Club Members shall have the right to invite their guests to The Club premises if such a Guest is:

• ✓ Registered by their host.
• ✓ Accompanied by their Host.
• ✓ If the host accepts full responsibility for the general behavior of the guests and the settlement of any monies owed by them to The Club.

Domestic staff may make use of Club facilities upon presentation of valid ID card, but cannot be members of The Club.

NLNG Management may request use of some Club facilities for Company functions such as visits from VIPs or a farewell for Staff on re-assignment. The following applies for such functions:

• ✓ Only Managers can authorize Company functions on The Club premises.
• ✓ A request for the Company function shall be sent to the Secretary of The Club well in advance.
• ✓ Company functions can only make use of a part of the facilities (e.g., a section of the restaurant); sufficient similar facilities must remain available for other Club members unless otherwise agreed between the General Manager Production and RCEC.
• ✓ The organizing Manager / Section Head is responsible for all costs related to the Company function.
• ✓ The organizing Manager / Section Head is responsible for the conduct of the guests.

Club Members may request use of Club facilities for private engagements such as wedding receptions, birthday parties, or farewell parties. The following applies for such events:

• ✓ Only Full Members have the right to organize private engagements on The Club premises.
• ✓ A request for the private function shall be sent to The Club President well in advance.
• ✓ Club and Company functions have priority over private functions.
• ✓ Permission for private functions will be granted by the Committee on a first-come, first-served basis. For major functions (> 200 invitees), this permission will be granted not later than 1 month in advance; for minor functions ( < 200 invitees), not later than 2 weeks in advance, assuming the requests were made before that time.
• ✓ Private functions can only make use of a part of the facilities (e.g., a section of the restaurant); sufficient similar facilities must remain available for other Club members unless special permission has been granted by RCEC.
• ✓ The organizing Member(s) is/are responsible for all costs related to the private function.
• ✓ The organizing Member(s) is/are responsible for the conduct of the guests.
• ✓ All approved private functions must be non-profit generating. However, registered charity events can be allowed.

Club Bye-Laws for day to day operation of The Club shall be established at the discretion RCEC. Such Bye-Laws shall come into effect seven days after they have been posted in The Club. They may be amended from time to time as the Committee sees fit in order to adapt to any changes in Club conditions. Club Bye-Laws at variance with this constitution shall to the extent of variance be void.

RCEC could issue official Notices that come into effect immediately in special circumstances. In general these will be used for temporary situations.

RCEC shall investigate any infringement of Rules, Regulations or Bye-Laws of The Club or any complaint brought to its notice in writing. Any Member whose conduct results in a willful damage of Club property shall be liable for the cost of such damage.

Any Club Committee Member shall have the right to request any person or persons to leave The Club premises for any breach of The Club Bye-Laws or for conduct which in his/her opinion is detrimental to the good of The Club. All cases of use of this power shall be reported immediately to the Secretary and shall be treated as a complaint under “Complaints Against Members, Visitors or Guests” Section above.

Any other complaint or suggestion shall be made in writing to the Secretary, who shall submit them to the Committee, which shall investigate the situation and whose decision shall be final.

Any member may resign his/her membership at any time by notifying the Secretary of his/her resignation in writing. Thereupon, he shall cease to be a member.

Any erring member can be suspended for a minimum of 2 weeks and a maximum of 3 months. However, gross misconduct of other membership – Temporary, Honorary and Associate members may be escalated to Management for appropriate sanction.

Notice of the Annual General Meeting shall be sent to Full Members at least fourteen days in advance. The Annual General Meeting may be conducted at a designated venue or convened virtually using online meeting applications. Decisions at the Annual General Meeting shall be taken by a simple majority of votes of full members only. The President shall have a vote and a casting vote. The business of the Annual General Meeting shall be comprised of:

• ✓ The presentation and approval of the minutes of the last Annual General Meeting and of any Extra-Ordinary General Meeting.
• ✓ The presentation and approval of the annual report given by the Committee on The Club business and activities.
• ✓ Presentation of the auditor’s report where applicable.
• ✓ The approval of the Treasurer’s report on the finances of The Club and the presentation of the new Club budget.
• ✓ The transaction of any other business.

Auditor appointed by The Company shall audit the financial account of The Club once every RCEC year; March to February. The following applies:

• ✓ Auditors report will be presented at the last General Meeting for the RCEC year.
• ✓ The Statement of Audited Account and Balance Sheet should be sent to all members not less than two days before the meeting.
• ✓ The Company may at its discretion at any time request the auditing of the financial account of The Club, without prejudice to the above provision.

An Extraordinary General Meeting may be called by:

• ✓ The Club President through the Secretary.
• ✓ A majority of the Members of RCEC through the Secretary.
• ✓ The Company Management.
• ✓ At least 50 Members on a written request signed by those Members, addressed to the President of The Club, stating the reason for the demanded Meeting.
• ✓ In any Extraordinary General Meeting called under the conditions of this last paragraph (4) above shall be held not more than fourteen days after the request has been presented to the President of The Club.

Procedures to be observed for an Extraordinary General Meeting shall be as follows:

• ✓ The Secretary shall convene the meeting by notifying members via usual means of notification.
• ✓ A seven day notice of the Meeting shall be given to all Club Members.
• ✓ The discussions at the Extraordinary General Meeting shall be strictly confined to the object of the Meeting called thereupon.
• ✓ Resolutions at such meetings must be supported by two-thirds of the members present in order to be effective.
• ✓ The President, or in his absence, the Vice President shall preside over the meeting.

Substantive motions (i.e. motions on which valid resolutions can be made at the meeting) to be brought before the meeting must be proposed and seconded in writing by a full member and delivered to the Secretary not later than three days before the meeting. The following applies:

• ✓ Substantive motions must be proposed and seconded in writing by a full member and delivered to the Secretary not later than three days before the meeting.
• ✓ Notwithstanding the above clause, Substantive motions may be proposed at the meeting by those present and be allowed to stand at the discretion of the President, provided that such motions do not concern the Constitution of The Club.

A quorum shall be formed by 20 voting members of the Club. This minimum no of members having the right to vote must be present to constitute a quorum to enable the club transact the business for which the Meeting was called.

Only Full Members and Associate Members shall be entitled to vote at any Annual or Extraordinary General Meetings of The Club. The following applies:

• ✓ Voting at AGMs, EGMs or for the purpose of elections into the RCEC may be done online using electronic voting applications, provided that the voting system enables voter authentication and is auditable.
• ✓ Resolutions put to the vote shall be decided on a show of hands unless a secret ballot is demanded by either the Chairman of the Meeting (normally The Club President) or five voting Members.
• ✓ Except otherwise mentioned in these rules, resolutions shall be effective if agreed by a majority of the Members present and voting.
• ✓ In the case of equity of votes, the Chairman shall have a second and deciding vote.

Members entitled to vote but unable to attend any General Meeting either through sickness, duty or short absence from the area, whilst still remaining registered, but for no other reason, may record their votes by proxy. They have to notify the Secretary in writing of the name of the proxy whom they have appointed. The proxy must be a Member having the right to vote.

Complaints concerning the conduct or otherwise of any of The Club employees or Club Contractor’s employees must be made on the day of occurrence and/or in writing on the following day to a member of RCEC or The Club Manager. Under no circumstance should complaints be made directly to the employee concerned in such a way that will lead that to confrontation and / or arguments. 

Members are responsible for the conduct of their children/ward while within The Club premises. The following applies:

• ✓ Children up to and including 12 years old must be accompanied by an adult at all times, when within The Club premises.
• ✓ All other children registered as family and/or Junior Members are permitted to use The Club facilities unaccompanied.
• ✓ Responsible adults will be required to remove their children from The Club premises if they are reported to be causing discomfort to other Club users.
• ✓ Children under the age of 18 yrs are not permitted to remain at any of the Bars except with either of their parents.
• ✓ Children below the age 18 yrs shall not be permitted to remain in The Club premises after 20:00 hrs (8.00 pm) except on specific occasions previously announced.
• ✓ Children may have meals with their parents at any time in any of The Club Restaurants.

The following rules apply to Club precincts:

• ✓ Club precincts shall include buildings, the swimming pools and their surroundings, sports fields, tennis & squash courts, gymnasiums, golf course and pavilion.
• ✓ Cars, bicycles, tricycles, motorcycles, etc shall be left outside The Club entrance in the designated areas provided. Roller skates/blades, skateboards and scooters shall not be used inside any of The Club premises.
• ✓ Pets and other animals are not permitted on The Club premises.

Smoking shall be in designated areas in accordance with The Company smoking policy.

The dress code for Members when on Club premises shall be at their discretion with the following exceptions:

• ✓ On formal occasions, the dress/attire specified will be worn.
• ✓ No Member in swimming outfit shall be allowed into the air-conditioned bars.
• ✓ Football/golf footwear shall not be allowed inside any of The Club buildings.

RCEC shall appoint a representative to liaise with appointed librarians as may be deemed necessary to administer the library.   

The following rules apply to the use of Club-owned equipment and property:

• ✓ Application to use Club owned equipment or property shall be made in writing to The Club Manager and approved by the President not less than two days before the use of such equipment or property.
• ✓ The use of Club facilities shall be prioritized in the following order: Company, Club Sections, Full Members, and others.
• ✓ Club equipment shall not be loaned to Club Members for private use outside the company premises/locations.