Club Constitution

Rules

  • 1. The name of the Club is “Pembrokeshire Yacht Club” and the Burgee of the Club shall be “Gold Castle on Blue”.
  • (i) The object for which the Club is formed is to promote and facilitate affordable watersports and water based recreation including sailing, rowing, powerboating, training and the provision of Club premises at Gelliswick, Milford Haven.

Membership

  • 2. (i) The club is a non-profit making organisation. All profits and surpluses will be used to maintain or improve the club’s facilities. No profit or surplus will be distributed.
  • 3. (i) Any person whether the owner of a yacht or boat or not who is keen and interested in sailing or boating in general is eligible as a candidate for membership.
  • (ii) Members must agree to observe the Rules of the Pembrokeshire Yacht Club as a condition of membership.
  • (iii) The Club is open to all without discrimination.
  • 4. The Club on the recommendation of the Committee may in general meeting elect honorary members.
  • 5. Every candidate for membership will be proposed by one voting member and seconded by another voting member and his or her name and address and any other particulars the Committee may require shall be sent to the Membership Secretary. Candidates cannot be admitted to membership or to any of the privileges of membership without an interval of at least two days between their proposal or application for membership and their admission.
  • 6. Members other than honorary members may be elected at any meeting of the Committee duly convened for that purpose. Candidates may, and on request of any member of the Committee be elected by ballot.
  • 7. Any member desirous of retiring from the Club will notify his intention to the Membership Secretary on or before the 21st September otherwise he will be liable for the next year’s subscription.
  • 8. Every member on joining the Club undertakes to comply with these rules and any refusal or neglect to do so or any conduct which is the opinion of the Committee is either unworthy of a member or otherwise injurious to the interests of the Club will render a member liable to expulsion by the Committee provided that before expelling a member the Committee will call upon him or her for an explanation of his or her conduct and will give the member an opportunity of defending him or herself or of resigning membership of the Club. The vote on a resolution for expulsion will be by

ballot and the resolution will only be carried if a majority of two thirds of the members of the Committee present vote in favour of the resolution. These rules shall also apply to family members.

Entrance Fee and Subscription

  • 9. The annual subscription is payable on election and on the 1st October in each year. Those persons elected after January 1st of each year are subject to the sliding scale of membership charges as laid out on the membership form.
  • (a) The acceptance by the committee of an application for membership, entitles that individual to immediate and full membership of the Club. Full membership status provides full membership for the principle member, and as applicable, access to the hospitality and entertainment facilities of the Club for the principle members partner, and any of their children/dependents under the age of 18 years. If any individual wishes to engage in any of the Club’s organised water-based functions such as PYC sail training or racing, or wishes to join the PYC rowing section, they will be required to apply for full Club membership within their prescribed class.
  • (b) Membership Classes are as Follows:
  • Adult Membership (Voting or non-voting),
  • Under 25 Adult Membership (Voting or non-voting),
  • Junior Membership,
  • Affiliated membership for (sports clubs and other recognised organisations).
  • Subscriptions for each membership class are listed in the club’s schedule of charges.
  • The schedule of charges will be reviewed by the club committee from time to time and amended accordingly.
  • A junior member duly admitted to the Junior Section of the Club may be any person under the age of 18 years.
  • At the milestones of 18 and 25 years of age, a member will be eligible to automatically move up to the next class of adult membership of the Club without completing a further application form for membership, but subject to review by the club committee. They will also at that time become liable to the increase in membership subscription fees as applicable. Where a member moves up a class part way through a club year the amount of subscription due will be calculated using the same formula that is in place for new members joining the club part-way through a club year.
  • (c) Junior members and children/dependent members under the age of 18 years of age, may use the licensed parts of the Club premises only when accompanied, or vouched for by an Adult member who is present, and who must accept full responsibility for their behaviour whilst they are on the club premises, and/or taking part in any club activity. The adult family member shall ensure that at all time the child/dependent’s conduct does not adversely interfere with the other members; comfort or activities. Children/dependent’s may not remain in the licensed parts of the Club after the times specified in the House Rules.
  • (d) (i) A voting member and a social and honorary member will be entitled to the full amenities of the Club but only a voting member and an honorary member will be entitled to vote.
  • (ii) A member taking part in, or who has taken part in, the Club’s regular racing or assisted in the sailing or rowing activities of the Club may be considered for voting membership by the Committee.
  • (iii) Any member who has not paid his or her subscription by 31st December will have his or her name removed from the list of members by the Committee. A member’s name may be restored at the discretion of the Committee.
  • (e) No member will in any year be entitled to exercise any rights or privileges of membership until his or her subscription for that year is paid.
  • (f) A member, providing application is made in writing to the Membership Secretary, will not be required to pay Annual Subscriptions from the commencement of the Club year following that member’s 75th birthday. Such application will not be considered retrospectively.

Temporary Members

  • 10. (a) Visiting yachtsmen or yachts women may become temporary members for periods of up to one month on the signature of any two members of the main Committee.
  • (b) Any person who is a competitor in any race sponsored or organised by or on behalf of the Club or in the race starting from the Club Headquarters, Gellyswick Bay, Milford Haven, and any person who is a member of the crew of such competitors for the purpose of the race is entitled to use the Club premises within a period of twenty-four hours before and after the race in which they are competing.
  • (c) Members who introduce guests to the Club must ensure that their names are entered in the Visitors’ Resister at the time of entering the Club, that they do not purchase intoxicants from the Club and that they conduct themselves in an orderly manner. A member may not introduce a guest more often than twice in each calendar month.
  • (d) Any Officer of the Club or any two members of the General Committee may expel temporarily or permanently any person who has the right to the use of the Club premises under Rules 10(a) and 10(b) or any guest admitted under Rule 10(c).

Officers and Committee

  • 11. (a) The Officers of the Club will ideally consist of a Commodore, a Vice- Commodore, a Rear Commodore, a Sailing Captain, a Rowing Captain, Honorary Secretary and Honorary Treasurer who will be elected at the Annual General Meeting in each year to hold office until the conclusion of the next Annual General Meeting; the retiring officers will be eligible for re-election, subject to compliance with Rule 12 (c).
  • (b) No candidate for election to any office (other than the retiring officers) will be proposed unless the name of the candidate and of his proposer and will have been sent to the Honorary Secretary in the form laid down in Rule 12 (c) here.
  • (c) No Flag Officer will serve more than three consecutive years in any one position. But in the event of there being no suitably qualified person available to fill vacant Flag Officer posts, then the three-year rule be waived should the serving Flag Officers be willing to offer themselves for re-election.
  • 12. (a) The Committee will consist of the Officers and not more than six members of the Club elected by the Club in general meetings to hold office until the conclusion of the next Annual General Meeting. The Committee may co-opt a member from any section of the Club to serve in an advisory capacity.
  • (b) Candidates for election to the Committee will be those members of the retiring Committee who offer themselves for re-election and such other voting members of the Club whose nominations duly proposed and seconded by voting members of the Club in writing will have been sent to the Honorary Secretary.
  • (c) Nominations for Officers and Committee will be accepted by the Honorary Secretary by not later than seven days before the date of the Annual General Meeting, and such nominations will be displayed on the Club Notice Board showing the names of the proposers and seconders.
  • (d) If the number of candidates duly proposed and seconded exceeds the number of vacancies to be filled the election will be by ballot.
  • (e) A casual vacancy will be filled by the Committee and the member nominated will hold office until the next Annual General Meeting.
  • 13. (a) The Committee will manage the affairs of the Club according to the rules and will apply the funds of the Club to the objects of the Club.
  • (b) The Committee will make such standing orders as they think fit for the conduct of its business and will make such bylaws, rules and regulations as they think fit for the management of the Club and any of its premises.
  • (c) The Committee will appoint a Membership Secretary who will be responsible for the maintenance of a record of the members of the Club and the collection of the membership subscriptions.
  • (d) The Committee will appoint a Boat Parking Secretary who will be responsible for the maintenance of a record of the boats parked in the Club Compound and the collection of the parking fees.
  • (e) At any General Meeting there will be a quorum of six committee members including three officers.

Wine Committee

  • 14. The supply of intoxicating liquor to the Club and to members and their guests will be managed by a Sub Committee consisting of a secretary and two elected members. They will ensure that no intoxicating liquor is supplied to members or their guests other than by or on behalf of the Club. Intoxicating liquor will not be served to persons under the age of 18.

Auditor

  • 15. An Auditor will be appointed at the annual meeting in each year whose duty will be to audit the accounts of the Club for the current year. In the event that they are unwilling or unable to act the Committee shall appoint a substitute.

General Meeting

  • 16. (a) The Annual General Meeting of the Club of which 28 days notice will be posting a notice on the Club Notice Board. Members outside the Milford Haven postal district will be sent details. The Annual General Meeting will, whenever possible, be held by not later than March of each year at such time and place as the Committee will determine and, in any case, not more than 15 months will elapse between such meetings. Members desiring to submit a resolution for consideration at the Annual General Meeting will send a copy of such resolution to the Honorary Secretary within 14 days of the AGM being posted on the Notice Board. Amendments to such resolutions will be accepted by the Honorary Secretary up to seven days after the resolution has appeared on the Club Notice Board. In order to constitute a quorum at the Annual General Meeting or at any Extraordinary General Meeting there shall be at least 15 voting members present.
  • (b) The Committee may call an Extraordinary General Meeting when any matter of urgent importance occurs. Ten days notice of any Extraordinary General Meeting specifying the day, place and hour of the meeting will be posted on the Notice Board. Members outside Milford postal district will be sent details.
  • (c) If within 15 minutes of the time appointed for a General Meeting a quorum of voting members be not present the meeting will be postponed to the same day in the following week at the same time and place and at such postponed meeting the business will be transacted whatever the numbers present.
  • (d) At a General Meeting of the Club each voting member, honorary member and both male and female Junior Captains elected by the Junior Members will have one vote; social members will be entitled to attend a General Meeting but will have no vote. In the case of an equality of votes the Chairman will have a second or casting vote.
  • (e) Twelve voting members may requisition a General Meeting. Written application for the meeting stating the matter for discussion must be received by the Honorary Secretary at least 21 days before it is intended that the meeting be held.
  • (f) Persons under 18 may not be elected to the Committee nor may they vote for the election of committee members.

Trustees of the Club

  • 17. Trustees of the Club may from time to time be appointed by a resolution passed at a properly convened meeting of the Committee and any Trustees may be removed from office by such a resolution as aforesaid. Any Trustee of the Club who ceases to be a member of the Club will cease to be a Trustee and any Trustee may at any time retire upon giving the Committee 28 days notice in writing of his Intention so to do and at the expiration of the said notice will cease to be a Trustee. Any Trustee of the Club who retires or is removed will forthwith execute and do all such instruments and things as the Committee may require for the purpose of divesting any property in him upon the proper Trusts. The Trustees of the Club will be entitled to be indemnified out of all the property and assets of the Club (whether invested in them or not) against all losses suffered and all costs, charges and expenses properly incurred or paid by them as Trustees of the Club.

Permitted Licensing Hours

  • 18. The permitted hours for the sale and supply of intoxicating liquor shall be within the hours stated in the Club’s Premises Licence displayed at the Clubhouse.

Limitation of Club’s Liability

  • 19. (a) Members of the Club, their guests and visitors, may use the club premises and any other facilities of the Club, entirely at their own risk and implied accept that:
  • (i) The Club will not accept any liability for any damage to or loss of property belonging to members their guests or visitors to the Club and this applies not only to the premises, namely the buildings and compound, but to Club moorings. If at any time any mooring/parking fees payable to PYC by any member, or former member, shall be three months or more in arrears:
  • (a) The Committee shall be entitled upon giving one month’s notice in writing to the member or former member, at the last known address shown in the Register of Members, to sell the boat/trailer and to deduct any monies due to the club (whether by way of arrears of subscriptions or mooring fees or otherwise) from the net proceeds of sale before accounting for the balance (if any) to the member or former member.
  • (b) Alternatively, any boat/trailer which, in the opinion of the Committee cannot be sold, may upon such notice as aforesaid, be disposed of in any manner the Committee may think fit and the expenses recovered from the member or former member. Any arrears as aforesaid shall be deemed to be a debt owing
  • to the club by the member or former member.
  • (c) The Committee shall be entitled to move the boat/trailer to any part of the premises without being liable for any loss of, damage to, the boat/trailer however caused. Further, the club shall, at all times, have a lien over members’ boats/trailers parked on the Clubs premises in respect of all monies due to the club, whether in respect of all monies fees or subscriptions or otherwise. Where property appears to be abandoned, then the Club will adopt the procedure laid down in the RYA guidance.
  • (ii) All boats whilst parked on Club premises must be covered by Third Party insurance to a minimum value of £1million
  • (iii) The club will not accept any liability for personal injury arising out of the use of the club premises and any other facilities of the club, or out of participation in any race organised by the club whether sustained by members, their guests or visitors, whether or not such damage or injury could have been attributed to or was occasioned by the neglect, default or negligence of any of the officers committee or servants of the club.
  • (iv) Before inviting any guests or visitors onto the premises or to participate in events organised by the Club, members will draw their attention to this rule.
  • (b) The race organisers shall not be liable for any loss, damage, death or personal injury howsoever caused to the owner/competitor, his skipper or crew, as a result of their taking part in the race or races. Moreover, every owner/ competitor warrants the suitability of his yacht for the race or races.
  • (c) The safety of a yacht and her entire management including Insurance shall be the sole responsibility if the owner/competitor who must ensure that the yacht is thoroughly seaworthy, and manned by a crew sufficient in number and experience who are physically fit to face bad weather. The owner/competitor must be satisfied as to the soundness of the hull, spars, rigging, sails and all gear. He must ensure that all safety equipment is properly maintained, is stowed and in date and that the crew know where it is kept and how it is used.
  • (d) Parents and guardians are warned that the club is only able to provide rescue facilities during the hours of club racing. Outside these hours, parents and guardians have sole responsibility for their children and wards and must appreciate that the club cannot be expected to exercise supervision or control. Even during club racing the club cannot accept responsibility for children, or any other person, not engaged on racing

Alterations or Additions to Rules

  • 20. (a) Notice of any alteration or addition to the Rules intended to be proposed by a member of the Club will be given to the Honorary Secretary in writing within 14 days of the AGM being posted on the Club notice board, or at least 14 days before any special general meeting at which the same is to brought forward and full particulars of any such proposed alterations or additions will be set out in the notice convening the meeting.
  • (b) All such proposed alterations and additions and any amendments to them which may be proposed and seconded will be put to the vote of the meeting and provided that on a show of hands or, it demanded on a poll a majority of two thirds of the votes of those members present and entitled to vote will be cast in favour of any proposed alterations or additions or amendments then the same will be deemed to be carried.
  • 21. In the event of the passing of the resolution to wind up the Club, the members of the Club will appoint a representative committee which will be empowered to distribute the assets, purchased with and pertaining to any Sportlot grant, to any clubs having similar objectives as their own. Any remaining assets are to be applied to the purposes of the sports governing body for use in community related sport.

Club Constitution of the Pembrokeshire Yacht Club

Revised January 2023