Draft Revision of the Langdon Hills Golf Club Constitution.

(Last amended 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;

  • “Golf Club Ltd Account” - shall mean a Bank Account administered by the Board under the direction of the Committee.

  • “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.


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 Constitution, Policies and Rules of England Golf and of the Essex Golf Union. The Club has adopted the following:

i. The SafeGolf policies and procedures (with effect from 1 April 2021);

ii. An Equality and Diversity Policy which is consistent with the England Golf Equality and Diversity Policy

iii. Appropriate Disciplinary Procedures that are consistent with the England Golf Disciplinary Regulations and those of the Essex Golf Union.

iv. Anti-Doping Regulations which recognise the authority of the Anti-Doping Regulations adopted by England Golf.

The Club have in place appropriate arrangements for keeping those rules regulations and policies up to date.

(c) The Club agrees to comply with the Rules of Handicapping and any conditions / discretions imposed within the system by England Golf.

(d) The Committee shall appoint a 'Competition and Handicapping Committee' as required under the Rules of Golf and the Rules of Handicapping which shall have complete control of competition and handicapping matters at the Golf Club.

4. Subscriptions

The Club shall, by the due date, pay all subscriptions due to England Golf, the Essex Golf Union and to the Essex Ladies County Golf Association in respect of every playing Member of whatever category, as appropriate.


5. Revocation

Clauses 3 & 4 and this Clause shall not be amended or revoked without the prior written consent of England Golf.


6. 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.


7. 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.


8. Membership year

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


9. Honorary Members

Honorary Members are those appointed by the Committee free of subscription and having full membership rights. Honorary Members will pay the annual administration fee.

10. Affiliation

The Club shall be affiliated to England Golf and the Essex Golf Union. The ladies’ section shall be affiliated to the Essex Ladies County Golf Association. 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.


11. Management of the Club

(i) Club 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 Executive Committee members 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 accounts 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.

(ii) 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.

  1. Club Captain
    At the AGM the previously elected Club Vice-Captain shall be appointed 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.

  2. Lady Captain
    At the AGM the previously elected Lady Vice-Captain will be appointed to the position of Lady Captain for the forthcoming year.

  3. 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.

  4. Immediate Past Club Captain
    The Immediate Past Club Captain shall serve on the Committee.

  5. Seniors’ Captain
    At the AGM the previously elected Seniors’ Vice-Captain shall be appointed to the position of Seniors’ Captain for the forthcoming year.

  6. 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.

  7. 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.

  8. Handicap Secretary
    The Handicap Secretary shall be elected at the AGM for a period of three years and shall be responsible for the application of the World Handicap System, reporting to the Committee and abiding by the decisions and rulings of the Committee.

  9. 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 Committee shall co-opt as many Members as necessary to form a Junior committee to assist the Junior Organiser.

  10. Social Secretary
    The Social Secretary shall be elected at the AGM to serve for a period of three years and will be responsible for the organization of Club social events. The Committee shall co-opt as many Members as necessary to form a Social committee to assist the Social Secretary.

(iii) 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 Chair 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 Chair 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) 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.

(e) 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.

  1. Club Welfare Officer

Shall be appointed by the Committee to serve for a period of three years. The Welfare Officer will be responsible for the conformity of the Club to the SafeGolf policies and procedures.



(12) The Board of Langdon Hills Golf Club Ltd.

  • An AGM or EGM will elect up to five club Members to form a Board. Nominations for Board members with a proposer and seconder must be received by the Secretary at least 3 weeks prior to the election.

  • At least three Board members shall serve as Directors of the Limited Company.

  • The Board will administer the operational issues of LHGC Ltd.

  • The Board will operate and control the income and expenditure of LHGC Ltd. via the Golf Club Ltd Account, subject to Committee approval and will submit accounts to the Committee and the Club’s AGM.

  • Board members will be elected at an AGM or EGM for a period of three years.

  • The Board may invite others to attend Board meetings in a non-voting capacity.

  • The Board are answerable to the Committee and the membership.

  • Upon dissolution of Langdon Hills Golf Club Ltd, the Board shall be responsible for the redistribution of any assets under instruction from the Committee.

13. 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 Chair 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 shall apply to Extraordinary Meetings.


14. 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 with assistance from the Junior Committee. The juniors’ section will be open to all Members aged 6 to 18 years. The Junior Organiser will recommend to the Committee individuals for the position of Junior Captain and Junior Vice-Captain. These positions will be appointed by the Chair at the AGM.


15. 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.

16. 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 on the golf course and details will be displayed from time to time on the Notice Board.


17. Safeguarding Policies

Safeguarding Policies have been adopted as part of the Club’s safeguarding procedures. These will be reviewed annually and copies of the latest versions are displayed on the notice board and published on the Club’s web site. They follow England Golf – Safe Golf guidelines.


18. 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.

19. 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 or email 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.


21. Records

The minutes of all meetings of the Committee and of the Board shall be kept and copies shall be available to any Member upon request.


22. Auditors

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


23. 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.


24. Dissolution

Upon dissolution of the Golf Club Ltd, any remaining assets shall be given or transferred to another registered CASC, a registered charity or the sport’s governing body for use by them in related community sports.





Appendix


Officers to be elected at the AGM & Term of Office

  • Chair (Executive) 3 years

  • Club Vice-Captain (Executive) 1 year

  • Club Treasurer (Executive) 3 years

  • Competitions Secretary (Executive) 3 years

  • Handicaps Secretary (Executive) 3 years

  • Social 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

Other positions to be appointed at the AGM

  • President (non-Executive) 3 years

  • Communications and Public Relations Officer (non-Executive) 3 years

  • Junior Captain 1 year

  • Junior Vice-Captain 1 year

  • Board members 3 years