The society (hereinafter called 'the club') shall be called the STOKE POGES VILLAGE CENTRE SOCIAL CLUB LIMITED. Its objects are to carry on the business of a club by providing for the use of its members, the means of social intercourse, mutual helpfulness, mental and moral improvement, rational recreation and the other advantages of a club. The objects of the club shall not be incompatible with the objects of STOKE POGES VILLAGE HALL to whom the club shall affiliate. In carrying out the aforesaid objects the club shall have due regard to supporting the objects, activities and financing of the Registered Charity No. 300336, the STOKE POGES VILLAGE HALL.
Its registered office shall be at VILLAGE HALL, ROGERS LANE, STOKE POGES, BUCKINGHAMSHIRE SL2 4LP.
Notice of any change in the situation of the registered office shall be sent by the Secretary within 14 days thereafter to the Registrar of Friendly Societies in manner and form provided by the Treasury regulations.
The club shall have its name engraved in legible characters upon a seal, which shall bear the device of a circle having the word "Limited" in the centre and the remaining words of the name of the club in the margin. The seal shall be in the custody of the Secretary, or such other Officer as the Club Committee appoint, and shall be used only under the authority of a resolution of the Club Committee (hereinafter called 'the committee'), the date whereof shall be mentioned on the instrument to which the seal is attached, and shall be attested by the signatures of two members of the committee and the Secretary.
The registered name of the club shall be kept painted or affixed on the outside of every office or place in which the business of the club is carried on, in a conspicuous position, in letters easily legible, and shall be engraved in legible characters on its seal, and shall be mentioned in legible characters in all business letters, notices, advertisements, and other official publications of the club and in all bills of exchange, promissory notes, endorsement cheques, and orders for money or goods, purporting to be signed by or on behalf of the club, and in all bills, invoices, receipts and letters of credit of the club.
Each applicant for membership of the club shall purchase on election, one share in the club. The share must be purchased before the member is entitled to any of the privileges of the club.
Shares shall not be withdrawable or transferable and shall be of the value of £1 (ONE POUND).
No member shall hold more than one share and no interest or dividend shall be paid upon it. A member shall forfeit his/her share on ceasing from whatever cause to be a member.
The National Federation of Community Organisations (hereinafter referred to as the N.F.C.O.) shall be the promoting body for the registration of the club as an Industrial and Provident Society on the basis that:—
All social clubs promoted by the N.F.C.O. shall be eligible to join the scheme for Associate membership between these social clubs. The scheme for Associate Membership shall be organised and administered by the promoting body and representatives from Local Federal Organisations of the N.F.C.O. and representatives from the social clubs.
Individual members, of social clubs that have joined the scheme, may apply to their social club for Associate Membership. The grant, by a social club, of Associate Membership, will give that member the opportunity to visit other social clubs in the scheme, with the rights and obligations of full membership with the exception of any right to vote, stand for office, attend meetings, or hold shares at social clubs other than the one of which she/he is a full member.
Applicants for membership must be 18 years of age or over. The applicant must sign such declaration of his/her concurrence with, and adherence to, the purposes of the club as shall be required by the committee. The election shall be by the committee (or duly constituted sub-committee). The name, address and occupation of the applicant shall be prominently displayed in the club premises in a part frequented by the members for at least two days before the day on which the applicant's name is submitted for election. Every member on election shall be supplied with a copy of the rules, at such charge, not exceeding 10p as the committee may determine from time to time.
Every member shall pay to the funds of the club a subscription which shall become due as soon as he/she is elected to membership and may not be paid until he/she is so elected. On payment of the subscription the member becomes a "Financial Member" entitled to any of the privileges of the club. The rate of subscription shall be such sum per annum as is determined from time to time by the Committee, payable on the first day of JANUARY in each year.
Any member who has not paid his/her subscriptions 28 days after it has become due shall be considered in arrear, and if it be not paid within 28 days thereafter he/she shall cease to be a member of the club.
No member in arrear shall be permitted to use the club or be considered a financial member for the purposes of these rules.
The club shall keep at its registered office a register of members in which the Secretary shall enter the following particulars:-
For the purpose of this rule "an officer" includes every member of the committee.
The club shall so construct the register of members that it is possible to open to inspection the particulars entered therein mentioned in paragraphs a), d) and e) hereof without so opening to inspection the other particulars entered therein.
Every member shall, within 14 days, give notice to the Secretary of any change in his/her address.
Members shall cease to be members:-
Officers of the club shall have power to order the withdrawal from the club premises of any member who misconducts him/herself and such members shall have no right of re-entry to the club premises until summoned to meet the Committee as provided in Rule 15. If the next ordinary meeting of the Committee be within less than three days, such member may claim to appear before them, and to have his/her case dealt with waiving the length of notice required by the said Rule 15.
For the purpose of this Rule 'an Officer' includes every member of the Committee.
The Committee shall have power to reprimand, suspend (for a period not exceeding 12 months) or expel any member who shall infringe any rule or bye-law, or whose conduct, whether within the club premises or elsewhere, shall in their opinion, render him/her unfit for membership; but no member shall be reprimanded, suspended or expelled without being first summoned before the Committee and full opportunity afforded him/her to advance a defence nor unless two thirds at least of the members of the Committee then present and entitled to vote shall vote for his/her suspension or expulsion. Every member so summoned shall (unless he/she shall elect to waive his/her right to receive notice) receive at least three clear days' notice in writing from the Secretary. Such notice shall contain a statement of the charge brought against him/her.
A suspended member shall not be entitled to use the club premises nor attend any general meeting nor vote at any election nor hold any office during suspension, but shall remain liable to pay his/her subscription.
A member suspended or expelled shall have the right to appeal to the MANAGEMENT COMMITTEE OF THE STOKE POGES VILLAGE HALL who shall be deemed to be the arbitrators appointed by the club. No appeal shall be heard unless made within 28 days and in writing, addressed to the Secretary of the STOKE POGES VILLAGE HALL.
The arbitrators, or a majority of them, shall have full power to alter or rescind such suspension or expulsion as they may think fit and there shall be no appeal from their decision.
The Annual General Meeting shall be held in FEBRUARY each year.
This will be for the purpose of receiving reports on the year's work, accepting resignations and electing Officers and other Committee Members, receiving the account or accounts and balance sheet as audited, and the report of the Auditor on the revenue account or accounts and balance sheet to consider such other business as may be submitted by the Committee or any motion to be proposed by a member of which at least 28 days' notice has been given to the Secretary in writing. On receipt of such notice, the Secretary shall add it to the agenda which shall be posted in the club premises giving at least 14 days' notice of the Annual General Meeting. At the Annual General Meeting a report for the year shall be presented by the Committee.
The Auditor shall be entitled to attend the Annual General Meeting and all Committee meetings of the club and to receive all notices of and other communications relating to General Meetings and Committee meetings and to be heard at any meetings which he/she attends on any part of the business of the meeting which concerns the Auditor.
A Special General Meeting shall be called by the Secretary in the following cases:
Notice of any Special General Meeting, and of the object for which it is called, shall be posted by the Secretary in the club premises at least fourteen days prior to the date of the meeting. Should the Secretary not convene a Special General Meeting in manner required hereby within fourteen clear days after a duly signed requisition has been delivered to him/her any of the requisitionists may call such a meeting, giving such notice as is provided by this rule.
No business other than that named in the notice shall be brought before a Special General Meeting.
One-fifth of the total number of members entitled to attend and vote at a general meeting or 40 such members, whichever is the less, shall form the quorum at all general meetings of the club. If a quorum is not achieved within 30 minutes of the time fixed for the meeting then, if convened on the requisition of the members, the meeting shall be dissolved, but if a meeting convened by order of the Committee, it shall stand adjourned to the week following, at the same time, and the meeting so adjourned may proceed to business whatever be the number of members present. No meeting shall become incompetent to transact business for the want of a quorum arising after the Chair has been taken.
Any general meeting duly constituted, may adjourn to such time as the members present direct, and may continue any such adjournment from time to time. No business shall be brought on at any adjourned meeting which could not have been transacted at the original meeting.
Each financial member present shall be entitled to one vote on each motion.
The Secretary shall be supplied by the Committee with copies of the rules and shall be bound to give a copy to any person, on demand, on such payment (not exceeding 10p) as the committee may from time to time determine.
These rules may be amended only at a General Meeting called for that purpose. Notice of any proposed amendment shall be posted in the club premises for at least fourteen days previous to the meeting to which the amendment is to be submitted. Any amendment shall require the votes of at least two thirds of the members present and entitled to attend and vote at such meeting. No amendment of rules is valid until registered in accordance with the Industrial and Provident Societies Act.
Written notice of any amendment of rules must be given by the Secretary to the Chief Officer of Police and to the Clerk of the Local Authority within 28 days of the registration of the amendment in accordance with the said acts.
The Committee shall have power to make such Bye-laws, as it may consider necessary for the good government and order of the club, provided that no such Bye-laws shall conflict with any of the rules. A copy of all such Bye-laws shall be posted in a conspicuous place in the club premises.
The Committee shall consist of the Chair, Vice-Chair, Secretary, Treasurer and not less than six nor more than fourteen Committee persons.
The Committee shall control the management of the club and shall have the exclusive power to engage or dismiss employees. It shall have power to purchase such articles and do all such things as it may deem necessary for the carrying out of the objects of the club. It shall have due regard to any resolution or recommendation of any General Meeting, but shall not be bound to give effect to the same if in its judgement such action would be injurious to the best interests of the club.
Nothing in the rules shall enable the Committee to declare any dividend or make any monetary grants to the members, or to apply the club funds, except for the purposes of the club itself and for the purposes specified in Rule 27.
It shall meet not less than once a month for general business and not less than one third of the total of Committee persons shall form a quorum. No resolution of the Committee shall be rescinded unless notice to rescind has been given at the previous meeting of the Committee. The Committee shall have the power to form such sub-committees a s it may from time to time decide and to determine their terms of reference.
Any Committee member or Officer who shall cease to be a financial member or who is suspended under Rule 15 or who shall cease membership of the club by any reason shall vacate his/her seat. Any vacancy so occurring, or by any other cause shall be filled by the Committee, or in such other manner as the Committee may decide. All Officers and Committee members (with the exception of the Secretary) shall retire annually but shall be eligible to be elected again.
The Committee, or any member or members thereof, may be removed by the votes of two thirds of the members present and entitled to attend and vote at a Special General Meeting called for the purpose. In the event of the removal or the resignation of the whole or the majority of the Committee, the Secretary shall have the power to call a Special General Meeting for the purpose of electing Officers and members to replace those who have been removed or resigned. Notice of the Special General Meeting shall be in accordance with Rule 17 (c). The Secretary shall in these circumstances call upon the MANAGEMENT COMMITTEE of the STOKE POGES VILLAGE HALL to appoint the Chair for such meeting.
No Officer or Committee member of the club shall by virtue of his/her appointment, have power to order goods or dispose of the funds of the club. No goods or labour shall be supplied nor any contract entered into for work to be done for the club, nor shall any office or salary, profit or remuneration be held by any member of the Committee, nor shall any honoraria be paid to Committee members, unless authorised by a General Meeting.
No person shall at any time be entitled to receive at the expense of the club any commission or percentage or similar payment on or with reference to purchases of intoxicating liquor by the club nor shall any person directly or indirectly derive any pecuniary benefits from the supply of intoxicating liquor by or on behalf of the club to members or guests apart from any benefit accruing to the club as a whole and apart from any benefit which a person derives indirectly by reason of the supply giving rise to or contributing to a general gain from the carrying on of the club.
Chair, Vice Chair, Secretary and Treasurer.
The Chair, Vice Chair and Treasurer shall be elected each year at the Annual General Meeting. The Secretary shall be elected at the Annual General Meeting and shall remain in office during the pleasure of the club.
Any of the Officers shall be removable at any time provided two-thirds of the members present and entitled to attend and vote at a Special General Meeting called for the purpose shall vote in favour of such removal. In the event of a vacancy arising amongst the Officers by death, resignation or other cause, the vacancy shall be filled, the Committee having power to appoint a member to fill the vacancy until the next election of Officers and Committee members. Any Officer shall vacate his/her office if suspended from membership under Rule 15 or upon ceasing membership from any cause. Any change in the office of Secretary must be notified by the Chair or Secretary within forty two days to the Clerk to the Justices. Every Officer dealing with club moneys shall be insured with a recognised guarantee society for the due performance of his/her duties in such sum as the Committee or General Meeting may determine.
The Chair or in his/her absence the Vice-Chair, or in the absence of both such Officers, an elected Deputy Chair shall take the Chair at all General Meetings and committee meetings of the club and in the event of equality of voting at committee meetings shall have an additional or casting vote. At General Meetings the Chair (in the event of equality of votes) shall have a casting vote provided s/he has not already voted on the question.
The Treasurer shall pay all monies received by the club from any source whatever, without any deduction for any purpose whatever, to the credit of an account opened In the name of the club at such bank and in such manner as the Committee may direct, and further, shall keep such accounts and pay such debts and covenants of the club as the Committee, shall direct, and shall, when required to do so, render to the Committee, or a General Meeting, an account of any monies received and expended by him/her.
The Secretary shall keep upon the club premises a register of the names and addresses of the club members and a subscription book in which shall be recorded the payments of such members. S/he shall carry out the directions of the Committee and subject to such directions, shall receive monies on account of the club and pay them to the Treasurer, and keep such accounts as the Committee may direct. S/he shall attend all meetings of the Committee and any sub-committee if so directed, take minutes of the proceedings, prepare accounts and balance sheets, and submit them to the Auditor.
Every year the Secretary shall submit to the Chief Registrar within the time allowed by legislation the annual return in the form prescribed by the Chief Registrar of Friendly Societies relating to the club's affairs for the period required by the Act to be included in the return, together with:-
The club shall supply gratuitously to ever member or person interested in the funds of the club on his/her application a copy of the last annual return of the club for the time being together with a copy of the report of the Auditor on the accounts and balance sheet contained in the return.
Any member or person having an interest in the club funds may at all reasonable times inspect all books and accounts including the particulars in the register of members except those mentioned in paragraphs (b) and (c) of Rule 12 at the registered office or any place where they are kept, and it shall be the duty of the Secretary to produce them for inspection, but no person unless an Officer of the club or specially authorised by a resolution thereof, may inspect the loan or deposit account of any other member without his/her written consent.
The club shall not contract loans or receive money on deposit from its members.
a) The club shall in each year audit its accounts and balance sheet for that year and an audit where necessary in law, or where the membership require, will be carried out by a registered auditor or two or more lay auditors where the conditions for appointing lay auditors prevail.
b) Save as provided in paragraph (c) of this rule every appointment of an Auditor shall be made by resolution of a general meeting of the club.
c) The first appointment of an Auditor shall be made within three months of the registration of the club and shall be made by the Committee if no general meeting of the club is held within that time. The Committee may appoint an Auditor to fill any casual vacancy occurring between general meetings of the club.
d) An Auditor appointed to audit the accounts and balance sheet of the club for the preceding year of account (whether by general meeting or by the Committee) shall be re-appointed as Auditor of the club for the current year of account (whether or not any resolution expressly re-appointing him/her has been passed) unless:-
Providing that a retiring Auditor shall not be automatically re-appointed by virtue of this rule if notice of an intended resolution to appoint another person in his/her place has been given in accordance with paragraph (e) of this rule and the resolution cannot be proceeded with because of the death, incapacity or ineligibility of that other person.
e) A resolution at a general meeting of the club (i) appointing another person as Auditor in place of a retiring Auditor or (ii) providing expressly that a retiring Auditor shall not be re-appointed shall not be effective unless notice of the intention to move it has been given to the club not less than 28 days before the meeting at which it is moved. On receipt by the club of notice of the intention to move any such resolution the club shall give notice of the resolution to the members and to the retiring Auditor in accordance with Section 6 of the Friendly and Industrial Provident Societies Act 1968, and shall give notice to the members in accordance with that section of any representation made or intended to be made by the retiring Auditor.
f) None of the following persons shall be appointed as Auditor of the club:-
g) The Auditor shall in accordance with Section 9 of the Friendly and Industrial and Provident Societies Act 1968 make a report to the club on the accounts examined by him/her and on the revenue account or accounts and the balance sheet of the club for the year of account in respect of which s/he is appointed.
h) The Auditor shall have a right of access at all times to the books, deeds and accounts of the club and to all other documents relating to its affairs, and shall be entitled to require from the officers of the club such information and explanations as s/he thinks necessary for the performance of the duties of the Auditors.
Upon a claim being made by the personal representative of a deceased member or the trustee in bankruptcy of a bankrupt member to any property in the club belonging to the deceased or bankrupt member the club shall transfer or pay such property to which the personal representative or trustee in bankruptcy has become entitled as the personal representative or trustee in bankruptcy may direct them.
A member may in accordance with the Industrial and Provident Societies Act 1965, nominate any person or persons to whom (subject to the provisions of the Act as to amount and the persons to whom a valid nomination may be made any of his/her property in the club at the time of his/her death, shall be transferred. On receiving satisfactory proof of death of a member who has made a nomination the club shall if and to the extent that the nomination is valid under the said Act either transfer or pay in accordance with the Act the full value of the property comprised in the nomination to the person entitled thereunder.
The profits of the club shall be applied in the following way:-
In maintaining or supporting by way of covenants the Registered Charity No 300336 the STOKE POGES VILLAGE HALL
Except by the dissolution of the club, no profits or funds of the club shall be distributed amongst the members.
Subject to the provisions of Rule 27 the Committee may invest the funds of the club at such rate of interest and on such terms as they see fit in any of the following investments:-
a) In the shares or in the security of any society registered under the Industrial and Provident Societies Acts, or under the Building Societies Act.
b) In any investment in which trustees are, for the time being by law, authorised to invest funds.
a) Any ten members of the club, each of whom has been a member for not less than twelve months immediately preceding the date of the application, may apply to the Registrar in the form prescribed by the Treasury Regulations to appoint an actuary or accountant to inspect the books of the club and to report thereon, pursuant to section 47 (I) of the Industrial and Provident Societies Act 1965.
b) One-tenth of the whole number of members, or if the number of members shall at any time exceed 1,000 then 100 members may by the application in writing to the Chief Registrar, signed by them in the forms respectively prescribed by the Treasury Regulations:
The club may at any time be dissolved by the consent of three-fourths of the members, testified by their signatures to an instrument of dissolution in the form provided by the Treasury Regulations, or by winding up in a manner provided by the Industrial and Provident Societies Act.
The election of Officers and Committee members of the club shall (other than as specified in Rule 19 (c)) take place at the Annual General Meeting of the club.
No member shall be eligible for nomination unless s/he has been a financial member for at least six calendar months (except in the case of the first Annual General Meeting).
Nominations shall be valid only when the proposer and seconder are financial members. No member under suspension at the date of the Annual General Meeting shall be eligible for nomination nor shall they be entitled to propose or second nominations or vote. No candidate shall be nominated for more than one position.
The election of Officers and Committee members shall be by a simple majority of votes of those members present and entitled to vote. Voting shall normally be by show of hands.
Two tellers shall be appointed by the General Meeting where elections take place. The tellers shall be responsible for giving the return figures of the count of hand votes. The tellers shall not be candidates or Officers or members of the Committee.
The club shall have the power to make provisions in its Bye-laws for elections by secret ballot.
Each financial member shall have one vote for each vacancy but no member may give more than one vote to any one candidate.
The candidates receiving the highest number of votes shall be declared duly elected. In the event of two or more candidates receiving an equal number of votes for the last vacancy or vacancies, the names of such candidates shall be written on slips of paper, which shall be placed so that the names are concealed, and the Chair shall then draw as many slips as there are vacancies to be filled, and the members whose names are so drawn shall be declared duly elected.
All disputes between a member and an officer of the club shall, unless the Committee elect to refer the matter directly to a special meeting, be settled by the Committee. The decision of the Committee shall be final, unless any party aggrieved thereby shall within seven days produce to the Secretary a requisition satisfying the conditions mentioned in Rule 17 (b) (iii), whereupon the decision shall be reviewed by a special general meeting.
All disputes between a member or person aggrieved who has for not more than six months ceased to be a member, or any person claiming through such member or person aggrieved or under the rules and the club or the Committee shall be referred to the MANAGEMENT COMMITTEE OF STOKE POGES VILLAGE HALL or the persons appointed by them, who shall be the arbitrator or arbitrators of the dispute and whose decision shall be final.
A member may personally introduce guests, but no member may introduce more than three guests at any one time. The visitor and the member introducing him/her shall sign their names in a book kept for that purpose.
Temporary Members, who shall be over the age of 18 years, will be limited to guests attending a private function at which the host is a member.
Temporary membership shall in no case confer the right to attend or vote at any meeting of members.
The following shall not be admitted as visitors:
Visitors who are not temporary members shall not make a purchase of intoxicating liquor. All visitors must be aged 18 years and over.
The Committee may debar a member introducing any particular person as a visitor if they so think fit. Members shall be responsible for the behaviour of their guests and in the event of any misconduct by the guest(s) the member responsible for their introduction may be subject to disciplinary action which may include suspension of the privilege of introducing guests for a period not exceeding twelve months and/or suspension of membership, or expulsion from membership.
The club shall be opened and closed at such hours as may from time to time be fixed by the Committee, and as posted in the club.
The permitted hours shall be such as may from time to time be determined by the Committee in accordance with the provisions of the Licensing Act 1964 and as notified to the Clerk to the Justices. Provided that if an order is made under section 60, sub-sections, (3) or (4) of the said Act, the provisions of section 62, sub-section (2) shall apply.
The purchase and supply of intoxicating liquor:-
(a) Members of visiting teams, together with their bona fide supporters and officials of the game may be admitted to the Club premises and intoxicating liquor may be sold to such persons by or on behalf of the Club for consumption on the premises on the day of the event.
(b) Non-members may be admitted to the Club on special occasions arranged by the Management Committee and intoxicating liquor may be sold to such persons by or on behalf of the Club for consumption on the premises subject to the following conditions: