1. The Premises shall be called: The East Grinstead Masonic Centre (hereafter called the Centre) and are situated at St James Road, East Grinstead, West Sussex.
The object of the Centre shall be to provide facilities for Freemasons to hold meetings of Lodges, Chapters, and any other Allied Degrees, and to provide social amenities, including refreshment and recreation, for all Freemasons who are subscribing, or honorary members of regular Masonic Bodies recognised by the United Grand Lodge of England.
The Centre shall be managed by a committee appointed by the Trustees and called The Management Committee (hereinafter called the Committee) and shall consist of members from the Lodges and Chapters or Allied Degrees meeting therein with power to the Committee to co-opt. The Committee shall elect a Chairman, Vice Chairman, Secretary, Assistant Secretary, Treasurer and appoint 3 Divisional Managers, and they shall serve in their respective capacities for one year and be eligible for re-election thereafter at each Annual General Meeting.
The Committee shall meet not less than four times each year, including the Annual General Meeting, and at such meetings four shall form a quorum. The Annual General Meeting shall be held in March each year commencing March 2000 to transact at least the following business:
- To receive and, if approved, adopt the Statement of Accounts for the preceding financial year.
- To consider and, if approved, sanction any duly proposed changes to the rules.
- To elect the Officers for the ensuing year.
- To appoint the Auditors.
- To appoint a Divisional Manager to be Chairman on the Bar Committee.
- To appoint a Divisional Manager to be Chairman on the Catering Committee.
- To appoint a Divisional Manager to be Chairman on the Building Committee.
Notice of meetings shall be given by the Secretary to each member of the Committee not less than fourteen days before the meeting together with the agenda. The Secretary shall also give Notice of the Annual General Meeting to each Lodge, Chapter or Allied Degree not later than 28 days previously, and each Lodge, Chapter or Allied Degree, and each Lodge, Chapter or Allied Degree meeting regularly in the Centre shall be entitled to send one voting delegate to the AGM only. All other Members may attend as observers.
The financial year shall commence on 1 January and end on 31 December each year.
The Secretary shall keep proper minutes of all the Committee meetings and be responsible for the safe keeping of all papers and documents belonging to the Committee, other than those held by the Treasurer.
The Treasurer shall ensure that all monies received by the Committee are paid into the Committee's Bank Account and pay such debts as the Committee shall direct. The signature of any two of the Treasurer, Secretary or Chairman shall be required on all cheques drawn on the Committee's Bank Account.
The Treasurer shall prepare a Statement of Accounts, signed by the Auditors, for the distribution to the members of the Committee with the Notice of Meeting, sent by the Secretary prior to the Annual General Meeting each year. The Treasurer shall be responsible for the safe keeping of all papers and documents belonging to the Committee, other than those held by the Secretary.
The duties of the Committee shall consist of the following:
- To decided from time to time on the amount of rent to be levied on each Lodge, Chapter or Allied Degree using the Centre, and ensure that all such rents are received.
- To apply all monies received in cleaning and maintaining the Centre and improving the facilities therein.
- To be responsible for the security of the Centre and for all keys to all doors therein. Keys shall be distributed as the Committee shall direct, and every key shall be signed for and a list shall be kept by the Secretary of the names of all the keyholders.
- To be responsible for maintaining the fire safety system.
- To be responsible for observance of Health & Safety Legislation insofar as it affects the running of the Centre.
- To ensure that the East Grinstead Masonic Club fulfils its obligations under the Club Registration Certificate.
- To lay down regulations governing the use of the Centre.
- To ensure that the Centre and its contents are properly insured.
- To ensure that adequate Directors and Officers Insurance is maintained.
- To consider all representations properly made by any Lodge, Chapter or Allied Degree using the Centre.
The Club Committee will be entirely responsible to and under the sole direction of the Management Committee for running of the Club. A representative of the Management Committee shall be appointed to serve thereon as Divisional Manager and Chairman. Any profit or loss made shall be received from or reimbursed by the Management Committee to the Club Committee. A Balance Sheet shall be prepared and a copy of which must be submitted to the Management Committee.
The Committee shall have the right to withdraw all facilities of use at the Centre from any Lodge, Chapter or Allied Degree which is more than 3 months in arrears in payment of rent.
The Committee will cease to exist when the Trustees withdraw the appointment granted to the Committee to act on their behalf.