FARNHAM PARK (BUCKINGHAMSHIRE) GOLF CLUB
CONSTITUTION AND CLUB RULES
1. NAME
The Club shall be called FARNHAM PARK (BUCKINGHAMSHIRE) GOLF CLUB, hereinafter referred to as the Club.
2. OBJECT
The object of the Club shall be the encouragement of interest in the game of GOLF on the South Buckinghamshire Golf Course, Park Road, Stoke Poges, to promote competitions and organise social activities for the members.
3. OBLIGATIONS
The Club shall:
3.1. Abide by the Rules of Golf as laid down from time to time by the Royal and Ancient Golf Club of St. Andrews.
3.2. Abide by the Rules of Amateur status as laid down from time to time by the Royal and Ancient Golf Club of St. Andrews.
3.3. Comply with the Regulations and Rules of the Standard Scratch Score and Handicapping Scheme of the Council of National Golf Unions (CONGU) or any amendment or re-enactment thereof from time to time in force.
3.4. Abide by the Rules of the Bucks, Berks & Oxon Golf Union, the Ladies Golf Union and the English Ladies Golf Union from time to time in force.
3.5. Pay to the Unions mentioned in paragraph 3.4 above such annual subscription as required by the said Unions. Such subscription shall be calculated in accordance with the number of playing members of all categories (as defined in Section 5 of this Constitution) registered as at the date of the Annual General Meeting (as hereinafter defined) of the Club.
4. ADMINISTRATION
4.1. PRESIDENT
The President of the Club shall be recommended by the Management Committee and such recommendation shall be put before the membership to be voted on at the Annual General Meeting.
4.2. MANAGEMENT COMMITTEE
The management of the Club shall be carried out by the Management Committee who shall have full power in respect of the general conduct of the Club, its finances and the drawing up of contracts. The Management Committee shall consist of:
Chairperson, Club Captain, Treasurer, Secretary, Vice Captain, Lady Captain, Lady Vice Captain, Seniors Captain, Seniors Vice Captain and up to three (3) Members.
The Management Committee shall meet every second month throughout the year, commencing in November and at such other times as deemed necessary by the Secretary.
The Management Committee shall have the power to appoint sub-committees. Such sub-committees shall have the power to co-opt other Club members for special projects or situations.
The Management Committee shall have the authority to overrule decisions made by sub-committees on any matter incompatible with the interests of the Club.
The quorum for a Management Committee meeting is six (6) persons, one of which must be the Chairperson, Club Captain or Vice Captain.
4.3. OFFICERS
4.3.1 CHAIRPERSON
The Chairperson shall be elected for a maximum term of three (3) years. The Chairperson may be elected for two (2) terms only, following which they must step down for a minimum period of one (1) year. The Chairperson will chair the Management Committee meetings and shall, in the event of a tied vote, have the casting vote. The Club Captain or Vice Captain shall chair the Management Committee meeting in the absence of the Chairperson and will have the casting vote, if required.
4.3.2 CLUB CAPTAIN
The Club members present shall elect the Club Captain at the Annual General Meeting.
The post to be held for a term of one (1) year.
4.3.3 CLUB VICE CAPTAIN
The Club members present shall elect the Club Vice Captain at the Annual General Meeting.
The post to be held for a term of one (1) year.
4.3.4 LADY CAPTAIN
The Lady Captain shall be selected by the Lady members at their Annual General Meeting and confirmed at the Annual General Meeting of the Club.
The post to be held for a term of one (1) year.
4.3.5 SENIORS CAPTAIN
The Club Senior members shall nominate a Seniors Captain and this will be confirmed at the Annual General Meeting. In the event of more than one candidate being nominated, ballot forms shall be provided, listing the nominees and all club members present at the Annual General Meeting will be eligible to vote.
The post to be held for a term of one (1) year.
4.3.6 SECRETARY
The members present shall elect the Secretary at the Annual General Meeting of the Club and he/she shall hold the office for one (1) year. The Secretary shall receive an honorarium as determined by the Management Committee which shall be confirmed at the Annual General Meeting.
The Management Committee shall decide the Secretary’s terms of reference.
4.3.7 TREASURER
The members present shall elect the Treasurer at the Annual General Meeting of the Club and he/she shall hold the office for one (1) year. The Treasurer shall receive an honorarium as determined by the Management Committee which shall be confirmed at the Annual General Meeting.
The Management Committee shall decide the Treasurer’s terms of reference.
The Secretary and Treasurer cannot be one and the same person.
4.4.8 If an Officer resigns or needs to stand down mid-term, the Management Committee may either hold an EGM to replace them or take up the duties between the Committee and or co-opt members to assist.
4.4 ELECTION OF MANAGEMENT COMMITTEE
4.4.1 Three (3) members of the Club will be voted onto the Management Committee on a yearly basis at the Annual General Meeting.
Any member so elected may stand for a maximum of three (3) consecutive years, following which they must step down for a minimum period of one (1) year.
In the event that insufficient members are elected to the Management Committee, the Officers may co-opt members to join the Management Committee until the next AGM at which time they will retire but be eligible for re-election.
4.4.2 Any member of the Club shall be eligible for election as an Officer or to serve on the Management Committee having been nominated and seconded in writing by two (2) members of the Club. Any such nomination must be countersigned by the nominee indicating their consent to serve, if elected.
4.4.3 The names of members nominated for the positions of Officers and membership of the Management Committee shall be listed and such list shall be available for inspection by Club members for a minimum period of three (3) weeks prior to the Annual General Meeting.
Nominations shall close seven clear days prior to the Annual General Meeting.
4.4.4 In the event that there are more nominations than Management Committee positions to be filled, ballot forms shall be provided listing the nominees and the Club members present at the Annual General Meeting shall vote for or against as few or as many nominations as they so wish. In the event that an equal number of votes are cast for any nominee, the Chairperson, Club Captain and Vice Captain shall each cast a second vote and the nominee receiving the majority of votes so cast shall be elected.
4.4.5 Election to any position on the Management Committee cannot be limited by or discriminated on the ground of gender, gender re-assignment, age, race, religion or belief, sexual orientation, marriage or civil partnership, pregnancy, maternity or disability.
4.4.6 The Management Committee shall have the power to co-opt Members to the full or any sub Committee at their discretion, such co-opted Members shall not have voting powers.
At the first or subsequent Management Meeting, the name of any proposed co-opted member must be placed on the Agenda as an agenda item. The whole Committee must then vote for or against each of these members. Proposed co-opted members should not be present during this process.
4.4.7 All Club members shall have the right to use a proxy postal vote to be used in the event of a paper vote, if they are unable to be present in person.
Proxy Postal Vote forms will be provided by the Club.
Any member exercising his/her right under this Section 4.4.7 shall do so by post or e-mail addressed to the Secretary. He/she must provide their postal address and membership number, stating clearly his/her vote in respect of the nominations and motions set out in the Notice calling the General Meeting or Annual General Meeting, to reach the Secretary no later than seventy two (72) hours before the date of the General Meeting or Annual General Meeting in question.
These votes will be counted with those cast at the General Meeting. The Club Secretary, or his nominated representative, must cross check the list of Attendees at the General Meeting against the received postal proxy votes to ensure double voting does not take place. Where this occurs, the postal proxy vote will be discounted.
A quorum for a General Meeting shall be twenty (20) members.
4.5. SUB-COMMITTEES
4.5.1 FINANCE COMMITTEE
The Finance Sub-Committee shall consist of the Club Captain, Vice Captain, Treasurer, Secretary and Two (2) Management Committee members.
The Finance Sub-Committee shall have such powers as the Management Committee may, from time to time determine. Without prejudice to the generality of the foregoing, the Finance Sub-Committee shall control and monitor all aspects of the Club’s finances including the review of annual subscriptions, reviewing and approving expenditures proposed by other Sub-Committees, the collection of all monies due to the Club, the payment of all monies owed by the Club, maintaining true and proper financial records, the preparation of an annual audited financial income and expenditure account and balance sheet.
The Finance Sub-Committee shall be chaired by the Treasurer.
A quorum for the Finance Committee is three (3) members.
4.5.2 COMPETITION COMMITTEE
The Competition Committee shall consist of:
The Club Captain, Ladies Captain, Seniors Captain, Secretary and one (1) Management Committee member.
A Captain will act as Chairperson of this sub-committee and meetings shall be convened as and when required.
The Competition Committee shall have such powers as the Management Committee may, from time to time determine. Without prejudice to the generality of the foregoing, the Competition Committee shall be responsible for the overseeing of all competitions, including qualifying competitions, as specified from time to time by the Council of National Golf Unions, the preparation of fixture lists, the making of bye-laws and local rules for competitions and matches or for any purpose for the wellbeing of the Club, the review of handicaps and the regulation of the Standard Scratch Score of the course in accordance with the Rules of the Council of National Golf Unions.
A list of all outside competitions whereby entry fees are payable, including friendly matches, must be presented to the Finance and Management Committees for approval.
Members of the Club shall comply at all times with the Competition Rules in existence. Competition disputes should be referred to the Competitions Committee. An appeal against the decision should be submitted to the Disciplinary Sub-Committee, refer Section 4.5.6.
A quorum for the Competition Committee is three (3) members.
4.5.3 LADIES COMMITTEE
The lady members of the Club may form a separate section for the purpose of the playing of the Game of Golf only. For this purpose, they may elect their own Captain, Vice-Captain and Competition Secretary.
The Ladies Committee shall consist of:
The Lady Captain, Lady Vice Captain, Competition Secretary and up to five (5) lady members.
The above sub-committee members shall be confirmed at the Club’s Annual General Meeting.
The Lady Captain or Lady Vice Captain will chair this sub-committee.
A list of all outside competitions whereby entry fees are payable, including friendly matches, is to be presented to the Finance and Management Committees for approval.
The Ladies Committee shall have such powers as the Management Committee may, from time to time, determine.
The Ladies Committee shall arrange for a Ladies Annual General Meeting to be held in early October each year.
A quorum for the Ladies Committee is three (3) members.
4.5.4 SENIORS COMMITTEE
The senior members of the Club may form a separate section for the purpose of the playing of the Game of Golf only. For this purpose they may elect their own Captain, Vice-Captain and Competitions Secretary.
The Seniors Committee shall consist of:
Seniors Captain, Seniors Vice-Captain, Competitions Secretary and up to five (5) senior members
The Seniors Captain will chair this sub-committee.
The above sub-committee members shall be confirmed at the Club’s Annual General Meeting.
A list of all outside competitions whereby entry fees are payable, including friendly matches, must be presented to the Finance and Management Committees for approval.
The Seniors Committee shall have such powers as the Management Committee may from to time determine.
A quorum for the Seniors Committee is three (3) members.
4.5.5 JUNIOR COMMITTEE
Junior members of the Club may form a separate section for the purpose of the playing of the Game of Golf only. For this purpose, they may elect their own Captain, Committee, a Junior Leader (appointed by the Management Committee) plus two (2) Management Committee members. All adults so appointed must be CRB cleared.
All of the above appointments shall be confirmed at the Annual General Meeting.
The Junior Section may arrange their competitions and matches but these shall, at all times, be subject to the approval of the Management Committee.
A quorum for the Junior Committee is three (3) members.
4.5.6 DISCIPLINARY SUB-COMMITTEE
The Disciplinary Sub-Committee shall have such powers as the Management Committee may, from time to time, determine and in particular the powers, rights and duties set out in Section 12.
The Disciplinary Sub-Committee shall consist of three or more members of the Management Committee and shall be appointed at the beginning of each year.
The Disciplinary Sub-Committee shall have power, if required, to co-opt up to two (2) other Club members who may or may not be members of the Management Committee. The Disciplinary Sub-Committee shall elect a Chairman from one of their number and in the event of a tied vote, he/she shall have the casting vote.
4.5.7 APPEALS SUB-COMMITTEE
The Appeals Sub-Committee shall have such powers as the Management Committee may, from time to time, determine and in particular the powers, rights and duties set out in Section 13.
The Appeals Sub-Committee shall consist of three or more members of the Management Committee, all of which must not have been present at the original hearing of the complaint. The Appeals Sub-Committee may co-opt additional members of the Management Committee, if so required, provided any co-opted members were not members of the Disciplinary Sub-Committee which issued the decision under appeal.
The Appeals Sub-Committee shall have power, if required, to co-opt up to two (2) other Club members who are not members of the Management Committee and who were not members of the Disciplinary Sub-Committee which issued the decision under appeal.
The Appeals Sub-Committee shall elect a Chairperson from one of their number and in the event of a tied vote, he/she shall have the casting vote.
5. MEMBERSHIP
Membership of the Club shall be open to all persons irrespective of ethnicity, nationality, sexual orientation, religion or beliefs; or of age, sex or disability except as a necessary consequence of the requirements of golf as a particular sport.
Membership shall be granted on receipt by the Secretary of a completed proposal form and full payment of the subscription due.
The Management Committee may review a membership application and a simple majority decision shall decide admittance.
The Disciplinary Sub Committee may expel from membership, only for a good and sufficient cause, any member whose conduct or character is likely to bring the Club or sport into disrepute.
An appeal against such a decision may be made to the Appeals Sub-Committee and decided by a majority vote set out in Section 13.
All Members joining the Club shall be deemed to accept the terms of this Constitution and any Bylaws from time to time adopted by the Club, in particular including the requirement to conduct themselves in accordance with any conduct rules, policies and disciplinary procedures.
CATEGORIES OF MEMBERSHIP
5.1 Members
Members shall pay an annual subscription to join the Club as determined by the Management Committee and agreed by the membership at the Annual General Meeting.
5.2 Honorary Members
Honorary Membership can be granted to members and others, by nomination
and approval of the Management Committee.
The President shall become an Honorary Member of the Club.
The Chairperson, Club Captain, Ladies Captain, Senior’s Captain and Junior Captain, Treasurer and Secretary shall be granted Honorary Membership for the duration of their terms of office.
The Management may recommend any other person for election to Honorary Membership at the Annual General Meeting.
Honorary Members are not required to pay a subscription.
Honorary Members shall have full voting powers.
5.3 Life Members
Life membership may be offered to any member who has rendered special service to the Club. Life membership must be approved at the Annual General Meeting and passed by a two-thirds majority of those present.
Nominations for Life membership, duly proposed and seconded, must be submitted to the Management Committee at least twenty-eight days prior to the date set for the Annual General Meeting.
Life Members shall not be required to pay a subscription.
Life Members shall have full voting powers.
5.4 Country Members
Country Members must reside at least 50 miles from The South Buckinghamshire Golf Course or live for a period of six months outside the United Kingdom.
The Management Committee shall consider applications for Country Membership in exceptional circumstances which differ from the above criteria.
The Country Member subscription shall be determined by the Management Committee and agreed by the membership at the Annual General Meeting.
Country Members shall have full voting powers.
5.5 Employees of South Buckinghamshire District Council (SBDC)
All SBDC employees working at the South Buckinghamshire Golf Course shall be entitled to membership at the same subscription rate and voting powers as Country Members.
6. SUBSCRIPTIONS
The Management Committee shall determine the annual subscription for each category and put forward its proposal at the Annual General meeting for adoption by Club members.
Subscriptions shall be payable in advance on election to membership and will be renewable on 1st April each year. Any member whose subscription is unpaid on 30th April:
a) Will be prevented from entering any Club competition until the subscription is paid in full; and
b) May be subject to an administrative charge of £5 for each month of delayed payment.
In the event that any member’s subscription has not been paid by 30thJune each year then membership shall be automatically terminated. Notice of termination shall be advised to the member in writing by the Secretary.
The Management Committee has the discretion to consider late applications for renewal of membership.
In the event of a Government enforced temporary closure, subscription renewal dates may be revised by the Management Committee.
The current rate of Subscriptions shall be displayed at all times on the Club notice board.
Affiliation Fees as laid down by the relevant Golf authorities will be included in the annual subscription.
7. DUTIES OF THE SECRETARY AND TREASURER
7.1 Secretary
The Secretary is responsible to the Chairman for the proper and efficient management of the Club in accordance with its Constitution and policies from time to time determined by the Management Committee.
These responsibilities include:
a) Regularly reviewing all Club activities, reporting, advising and making recommendations to the appropriate sub-committees and the Management Committee.
b) Ensuring compliance with all statutory regulations.
c) Attend meetings with outside bodies and maintain good relations with National and Local Golf Unions and other golf clubs.
d) Organising Club competitions, as required.
e) Maintaining handicap records and competition results using the Club’s software system.
f) Maintaining the membership records ensuring compliance with General Data Protection Regulations (GDPR) May 2018, refer Section 15.
g) Convening Management Committee and sub-committee meetings, attend same and take and distribute the minutes.
h) Convening and taking minutes of the Annual General Meeting and any Special Meetings as directed.
7.2 Treasurer
The Treasurer is responsible to the Management Committee for maintaining the financial records of the Club.
These responsibilities include:
a) Keeping up-to-date financial records.
b) Keeping a proper record of all payments and monies received.
c) Production of an annual financial report for presentation at the Annual General Meeting.
d) Providing a financial update at Management Committee meetings.
e) Ensuring information is provided to enable an annual audit to be completed.
8. GENERAL MEETINGS
Notice of the holding of any General Meeting shall be given at least 14 clear days prior to the date of the Meeting. Notice of the Meeting shall be displayed on the Club noticeboard and shall be sent to each member in accordance with Section 14.
The Annual General Meeting shall be held in the month of October each year at such a date, time and place or pre-determined media platform as agreed by the Management Committee.
The Management Committee may call an Extraordinary General Meeting whenever it deems necessary or it shall be bound to do so on receiving a request signed by twenty (20) members. The notice calling an Extraordinary General Meeting shall state the purpose for which such meeting is being called.
At a General Meeting, twenty (20) members must be present in person to form a quorum and the voting shall be taken in such manner as the Chairperson may direct. At every General Meeting the Chairperson may vote and in the case of a tied vote, shall have the casting vote.
9. ALTERATION OF CONSTITUTION AND CLUB RULES
Save as provided herein, any addition or amendment to this Constitution shall require a vote of approval by two-thirds of the votes cast by the members present, in person or by proxy, at an Annual General Meeting or Extraordinary General Meeting specially convened for such purpose.
Notice of intention to alter the Constitution and Club Rules must be given to the members in accordance with Section 8.
10. DISSOLUTION
The Club may be dissolved by resolution passed at a General Meeting. Such a resolution shall require the approval of two thirds of all members. Such votes maybe cast either by vote at the General Meeting or by a postal vote. The voting arrangements shall be under the direction of an independent scrutineer.
The dissolution shall take effect from the day when the resolution is passed and the Management Committee shall be responsible for the winding up of the assets and liabilities of the Club. After all liabilities have been settled the Management Committee shall dispose of the net assets in accordance with the distribution provisions detailed in the resolution.
11. CONDUCT OF MEMBERS AND GUESTS
The South Buckinghamshire Golf Course is the property of and under the jurisdiction of South Bucks District Council. No member of the Club shall have priority over non-members or casual players on the South Buckinghamshire Golf Course and members must, at all times, strictly conform to the Rules of the Course and Bylaws as laid down by the South Bucks District Council.
12. COMPLAINTS/DISCIPLINARY PROCEDURE
Any complaint must be made in writing to the Secretary who shall forthwith send a copy of such complaint to person(s) complained against and to the Disciplinary Sub- Committee.
The Secretary may request a written account of the incident from the person or persons complained about for submission to the Disciplinary Sub-Committee.
The Secretary shall convene a meeting of the Disciplinary Sub-Committee at the earliest possible date. The complainee has the right to request a copy of all supporting evidence prior to the hearing and may be accompanied by one other member.
In all cases, any complaint or complaints against a member (or members) shall be considered by the Disciplinary Sub-Committee at a meeting convened for the purpose.
The Disciplinary Sub-Committee shall have the power to reprimand, suspend, expel from the Club or impose any other form of appropriate restriction of Club privileges to, any member (or members) who infringe any Rule or Bylaw of the Club or whose conduct shall, in their opinion, be prejudicial to the character or interest of the Club or whose behaviour is likely to endanger the welfare, unanimity or good order of the Club.
The Disciplinary Sub-Committee shall have the power to temporarily suspend a member pending the outcome of the Disciplinary Sub-Committee meeting.
Voting at the Disciplinary Sub-Committee hearing must take place by secret ballot and any decision shall require a simple majority.
The Disciplinary Sub-Committee shall summon such member or members to attend the aforesaid meeting, detailing the complaint or breach of Rules and such summons shall be issued by the Secretary, having given at least fourteen (14) clear days notice of the proposed meeting. Any member so summoned shall be entitled to be represented and call any witness he or she may so desire.
Any decision reached by the Disciplinary Sub-Committee shall be in writing and forwarded to the member at his/ her last known address by the Secretary within five (5) days of the decision date.
13. APPEALS PROCEDURE
Any appeal against a decision of the Disciplinary Sub-Committee must be made in writing to the Secretary within thirty (30) days of the date of notification of the decision. Any such appeal must contain a statement detailing grounds of appeal.
On receipt of an appeal, the Secretary shall convene a meeting of the Appeals Sub-Committee ref Section 4.5.7
The appellant shall be given fourteen (14) days notice of the proposed Appeals Sub-Committee meeting and shall be entitled to be represented and call any witness he/she may so desire.
Voting at the appeal hearing must take place by secret ballot and any decision shall require a simple majority.
Until the decision of the Appeals Sub-Committee review is reached, the decision of the Disciplinary Sub-Committee may, in certain circumstances, be lifted.
The decision of the Appeals Sub-Committee shall be final and binding.
14. COMMUNICATION TO MEMBERS
Unless otherwise covered in this Constitution, the Club may provide information to a member by all or any of the following means:
In hard copy form by hand or post
In electronic form, if the member has given an e-mail address for this purpose
On the Club’s website
On the Club’s Notice board
15. PERSONAL DATA PROTECTION and USE OF SOCIAL MEDIA
Members are required to comply with the Personal Data Protection and Privacy policies of the Club. Failure to do so will result in disciplinary action being taken.
Both policies can be viewed on the Club’s website or Notice board.
Revision Date October 2021