Constitution and Rules

Overton Memorial Institute Constitution and Rules

1.     Name.

The Club shall be called the Overton Memorial Institute.

2.     Address.

The Club shall be situated at London Road, Overton, Hants. RG25 3NN

3.     Objectives.

The objects of the club shall be to carry out the business of a bona –fide members club providing the means for social activity, mutual helpfulness, mental and moral improvement, recreation, and other advantages of club membership. The club shall be non-sectarian and non-political.

4.     Management.

a) The Treasurer shall be authorised to receive all monies on behalf of the Club and pay for all goods and services purchased on behalf of the Club. All cheques are to be signed by the Treasurer and one other Officer authorised to do so. The Treasurer shall keep such accounts of monies received and expended and render to the management committee or the Annual General Meeting, an interim or Final Annual Account as the Committee Directs.

b) Monies received on behalf of the Club shall not be paid to any of its members unless for approved goods or services, but will be applied towards carrying out the objectives of the Club. Monies may be expended on the maintenance, repair or alteration of the Club Premises and may also include the cost of replacement of furniture and/or fittings.

c) Surplus funds may be invested in such a way as the committee may from time to time direct and may if so desired include the acquisition of land or buildings.

d) The buildings, Property and Tenure of the Land of the institute shall be vested in the names of four trustees, whose decisions on all matters affecting the finances of the club shall be final

e) The four trustees shall be nominated in the first instances be the Committee of the club and thereafter vacancies shall be filled by ballot in the Annual General Meeting

5     Qualifications for Membership.

Membership of the Club shall be open to persons over the age of sixteen and of both sexes.
Membership shall be granted under the following headings.

a) Full Membership.
Applicants for Full Membership shall have attained the age of Eighteen years

b) Junior Membership.
Applicants for Junior Membership shall have attained the age of sixteen and must have at least one parent or guardian who consents to them becoming a member.

c) Life Membership
Applicants for Life membership must have attained the age of Sixty Five years (For Males) of sixty years (For Females) and must have been full members for three years prior to application. As from 1st January 2013, applicants for Life membership must have attained the age of Sixty Five years whether they are male or female.

d) RBL Membership
Full ordinary members of the Overton Branch of the Royal British Legion (Now attached to Basingstoke) are automatically members

6     Terms of Membership.
The subscription for each class of membership shall be fixed from time to time by the management committee. The annual subscription shall be due and payable by the 31st January. After this date, no person(s) shall be served alcohol, unless they become a member of the club.  The rule will still apply for new people coming into the village. They will be allowed to enter the club twice, without joining, for them to make up their minds whether to join or not. After two visits they must become members.

7     Register of Club Members.
There shall be kept on the Club Premises a Register of the Names and Addresses of the Club Members

8     Misconduct of a Club Member.
Any member of the Management Committee or the Club Bar Steward shall have the power, as they think fit to either suspend a member or warn them as to their future conduct on the Club Premises should they commit any act which may cause injury to the Clubs reputation or is considered to be against the interests of the other Club members.

9     Expulsion of a Member.
When a member is suspended the Secretary shall send the person notice of their suspension to their home address and shall ask the member to attend a meeting which is to be convened within ten days of the date of the letter, with the Management Committee to explain their conduct. If the Committee on hearing the evidence that may be called and after affording the member a fair and honest hearing decide that the offence is of a serious nature, they may either decide to suspend the member for a period as they think fit or immediately terminate the persons membership, this must be by a majority of the committee members present at the meeting. Any person so expelled shall thereupon cease to be a member and forfeit all rights as such.

10     Termination.
In addition to the provisions dealing with termination described in rules 6 to 9 above, any member may resign their membership by giving written notice to that effect to the Club Secretary.

11     Admission of Guests by a Member.
Members may introduce guests to the Club, but no more than two guests may be admitted at any one time by any member. The member and his guest/s must sign the visitor’s book kept behind the bar for that purpose. The member must accompany the guest/s whilst on the Club premise and is responsible for ensuring that the rules of the Club are strictly observed. Guests will be allowed to purchase refreshments and intoxicating liquor for consumption on the premises, to play pool, bingo and the gaming machine. No person may be signed in as a guest on a regular basis if the person lives within the village of Overton. No member whose membership has ceased or has been suspended under rules 8 to 10 shall be admitted as a guest. A young person under the age of 16 shall be allowed into the club as long as they are accompanied by their parent, grand-parent or legal guardian (who is a member) and are responsible for their conduct

12     Admission of Visitors.
The Club shall admit visitors who are members of visiting teams who are playing matches against the Club; such persons shall sign the visitor’s book stating the name of their Pub, Club or Organisation. These visitors are permitted to purchase refreshments and intoxicating liquor for consumption on the premises. They are permitted to play the gaming machines.

13     Special Functions.
The Committee may authorise functions such as Wedding Receptions, Birthday Parties, Presentations or any other like celebration or event (16th – 21st birthday parties are not permitted), organised by a Club Member where non-members will be permitted to attend. The member organising such an event shall provide the committee in advance of the function with a full list of those attending. Guests attending these functions are permitted to purchase drinks for consumption on the Club premises.

14     Officers.
The Officers of the Club shall be a Chairperson, Secretary and Treasurer, all of whom shall be elected by Ballot at the Annual General Meeting. Any of the Officers shall be removable from office at anytime providing that two thirds of the members present at a meeting called for that purpose vote in favour of such a removal.

15     Committee.
The affairs of the Club shall be managed by a management committee consisting of a minimum of six members who shall be elected each year at the Annual General Meeting plus the three Officers. No member can be nominated for either officer or committee member until they have been a club member for at least twelve months.

16     General Meetings.
The Annual General Meeting (AGM) of the Club shall be held in March each year and fifteen months shall not elapse without an AGM being held. The purpose of the meeting shall be for the election of Officers and Members of the Management Committee, presentation of the Audited Accounts for the previous year and reports from the Officers. At least 14 days prior to the date fixed for the AGM the secretary shall post notices in the Club stating the time, date and place of the meeting.

17     Special General Meeting.
A Special General Meeting (SGM) must be called by the Secretary if required to do so by a requisition signed by not less than fifteen members of the Club. The meeting shall be held not less than 14 days or more than 21 days after the receipt of the requisition and shall only deal with the business specified in the request.

18    Voting.
At an AGM the voting shall be confined to Full, Life and British Legion Members of the Club, each of whom shall have one vote. In the case of a tie the motion shall be lost (their cannot be a chairpersons casting vote) a simple majority shall be sufficient for ordinary motions put to the meeting, but alterations and amendments to these rules must receive a majority of two thirds of the members present. Members entitled to vote but not present at the AGM shall be bound by the decisions of the meeting.

19    Quorum for Meetings
The quorum for AGMs or SGMs shall be ten members present. No motion shall be put to a meeting attended by fewer than that number. The quorum for Management Committee meetings of the Club shall be four members present two of whom must be Officers.

20     Byelaws.
The Management Committee may from time to time make byelaws, not inconsistent with these rules, nor with current or future legislation or regulations from the appropriate authorities, for the conduct of members and governing the affairs of the Club. A copy of these bylaws must be available on request by any member and a copy must be posted on the Club Notice Board.

21     Intoxicating Liquor.
The purchase and supply to members of intoxicating liquor on the Club Premises shall be under the control of the Management Committee. Intoxicating Liquor shall be supplied on the Club Premises to Full Members and on their order and to guests in accordance with the permitted hours laid down under the terms of the current Local Authority license. And fixed by the Management Committee under the Club Byelaws. The permitted opening hours shall be posted on the Club Notice Board at all times.

22     Alteration to The Rules.
The rules of the Club may from time to time be amended, repealed or replaced by a resolution at the AGM of the Club, providing that any resolution receives a majority of at least two thirds of those members present and entitled to vote.

23     Dissolution.
A motion for the winding up of the Club may be put to a SGM called for that purpose, on a reasonable notice in writing to all members on the register. At such a meeting a majority of three quarters of those present and entitled to vote shall be required for such a motion to be carried. The assets of the Club after the payment of all debts and liabilities shall be devoted to a purpose designated by the meeting.

24     Heading.
The headings contained in these rules are for ease of reference only and shall not be taken into account in their interpretation.

26    Interpretation.
Reference to the masculine shall include the feminine and where appropriate the singular and the plural.

Last revision: 19th March 2015