Members Constitution
| Constitution & Rules Introduction
1.1 Definitions i) The Facility…..The Golf Course, driving range, clubhouse, administration offices known as Collingtree Park Golf Club, and other facilities at the Golf complex in Windingbrook Lane, Collingtree Park, Northampton. ii) The Company ….. The Owners of the Facility iii) Players …. Players of the game of golf iv) The Club …. Collingtree Park Golf Club v) Club assets …. Trophies, trophy cabinets, honours board, equipment & other property donated to the Club or purchased by the Club vi) Members …. Those Players who join the Club as individuals are hereafter referred to as Members: vii) Corporate and Associate Members who use the Facilities of the Club, but are not embodied within the main Club Membership. viii) The General Manager …. The Manager of the Facility, employed by the Company. ix) In the Constitution and Rules, unless the meaning indicates otherwise, the masculine includes the feminine, and the singular includes the plural The Club 2,1 The name of the Club shall be Collingtree Park Golf Club 2.2 The aims of the Club shall be: i) foster the friendly enjoyment of the game of golf between Members. ii) maintain affiliation to and comply with the Constitutions & Rules of the Northamptonshire County Golf Union, the English Golf Union, The English Ladies Golf Association and of other appropriate county and national golf bodies: |
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1. INTRODUCTION
1.1 The name of the Club shall be “Collingtree Park Golf Club” (“the Club”).
1.2 The Club is a proprietary club, the proprietor and sole manager of which is
Collingtree Park Golf Course Limited, a company registered in England and Wales with company registration number 2619851 whose registered address is at Thames House, Portsmouth Road, Esher, Surrey, KT10 9AD (“the Company”).
1.3 The Company has agreed to the formation of a Committee of Members (as defined below) (“the Committee”).
1.4 The Members shall be all individual members of the Club, excluding Corporate or Associate members“.
1.5 The Committee shall have no assets other than the competition fees it collects from Members, less any winnings paid out to winning Members of such competitions, and any monies generated from fund raising events.
1.6 The General Manager shall be the Company or, if the Company so decides, the individual it elects to that position, is the Manager of Collingtree Park Golf Club.
2. OBJECTS OF THE COMMITTEE
2.1 The objects of the Committee are to arrange and administer, as it sees fit in its absolute discretion (subject to clause 11.1 below):
i) Friendly enjoyment of the game of golf between Members.
ii) Affiliation to and compliance with the Constitutions & Rules of the Northamptonshire County Golf Union, the English Golf Union, The English Ladies Golf Association and of other appropriate county and national golf bodies.
iii) Golf fixtures and matches between Members and other golf clubs.
iv) Medal and other Competitions, to collect entry fees and distribute prizes and to comply with the ongoing requirements of the Standard Scratch Score and Unified Handicapping System (CONGU).
v) The handicapping process for Members.
vi) Companionship between Members through the organising of social events in conjunction with the Company.
vii) Compliance with the Rules of Golf, and amateur status as approved by the Royal & Ancient Golf Club of St Andrews.
3. MEMBERS SECTIONS OF THE CLUB
3.1 The Club Members shall consist of a Men’s section, a Ladies’ section, a Seniors’ section, and a Juniors’ section.
3.2 The Members’ needs shall be administered by a Main Committee elected at the Annual General Meeting of the Members. The Main Committee shall be responsible for the Men’s Section, as well as overseeing the three other sections, (subject to clause 11.1 below).
3.3 The Ladies’, Seniors’ and Juniors’ sections are responsible to the Main Committee. The Ladies and Seniors are empowered to establish their own Constitutions, Rules, Committees and Playing Calendar subject to clearance from the Main Committee, with final prior written approval from the General Manager (which may be withheld) required in all cases.
3.4 Competitions & Fixtures may be established each year and shall be agreed with the General Manager. Tee times for all competitions and matches shall be booked on the Management Booking System at the beginning of the year, and confirmed on a regular monthly basis. The Committee shall liaise with the General Manager on all playing requirements.
4. THE MEMBERS’ COMMITTEE
4.1 The Committee shall comprise of:
i) Club Captain
ii) Club/Men’s Vice-Captain
iii) Treasurer
iv) Ladies’ Captain
v) Ladies’ Vice-Captain
vi) Handicap Secretary
vii) Immediate Past Captain
viii) Seniors’ Captain
ix) Juniors’ Organiser
x) Men’s Competitions Secretary
xi) 1 other Member
xii) The General Manager (representing the Club)
4.2 The term of office of the Captain and Ladies Captain shall be one year following which the Vice-Captains shall be Captains and new Vice-Captains nominated and elected as provided for in paragraph 5.2 for the Captain, and in paragraph 5.6 for the Ladies’ Captain and Vice Captain.
4.3 Election of the Committee shall take place in accordance with Paragraph 5 and subject to individual constitutions of the Ladies’ and Seniors’ sections (save for the General Manager who shall be appointed in accordance with clause 1.7). In case of any conflict the terms of this Constitution shall prevail and in all cases the General Manager shall have the casting vote. The Junior Co-ordinator will be appointed by the Committee.
4.4 All officers of the Committee shall have equal rights to vote (subject to clause 11.1). The Club Captain shall be Chairman of the Committee and carry the casting vote in the event of votes cast for and against any resolution before the Committee being equal. In the absence of the Captain, meetings will be chaired by the Vice-Captain.
4.5 The Committee shall have the power to co-opt Members to fill any temporary vacancies arising among the persons listed in paragraph 4.1 (i) to (xii) above.
4.6 The Committee shall be responsible for:
i) Setting and implementing the Sections’ policy;
ii) Managing funds held on behalf of the Membership;
iii) Representing the interests of the playing Membership to the Club;
iv) Maintaining the Members Handicap process;
v) Organising competitions and matches, and reporting results;
vi) Establishing competition Local Rules, subject to clearance from the General Manager, and promoting compliance with the Rules of Golf;
vii) Organising social functions in conjunction with the General Manager.
4.7 The Committee may, (subject to clause 4.9), create such sub-committees and roles as they may consider necessary and shall pass such bye-laws for regulating the powers, composition and conduct of those sub-committees as it may in its absolute discretion think fit (subject to clause 11.1).
4.8. Any sub-committee shall be answerable in all matters to the Main Committee who shall have power of veto over their decisions.
4.9 Sub-committees will include:
i) The Ladies’ Committee which shall have control over matters that exclusively concern Lady Members of the Club, (subject to clause 11.1).
ii) The Seniors Committee which have control over matters that exclusively concern Male Members over the age of 55, (subject to clause 11.1).
iii) The Juniors Committee;
iv) The Handicap Committee;
v) The Social & Entertainment Committee.
4.13 A quorum for a meeting of the Main Committee shall be four Members, having the right to vote in accordance with this Constitution. The General Manager (or a person appointed by it to attend such meeting) will attend whenever practical.
4.14 The Committee shall meet on such occasions as it may consider desirable being not less that five times per year.
5. ELECTION OF OFFICERS
5.1 Only Individual Club Members shall be permitted to:
i) Nominate candidates for election as officers of the Committee;
ii) Stand for election as officers of the Committee;
iii) Vote at General Meetings.
5.2 The Club Captain shall be elected as follows:
i) Potential candidates may provide a written application for the post. They must be Full 7 day
ii) The term of office of Club Captain shall be for one year;
iii) The selection process shall not preclude any Member applying for the post;
iv) The current Vice-Captain shall discuss potential candidates with the General Manager to establish an approved “Member short list”;
v) The approved short list shall be presented to a panel of Past Captains, who, together with the current Vice-Captain shall “vote in” the next Vice Captain, with the casting vote being held by the current Vice Captain;
vi) Should the successful candidate be from the Men’s section, he will become the Vice-Captain of the Men’s section for the year prior to his term of office as Captain, otherwise he will be the Vice Captain of the Club.
5.3 All Officers of the Committee (save for the General Manager) shall be elected at the AGM. They shall hold office from the closure of the AGM until closure of the AGM the following year.
5.4 In the event that a position on the Committee becoming vacant during the year the vacancy shall be filled until the next AGM by a Member appointed by the Committee.
5.5 In the event that the Club Captain’s position becomes vacant prior to the end of the due term, then the Vice-Captain will become Club Captain.
5.6 Each section shall have its own Constitution and Rules which shall be approved by the General Manager (subject to clause 11.1)
5.7 The Captain and other officers of each Section shall be elected by the Members of the appropriate Section at its own AGM in accordance with their own Constitution & Rules, and with the approval of the General Manager (subject to clause 11.1).
6. MEMBERS’ SECTIONS’ FINANCES
6.1 The funds of the Committee shall be administered by the appointed Treasurer.
6.2 Monies accrued shall be kept in such accounts with reputable Financial Institutions as the Committee considers appropriate.
6.3 Subject always to clauses 6.4 and 11.1 below, signatories of the bank mandates for the Club’s accounts shall be determined by the Committee.
6.4 All withdrawals of funds shall require two authorised signatures, including that of the Treasurer.
6.5 An Independent Auditor shall be appointed at the AGM of the Members.
6.6 The Treasurer shall keep proper account of the funds, and be responsible for:
i) Handling the Members’ incoming and outgoing monies in a proper financial manner, including income/outgoings for competitions and expenses;
ii) Preparing and presenting an up to date set of accounts to each meeting of the Committee;
iii) Preparing a statement for the end of the Club’s fiscal year for audit by the Independent Auditor;
iv) Presenting a financial report together with an audited statement of accounts and balance sheet to the AGM for Members’ approval.
6.7 The Members funds are mainly used for competition prizes, Social events, and expenses.
7. AGM
7.1 The AGM of the Members shall normally be held in March of each year at such time as the Committee may determine, and after consultation with the General Manager.
7.2 The business of the AGM shall include:
i) Apologies for absence;
ii) Retiring Captain’s report;
iii) Adoption of the Treasurer’s report;
iv) Election of Officers, to include:
a) Club Captain (formal approval)
b) Vice-Captain (formal approval)
c) Treasurer
d) Handicap Secretary
e) Men’s Competitions Secretary
e) 1 other Member
Representatives from Ladies, Seniors and Junior sections – introduction only
v) Appointment of the Independent Auditor to conduct audit of Members accounts.
7.3 The Committee may call an Extraordinary General Meeting when an urgent matter arises and shall be bound to within 28 days of a written request signed by not less than fifteen Members detailing the business and motions to be put.
7.4 Notice of General Meetings shall be posted on the Club’s notice boards, at the General Managers offices and/or emailed to Members not less than twenty one days before the meeting date. All papers and reports to be put before the General Meeting shall be available on request to individual Members not less than seven days before the meeting and shall be available to all attending the General Meeting not less than one hour before commencement of the meeting.
7.5 A quorum for any General Meeting shall be seven Members. The General Manager (or its appointed representative) will be present whenever possible.
8. DISCIPLINARY PROCEDURES
8.1 Any complaint concerning Member’s conduct or play from any source will be reviewed by the Committee and the General Manager to consider the need for disciplinary action, and the Committee’s involvement in the action.
8.2 The Committee will impose a 3 competition suspension on any Member who fails to give at least one hour’s notice of cancellation of their tee time in a Club competition without reasonable excuse.
8.3 No action will be taken without the General Manager being advised beforehand.
8.4 The Members agree to the Committee’s right to exercise any of the powers set out in this Constitution and accept any such decision(s) provided that they are made in accordance with this Constitution.
9. COMPETITIONS AND HANDICAPS
9.1 Every Competition has specific rules and requirements that Members must adhere to. Non adherence to such rules by any Member will invoke disqualification.
9.2 To qualify for any competition, a Member must hold a current Collingtree Park Golf Club handicap, and have submitted a minimum of 3 qualifying cards between Annual Handicap Reviews.
9.3 All singles stroke play competitions will be two or three ball off full handicap.
9.4 Competition participants are obliged to ensure that all scorecards, completed or not, are signed and returned to the Organising Committee, and make as such computer entries as may be required, in accordance with CONGU (UHS) procedures.
9.5 To enter a competition a Member must sign in the Competition Book, and pay the appropriate entrance fee before his round starts.
9.7 It is an English Golf Union mandate that players ensure their current handicap is entered on all cards returned for any qualifying competition.
9.8 All matters relating to Members’ handicaps are handled in accordance with the CONGU legislation and the Unified Handicapping System. Information relating to the system can be found on their Website www.congu.com. on the Club’s notice boards and in the Pro shop.
9.9 There are certain obligations that the Members must adhere to in order that handicaps are kept ACTIVE, including the return of a minimum of 3 qualifying scores /cards between Annual Reviews. Failure to do this will invoke an INACTIVE handicap and the Member may be refused entry to any Competition run by the Club that requires a CONGU Handicap.
9.10 All competitions will require players to meet the 3 card qualification
9.11 Members with INACTIVE handicaps can play in any of the Club’s qualifying competitions for handicap purposes, but will not be able to win any of the prizes.
9.12 A Member’s unique EGU identification number shall be kept by the Management Team along with other personal information. Such information, drawn from the Members’ registration with Collingtree Park Golf Club, is used in the Club’s compliance with the Northamptonshire Golf Union and the English Golf Union regulations.
10. WINDING UP
10.1 In the unlikely event that the Club is forced to close, a proposal for winding up of the Members Sections shall be put to an Extraordinary General Meeting and a date agreed.
10.2 The Members Treasurer shall prepare a statement of accounts for the Extraordinary General Meeting.
10.3 The Committee shall remain in office until all the necessary administration including disbursement of assets and funds is completed.
10.4 Any surplus funds after due allowance for administrative costs shall be distributed equally among current Members who on the date of the General Meeting referred to in clause 10.1 above, are current Members and held full handicaps with the Club for not less than two years, following consultation with the General Manager.
10.5 A final statement showing how the funds were disposed of shall be made available for inspection by Members at the address of the Treasurer by appointment for thirty days after all the necessary administration including the disbursement of assets and funds is completed.
11. CONSTITUTION & RULES
11.1 The General Manager has final veto on any proposed changes to this Constitution and Rules document, and any actions that affect the Club No change to this Constitution or the Constitutions and Rules of each of the sections shall be effective until confirmed in writing by the General Manager.
11.2 The General Manager shall be entitled to replace any or all members and/or officers of the Committee, and to make decisions on behalf of the Committee as in its absolute discretion sees fit, if it reasonably believes that the Committee is failing to protect the interests and/or act in the best interest of the Members as a whole
11.3 This Constitution may be revoked, supplemented or altered by the Committee as it may in its complete discretion consider desirable (subject to it receiving written consent approval from the General Manager) Any such alteration shall be notified to the Members, and put to the next AGM for ratification.
11.4 Members shall be entitled to receive an up to date copy of this document from the Committee upon request.
11.5 From time to time information concerning Club rules and processes shall be posted on Notice Boards that will be appended to this Constitution. They are an integral part of the Membership’s Rule structure.
11.5 Information contained within the Club’s Annual Diary also forms an integral part of the Club’s Rules.
11.6 At no time shall the Committee or any Member have the power to bind the General Manager in any way without the General Manager’s prior written consent.
Signed : …..IAN TAIT…Club Captain
…KEVIN WHITEHOUSE General Manager
Date:
30/08/2010