WOODBRIDGE CRUISING CLUB RULES 2019 – 2020
NAME & OBJECT
1. The name of the Club is ‘Woodbridge Cruising Club’ and the burgee of the Club shall be red with a gold Anglo-Saxon ship associated with Sutton Hoo.
2. The object of the Club is to promote and facilitate the sport of boating, cruising and associated activities.
MEMBERSHIP
3. Any person of either sex whether or not the owner of a yacht or boat who is keen and interested in boating and associated social activities is eligible for membership.
3.a) The Deben Rowing Club (DRC) may be affiliated to the Woodbridge Cruising Club (WCC) on terms agreed by the WCC Committee.
4. The Club on the recommendation of the Committee may in general meeting elect honorary members.
5. Every candidate for membership shall be nominated by one member and seconded by another member of the Club and the candidate’s name and any other particulars the Committee may require shall be sent to the Membership Secretary, at least two days before the meeting of the Committee. A list of members shall be kept on the Club’s premises.
6. Members duly proposed and seconded other than Honorary Members may be elected at any meeting of the Committee by ballot decided by a simple majority vote.
7. Any member desirous of retiring from the Club shall notify his or her intention to the Membership Secretary on or before the 21st December otherwise the member shall be liable for the next year’s subscription.
8.a) Any member on joining the Club by implication undertakes to comply with these Rules and any refusal or neglect to do so or any conduct which in the opinion of the Committee is unworthy of a member or otherwise injurious to the interests of the Club shall render the member liable to expulsion by the Committee provided that before expelling the member the Committee shall call upon the member for an explanation of his or her conduct and shall give the member the opportunity of defending himself or herself. The vote on a resolution for expulsion shall be by ballot and the resolution shall only be carried if not less than three quarters of the members of the Committee present vote in favour of the resolution.
8.b) Membership of the Club and acceptance of these rules by the member shall be deemed to constitute consent to the holding of relevant personal data for the purpose of the Data Protection Acts.
8.c) The Club shall maintain a Visitors’ Book which is to be signed by all visitors upon arrival. The Member introducing a visitor shall be responsible for ensuring they observe the current rules and bye-laws of the Club throughout their time on the premises and are made aware of the health and safety guidelines. No visitor shall be permitted to make use of Club facilities in this way on more than six occasions in any calendar year.
SUBSCRIPTIONS
9.a) The annual subscription payable on election and the 1st January in each year, and any joining fee, shall be determined by the Committee from time to time and recommended to the Club at a general meeting and shall differentiate between six classes of membership, i.e. Family Member, Single Member, Veteran Member, Overseas Member, Associated Member and Junior Member, defined as follows:-
A) A Family Member shall include the member, the spouse/partner of the member and all their children up to the eighteenth birthday and they shall be entitled to the full amenities of the Club.
B) A Single Member shall alone be entitled to the full or any amenities of the Club.
C) A Veteran Member is a member aged over 65 who has been a member of the Club for a continuous period of 25 years. Veteran members may be either Single Veteran Members or Family Veteran Members
D) An Overseas Member shall have no residence or place of business within the UK but shall be entitled to fly the club burgee and to all other club amenities but shall not have voting rights. An overseas member may apply for full membership at any time without formality.
E) An Associated Membership may be granted at the invitation of the committee to an existing member who for example by reason of age and/or infirmity is unable to take full part in club activities, but wishes to continue to receive On Watch. An Associated Member shall not have voting rights.
F) A Junior Member shall be a single member as defined in (B) above who has not passed his or her eighteenth birthday.
9.b) Any member who has not paid the current year’s subscription by the 1st day of February shall be requested in the name of the Committee to pay the same within fourteen days and if the subscription is not paid by the last day of February the member’s name may be removed from the list of members by the Committee. A member’s name so removed may be restored at the discretion of the Committee.
9.c) No member shall in any year be entitled to exercise any rights or privileges of membership until his or her subscription for that year and all arrears (if any) have been paid.
9.d) A member elected after the 1st of October in any year who shall have paid the subscription for that year shall not be required to pay any subscription for the following year.
9.e) A Family, Single or Associated Member may at the discretion of the Committee pay ten years membership fees in advance at a rate determined by the Committee.
10. The honorary officers of the Club shall be a Commodore, a Vice Commodore, two Rear Commodores (the flag officers), a Secretary and a Treasurer and must be members of the Club.
11. The Committee of the Club shall consist of the honorary officers and not fewer than four and not more than ten other members of the Club.
12. Any casual vacancy on the Committee of elected or co-opted members, including the offices of Secretary and Treasurer, but excluding Flag Officers arising between Annual General Meetings may be filled by the Committee co-opting a member to the Committee. A vacancy for a flag office may only be filled by an elected member of the committee. If necessary the Auditor may be replaced between Annual General Meetings. The Committee may also co-opt up to three additional members provided that the Committee numbers comply with rule 11.
13.a) The Committee shall manage all the affairs of the Club including the purchase for the Club and the supply by the Club of intoxicating liquor and the fixing of the permitted hours for the supply and consumption thereof and shall have power to do everything necessary for that purchase. The Committee may permit the bar to be open to the public on an annual open day.
13.b) No transaction involving freehold or leasehold land, or major new undertaking shall be authorised by the Committee without the prior outline consent by a General Meeting of the members which may in exceptional circumstances be called within the prescribed period of notice.
14. The quorum of the Committee shall be five.
15. Not less than three days notice written or oral shall be given by the Secretary to members of the Committee of every meeting but in an emergency at the discretion of the Commodore and Secretary additional meetings may be called on not less than 24 hours notice.
16. Decisions of meetings of the Committee shall be made by a simple majority subject to Rule 8a above and in the event of equality of voting the Commodore or the acting chairman of the meeting shall have a casting vote.
ANNUAL GENERAL MEETING
17. An Annual General Meeting shall be held as far as practical on some day in the month of November to be fixed by the Commodore, and no more than fifteen months shall elapse without an Annual General Meeting.
18. The business of the Annual General Meeting shall be:-
18.a) To receive the Commodore’s and officers’ reports of the activities of the Club during the preceding year.
18.b) To receive and consider the accounts of the Club for the preceding year and the Auditor’s report on the accounts and the Treasurer’s report on the financial position of the Club.
18.c) To elect honorary officers and other members of the committee.
Honorary officers shall hold office until the conclusion of the next Annual General Meeting. A Commodore or Vice Commodore may hold the same flag office for no more than two consecutive years and Rear Commodores for no more than three consecutive years. Committee members who do not hold honorary office shall be elected for a period of two years (after which they shall be eligible for re-election). Any member co-opted to the Committee as in rule 12 shall retire at the following AGM and shall be eligible for election.
No candidate for election to any office shall be proposed unless the name of such candidates and the name of the proposer shall be sent to the honorary secretary no later than the 1st October.
18.d) To elect an Auditor for the coming year.
18.e) To consider any proposal made and seconded by members of which notice in writing shall have been received by the Secretary no later than the 1st October.
AN EXTRAORDINARY GENERAL MEETING
19. An Extraordinary General Meeting may be convened at any time upon either a resolution of the Committee or a requisition by members setting out the resolution(s) to be proposed thereat; the requisition must be signed by either 30 members or one tenth of the members and served on the Secretary by personal delivery or by recorded delivery post. If the Secretary does not give notice of the meeting pursuant to the requisition on or before the expiry of 14 days from the service of the requisition any one or more of the requisitionists on behalf of the others may give notice of the meeting and the resolutions to be proposed.
20. The business which may be conducted at an Extraordinary General Meeting may be any one or more of:-
a) Removing all or any of the officers, other Committee members or the auditor of the Club and filling the vacancies thereby caused.
b) Altering these Rules.
c) Dissolving the Club.
d) Considering any substantial matter too urgent to await an AGM.
PROCEEDINGS OF ANNUAL & EXTRAORDINARY GENERAL MEETING
21. Not less than 14 days prior notice in writing setting out the resolutions to be proposed at the meetings shall be sent to every member at his last known address.
22. Resolutions at an Annual or Extraordinary General Meeting shall be passed by a simple majority of the votes entitled to be cast by members present at the meeting; each member, including the spouse (but not the children) of a family member shall have one vote on every resolution. In the event of equality of voting at an Annual General Meeting, the Commodore or chairman presiding at that Meeting shall have a second or casting vote but there shall be no second or casting vote at an Extraordinary General Meeting.
TRUSTEES
23. The Committee shall have power to appoint no fewer than two and no more than four trustees who shall hold office until death, resignation or removal from office by a resolution of members of the Committee.
24. There shall be vested in the trustees as custodians all the property of the Club other than cash which shall be under the control of the Honorary Treasurer.
25. The trustees may deal with the property so vested in them by way of sale, mortgage, charge, lease or otherwise as directed by the Committee. Such directions shall be given by a resolution of the members of the Committee passed by a majority of the members present at a duly convened meeting of the Committee and when so passed shall be in favour of a purchaser, mortgagee, chargee, lessee or grantee and shall be binding on all members of the Club. A certificate purporting to be signed by the Honorary Secretary for the time being of the Club shall in favour of the said persons be conclusive evidence that a direction complying in all respects with the above provisions of this rule was duly given to the trustees.
ACCOUNTS INCOME AND PROPERTY
26. The financial year of the Club shall end on the 31 August in every year to which day the accounts shall be balanced and drawn.
27. As soon as practical after the end of the financial year there shall be prepared a statement of the assets and liabilities of the Club at the end of the financial year and a statement of the income and expenditure during that year which statements shall have an independent financial examination by the Auditor not less than 28 days before the annual general meeting.
28. All monies received by the Club shall be paid into an account in the name of the Club at bankers or licensed deposit takers appointed by the Committee and cheques and other instruments drawn on and directions to the said bankers or deposit takers shall be signed by no fewer than two officers.
29A. No action involving expenditure in the name or on behalf of the Club shall be taken and no undertakings which would commit the Club to expenditure or other liability shall be made without the prior authority of a resolution of the Committee.
29B. The Club shall be a non-profit making body: all surplus income or gains shall be reinvested in the Club; no assets may be distributed to members or third parties.
30. The Committee may raise and borrow money at interest or otherwise and secure repayment with interest (if any) by mortgage, charge, lien, deposit or pledge of real or personal property and may give directions to facilitate this to the trustees.
INDEMNITY
31. The trustees and members of the Committee shall not be liable (otherwise than as members) for any loss suffered by the Club as a result of the discharge of their respective duties on its behalf, except such loss arises from their respective wilful default and they shall be entitled to an indemnity out of the assets of the Club for all expenses and other liabilities incurred by them in the devolving of their respective duties.
DISSOLUTION
32. The Club may be dissolved by resolution passed under Rule 20 (c).
33. The dissolution shall take effect from the day when the resolution is passed and the Committee shall be responsible for winding up the assets and liabilities of the Club.
34. If any property remains after the discharge of all debt and liabilities of the Club it shall be distributed to such fund for the benefit of the boating community at large as the Committee may direct.
Amended and passed at the EGM of 27th January, 2001, at the AGM of 10th November, 2001; at the EGM of 8th June, 2002; Rules 29 and 34 amended at the EGM of 17th April 2004 for the purposes of becoming a CASC. Rule 13a amended at EGM on 29/5/05. Rule 18c amended AGM 12/11/11.
Rule 34 amended at the AGM of 7th November 2015 for the purposes of de-registering as a CASC. Rule 18c amended at the 2017 AGM and Rule 8c at the 2018 AGM.
CRUISING RULES AND RESPONSIBILITIES
Before taking part in any WCC organised event, each participant agrees and acknowledges that sailing is by its nature an unpredictable sport and therefore involves an element of risk.
Risk Statement
Skippers are required to undertake and acknowledge the following:
a. That they are aware of the inherent element of risk involved in the sport and accept responsibility for the exposure of themselves, their crew and their boat to such inherent risk whilst taking part in the event;
b. That they are responsible for the safety of themselves, the crew, the boat and their other property whether afloat or ashore;
c. That they accept responsibility for any injury, damage or loss to the extent caused by their own actions or omissions;
d. That their boat is in good order, equipped to sail in the event and they are fit to participate. Furthermore the skipper of each boat on foreign cruises must have the necessary qualifications to sail in that area (eg ICC) and secondly, warrant that the boat is equipped to meet that country’s requirements for foreign visitors.
e. That they are responsible for ensuring that their boat is equipped and seaworthy so as to be able to face extremes of weather; that there is a crew sufficient in number, experience and fitness to withstand such weather; and that the safety equipment is properly maintained, stowed and in date and is familiar to the crew.
f. That their boat is adequately insured, with sufficient cover against third party claims and personal injury.
g. That they absolve Woodbridge Cruising Club, its Officers and Members from all responsibility and liability when participating in marine activities initiated by the club and that they will be fully responsible for all decisions to go or return or to take other action in case of bad weather, problems or emergencies. They will inform any member of their crew who is not a member of the Club that the Woodbridge Cruising Club accepts no liability for accident, damage or other injury.
WOODBRIDGE CRUISING CLUB DATA PRIVACY POLICY
1 About this Policy:-
1.1 This policy explains when and why we collect personal information, how we use it and how we keep it secure, and your rights in relation to it. There is a separate website policy that can be accessed here.
1.2 We may collect, use and store your personal data, as described in this Data Privacy Policy and as described when we collect data from you.
1.3 We reserve the right to amend this Data Privacy Policy from time to time without prior notice. You are advised to check our website www.woodbridgecruisingclub.org or our Club noticeboard regularly for any amendments (but amendments will not be made retrospectively).
1.4 We will always comply with the General Data Protection Regulations (“GDPR”) when dealing with your personal data. Further details on the GDPR can be found at the website for the Information Commissioner (www.ico.gov.uk ). For the purposes of the GDPR, we will be the “controller” of all personal data we hold about you.
2 Who are we?
2.1 We are Woodbridge Cruising Club and referred to in this document as “the Club”. We can be contacted at the clubhouse address River Wall, Woodbridge, Suffolk IP12 4BB.
3 What information we collect and why:-
| Type of information | Purposes | Legal basis of processing |
| Member’s name, address, telephone numbers, e-mail address(es). | Managing the Member’s membership of the Club. . | Performing the Club’s contract with the Member. For the purposes of our legitimate interests in operating the Club. |
| Emergency contact details | Contacting next of kin in the event of emergency | Protecting the Member’s vital interests and those of their dependants. |
| Date of birth/age related information | Managing membership categories which are age related | Performing the Club’s contract with the Member. |
| Gender | Provision of adequate facilities for members and visitors | For the purposes of our legitimate interests in making sure that we can provide sufficient and suitable facilities (including changing rooms and toilets) for each gender. |
| Members’ age and gender. | Reporting information to the RYA. | For the purposes of the legitimate interests of the RYA to maintain diversity data required by Sports Councils. |
| Visitors’ names, addresses and home clubs. | Managing visitors to the Club. | For the purposes of our legitimate interest in ensuring the Club rules on the number of times a visitor uses the Club are not breached. |
| Members’, Competitors’ and Visitors’ names, boat names and sail numbers. | Managing race and event entries and race results. | For the purposes of our legitimate interests in holding races and other events for the benefit of members of the Club. |
| Members’ and Visitors’ names, boat names and sail numbers. | Sharing race results with other clubs, organisations, and the RYA, and providing race results to local and national media. | For the purposes of our legitimate interests in operating and promoting the Club. |
| Members’ and Visitors’ names, boat names and sail numbers. | Allocating moorings and compound spaces. | For the purposes of our legitimate interests in operating the Club. |
| Members’ contact and boat details, including MMSI numbers and mooring locations. | Publication of annual ‘Members and Boats List’ as part of the Club Handbook. | Consent. We will seek the member’s consent for inclusion in the Members and Boats List. Members can withdraw their consent at any time by contacting us by email or letter. Note that if consent is withdrawn it will only become effective from the next re-printing of the List. |
| Photos and videos of members and their boats. | Putting on the Club’s website and social media pages and using in press releases. | Member’s consent, either specific or on their membership application form. Members may withdraw their consent at any time by contacting us by e-mail or letter. |
| Radio call signs, MMSI numbers and mobile phone numbers. | Collected for events and shared between those organising and participating in events. | For the purposes of our legitimate interests in ensuring that boats in events can maintain contact with each other. |
| Bank account details of the member or other person making payment to the Club. | Managing the Member’s and their dependants’ membership of the Club, the provision of services and events. | Performing the Club’s contract with the Member. |
| Members name and e-mail address. | Keeping members informed as to Club activities and events. | For the purposes of our legitimate interests in operating the Club and for the proper performance of the Club’s contract with the member. |
| Members’ contact and boat details. | Passing on contact information for the owners of a found or abandoned boat showing ‘WCC’ Club initials, if requested by the Coastguard. | For the performance of a task carried out in the public interest. For our legitimate interests in assisting our members. For the protection of the vital interests of our members and their crews. |
| Employee details as required for their employment with the Club. | Proper employment of staff by the Club. | For our legitimate interests in employing appropriate staff to provide the necessary service to our members and visitors. |
| Contractors’ details in respect of contractors who have been or may be contracted to provide services to the Club. | Engagement of such contractors as may be required to maintain and enhance the facilities and services provided by the Club. | For our legitimate interests in maintaining and enhancing the facilities and services provided by the Club.
For the proper performance of the contract with our Members. |
| Instructor’s name, address, email addresses, phone numbers and relevant qualifications and/or experience. | Managing instruction at the Club. | For the purposes of our legitimate interests in ensuring that we can contact those offering RYA and other instruction and training courses and provide details of instructors to members. |
| Names, addresses, email addresses and telephone numbers of training course students and prospective students. | Managing instruction at the Club. | For the purposes of our legitimate interests in ensuring that we can contact those desiring RYA and other instruction and training courses and provide details of courses to members and others. |
4 How we protect your personal data
4.1 We will not transfer your personal data outside the EEA without your consent.
4.2 We have implemented generally accepted standards of technology and operational security in order to protect personal data from loss, misuse, or unauthorised alteration or destruction. We will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.
4.3 Please note however that where you are transmitting information to us over the internet this can never be guaranteed to be 100% secure.
4.4 For any payments which we take from you online we will use a recognised online secure payment system.
- We will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.
5 Who else has access to the information you provide us?
5.1 We will never sell your personal data. We will not share your personal data with any third parties without your prior consent (which you are free to withhold) except where required to do so by law or as set out in the table above or paragraph 5.2 below.
5.2 We may pass your personal data to third parties who are service providers, agents and subcontractors to us for the purposes of completing tasks and providing services to you on our behalf (e.g. to print newsletters and send you mailings). However, we disclose only the personal data that is necessary for the third party to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own purposes.
6 How long do we keep your information?
6.1 We will hold your personal data on our systems for as long as you are a member of the Club and for as long afterwards as is necessary to comply with our legal obligations, and for our legitimate interests in managing the Club (for example, rejoining members are not normally charged a new entry fee and thus it is necessary to ascertain whether someone applying for membership has been a member in the past). We will review your personal data every year to establish whether we are still entitled to process it. If we decide that we are not entitled to do so, we will stop processing your personal data except that we will retain your personal data in an archived form in order to be able to comply with future legal obligations e.g. compliance with tax requirements and exemptions, and the establishment, exercise or defence of legal claims.
6.2 We securely destroy all financial information once we have used it and no longer need it.
7 Your rights
7.1 You have rights under the GDPR:
(a) to access your personal data
(b) to be provided with information about how your personal data is processed
(c) to have your personal data corrected
(d) to have your personal data erased in certain circumstances
(e) to object to or restrict how your personal data is processed
(f) to have your personal data transferred to yourself or to another business in certain circumstances.
7.2 You have the right to take any complaints about how we process your personal data to the Information Commissioner:
Information Commissioner’s Office,
Wycliffe House, Water lane, Wilmslow,
Cheshire SK9 SAF
Helpline 0303 123 1113.
For more details, please address any questions, comments and requests regarding our data processing practices to our Data Controller, who is the Membership Secretary of the Club – contact details are in the Club Handbook.