Club Rules & Constitution
SOUTH STAFFORDSHIRE SAILING CLUB BYE-LAWS
1. Dogs are not permitted on the Club premises unless kept on a lead or under close control and remain the responsibility of their owners. Under no circumstances must they be brought into the Clubhouse or Changing Rooms.
2. Cars must be parked in the areas allocated for car parking and may not be brought into the Boat Parks. No cars are to be parked on the lane verges or outside the Club except for loading or unloading.
3. No road trailer shall be stored at the club premises unless it is a single boat trailer beneath a member's boat within the confines of that member's boat space with an immobilising device or hitch lock in operation. No mast or spar or any other part of the boat or trailer shall protrude beyond the boat space.
4. Husbands and wives, other relatives and friends of Members (who are not Members in their own right) may visit the Club and take part in Club activities as guests, but this privilege may not be extended to the same person or persons more than four times in one season. Visitors helming a boat shall not be eligible for any points, nor shall the boat be awarded any points or prizes.
5. All at the club must wear adequate personal buoyancy when on the jetties and on the water. In addition, wetsuits or dry suits must be worn for any watersport activity (Sailing or Paddleboarding) in January & February.
6. (1) No craft whatsoever shall encroach within the barriers around the heronry island and there should be no unauthorised landing on the heronry island. (2) Every care must be taken to avoid any litter whatsoever and in particular food scraps being left on any of the land surrounding the reservoir. (3) No member or guest of the Club shall be permitted to use or land on the embankment South of the transverse fence.
7. All members are requested as a condition of membership to volunteer for a minimum number of duties involved in running the club. These are duties related to Race Organisation and catering duties. The exact number will be determined by the committee on an annual basis and published with the duties rota. Members not able to do duties for specific reasons can be accommodated after discussion with our duty co-ordinator.
8. It is the responsibility of the last Member leaving the premises to see that the Clubhouse, Changing Rooms and gates are left secure.
9. It is most important that Gailey Lea Lane is left clear and unobstructed at all times. No masts must be erected until the boat is within the confines of the Club, because of the danger of coming into contact with the 11,000 volt power lines running down the right hand side of Gailey Lea Lane.
10. On payment of the sum prescribed from time to time by the General Committee a boat licence will be granted to members wishing to bring a boat of a permitted class to the Club. The General Committee will endeavour to allocate a space in the boat park although this cannot be guaranteed. No boat may be kept at the Club if membership has lapsed or the relevant boat fee has not been paid at which time the Club shall be entitled to charge a storage fee at the rate prescribed by the General Committee.
11. No craft of any kind may be brought to or used upon the Reservoir without the permission of the General Committee.
12. All Members introducing visitors and guests shall enter their names together with the name and address of any visitor/guest in the visitor's book that shall be kept in the main Clubhouse.
13. All members shall abide by the club's code of conduct, as well as its rules and byelaws.
SOUTH STAFFORDSHIRE SAILING CLUB RULES AND CONSTITUTION
1.1 The Club shall be called the South Staffordshire Sailing Club.
1.2 The object of the Club shall be to encourage the sport of dinghy sailing and racing in South Staffordshire.
1.3 The burgee shall be red with a yellow Staffordshire knot in the centre.
2.1 (1) The Club shall consist of Honorary Members, Joint Members, Ordinary Members, Student Members, Under 18 Members, Country Members, Non-Sailing Members (Social), Non-Sailing Members (Water Users), Group Members, Short-Term Members and Temporary Members. Entrance fees, subscriptions and terms of membership are to be determined by the General Committee from time to time. (2) An adult (a person of 18 or more years of age) who is an Ordinary, Joint or Student Member, shall be a Full Member of the Club.
2.2 (1) All annual subscriptions (except as in 2.2(2)) shall be due on 1st January for the coming year. A member whose subscription is not paid by 31st January shall be given notice in accordance with rule 7.4 that in the event of non-payment within 14 days he shall cease to be a Member. The General Committee may at its discretion reinstate such member on payment of the arrears. (2) New members may opt for monthly membership but must commit to a minimum period of 12 months membership which will thereafter continue on a rolling monthly basis. Existing members may also opt for a rolling monthly membership at renewal. All members opting for monthly membership must pay their subscriptions (and boat fees as applicable) by monthly Direct Debit using the company that the General Committee will designate. The General committee may limit the categories of members who can choose this monthly option. If at any time any monthly subscription shall be in arrears by 1 month then that member shall be given notice in accordance with rule 7.4 that in the event of non-payment within 14 days he shall cease to be a Member. The General Committee may at its discretion reinstate such member on payment of the arrears.
2.3 Every candidate for membership shall apply to the Membership Secretary by completing the prescribed application form. At the expiration of 48 hours from receipt of the completed form and the entry fee (if any) and initial subscription the candidate shall be admitted to temporary membership. The name and address of the candidate shall be published in such manner as the General Committee shall from time to time decide and after at least 14 days notice shall be submitted to the General Committee for election by those present and voting. The application may only be refused by the Committee for good cause such as conduct or character likely to bring the Club or sport into disrepute. Appeal against refusal of membership may be made to the members. Upon election the candidate shall become a member of the Club.
2.4 The General Committee may elect to Honorary Membership persons who have rendered worthy service to the Club or to the sport of dinghy sailing and yachting, and whose names shall have been displayed on the Club notice-board for at least 14 days. An Honorary Member shall pay neither entrance fee nor subscriptions but shall be entitled to all the privileges of the Club.
2.5 (1) Group Membership is available to recognised Groups or Associations at the discretion of the General Committee, and on such terms and conditions as the Committee shall determine, subject to annual re-election. (2) A list of individual Membership within a Group shall be made available to the Hon. Secretary upon request. The General Committee may at its discretion by majority vote decline to accept any nominated Member of the Group without assigning any reason.
2.6 Short-term Members may be elected by a majority of the General Committee.
2.7 An Under 18 Member must have an adult Member as sponsor.
2.8 Any Member desiring to resign shall give notice by email or in writing to the Hon. Secretary or membership secretary before the 31st December or liability for the next annual subscription will be incurred. Any monthly membership member desiring to resign shall give one month's notice to the membership secretary and their membership will lapse at the end of the following calendar month when Direct Debit payments will cease.
2.9 (1) Every Member on joining impliedly undertakes to comply with the Rules and Byelaws of the Club. Any refusal or neglect to do so or any conduct prejudicial to the prestige of the Club shall render such Member liable to suspension or expulsion by the General Committee. Any such Member shall be notified by email or in writing, seven days in advance, of the intention to consider his expulsion or suspension; the Member shall be invited to offer orally, by email or in writing an explanation or defence. If a Member is subsequently expelled under this Rule he shall forfeit all rights in and claims on the Club and its property; and no repayment of subscription shall be made. (2) Upon a complaint against any Member of non-compliance with the Rules of the Club or ungentlemanly conduct, the General Committee shall be empowered to investigate the complaint and, if proved, it shall be dealt with as the General Committee may deem fit.
2.10 No Member shall (without the permission of the General Committee) remove any equipment or any other article which is either the property of the Club or in its keeping.
2.11 If at any time any boat fees payable to the Club by any Member or former Member shall be three months or more in arrears: (1) The Committee shall be entitled to move the boat to any other part of the premises without being liable for any loss or damage to the boat, howsoever caused. (2) The Committee shall be entitled upon giving one month's notice by email or in writing to the Member or former Member, at his last known address shown in the register of Club Members, to sell the boat and deduct any monies due to the Club, (whether by arrears of subscription or boat fees or otherwise) from the net proceeds of sale before accounting for the balance (if any) to the Member or former Member. (3) Alternatively any boat which in the opinion of the Committee cannot be sold may, upon such notice as aforesaid, be disposed of in any manner the Committee may think fit and the expenses recovered from the Member or former Member. Any arrears as aforesaid shall be deemed to be a debt owing to the Club by the Member or former Member. Further the Club shall, at all times, have a lien over Members' boats parked or moored on the Club's premises or moorings in respect of all monies due to the Club whether in respect of arrears or boat fees or subscriptions or otherwise.
3. Officers and Committee:
3.1 The Management of the Club shall be vested in the General Committee of whom at least three Officers and five others shall form a quorum.
3.2 Meetings of the General Committee may be convened by one Officer or two Committee members who are not Officers.
3.3 The General Committee shall have power to make whatever Bye-Laws are deemed necessary, and to amend or repeal the same from time to time.
3.4 The Officers of the Club shall be full members and shall consist of a Commodore, Vice Commodore, Rear Commodore, Secretary, Treasurer, Sailing Captain, Sailing Secretary and Membership Secretary. With the exception of the Rear Commodore Officers shall be elected at the Annual General Meeting each year and shall hold office until the next Annual General Meeting when they shall retire. They shall be eligible for re- election.
3.5 The General Committee shall consist of the Officers ex officio the Chairman of the House Committee, the Social Secretary and Publicity Officer who shall each be elected annually and 6 Members who shall have attained the age of 18 years and at least 3 of whom shall be Full Members. At the Annual General Meeting each year three of those 6 members shall retire in order of election or seniority. In the event of equal seniority the order of retirement failing agreement between the Members concerned shall be determined by lot. Members retiring under this rule shall be eligible for re-election.
3.6 No Member shall hold the office of Commodore for more than two consecutive years. Subject to continuing membership a Commodore retiring at the Annual General Meeting shall serve ex officio in the office of Rear Commodore until the following Annual General Meeting.
3.7 The General Committee shall have power to co-opt any Member of the Club at its discretion for special purposes, to appoint whatever sub-Committees it may deem necessary for the running of the Club, and to fill any casual vacancy arising among the Officers and Committee until the next Annual General Meeting.
3.8 The Club in General Meeting on the recommendation of the General Committee shall have power in recognition of particularly worthy service to the Club to elect an Honorary Life Commodore.
3.9 The property of the Club shall be vested in Trustees who shall be appointed by the General Committee, such property to be dealt with by them as the Committee may from time to time direct by resolution (of which an entry in the Minute Book shall be conclusive evidence). The Trustees shall hold office until death or resignation or until removed from office by the Committee. The Committee shall nominate and elect any person or persons to be appointed as new Trustee or Trustees. For the purpose of giving effect to such nomination the Commodore for the time being is hereby nominated as the person to appoint new Trustees of the Club within the meaning of Section 36 of the Trustee Act, 1925, and he shall by deed duly appoint the person or persons so nominated by the General Committee.
3.10 The General Committee shall establish a separate fund called the 'Trustee Indemnity Fund' and ensure that at all times the amount of the Trustees Indemnity Fund is sufficient to discharge all present and contingent liabilities of the Trustees of the Club in respect of the rent payable on the property of the Club. The consent of the Trustees shall be required for any transactions relating to the Fund. No loan taken out can be secured or charged on the 'Trustees Indemnity Fund'. The Trustees shall have the right to inspect the accounts of the Club at any time.
4. Meetings and Accounts:
4.1 The Annual General Meeting of the Club shall be held during the first quarter of each year upon a date and at a time to be fixed by the General Committee for the following purposes: to receive the reports of the Officers. to receive a balance sheet and statements of accounts for the preceding financial year. to fill the vacancies in the General Committee and to elect auditors for the ensuing year. to decide on any business which may be duly submitted to the meeting as hereinafter provided.
4.2 Any Full Member desirous of introducing business at the Annual General Meeting shall give notice thereof in writing to the secretary not less than three weeks before the date of such meeting. Any such notice shall be forthwith posted on the noticeboard on the club website or in the Clubhouse.
4.3 The General Committee may at any time for any special purpose call an Extraordinary General Meeting, and shall do so forthwith upon the requisition by email or in writing of any twenty Full Members stating the purposes for which the meeting is required.
4.4 (1) Twenty-eight days at least before the Annual General Meeting, or any Extraordinary Meeting, a notice of such meeting and of the business to be transacted thereat shall be sent to every Member, and no business other than that of which notice has been so given or has been given in accordance with rule 4.2 shall be brought forward at such meeting. The balance sheet and statement of accounts shall be placed on the noticeboard on the club website or in the principal clubroom fourteen days at least before the Annual General Meeting. (2) All nominations of Members for election as Officers and Committee Members must be sent to the Secretary by email or in writing at least fourteen days before the meeting, and such nominations shall forthwith be posted on the noticeboard on the club website or in the Clubhouse.
4.5 At all General Meetings of the Club the Commodore, and in his absence a member selected by the General Committee, shall take the chair. Every Full Member, every Non-Sailing Member who has previously had continuous Full membership for at least ten years, every Honorary Member and Trustee present shall be entitled to one vote upon every motion. Members of other classes shall be entitled to attend but not to vote. The General Committee shall be empowered, if they think fit, to make regulations for enabling members unable to be present to vote by proxy or in writing. The Trustees of the Club, appointed under para. 3.8, should have the right to vote at all General Meetings of the Club, notwithstanding the fact that they may not be Full Members.
4.6 These rules may be repealed amended or added to by resolution at any General Meeting. The quorum at all General Meetings shall be fifty Members entitled to vote thereon, for motions proposing any repeal, addition to, or amendment of the rules, or for any addition or alteration to the permitted classes of boats; for all other business the quorum shall be twenty.
4.7 No amendment (other than a motion for adjournment) shall be moved to any resolution proposed at any Annual or Extraordinary General Meeting unless notice given by email or in writing, thereof shall have been received by the Secretary not less than seven days previous to the Meeting. Whenever any such notice shall be given the same shall be forthwith posted on the noticeboard on the club website or in the Clubhouse.
4.8 The financial year of the Club shall end on the 31st day of December in each year, to which date the accounts of the Club shall be balanced.
4.9 The Club shall ensure that its accounts are audited or independently examined every year by a suitably experienced independent person elected annually at the Annual General Meeting. A vacancy occurring during the year shall be filled by the General Committee.
4.10 The Funds of the Club shall be kept by the Treasurer under the supervision of and in such place or manner as shall be determined by the General Committee. The General Committee shall have power to expend the Club's funds in such manner as they think fit and in accordance with the Rules and objects of the Club.
4.11 If at any time the Club in General Meeting shall pass a resolution authorising the General Committee to borrow money, the Committee shall thereupon be empowered to borrow for the purposes 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 or manner and upon such security as shall be specified in such resolution, and thereupon the Trustees shall at the direction of the Committee make all such dispositions of the Club property or any part thereof and enter into such agreements in relation thereto 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 the passing of such resolution, shall be deemed to have assented to the same as if they had voted in favour of such resolution.
4.12 The Club is a non-profit making organisation. All profits and surpluses will be used to maintain or improve the Club's facilities. No profit or surplus will be distributed other than in accordance with the provision of clause 7.3.
5.1 Members must at all times adhere strictly to the Sailing Instructions laid down by the committee deputed by the General Committee to manage sailing at the Club. All races shall be held under the Rules of the International Yacht Racing Union as modified by the Royal Yachting Association unless otherwise ordered in the Sailing Instructions.
5.2 Boats taking part in all races organised by the Club must conform to their individual Class or Association Conditions unless otherwise stated in the Sailing Instructions. Classes of boats permitted are to be determined by the Annual General Meeting or an Extraordinary General Meeting duly summoned for the purpose and this will also apply to additions or alterations to those classes.
5.3 The Club shall not be held responsible for any personal injury loss or damage that may be sustained from any cause whatsoever to Members or visitors or to their property. All persons using the water are responsible for their own safety.
5.4 All members are required to be insured against all claims by third parties and passengers arising from the use of any boat brought to the Club or sailed by them or any person authorised by them at the Club for injury or damage to persons or property to a minimum sum to be fixed by the General Committee from time to time.
6. Intoxicating Liquor:
6.1 The permitted hours for the sale and supply of intoxicating liquor shall be as fixed from time to time by resolution of the General Committee in accordance with the conditions laid down by the Licensing Act, 2003 or any statutory modification or re-enactment thereof for the time being in force.
6.2 No intoxicating liquor shall be supplied by or on behalf of the Club for consumption off the Club premises except to a member in person.
6.3 No intoxicating liquor shall be supplied to Members on the Club premises otherwise than by or on behalf of the Club.
6.4 Intoxicating liquor may be supplied for consumption on the Club premises within the permitted hours to Members and their guests and to other persons who are Members of any recognised Sailing Club or Yacht Club or Association.
7. Interpretation, amendments or dissolution:
7.1 In the interpretation of these Rules, where the context so admits, the masculine shall be deemed to include the feminine and the singular to include the plural.
7.2 In the event of any case occurring not provided for by the Rules, it shall be referred to the General Committee, the decision of which shall be final.
7.3 If at any General Meeting a resolution for the dissolution of the Club shall be passed by a majority of the members present, the Secretary or other Officer of the Club shall call a Special General Meeting on a date not less than 6 weeks thereafter (and of which not less than 28 days notice shall be given by email or in writing to each member). If at that Special General Meeting there shall be at least half of the full members present in person or by proxy, the resolution for dissolution shall be put to that meeting and if passed by a majority of at least two thirds of the members voting thereon, the General Committee shall then, or at such future date as shall be specified in such resolution, proceed to realise the property of the Club. After discharge of all liabilities and making provision for contingent liabilities the General Committee shall authorise the sums realised to be used for one or more of the following purposes:- The purposes of the Sport's Governing Body for use in related community sport; the purposes of another Community Amateur Sports Club; the purposes of a Charity.
7.4 All notices required to be sent to a Member shall be sent to the address presently appearing in the Club records. Where the Club holds an email address for any member dispatch by email shall be sufficient unless the Member shall have notified the Secretary or Membership Officer in writing that he / she requires that notices shall be sent by post. Members shall give written notice to the Secretary or Membership Officer of any change of postal or email address and if given by email such notice shall only be effective when acknowledged by email. In the case of joint membership any notice shall be sufficient if sent to the first named member.
Amended March 2022
Last updated 19:58 on 16 October 2023