Club name & Headquarters
Backwell Village Club
12, Backwell Hill Road
Backwell
North Somerset
BS48 3PL
Objectives
A members club for people of good character who are 18+. We provide recreational and social facilities and refreshments for members and their guests. We also provide and maintain the Club’s properties.
Club Management
The management committee runs the club. It is made up of the President, who usually chairs the meetings but does not vote and five 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 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.
Election of Officers
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.
Management Committee responsibilities
The management committee is responsible for managing the club with the Bar Manager. It can ask a 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 committee to take effect. The management committee and the Bar Manager have absolute discretion when buying snacks and drinks for the club.
Officers responsibilities
President:
o Chairs and works in management committee.
o Knows committee and club procedures.
o Offers advice and guidance on club matters.
Secretary:
Executive officer.
Employs club staff.
Administers and manages club correspondence.
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.
Officers will be responsible for the following areas:
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 thinks you are not a person of good character. If your application is rejected any fee you’ve paid will be refunded. You’ll be notified of the management committee’s decision in writing or by electronic communication.
Life membership
If you’ve 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’ll become a member for life, and you won’t have to pay membership fees.
Membership fees
Discipline
The management committee can suspend your membership for conduct which it thinks is detrimental to the good of the club. 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 of the club and you will not be allowed in the club. This can only happen if the management committee asks you to appear before it to answer any complaints made about you, and a majority of the management committee present vote in favour of your expulsion.
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 meeting is quorate if 10% of the club membership as at 31st January of the year of the meeting attends. Only members of 2 or more years’ standing, 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 21full 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 a general meeting, normally on the advice of the management committee.
Are formally appointed by completion of a Deed of Appointment.
Serve until death or resignation.
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 as 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 and as shown in the club’s accounts. 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 membership committee rejected their request to be a member.
All guests must sign in and pay a fee. 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.
Members and guests can bring children to the club, but only to the skittle alley or garden area. Children must be supervised by their parents or guardians at all times and must leave the club premises at 20:00. If there is a pre-arranged skittle match or gathering in the ally, it will not be available for children.
Other functions
The management committee can agree for non-members to hold functions at the club at which they may purchase alcoholic drinks.
Complaints
If 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.
Last updated March 2020