Constitution, Rules & Bye-Laws

Constitution

1.             Name of the Golf Club and Objects of the Committee

The name of the Club is STOCKWOOD VALE GOLF CLUB, henceforth referred to as 'the Club' and the objects of the Committee shall be as follows:

a)              to promote the game of golf.

b)              to initiate and organise social activities on behalf of the club.

c)               to take opportunities to publicise the club's activities and forward the interests and reputation of the club.

d)              to determine the handicaps of all playing members

e)              to uphold the rules of the club and to bring them to the attention of members and visitors who breach such rules.

f)                to actively uphold golfing etiquette.

g)              to deal with the complaints of members and to bring them to the attention of the club management if necessary

h)              to arrange the programme of golfing events and competitions.

i)                to administer such funds, to include the profits from Gaming Machines subject of a Registration Certificate, as the committee may raise to the benefit of members.

j)                to arbitrate in disputes between members.

 

2.             Membership

The categories of membership are as follows:

·            Gold Membership involves the highest membership subscription and confers the greatest numbers benefits. It is the only subscription category where green fees are not payable.

·            Silver Membership involves the next highest membership subscription and among other benefits, green fees are not payable on weekdays before 3pm, and reduced green fees are payable at all other times.

·            Green Membership involves a significantly lesser membership subscription and the benefits include reduced green fees at all times.

·            Blue Membership involves a nominal membership fee and is the lowest playing membership category. Full green fees are payable at all times, but Blue members have the significant benefits of being able to obtain an official handicap recognised by the E.G.U or L.G.U and play in Club competitions.

·            Social Membership will be open to anyone (subject to Rule 16). This category does not confer any rights to use the Golf course, but will allow members to take part in all the social events of the Club. Members may still of course introduce guests to the Club without the need to enrol them as Social members.

 

·         The numbers to be enrolled in each category, and the conditions of membership are published by the Club management and are freely available in the Clubhouse.  All members of the Club shall be eligible for membership to the Committee, may submit motions to, attend or speak at (by invitation of the Chairman) Committee meetings.

·         The very nature of the Club (Pay and Play) means that a significant proportion of the players on the course will be Casual Players (i.e. non-members).  The following rules and Bye-Laws apply also to these Casual Players but are not enforceable by the Committee (with the single exception of Bye-Law (a)4).  The members expect therefore that the Management will take active steps to enforce these Rules and Bye-Laws (which must therefore be prominently displayed in the Clubhouse) in order to avoid the application of double standards.

·         An individual wishing to become a member of the Club should be given a copy of a summary of these Rules and Bye-Laws and asked to sign a form confirming that he/she is willing to abide by the Rules and Bye-Laws before being accepted as a member.

 

3.             Definitions: Constitution, Rules and Bye Laws

a)              Constitution          deals with the relationship between the Members, the Committee, the Club's Management and the ruling bodies of the game. The Club's constitution may only be changed with the approval of the members at a General meeting. Any motion proposing a change shall be dealt with in the same way as other motions under Rule 11. but shall require a majority of a least two thirds of those voting on the motion.

b)              Rules                    these are individual subject headings of the Constitution, i.e. Rule 2 relates to member categories and rights in relation to the Committee.

c)               Bye-Laws             the Committee shall have the authority to make and publish such Bye-Laws as may be desirable to cover matters that do not merit, or are not suitable for, treatment by Rule, e.g. standards of dress, permissible playing combinations, etc.

d)              Interpretation       any question about the construction and meaning of the Rules and Bye-Laws shall be referred to the Committee whose interpretation shall be final.

 

4.             Officers of the Committee

Officers:          Captain, Vice-Captain (Captain Elect), Ladies Captain, Seniors Captain, Committee/Handicap Secretary, Social or Competition Secretary (see rule 7(e)), Honorary Treasurer, Management Representative

Additional Elected Members             3

·            No individual may hold more than two (2) posts on the Committee (subject to Rule 7(e)).  In the event that the AGM is unable to fill all the elected posts on the Committee, the task of filling such posts is delegated to the Committee.

·            All Committee Officers must be members of the Club (Gold, Silver, Green, Blue or Social).

·            The Committee has the right to co-opt any number of individuals onto the Committee where their knowledge and experience can be used for specific issues.  The duration of such appointments will be for the remainder of the Club year by default or a lesser period if specifically stated.  Such appointments require approval by a majority of the full Committee (e.g. where the full Committee numbers 11 then irrespective of the number of Committee Members attending the meeting, at least 6 votes in favour of the co-option is required).  Such co-opted individuals will have full voting rights on all issues discussed in Committee.  The quorum for Committee Meetings will need to be adjusted accordingly (see Rule 8).

The Officers shall be Appointed as follows:

a)              Chairman

By the election of one of the seven (7) Committee Officers at the first formal meeting of the Committee following the Annual General Meeting.  He/she shall serve for one year and be eligible for re-election so long as he/she remains a Committee member.

b)              Captain

By the elevation of the current Vice-Captain. He/she shall normally hold office for one year commencing at the Annual General Meeting.

c)               Vice-Captain

By decision of the incoming Club Captain and past Club Captains (who are still Club members) at a special meeting with advice from the Club Manager, and subject to the approval of the committee. The club membership is asked to support the choice at the Annual General Meeting. If the choice is not supported at the AGM then responsibility for making the choice returns to the full Committee. He/she shall take office when his/her predecessor succeeds to the Captaincy.

d)              Committee/Handicap Secretary

His/her appointment shall be by election at the Annual General Meeting. He/she shall serve for one year and be eligible for re-election after such time.

e)              Social Secretary

His/her appointment shall be by election at the Annual General Meeting. He/she shall serve for one year and be eligible for re-election after such time.

f)                Competition Secretary

His/her appointment shall be by election at the Annual General Meeting. He/she shall serve for one year and be eligible for re-election after such time.

g)              Treasurer

His/her appointment shall be by election at the Annual General Meeting. He/she shall serve for one year and be eligible for re-election after such time.

The Committee may make the following additional appointments from within the ranks of the Committee (normally from amongst the elected members) at its first meeting after the AGM.

a)              Trophy Secretary

 

5.             Nomination and Election of Officers

·         The election of officers, in accordance with Rule 4, shall take place each year at the Annual General Meeting.

·         Nomination papers shall be posted on the main notice board in the clubhouse at least four (4) full weeks prior to the date of the AGM and no nomination shall be brought before the AGM unless entered on the nomination paper by a date that is seven (7) days prior to the AGM.  

·         Each candidate shall be proposed and seconded by three members and the election shall be by ballot or show of hands.  In every case, a nomination must be validated by the consent of the member nominated.  In the event of a show of hands the individuals nominated must not be present in the meeting room.

·         If the ballot/show of hands does not produce a clear cut result because two or more of the candidates have polled an equal number of votes, those who have tied shall be subjected to a second ballot/show of hands.  If there is still a tie then lots shall be drawn to select the successful candidate.

 

6.             Resignation of Officers

·         In the event of the resignation of the Captain before the completion of his/her term of office, the Captain Elect becomes Captain and continues to hold that office until the second AGM following the date of resignation of the Captain.

·         In the event of the resignation of the Captain Elect, the Captain shall appoint a replacement for the remainder of the year subject only to the agreement of the Committee.

·         In the event of the resignation of both the Captain and the Captain Elect, the Committee shall appoint a new Captain and Vice Captain to hold office until the second AGM following the resignation of the two officers.

·         In the event of the resignation of a Committee member (who's post is normally subject to election at a General Meeting), more than four (4) months prior to the next AGM, nomination forms shall be made available to the membership by display on the main notice board.  All nominations received will be subject to a vote by the members of the Committee.  The nominee receiving the most votes will be requested to join the committee for the remainder of the club year.

·         Any Officer or Committee member who is absent without notification or apology from three (3) consecutive meetings shall be deemed to have resigned.

 

7.             Duties and Responsibilities of Officers

a)              Chairman

To conduct the affairs of the Committee and preside over and sign the approved minutes of their meetings.  Where there is a tie between the votes cast for and against a motion before the Committee, he/she shall have the right to a casting vote.  In his/her absence from any meeting, the Committee shall elect one of their number to take the chair for that meeting.

b)              Honorary Treasurer

To supervise the financial transactions of Competitions and Social events, including the profits from Gaming Machines subject of a Registration Certificate, and of the Committee and advise on it's financial affairs, and to prepare before each AGM a statement of accounts.

c)               Committee/Handicap Secretary

To conduct correspondence with respect to matters concerning the Committee; to keep proper minutes of all General Meetings; in consultation with the Chairman to arrange the agenda for and convene all meetings of the Committee; to keep such books, documents and records as the Committee may require, to give all notices required by the Committees Rules/Regulations and to Chair the Competition and Handicapping Sub-Committee during items of business concerning handicaps.

d)              Captain

The captain’s duties are wide-ranging and traditional, but he/she is especially concerned with the welfare and conduct of the members; with the management of competitions; with the condition of the course; and with promoting the good standing of the club.  He/she is the "first citizen" of the Club, and is normally expected to preside at all ceremonial occasions.  He/she selects the Captains of the Club's league team/s and the Junior Section, and in conjunction with past Captains (see Rule 4c) nominates the Vice Captain (subject to ratification by the Committee).

e)              Vice Captain

The Vice Captain is the Captain elect, and in that capacity he/she is expected to assist and support the Captain in his/her duties.  The Captain elect will always undertake the duties of Competition Secretary.  The Vice Captain also has an important role in the development of Juniors (Rule 15).

f)                Competition Secretary

The Competition Secretary is responsible for organising the annual programme of Club competitions and matches, and chairs the Competition and Handicapping Sub-Committee for all business with the exception of  handicap matters.  The Competition  and Handicapping Sub-Committee will have a maximum of 5 members including the Captain, Committee/Handicap Secretary, Social Secretary and Management Representative.  The quorum for this sub-committee is two (2) members.

g)              Social Secretary

The Social Secretary is responsible for organising the annual programme of social events and activities of the Club, and chairs the Social Sub-Committee of 4 (maximum) members including the Captain, Competitions Secretary and Management Representative.

h)              Trophy Secretary

The Trophy Secretary is responsible for the purchase, security and maintenance of Club trophies.

At the first Committee meeting after the AGM, the Committee shall appoint a Competition and Handicapping Sub-Committee (the majority of which shall be elected members) which shall have complete control over handicapping matters in the club (see Rule 7f). S.G.U. Rule 3b(vi).

 

8.             Committee Meetings

The Committee shall meet at least once a month and normally, this shall take place on the evening of the last Friday of the month at 8pm.  Sub-committees and any other meeting may be arranged as required.

·         The Secretary may at any time at his/her discretion, and shall at the request in writing of any three members of the Committee call a meeting of the Committee.  The Secretary shall give a minimum of 5 days written notice of such a meeting to every member of the Committee, and the notice shall state the nature of the business or quote precisely the motion to be discussed.

·         Each of the members of the Committee (eleven (11) plus any co-opted members) shall have the right to vote at Committee meetings and, in the event of a tied vote, the Chairman shall have the right to a casting vote.

·         The attendance record of each Committee member shall be published in the Secretary’s report at the AGM.

·         At all Committee meetings, at least 60% of the total number of Committee members shall constitute a quorum.

 

9.             Annual General Meeting

The Annual General Meeting of the club shall be held as near as possible to 31st October, but not later than 30th November, the date being decided by the Committee.  Notice of the AGM, and reference to any special business to be discussed (full details to be published on the Club notice board), shall be sent to each member at his/her last known address at least twenty-one (21) days before the date of the meeting.  Any motion for discussion at the AGM shall constitute special business and shall therefore be notified to the Secretary in writing at least six (6) weeks before the AGM for inclusion of details in the pre-AGM notice to members.

The Chairman shall normally take the Chair at General Meetings, at which he/she shall have the right to a casting vote (in addition to his/her vote as an ordinary member).

 

10.         Extraordinary General Meetings

The Committee may, when they deem it necessary, convene an Extraordinary General Meeting (E.G.M.).  The Committee shall also convene such a meeting within twenty-eight (28) days of receipt by the Secretary of a request signed by no fewer than twenty (20) members of the Club.

The request shall contain details of the motion to be proposed by the members requesting the meeting.  The notice convening an EGM shall be sent to each member at his/her last known address at least fourteen (14) days before the date of the meeting and it shall contain details of the motion to be discussed.  No other business shall be raised at the meeting, but amendments to the motion may be discussed if there is a proposer and seconder.

 

11.         General Meeting Procedure

·         Members may wish to discuss and debate a motion put to a General Meeting before voting on its acceptance.

·         An amendment to the wording of the original motion may arise out of this debate.

·         A member wishing to propose such an amendment must specifically state, "I propose an amendment to the motion" and then proceed to carefully state the additional or revised form of words.

·         The amendment must be seconded and the meeting will then vote on the acceptance or not of the amendment to the wording of the motion.

·         The meeting must now vote again.  If the amendment was accepted, the vote is to either accept the motion (with the freshly agreed form of words) or reject it.  If the amendment was rejected, the original proposal is back on the table and subject to a vote.

·         If the amendment is accepted but the motion then rejected, it is not permissible to re-visit the original motion and vote on it.  Once an amendment is accepted, the original motion no longer exists as far as the General Meeting is concerned.

·         Experience shows that organisations, on rare occasions, end up with unsatisfactorily worded rules as a result of these procedures due to the 'heat of the moment'.  If this occurs then the Club will have to 'live' with the new rule/s until the next General Meeting.

 

12.         Quorum At General Meetings

At all General Meetings of the Club, thirty (30) members shall constitute a quorum.

 

13.         Ladies' Section

The Ladies section shall elect their own Ladies Committee, Captain, Vice-Captain, and other officers to deal with the affairs of the section.  The Lady Captain is automatically a member of the Committee.  They shall make their own rules for the conduct of  Ladies' competitions, and in respect of other matters not covered by the Club Rules And Regulations.  All rules so made and/or amended shall require the Committee's approval.

 

14.         Seniors Section

The Seniors section shall elect their own Seniors Committee, Captain, Vice-Captain, and other officers to deal with the affairs of the section.  The Seniors Captain is automatically a member of the Committee.  They shall make their own rules for the conduct of Seniors' competitions, and in respect of other matters not covered by the Club Rules and Bye-Laws.  All rules so made and/or amended shall require the Committee's approval.  A member shall qualify as a Senior on reaching the age of 55 and shall qualify for entry to Seniors Club competitions if the day of the competition is on or after the individual reaches the age of 55.

 

15.         Juniors

It shall be the responsibility of the Vice-Captain to promote the development of golf for Junior members of the Club.  This shall normally entail the organisation of coaching sessions, a Junior Club Championship, and other competitions/events as appropriate.  A member shall qualify as a Junior if he/she is under 18 on the 1st January following the most recent AGM.

 

16.         Discipline

The Club shall duly exercise the disciplinary powers delegated to them under the English Golf Union Constitution (S.G.U Rule 3b(v)) which includes;

Power to expel any member who has wilfully acted contrary to any of the Rules or Bye-Laws of the Club, or who, by offensive or disagreeable conduct shall have become unacceptable or obnoxious to other members of the Club.

·            The Committee may, at their discretion, send to such an offender a private notice giving him/her the opportunity to resign from the Club to avoid the ignominy of expulsion.

·            Any member having been expelled or having resigned to avoid being expelled shall have his/her name entered in the Club's records as 'persona non grata' and shall not be entitled to recover any moneys paid by him/her to the Club.

·            No person who is 'persona non grata' shall be readmitted into membership without the unanimous approval of the Committee.

·            The Committee has the power to suspend or fine members or take any other action that it feels appropriate.

·            The Committee is accountable to the members for any disciplinary action taken and must submit a report at the AGM detailing all disciplinary action taken.

 

17.         Resignation

Any member wishing to resign membership of the Club shall notify his/her intention to do so to the Club Secretary on or before the effective date of resignation.

 

18.         Rules Of The Game

·         The Club agrees to recognise the Royal & Ancient Golf Club Of St Andrews (R&A) as the ruling body of Amateur Golf and shall abide by the Rules of Golf and Amateur Status as laid down from time to time by the R&A. (S.G.U. Rule 3b(i))

·         The Club agrees to comply with the Council of National Golf Unions' Regulations and the Rules of the Standard Scratch Score & Handicapping Scheme (and any conditions imposed within the scheme by the English Golf Union). (S.G.U. Rule 3b(ii))

·         The Club agrees to comply with the constitution and Rules of the English Golf Union, the Ladies Golf Union and the Somerset Golf Union as laid down from time to time. (S.G.U. Rule 3b(iii)).  The Club shall pay all subscriptions due to the Somerset Golf Union and to the English Golf Union in respect of every male playing member of whatever category.  (S.G.U. Rule 3b(iv)).  The Club shall also pay all subscriptions due to the Ladies Golf Union.  The Committee shall appoint three delegates to the Council of the Somerset Golf Union at its first meeting after the AGM and they shall take office at the next AGM of the Somerset Golf Union and hold office until the next such AGM.  The names of these delegates are to be submitted to the Somerset Golf Union as soon as possible.

·         The Committee shall have the power to make 'Local Rules' from time to time to meet the individual requirements of the Club, but only within the limits allowed in the R&A Rules.

 

19.         Handicaps

The Club agrees to comply with the Council Of National Golf Unions' Regulations and Rules of the Standard Scratch Score & Handicapping Scheme (and any conditions imposed within the scheme by the English Golf Union).  The rights and obligations of players, with which all members should make themselves conversant, are described in Clause 13 of the scheme, which stipulates inter alia, that a player shall have one handicap only which shall be allotted by his Home Club.  That handicap shall apply elsewhere including other clubs of which the player is a member.  Any player who is a member of more than one affiliated club must select one as his Home Club and notify that club and the others of his/her choice.

 

20.         Team Selection Policy

The Club Committee will maintain and keep up to date, a policy document containing policy on how Team Captains are appointed and how, in turn, teams are selected. 

·         The document will make reference to each of the teams, and what constraints are to be applied to each of the Team Captains to ensure that:

(a)  a consistent selection approach is applied,

(b)  as many players as possible get to play team golf,

(c)  any player with sufficient enthusiasm is given the opportunity to play team golf

·         The document will refer to the responsibilities of all parties to communicate effectively with each other in order to avoid confusion and discontent.

·         The document will be handed, by the Club Captain, to each of the Team Captains in, at the latest, the February prior to the start of the season.  The Club Captain should ensure that the contents of the policy document are read and understood by each of the Team Captains.

·         The document will refer to after-match dress code.

·         The document will be open such that any Club member may have access to it on request.

 

21.         Dogs

No member or visitor (with the exception of a blind person) shall under any circumstances bring a dog into the clubhouse or allow a dog to accompany him/her during a game of golf.

 

22.         Buying Of Golf Balls

No member or visitor shall buy golf balls at the Club anywhere but in the Professional Shop.

 

23.         Complaints And Suggestions

Complaints and suggestions are welcomed by the Committee.  Such comments shall be made in writing to the Committee Secretary and signed, with the name also printed legibly.

 

24.         Dress

Minimum standards of dress shall be laid down in the Bye-Laws authorised by the Committee and prominently displayed on the main notice board.  Any member or guest of a member who fails to conform to those standards shall be required to leave the course or Clubhouse.  Any member who persists in ignoring the dress regulations shall be dealt with under Rule 16.

 

25.         Litter

Any member who wilfully deposits litter (packages, paper, drink cans etc.) on the course or in the clubhouse, other than in waste bins shall be liable to one month's suspension on the first offence.  A repetition of the offence shall be dealt with under Rule 16.  Members may also tactfully request non-members not to deposit litter on the course.

 

26.         Golfing Guests And Visitors

Members may introduce golfing guests on payment of the appropriate green fee provided there is no club competition in progress, and provided the guest is not for any reason barred.  Members are reminded that they are responsible for the standard of behaviour and etiquette of their guest/s while they are on the course or in the clubhouse.

 

27.         Gaming Machines Authorised By Registration Certificate Under The Gaming Act, 1968.

The Committee will be responsible for distributing profits from the proceeds of these machines for the benefit of all members.    

 

Bye-Laws

 

a)             Conditions of Play

1.             Playing Combinations

Only two-ball, three-ball and four ball matches are recognised and authorised by the Club.  Although single players are permitted, they have no standing on the course and must not interfere with properly constituted games or matches.  Players competing in matches or organised competitions shall always have precedence on the course.

2.             Playing Equipment

Players may not share the same set of clubs during play except where this is permissible within official Club competitions under the R&A Rules of Golf.

3.             Sequence Of Play

Once started, all the games or matches should play holes in their proper sequence.  Players who fail to do so have no standing on the course for the remainder of their round of golf

4.             Breaches Of Etiquette And Slow Play

Breaches of etiquette and slow play are to be discouraged and serious instances of either should be taken up at the time with the offenders or promptly reported to the Captain or Secretary so that they may be dealt with.

Committee members have the power to order any player from the course (both members and casual players) if the breach is sufficiently serious, e.g. abuse of the putting surface, fighting etc.  If the offending player is a member, then the matter will be brought before the Committee for appropriate action.  If the offending player is not a member, then the Committee member must quietly inform the individual of his/her name, the reason for the action, the powers under which he/she is acting and take the name of the offending player.  The offending player then has two choices: a) to leave the course, in which event, subject to the agreement of the Management, the player may be allowed to play on the course in the future, or b) to finish his/her game in which event the Committee member must not try to evict the offending player but to report the identity of the player to the Management immediately, after which that player will become 'person non grata' at the Club.

 

b)             General

1.             Dress

A clean and tidy standard of dress is required at all times.  Collarless shirts, hats and golfing shoes are not allowed in the bar/lounge area at any time.  Jeans and collarless shirts are not allowed on the course.  Tailored shorts are permissible and accompanying socks may be long or short.  Jeans in a tidy condition are however permitted on the Driving Range and in the Clubhouse.

2.             Car Park

The car parking areas are clearly defined and must be used properly and sensibly.