The name of the Club shall be the Southampton City Pétanque Club (hereinafter referred to as "the Club") which name may be abbreviated to SCPC for ease of reference where appropriate.
2.1. The Club and all members thereof shall affiliate to and be members of the English Pétanque Association (EPA) and the Southern Counties Pétanque Association (SCPA) and shall obtain and maintain such membership through the payment of such fees and subscriptions to such representatives of the EPA and SCPA as may be determined from time to time under the Constitution and Rules of the EPA and SCPA, and by adherence to the said Constitutions and Rules.
2.2. The Club and all members thereof shall affiliate to and be members of the Millbrook Rugby Football Club (Millbrook RFC) and shall obtain and maintain such membership through the payment of such fees and subscriptions to such representatives of the Millbrook RFC as may be determined from time to time under the Constitution and Rules of the Millbrook RFC, and by adherence to the said Constitution and Rules.
The objectives of the Club are to promote the game of pétanque by all means at its disposal as set out in the Constitutions of the EPA and SCPA, to participate in playing the game at local, Regional and National levels, and to encourage associated social activities.
Membership shall be open to anyone interested in playing pétanque and supporting the objectives of the Club. Prospective members shall be proposed and seconded by current members of the Club and be approved by the Committee. Members shall pay on request such membership and other fees as may from time to time be properly determined. The ‘membership year’ for subscription purposes shall run from 1st January to 31st December.
The benefits of membership of SCPC shall be the right to participate in all events and competitions organised by SCPC in accordance with the terms of participation of those events and competitions, together with the relevant benefits of membership of the SCPA and EPA and of Millbrook RFC, together with all other rights of membership of SCPC stated or implied in this Constitution.
The Club shall have three classes of membership, as follows:
a) Adult Member;
b) Honorary Life Member;
c) Junior Member.
Adult Members shall be aged 18 or over at the commencement of the membership year (i.e. on 1st January) and shall be entitled to the full benefits of membership of the Club, the SCPA and the EPA and the relevant benefits of membership of Millbrook RFC on payment of all requisite subscriptions.
Honorary Life Membership may be conferred on Adult Members who have performed exceptionally valuable service to the Club by a resolution of an AGM on a recommendation by the Committee and shall entitle the holder to the full benefits of membership of the Club, the SCPA and the EPA and the relevant benefits of membership of Millbrook RFC without the payment by the holder of any subscription.
Junior Members of SCPC shall be members aged under 18 at the commencement of the membership year (i.e. on 1st January) and shall be entitled to the full benefits of membership of the Club, the benefits of membership of the SCPA and EPA and the relevant benefits of membership of Millbrook RFC consequent upon their category of membership of these bodies on payment of all requisite subscriptions.
The Committee may refuse to approve, or may terminate, the membership of any person who:
a) fails to pay Club fees as requested;
b) brings the game, the Club, or any organisation to which the Club is affiliated into disrepute;
c) does not comply with the Constitution or Rules of any organisation to which the Club is affiliated, or has membership thereof rejected or terminated for whatever reason.
Any person whose membership is not approved or is terminated by the Committee shall be entitled to a personal hearing by the Committee within one calendar month of notice of such rejection or termination. The Committee's decision at such a hearing shall be binding and final. Any person whose membership is so rejected or terminated shall forfeit forthwith all rights and benefits of membership of the Club and shall not be entitled to repayment of any fees or subscriptions.
The assets of the Club shall be owned jointly and equally by all current members of the Club. In the event of dissolution of the Club, and subject to the Constitution and Rules of any organisation to which the Club is affiliated, any assets remaining after the satisfaction of all outstanding debts shall be divided between current members of the Club at the time of dissolution on an equal per capita basis.
6. GENERAL MEETINGS
6.1. General Meetings shall be open to all Club members. Each member in attendance at a General Meeting shall have one vote. The quorum at a General Meeting shall be not less than one-half of the current members of the Club. The President of the Club, or in his or her absence the Club Captain, or in the absence of both of them a member of the Committee decided by a vote amongst those present, shall take the chair at General Meetings. Voting shall be by simple majority, with the chairperson having a casting vote in the event of a tied vote.
6.2. The Annual General Meeting shall normally take place in November each year. It shall be the business of the Annual General Meeting to confirm and adopt the Minutes of the previous year's AGM and any intervening Special General Meeting, to receive reports from Club Officers, to receive and adopt audited accounts for the previous year, to set fees and subscriptions for the forthcoming year, to elect Officers for the forthcoming year, to receive notice of Club events for the year, and to determine any propositions properly placed before the Meeting. A proposition for the dissolution of the Club may only be determined at an Annual General Meeting. Propositions for an AGM shall be presented in writing to the Club Secretary before 1st October of the year in which they are to be considered.
6.3. A Special General Meeting may be called by the Club Committee or may be requisitioned in writing to the Club Secretary by not less than one-third of the current membership of the Club, and shall take place within one calendar month of the receipt by the Club Secretary of such instruction or requisition. The business of a Special General Meeting shall be only the business referred by the Club Committee or contained in the notice of requisition by Club members.
6.4. The Club Secretary shall notify in writing every current member of the Club at least 14 days in advance of the date, place and time of any General Meeting and of the business to be transacted at the Meeting.
The Officers of the Club shall be as follows:-
President; Club Captain; Secretary; Treasurer; 9-a-side team captain; 6-a-side team captain(s); Millbrook RFC/Lord's Hill Outdoor Recreation Centre User Group liaison officer; Press Officer.
No person shall hold more than two offices in the Club, and the offices of President, Secretary and Treasurer shall be held by different people.
8.1. The Committee shall consist of the Officers of the Club. It shall be the business of the Committee to ensure that the Club is properly run, that records and accounts are properly maintained, that affiliation to other organisations is maintained as appropriate, that all matters relating to membership of the Club are properly discharged, that teams and events are organised, and that Club members are kept fully informed of all relevant matters relating to the game, the Club, the EPA and SCPA, Millbrook RFC, and the Lord's Hill Outdoor Recreation Centre.
8.2. The Committee may co-opt additional members and grant them voting rights and may appoint sub-committees to discharge such parts of its business as it may decide. Any decisions of sub-committees shall be subject to ratification by the next full Committee meeting.
8.3. The Committee shall meet as and when it decides to transact its business, and not less than three times per year. At least seven days notice shall be given of the date, time and place of all Committee meetings. All current members of the Club shall be entitled to attend Committee meetings and, with the permission of the chairperson of the meeting, to speak on matters under discussion, but not to vote.
8.4. Committee meetings shall be chaired by the President of the Club, or in his or her absence, the Club Captain, or in the absence of both of them by a member of the Committee decided by a vote amongst those present. The quorum for Committee meetings shall be not less than one-half of the members of the Committee. Each Committee member shall have one vote irrespective of the number of offices in the Club they may hold. Voting shall be by simple majority, with the chairperson having a casting vote in the event of a tied vote.
8.5. Minutes of Committee meetings shall be taken, shall be agreed as a true record at the next following Committee meeting, and shall be maintained by the Club Secretary for inspection on demand by any Club member.
The Club Treasurer shall, under the direction of the Committee, establish and maintain such accounts as are necessary for the proper running of the Club. The books of account shall be audited and shall be presented to the Annual General Meeting for adoption, and shall be made available at any other reasonable time for inspection by any Club member. Any bank, building society or similar account in which Club funds are held shall require two different signatories who are Committee members to any withdrawal, payment or transfer from Club funds.
10. AMENDMENTS TO THE CONSTITUTION
Amendments to the Constitution of the Club may only be considered at properly constituted Annual General Meetings of the Club or, exceptionally and by resolution of such an AGM, at a subsequent properly constituted Extraordinary General Meeting.
This constitution further amends the constitution originally adopted on 27th February 1991, and previously amended on the 13th November 2001, and on the 9th November 2004, and was adopted by the Annual General Meeting of the Southampton City Pétanque Club on 15th November 2005.
Richard Powell, President; Hilary Dalmasso, Hon. Secretary