9.5) The Secretary shall ascertain the total number of Committee members (Officials plus elected ordinary members) who are likely to attend a forthcoming meeting.  This is necessary in order to ensure that there will be enough to form a quorum.~

9.6)  A quorum for the meeting of the Committee shall be four including at least two Officers.  The quorum exists to avoid the making of official decisions by too few people.  If a quorum is not present, the items on the agenda may be discussed but no decisions may be taken.~

9.7) From time to time, the Committee may appoint sub-committees to undertake on its behalf such aspects of the administration of the Club as it thinks fit.  Members of such sub-committees may Include Club members who are not members of the Committee.~

9.8)     Proceedings of the Committee and of any sub-committees shall be regulated in such manner as the Committee decides.~

9.9)  In general, Committee members should withdraw from participation in decisions where they may have, or may seem to have, a conflict of interest.~

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10)     Management~

10.1)    The ruling body of the club shall be the AGM.~

10.2)    The affairs of the Club shall be managed by the Committee who shall interpret the Constitution and resolve any issue arising in connection with the affairs of the Club which is not specifically provided for in the Constitution. ~

10.3)    From time to time, the Committee may formulate and publish such new regulations as it thinks expedient for the efficient and harmonious running of the Club.  In the case of any conflict between such rules and this Constitution, the Constitution shall prevail.~

10.4)    Any policy or regulations determined by the Committee may be challenged by the resolution of a single member at a General Meeting, provided that such resolution is not in conflict with this Constitution and is delivered to the Secretary in writing at least one week prior to the meeting.~

10.5)    In the event of one of the Committee’s policies or regulations being changed by a resolution of members, it may not be further changed by the Committee in a manner inconsistent with the resolution.~

10.6)    No alteration shall be made to this Constitution except following a ballot to all members which finds at least two thirds of the votes cast to be in favour and when those favourable votes represent more than fifty per cent of the membership.~

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11)  General Meetings~

11.1)    Any General Meeting (i.e., the A.G.M. or any E.G.M. (11.6) ) may be attended by all members of the Club.

11.2)    The A.G.M. shall be held in each year no later than two months after the end of the financial year.

11.3) The business of the A.G.M. will be (following apologies for absence):~

(1)   To receive and approve the minutes of the previous A.G.M. and matters arising.~

(2)   To receive the reports of the Officers of the outgoing Committee, as follows:~

(a)    The Chairman shall report on the Club’s year, mentioning all significant developments.~

(b)   The Treasurer shall present the accounts, which have been audited and certified correct, for approval; an auditor  (who is not a member of the Committee) shall be appointed for the forthcoming year.~

(c)    The Registrar shall report on membership trends over the year.~

(d)   The Secretary shall report on the Club year, clarifying details not covered by other Officers.~

(3)   Elect the new Committee~

(4)   Transact any other business.~

11.4)    The quorum for an A.G.M. or E.G.M. shall be fourteen, at least four of whom shall be on the Committee with at least ten Club members attending the meeting.  At least two of the four on the Committee must be Club Officers and one of those must be either the President or the Club Chairman.~

11.5) If, fifteen minutes after the time fixed for an A.G.M. or E.G.M., no quorum shall be present, the meeting shall be adjourned to a new date (of which fourteen days’ notice shall be given).  In the case of an A.G.M. or E.G.M. that has been adjourned due to the lack of a quorum (but not of a meeting adjourned for any other reason) the number of members actually present at the adjourned meeting shall constitute a quorum for the next.~

11.6)    An Extraordinary General Meeting of the Club may be called at any time if a written request is signed by at least ten members and delivered to the Secretary.  The request must state a reason.  Such a meeting should take place within one month of the receipt of the request.  Alternatively, the Committee may convene an E.G.M. at any time on its own initiative.  At least one week’s notice must be given, together with an agenda.~

11.7)    All General Meetings of the Club shall be held at venues to be decided.~

11.8)    Ideally, all General Meetings of the Club should be chaired by either the President or the Chairman.  Only when neither is available, should some other member of the Committee chair the meeting.~

11.9)    Voting at General Meetings shall be by show of hands.  In the event of parity of voting, the chairperson shall employ his casting  (and only) vote.~

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12.) Elections~

12.1)    The procedure for the Election shall be as follows:~

i) Five weeks prior to the A.G.M., all Club members are –~

a)      Notified of the date of the A.G.M.;  (This is a simple statement and does not include an agenda. It also reminds members that proposed resolutions must be written and given to the Secretary within the next three weeks, i.e., at least two weeks before the A.G.M.)~

b)      Supplied with a ‘nomination of candidates form’ that shall be completed, signed by Proposer, Seconder and Nominee and returned to the Secretary within two weeks, i.e., at least three weeks before the A.G.M..~

ii)         Three weeks prior to A.G.M.  Deadline for return of nomination of candidate’s forms to the Secretary.  Also, members are reminded that any remaining resolutions proposed for the A.G.M. must be submitted within the next seven days. ~

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iii)       Two weeks before the A.G.M.  Last day for receipt of written resolutions proposed for the A.G.M. A list of candidates for election to the Committee shall be displayed.  Voting forms are available for members who have paid their subscriptions but will be unable to attend the A.G.M.. These must be signed and submitted in sealed envelopes to the Club President before the day of the  A.G.M..  The inclusion of such votes ensures that the entire membership has a reasonable opportunity to express their preferences.~

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iv)       One week before the A.G.M., the agenda shall be displayed. ~

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v)        Immediately before the A.G.M., the President shall open the envelopes with a teller, check that they are all signed by members who are eligible to vote and count the votes without divulging the score to anyone (in order not to influence the future voting of other members present).  Votes shall be cast by a show of hands and added to the ones in the President’s possession to arrive at a final result.~

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13)        Subscriptions and Fees~

13.1)    Each member of the Club shall pay an annual subscription the amount of which shall be approved at the A.G.M. and will apply from 1st January of the following year unless otherwise decided.~

13.2)    Any member whose subscription remains unpaid at the end of February shall forfeit the privileges of membership until the subscription has been paid.  (5.8)  ~

13.3) Each member of the Club and each guest and visitor shall pay table money on every occasion that he/she plays at the Club.  The amount of the table money shall be decided at the A.G.M.~

13.4) The Committee may determine from time to time the amount of fees to be charged for use of the premises or equipment of the Club or for any other purpose for which it believes fees should be charged.~

13.5) All monies obtained through the use of Club facilities are to be paid to the Hon. Treasurer by the first day of the month following the receipt of the money.~

13.6) A member joining after 30th June will pay a reduced subscription for that year.~

13.7) Junior members’ subscriptions shall be half those for full members rounded up to the nearest pound.~

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14.) Accounts~

14.1)    The Committee shall arrange for accounts to be prepared in respect of the financial affairs of the Club for each year, ending on 31st December.~

14.2)    The accounts for each financial year shall be audited and presented to the A.G.M. of the Club for approval.~

14.3) Cheques on behalf of the Club require two signatures: those of any two of the three designated signatories.~

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15.) Guests and Visitors~

15.1)    Any member may invite a guest (or guests) to play at the Club at any time but, in the event of the playing facilities being insufficient to accommodate everyone, priority shall be given to members.~

15.2)    A visitor (or visitors) may be permitted to play at the Club at any time but, in the event of the playing facilities being insufficient to accommodate everyone, priority shall be given first to members and then to the guests of members.~

15.3)    From time to time, the Committee may place a limit on the number of occasions on which a non-member (whether a guest or a visitor) may play at the Club without applying for membership.~

15.4)    If such a limit (15.3) is in force, a non-member who has applied for membership shall (subject to there being available playing facilities) be permitted to play at the Club until their application for membership has been considered by the Committee, even if the imposed limit is thereby exceeded.~

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16.) Conduct~

16.1)    All members are expected at all times to conduct themselves in a courteous and friendly manner towards both their partner and their opponents.~

16.2)    In the event of a complaint being made to the Committee about the conduct of a member of the Club, the Committee may  (and if the complaint is written and signed by at least three members, shall) investigate the complaint.~

16.3)    Any person under an investigation shall be given a fair hearing by the Committee.~

16.4)  Following such an investigation, (16.2) if the Committee is of the opinion that the member has behaved in an unacceptable manner or in such a manner as to cause injury to the reputation or interests of the Club, then the Committee may: reprimand the member, suspend the member from the privileges of membership for a period or, in extreme cases, expel the member from the Club.  A resolution to expel a member must be passed by at least two-thirds of the votes cast.~

16.5)    The Committee shall forthwith notify the member of any decision made on the investigation of a complaint about his/her conduct and may, if it thinks fit, publicise the decision by displaying a notice.~

16.6)    An appeal against the Committee’s decision shall necessitate an Extraordinary General Meeting.~

16.7)    Notice of such an appeal must be in writing and delivered to the Secretary within two weeks of the notification to the member of the Committee’s decision.~

16.8)    When an appeal is made against a decision of the Committee, that decision must not be put into effect until the appeal has been heard and resolved.~

16.9)    When an appeal is heard by an Extraordinary General Meeting , that meeting shall have power to either overrule or uphold the decision of the Committee.  If they uphold it, the sanction imposed by the Committee may be confirmed or it may be varied.~

16.10)  Nothing in this Constitution shall preclude the Committee from referring a matter of conduct to the Conduct Committee of either the Hampshire and Isle of Wight Contract Bridge Association or of the English Bridge Union.~

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17.)     Alterations to the Constitution ~

17.1) No alteration shall be made to the Constitution except following a ballot to all members which finds at least two-thirds of the votes to be in favour, and this vote representing over fifty per cent of all members.~

17.2) All changes to the Constitution shall be reported to the Secretary of the English Bridge Union.~

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18.) Winding-Up~

18.1) For a resolution that the Club be wound up to have effect at least two-thirds of the votes cast must be in favour.  Also, the number of votes in favour must exceed one-half of the number of members of the Club entitled to attend and vote at the General  Meeting at which the resolution is put.~

18.2) If a resolution that the Club shall be wound up is passed, the Committee shall  be responsible for winding up the Club’s affairs.~

18.3)    If the winding up was initiated in order to amalgamate the Club with some other club, once all debts have been discharged any surplus assets and funds shall be transferred to the other club.~

18.4)   If the Club is not to be amalgamated with another club and is simply ceasing to exist, any surplus assets shall be sold off and the proceeds donated to the George Street Centre or any nominated charity.~

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