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CALDERFIELD GOLF CLUB CONSTITUTION 2010 1. INTRODUCTION i. The Facility – The golf course, licensed premises known as Calderfields Golf and Country Club. ii. The Company – The owners of the Facility. iii. Players – Players of the game of golf. iv. The club – Calderfields Golf and Country Club. v. Members – Those Players who join the Club are hereafter referred to as Members. vi. In the constitution and rules, unless the meaning indicates otherwise, the masculine includes the feminine and the singular includes the plural. 2. THE CLUB 2.1 The name of the club shall be Calderfields Golf and Country Club. 2.2 The aims of the Club shall be to: i. foster the friendly enjoyment of the game of golf between Members; ii. maintain affiliation to and comply with the constitutions and rules of the Staffordshire County Golf Union, the English Golf Union, the English Ladies Golf Association, the Ladies Golf Union and of the other appropriate county and national golf bodies; iii. organise golf competitions and matches between Members and other golf clubs; iv. organise medal tournaments and to comply with the requirements of the standard scratch score and unified handicapping system (CONGU); v. promote companionship between Members through the organisation of social events; vi. provide local rules for the playing of golf at the Facility and to promote compliance with the Rules of Golf and of Amateur Status as approved by the Royal and Ancient Golf Cub of St. Andrews. 3. MEMBERSHIP 3.1 Membership is open to Players who meet the criteria of Amateur Status. 3.2 Except where the rules from time to time of any given competition state otherwise. 3.3 Players in all categories of membership shall have equal playing rights within the Club. 3.4 Membership fee rates shall be determined from time to time by the Company. 3.5 The Company shall issue each member with a membership card or other such evidence of his membership and shall maintain a register of members’ names and addresses. 3.6 The Company shall on behalf of the members pay such affiliation fees as may be required from time to time by the appropriate county and national golf bodies. 3.7 The Club shall provide for the establishment and maintenance of National Handicaps and shall issue members with Handicap certificates on request. 4. VOTING RIGHTS 4.1 Members shall have the right to: i. Nominate candidates for the election as officers of the club or as members of the committee. ii. Stand for election as officers of the club or as members of the committee, and iii. Vote at General Meetings of the Club. 5. CESSATION OF MEMBERSHIP 5.1 The Company shall have the right to decline or cancel membership at its discretion. 5.2 Membership shall be terminated on a member becoming a registered professional golfer. 5.3 In the event of a Player ceasing to be a member: i. He / she shall cease to be a member of the committee or sub-committee or to hold any office in the club, and ii. He / she shall not be permitted to participate further in Club competitions. 6. CONSTITUTION 6.1 The Club shall be governed by a Management Committee. 6.2 The Club shall consist of a Gentleman’s section, Ladies section, Senior section and Junior Academy. 6.3 The Junior Academy will be for all Members under 18 years of age. 6.4 The Senior Section will be for all Members who are 55 years of age or older. 7. THE PRESIDENT / CAPTAIN / VICE-CAPTAIN of the Club. 7.1 The President shall be elected by the Company. 7.2 The President shall hold office normally for a period of two years. 7.3 In the event of the office of President becoming vacant during the year the vacancy shall not be filled until the next Annual General Meeting. 7.4 The Vice-Captain (Captain Elect) of the Club shall be elected by the President, Captain, Current Vice Captain, and immediate past captain of the Club who are still members, and the proposed nomination be given to the Company for approval. The Vice-Captain shall take the position of Club Captain on the retirement of the Captain and hold the post for one year. 1) MANAGEMENT COMMITTEE (see appendix 1) The management committee will consist of the following: 1. CLUB CAPTAIN 2. CLUB PRESIDENT 3. CLUB SECRETARY (elected/ co-opted at Club AGM) 4. SENIORS CAPTAIN 5. LADIES CAPTAIN 6. JUNIOR ACADEMY CAPTAIN 7. JUNIOR ACADEMY ORGANISER (NON VOTING) 8. GREENS CHAIRPERSON – (co-op -elected Mens AGM) 9. HANDICAP SECRETARY – (co-op elected Mens AGM) 10. THE OWNERS OF THE CLUB 8.1 The tenure for each member on the Management Committee shall be as follows:- • The Club Captain 3 years (one year as vice-captain, one year as captain, and one year as past captain). • The President at the discretion of the owners, normally 2 years • Club Secretary 3 years. (co-op -elected Mens AGM 3 years) • Ladies Captain 1 year. • Seniors Captain 1 year. • Junior Captain year • Greens Chairperson (co-op -elected Mens AGM 3 years) • Handicap Secretary (co-op -elected Mens AGM 3 years) 8.2 All members of the Management Committee except ex officio members and the Junior Organiser shall have equal voting rights. The Club Captain shall in addition have a casting vote. 8.3 The Management Committee shall have the power of co-option. 8.4 Co-opted members shall not have voting rights. 8.5 The Management Committee shall be responsible for: • Setting and implementing Club Policy • Liaising with the Company • Maintaining handicap records • Organising tournaments, competitions e.g. Invitation Day etc • Establishing local golf rules (subject to Company approval) and promoting compliance with the rules of golf • All Procedures and policies are in place for Safeguarding Children who are members of the Junior Academy. 8.6 The Management Committee shall at its first meeting following the Annual General Meeting appoint a Handicap Committee of not less than three members, one of which shall be Handicap Chair. (These members would normally be drawn from other elected Committees). 8.7 The Management Committee shall have the power to establish any other sub committees or posts it deems necessary for the governance of the Club, or a section of the Club. Sub committees may comprise of Members of the Club, who are not Members of the Committee always providing the presiding officer shall be a Committee member. 8.8 A quorum for a meeting of the Management Committee shall be four. 8.9 Each Section namely Gents, Ladies, Seniors and Junior Academy shall form a committee which will consist of at least the following: - (see appendix 2) • Captain elected by members of each Section • Vice Captain elected by members of each Section • Treasurer elected by members of each Section • Secretary / Comp Secretary elected by members of each Section • Members’ representative elected by members of each Section a) Each Section will be responsible for organising medal tournaments, competitions and matches. b) Each Section committee will be responsible to the Management Committee. 9. ELECTION OF OFFICERS 9.1 The Ladies shall elect both a CAPTAIN and VICE-CAPTAIN, whose period of office shall be one year. 9.2 The Senior Sections shall elect both a CAPTAIN and VICE-CAPTAIN, whose period of office shall be one year. 9.3 The Junior Academy shall elect both a CAPTAIN and VICE-CAPTAIN, whose period of office shall be one year. 9.4 The Vice-Captain of each Section shall take the position of Captain of each Section on the retirement of the Captain and hold the post for one year. 9.5 In the event of the office of a Section Captain becoming vacant during the year, the vacancy shall be filled by the Vice Captain of that Section until the next Section Annual General Meeting. In the event of both offices becoming vacant then the Section Committees, shall have the right to appoint a temporary Captain until the next Annual General Meeting. 10. FINANCE 10.1 The funds of each Section shall be administered by the respective Treasurer. 10.2 Funds shall be kept in such accounts with financial institution as the Section Committees considers appropriate. Each Committee shall determine who shall be authorised signatories. All withdrawals of funds from such accounts shall require the signature of two authorised signatories. Except in the case of the Junior Academy where signatories are to be an Adult representative plus a Management representative. 10.3 A reporting accountant / audit / independent assessor? Who will not be a member of the Management Committee and need not be a member of the Club shall be appointed annually at the AGM of each Sections. The appointee will then verify the accounts for each Section in advance of the Annual General Meeting of the Club. 10.4 The Treasurer for each Section will keep proper accounts of the funds of the Club and shall be responsible for: i) Preparing a statement of accounts for the end of the financial year which is the 31st December. The accounts will be presented for scrutinising at a meeting of the sections Treasurers. ii) Present a financial report together with a scrutinised statement of accounts and balance sheet to the Annual General Meeting of the Club for acceptance. 11. EXTRAORDINARY GENERAL MEETINGS of the CLUB 11.1 The Management Committee shall be responsible for calling an Extraordinary General Meeting of Members within twenty-one days of a request by any of the Sections or on receipt of a written request signed by not less than 15 members detailing the business and motions to be put. 11.2 Notice of a General Meeting shall be posted on notice boards at the Facility or shall be mailed to Members not less than 18 days before the meeting date. Where applicable all reports and papers to be put before a General Meeting shall be available on request to individual Members not less than seven days before the meeting and shall be available to all those attending the General Meeting not less than one hour before the commencement of the meeting. 11.3 CLUB AGM The Annual General Meeting of the Club shall be held the last Thursday of January, or the nearest date if inappropriate. 11.4 The business of the Annual General Meeting of the Club shall include: i) The adoption of the Treasurers report, for each Section. ii) The adoption of a report on each sections activities presented by the Section Captain / Secretary. iii) Confirmation of the Club Secretary iv) Confirmation of Sections elected officers to take their place on the management committee. v) Confirmation of Greens Chair and Handicap Chair. vi) Report from the Greens Chairman or representative. vii) Any other Business. 11. 5 The quorum for a General Meeting shall be fifteen members 11. 6 Agenda items to be advised in Writing to the Club Secretary 7 days prior to AGM for inclusion. Other Business not so advised will not be heard. 12 DISCIPLINARY PROCEEDURES Definition: - The term Committee refers to the Disciplinary Sub- Committee, established by the Management Committee. Where the conduct of a Member is in question the matter shall be referred to the Committee which shall consider the circumstances in confidence and if it deems that any action be taken shall first write to the Member concerned setting out the nature of the complaint and inviting him / Her attend a meeting of the Committee set up for the purpose. Such a meeting shall be held at a mutually agreed time within twenty one days. If the Members do not or choose not to attend such a meeting the meeting will be held in his / her absence. 12.1 The Company will be present in an advisory role at any meetings of the Committee formed to consider Disciplinary issues. 12.2 The Member shall be given the opportunity to be represented or accompanied by another Member and to bring forward witnesses. 12.3 Having heard all the evidence and come to a considered view the Committee shall inform the Company and all interested parties of any action it proposes to take which may include one or more of the following; (a) A formal reprimand in writing. (b) Suspension from Club competitions for a defined period. (c) A recommendation to the Company that a membership should be terminated or not renewed. 12.4 All members have the right of appeal to a committee identified prior to the initial hearing and constituting different parties to those present at that hearing 13. WINDING UP 13.1 Any proposal for the winding up of the Members Section shall be put to a General Meeting and a closure date advised. 13.2 Each section’s Treasurer shall prepare a statement of accounts for the General Meeting including details of how the revenue was generated. 13.3 The Committee shall remain in office until all administration including the disbursement of assets and funds is completed. 13.4 Assets of the Club which were donated shall first be offered back to the donor if known and traceable. A list detailing such donations should be kept on record for this purpose. 13.5 Any surplus funds after due amount for liability costs shall be distributed in a fair and equitable manner paying due regard to the manner in which the surplus was generated into the account. This may not include all members as monies may have been residual from Competition entry for example. 13.6 A final statement showing how the assets and funds of the Club were disposed of shall be made available for inspection by Members at the address of their sections Treasurer by appointment for thirty days after all necessary administration including the disbursement of assets and funds is completed. An alternative to this can be agreed by the Management Committee which may be the issue of a bulletin by post or e-mail. 14. CONSTITUTION AND RULES 14.1 The Company has final veto on any proposed changes to the constitution and rules of the Club or the Company. 14.2 No amendment of substance shall be made to the Constitution and Rules without the approval of a General Meeting. 14.3 Members shall be entitled to receive an up to date copy of these Constitution and Rules from the Club Secretary on request. APPENDIX 1 PROPOSED STRUCTURE of the Management Committee. MANAGEMENT COMMITTEE Will consist of the following: The Club Captain The President Club Secretary Ladies Captain Seniors Captain Junior Captain Junior Organiser Greens Chair Handicap Sec The Owners of the Club MENS SENIORS LADIES JUNIOR ACADEMY COMMITTEE COMMITTEE COMMITTEE COMMITTEE APPENDIX 2 SECTION COMMITTEE STRUCTURE MANAGEMENT COMMITTEE MENS SENIORS LADIES JUNIOR ACADEMY COMMITTEE COMMITTEE COMMITTEE COMMITTEE MENS CAPTAIN SENIOR CAPTAIN LADIES CAPTAIN JUNIOR CAPTAIN CLUB PRESIDENT JUNIOR V/CAPTAIN CLUB VICE -CAPTAIN SENIOR VICE - LADIES VICE CAPTAIN JUNIOR CHAIR CAPTAIN SECRETARY JUNIOR ORGANISER Treasurer SECRETARY Secretary HANDICAP SEC. SECRETARY Greens TREASURER Handicap COMPETITIONS TREASURER Competitions MEMBERS Member REPRESENTATIVE TREASURER CLUB CAPTAIN Representative MEMBERS CLUB PRESIDENT The Secretary, REPRESENTATIVE 6 MEMBERS elected Treasure and THE OWNERS OF THE at the MENS AGM Members Rep to be The Secretary, CLUB elected at the Treasure and SENIORS AGM.. Members Rep to be The Secretary, elected at the LADIES Treasure and Junior AGM.. Chair to be elected at the JUNIOR AGM..
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