Club Rules 2013

THE ARBITRATION CLUB

RULES

1.         Name of the Club

The name of the Club is ‘The Arbitration Club’.

2.         Definition

In these Rules the term ‘dispute resolution’ shall mean arbitration, adjudication, mediation, conciliation or such other means of dispute resolution as may be approved by the Committee of the Mother Club from time to time.

3.         The purposes of the Club

            The purposes of the Club are:

    1. To bring together people who are or have been active in the field of dispute resolution.
    2. The advancement of public understanding of dispute resolution including, but not so as to limit the generality of the foregoing,

(i)        the promotion of research into all forms of dispute resolution and the publication of the results of such research, and

(ii)        dissemination of knowledge gained by members though their work in all forms of dispute resolution,

 4.         Membership and structure

    1. 'The Club shall comprise the Mother Club and such other clubs (hereinafter referred to as 'Branch Clubs')approved by the Committee of the Mother Club which are set up for the purposes set out in Rule 3 and which wish to be affiliated with the Mother Club as representing regional or special interests.  References to 'The Club' hereafter shall be to the Mother Club and all Branch Clubs collectively; otherwise the word 'Club' shall mean the Mother Club and/or each Branch Club individually as the context may require.'
    2. The membership of The Club shall comprise persons who are or have been active in the field of dispute resolution.
    3. Membership of each club shall be limited to 70 or such larger number as the members of each Club shall decide.
    4. Vacancies in the membership of each Club shall be filled by members nominated by an existing member and approved by the Committee of the relevant Club.  Nominations shall be accompanied by a brief statement of the nominee’s experience in dispute resolution.

5.         Committees of Management

    1. Each Club shall be managed by a Committee comprising a Chairman, Vice-Chairman, Secretary and Treasurer (collectively referred to hereafter as ‘the Officers’) and at least two but not more than four other members (hereinafter referred to as Committee Members)
    2. All Officers and Committee Members shall be elected by vote of members present at the Annual General Meeting of each Club and shall serve for a period of two years.  The Chairman and Secretary together, and the Vice-Chairman and Treasurer together, and one half, or if there is an odd number the nearest number below one half, of the other members of each Committee shall be elected in alternate years.  Nominations of Officers shall be by two members of the relevant Club; nominations shall be submitted in writing to the Secretary of the relevant Club at least four weeks before the Annual General Meeting of that Club and shall be accompanied by a written undertaking by the nominee to serve if elected.  Nominations of other members shall be by two members of the relevant Club submitted in writing to the Secretary of that Club at least two weeks before the Annual General Meeting of that Club.  However, existing Officers and Committee Members may submit themselves for re-election without nomination but shall give written notice to the Secretary of their intention to stand at least four weeks before the Annual General Meeting.
    3. The Committee of each Club shall have the power to co-opt additional members to the Committee to fill a vacancy or for special purposes.  Such members shall serve for such period as shall be determined by the Committee.

6.         President and Vice-Presidents

There shall be a President and up to three Vice-Presidents of The Club.  They shall be nominated by the Committee of the Mother Club for election by members of all Clubs present at each Annual General Meeting of the Mother Club and shall serve for a maximum of five years.  They shall be entitled to attend any meeting of any Club on reasonable notice to the Honorary Secretary.

7.         Subscriptions

    1. There shall be an annual subscription payable by all members of each Club on 1 March in each year.  The amount shall be fixed by the Committee of each Club and shall be notified to members of that Club by 1 January in each year.
    2. Any member who has not remitted his/her annual subscription by 1 May in any year shall be removed from membership of the relevant Club but may be re-admitted by the Committee of that Club upon payment of any arrears.

8.         Annual General Meetings

There shall be an Annual General Meeting of each Club to be held no later than 31 May in each year for the purposes of receiving the accounts and electing Officers and Committee Members in accordance with Rule 5.  The President and Vice-Presidents shall also be elected at the Annual General Meeting of the Mother Club in each year.  All members of all Clubs are entitled to attend the Annual General Meetings of the Mother Club but shall not be entitled to vote thereat except on the election of the President and Vice-Presidents.

9.         General meetings

    1. Each Club shall hold at least four general meetings during each year.  The meetings shall be conducted by the Chairman or Vice-Chairman of the Committee or by a member of the Committee nominated by the Chairman. The meetings shall usually be held at lunch times and shall usually be organised as follows; however the Committee of each Club may adopt such other procedure as may be appropriate for its own special purposes.
    2. Each member may invite up to two guests to attend any general meeting.
    3. After a brief initial period during which any lunch provided may be eaten, any Club business which cannot be held over for the Annual General Meeting shall be conducted.
    4. There will then be a discussion lasting about 45 minutes on a topic introduced by a member or guest selected by the person conducting the meeting.
    5. During the meeting the names of members present shall be placed in a receptacle.  The names of two members shall be drawn at random each of whom will then be required to introduce a problem for general discussion, speaking for up to two minutes.  One of the problems will be on an interlocutory matter and the other on a hearing matter. Members of each Club may suggest problems for discussion and a list of such problems will be kept by the Chairman of meetings who will then select the problems to be discussed at each meeting.  Discussion of each problem will be limited to 15 minutes.
    6. In addition, at the discretion of the Chairman of the meeting the name of a third member may be drawn who will be required to address the next general meeting for up to five minutes on a topic of his own choosing related to dispute resolution.
    7. The charge to be made to members and their guests for any lunches provided will be determined from time to time by the Committee of the relevant Club.  It will be entirely at the discretion of the Committee of each Club to decide whether the full cost of lunches shall be met by members and their guests or whether they may be paid for in whole or in part by other means such as sponsorship.

10.       Quora

For the purposes of voting a quorum at all Club Meetings shall be ten members present and at Committee meetings shall be three members present.  All votes shall be determined by show of hands unless a ballot is demanded by at least one quarter of voting members present

11.       Accounts

    1. The financial year of each Club will run from 1 March in one year to 28/29 February in the next year. The Club is to be run on a “not for profit” basis.
    2. The Treasurer of each Club will keep the accounts of that Club and will present them to the Committee of that Club for approval at a meeting of that Committee prior to each Annual General Meeting of the Club.  The approved accounts will then be presented to the members present at the subsequent Annual General Meeting.
    3. The Committee of each Club shall appoint a member to audit the accounts prior to their presentation to the Committee for approval.
    4. Each Branch Club shall provide a copy of its audited accounts to the Mother Club in each year.

12        Bank Accounts

    1. Each Club shall keep accounts at a Bank approved by the Committee.  There shall generally be two accounts, a Current Account and an interest-bearing Deposit Account; however the interest-bearing account may be kept at a Building Society or other secure financial institution at the discretion of the Committee.
    2. The Mother Club shall keep in addition an interest-bearing account at a Bank or Building Society for purposes to be determined by the Committee of the Mother Club from time to time.  The funds for this account will be provided by voluntary contributions from the Mother Club and Branch Clubs. 

13.       Website

The Mother Club shall be responsible for establishing and maintaining a website for The Club.  Each Club shall be responsible for providing to the Mother Club all information required for the website such as members’ details, topics discussed and copies of papers presented at meetings and matters of general, regional or specialist interest.

14.       Alterations to these Rules

    1. No alteration shall be made to these Rules except by vote of members present at a General Meeting of the Mother Club.  All Branch Clubs shall be notified when alterations are proposed for approval at such a meeting and all members of Branch Clubs shall be entitled to be present and to vote on the matter at that the meeting.
    2. Any proposal for amendment to these Rules must be sent in writing to the Secretary of the Mother Club at least 28 days before a General Meeting of that Club and the Secretary shall give 14 days written notice of the proposed alteration to the members of the Mother Club and the Secretaries of all Branch Clubs at least 14 days before the meeting at which it is to be discussed and voted upon.

15.       Construction of these Rules

Any question as to the construction of these Rules shall be decided by the Committee of the Mother Club.

 16.      Effectiveness

These Rules shall come into force with effect from 1 March 2008. The amended Rules shall come into force with effect from 1st June 2013.