Terms and Conditions

All references to the Industrial and Provident Societies Acts refer to the Cooperative and Community Benefits Societies Act 2014.

All references to the Financial Services Authority refer to the Financial Conduct Authority.

Introductory

1. In these Rules, unless the context otherwise requires -

  • 'the 1965 Act' means the Industrial and Provident Societies Act 1965;
  • 'the 1968 Act' means the Friendly and Industrial Provident Societies Act 1968;
  • 'the Acts' means the 1965 and the 1968 Acts;'affiliated organisation' means an organisation affiliated to the Society under rule 3.4 below;
  • 'AGM' means the annual general meeting required to be held under rule 11 below;
  • 'the Authority' means the Financial Services Authority;
  • 'the Board' means the Board established in accordance with rule 13 below;
  • 'the Chairman' means the Chairman of the Society referred to in rule 13.2(a) below;
  • 'the Chief Executive' means the Chief Executive appointed in accordance with rule 18 below;
  • 'electronic means' means a communication sent initially and received at its destination by means of electronic equipment for the processing or storage of data, and entirely transmitted, conveyed and received by wire, by radio, by optical means or by other electromagnetic means;
  • 'employee' means an employee whose salary is paid from the Society's funds;
  • 'member' means a member of the Society within the meaning of rule 5 below;
  • 'the Officers' means the Chairman of the Society and the four Vice Chairmen referred to in rule 13.2(b) below;
  • 'the regulations' means the regulations made by the Board pursuant to rule 28 below;
    words importing only the singular number include the plural and vice versa; words importing only the masculine gender include the feminine gender.

Any reference in these Rules to an enactment includes a reference to that enactment as re-enacted or amended from time to time and to any subordinate legislation made under it.

2. Name

The Society shall be called "The Civil Service Sports Council Limited", trading as 'CSSC Sports and Leisure'.

3. Object

3.1 The object of the Society is to act as a central organisation for the purpose of encouraging and co-ordinating the pursuit of all forms of sport and leisure for staff throughout the civil service and wider public service and for other members of the Society admitted under rule 5 below.

3.2 In pursuit of this object, the Society may –

  • promote the formation of organisations to foster sport and leisure within the Society's object;
  • promote the affiliation to the Society of organisations fostering sport and leisure within the Society's object;
  • promote, or help to promote, activities and opportunities within the Society's object;
  • assist in the provision of suitable facilities for the various branches of sport and leisure, including related social facilities.


3.3 In addition, the society may -

  • deal in any manner in land and buildings of any tenure;
  • undertake trust business for the benefit of organisations operating within the scope of the Society's object, including the holding of land on behalf of such organisations as a holding or custodian trustee.

3.4 Further to rule 3.2 above, the Board may -

  • promote the formation of organisations of members and affiliate them to the Society on such terms as the Board may from time to time determine in accordance with the regulations; or
  • affiliate to the Society organisations having objects the same as or similar to the Society's object, and in either case may charge in respect of such affiliation such fees as it may determine.

3.5 The society shall have such powers as are expressly conferred by these Rules, and power to do any other lawful thing as may further its object.

4. Registered Office

4.1 The registered office of the Society shall be : Compton Court, 20-24 Temple End, High Wycombe, Bucks, HP13 5DR

5. Members

5.1 The terms of membership of the Society shall be decided by the Board in accordance with these Rules and the regulations.

5.2 Subject to the following paragraphs, the following persons are eligible for membership -

  • a person who is employed either in Her Majesty's Civil and Diplomatic Services or in a body (including
  • a body in the wider public sector) whose employees are deemed eligible for membership of the Society by the Board;
  • a person who has been employed in accordance with sub-paragraph (a) above and is in receipt of a pension from that employment, whether or not he was a member of the Society when so employed;
  • a person who –
  • is currently employed in a function deemed by the Board as qualifying him for membership of the Society; or
  • is in receipt of a pension from such employment whether or not he was a member while in that employment;
  • a person who is currently serving in an employment by virtue of which he has a close connection with persons eligible for admission under sub-paragraph (a) above such that he may be deemed eligible for membership of the Society by the Board.

Any person who became a member under any of the sub- paragraphs above may remain a member, or may at any time be reinstated as a member, even if he is no longer otherwise eligible under any of those sub-paragraphs.

5.3 No person shall be eligible to become a member of the Society by virtue of rule 5.2 above unless he is aged 16 or over.

5.4 Persons aged 18 or over may be sponsored for membership, in accordance with the regulations, by a member of the Society who is eligible by virtue of rule 5.2 above ('the sponsor'), and may be deemed eligible for membership of the Society by the Board ('linked membership'). Eligibility under this paragraph continues only for as long as the sponsor remains a member of the Society, unless that sponsor dies while still a member of the Society, in which case the linked membership may continue until the linked member ceases to pay his subscription.

5.5 The Board shall have power to admit eligible persons as members and may, in its discretion, refuse to admit into membership any person who is otherwise eligible. The Board shall not be required to state any reason for the rejection of an application.

5.6 An AGM may, by resolution and on the nomination of the Board, grant life membership to any member who has rendered outstanding service to the Society.

5.7 The Board may grant honorary membership to any person in recognition of his service to the Society, whether or not he would otherwise be eligible to be a member.

5.8 An employee may become a member of the Society, and may vote at general meetings.

5.9 On becoming a member of the Society every member shall be entered in the Register of Members required to be kept in accordance with the 1965 Act.

6. Cessation of Membership

6.1 A member who is no longer eligible under rule 5 above shall cease to be a member from the date on which eligibility ceases unless he opts to remain a member under rule 5.2 or 5.4 above.

6.2 A member may resign from membership –

  • by informing the Society in writing or by electronic means, in which case he shall be treated as having resigned from the date of that communication; or
  • if he pays the subscription required under rule 9 below by deduction from his pay or pension, by instructing his employer or pension provider to cancel his authority for deductions from his pay or pension, in which case he shall be treated as having resigned on the day on which the next deduction would have been due.

6.3 A member who pays his subscription to the Society by any method other than deduction from pay or pension shall be treated as having resigned from membership if he fails to pay his subscription on the due date, and he shall be treated as having resigned on the day on which his subscription was due.

6.4 A member who resigns or is treated as having resigned from membership may apply under rule 5.2 or 5.4 above for reinstatement of membership and, if he applies within three months of ceasing to be a member, his membership shall be treated as continuous provided that he pays the outstanding subscription on reinstatement.

6.5 A member whose membership ceases by virtue of this rule shall return his membership card. Any membership card not returned to the Society on cessation of membership shall be invalid.

7. Conduct

7.1 All members shall abide by these Rules and by the regulations, and by any policies of the Society and guidance of the Society from time to time in force.

7.2 The Board shall establish a Discipline and Complaints Committee, comprising at least two members of the Board and one member of the Society who is not a member of the Board, for the purpose of considering any conduct of a member or members which may be contrary to the provisions, policies and guidance mentioned in rule 7.1 above and thus detrimental to the interests of the Society in any respect. The members of the Committee shall be appointed by the Board in accordance with any regulations.

7.3 The Committee may expel from the Society or, for such period as it may decide, suspend from the privileges of membership, or impose sanctions against, any member who has been judged by the Committee to have acted in a manner detrimental to the interests of the Society in any respect.

7.4 Any member who has been so judged shall have a right of appeal against the decision of the Committee, and that appeal shall be decided by the Board. No member of the Board who has taken part in the decision appealed against shall take part in the appeal.

8. Share Capital

8.1 Every member shall, on becoming a member of the Society, purchase and, so long as he shall continue to be a member of the Society, hold a share of the value of five pence in the Society. Such shares shall not be transferable in any circumstances and shall be forfeited and cancelled upon the holder's ceasing to be a member of the Society.

8.2 Five pence shall be deducted by the Society from the first payment made by each member in respect of the share held by him and credited in payment for that share.

9. Subscriptions

9.1 Every member shall, so long as he wishes to remain a member of the Society, pay in respect of the share held by him an annual subscription of such sum and in such manner and at such times as the members may determine at an AGM or other general meeting, and different sums may be determined for different groups within the membership.

10. General meetings

10.1 Any general meeting of the Society (including the AGM) shall be called on at least 14 clear days' notice of the date, time and place of the meeting.

10.2 A general meeting –

  • may be called at any time by the Board;
  • shall be called on written request to the Chief Executive from at least 100 members, and held within 40 days of the request.

10.3 Notice of general meetings shall be sufficiently given by publishing such notice in a newsletter issued by the Society to affiliated organisations. Notice shall be deemed to be served at the expiration of 48 hours after it has been published. Regulations may provide that newsletters containing notice of general meetings may be given by electronic means and shall specify when such notice is deemed to have been served.

11. Annual general meetings

11.1 The AGM shall be held within nine months of the end of the Society's financial year

11.2 The business at an AGM shall be -

  • to receive the Society's annual report and accounts and the report of the auditor;
  • to announce any appointments of Board members under rules 14 and 15 below;
  • to elect the auditor where required by rule 19 below;
  • to determine the rate, timing and manner of subscriptions in accordance with rule 9 above;
  • to make any amendments to these Rules in accordance with rule 27 below;
  • to grant life membership or appoint title holders as set out in rules 5.6 above or rule 12.8 below;
  • any business of which notice shall have been given in the notice calling the meeting;
  • any other business, with the consent of the chairman of the AGM.

12 Proceedings at general meetings

12.1 At any general meeting (including the AGM) the Chairman of the Society or, if he is not present, then another Officer of the Society as agreed in advance by the Board or by members of the Board present shall preside ('the chairman').

12.2 30 members shall form a quorum. No business shall be transacted at any general meeting unless a quorum is present within half an hour of the time notified for such meetings.

If no quorum is present within half an hour of the time appointed, the meeting, if called upon the requisition of members, shall be dissolved. If called otherwise, the meeting shall stand adjourned to a time and place to be determined by the chairman; and notified in such manner as the chairman decides; and if a quorum is not then present, those members who are present shall be deemed to be a quorum and capable of transacting business.

12.3 Subject to rule 11.2(h) above which applies only to AGMs, no business shall be transacted at a general meeting except that which is specified in the notice of the meeting.

12.4 Every member of the Society shall have one vote and, when the votes are equal, the chairman shall have an additional, casting, vote.

12.5 A general meeting may be adjourned for any period not exceeding 14 days by the chairman with the consent of the members present, but at such adjourned meeting no business shall be transacted except such business as could have been transacted at the original meeting.

12.6 Unless at any general meeting a poll is directed to be taken by the chairman or demanded by a majority of members present, every question shall be decided by a show of hands, and a declaration by the chairman that a resolution has been carried or not carried by the majority he declares shall be conclusive evidence of the result. When a poll is so demanded or directed it shall be taken at such time and in such manner as the chairman may decide.

12.7 No resolution passed by the Society at a general meeting shall invalidate any prior act of the Board which would have been valid if that resolution had not been passed.

12.8 An AGM may, by resolution and on the nomination of the Board, appoint a President, Vice Presidents and Life Vice Chairmen, whether or not the appointees would otherwise be eligible to become members of the Society, and all such appointments shall be for life.

Management of the Society

13.1 The Board of the Society established by this rule shall be responsible for the management of the Society.

13.2 The members of the Board shall be –

  • the Chairman of the Society, appointed in accordance with rule 14 below;
  • four Vice Chairmen, one of whom shall be the Honorary Treasurer, and all of whom shall be appointed in accordance with rule 14 below;
  • twelve members of the Society elected in accordance with rule 15 below ('elected members');
  • up to three persons appointed in accordance with rule 14 below ('appointed members'); and
  • the Chief Executive.

13.3 Subject to these Rules, the Board may delegate any of the powers which are conferred upon it by these Rules to such person or committee; by such means; to such an extent; in relation to such matters; and on such terms and conditions as it thinks fit.

13.4 All acts done by any meeting of the Board or of a Committee of the Board or by any person acting under its authority shall, notwithstanding that it be afterwards discovered that there was some defect in the appointment of any member of such Committee or person so acting, or that they or any of them were disqualified, be as valid as if every such person had been duly appointed and qualified.

13.5 Any member of the Board may be removed by the resolution of a duly constituted general meeting of the Society, and such meeting shall make appropriate provision for his replacement.

13.6 With the exception of the Chief Executive for the duration of his appointment, an employee shall not be eligible to become a member of the Board for the duration of their employment, or for a period of one year after the cessation of their employment.

13.7 With the exception of the Chief Executive for the duration of his appointment, all members of the Board, and all members of Committees established by the Board, shall serve the Society in an honorary capacity.

13.8 The Board may meet together for the despatch of business, adjourn, and otherwise regulate their meetings and decision making outside meetings, as they think fit. Questions arising at any meeting shall be decided by a majority of votes. In the case of an equality of votes the chairman shall have a second or casting vote. The quorum necessary for the transaction of the business of the Board shall be 8 members of the Board. Should the number of Board members fall below eight, those remaining may act only for the purpose of increasing the number of Board members or summoning a general meeting.

14. Appointments by the Board

14.1 The Officers and the appointed members shall be appointed by the Board on the recommendation of the Appointments Committee established under rule 17 below.

14.2 Officers shall be appointed for four years, and may offer themselves for re-appointment for one further consecutive term of four years.

14.3 Appointed members shall be appointed for four years or for such shorter period as the Appointments Committee shall recommend, and may offer themselves for reappointment for one further consecutive term not exceeding four years, as recommended by the Appointments Committee.

14.4 After serving two terms as an Officer or as an appointed member that Officer or appointed member shall not be eligible either to be considered for appointment again, or to stand for election, until the anniversary of the end of his second term, or at the election preceding the AGM following such anniversary, as appropriate.

14.5 The Board may appoint an Honorary Legal Adviser on the recommendation of the Appointments Committee, on the same terms as an Officer. The Honorary Legal Adviser shall not be
a member of the Board but shall be entitled to attend Board meetings.

14.6 The Board may appoint any person who is approved by the Appointments Committee, and who is willing to act, to fill a casual vacancy amongst Officers or appointed members. Any such appointment shall be for such period not exceeding four years as the Appointments Committee recommends, after which he may offer himself for reappointment for one further consecutive term.

15. Elections to the Board

15.1 The elected members shall be elected by means of a ballot, which shall be conducted in such manner as the Board may determine in the regulations. If the number of candidates nominated for election in any year is the same or less than the number of vacancies on the Board then there is no requirement to hold a ballot and those nominated shall automatically be appointed as elected members of the Board taking office at the end of the next AGM.

15.2 The members of the Society eligible to vote in the ballot are -

  • current members of the Board;
  • one representative of each affiliated organisation, appointed in accordance with the following paragraph;
  • one representative of each regional board;
  • national organisers.

15.3 For the purposes of the ballot, the representatives referred to above shall be the secretary for the time being of each affiliated organisation, or, as the case may be, regional board.

15.4 Any member of the Society, with the exception of those ineligible under rule 13.6 above (employees), may stand for election as a member of the Board if they have been nominated by a proposer and seconder (both of whom must be members of the Society). Nominations must be in writing or by electronic means and indicate the name of the proposer and seconder and the agreement of the member nominated. Nominations must reach the Chief Executive by a date determined by him.

15.5 The term of office for elected members of the Board shall be four years, and elected members may offer themselves for one further consecutive term of office.

15.6 After serving two terms as an elected member that member shall not be eligible to stand for election again, or to be considered for appointment, until at the earliest the election preceding the next AGM after the AGM at which he stood down from office.

15.7 The Board may appoint any member of the Society recommended by the Appointments Committee to fill a casual vacancy amongst elected members. Any person so appointed shall hold office until the next AGM, and shall then be eligible to stand for election in accordance with rule 15.5 above.

15.8 In this rule –

  • "regional board" means the group of volunteers responsible for promoting and co-ordinating activities and opportunities in a geographical region;
  • "national organisers" means individuals appointed by the Sports and Leisure Committee, established under rule 16.2(b) below, to organise and promote one activity.

16. Committees of the Board

16.1 The Board shall establish a Discipline and Complaints Committee in accordance with rule 7 above and an Appointments Committee in accordance with rule 17 below.

16.2 The Board shall establish the following standing committees, the overall responsibilities of which shall be set out in the regulations -

  • the Resources Committee;
  • the Sports and Leisure Committee;
  • the Audit Committee.

16.3 The Board may establish other Committees for specific purposes.

16.4 The members of the Committees established under rules 16.2 and 16.3 above shall be appointed in accordance with the regulations.

16.5 In exercising any power delegated to any Committee by the Board under rule 13.3 above, the Committee shall act in accordance with any requirements which may be imposed upon it by the Board.

16.6 Any Committee established by the Board shall be free to regulate its own procedure subject to any requirements in the regulations and to any direction given by the Board, and shall regularly report all acts and proceedings to the Board.

17. The Appointments Committee

17.1 The Board shall establish an Appointments Committee comprising at least two members of the Board and at least one member of the Society who is not a member of the Board, and such other persons as may be specified in the regulations. The members of the Committee shall be appointed by the Board in accordance with any regulations.

17.2 The Appointments Committee shall be responsible -

  • for selecting, and recommending to the Board for appointment, persons to serve as Officers and appointed members;
  • for recommending to the Board reappointments of Officers and appointed members;
  • for selecting, and recommending to the Board for appointment, persons to fill casual vacancies amongst Officers and appointed members; and
  • for such other matters as may be specified in the regulations or directed by the Board.

18. The Chief Executive

18.1 The Board shall appoint a Chief Executive to conduct the business of the Society, and shall determine his salary and duties. The Board shall have the power to suspend or remove any person so appointed.

18.2 The Chief Executive shall, subject to rule 13 above, be responsible for administration of the affairs of the Society including power to engage and dismiss staff required for the performance of these responsibilities.

18.3 For the purposes of the Acts the Chief Executive shall be deemed to be the Secretary.

Financial Matters

19. Auditor

19.1 The Society shall by resolution of the AGM appoint an auditor qualified to the standard required by law to audit its financial statements for that year in accordance with the provisions
of the 1968 Act, and he shall be reappointed in accordance with section 5(1) of that Act (reappointment and removal of auditors) unless any one of the exceptions in section 5(1) applies.

19.2 The Board may appoint an auditor to fill any casual vacancy occurring between AGMs of the Society.

20. Application of profits

20.1 The net surplus derived from all activities carried on by the Society after providing for interest on loans shall be applied as follows:

  • in the formation of such reserve or sinking funds as the Board may consider necessary or expedient to meet any present or future depreciation in the property of or any contingency affecting the activities of the Society;
  • in carrying out the object of the Society in accordance with these Rules in such manner as the Board may deem expedient.

21. Investment

21. The Board shall have the power to make any investments it considers prudent, subject to any policy which may be in force.

22. Borrowings and guarantees

22.1 The Board may borrow sums (with or without security) in such manner as it may deem appropriate, on such terms as to repayment and rate of interest as may be agreed upon, provided that the rate of interest on borrowed money (other
than money borrowed by way of a bank overdraft or mortgage on any of the Society's property) falls within the range of at least two United Kingdom retail banks.

22.2 The Society shall not borrow from members and shall not accept deposits from members or any other person or organisation.

22.3 In pursuit of the Society's object, the Board may enter into agreements to guarantee loans made to any organisation (whether or not such loans are secured by charges on the income or assets of such organisation) in such form, upon such terms and in such cases as it shall think fit.

22.4 The total amount for which the Society is or may be liable in respect of borrowings and guarantees should not exceed £30,000,000 at any one time.

23. Annual returns

23. Any member may apply to the Society for a copy of the annual return rendered to the Authority in accordance with section 39 of the 1965 Act, and the copy shall be supplied by the Society free of charge.

24. Nominations and proceedings on death and bankruptcy

24. Upon a claim being made by the nominee (appointed in accordance with section 23 of the 1965 Act) or other personal representative of a deceased member or by the trustee in bankruptcy of a bankrupt member, the Society shall transfer or pay such property to which the nominee, personal representative or trustee in bankruptcy has become entitled as the nominee, personal representative or trustee in bankruptcy may direct it.

Miscellaneous

25. The Seal

25. The Society shall have its name engraved in legible characters upon a seal. The seal shall be in the custody of the Chief Executive or other senior employee whom the Board may appoint. It shall be used only under the authority of a resolution of the Board or of a Committee authorised in that behalf by the Board; the date of such resolution shall be mentioned on the instrument to which the seal is attached and its use shall be attested by two signatures, being those of any two from the members of the Board and the Director of Finance.

26. Statutory applications to the Authority

26.1 In accordance with section 47 of the 1965 Act (inspection of books by the Authority), any 10 members of the Society, each of whom has been a member of the Society for not less than 12 months immediately preceding the date of the application, may apply to the Authority to appoint an accountant or actuary to inspect the books of the Society and to report on them. The Authority may, under the Act, act upon the application if it thinks fit and in that case may direct how the relevant costs shall be met.

26.2 In accordance with section 49 of the 1965 Act (appointment of inspectors and calling a special meeting), any 100 members of the Society may apply to the Authority for the appointment of an inspector or inspectors to examine into the affairs of the Society and to report on them. The Authority may, under the Act, act upon the application and direct how the costs shall be met.

27. Amendment of the Rules

27.1 These Rules may be amended only at an AGM or at a general meeting called for that purpose, and any amendment shall require to be supported by at least two-thirds of the members present and voting at such meeting.

27.2 No amendment of the Rules is valid until registered as required by the Authority.

28. Regulations

28. The Board shall have full power to make regulations (not inconsistent with these Rules) for all matters necessary for the proper conduct and management of the Society, and in particular without limitation may make provision –

  • further to rule 3.4 above (affiliated organisations);
  • for specifying the manner in which applications for membership by persons eligible under rule 5 .2 above shall be made;
  • for the sponsorship of linked membership under rule 5.4 above and for specifying the manner in which applications for linked membership shall be made;
  • for the conduct of the ballot required under rule 15 above;
  • for the appointment, procedure and responsibilities of the Committees established by rules 7,16 and 17 above; and
  • for the transition between these Rules and the old Rules further to the provisions in rule 31 below.

29. Indemnity

29.1 Any person to whom this rule applies shall (to the extent that such person is not entitled to recover under any policy of insurance) be entitled to be indemnified out of any and all funds available to the Society, which may lawfully be so applied, against all costs, liens, charges, expenses and liabilities whatsoever incurred by such person in the execution and discharge of duties undertaken on behalf of the Society or in relation to the Society, or incurred in good faith in the purported discharge of such duties, including any liability incurred in initiating, prosecuting or defending any proceedings, civil or criminal, which relate to anything done or omitted by a person to whom this rule applies.

29.2 The Board may purchase and maintain indemnity insurance for, or for the benefit of, any person to whom this rule applies.

29.3 A person to whom this rule applies means any person who is, or was at the relevant time, an employee, a member of the Board or of any committee established by the Board, or appointed by the Board to advise in an honorary capacity.

30. Irregularities

30. The proceedings at any meeting or on the taking of any poll or the passing of a resolution shall not be invalidated by reason of any accidental informality or irregularity (including any accidental omission to give or any non-receipt of notice) or any want of qualification in any of the persons present or voting or by reason of any business being considered which is not specified in the notice.

31. Transitional provisions

31.1 In this Rule –

  • 'the old Rules' means the Rules of the Civil Service Sports Council in force on 25 June 2012;
  • 'the Management Board' means the Management Board elected in accordance with rule 12 (1) (a) of the old Rules.

31.2 On these Rules coming into effect the Board established under these Rules shall comprise the members of the Management Board, who shall retire in accordance with the following paragraphs, and the Chief Executive.

31.3 On these Rules coming into effect any Officer of the Society elected under rule 8(5) (b) of the old Rules (election of Officers of the Society by the AGM) shall continue in office until the expiry of four years from their election under that rule. At the expiry of that period the provisions of these Rules shall apply to the vacancy except that any retiring officer may offer himself for appointment as an officer for one further consecutive term of four years in accordance with rule 14 above, notwithstanding how many previous terms he has served.

31.4 At the AGM next following the coming into effect of these Rules, the members of the Management Board elected under rule 12 (1) (a) of the old Rules (members who are not Officers) shall retire, but may offer themselves for re-election at the ballot held that year in accordance with rule 15 above, notwithstanding how many previous terms they have served.

31.5 Following the first ballot held in accordance with rule 15 above, the terms of appointment of members of the Board so elected shall be –

  • four years for the three with the highest number of votes;
  • three years for the three with the next highest number of votes;
  • two years for the three with the next highest number of votes; and
  • one year for the three with the next highest number of votes.

31.6 On these Rules coming into effect -

  • an Officer elected under the old Rules as an Executive Vice-Chairman and whose appointment is still valid shall be known as a Vice Chairman;
  • any person appointed under rule 8(9) of the old Rules as Non-Executive Vice-Chairman shall be known as a Life Vice Chairman.

31.7 No appointment shall be made under rules 13(2) (d) and 14 above (appointed members of the Board) until after the AGM next following the coming into effect of these Rules

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