Club Constitution
    Name and Objects of the Club
  1. The Club shall be called the International Private Members Club and its objectives shall be to maintain and advance Sport and Games principles, and encourage social intercourse between its members both male and female. The Club shall at all times have a membership of at least 25 members.

    2. Membership
  2. Categories of Membership
    There shall be three categories of membership, namely:
    Ordinary Members
    2.1 Persons eligible to become Ordinary Members shall be those nominated for membership by a current member or who applies for membership and whose nomination or application is accepted in accordance with the Rules of the Club.
    2.2 Associate Members
    An Associate Member is a Member of a “recognised club” which satisfies conditions 1-3 of the general conditions contained in section 62 of the Licensing Act 2003 namely, a two-day period between admission to club membership or the privileges of membership and Club conducted in good faith with at least 25 members. Associate members shall not be entitled to any voting rights or acquire any interest in the property of the Club.
    2.3 Temporary Members
    A Temporary Member shall be any person attending a private function at the Club or individuals, groups, or organisations (including teams, their officials and spectators) visiting the club for cultural, artistic or sporting events. Temporary membership shall last for the duration of the function or visit. Temporary Members shall not be entitled to any voting rights or acquire any interest in the property of the Club.
  3. Membership Requirements
    3.1 Persons may not be admitted to membership or be admitted, as candidates for membership, to any of the privileges of membership without an interval of at least two days between their nomination or application for membership and their admission.
    3.2 Persons becoming members without prior nomination or application may not be admitted to the privileges of membership without an interval of at least two days between their becoming members and their admission.

    4. Elections and Resignation
  4. For election to the club new members must be proposed and seconded by members.
  5. Only those persons who have attained eighteen years of age are eligible for membership of the Club
  6. At the Committees discretion there shall be different grades of membership to the International Private Members Club.
  7. The Committee may require the attendance of any new member to answer such questions as may be put to them. If a new member does not appear before the Committee when required to do so, or send a satisfactory excuse for not doing so within four weeks, his membership shall cease.
  8. No person who shall have been expelled from the Club shall ever again be proposed as a candidate, or make use of the Club premises, except the special consent of the Committee shall have been obtained to his being so proposed or using the Club.

    9. Resignation of Membership
  9. Any member wishing to resign must send a written notice to the Secretary and shall thereupon cease to be a member.

    Change of Address
    Any member changing his address shall within fourteen days, give notice to the Secretary in writing of such an address, and until such notice is given, all communications and notices sent to the last address shall be deemed to have been served upon such member.10.
  10. The Committee shall have the power to elect from time to time as honorary members without entrance fee, gentlemen of distinction, or those who have rendered valuable services to the Club. Such honorary members shall enjoy the full privileges of membership.

    11. Cessation of Membership
  11. Membership shall terminate:-
    a) On Resignation (Rule 9)
    b) On expulsion (Rule 27)

    12. Officers
  12. The Officers of the Club shall consist of two Trustees, who shall be elected at a General or Special General Meeting and by a resolution of the majority of the members present and entitled to vote thereat, and shall remain in office until resignation, removal or death, a President and one or more Vice-Presidents, a Chairman (who shall be an ex-officio Chairman of the Committee, in which capacity he shall have a second or casting vote), a Committee, a Treasurer, and a Secretary, who shall remain in office till their successors are appointed, and shall be elected (with the exception of the Committee) annually by a ballot to be held in the week preceding the Annual General Meeting held in April, and at the end of their term of office shall be eligible for re-election.
  13. Any of the Officers shall be removable at any time by a majority of three-fourths of the members present at a Special General Meeting called for that purpose and the vacancy, or vacancies, so caused shall be filled in accordance with Rules 35 and 36.
  14. Any casual vacancy, except vacancies occasioned by removal under Rules 14 and 36 occurring amongst the Officers or Committee, other than the Trustees, shall be filled up by the Committee, who shall appoint a person to fill the office. Any person so appointed shall retain his office so long only as the vacating Officer or member of the Committee would have retained the same if no vacancy had occurred.

    Any officer shall vacate his office if suspended from membership or on ceasing membership from any cause.

    The Secretary give such security as the Committee may from time to time determine, and shall discharge his duties under the direction and control of the Committee.16.

    Any Officer (as also the Steward) in receipt or charge of money shall give such security as the Committee may from time to time determine.

    15. Duties of Officers
  15. The President
    The President shall, when present, preside at all meetings (other than Committee meetings) of the Club, and at any meetings he may attend shall, in addition to his vote as a member of the Club, have a casting vote.
  16. Trustees
    All the property of the Club shall be vested in the Trustees, who shall be admitted to all meetings of the Committee and may take part in its proceedings with power to vote.

    The trustees shall have power, subject to authorisation by the Committee, to mortgage or charge the premises and other property at the Club for the purposes of raising such moneys as may be required to carry on the Club for the benefit and convenience of its members. Communication to be by letter or email.

    The Trustees shall hold office until resignation, removal or death.

    In the case of any vacancy, another Trustee shall be elected by a majority of members at a meeting called for that purpose.

    In the case of appointing or removing a Trustee, fourteen days’ notice shall be given by a circular sent by the Secretary to all members and to the Trustees, and by a notice posted in the Club.
  17. The Treasurer
    The Treasurer shall be responsible for seeing that all moneys, whether received by himself, the Secretary, Steward or any other official or servant of the Club, are duly paid into the Bank. He shall also see that all debts of the Club are paid as directed by the Committee (except petty cash payments) by cheques signed by one of the following: the Chairman, the Vice-Chairman, a Trustee and the Treasurer.
  18. The Secretary
    The Secretary shall on all occasions in the execution of his office act under the superintendence, control and direction of the Committee of Management, and shall receive moneys on account of the Club, and pay the same to the Treasurer. He shall keep the accounts, documents and papers of the Club, in such manner as for such purposes as the Committee may appoint.

    He shall summon and attend all meetings and take minutes of the proceedings. He shall prepare the balance sheets, and submit the same to the Auditors of the Club.

    The Secretary shall be supplied by the Committee with copies of the Constitution, and shall be bound to deliver a copy thereof to any member on demand, on such payment (not exceeding £5.00) as the Committee may from time to time determine.
  19. The Auditor
    The Committee shall elect an auditor, who publicly carries on the business of an accountant to audit the accounts for the ensuing year, but any General Meeting may recommend that for any period, and in place of the Auditor referred to above, the accounts of the Club shall be audited by those dully elected by the general Meeting..
  20. The Auditor shall audit the balance-sheet, and for that purpose shall have access to all the books and accounts of the Club.

    He shall examine the accounts and the receipts and expenditure, funds and effects of the Club and shall verify the same with the vouchers relating thereto, and shall either sign the same as found by him to be correct and duly vouched, or shall specially report in what respects he finds them incorrect, or unvouched.

    A copy of the balance-sheet for the year, with the report of the Auditor, if any, shall be posted on the Club Notice Board at least seven days before the General Meeting.

    No officer of the Club or member of the Committee shall be an Auditor.
  21. The Committee
    The Committee shall consist of nine members (exclusive of the officers, who shall be members of the Committee, ex-officio, and have power to vote), and the senior half of the Committee shall retire at each Annual General Meeting and shall be eligible for re-election. On the first occasion the retiring half shall be determined by a ballot of the Committee.

    The election of the Committee shall be by ballot, to be held during the week preceding the Annual General Meeting.

    The Committee shall meet at least once a month, and five members shall form a quorum.
  22. Any member of the Committee, except the officers mentioned in Rule 13, being absent from three consecutive meetings of Committee shall, unless he sends a written explanation which the Committee satisfactory, cease to be a member of the Committee.

    Any member of the Committee ceasing to be a member of the Club, or who is suspended shall cease to be a member of the Committee.

    Any vacancy so caused shall be filled as provided by Rule 15.

    23. Authority of Committee
  23. The Committee shall conduct the general business of the Club, regulate the internal management, have power to enforce Rules, impose fines, and make such bye-laws as may be necessary for the conduct of the Club in conformity with these Rules.

    The Committee may appoint sub-committees, which shall manage the several departments of the Club under the supervision of the Committee. The appointment and dismissal of the Steward and all the Club servants shall be vested solely in the Committee.
  24. No resolution passed by the Committee shall be rescinded unless notice shall have been given at a previous meeting of the Committee of the intention to propose such rescission.
  25. The Committee shall have power to reprimand, impose fines, suspend or expel, any member who shall infringe any Rule or whose conduct shall, in their opinion, whether within or without the Club house, render him unfit for membership of the Club.

    The Chairman or Secretary shall be empowered to order the immediate withdrawal of any member whose conduct is in conflict with the Constitution of the Club and how, after warning, persists therein. The matter must be reported to the Committee at their next meeting, which must be held within seven days of the committal of the alleged offence. Such member shall have no right or re-entry to the Club premises until summoned to meet the Committee. If the Committee are of the opinion that the complaint laid against any member does not warrant them summoning him to spear before them, the member in question must at once be notified tot his effect and shall be free to resume his rights as a member.

    At least seven clear days’ notice in writing shall be given by the Secretary to the member of his being summoned before the Committee, and such notice shall contain a statement of the complaints brought against him.

    No member unless convicted of an offence by a court of summary jurisdiction or other court, shall be finally suspended or expelled without being first summoned before the Committee, and full opportunity afforded him to explain his conduct, nor unless a majority of at least two-thirds of the Committee then present vote for his suspension or expulsion, and the decision of the Committee shall be final. Should the member fail to appear before the Committee or give suitable reason for his non-appearance, his case can be proceeded with and dealt with by the Committee in his absence.
  26. The Committee, or any officer authorised by them in writing, shall have the power to give orders to tradesmen and others for goods and other things necessary for carrying out the purposes of this Club: but nothing in this Rule shall empower the Committee, or any officer authorised by them, to incur expenditure except such is consistent with the purpose for which this Club is established. No claim will be recognised or paid for any work done, or for any goods supplied to the Club, without an order from the Committee.

    27. Election of Officers and Committee
  27. Every candidate for office shall be proposed and seconded by two members entitled to vote. He must have been a member for the previous six months, and not less than 21 years of age.
  28. Each member of the Club shall have one vote for each vacancy, and no member shall give more than one vote to any candidate.
  29. At least 7 days prior to the day appointed for the ballot a notice shall be posted on the Club Notice Board by the Secretary, inviting the nominations of candidates for Committee or as officers of the Club.
  30. The names for all candidates for office in the Club, together with their proposers and seconders, shall be entered on a nomination sheet which shall be posted on the Notice Board seven clear days before the day appointed for the ballot and shall remain so posted until the result of the ballot have been declared.
  31. The Committee shall appoint three scrutineers to carry out the ballot under their discretion, and the result shall be declared at the ensuing General or Special General Meeting.

    In the case of a tie between any two or more candidates, the names of such candidates shall be written in pieces of paper, which shall be folded and placed in a receptacle, from which the Chairman of the meeting shall draw as many names as there are vacancies to be filled.

    The names thus drawn shall be declared duly elected.

    No officer of the Club, member of the Committee or candidate, may be appointed a scrutineer.

    Should a vacancy arise on the Committee by reason on one of the elected being chosen for some other office, the vacancy shall be filled by the candidate who receives the highest number of votes next to the elected.
  32. The number of hours and dates during which the ballots shall remain open shall be determined by the Committee, and a notice put up on the Club Notice Board to that effect.

    33. Resignation of Committee
  33. In the event of the whole of the Committee resigning at any time, the Secretary shall obtain nominations during the following three days, and a ballot shall be held within seven days of such a resignation for the election of a new Committee.

    The result of the ballot shall be declared at a Special General Meeting called by the Secretary within ten days of such resignation.

    The time and notice required for nominations under Rule 31, and for Special General Meetings under Rule 41, shall not apply in this case.
    34. Removal of Committee & Election of New Committee
  34. The Committee, or any member or members thereof, may be removed by a majority of three-fourths of the members of the Club present at a Special General Meeting called for that purpose.

    The election of a new Committee or Committee men shall take place in the manner prescribed in the previous Rule upon resignation of the Committee.

    35. General and Special Meetings
  35. There shall be General Meetings of Members which may be either General or Special.

    36. General Meetings
  36. The ordinary General Meeting shall be held if possible in April in each year, on a date to be fixed by the Committee.
  37. Notice of such Annual General Meeting shall be posted on the Club Notice Board for at least twenty-eight clear days before the date appointed for the meeting.

    Notice of any Motion for inclusion in the Agenda of the Annual General Meeting must be submitted in writing to the Secretary within seven days of the posting of the notice summoning the Meeting.

    The Agenda for the Annual General Meeting shall be posted on the Club Notice Board for at least seven clear days before the date appointed for the meeting. No business other than that specified in the Agenda shall be transacted at the Annual General Meeting save with the consent of the majority of the members present.
  38. At the Annual General Meeting a statement of affairs and balance sheet and report of the Auditor shall be presented, as also report of the ballot for the Committee and Officers.

    39. Special Meetings
  39. The Secretary shall summon Special General Meetings as follows:
    a) In accordance with Rule 39
    b) At the direction of the Committee.
    c) Upon the request forwarded to the Secretary signed by not less than one-tenth of the members stating the object of such meeting subject to Rule 42. Meeting summoned under paras a) and b) shall be held within not less than fourteen days and note more than twenty-one days from the date of the receipt of the request by the Secretary.
  40. Notice of any Special General meeting and of the object for which it is called, shall be posted on the Club Notice Board a clear fourteen days before the date appointed for such meeting and no other business except that for which the meeting has been convened shall be brought before a Special General Meeting.
  41. At a Special General Meeting 20 per cent of the members shall form a quorum. In the event of a quorum not occurring after the Chairman has opened, the meeting shall make a meeting incompetent to transact business.
  42. Any General or Special General Meeting may be adjourned to such time as a majority shall decide, but no business other than that which could be have been conducted at the original meeting shall be brought forward at such adjourned meeting.
  43. No resolution passed at the Annual General Meeting or Special General Meeting shall be rescinded unless notice of the intention to propose such rescission shall have been given at a previous Annual General or Special General Meeting.
  44. Supply of Alcohol
    The purchase of alcohol for the Club, and the supply of alcohol by the Club, will be managed by:
    i. The Club in General Meeting; or
    ii. The General Body of Members; or
    iii. A Committee whose members are:
    • members of the club;
    • at least eighteen years of age; and
    • elected by the members of the Club.
    No person may receive any commission, percentage or similar payment, relating to purchases of alcohol by the Club.

    No person may directly or indirectly receive any pecuniary benefit from the supply of alcohol by, or on behalf of, the Club to members or guests apart from:

    a) any benefit accruing to the Club as a whole; or
    b) any benefit which a person derives indirectly as a result of the supply creating a general gain to the Club.
  45. Guests
    47.1 Subject to Rule 47.2 and 47.3 each ordinary member and associate member shall be entitled to introduce no more than 3 guests per day

    47.2 An ordinary member organising a private event at the Club shall be entitled to introduce as their guests for the duration of the event all those persons who are not current members of the Club.

    47.3 All officers of the Club and Captain of the Club or Club Team shall be entitled to introduce as their guest any person visiting the Club for cultural, artistic or sporting event who is not a current member of the Club or the guest of such a member.
  46. The name of the visitor and the member introducing them shall be written in the International Private Members Club. Visitors’ Book kept for that purpose, and this Rule must be strictly adhered to.
  47. No person who has been expelled, or who, at the request of the Committee, has resigned his membership, or who, having been a candidate for election, has been rejected, or who is indebted to it (Rule 14) shall be admitted as a visitor.
  48. Misconduct of Members
    No, drunkenness, bad language, or disorderly conduct, shall be permitted in the Club Premises.

    Any infringement of this Rule will render the member offending liable to be dealt with by the Committee under Rule 27.

    It shall be the duty of any officer or member of the Club to take every available means for putting a stop to the offences in question, and to report them forthwith to the Committee through the Secretary.
  49. The Club premises shall be open every day from 11:00. to 02:00 The Club will not open on Christmas Day

    The Committee shall have power to vary the times of opening and closing the Club premises on special occasions by resolution of the Committee, which shall be exhibited on the Club Notice Board specifying the nature of such special occasion.
  50. Application of Funds
    The funds of the Club shall be applied in such manner as the Committee consider best in the interests of the Club, and in furtherance of the objects for which the Club was formed.
  51. Amendment of Rules
    No new Rule shall be made, nor any of the Rules herein contained, or hereafter to be made, shall be amended, altered or rescinded, unless with the consent of the majority of three-fourths of the members present and voting at a General or Special General Meeting called for that purpose, providing always that no amendment shall be made which shall in any way vary the objects of the Club, as set out in Rule 1 of these Rules.

    Propositions for Amendments or new rules must be submitted in writing to the Committee twenty-one days prior to the date of such meeting, and shall be posted on the Club Notice Board at least fourteen days before the meeting.

    No proposition shall be taken into consideration unless supported by twenty members, who shall attach their signatures to such notice.

    The Secretary must notify the Licensing Authority of any change in the name, or alteration to the Rules of the Club within twenty-eight days of such changes.
  52. Dissolution
    The Club may be dissolved by the consent of three-fourths of the members present and voting at a Special General Meeting called for this purpose.
Bye-Laws
  1. Notice of the hours during which the Club is open shall be kept posted on the Club Notice Board.
  2. Such refreshments, and at such a tariff as the Committee may determine, shall be supplied to the members.
  3. All members must pay every expense they incur in the Club before leaving the Club.
  4. All complaints or suggestions shall be made in writing in a book by the Steward for that purpose, and must be signed in full by the members making them, or no action will be taken.
  5. The conduct of a servant shall in no instance be made a matter of personal reprimand by any member, but all complaints against servants, or the domestic arrangements of the Club shall be addressed to the Committee through the Secretary.
  6. No bill, notice, placard, or newspaper, shall be posted or distributed in or about the Club premises without the permission of the Committee, or some person authorised by them.
  7. Any person damaging the furniture or other property of the Club shall make good the same to the satisfaction of the Committee.