Humberside Police Sports and Social Club Rules

Revised July 2007
Rule 2 (a) (v) addition April 2009
Rule 7 (d) revised September 2012
Revised February 2014
Revised April 2024
Rule 1 / Rule 2 (a) (i) / Rule 3 (d) (f) / Rule 4 (c) / Rule 7 (aii) (bi) (viii) / Rule 9 (b) (c) (h) revised
Rule 1 – Name and Objectives
(a) The Club shall be called the Humberside Police Sports & Social Club and its address shall be the Police Headquarters, Priory Road, Hull, HU5 5SF. (in these Rules it is hereinafter referred to as “the Club”).
(b) The objectives of the club shall be to encourage and promote both amateur sport and social recreation for its members.

Rule 2 – Membership

(a) Full members being those serving Police Officers, Special Constables, PCSO’S and Police Staff.
(i) Any officer living or working within the Humberside Police Force Area be eligible to submit a membership application form to the club.
(ii) Normally based in the aforementioned area but who are seconded to a duty away from that area.
(iii) And the partners of all the above.
(b) Associate members being:
(i) Persons who were fully subscribing members of this or any other Humberside Police Sports Club on the day of their retirement on pension or gratuity, including persons who retired on pension or gratuity before the adoption of these rules, providing that person has been a contributory member of a Sports Club for not less than 12 months, except in cases of exceptional circumstances or at the discretion of the Committee. This may include Special Constables, PCSO’S who were subscribing members to this or any other Police Sports Club in accordance with Rule 2(a) on the date of retirement due to ill health or age.
(ii) The partners of the above.
(c) Affiliated members being unmarried children under the age of 18 years.

(d)Honorary members being persons who give freely or have given active and genuine assistance to the Club in furtherance of its objects, but at no time shall the number of persons so admitted exceed 5 in total. Their admission shall be subject to the prior approval of the Management Committee and the President of the Club and subject to annual review by the Management Committee and includes those previous honorary members of Hessle and Hull West Sports Club prior to its cessation.
(e)Provided always that no person who is qualified for membership of this or any other Police Sports Club by virtue of their own employment or that of another person under and by virtue of Rules 2(a) and EITHER 2(b) or 2(c) hereof, shall be entitled to be an associate member or an affiliated member of this club.

Rule 3 – Election of Members

(a) A nomination form shall be completed in respect of each person seeking membership of the Club in accordance with Rule 2 (a) or (b).
(b) The names of unmarried children qualifying for membership in accordance with Rule 2 (c) must be included on the nomination form completed by the member of the family seeking full or associate membership.
(c) All nomination forms must be signed by a proposer and seconder, both of whom shall be FULL members of the Club.
(d) A person shall not be admitted to membership of the Club unless the foregoing provisions of this rule have been complied with and their election has been confirmed by the majority of those present at the subsequent meeting of the Management Committee.
(e) Under no circumstances shall any person who Is qualified for membership of the club under these rules and who does not become a member take part in any activities of the Club or use the Club’s facilities for any purpose.

Rule 4 – Subscriptions

(a) Full members, with the exception of those defined under Rule 2 (a)(iii) above, will pay a subscription as determined from time to time at a General Meeting.
(b) Associate affiliated and honorary members will not pay a subscription. They will be subject to receive a subsidy on social events and sporting activities, but this subsidy will not extend to the partners of such members.

Rule 5 – Cessation / Suspension of Membership

(a) The Management Committee by a majority decision may determine the membership of any member whose conduct, in their opinion, has been found likely to bring discredit upon the Club or who has in their opinion broken any of these rules or bylaws made thereunder. A member shall have the opportunity to appear in person before a meeting of the Management Committee which shall consider any representation they may make.
(b) Any member failing to be qualified for membership in accordance with Rule 2 shall forthwith cease to be a member of the Club.
(c) If a member under Rule 2 (a) is suspended by the Chief Constable, either from the office of constable and the membership of the Force, or (being other than a police officer) is suspended from work, that members rights to use the Club and its facilities does not cease unless the Chief Constable also decides that their membership of the Club should also be suspended. In these cases, the member shall not be permitted to make use of any Club facilities and, until the suspension has been rescinded, no subscription will be taken from that person. The suspension from being a member of the Club shall also extend to the family members, classed as full or affiliated members under Rule 2 (a) and 2 (c), such suspension to remain until rescinded.

Rule 6 – Complaints and Suggestions
(a) All complaints or suggestions shall, as soon as possible, be put into writing and forwarded to the Secretary, who shall place them before the next meeting of the Management Committee.
(b) No member, other than those authorised by the Management Committee, Shall personally rebuke, or complain to, any person employed by the Club for whatever reason.

Rule 7 – Management of the Club

The management of the Club’s affairs is vested either in the members generally at General Meetings or, at all other times, in the management Committee or Sub-Committee thereof, appointed in accordance with these rules.
(a) Annual General Meeting
(i) The financial year of the Club shall end on the 31st March each year and the Annual General Meeting shall be held as soon as practicable thereafter or, in any case, before the 31st May following.
(ii) The date of the Annual General Meeting shall be fixed by the management Committee who shall give at least 28 days notice thereof to the members generally
(iii) The business to be transacted at the Annual General Meeting shall be: to receive the balance sheets for the previous financial year; to receive a report from the Secretary; the election of officers of the Management Committee; and any other matters concerning the conduct or interests of the Club.
(b) Special General Meeting
(i) A Special General Meeting may be called at any time by the Management Committee or at the request of any 15 full members in a written notice to the secretary. Such notice must be given at least 28 days before such meeting is required to take place and must state the reasons for the calling of such a meeting.
(ii) On receipt of such a request as aforesaid, the Secretary shall forthwith inform the members of the Management Committee and members generally and shall then comply with Rule 7 ( c).
(iii) No business shall be transacted at a Special General Meeting other than that for which such a meeting was called.
(c) At least 7 days before the Annual General Meeting or a Special General Meeting, the secretary shall publish an agenda setting out the items for discussion at such meeting, the place and time thereof and such notice shall be displayed in a place, or places, where it can be conveniently read by members for 7 days.
(d) A quorum at any General Meeting shall be 6 persons, 2 of whom must be members of the Management Committee.

Rule 8 – Management Committee

The Management Committee shall consist of:
(i) A President
(ii) A Chairperson who may also be the President if so proposed and seconded.
(iii) A Vice Chairperson
(iv) A General Secretary
(v) A Treasurer
(vi) An Assistant Secretary (if required)
(vii) An Assistant Treasurer (if required)
(viii) Not exceeding 20 other members of the Club including representatives from Humberside Police Federation, Unison, The Superintendents Association & Human Resources, if all 20 seats are taken by members of the club, then representatives of Humberside Police Federation, Unison, The Superintendents Association & Human Resources be co-opted to the committee.
(a) All officers, including the President, shall be elected annually at the Annual General Meeting and shall be eligible for election for consecutive periods.
(b) The Management Committee shall have power to authorise the setting up of sections for the furtherance of the objects of the Club and may appoint one of its members to sit on the controlling body of such sections.
(c) The Management Committee may also appoint Sub- Committees and the following shall be ex-officio members of any Sub-Committee of the Management Committee:

The Chairperson, the General Secretary, the Treasurer, the Assistant Secretary and the Assistant Treasurer.

(d) A quorum of 4 members will constitute a meeting of the Management Committee.

Rule 9 – Further Provisions as to Management

(a) Only Full members and Associate members (not including the partners of such) may call for and attend General Meetings and Vote on any items placed before such meeting.
(b) Apart from ex-officio members, only full members and associate members and seat holders may become members of the management Committee, provided that the Committee may co-opt individuals to sit with it (whether members or not) in an advisory capacity only. (e.g. Federation, Unison, HR and Superintendent’s Association)
(c) There should be meetings of the Management Committee at least Bi-Monthly.
(d) Should any member of the Management Committee retire during the year, the committee may fill the vacancy until the next Annual General Meeting.
(e) Any of the officers elected at a General Meeting or as a replacement shall be removable at any time by a majority of the full members present at a Special General Meeting called for that purpose.
(f) In all General or Committee Meetings, each member who is entitled to vote shall have one vote.
(g) The Chairperson, together with the General Secretary and Treasurer, or in their absence, their assistants, shall deal with all emergencies or matters of an urgent nature, and shall report their actions to the next Management Committee Meeting.

Rule 10 – Indemnity to Committee Members

Every member of the Committee is hereby indemnified against any liability which they may incur bona fide in the purported exercise of the proper duties of their office.

Rule 11 – Duties of Secretaries

(a) The General Secretary shall be responsible for convening meetings as required. The Secretary shall cause to be kept minutes of each meeting and submit them for confirmation at the subsequent meeting, keep a record of all members of the Club, deal with applications for membership and place these before the next meeting of the Management Committee and carry out any directions of the Management Committee and keep and inventory of all property belonging to the club.
(b) Secretaries of Sub – Committees or Sections shall be responsible for convening meetings as required. They shall keep minutes of each meeting and submit them for confirmation at the subsequent meeting. They shall inform the General Secretary of any matters of interest to the Management Committee or Club Members. They shall deal with all matters relating to their Sub-Committees or Sections and will keep an inventory of Club property used or held by their Sub-Committee or Section, such inventory to be produced to the Management Committee on its request.

Rule 12 – Duties of Treasurer

(a) The treasurer shall take charge of the funds of the Club and shall pay all accounts on behalf of the Club, or sections, as directed by the Management Committee. The Treasurer shall maintain a record of all incoming and outgoing monies of the Club.
(b) The Treasurer shall, in conjunction wit the General Secretary, as soon as possible after the end of the financial year, prepare a balance sheet audited by professional auditors for submission to the Annual General Meeting.

Rule 13 – Club Funds

(a) The funds of the Club shall be held in bank accounts, except for an amount to be approved by the Management Committee which may be held by the Treasurer as petty cash.
(b) Signatures from both the Treasurer and the Deputy Treasurer shall be required to draw cheques on the Club’s accounts.
(c) Any monies held by the Club shall accrue to the benefit of all members.
(d) All accounts held on behalf of the Club shall be available at any time for inspection by the Management Committee or by any officer nominated for this purpose by the President or the Chairperson.

Rule 14 – Honoraria

Honoraria may be paid in connection with the running of the Club or Sections but at all times will be subject to the approval of the Annual General Meeting and the Chairperson.

Rule 15 – Alteration of the Rules
There shall be no alteration, addition or deletion of any of the foregoing or following rules unless with the consent of the majority of members at a General Meeting called in accordance with Rule 7 of these rules AND SUBJECT ALWAYS to prior consultation with the President.

Rule 16 – Bylaws
The Management Committee may prescribe bylaws for the conduct of members.

Rule 17 – Exhibition of Rules and Bylaws
(a) These rules will be exhibited in a place where they can conveniently be read by members in the premises of the Club.
(b) Any bylaws made under these rules shall also be exhibited in a similar manner as near as possible to the particular facility to which they refer.

Rule 18 – Dissolution of the Club

(a) If at any time the Management Committee decide that it is necessary that the Club shall be dissolved, they shall call a Special General Meeting in accordance with these rules.
(b) If it is decided by that meeting that the club be dissolved, the Management Committee shall proceed accordingly and any assets remaining after all lawful debts have been discharged shall not be distributed amongst the members but shall, as directed by the Special General Meeting, be given to a similar Club having similar objectives, or in the event of no such Club being available, to some charitable organisation.

Rule 19 – Damage
If any person causes any damage to any item of Club property, he shall, at the discretion of the Management Committee, pay the cost of repair or replacement.

Rule 20 – Affiliation

The Club shall be affiliated to such governing bodies, associations and societies as may be deemed necessary.

Rule 21 – Trophies

All trophies won by or on behalf of the Club shall be held by the Club, or at the discretion of the Management Committee, by the winner of the trophy. The Club have no liability for any trophies won by members of the Club.

Rule 22 – Gifts

The Management Committee, Sub Committees or sections may accept gifts or donations, subject to the approval of the President. Gifts or donations accepted by a Sub-Committee or Section shall be reported to the Management Committee and in all cases an official receipt shall be issued by the Club.

Rule 23 – Interpretation of Rules

The interpretation of the rules shall rest with the Management Committee and in the event of matters arising which are not provided for in the rules, they shall have power to decide on them, but any member aggrieved by a decision under this rule may bring the matter to the attention of the members at the next General Meeting.