Membership Rules and Process

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A family or individual ("Applicant") may apply for membership in Middlesex Club. To apply, the Applicant must have a member sponsor his application ("Sponsor"). The Applicant must also have two other members second the application ("Seconder"). Sponsors and Seconders must have been members for at least one (1) year. No member shall sponsor more than one, or second more than two applicants in any one calendar year.


The Sponsor is the key to the membership process. The Sponsor should have known the Applicant for at least one year (and preferably longer). The Sponsor is expected to know about the Applicant's family life, business life, position in the community, and in general whether the Applicant will be an asset to the Club and contribute to the Club's growth and betterment.


The relationship between the Applicant and the Sponsor is important; the Sponsor is charged with the responsibility of smoothly integrating the Applicant into the mainstream of the Club. Conversely, it will be the Sponsor who will be expected to act as the Board's liaison with a new member should a problem arise.


In short, the act of sponsoring is both a right of a member and an obligation.
The Seconders are expected to know the Applicant personally, though not necessarily as well as the Sponsor. Seconding also represents an obligation, as a Seconder may be required to act in any of the above Sponsor capacities if, for example, the Sponsor resigns his membership. In this case, one or both of the Seconders will be expected to perform the Sponsor's role.
 
Sponsoring

Any regular or special limited member may sponsor an Applicant. Non-resident members may not sponsor or second; their uncertain status may prevent them from fulfilling their responsibilities, such as helping integrate the new member into the Club.


A Sponsor is expected to maintain an ongoing relationship with the Applicant. Indeed, the Sponsor should act to introduce the Applicant to the Club and its members by inviting the Applicant as a guest to various Club activities.


The Sponsor will be asked to reaffirm his sponsorship and support of the Applicant prior to final Board approval, and at that time the Sponsor must be a continuing member in good standing.


An Applicant who loses his Sponsor, due to either resignation or the Sponsor becoming a non-resident member, will not be penalized. In either instance, one of the two Seconders will be asked to become the new Sponsor. A replacement Seconder will not be required.
Should an Applicant lose his Sponsor and both Seconders, he will be requested to find a new Sponsor. However, the Applicant will not be penalized as to his position on the prospective member waiting list.
 
Completed Applications
A completed application consists of 5 elements:
  1. Completed application form
  2. Completed Sponsor's confidential questionnaire
  3. Two Seconder's questionnaires
  4. Application Fee
  5. Envelope, stamped and self-addressed by Applicant

The Sponsor is responsible for giving the Membership Chairperson a complete package. An application is not complete until all elements have been received.


When a completed application is physically received by the Membership Chairperson, it is LOGGED-IN. Dates on the application form, Sponsor's letter, seconding forms or letters, payment checks, or postmarks will not alter the LOG-IN date as established by the Membership Chairperson. Receipt by any Club Member, Board Member, or Club Officer other than the Membership Chairperson does not establish a LOG-IN of the application. The Membership Chairperson will send a confirmation card to the Applicant.
 
Application Approval and Approval for Membership

Once the completed application has been received by the Membership Chairperson, Board approval of the application becomes a two-step process.


The first step is publication of the Applicant's name in the Club newsletter. A 30-day comment period on the acceptability of an Applicant begins with publication. The 30-day period begins when the Membership Chairperson receives his copy of the newsletter through the mail.


The Applicant will be presented to the Board at its next regularly scheduled Board meeting, following completion of the 30-day period. The 30-day period may not be shortened by the Board. If no negative comments are received by the Board, the Applicant will be placed at the bottom of the prospective member waiting list. Applicants will be presented in the order that completed applications were received by the Membership Chairperson.


The second step of the process occurs when a Bond membership opening occurs. The applicant at the top of the waiting list will then be presented to the Board for final membership approval.
 
Membership
An Applicant becomes a member of the Club when he purchases a bond ("Bond").
 
Comments by Members on Applicants

Members must make their comments directly to the Membership Chairperson, or in his absence the President, during the 30-day comment period. Comments may be made orally or in writing.


Members may comment on any Applicant at any time prior to the Applicant becoming a member.
 
Waiting List

Applicants will be placed on a waiting list should a Bond not be currently available.
Position on the waiting list is granted on a first-come, first-serve basis, except where the By-Laws permit an exception (e.g. returning non-resident members, people buying charter member houses).


A place on the waiting list does not guarantee the Applicant membership; nor does it provide any rights other than a relative position vis-a-vis other Applicants.


When a Bond becomes available, the Applicant will be presented to the Board for final approval.
 
Withdrawl of Sponsorship
A Sponsor may withdraw his sponsorship of an Applicant by contacting the Membership Chairperson before the Applicant becomes a member.
 
Publication of the Waiting List and Member Comment
The waiting list time usually exceeds 30 months. Accordingly, it is possible that a member may not know an Applicant at the time of initial publication. So that the membership may be knowledgeable of all Applicants on the waiting list, the Membership Chairperson will publish the names of all those on the waiting list at least twice per year. The names will be presented alphabetically. The membership may then forward comments to the Membership Chairperson.
 
Timing of Admission
New members are admitted quarterly on January 1, April 1, July 1 and October 1. Member resignations must be received in accordance with Section 4 of Article II of the Bylaws.
 
Resignation

Member is to send a resignation letter to the Club Secretary at Club address (P.O. Box 2242, Darien, CT 06820). Resignation letter must be received 60 days prior to the end of the current quarter, as stated in Bylaws. Failure to give minimum notice will result in the continuation of membership to the following quarter. You will receive a letter from the Club Secretary acknowledging receipt of resignation letter. If you do not receive the confirmation letter, contact the Club Secretary. Resigning member is bound by rules and regulations as stated in Bylaws, Article II, Section 4 and Article VII, Section 3.


Note: A notation of resignation on your dues check does NOT constitute a proper resignation. A member’s resignation is only recognized by a resignation letter to the Club Secretary at the Club’s address.
 
Bills

Bills for Club dues, facility assessments, and member charges are due and payable upon presentation. Bills not paid within 30 days of the statement date will be subject to a finance charge.


Bills are rendered 7 times a year on the 1st day of January, April, June, July, August, September and October. Should a member fail to receive his bill, it is the member's responsibility to notify the Club Business Manager.


The names of members who are 30 days in arrears may be published in the Club Newsletter or email or posted at the Club. Members who are 60 days or more in arrears are subject to the provisions of Article VII of the Bylaws, which require loss of privileges or termination of membership.


Payments to the Club for Initiation Fees, Annual Dues, or other Club charges should be mailed to the Club’s lock box at:


The Middlesex Club
P.O. Box 33096
Hartford, CT 06150-3096