Club name & Headquarters

Backwell Village Club

12, Backwell Hill Road

Backwell

North Somerset

BS48 3PL 

Objectives

Backwell Village Club is a members’ club for people of good character who are 18+. It provides recreational, social facilities and refreshments for members and their guests. It also provides and maintains the Club’s properties.

Club Management 

The ManagementCommittee runs the club.  It is made up of the President, who usually chairs the meetings but does not vote, and seven committee members. It meets monthly, or as often as required, to run the club.  A minimum of three officers of the club will make the meeting quorate. In addition, the Club Manager / Bar Manager or Assistant Bar Manager must attend and contribute to Management Committee Meetings but, as paid employees, are not allowed to vote. 

Officers

All members of the Management Committee are Officers of the club. An Officer must be a member of 2 or more years standing. The club will indemnify Officers in the discharge of their duties against risk and exposure through an insurance policy provided by the club at its expense. 

Election & Removal of Officers 

ELECTION | Officers are elected at an annual or extraordinary general meeting. They serve for two years and then retire. They can be re-elected after they retire. 

You must write to the Secretary to nominate someone for a vacancy on the Management Committee.  You’ll need club members of 2 or more years standing to propose and second the person you nominate.  Your nomination must reach the Secretary by 23:00 seven clear days before the general meeting where it will be discussed. 

REMOVAL | The Management Committee may, by majority vote at a quorate meeting,  at their discretion remove any Officer who:

  1. Fails to attend three consecutive Committee Meetings (of which at least three months’ notice has been given) without good and acceptable reasons.

  2. Fails to fulfil Officer duties in a satisfactory manner, after at least three warnings

  3. Commits a criminal offence or is made bankrupt or is otherwise financially insolvent or is deemed not to be of good character

Before taking this action the Management Committee will ask the Officer to appear before it to answer the complaints made. A majority of the Management Committee, present when the expulsion is considered, must vote in favour of expulsion.

For the avoidance of doubt, the Officer who may be removed shall not be eligible to vote on his / her removal.  

Management Committee responsibilities

The Management Committee is responsible for managing the club with the Club Manager / Bar Manager.  It can appointa member of 2 or more years’ standing to join the Management Committee until the next election takes place.  It can appoint sub-committees which will report to the Management Committee.  All sub-committee recommendations must be agreed and approved by the Management Committeeif they are to take effect. The Management Committee and the Club Manager / Bar Manager have absolute discretion when buying snacks and drinks for the club. 

Officers responsibilities

President:

  • Chairs and works in management committee

  • Knows committee and club procedures

  • Offers advice and guidance on club matters

Secretary:

  • Executive officer

  • Employs club staff

  • Administers and manages club correspondence

  • Responsible for Bar & Food Licenses

  • Responsible for matters concerning Planning & the Conservation Area

Assistant Secretary:

  • Assist Secretary with his / her duties

Treasurer:

  • Controls cash - excluding long term investments which the Trustees control

  • Controls financial requirements of the club

  • Produces monthly and yearly accounts in a timely manner for management committee and general meetings

Assistant Treasurer:

  • Assists the Treasurer with his / her duties

Risk Management and Health & Safety:

  • Deals with all risk management and health and safety issues as required in a timely manner, working with the club’s professional advisors

Buildings and Maintenance:

  • Controls all building and repair works and quotes for the club

  • Oversees building and repair work on club rental properties when requested by the Trustees

Website and Communications:

  • Develops the club’s website and social media proposition

  • Manages member records and communications in line with GDPR and other legal and regulatory requirements

  • Develops and manages any member liaison groups

Chair of meetings

The President chairs Management Committee meetings but does not have a vote.  If the President cannot attend or does not arrive within 15 minutes of the meeting start time, the officers present will choose one of those present to chair the meeting. 

Membership admission

You must be 18+ and live in the area set by the Management Committee.  The club cannot have more than 1,200 members.

 If you’d like to be a member, fill out an application form and get it proposed and seconded by a member of 2 or more years’ standing.  When the club receives your completed application form and the relevant fee, you’ll be a provisional member.  You can then use all the club’s facilities.

Your name will be put on the club’s notice board for 2 full days before the next Management Committee meeting.  The Management Committee will consider your application and can reject it if the Management Committee deems such action to be appropriate: the Management Committee shall not be required to give any reasons for their decision. If your application is rejected any fee you have paid will be refunded.  You will be notified of the Management Committee’s decision in writing or by electronic communication. 

Life membership

If you have given distinguished service to the club, the Management Committee can nominate you for life membership.  The chair will announce this at the annual general meeting, and if elected by a majority, you will become a member for life, and you won’t have to pay membership fees. 

Membership fees

Membership Fees will be reviewed and set by the Management Committee at least once a year.

Table comparing options for joining a club, including joining, not renewing, renewing, age restrictions, and costs.

Discipline

The Management Committee can suspend or terminate your membership for conduct which it thinks is detrimental to the good of the club.  In particular any abuse of the club staff or repeated use of offensive language will not be tolerated. While you are suspended you will not be allowed in the club. The Management Committee can also expel you, meaning you will not be a member the club and you will not be allowed in the club.

Before taking such action theManagement Committee will ask you to appear before it, or a small sub-committee, none of whose members were directly involved in the alleged incident(s), to answer any complaints made about you: you may bring another member to the meeting if you wish. Between the incident and this meeting you will not be allowed to enter the club.

A majority of the Management Committee, or sub-committee, present when the expulsion is considered mustvote in favour of your suspension or expulsion. The committee reserves the right to set conditions associated with any sanction it imposes. 

General meetings

Notice

 The Secretary will post a notice of a general meeting on the club notice board, at least 21 full days before the meeting. The notice will include the date, time, place it will be held and what will be discussed.

Quorum 

The quorum for the meeting is 10% of members of 2 or more years’ standing at 31st January of the year of the meeting. Only Members of 2 or more years’ standing at the AGM date, excluding officers, can be part of the quorum.

Minutes  

The Secretary or a nominated person will take minutes at all general meetings at the club.

Agenda Items and Proposals

Any agenda items and proposals, properly proposed and seconded must be received by the Secretary at least 14 full days before the meeting.

Calling a meeting  

The Management Committee or 20+ members of 2 or more years’ standing can call a general meeting. They must write to the Secretary stating the purpose of the meeting and giving at least 28 full days’ notice.  Members will be given at least 21 full days’ notice before any general meeting.

Voting rights

 All club members can attend a general meeting.  However only full and lifetime members of 2 or more years’ standing are entitled to vote at a general meeting.                     

Annual General Meeting (AGM)

The AGM is held in March each year, to:

  • Confirm the minutes of the last AGM and any extraordinary general meeting held since the last AGM, and to deal with matters arising from those minutes.

  • Receive the Club’s Yearly Report.

  • Present and pass the accounts for the financial year ended 31st December before the meeting.  Before the AGM the accounts will have been certified or reviewed by the club’s auditor or reviewer.

  • Elect an auditor (or reviewer if accounts prepared by a certified accountant).

  • Discuss eligible proposals raised with the Secretary before the AGM.

  • Elect Officers

  • Nominate club charity / charities

  • Discuss any other business.

  • Full-certified and audited or reviewed accounts of the financial affairs of the club will be posted on the Club notice board at least 14 full days before the AGM.

By-Laws

By-laws are for the regulation of the internal affairs of the club and conduct of members. They should be consistent with these rules. The Management Committee can make, vary or revoke by-laws.  All by-laws are binding on members until revoked. 

Changes to these rules 

No changes will be made to these rules unless there is a resolution to do so.  The resolution needs to be voted for by at least two thirds of the members present and voting at a quorate general meeting.  The notice for the general meeting will contain full details of the proposed alteration or addition to the rules. 

The Secretary will give written notice of the changes to the Chief Officer of the Police and to the relevant Clerk of the Local Authority.  This will be done as soon as possible, but no later than 28 days after the changes have been made. 

Trustees

There are 4 club trustees.
Trustees:

  • Oversee proper management of the club by the Management Committee.

  • Directly control the club’s long term investments, both property and cash.

  • Make resources available for general use and for appropriate purposes.

  • Are appointed by the Management Committee and notified to a general meeting.

  • Serve for 5 years and then retire. They can be re-appointed after they retire.

  • Are normally appointed by completion of a Deed of Appointment.

  • Can be removed from office by agreement through a vote at a general meeting –  this is in exceptional circumstances.

            The club will indemnify Trustees in the discharge of their duties against risk and exposure through an insurance policy provided by the club at its expense.. 

Club borrowing

The club can pass a resolution at a general meeting authorising the Management Committee to borrow money.  If it does so, the Management Committee can borrow money for the purposes of the club. Lending authorised by the resolution will be at a commercial rate of interest, in a suitable form, and suitably secured as required.

If directed by the Management Committee, and requested by a documented resolution, the Trustees will make the required club assets available to be used as security for loans and interest. All members of the club, whether or not voting on the resolution, and all members of the club after the passing of the resolution, will be taken to agree to the lending. 

Purchases

No-one, including members or employees, may receive any reward from the club for any goods or services provided except by way of fair payment through a contract arranged through its usual procurement or employment practice. No monetary or other material reward shall be made to any member or employee in recognition of any honour or distinction.

This doesn’t stop the club making payment where compensation is required or appropriate because of the club’s legal liability 

General ownership

Money or property of the club or any gain arising from the business of the club shall only be applied for the benefit of the club as a whole. 

Opening times

The club will be opened and closed at times agreed by the Management Committee. Opening and closing times will be posted at the club and on the club’s website. The permitted hours of the club will comply with the Licensing Act, and as notified to the Magistrate’s Clerk. 

Visitors

As a member, you can have guests who are 18+. You and any guest must sign the club’s visitors book when you visit the club.  This is a requirement of the club’s licence.

You are responsible for your guest/guests.  You should make sure they comply with the club rules and by-laws.  You must not leave the club’s premises before your guest/guests.

You cannot have more than two guests at one time.  You cannot invite the same person as a guest more than 6 times in one calendar year.  You are not allowed to invite someone as a guest if their membership has been suspended, terminated (they’ve been expelled from the club), or the Management Committee rejected their request to be a member.

All guests must sign in and pay a fee (as determined once a year by the Management Committee).  The guest fee does not apply to anyone under 18.

Non-members attending the club for playing in a sporting league game will be treated as a guest for that occasion and can use the club’s facilities.  They must be 14+, and it must be agreed at least 48 hours before they attend by a committee member or Bar Manager.

Children & Teenagers

Members and guests can bring children and teenagers (under 18) to the club under the following conditions:

  1. Skittle Alley or Garden. Children and Teenagers under 16 are allowed in during Club Opening Hours unless there is a pre-arranged skittle match or gathering in the Alley, at which times they will not be allowed in the Alley.

  2. Snooker Area. No person under the age of 16 is allowed in the snooker end area of the main bar at any time.

  3. Main Bar, other than the Snooker Area. Children aged 6 and above, and Teenagers under 16, are allowed in between Opening Time and 20:00. 

  4. Teenagers over 16 and below 18 are allowed in the club at all times but must remain at least 2 metres from the bar and under no circumstances may they drink alcohol.

Children and Teenagers under 16 must be closely supervised by their parents or guardians at all times, must be of good behaviour, respectful of those around them and must not make excessive noise, run around or be disruptive in any way. No Children or Teenagers under 16 are allowed within 2 metres of a bar at any time. Under no circumstances may they drink alcohol. At the sole discretion of Bar Staff on duty at the time, any child considered to be behaving in an unacceptable manner may be required to leave the premises, and if asked to do so, must be removed from the club by their parents or guardians. The Management Committee can agree that these rules may be waived in whole or in part for circumstances such as Christmas, Easter, Sporting Events shown on the screens, Private Functions etc…

Other functions

The Management Committee can agree for non-members to hold functions at the club at which they may purchase alcoholic drinks.

Complaints

f you, as a member, want to make a complaint about the club, its employees, officers, committee members, other members or guests, please write to the Secretary.  Once received, your complaint will be investigated and dealt with by the Management Committee under club rules.

The Management Committee can make a complaint against any member of guest who exhibits poor behaviour while in the club or on its premises.

Rules approved at AGM 24th March 2026