2025 AGM

ANNUAL GENERAL MEETING
11am on Saturday 12th April 2025

2025 AGM Draft Minutes (Reviewed at April 2025 GC Meeting)

21st March 2025

Further to the Secretary's email on 21st March, please find below a link to the Calling Notice for this year's AGM which will be held at the Club at 11am on Saturday 12th April.

Also below are links to the draft minutes of last year's AGM and the Voting Form (online and PDF versions), which eligible members not voting in person at the AGM should please submit by 11am on Friday 11th April.

Calling Notice for 2025 AGM

2024 AGM Draft Minutes (Reviewed at April 2024 GC Meeting)

Voting Form – online version

Voting Form – PDF version

Hard copies of the AGM documentation may be obtained via the Front Office and a full set of accounts is available via the Accounts Office.

If any member would like a question answered after the formal part of the AGM, please would they submit their question in writing to the Secretary at least two weeks before the AGM to allow time for a response to be properly researched. Any questions submitted at the meeting may require further discussion and may therefore not solicit an immediate response.

Please note that this year's Summer Programme and 2025 membership cards will be landing on your doormats by the end of March, and this year's edition of the Royal Solent magazine is now available to pick up from around the clubhouse.

We hope to see you at the Club for the 2025 AGM.

Claire Hallett
Club Secretary

12th March 2025

ANNUAL GENERAL MEETING, 12TH APRIL 2025
UPDATE ON NOMINATIONS FOR FLAG OFFICERS AND THE GENERAL COMMITTEE

Rule 13.1 states that for a Member of the Club to be eligible to be elected as a Flag Officer or to the General Committee in any capacity, a signed nomination form must be delivered to the Secretary at least 42 days before the date of the next Annual General Meeting.

That date was Friday 28th February 2025 and nominations received in respect of the vacancies for Flag Officers and the General Committee are as follows:

Commodore
John Poyner

Vice Commodore
Rudi Fortson

Rear Commodore House
Susie Breare

General Committee
Peter Crowhurst*
Katie Davies*
Catherine Holmes*
Lesley Tregear*
Sarah Turvill
(*Re-instatement)

Voting forms will be emailed to Members in due course, along with the AGM Calling Notice.

Claire Hallett
Club Secretary

7th January 2025

ANNUAL GENERAL MEETING ON 12TH APRIL 2025
VACANCIES FOR FLAG OFFICERS AND GENERAL COMMITTEE

In accordance with Rule 13.2, Members are hereby advised of the Flag Officers and General Committee Members due to stand down at the next Annual General Meeting on Saturday 12th April 2025:

Flag Officers
Martyn Collinson, Commodore
Graham Fell, Vice Commodore

Rear Commodore House, John Poyner, has indicated that he will be submitting a nomination form for the position of Commodore.

Vice Commodore’s Committee Member, Rudi Fortson, has indicated that he will be submitting a nomination form for the position of Vice Commodore.

General Committee Member, Susie Breare, has indicated that she will be submitting a nomination form for the position of Rear Commodore House.

General Committee Members
Peter Crowhurst
Katie Davies
Catherine Holmes
Tom Symes
Lesley Tregear

Peter, Katie, Catherine and Lesley, who will have served on the General Committee for the 3 years preceding the AGM, have all indicated that they are willing to seek re-election for a further year under the provision of Club Rule 10.2.

Tom stepped down from the GC in October due to personal circumstances and the General Committee subsequently voted to co-opt Vice Commodore’s Committee Member, Sarah Turvill, onto the GC with immediate effect. Sarah will stand for election at the AGM in April 2025.

In accordance with Rule 13.1, if any eligible Member wishes to stand against those seeking election or re-election, nomination forms are available direct from the Secretary and must be delivered to the Secretary by 28th February 2025.

MEMBER RESOLUTIONS

In accordance with Rule 15.3, no proposed Member Resolutions have been received.

Claire Hallett
Club Secretary

10th January 2025

ANNUAL GENERAL MEETING, 12TH APRIL 2025
PROPOSED RULE CHANGES

The Vice Commodore's Committee has carried out a full review of the Club's Rules and, with the full support of the General Committee, proposes the following rule changes for approval at the AGM on 12th April 2025.

To view the proposed rule changes in a PDF file, please click here.

20. Classes and Election of Members

CURRENT RULE
20.6 The General Committee shall have the power to admit any person as an Honorary Member or an Honorary Life Member, on such terms as it may think fit, but the total number of such Members shall not at any one time exceed five per cent of the total number of Full Members. The Secretary shall give to a person elected as an Honorary Member or Honorary Life Member written notice of his or her election together with a copy of these Rules and, upon such person indicating in writing his or her willingness to accept such membership, he or she shall become an Honorary Member or, as the case may be, Honorary Life Member of the Club. Neither an Honorary Member nor an Honorary Life Member shall pay a registration fee or any subscription (but shall not be entitled to a refund of all or any part of any fee or subscriptions previously paid by him or her). Honorary Members and Honorary Life Members shall be entitled to all the privileges and benefits of full membership of the Club.

PROPOSED RULE
20.6 The General Committee shall have the power to admit any person as an Honorary Member, Honorary Life Member or ex-Officio Honorary Member, on such terms as it may think fit, but the total number of such Members shall not at any one time exceed five per cent of the total number of Full Members. The Secretary shall give to a person admitted as an Honorary Member, Honorary Life Member or ex-Officio Honorary Member written notice of their election together with a copy of these Rules and, upon such person indicating in writing their willingness to accept such membership, they shall become an Honorary Member or, as the case may be, Honorary Life Member or ex-Officio Honorary Member of the Club. Neither an Honorary Member nor an Honorary Life Member nor ex- Officio Honorary Member shall pay a registration fee or any subscription (but shall not be entitled to a refund of all or any part of any fee or subscriptions previously paid by them). Honorary Members, Honorary Life Members and ex-Officio Honorary Members shall, subject to rule 17.7, be entitled to all the privileges and benefits of full membership of the Club.

20.6 RATIONALE: To specifically include ex-Officio Honorary Members within Rule 20.6.

PROPOSED RULE
20.6.1 The General Committee shall have the power to withdraw, suspend or terminate Honorary Membership, Honorary Life Membership or ex-Officio Honorary Membership, on such terms as it may think fit, and it may do so on grounds that include, but need not be limited to, a matter that falls to be dealt with under Rule 23. If the General Committee decides that Honorary Membership, Honorary Life Membership or ex-Officio Honorary Membership is to be withdrawn, suspended or terminated, the Secretary shall give the Member concerned written notice of the decision, the reasons for it, and a copy of these Rules. The General Committee may ask the Secretary to invite that Member to apply for standard Membership of the Club.

20.6.1 RATIONALE: To define a mechanism by which the General Committee may withdraw Honorary Membership.

CURRENT RULE
20.7 The General Committee shall have power to elect Temporary Members, on such terms as it may determine, for any period not exceeding 30 days in total. Subject to the discretion of the General Committee, no individual may be elected to Temporary Membership more than once. Every candidate for Temporary Membership shall be proposed and seconded, in writing to the Secretary. The issue of Temporary Membership may be delegated to the Secretary by the General Committee. Temporary Members shall not be called upon to pay any registration fee, but shall pay such subscription as the General Committee may determine and must deposit money on an allocated Club Card. Temporary Members shall be entitled to all the benefits and privileges of membership except that no voting rights accrue, nor may they purchase or wear any item bearing the Club Insignia.

PROPOSED RULE
20.7 The General Committee shall have power to elect Temporary Members, on such terms as it may determine, for any period not exceeding 30 days in total or (in exceptional circumstances) such longer period not exceeding one year as approved by the General Committee. Every candidate for Temporary Membership shall be proposed and seconded, in writing to the Secretary. The issue of Temporary Membership may be delegated to the Secretary by the General Committee.

20.7.1 Temporary Members shall not be called upon to pay any registration fee but shall pay such subscription and deposit such amount on an allocated Club Payment Card as the General Committee may determine. Temporary Members shall be entitled to all the benefits and privileges of membership, except that no voting rights accrue, nor may they purchase or wear any item bearing the Club Insignia.

20.7 RATIONALE: To provide the General Committee with the ability to extend the period for which Temporary Membership may be granted in exceptional circumstances for the benefit of the Club.

23. Complaints, Removal and Expulsion from Membership

CURRENT RULES
23.1 Complaints Procedure

23.1.1 Members wishing to register a complaint on behalf of themselves or their guests in relation to the Club, any of its Members, staff or visitors must confirm such a complaint in writing to the Secretary, unless the Secretary is the subject of the complaint. In such case the complaint shall be addressed to a Flag Officer.

23.1.2 Upon receipt of a complaint the Secretary or Flag Officer concerned shall, as soon as possible, investigate the matter and respond in writing to the Complainant. All correspondence will be made available to the General Committee.

23.1.3 If the matter cannot be resolved by the Secretary or Flag Officer concerned, the Member may refer the complaint to the General Committee who will appoint two of its members to review the matter. Having investigated the matter the reviewing members shall, as soon as practicable, make a recommendation to the General Committee as to the appropriate course of action. The course of action agreed by the Committee shall be notified to the Complainant as soon as practicable.

23.1.4 If the Complainant is still dissatisfied, the matter will be referred to the Commodore whose decision will be final. Should the Commodore be the subject of the complaint the matter will be referred to another Flag Officer for a final decision.

Notes
a) In the case of any formal complaint, written statements should be made by those concerned and any witnesses as soon as possible and forwarded to the Secretary or appropriate Flag Officer.

b) Any member of staff who wishes to register a complaint with reference to the Club, a Member, visitor or other member of staff should follow the procedure detailed in the Staff Handbook, copies of which are available to all staff members.

PROPOSED RULES
23.1 Compliance with Club Rules

23.1.1 Any refusal to comply with or neglect of these Rules and the current Bye-laws of the Club, or any conduct unworthy of a Member or otherwise injurious to the interests of the Club, shall render a Member liable to disciplinary action by the General Committee, which may include a reprimand, suspension for a specified period or expulsion.

23.1.2 No Member shall admit onto Club premises a person whose application for membership has been rejected or who has been suspended, expelled, or prohibited from entering the Club.

23.2 Complaints Procedure

23.2.1 Members wishing to register a complaint on behalf of themselves or their guests or a visitor in relation to the Club, any of its Members, visitors, guests or staff, must confirm such a complaint in writing to the Secretary, unless the Secretary is the subject of the complaint. In such case the complaint shall be addressed to a Flag Officer.

23.2.2 Upon receipt of a complaint, the Secretary or Flag Officer (as the case may be) shall, as soon as practicable, investigate the matter.

23.2.3 In appropriate cases, written statements should be made by those concerned (including any relevant witnesses) as soon as possible and forwarded the Secretary or Flag Officer (as the case may be).

23.2.3.1 Where the complaint is in respect of a member of staff it shall be dealt with in accordance with the Staff Handbook and (save in the case of the Secretary) rules 23.2.6 to 23.2.16 shall be disapplied.

23.2.4 If a Member is the subject of the complaint, and if urgent action is required, the Commodore (or a representative designated by the General Committee) shall be empowered to suspend the Member concerned forthwith (but rules 23.2.12 and 23.2.16 shall apply).

23.2.5 The Secretary or the Flag Officer concerned, shall respond in writing to the Complainant and to any person who is the subject of the complaint in an endeavour to resolve the complaint by agreement. All correspondence will be made available to the General Committee.

23.2.6 If the matter is not resolved to the satisfaction of the Complainant (and/or to any person who is the subject of the complaint), or if the matter cannot be resolved by the Secretary or Flag Officer concerned, the Complainant, or any person who is the subject of the complaint, or the Secretary or the Flag Officer concerned, may refer the complaint to the General Committee (via the Secretary or Flag Officer concerned) which will appoint two of its members to review the matter (the “Reviewing Members”).

23.2.7 Subject to rules 23.2.8 to 23.2.13, the Reviewing Members shall, as soon as practicable make a recommendation to the General Committee as to the appropriate course of action.

23.2.8 In the event that the Reviewing Members recommend that disciplinary action should be taken against a Member, the Reviewing Members shall inform the General Committee of that recommendation. The Secretary shall give the Member at least three weeks’ written notice of the meeting at which their conduct is to be considered by the General Committee.

23.2.9 The notice must give details of the allegations against the Member, together with any relevant statements or documents that are to be considered.

23.2.10 The Member shall be given full opportunity to make representations and to provide any explanation to the General Committee in person or by a representative (either in writing or by attending the meeting), or of resigning.

23.2.11 A resolution to apply disciplinary action, other than expulsion, shall be carried by a simple majority of those members of the General Committee present.

23.2.12 A Member may be suspended under Rule 23 for such period and on such terms as the Commodore (Rule 23.2.4 ) or the General Committee (Rule 23.2.11) think fit.

23.2.13 In the event of suspension, a Member shall continue to pay a subscription for that year and no refund will be due.

23.2.14 A decision of the General Committee concerning the complaint shall, as soon as practicable, be notified to the Complainant and to any person who is the subject of the complaint.

23.2.15 The decision of the General Committee with regard to all complaints shall be final.

23.2.16 A Member who is suspended by the Commodore (Rule 23.2.4) may appeal to the General Committee at its next meeting. The Member must give notice in writing to the Secretary or Commodore within three working days of the Member being informed of the suspension. A Member’s suspension continues notwithstanding that notice to appeal has been given under this Rule. The Appeal shall be determined by a simple majority of those members of the General Committee present.

Notes
Any member of staff who wishes to register a complaint with reference to the Club, a Member, visitor or other member of staff should follow the procedure detailed in the Staff Handbook, copies of which are available to all staff members.

23 RATIONALE: To clarify the Complaints Procedure and ensure that the steps to be taken when assessing a complaint flow logically.

CURRENT RULES
23.3 Expulsion from Membership

23.3.1 Any refusal to comply with or neglect of these Rules and the current Bye-laws of the Club, or any conduct unworthy of a Member or otherwise injurious to the interests of the Club, shall render a Member liable to disciplinary action by the General Committee, which may include a reprimand, suspension for a specified period or expulsion.

Notes
a) Before disciplinary action is taken against a Member, the Secretary shall give at least three weeks’ written notice of the meeting at which the Member’s conduct is to be considered by the General Committee. If urgent action is required, the Commodore or designated representative shall be empowered to suspend him or her forthwith.

b) The notice must give details of the allegations against the Member, together with any relevant statements or documents that are to be considered.

c) The Member shall be given full opportunity to make representations and to provide any explanation to the General Committee in person or by a representative (either in writing or by attending the meeting), or of resigning.

d) A resolution to apply disciplinary action, other than expulsion, shall be carried by a simple majority of those members of the General Committee present.

e) A resolution of the General Committee to expel a Member shall be carried by a 75% majority of those present. The decision of the General Committee shall be final and binding and it shall be communicated in writing to the Member.

f) In the event of suspension, a Member shall continue to pay a subscription for that year and no refund will be due.

g) In the event of expulsion, the former Member shall not be entitled to have any part of the annual membership fee refunded.

23.3.3 A Member expelled under Rule 23.3.2 forfeits all rights and claim upon the Club and its property and is disqualified from entering or being entertained in the Clubhouse and from using the Club premises or property for any purpose. This exclusion would extend to non-entry to the Club and premises during open sailing events.

23.3.4 No Member shall introduce as a guest a person whose application for membership has been rejected or who has been suspended, expelled or prohibited from entering the Club.

PROPOSED RULES
23.3 Expulsion from Membership

23.3.1 Prior to any decision to expel a Member the Complaints Procedure as set out in Rule 23.2 should be followed.

23.3.2 A resolution of the General Committee to expel a Member shall be carried by a 75% majority of those present. The decision of the General Committee shall be final and binding, and it shall be communicated in writing to the Member.

23.3.3 In the event of expulsion, the former Member shall not be entitled to have any part of the annual membership fee refunded.

23.3.4 A Member expelled under Rule 23.3 forfeits all rights and claim upon the Club and its property and is disqualified from entering or being entertained in the Clubhouse and from using the Club premises or property for any purpose. This exclusion would extend to non-entry to the Club and premises during open sailing events.

23.3 RATIONALE: Clarification that prior to any Member being expelled, the review steps set out in Rule 23 must first have been followed. Additionally, an administrative modification to the numbering scheme used in Rule 23.2.

CURRENT RULES
23.2 Removal from Membership

a) A Member whose subscription has not been fully paid within ten weeks of the due date shall be notified by the Secretary in writing that, if it is not paid in full within a further period of four weeks, he or she will cease to be a Member of the Club. His or her name shall then be removed from the List of Members and notification to that effect shall be sent to him or her in writing by the Secretary.

b) The General Committee (or Secretary, if authorised) may take into consideration the case of any Member whose registration fee or subscription remains unpaid as above, and he or she may have his or her name restored to the List of Members provided he or she is able to offer a satisfactory explanation as to the cause of their failure to pay.

PROPOSED RULES
23.4 Removal from Membership

23.4.1 A Member whose subscription has not been fully paid within ten weeks of the due date shall be notified by the Secretary in writing that, if it is not paid in full within a further period of four weeks, they will cease to be a Member of the Club. Their name shall then be removed from the List of Members and notification to that effect shall be sent to them in writing by the Secretary.

23.4.2 The General Committee (or Secretary, if authorised) may take into consideration the case of any Member whose registration fee or subscription remains unpaid as above, and they may have their name restored to the List of Members provided they are able to offer a satisfactory explanation as to the cause of their failure to pay.

23.4 RATIONALE: An administrative modification to the numbering scheme used in Rule 23.3.

25. Visitors and Guests

CURRENT RULE
25.2 No person mentioned in Rule 25.1 shall use the facilities of the Club for more than seven days in any period during a calendar year, except for guests who are regular crew when racing with Members at open sailing events who may, at the discretion of the Rear Commodore Sailing, exceed the seven-day limit.

PROPOSED RULE
25.2 No person mentioned in Rule 25.1 shall use the facilities of the Club for more than six days in any period during a calendar year, except for guests who are regular crew when racing with Members at open sailing events who may, at the discretion of the Rear Commodore Sailing, exceed the six-day limit.

25.2 RATIONALE: Rule 25.1 specifies those persons who are not Members of the Club but who may use the Club’s facilities. The proposed amendment to Rule 25.2 is designed to encourage couples to become and remain Members rather than one partner applying for Membership and the other relying on the ability to attend the Club as a guest by reducing the number guest visits to 6 in any one calendar year. Additionally, following a survey of 20 other yacht clubs, to align the Club’s rule with the average number of times that guests may attend the other yacht clubs surveyed.

In line with Rule 15.3, any Member who wishes to propose a relevant alternative to any of the proposed resolutions may notify the Secretary by 1st February.

Claire Hallett
Club Secretary

2025 AGM

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