Club Rules (updated 2016)
RULES OF CORK HARLEQUINS CLUB
The club shall be called Cork Harlequins Club.
2. MAIN OBJECT:
(a) The main object of the club is to promote Hockey primarily, Cricket and Table-tennis and any other athletic or amateur sport accepted by a two-thirds majority of the aforementioned sections (Hockey, Cricket and Table-Tennis) at a Special General Meeting. Members of such new sections shall have no voting powers and cannot hold any executive office.
(b) The Club shall be non-political and non-sectarian.
(a) The colours shall be Black, White and Red.
(b) The colours of the different branches shall be those arranged by the Committees of the branches, and sanctioned by Management Committee.
(a) Membership shall consist of the following:
7. Honorary Life
The Management Committee shall have power to elect to Membership, applicants whom the Committee shall deem desirable. Such applicants when elected, shall be known as Playing members, and shall have full voting rights.
The Management Committee shall have power to elect to Student Membership those who are;
(a) Students at University or College.
(b) Students attending Vocational Day Schools.
(c) Students attending Secondary or Primary Schools.
(d) Any person under 18 years.
Student members under 18 years shall not have direct representation on the Committee, nor voting power at general Meetings, and shall be subject to bye-laws as the Management Committee shall adopt from time to time in particular reference to Student Members.
The issue of family membership shall be at the sole discretion of the Management Committee and may be subject to such conditions and restrictions as this committee may direct. Family membership shall be defined as a couple and children under the age of eighteen years. The couple shall have full voting rights but children shall not.
The Management Committee shall have power to elect to Associate Membership applicants to, and members of the Cricket and Table Tennis Sections of the Club. Such members have no voting powers.
The Management Committee shall have power to elect non playing life members on application. Such members shall have voting rights.
The Management Committee shall have power to elect to Pavilion Membership applicants as in (i), but who are non-playing and, therefore, not affiliated to any branch. Such members have no voting powers.
vii. Honorary Life:
Honorary Life membership shall be recommended by the Management Committee and must be ratified at the ensuing Annual General Meeting at which time it may be conferred on the member. Such members shall have voting rights.
The Management Committee shall have power to elect to Country Membership applicants who reside over 60 miles from Cork. Such members have no voting rights.
5. APPLICATION FOR MEMBERSHIP:
(a) A candidate seeking admission as a member of the Club or its constituent Branches must obtain the prescribed applications form and copy of the rules, which will be forwarded on receipt of written request to the Honorary General Secretary. The candidate shall duly fill up and sign the Application Form, which on completion must be returned to the Honorary General Secretary, together with the appropriate Subscription and Entrance Fee, if any, which will be refunded should the application be unsuccessful.
The Application Form must bear the signature of the candidate’s Proposer and Seconder, who must both be full or associate members of the Club.
(b) The names and addresses of all candidates for membership together with the names of their Proposers and Seconders shall be exhibited in the Club Pavilion for two weeks by the Honorary General Secretary prior to submission for election to the management committee, during which period all objections to the election of candidates, together with reason for the objections shall be lodged with the Honorary General Secretary. The application must be accepted by the Management Committee by a two-thirds majority. On receipt of a membership card, it shall be considered that the applicant has been duly elected a member of the Club, and that he/she thereby undertakes to abide by the Rules of the Club.
(a) The Club subscriptions shall be fixed by the Management Committee and reviewed every year.
(b) All Club Subscriptions shall be paid in advance./
(c) Annual Subscriptions for hockey and table tennis shall become due from the 1st of September and shall cover members to the 31st of August following and Cricket from the 1st of April to the 31st of March following.
(d) Any members whose Annual Subscriptions is in arrears for a period of thirty days after date of notification that same is due, shall cease to be a member of the Club, and shall be ineligible to participate in the games of any branch of the Club, or to partake in any of the privileges attached to Non-Playing Members.
(e) The Management Committee shall have power to re-instate any person whose membership has lapsed, upon payment of his or her subscription.
The officers of the Club shall consist of:
President, Vice-President, Trustees, Chairman, Vice-Chairman, Honorary General Treasurer, and Honorary General Secretary.
8. ELECTION AND MANAGEMENT:
(a) The Club shall be managed by a Management Committee consisting of:
i. Chairman, Vice-Chairman, Honorary General Secretary, Honorary General Treasurer.
ii. One member from each of the following sections, Men’s Hockey, Ladies Hockey, Cricket and Table Tennis who shall be elected by their respective sections.
iii. Two members from Men’s Hockey Section and two members from Ladies Section who shall be elected at the Club Annual General Meeting.
(b) The members of the Management Committee shall be elected by the Members of the Club, present and entitled to vote, at the Annual General Meeting of the Club. Branch Members to be elected at the Annual General Meeting of their own Branch.
(c) Only fully paid up members entitled to vote and present may so do at General Meetings.
(d) The President shall be a Member of the Management Committee and an Honorary Club Member during the year of office.
(e) The Management Committee shall have power to acquire premises and grounds for the benefit of the members.
(f) The Management Committee shall arrange for the appointment and control of all sub-committees.
(g) The President, Chairman, Honorary General Secretary and Honorary General Treasurer, shall be ex-officio members of all Sub-Committees.
(h) The Management Committee shall have power to operate the Banking Account or accounts of the Club. All payments over €75 must be paid by either cheque or electronic bank transfer, which must be signed/authorised by the President or Chairman and Honorary General Treasurer.
(i) The Management Committee shall arrange for the appointment of Trustees.
(j) The Trustees shall be furnished with an Agenda and shall be entitled to attend and take part in all meetings of the Management Committee, but shall not be entitled to vote except on matters concerned with the financial affairs of the Club.
(k) Any item of expenditure which it is proposed to discuss at a Management Meeting and which is not in the ordinary course of the Management of the affairs of the Club shall be particularised upon the Agenda prepared for the Meeting.
(l) The Management Committee shall have power to direct the Trustees to invest Surplus Funds in approved Trustee Securities for the benefit of the Club.
(m) The Management Committee shall have the sole right to appoint employees of the Club and to decide upon their remuneration. Such employees shall not be eligible for election to the Management Committee, be an officer of the Club or attend Management Meetings.
(n) Should any Member of the Management Committee, other than a Branch representative resign or his position otherwise lapse, the Management Committee shall have the power to fill the vacancy by co-option from the body of members which the lapsed member represented.
(o) Any member of the Management Committee who shall have absented himself from three consecutive meetings, without reasonable explanation, shall be deemed to have resigned from the Management Committee.
(p) The Management Committee shall have the power to expel or suspend any member of the Club whose actions are, in the opinion of the Management Committee, prejudicial to the interests of the Club, but such person shall have the right to appeal to a Special General Meeting as provided in Rule 13.
(q) The Management Committee (Seven of whom shall form a quorum) shall meet at least once a month.
(r) Each Branch of the Club shall have the right to be heard by the Management Committee upon any complaint or representation sent by the Branch in writing to the Honorary General Secretary.
(s) Special Meeting of the Management Committee may be called by the Honorary General Secretary as occasion demands. A Special Meeting of the Management Committee shall also be called within three days of the receipt by the Honorary General Secretary of a requisition duly signed by five members of the Club and setting out the purpose for which such Special Meeting is required. Seven members shall constitute a quorum at such Special Meeting.
(a) The property of the Club shall be vested in Trustees, the number of whom shall not be more than five nor less than three. The Trustees shall hold office until retirement or decease. Whenever the number of Trustees shall have fallen below three, the Management Committee (who shall have the power of selection) shall at their next meeting, elect Trustees, so as to bring the total number up to five. The Trustees, provided they carry out the due directions of the Management Committee shall be indemnified against risk and expense out of Club Property.
(b) If at any time the members, at an Annual General Meeting, or at a Special General Meeting called for the purpose, shall pass a Resolution authorising the Management Committee to borrow money the Management Committee shall thereupon be empowered to borrow for the purpose of the Club such amount of money, in such form and manner and upon such security, as shall be specified in such Resolution. Thereupon the Trustees shall, at the direction of the Management Committee, make all such dispositions of the Club property or any part thereof, and enter into such Agreements in relation thereto as the Management Committee may deem proper for giving security for such loans. 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 Resolutions.
(c) The Management Committee shall have power by Resolution, duly passed at a Management Meeting to borrow without security, for the purpose of the Club, a sum not exceeding one-third of the Book value of the Clubs Assets at the date of such Resolution.
(d) This decision of Management Committee must be presented to a Special General Meeting for ratification by two-thirds majority of those present and entitled to vote.
(a) Correct Accounts and Books shall be kept by the Honorary General Treasurer showing financial affairs, receipts, and disbursements of the Club. Such Accounts and Books shall not be destroyed.
(b) The Honorary General Treasurer shall furnish security, by an Insurance Bond for the Funds under his control during his term of office, the Premium for such bond to be paid out of the funds of the Club.
11. GENERAL MEETINGS.
(a) Ten days notice of all Meetings, General or Special shall be given by the Honorary Secretary to all members of the Club.
(b) The Chair shall be taken at General Meetings by the President of the Club, or, in his / her absence, by one of the Officers of the Club.
(c) The Chairman of a General Meeting, Management Committee Meeting, or any Sub-Committee Meeting shall have a casting vote in addition to his / her vote as a member.
(d) The Club Bar shall remain closed for the duration of all General Meetings.
12. ANNUAL GENERAL MEETING:
(a) The Annual General Meeting of the Club shall be held in the month of March at the Club Premises, Harlequin Park, Rathmacullig East, as arranged by the Management Committee.
(b) A general notice of the date, time and venue of the Annual General Meeting shall be posted on the Club Pavilion Notice Board not later than the 31st of January each year.
(c) i. Nomination for the position of President, Chairman, Honorary General Secretary and Honorary General Treasurer must be received in writing by the Honorary General Secretary 21 days before the Annual General Meeting, together with the signatures of the proposer, seconder and nominee. Nominations may only be made by full paying or associate Club members or by Management Committee. Such nomination must also be displayed on the Club Notice Board. Motions to Honorary General Secretary 21 days prior to the Annual General Meeting.
Notice of motions must be received by the Honorary General Secretary in writing 21 days prior to the A.G.M. such notice to be signed the proposer and seconder and to include details of such motion.
ii. A detailed notice of the Annual General Meeting shall be sent to all members to arrive not later than ten days prior to the meeting. Such notice to include the following:
b) Copy of Club accounts duly audited.
c) Nominations for the positions as officers of the Club.
d) Notice of motions down for discussion at the Annual General Meeting.
(d) The following business shall be transacted at the Annual General Meeting:
a) Read and confirm minutes of the previous Annual General Meeting or Special Meetings held during the season under review.
b) Presidents Address.
c) Chairman’s Address.
e) Branch Secretaries Report.
f) Consider and adopt an audited statement of the Club Accounts for the period 1st of January to 31st of December.
g) Election of Club Officers. (See Rule 7)
h) Election of Management Committee (See Rule 8.a).
i) Election of Club Auditors.
j) Consider notices of motions.
k) Consider any other business proposed and seconded by members present and entitled to vote.
(e) A professional accountant shall be appointed to audit and report on the accounts of the Club in respect of the year under review. Such accounts shall be submitted to him by the Honorary General Treasurer not later than the 21st of January each year.
13. SPECIAL MEETINGS:
(a) A Special General Meeting of the Club shall be called by the Honorary General Secretary within 21 days, if directed by the Management Committee, or demanded in writing by not less than ten full or associate members, who in their requisition shall state the object of such Meeting, and no other business shall be transacted at such meetings.
(b) A Fee of £25 shall accompany the requisition by the Members calling such Meeting, which Fee shall be forfeited to the Funds of the Club, if the matter be considered frivolous by the majority of those present and entitled to vote.
(c) Notice of Special General Meeting shall be posted on the Club Notice Board not less than ten days prior the the meeting.
(d) Detailed notice of the Special General Meeting shall be sent to each member of the Club to arrive not less than ten days prior to the date of meeting. Such notice to include motion to be discussed and the name of the proposer and seconder of the motion.
(a) No Branch of the Club may be formed without the permission of the Management Committee, subject to ratification at a Special General Meeting as provided in rule 2 (a).
(b) The members of each Branch shall have power to elect. Officers and Committees; and to make rules, for the internal Management of their own Branches subject to the Management Committee.
(c) The Rules of each Branch must be submitted to and approved by the Management Committee.
(d) Each Branch Committee shall keep Minutes of all meetings held, and shall, as may be directed by the Management Committee, produce all minutes of such meetings, and duly vouch on account of all monies received and disbursed.
(e) No liability shall be incurred by a Branch, without prior sanction of the Management Committee unless the funds of such Branch cover such liability.
(f) A duly audited copy of each Branch’s Accounts shall be submitted to the Management Committee immediately following the Annual General Meeting of each Branch.
(g) No branch shall permit any person who has not been duly elected a member of the Club, or whose membership has lapsed, to take part in its activities.
(h) The Management Committee shall have power, by Resolution passed at a Management Meeting to suspend or dissolve any Branch Committee.
(i) Any member of any Branch of the Club who is suspended by that Branch for default in payment of the Subscription incurred to that Branch, shall be considered suspended as a member of all Branches of the Club, until such outstanding Subscription is paid.
(j) Any member of any Branch who shall bring the Club into disrepute shall be liable to expulsion or suspension from the Club, and /or a fine.
(k) The Management Committee may delegate to the. Committees of the various Branches the organisation and control of Competitions, Sports, Social Functions, etc., from time to time as the Management Committee may deem advisable. Members taking part in same must abide by the decision of the Branch Committee to which such control is so delegated.
(l) The President, Chairman, Honorary General Secretary and the Honorary General Treasurer shall be ex-officio members of all Branch Committees.
(m) All Fund raising activities by branches must be submitted to and approved by Management prior to commencement.
The Rules of the Club shall be printed, and a copy thereof available on request to each member.
A copy of all amendments or alterations shall be notified to all members immediately subsequent to the General Meeting at which such amendments or alterations have been adopted.
The Management Committee shall have the power of deciding all questions not provided for in these Rules, subject to appeal to a General Meeting.
16. ALTERATION OF RULES:
Alterations or additions to the foregoing Rules may be made at an Annual General Meeting or at Special General Meeting called for that purpose, provided that the resolution proposing same is carried by a vote of two-thirds majority of the members present and entitled to vote.
Members desiring to propose alterations or additions to Rules must sent notice of the proposed alterations or additions, in writing to the Honorary General Secretary not later than 31st of January preceding the Annual General Meeting or may do so by calling a Special General Meeting as provided by Rule 13. Other than rules prescribed by statue and by order of the Management Committee, no other business may be transacted at this Meeting.
No addition, alteration or amendment shall be made to the provisions of the main object clause, the income and property clause, the winding up clause, the keeping of accounts clause or this clause of the Constitution for the time being in force unless the same shall have been previously approved in writing by the Revenue Commissioners.
17.INCOME AND PROPERTY
The income and property of the club shall be applied solely towards the promotion of its main object(s) as set forth in this Constitution. No portion of the Club’s income and property shall be paid or transferred directly or indirectly by way of dividend, bonus or otherwise howsoever by way of profit, to the members of the club. No Officer shall be appointed to any office of the Club paid by salary or fees, or receive any remuneration or any other benefit in money or money’s worth from the Club. However, nothing shall prevent any payment in good faith by the Club of:
- reasonable and proper remuneration to any member, officer or servant of the Club (not being an officer) for any services rendered to the Club;
- interest at a rate not exceeding 5% per annum on money lent by Offices or other members of the Club to the Club;
- reasonable and proper rent for premises demised and let by any member of the Club (including any Officer) to the Club;
- reasonable and proper out-of-pocket expenses incurred by any Officer in connection with their attendance to any matter affecting the Club;
- fees, remuneration or other benefit in money or money’s worth to any Company of which an Officer may be a member holding not more than one hundredth part of the issued capital of such Company;
If upon the winding up or dissolution of the Club there remains, after the satisfaction of all its debts and liabilities, any property whatsoever, it shall not be paid to or distributed among the members of the Club. Instead, such property shall be given or transferred to some other institution or institutions having main objects similar to the main objects of the Club. The institution or institutions to which the property is to be given or transferred shall prohibit the distribution of its or their income and property among its or their members to an extent at least as great as is imposed on the Club under of by virtue of Clause 17 hereof. Members of the Club shall select the relevant institution or institutions at or before the time of dissolution, and if and so far as effect cannot be given to such provisions, then the property shall be given or transferred to some charitable object.
19.KEEPING OF ACCOUNTS
Annual accounts shall be kept and made available to the Revenue Commissioners on request.
20. No member of the Management Committee, Manager or Servant employed by the Club shall have any personal interest in the sale of excisable liquor, food or beverages, goods or services therein, or in the profit arising therefrom.
21. No excisable liquor shall be supplied for consumption on the Club Premises to any person (other than a Member of the Club lodging in the Club Premises), or be consumed on the Club Premises by any person (other than a member of the Club lodging in the Club Premises). No excisable liquor shall be sold or supplied to any person under 18 years of age.22. 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 admission of such visitor to the Club Premises, or immediately upon his being supplied with such liquor, enter his own name and name and address of the visitor in a book which shall be kept for that purpose and which shall show the date of each visit.