Rules relating to Shildon Railway Institute

Rules are current as of 14 Aug 2019 (NB: currently undergoing a review)


  • In the following Constitution and Rules:- Of the Shildon Railway Institute:- 
  • ‘the Committee’ means the Committee of management of the Institute, appointed under the following Constitution and Rules.
  • ‘Member’ means a member of the Institute, as defined in Membership and Contributions below.
  • Words imparting the masculine gender shall include females.

Aims and Objects

  • To develop social, recreative and cultural activities amongst past and present British Railways Staff and their families.

Membership and Contributions

  • Members will be currently serving oo have served for a minimum of 2 years British Rail, or any of its subsidiaries.  
  • Associate Members will be friends of members.
  • Dependent Member will be the spouse of any member or associate member.
  • Contributions - The contribution for Members and Associate members shall be determined by the Committee.
  • After contributions have been paid for 20 continuous years free membership will be given and on attaining normal retirement age, life membership will be offered.
  • Further, after 10 years a member may pay the next 10 years in advance in order to be free.
  • Visitors will be allowed 6 visits per annum.


  • Trustees will be appointed by the members.
  • Officials will be members and will consist of Secretary, Chairman and Treasurer and will serve a term of office of 3 years duration after such time he may seek re-election for further periods of office.
  • Committee will be members and will serve for a period of 2 years. It will consist of 14 members at a ratio to be determined by the members.
  • The committee will comprise of members, free members or life members.

General Meetings

  • The annual general meeting of the Institute shall be held no later than 30th March each year. Any other General Meeting shall be called an ‘Extraordinary General Meeting’.
  • An Extraordinary General Meeting may be convened by the Committee whenever they think fit and must be convened by the Committee within twenty one days of the receipt of a notice in writing - stating the objects of the meeting - signed by 30 members or not less than one-fifth of the total number of members of the Institute whichever is the lesser figure.

Notice of General Meetings

  • Not less than ten days notice shall be given of General Meeting specifying that place, day and hour of the meeting and the general nature of the business.

Procedures at General Meeting

  • No business shall be transacted at any General Meeting unless a quorum of members is present at the time when the meeting proceeds to business; the quorum necessary for the transaction of the business shall be decided by the members at each Annual General Meeting.
  • If within half an hour from the time appointed for the general Meeting a quorum shall not be present, the meeting, if convened by or upon the requisition of the members, shall be dissolved; in any other case, it shall stand adjourned to such time as the Chairman shall appoint.
  • The Chairman may, with the consent of any General Meeting at which a quorum is present, adjourn the meeting but no business shall be transacted at any adjourned meeting other than the business left unfinished at the meeting at which the adjournment took place.
  • At any General Meeting, a motion put to the vote shall be decided on a show of hands unless a ballot of members present (before or on the declaration of the result of the show of hands) is demanded. In cases of equality of votes, the Chairman shall be entitled to a casting vote.

Records of Proceedings

  • Records of the business transacted by the Committee, Finance Sub-Committee, Sub-Committee, Sections and at General Meetings shall be kept in books provided for the purpose. The records shall give a true account of the proceedings of each meeting and shall be submitted at the next respective meeting for approval and, if approved be signed by the Chairman of the meeting approving the minutes.

Presidents and Vice Presidents

  • At the Annual General Meeting the members may elect a President and Vice Presidents who shall hold office until the next Annual General Meeting.

Auditors and Stocktakers

  • Shall be appointed by the Management Board and approved by the general membership.

Accounts, Audit and Finances

  • The financial year shall commence on 1st January and end on the 31st December each year. 
  • The Committee shall make satisfactory arrangements for the keeping of proper books of account and shall publish, and submit at each Annual general meeting, and Income and Expenditure Account for the year ended on the previous 31st December, together with a Statement of Assets and Liabilities at that date. The Income and Expenditures Account and the Assets and Liabilities shall be signed by the Chairman, Treasurer and Secretary on behalf of the Institute and the Auditors’ certificate shall be attached thereto.
  • A copy of the Income and Expenditure Account and Statement of Assets and Liabilities shall be made available for inspection by the members for a period of not less than seven days prior to the Annual General Meeting.
  • All moneys received shall in the first instance be deposited in an authorised account at a Bank. Cheques drawn on behalf of the Institute shall be signed by any two of the three officials.

Suspension or Expulsion from Membership

  • The Committee may suspend or expel from membership of the Institute any member guilty of conduct prejudicial to the interests of the Institute. Anyone summoned to appear before the Board of Management be debarred the use of the premises until they do appear.

Standing Orders

  • Standing Orders shall be prepared for the conduct of meetings of the Institute.

Alterations to Rules

  • Any alteration to the rules shall be made by the general membership.
  • members of visiting teams and members of other railway associations shall be permitted, as visitors, to use the premises and to purchase intoxicating liquor for the consumption on the premises for themselves and their guests.
  • The purchase and supply of intoxicating liquor shall be managed by the Committee.
  • The permitted hours for the supply of intoxicants shall be determined by the Committee and be within the times approved by the licensing magistrate.
  • No person shall at any time be entitled to receive at the expense of the Institute or of any member thereof any commission percentage or similar payment on or with reference to purchases of intoxicating liquor by the institute; nor shall any person directly or indirectly derive any pecuniary benefit from the supply of intoxicating liquor by or on behalf of the Institute to members, visitors or guests apart from any benefit accruing to the Institute as a whole and apart from any benefit which a person derives indirectly by reason of the supply giving rise to or contributing to a general gain from the carrying on of the Institute.