The Rules of the Haven Ports Yacht Club
The name of the Club shall be Haven Ports Yacht Club.
The object of the Club is to encourage Yachting on the East Coast and to maintain a Clubhouse. The Club shall be a non-profit-making organisation. All profits or surpluses shall be used to maintain or improve the Club’s facilities, and no profit or surplus shall be distributed
a) There shall be 8 classes of Membership:
A Full Member shall pay an initial joining fee and an annual subscription and have a vote in Club affairs. At the discretion of the Committee, Honorary Full Membership may be granted to individuals for either a defined period of time or, in exceptional circumstances, for life. This may for example be in recognition of outstanding service to the Club over a significant period of time. Such Honorary Full Members shall pay no subscription but enjoy all the benefits of Full Membership. The number of Honorary Full Members shall be limited, as decided by the Committee.
A Full Member may pay an additional annual subscription but no additional joining fee which will entitle their partner and/or any number of dependant children under the age of 18 years to be eligible to become Family Members of the Club. Adult Family Members only shall have a vote in club affairs. Child Family Members under the age of 18 years but over 11 years shall be admitted to the class of Student Member and Child Family Members under the age of 11 years shall be admitted to the class of New Wave Cadet Member.
A Young Member shall pay an annual subscription but no initial joining fee. A Young Member aged 18 years and over shall have a vote in Club affairs. Children of existing Family Members shall pay no additional annual subscription up until age 18 years. A person shall only be eligible for Young Membership if they are aged between 11 years and under 25 years.
New Wave Cadet Member
A New Wave Cadet Member shall pay an annual subscription but no initial joining fee and shall have no vote in Club affairs. Children of existing Family Members shall pay no additional annual subscription. Children under the age of 11 years only shall be eligible for New Wave Cadet Membership.
An Offshore Member shall pay an initial joining fee and an annual subscription but shall have no vote in club affairs. A person shall only be eligible for Offshore Membership if they:
- DO NOT keep a boat within Suffolk Yacht Harbour (SYH),
- only occasionally sail in HPYC events,
- only occasionally take part in club events.
Any Offshore Member who regularly uses HPYC club facilities will be expected and encouraged to become a Full Member, if appropriate.
A Lightship Member shall pay no joining fee and no annual subscription and have no vote in Club affairs. Lightship Membership shall be granted at the absolute discretion of the Committee. The number of Lightship Members shall be limited, as decided by the Committee.
Affiliate Organisation Member
An Organisation may apply for Affiliate Organisation Membership. An Affiliate Organisation Member shall pay an initial joining fee and an annual subscription and shall have no vote in Club affairs. The number of Affiliate Organisation Members shall be limited, as decided by the Committee, and election to this membership category is granted at the absolute discretion of the Committee.
A Temporary Member shall pay no joining fee and no annual subscription and have no vote in Club affairs. Temporary Membership shall apply only for a fixed duration of 14 days per season maximum, which may or may not be consecutive. Any person who is visiting the area for a longer period or regularly uses HPYC club facilities will be expected and encouraged to become a Full Member, if appropriate. Visiting Temporary Members who have not entered into a Club race or event must sign in stating their home club or affiliation. A person shall only be eligible for Temporary Membership if they:
- DO NOT keep a vessel at Suffolk Yacht Harbour, unless the vessel is only at SYH on a short term ad-hoc basis, AND
- are visiting from outside the area of the Haven Ports, OR
- are a member of another Sailing Club, or are an individual member of the Royal Yachting Association (RYA), OR
- are visiting the Club for the purpose of racing or participating in an event where a separate event entry fee has been paid. In this case, Temporary Membership shall only apply for the duration of the event.
b) Members in all classes with the exception of Temporary Members shall be elected by the Committee. Candidates for membership shall be proposed and seconded by Full Members or adult Family Members of the Club, and completed proposal forms shall be posted on the Club Notice Board for seven days at least before election. A candidate shall be elected by a majority of the Committee members present and voting shall be by ballot if so desired by any member of the Committee.
c) Applicants duly proposed and seconded and whose proposal forms have been posted on the Club Notice Board for two days at least may be admitted as Temporary Members on the authority of the Honorary Secretary and at least one Flag Officer, subject to Committee ratification and upon such terms and for such period not exceeding six months as the Committee may approve.
d) Student Members under the age of 18 years, New Wave Cadet Members, Offshore Members, Temporary Members, Lightship Members and Affiliate Organisation Members shall not be entitled to propose or second candidates for election to membership or committee office, nor to vote at any meeting.
4. Officers and Committee
(a) The following shall be elected annually at a General Meeting of the Club:
i. Commodore, Honorary Treasurer and Honorary Secretary, on the nomination of the Committee.
ii. Vice Commodore and Rear Commodores (Social, Sailing, Cruising and House) on the nomination of any three voting Members.
iii. Committee members to the extent of any vacancies arising, on the nomination of any two voting Members.
(b) A Commodore who has completed three consecutive years of service shall retire and shall be ineligible for election to any post of Flag rank until one further year has elapsed.
(c) The Committee shall consist of the Officers and twelve ordinary members of whom three shall be nominated by Suffolk Yacht Harbour Limited and nine shall be elected from among Club Members.
(d) Seven members including at least two Officers shall constitute a quorum for Committee meetings.
(e) Ordinary Committee members shall serve for a maximum of three consecutive years. Retiring Committee members who have served their maximum term shall not be eligible to serve on the Committee (unless as elected Officers) until one year has elapsed, but shall be eligible to serve on Sub-committees.
(f) The Committee shall appoint such Sub-committees as it may consider appropriate, but the sale of alcohol shall be under the control of the Committee.
(g) The Committee and any Sub-committee shall have the power to co-opt from among Club Members.
(h) The Committee may appoint secretarial or administrative staff who shall not by virtue of such appointment be entitled to vote at Committee.
(i) The property and securities of the Club shall be vested in three Club members appointed by the Committee as custodian Trustees upon such terms and conditions as it shall decide. Such Trustees shall be appointed for life save that
i. a Trustee may resign at any time by notice in writing to the Commodore or Honorary Secretary, effective upon receipt of such notice by the proper addressee.
ii. a Trustee shall be deemed to have resigned and shall be ineligible for reappointment upon ceasing to be a Member of the Club.
iii. a Trustee may be removed from office by a resolution of the General Committee ratified by a simple majority of members present and voting at a quorate General Meeting of the Club.
(j) Examiners shall be elected annually at the Annual General Meeting and shall examine the Accounts and Treasurer’s Report on the state of the Club finances at 30th September in each year and at such other times as they shall think expedient.
(k) For the purposes of this Rule 4 unless the context requires otherwise the word “year” shall mean the period between successive Annual General Meetings and the word “annually” shall be construed accordingly.
Trustees, Officers, Committee Members, or any other member requested or authorised by the Committee or an Officer to perform any function or duty for the Club or on its behalf, shall be entitled to be indemnified by the Committee from and against any liability, costs, expenses, payments and losses incurred or made by them in the performance of their function or the exercise of their duties or in relation to any property of the Club vested in them or in relation to any legal proceedings or which otherwise relate directly or indirectly to the performance of their functions or duties, and the Club shall effect and maintain suitable and adequate insurance to support the said indemnity.
6. Club Sections
(a) By resolution of the Committee, the Club may establish specialised Sections to promote and support particular sailing interests or activities. Unless specifically otherwise provided, such Sections shall be open to all Club members sharing the relevant interest without any form of separate membership and shall operate within the Club’s normal financial rules and procedures.
(b) The Committee may where it thinks fit establish the position of Captain of any such Section, and shall specify the method of appointment and period of service of any such Captain.
7. General meetings
(a) The Club shall hold an Annual General Meeting during the month of December each year, to receive a Report from the Commodore and the Treasurer’s Report with Examined Accounts.
(b) i. Nominations for officers and committee, duly proposed, seconded (and, where required, supported) shall be received by the secretary at least twenty-eight days before the Annual General Meeting.
ii. Proposals or resolutions to change these Rules shall be made in writing at least twenty-eight days before a General Meeting.
(c) An Extraordinary General Meeting shall be held, either at the request in writing of the General Committee, or within four weeks of a written request by any twenty members, specifying the purpose of the meeting requested.
(d) Two weeks formal notice of a General Meeting must be given to all members. This notice to include the date, time and place of the meeting and details of any proposal or resolution made under Rules 7(b)(ii) and 7(c).r
(e) The senior Flag Officer present (and, if none, a Member elected by the meeting) will preside over the meeting and thirty Members shall form a quorum. Decision shall be by simple majority except that a change in the Rules or in the Rate of Subscription or Entry Fee shall require a two-thirds majority of Members present and voting.
(f) The Presiding Officer shall at his discretion have power to accept for discussion resolutions (other than those changing Rules, Subscriptions or Entry Fee) of which due notice has not been given and where due notice of any resolution has been given shall accept bona fide amendments of the same.
(g)The Presiding Officer shall have a casting vote and shall have power to interpret the Rules.
8. Subscription and Entry Fees
(a) These shall be fixed from time to time by a General Meeting of the Club and details shall at all times be available to Members on request.
(b) The Committee shall have power to remit all or part of a subscription or entry fee in appropriate cases.
(c) The entry fee and subscription shall be payable immediately on election to the Club and further subscriptions due on 1st February in each succeeding year.
(d) Any Member including Family Members whose subscription or entry fee remains wholly or partly unpaid after one calendar month from its due date shall be suspended from membership and from all its rights and benefits, and shall be so notified by e-mail or prepaid post sent to his, her or their last recorded address in the Club’s records.
The Committee shall have discretion in extenuating circumstances to defer, mitigate or waive the operation of this Rule 8(d). A reminder of the provisions of this Rule shall be included in annual Subscription Notices sent to Members.
(e) Having applied to the General Committee in writing, a member may, at the discretion of the general committee, pay their subscription by six equal instalments. The Member will be required to arrange a standing order with their bankers to make payments to the Club on the first of each month, from 1st February to the 1st July inclusive. Any member, who wishes to benefit from this rule, will be required to pay an additional 10% to their annual subscription. Should a member fail to make a payment on time, their membership shall be immediately suspended. If due payment is then not received within one month, then their membership shall be terminated.
The Club in General Meeting or the Committee shall be entitled to make Bylaws for the proper running of the Club within the terms of these Rules. Such By-laws shall be displayed on the Club Notice Board and copies shall be made available to Members on request.
10. The Bar
The Bar shall be conducted in accordance with the requirements of the Licensing Authorities. It shall be controlled by the General Committee. Intoxicating liquor shall only be supplied to persons who are over the age of 18 years and who are either members, guests or visitors as defined by the Rules and By-laws of the Club.
11. Resignations, Expulsions and Reinstatements
(a) Any Member wishing to resign from the Club shall give notice in writing to the Secretary and shall pay all subscriptions and outstanding debts to the Club on resignation.
(b) If the conduct of a Member, either in or out of the clubhouse, shall in the opinion of the Committee be such as to justify expulsion from the Club, the Committee may after giving notice to such Member and giving him or her an opportunity to attend before them, and be heard, by resolution expel such Member from membership and thereupon he or she shall forfeit all right in and claim upon the Club and its property. A notice under this Rule shall be held to be duly given if sent by pre-paid post to the address of the Member appearing in the Club’s records.
(c) The Committee shall have power on receiving satisfactory explanation to reinstate as a Member of the Club without payment of entrance fee any person who may have ceased to be a Member under Rule 8 or under this
The Club has one preferred charity which they will support through their fund raising events, this being "The Harwich Lifeboat"
Rules amended following the Annual General Meeting of the Club on 1st December 2018. Amendment to rules 3 and 8(d)