Club Rules

1. Name

The Club shall be called the "SHERBORNE ST. JOHN SOCIAL CLUB". 

2. Objects

Established for the principles of Moderation and Social purposes and to promote Good Fellowship and Entertainments for the benefit of its Members. 

3. Constitution

The Club is a Registered Members Club with Club premises at : 

Elm Road, Sherborne St. John, Basingstoke, Hampshire.  RG24 9HP.   

Membership of the Club shall be open to all persons of the age of eighteen (18) and over. 

Every Member of the Club shall, subject to these rules for the time being in force, be entitled to use and enjoy, in common with other Members of the Club, the Club premises and amenities therein, but shall not,  by reason of their membership, be under any financial liability, except for payment of their annual subscription. 

4. Management

Except in those matters reserved under the rules for the Club in general meeting, the Committee shall have  entire management direction and control of the Club and its affairs. 

5. Management Committee

(a) (i) The Committee shall exercise the powers given to it by these rules and shall consist of Chairperson,  Secretary, Treasurer and four (4) members - all elected at an Annual or Special General Meeting.   

  1. Election shall be by ballot.  Only Ordinary and Life Members can be nominated for election and they shall  have held membership for more than six (6) months, prior to the closing date for nominations.  

  2. There shall be no more than two (2) members of any one family on the Committee at any one time  (e.g. wives, fathers, sons, daughters, brothers, sisters ).  

  3. If a casual vacancy occurs in the Committee - by the death, resignation, suspension or expulsion of any  member of that Committee - then they can appoint another Member of the Club to fill the vacancy, who shall hold office until the next election. 

(b) Additional members can be co-opted, if the Committee deems it necessary. 

(c) Any three (3) members of the Committee shall form a quorum at Management Committee meetings. 

(d) The Committee shall elect from amongst itself, at the first meeting of the Committee following the Annual General Meeting, a Finance Committee, consisting of the Treasurer, Secretary, one (1) Committee Member and one (1) Trustee. 

(e) The Committee shall elect from amongst itself, at the first meeting of the Committee following the  Annual General Meeting, a Bar Committee, consisting of not less than three (3) in number.
The Bar Committee will closely monitor buying prices, during the coming year, and, subject only to the policy  laid down by the Management Committee, shall adjust Club selling prices as necessary to maintain that  policy.  Regular stock-takes will take place at a frequency decided by the Management Committee.   All price adjustments made by the Bar Committee will be notified to the Management Committee at its  monthly meetings.

6. Management Committee Meetings

The Committee shall meet monthly and at other times when properly convened.  Meetings will be conducted  under normal Committee procedure. 

7. Membership

(a) The Committee shall elect persons to membership of the Club and shall have the power to refuse to elect  persons to membership, without having to justify its actions. The name and address of any person applying for membership shall be prominently displayed in the Club  for not less than two (2) days prior to a Committee meeting. They shall not be considered to be in membership until such time as their application is ratified or otherwise by the Committee. 

Every applicant for membership shall be nominated by an Ordinary or Life Member.

(b) The Club shall provide three (3) types of membership:- 

  1. Ordinary membership - shall be open to all persons eighteen (18) years of age and over.

  2. Life membership - shall be granted to Members sixty-five (65) years of age and over, who have a minimum of ten (10) years continuous Ordinary membership of the Club.

  3. Temporary membership - shall be granted, at the discretion of the Management Committee, to the members of various games teams who visit the Club - such members to enjoy the amenities only for the duration of their visit.

8. Subscriptions

The subscriptions shall be fixed annually at the Annual General Meeting. 

Annual subscriptions shall be due and payable on election and every twelve (12) months thereafter. 

They shall be due and payable on January 1st each year and shall be paid on or before January 31st each year. On January 1st each year, the Secretary shall post a notice in the Club, stating that the annual subscriptions  are due. 

The Committee may terminate the membership of any Member who fails to pay their subscription before January 31st.

9. General Meetings

There shall be a General Meeting of the Club at least once each year, in the month of May, and fifteen (15) months must not elapse without a General Meeting. 

The business transacted at the Annual General Meeting shall include the presentation of the audited accounts, the election of Members to the Management Committee and any other business, notice of which has been  given in writing to the Secretary, at least fourteen (14) days before the Annual General Meeting.  

The Committee may summon a General Meeting at any time, on reasonable notice being given - normally fourteen (14) days. 

Special General Meetings shall be called by the Secretary, if summoned to do so, by not less than ten (10) Ordinary or Life Members, who join together, requiring the Secretary to call one.   

At all General Meetings of the Club, the voting shall be confined to Ordinary and Life Members. Every Member shall be entitled to be present and to give one (1) vote and no more, upon every question put to a vote -  provided, in the case of equality of votes, the Chairperson of the meeting shall have a second or casting vote. 

10. Conduct of Members

If the Committee considers that any Member's conduct, either inside or outside the Club premises, is contrary to the interest of the Club and injurious to its reputation, they may terminate that person's membership. Any person whose membership is terminated under Rules 8 and 10 shall be excluded from the Club premises and shall have no claim against the Club, the Committee or any member thereof.  The names of persons who  are excluded shall be posted in the Clubroom.

11. Guests

Ordinary and Life Members only may introduce friends or visitors who are seventeen (17) years of age or over, and there shall be kept at the Club's premises, a Visitors book, in which both the Member and guest   shall sign. 

The number of guests introduced by any one (1) Member in any one (1) day shall be limited to two (2). No Member, introducing a guest, shall permit their guest to pay for any refreshments or intoxicating liquors  or excisable goods.

No person, whose membership is terminated under Rules 8 and 10 shall, at any time, be introduced as a guest.

12. Children

Children under the age of seventeen (17) years of age may enter the Club, only when either :- 

  1. accompanied by their parent or grandparent, and must leave the club when their parent or grandparent leave, or 

  2. invited to a specific function, approved by the Committee. 

N.B.  For the purpose of this rule, a child is defined as a person under seventeen (17) years of age, whose parent or grandparent is a Club Member.

13. Bye-Laws

The Committee may, from time to time, make, vary or revoke bye-laws (not inconsistent with these Rules) for the regulation of the internal affairs of the Club and the conduct of Members. Until revoked, all bye-laws and Rules shall be binding by the Members. 

14. Intoxicating Liquors

The supply to the Club of intoxicating and non-intoxicating liquors, and tobacco shall be under the sole control of the committee, who shall arrange for the purchase thereof on behalf of the club and for the supply, thereof, to Members, at prices to be, as far as possible, relating to the normal retail prices prevailing in the district. The Committee shall keep an account of all purchases and receipts, and shall at every Annual General Meeting, present a report and financial statement for the preceding year. 

Bar opening times shall be, subject to the Committee's recommendations, within the framework of the permitted licensing hours.  Current opening times will be displayed in the Clubroom.

15. Club Opening

Club premises shall be open daily at times agreed by the Committee.  

16. Disputes

Any dispute arising out of, or not covered by these Rules, shall be referred to the Committee, whose decision shall be final.

17. Revocation of Rules

These Rules, or any of them, may be added to, repealed, amended or replaced by resolution at any General Meeting, provided no such resolution shall be deemed to have been passed, unless carried by a majority of not less than two-thirds (2/3) of the total voting Members present at such a meeting, and displayed in writing in the Club room, not less than fourteen (14) days before such a meeting. 

18. Dissolution

If the Management Committee by a simple majority, decide at any time, on ground of expense or otherwise, that it is necessary or advisable to dissolve the Organisation, it shall call a Special Meeting of the Organisation. Any assets remaining after the satisfaction of any proper debts and liabilities, shall be given or transferred equally to any charitable organisation with similar aims and objectives to the Organisation, as the members of the committee may determine. No income or property will be distributed to members should the group dissolve.

19. Trustees

(a) There shall not be more than four (4) Trustees, who shall be elected by the Annual General Meeting and  who shall hold office until death or resignation, unless removed from office by a resolution of the Annual General Meeting. 

(b) The property of the Club shall be vested in the Trustees (other than cash, which shall be under the control of the Finance Committee).  They shall deal with the property of the Club, as directed by resolution of the Committee (of which an entry in the Minute Book shall be conclusive evidence) and they shall be  indemnified against risk and expense out of the Club property.

20. President

A President shall be elected at an Annual General Meeting, as and when the office is vacated.  Once elected, the term of office shall be for life, unless a resignation causes the office to become vacant.  

The President shall be an ex-officio member of the Management Committee, but without voting rights.  The President may take the chair of any meeting, including the Annual General Meeting, if requested to do so.

21. Borrowing

If, at any time, the Club in general meeting shall pass a resolution authorising the Committee to borrow money, the Committee shall be empowered to borrow, for the purpose of the Club, such amount of money, either at one time or from time to time, and at such rate of interest and in such form and manner and upon such security as shall, at the direction of the Committee, make all such dispositions of the Club property or any part of the Club property and enter into such agreements in relation to the Club property, as the Committee may deem proper for giving security for such loans and interest.  All members of the Club, whether voting on such resolution or not, and all persons becoming Members of the Club after passing of such resolution, shall be deemed to have assented to the resolution, as if they had voted in favour of it. 

22. Distributions

The club is a NON for Profit, and at no time will any income or property be distributed to its members during its lifetime, by agreement of the committee, funds will be reinvested in the club for events and improvements/maintenance of the property. 

Amended and updated 2nd March 2023