Constitution and Club Rules
Rules 5.1 - 8.1.5
5. TRUSTEES
5.1The Trustees shall be not more than 3 and not less than 3 Full Ordinary Members or Honorary members of the Joint Club. Such Trustees shall be appointed by the members at a General Meeting of the Joint Club.
5.2Each Trustee shall hold office for a term not exceeding 10 years or until removal from office at an earlier date by resolution of the members at a General Meeting or Special General Meeting of the Joint Club.
5.3The Club premises and such other property of the Club as the Committee of Management of the Joint Club (hereinafter referred to as "Committee of Management") shall determine, shall be vested in and under the legal control of the Trustees and such Trustees shall deal with the property of the Club as directed by a resolution of the Committee of Management of which an entry in the Minute Book shall be sufficient evidence.
5.4If the Trustees, when directed by a resolution of the Committee of Management to perform a certain act, consider that the performance of such act is one of such importance that they consider that the members of the Joint Club should be consulted, then the Trustees may refuse to perform such act until the members of the Joint Club have been consulted at a General or Special General Meeting and a resolution is passed at such meeting authorising or refusing to authorise the Trustees to perform such act as was originally directed by the Committee of Management.
5.5The Trustees shall be entitled to attend meetings of the Committee of Management, without voting rights, in their capacity as Trustees.
5.6The Trustees shall be indemnified out of the Joint Club property and assets in respect of all transactions directed by a resolution of the Committee of Management against all liabilities and expenses necessarily incurred as a result of their trusteeship and in the event of the Joint Club property and assets being deficient, such deficiency shall be made good by the Full Ordinary Members on whose behalf the property and assets of the Club are held.
5.7The Trustees must be of sound mind, not have a criminal record or be bankrupt, discharged or otherwise.
6. OFFICERS / COMMITTEE
6.1The Officers of the Men’s Club shall be a President, a Captain, a Vice-Captain, an Honorary Secretary, an Honorary Treasurer an Honorary Competition Secretary and an Honorary Handicapping Secretary.
6.2The Officers of the Ladies’ Club shall be a President, a Captain, a Vice-Captain, an Honorary Secretary, an Honorary Treasurer an Honorary Competition Secretary and an Honorary Handicapping Secretary.
6.3The officers of the Joint Club shall be a Chairperson of the committee of Management, an Honorary Secretary and an Honorary Treasurer.
6.4The officers and committee members shall be subject to the same conditions and criterion as stated in sub-clause 5.7.
7. MANAGEMENT
7.1Allocation of Functions
7.1.1The business and affairs of the Men’s Club shall be under the jurisdiction and control of a General Committee (hereinafter referred to as "the Men's Committee") consisting of the Officers of the Men’s Club and eight other voting members of the Men’s Club elected under Sub-Clause 7.2.3 and Clause 21.7.
7.1.2The business and affairs of the Ladies’ Club shall be under the jurisdiction and control of a General Committee (here in after referred to as "the Ladies’ Committee") consisting of the Officers of the Ladies’ Club and seven other voting members of the Ladies’ Club elected under Sub-Clause 7.2.3 and Clause 21.7.
7.1.3The business and affairs of the Joint club shall be under the jurisdiction and control of a Committee of Management consisting of the Officers of the Joint Club, the Captain’s and Vice-Captain’s of the Ladies’ Club and the Men’s Club’s, and five other Full Ordinary members of the Men’s and Ladies’ Clubs in proportion to, as near as practical, the number of voting members in each Club. Should any Officer of the Men’s and Ladies’ Club not be a Full Ordinary Member as prescribed by Sub-Clause 11.3.1 he/she shall become an ex-officio member of the Joint Club during their term of Office. However, this only entitles him/her to attend but not vote at Joint Club General Meetings.
7.1.4Each of the afore mentioned Committees may exercise its powers notwithstanding that there might be a vacancy or vacancies in its membership.
7.1.5Nothing in this rule shall preclude a member of the Men’s or the Ladies’ Committees being also a member of the Committee of Management or vice versa.
7.1.6At meetings of any of the above Committees, six of those entitled to attend and vote, shall form a quorum.
7.1.7At meetings of the Men’s and the Ladies’ Committees, the Chair shall be taken by the Captain or, if absent, by the Vice-Captain of the Club concerned. At meetings of the Committee of Management the Chair shall be taken by the Chairperson or, if absent, by any other officer from the Committee of Management. In the absence of the above Officers at a particular meeting those in attendance having votes shall elect a Chairperson.
7.1.8The Chairperson at a meeting shall, in addition to a deliberative vote, have, and shall exercise where necessary, a casting vote.
7.2Elections, Officers and Committees
7.2.1The Captain of the Men’s and the Captain of the Ladies’ Clubs shall retire after one year’s service, and be succeeded by the Vice-Captain, provided always that the members at the Annual Meeting may vote that the outgoing Captain should serve in that capacity for a longer period. Should the out-going Captain consent and be re-elected, the tenure of Office of the Vice-Captain shall be extended for a similar period.
7.2.2The other Honorary Officers of each Committee shall retire annually and shall be eligible for re-election, provided always that the same Office or Committee position, shall not be held by the such Officer or Committee Member, for more than three consecutive years. An exception is made in relation to the President who shall retire after two year’s of service, however should the out-going President concent to be re-elected his/her tenure shall be extended for a similar period.
7.2.3With the exception of the Chairperson of the Committee of Management of the Joint Club, the election of Office Bearers, Members of Committees and Auditors shall be made at the respective Annual General Meetings.
7.2.4In the Men’s Club. The Vice-Captain in office shall each have the right to nominate for election the Vice-Captain for the ensuing year of their Club subject to approval of the Men’s Committee.
7.2.4.1In the Ladies’ Club .The Vice-Captain is selected on a duration of Membership basis. The Nominee as Vice-Captain shall have the option of refusal in the year in question, and will also have the option of refusal in the next two consecutive years.
7.2.5Nominations (with the consent of the nominee) for election to any Honorary Office or as an Ordinary Member of Committee shall be made, except as heretofore provided :
7.2.5.1by the General Committee of the particular Club, or
7.2.5.2by any two Voting Members of the particular Club.
7.2.6All nominations shall be given to the Honorary Secretary of the particular Club concerned at least 21 days prior to the Annual General Meeting of that Club.
7.2.7A complete list of Nominees (Officers and Committee) together with the names of their proposers and seconders must be posted on the Club Notice Board for at least 14 days prior to the date of the particular Annual General Meeting.
7.2.8The respective Committees shall have power to fill vacancies in any of these Offices (including membership of its Committee) during any year. The persons so appointed shall hold office until the next Annual General Meeting of the particular Club. Such appointment shall not be construed as forming part of the time limit provided in Sub Clause 7.2.2.
7.2.9At any General Meeting, if the election of a continuing member of the Committee to a position as an Office Bearer will leave a vacancy on the Committee, then such vacancy shall be filled at that Annual General Meeting from candidates already nominated for membership of the Committee.
7.2.9.1To be eligible for a position on the Committee of the Ladies’ Club a nominee must be a member of that Club for 1 year.
7.2.9.2To be eligible for an Officers position on the Ladies’ Club Committee a nominee must have served on that Committee for 1 year.
7.2.9.3To be eligible for a position on the Committee of the Men’s club a nominee must be a member of that club for 1 year.
7.2.9.4To be eligible for an Officers position on the Committee of the Men’s club a nominee must have served on that Committee for 1 year.
7.2.9.5To be eligible for election to the Committee of Management of the Joint Club a nominee must be a Full ordinary member for 1 year of either the Ladies’ or Men’s Club’s.
7.2.10The office of any Office Bearer shall be vacated by such Office Bearer resigning there from or on ceasing to be a member of either the Men’s or the Ladies’ Club or being removed by a resolution at an Annual General Meeting or Extra-Ordinary General Meeting of the appropriate Club.
7.2.11Notwithstanding the foregoing not less than three members of each Committee shall retire each year, they being the longest serving members. Where it is necessary to determine between members of equal service as to who should retire to fill the quota of three, this will be done by drawing lots. These members shall not be eligible for re-election in the same Committee until the lapse of one year.
7.3Committee Meetings
7.3.1Stated meetings of the Men’s and the Ladies’ Committees shall be held at least 10 times per annum.
7.3.2Stated meetings of the Committee of Management shall be held at least 10 times per annum and Special Meetings on such dates as may be found convenient for the transaction of business on at least seven days notice being given by the Chairperson or Honorary Secretary of the Joint Club.
7.3.3Upon a requisition signed by not less than five members of a Committee, stating the nature of the business to be transacted, the Captain, Chairperson or Honorary Secretary of the particular Club shall call a Special Meeting of such Committee for the consideration thereof; and if the Officers designated above neglect or refuse to call such Meeting within seven days, the same may be convened by notice signed by five members of such Committee.
7.3.4Any member of a Committee who is absent for three consecutive meetings, without an acceptable reason shall be deemed to have resigned from that Committee and the vacancy shall be filled under Sub Clause 7.2.9.
7.4Employment of Staff
7.4.1The Committee of Management shall have power to appoint a paid Secretary Manager and other employees upon such terms and conditions as such Committee may determine; to terminate such appointments and also to appoint substitutes from time to time.
7.4.2The Secretary Manager may, in addition to carrying out the duties required for the Joint Club, act as Secretary Manager to both the Men’s and the Ladies’ Clubs if requested by the Committee of either or both Clubs.
7.5Management Regulations
7.5.1The Committee of Management is empowered to make, and from time to time alter, such Bye-Laws and regulations for the management of the Joint Club as it may consider necessary.
7.5.2In consultation with both Men’s and Ladies’ Committees the Committee of Management is also empowered to make such Local Rules (provided same are not at variance with the Rules of Golf) and regulations for the use of the course in the interests of all members.
7.5.3Every member of every category and every visitor or other person using the Clubhouse or Course shall be subject to, and must comply with, all Rules, Bye-laws and Regulations in force.
7.6Appointment of Sub Committees
7.6.1The Men’s and the ladies’ Committees and the Committee of Management shall each have power to appoint Sub-Committees and to appoint members of their respective Clubs, to act on such Sub-Committees and to define the scope of their authority in writing and to delegate and confer upon such Sub-Committees the powers necessary for the discharge of the function or functions for which such Sub-Committees were formed (see committee and criterion document). No Sub-Committee may be appointed to elect members. (see Clause 10.1)
7.6.2Each Sub Committee shall retire annually on the date of the Annual General Meeting of its respective Club or when the function for which it was appointed is completed.
7.6.3The quorum of each Sub Committee shall be defined at the time of appointment.
7.6.4The Chairperson of each Sub-Committee shall, in addition to a deliberative vote, have, and shall exercise a casting vote.
8. ADMINISTRATION
8.1The three sections of the Club shall be administered as follows:
8.1.1The Honorary Secretary of the Men’s Club shall be responsible for the every-day affairs of that Club, except such duties which are specifically assigned to another Officer of the Men’s Club or to the Secretary Manager.
8.1.2The Honorary Secretary of the ladies’ Club shall be responsible for the every-day affairs of that Club, except such duties which are specifically assigned to another Officer of the Ladies’ Club or to the Secretary Manager.
8.1.3The Honorary Secretary of the Joint Club shall be responsible for the everyday affairs of that Club, except such duties which are specifically assigned to another Officer of the Joint Club or to the Secretary Manager.
8.1.4All written complaints concerning matters under the jurisdiction and control of the Committee of the particular Club concerned shall be referred primarily to the Honorary Secretary of that Club who, if unable to resolve same, shall place the complaint on the agenda for the next Meeting of the Committee of such Club for investigation and decision. (see Rule 17)
8.1.5The Honorary Secretary of the Joint Club shall also act as Liaison Officer between the Committee of Management and each of the Men’s and Ladies’ Committees.