The Sudbury Institute Club Constitution and Rules

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Amended at the Annual General Meeting, November 2015.

1. Club Name

The Club shall be called The Sudbury Institute Club, hereafter called the Club.

2. Membership

There shall be two categories of membership:
1. persons over 18 years of age;
2. persons over 65 years of age.
Joint Membership: a reduced subscription shall be paid for a joint membership; a spouse or partner. Such membership shall carry only one vote at any meeting.
Honorary Membership: granted to persons on the recommendation of the Committee and confirmed at each Annual General Meeting.
Officials, members of teams or other organisations visiting the Club for organised events may be admitted to the Club and allowed to buy alcohol for consumption on the premises only.

3. Admission

A candidate for membership must be proposed in writing by one Member and seconded by another Member. Both the proposer and the seconder shall have been members for at least three months and their subscriptions must be up to date. The name and address of the candidate must be clearly entered on the application form with the name and signature of the proposer and seconder.
This form will be clearly displayed in the Club for a period of at least seven days and will then be considered at the next Committee meeting.
A majority of votes at this meeting will decide on the membership application. There is no right to appeal. If the application is granted, he or she may take up membership after paying the subscription due.

4. Terms of Subscription

The joining fee and annual subscription for all categories of Members shall be such sums as voted on by Members at a General Meeting of the Club. Any suggested change to the joining fee and annual subscription should be submitted to the Secretary, in writing, three weeks before the Annual General Meeting or a Special General Meeting and posted in the Club for not less than ten days.
Subscriptions shall be paid in advance and shall fall due on the first day of October annually. Any Member whose subscription is more than three months in arrears shall be liable to have their name erased from the list of Members and therefore may cease to be a member of the Club.
Members joining after 31st March shall pay the full joining fee and half the annual subscription.

5. Cessation of Membership

Resignation: any Member wishing to discontinue his or her membership is requested to write to the Secretary confirming their resignation. Annual subscriptions are non-refundable.
Dismissal: any Member who, in the opinion of the Committee, shall have acted in a manner contrary to these Rules or prejudicial to the interest of the Club, may at the discretion of the Committee be summoned to attend before them at a meeting to investigate such conduct.
At such meeting, whether the offending Member is present or absent, the Committee may consider such evidence as is put before them and shall have the power to dismiss him or her from membership of the Club.

6. Change of Address

Any Member changing their address is requested to confirm this change in writing to the Secretary.

7. Introduction of Guests

Every Member shall have the privilege of introducing guests, but no Member may introduce more than two guests at any one time. The Member and guests must enter their names in the book kept for the purpose. No guest shall be introduced into the Club more than six times in any one year, after which, if they wish to join, they should apply for membership.
All Members introducing guests shall be responsible for their conduct in the Club.
The following shall not be admitted as guests:
1. former Members previously expelled from the Club;
2. any person who has had their membership application rejected.

8. Damage to Club Property

Any damage to articles belonging to the Club will be reported and the person responsible may be liable for the cost of repair or replacement, at the discretion of the Committee.

9. Opening of the Club

The Club shall be open daily, and closed at such times as the Committee may from time to time decide. The hours during which alcohol may be supplied in the Club shall be the same as those granted by the relevant licensing authorities, together with any additional hours which may be granted by them on application.
The only alcohol to be consumed on the Club’s premises shall be that which has been purchased from the Club bar.
Children must be kept away from the bar area and must not be allowed to play on the gaming machines or snooker tables unsupervised.
No alcohol shall be bought for anyone under 18 years of age.
Dogs shall be kept under the control of owners at all times.
Out of respect to other Club members, mobile phone calls should not be made or received at the bar.
As a rule, gentlemen are expected to remove their headwear when entering the Club premises. Exceptions can be made for medical or religious reasons.
Gentlemen should note that the wearing of vests or singlets is not permitted in the Club.

10. Trustees

There shall be at least four Trustees in whom all the property, real and personal, of the Club shall be vested in trust for the Club. All Trustees shall be full Members and every vacancy shall be supplied by Members at a General Meeting.

11. Officers of the Club

The Officers of the Club shall consist of a President, Vice-Presidents, a Secretary and a Treasurer, who shall be full Members, and up to eight other Members who shall together form the Committee.
The President, Vice-Presidents, Secretary and Treasurer shall be elected annually at the Annual General Meeting. Should a vacancy occur during the year, the Committee is empowered to fill such vacancy.

12. Auditors

A qualified accountant shall be appointed annually as an independent examiner by the Annual General Meeting.
All accounts shall be examined prior to the Annual General Meeting of the Club.
An audit of the accounts may be requested by 10% of the membership or the Trustees at any time.

13. Election of Committee

Up to four Members shall be elected to the Committee each year and shall hold office for two years. The retiring Members shall be eligible for re-election. Fourteen days prior to the meeting, the Secretary shall display in the Club a list of persons so proposed. To this list any Member may add their name, provided that it has both a proposer and seconder, at least four days before the date of the Annual General Meeting.
From this list the Committee shall be elected by ballot at the Annual General Meeting. Should a vacancy occur during the year, the Committee is empowered to fill such vacancy.
Should a vote be required at the Annual General Meeting, all fully paid-up Members unable to attend the meeting shall have the right to submit a clearly written notification of their voting wishes to the Secretary before midday on the day of the Annual General Meeting.
The Committee Chairman and Vice-Chairman shall be elected at the first Committee meeting after the Annual General Meeting.

14. Functions of the Committee

The Committee shall meet at regular intervals to conduct the business of the Club.
Five shall form a quorum.
Each of the selected Committee Members will be required to serve on at least one sub-committee.

15. Duties of the Secretary

The Secretary shall attend and record the minutes of Committee and General Meetings, and shall register all correspondence to the Club. If requested by three or more Committee Members, the Secretary will call a Special Committee Meeting.

16. Duties of the Treasurer

The Treasurer shall keep such books and accounts as may be required by the Committee. The Treasurer shall receive and pay monies on behalf of the Club, but no money shall be paid without an order from the Committee.

17. Annual General Meeting

The financial year shall end on the 30th day of September. An Annual General Meeting of Members shall be held as soon after October 1st in every year as shall be decided by the Committee for the election of Officers according to these Rules and the consideration of the Annual Report, as is usually carried out by a General Meeting.
All elections and questions shall be determined by the majority of votes. At elections, each Member shall be entitled to vote for the number of persons required to be elected, but only one vote shall be given to each candidate. If necessary, each Member shall be furnished with a voting slip.

18. Special General Meeting

A Special General Meeting of the membership may be called by the Committee, or at the request of twenty Members or one-fifth of the membership, whichever is the less, addressed to the Committee through the Secretary, for the purpose of altering the Rules and for the determination of such questions and matters as submitted to them.
A notice specifying generally the objects of the meeting shall be displayed in the Club and sent to each Member at least three clear days before the meeting.
If the object is an alteration of the Rules, the notice shall be in accordance with Rule 21.

19. Power as to Building etc.

Any purchased building, with the ground and appurtenances, shall be conveyed to the Trustees, in trust for the Club, in conformity with these Rules, and such Trustees may, when authorised by two-thirds of the Members at a Special Meeting or Extraordinary General Meeting, raise and appropriate money from time to time to defray the expense of permanent improvements in the building or additions thereto.

20. Dissolution

The Sudbury Institute Club may be dissolved by resolution of a Special General Meeting called for that purpose by a resolution of a Special Meeting of the Committee. Notice of the intended proposal shall be delivered to the known address of every Member at least four weeks, but not more than six weeks, before such a Special General Meeting.
Any remaining assets or liabilities shall be divided between those who are Members at the date of dissolution.

21. Alteration to Rules

No proposed alteration of any Rule shall be taken into consideration at any General Meeting until the same alteration shall have been specified in writing to the Secretary and displayed in the Club at least fourteen days previous to such meeting.
The proceedings of any Special General Meeting or Extraordinary General Meeting assembled contrary to this Rule shall be invalid.

The Sudbury Institute Club Members Charter

This Members Charter outlines the values, expectations, and standards of conduct for members. It helps maintain the Club’s ethos, promotes respectful behaviour, and sets out both member privileges and responsibilities.

Introduction

Welcome to The Sudbury Institute Club. We are a private members’ club. This Members Charter sets out the values, expectations, and responsibilities that underpin our special and unique community.

By joining The Sudbury Institute Club, members agree to uphold this Charter in spirit and in practice.

1. Club Values

As a member of The Sudbury Institute Club, you are expected to support and embody the following core values:

Respect: Treat all members, staff, and guests with courtesy and consideration.
Integrity: Conduct yourself honestly and honourably within and outside the Club.
Community: Contribute to a welcoming, inclusive, and supportive environment.
Confidentiality: Respect the privacy of fellow members and any sensitive matters discussed within the Club.

2. Conduct and Etiquette

Members agree to:

Abide by all Club rules, policies, and codes of conduct as laid out in The Sudbury Institute Club Constitution.
Respect Club property and facilities.
Dress appropriately, in line with the Club’s dress code.
Avoid behaviour that could harm the reputation or atmosphere of the Club.
Refrain from any behaviour that is deemed harassment, discrimination, or any form of misconduct, including abusive language.

3. Guest Policy

Members are most welcome to bring guests in accordance with the Club’s guest policy as set out in The Sudbury Institute Club Constitution.
Members are responsible for their guests’ behaviour while on Club premises.

4. Use of Facilities

Facilities are for the enjoyment of members and must be used respectfully.
Booking procedures, time limits, or restrictions may apply to certain areas or services.
Members and outside clubs using The Sudbury Institute Club facilities should leave spaces as they found them.

5. Privacy and Discretion

The privacy of members is paramount. What happens within the Club stays within the Club.
Photography or recording is prohibited unless explicitly permitted.
Sharing content or private conversations outside the Club without consent is grounds for disciplinary action.

6. Communication

The Club will keep members informed via email, newsletters, or social media channels.
Members are encouraged to provide feedback and engage in Club development.

7. Disciplinary Action

Breaches of this Charter or the Club rules may result in:

a verbal or written warning;
temporary suspension;
termination of membership.

Decisions are made at the discretion of the management or Members’ Committee and are final.

8. Amendments to the Charter

This Charter may be reviewed and updated periodically. Members will be notified of any changes in writing.

9. Declaration

By accepting membership, each individual affirms their commitment to uphold the principles and practices of this Charter.