Operations – Communications (Members and Public)

Operations – Communications (Members and Public)

Purpose

To ensure that communications issued in the name of the Club are accurate, consistent with Committee decisions, and compliant with Club Rules and licensing requirements.

Authority

  • Rule 4 – Use of the Club’s Registered Name
  • Rule 17 – Committee management powers

Scope

Applies to:

  • Officers
  • Committee members
  • Section organisers
  • Members communicating in an official capacity
  • Any person authorised to publish or promote on behalf of the Club

Procedure

1. Use of Club Name

  1. All official communications must use the registered name of the Society.
  2. The Club name must not be used to imply authority beyond that granted by the Committee.

2. Governance Communications

  1. Communications relating to:
    • Governance matters
    • Property matters
    • Financial matters
    • Regulatory matters
      must be approved by an Officer before publication.
  2. Committee decisions must not be misrepresented or selectively quoted.

3. Section Communications

  1. Section organisers may communicate within their section remit.
  2. Section communications must:
    • Not create or imply membership rights;
    • Not alter Club policy;
    • Not commit Club funds without prior approval.
  3. Public-facing section material must comply with advertising and licensing requirements.

4. Public Communications and Promotion

  1. Public advertising must not imply that the Club operates as an open public bar.
  2. Events must clearly state membership or temporary membership requirements where applicable.
  3. No communication may invite the general public to attend the Club without lawful membership or guest status.

5. Regulatory and Legal Correspondence

  1. Formal correspondence with:
    • FCA
    • Licensing Authority
    • HMRC
    • Banks
      shall be issued only by an Officer or authorised delegate.
  2. Copies of such correspondence shall be retained in Governance records.

Resolution Record (For Minutes, if required)

Resolved that, this Communications Procedure is adopted as an operational guide for all official Club communications and may be amended by Committee resolution.

Responsibilities

  • Officers – approve governance and regulatory communications.
  • Section organisers – ensure section communications comply with this procedure.
  • Committee – oversee overall compliance.

Records to be Kept

  • Archive of official communications (digital or physical)
  • Copies of regulatory correspondence
  • Approved promotional materials (where applicable)

Review

This procedure shall be reviewed annually or sooner if regulatory or operational changes require.