9 Election of Vice Captain, Treasurer and Committees
15 Notices meetings
16 Proceedings at general meetings
18 Election of Members
19 Life Members
23 Appeals against Expulsion or Suspension
24 Forfeiture of rights
25 Entrance fees and subscriptions
26 Ladies Section
27 Guests of the club and its members
29 Addresses of Members & Notices
30 Payment of expenses
31 Opening of the club house
32 Notices and advertisements
34 Club property
1 The Club shall be called “The Highcliffe Castle Golf Club”
2 Highcliffe Castle Golf Club is a members’ club and is run to provide members with golf and social facilities of excellent quality. The Club should, at all times, provide a friendly and polite atmosphere. The members and staff should always conduct themselves in this manner towards other members, staff and visitors to the Club. Members should make every effort to welcome and make it as easy as possible for new members to be fully integrated into the Club following the membership guidelines. The course will be presented in a manner that sets a fair and enjoyable challenge to all levels of golfers.
RULES OF GOLF
3 The rules of the game of golf as decided by R &A Rules Limited from time to time, except in so far as they are modified by Local Rules of the Club, shall be observed.
RULES OF THE CLUB
4 These are the Rules of the Club and shall not be added to repealed or amended except by a resolution at an Annual General Meeting or an Extraordinary General Meeting.
Members elected to membership agree to abide by these Rules as a condition of their election, evidenced by their signed application form.
The Business and Policy Committee shall be the sole authority for the interpretation of these Rules, and Byelaws (as provided for in Rule 27) and the decision of the Business and Policy Committee upon any question of interpretation or upon any matter affecting the Club and not provided for by these Rules, or Byelaws, shall be final and binding on the Members.
The Business and Policy Committee may make or amend rules to comply with National and Local Government legislation without recourse to an AGM or EGM.
A copy of the Rules of the Club shall be displayed on the Club Notice Board.
5 The ensuing words and phrases shall have the following meanings:-
a) Gender, i.e. where it says he/she, him/her, him/herself, his etc, it means both male and female
b) In writing, except where specified otherwise, includes letter, post or email
c) The Secretary will mean Club Secretary/Club Manager
d) Capital budget – will mean budget for course and clubhouse as determined by the Business & Policy Committee from time to time
e) Minute Book, means minutes taken at all meeting and electronically stored
OFFICERS & ROLES
a) The Officers of the Club shall be the President, the Captain, the Vice-Captain and the Treasurer.
b) The role of President is to act as the Head of the Club. He/she will chair AGMs and EGMs and may attend any or all the meetings of any Committees as he or she wishes or deems appropriate. The President shall be selected and nominated by both the Club Captain’s Committee and the Business and Policy Committee and shall confirm their willingness to serve. Election will take place at the AGM and will be for a period of three years. The President may be re-elected for a further three years or such lesser time as is necessary. When attending Committee meetings, the President does not have a vote on any matters raised but he/she does have a vote at AGMs and EGMs in line with all other full Members.
7 Only Adult and Intermediate members (aged over 25) who have paid the appropriate ‘full’ subscription prescribed from time to time by the Business and Policy Committee, Life Members, Honorary Life Members or Concessionary Members (excluding persons employed by the club), shall be entitled to attend and vote at any General Meeting, become a Member of the Business and Policy Committee, nominate a candidate for the Business and Policy Committee or for membership of the Club, or have any voice or part in the management of the Club.
Social, Junior and Intermediate members (aged 25 and under) may attend any General Meeting, but are not permitted to become a Member of Business and Policy Committee, cannot nominate a candidate for the Business and Policy Committee or for membership of the Club, and do not have any voice or part in the management of the Club.
MANAGEMENT OF THE CLUB
8 The activities and affairs of the Club shall be under the control and management of its Committees operating in partnership within a dual committee structure. The two Committees, the Business and Policy Committee and the Captain's Committee, shall have clearly defined and separate responsibilities but shall at all times work together for the benefit of the Club and its Members.
Procedure of the Committees
The Committees of the Club shall meet at such intervals as deemed necessary to manage effectively the activities and affairs of the Club. As a minimum, each Committee shall meet every two months.
Proper records of the decisions of the Committees of the Club shall be kept and thereafter made available for the information of the Members. Decisions relating to the personal affairs of Club Members and Members of Staff shall be recorded in a Private Minute Book. The Committees have the authority to withhold the details of these decisions.
BUSINESS AND POLICY COMMITTEE
The Business and Policy Committee shall consist of four elected Members and the Treasurer; each of the five Members shall have an equal voting right. The Club Captain may also attend as an ex-officio member.
The Business and Policy Committee shall elect annually their Chair Person from the elected Members of the Committee. In the absence of the Chair Person at any Committee meeting, the Members may select an Acting Chair Person from the elected Members present.
The Committee may co-opt Members to the Committee to assist in its successful function. Any such Member shall retire at the subsequent Annual General Meeting but will be eligible for election for any vacancy at that meeting.
The decisions of the Committee shall be on a majority of those present and participating in the vote. A quorum shall be four Members. In the event of a drawn decision the Chair Person of the committee will have the casting vote.
The Business and Policy Committee shall have overall responsibility for the business and financial affairs of the Club including the security of assets and compliance with statutory and other legal obligations.
The Committee has the responsibility to establish and maintain policy directives and standards for both the Golf Course and the Clubhouse. It shall prepare and update medium/long term plans for maintenance, improvements and capital expenditure, which shall be communicated to the Membership annually.
The Committee shall also prepare an Annual Report and Accounts for approval at the Annual General Meeting and have such accounts independently examined as directed in Rule 11.
The Business and Policy Committee will implement the programme set out in the Capital Budget. It will also have the authority to meet essential, unexpected and urgent expenditure in the period between the commencement of the accounting year and the date of the Annual General Meeting.
The Business and Policy Committee shall have the authority, to engage, control and dismiss any employee of the Club.
The Business and Policy Committee shall not have the power to authorise the raising of any levy or other extraordinary payments from Members save as approved by a majority of members at an Annual or Extraordinary General Meeting.
The Business and Policy Committee shall have responsibility, through the Secretary, for implementing all marketing activities for the promotion of the Club.
The Business and Policy Committee shall monitor the activities of the Club Professional in accordance with his contract.
The Business and Policy Committee shall oversee the catering provided to Club Members.
The Captain's Committee shall consist of the Captain, Vice-Captain, Lady Captain, Lady Vice-Captain Immediate Past Captain and four elected Members. Each Member shall have equal voting rights. The Captain or Vice-Captain, or in their absence a Chair Person selected by those present, shall chair meetings.
The Committee may co-opt Members onto the Committee to assist in its successful function. Any member can go on the Entertainment Committee.
The decisions of the Committee shall be on a majority of those present and participating in the vote. In the event of a drawn decision the Chair Person of the Committee will have the casting vote. A quorum shall be five Members.
The Captain's Committee shall determine the golfing and social calendars of the Club and plan, organise and implement, with the Secretary, the various activities and events held during the year.
The Committee shall be responsible for the overall governance of competitions, handicaps and adherence to the Rules of Golf. The Committee shall be responsible for the appointment of all Team Captains and ad-hoc Representative teams. The Committee shall be responsible for the selection of new Members.
The governance and welfare of existing Members and be the guardian of dress standards and demeanour within the Club.
The Captain's Committee shall elect new Members to the Club in accordance with the procedures set down in Rule 17 and within the categories listed in Rule 16.
The Captain's Committee also has the authority to expel or suspend from the Membership of the Club any Member who fails to observe the Rules and By-Laws of the Club or whose conduct is such as to be considered injurious to the harmony, character or interest of the Club as laid down in Rules 4, 20, 21 and 23.
Further, following receipt by the Secretary of a complaint signed by at least five Members requesting that a Member be expelled and setting out the circumstances of the complaint, the Secretary shall invite the Member, the subject of the complaint, to attend a meeting of the Captain's Committee to respond to the complaint. The Club Secretary shall then convene a meeting of the Captain’s Committee who shall decide the matter and if a two thirds majority is in favour then the Member shall be expelled forthwith.
ELECTIONS OF CAPTAIN, VICE CAPTAIN, TREASURER AND COMMITTEES
9 The election of the Captain, Vice-Captain, Treasurer and Members to sit on the Business and Policy Committee and the Captain's Committee shall be conducted in the following manner:
Any two Members of the Club who have been Full Members for at least one year may nominate in writing a Full Member of at least 3 continuous years standing for a position as Captain, Vice-Captain, Honorary Treasurer and a Full Member of at least one year standing to serve on either Committee and submit it to the Secretary at least 21 days before the General Meeting. In the case of the Business and Policy Committee this submission must be accompanied by a letter from the candidate consenting to serve if elected and Curriculum Vitae of relevant information. The candidate must also indicate their willingness to act as Chair Person if so elected by the Members of that Committee.
A list of the names of all the candidates and accompanying Curriculum Vitae shall be posted on the notice board of the Club as received but not later than 14 days before the General Meeting. The voting at the meeting shall be by ballot or postal vote and Members may vote only for a number of candidates that does not exceed the number of vacancies. In the case where the number of candidates is less than the number of vacancies, the candidates shall be elected without a ballot. Where two or more candidates receive the same number of votes, an Officer of the club or in their absence, The President, shall draw lots to determine the successful candidate.
No Member may seek election to sit as a Member of both Committees at any one time.
The Captain and Vice-Captain shall be proposed, seconded and elected by ballot by the Members at each Annual General Meeting. They shall hold office until the next Annual General Meeting when they shall retire but shall be eligible for re-election.
The elected Honorary Treasurer or Members of the Committees shall serve for a period of up to three years, subject to the provisions below, after which they shall be eligible for re-election for a second term of three years. No Member can then be nominated again for re-election until a period of one year has elapsed. Should the Honorary Treasurer cease to hold office prematurely the Business and Policy Committee shall select suitable candidates to stand as Acting Treasurer until the next Annual General Meeting. Once a suitable candidate has been chosen a member of the Business and Policy Committee will meet privately with the selected candidate to offer him/her the position of Acting Treasurer. If the invitation is accepted the Secretary will announce it in the usual way. If the invitation is rejected the Business and Policy Committee will select another candidate.
Any casual vacancy on either Committee may be filled by the Committees. Any Member filling such a vacancy shall retire at the subsequent Annual General Meeting but will be eligible for election at that meeting, subject to the provisions below.
Should an elected Member of either Committee not complete their full three year term of office for whatever reason, the Member elected in their place shall only serve the remainder of the three year term, but be entitled to seek election at the end of that term.
10 The property of the Club shall be vested in four Trustees who shall be appointed by the Business and Policy Committee and they shall deal with the property of the Club as directed by a resolution of the Business and Policy Committee recorded in the minute book. The Trustees shall be indemnified against risk and expense out of the Club property and they shall hold office until death or resignation or until removed from office by the Business and Policy Committee.
Where it is necessary that a new Trustee is to be appointed the Business and Policy Committee shall nominate the person to be appointed.
For the purpose of giving effect to such nomination the Treasurer is hereby nominated as the person to appoint new Trustees of the Club within the meaning of S.36 of the Trustees Act, and he/she shall by deed duly appoint the person so nominated by the Business and Policy Committee.
11 The Secretary shall be appointed by the Business and Policy Committee. The Secretary shall act as the Secretary of the Club and have overall responsibility for the day-to-day management of Club affairs within the terms of his/her contract. The Secretary is expected to attend all formal meetings of each Committee and he/she shall be responsible for the safe keeping of all documents belonging to the Club and shall keep full and correct Minutes of all proceedings and business undertaken by the Club. He/she shall also keep full records of all Competitions and shall maintain the handicap records of the Club Members.
12 A firm of Accountants shall be appointed at the Annual General Meeting each year who shall hold office until the next Annual General Meeting who shall carry out an independent examination of the accounts and balance sheet for presentation to the Members at the Annual General Meeting.
Any vacancy occurring during the year shall be filled by the Business and Policy Committee.
ANNUAL GENERAL MEETING
13 The Annual General Meeting of the Club shall be held each year at such time and place as the Business and Policy Committee shall determine.
Any proposal to be made at an Annual General Meeting shall be notified in writing to the Secretary at least sixty days prior to the Annual General Meeting.
Only matters included in the notice calling the Annual General Meeting and included in the Agenda are to be discussed and voted on
EXTRAORDINARY GENERAL MEETING
14 The Business and Policy Committee shall call, and give notice of, an Extraordinary General Meeting when any question of urgent importance shall arise or when required to do so upon written request by at least 25 Members or when required so to do by these rules.
In order for the 25 Member rule to be raised the Secretary must receive individual correspondence from each member supporting the reason for the 25 Member rule calling for an Extraordinary General Meeting. The Business and Policy Committee may, if in their opinion, revoke the 25 Member rule should it breach
national or local legislation and refuse to call the Extraordinary General Meeting. The Committee would inform the members who raised the 25 Member rule explaining their reasons for overruling the request.
The Extraordinary General Meeting is to be held no more than 28 days after receipt of the written request, or the requirement to hold an Extraordinary General Meeting arises, at a time and place as the Management Committee shall determine.
Only matters included in the notice calling the Extraordinary General Meeting and included in the Agenda are to be discussed and voted on.
NOTICE OF MEETINGS
15 At least fourteen days’ notice of any Annual or Extraordinary General Meeting specifying the business to be transacted, the place, date and time is to be provided to all Members in writing.
PROCEEDINGS AT GENERAL MEETINGS
a) At all General Meetings of the Club the President or, in his absence, a member of the Business and Policy Committee shall act as Chair Person.
Every Member present and entitled to vote shall be entitled to one vote on each motion proposed at the General Meeting and in the case of equal votes being cast then the Chair Person shall have a second or casting vote.
b) At any General Meeting voting will be done by a show of hands and a declaration by the Chair Person that a motion has been carried or not carried shall be conclusive. Provided always that should a counted poll be demanded by at least ten Members who are present then it shall be carried out either immediately or after an adjournment not exceeding seven days as the Chair Person of that Meeting shall direct and the result of that poll shall be deemed the resolution of the Meeting at which the poll was demanded.
c) Votes may be cast by post for any motion at any General Meeting by those entitled to vote provided their vote, in writing, is received by the Secretary not less than seven days prior to the start of that General Meeting.
d) A Member who has cast a postal vote may not subsequently vote in person at the General Meeting.
a) Members who are not Adult and/or who do not pay the full subscription as set by the Business and Policy Committee may be classified as Intermediate, Junior, Social or other class of membership as may be set by the Business and Policy Committee and pay the appropriate fees as set by the Business and Policy Committee.
b) Junior Members shall be those Members who have not attained the age of 18 years prior to 31st March each year and shall pay a reduced subscription as set by the Business and Policy Committee from time to time.
No Junior Member may introduce a guest except with the express agreement of The Secretary.
c) Members who attain the age of 18 years in the year prior to 31st March shall become intermediate Members and shall remain as such until 31st March after they attain the age of 30 years.
d) Subscriptions for Intermediate Members shall be reduced to the following percentages of the full subscription as set by the Business and Policy Committee as follows;
up to 31st March after they attain the age of 22 years 25%
up to 31st March after they attain the age of 25 years 50%
up to 31st March after they attain the age of 30 years 75%
e) Social Members who have not formerly enjoyed the rights of an Adult Member paying the full subscription shall enjoy the facilities of the Clubhouse but not the Golf Course.
Former Adult Members who have paid the full subscription and the widows of former Adult Members who have paid the full subscription and have become Social Members shall enjoy the facilities of the Clubhouse but not the Golf Course and shall be entitled to introduce guests to the facilities of the Clubhouse.
f) Junior, Intermediate and Social Members will not be required to pay any entrance or joining fee that may be set by the Business and Policy Committee when transferring from one class of membership to another.
ELECTION OF MEMBERS
18 Candidates for election to membership shall be balloted for by the Captain’s Committee to decide if they are to be admitted to membership.
Each candidate must be proposed and seconded by two Members both of whom must be personally acquainted with him/her and be responsible for his eligibility. Exception to this may be granted as deemed appropriate by the Captain’s Committee in the event the person applying for membership has recently moved to the area. If the applicant has been a member of another club references may be sought.
The proposer shall submit to the Secretary a nomination paper containing the names and address of the candidate and such other particulars as the Captain’s Committee may prescribe to the Secretary who shall then post the nomination form on the Club Notice board for a period of fourteen days prior to the ballot by the Captain’s Committee taking place.
On the selection of a new Member the Secretary shall notify the same to him/her in writing, furnish him/her with a copy of these rules and request him/her to pay the appropriate fees and subscription set by the Business and Policy Committee.
The election of a Junior Member shall be subject to a probationary period of three months and the election shall be confirmed as soon as possible thereafter.
If a Junior’s election is not confirmed by the Captain’s Committee the Junior shall be so notified in writing by the Secretary and 75% of his subscription shall be refunded.
a) The Captain’s Committee in consultation with the Business and Policy Committee may elect a Member to be a Life Member to enjoy all the privileges of membership and shall decide on what subscription or fee is to be payable.
b) On the recommendation of the Captain’s Committee a Member may be elected an Honorary Life Member by resolution by the Members at an Annual General Meeting and shall thereafter be entitled to all the privileges of membership without paying any annual subscription or fee for such Life Membership.
20 A Member may at any time by giving notice in writing to the Secretary resign his membership but shall continue to be liable for any subscription due and unpaid at the date of his resignation.
Any such Member having discharged all of his liabilities to the Club and wishing to rejoin may do so in accordance with Rule 16.
21 The Captain’s Committee may (but without prejudice to Rule 22) suspend from membership any Member whose conduct is such that in its opinion might be injurious to the character of the Club or the interests of the other Members of the Club.
Before any Member is suspended their conduct shall be inquired into by the Captain’s Committee and that Member shall be given the opportunity to defend him/herself and justify or explain his/her conduct.
If a majority of the Captain’s Committee present when the matter is inquired into, are of the opinion that he/she has been guilty of such conduct and that he/she has failed to justify or explain it satisfactorily then the Captain’s Committee may suspend that Member for such period as it shall decide, not exceeding six months.
A suspended Member shall not be entitled to any refund of their subscription and shall remain liable for their full subscription for the year during which he/she was suspended.
22 A Member may be expelled from the Club;
a) By the Captain’s Committee, on a two thirds majority of the Committee Members present.
The Member concerned shall be notified by the Secretary of the complaint made and the time date and place of the Captain’s Committee meeting and shall be entitled to appear before that meeting to hear details of the complaint and to give an explanation before any decision is made.
b) Any Member expelled shall be given notice in writing by the Secretary of such expulsion, which notice shall be delivered by hand or sent to the address of the Member in the Club Register.
c) A Member expelled in accordance with this Rule shall not be eligible for election to membership for a period of five years from the date of the expulsion or confirmation therefore under c) above whichever is the later.
APPEAL AGAINST EXPULSION OR SUSPENSION
23 Within seven days of a member being served with notice of expulsion or being advised of suspension he or she may deliver to the Secretary a notice in writing giving details of their grounds of appeal against the decision to expel or suspend. The appeal will be considered by an Appeals Committee, the members of which Committee will be the Trustees and the President (or such of their availability), within 14 days at a meeting which the expelled or suspended member may attend. The decision of the Appeals Committee shall be final. In the event of the drawn decision the President or the Chair Person of the Appeals Committee shall have a second or casting vote.
FORFEITURE OF RIGHTS
24 Any Member expelled in accordance with these Rules or otherwise ceasing to be a Member of the Club shall forfeit all rights to or claim upon the Club or its property or funds as he otherwise would have by reason of membership.
ENTRANCE FEE AND SUBSCRIPTIONS
25 The entrance fee and annual subscription shall be such as the Business and Policy Committee may prescribe from time to time and all annual subscriptions shall be paid in advance, unless special arrangements have been agreed in writing, on 1st day of April in each year on which day the financial year of the Club shall commence or for those members that joined the club after 1st August 2017 on the 1st day of the month of the anniversary the Member joined the club.
Any Member whose subscription is in arrears is neither entitled to use the club’s facilities nor vote at any meeting and any Member whose subscription remains unpaid one month after the due date shall cease to be a Member of the Club, but may be reinstated by the Business and Policy Committee if in their opinion a satisfactory explanation has been tendered.
Membership will be reviewed on an annual basis, and it is at the discretion of the Club whether a new annual membership is offered to a member.
The joining fee is based on a 5 year membership, and should a member not be offered an annual membership then they will be entitled to a pro rata refund based on £50 per year.
Provided that if a Member is unable to visit the Club for a period of twelve months the Business and Policy Committee may, at their absolute discretion, waive the subscription for that period and to substitute for that subscription a retaining fee of such sum as they may determine.
26 Members of the Ladies Section are Members of the Club.
Their Committee shall consist of a Captain, Vice-Captain, Honorary Secretary and four Members. Three Members of the Committee shall form a quorum.
The Rules of the Club and Byelaws shall apply (as varied by this Rule and so far as appropriate) to the Ladies Section who shall regulate their own affairs referring where appropriate to the Secretary.
GUESTS OF THE CLUB AND ITS MEMBERS
27 Subject to any restrictions which may from time to time be imposed by the Business and Policy Committee the following persons shall be entitled to admission to the Club premises, to be supplied with and /or sold alcohol for consumption on the premises and shall for all purposes be regarded as guests of the Club and its Members
a) Members guests,
b) Golfers, on payment of the appropriate Green Fee,
c) Those taking table meals at the Club with the approval of the Club,
d) Those attending any function or event organised at the Club.
Provided always that Members introducing guests shall be responsible for their conduct and actions.
28 The Business and Policy Committee and Captain’s Committee will be responsible for enforcement of the Byelaws as determined by their responsibilities and are empowered to make, repeal and amend such Byelaws as they may from time to time consider necessary and such Byelaws shall have effect until otherwise determined by the Business and Policy Committee or Captain’s Committee.
New or amendments to Byelaws shall be displayed on the Club Notice Board for a period of no less than fourteen days prior to the new Byelaw or amendment taking effect.
A copy of the Byelaws shall be affixed to the Club Notice Board.
ADDRESSES OF MEMBERS AND NOTICES
29 Every member shall from time to time communicate to the Secretary his/her address, or that of his/her Bank or Agent and, where available, his/her email address.
Such addresses shall be inserted in the Club’s records.
Members providing their email address agree, by its provision, to receive all notices and communications from the Club by email.
All Notices from the Club will be displayed on the main notice board and require all relevant documentation to be collected from the Secretary’s office.
Notices and communications sent by the Club shall be deemed to have been received as follows:
when sent by post, on the second day following posting,
when delivered by hand, on the day of service or
when sent by email, on the day of transmission or
when displayed on the notice board, at a date fourteen days after its initial display.
PAYMENT OF EXPENSES
30 Members are required to pay all expenses that they incur on their own or on behalf of their guests in the Clubhouse or on the Golf Course before they leave the premises. Guests green fees must be paid before playing.
OPENING OF THE CLUBHOUSE
31 The Clubhouse shall be opened and closed daily as the Business and Policy Committee shall from time to time determine and intoxicating liquor shall only be sold during licensing hours prescribed from time to time by the Local Licensing Authority.
NOTICES AND ADVERTISEMENTS
32 No notices, leaflets, magazines, brochures or advertisements or other similar items are to be affixed to any notice board, displayed or brought to the attention of the Members in the Clubhouse or on the Golf Course without the express approval of the Secretary.
33 All complaints shall be made in writing to the Secretary who, if he/ she shall be unable to deal with them, shall submit them to the Business and Policy Committee or Captain’s Committee, as appropriate, to consider and whose decision shall be final and binding.
34 No Member shall take away or permit to be taken away from the Clubhouse or Golf Course nor injure or destroy any property of the Club.
35 If it shall be considered by the Business and Policy Committee desirable or necessary to dissolve the Club, or there is a written request pursuant to Rule 13 for that purpose, an Extraordinary General Meeting shall be called (of which not less than 28 days notice shall be given to each Member) and at which not less than one half of the Members eligible to vote are present and if a resolution for the dissolution of the Club is passed by a majority of two thirds of the Members present and voting the Business and Policy Committee must immediately, or at such future date as is specified in the resolution, proceed to realise the property of the Club.
The Club shall not make a distribution of any surplus arising from the realisation of the property of the Club save to another non-profit making body or, in part or whole, to the Adult Members of the Club being Adult members who have paid the full subscription set by the Business and Policy Committee.