Portchester Bridge Club Rules

1. Purpose of this document

This document is written to give the Committee a set of guidelines to work from. These rules supplement the Constitution; they do not override it.

The total Club Membership shall be restricted to 100 members. Anyone wishing to join the Club must be of a reasonable playing standard and must make a formal application to the Club Secretary. The Club Committee may, at its discression and without giving any reason, reject any Membership application. If the current Club Membership exceeds 100, the Secretary will keep a Waiting List in application date order admitting potential Members as and when a vacancy arises.

The annual fee is set at £5.00 there is at present no joining fee.

Table fees for Members are set at £1.50.

Table fees for visitors are set at £2.50.

Club Members aged 90 years or more are not required to pay Table Money.

The Club Committee may co-opt members on an Ex-Officio basis to fill the roles of:

   Club Officer or Committee Member should an unexpected vacancy arise.

   Partner Finder;

   Simultaneous Pairs Coordinator.

   Scorers

   Club Directors.

The elected Committee will carry out other roles such as:

   Security Officer(

   Fire Officer

5. Annual Competitions

   a. The Handicap Cup – awarded to the pair with the best score over the Handicap events (1st Thursday of each month). Handicaps will be set at the beginning of each year based on each individual's best 20 scores in the previous year. Players who cannot meet this criterion shall be awarded a Handicap of -15%.

   b. The Individual Cup – awarded to the player with the highest average percentage over the year having played over 20 times.

   c. The Social Cup - awarded to the player with the highest average score having played with 6 different Club Members.

The Club will participate in up to 3 Simultaneous competitions per year; the Committee at one of their meetings will decide these. For these events Members will only be required to pay table money.

The Club will arrange a charity event each year. Proceeds from that event will be donated to a named local charity.

   a. Each Session is scheduled to start at 7.05 pm and play will cease at 10.30 pm

   b. The whole of the premises where the Club plays is a non-smoking area.

   c. The maximum capacity of the Club is 18 Tables or 72 players. If more players than that wish to play at any Club Session, visitors will be asked, regrettably, to leave in the order last to arrive first. If that does not reduce numbers to below 72, Club Members will be requested to leave in the order last to arrive first until no more than 72 players remain

PORTCHESTER BRIDGE CLUB CONSTITUTION

NAME

2. The Club objectives are:

   a. To provide premises with all suitable amenities.

   b. To provide and manage a programme of Duplicate Bridge events.

   c. To create and maintain adequate funds for the benefit of Members

3. All play at The Club will be governed by the Laws of Duplicate Bridge published jointly by the World Bridge Federation and the Portland Club.

4. Club Membership shall be open to all Duplicate Bridge players who apply and are accepted by the Club Committee provided that the total Club Membership does not exceed the maximum number set in the Club Rules.

5. All candidates will pay an annual joining fee (if one is set).

6. Club Members will be deemed to have agreed to abide by the Constitution and Rules of the Club.

7. The Committee will have the power to suspend or terminate the membership of any Member at any time if, in the opinion of the Committee, such suspension or termination would be in the interests of The Club. If the membership of any Member is suspended or terminated under this rule, an appropriate proportion of the annual subscription for the current year, if paid, will be refunded. The reason for such suspension or termination will be conveyed to the Member in writing and he or she will be granted the right of personal appeal to the Committee.

8. Each Member of the Club is required to conform to the standards of fair play, courtesy and personal deportment prescribed in the 'Best Behaviour at Bridge Code' published on the Club web-site and on the Club Notice Board. The Club shall have the powers and procedures for the enforcement of these standards which are set out in the Schedule of Disciplinary Procedures to the Constitution which are attached to and form part of the Club Constitution.

9. Visitors are welcome and may attend the bridge sessions on payment of the appropriate table money. However, if there is insufficient room in the hall, the visitor(s) may be asked to leave.

10. Subscriptions will be due on 1st January and terminate on 31st December. If a Subscription is not paid by 1st March, that Membership will be deemed to have lapsed.

11. It is a condition of Club Membership that all Members participate in the organisation and running of Club events as may be requested by the Committee. 2

12. The Officers of The Club will be the Chairman, the Treasurer and the Secretary.

13. The Club Committee will consist of the Officers of the Club and up to a maximum of six other Members of The Club.

14. Election of Officers and Members of The Club Committee will take place at the Annual General Meeting of The Club. All Members so elected shall be entitled to serve for three years.

15. The Committee will meet not less than twice a year. Committee Members will be notified by the Secretary not less than 14 days prior to each Meeting.

16. Four Committee Members shall be deemed a quorum, at least one of whom must be an Officer of The Club.

17. The Chairman may call an emergency Committee Meeting without prior notice, provided that all reasonable efforts are made to inform Committee Members.

18. If the Chairman is unable to attend a Committee Meeting, the Secretary will take the Chair or a temporary Chairman may be elected.

19. All the Club Officers and Committee Members will be entitled to vote on each motion. In the event of a tie, the Chairman will have the casting vote.

20. Minutes of Committee Meetings will be kept by the Secretary and, if correct, signed at the subsequent Committee Meeting by the Chairman. A copy of the Minutes of each Committee Meeting shall be displayed on the Club Notice Board and kept in the Minutes File.

21. The financial year of the Association shall close on the 31st October each year and a Statement of Accounts and Balance Sheet shall be prepared and completed by the Treasurer as soon as practical thereafter. The Auditor appointed at the previous Annual General Meeting shall audit the accounts to be presented for approval by the members at the AGM. If the Auditor appointed at the previous AGM cannot carry out this task, the Chairman may appoint a replacement.

22. The Annual General Meeting of the Association shall be held annually as soon as practical after 1st December and not later than 30th December. The ordinary business of the Annual General Meeting shall be to receive reports from the Chairman, Treasurer, Auditor and Secretary, to elect Officers and Members of the Committee for the coming year and endorse changes to the Club Rules made by the Committee during the year, if any.

23. Nominations to fill vacancies in the positions of Chairman, Secretary, Treasurer and Members of the Committee may be made, and seconded, by any Club Member. Such nominations made in writing shall reach the Secretary at least 14 days before the date appointed for the General Meeting. Any nomination must be signed by the Proposer and Seconder and the consent of the nominee must first be obtained. If no nominations are received for vacant positions, or if there are fewer than six nominations for Membership of the Committee, the Chairman of a General Meeting may, at his discretion, accept nominations from the floor. 3

24. An Extra-Ordinary General Meeting may be called by the Club Committee at its discretion, and in any case shall be convened on receipt of a requisition signed by at least twenty Club Members stating the purpose for which such a meeting has been called and shall be convened within six weeks of receipt of the requisition. The business of the EGM will be that for which it is called and no other.

25. At a General Meeting every question shall be decided by a show of hands, unless a ballot is either directed by the Chairman or demanded by not less than ten persons present and entitled to vote. In the case of an equality of votes, the Chairman shall have a second or casting vote.

26. The Club Secretary shall issue a Notice for each General Meeting and that Notice shall contain the Motion or Motions to be considered and/or the general purport of matters to be discussed at least fourteen days prior to the appointed date of the meeting. Such Notices

shall be posted on the Club Notice-Board and/or on the Club web-site.

27. Motions bearing the names of the Proposer and Seconder must be submitted in writing to the Secretary at least 21 days prior to a General Meeting. To succeed, a Motion must be carried by a majority vote. The Chairman of a General Meeting may, at his discretion, allow amendments to be made to resolutions of which the text has been included in the notice of the meeting provided that such amendments do not materially alter the general purport of the resolution concerned.

28. The Chairman of a General Meeting shall be the Club Chairman. If the Club Chairman is not present, the Secretary shall act as Chairman. If neither is present, a member of the Committee shall act as Chairman.

29. The quorum at a General Meeting shall be twenty five Club Members. If a quorum is not present within 15 minutes of the time appointed for the start of a meeting, the Meeting shall be adjourned for a period of not less than 21 days and not more than 35 days. The notice of a reconvened Meeting shall be issued as per paragraph 26 above, except that the period of notice shall be reduced to fourteen days. There is no quorum requirement for the second General Meeting.

30. Admission to the General Meeting shall be open to all Portchester Bridge Club Members. Only Portchester Bridge Club Members attending and who have paid their Annual Subscription shall be entitled to vote.

25. If at any General Meeting a motion is passed for the dissolution of The Club, the Committee shall proceed to realise the property of The Club and after the discharge of all its liabilities shall hand over all the assets to the body specified in the motion for dissolution which has similar objectives to those of The Club. A resolution of dissolution can only by passed by a two-thirds majority.

27. Information relating to Club Members will be held in accordance with the Data Protection Act.  

28. All complaints regarding the behaviour of Club Members must be submitted in writing to the Secretary.

29. A Disciplinary Committee, comprising three Members of the Committee, will be convened by the Club Committee to hear complaints within 14 days of a complaint being lodged.

30. No Member of the Disciplinary Committee may sit to consider a charge who has prior involvement with the case, or has any relevant interest in the outcome of the case such as is considered a conflict of interest by the Chairman of the Disciplinary Committee.

31. Notification in writing of a Disciplinary Hearing must be made in writing to the complainant and the Member against whom the complaint was made at least 7 days before the hearing. This will include:

   (a). A summary of the alleged offence

   (b). A factual summary of the evidence supporting the charge

   (c). Where and when the Hearing is to take place.

   (d). An invitation to attend the Hearing.

   (e). A request that the Defendant respond in writing with either an admission or denial of the charge.

   (f). An invitation to the Defendant, if the charge is admitted, to make a plea in mitigation in writing.

32. If the Disciplinary Committee find a charge proven, they may at their absolute discretion, impose any of the following sanctions:

   a. A written warning or reprimand.

   b. Suspension from Club events for a specified period.

   c. Termination of Club Membership.

33. The findings of any Disciplinary Hearing including any Sanction imposed and the right of Appeal must be made in writing to the complainant and the Member against whom the complaint was made as soon as possible after the Hearing. A suspension from events or termination of Club Membership will not be imposed until the time limit for any Appeal to be made has expired.

34. If any Member is disciplined by a Disciplinary Hearing and wishes to Appeal against either its Findings and/or any Sanction imposed, that Member must make an Appeal in writing within 14 days of the Disciplinary Hearing findings being sent to them to the Club Secretary stating the grounds and evidence for such an appeal accompanied by a £20 deposit which will be refunded if the Appeal is successful.

35. An Appeals Committee, made up of one Committee Member and at least two independent bridge players who have not been involved with the person or persons lodging the Appeal will be convened within 21days of the Secretary receiving the Appeal. The Appeals Committee will elect their own Chair. This Committee may request the Member lodging the complaint and the Defendant to attend the Appeal Hearing. The findings of the Complaints Committee will be notified in writing to both the complainant and the Member lodging the Appeal as soon as possible after the Appeals Committee has heard the Appeal. The decision of the Appeals Committee and any sanction it awards or confirms will be final.

Approved at a General Meeting on 31st March 2011.