Castaways Rules

1.              OFFICERS
The Officers of the Club shall consist of Commodore, Vice-Commodore, Rear-Commodore (who shall be Flag Officers), Bosun, Honorary Secretary and Honorary Treasurer, who shall be Full Members.

2.              COMMITTEE

a)              The general affairs of the Club shall be managed by a Committee consisting of the six Officers and three Members who shall be Full Members. They shall hold office until the end of the meeting at which their successors have been elected, being eligible for re-election at that meeting, except as stated below. In the event of a vacancy in the Committee occurring between two AGMs, such vacancy may be filled by the Committee.  Further Members may be co-opted by the Committee as necessary but they shall have no voting rights.  No Committee member whether elected or co-opted may serve for more than six consecutive years, but this shall not prevent the Commodore serving a second consecutive year.  Meetings of the Committee shall be chaired by the most senior Flag Officer present.

b)              Meetings of the Committee may be convened by any member of the Committee.  Four members of the Committee, who must include a Flag Officer, shall form a quorum.  In the case of equality of votes the chairman shall have a second casting vote.

c)              The Committee may from time to time appoint sub-committees and any sub-committee so appointed may be empowered to act without further reference to the Committee.

3.              ELECTION OF COMMITTEE
Candidates for election must be proposed and seconded by Full Members either by post, nominations being received before the AGM, or at the AGM, and must signify their acceptance.  The Committee will be elected by ballot in the following order: Commodore, Vice-Commodore, Rear-Commodore, Bosun, Honorary Secretary, Honorary Treasurer, three members.  Before each such vote is taken the Chairman will call for any further nominations and the candidates properly nominated will be voted for and the result of each ballot will be announced before proceeding to the election of the next Officer or group of three members.

4.              MATTERS ARISING
Any matter arising which is not provided for by these rules shall be referred to the Committee whose decision shall be binding on members unless varied or abrogated by a General Meeting (GM).

5.              DUTIES OF OFFICERS
When a Committee takes office the members of that Committee will satisfy themselves that the report to the AGM of the previous Committee gives a true representation of the affairs of the Club.  If the Committee finds any discrepancies or irregularities it will give notice of an Extraordinary General Meeting (EGM) within 60 days of their election.  At this EGM it will state exactly the nature of the irregularities.  If such an EGM is not called the Committee will be deemed to have taken over all accounts, documents and outstanding business from the previous Committee.

a)              Although the Committee is responsible for all the affairs of the Club, each Officer will assume the particular responsibilities set out below:

i)      Commodore
The Commodore will co-ordinate the activities of all other Committee Members and will ensure that the policy of the Club determined at GMs is carried out by the Committee and is accurately represented to persons and organisations with whom the Club may have dealings.  The Commodore will normally preside at all Club functions and be the Chairman at GMs and Committee meetings but he may from time to time appoint another Officer to deputise for him.

ii)     Vice Commodore
The Vice-Commodore will be responsible for organising all sailing activities, selection of teams and the care of all Club Property concerned with sailing.

iii)   Rear-Commodore
The Rear-Commodore will be responsible for organising all social functions including the entertainment of Club guests and visiting teams.

iv)    Honorary Secretary
The Hon Secretary will be responsible for:

(a)          keeping all Club records including minutes of GMs and Committee meetings

(b)          dealing with all Club correspondence in conjunction with the other Club Officers

(c)          informing members of all Club matters which affect them including giving notice of meetings

(d)          sending to each newly elected member, immediately, upon his election, written notice thereof together with a copy of the Constitution and Rules.

v)     Honorary Treasurer
The Hon Treasurer will be responsible for all financial matters including:

(a)          keeping accounts of all Club funds

(b)          producing audited accounts for presentation to the AGM

(c)          collecting all subscriptions and other money due to the Club

(d)          paying all moneys due from the Club

6.              SUBSCRIPTIONS
The entrance fee and subscriptions shall be as decided from time to time by a GM.

7.              EXPULSION OF MEMBERS
Any Member contravening the Rules or behaving in a manner prejudicial to the Club my be expelled by the Committee. The Member concerned will be invited to attend a Committee meeting to explain his conduct.  The Committee will then inform the Member, in writing, either that it finds his explanation satisfactory, or that it does not, in which case he is to be expelled from the Club, his membership to cease 28 days from the date of the letter. The Member may appeal against this decision by calling an EGM in accordance with Rule 8(b). The Committee will notify the next AGM of all expulsions it has carried out.

8.              GENERAL MEETINGS

a)              Annual General Meetings
An AGM will be held after the end of the Financial Year and before 31st December of that year. The purpose of an AGM is to review the previous years activities, to plan for the coming year and to transact any other business. All Full Members will receive 28 days' notice of an EGM together with an agenda for the meeting.

b)              Extraordinary General Meetings
EGMs will be held for the purpose of dealing with any special or urgent business which cannot be delayed until the next AGM. Any five Full Members may request the Committee to call an EGM. The five Members will inform the Committee of the special business which they wish the EGM to consider. The Committee will immediately give all Full Members 14 days' notice of the EGM, stating the special purpose for which it is to be held. The Committee may also call an EGM. An EGM will be conducted in the same manner as an AGM.

c)              Voting
Only Full Members are entitled to vote at GMs. Each Full Member will have one vote only. There will be no voting by proxy.

A GM will be chaired by the most senior Flag Officer present. In the absence of a Flag Officer the meeting will elect a chairman. The Chairman will have a casting vote. On points of order the Chairman's ruling shall be final.

9.              RESIGNATION OF MEMBERS
A member may resign at any time by giving notice in writing to the Hon Secretary and paying his subscription for the current year if unpaid.

10.          MEMBERS ADDRESSES
Every member shall from time to time inform the Hon Secretary of the address to which he wants notices or other communications from the Club to be sent, and all notices required by these Rules to be given to members shall be deemed to have been duly given if sent to such an address.

11.          ACCOUNTS
At every AGM two members of the Club not being members of the Committee shall be elected to serve as Auditors for the coming year. A vacancy occurring in the office of Auditor during the year shall be filled by the Committee. A copy of the audited accounts shall be sent to every Full Member of the Club.

12.          AMENDMENTS TO THE CONSTITUTION

a)              The details of any proposed amendment to the Constitution which must be lodged with the Committee as specified in Article 6 of the Constitution are:
Text of Amendment, Name of Proposer, Name of Seconder.

b)              A written vote on any proposed amendment to the Constitution will consist of:

i)      A clear indication of the amendment concerned

ii)     The word "For" or "Against"

iii)   The signature of the voter

This paper will be enclosed in a sealed envelope marked "VOTE" and carrying a brief indication of the amendment. It will be sent to        the Secretary at or before the AGM as specified in the Constitution. The envelope will be opened at the AGM when the vote on the amendment is taken. The name of the voter but not his vote will be read to the meeting and the vote will be counted with the votes of the Members present.

13.          AMENDMENTS TO THE RULES

a)              It is intended that these Rules shall give effect to the Constitution. The Rules shall be subordinate to the Constitution and nothing in them shall be held to be contrary to anything in the Constitution.

b)              The Rules may be amended by a simple majority at any GM. An amendment will be proposed, seconded, discussed and voted upon in the same manner as any other resolution. An amendment will not be retrospective.

14.          NOTIFICATION OF AMENDMENTS
The Honorary Secretary will notify all members of any amendment to the Constitution or the Rules and thereafter such amendment will be binding on all members whether or not they were present at the GM when the amendment was made.

15.          FINANCIAL ARRANGEMENTS

a)              The Financial Year of the Club shall start on October 1st and end on September 30th of the following year.

b)              The Hon Treasurer and either the Hon Secretary or the Commodore or the Rear-Commodore must sign all cheques paid out by the Club.

c)              Officers and members of the Club will not incur any expenditure on behalf of the Club except with the authority of the Hon Treasurer.

d)              All money in and out of the Club shall so far as possible be accounted for by receipts and vouchers.

16.          RESPONSIBILITY OF THE CLUB
Castaways accepts no responsibility whatsoever in respect of any damage, or loss of property, or personal injury, howsoever caused.

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