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Club Constitution

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Terry Moncur, Golf Pro

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(As amended by the AGM of Langdon Hills Golf Club held on Thursday 24th October 2013)

Definitions
In this Constitution the following definitions apply:
“Club” shall mean the Langdon Hills Golf Club Ltd, situated at Lower Dunton Road, Bulphan, Essex;
“Committee” shall mean the Members’ Committee of the Club;
“Member” shall mean a member of the Club;
“Members’ Account” shall mean the LHGC Members’ Account, a non-profit-making account set up by the Committee for the day-to-day running of the business of the Committee;
“Premises” shall mean the golf course, the clubhouse and any building or facility licensed to the Club for the use of Members and guests.

1. Objects of the Club
The Club shall exist to provide facilities for and encourage participation in the sport of golf and shall administer golf competitions, handicaps and junior golf development for all sections of the community at a reasonable charge. Any surplus income or gains will be re-invested into the Club. The Club is intent that children, young people and vulnerable adults will find golf a safe sporting environment in which to have fun, learn and develop through the promotion of the policies and procedures in the policy document “Children in Golf — Protecting the Future”.

2. Amendments to the Constitution
An amendment to this Constitution shall be approved or otherwise by a simple majority ballot at the AGM or EGM called for the purpose provided it has been proposed, seconded and submitted in writing to the Committee not less than three weeks prior to the AGM or EGM. Such proposal to be posted on the Notice Board by the Committee not less than two weeks prior to the AGM or EGM.

3. Conduct of the Game
(a) The Club agrees to recognise R&A Rules Ltd 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.
(b) The Club agrees to comply with the Council of National Golf Union’s Regulations and Rules of the SSS and Handicapping Scheme (and any conditions imposed within the scheme by the English Golf Union).
(c) The Club agrees to comply with the Constitution and Rules of the English Golf Union and of its County Union as laid down from time to time.

4. Subscriptions to the English Golf Union and County Union The Club shall pay all subscriptions due to the County Union, to the English Golf Union and to the Ladies’ Golf Union in respect of every playing Member of whatever category as appropriate.

5. Disciplinary Powers
The Club shall duly exercise the disciplinary powers delegated to it under the English Golf Union Constitution.

6. Elections
The Members at Annual General Meeting or the elected General Committees whichever is appropriate shall appoint a Competition and Handicapping Committee (the majority of which shall be elected Members) which shall have complete control of handicapping matters in the Club.

7. Revocation
Clauses 3 to 6 and this Clause shall not be amended or revoked without the prior written consent of the English Golf Union.

8. Membership
Membership of the Club shall be open to anyone interested in golf on application regardless of sex, age, disability, ethnicity, nationality, sexual orientation, religion or other beliefs. However, limitation of membership according to available facilities is allowable on a non-discriminatory basis.
Upon receipt of administration and membership fees Members are entitled to enjoy the benefits provided at the Premises under the licence agreement provided by Langdon Hills Golf and Country Club Ltd.
The Committee may refuse membership, or remove it, only for good cause such as conduct or character likely to bring the club or sport into disrepute. Appeal against refusal or removal may be made to the members.

9. Categories of membership
The membership categories will be defined by the Committee and displayed from time to time on the Notice Board. Men and ladies will have equal rights in all respects. Membership fees for each category will be determined by the Committee annually.

10. Membership year
The membership year shall run from 1st May to 30th April.

11. Honorary Members
Honorary Members are those appointed by the Committee free of subscription and having full membership rights. The serving Club Captain, Lady Captain, Seniors' Captain, Club Treasurer and Club Secretary are honorary Members. Honorary Members will pay the annual affiliation fee.

12. Affiliation
The Club shall be affiliated to the English Golf Union and the Essex Amateur Golf Union. The ladies’ section shall be affiliated to the Ladies’ Golf Union. Members shall abide by the rules of these organisations as they apply and by the rules of golf and rules of amateur status as laid down by the R & A. The Club shall also be affiliated to any other organisations which the Committee may from time to time determine.

13. Management of the Club
(a) Duties of the Committee
The golfing activities of Members shall be controlled by the Committee.
The Committee shall meet monthly or at such times as they consider necessary, any five of whom shall constitute a quorum. Any Member may write to or contact the Committee on any issue concerning the Club.
The Committee shall ensure that proper books of account are maintained and a statement of account and balance sheet is prepared for circulation prior to, and for endorsement at, the AGM.
At any meeting of the Committee only Executive Officers duly appointed at the AGM shall have voting rights.
The Committee shall have power to co-opt Members to the Committee and any other committee to fill vacancies that may occur, and to convene meetings at any time which it considers necessary for the running of the Club.
(b) Duties of the Board
The Committee will elect five Members to form a Board, which will administer the operational issues of the Club. The Board will operate and control the income and expenditure of the Club’s finances and will submit audited accounts to the Committee and the Club’s AGM. Board members will be elected for a period of three years.

14. Executive Officers of the Club (the Committee)
The term of office for all elected positions of the Club shall run from the AGM of appointment until the next appropriate AGM.
(a) Club Captain
At the AGM the Chairman shall appoint the previously elected Club Vice-Captain as Club Captain for the forthcoming year. If the position of Club Vice-Captain has become vacant, a Club Captain shall be elected at the AGM, subject to the necessary notices having been posted. The Club Captain shall act as Chairman at all meetings of the Committee.
(b) Lady Captain
At the AGM the Chairman shall appoint the previously elected Lady Vice-Captain to the position of Lady Captain for the forthcoming year.
(c) Club Vice-Captain
At the AGM a Member shall be elected as Club Vice-Captain for the year and Club Captain for the following year. The Committee will propose a Vice-Captain whose name shall be posted on the Notice Board in the Clubhouse not less than two weeks prior to the AGM. A nomination for Vice-Captain may be made from the membership by submission in writing to the Committee not less than three weeks prior to the AGM.
(d) Immediate Past Club Captain
The Immediate Past Club Captain shall serve on the Committee.
(e) Seniors’ Captain
At the AGM the Chairman shall appoint the previously elected Seniors’ Vice-Captain to the position of Seniors’ Captain for the forthcoming year.
(f) Club Treasurer
The Club Treasurer shall be elected at the AGM for a period of three years. The Club Treasurer shall be responsible for all moneys held in the Members’ account of the Men’s, Ladies’, Seniors’, Juniors’ and Social sections of the Club and shall prepare accounts annually for circulation to Members and quarterly for Committee use. Two signatures shall be required for the signing of cheques from the Members’ account.
(g) Competitions Secretary
The Competitions Secretary shall be elected at the AGM for a period of three years and shall be responsible for the running of Club Competitions, reporting to the Committee and abiding by the decisions and rulings of the Committee. The Competitions Secretary shall co-opt as many Members as necessary to assist with the organising of competitions.
(h) Handicaps Secretary
The Handicaps Secretary shall be elected at the AGM for a period of three years and shall be responsible for the running of the handicapping system, inputting details in the computer and posting results of competitions and changes to handicaps, reporting to the Committee and abiding by the decisions and rulings of the Committee. The Handicaps Secretary shall co-opt as many Members as necessary to assist with the control of the handicapping system.
(i) Junior Organiser
The Junior Organiser shall be elected at the AGM for a period of three years and shall be responsible for the organisation of the juniors’ section. The Junior Organiser shall co-opt as many Members to assist with the juniors’ section as necessary and shall report to the Committee and abide by the decisions and rulings of the Committee.

15. Non-Executive Officers of the Club
(a) President
The Committee may, at its discretion, appoint a Member to the position of President to serve for a period of three years, such appointment to be made by the Chairman at the AGM. The President may attend Committee meetings.
(b) Communications and Public Relations Officer
The Committee may, at its discretion, appoint a Member to the position of Communications and Public Relations Officer to serve for a period of three years, such appointment to be made by the Chairman at the AGM. The Communications and Public Relations Officer may attend Committee meetings.
(c) Club Secretary
The Club Secretary shall be appointed by the Committee to be responsible for dealing with any approaches and enquiries regarding the activities of the Committee and to ensure that all communications are directed to the appropriate Committee member. The Club Secretary shall see that all Committee members are notified of meetings and that minutes are taken and circulated of such meetings, and may act and assist in any capacity as decided by the Committee.
(d) Social Secretary
The Committee may, at its discretion, appoint a Member to the position of Social Secretary to serve for a period of three years, such appointment to be made by the Chairman at the AGM. The Social Secretary may attend Committee meetings.
(e) Lady Vice-Captain
At the AGM a lady Member shall be elected as Lady Vice-Captain for the year and Lady Captain for the following year. The ladies’ committee will propose a Lady Vice-Captain whose name shall be posted on the Ladies’ Notice Board in the Clubhouse not less than two weeks prior to a special ladies’ meeting held prior to the AGM. A nomination for Lady Vice-Captain may be made from the lady membership by submission in writing to the ladies’ committee not less than three weeks prior to the special meeting. The Lady Vice-Captain may attend Committee meetings in the absence of the Lady Captain.
(f) Seniors’ Vice-Captain
At the AGM a senior Member shall be elected as Seniors’ Vice-Captain for the year and Seniors’ Captain for the following year. The seniors’ committee will propose a Seniors’ Vice-Captain whose name shall be posted on the Seniors’ Notice Board in the Clubhouse not less than two weeks prior to a special seniors’ meeting held prior to the AGM. A nomination for Seniors’ Vice-Captain may be made by submission in writing to the seniors’ sub-committee not less than three weeks prior to the special meeting.
(g) Juniors’ Section Adviser
The Chairman at the AGM shall appoint a Juniors’ Section Adviser to work in collaboration with the Junior Organiser to ensure that all activities involving junior members are conducted in a manner which conforms with the recommendations laid down by the relevant authorities concerned with child development and the Club’s Child Protection Policy.

16. Meetings
(a) Annual General Meeting
The Club shall hold an Annual General Meeting in October, whereat all Members shall be entitled to attend and on each ballot all Members (excluding junior Members) shall be entitled to one vote. Votes submitted by proxy will not be accepted. The attendance of 15 Members shall constitute a quorum.
Not less than 28 days’ notice shall be given of the date, time and venue of the AGM. An agenda for the AGM will be posted in the Clubhouse not less than seven days prior to the AGM, which will include names of all nominees for Club positions and listing in full all proposals and amendments to proposals.
All nominations for election to positions within the Club must be in writing to the Committee not less than 21 days prior to the AGM. Such nominations must be proposed and seconded and have confirmation that the person so nominated is willing to stand if elected. Proposer, seconder and nominee must all be Members of the Club at the date of the AGM.
In the event of the number of nominations exceeding positions available a written ballot will be held where a simple majority will suffice. In the event of equality of voting the Chairman shall have the casting vote.
No junior Member may nominate or be nominated to serve on the Committee.
(b) Extraordinary Meetings
An Extraordinary Meeting may be called by the Committee, or by the written application to the Committee from 20 Members stating the reasons for the meeting and signed by all 20 applicants. The Committee shall give not less than 21 days’ notice of the date, time and venue and reasons for an Extraordinary Meeting. The conditions and restrictions appertaining to the Annual General Meeting (sub-clause (a) of this clause) shall apply to Extraordinary Meetings.

17. Sub-Committees
(a) Ladies’ committee
The ladies’ section will be open to all lady Members. The section will organise a committee to comprise of the Lady Captain, Lady Vice-Captain, Immediate Past Lady Captain, competitions secretary, handicaps secretary, treasurer and secretary. All positions shall be appointed by ballot at a special ladies’ meeting held for the purpose prior to the AGM.
(b) Seniors’ committee
The seniors’ section will be open to all male Members aged 55 years and over. The section will organise a committee to comprise of the Seniors’ Captain, Vice-Captain, Immediate Past Captain, Chairman, competitions secretary, treasurer and secretary. All positions shall be appointed by ballot at a special seniors’ meeting held for the purpose prior to the AGM.
(c) Juniors’ section
The section will be organised by the Junior Organiser and the Juniors’ Section Adviser, who will appoint assistants to help them as they feel appropriate. The juniors’ section will be open to all Members aged 6 to 18 years. The Junior Organiser and the Juniors’ Section Adviser will recommend to the Committee individuals for the position of Junior Captain and Junior Vice-Captain. These positions will be appointed by the Chairman at the AGM.

18. Guests
Members are responsible for the conduct of their guests whilst on the Premises and any infringement of the disciplinary code by a guest may incur action upon the Member introducing such guest.

19. Conduct
Members will conduct themselves in a manner which does not bring discredit to the Club whilst on the Premises or representing the Club in any capacity. The Committee will determine the dress code for Members and guests both on the golf course and in the Clubhouse and details will be displayed from time to time on the Notice Board.

20. Child Protection Policy
A Child Protection Policy has been adopted as part of the Club’s Health and Safety procedures. The Policy will be reviewed annually and a copy of the latest version is displayed on the notice board and published on the Club’s web site.

21. Financial
All surplus income over expenditure of the Club will be used on improvements or maintenance of facilities related to the non-profit making body. And precludes the distribution of surpluses of income over expenditure to any Member, shareholder or any other party.

22. Commercial Influence
No Employee of the Club will be paid a salary or part of a salary based on gross income or profits of the Club. No goods or services (relevant supplies) will be purchased from an officer or shadow officer of the Club or member of the Board (or his intermediary).

23. Discipline
The Committee shall have disciplinary authority concerning matters under its domain.
In any disciplinary matter where suspension or expulsion are considered appropriate the Committee will in the first instance write to the person concerned informing him/her of its intention and the reasons therefor. For this purpose a letter sent to the last known address given by the Member shall be sufficient and proper notice. The Member will be allowed 14 days from the date of such notification to request a hearing with the Committee.
The Committee shall have the right to request any Member to attend a meeting with the Committee to discuss any issue of a disciplinary nature.

24. Records
The minutes of all meetings of the Committee and of the Board shall be kept in the relevant Minutes Book and shall be available to any Member upon request.

25. Auditors
The Auditors for the Members’ Account and for the Club Accounts will be approved at the AGM.

26. Annual Administration Fee
An annual administration fee will be paid by all Members on 1st May, such fee to be fixed at the AGM or EGM. New Members will pay the full amount for the calendar year in which they join.

27. Dissolution
Upon dissolution of the club any remaining assets shall be given or transferred to another registered CASC, a registered charity or the sports governing body for use by them in related community sports.

Appendix
Term of Office
Officers to be elected at the AGM
Club Vice-Captain (Executive) 1 year
Club Treasurer (Executive) 3 years
Competitions Secretary (Executive) 3 years
Handicaps Secretary (Executive) 3 years
Junior Organiser (Executive) 3 years

Lady Vice-Captain (non-Executive) 1 year
Seniors’ Vice-Captain (non-Executive) 1 year

Officers to be appointed at the AGM
Club Captain (Executive) 1 year
Lady Captain (Executive) 1 year
Seniors’ Captain (Executive) 1 year
Immediate Past Club Captain (Executive) 1 year

President (non-Executive) 3 years
Communications and Public Relations Officer (non-Executive) 3 years
Social Secretary (non-Executive) 3 years
Juniors’ Section Adviser (non-Executive) 3 years

Other positions to be appointed at the AGM
Junior Captain 1 year
Junior Vice-Captain 1 year
Board members 3 years