Millfield Golf Club. Constitution, Revised 2011 (Rev. 4a 11/10/11)

1. The name of the Club shall be Millfield Golf Club Men’s Section. (Hereinafter referred to as the Club).

2. Home Course. Millfield Golf Complex, Laughterton, Lincs. LN1 2LB.

3. Objectives. To promote the game of golf and fellowship between members and other golf clubs.

4. (a) Equality Policy. The Club is fully committed to the principle and practice of equality of opportunity.

(b) Child Protection Policy. The Club has a duty of care to safeguard all children involved from harm. The needs of disabled children and others who may be particularly vulnerable must be taken into account. The Club will ensure the safety and protection of all children involved through adherence to the Child Protection guidelines adopted by the Club.

(c) The Club holds separate documentation from relevant organisations relating to Equality and Child Protection Policies and their guidelines and recommendations on these issues are to be observed.

5. Affiliation. The Club shall be affiliated to the English Golf Union, the Lincolnshire Union of Golf Clubs and the Council of National Golf Unions and any other association the Committee may from time to time decide.

6. Playing Procedure. Games will be played in accordance with the Rules of Golf and the Rules of Amateur Status as from time to time approved by the Royal and Ancient Golf Club, subject to any special local rules which the Club Committee approve from time to time.

7. Precedence. The specific rules of the Club shall have precedence over the rules of the Lincolnshire Union of Golf Clubs, which shall have precedence over the rules of the English Golf Union.

8. Constitution. The Club shall consist of Honorary Life Members, Honorary Members and Members.

9. Membership.

(a) All applications for membership shall be made on the Club application form, which must be endorsed by a member. The form should be forwarded to the Secretary who will make arrangements for the applicant to be interviewed. Following the interview the application will be put to the next full or executive committee meeting for approval.

(b) The election of each category of membership shall be vested in the Committee and they will lay down such procedures as they deem necessary.

(c) The Committee retains the right to reject any application for membership without explanation.

(d) Honorary Life Members

i. Members shall be nominated by the Committee for Honorary Life Membership in recognition of outstanding services to the Club. Nominations shall be circulated to all members prior to the AGM following their nomination.

ii. The support of at least two thirds of the members present and voting at the AGM shall be required before such elections can be effected.

iii. Club subscriptions are waived for Honorary Life Members.

  1. This honour may be revoked by either;

(e) Honorary Members.

i. Members may recommend to the Committee a member who, if approved, shall be nominated by the Committee for Honorary Membership in recognition of outstanding services to the Club. Nominations will be posted on the notice board for 28 days prior to becoming effective.

ii. Club subscriptions are waived for Honorary Membership.

iii. Honorary Membership shall cease should the Honorary Member cease to be a “home” member.

iv. All Honorary Memberships are renewable at the AGM.

v. An Honorary Member shall have no voting rights at an AGM or an EGM.

vi. Any situation arising which may necessitate a review of this honour shall be dealt with under 14 below. (Discipline).

(f) Seniors.

Members attaining their 55th birthday will be eligible to take part in the Seniors activities from that birthday.

(g) Juniors.

All members under the age of 18 years on the 1st January in the year of joining or renewal shall be eligible to take part in Juniors activities.

10. The Committee.

(a) The management and control of the affairs of the Club shall be vested in the committee.

(b) The Committee shall consist of the President, Committee Chairman, Honorary Secretary, Honorary Treasurer, Captain, Vice Captain, Competition and Handicap Secretary, Social Secretary, Immediate Past Captain, Seniors Organiser, Juniors Organiser and four ordinary members. In addition, the committee shall have the power to co-opt additional members to the Committee by simple majority.

(c) Members of the Committee who do not designate the Club as their “Home” club are immediately disqualified from serving on the committee.

(d) The committee shall have the power to create Sub Committees and provide such clear objectives, authority and/or constraints as are necessary for the Sub Committees to carry out their tasks. Sub committees are required to submit their recommendations to the Club Committee for approval and ratification.

(e) Executive Committee. The Captain, Committee Chairman, Honorary Secretary, Honorary Treasurer and Competition & Handicap Secretary shall form an Executive Committee. (See 12 b (ii) below).

11. Election of Officials.

(a) President. Nominations shall be invited by the Committee and prior to the AGM the committee will select a candidate. If elected by a majority of the members present at the AGM, he shall hold office for a period of two years.

(b) Officers of the Club. The Committee Chairman, Honorary Secretary and Honorary Treasurer shall be elected in rotation at the AGM. Each shall continue in office for three years.

(c) Vice Captain. The Captain in consultation with the Vice Captain and the Sub Committee of Past Captains shall recommend to the Committee a nomination for the office of Vice Captain. After approval by the Committee this nomination shall be put to the vote at the AGM. The Vice Captain shall then serve one year after which he shall become Captain for the following year.

(d) Competitions & Handicap Secretary and Social Secretary shall be elected in rotation with Seniors Organiser, Juniors Organiser,at the AGM. Each shall continue in office for two years.

(e) Committee Members.

i. No member shall be elected to the Committee unless he has had continuous membership for the preceding 12 months and has been proposed and seconded by members of at least one year’s standing.

ii. A member who is not a home member shall not be eligible to be elected to the Committee.

iii. Nominations must reach the Secretary at least 21 days before the AGM. All nominees must have agreed to their names being submitted.

iv. In the event of insufficient nominations being received, nominations may be taken from the floor at the AGM.

(h) Committee Vacancies. Should a vacancy occur during the year, the Committee may co-opt a member to fill it until the following AGM at which an election shall take place to fill the position for the outstanding term.

(i) All elections in this section (11) will be effected by a simple majority of those present and voting at the meeting.

12. Committee Procedure.

(a) The Committee

i. Meetings. The Committee shall meet as often as the business of the Club shall require but at least once per quarter. The quorum shall be 7.

ii. Duties. The Committee shall be responsible for formulating the medium term strategy. It will set standards and values, measure performance against those standards, deal with disciplinary issues and report to the membership accordingly.

(b) The Executive Committee

i. Meetings. The Executive Committee shall meet as often as the business of the Club shall require but at least once per month. The quorum shall be three.

ii. Duties. The Executive Committee shall be responsible to the Club Committee for the day to day management of the affairs of the Club.

13. Committee Powers.

(a). The Committee shall have the power to retain and hold all sums of money coming into the Club as property of the Club and to hold such monies in appropriate Club bank accounts. All cheques drawn on the Club’s accounts must be signed by the Honorary Treasurer and also by one other member duly authorised by the Committee. The clubs bankers name and address shall be available to members upon request.

(b) The Committee will have the power to retain or employ the services of such persons as considered necessary for the purposes of the Club and to pay them on receipt of invoices in return for services rendered. The rate of remuneration will be at the discretion of the Committee and the decision to terminate contracts for services is also vested in the Committee.

(c) The Committee shall determine the roles and objectives of officials.

(d) The Committee shall have the power to suspend any official and temporarily fill the vacancy pending any investigation. Any motion of suspension must attain at least a two thirds majority of those present and voting.

(e) The Executive Committee is able to incur reasonable expenditure necessary for the furtherance of the interests of the Club.

(f) Loans. The Committee shall not have the power to authorise borrowing and shall not incur expenditure that would necessitate borrowing by the Club.

(g) Resignations. Any member of the Committee wishing to resign should endeavour to provide at least three months notice in writing to the Secretary.

h) At every meeting of the Committee or the Executive Committee, each Member present, with the exception of the Chairman, shall have one vote. However, should the vote be tied then the Chairman shall have the casting vote.

14. Discipline.

(a) All complaints against any member must be in writing and forwarded to the Secretary.

(b) The Committee will proceed as per the EGU ‘Instructions for the Procedure and Conduct of Disciplinary Procedures’ detailed in the current EGU Year Book.

(c) Appeal procedures will follow the instructions stated in the document referred to in 14b above.

    (d) The committee retains the right to suspend a member from club activities, pending further investigation and/or disciplinary proceedings.

15. Extraordinary General Meetings. An EGM may be called at the discretion of the Committee or by a written request to the Secretary signed by not less than 20 members. The request must provide details of items for debate which must concern the interests of the Club.

The Secretary will arrange an extraordinary committee meeting to set the agenda, time, date and venue of the EGM. The EGM must be held within 28 days of the extraordinary committee meeting. At least fourteen days notice of an EGM containing the agenda must be sent to all members. No other business shall be discussed at the EGM. 20 members shall form a quorum for the transaction of any business at any meeting held under this provision and 16 below.

16. Annual General Meeting. The AGM shall be held for the purposes of electing Officers and Committee members, also to receive and record Annual Reports from Sub Committees and Annual Accounts of income and expenditure as well as a Balance Sheet, provided by the clubs accountants. The AGM shall be held within eight weeks of the end of the financial year which will be 30th September. Committee vacancies will be posted on the Club notice board. At least 28 days notice must be given to all members stating date, time and place of meeting and inviting nominations for Officer and Committee vacancies.

17. Subscriptions.

(a) Annual subscriptions shall be recommended by the Committee and members informed of proposed changes prior to the AGM and if approved the changes will take effect immediately.

(b) Any member who has not paid his subscription before the 1st April shall be deemed to have terminated his membership.

(c) Annual membership of the club will commence from 1st March.

(d) Any member changing his home address or email address should notify the Secretary in writing. Until notice is given all communications and notices sent to his last known address or email address shall be deemed as served upon the member.

18. The Committee shall recommend to the AGM such Honoraria to whichever Officers they determine appropriate.

19. Internal Auditors and Accountants shall be appointed at the AGM.

20. Changes to this Constitution. Changes to this constitution may only be made following the approval of two thirds of the members present and voting at an AGM or an EGM. One month’s notice of proposed changes to this Constitution should be given to the Secretary, either signed by at least twenty members or approved by the Committee. Details of the proposed changes must be sent to each member by the Secretary at least fourteen days before the appropriate meeting.

22. Dissolution.

(a) Any motion to dissolve the Club must be subject to an EGM. Such a motion shall require a vote of at least two thirds of the members present. In the event that such a motion is passed or in the event that dissolution is forced upon the membership by virtue of external events outside of the members control, assets belonging to the Club shall not be distributed to the members save a payment to each member equal to the last year’s individual members annual subscription.

(b) Dissolution shall be undertaken by the Officers of the Club. If there is a surplus of assets over liabilities (liabilities to include the payment to members, see 22(a) above), that surplus shall be given or transferred to such charities and/or to other clubs or organisations having similar objectives to the Club, as the members shall decide.

Abbreviations Used

AGM - Annual General Meeting

EGM - Extraordinary General Meeting