1. Name
The name of the Club is Gosforth Lawn Tennis Club.
2. Club Purposes
The purposes of the Club are to provide the amateur sport of tennis in Gosforth and community participation in the same.
3. Permitted means of advancing the purposes
The Committee has the power to:
a) Acquire and provide grounds, equipment, coaching, training and playing facilities, clubhouse, transport, medical and related facilities.
b) Provide coaching, training, medical treatment and related social and other facilities.
c) Take out any insurance for club, employees, contractors, players, guests and third parties.
d) Raise funds by appeals, subscriptions, loans and charges.
e) Borrow money and give security for the same and open bank accounts.
f) Buy, lease or license property and sell, let or otherwise dispose of the same.
g) Make grants and loans and give guarantees and provide other benefits.
h) Set aside funds for special purposes or as reserves.
I) invest funds in any lawful manner.
j) Employ and engage staff and others and provide services.
k) co-operate with or affiliate to firstly any bodies regulating or organizing the Sport and secondly any club or body involved with it and thirdly with government and related agencies.
l) Do all things reasonably necessary to advance the purposes.
NONE of the above powers may be used other than to advance the purposes consistently with the Rules below and the general law.
4. Membership
a) Membership of the Club shall be open to anyone interested in the sport 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.
b) The Club may have different classes of membership (see Appendix 1) and subscription on a non discriminatory and fair basis. The Club will keep subscriptions at levels that will not pose a significant obstacle to people participating. (See Appendix 2)
c) The Club 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 (see Appendix 8). Appeal against refusal or removal may be made to the members.
5. All General Meetings
a) All members may attend all general meetings of the Club in person.
b) Such meetings need 7 clear days written notice to members.
c) The quorum for all general meetings is 15 adult members present.
d) The Chair or (in his/her absence) another member chosen at the meeting shall preside.
e) Except as otherwise provided in these Rules every resolution shall be decided by a simple majority of the votes cast on a show of hands.
f) Formalities in connection with General Meetings (such as how to put down resolutions) shall be decided by the Committee and publicized t Club members.
6. Annual General Meetings
The Club will hold an AGM once in every calendar year (during March) and not more than 15 months after the last AGM. At every AGM:
a) The Members will elect a Committee including a Chair, Treasurer and Secretary to serve until the next AGM.
b) The Treasurer will produce accounts of the Club for the latest financial year audited as the Committee shall decide.
c) The Committee will present a report on the Club’s activities since the previous AGM.
d) The Members will appoint a suitable person to audit the accounts (who will not be a current committee member).
e) The Members will discuss and vote on any Resolution (whether about policy or to change the Rules) and deal with any other business put to the meeting.
7. Extraordinary General Meetings (EGM)
An EGM shall be called by the Secretary with 14 days of a request to that effect from the committee or on the written request of not less than 10 members signed by them. Such EGM shall be held on not less than 14 nor more than 21 days notice at a place decided upon by the committee or in default by the Chair.
Only the business for which such EGM has been called may be discussed at the EGM.
8. The Committee
A) Role
Subject to these Rules the Committee shall have responsibility for the management of the Club, its funds, property and affairs.
B) Property etc
i) The property and funds of the Club cannot be used for the direct or indirect private benefit of members other than as reasonably allowed by the Rules and all surplus income or profits are reinvested in the club.
ii) The Club may provide sporting and related social facilities, sporting equipment, coaching, courses, insurance cover, medical treatment, away match expenses, post match refreshments and other ordinary benefits of Community Amateur Sports Clubs as provided for in the Finance Act 2002.
iii) The Club may also in connection with the sports purposes of the Club
a) Sell and supply food, drink and related sports clothing and equipment
b) Employ members (though not for playing) and remunerate then for providing goods and services, on fair terms set by the committee without the person concerned being present
c) Pay for reasonable hospitality for visiting teams and guests
d) Indemnify the Committee and members acting properly in the course of the running of the Club against any liability incurred in the proper running of the Club (but only to the extent of its assets)
iv) The Committee will have due regard to the law on disability discrimination and child protection.
C) Composition etc
i) The Committee shall consist of at least twelve and not more than fifteen members (including officers)
ii) The Committee members may co-opt club members (up to the maximum permitted number) to serve until the next AGM.
iii) Any Committee member may be re-elected or re-co-opted without limit.
iv) A Committee member ceases to be such if he/she ceases to be a member of the Club, resigns by written notice, or is removed by the Committee for good cause after the Member concerned has been given the chance of putting his/her case to the Committee with an appeal to the Club members, or is removed by club members at a general meeting. The Committee shall fairly decide time limits and formalities for these steps.
D) Committee Meetings
i) Whenever a Committee member has a personal interest in a matter to be discussed he/she must declare it, withdraw from that part of the meeting (unless asked to stay), not be counted in the quorum for that agenda item and withdraw during the vote and have no vote on the matter concerned.
ii) The Committee may decide its own way of operating (See appendix 3). Unless it otherwise resolves the following rules apply:
a) At least 2 members must be present for the meeting to be valid
b) Committee meetings shall be held face to face
c) The Chair or whoever else those present choose shall chair meetings
d) Decisions shall be by simple majority of those voting
e) A resolution in writing signed by every Committee member shall be valid without a meeting
f) The chair of the meeting shall not have a casting vote
E) Delegation
The Committee may delegate any of their functions to sub-committees but must specify the scope of its activity and powers: the extent to which it can commit the funds of the club: its membership: its duty to report back to the Committee. The Committee may wind up any sub-committee ay any time or to change its mandate and operating terms.
F) Disclosure
Annual club reports and statements of account must be made available for inspection by any member and all club records may be inspected by any Committee member.
9. Amendments
a) These rules may be amended at a General meeting by two thirds of the votes cast but not (if relevant) so as to jeopardise the Club’s status as a Community Amateur Sports Club as first provided for by the Finance Act 2002 and not in any event to alter its purposes (unless the procedure set out in 9(b) has been followed or winding up provisions.
b) The Club Purposes may be changed to include another eligible sport if the Committee unanimously agree and the members also agreed the change by a 75% majority of votes cast.
10. Winding up the Club
a) The members may vote to wind up the Club if not less than three quarters of those present and voting support that proposal at a properly convened general meeting.
b) The Committee will then be responsible for the orderly winding up of the Club’s affairs.
c) After settling all liabilities of the Club, the Committee shall dispose of the net assets remaining to one or more of the following:
i) To another Club with similar sports purposes which is a registered charity and/or
ii) To another Club with similar sports purposes which is a registered CASC and/or
iii) To the Club’s governing body for use by them for related community sports.
Adopted at a meeting held
At
On
Signed
Name………………………
Signature……………………
(Chair of meeting)
Witnessed
Name………………………
Address……………………………….................................................................................
Occupation…………………
Signature………………….
Appendices
Appendix 1 - Membership
a) The club shall consist of the following classes of membership
Full Members - aged over 18
Student Members - aged 18 or over in full time education.
Junior Members - aged up to 18 (not included in Family or Mini Tennis classes)
Mini Tennis - those not included in Family or Junior classes.
Non Playing - aged over 21 (may play 6 times per year) paying annually
Life Non Playing - aged over 21on payment of a one off fee.
Honorary Life Members - elected by committee and shall have privileges of Full Members.
b) For the purposes of election or transfer to other classes of membership the above ages shall be determined as at 31 March.
Appendix 2 - Subscriptions
a) The membership of the Club shall cover the period 1 April to 31 March.
b) Annual subscriptions shall be decided at the Annual General Meeting and shall be included in the Club Fixture booklet for each year.
c) Any new member joining on or after 1 August shall pay such proportion of the annual subscription for the current season as the committee may decide.
d) All subscriptions are payable to the Hon Membership Secretary. Cheques to be made payable to ‘Gosforth Lawn Tennis Club’.
e) Family membership shall consist of not more than 2 full members and one or more junior members.
f) Non payment of subscriptions:
i) The Hon Treasurer may place in a prominent position in the Clubhouse a list of all members whose subscriptions are unpaid as at 30 April in each year.
ii) Any member whose subscription remains unpaid after 15 May shall, unless the committee decides otherwise, cease to be a member but shall remain liable for any arrears.
iii) Any member selected to play League Matches for the Club must have paid their subscription in full before the commencement of the League Fixtures.
g) Resignation or Transfer
Any member intending to resign or transfer to non-playing membership shall notify the Hon Membership Secretary by 31 March. Failure to do so will render the member liable for the full subscription for the ensuing year.
Appendix 3 - Committee Meetings (Refer Section D (ii))
The current operating rules for the Committee:
a) The Committee shall meet at reasonable intervals during the season as may be necessary for the proper conduct of the affairs of the Club. Adequate notice of every meeting shall be given by the Hon Secretary to each member of the Committee.
b) Five members shall form a quorum
c) In the case of equality of vote the Chair man shall have a casting vote
d) The Committee shall have power to elect eligible members to fill a vacancy which may occur in their number, except the offices of President & Vice President
e) The Committee is empowered to make such bye laws as may from time to time be deemed expedient. Such bye laws shall be posted on the Club notice board and shall be binding on all members, but they must be confirmed or rejected at the next AGM or at an EGM called for that purpose. No bye law shall alter or nullify any of these Rules.
f) The chair at all meetings shall be taken by the President or in his/her absence the Vice President or in the absence of both, every meeting shall vote some other member to the chair.
Appendix 4 - Regulation of Play
A Regulation of play
a) The committee shall be responsible for the regulation of play on the courts. They shall have power to close any court deemed unfit for play.
b) Play on Courts 1-3 shall cease 15 minutes before the commencement of any match.
c) The committee shall have power to reserve courts for matches and competitions and to reserve four courts for match practices when necessary.
d) When all courts are available, one court will always be available for club play but on one or two nights in each week to be determined by the committee from time to time, all other courts may be reserved primarily for the play of Ladies Doubles and Gentlemen’s Doubles.
e) In normal club play members may occupy a court for no more that one short set (tie break at 5 all) when another member is waiting to play.
B Regulation of play for junior members.
a) Junior members may play only at the following times:-
Monday to Friday on Courts 1-3 before 6.00pm and on courts 4 & 5 at any time unless required by Full Members.
Saturdays and Sundays on Courts 1-5 before 1.00 pm and on courts 4 &5 after 6.00pm unless required by Full members
b) Not more than one court at a time may be occupied by Junior members if the courts are required by Full Members. When one or more of the courts is not available for general play, junior members may not use the remaining courts if they are required by Full Members.
Appendix 5 - Teams
A Selection Committee will be responsible for the nomination of all team captains and for the selection of all teams. The Selection Committee will consist of the Men’s or Ladies’ captain plus the Team Captains.
Appendix 6 - Visitors
a) Members may introduce on payment of a Visitors Fee but the same visitor shall not be introduced on more than six occasions in one season. A member may not introduce more than two visitors in one day nor more than twelve visitors during the season (Juniors - one visitor per day and no one visitor may be introduced more than 6 times per season).
b) The fee payable must be placed in the box provided in the Pavilion for the purpose and their name entered in the Visitor’s book before commencement of play.
c) For the purpose of this rule non playing members shall be considered as visitors.
d) The visitor’s fee referred to in this clause shall be decided by the committee and confirmed at an AGM.
Appendix 7 - Club Tournaments
a) The Committee shall appoint a Tournament Committee for each season.
b) Tournament rules shall be those decided by the Tournament Committee from time to time.
Appendix 8 - Conduct of Members
a) Only recognized tennis wear will be permitted on court.
b) Members are expected to conduct themselves in an orderly and proper manner while on club premises.
c) Damage - members and visitors shall make good any damage caused by them to the property of the Club.
d) The committee has the power to reprimand, suspend or expel any member who shall infringe the Club Rules.
e) The committee accepts no responsibility for loss or damage to personal property.
Appendix 9 - General
a) In the event of any difference of opinion arising as to the interpretation of these rules, the committee shall have the power to determine the sense in which the rule/rules shall be taken. Such decision although immediately effective shall be referred to the next AGM for confirmation.
b) These rules shall neither be added to nor altered except at a General Meeting by notice given in writing in accordance with Rule 5.
c) All notices required by these Rules shall be deemed to have been given if posted/ E-Mailed to the last known address of the member.
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