Club Constitution

       

Club Constitution

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Club Constitution

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Club Constitution

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CONSTITUTION OF THE RHONDDA LAWN TENNIS CLUB

 

Opening Statement

 

1. The name of the Club shall be the "Rhondda Lawn Tennis Club".


2. The aim of the Club is to promote the game of tennis. Members are expected to enter into

the spirit of being a member of the Club, supporting its playing, social and business

activities.


3. The address for Club correspondence shall be the home address of the Club General Secretary.


4. The Club and its members shall be affiliated to the South Wales L.T.A. and Tennis Wales.


5. The constitution shall be the recognised policy of the Club and accepted by its members as a statement of good practice; the Management Committee being the sole
authority for the interpretation of the rules as laid down by the Constitution.

a. The Constitution may be added to, repealed or amended at any General Meeting.

b. A copy of the Constitution shall be made available to all members.


6. At least two General Meetings shall be held per calendar year of which one shall be the

Annual General Meeting, and members shall be given two week’s notice in writing of

each meeting, an agenda to be included in that notice. The Annual General Meeting shall

be held within 28 days of the end of the Club’s financial year.


7. The financial year of the Club’s affairs shall end on the last day of February, to which day

the accounts of the Club shall be balanced.


8. No member shall benefit financially from the Club’s activities other than by honoraria or

those contracted to the Club.

 

Management

9. The Club can elect an Honorary Life President who may attend and vote at all Club

meetings.


10. The management of the Club shall be entrusted to the elected committee which shall be

known as the Management Committee, and will consist of the Chairman, Vice

Chairman, General Secretary, Treasurer, Minutes Secretary, Club Captain, Social

Secretary, Fixture Secretary, junior Secretary and Publicity Officer.


11. The election of the Management Committee, who shall serve for one year, shall take

place at the Annual General Meeting.


12. Members of the Management Committee may be re-elected for further terms.


13. The Management Committee shall be empowered to:

a. Administer Club business.

b. Appoint sub-committees.

c. Admit or cancel membership

d. Co-opt members as deemed necessary (such members have the right to vote).

e. Administer disciplinary matters.

f. Devise, amend or repeal bylaws and rules of play where necessary.


14. Management Committee meetings shall be held as required and the date of the next

meeting shall be set at each meeting.


15. The Committee may at any time, for any reason, give 14 days notice of a Special General Meeting.


16. a. A quorum of the Management Committee shall consist of four persons.

b. Any matter of urgency can be dealt with by the Chairman and any two Committee members, and shall be reported to the Committee at the next meeting.


17. Where a difference of opinion on a motion at a Committee meeting occurs, a vote shall be taken and recorded in the minutes. When voting is equally divided the Chairman has the casting vote.


18. The members of the Committee shall have the right to draw on the Club’s accounts,

through the Treasurer, to cover any reasonable expenses incurred in administering the

Club’s affairs, and must provide suitable evidence of expenditure for the Treasurer at the

time of making the claim.


19. The Committee shall not enter into any transaction in excess of £1,000.00 without agreement of the members at a General meeting.


20. a. The Club shall be fully insured.

b. The Club shall not be responsible for any loss or damage to members’ or visitors’ property.


21. If a motion of "no confidence" in a Club official or Committee member be moved and seconded at a General Meeting the motion shall be put to a vote. If the motion is carried by a simple majority the member concerned shall resign from that office.


22. Members of the Management Committee shall be invited to offer their resignation if they absent themselves from three consecutive management meetings, unless there are

extenuating circumstances acceptable to the Committee.


23. A motion of "no confidence" in the Management Committee may be moved and seconded at a General Meeting, the motion then being put to a vote. If the motion is

carried by a two thirds majority voting thereon, the Committee shall resign. This shall be

followed immediately, and in the same meeting, by an election of officers to serve as an

emergency committee until the AGM.


24. a. If at any General meeting a resolution for the dissolution of the Club be passed by a majority of the members present, and such a resolution shall, at a special General Meeting held not more than 28 days thereafter, be confirmed by a resolution passed by two thirds of the members voting thereon, the Committee shall, thereupon or at such a future date as shall be specified in such a resolution, proceed to realise the property of the Club, and after discharge of all liabilities, including repayment of unused grants etc., and on completion of such, the Club shall be dissolved.

b. Upon such a dissolution, any assets owned by the Club shall be placed in trust with the sole purpose of benefiting the promotion of tennis within the County Borough Council of Rhondda Cynon Taff.

c. A minimum of two trustees shall be appointed by the membership to administer such assets.

25. Introduce new members to the Club and explain details of Club membership and its rules to them.


Officers of the Club


26. The Secretary shall be empowered to :

a. Administer the correspondence and inform the Committee of such.

b. Convene meetings and prepare agenda.

c. Accept directives from the Chairman or Committee and deal with such.


27. The Treasurer shall be empowered to :

a. Conduct the financial affairs of the Club as directed by the Management Committee.

b. Inform the Management Committee of the Club’s financial affairs at each Management meeting.

c. Administer the Club’s bank account with two other named Committee Members.

d. Prepare a forecast for the coming financial year for presentation at the Annual General Meeting.

e. Establish a sinking fund, separate from the ordinary accounts of the Club, into which monies will be transferred at the Treasurer’s discretion; such an account contributing to the long term replacement of the Club’s facilities.

f. Submit the account books etc. to two auditors nominated by the Committee at least seven days prior to the Annual General Meeting.

g. Prepare and present a fully audited set of accounts at the Annual General Meeting and to make those accounts available to any Club member on request.

h. Compile a list of member’s names, addresses and telephone numbers and any other relevant information.

i. Collect subscriptions from members.

j. Ensure members pay subscriptions by the agreed date (within 28 days of the Annual General Meeting) and have the authority to levy a fee for late payment to be agreed at the Annual General Meeting.


28. The Social Secretary shall be empowered to :

a. Encourage ideas and suggestions from members for social activities and to act or help others to act whenever practicable on those initiatives.

b. Organise as many social and fund-raising activities as possible throughout the year.

c. Ensure all monies raised are passed to the Treasurer at the earliest opportunity along with a balance sheet for the event.

d. Prepare a report for each Management Meeting.


29. The Fixture Secretary shall be empowered to :

a. Co-ordinate the use of courts and ensure the smooth running of league and friendly fixtures through the Team Captains.

b. Arrange friendly fixtures when practicable for members.


30. The Junior Secretary shall be empowered to :

a. Represent the views of the junior members at meetings.

b. Organise junior coaching sessions and matches.

c. Prepare a report for each Management Meeting.


31. The Minutes Secretary shall be empowered to :

a. Record the minutes of any meeting.

b. Enter the minutes into a permanent minute book and present the same for acceptance at the next meeting.

c. Allow members reasonable access to the minutes.


32. The Publicity Officer shall be empowered to :

a. Communicate with the media.

b. Produce regular newsletters for the membership and other interested parties.

 

33. The Club Captain shall be empowered to :

a. Oversee the running of matches and teams and ensure the selection policy of the Club is being carried out.

b. Ensure the conduct and welfare of the Club and its members.

c. Prepare a report for each Management Meeting.

 

34. An L.T.A. qualified coach shall be appointed as Club Coach by the Committee. The Club Coach shall be invited to sit on the Management Committee as a voting member. Assistant coaches may also be appointed to the Club.

 

35. a. Team Captains shall be appointed at the General Meeting preceding the Annual General Meeting to serve for twelve months. Captains shall make arrangements through the Fixture Secretary and the Club Captain for matches and keep a permanent record of the results. Captains shall also ensure their players observe the rules of the league in which they are participating.

b. Captains shall appoint their own Vice Captains at the start of the season.

c. Captains must pass on results to the Publicity Officer.

Membership

36. The size of the membership of all categories shall be reviewed by the Management Committee annually.


37. The categories of members shall be :

a. Senior playing member b. Social/OAP member

c. Student/Unemployed/Social member d. Junior member (in full time education)

e. Country member f. Life member

g. Honorary member h. Cadet member (10year and under)

i. Family membership (includes children in full time education)

 

38. a. The privileges of each membership category shall be reviewed by the Management Committee when necessary.

b. It is at the discretion of the Management Committee to decide into which category a member shall be placed.

 

39. Every member of a visiting team or club, or tournament competitor shall be Honorary members during the playing of that particular event.

 

40. New candidates for membership shall be proposed and seconded by two members who shall vouch for the suitability of the candidate to the Committee who will decide accordingly. Forms for this purpose shall be provided by the Treasurer. The Committee shall have the right to refuse membership without explanation.

 

41. The fees for membership shall be determined at the Annual General Meeting on which date they will fall due. A levy shall also be set at the Annual General Meeting to penalise members who do not pay within the required twenty eight days. Members in default cease to be members.

 

42. a. Life membership shall be strictly limited and must be passed by a General Meeting. It shall be given by way of reward for services to the Club and such a member shall be entitled to free membership for life.

b. Honorary membership shall be given at the discretion of the Committee.

 

43. Whilst involved in Club activities no member shall so act as to be an annoyance to other members, or bring the Club’s name into disrepute in any way. Any member having cause for complaint concerning another member shall report the same in writing to the Club Captain within 7 days of the incident. The incident will be dealt with at the next Management Meeting. Appeals against the decision of the Management Committee are allowed and must be lodged with the Secretary in writing within 7 days of the decision being made known to the member or members concerned.

44. Members shall abide by the Club rules and observe the accepted standards of court etiquette and courtesy.

 

Conduct of Meetings

 

45. All meetings shall be called to order promptly at the time indicated by prior notice, a roll call of members present being taken and only those being present at the opening of the meeting having the right to vote. Exceptions to this rule shall be those who have formally informed the Secretary that they are unable to attend the opening of the meeting.

 

46. a. Any ten members may give 14 days notice to call a Special General Meeting. Such a request must be made in writing stating the purpose of the meeting and signed by the ten members.

b. The quorum for a General Meeting shall be 10, of which 2 shall be Committee members. General Meetings shall be private to members and invited guests. Committee Meetings shall be private to Committee members and guests.

 

47. In the event of a quorum not being present within 30 minutes of a Meeting being called to order, the Chairman may use his powers as detailed in 16b.

 

48. The business of the meeting shall be conducted through the Chair. In the event of the Chairman or Vice Chairman being unavailable, nominations for an acting Chairman shall be received from the floor by the Secretary.

 

49. The Agenda of meetings shall normally be :-

a. Apologies

b. Reading and acceptance of minutes.

c. Matters arising from the minutes

d. Correspondence

e. Reports

f. Any other business

g. Date of next meeting

 

50. The Agenda for the Annual General Meeting shall be :-

a. Chairman’s report

b. Presentation and adoption of Accounts for the past financial year and a forecast for the coming year.

c. Vote of thanks

d. Election of officers to the Management Committee

e. Team selection policy

f. Subscriptions and match fees

g. New business

 

51. Members desirous of moving a resolution to change the constitution in General Meetings shall give prior notice thereof to the Secretary 14 days prior to the meeting.

 

52. Urgent matters which have arisen since the calling of the meeting may be dealt with under AOB. Any member desirous of raising urgent business under AOB shall indicate their intention to the Chairman before the meeting.

 

53. a. Fully paid-up members of all categories, other than junior members and country members have the right to vote at meetings, although juniors over 14 years of age may attend.

b. On the specific question of the appointment of Team Captains, only playing members may vote.

 

54. Motions shall be proposed and seconded and after a reasonable time, at the discretion of the Chairman, be put to the vote and a simple majority deciding acceptance or rejection.


55. Motions shall be worded in the affirmative.


56. The motions a) "that the question be now put", b) "that progress be made", and c) "next business" may be moved at any time.


57. Points of order, procedure, accuracy, information and explanation may be raised at any time.


58. Amendments shall be put to the vote (usually in reverse order) before the main proposal.

 

59. A proposer may withdraw a motion in favour of another with the agreement of a seconder.

 

60. The voting at meetings shall be by a show of hands (except where a motion be passed that a secret ballot be taken) and the result declared by the Chairman.


61. Two scrutineers shall be appointed by the Chairman to count the votes taken on any motion and to concur before informing the Chairman of the number of votes cast. Scrutineers also have the right to vote. A recount may be asked for if the voting is close. In the event of a tie, the Chairman shall have the casting vote.


62. Resolutions cannot be rescinded at the same meeting at which they were adopted.


63. Members interrupting, using abusive language or creating a disturbance shall first be warned, then on a subsequent occurrence shall be named by the Chairman, and thereupon shall be expelled from the room and not allowed to enter again until a satisfactory apology be given to the meeting.

 

64. The ruling of the Chairman on any questions concerning the standing orders of the constitution shall be final, except when challenged by not less than four members, and as a result the matter being put to the vote, a majority of the members vote against.

 

65. The Chairman may use his discretion to vary the order of the agenda, or suspend standing orders.

 

66. The Chairman may adjourn, postpone or terminate a meeting by rising from the chair.

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