COONOOR CLUB — BYE-LAWS

1. Name, Address and Registration

2. Objects

The objects of the Club are:

1. To provide a club in or in the neighbourhood of Coonoor, for the accommodation of the Members and their friends and for the promotion of entertainments and pastimes in connection with the Club.
2. To promote social interactions amongst the Members of the Club and their friends and encourage sports and games — in particular, to conduct sports meets and organize competitions.
3. Generally to purchase, take on lease or exchange, hire or otherwise acquire any movable or immovable property and any rights or privileges which the Club may think necessary or convenient for the purpose for which it is established.
4. To improve, develop, lease, mortgage, dispose of, turn to account or otherwise deal with all or any part of the property of the Club.
5. To construct, maintain and alter any building or works necessary or convenient for the purpose of the Club.
6. To borrow or raise money with or without security or guarantee, or to receive money at interest, and as security to mortgage, pledge or charge the whole or any part of the property, assets or revenues of the Club, present or future, for fulfilling any of the objects of the Club.
7. To accept gifts, donations, benefactions etc. from any person, association, club, institution, society, company, organization or State/Central Government in conformity with the objects of the Club.
8. To give donations to organizations or institutions with similar objects, and to individuals for facilitating the development of their personality in conformity with the objects of the Club.
9. To invest and deal with moneys of the Club not immediately required, upon such securities and in such manner as may from time to time be determined.
10. To make, accept, endorse and execute promissory notes, bills of exchange and all other acts as required under the Negotiable Instruments Act.
11. The income and property of the Club, however derived, shall be applied solely towards the promotion of the objects of the Club as set forth herein.
12. To do all such other lawful things as are conducive or incidental to the attainment of the above objects and in furthering the growth of the Club.

3. Definitions

1. "Bye Laws" — the Bye-Laws of the Club for the time being in force.
2. "Committee" — the Managing Committee of the Club for the time being constituted.
3. "Honorary Secretary" — the Honorary Secretary appointed in the manner provided.
4. "Member" — ordinarily means and includes all Members of the Club.
5. "Permanent Member" — includes all Resident Permanent Members and Outstation Permanent Members.
6. "Resident" — a person domiciled in the Revenue District of the Nilgiris continuously for a minimum period of 5 years.
7. "Outstation" — a person domiciled and permanently residing outside the Revenue District of the Nilgiris.
8. "General Meeting" — a General Body Meeting of Permanent Members duly convened and held.
9. "Ordinary Resolution" — a resolution passed by a majority of the members entitled to vote, present in person or by proxy, at any General Meeting.
10. "Special Resolution" — a resolution passed with the support of not less than three-fourths of members entitled to vote, present in person or by proxy, at a General Meeting of which not less than twenty-one days' notice specifying the intention has been duly given.
11. "Office" — the Office of the Club.
12. CAO — Chief Administrative Officer as duly appointed by the Committee.
13. "Year" — the Financial Year of the Club. "Month" — a calendar month.
14. "In Writing" — written, typewritten, e-mail or printed, or partly each.
15. "Family" — (1) the spouse of the Member; (2) parents of the Member; (3) children up to 26 years of age; (4) differently-abled dependent children without any age restriction.
16. "Business Executives" — managerial personnel of social standing employed by companies, commercial establishments and institutions, residing in the District of Nilgiris owing to their employment.

4. Membership

Ladies and gentlemen of a social standing over the age of 21 years shall be eligible for Membership of the Club.

5. Classes of Members

There shall be six classes of Members:

5.1 Resident Permanent Members

A gentleman or lady who is a Resident and duly admitted to Permanent Membership of the Club.

5.2 Outstation Permanent Members

A gentleman or lady duly admitted to Outstation Permanent Membership of the Club.

5.3 Long Term Temporary Members (LTTM)

Ladies and gentlemen, including Business Executives, eligible under Bye-Law 4 and residing within the District of Nilgiris for more than three months may be admitted as LTTM for the period of their residence, subject to annual renewal by the Committee. Membership ceases automatically on leaving the District. They may use all Club facilities including Affiliated Clubs, but have no voting rights and may not propose or second candidates. After one year as LTTM, those eligible under Bye-Law 5.1 (other than Business Executives on transferable jobs) may apply for Permanent Membership. Members other than Business Executives cannot continue as LTTM for more than five years.

5.4 Temporary Members

(a) May be admitted for a period not exceeding three months in any one year, per Bye-Law 8.4; the Committee may extend by not more than thirty days. No voting, proposing or seconding rights; not entitled to use Affiliated Clubs.

(b) Defence Officers of the rank of Directing Staff and above, including DSSC Student Officers from Defence Services Staff College, Wellington, and Madras Regimental Centre, Wellington, on temporary posting may, at the Committee's discretion, have membership extended up to a maximum of three years.

5.5 Honorary Members

Distinguished citizens, or those who have rendered exceptional service to the Club, may be invited by the Committee. No entrance fee or subscription; no voting, proposing or seconding rights; not entitled to use Affiliated Clubs.

5.6 Re-Classification of Members

Permanent Members who permanently relocate between the Nilgiris and Outstation, residing continuously for 5 years at the new location, shall be reclassified accordingly after the expiry of 5 years of the change of residency.

5.7 Business Class Members

Managers and Assistant Managers in plantations within the revenue district of Nilgiris, up to 50 years of age, may be admitted subject to written confirmation of employment by the plantation company. Membership ceases on resignation, retirement or transfer from the district. All privileges of a regular member apply except voting and proposing/seconding rights. Refundable deposit ₹1,00,000; annual subscription ₹4,500.

6. Rights of Members

(a) Permanent Members — entitled to attend, participate in and vote at any General Meeting, and to receive the Committee's Report, the audited Income & Expenditure statement and Balance Sheet with the Auditors' Report.

(b) Members in general — every Member and his/her Family may enjoy and participate in all sports, games, recreation and entertainment facilities; and avail accommodation, catering, refreshments and all other Club facilities for themselves, their Family and their guests — subject to conditions and regulations the Committee may impose.

(c) The rights of "Family" members are restricted to enjoyment of facilities under 6(b), subject to obligations under Bye-Law 7.

7. Members Obligations

1. All Members bind themselves to be governed and abide loyally by the Bye-Laws of the Club.
2. All Members shall maintain high standards of conduct and discipline and shall not, while in the Club or its precincts, do anything likely to endanger the stability and harmony of the Club.
3. The obligations of Members are binding upon their family and guests.
4. No Member shall hold any office of profit in the Club.

8. Election of Members

8.1 Resident Permanent Members

Applicants are proposed on the Club's Proposal-cum-Bio-data form by a Permanent Member of not less than 5 years' standing and seconded by another of the same standing. A Committee member may not propose or second; a member may propose/second only 2 candidates per year (April–March). The Committee scrutinises the application and may offer Temporary or LTTM membership for evaluation. If proceeding, the bio-data is exhibited on the notice board and circulated to all Permanent Members for 14 days for objections. Thereafter the Committee considers the application; objections may lead to a ballot (minimum five elected Committee members present; majority dissenting votes negate election). LTTM applicants for Permanent Membership who meet Bye-Law 5.1 do not require a fresh ballot. Elected candidates are called for an "At Home", after which the entrance fee and dues must be paid within 30 days, failing which the ballot is annulled. A rejected candidate may not re-apply for twelve months. The Committee may exempt candidates with one year's LTTM standing from these election procedures.

8.2 Outstation Permanent Members

In addition to the 8.1 procedure: the applicant must already be a member of another reputed club for a minimum of two years; the proposer must personally introduce the candidate to the Committee and the candidate must attend a meeting with the Committee. Prior Temporary/LTTM membership is not required.

8.3 Long Term Temporary Members

The same election procedures as for Resident Permanent Members apply.

8.4 Temporary Members

Application in the prescribed form countersigned by two elected Committee members, submitted through the Honorary Secretary/CAO for Committee approval. Pending approval, any two elected Committee members may approve Temporary Membership up to 30 days; for Affiliated Members (Bye-Law 15), up to 60 days beyond 10 days.

8.5 Children of Permanent Members

Same election procedures apply. Concessional entrance fees per Bye-Laws 10(c) and 10(d); the club-membership condition of 8.2(b) does not apply to children under the concessional fee category.

8.6 Business Class Members

The same election procedures as for Resident Permanent Members apply.

9–13. Fees, Subscription, Deposits & Billing

9. Fees: the Table of Entrance Fees, Subscriptions, Deposits and charges is given in the Annexure.

10. Entrance Fee: payable per the Annexure for each category, including concessional rates for children of Permanent Members of 5 years' standing (children above 26 of an Outstation Permanent Member pay 50% of the fee under 10(b)).

11. Subscription: annual for Permanent, LTTM and Business Class Members (pro-rata on election); monthly, paid in advance, for Temporary Members. Permanent Members over 65 may pay in four quarterly instalments by opting in writing in April.

12. Deposit: Temporary and Long Term Temporary Members make an interest-free refundable deposit per the Annexure at the time of election.

13. Minimum Billing: a minimum sum per the Annexure is charged to every Resident/Outstation Permanent and LTTM Member each financial year to defray fixed costs, even without utilisation. If utilisation is below the minimum, the difference is debited on 31st March and payable by the due date of the March bill.

14–16. Spouse Membership, Affiliated Clubs & Guests

14. Spouse of a deceased Permanent Member may, at the Committee's discretion, continue the membership without fresh election or entrance fee.

15. Affiliated Club Members may use Club facilities including accommodation, catering and games, subject to Committee regulations. On arrival they must produce their Membership Card / letter of introduction from their parent club and sign the Guest Book. They pay guest charges as applicable, use facilities only by cash payment, may not entertain guests, and may not use the facilities for more than ten days in any financial year — except affiliated members staying in the Club chambers.

16. Members' Guests: non-members may be admitted as guests on not more than ten days in any financial year. Members shall accompany their guests at all times, enter their names in the Guest Book, pay guest charges and remain responsible for all liabilities incurred by their guests.

17. Payment of Bills

1. The bill for a month must be settled by the end of the succeeding month. If not received, it is the member's responsibility to find out from the Club office or the website.
2. If unpaid by the end of the succeeding month, a further 15 days is allowed with a 10% penalty on the total outstanding.
3. Failing that, the member is a defaulter: membership is suspended and Club use disallowed. The defaulter is notified by e-mail and registered post to settle within 30 days; the name is posted on the Notice Board for 30 days and, if still unpaid, membership ceases from the date of posting — with all monies remaining payable.
4. On settlement with penalty within the time limit, suspension is revoked, but the credit facility is suspended for one year; during that time payment must be made in advance.
5. A ceased member may, at the Committee's discretion, be reinstated per Bye-Law 21.

18–22. Conduct, Withdrawal, Cessation, Reinstatement

18. Conduct: if a Member's or family member's conduct appears unbecoming, or circumstances endanger the Club's stability, order or harmony, or a serious infraction occurs, the Committee — after affording an opportunity for explanation — may suspend the member from use of the Club. Expulsion requires a General Meeting.

19. Withdrawal: any member not indebted to the Club may resign by written notice to the Honorary Secretary / CAO.

20. Cessation: membership ceases (a) on failure to pay the annual subscription by 30th June; (b) on failure to pay bills per Bye-Law 17(c); (c) on expulsion under Bye-Law 18; (d) if information submitted for membership is found untrue, the Committee may terminate after a show-cause notice. A Permanent Member's liability under Bye-Law 32.2 continues for one year after cessation.

21. Reinstatement: those ceased under 20(a) during absence from India shall, and others ceased under 19 or 20(a)/(b) may, at the Committee's discretion, be reinstated on written application and payment of all sums for the elapsed period. No person not resident in India on the date of application shall be reinstated.

22. Temporary Members: the Committee may terminate a Temporary Membership without assigning any reason.

23–27. The Committee

23. Management of the Club, including affiliation with other clubs, vests in the Committee, subject to the control of Permanent Members in General Meeting. The Committee consists of the President and six members, with power to co-opt additional Permanent Members (without vote). Vacancies between AGMs are filled by the Committee.

24. Election: seven members are elected by ballot at the AGM, holding office until the next AGM, for not more than two consecutive terms. Candidates must be Permanent Members of minimum ten years' standing (including LTTM period), with dues cleared, submitting names fifteen clear days before the AGM. Ballot papers may mark not more than seven names. Only Permanent Members vote (in person or by proxy with the proxy-holder attending). Ties are decided by seniority of membership. The Committee elects the President at its first meeting, and may appoint an Honorary Secretary.

25. Sub-Committees (Human Resources, Finance, Building, Catering, Games etc.) may be formed; each reports to and acts under the direction of the Committee, with the President/Honorary Secretary a member of every sub-committee.

26. Meetings: the President (or an elected member in his absence) chairs. Each member has one vote; the Chairman has a casting vote. Quorum: four. Absence from three consecutive monthly meetings vacates the seat. The Committee meets at least monthly; meetings are called with minimum seven days' notice (short notice in emergencies); minutes are recorded.

27. Powers & Duties: the Committee is the governing body, with power (among others) to incur capital expenditure up to the Annexure limit without prior General Body approval, to borrow against fixed deposits, to lease buildings, to enter contracts, to invest funds subject to the TN Societies Registration Act 1975 and Income Tax Act 1961, and to make Rules not inconsistent with these Bye-Laws (posted conspicuously and binding on members). The Committee is answerable to the General Body, keeps true accounts and registers available for inspection at the registered office during business hours, ensures collection of outstandings, and applies income and property solely to the Club's objects. It may employ staff (headed by the CAO), delegate powers to the CAO, conduct litigation through the President or Honorary Secretary, interpret the Bye-Laws, and appoint an Honorary Secretary (unpaid, revocable) who acts as Chief Executive Officer, custodian of records, and controller of staff.

28. Accounts and Audit

The financial year runs 1st April to 31st March. A practising Chartered Accountant is appointed Auditor at each AGM. Audited accounts, once approved at the AGM, are conclusive. The President submits the annual report and audited Balance Sheet at the AGM, jointly signed by the President, Committee Members and Honorary Secretary / CAO. A copy is sent to every Permanent voting Member 21 days before the AGM and exhibited on the Notice Board.

29. General Body Meetings

29.1 AGM: held once a year, not later than six months after the financial year ends. Business: passing audited accounts, electing seven Committee members, appointing Auditors, considering Committee reports and any other routine business (notified in writing seven clear days prior).

29.2 Extraordinary General Meeting: convened by the Committee or on requisition by nine Permanent Members (within one month); only the specified business is transacted. If not called, the requisitionists may call it themselves.

29.3 Budget General Meeting: held on or before 31st March to consider and adopt the Revenue and Capital Budget; no other business.

29.4 Notice: 21 days to all voting Members, specifying place, hour and business; also exhibited on the Notice Board. Non-receipt does not invalidate proceedings.

29.5–29.7: the President (or a Committee member) chairs; quorum is fifteen Permanent Members present in person (with adjournment provisions); adjourned meetings transact only unfinished business.

29.8 Voting: by show of hands unless a poll is demanded by at least three members. One vote per Permanent Member, in person or by proxy (duly stamped, lodged 72 hours before the meeting; no member may hold more than two proxies). The Chairman has a casting vote.

30–33. Amendments, Arbitration & Winding Up

30. Amendments: new Bye-Laws or amendments require a Special Resolution, with written notice stating the exact wording; amendments become effective on registration with the Registrar.

31. Arbitration: disputes between members, former members, the Club or its Committee regarding the Bye-Laws, accounts, membership, suspension/expulsion or Club affairs, not otherwise settled, are referred to arbitration — each party appointing an Arbitrator and those two a third; only Permanent Members may be Arbitrators. The decision is final and binding, under the Arbitration and Conciliation Act 1996.

32. Winding Up: requires a Special Resolution; the Committee realises outstandings, discharges debts, and transfers remaining property to an institution with similar objects extending corresponding membership. Every Permanent Member contributes to liabilities contracted while a member (and for one year after ceasing).

33. For matters not mentioned in the Bye-Laws, the Tamil Nadu Societies Registration Act 1975 and Rules thereunder apply.

Annexure — Table of Fees, Subscription and Charges

I. Entrance Fee (one-time, payable within 30 days of election)

II. Subscription

III. Deposits (one-time, refundable, interest-free)

IV. Other Charges

Chamber Reservation Terms

• Chamber reservations are made only against a written, e-mail or online requisition and full payment.
• At check-in, a valid Membership card and a photocopy of any valid ID proof must be presented at the reception desk on arrival.
• Tariff is subject to change without notice — the tariff at the time of check-in will be applicable.
• Check-in 1:00 p.m. · Check-out 11:00 a.m.
• Chamber tariff is inclusive of breakfast — a complimentary breakfast of any one Indian menu, served in the dining. Except for the complimentary breakfast, room services are available.
• Not more than one extra person will be permitted in the chambers; once the reservation is confirmed, the guest cannot prepone or postpone the dates.
• Members' guests and Members of Affiliated Clubs are not permitted to entertain guests in the chambers or in the Club premises. Guests of members, if any, shall leave the chambers before 10:00 p.m.
• Member's guest charges: ₹50 per head.
• Extra bed (not more than one per room): Members ₹500 + 5% GST; Affiliated Club members & Members' guests ₹1,000 + 5% GST.
• Heaters: ₹250 + 5% GST per day. GST as applicable would be levied.
• Affiliated Club Members must possess a valid Club Membership Card and/or a letter of introduction from their parent Club, presented at the reception desk on arrival.

Cancellation & Refund Policy Chambers

Dress Code

Members and guests using the public rooms of the Club shall observe the following dress code on all days.

Gents: Shirt / T-shirt with collar · Trousers · Shoes or covered footwear at all times. Bathroom slippers, chappals and sandals are not permitted. Those taking part in sports activities and wearing shorts are not permitted in the Main Lounge, Dining Hall, Billiards Room and the Bridge Room, but may stay if wearing tracksuits. Children below 18 years may wear round-neck T-shirts / shorts.

Ladies: suitably attired.

The President / Chief Administrative Officer is empowered to ask any Member and/or their guest / Affiliated Club Member to leave the Club premises if, in their opinion, the attire of the person concerned is not as prescribed by Club rules.