The Fishermens Eastbourne

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Membership Terms & Conditions

Effective April 2017

  1. Name
    1. The name of the Club shall be the Fishermen’s and Boatmen’s Protection Society and Club Ltd, hereafter referred as ‘the club’.
    2. The club shall have three directors who have overall responsibility for the running of the club, including financial, employees, etc and are non-elected members of the committee.
  2. Objects
    1. The objects of the club shall be the teaching, development, activity and practice of sports activities that will include, dancing, indoor bowls, snooker, fishing, football and shall, where appropriate, be to compete. In the furtherance of these objects:
      1. The club is committed to treat everyone equally within the context of its activity. This shall be, for example, regardless of sex, ethnic origin, religion, disability or political persuasion, on any grounds.
      2. The club shall implement Equal Opportunities and produce its own policy to enhance this view.
      3. The business and affairs of the club shall at all times be conducted in accordance with these bye-laws and rules and where it is necessary the Laws and Technical Rules of the relevant sporting body.
      4. All competing members shall be eligible competitors as defined in their respective laws.
      5. The club shall adopt Child & Vulnerable Adult Safeguarding Procedures; and shall recognise that the welfare of children is everyone’s responsibility and that all children and young people have a right to have fun, be safe and be protected from harm.
      6. Members of the club shall comply with the Child & Vulnerable Adults Safeguarding Procedures.
    2. By virtue of the affiliation of the club to the relevant sporting bodies and associations, the club and all members of the club acknowledge that they are subject to their laws, rules and constitutions.
    3. In the event that there shall be any conflict between any rule or by-law of the club and any of the Governing Body Rules then the relevant Governing Body Rule shall prevail.
    4. The AIM to bring the club into a new phase in its efforts to stabilize and to deliver an active financial strategy and to operate a social function within the club.
      1. To seek and achieve such objects as are herein set out without political interest.
      2. To raise revenue by all means possible and within the remit of the clubs facilities and activities, to improve the club for the benefit of its member.
      3. To sell and supply all kinds of liquor, provisions, refreshments (including alcohol) in connection with the club and its activities.
      4. The club may carry out to maintain, construct and alter any building or erections that are necessary for the benefit of the club and its members.
      5. To prepare, print and publish any promotional material literature to encourage the wider community to participate in using the clubs facilities with the aim of becoming full members.
      6. To provide and manage (within the law applicable) any gaming machines/media and other devices which may be expedient for the benefit of the club.
      7. To support any reputable charity organisation.
      8. To employ staff and volunteers (who need not be members of the committee) as necessary to carry out certain duties to meet the aim of the club.
      9. To hold a Public Performance License (PPL) enabling the club to provide music and entertainment within the clubs premises.
      10. To hold any further license to ensure we law abiding.
  3. Membership
    1. The total membership of the club shall not normally be limited. If however the Committee considers that there is a good reason to impose any limit from time to time then the Committee shall put forward appropriate proposals for consideration at a General Meeting of the club.
    2. All persons who assist in any way with the club’s activities shall become members of the club. Assisting with the club’s activities shall include, but not be restricted to, administrators, associate members, voluntary instructors, teachers and coaches, Committee members, helpers, Officers, patrons, Presidents, technical and non-technical officials, and temporary members.
    3. Any person who wishes to become a member of the club must submit a signed application. Membership shall be determined by completing an application form and relevant subscription charge being paid.
      1. The Directors or Secretary shall be required to give reasons for the refusal of any application for membership. Any person refused membership may seek a review of this decision before a Review Panel appointed by the Committee (“Review Panel”) comprised of not less than three members (who may or may not be members of the Committee).
      2. The Review Panel shall wherever practicable include one independent member nominated by the relevant sports body. The person refused membership shall be entitled to make representations to the Review Panel. The procedures for review shall be at the discretion of the Review Panel whose decision shall be final and binding.
    4. The club shall not refuse an application for membership on discriminatory grounds, whether in relation to ethnic origin, sex, religion, disability, political persuasion or sexual orientation.
    5. The club may refuse membership only for good and sufficient cause, such as conduct or character likely to bring the club or the sport into disrepute.
  4. Subscription and Other Fees
    1. The annual members’ subscription shall be determined from time to time by the Committee.
    2. The annual subscription shall be due on joining the club and thereafter on the 2nd day of July of each year.
      1. The entrance fee paid by non-members shall be set by the committee.
    3. Any member whose subscription is unpaid by the date falling 30 days after the due date for payment may be suspended by the Committee from some or all club activities from a date to be determined by the Committee and until such payment is made.
  5. Resignation
    1. A member wishing to resign membership of the club must give to the Secretary written notice of his/her resignation. A member’s resignation shall only take effect when this (Rule 5.1) has been complied with.
    2. The member who resigns from the club in accordance with Rule 5.1 above shall not be entitled to have any part of the annual membership fee or any other fees returned.
    3. Notwithstanding the provisions of Rule 5.1 above a member whose subscription is more than two months in arrear shall be deemed to have resigned. Where the membership of a member shall be terminated in this way he/she shall be informed in writing that he/she is no longer a member by notice handed to him/her or sent by post to his/her last known address.
    4. The relevant sporting body shall be informed should a member resign when still owing money or goods to the club.
  6. Expulsion and Other Disciplinary Action
    1. The Directors shall have power to expel a member when, in its opinion, it would not be in the interests of the club for the individual to remain a member. The club in exercising this power shall comply with the provisions of Rules 6.3 and 6.4 below.
    2. Upon expulsion the former member shall not be entitled to have any part of the annual membership fee to be refunded and must return any club or external body’s trophy or trophies held forthwith. Clubs in exercising this power are required to comply with the provision of Rules 6.3 and 6.4 below.
    3. The club shall comply with the relevant Judicial Rules for handling Internal Club Disputes (“the Rules”) as the same may be revised from time to time.
    4. A member may not be expelled or (subject to Rule 6.5 below) be made the subject of any other penalty unless the panel hearing the complaint shall by a two-thirds majority vote in favour of the expulsion of (or other penalty imposed upon) the member.
    5. The Officers of the club (or any person to whom the Committee shall delegate this power) may temporarily suspend or exclude a member from any particular training sessions and/or wider club activities, when in their opinion; such action is in the interests of the club. Where such action is taken the incident or matter will thereafter be dealt with in accordance with the appropriate Judicial Rules.
  7. Committee
    1. The Finance Management Committee shall consist of the Directors, Chairman, and together with two other nominated members.
      1. The Social and Sports Committee are elected members all of whom must be members of the club for 12 months. All Committee members must be not less than 18 years of age.
    2. The Sports and Social Committee members shall be proposed seconded and elected at the Annual General Meeting each year and shall remain in office until their successors are elected at the next Annual General Meeting and will take office when the Chairman has closed the meeting. Any vacancy occurring by resignation or otherwise may be filled by the Committee.
      1. The chairman will allow co-opted members onto the relevant committees to raise and discuss issues related to their relevant sporting activity, but will NOT have voting rights.
    3. Role of Executive Officers Directors are non-paying directors of the club and their main functions to ensure the club is run on a financial footing, to oversee the finances are run correctly and too have overall responsibility for the committee and all members.
      1. Chairperson. The role of the chair will be seen as figure head, ambassador and on officer of the club. A chairperson will chair and lead meetings within the club and be responsible for key decision making and leadership within the club, in consultation with other committee members. Duties of the chairperson, to:
        1. Provide direction for the club by effective leadership and management.
        2. Chair and control meetings of the management committee and any other general meeting.
        3. Act as principal officer, when important decisions need to be made.
        4. Be involved (where appropriate), in the co-ordination of club activities.
        5. Manage & oversee the work of club personal and employees.
        6. Present the clubs annual report in association with the clubs secretary.
        7. Present the annual accounts in association with the directors and other members of the financial committee.
        8. Provide content & agenda for meetings in association with the club secretary.
        9. Ensure all statutory documents are administered & filed in a timely manner.
        10. The chairperson can allow co-opted members onto the committee to raise and discuss issues relating to their sporting/games activity, but will not have VOTING rights.
      2. Secretary. The role of the secretary provides a central point of administration, information and communication. To initially deal with necessary club correspondence and communications and is a key person between members, potential members and external organisations, E.G. local authorities, Licensing, etc. Their duties include to:
        1. Act as main point of contact with the General Manager for the club maintain records and information relating to queries, memberships new and existing, etc.
        2. Organise committee meetings and AGM, preparing agendas, taking minutes and distributing and communicating these as appropriate.
        3. Assist the chairperson with the provision with items for the relevant agendas.
      3. Finance Committee. The role of the finance committee is the sole responsibility for producing and managing the clubs accounts. This role will include the three directors and two others from the committee and being responsible for managing all income & expenditure for the club. They are responsible for:
        1. All clubs finances by keeping accurate accounts and records.
        2. Maintaining up to date payments for all supplies and legislative bodies.
        3. The provision at every committee meeting a current bank statement record.
        4. To ensure funds are used appropriately.
        5. To ensure prompt banking of funds.
        6. The maintaining of up to date records of all transaction & records of income and expenditure.
        7. To provide the accountant the end of year accounts for audit in time for the AGM.
      4. The elected committee have a main function of promoting the interests of the club, provide assistance and policing of all club business including:
        1. Any preparatory duties for activities.
        2. Ensure the cleanliness and tidiness of the club and its offices.
        3. Ensure club rules and bye-laws are obeyed by all its members and visitors.
        4. Be part of any grievance and disciplinary hearing.
        5. Ensure probity at all times.
        This list is not exhaustive and other duties not mentioned may be the function of the committee members.
    4. Committee meetings shall be held not less than once a month (save where the Committee itself shall by a simple majority resolve not to meet), and the quorum of that meeting shall be such number as shall represent not less than a simple majority of the Committee members (to include not less than one Director). The Chairman and the Secretary shall have discretion to call further meetings of the Committee if they consider it to be in the interests of the Club. The Secretary shall give all the members of the Committee not less than two days oral notice of a meeting. Decisions of the Committee shall be made by a simple majority (and in the event of equality of votes the Chairman (or the acting Chairman of that meeting) shall have a casting or additional vote.) The Secretary, or in his/her absence a member of the Committee, shall take minutes.
    5. In the event that a quorum is not present within 30 minutes of the published start time, a meeting shall stand adjourned to the time and date falling seven days after the date of the meeting, or such other date and time as may be determined by the Chairman.
    6. In addition to the members so elected the Committee may co-opt up further members of the club who shall serve until the next Annual General Meeting. Co-opted members shall not be entitled to vote at the meetings of the Committee and shall not be counted in establishing whether a quorum is present.
    7. The Committee may from time to time appoint from among their number such sub-committees as they may consider necessary (and to remove (in whole or in part) or vary the terms of reference of such sub-committees) and may delegate to them such of the powers and duties of the Committee as the Committee may determine. All sub-committees shall periodically report their proceedings to the Committee and shall conduct their business in accordance with the directions of the Committee.
    8. The Committee shall be responsible for the management of the club and shall have the sole right of appointing and determining the terms and conditions of service of employees of the club. The Committee shall have power to enter into contracts for the purposes of the club on behalf of all the members of the club. The Committee shall be responsible for ensuring that the Accounts of the club for each financial year be examined by an independent examiner to be appointed by the members in General Meeting.
    9. The members of the Committee shall be indemnified by the members of the club against all liabilities properly incurred by them in the management of the affairs of the club.
    10. The Committee shall maintain an Accident Book in which all accidents to club members at sports related activities shall be recorded. Details of such accidents shall be reported to the relevant sporting body.
    11. The Committee shall have power to make regulations, create by-laws (see Rule 13.1) and to settle disputed points not otherwise provided for in this Constitution.
  8. Annual General Meeting (AGM)
    1. The Annual General Meeting of the club shall be held each year on a date in April or May. The date, time and venue for the Annual General Meeting shall be fixed by the Committee. It will advertised 14 days on the club noticeboard and anyone who as anything to bring up, must put in writing to the secretary giving us seven (7) days’ notice.
    2. The purpose of the Annual General Meeting is to transact the following business:
      1. To receive the Chairman’s report of the activities of the club during the previous year.
      2. To receive and consider the accounts of the club for the previous year and the report on the accounts of the independent examiner and the Treasurer’s report as to the financial position of the club.
      3. To remove and elect the independent examiner (who must not be a member of the Committee or a member of the family of a member of the Committee) or confirm that he/she remain in office.
      4. To elect the Committee.
      5. To decide on any resolution this may be duly submitted in accordance with Rule 8.6
      6. The format of the AGM will be as follows:Opening of the meetingApologies for absenceMinutes of last year’s meetingPresentation of the Annual reportsApproval of the Annual reportsPresentation of the Financial reports from the Finance CommitteeApproval of the financial report Report from the trustees Election of committee members Vote of thanks for outgoing committee members Annual subscription fees Other business as requested
    3. At an AGM the club will appoint three TRUSTEES and these will be elected positions.
    4. The role of the Trustees is to:
      1. To ensure the club committee operate in the best interests of the club and follow policies and procedures.
      2. To periodically check the finances of the club are in good order and probity is taken place.
      3. To attend, at their discretion, relevant committee meetings to observe the clubs interests and financial matters are in order.
      4. To provide a verbal report at an AGM that they are satisfied that the clubs affairs are being adopted and run in accordance with the agreed policies and procedures as written in this constitution.
    5. Nominations for election of members to any office or for membership of the Committee shall be made in writing by the proposer and seconder to the Secretary not later than two weeks before the selected date of the AGM. The nominee shall be required to indicate in writing on the nomination form his/her willingness to stand for election.
    6. Notice of any resolution proposed to be moved at the Annual General Meeting shall be given in writing to the Secretary not later than two weeks prior to the Annual General Meeting.
  9. Special General Meeting
    1. A Special General Meeting may be called at any time by the Committee. A Special General Meeting shall be called by the club within 28 days of receipt by the Secretary of a requisition in writing signed by not less than thirty members entitled to attend and vote at a General Meeting or, if greater, such number as represents one-tenth in number of such members, stating the purposes for which the meeting is required and the resolutions proposed.
  10. Procedure at the Annual and Special General Meetings
    1. The Secretary shall personally be responsible for the handing out or posting on notice boards to each a written agenda giving notice of the date, time and place of the General Meeting together with the resolutions to be proposed thereat at least fourteen days before the meeting and in the case of the Annual General Meeting a list of the nominees for the Committee posts and a copy of the examined accounts. The Secretary may, alternatively, with the agreement of member(s) concerned distribute these materials by e-mail or similar form of communication. The Notice of Meeting shall in addition wherever possible be displayed on the Club Notice Board where one exists.
    2. The quorum for the Annual and Special General Meetings shall be thirty members entitled to attend and vote at the Meeting or, if greater, such number as represents one-tenth in number of such members.
    3. The Chairperson, or in the Chairperson’s absence, a member appointed by the Committee, shall take the chair. Each member present shall have one vote and resolutions shall be passed by a simple majority. For the procedures for submitting resolutions to be considered at a General Meeting members are referred to Rule 9.3. In the event of an equality of votes the Chairperson shall have a casting or additional vote.Only fully paid up members who have reached their 18th birthday shall be entitled to be heard and to vote on all matters.
    4. The Secretary, or in his/her absence a member of the Committee, shall take minutes at the Annual and Special General Meetings.
    5. The Chairperson shall at all General Meetings have unlimited authority upon every question of order and shall be, for the purpose of such meeting, the sole interpreter of the Rules of the club.
  11. Alteration of the Rules and Other Resolutions
    1. The Rules may be altered by resolution at an Annual or Special General Meeting provided that the resolution is carried by a majority of at least (two-thirds) of members present and entitled to vote at the General Meeting.
    2. Such number of members as represent one-tenth in number of the members entitled to attend and vote at a General Meeting shall be entitled to put any proposal for consideration at any General Meeting provided the proposal in writing shall have been handed to or posted to the Secretary of the club so as to be received by him/her not later than 31st January in the case of the Annual General Meeting or, in the case of a Special General Meeting, 18 days before the date of the meeting and thereafter the Secretary shall supply a copy of the proposal or resolution to the members in the manner provided in Rule 11.1.
  12. By-Laws
    1. The Committee shall have power to make, repeal and amend such by-laws as they may from time to time consider necessary for the well being of the club which by-laws, repeals and amendments shall have effect until set aside by the Committee or at a General Meeting.
  13. Finance
    1. All moneys payable to the club shall be received by the Finance Committee and deposited in a bank account in the name of the club. No sum shall be drawn from that account except by cheque signed by two of the three signatories who shall be the Directors, Chairman and Secretary. Any monies not required for immediate use may be invested as the Committee in its discretion think fit.
    2. The income and property of the club shall be applied only in furtherance of the objects of the club and no part thereof shall be paid by way of bonus, dividend or profit to any members of the club.
    3. The financial transactions of the club shall be recorded by the Finance Committee in such manner as the Committee thinks fit.
    4. The financial year of the club shall be the period commencing on 1st October and ending on 30th September. Any change to the financial year shall require the approval of the members in a General Meeting.
    5. The Committee shall retain all financial records relating to the club and copies of Minutes of all meetings for a minimum period of six years.
  14. Dissolution
    1. A resolution to dissolve the club shall only be proposed at a General Meeting and shall be carried by a majority of at least three – quarters of the members present and entitled to vote. A specific date for the dissolution shall be included in the resolution.
    2. The dissolution shall take effect from the date specified in the resolution and the members of the Committee shall be responsible for the winding-up of the assets and liabilities of the club.
    3. Any property remaining after the discharge of the debts and liabilities of the club shall be divided equally to each fully paid up member.
  15. Acknowledgement
    1. The Members acknowledge that these Rules constitute a legally binding contract to regulate the relationship of the members with each other and the club.

      The following statement needs to appear on club membership forms and is to be agreed by the member and must also be countersigned by the parent, or a person having parental responsibility for the member, if under 18 years of age.

Club Rules

  1. General
    1. The club is non-political and abides by all the laws of the UK and its guidelines and bye-laws it has established, both present and in the future.
    2. The enclosed rules and regulations are documented in this constitution document and all members and visitors are expected to abide by them.
    3. The committee have the power to make, repeal and amend such rules and bye-laws as they may deem necessary in the interests of the club and its members.
    4. These rules are sanctioned at an Annual General Meeting and where 1.2 above applies will be sanctioned at the forthcoming AGM.
  2. Opening/Closing Hours
    1. The club shall be open for members every week at 11.00 am, except Sundays when it will be 12.00pm. (Under certain circumstances’ opening hours may change without prior notice.
    2. The club will close the bar at 10.30pm Sunday to Wednesday, 11.00pm Thursday and 12.00am on Friday and Saturday.
    3. The closing times for the above do not apply to the function room.
    4. The club has the discretion to remain open later if the demand warrants it.
    5. No intoxicating liquor or soft drinks is allowed to be brought and drunk into the club and members who do so will be asked to leave immediately and their membership may be revoked.
    6. No members are NOT only allowed to visit the function or used the facilities unless invited to do so by the organisers.
      1. Only committee members are allowed to visit the function in their capacity to provide assistance and policing.
  3. Smoking
    1. Smoking is not allowed in the premises of the club.
    2. Smoking is designated in the outside area at the rear of the building.
    3. All discarded smoking materials must be discarded it the appropriate receptacles and must not be thrown on the floor.
    4. E-Cigarettes can only be used in the Crackers Bar and not in any others part of the building.
  4. Bar Area
    1. The bar area is to be kept clear of all obstacles:
      1. Chairs must not interfere with access for members.
      2. The high chairs will be removed to the side of the bar on Friday and Saturday nights before 6.00 pm.
      3. The fire escape must be kept clear at all times.
      4. No children are allowed unaccompanied in the bar and only allowed in the Crackers Bar from 6.00pm till 11.00pm.
      5. No chairs are to be reserved by coats, etc for saving seats for late arrival of guests or members. The committee have the right to removes such obstacles.
  5. Members
    1. All members are obliged to dress appropriate and be smart in appearance.
    2. No hats or singlets will be permitted at any times, other than special occasions agreed by the committee.
    3. The club will not impose any other dress restrictions through the summer period during the daytime up to 7.00pm.
    4. On evening entertainment smart dress to be worn and men are required to wear long trousers, no shorts to be worn.
    5. Restaurant diners are requested to wear smart/casual dress.
    6. No members or guest is allowed to take/bring drinks onto the dance area.
  6. Sports/Games
    1. The club recognises and encourages members to partake in their favourite sports or games. To ensure that members enjoy their activity, the following must be adhered to:
      1. All games must be put away and the end of the game.
      2. Snooker players must cover the table when their playing time is finished.
        1. Failure to do so will be the table money withheld until the table is covered.
      3. All card/domino players to return to the bar.
    2. This will apply to any sport or game activities that apply.