Constitution and Club Rules
Rules 19.1 - 24.1
19. GENERAL MEETINGS
19.1The Men’s Club
19.1.1The Annual General Meeting of the Men’s Club shall, save in exceptional circumstances, be held in the month of November or December for receiving the Men’s Club Committees Annual Report and the Financial Statement for the year ended the previous 31st of October; for electing Office Bearers, Members of Committee and Auditors, revising (subject to the approval of the Joint Club) its rules and transacting such other business of the Men's Club as may be on the Agenda.
19.1.2Fourteen days notice, at least, of such Annual General Meeting shall be given to the Male Ordinary Members of the Club who are the only persons entitled to attend and vote at all Annual General Meeting of the Men’s Club.
19.1.3Notices of Motion and nominations of Officers and Members of the Committee of the Men’s Club must be made to the Honorary Secretary of the Club, in writing, at least twenty-one days before the date of such Meeting.
19.1.4Such notices and nominations shall be promptly posted on the Club Notice Board.
19.1.5Notices of Motion and nominations not made as required cannot be considered at the Annual General Meeting.
19.2The Ladies’ Club
19.2.1The Annual General Meeting of the Ladies’ Club shall, save in exceptional circumstances, be held in the month of November or December for receiving the Ladies’ Club Committees Annual Report and the Financial Statement for the year ended the previous 31st October; for electing Office Bearers, Members of Committee and Auditors, revising (subject to the approval of the Joint Club) its rules and transacting such other business of the Ladies’ Club as may be on the Agenda.
19.2.2Fourteen days notice, at least, of such Annual General Meeting shall be given to the Female Ordinary Members as prescribed by Sub-Clause 11.3.1 who are the only persons entitled to attend and vote at an Annual General Meeting of the Ladies’ Club.
19.2.3Notices of Motion and nominations of Officers and Members of the Committee of the Ladies’ Club must be made to the Honorary Secretary of the Club, in writing, at least twenty-one days before the date of such Meeting.
19.2.4Such notices and nominations shall be promptly posted on the Club Notice Board.
19.2.5Notices of Motion and nominations not made as required cannot be considered at the Annual General Meeting.
19.3The Joint Club
19.3.1The Annual General Meeting of the Joint Club shall, save in exceptional circumstances, be held in the month of December or January for receiving the Committee of Management’s Annual Report and the Financial Statement for the year ended the previous 31st October; for electing Office Bearers, Members of Committee and Auditors, revising rules and transacting such other business of the Club as may be on the Agenda.
19.3.2Twenty-eight days notice at least of such Annual General Meeting shall be given to the members of the Club entitled to attend and vote.
19.3.3Notices of Motion and Nomination of Officers and Members of the Committee of Management must be made to the relevant Honorary Secretary, in writing, at least twenty-one days before the date of such Meeting.
19.3.4Such notices and nominations shall be promptly posted on the Club Notice Board.
19.3.5Notices of Motion and nominations not made as required cannot be considered at the Annual General Meeting except as provided in Clause 19.4 hereof.
19.4Notification to Joint Club
19.4.1Immediately following the Annual General Meetings of each of the Men’s and Ladies’ Clubs the respective Honorary Secretaries shall notify the Secretary Manager of the names of the Officers of their Club who shall represent that Club on the Committee of Management for the ensuing year.
19.4.2Each Honorary Secretary shall also forward to the Secretary of the joint Club for submission such notices of Motion or Recommendations as such Club wishes to submit for consideration at the Annual General Meeting of the Joint Club.
19.4.3Any such Notice of Motion or Recommendation shall be discussed, if necessary, under the heading of "Any Other Business" at such Meeting if it is not received in time for inclusion on the Agenda for the Meeting.
19.5Special and Extraordinary General Meetings
19.5.1In addition to the Statutory Annual General Meeting
19.5.1.1The Committee of any Club may, at its discretion, convene a Special General Meeting of the voting Members of such Club to consider and decide on any matter which the Committee considers is of such urgency that it cannot be held over until the Statutory Annual General Meeting.
19.5.1.2A group of not less than 10% of the Voting Members of any of the Clubs may submit a requisition to the Honorary Secretary of such Club requesting that an Extraordinary General Meeting of the Voting members of such Club be convened. The requisition shall state the business to be considered at such Meeting.
19.5.1.3On receipt of such requisition it shall be the duty of the Committee of the particular Club to have an Extraordinary General Meeting convened without delay and failing notice of such meeting being issued by direction of the Committee within fourteen days after receipt of such notice by the Honorary Secretary, any 60% of the members who have signed the requisition may issue notice of an Extraordinary General Meeting, which notice shall be sufficient if published in three consecutive issues of a daily newspaper circulating in the locality of the Club at least ten days before the date fixed for such Meeting.
19.6Chairperson at General Meetings
19.6.1The Captain, or if absent, the Vice-Captain shall preside at all General Meetings of the Men’s Club and the Ladies’ Club respectively.
19.6.2The Chairperson, or if absent, any officer of the Committee of Management shall preside at all General Meetings of the Joint Club.
19.6.3If any of the foregoing Officers are absent or decline to preside any other Chairperson may be appointed by the Meeting.
19.6.4Each Chairperson in addition to a deliberative vote, shall have and shall exercise a casting vote.
20. NOTICES OF GENERAL MEETINGS
20.1Fourteen Days notice of every General Meeting convened by order of a Committee shall be given to the Members entitled to vote by a circular specifying the time and place of such Meeting and the business to be transacted.
20.2All notices calling Meetings must be sent by post and addressed to members at such addresses as may be recorded in the Club books.
20.3No business shall commence or continue unless there is a quorum of 20% of members entitled to vote in attendance at a General Meeting.
21. MODE OF VOTING AT GENERAL MEETINGS
21.1No proxies shall be allowed.
21.2Voting shall be either by a show of hands or by ballot.
21.3Ballot shall mean a vote on voting paper.
21.4A majority of one shall be sufficient to decide any question under discussion unless a greater majority is required by some other Club rule.
21.5In the event of a tie the Chairperson shall have and shall exercise a casting vote as provided in Sub Clause 19.6.4.
21.6If any Member at a General Meeting proposes that the mode of voting on any particular matter should be by ballot and this is seconded by another Member, then the question of whether voting should be by a show of hands or by ballot shall be decided by a show of hands.
21.7An election of candidates for membership of the Committee of either the Men’s or Ladies’ Club or for membership of the Committee of Management shall be by ballot and all members voting must vote for a full number of candidates for whom there are vacancies, otherwise such voting paper is invalid.
22. MINUTE BOOKS
22.1The Men’s Club, the Ladies’ Club and the Joint Club shall each keep:
22.1.1A Minute Book in which shall be recorded the Minutes of Annual General, Special General and Extraordinary General Meetings and also
22.1.2A Minute Book in which shall be recorded the Minutes of all Committee Meetings held in compliance with Clause 7.3.
22.1.3The respective Minutes shall be read out at the next General or Statutory or other Committee Meeting and, when approved as being a correct record, shall be signed and dated by the Chairperson.
22.1.4The Men’s Committee and the Ladies’ Committee shall each submit their Club Minute Books to the Committee of Management when required.
23. PLAYING FACILITIES
23.1The Committee of Management, in consultation with the Secretary Manager, shall prescribe the days and times when the members of the Men’s Club or the Ladies’ Club shall have the use of the Course for competitions. The facilities of the course and part of the clubhouse shall be made available to the GUI and Provincial Branch at reasonable intervals, as may be agreed between the two parties.
23.2It shall also decide on the facilities to be afforded to Societies.
23.3The Committee of Management and or the Secretary Manager shall also be empowered to direct the days and times when fourballs or singles shall have priority commencing playing on the 1st or 10th tees and generally regulate the use of the Course for the benefit of members.
24. PERSONAL PROPERTY
24.1Any personal belongings of members, visitors and others, brought to, kept at, or left on the premises of the Club (either in the Clubhouse or outside, in or on the Course) shall be at the sole risk of the owners thereof, and neither the Club nor any Committee shall be responsible for any loss or damage there to however arising; but this rule shall not prejudice any claims by the Club or the Owners of the property, against Insurance Companies in case of fire, or when otherwise covered by insurance.