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Constitution

NAME AND ADDRESS
  1. The name of the Club shall be The IBM Hursley Club.
  2. The Club premises consist of the clubhouse building and the adjoining Sports Hall and Recreation Grounds, all located at Hursley Park, near Winchester, Hampshire.

    DEFINITIONS

  3. In this Constitution, “The Company” means IBM United Kingdom Limited; “The Club” means IBM Hursley Club; “The Committee” means the General Management Committee of the said Club; “Employees” means the permanent and temporary staff of the said Company, and also staff assigned to the Company from other IBM Companies. “Retired Employees” means former employees in receipt of an IBM Company pension. Employees of companies operating as contractors or sub-contractors for the Company are not considered as employees of the Company in this Constitution. “Affiliated Clubs and Societies” referred to in this Constitution are sub-sections of the Club.
  4. The Club shall be a Members Club and shall consist of those classes of member as specified in Article 6 hereof.

    OBJECTS

  5. The Objects of the Club shall be:
    1. To encourage sporting, social and cultural activities for the benefit of members.
    2. To organise such functions as are approved and financed by the Company and which the Club is asked to administer.
    3. To advise the Company on the provision of capital assets and facilities for the Club for the benefit of members and for the general use of all employees.
    4. To administer and control the use of such buildings, grounds and equipment as the Company or the Club makes available for the general benefit of the members of the Club.
    5. To control the expenditure of grants made by the Company to the Club for the benefit of members.
    6. To receive subscriptions from members and to apply these for the benefit of the affiliated clubs and societies and the members in general.

    MEMBERSHIP

    1. a) Membership is voluntary and shall consist of the following classes:
      1. Full Membership
      2. Associate Membership
      3. Retiree Membership
      4. Family Membership
      5. Honorary Membership
      6. Honorary Life Membership
      7. Social Membership

      Persons may not be admitted to membership or enjoy any of the privileges of membership, without an interval of at least two days between their application for membership and their admission.

    2. Except as the Committee may direct, persons may not be enrolled as members of any affiliated clubs and societies without being members of the Club.
    3. The Committee reserves the right to withdraw membership status and privileges, and to prohibit re-application for a period of up to one year, from anyone failing to comply with the Constitution, General Rules, or Bar Rules, given due consideration of the facts before a Committee meeting, the person having the right to be heard at such meeting.
    4. The Company may at any time request the resignation of any Officer of Member of the Club.

    1. FULL MEMBERSHIP shall be available to all employees by submitting a written application to the Club Office and by paying such subscriptions as are fixed by the Committee.
    2. Full Members are entitled to vote at General Meetings of the Club, and may serve in all Committee positions and all Offices.
    3. Membership is automatically terminated upon leaving the employment of, or upon ceasing assignment to, the Company.

    1. ASSOCIATE MEMBERSHIP shall be available to employees who are, and wish to remain, Full Members of an IBM Club at another location; it shall also be available, at the Committee’s discretion to former IBM employees.
    2. Associate Membership is taken up by submitting to the Club the appropriate application form and by paying to the Club such subscriptions as are fixed by the Committee.
    3. Associate Members are not entitled to vote at General Meetings of the Club or to serve on the Committee, but enjoy all other rights and benefits of Full Membership. They are not precluded from taking office for, or serving on the committee of, any affiliated club or society, save as the Committee shall direct.

    1. RETIREE MEMBERSHIP shall be available to retired employees of any IBM Company.
    2. Retiree Membership is taken up by submitting to the Club the appropriate application form, and by paying to the Club such subscriptions as are fixed by the Committee.
    3. Retiree Members shall have the same rights and benefits as Associate Members.

    1. SOCIAL MEMBERSHIP shall be available, at the Committee’s discretion, to persons associated with the Company or the Hursley site but not employed by any IBM Company.
    2. Social Membership is taken up by submitting to the Club the appropriate application form, signed by a proposer and a seconder both of whom are members of a grade other than Social Member grade, and paying the Club such subscriptions as are fixed by the Committee.
    3. Social Members have full use of the Clubhouse building and of the catering and recreational facilities within the Clubhouse building but are not entitled to membership of any of the affiliated clubs or societies other than guest membership where such club’s or society’s rules allow, are not entitled to vote at General Meetings and may not serve on any Club Committee, save as the Committee shall direct.
    4. Social Membership shall be limited to not more than ten per cent of the total Club membership.

    1. FAMILY MEMBERSHIP shall be available to:
      1. Spouses of Full, Associate, Social, Honorary Life, and Retiree Members.
      2. Natural or adopted children (up to the age of eighteen) of Full, Associate, Social, Honorary Life, and Retiree Members and of their spouses.
      3. The retired parent(s) of Full, Associate, Social, Honorary Life, and Retiree Members, provided that such parent(s) is/are members of the member’s household.
    2. Family Membership shall be taken up by the Full, Associate, Social, Honorary Life, or Retiree Member submitting to the Club the details of eligibility of those members of the family seeking membership and by paying to the Club such subscriptions as are fixed by the Committee.
    3. Family Members shall have the same rights and benefits as Associate Members save that Family Membership taken out by a Social Member shall only confer the same rights as Social Membership.

    1. HONORARY MEMBERSHIP may be offered by the Committee to:
      1. Any person not otherwise eligible for membership who has been actively associated with the Club.
      2. Family Members who would be otherwise debarred by the death of a Full, Associate, Honorary Life or Retiree Member.
    2. Honorary Membership shall be free and confer the same rights and benefits as Associate Membership but excluding the rights of Family Membership.

    1. HONORARY LIFE MEMBERSHIP may be offered by the Committee to any Member for outstanding contribution to the Club.
    2. Honorary Life Membership shall be free and confer the same rights as Full Membership.

  14. GUESTS may be admitted to the activities of affiliated clubs and societies on the conditions laid down by the Committee from time to time, but in no circumstances may guests represent the Club in competitive games and sports to the exclusion of Club Members. All guests must be signed in the Visitors Book if using the bar facilities. (See Rule 5 of Bar Rules).

    MEETINGS

    1. A General Meeting shall be called by the Committee not later than three months after the end of the financial year of the Club, and shall be called the Annual General Meeting.
    2. An Extraordinary General Meeting may be called at any time, at the discretion of the Committee, or will be called by the Secretary if requested in writing by ten or more Full Members of the Club. Any such request must state clearly the purpose for which the meeting is to be called. No business other than that published as the purpose of the meeting shall be conducted at an Extraordinary General Meeting.

  16. Not less than fourteen days notice of Annual General Meetings and not less than seven days notice of Extraordinary General Meetings shall be given. Notice of such meetings shall be served by display on notice-boards and by electronic bulletin. Individual notice to Members will not be given. Notice of any General Meetings shall specify clearly the matters to be decided at that Meeting.

    PROCEEDINGS AT GENERAL MEETINGS

  17. Fifteen members entitled to vote, including at least one member of the Committee, shall be a quorum. The Chairman or Vice-Chairman of the Committee shall chair the General Meeting unless:
    1. Neither is present, when the Chairman shall be elected from those Full Members present.
    2. It is an Extraordinary General Meeting called at the request of a group of members, and such request contains a motion that the Chairman be elected from the Full Members present.

  18. Each Full and Honorary Life Member present shall have one vote, the Chairman shall in addition have a casting vote. All voting shall (except where otherwise expressed in these rules) be by simple majority.
  19. The normal business of the Annual General Meeting shall be:
    1. Review of Club activities, including the activities of all affiliated clubs and societies during the preceding year.
    2. Consideration of accounts.
    3. Election of Officers and Committee.

  20. Written notice of any other business to be discussed at a General Meeting must be received by the Secretary not less than seven days prior to the meeting. Minutes shall be taken at General Meetings.

    APPOINTED OFFICERS

  21. The Company may appoint a Club Administrator and a Club Treasurer.

    COMMITTEE

  22. The Committee shall consist of the Chairman and up to ten voting members of the Club, all elected by secret ballot at the Annual General Meeting except as subject to the provisions of Articles 23 and 24. This Committee shall be termed the General Management Committee and shall be responsible for the general management of the Club. Nominations of candidates for all elected posts shall be proposed and seconded, in writing, and conveyed to the Club Secretary at least seven days before the Annual General Meeting - the Club Secretary will then publish all nominations on the notice-boards for at least 48 hours before the meeting. In the event that there are no nominations for Chairman, the Committee may be increased to 11 and shall themselves elect a Chairman from among their number. In any event, the Committee shall elect, from among themselves, a Vice-Chairman.
  23. Any casual vacancies on the Committee may be filled by the Committee, by co-option, subject to the provisions of Article 24.
  24. At no time shall the Committee include less than five voting Members of the Club elected in General Meeting. Should the number fall below this figure, the Committee shall call an Extraordinary General Meeting to elect a new Committee.
  25. The Chairman, Vice-Chairman and Members shall each have one vote at meetings of the Committee. The Chairman shall have in addition a casting vote. In the absence of the Committee Chairman the meeting shall be chaired by the Vice-Chairman who shall, in this instance, also have a casting vote. “Simple Majority” voting shall apply at all Committee meetings.
  26. The Chairman or Vice-Chairman and four other Committee members shall be a quorum.
    1. The Committee shall elect a Bar Committee from among their number, provided that all members of such committee are elected members of the General Management Committee. The Bar Committee shall be responsible for the purchase of all alcoholic beverages and for the general operation of the Club Bar. The chairman of the Finance Sub-committee shall be a member of the Bar Committee.
    2. The Club Bar will be run by the Bar Committee under the Bar Rules which will be defined by that Committee.

  28. Sub-Committees may be appointed as necessary by the General Management Committee, with the provision that any such sub-committee includes at least one member of the General Management Committee. The Finance Sub-committee shall be chaired by an elected member of the General Management Committee. All resolutions passed in sub-committee shall be subject to ratification by the General Management Committee.
  29. The Committee shall hold meetings at not less than two monthly intervals. The Committee will cause minutes to be taken at such meetings and these minutes shall be available to any member on request to the Club Secretary at any reasonable time.

    AFFILIATED CLUBS AND SOCIETIES

  30. Clubs, societies and similar bodies formed by members of the Club for any sporting, recreational, cultural or social activity may be affiliated to the Club provided:
    1. That such activity does not conflict with the policy of the Club or of the Company.
    2. That a reasonable number of members (as agreed by the Committee) may be expected to participate.
    3. That the members participating submit their rules for the approval of the Committee, and Appoint such officers and committees as are deemed necessary to manage the affairs of the club/society, keep such records as their activities require and maintain good liaison with the Committee.
    4. That it is understood that the ownership of any assets which are acquired wholly or partly with funds received from the Club shall vest in the Club. The Committee shall have the power to dispose of any such asset in accordance with its current disposal procedures as approved by the Company.
    5. That the Conditions in Articles 6 b) and 14 are observed.

  31. Affiliated clubs/societies may apply to the Committee for financial assistance. Such applications shall be in the form of an income and expenditure budget completed to specifications laid down by the Committee.
  32. Affiliated clubs/societies may charge their members any fees or subscriptions which their activities require, in addition to the Club subscription, provided that their members in general meeting agree. Anticipated income to be acquired in this manner must be indicated in the budgets submitted under Article 31.
  33. Full and detailed information concerning the assets, liabilities and financial resources of each and every affiliated club/society must be made available to the Club Secretary on request.
  34. At any time, an affiliated club/society shall be wound up if its members in general meeting so decide, of if the Committee so decides.
  35. At such a winding up:
    1. All assets shall be handed over to the custody of the Committee.
    2. A statement of affairs and a proposed disposal of funds shall be submitted to the Committee for audit and approval.

    FINANCIAL AND OPERATING YEAR

  36. The Financial and Operating year of the Club shall commence on 1 April and end on 31 March.

    ACCOUNTS AND AUDIT

    1. The Club shall keep proper books of accounts to show:
      1. Income and Expenditure.
      2. Assets and Liabilities.
    2. The accounts shall be subject to annual audit by a firm of public accountants approved by the Company. The accounts shall be made available to members prior to the Annual General Meeting.

    WINDING UP

  38. The Company reserves the right to wind up the Club. In the event of such winding up the assets owned by the Club shall be disposed of by the Committee in such a way and to such benefit as determined by members in a General Meeting called for that purpose.

    DISSOLUTION

  39. Members in General Meeting may vote to dissolve the Club provided such meeting is attended by two hundred voting members or one quarter of the eligible voting membership, whichever is the lesser, and provided that three quarters of those present vote for the dissolution. Disposal of the Club assets shall be decided as in article 38.

    AMENDMENTS TO THE CONSTITUTIONM

    1. No amendments shall be made to this Constitution unless approved in a ballot at a General Meeting By at least two thirds of the Full and Honorary Life Members present and voting.
    2. If a proposal to amend this Constitution is to be moved at any General Meeting, the amendment must be stated in full in the notice calling the meeting.
    3. If any amendment is so approved, the Club Secretary shall serve notice of this fact by display on notice-boards and by any other convenient means.

- 05 August 2003

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