Civil Service Club AGM 2018, Resolution – Changes to the Rules of the Civil Service Club

Proposed by: Sir Peter Housden, Chairman
Seconded by: Martin Klaassen, Honorary Secretary​

It is proposed that The Rules of The Civil Service Club, are revised. These Rules which were last revised in 2005 have been redrafted to address changes to address the current operations as well as legislation and best practice and have been reviewed by our legal council.

​The draft Rules are published below for your review.  

Copies will also be made available at the AGM for those attending and voting in person. For those not attending in person you can use the postal vote which has been sent to you with the latest newsletter. 
 
CIVIL SERVICE CLUB
CLUB RULES AND BYE LAWS (REVISED 2018)
 
1.       NAME
 
The Club shall be called the Civil Service Club (‘the Club’).
 
2.       MISSION & OBJECTIVES
 
to provide civil servants, past and present, with a social facility within the reach of all
 
The objects of the Club are to provide for members and their guests:
 
a.       food and drink
b.       hotel and sleeping accommodation
c.       club facilities
d.       social amenities
 
3.       MEMBERSHIP
 
a.       Membership applications to the Club shall be processed by Club staff under the policy agreed by the Committee.
b.       Acting within the Committee’s policy, the General Manager as the electing authority may reject any application for election or for the renewal of membership and shall not be required to give reasons for any such rejection, except to the Club’s Officers, if required
c.       Members or their guests may not take food or drink into the Club for consumption on the premises.
d.       The Club may not be used for betting or gaming without the express agreement of the Committee.
e.       A member may not introduce a guest who is an unsuccessful candidate for membership of the Club, or anyone who has previously been barred from the Clubs premises.
f.        Members may not use Club details on any personal or business document.
g.       Any complaints should be made to the Honorary Secretary or the General Manager in writing.
h.       Duplicate membership cards may be issued upon payment of a fee determined by the Committee.
i.         Members shall dress appropriately. If any question or dispute arises as to the meaning or interpretation of what is appropriate, the matter shall be referred to the General or Duty Manager for a ruling thereon whose interpretation shall be final.
 
4.       EXPULSION AND SUSPENSION
The General Manager may with good reason suspend from the privileges of membership of any member who in their opinion has acted in a manner detrimental to the interests of the Club.   Such actions are to be notified to the Honorary Officers without delay. 
The expulsion of a member is a matter reserved to the Committee. The Committee may then expel or suspend from the privileges of membership for such period as they may decide, any member who in the opinion of the Committee has acted in a manner detrimental to the interests of the Club.
All members and guests shall conduct themselves reasonably and with due consideration for others including staff, whilst on Club premises or Club events.
5.       RESIGNATION OF MEMBERSHIP
 
a.       A member who has not paid the annual subscription within two months of the date due shall be deemed to have resigned and the member's name shall be removed from the register of membership.
b.       A Member may resign at any time by notify the Club. Subscriptions are non-refundable
c.       A member posted overseas, provided the Honorary Secretary is notified in writing at the time of posting, will not be deemed to have resigned while overseas. On return membership may be resumed on payment of the current subscription.
d.       Any member shall, upon ceasing to be a member of the Club, forfeit all rights to, or claim upon, the Club and its property and funds.
 
6.       SUBSCRIPTIONS
 
a.       Subscription rates shall be determined from time to time by the Committee. Any changes to the rates shall be displayed on the Club’s website and at reception.
b.       The annual renewal date for members shall be the anniversary of the first day of the month following their date of joining.
c.       At the Committee’s discretion a discount may be given to subscriptions paid by direct debit.
d.       At the Committee’s discretion those admitted for membership (including former members re-joining) may be required to pay a joining fee. Such a fee will be determined by the Committee.
 
7.       ACCESS TO CLUB PREMISES
 
Members shall produce their membership cards when entering the Club. Access may be refused if a valid membership card is not produced, upon request.
 
CATEGORIES OF MEMBERSHIP
 
8.       ORDINARY MEMBERS
 
a.       Ordinary membership of the Club shall be available to all serving, former and retired Civil Servants of the United Kingdom, and to current, former and retired employees of Government Agencies and NDPBs (Non-Departmental Public bodies). Membership shall also be available to current, former and retired members of companies carrying out ex-Civil Service work.
 
b.       Ordinary membership shall be divided into London and country members. A London member shall be anyone who resides or is employed within the City of London and Metropolitan Police areas. A country member shall be anyone who is not a London member.
 
9.       LIFE MEMBERS
 
a.       An ordinary member may be admitted to life membership on payment of a single subscription calculated by multiplying the subscription appropriate to the member at the time of application by the number of years remaining to age 65, providing the minimum payment is not less than 5 years at that rate, and they shall be entitled to all the privileges of membership.
b.       This subscription shall be based on the appropriate subscription before any discount.
c.       For persons aged 70 years or more when applying for membership the subscription shall be calculated by reference to five years at half the appropriate subscription before any discount.
 
10.   ASSOCIATE MEMBERS
 
a.       Persons not eligible for ordinary membership may be admitted as associate members.
b.       They must be proposed and seconded by two ordinary members. Associate Members shall be entitled to all privileges of membership, save that they shall have no voting rights nor may they be appointed to any office or committee of the Club.
c.       The electing authority shall have the discretion to reject any application for election or for the renewal of associate membership and shall not be required to give reasons for any such rejection.
 
11.   LIFE ASSOCIATE MEMBERS
 
a.       An associate member, or approved candidate for associate membership, may be admitted to life associate membership, on payment of a single subscription calculated by multiplying the subscription appropriate to an associate member at the time of application by the number of years remaining to the age of 65, provided the minimum payment is not less than five years at that rate. Life Associate Members shall be entitled to all privileges of membership, save that they shall have no voting rights nor may they be appointed to any office or committee of the Club.
 
b.       Persons aged 70 years or over when applying for Life Associate Membership their subscription shall be calculated by reference to five years at half the appropriate subscription.
 
12.   SPOUSE AND CIVIL PARTNER MEMBERS
 
a.       The spouse of an ordinary or retired life member may be admitted to spouse membership on the nomination of the member.
 
b.       Widows and widowers, spouses and civil partners of former civil servants who would have been eligible for ordinary or retired life membership may, on application to the Committee, be elected to spouse membership.
 
c.       Spouses and civil partners of Members shall be entitled to all privileges of membership, save that they shall have no voting rights nor may they be appointed to any office or committee of the Club.
 
13.   HONORARY MEMBERS
 
The Committee may elect as honorary members those persons who in the opinion of the Committee have for good or sufficient reason merited this status. Honorary Members shall be exempt from paying any entrance fee or subscription and shall be entitled to all privileges of membership, save that they shall have no voting rights nor may they be appointed to any office or committee of the Club.
 
14.   TEMPORARY MEMBERS
 
a.       The electing authority may elect the following as temporary members without subscription:
 
                                                   i.      any civil servant visiting the United Kingdom on official business on behalf of an overseas Government, or for leave, for a period not exceeding two months. In such cases temporary membership may also be granted to the visitor's spouse or civil partner;
                                                 ii.      any member of another club or association, on the recommendation of the Committee, for a period not exceeding two weeks at any time or, in the case of members of a club or association whose premises are under repair, or for any reason not fully available for use, for such period as the electing authority may consider reasonable.
 
b.       Temporary Members shall be entitled to all privileges of membership, save that they shall have no voting rights nor may they be appointed to any office or committee of the Club.
 
15.   GUESTS AND VISITORS
 
Members may personally introduce guests into the Club’s premises but must accompany such guests during their stay at the Club and shall be responsible for the good behaviour of such guests. The name of each guest shall be entered in the members' guest book that must be signed by the member introducing.  The General Manager or the Duty Manager shall have the power in their absolute discretion to exclude any guest or visitor from the Club’s premises.
 
16.   COMMITTEE OF MANAGEMENT AND OFFICERS
 
a.       All Honorary Officers of the Club shall only be ordinary, or honorary life members of the Club. The Chair, Vice-Chair, Honorary Secretary and the Honorary Treasurer shall be elected annually by the Club at the Annual General Meeting.
 
b.       The Club shall be managed by the Committee.  The Committee is responsible for the Club’s strategy and business plan whilst the General Manager shall be responsible for the day to day operation of the Club, under a scheme of delegation agreed by the Committee.  The General Manager shall be appointed by the Committee.
 
c.       The Honorary Treasurer after authorisation by the Committee may:
 
                                             i.      borrow or raise money for the interests of the Club or for the benefit and convenience of its members
 
                                           ii.      to create a mortgage or charge over any property or assets of the Club to secure any monies borrowed by or on behalf of the Club
 
d.       The Committee shall consist of the Honorary Officers, up to twelve members elected by the Club in Annual General Meeting.
 
e.       Elected members of the Committee shall serve for a period of three years: three members shall retire each year at the Annual General Meeting and three members shall be elected at each Annual General Meeting. Retiring members of the Committee shall be eligible for re-election.
 
f.        The Committee shall have the power to appoint a member to fill any vacancy among elected members. Any member so appointed shall serve for the remainder of the term for which the replaced member was originally elected.
 
g.       The Club at the Annual General Meeting or the Committee may appoint sub-committees to assist in the management of the Club and may appoint a Trading sub-committee. The Chair of each committee shall have the authority to co-opt ordinary members or life members for specific purposes.
 
h.       Any matters that require an immediate decision may be taken by officers of the Club in consultation with the Chair of any relevant sub-committee and the General Manager.
 
17.   PRESIDENT AND VICE PRESIDENTS
 
The Committee may at their discretion, invite suitable persons to become President and Vice-Presidents.
 
18.   MEETINGS OF COMMITTEE AND SUB-COMMITTEES
 
The Committee and the sub-committees shall meet as often as necessary to arrange and manage the affairs of the Club. Five members shall form a quorum at meetings of the Committee and three elected members shall form a quorum at meetings of a sub-committee. A written record of the proceedings of each committee meeting shall be kept.
 
19.   ANNUAL GENERAL MEETING (‘AGM’)
 
An Annual General Meeting of the Club shall generally be held in May on a date and at a time determined by the Committee for the following purposes:
 
a.       to receive from the Committee a report, balance sheet and statement of accounts, independently verified for the preceding financial year;
 
b.       to decide upon any resolution which may be submitted to the meeting as hereinafter provided.
 
20.   NOTICE OF BUSINESS FOR ANNUAL GENERAL MEETING
 
a.       Nominations for Committee
 
All nominations for elected members to the Committee shall be forwarded to the Honorary Secretary at least 35 days before the AGM, and shall be signed by two ordinary, life or honorary life members as proposer and seconder who have secured the nominee's consent to serve on the committee. No member of less than two years' standing shall be nominated for membership of the committee.
 
b.       Resolutions
 
Any member wishing to move a resolution at the AGM shall give notice thereof in writing to the Honorary Secretary not less than 35 days before the date of such meeting. Such resolution shall be signed by two ordinary, life or honorary life members who are prepared to move and second it and shall be posted by the Honorary Secretary on the Club’s website and at reception at least 21 days before the date of the meeting.
 
21.   EXTRAORDINARY GENERAL MEETING (‘EGM’)
 
The Committee may at any time call an extraordinary general meeting and shall do so forthwith upon the requisition in writing of any 30 ordinary, life or honorary life members setting out the reasons why the meeting is required.
 
22.   CONVENING OF ANNUAL GENERAL MEETING
 
a.       Notice of the Annual General Meeting or any Extraordinary General Meeting shall be posted on the Club’s website and at reception at least 21 days beforehand, together with a statement of the business to be transacted. No other business, other than that for which notice has been so given, shall be brought forward at such meeting. At all Annual General Meetings of the Club the Chair, or their nominee, or the Vice-Chair, shall chair the meeting.
 
b.       Every ordinary, life or honorary life member present shall be entitled to one vote upon every motion and in case of an equality of votes, the Chair shall have a second or casting vote.
 
c.       Not later than 21 days before the AGM/EGM the Club shall make available to all Club members entitled to vote a voting paper on resolutions, and a voting paper to elect the members of the Committee as provided in Rule 18. Voting papers shall not be counted unless they are received at the Club by twelve noon on the day of the AGM/EGM.
 
 23.   FINANCIAL YEAR
 
The financial year of the Club shall end on 31st December and the Club’s accounts shall be balanced and be independently verified.
 
24.   BYE-LAWS
 
The Committee shall at their absolute discretion make, repeal and amend bye-laws that they deem necessary. These shall be made available on the Club’s website and at reception.  
 
25.   EMPLOYEES
 
The Committee shall authorise the General Manager to appoint, pay and dismiss, employees of the Club, in accordance with the policy of the Committee, taking advice from the Honorary Officers as appropriate and reporting back to the Committee.
 
26.   USE OF CLUB ROOMS
 
Acting under the policy of the Committee, the General Manager may reserve rooms as required for the efficient and profitable management of the Club. Reserving rooms should consider the reasonable requirements of members.
 
27.   LICENSING ACT 2003
 
Alcohol may only be supplied to members and their guests in accordance with the Club Premises Certificate, in line with Committee’s policy.  
 
28.   INTERPRETATION OF THE RULES
 
The reference in these rules to the masculine gender shall in all cases apply equally to the feminine gender. If any question or dispute arises as to the meaning or interpretation of these rules or of the bye-laws made thereunder, the matter must be referred to the Committee for a ruling thereon. The Committee’s interpretation shall be final.
 
29.   TRANSFER OF ASSETS
 
In the event of the dissolution of the Club, any property or assets belonging to the Club shall not be distributed to members if there is a surplus of assets over liabilities but will be given or transferred to a registered charitable organisation, as the Committee may decide upon at their absolute discretion.
 
30.   AMENDMENT OF RULES
 
These rules may be added to, altered or revoked by the members at the annual or extraordinary general meeting.