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Hinstock Lawn Tennis Club
Constitution
Updated December 2003
1. Name
1.1 The club shall be called Hinstock Lawn Tennis Club
2. Objects
2.1 The Objects of the club are
- To provide tennis, social and other activities for its members and generally to encourage and facilitate the playing of tennis;
- To provide and maintain Club premises at The Recreation Ground, Hinstock Shropshire;
- To affiliate to the Shropshire County Lawn Tennis Association (SCLTA) and to comply with and uphold the rules and regulations of the CLTA and LTA as amended from time to time and the rules and regulations of any body to which the LTA has affiliated;
- To acquire, establish, own, operate and turn to account in any way the tennis court facilities of the club together with the buildings and easements, fixtures and fittings and accessories as shall be thought advisable;
- To make rules and regulations concerning the operation of the club, including rules with regards disciplinary procedures that may be taken against members;
- To do all such things as the management committee thinks fit to further the interests of the club.
3. Application of Profit
- The club is a non-profit making organisation. All profits and surpluses will be used to maintain or improve the club’s facilities and in furtherance of the club’s projects.
4. Membership
4.1 Eligibility for Membership
- Persons of either sex are eligible for full membership of the club provided that they are at least 18 years of age.
- Persons below the age of 18 may be elected as Junior members without the right to hold office or vote at general meetings.
4.2 Admission of Members Any person who wishes to become and member must submit an application in such form as the Management committee shall decide. Every candidate for membership shall be considered by the Management Committee. The committee shall admit that candidate to membership unless to do so would be contrary to the best interests of the sport or the good conduct and interests of the Club.
4.3 Classes of Members
4.3.1 There shall be the following classes of members for the club:
- Full Member, being a player over 18 years of age
- Non- playing Member
- Junior Member, being a player under the age of 18
- Student Member, being a player over the age 18 and in full time education
4.3.2 A Family Membership consisting of Full and Junior membership, may also be offered.
4.3.3 Only Full Members shall be entitled to receive notice of, attend and vote at general meetings.
4.4 Subscriptions
- The annual subscription for each type of member shall be determined from time to time by the management committee.
- Membership of the club shall run for twelve months from an inception date determined by the management committee.
- No candidate shall be entitled to the privileges of membership until he has paid the annual subscription.
- Any Member whose subscription is more than 2 months in arrears shall be deemed to have resigned his membership of the club.
5. Resignation
- A Member may withdraw from membership of the club at anytime. Membership shall not be transferable in any event.
6. Expulsion
- The Management Committee shall have the power to expel a Member when, in its opinion, it would not be in the interests of the Club for him to remain a member.
- A Member shall not be expelled unless he is given 14 days written notice of the meeting of the Management committee at which his expulsion shall be considered.
- The Member shall be given an opportunity to make written representations and/or to appear before the Management Committee and at any such meeting to answer complaints against him. The Member shall not be expelled unless at least two thirds of the Management Committee then present vote in favour of expulsion.
- The Management Committee may exclude the Member from the Club’s premises until; the meeting considering his expulsion has been held.
7. Effect of Resignation or Expulsion
- Any person ceasing to be a Member forfeits all right and claim upon the club, it’s property and its funds. The Management Committee may refund an appropriate part of an expelled member’s subscription if it considers it appropriate to do so.
8. The Management Committee
8.1 The Club shall be managed by a Management Committee consisting of:
- The Chairperson
- The Secretary
- The Treasurer
- The Captain or a Men’s and a Ladies Captain
- The Social Secretary
- The Junior Officer
- No more than 5 other members elected annually at the annual general meeting.
8.2 Election of Members of the Management Committee shall take place each year at the annual general meeting. Candidates should be nominated and seconded by only Full members of the Club.
8.3 If there is only one candidate nominated to fill any vacancy, that candidate shall be declared elected unopposed.
8.4 The Management Committee shall be elected at the annual general meetings in each year, and subject to termination of office by resignation, removal or otherwise, the members remain in office until they or their successors are elected at the annual general meeting following their election or re-election.
8.5 In addition to the members elected as above, the Management Committee may co-opt up to 5 further members who shall serve until he next annual general meeting. Co-opted members shall be entitled to vote at the meetings of the Management Committee.
8.6 The Management Committee may appoint any Member to fill any casual vacancy on the Management Committee until the next annual general meeting.
8.7 Retiring members of the Management Committee may be re-elected.
9. Child Protection
9.1 The Management Committee should ensure that a clearly defined policy with regards child protection and safety is developed and displayed within the club.
9.2 The Management Committee should nominate an Officer with specific responsibility for the safety of children, and this person should undertake any awareness and child protection training as specified by the LTA.
10. Proceeding of The Management Committee
10.1 Management Committee meetings shall be held as often as the Management Committee thinks fit provided that there shall not be less than 2 meetings per year. The quorum of such meetings shall be 4. The Chairperson and/or the Secretary shall have the discretion to call emergency meetings if they consider it to be in the best interests of the club. The Secretary shall give all members of the Management Committee not less than 7 days notice of the meeting.
10.2 The Chairperson shall preside over events at every meeting of the Management Committee. If he is unwilling or unable to do so the committee may appoint one of their number to act as a deputy and therefore chair that meeting.
10.3 Decisions of the Management Committee shall be made by a simple majority and in the event of equality of votes the Chairperson or his deputy shall have the casting vote.
10.4 The Management Committee may from time to time appoint from its number such sub-committees as it considers necessary and may delegate to them powers and duties as appropriate to their task. All such committees shall report their proceedings back to the Management Committee on a regular basis.
10.5 The Management Committee shall be responsible for the management of the club and shall have the sole right of appointing and determining the terms and conditions of service of employees of the club. The Management Committee shall have power to enter into contracts for the purposes of the Club on behalf of all members.
10.6 The Members of the Management Committee shall be entitled to an indemnity out of the assets of the club for all expenses and other liabilities incurred by them in the management of the affairs of the club.
11. Annual General Meeting
11.1 The annual general meeting of the club shall be held at such times as the Management Committee shall decide each year to transact he following business:
- To receive a report of the activities of the Club during the previous year.
- To receive and consider the accounts of the club for the previous year.
- To elect officers and members of the Management Committee.
- To consider any special matters which may the Management Committee desires to bring before the membership.
- To consider any resolution proposed by the membership, given that details have been given to the Secretary in writing not less than 28 days before the meeting.
11.2 No period greater than fifteen months shall elapse between one annual general meeting and the next.
12. Extraordinary General Meetings
12.1 An extraordinary meeting may be called at any time by the Management Committee and shall be called within 21 days of receipt by the Secretary of a requisition in writing signed by not less than 15 members stating the purposes for which the meeting is required and the resolutions proposed.
13. Procedures at the annual and extraordinary general meetings
13.1 The Secretary shall send to each Member at his last known address details of the date of the general meeting together with any resolutions to be proposed at least 21 days before the meeting.
13.2 The Chairperson shall preside over events at the general meeting. If he is unwilling or unable to do so the committee may appoint one of their number to act as a deputy and therefore chair that meeting.
13.3 Each Full Member present will be able to vote and resolutions shall be passed by a simple majority of those members present and voting. In the event of equality of voting the chairperson of that meeting shall have a casting or additional vote.
13.4 The Secretary, or a person acting in their absence, shall take minutes at annual and extraordinary meetings.
14. Guests
14.1 Any member may introduce guests to the club, provided that no one whose application for membership has been declined or who has been expelled from the club may be introduced as a guest.
14.2 The member introducing a guest must enter the name and address of the guest together with his own name in a book, which must be kept in the clubhouse. A guest fee is payable and should be forwarded to a Club Officer as soon as possible.
14.3 No one may be admitted as a guest on more than 4 occasions in any calendar year.
15. Finance
15.1 All moneys payable to the club shall be received by the person authorised by the Management Committee to receive such moneys and shall be deposited in a bank/building society account in the name of the club. No sum shall be drawn from that account except by cheque signed by two of three approved signatories. Any monies not required for immediate use may be invested as the Management Committee in its discretion thinks fit.
15.2 Any income and property of the club shall be applied only in furtherance of the objects of the club and no part thereof shall be paid by way of bonus, dividend or profit to any member.
15.3 The Management Committee shall have power to authorise the payment of remuneration and expenses to any officer, member of he Management Committee, Member or employee of the club and to any other person for services rendered to the club.
15.4 The financial transactions of the club shall be recorded in such manner as the Management Committee thinks fit by the Treasurer.
15.5 Full accounts of the financial affairs of the club shall be prepared each year. The accounts must be made available to every member when notice concerning the annual general meeting is given. A further copy of the accounts should be forwarded to the Hinstock Recreation Association.
16. Borrowing
16.1 The Management Committee may borrow monies on behalf of the club and for the purposes of the club, at its own discretion.
16.2 When so borrowing the Management Committee shall have the power to raise in any way any sum or sums of money and to raise and secure repayment of any sum or sums of money in such manner and on such terms and conditions as it thinks fit.
16.3 The Management Committee shall have no power to pledge the personal liability of any member for repayment of any sums borrowed.
17. Dissolution
17.1 A resolution to dissolve the club shall only be proposed at an extraordinary general meeting and shall only be passed if carried by a majority of at least three quarters of the members present and voting.
17.2 The dissolution shall take effect from the date of the resolution and the members of the Management Committee shall be responsible for the winding up of the assets and liabilities of the Club.
17.3 Any property remaining after the discharge of the debts and liabilities of the Club shall be paid to the Hinstock Recreation Association for investment in other recreational activities in the parish.
18. Alteration of the Rules
18.1 These rules may be altered by resolution at an annual or extraordinary general meeting provided that the resolution is carried with a majority of two thirds of the members present and voting.
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