BATEMANS BAY BRIDGE CLUB INCORPORATED
The name of the Club shall be the "Batemans Bay Bridge Club Inc.".
(a) to promote the game of contract duplicate bridge and to assist members in achieving their playing potential;
(b) to organise bridge activities in the Batemans Bay vicinity;
(c) to provide and maintain such facilities and amenities for members as are considered necessary;
(d) to affiliate with any body capable of assisting the above objects, as agreed to by members.
(1) In these rules:
(a) the person holding office under these rules as secretary of the association; or
(b) if no such person holds that office - the public officer of the association;
"special general meeting"
means a general meeting of the association other than an annual general meeting;
"the Act" means the Associations Incorporation Act 1984 NSW;
"the Regulation" means the Associations Incorporation Regulation 1999 NSW.
(2) In these rules:
(a) a reference to a function includes a reference to a power, authority and duty; and
(b) a reference to the exercise of a function includes, if the function is a duty, a reference to the performance of the duty.
(3) The provisions of the Interpretation Act 1987 apply to and in respect of these rules in the same manner as those provisions would so apply if these rules were an instrument made under the Act.
4. MEMBERSHIP QUALIFICATIONS
A person is qualified to be a member of the association if, but only if
(a) the person is a person referred to in section 15(1Xa),(b) or (c) of the Act and has not ceased to be a member of the association at any time after incorporation of the association under the Act: or
(b) the person is a natural person:
(i) who has been nominated for membership of the association as provided by rule 5; and
(ii) who has been approved for membership of the association by the committee of the association.
5. NOMINATION F0R MEMBERSHIP
(1) A nomination of a person for membership of the association:
(a) must be made by a member of the association in writing in a form determined by the committee; and
(b) must be lodged with the secretary of the association.
(2) As soon as practicable after receiving a nomination for membership, the secretary must refer the nomination to the committee which is to determine whether to approve or to reject the nomination.
(3) If the committee determines to approve or reject a nomination for membership, the secretary must, as soon as practicable after that determination, notify the nominee of that approval or rejection and, in the case of an approval, request the nominee to pay (within the period of 28 days after receipt by the nominee of the notification) the sum payable under these rules by a member as entrance fee and annual subscription.
(4) The secretary must, on payment by the nominee of the amounts referred to in clause (3) within the period referred to in that clause, enter the nominee's name in the register of members and, on the name being so entered, the nominee becomes a member of the association.
6. LIFE MEMBERSHIP
Life membership may be granted to any member with at least fifteen (15) years of meritorious service to the association provided that such membership is approved by at least two-thirds majority of members at an Annual General meeting. There shall be not more than two life memberships existing at any one time.
7. CESSATION OF MEMBERSHIP
A person ceases to be a member of the association if the person:
(a) dies; or
(b) resigns membership; or
(c) is expelled from the association; or
(d) has remained an unfinancial member under rule 11(2) for a period of three months and, since becoming an unfinancial member, has been given at least one month’s notice of the potential operation of this sub-rule.
8. MEMBERSHIP ENTITLEMENTS NOT TRANSFERABLE
A right, privilege or obligation which a person has by reason of being a member of the association:
(a) is not capable of being transferred or transmitted to another person; and
(b) terminates on cessation of the person's membership.
9. RESIGNATION OF MEMBERSHIP
(1) A member of the association is not entitled to resign that membership except in accordance with this rule.
(2) A member of the association who has paid all amounts payable by the member to the association in respect of the member's membership may resign from membership of the association by first giving to the secretary written notice of at least one month (or such other period as the committee may determine) of the member's. intention to resign and, on the expiration of the period of notice, the member ceases to be a member.
(3) If a member of the association ceases to be a member under clause (2), and in every other case where a member ceases to hold membership, the secretary must make an appropriate entry in the register of members recording the date on which the member ceased to be a member.
10. REGISTER OF MEMBERS
(1) The public officer of the association must establish and maintain a register of members of the association specifying the name and address of each person who is a member of the association together with the date on which the person became a member.
(2) The register of members must be kept at the principal place of administration of the association and must be open for inspection, free of charge, by any member of the association at any reasonable hour.
11. FEES AND SUBSCRIPTIONS
(1) A member of the association must, on admission to membership, pay to the association a fee of $1 or, if some other amount is determined by the committee, that other amount.
(2) (a) In addition to any amount payable by the member under clause (I), a member of the association must pay to the association an annual membership fee of $2, or, if some other amount is determined by the committee, that other amount.
(b) Members whose annual membership fee remains unpaid after a period determined by the committee, must be forwarded a reminder notice. Should the fee remain unpaid after the later of 30 September in that year or 30 days after the sending of the reminder notice the member shall be deemed unfinancial until the fee is paid and, as such, shall not be entitled to vote at meetings of the association or to pay table fees at member’s rates.
(3) in addition to payments required under clause (1) and (2) above members and visitors shall pay table fees as shall be determined by the committee from time to time.
12. MEMBERS' LIABILITIES
The liability of a member of the association to contribute towards the payment of the debts and liabilities of the association or the costs, charges and expenses of the winding up of the association is limited to the amount, if any, unpaid by the member in respect of membership of the association as required by rule 11.
13. RESOLUTION OF INTERNAL DISPUTES
Disputes between members (in their capacity as members) of the association, and disputes between members and the association, are to be referred to a community justice centre for mediation in accordance with the Community Justice Centres Act 1983.
14. DISCIPLINING OF MEMBERS
(1) A complaint may be made by any member of the association that some other member of the association:
(a) has persistently refused or neglected to comply with a provision or provisions of these rules; or
(b) has persistently and wilfully acted in a manner prejudicial to the interests of the association.
(2) On receiving such a complaint, the committee may seek an informal resolution of the matter raised by the complaint. Unless such informal resolution is sought and the matter is resolved within 30 days of the committee receiving the complaint, the committee:
(a) must cause notice of the complaint to be served on the member concerned; and
(b) must give the member at least 14 days from the time the notice is served within which to make submissions to the committee in connection with the complaint; and
(c) must take into consideration any submissions made by the member in connection with the complaint
(3) The committee may, by resolution, expel the member from the association or suspend the member from membership of the association if, after considering the complaint and any submissions made in connection with the complaint, it is satisfied that the facts alleged in the complaint have been proved.
(4) If the committee expels or suspends a member, the secretary must, within 7 days after the action is taken, cause written notice to be given to the member of the action taken, of the reasons given by the committee for having taken that action and of the member's right of appeal under rule 15.
(5) The expulsion or suspension does not take effect:
(a) until the expiration of the period within which the member is entitled to appeal against the resolution concerned; or
(b) if within that period the member exercises the right of appeal, unless and until the association confirms the resolution under rule 15(4), whichever is the later.
15. RIGHT OF APPEAL OF A MEMBER
(1) A member may appeal to the association in general meeting against a resolution of the committee under rule 14, within 7 days after notice of the resolution is served on the member, by lodging with the secretary a notice to that effect.
(2) The notice may, but need not, be accompanied by a statement of the grounds on which the member intends to rely for the purposes of the appeal.
(3) On receipt of a notice from a member under clause (1), the secretary must notify the committee which is to convene a general meeting of the association to be held within 28 days after the date on which the secretary received the notice.
(4) At a general meeting of the association convened under clause (3):
(a) no business other than the question of appeal is to be transacted; and
(b) the committee and the member must be given the opportunity to state their respective cases orally or in writing, or both; and
(c) the members present are to vote by secret ballot on the question of whether the resolution should be confirmed or revoked.
16. POWERS OF THE COMMITTEE
The committee is to be called the committee of management of the association, and, subject to the Act, the Regulation and these rules or any guidelines adopted by the association and to any resolution passed by the association in general meeting:
(a) is to control and manage the affairs of the association; and
(b) may exercise all such functions as may be exercised by the association, other than those functions that are required by these rules to be exercised by a general meeting of members of the association; and
(c) has power to perform all such acts and do all such things as _appear to the committee to be necessary or desirable for the proper management of the affairs of the association.
17. CONSTITUTION AND MEMBERSHIP OF THE COMMITTEE
(1) The committee is to consist of:
(a) the office bearers of the association, and
(b) the masterpoints secretary, the congress organiser and the social officer
each of whom shall be elected at the annual general meeting of the association under rule 18.
(2) The office bearers of the association are to be:
(a) the president;
(b) the vice-president;
(c) the treasurer; and
(d) the secretary.
(3) Each member of the committee is, subject to these rules, to hold office until the conclusion of the annual general meeting following tine date of the member's election, but is eligible for re-election, subject to the terms of Clause (4).
(4) The office-bearers of the association may hold the same office, subject to re-election under clause (3) for a period not exceeding three consecutive years.
(5) In the event of a casual vacancy occurring in the membership of the committee, the committee may appoint a member of the association to fill the vacancy and the member so appointed is to hold office, subject to these rules, until the conclusion of the annual general meeting next following the date of appointment.
18. ELECTION OF MEMBERS OF THE COMMITTEE.
(1) Nominations of candidates for election as office-bearers of the association or as members of the committee:
(a) must be made in writing, signed by 2 members of the association and accompanied by the written consent of the candidate (which may be endorsed on the form of the nomination); and
(b) must be delivered to the secretary of the association at least 7 days before the date fixed for the holding of the annual general meeting at which the election is to take place; and
(c) the secretary shall post all nominations received on the notice board of the association at least 7 days before the date fixed for the holding of the annual general meeting at which the election is to take place.
(2) If insufficient nominations are received to fill all vacancies on the committee, the candidates nominated are taken to be elected and further nominations are to be received at the annual general meeting.
(3) If insufficient further nominations are received, any vacant positions remaining on the committee are taken to be casual vacancies.
(4) If the number of nominations received is equal to the number of vacancies to be filled, the persons nominated are taken to be elected.
(5) If the number of nominations received exceeds the number of vacancies to be filled, a ballot is to be held.
(6) The ballot for the election of office-bearers and members of the committee is to be conducted at the annual general meeting in such usual and proper manner as the committee may direct.
(1) The secretary of the association must, as soon as practicable after being appointed as secretary, lodge notice with the association of his or her address.
(2) It is the duty of the secretary to keep minutes of:
(a) all appointments of office-bearers and members of the committee;
(b) the names of members of the committee present at a committee meeting or a general meeting; and
(c) all proceedings at committee meetings and general meetings.
(3) Minutes of proceedings at a meeting must be signed by the chairperson of the meeting or by the chairperson of the next succeeding meeting
It is the duty of the treasurer of the association to ensure:
(a) that all money due to the association is collected and received and that all payments authorised by the association are made; and
(b) that correct books and accounts are kept showing the financial affairs of the association, including full details of all receipts and expenditure connected with the activities of the association.
21. NON OFFICE BEARERS
The duties of:
(a) the masterpoints secretary
(b) the congress organiser and
(c) the social officer
shall be as determined by the committee from time to time.
22. CASUAL VACANCIES
For the purpose of these rules, a casual vacancy in the office of a member of the committee occurs if the member:
(a) dies; or
(b) ceases to be a member of the association; or
(c) becomes an insolvent under administration within the meaning of the Corporations Act 2001 of the Commonwealth; or
(d) resigns office by notice in writing given to the secretary; or
(e) is removed from office under rule 23; or
(f) becomes a mentally incapacitated person; or
(g) is absent without the consent of the committee from all meetings of the committee held during a period of 6 months.
23. REMOVAL OF MEMBER
(1) The association in general meeting may by resolution remove any member of the committee from the office of member before the expiration of the member's term of office and may by resolution appoint another person to hold office until the expiration of the term of office of the member so removed.
(2) If a member of the committee to whom a proposed resolution referred to in clause (1) relates makes representations in writing to the secretary or president (not exceeding a reasonable length) and requests that the representations be notified to the members of the association, the secretary or the president may send a copy of the representations to each member of the association or, if the representations are not so sent, the member is entitled to require that the representations be read out at the meeting at which the resolution is considered.
24. MEETINGS AND QUORUM
(1) The committee must meet at least 3 times in each period of 12 months at such place and time as the committee may determine.
(2) Additional meetings of the committee may be convened by the president or by any member of the committee.
(3) Oral or written notice of a meeting of the committee must be given by the secretary to each member of the committee at least 48 hours (or such other period as may be unanimously agreed on by the members of the committee), before the time appointed for the holding of the meeting.
(4) Notice of a meeting given under clause (3) must specify the general nature of the business to be transacted at the meeting and no business other than that business is to be transacted at the meeting, except business which the committee members present at the meeting unanimously agree to treat as urgent business.
(5) Any 4 members of the committee constitute a quorum for the transaction of the business of a meeting of the committee.
(6) No business is to be transacted by the committee unless a quorum is present and if, within half an hour of the time appointed for the meeting, a quorum is not present, the meeting is to stand adjourned to the same place and at the same hour of the same day in the following week.
(7) If at the adjourned meeting a quorum is not present within half an hour of the time appointed for the meeting, the meeting is to be dissolved.
(8) At a meeting of the committee:
(a) the president, or, in the president's absence, the vice-president is to preside; or
(b) if the president and the vice-president are absent or unwilling to act, such one the remaining Members of the committee as may be chosen by the members present at the meeting is to preside.
25. DELEGATION BY COMMITTEE TO SUB-COMMITTEE
(1) The committee may delegate to one or more sub-committees (consisting of such member or members of the association as the committee thinks fit) the exercise of such of the functions of the committee as are specified in the delegation, other than:
(a) this power of delegation; and
(b) a function which is a duty imposed on the committee by the Act or by any other law.
(2) A function the exercise of which has been delegated to a sub-committee under this rule may, while the delegation remains unrevoked, be exercised from time to time by the sub-committee in accordance with the terms of the delegation.
(3) A delegation under this section may be made subject to such conditions or limitations as to the exercise of any function, or as to time or circumstances, as may be specified in the delegation.
(4) Despite any delegation under this rule, the committee may continue to exercise any function delegated.
(5) Any act or thing done or suffered by a sub-committee acting in the exercise of a delegation under this rule has the same force and effect as it would have if it had been done or suffered by the committee.
(6) The committee may, by instrument in writing, revoke wholly or in part any delegation under this rule.
(7) A sub-committee may meet and adjourn as it thinks proper.
26.VOTING AND DECISIONS
(1) Questions arising at a meeting of the committee or of any sub-committee appointed by the committee are to be determined by a majority of the votes of members of the committee or sub-committee present at the meeting.
(2) Each member present at a meeting of the committee or of any sub-committee appointed by the committee (including the person presiding at the meeting) is entitled to one vote but, in the event of an equality of votes on any question, the person presiding may exercise a second or casting vote.
(3) Subject to rule 24(5), the committee may act despite any vacancy on the committee.
(4) Any act or thing done or suffered, or purporting to have been done or suffered, by the committee or by a sub-committee appointed by the committee, is valid and effectual despite any defect that may afterwards be discovered in the appointment or qualification of any member of the committee or sub-committee.
27. ANNUAL GENERAL MEETINGS - HOLDING OF
(1) The association must, at least once in each calendar year within the period of sixty (60) days after the expiration of each financial year of the association convene an annual general meeting of its members.
(2) Clause (1) has effect subject to any extension or permission granted by the Commissioner under section 26(3) of the Act.
28.ANNUAL GENERAL MEETING - CALLING OF AND BUSINESS AT
(1) The annual general meeting of the association is, subject to the Act and to rule 27, to be convened on such date and at such place and time as the committee thinks fit
(2) In addition to any other business which may be transacted at an annual general meeting, the business of an annual general meeting is to include the following:
(a) to confirm the minutes of the last preceding annual general meeting and of any special general meeting held since that meeting;
(b) to receive from the committee reports on the activities of the association during the last preceding financial year;
(c) to elect office-bearers of the association and members of the committee;
(d) to receive and consider the statement which is required to be submitted to members under section 26(6) of the Act.
(2) An annual general meeting must be specified as such in the notice convening it.
29. SPECIAL GENERAL MEETINGS - CALLING OF
(1) The committee may, whenever it thinks fit, convene a special general meeting of the association.
(2) The committee must, on the requisition in writing of at least 15 members, convene a special general meeting of the association.
(3) A requisition of members for a special general meeting:
(a) must state the purpose or purposes of the meeting; and
(b) must be signed by the members making the requisition; and
(c) must be lodged with the secretary; and
(d) may consist of several documents in a similar form, each signed by one or more of the members making the requisition.
(4) If the committee fails to convene a special general meeting to be held within 1 month after that date on which a requisition of members for the meeting is lodged with the secretary, any one or more of the members who made the requisition may convene a special general meeting to be held not later than 3 months after that date.
(5) A special general meeting convened by a member or members as referred to in clause (4) must be convened as nearly as is practicable in the same manner as general meetings are convened by the committee and any member who consequently incurs expense is entitled to be reimbursed by the association for any expense so incurred.
(1) Except if the nature of the business proposed to be dealt with at a general meeting requires a special resolution of the association, the secretary must, at least 14 days before the date fixed for the holding of the general meeting, cause to be posted on the notice board of the association, a notice specifying the place, date and time of the meeting and the nature of the business proposed to be transacted at the meeting.
(2) If the nature of the business proposed to be dealt with at a general meeting requires a special resolution of the association, the secretary must, at least 21 days before the date fixed for the holding of the general meeting, cause notice to be given in the manner provided in clause (1) specifying, in addition to the matter required under clause (1), the intention to propose the resolution as a special resolution.
(3) No business other than that specified in the notice convening a general meeting is to be transacted at the meeting except, in the case of an annual general meeting, business which may be transacted under rule 28(2).
(4) A member desiring to bring any business before a general meeting may give notice in writing of that business to the secretary who must include that business in the next notice calling a general meeting given after receipt of the notice from the member.
(5) In addition to notice required under clause 30(1) above, the secretary must, at least 28 days prior to the holding of the general meeting, cause to be posted on the notice board of the association a notice advising members of their right to give notice of their desire to bring business before the meeting in accordance with 30(4).
(1) No item of business is to be transacted at a general meeting unless a quorum of members entitled under these rules to vote is present during the time the meeting is considering that item.
(2) Fifteen members present in person, (being members entitled under these rules to vote at a general meeting) constitute a quorum for the transaction of the business of a general meeting.
(3) If within half an hour after the appointed time for the commencement of a general meeting a quorum is not present, the meeting:
(a) If convened on the requisition of members, is to be dissolved; and
(b) in any other case, is to stand adjourned to the same day in the following week at the same time and (unless another place is specified at the time of the adjournment by the person presiding at the meeting or communicated by written notice to members given before the day to which the meeting is adjourned) at the same place.
(4) If at the adjourned meeting a quorum is not present within half an hour after the time appointed for the commencement of the meeting, the members present (being at least 5) are to constitute a quorum.
(1) The president or, in the president's absence, the vice-president, is to preside as chairperson at each general meeting of the association.
(2) If the president and the vice-president are absent or unwilling to act, the members present must elect one of their number to preside as chairperson at the meeting.
(1) The chairperson of a general meeting at which a quorum is present may, with the consent of the majority of members present at the meeting, adjourn the meeting from time to time and place to place, but no business is to be transacted at an adjourned meeting other than the business left unfinished at the meeting at which the adjournment took place.
(2) If a general meeting is adjourned for 14 days or more, the secretary must give written or oral notice of the adjourned meeting to each member of the association stating the place, date and time of the meeting and the nature of the business to be transacted at the meeting.
(3) Except as provided in clauses (1) and (2), notice of an adjournment of a general meeting or of the business to be transacted at an adjourned meeting is not required to be given.
34.MAKING OF DECISIONS
(1) A question arising at a general meeting of the association is to be determined on a show of hands and, unless before or on the declaration of the show of hands a poll is demanded, a declaration by the chairperson that a resolution has, on a show of hands, been carried or carried unanimously or carried by a particular majority or lost, or an entry to that effect in the minute book of the association, is evidence of the fact without proof of the number or proportion of the votes recorded in favour of or against that resolution.
(2) At a general meeting of the association, a poll may be demanded by the chairperson or by at least 3 members present in person or by proxy at the meeting.
(3) If a poll is demanded at a general meeting, the poll must be taken:
(a) immediately in the case of a poll which relates to the election of the chairperson of the meeting or to the question of an adjournment; or
(b) in any other case, in such manner and at such time before the close of the meeting as the chairperson directs,
and the resolution of the poll on the matter is taken to be the resolution of the meeting on that matter.
A resolution of the association is a special resolution:
(a) if it is passed by a majority which comprises at least three-quarters of such members of the association as, being entitled under these rules so to do, vote in person or by proxy at a general meeting of which at least 21 days' written notice specifying the intention to propose the resolution as a special resolution was given in accordance with these rules; or
(b) where it is made to appear to the Commissioner that it is not practicable for the resolution to be passed in the manner specified in paragraph (a), if the resolution is passed in a manner specified by the Commissioner.
(1) On any question arising at a general meeting of the association a member has one vote only.
(2) All votes must be given personally or by proxy but no member may hold more than 5 proxies.
(3) In the case of an equality of votes on a question at a general meeting, the chairperson of the meeting is entitled to exercise a second or casting vote.
(4) A member or proxy is not entitled to vote at any general meeting of the association unless all money due and payable by the member or proxy to the association has been paid, other than the amount of the annual subscription payable in respect of the then current year.
37.APPOINTMENT OF PROXIES
(1) Each member is to be entitled to appoint another member as proxy by notice given to the secretary no later than 24 hours before the time of the meeting in respect of which the proxy is appointed.
(2) The notice appointing the proxy is to be in the form determined by the committee from time to time.
(1) The association must effect and maintain insurance under section 44 of the Act.
(2) In addition to the insurance required under clause (1), the association may effect and maintain other insurance.
39.FUNDS - SOURCE
(1) The funds of the association are to be derived from entrance fees and annual subscriptions of members, donations and, subject to any resolution passed by the association in general meeting, such other sources as the committee determines.
(2) All money received by the association must be deposited as soon as practicable and without deduction to the credit of the association's bank account.
(3) The association must, as soon as practicable after receiving any money, issue an appropriate receipt.
40.FUNDS - MANAGEMENT
(1) The financial year of the association shall be the year from 1 July to 30 June or as the committee shall determine from time to time.
(2) The income and property of the association, howsoever derived, shall be applied solely towards the promotion of the objects of the association and no portion thereof shall be paid to or transferred directly or indirectly to its members, except as bona fide compensation for services rendered or expenses incurred on behalf of the association.
(3) All cheques, drafts, bills of exchange, promissory notes and other negotiable instruments must be signed by any 2 members of the committee being members authorised to do so by the committee.
All members for the time being of the association shall be indemnified out of the assets of the association against losses or liabilities which such person may sustain or incur in or about the execution of duties for the association which have had prior authorisation of the committee.
42.ALTERATION OF OBJECTS AND RULES
The statement of objects and these rules may be altered, rescinded or added to only by a special resolution of the association.
(1) The common seal of the association must be kept in the custody of the public officer.
(2) The common seal must not be affixed to any instrument except by the authority of the committee and the affixing of the common seal must be attested by the signatures of 2 members of the committee.
44.CUSTODY OF BOOKS,
Except as otherwise provided by these rules, all records, books, and other documents relating to the association must be kept at the registered office or by the relevant office bearer of the association.
45.INSPECTION OF BOOKS
The records, books and other documents of the association must be open to inspection, free of charge, by a member of the association at any reasonable hour.
46.SERVICE OF NOTICES
(1) For the purpose of these rules, a notice may be served on or given to a person
(a) by delivering it to the person personally, or
(b) by sending it by pre-paid post to the address of the person, or
(c) by sending it by facsimile or some other form of electronic transmission to an address specified by the person for giving or serving the notice
(2) For the purpose of these rules, a notice is taken, unless the contrary is proved, to have been given or served:
(d) In the case of a notice given or served personally, on the date on which it is received by the addressee, and
(e) In the case of a notice sent by pre-paid post, on the date when it would have been delivered in the ordinary course of post, and
(f) In the case of a notice sent by facsimile transmission or some other form of electronic transmission, on the date it was sent, or if the machine from which the transmission was sent produces a report indicating that the notice was sent on a later date, on that date.
(1) Subject to rule 47(2), the association may be dissolved by a resolution passed by a majority of at least seventy five (75) percent of members present at a meeting of the association of which twenty one (21) days' notice specifying the intention to propose the resolution has been duly given.
(2) Upon dissolution of the association, any funds remaining after all debts and liabilities have been satisfied and all property disposed of, shall not be paid to members but shall be contributed to another non-profit body as determined by a meeting of members at or before the time of dissolution.
Amended at Annual General Meeting on 17th August 2009
BATEMANS BAY BRIDGE CLUB Incorporated
(2) Duties of Non Office Bearer Committee Members
(3) Committee Meetings
(4) Code of Conduct
(2) Bridge Sessions
(3) Special Events
1. The objective of this document is to provide guidelines for the administration of theBatemans Bay Bridge Club Incorporated. It incorporates practices and procedures that have been developed over the period since the Club was established.
2. These are the guidelines of the Club and are designed to supplement the Club Constitution, which takes precedence over the guidelines where conflict is found.
3. The guidelines apply even in contravention of a rule of the New South Wales Bridge Association or the Australian Bridge Federation where the guidleline applies only to matters of local concern.
4. The guidelines may be amended by an open meeting of the Committee or at a General Meeting convened for the purpose.
5. Members may seek reconsideration of these guidelines or decisions made under them by written submission to the Committee.
6. The process for formal appeal against a decision or guideline is that outlined in Clause 29(2) of the Constitution.
7. The election of Office Bearers and other Committee Members at the Annual General Meeting shall be by secret ballot.
8. The Committee shall, at its meeting before the Annual General Meeting, select a person who shall preside temporarily over the Annual General Meeting during the election.
9. At the same Committee meeting, two persons shall be nominated to act as scrutineers for the election.
10. The Chairperson and Scrutineers shall not be persons standing for election.
Duties of Non Office Bearer Members of the Committee
11. The Congress Organiser shall:
a) Have authority to act on behalf of the Committee to arrange the holding of one or more congresses under direction from the Committee,
b) Organise as necessary, a sub-committee to assist,
c) Recommend to the Committee:
-Dates for the congress (es),
-Financial and member commitments.
d) Receive entries and payments and pass all payments to the Treasurer
e) Arrange with the Treasurer to make such payments as are necessary for the conduct of the congress,
f) Provide the Committee with a comprehensive financial and operational report as soon as possible following the conclusion of the congress.
12. The Social Officer shall be responsible, under the direction of the Committee, for Club catering arrangements, including the Congress, special occasions and inter-club visits.
13. The Master Points Secretary shall:
a) Maintain records, submit returns and ensure payments are made as required in "The ABF Master Point Scheme Manual",
b) Assist the President to give due recognition to the Master Points achievement of the members,
c) Maintain the Club record of sessional results and ensure they are available for reference by members,
d) Assist the Committee in all matters relating to Master Points.
14. The Committee will meet at a frequency approximating once a month except over the Christmas period.
15. The Committee shall keep minutes of the conduct of its meetings, including the mover and seconder of motions and pertinent discussion on issues, so that members reading the minutes are informed of reasons for actions. Such minutes shall include an accurate statement of amounts at credit in the various financial accounts of the Club and details of payments approved.
Code of Conduct
16. Members are expected to conduct themselves in a friendly and courteous manner at all times in dealings with other members, visitors and the Committee. In this respect, the Club adopts the following guidelines, which are found in the Rules and Ethics of the Federation of Australian Bridge Clubs.
a) “Basic Manners
. Be courteous at all time to partner and to opponents
. Avoid using language and acts of temper that could be embarrassing to any other person.
. The use of vulgarisms or obscenities is discourteous.
. Use only the prescribed method for calls and avoid any variation in form for a call.
. Refrain from criticising the bidding, the play, and the distribution of the cards. and, most important of all, your partner.
. Compliments to the opponents are always welcome, but refrain from complimenting your partner until opponents have left the table.
. Postpone discussion of the hand until the round has been completed, and limit discussion to avoid delays.
. It is rude to leave the table before the move is called, and it is equally rude to be late for the next round.
b) The Auction
. The continuing of a conversation while sorting a hand is considered to be an impropriety.
c) The Play
. Do not give advance indication of expectation to win or lose a trick.
. No player is permitted to comment as to the number of tricks yet required for the success or defeat of a contract.
. It is considered unethical to stare at your partner or your opponents, or to watch them closely for the purpose of determining the position in the hand from which a card is extracted.
. You are ethically bound to avoid taking advantage of the information gained from a partner’s wince, grimace or other facial expression.
. You are expected to be “bridge-faced” (less expressive than poker-faced) but this does not mean that you may not smile and be pleasant.
. Once the dummy’s cards are properly on the table, dummy may only touch them when instructed by declarer.
. If you become declarer or dummy, you should offer to give a full explanation of your auction if it contains alerted or self-alerting calls.
17. Members may seek full explanation of matters of concern from the Committee, but it is expected that correspondence to the Committee shall be couched in courteous terms, shall respect the authority vested in the Committee by the Club and shall refrain from personal attack upon members of the Committee.
18. The Committee shall fully consider matters raised by members and provide a prompt and full explanation of its actions to the extent that such is within the proper bounds of confidentiality in matters relating to members personally and their private affairs.
19. The response may be oral or in writing, similar to the manner in which the matter was raised with the Committee, or in writing to an oral approach where a detailed reply is necessitated.
20. Consistent breaches under the code of conduct shall qualify for disciplinary action under Clause 14 of the Constitution, providing that the offending member has been informed in writing of the nature of the offence, has been requested to desist from such behaviour and invited to appear before the Committee to give a personal explanation if the Committee decision is disputed. In each case there must appear in the minutes a motion of the finding of behaviour in breach of the code of conduct in respect of both the original consideration and a decision following an appearance before the Committee.
21. The Committee shall decide the timing and location of bridge sessions for the Club.
22. Responsibility for the setting up, tidying, security and closing of accommodation used for sessions rests with all players under supervision of the Director of the session and the Committee shall make appropriate arrangements accordingly, including rostering for the work if necessary.
23. The Committee shall nominate one of its members and that member (or in that member’s absence, another committee member) will be solely responsible for adjustment of climatic control in the clubhouse
24. Set up and lock up instructions will be displayed at the clubhouse.
25. A Property Management Sub Committee, or Property Officer, shall be appointed by the Committee to explore and recommend on matters relating to accommodation and property in accordance with objectives set by the Committee.
26. Announcements other than those relating to Club matters are not encouraged at bridge sessions.
27. The President or other Committee member or, in the absence of a Committee person, the Director of the session, shall make official announcements at each session.
28. Announcements by other persons shall not be made without prior approval of the President or the President’s representative officiating at the session.
29. A programme of club events shall be prepared by the Committee. There should be no departure from the Programme without Committee approval. Where a conflict arises this shall be resolved by the Director in conjunction with any Committee members present.
30. Directors shall be approved by the Committee and shall conduct sessions in a manner which best facilitates friendly and enjoyable bridge for players of all standards. They shall hold that status until otherwise advised by the Committee.
31. Directors of bridge sessions shall be excused from paying club table fees in sessions that they are directing.
32. As far as practicable, sessions shall be directed by a Director who holds a recognised Australian Directing Accreditation.
33. The committee shall appoint a co-ordinator of Directors who will be responsible for
co-ordinating the Directors in the Club. The Directors shall conduct playing sessions on a roster prepared by the co-ordinator of Directors
34. A Director shall conduct sessions in accordance with the Club Programme, the Club Guidelines, and decisions made by the committee and shall have sole control of play, including the kind of movement, after taking over conduct of the session
35. Directors are encouraged to assist each other tactfully with the conduct of play.
36. Sessional results shall be checked before being made public and no travellers or other relevant document should be removed from the Clubhouse except by the Director until the results are finalised.
37. Directors should meet at least twice yearly with the President and Secretary to discuss the directing of sessions and to make recommendations to the Committee on matters affecting the conduct of bridge sessions.
38. The Committee should encourage members to obtain directing qualifications and consider meeting costs of obtaining qualifications to ensure an adequate number of qualified Directors is available.
39. Bridge sessions will be under the control of the President or President's representative until the session is handed over to the Director.
40. As a guide, the time allowed for rounds played at each table shall normally be
- 13 minutes for 2 board rounds
- 19 minutes for 3 board rounds
- 25 minutes for 4 board rounds
- 30 minutes for 5 board rounds
41. The Director shall have discretion to vary playing times for hands where circumstances warrant.
42. Play shall not normally proceed after the three-minute warning if dummy has not tabled the hand.
43. The Director will decide whether to award an average or, in the event of continual slow play by a pair, to impose a penalty score.
44. N/S shall be responsible for arrangements at the table, including:
a) The placement of the board and marking of the bidding slips, which are to remain in view,
b) Checking that the correct sequence of boards is played,
c) The correct and legible scoring of hands,
d) Checking the preceding score on the travelling score sheet,
45. E/W shall be responsible for checking that the correct score is recorded and for moving boards at each change as indicated by the Director.
46. Where an error in scoring or recording is disclosed, the Director shall be called. The Director will then act to have the matter corrected immediately or later, (e.g. if the Director has not already played that board).
47. A session shall be split into two movements where there are 14 or more tables in a green point event. When the field is split the rostered director should seek assistance from a support director to answer calls in the second movement.
48. Where there is a sit-out in a Mitchell Movement (other than a share and bye movement), the director shall determine whether the sit-out will be north/south or east/west.
49. A draw for seating position will be conducted for Red Point Events other than Howell movements and will include all players except that, to facilitate direction of the movement, the Director may choose not to be included in the draw and make prior selection of a seat. An exemption will also be allowed for a player or players to meet extenuating circumstances, such as a physical disability. Such decisions will be at the discretion of the Director.
50. Seating at ordinary sessions shall be decided on first arrival first choice basis except that a Director may change players seating at his/her discretion in circumstances such as physical disabilities or to facilitate the movement.
51. A Special Event is defined as any event other than an ordinary green point event.
52. The Committee shall determine which special events are to be included in the programme each year and ensure that these are printed in the annual schedule or program.
53. The Club should endeavour to conduct the maximum available number of red point events each year.
54. Club Pairs and Club Teams Championships shall be conducted each year and the names of winners shall be recorded on the Club Honour Boards.
55. Spring, Summer, Autumn and Winter Pairs Championships shall be conducted annually to attract the award of additional green master points and will not hold Championship status equivalent to that of Club Championships.
56. Only persons who are financial members of the Club at the commencement of the event shall be eligible to contest Club Championships.
Club Pairs Championships
57. The Club Pairs Championship shall be conducted in two sessions over two weeks with one qualifying session and one final session.
58. The movement for each session shall be as follows:
4 Table Howell
6 to 8
5 Table Howell
9 to 10
6 Table Howell
11 to 14
7 Table Howell
2 Mitchell movements
7 Table Howell
59. For the first session seating shall be allocated as follows according to total Master Point ranking of pairs at the last quarterly advice:
61. Casual pairs, if allowed, will be seated at the discretion of the Director.
62. Seating for the final round shall be randomly allocated.
63. The pair entered in the competition shall not be changed less than 24 hours before the time the first session is scheduled to begin. No substitute shall be permitted
64. The N/S and E/W placings for entering the final will be determined by the percentage results for the first session with a coin toss deciding final round inclusion if percentages are equal in either N/S or E/W.
65. The winners of the Howell final shall be declared Club Pairs Champions.
Club Teams Championship:
66. The Club Teams Championship shall be conducted as a two-session one-day event. Teams of four players shall contest the event for each of the two sessions.
67. One substitute (of any level) per team shall be permitted. A substitute may play for more than one team.
68. The movement shall be a round robin.
69. Results will be decided on Victory Points. In the event of a tie, joint winners shall be declared.
Spring, Summer, Autumn and Winter Pairs Championships (extra green master point events)
70. These events will be played over two sessions. Extra green points will be awarded for each session, and to the top half of the field decided on total percentage points achieved.
71. No special seating arrangements will apply for these events.
72. Where a pair plays in only one session, they will be eligible for extra green points in that session only.
Grand National Open Teams
73. This event will be conducted at Club sessions annually over three sessions to select teams to represent the Club in Regional finals for the event.
74. The event will be run in accordance with GNOT rules and will be held as a round robin.
75. Unless otherwise determined by the GNOT organisation, scoring shall be on International Match Points (IMPs) converted to Victory Points (VPs). In the event of a draw for the final placing, the result will be decided on the total number of IMPs won by the teams involved in the draw.
76. Master points will be allocated for each match won.
Margaret Chambers Trophy:
78. .Club members with less than 15 MPs will be eligible to participate.
79. The format for this event will be decided by the President in consultation with the co-ordinator of teaching.
80. The trophy is to be held for 12 months and be returned annually by the holders.
Ray Turner Anniversary Pairs
81. The Ray Turner Anniversary Pairs shall be held around 28 February each year to celebrate the anniversary of the opening of the clubhouse.
82. It shall be a one session pairs event. The President, or the President’s representative, and the Director shall select a format which shall result in one pair winning the trophy
84. The committee may develop other competitions/awards.
85. The Club encourages the teaching of duplicate bridge and the Committee shall approve the conducting of courses for beginner, intermediate and advanced groups as thought necessary.
86. The Committee shall appoint a co-ordinator of teaching who will be responsible for co-ordinating the teaching in the Club. The Committee may also appoint other persons as its approved teacher/s of bridge. Teachers shall have authority to seek voluntary assistance to conduct teaching sessions.
87. Teachers should, preferably, hold bridge teaching qualifications and shall be selected on the basis of assessed personality & teaching ability.
88. The Committee before the commencement of courses shall arrange fees for students and financial arrangements with teachers.
89. Visitors shall be welcome at all bridge sessions provided they can be accommodated
90. A special table fee shall be set by the Committee for visitors to the Club.
91. Visitors from Mollymook and Moruya Bridge Clubs shall have reciprocal rights for payment of local table fees. Other Visitors shall pay the prescribed visitors fees.
92. An Appeals Committee of three shall be chosen from experienced members of the Club to adjudicate in the event of an appeal against decisions taken in a bridge session. No person having an involvement in the matter which is the subject of the appeal shall sit on the Committee that considers that appeal.
Amended at Open Committee Meeting on 7th April 2009