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Club Rules - 2006

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Poolbeg Yacht & Boat Club

 

Rules of the club

 

Updated to include amendments etc passed at AGM held on 12/05/2006

 

2006 Changes marked in red

 

Rule 1.  Name:

The club shall be called the Poolbeg Yacht and Boat Club. It shall have, as it’s primary objective the encouragement of sailing, motor boating, rowing and social reunion among its members. The Club’s colours shall be depicted as a blue pennant with a red insignia of the Poolbeg Lighthouse.

 

Rule 2.  Trustees:

 

The property of the club shall be vested in three or more Trustees (who shall be members of the club and appointed by the committee) by and against whom all proceedings in the name of the club shall be taken. The trustees shall deal with such property, subject to Rule 18, as and only when directed by resolution of the committee (of which an entry in the minute book signed by the Hon. Secretary and an Honorary Officer shall be sufficient evidence). The Trustees and each one of them shall be indemnified by the club against all liability and expense incurred by reason of their positions as Trustees. Trustees shall not necessarily be committee members but the Trustees shall meet with the committee at least once during each financial year. Should the Trustees consider it necessary to meet the committee at any other time, a written requisition signed by at least half (50%) of the Trustees and forwarded to the Hon. Secretary shall result in a meeting of the Trustees and committee within twenty one (21) days of the Hon Secretary receiving the requisition to discuss that business. The Trustees shall have no function in relation to the management of the club. A Trustee shall hold office for life except in the event of death, resignation or removal from office by the committee due to physical or mental incapacity or absence from the Republic of Ireland for a period of six (6) consecutive months, or of behaviour likely to bring the club into disrepute. That vacancy shall be filled immediately. A Trustee wishing to resign shall tender his/her resignation in writing to the Hon. Secretary.

 

Rule 3.  Officers:

 

The club shall have as Honorary Officers, a Commodore, a Vice-Commodore, an Honorary Secretary and an Honorary Treasurer, all of who shall be elected annually and who shall not hold the same office for more than three (3) consecutive terms.

 

 

 

 

 

 

 

 

 

 

Rule 4.  Committee:

 

The affairs of the club shall be managed by a committee consisting of fourteen (14) ordinary members, elected annually by members of the club and shall hold office until their successors are elected at the next Annual General Meeting (AGM). At the AGM the five (5) longest serving members and co-opted members shall retire, and the other members to retire shall be determined by lot. Any committee member who has served four (4) years without re-election must retire for at least one (1) year.

A committee member who retires shall be eligible for re-election except if that committee member has been elected to the committee on two (2) successive occasions prior to retiring, that committee member shall not be eligible for a period of one (1) year. All vacancies due to the retirement of the five (5) longest serving committee members and co-opted members shall be filled by secret ballot.

At each election the results and ballot papers should be handed to the Hon. Secretary who shall read out to the meeting the results and note them. In the event of a position becoming vacant on the committee during the ensuing year, the next highest polling candidate who did not succeed in being elected to the committee shall fill that position. In the event of further vacancies occurring during the year the same procedure shall apply. Any member being elected to the committee in that manner shall be deemed to have been co-opted. The committee may, at the request of the Hon. Secretary and with their approval appoint a committee member to the post of Assistant Hon. Secretary.

 

Rule 5.  Chairperson:

 

At each committee meeting the Chairperson shall be in the following sequence: Commodore, Vice-Commodore, Hon. Secretary or Hon. Treasurer.

 

Rule 6.  Quorum:

 

The committee shall meet at least monthly except for the months of July and August each year. At any committee meeting seven (7) committee members shall form a quorum. In the event of a committee member not attending at six (6) consecutive meetings or three (3) months in which the committee is meeting (whichever is lesser) that committee member shall be deemed to have resigned and shall be replaced in accordance with Rule 4.

 

Rule 7. Sub-Committees:

 

The committee shall have the power to appoint sub-committees, to define the scope of their authority and to confer upon them respectively the powers necessary for the discharge of their functions. All sub-committees shall report to the committee at intervals, which shall not exceed two (2) months. All sub-committees shall retire on completion of the task for which they were established. The committee shall have the power to appoint persons who are not members of the club onto the sub-committees in special advisory capacities.

 

 

 

 

Rule 8.  New Members

 

All candidates for membership, except honorary, shall be elected by ballot at a committee meeting. The name and address of every candidate together with the name of his/her proposer and seconder (who shall be paid up ordinary members) shall be submitted to the Hon. Secretary and posted on the club notice board fourteen (14) clear days prior to the ballot. Not less than two (2) weeks shall elapse between nomination and election for ordinary members. No application shall be accepted unless it is accompanied by the appropriate entry fee and two (2) years subscription, which shall be returned in the event of the candidate being unsuccessful. 

In a ballot two thirds (2/3) of the committee members present and voting must be in favour of accepting the candidate for membership. An unsuccessful candidate shall not be eligible for re-election until after the following AGM. In the event of a committee member objecting to the election of a candidate, the objecting committee member shall be obliged to explain their objection to the committee.

All candidates must be informed of the outcome of their application within eight (8) weeks of their application being received by the Hon. Secretary. A letter of consent must accompany all applications for junior membership from their parent or guardian.

 

Rule 9.  Annual Subscription and Membership:

 

All annual subscriptions shall be payable in advance on the first (1st) day of January each year. Any person who, on the thirty- first (31st) day of March has not paid their annual subscription shall be liable to pay the relevant annual fee + 50% in order to retain membership. Any member who, after the thirty first day of May (31st) has not paid the appropriate fee shall have their name deleted from the club’s membership and shall not be entitled to use the club’s facilities, attend at any club meetings or vote.  They may, if they wish, apply for re-election to the club and their candidature shall be subject to the procedure laid down in Rule 8. The annual subscription and entrance fee for all types of membership shall be determined at an AGM or a Special General Meeting when deemed necessary.

All annual subscriptions must be paid to the Hon. Treasurer. Any fees that are given to any person for transfer to the Hon. Treasurer shall only be deemed to have been paid when received by the Hon. Treasurer. In the event of a dispute over payment of subscriptions the onus shall lie with the member involved to provide that the subscription was paid in accordance with this rule. A list of all members of the club shall be posted on the club notice board at all times and updated as necessary. Members should consult this list to ensure that their subscriptions have been received.

Example:

 

January 1st, Annual fee due.

April 1st, Annual fee + 50% due.

June 1st.  Membership ceases

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Rule 10. Membership Types:

 

There shall be seven (7) categories of membership in the club:

  1. A Junior Member shall be aged between twelve (12) and eighteen (18) years of age and shall have the restricted use of club facilities. A junior member may attend but not vote at any club meeting. On reaching eighteen (18) years a junior member may apply to become an ordinary member.
  2. A Senior Member shall be aged sixty- five (65) years or over and shall have the full use of club facilities. A senior member may attend but may not vote at any club meeting. Any person over 65 may remain an ordinary member, if they desire, and will be subject to the same fee and voting facility as an ordinary member. Any person who has served, as an ordinary member for 5 years and at 65 becomes a senior member shall retain their right to vote. To become a senior member, a person must have been an ordinary member of the club.
  3. An Ordinary Member shall be aged eighteen (18) years or over and shall have the full use of club facilities. An ordinary member shall be entitled to attend and vote at club meetings.
  4. Family Membership shall consist of a family unit who shall have use of club facilities. They may attend club meetings but shall only be entitled to one voice and one vote per unit. Members of a family unit under 18 years shall be bound by the rules and limited facilities pertaining to junior members. On reaching 18 years any children of the family unit shall cease to be part of that families membership and may apply to become ordinary members.
  5.  An Honorary Member shall be a person who has rendered exceptional service to the club and who, at the discretion of 2/3 of the committee present and voting, may be elected an honorary member by the committee for such period as is deemed proper. An honorary member shall be entitled to attend but may not vote at any club meeting. Honorary members may retain ordinary membership during their period as an honorary member and by paying ordinary members fees they shall retain the voting rights of ordinary members.
  6. An Associate Member shall be a person who wishes to associate themselves with the club. They shall have restricted use of club facilities. They may not attend or vote at club meetings. Associate membership is confined to 50% of ordinary membership.
  7. A Crew Member shall be a person who regularly and actively sails as a member of the crew on a vessel owned by a club member. They shall be liable to pay a fee for 3 consecutive years and on the fourth year they may apply to become full members of the club and the fees paid while a crewmember shall be credited to the cost of the application fee.
  8. A Country Member shall be a person who normally resides not less than 100 kilometres from Poolbeg Yacht & Boat Club. A country member shall have the use of club facilities and any discounts that apply to Ordinary Members whilst visiting or availing of Winter Berthage. They shall not be entitled to vote at any club meeting and their fee shall be set at 50% of the Ordinary Membership fee. This membership becomes operative from 1st Mrch 2006.

 

 

 

 

 

Rule 11. Temporary Membership:

 

The committee shall have power to elect as temporary members of the club on the occasion of an Annual Regatta, visit of overseas boats or on any special occasion, visitors, competitors, members of any club affiliated to the Irish Sailing Association or any person offering special service or assistance to the club. These persons shall be temporary members of the club for the duration of the event without being subject to payment of club fees. They may not attend or vote at club meetings.

 

 

 

 

 

 

Rule 12. Resignations:

 

A member wishing to resign from the club shall tender their resignation in writing to the Hon. Secretary. Any committee member wishing to resign from the committee shall tender their resignation in writing to the Hon. Secretary and on the Hon. Secretary receiving the letter of resignation that committee member shall cease to be a committee member and shall not be eligible for re-election at the next AGM. Any officer or member resigning from or failing to be re-elected to the club, committee, sub-committee or any post to which the member may have been elected or appointed shall forward immediately to the Hon. Secretary, all documentation and property belonging to or pertaining to the club, committee, sub-committee or any post to which they were elected or appointed.

 

Rule 13. Discipline

 

Should any circumstances arise which breaches club rules, regulations or byelaws or is likely to bring the name of the club into disrepute or is contrary to the well being of the club, power to invoke and take disciplinary action (including expulsion) shall be vested in the committee. The committee shall hold a special committee meeting to deal with the matter. The member(s) involved shall be notified of their possible disciplining or expulsion and shall have the opportunity of attending and explaining (individually0 their actions at that meeting (of which they shall have been given seven (7) days notice).  No expulsion shall take place without the consent of 2/3 of the committee present and voting.

In the event of a committee member or members being the subject of disciplinary action under this rule, that committee member or members shall not be entitled to attend at the meeting at which the issue is being discussed except to explain their actions. Neither shall they have any vote or say regarding what form of disciplinary action may be taken.

 

 

 

 

 

 

 

Rule 14.  Notice of Meetings:

 

At least 30 days notice of an AGM and at least 14 days notice of a Special General Meeting (SGM) shall be given in writing to all members and notice of the meeting shall be posted on the club notice board at least 14 days before the meeting.

All notices and communications sent to a member by post or otherwise at their last notified address shall be deemed to have been duly delivered. In the event of a postal strike every effort shall be made by the committee to deliver notices of meetings but the posting of that notice on the club notice board for 14 days before the meeting, shall, under such circumstances, be deemed to be sufficient notice.

 

 

 

 

 

Rule 15. Annual General Meeting:

 

The AGM of the club shall be held before the Last day of February in each year. At this meeting the annual reports and audited financial statement of the outgoing committee shall be read and the election of committee members and officers or the ensuing year shall take place. All elections shall be by secret ballot and only persons who are members of the club in accordance with the rules, may attend and vote.

Notice of motion and nomination of committee members, together with the name of proposers and seconders, must be made in writing to the Hon. Secretary at least twenty one (21) days before the date of the AGM and shall be posted on the club notice board at least fourteen (14) days before the date of the AGM. Each nomination must be made individually (no block nominations) and shall not be valid unless accompanied by the written consent of the nominee.

At any meeting (AGM or SGM) no alteration, addition or deletion shall be made to the rules unless it is with the consent of 2/3 of the members present and eligible to vote, and all changes of rules are subject to the registration of clubs act.

The members of the club shall elect a Hon. Sailing Secretary, a Hon. Mooring Officer and a Hon. Safety Officer, and a Hon. Training Officer, annually. The members holding these offices may, subject to the approval of the committee, make such regulations and byelaws relating to their office, as they may deem necessary.

Candidates for election as committee members or officers shall not be eligible to act as tellers at any election at which they are candidates. In the event of an adjournment to any meetings no additional material, business, nominations or motions may be introduced at the re-convened meeting.

 

 

 

 

 

 

 

 

Rule 16. Special General Meetings:

 

The Hon. Secretary shall call an SGM on:

  1. Instruction from the committee.
  2. Within 30 days of receipt of a requisition stating the object of the meeting, provided the requisition is signed by at least fifteen (15) ordinary members.

           

 

Rule 17.  Finances:

 

The clubs financial year shall be from January 1st to December 31st of each year. Correct accounts and books shall be kept by the Hon. Treasurer showing the financial affairs, receipts and disbursements of the club. The accounts shall be audited yearly by auditors who shall be nominated by the committee before the expiration of the financial year.

All monies received on behalf of the club by any club member shall be paid immediately by that member to the Hon. Treasurer, who shall lodge those monies to the club’s bank account.

No withdrawl shall be made against the bank accounts of the club or against any other account where monies are on deposit on behalf of the club except under the signature of any two (2) of the following:

Hon. Secretary or Treasurer and two (2) members of the committee appointed for that purpose by the committee. All payments on behalf of the club shall be made by cheque drawn on the clubs bank account, except in the case of minor payments made by the Hon. Secretary or Treasurer, which may be made at their discretion from petty cash. All payments on behalf of the club (except in the case of payments from petty cash) shall be subject to approval in advance by the committee. In exceptional circumstances the Hon. Secretary and Treasurer may approve payments

But the Hon. Treasurer at the next meeting of the committee must seek postfactum approval for all such payments. At each committee meeting the Hon. Treasurer shall furnish a report giving a full account of:

  1. a) The total of monies in the club bank accounts, or on deposit elsewhere or otherwise invested on the club’s behalf on the date of the previous committee meeting.

b) Held by him/her on hand at that date.

  1. The monies received by him/her on behalf of the club since that date, the cheques drawn on the club’s account since that date.
  2. The total monies on the date of the then current meeting of the committee

a)      In the club’s account or on deposit elsewhere or otherwise invested on the club’s behalf.

b)      Held on hand by him/her.

 

No monies may be withdrawn from any deposit account of the club or from investments on behalf of the club except for transfer to the club’s current bank account. The prior approval of the committee shall be obtained for any such withdrawl of monies on deposit or from other investments.

 

 

 

 

 

 

 

 

 

 

Rule 18.  Borrowing;

 

The committee shall be empowered to borrow up to a total sum not exceeding #1,000 punts at its discretion on behalf of the club. To borrow in excess of that amount a SGM must be called to empower the committee to borrow the amount required and to direct the trustees to mortgage any of the club’s property as security for the purpose of that loan.

 

 

 

 

Rule 19.

 

No political or theological subject shall be discussed in the club or at any club or committee meeting.

 

Rule 20:

 

No member shall remove from or place in the club premises any newspaper, pamphlet, periodical, book or any other article unless with the permission of the committee. No member shall place or cause to be placed in the club premises any item or equipment without the permission of the committee.

 

Rule 21:

 

At least two (2) copies of the club rules and byelaws and one (1) updated list of members of the club shall be posted in the clubhouse.

 

Rule 22:

 

All craft skippered by club members and the crews thereof must obey all port authority and boat club rules, regulations and byelaws. Failure to adhere to this rule will result in disciplinary action against the owner/skipper of the boat concerned.

 

Rule 23:

 

Should any matter arise within the club and its management which is not covered by these rules, the matter shall be addressed by the committee and that decision shall be subject to ratification at the next AGM.

 

Rule 24:

 

These rules supersede all existing rules and shall take effect from the date of the SGM in 2000.

 

 

 

 

 

 

Rule 25:

 

No member of the committee and no manager or servant employed in the club shall have any personal interest in the sale of excisable liquors or in the profits arising from such sale.

 

 

Rule 26:

 

A visitor shall not be supplied with excisable liquor in the club premises unless on the invitation and in the company of a member. The member shall, upon the admission of such visitor to the club premises, or immediately upon his being supplied with such liquor, enter his/her own name and the name and address of the visitor in a book which shall be kept for that purpose and shall show the date of each visit.

 

 

 

Rule 27:

 

No excisable liquor shall be sold or supplied for consumption outside the premises of the club, except to members of the club, between the hours of 8 a.m. and 10 p.m.

 

Rule 28:

 

No person shall be allowed to become an honorary or temporary member of the club or be relieved of the payment of the annual subscription except honorary members as defined in rule 10 and temporary members as defined in rule 11.

 

Rule 29:

 

No excisable liquor shall be sold or supplied in the club premises to any person less than eighteen years of age.

 

 

 

 

 

 

 

 

 

 

 

 

Rule 30:

 

Subject to the exceptions specified in subsections (2) and (3) of Section 56, Intoxicating Liquor act 1927, as amended, no excisable liquor shall be supplied for consumption on the club premises to any person (other than a member of the club lodging on the club premises) or be consumed on those premises by any person (other than such a member)

a)      At any time on Christmas day or Good Friday, or

b)      On any other day, outside the hours specified in respect of that day in section 2(1)(b) (as substituted by section 3 of the Intoxicating Liquor Act 2000) of this act.

 

 

 

 

 

Rule 31:

 

Nothing in the Registration of Clubs Acts 1904 to 1999, or contained by virtue only of the operation of subsection (1) of Section 56 of the Intoxicating Liquor act 1927, as amended, in the rules of a club registered under those acts shall operate to prohibit the supply for consumption on the club premises of excisable liquor to any person or the consumption of excisable liquor on those premises by any person:

a)      on Christmas day between 1 p.m. and 3 p.m. or between 7 p.m. and 10 p.m. or

b)      on any other ay, for one hour after the expiration of any period in respect for that day during which it is lawful for the club, by virtue of subsection (1) (b) to supply any excisable liquor for consumption on the club premises. If in each case the excisable liquor is, ordered by or on behalf of that person at the same time as a substantial meal is so ordered and consumed by that person during the meal or after the meal has ended.

 

 

 

 

Poolbeg Yacht, Boat Club & Marina, South Bank, Pigeon House Road, Ringsend, Dublin 4, Ireland.
Telephone: +353 (0)1 668 9983 Facsimile: +353 (0)1 668 7177
Email: info@poolbegmarina.ie