THE ROYAL MILITARY ACADEMY SANDHURST
POLO CLUB
CLUB CHARTER
TITLE
1. The Club will be known as the Royal Military Academy Sandhurst (RMAS) Polo Club and will be referred to throughout this document as “The Polo Club.” The Polo Club is the property of RMAS and is run as a non profit making organisation for its members by an executive committee which is made up of serving members of the RMAS staff.
AFFILIATION
2. The Club is affiliated to the Hurlingham Polo Association, which is the National Governing Body of Polo and subordinate to it on all matters of polo policy. The Club is also subordinate to the Combined Services Polo Association (CSPA) but not to the Army Polo Association (APA) for all Service polo policy matters.
MEMBERSHIP
3. Membership of the Polo Club is available to:
· Officer Cadets at RMAS, known as Cadet Members.
· Permanent Staff of RMAS, both Military and Civilian, known as Staff Members.
· Other members of the Services, but without prejudice to the requirements of the above, known as Affiliate Members.
· Civilian members who have close connections to the Polo Club, known as Affiliate Members. The maximum number is to be kept to a limit of 49% of total members and applicants must be approved by the Executive Committee.
AIM
4. The aims of the Polo Club are:
· To teach the rules and principles of polo to Cadet and Staff Members.
· To encourage horsemanship and knowledge of polo that will be taken forward on commissioning.
· To participate in matches and tournaments organised by the committee, APA and CPSA.
· Enable a limited number of Military and Civilian Members to play for the Polo Club.
· To provide a livery service at the Polo Yard for all members.
· To play an active role with the APA and CSPA in promoting and representing the sport.
· To provide horses for the APA or CPSA without prejudice to any of the above aims.
In order to provide a healthy foundation for the future of Army Polo.
POLO CLUB EXECUTIVE COMMITTEE
5. The Polo Club Executive Committee shall administer and manage the Association in accordance with the Club aims and contain the following Officers:
· President - COS RMAS
· Chairman - Comd New College
· Polo Officer - Maj or Capt as appointed by the Chairman
· Treasurer - Maj or Capt as appointed by the Chairman
· Membership Secretary - Maj or Capt as appointed by the Chairman
6. The Officers may co-opt further non-voting members into the Executive Committee
7. In furtherance of the objects but not otherwise the Executive Committee may exercise the following powers:
· Power to raise funds and to invite and receive contributions provided that in raising funds the Executive Committee shall not undertake any substantial permanent trading activities and shall conform to any relevant requirement of the law;
· Power subject to any consents by law to sell, lease or dispose of all or any part of the property of the Club;
· Power to appoint and constitute such advisory committees as the Executive Committee may think fit;
· Power to do all such other lawful things as are necessary for the achievements of the aims.
8. The day to day responsibilities of the Executive Committee are generally devolved to the following, in accordance with Club Standing Instructions:
· Polo Officer
· Treasurer
· Membership Secretary
FINANCE COMMITTEE
9. The Finance Committee shall consist of the following Officers:
· Polo Officer
· Treasurer
10. The Finance Committee, acting on behalf of the full Executive Committee, are to apportion funds as grants as and when they are requested. They will annually (as a minimum) give a detailed account of their activities to the Executive Committee and report to the AGM.
11. The Finance Committee are authorised to spend up to £5000 before recourse to the Executive Committee.
12. The Manager is authorised to spend up to £250 without recourse to the Finance Committee.
AGM
13. Each year the Polo Officer shall convene an Annual General Meeting at which all members are invited to attend.
ACCOUNTS
14. The Polo Club account shall be managed in accordance with Annex J chapter 5 paragraph 6 of Queen’s Regulations for the Army. Auditors are to be appointed by CO SSU.
OFFICIALS
15 The officials of the Polo Club are:
· Polo Officer - Maj or Capt as appointed by the Chairman
· Treasurer - Maj or Capt as appointed by the Chairman
· Polo Manager - Civilian Staff Member as appointed by the Committee
· Membership Secretary - Maj or Capt as appointed by the Chairman
· Club Umpire - On appointment, but may be Polo Manager
16 The Terms of Reference for the Polo Manager are held by the OIC Polo.
ESTATE RESPONSIBILTIES
17 The Polo Officer (OIC) is responsible for notifying the Sports Supervisor of the proposed fixture list at least one month prior to the start of the season in order that the Polo field can be properly prepared. The Polo field is prepared and maintained under the Regional Prime Contract (RPC) for Academy matches; however, the Polo Club may have to fund the maintenance of the Polo field for non Academy events. The Polo Officer is responsible for ensuring that the Polo field on the Round Ground is only used for matches and competitions and that all practice sessions are conducted on the Barossa practice field. All issues regarding sports estate that cannot be resolved by the Sports Supervisor are to be brought to the attention of SO2 G4, who in conjunction with the SER, will resolve all maters with the RPC.
DISSOLUTION
18 If the Executive Committee decides that it is necessary or advisable to dissolve the Club it shall call a meeting of all members, of which not less than 21 day’s notice (stating the terms of the resolution proposed) shall be given. If the proposal is confirmed by a two-thirds majority of those present and voting the Executive Committee shall have power to realise any assets held by or on behalf of the Club. Any assets remaining after the satisfaction of any proper debts and liabilities shall be given or transferred to such other charitable institutions having objects similar to the objects of the Clubs as the members of the Club on may determine or failing that shall be applied for some other charitable purpose. A copy of the statement of accounts, or account and statement, for the final accounting period of the Association must be sent to the CSPA and APA.
This Charter was formally adopted on 04 April 2008 at the AGM of the Polo Club.
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