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HSSC-C&R001 Issue 2017_1

Hornet Services Sailing Club

Constitution and Rules

HSSC-C&R001 Issue 2017_1

Total pages: 40

Doc.Title:

Hornet Services Sailing ClubConstitution & Rules

Doc. No.: HSSC-C&R001 Classification: Unclassified

Issue: Issue 2017_1 Restriction: Members only

Date: 8 April 2017

Owner: Club Secretary Reviewers/Approvers:

1. Constitution.

Review by Executive Committee,approved by Full Committee,authorised by Resolution at anAGM.

2. Rules.

Review by Executive Committee,approved by Full Committee.

Author:

HSSC-C&R001 HSSC-C&R001

Issue 2017_1 Page 3

Contents

1 Preface ...................................................................................................................6

1.1. Abstract...................................................................................................................6

1.2. Change History......................................................................................................6

1.3. Terminology...........................................................................................................7

2 CONSTITUTION................................................................................................8

2.1. Objects and Membership......................................................................................8

2.1.1. Introduction...........................................................................................8

2.2. Objects of the Club ................................................................................................8

2.3. Membership ...........................................................................................................9

2.3.1. Club Membership.................................................................................9

2.3.2. Berthholder Membership ....................................................................9

2.3.3. Honorary Life Membership ................................................................9

2.3.4. Associate membership.........................................................................9

2.3.5. Temporary membership......................................................................9

2.3.6. Corporate membership......................................................................10

2.4. Application for Membership and Waivers ......................................................10

2.4.1. Membership ........................................................................................10

2.4.2. Waivers ................................................................................................10

2.4.3. Removal of Berth and Membership .................................................10

2.4.4. Membership rights and obligations .................................................11

2.4.5. Club Insignia .......................................................................................11

2.5. Management and Administration.....................................................................11

2.5.1. Commodore.........................................................................................11

2.5.2. Full Committee ...................................................................................11

2.5.3. Executive Committee .........................................................................13

2.5.4. General Meetings................................................................................13

2.5.5. Accounts ..............................................................................................14

2.5.6. Trustees................................................................................................14

3 RULES .................................................................................................................17

3.1. Membership Rules and Instructions.................................................................17

3.2. Membership .........................................................................................................17

3.3. Subscription and Fees .........................................................................................17

3.4. Conduct of Members ..........................................................................................17

3.5. Guests....................................................................................................................18

4 Marina Operations............................................................................................19

4.1. Duties of Marina Manager .................................................................................19

4.1.1. General.................................................................................................19

4.2. Berthing of Yachts and Boats .............................................................................20

4.3. Children................................................................................................................23

4.4. Fishing...................................................................................................................23

4.5. Visiting Yachts .....................................................................................................23

4.6. Fees/Charges ........................................................................................................24


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4.7. Berthing and Marina Services............................................................................24

4.8. Hoisting, Slipping, Lifting and Lowering of Yachts.......................................24

4.8.1. General.................................................................................................24

4.8.2. Cradles/Shores ....................................................................................25

4.8.3. Lifting Facilities ..................................................................................26

4.8.4. MOD Travel Hoist ..............................................................................26

4.8.5. Slipway/Wise Hoist/Roodberg .........................................................26

4.8.6. Telescopic

Handler…………………………………………………………… 27

4.8.7. Use of Marina Facilities by Non-Berthholders ...............................27

4.8.8. Laying up of Yachts............................................................................27

4.8.9. JSASTC Trolleys..................................................................................27

4.8.10. Lay-Apart Stores.................................................................................27

4.9. Masts and Spars – Unstepping/Stepping/Stowage.........................................28

4.9.1. General.................................................................................................28

4.9.2. Mobile Hoist…………………………………………………28

4.9.3. Spare

4.9.4. Mast Stowage Ashore ........................................................................28

4.9.5. Outboard Motors ................................................................................28

4.10. Yacht Maintenance/Refitting .............................................................................29

4.10.1. General.................................................................................................29

4.10.2. Contractors located at Hornet...........................................................29

4.10.3. Outside Contractors ...........................................................................29

4.10.4. Health and Safety ...............................................................................30

4.10.5. Electrical Power ..................................................................................30

5 Administration and the clubhouse................................................................31

5.1. War Memorial ......................................................................................................31

5.2. Club Secretary......................................................................................................31

5.3. Membership Cards..............................................................................................33

5.4. Car Passes .............................................................................................................33

5.5. Car Parking ..........................................................................................................33

5.6. Complaints and Suggestions .............................................................................34

5.7. The clubhouse ......................................................................................................34

5.8. Bar..........................................................................................................................35

5.9. Cashing of Cheques ............................................................................................35

5.10. Debit/Credit Cards ..............................................................................................35

5.11. Catering ................................................................................................................35

5.12. Private Parties/Visiting Yachts ..........................................................................35

5.13. Refuse....................................................................................................................36

5.14. Dogs ......................................................................................................................36

5.15. Hornet Website ....................................................................................................36

5.16. Notice Boards.......................................................................................................37

5.17. Charity Collections..............................................................................................37

5.18. Instructions...........................................................................................................37

5.19. Club Keys .............................................................................................................37


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5.20. Club Cards............................................................................................................38

5.21. Smoking ................................................................................................................38

5.22. Travel Expenses and Subsistence ......................................................................38

5.23. Volunteer Working Parties.................................................................................39

5.24. Financial Delegation ...........................................................................................39

5.25. Credit Cards .........................................................................................................39

5.26. Petty Cash.............................................................................................................39

5.27. Safes.......................................................................................................................40

List of Tables

Table 1 Change History......................................................................................................6

Table 2 Terminology...........................................................................................................7


Issue 2017_1 Page 6

1 Preface

1.1. Abstract

This document describes the Constitution and Rules in force at Hornet Services

Sailing Club. The document details the Objectives, defines membership criteria,

voting rights and waiver considerations. Details are also given on the

management, administration, and rules that are applicable to members and staff

of the HSSC. Whilst the Constitution can only be changed after a General

Meeting, usually once a year, the Rules can change subsequent to a full

committee meeting, normally four times a year.

1.2. Change History

Table 1 describes the changes made to the document with a brief summary and

the date the change was included.

Table 1 Change History

Change Summary Date

Reformatting. Constitution and Rules merged into a singlestructured document. ConstitutionV20100512postEGM. Rules V20100513

9 December 2010

Revision Major revision to Constitution, approved at AGM 9 April 2011

Amendment Two changes to Rule 4.2 13 May 2011

Amendment Changes to Rules 4.2.4, 4.2.6, 4.2.19, 4.8.10.1 13 March 2012

Amendment Changes to Rules 4.2.7 and 5.20.2 11 May 2012

Revision Revision to the Constitution to change the Clubname; change the voting structure; incorporatethe tri-service MOU setting up the SOSC; and FullCommittee approved changes from 11 May 2012and 4 February 2013

13 April 2013

Amendment Changes to Rules 4.2, 4.6, 4.8, 4.10, 5.2, 5.5, 5.8,5.10, 5.15, 5.18, 5.22

13 April 2013

Amendment Change to Rules 5.2, 5.15.1 for Club Secretary 19 March 2014

Amendment Change to Rules 17 March 2015

Amendment Changes to Constitution 18 April 2015

Amendment Changes to Rules 14 March 2017

Amendment Minor Changes to Constitution 8 April 2017


Issue 2017_1 Page 7

1.3. Terminology

Table 2 provides a short glossary of any terms crucial to the understanding of this

document, and lists the acronyms and abbreviations used in the document.

Table 2 Terminology

Term Definition

AGM Annual General Meeting

ASA Army Sailing Association

ASYC Association of Service Yacht Clubs

HoE Head of Establishment

CS Club Secretary

HT Honorary Treasurer

JSASTC Joint Services Adventurous Sail Training Centre

Member Where this word appears capitalised in the text it excludes Associate,Temporary, and Corporate members. Where it is lower case it encompasses allclasses of member.

MGB Motor Gun Boat

MOD Ministry of Defence

MOD (N) Ministry of Defence (Navy)

MTB Motor Torpedo Boat

RAFSA Royal Air Force Sailing Association

RC (H) Rear Commodore (House)

RC (M) Rear Commodore (Marina)

RC (SS) Rear Commodore (Services Sailing)

RNSA Royal Naval Sailing Association

Services Defined as Royal Navy, Army, and Royal Air Force

SOSC Services Offshore Sailing Centre

SSA Services Sailing Association


Issue 2017_1 Page 8

2 CONSTITUTION

2.1. Objects and Membership

2.1.1. Introduction

1. The Club shall be known as the Hornet Services Sailing Club (HSSC).

Committees elected by the Members govern it in accordance with this

Constitution.

2. The Commodore of the Royal Naval Sailing Association shall be the Admiral

of the Club unless he/she delegates otherwise. The Club Admiral, in

consultation with the Commodores of the ASA and the RAFSA, appoints the

Commodore, who shall be a Berthholder, from a list determined by the Full

Committee. The appointment shall be ratified by the Members at an AGM.

3. This Constitution can only be amended by a resolution at a General Meeting

of the Club.

4. The Club shall be affiliated to the Royal Yachting Association, the three

Services Sailing Associations (SSA), and the Association of Service Yacht

Clubs (ASYC).

2.2. Objects of the Club

The objects of the Hornet Services Sailing Club are:

1. To encourage sailing through the provision of facilities for berthing, slipping,

laying up and refitting of:

a. Non-publicly funded Service sailing yachts owned by all three Services.

b. Sailing yachts or dinghies owned by serving personnel while they remain

full members of a SSA.

c. Sailing yachts or dinghies owned by full members of a SSA who have

served in the Services, their Reserves, Auxiliaries, or MOD Civil Service,

other than those in article 2.2.1.b above, while they remain full members

of a SSA and who live within 30 miles of HSSC.

2. To be the Services offshore sailing club (SOSC) to support offshore sailing in

the Services through collaboration between the SSAs and HSSC. This shall

include support of service sailing and training.

3. To encourage the active participation of members by providing sailing

activities and shore events.

4. To provide a clubhouse with facilities for the entertainment and refreshment

of members of the HSSC and their guests.

5. To provide facilities for berthing, winter storage, and maintenance for up to

four yachts of selected Service-oriented charities.


Issue 2017_1 Page 9

6. To preserve and maintain the real estate.

2.3 Membership

Membership of the Hornet Services Sailing Club shall be confined to the

following categories:

2.3.1 Club Membership

The following may apply to become Members:

1. Serving, service and civilian MOD personnel for so long as they sail

regularly in publicly or non-publicly funded Service yachts based at the

Hornet marina.

2. Full members of the RNSA, ASA or RAFSA who are serving or who have

served in the Services, their Reserves, their Auxiliaries, or MOD Civil

Service.

3. The surviving spouse or civil partner of a deceased Member.

2.3.2 Berthholder Membership

The following may apply to become Berthholders as a sub-category of article

2.3.1:

1. Those who are Members and who own boats in categories under

Constitution article 1.b or 1.c, subject to availability of berths. In the case of

shared ownership, one owner only is to be nominated as the Berthholder.

Each co-owner of a yacht must be eligible for Membership under article 1.b

or 1.c above, or be the spouse or civil partner of a Member.

2. One nominated skipper for each yacht in category article 1.a above.

2.3.3 Honorary Life Membership

The Full Committee may invite people who have provided exceptional service to

the Club to become Honorary Life Members, Members being informed at the

subsequent AGM. This entitles the holder to use the clubhouse without payment

of Membership fees during his or her lifetime. An Honorary Life Member owning

a boat in categories under Constitution articles 1.b or 1.c may apply for a berth at

current Club rates.

2.3.4 Associate membership

The following are eligible to become Associate members:

1. Up to three members of the family or regular crew of yacht owning

Members.

2.3.5 Temporary membership

The following are automatically designated Temporary members:


Issue 2017_1 Page 10

1. Service and civilian personnel while on the staff of the Joint Services

Adventurous Sail Training Centre (JSASTC).

2. Service personnel while under training at JSASTC and the Army Offshore

Sailing Centre (AOSC).

3. Skippers and crews of establishment, unit, and Service based charity yachts

berthed at the Hornet marina under articles 2.2.1.a and 2.2.5.

4. The skipper and crew of any visiting yacht while berthed at the Hornet

marina.

5. All Coastal Forces Veterans and accompanying guests.

6. Full members of a SSA signing up for the Winter berthing or layup offers.

2.3.6 Corporate membership

The Full Committee may consider appropriate organisations for Corporate

membership. Their rights will normally be equal to those of Temporary members.

2.4 Application for Membership and Waivers

2.4.1 Membership

1. Applications for Membership of the Club are to be proposed and seconded

by Members of the Club.

2. Applications for Associate membership are to be proposed by the relevant

yacht owning Member.

3. All applications for Membership shall be considered by the Executive

Committee. The Executive Committee may grant or refuse Membership at its

discretion by a majority of votes.

2.4.2 Waivers

The Full Committee may, in special circumstances, waive the requirement

for Membership applicants to conform to the criteria in article 2.3.

2.4.3 Removal of Berth and Membership

1. The Executive Committee may remove Membership, including Berthholder

Membership, from any Member who has committed a serious breach of the

Club Rules.

2. Removal of Membership, including Berthholder Membership, is subject to

appeal to the Club Admiral through the Full Committee. The Club Admiral

shall not reverse the decision of the Executive Committee without consulting

the Full Committee.



2.4.4 Membership rights and obligations

1. Members as defined in articles 2.3.1 to 2.3.4 shall have equal rights to use the

clubhouse facilities and to participate in the Club’s social, shore and sailing

events. Members defined in 2.3.1 to 2.3.3 shall also be entitled to attend

General Meetings, and to vote subject to the restrictions at articles 2.5.4.7 and

2.5.4.8.

2. Members who are not berthholders may use the Club’s marina facilities

subject to the priorities laid down in the Club Rules.

3. Temporary membership provides access to the clubhouse and its facilities

but carries no berthing rights, or the right to attend club functions.

4. All members shall comply with the Club Rules.

2.4.5 Club Insignia

1. The Club Ensign. Members may apply through the Club Secretary for a

permit to fly the Undefaced Blue Ensign. Proof of yacht registration must be

produced.

2. The burgee and flags of the Club shall be as follows:

a. The Burgee of the Club shall be white (to the hoist) with a blue coloured

tail shape to the fly. The white area shall contain a black and gold

‘Hornet’ motif surmounted by a large black and red Naval crown.

b. The Commodore’s Flag shall be swallow-tail shaped, bearing the shapes

and colours of the Club burgee.

c. The Vice Commodore’s flag shall be similar to that of the Commodore

but defaced with a blue ball in the upper canton.

d. The flag of a Rear Commodore shall be similar to that of the

Commodore but defaced with blue balls in the upper and lower cantons.

2.5 Management and Administration

2.5.1 Commodore

1. The Full Committee shall recommend a Berthholding Member to the Club

Admiral for appointment as Commodore, and the Club Admiral shall

appoint him or her subject to ratification by the Membership at a General

Meeting.

2. The Commodore is accountable to the Club Admiral, and to the members

through the Full Committee, for the operation of the Club and for ensuring

that members comply with MOD regulations as directed by OIC JSASTC as

HoE.

2.5.2 Full Committee

1. The Full Committee shall consist of the Commodore and:



a. Members’ Representation.

i. Up to nine Members, of whom 6 should be Berthholders, to be

elected by Membership at a General Meeting.

b. Ex-Officio Representation.

i. The Officer in Charge of the JSASTC or his or her nominee.

ii. Rear Commodore (Services Sailing) (RC (SS)). He/she shall be

appointed by the ASYC and is responsible to it through the

Commodore HSSC for the delivery of the Services offshore sailing

output of the Club.

iii. One representative of each SSA.

iv. The HSSC Club Secretary.

2. Elected Members of the committee will serve for three years but may offer

themselves for re-election.

3. After consultation with the Full Committee the Commodore is to appoint

from its Members such officers as it considers necessary for the efficient

running of the Club and its functions. These are to include the nominated

posts in paragraph 2.5.3.1 below.

4. The Full Committee is responsible for making policy decisions and setting

the level of subscriptions and other charges. It is responsible for authorising

the annual budget. It shall approve each case of non-budgeted expenditure

in excess of £5000.

5. The Full Committee may make or amend any rules necessary for the proper

conduct of the Club so long as the said rules are consistent with this

Constitution.

6. The Full Committee shall meet not less than four times per year. A quorum

shall consist of five Members, provided that no meeting of the Full

Committee shall be quorate unless a majority of those attending are

Berthholders. Minutes shall be made available to Members, and distributed

to Members of the Full Committee.

7. The Full Committee has the authority to co-opt to the Full Committee any

Member as necessary for the efficient running of the Club.

8. All elected Members of the Full Committee shall be entitled to vote in

committee, except that the Commodore shall be entitled to restrict voting on

marina facility matters to Berthholders. Members co-opted by the Committee

may have voting rights at the discretion of the Committee. Ex-officio

members do not have voting rights, with the exception of RC (SS).

9. The Full Committee may from time to time, subject to approval by the

Annual General Meeting, invite a suitable person to become Club Patron.

10. The Full Committee shall authorise the numbers and job descriptions of staff

to be employed by the Club.



2.5.3 Executive Committee

1. An Executive Committee shall be appointed from the Full Committee and

will comprise:

Commodore Vice Commodore

Rear Commodore (Marina) Rear Commodore (House)

Hon. Treasurer Club Secretary (Ex Officio)

2. The Executive Committee shall meet as required to control the day to day

running of the Club and consider, and propose to the Full Committee, policy

matters.

3. All Members of the Executive Committee shall have equal voting rights, save

that only Berthholders may vote on matters affecting only Berthholders. A

quorum will constitute three Committee Members. Members co-opted by the

Committee may have voting rights at the discretion of the Committee. Ex-

officio members do not have voting rights.

4. Minutes shall be made available to Members, and distributed to Members of

the Full Committee, who may raise any relevant issues at a Full Committee

meeting.

2.5.4 General Meetings

1. A General Meeting shall be held at least once in every year, and fifteen

months are not to elapse without the holding of such a meeting.

2. The Full Committee can summon a General Meeting at any time giving at

least 21 full days notice.

3. Any Member may require that the Full Committee summon a General

Meeting at any time, provided the requirement is supported by at least one

tenth of the Members. Notification of the requirement shall be made to the

Secretary not less than 28 days before the meeting is to be held.

4. A General Meeting shall not be held unless at least 21 days notice has been

provided to all Members.

5. Notification of a General Meeting shall be in writing, save that Members, by

notice in writing to the Secretary, may elect to be notified of such meetings

by fax, electronic mail or other electronic means.

6. The quorum of a General Meeting is one tenth of the total of Members.

7. All Members shall be entitled to vote on resolutions at General Meetings

except that the Commodore may restrict voting on marina facility matters to

Berthholders.

8. A resolution or election to the Full Committee by the General Meeting shall

be by majority of those eligible to vote on the resolution or election as the

case may be, after the resolution or candidate for election has been proposed

and seconded.



9. Those eligible to vote shall have equal voting rights at a General Meeting. In

the event of a tie, the Commodore shall have the casting vote.

10. Any Member eligible to vote may nominate another Member as proxy to

vote on their behalf at a General Meeting by notifying the Club Secretary in

writing or by e-mail before the start of a General Meeting.

11. Resolutions for consideration at a General Meeting shall be notified to all

Members save Associate, Temporary, and Corporate members with, or in

advance of, the notice of the meeting. Resolutions shall not be proposed at a

General Meeting other than in accordance with this article.

12. Notification shall be deemed to have been provided:

a. by post, on the second day after posting, excluding Sunday;

b. by fax, electronic mail or other electronic means, on the day after it was

transmitted.

2.5.5 Accounts

1. The accounts are to be kept by the Club Secretary and overseen by the

Honorary Treasurer who is appointed by the Full Committee and are to be

examined by a suitably qualified independent auditor. They are to be made

available for inspection by Members on request to the Honorary Treasurer.

The examined accounts are to be presented at the Annual General Meeting

for approval.

2. The Club is a non-profit making organisation. Any surpluses will be used to

maintain or improve the Club’s facilities. No surplus will be distributed

other than to another non-profit making body. The Club will not support

charitable, benevolent or political causes except that the Club Secretary may,

on behalf of the Club, make reasonable donations to a charity on the death of

a long standing Member or ex-Member, where the charity is chosen by the

family of the deceased. The Full Committee may authorise collecting boxes

on behalf of specific charities.

2.5.6 Trustees

1. Trustees (a minimum of three but no more than four) who are willing to

serve shall be nominated by the Full Committee by Resolution to a General

Meeting which appointment shall be made by a majority of the Members

then present and entitled to vote. If a Trustee does not meet the criteria laid

down for a Member then his or her Membership while a trustee may

nonetheless be decided by the Full Committee and confirmed by the next

General Meeting. A Trustee shall normally hold office during his or her life

or until he or she shall be made bankrupt or compound with his or her

creditors or shall resign by notice in writing given to the Full Committee or

until a resolution removing him or her from office shall be passed at a

General Meeting by a majority of the Members present and entitled to vote.

2. Where by reason of any such death, resignation or removal it shall appear

necessary to the Full Committee that a new Trustee or Trustees shall be



appointed and in any event in order to preclude the number of Trustees

falling below three or if the Committee shall deem it expedient to appoint an

additional Trustee or Trustees as laid down in2.5.6.1.

3. All property of the Club, including land and investments, shall be held by

the Trustees for the time being, in their own names so far as necessary and

practicable, for the use and benefit of the Club. In the event of winding up or

dissolution of the Club its property shall be liquidated where practicable and

all assets distributed as the Trustees shall determine.

4. As soon as possible after the appointment of a new Trustee the Full

Committee shall take all lawful and practicable steps to procure the vesting

of all Club property into names of the Trustees as constituted after the said

appointment.

5. Notwithstanding the provisions of articles 2.5.6.3 and 2.5.6.4 hereof, current

bank accounts of the Club may remain in the control of cheque signatories

appointed by the Full Committee for ease of day-to-day management.

However, if the Trustees shall at any time for any reason decide that such

accounts should be vested in their names and shall have given the Full

Committee notice in writing of their decision the Full Committee shall

thereupon forthwith take all such steps as are necessary so to vest the same.

6. The Trustees shall in all respects act, in regard to any property of the Club

held by them, in accordance with the lawful directions of the Full Committee

given in accordance with this constitution; and shall have power to acquire

real property freehold or leasehold and to sell, lease, mortgage or pledge any

Club Property for the purpose of raising or borrowing money for the benefit

of the Club in compliance with the Committee’s directions. But no purchaser,

lessee or mortgagee shall be concerned to enquire whether any such

direction has been given.

7. No trustee, when acting as a trustee, shall be liable for any loss or damage

which may happen to all or any part of the Club property or the income

thereof which is actually vested in his, her, or their names at any time or

from any cause whatsoever unless such loss or damage shall be caused by

his or her own actual fraud, negligence, or wrongdoing.

8. The Trustees are under no duty to enquire into the conduct of the

management of the Club unless they have knowledge of circumstances that

call for enquiry.

9. The Trustees may require the Full Committee to take out full indemnity

insurance in the names of and on behalf of the Trustees in an insurance office

of repute to cover all personal liabilities which may be incurred by the

Trustees or any of them and the Full Committee shall produce the policy of

insurance and the receipts for all premiums to the Trustees on demand.

10. All notices to be given under any of these paragraphs relating to trustees

shall be in writing. Any notice to be given to any or all trustees shall be sent

to each of them by first class post at his, her, or their usual or last known

address. Any notice to be given by any or all Trustees shall be deemed to

have been validly delivered if addressed to the Club Secretary and delivered



to the Club's office in the clubhouse or sent to him at the Club's office by first

class post.



3 RULES

3.1. Membership Rules and Instructions

1. The Rules of the Club are to be complied with by all Members, their crews,

agents and guests, all skippers and crews of boats belonging to or operated

by Service Units and Club Staff whilst on or using Club facilities.

2. New Members are to read the Constitution and Rules and the Health and

Safety Instructions within one month of joining the Club.

3.2. Membership

Conditions for membership are laid down in the Constitution. The following

categories are defined therein: Members, Berthholders, Honorary Life Members,

Associate members, Temporary members, and Corporate members.

3.3. Membership Subscription

1. Subscriptions and fees are to be reviewed annually by the committee. All

Members are required to pay a clubhouse subscription. Boat-owning

Members may then nominate up to 3 members of their family, or regular

crew, as Associate members, who will also be required to pay a subscription.

Further nominees must be qualified as Members in their own right and will

pay the clubhouse subscription. Berthholders also pay annual berthing

charges.

2. Membership renewal. Completed statements must be returned to the Club

Secretary by 15th December. Owners are strongly encouraged to pay on line,

with such payments being made in the month of December. Payment may be

made by instalments, which will attract a small surcharge. Failure to pay by

31st December may result in automatic withdrawal of membership and/or

berth and possible additional administration charges.

3.4. Conduct of Members

1. If the conduct of any member or his crew or agent or guest contravenes any

of these or other rules made by the committee from time to time, or is such

that it may harm the good name of the Club, or cause inconvenience or

annoyance to other members, the committee shall have the power to ban the

member from the Hornet Sailing Club or part thereof for a stipulated period

or to withdraw membership.

2. Before so banning a member, or withdrawing membership, the committee is

to take into account any explanation that the member may wish to give.



3.5. Guests

The privilege of inviting guests into the Club bar/restaurant may be exercised

only by Club Members, and by members of the Coastal Forces Veterans

Association or the MTB/MGB Officers Association. This privilege is not extended

to Temporary members.

Notes:

1. Guests must be accompanied by their host, who must sign them into thevisitors’ book kept in the main lounge.

2. The status of guest is appropriate only to those who enter the Clubinfrequently.



4 Marina Operations

4.1. Duties of Marina Manager

4.1.1. General

1. The Marina Manager is accountable to the Club Secretary for the efficient

and seaman-like operation of the Marina Facilities and for management of

the Marina Staff. He is authorised to take day to day decisions,

consulting/informing the Rear Commodore (Marina) as necessary. Questions

of policy are to be referred to the Club Secretary for agreement by the Full

Committee.

2. Hours of attendance - Marina Manager and Staff.

a. Sailing Season (March - November)

0830 – 1200

1300 - 1730 daily

b. Winter (December - February)

0900 – 1200

1230 - 1530 daily

3. The Marina Manager is responsible for:

a. The safety, security and cleanliness of all spaces and buildings allocated

to the Club, (except the clubhouse), and for those pontoons and

catamarans owned or used by the Club.

b. Ensuring that all Club yachts in berths or laid up ashore are inspected

on a regular basis (AT LEAST DAILY), checking that pontoons and

yachts are securely moored taking into account weather conditions and

forecasts.

c. The security and maintenance of all Marina equipment and machinery

belonging or leased to the Club (which is outside the clubhouse) and for

the Club’s work boats and engines.

d. The berthing of visiting yachts and the distribution of the Visiting Yacht

brief. In this he should liaise with the JSASTC Base Services Manager to

ascertain which visiting yachts berthed on JSASTC pontoons are liable

for charges. Fees are paid to the Administration Office, Marina Office or

at the bar.

e. Checking that all visiting yachts on Club berths are eligible to be there.

f. The upkeep of the berthing plan to ensure, with the Club Secretary, that

berths are occupied or re-allocated if they become vacant.



4.2. Berthing of Yachts and Boats

1. The Club Secretary will allocate berths in the order of priority in Constitution

article 2.2.1.

2. Berths are restricted to one yacht under 40ft LOA per owner and are

allocated from 1st January for one year. Owners are assigned a berth for a

specifically named yacht when the appropriate berthing charges have been

paid.

a. LOA will be checked by the Marina staff.

3. A new application for a berth is to be made on a form that is available from

the Club website or Club Secretary. Successful applicants will be sent a berth

allocation letter which requires the applicant to sight the berth and sign for

its acceptability before the boat is brought into the Marina unless the

Executive Committee shall in special circumstances decide otherwise.

Application for the annual re-allocation of a Club berth is to be made on the

Membership Renewal statement that will normally be distributed in the

autumn.

4. If at any time any mooring/berthing or lay-up ashore fees payable to the

Club by any Member or former Member shall be three months or more in

arrears:

a. The Committee shall be entitled to move the boat to any other part of

the premises.

b. The Committee shall be entitled upon giving one month’s notice in

writing to the Member or former Member, at his last known address

shown in the register of Members, to sell the boat. The Committee shall

be entitled to deduct any money 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.

c. Alternatively any boat 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 shall be deemed to be a debt

owing to the Club by the Member or former Member.

d. Further, the Club shall, at all times, have a lien over Members’ or former

Members’ boats parked or moored on the Club’s premises or Club’s

moorings in respect of all money due to the Club, whether in respect of

arrears of mooring fees, subscriptions or otherwise.

5. Owners, who do not use their yacht in any year without notifying the Club

Secretary in writing of an acceptable reason, may be asked to remove the

yacht and relinquish their Berthholder status. A formal review of use will be

undertaken by RC (M) each year. In the event of the death of a berthholder,

their relatives or executors will be allowed up to a year to remove the yacht

from the marina. Where appropriate, berthholders or their executors may be



offered the opportunity for the yacht to be lifted ashore until the situation is

resolved.

6. A Berthholder who intends an extended cruise in his or her boat may apply

in writing to retain Berthholder status. The application may be granted upon

such terms as the Executive Committee shall decide. The Club Secretary shall

notify the Berthholder in writing. The following conditions will apply:

a. Any retention of Berthholder status and/or entitlement shall not

normally last for any period of absence longer than six years from the

date of the Berthholder’s application.

b. The Berthholder shall be obliged to observe the provisions of paragraph

4.2.4 and paragraph 4.2.45 above, and to keep the Club informed in

writing of an address for correspondence.

c. During the Berthholder’s absence the Club shall be entitled to sublet the

vacant berth. Any Member to whom a berth is sublet under the

provision of this paragraph shall not thereupon become a Berthholder

but shall be considered a temporary berth holder on 3 months’ notice to

quit. The temporary Berthholder will be charged fees in accordance with

the normal rates for a Berthholder.

d. A refund will be given to the Berthholder, in the first year, for each

complete month away, of up to 75% of the annual fee. In subsequent full

years, a charge of 25% of the annual rate will be made. A return within

one of these years will attract the full monthly charge, after the first

three months.

e. The Berthholder must give a minimum 3 months notice of return and

will be charged full berthing fees from the first day of the month on

which he/she indicates that the vessel will be returning to a berth, which

may not be the same as previously occupied.

7. Any owner considering changing or modifying his yacht is to give as much

notice as possible, in writing, to the Club Secretary, stating the proposed new

length, beam and draft. Berthing for the “replacement” yacht must not be

assumed unless confirmed in writing by the Club Secretary. If permission is

given to berth temporarily both the ‘old’ and ‘new’ yacht, the smaller yacht

will be charged at the daily visitors rate until one yacht is removed.

8. All applicants for yacht berths are required to indemnify the MOD (N)

against all claims for death and loss or damage to persons or property

howsoever caused.

9. Owners are not to ‘live-aboard’, or charter their boats, or carry out any

commercial business from a Club berth.

10. When yachts are moved out of/into the marina the owner, co-owner or

representative is normally expected to be on board.

11. In the interest of security, the Marina Staff is to be informed in advance if the

yacht is to be moved without the owner/co-owner present.



12. Berths may be double banked and there cannot be any claim for either an

inside or outside berth.

13. Berths will only be leased for the whole of one year. If an owner wishes to

relinquish his berth during the year he must notify the Club Secretary in

writing.

14. Sub-letting of berths ashore and afloat by owners is not permitted.

15. Mooring ropes and fenders are the responsibility of yacht owners. However,

inadequate ropes or fenders which may lead to damage to Club property or

other yachts will be replaced by the Marina Staff and the owner will be

charged accordingly.

16. The skipper of a yacht leaving from an inside berth is responsible for the

correct re-berthing, re-connection of electrical power, securing, and

fendering of the outside yacht.

17. Members must secure halyards to prevent noise.

18. The following conditions are to be observed for loose equipment and

tenders:

a. No gear or equipment is to be left unattended on Club pontoons or any

other Club area. No private fittings or permanent mooring ropes that

obstruct the pontoon are allowed. Any such gear or equipment will be

removed.

b. Tenders of yachts moored alongside are to be stowed on board and not

on the pontoons.

c. Tenders of Berthholders’ yachts moored in Haslar Creek are to be

stowed only in the designated areas ashore as directed by the Marina

Manager. Each yacht is allowed one tender, for which no charge is

made.

d. All tenders are to be clearly marked with the name of the parent yacht.

e. The Marina staff will remove any incorrectly stowed or unmarked

tender.

Notes:

1. All equipment on Club premises is left at the owner’s risk and must belabelled with the owner’s/yacht’s name.

2. No collection/delivery of equipment is to be made without priorarrangement for its reception by the Marina/Club Staff.

19. In certain circumstances it is sometimes necessary to move yachts

temporarily to another berth. This will be done by or under the direction of

the marina staff, who are to inform the owner in advance if possible, but in

any case should the move be for more than a few hours.

20. No yacht, boat or craft is to be in any berth other than that which is allocated

to it except with the prior permission of the marina staff.



21. The cabins of yachts should be locked when yachts are not manned. Owners

are to ensure that the Marina Manager holds a spare key.

22. Members who will be unavailable for a prolonged period and intend to leave

their yacht in the Club are to inform the Marina Staff and are to nominate a

readily contactable representative.

23. All yachts are to carry the level of insurance as stated on the annual

Membership renewal form.

24. Berths for charity yachts will be reviewed on an annual basis.

4.3. Children

1. Children must be properly supervised at all times on Club premises,

especially when in the vicinity of laid-up yachts, water and on the pontoons.

Small children and non-swimmers should wear a life jacket.

2. Parents are responsible for determining that their children are fully

competent before allowing them to have sole charge of dinghies.

4.4. Fishing

Fishing from pontoons, catamarans and yachts within the Club area is strictly

forbidden.

4.5. Visiting Yachts

1. Visiting yachts (including motor yachts) may be permitted to berth at the

Hornet Services Sailing Club only if:

a. They initially only berth as directed by the Marina staff.

b. The yacht is flying a Hornet, RNSA, ASA or RAFSA burgee and the

appropriate Member is on board, or the yacht owner/skipper has

obtained the prior special permission of the Club Secretary as guided by

the Committee.

c. The skipper reports to the Marina Staff (out of working hours to the

clubhouse Staff) immediately on arrival to determine berth availability.

d. The stay is for short duration only and normally not more than one

week.

e. The yacht is not being used for any commercial purpose.

f. A competent crew member sleeps on board unless agreed otherwise

with an appropriate Committee Member or Club Staff.

g. The berthing fee is paid.



Note:

A yacht that does not have any affiliation to a Service sailing association (see4.5.1.b) must be sponsored by a Member. The Member who sponsors such a visitis to be fully aware of Rules 5.12.1 to 5.12.3 and act accordingly.

4.6. Fees/Charges

1. The berthing fee is calculated on yacht length and is assessed to include all

protrusions, such as bowsprits, transom hung rudders, steering gear, davits,

dinghies, and outboard motors.

2. Charges will be as agreed by the Committee and promulgated separately.

4.7. Berthing and Marina Services

All berthing and marina services are to be requested on an appropriate form

obtainable from the Club website or the Club Secretary. The owner will be

invoiced for payment.

4.8. Hoisting, Slipping, Lifting and Lowering of Yachts

4.8.1. General

1. Owners are to arrange hoisting and slipping dates with the Marina Manager.

Normally the maximum period out of the water (other than winter lay-up)

will be two weeks, but this may have to be reduced at peak periods. Any

overrun will result in penalty charges and possible emergency steps to re-

float the yacht in question.

2. All movements of yachts into/out of the water, by whichever method is used,

are to be supervised by the Marina Staff. The Marina Staff are to ensure that

the operation is carried out in a seamanlike manner paying particular

attention to the safety of all personnel involved or in the vicinity of the

operation.

3. All requests for hoisting, slipping, lifting, and lowering of yachts are to be

made on the appropriate form available from the Club website or the Club

Secretary. The Marina Staff will liaise with the JSASTC on behalf of the

owner if use of JSASTC facilities is required. The owner will be invoiced for

payment for any of these services.

Note:

No direct approach to the JSASTC is to be made by an owner for the use ofJSASTC facilities.

4. By whichever method the boat is lifted in or out, it is the owner’s

responsibility to prepare the boat and to position it under the crane or hoist

when hoisting, or to move it away after lowering.



5. In all cases the owner or owner’s agent moving the craft under the hoist or

crane for hoisting, or away from the piers, jetty, slip after lowering is

responsible for ensuring that:

a. All retractable underwater fittings are retracted before lifting.

b. All loose gear in the yacht has been stowed, particularly paint and fuel.

c. The mast(s) is (are) removed for crane lifts, or all stays are set up

correctly before the yacht is hoisted with the mast stepped and that they

are re-tensioned after the move.

d. The craft is made watertight before it is lowered in the water.

e. The craft is checked for watertight integrity after lowering into the

water.

f. Adequate warps and fenders are in position.

g. Slinging positions are adequately marked.

h. The Marina Staff is informed of any special requirements/precautions.

6. Where a club cradle is used a charge will be made. If it is necessary for the

Club Staff to carry out any work, such as providing fenders or re-

positioning/repairing cradles, a charge will be made.

7. Owners or their representatives are to clean up the area vacated by their

boat, stow cradles, chocks, boat covers etc., immediately after the move.

Members will be charged for any cleaning or stowing of gear subsequently

found necessary.

4.8.2. Cradles/Shores

1. Owners are responsible for the suitability and stability of their cradle/shores.

2. The Marina Manager is to ensure that the yacht cradle/shores provided by

the owner is/are suitable and stable before placing a yacht onto them. If he is

in any doubt the yacht will not be lifted or will be replaced in the water

without refund of the lift-out fee.

3. Owners should be present when their yacht is placed in/removed from

cradles/shores. If the owner is unable to be present he is to nominate a

representative to attend on his behalf.

4. All yacht cradles must be clearly marked with the name of the yacht and

kept in a good state of repair. Cradles not so marked, or marked with the

name of a yacht that is not berthed at Hornet, will be disposed of.

5. When not in use, cradles are to be removed from the Club unless otherwise

authorised by the Club Secretary. Empty cradles are to be stowed by

Members as directed by the Marina Manager. A storage charge will be

levied.



4.8.3. Lifting Facilities

1. There are two methods of lifting/lowering craft out of/into the water at the

Hornet Services Sailing Club. These are:

a. The MOD Travel Hoist.

b. The Slipway, using the HSSC Lifting Equipment (HLE).

4.8.4. MOD Travel Hoist

1. The MOD travel hoist may, subject to the approval of the O-I-C JSASTC, be

used to hoist owners’ yachts upon repayment. The charge is composed of

two parts, a MOD fee for the use of the equipment and a fee payable to the

Club for supervision and insurance.

2. Owners are to apply on a form obtainable from the Marina Staff, giving as

much notice as possible. (Normally two weeks are expected). The owner will

be invoiced for payment.

3. The Marina Manager is to confirm that space ashore is available. He will

liaise with the JSASTC for use of the Travel Hoist and carry out the necessary

accounting action. The Marina Staff will supervise/control the lift-outs/ins

and carry out the duties of Club Representative as defined in JSASTC

Standing Orders.

4. Owners must accept that because JSASTC craft have absolute priority for the

use of the travel hoist, there can be no guarantee that their yacht will be lifted

at a particular time or even on a particular day.

4.8.5. Slipway/Wise Hoist/Roodberg

1. Any member wishing to use the slipway must first consult with the Marina

Manager to avoid conflict with other operations.

2. The HLE/tractor is available for lifting boats of displacement up to 20 tonnes.

There may be some restriction to the lifting of boats with wing keels,

excessive beam or very deep fin keels.

3. Only the Marina staff is authorised to supervise/control the operation and to

drive the tractor when lifting or moving boats. In exceptional circumstances,

other persons may be authorised to drive the tractor but only if they are

certified as competent to do so by the Marina Manager, and authorised in

writing by the Club Secretary. The Marina Manager is to ensure that the HLE

and tractor are washed down with fresh water after a day’s operations.

4. Owners are to apply on a form available from the Club website or the Club

Secretary. The Marina Staff will co-ordinate all requests and the owner will

be invoiced for payment.

4.8.6. Telescopic Handler

The club operates a telescopic handler for special lifting requirements. Only the

Marina staff is authorised to supervise/control the lifting/lowering procedures.



4.8.7. Use of Marina Facilities by Non-Berthholders

1. These facilities are not available to non-members of the Club. Such persons

will be required to satisfy the conditions of the Constitution and become

Members before marina facilities are made available. Berthholders have

priority for the use of marina facilities including laying up space. Subject to

capacity being available, hoisting/slipping of yachts belonging to Members

who are not Berthholders may sometimes be possible. Applications should

be made to the Marina Manager and if confirmed, a completed application

form available from the Club website or the Club Secretary is to be given to

the Marina staff before the lift. The owner will be invoiced for payment.

2. Members who are not Berthholders may apply for their boats to be allocated

a berth in the marina that has been vacated by a Berthholder’s boat laid up

ashore at any time of year. Applications will be subject to the priorities and

procedures defined in paragraph 4.8.7.1 above.

Note:

If permission is granted evidence of current yacht insurance including thirdparty must be provided.

4.8.8. Laying up of Yachts

1. A charge will be levied for lifting and lay-up ashore. Fees and charges will be

reviewed annually and will be published at least one month before the

Winter lift out. Application forms are available from the Club website or the

Club Secretary. The completed form is to be given to the Marina staff before

lifting. The owner will be invoiced for payment.

2. Owners who require their craft to be so laid up are to apply in writing to the

Club Secretary giving as much notice as possible. The following is also

required: a full description and photograph of the boat and cradle; and

owner contact details. Owners are responsible for arranging for their boats to

be properly shored/safety checked when ashore and also that they are

inspected at appropriate intervals.

3. ‘All-over’ covers are not to be fitted to yachts laid-up afloat until after the

final lift-out, in case a subsequent move is required. They are to be removed

before the first lift-in.

4.8.9. JSASTC Trolleys

Members may use the JSASTC baggage trolleys on application to the Security

staff. Trolleys must be returned in a clean condition IMMEDIATELY after use.

This is a privilege and must not be abused.

4.8.10. Lay-Apart Stores

1. A limited number of lay-apart stores are available to be rented by any

Member on application in writing to the Club Secretary. Berthholders have

priority in allocation of the stores.



2. The provision of an adequate lock with two keys is the responsibility of the

tenant. One key is to be handed to the Marina Manager for reasons of

security and fire risk. Inflammable material is never to be left in these stores

e.g. polish, gas cylinders, rags, fuel, bottles of spirits etc. All gear in lay apart

stores is left there at Members’ risk.

3. Stores are to be inspected on a regular basis by the Club Secretary.

4.9. Masts and Spars – Unstepping/Stepping/Stowage

4.9.1. General

Owners are personally responsible for unstepping/stepping of their masts and are

to liaise with the Marina Staff for the allocation of a date/time for the operation.

The Marina Staff will advise/assist as required. A charge will be made.

4.9.2. Mobile Hoist

A Merlo mobile hoist is available for lifting masts, engines and heavy equipment

in and out of yachts. Owners wishing to make use of this should apply to the

Marina Manager. The hoist may be operated only by the Marina Staff.

4.9.3. Spare

4.9.4. Mast Stowage Ashore

1. Members are to contact the Marina Staff before planning to stow masts/spars

ashore. It is the Marina Manager’s responsibility to ensure that the limited

stowage space available is used efficiently and safely. A monthly charge will

be levied for the stowage of masts and associated equipment.

Notes:

1. Masts and spars may be stored only in the mast stores provided.

2. Owners must remove spreaders and protrusions before storage in order tomake the best possible use of the limited space available, and to preventdamage to other masts.

3. All masts/spars must be clearly marked with the yacht/owner’s name.

4.9.5. Outboard Motors

Limited winter storage is available to Members for outboard motors.

Applications should be made to the Marina Manager. The Club accepts no

responsibility for loss or damage to the motors howsoever caused. Engines must

be clearly marked with the yacht/owner’s name.



4.10. Yacht Maintenance/Refitting

4.10.1. General

1. The Hornet Services Sailing Club has no affiliation with any particular

marine contractor, yacht agency or broker.

2. Owners may employ contractors based at Hornet or outside agencies to carry

out normal maintenance, repair or refitting of their yachts.

4.10.2. Contractors located at Hornet

1. Contractors who have been granted the use of premises at Hornet are to

work under the authority of the Committee. They are to liaise with the

Club’s Health & Safety Adviser, conform to the Club’s Health & Safety

Policy and employ appropriate safe working practices.

2. Arrangements for use of such contractors by owners should be made direct

with the contractor on a privately agreed basis. The Club has no

responsibility for any aspect of such work.

4.10.3. Outside Contractors

1. Whenever outside contractors are employed, Members are to ensure that:

a. The Marina and Security Staff are informed in advance of the

firm/employee concerned and of the nature and estimated duration of

the work, by completion of a ‘Permit to Work’ form before the

Contractor arrives on site. This will alert the Security Staff to expect the

contractor who will need to complete the Insurance Indemnity on

arrival.

b. The firm/employee reports to the Marina Staff before work commences,

agrees safe working practices and completes the ‘Permit to Work’.

c. The Marina Staff is assured that no nuisance or hindrance will be caused

to the JSASTC, the Club or other owners.

d. The Club facilities/areas concerned are made good immediately after

completion of the work.

2. The Marina Staff may arrange, on request, for work to be carried out by

external agencies on Members’ boats, following the above rules.

3. The Marina Staff is to keep the O-I-C JSASTC or his representative informed

of the presence of such external agencies whenever appropriate.

4. The Marina Staff is to liaise with the Health and Safety Adviser and the

JSASTC Base Services Manager, whenever appropriate, on all work

undertaken by contractors within the marina and especially whenever

‘unusual’ work is carried out on owners’ yachts.

5. The Marina Manager is to ensure as far as is reasonably possible that work

carried out by owners themselves conform to accepted safety standards and



practices especially where there is a potential danger to others e.g. from

welding, grinding, GRP repairs, overhead work etc.

Note:

Treatment of ‘osmosis’ or the like by machine, shot blasting or similaroperations is discouraged on site. The Club Secretary is to be consulted inadvance of any such work being contemplated.

6. Owners are responsible for cleaning up the space they occupy when

‘berthed’ ashore, (hard-standing, slipway etc.) or pontoons when afloat at the

end of each working period, paying particular attention to anti-fouling, paint

chippings, wood shavings, marine growth etc.

7. In the case of extensive repair/build, e.g. completion of hulls supplied in kit

form, approval must be obtained in writing from the Rear Commodore

(Marina) before the yacht hull is brought onto the Club premises. The

application must contain details of work to be carried out and contractors to

be employed. A maximum period of six months will be allowed to complete

the work.

4.10.4. Health and Safety

1. The Club operates within a Health and Safety policy. Copies of the policy

and all Health and Safety instructions are available for Members to read in

the Committee Room.

2. All Members and staff are required to sign annually indicating that they are

aware of the policy and the instructions.

3. All accidents/incidents to persons or property should be reported as soon as

possible to the Club Secretary, or a Committee Member. Serious

incidents/accidents must be reported immediately.

4.10.5. Electrical Power

1. Electric power will be charged and details of charges will be covered in the

annual scale of charges. Meters are to be used and are available for hire from

the Marina Staff.



5 Administration and the clubhouse

5.1. War Memorial

The surrounds of the Flagstaff outside the clubhouse are a Memorial to those who

lost their lives in Coastal Forces 1939 - 1945. Owners, Members and Guests are to

treat the Memorial with due respect. The Memorial forms an element of the

Club’s leased area and is the Club’s responsibility for maintenance.

5.2. Club Secretary

1. The Club Secretary:

a. Is responsible to the Commodore for the efficient execution of his duties.

b. Is authorised to take day to day decisions, consulting/informing Club

Officers as necessary. Questions of policy are to be referred to the

appropriate Club Officer.

c. Has key relationships with: the Club Admiral, Commodore and Flag

Officers; other committee members; Club managers and staff; JSASTC

OIC and key staff; Bank staff; local contractors and suppliers as

required.

2. His purposes are:

a. To provide centralised and general management of HSSC staff,

clubhouse, marina, leased and licensed buildings and areas and

associated support and administrative activities.

b. To represent the Commodore and Flag Officers when they are absent.

3. His key functions are to:

a. Advise the Commodore and Flag Officers on policy and planning

matters and implement those policies and plans agreed by the

committees.

b. Administer applications for membership and berths.

c. Maintain the Clubhouse programme and the Club’s long term

programme and development plan.

d. Administer the staff, and be the Line Manager for all HSSC employees.

e. Coordinate the maintenance, security, insurance, and safety of all

buildings, property, and areas that are owned, leased or licensed by

HSSC.

f. Act as secretary for all Committee meetings.

g. Attend as necessary to ensure preparations for Club nights and

functions are satisfactory.

4. His financial functions are to:



a. Operate the Club’s accounting system, maintaining cash and bank

accounts as required by the Honorary Treasurer.

b. Prepare monthly and annual accounts for presentation to and approval

by the committees, for audit and for the AGM.

c. Advise committees on the charges and fees applied for Club facilities

and services.

d. Monitor performance against financial and other targets, recommending

measures to ensure these are achieved.

e. Invoice members for membership, berthing, cradle stowage, dinghy

stowage, lay-apart stores, boat lifts, storage and other miscellaneous

charges.

5. He is authorised to sign cheques up to £10000, and make on line payments

up to the bank delegated daily limits. He is to liaise with the Hon Treasurer

when arranging work and expenditure as approved in the annual budget.

6. Communication. He is to:

a. Market the Club's facilities for events and functions and to attract new

members.

b. Assist the Social Secretary in planning and publicising the social

programme, identifying suitable, high-profile speakers for Club

functions.

c. Act as IT manager, and Supervising Editor of the website.

d. Liaise with Members, external organisations including civic officers and

other sailing clubs, and the press.

7. Membership. He is to:

a. Maintain a database of membership details, including boat details, ID

cards and car passes.

b. Bring to the attention of the appropriate Flag Officer or Committee

representative any breach of the Club Constitution or Rules.

8. Administration. He is to:

a. Supervise the Club’s administration in all respects, including the

operation of the Office.

b. Work with the Committee to support service sailing events.

c. Maintain a stock of Club regalia and operate a shop for its display and

sale.

d. Prepare issue and administer Club cards.

e. Be responsible for the administration of Safety, Health, Environment

and Fire regulations (SHEF), and chair SHEF meetings.

f. Lead on all HR matters.

g. Act as permanent secretary to the ASYC.



5.3. Membership Cards

All members will be issued with a membership card, which they are to carry

whenever on the Club premises. They are to show it to the Security Staff, Club

Staff, or to Committee Members when asked to do so. Members are to provide

two passport-sized photographs at the time of issue. Temporary members may be

asked to have their name checked against a list of Temporary members held by

relevant Staff or Members.

5.4. Car Passes

1. All Members and Staff will be issued with car passes, which are to be

prominently displayed at the windscreen whenever entering the Club or

whenever the car is parked on JSASTC or Club land.

2. Barrier entry cards for access into FB3 are available from the Administration

Office for a small deposit. Lost cards must be reported immediately to

prevent use by unauthorised persons.

Notes:

1. Up to four car passes may be obtained by each Member, to register thevehicle(s) owned by that Member and those owned by his (up to three)Associate members.

2. Membership and car passes are renewed by stickers issued on payment ofthe annual subscription.

3. Forms of application for car passes are available from the Club Secretary.

3. Temporary car passes may be obtained for members’ guests from the

Security Staff.

5.5. Car Parking

1. All vehicles entering the Centre are to comply with the Rules as contained in

the Road Traffic Acts. Violations will be treated as a contravention of JSASTC

Standing Orders.

2. Drivers of vehicles must conform to instructions given by the Security Staff,

Officer in Charge JSASTC, his representative or Club Officers/Staff.

3. All roads and car parks in the Centre are MOD property and come under the

jurisdiction of the Officer in Command JSASTC. Car parking space is

extremely limited and Members are requested to minimise the number of

vehicles used by their family or crew members. The following parking rules

are in force:

a. Cars may be parked in designated areas of Fort Blockhouse III (to the

NW of Haslar Road) at all times. If you are away for more than a

weekend, including Public Holidays, the Security Staff is to be notified.

Cars left more than one day should be parked ‘through the wall’ in

designated areas of the Gunboat Yard.



b. Between 0730 and 1700 (7 days a week), temporary HSSC passes may be

drawn from the Security Staff at the main gate in order to gain access to

the clubhouse side for loading and unloading. These passes will be valid

for 30 minutes only, and only for cars parked in marked spaces. The gate

staff will note the time of issue and return. Two spaces beside the mast

shed are designated for short term use.

c. Car passes are to be displayed at all times when in either Fort

Blockhouse III or on the clubhouse side.

d. Passes will be available for contractors on production of a Work Permit.

e. Special passes will be available for Committee Members, on Club

business only, to park on the clubhouse side in three spaces beside the

mast shed designated for their use.

f. Special arrangements will be made for access by disabled persons.

g. Operation of the HLE or MOD Travel Hoist will prevent parking on the

hardstanding and/or in the clubhouse car park at times. Suitable notices

will be displayed by the Marina Staff and are to be strictly obeyed.

h. The Committee will authorise the gate staff to deny issue of a car pass

for the clubhouse side to Members who transgress these rules after one

written warning.

5.6. Complaints and Suggestions

1. Complaints should be forwarded in writing to the Club Secretary.

Suggestions should be entered in the Suggestion Book located in the

Bar/Restaurant, which will be regularly reviewed by the Club Secretary.

2. Complaints and suggestions are not to be made to the Club Staff.

5.7. The clubhouse

1. The clubhouse is normally open from 0900 to 1700, or 30 minutes after the

evening bar closing time, whichever is the latest.

2. Members are to wear dress commensurate with the occasion or as

announced for a particular event. Whilst strict dress rules are not enforced

members are to use their good taste and common sense in order to maintain

a smart Club atmosphere and not to offend other members. Mobile

telephones may remain active within the Club but calls should be answered

outside the bar, dining area and Fabrosa room.

3. Members bringing guests into the clubhouse and visiting yacht skippers

must sign in the appropriate book provided in the Bar/Restaurant.

4. Foul-weather gear and wet clothing are not to be taken into the bar. Wet gear

must be hung in the area provided.



5. Baggage and gear is not to be left in the foyer or passage. It may be left in the

baggage store at the galley end of the main passage for short periods while

using the clubhouse facilities.

5.8. Bar

1. The opening hours of the Bar are determined by the Full Committee and are

to be displayed both in the foyer and the bar.

2. On special occasions with the express permission of an Officer of the Club,

the normal opening hours of the bar may be altered. The Secretary is to keep

a written record of such variations.

3. The bar may be closed at any time at the discretion of a Committee Member,

or in the absence of a Committee Member by the Club Secretary - should this

be necessary.

4. The supply to, or consumption of, alcohol by persons under the age of 18 is

not permitted on Club premises.

5. No credit is allowed at the bar.

5.9. Cashing of Cheques

Bar and galley staff are not authorised to cash cheques. They may be presented, to

the Club Secretary only, for cash in a genuine emergency. Cheques may however

be presented to pay for purchases or to top up Club cards.

5.10. Debit/Credit Cards

Card readers are positioned in the Bar and the Club Secretary’s office for use by

Members paying for bar/galley purchases, Club invoices, or functions.

5.11. Catering

1. Breakfasts and light snacks may be obtained at the Galley Servery in the

main lounge from mid-morning. Meals are served at lunchtime and during

evening bar opening times. Times may vary and are to be displayed in the

Foyer.

2. Members may make special catering arrangements within normal opening

hours of the Club on application to the Club Secretary.

3. Food and drink is not to be brought into the clubhouse by members, visitors

or guests, for consumption on the premises.

5.12. Private Parties/Visiting Yachts

1. Applications sponsored by a Member to use the Club for private parties or

for meetings are welcomed. A charge will normally be made. Applications

are to be made in writing in advance to The Club Secretary. The sponsor is



personally responsible for the visitors and is to be available throughout the

visit. Sponsors are to make visitors aware that the Club operates a Health

and Safety Policy and will be asked to sign and observe the Club’s Code of

Conduct.

2. The Club Secretary is to be informed in writing of personnel attending,

including car details, in order that security arrangements can be made. The

written approval of the Club Secretary is to be obtained on every occasion

before the Club is used outside the normal approved opening hours.

3. Members may also act as sponsor for a visit by sea by another yacht or yacht

Club. Application is to be as above, and the sponsor is additionally to furnish

details of boat name, size, and names of crew. He is to ensure that a berthing

plan is worked out and agreed with the Marina Staff in advance. This plan

must not cause a Berthholder to be inconvenienced in any way, and if it is

desirable that his boat is moved to suit the plan, the Berthholder’s

permission must be obtained in advance. The sponsor is responsible for

ensuring that all berthing fees are paid to the Marina staff soon after arrival.

5.13. Refuse

Domestic and recycling waste is to be deposited in the refuse bins provided on

site. All other waste, including scrap and hazardous waste, is the responsibility of

the boat owner to dispose of, off site.

5.14. Dogs

1. Owners of dogs are to apply to the OiC JSASTC for permission to bring dogs

on site, for which a permit will be issued.

2. Only guide dogs are permitted in the clubhouse.

5.15. Hornet Website

1. A redesigned website went live in March 2012. It contains the Club history,

details of services and facilities available, and a live news section to which

any member is encouraged to contribute through the News Editor. The main

application forms are available for download. Forthcoming social, sailing,

training and other events are updated on the website from time to time. A

“for sale” section is available to members. The Club Secretary is the

Supervising Editor.

2. A members’ only section is available with log in and initial password issued

by the Club office. It contains:

Directories of members and their craft, which can be updated by a

logged in member

A section on the meaning of Members’ boat names

Club clothing and memorabilia for sale

Committee minutes

Notice Board



Picture galleries

On-line event bookings

Volunteers required

3. A news stream is frequently added to on the Club website. Officers who

wish to inform members of news or changes in their area of responsibility

will use this method of communicating with them. More sensitive items can

be posted on the Notice board in the Members’ only section. Mass e-mails

may also be sent out from time to time as a means of contacting members.

5.16. Notice Boards

1. A notice board for ‘Club’ information (e.g. lift-in/lift-out information) is

located in the foyer.

2. A ‘for sale/wanted’ board is located in the foyer. Applications to display

notices should be made to the Club Secretary.

5.17. Charity Collections

Charity collection boxes may be displayed on the bar and may be changed from

time to time on the authority of the Club Secretary.

5.18. Instructions

1. Owners, Members, their crews and agents are to comply with any

instructions issued by the HoE or his representative in connection with his

overall responsibilities for the site and adjoining areas/pontoons/waterways.

2. Owners, Members, their crews and agents are expected to comply with the

reasonable requests of the Club Secretary and/or Marina Staff. In the event of

a disagreement, the matter is to be referred to a Committee Member. In the

meantime the request of the Club Secretary and/or the Marina Staff is to be

implemented.

5.19. Club Keys

1. Keys to the lay-apart store area, for store tenants only, may be obtained by

payment of a deposit to the Club Secretary.

2. Keys to the outer doors of the Clubhouse are kept at the gatehouse. They are

usually drawn by the cleaners in the morning, and returned by them during

the day. The Clubhouse is secured at night using the bar manager’s keys, by

bar, galley, or marina staff, or the Club Secretary as arranged between them.

A set of keys to valuable and attractive areas is kept in the Club office. All

other keys and duplicates are kept by the Club Secretary in his office.



5.20. Club Cards

1. Club Cards are issued free to all Members, and have two main purposes:

a. They are a convenient way to pay for purchases at the galley and bar.

This also reduces the amount of cash handled by the galley and bar.

b. They attract a discount on purchases, which will be varied from time to

time as determined by committees.

2. Using the Cards. The card has no value attached to it until some money is

added to a Member’s account. This is done by presenting the card, together

with cash, cheque, credit or debit card at the galley or bar. Debit cards are

preferred and these should be for at least £50. The card itself does not hold

the money; all that is encoded in its magnetic strip is a unique number, and

the amount in an account is held in the till system.

3. When a purchase is made at the galley or bar, the amount is debited from the

card, and a discount off the value is applied to the bill. A receipt is printed

for all transactions, showing this discount and the remaining balance.

4. Additional cards. Members may apply for up to three additional cards for

family/nominated crew who have paid a subscription. These can either be

additional cards on the Member's account, sharing the same account balance,

or they may be on separate accounts assigned to Associate members.

5. Lost cards. The Club Secretary is to be informed immediately in the event of

loss, and the card will be cancelled. The credit on the account will be

retained, but a fee is charged for a new card. A card remains the property of

the Club and must be returned to the Club Secretary on loss of entitlement or

if it is no longer required.

6. Errors. Only the Club Secretary may make deductions from cards or

additions to them as a result of errors. A form will be raised at the time of the

error, and forwarded to him for correction of the card account.

5.21. Smoking

Smoking is not allowed in, or within 10 metres of, any Club building. There is a

smoking area at the rear of the Clubhouse.

5.22. Travel Expenses and Subsistence

Members who are required to travel on Club business will be reimbursed all

reasonable travel expenses. Members using their own vehicles are required to

have business insurance cover. They will be paid a mileage rate in line with the

current Inland Revenue recognised rate, on production of an Insurance cover

note. Any general expenses incurred by Members in the line of Club business will

be reimbursed on production of a receipt/invoice. Any expenditure under this

Rule is to be cleared with the Club Secretary before being incurred.



5.23. Volunteer Working Parties

Club members who are involved in working parties will be reimbursed with any

expenses incurred in the conduct of the working party, and will be offered a meal

and/or drink when appropriate.

5.24. Financial Delegation

The Committee is authorised through the Constitution to set budgets, fix fees and

charges, and commit funds for the running of Hornet Services Sailing Club. Budget

holders (RC (M) and RC (H)) and the Club Secretary are authorised to spend within

agreed budgets with the exception of major contracts (in excess of £10000). These

require specific Committee authorisation. Non-budget holding Committee Members

are authorised to approve emergency expenditure up to a limit of £5000, but only in

the absence of the relevant budget holder and by agreement of two Committee

Members. Certain Committee Members are authorised signatories of the Bank

account. They are to satisfy themselves that the expenditure is reasonable and

necessary when signing cheques /authorising expenditure.

5.25. Credit Cards

Credit cards are issued to the Club Secretary and Marina Manager for emergency

Club expenses only, to a limit of £1000 per purchase. They are for use only on

Club business when other methods of payment are unavailable or may cause

unacceptable delay. AM is responsible for recording details of their use together

with supporting documentation.

5.26. Petty Cash

1. Petty Cash is only to be used for the purchase of minor items at short notice

that cannot be handled through the normal trade accounts. Expenditure is to

be supported by a receipt/invoice and entered in Sage. The holder is

responsible for ensuring that the expenditure is legitimate and any

contentious or novel requests should be referred to the Budget Holder or HT.

If the expenditure is subsequently found to be erroneous, the holder will be

required to reimburse the funds.

2. A voucher completed and signed by the person taking the money, and the

person handing out the petty cash, is required to support advances of petty

cash. Petty cash is to be reconciled weekly. Petty Cash and supporting

vouchers are to be kept in a safe or cash box. The following are authorised to

hold Cash Floats:

Marina Manager

Chef

Bar Manager

Uncertain checks of Cash Floats are to be carried out once in a six monthly

period. HT will inspect the Petty Cash account on a monthly basis.



5.27. Safes

1. The Club has a number of key and combination safes, under the custody of:

Club Secretary

Marina Manager

Chef

Bar Manager

2. Individuals holding safes are responsible for the correct usage and custody

of the contents. CS holds duplicate keys/combinations with the exception of

his own safe for which the Accounts and Admin Manager also knows the

combination. Under no circumstances are duplicate keys to be cut without

the express permission of the CS. The CS is to be informed immediately if

keys/combinations are lost or obtained by unauthorised personnel.

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