Glen GC Constitution

NAME OF THE CLUB

1.    The Club shall be called the Glen Golf Club, North Berwick  (hereinafter referred to as the “Club”). The Club shall be a non-profit-making body.

 OBJECTIVES

 2.    The Objectives of the Club shall be the provision of golf and related facilities, including competitions, for Members and Visitors. Any profits or surpluses generated by Club activities shall be devoted to the improvement and maintenance of the Club facilities. No profits or surpluses shall be distributed to Members. The Club is strongly committed to the promotion of equal opportunities for all members of the community. We aim to foster a club environment in which individuals and groups are treated with dignity and respect. We shall ensure that individuals are not discriminated against through Club/organization policy or procedures on the grounds of their gender, marital status, age, sexual orientation, social class, ethnic or national background, race, colour, disability or any personal attributes, including beliefs or opinions, such as religious or political opinions. We expect all Members to support us in the achievement of this.

MEMBERSHIP

3.    CLASSES

The Club shall consist of Voting and Non-Voting Members. Voting Members shall be 7-Day (hitherto called ‘Ordinary’) Members, Life and Honorary  Members. Non-Voting Members shall be 5-Day, Overseas, Country, Junior, Non-Playing, Temporary and Affiliated Members.

 4.    AGE

 Applicants for Membership, other than Junior Membership, shall not be elected or admitted until they have attained the age of 18. Rules and Regulations regarding Junior Membership are set out in Appendix (2).

 5.    7-DAY MEMBERS

The number of 7-Day and Life Members shall not exceed 680. This number must always exceed the combined total of Members in all other categories. The whole heritable and moveable property of the Club shall belong to the Voting Members equally during Membership, but the rights and interest of every Voting  Member shall be personal and limited to the Member, shall expire with him/her and shall not be assignable or arrestable or pass to his/her executors or successors.

  5(a) LIFE MEMBERS

      The number of Life Members shall not exceed 30. Life Members shall not pay
      annual subscriptions or levies. Life Members shall have the rights and
      privileges of Voting Members and where reference is made in this
      Constitution to Voting Members  such reference shall include Life Members.

5(b)HONORARY MEMBERS

 It shall be competent for two thirds of the Voting Members present at a General Meeting to confer upon any person the distinction of
Honorary Membership in recognition of their renown as a golfer or
of services to the Club or in the promotion of the game of golf. An Honorary Member shall have the rights and privileges of a Voting Member. The Captain and the Match Secretary shall be admitted Honorary Members for the duration of their period of office. Any Member who has 50 years’ continuous Membership of the Club shall be offered Honorary Membership, shall be exempt from payment of any further subscription or additional levies, and shall continue to have the same rights and privileges as a Voting Member.

 6.    OVERSEAS AND COUNTRY MEMBERS

 Applicants whose principal place of residence is outwith the United Kingdom may be elected as Overseas Members . Applicants whose principal place of residence is more than 20 miles from the Clubhouse may be admitted as Country Members. Overseas and Country Members will have no jurisdiction in the administration of the Club and will not be entitled to vote at General Meetings of the Club. These Members are encouraged to play in Club Competitions.

 7.    5-DAY MEMBERS

 The Committee shall have the power to offer 5-Day Membership. The number of 5-Day Members shall not exceed 150. 5-Day Members will have no jurisdiction in the administration of the Club and will not be entitled to vote at General Meetings of the Club.

8.    NON-PLAYING MEMBERS

On payment of a Non-playing Membership subscription, Non-playing Members will have full use of Clubhouse facilities but will have no jurisdiction in the administration of the Club and will not be entitled to vote at General Meetings of the Club. The total number of Non-playing Members shall not exceed 200.

 9.     VISITORS

Visitors are entitled to the use of the Clubhouse subject always to the Club’s Rules, Regulations and Bye-Laws.

 10.  AFFILIATED MEMBERS

Full green fee paid Members of the Rhodes Golf Club may be elected or admitted Affiliated Members of the Club on payment of the appropriate subscription. The total number of such Affiliated Members shall not exceed 20. Such Affiliated Members will have no jurisdiction in the administration of the Club and will not be entitled to vote at General Meetings of the Club.

 11. EMPLOYEE AFFILIATED MEMBERS

 Full-time employees of the Club and employees of contracted organisations who are wholly or partially employed at the Club may be elected or admitted Affiliated Members of the Club on payment of the appropriate subscription. Such Employee Affiliated Members will not be entitled to attend General Meetings of the Club for the duration of their employment.

12. ELECTION AND ADMISSION OF MEMBERS

The election and admission of all Categories of Members shall be at the discretion of the Committee who shall have the power to reject any nomination..

13. ENTRY FEE FOR MEMBERSHIP

Any entry fee payable by candidates for admission to any category of Membership shall be such sum as determined by the Committee.

14.     OFFICE BEARERS

The Club shall be managed by a Management Committee consisting of the Captain and Vice-Captain plus six Voting Members. Five Members of the Management Committee shall constitute a quorum for a meeting. Retiring Captains will be ex-officio Members of the Committee for a further twelve months after leaving office. In addition, a Match Secretary may be elected.

15. ELECTION OF OFFICE BEARERS

The Captain, Vice-Captain and Committee shall be elected for not less than one year by a simple majority of Voting Members of the Club present at the Annual General Meeting.

The Captain shall be elected for a term of office of two years. The Vice-Captain shall succeed him/her as Captain subject to proper nomination and the approval by simple majority of Voting Members of the Club present at the Annual General Meeting.

Members of the Committee shall hold office for a maximum of three years, shall retire by rotation and shall not be eligible for re-election until one year has elapsed. Any retiring Member of the Committee shall be eligible for election as Captain or Vice-Captain. Only Voting Members of the Club are eligible to hold office and to vote at Meetings of the Management Committee.

Any vacancy occurring in the course of the year shall be filled by the Committee at their discretion, and the Member co-opted shall hold office until the next Annual General Meeting. Any two Voting Members, each of one year’s standing, may nominate another Voting Member for a position as Office-Bearer or Committee Member. Nominations in writing must be received by the Management Committee at least twenty-one days prior to the date of the Annual General Meeting.

 16. RESPONSIBILITY OF OFFICE BEARERS

The Committee shall have responsibility for the business and affairs of the Club and shall have power to make Regulations.

The Committee may appoint Sub-Committees for any special purpose, the Captain being entitled to be an ex-officio Member of all such Sub-Committees. The Committee shall have the power to co-opt a maximum of two Voting Members, not being Members of the Management Committee, to serve on each of such Sub-Committees. The proceedings of all Sub-Committees shall be reported at the next meeting of the Management Committee.

17. MEETINGS OF THE MANAGEMENT COMMITTEE

The Committee shall hold meetings from time to time as may be required for the administration of all competent business. A meeting of the Committee may be called by the Captain at any time.

18.      MEETINGS OF THE CLUB

The Club’s Financial Year shall run from 1st December to 30th November each year. The Annual General Meeting shall be held between 1st December and 28th February. The date of the Meeting shall be fixed by the Committee.

A Special General Meeting may be called at any time by the Committee. The Committee shall be bound to call such a Special General Meeting which shall be held within 28 days of receipt of a written requisition subscribed to by no fewer than 20 Voting Members and addressed to the Captain, stating clearly the terms of the Motion to be proposed. Only the business specified in  said Motion convening the Special General Meeting may be transacted at such Meeting.

At least eight days’ notice of all Meetings of the Club, and of the business to be discussed thereat, shall be given to each Member. Notice to Members shall be deemed to have been served the day after posting. At such Meetings 40 Voting Members shall constitute a quorum.

In the event that there are insufficient numbers of Voting Members to form a quorum, the Committee shall have the power to call a further General Meeting at which 20 Voting Members present shall form a quorum. Such further General Meeting shall be held no sooner than 14 days after the date of the first General Meeting.

 Only Voting Members shall be entitled to vote at Meetings of the Club.

 19. CHAIRMAN OF MEETINGS

The Captain shall be the Chairman of all Meetings, and in his/her absence the Vice-Captain, and in his/her absence a Member of the Committee elected by the Meeting, and in the absence of all the Committee the Meeting shall elect a Chairman. The Chairman shall have a casting vote as well as a deliberate vote.

 20. POSTAL VOTING

All Voting Members of the Club shall have the right to vote at General Meetings of the Club even if they are unable to be present in person.

Any Voting Member exercising his/her right under this Clause shall do so by letter addressed to the Management Committee, stating clearly his/her vote in respect of the motion(s) set out in the Notice calling such General Meetings, to reach him/her not later than 24 hours before the date of the General Meeting in question.

In calculating a quorum of a General Meeting, no count can be taken of those Members who have exercised their voting right under this Clause.

 21.     STAFF

The Management Committee shall appoint suitable staff as necessary for the activities and functions of the Club.

 22. CLUB MANAGER/SECRETARY/TREASURER

The Management Committee shall have the power to engage a Club Manager/ Secretary/Treasurer at such remuneration and other conditions of employment as they deem fit. The person appointed shall be responsible for the conduct and management of the affairs of the Club subject to the directions of the Committee.

 23.     BANK ACCOUNT

The Finance Convenor shall be responsible for the lodgement of monies in the name of the Club in Bank, Building Society or Deposit Accounts operated by substantial United Kingdom Financial Institutions as approved by the Committee. All cheques on the Club’s Current Account and withdrawal from Deposit Accounts must be signed by any two of the Captain, Vice-Captain, Finance Convenor and Golf Services Manager.

 24. APPOINTMENT OF TRUSTEES

The Trustees of the Club shall consist of the Captain, Vice-Captain and two Voting Members to be appointed by the Management Committee. The property of the Club shall be held in the names of the Trustees for the time being.

 25. INDEPENDENT REVIEW

The accounts shall be subject to an independent Review each year which will be carried out by a suitably qualified accountant, who will be appointed each year by the Members at the Annual General Meeting. If a casual vacancy arises during the year, then a suitably qualified alternative accountant may be appointed by the Committee. The Reviewer shall not be an Office-bearer or Committee Member of the Club.

 26.     SUBSCRIPTIONS

Subscriptions shall become due on 31st March in each year for the following year. The subscriptions payable by Members shall be fixed by the Committee. The annual increase will be no more than 6% of the previous year’s subscription. Any proposed increase above this amount will require to be approved by the Voting Members at a General Meeting of the Club.

 27. PAYMENT OF SUBSCRIPTIONS

All Members must pay their subscriptions by 31st March at the latest. If it is not paid by this date the Membership may be withdrawn.

28. RESIGNATIONS

Any Member wishing to resign should give written notice to the Management Committee before 31st March failing which he or she may be liable to pay the subscription for the year commencing on the following day.

29. CONDUCT OF MEMBERS

Compliance with Rules and Regulations

In accepting Membership of Glen Golf Club a Member (i.e. any category of Membership as defined by the Constitution, including an Affiliated Member) agrees to be bound by the Club’s Constitution, Rules and Regulations and by these conditions alone is entitled to enjoy the rights and privileges of continued Membership of the Club. Every Member when first joining the Club shall be given a copy of the Club’s Rules and Regulations and shall not be absolved from their effect by claiming  he or she did not receive a copy. All Rules and Regulations made by the Management Committee or any Sub-Committee shall be binding on every Member and will remain in force until altered or rescinded by a General Meeting. The Management Committee shall ensure that any changes to the Rules and Regulations are appropriately publicised, but it is ultimately the responsibility of each Member to ensure that he or she is aware of, and fully abides by, all such provisions in force. Acceptance of Membership of the Club also includes acceptance that any disciplinary decision taken against the Member by the Management Committee in accordance with disciplinary procedures set out in the Club’s Constitution and after any appeal has been considered, shall be final.

Disciplinary Actions

The Management Committee shall investigate any alleged misconduct by any category of Glen Member, either in or out of the Club premises and the East Links golf course that it suspects may potentially be injurious to the standing or interests of the Club, endanger the good order of the Club, its public reputation or the game of golf more generally; and take disciplinary action as appropriate against the Member concerned.

In practice, an investigating team consisting of the Vice-Captain and one other Management Committee Member, as nominated by the Captain, shall investigate the alleged misconduct. In doing so, they shall gather information from all appropriate third parties, including information provided by the Rhodes Management Committee in the case of Affiliated Rhodes Members suspected of misconduct while engaged in activities which are clearly related to their Membership of the Rhodes Golf Club. The Vice-Captain will then write to the Member concerned by Special Delivery Letter, providing all relevant information gathered from third parties relating to the alleged misconduct, inviting him or her to offer a written explanation of the alleged misconduct within 14 days of the date of delivery of that letter. The investigating team shall report their initial findings to the Management Committee as a whole after due consideration of that written explanation. The Captain may observe but shall not take part in any discussions or decision making at that stage. If by a two thirds or more majority of those other Management Committee Members present it is decided that the Member has no case to answer, the Vice-Captain shall write to the Member to that effect and the matter will be closed.

However, if the Management Committee is not satisfied with the Member’s written explanation, or if the Member has declined to offer a written explanation, the Vice-Captain shall write to the Member again by Special Delivery Letter, inviting him or her to meet the investigating team to discuss the alleged misconduct and be questioned as appropriate. The invitation to attend that hearing shall also set out a clear and reasonable timetable for final resolution of the issue. The Member, if he or she so wishes, may be accompanied or represented by a fellow Glen Member at such a hearing. The investigating team shall in due course report its findings to the Management Committee. These findings may recommend disciplinary action to be taken against the Member. Should the Member decline to agree to attend such a hearing or nominate a representative to attend in his/her place, the investigating team will remain obliged to make a recommendation to the Management Committee based on the information that was available to them. The Management Committee shall then consider the report and recommendation from the investigating team. The Captain may observe but shall not take part in any discussion or decision making at that stage.

The Management Committee shall have the discretion to take no disciplinary action against the Member. However, if by a majority of two-thirds or more of all those Management Committee Members present it is decided that the Member’s conduct has been injurious to the standing or interests of the Club, endangers the good order of the Club, its public reputation or the game of golf more generally, it shall take disciplinary action against the Member. Depending on the perceived seriousness of the Member’s conduct, the Management Committee shall, by a two-thirds majority of those present, have the power to either:

.  Issue a written warning to the Member about his or her future conduct

.  Suspend the Member for a period not exceeding 12 months from the date the written disciplinary decision was delivered

.  Invite the Member to resign from the Club, failing which he/she will be expelled
or
.  Expel the Member from the Club without further prior formality

The Vice-Captain shall write to the Member by Special Delivery Letter conveying the Management Committee’s decision and advising that the Member has a right of appeal in writing to the Captain against the Management Committee’s decision to take disciplinary action and on the level of penalty imposed. If the Member does not appeal by in writing to the Captain within 14 days from the date of delivery of the Vice-Captain’s letter, the Management Committee’s decision shall have immediate effect. The Captain shall consider any such written appeal received within 14 days from the date of delivery of the Vice-Captains’s letter by reviewing all relevant information and may at his or her discretion seek further clarification from third parties, the Member concerned or any other Management Committee Members before reaching a final decision. The Captain’s decision on such an appeal submitted shall be final and the Captain shall write to the Member by Special Delivery Letter conveying his/her final decision. If the outcome of such an appeal is that the Management Committee’s disciplinary action has been upheld, or a lesser or greater penalty has been imposed, the Captain shall write to the Member and the relevant penalty shall take effect from the date of delivery of the Captain’s letter. The Management Committee shall, throughout such disciplinary proceedings, take all reasonable steps to ensure the confidentiality of their deliberations until those proceedings are completed. If in due course disciplinary action is taken against the Member, the Management Committee shall inform all other Members of the Club as appropriate, recognising that some details of their investigations and findings may be commercially or otherwise sensitive. The Management Committee shall also inform the Rhodes Golf Club of any disciplinary action taken against any Glen Member who is also an Affiliated Member of the Rhodes Golf Club.

Effects of Disciplinary Actions

If a Member is suspended in accordance with these procedures, he or she is deemed not to be a Member of the Club during the period of suspension. Accordingly, he or she is not entitled to any of the rights and privileges of Club Membership, and in addition may not enter the Club premises or play golf on any part of the East Links golf course as either a Visitor or as the Guest of another Member. The balance of annual subscriptions covering the period of suspension is forfeited. The period of suspension of a Glen Member will also extend to his or her Membership of the Rhodes Golf Club if the said Member is also an Affiliated Member of that Club. The Management Committee may impose any conditions on reinstatement of Membership which it considers are appropriate, including a probationary period of up to 12 months and monitoring of the Member’s conduct by the Management Committee. Club Membership may be reinstated after the period of suspension has been served, subject to continued payment of the relevant annual subscription.

30. RESTRICTIONS

No Member of the Committee or Manager or Employee of the Club shall have any personal interest in the sale of alcoholic liquour therein nor in the profits arising from such sale.

31. COMPLAINTS

All complaints must be made in writing to the Management Committee and be            signed by the person[s] complaining, and none shall be addressed unless this rule is complied with. The Management Committee shall take the matter into their consideration, and they shall have the power to give such deliverance or order thereon as they consider appropriate.

32. REGULATIONS

   (1) Visitors

The privilege of introducing Visitors to the Clubhouse, and the Visitors’ privilege of being introduced may be withdrawn from any Member or Visitor at any time at the discretion of the Management Committee. No person who has been refused Membership of the Club shall be eligible for admission to the Clubhouse.

   (2) For Play

The Rules shall be those of the Royal and Ancient Golf Club, St Andrews, as
currently in operation. The Local Rules, as defined by the Management
Committee, may be printed on the Club scorecards and/or displayed on the Club
Notice Boards. The Handicaps of Members of the Club shall be determined by
the Match Secretary. New Members will be required to record three scores for the consideration of the Match Secretary. Handicaps held at other Clubs shall also be submitted.

33. ALTERATION OF RULES

The foregoing rules shall not be altered except by a resolution carried by two
thirds of the Voting Members present at either the Annual General Meeting
or any Special Meeting called by the Committee. Except when submitted by the
Committee, notice of such resolution shall be given to the Management Committee at least 21 days before the date of such Meeting, and in any case intimation thereof shall be given to the Members at least 8 days before such date.    

Appendix 1

 Agreement with Rhodes Golf Club

 

(a)      The Rhodes Golf Club will be allowed to play up to nine competitions per season on the Course.

(b)      The Rhodes Golf Club will be allowed to use eight Saturdays for such competitions with an extension to a 7.30 a.m. start if required.

(c)      The Rhodes Golf Club will be allowed to hold a Tri-am competition on a Friday evening to be agreed by the Management Committee.

(d)      The Rhodes Golf Club will be permitted to hold an annual Captain’s Day.

(e)      The Rhodes Golf Club will be granted the courtesy of the Course for three inter-Club matches per annum.

Appendix 2

Junior Membership

(a)  Junior Members shall be persons below the age of 18 years.

(b) Junior Members may elect from their number a Captain and Vice-Captain.

(c) The Junior Convenor shall have the power to arrange special competitions for Members of the Junior Section.

(d) Junior Membership shall automatically cease on the 31st day of March immediately succeeding the Junior Member attaining his/her 18th birthday. The Junior Member shall then be entitled to be admitted to Ordinary Membership of the Club on payment of the appropriate subscription for the following year.

     (e) Junior Members shall be subject always to the Club’s Rules, Regulations and     Bye-laws. They shall have no jurisdiction in the administration of the Club and will not be entitled to vote at General Meetings of the Club.