Filton Golf Club Constitution
I – RULES & REGULATIONS
1 NAME AND OBJECTS OF THE CLUB
The name of the Club shall be Filton Golf Club, and the object shall be to promote the game of golf and provide the appropriate supporting and ancillary facilities.
2 OWNERSHIP, MANAGEMENT AND FINANCE
The property of the Club shall be vested in Filton Golf Club (1979) Limited, which Company is registered under the Companies Acts and is required to pursue the objectives and conform to the regulations set out in its Memorandum and Articles of Association. All the shares of the Company shall be held in trust for the members by Trustee/Directors who shall be full members of the Club (as defined in the regulations) appointed by the Council (see Rule 7). There shall be at least three (3) but not more than five (5) Trustee/Directors, of whom one (1) shall normally be the Council Chairman for the time being, and they shall be indemnified against any costs, charges or expenses they incur or become liable for in their capacity as Trustee/Directors. Trustee/Directors should be conversant with the Notes for the Guidance of Registered Companies issued by the Department of Trade and Industry, of which a copy is held by the Club Secretary.
The management of the Club shall be vested in the Council, whose authority in all except financial matters shall be paramount unless over-ruled at a general meeting of the members by a majority of at least two thirds (⅔) of those voting on the motion.
Under the Companies Acts, the Trustee/Directors are responsible and accountable for the business affairs of Filton Golf Club (1979) Limited. Their authority/approval is therefore required for, inter alia:
(i) The sale or purchase of fixed assets,
(ii) The raising of loans,
(iii) The annual budget, and
(iv) The annual statement of accounts (Profit and Loss account, Balance Sheet, etc.).
The categories of membership, the numbers to be enrolled in each category and the conditions of membership are defined in Section II – Regulations (see Rule 4). Only those accorded FULL MEMBER status shall be eligible for election to the Council and to submit motions to, attend, speak and vote at meetings of the Club. Other members may attend, and at the discretion of the President/Chairman speak at, but may not submit motions to or vote at, any such meetings.
4 RULES AND REGULATIONS
a) Rules (Section 1)
The Club’s constitution may only be changed with the approval of the members at a general meeting. Any motion proposing a change shall be dealt with in the same way as other motions under Rule 12, but shall require a majority of at least two thirds (⅔) of those voting on the motion.
b) Regulations (Section II)
Deal with categories and conditions of membership. They may be modified or added to by the Council, but details of any proposed change shall be prominently displayed on the Managing Secretary’s notice board and the notice boards at both entrances for four (4) weeks before it shall become effective. At least thirty (30) members objecting in writing to the change shall prevent the change being implemented until it is approved at a general meeting by a majority of at least two thirds (⅔) of those voting on the motion.
5 ENTRANCE FEE AND SUBSCRIPTIONS
a) Every new member must pay on joining an entrance fee as set by Council for that year.
b) All junior members who have been members for two years or more on reaching the age of 18 and not in full-time education do not pay an entrance fee.
6 OFFICERS OF THE CLUB
The officers of the Club shall be the President, Chairman, Captain, Vice-Captain, Honorary Treasurer and Secretary, and they shall be elected/appointed as follows:
a) President and Honorary Treasurer
By election at the Annual General Meeting. Each shall serve for one year and be eligible for re-election.
b) Chairman of the Council
By election of one of the six (6) ordinary Council members at the first formal meeting of the Council following the Annual General Meeting. He shall serve for one year and be eligible for re-election so long as he remains a Council member.
c) Club Captain
By elevation of the current Vice-Captain. He shall normally hold office for one year commencing in January.
d) Club Vice-Captain
The person should have been a full member for the previous three years and will be elected by an ad hoc committee, chaired by the Council Chairman (who only has a vote in the case of a tie): Captain, Vice-Captain and three (3) past Captains selected by ballot, who are still active members of the Club. He shall take office when his predecessor succeeds to the Captaincy and his selection shall be formally reported to the Council for approval before any publicity is given to it.
e) Managing Secretary
By a Council sub-committee comprising: The Chairman, the Honorary Treasurer, and not more than one other Council member. The Secretary shall be a salaried employee of the Club. His/her duties are outlined in Rule 9.
7 MANAGEMENT COMMITTEE
The Management Committee, which shall be called the Council, shall comprise: the Captain, the Vice-Captain and the Honorary Treasurer, each ex-officio, together with six (6) ordinary full members, each of whom shall have been elected at an Annual General Meeting. Rule 8 refers.
Ordinary Council members shall normally serve for three (3) years, after which they shall resign but shall be eligible for re-election. The object shall be to ensure that there is an annual ballot for two of the six ordinary seats on the Council. If due to unforeseen circumstances more than two vacancies for ordinary Council members have to be filled at the Annual General Meeting, the Council shall have authority to set a shorter term than three years for the additional vacancies in order to restore the retirement cycle of two Council members in future years. If this device is used, the successful candidate(s) polling the smallest number of votes for the vacancies that are being filled shall be the one(s) to serve a reduced term.
The Council may at their discretion co-opt a full member of the Club to fill a vacancy caused by the mid-term loss of an ordinary Council member, but he/she shall vacate his/her seat on the Council at the next Annual General Meeting and shall be eligible for re-election.
The premature loss of the Captain and/or Vice-Captain shall be dealt with under Rule 6, but if the Honorary Treasurership becomes vacant in mid-term the Council shall take urgent steps to appoint a replacement.
8 NOMINATION AND ELECTION OF OFFICERS AND COUNCIL
The election of officers in accordance with Rule 6 (a) and ordinary Council members in accordance with Rule 7 shall take place each year at the Annual General Meeting. A nomination paper shall be posted on the notice boards at theta entrances to the Clubhouse and remain posted for such period as will include three (3) Saturdays prior to the A.G.M date and no nomination shall be brought before the general meeting unless entered on the nomination paper by the last Saturday of the prescribed period. Each candidate shall be proposed and seconded by two full members, and the election shall be by ballot. If the ballot does not produce a clear-cut result because two or more of the candidates have polled an equal number of votes, those who have tied shall be subject to a second ballot. If there is still a tie after the second ballot, lots shall be drawn to select the successful candidate.
9 DUTIES AND RESPONSIBILITIES OF OFFICERS
To preside at General Meetings.
b) Chairman of the Council
To conduct the affairs of the Council, and preside over and sign the approved minutes of their meetings. When there is a tie between the votes cast for and against a motion before the Council, he shall have the right to a casting vote. In his absence from any meeting, the Council shall elect one of their numbers to take the Chair for that meeting.
c) Honorary Treasurer
To supervise the financial transactions of the Club and advise on its financial affairs, keeping the Trustee Directors of Filton Golf Club (1979) Limited properly informed of any matters for which they are responsible.
d) Managing Secretary
To conduct the correspondence of the Club; to have custody of all the Club’s documents; to keep proper minutes of all meetings of the Club and Council, and produce them at all meetings; in consultation with the Council Chairman to arrange the agenda for and convene all meetings of the Club; to keep such books, documents and records as the Council may require; to give all notices required by the Club’s Rules/Regulations; to enrol new members; and generally to manage the Club’s affairs and staff, both in the Clubhouse and on the course.
e) Club Captain
The Captain’s duties are wide-ranging and traditional, but he is especially concerned with the welfare and conduct of the members; with the management of competitions; with the condition of the Course; and with promoting the good standing of the Club. He is the ‘first citizen’ of the Club and is normally expected to preside at all ceremonial occasions. He selects the Captains of the Club’s league teams and the Junior Section.
f) Club Vice-Captain
The Vice-Captain is the Captain-elect, and in that capacity, he is expected to assist and support the Captain in his duties.
10 COUNCIL MEETINGS
a) Council Meetings
The Council shall meet at such times and places as they themselves decide. The Secretary may at any time at his/her discretion, and shall at the request in writing of any two members of the Council, call a meeting of the Council. The Secretary shall give reasonable written notice of such a meeting to every member of the Council, and the notice shall state the nature of the business or quote precisely the motion to be discussed. Each of the nine (9) members of the Council shall have the right to a vote at Council meetings and, in the event of a tied vote, the Chairman shall have the right to a casting vote.
b) Attendance Record
The attendance record of each member at the Council meetings shall be published in the Annual Report.
At all Council meetings, six (6) shall constitute a quorum.
11 ANNUAL GENERAL MEETING
The Annual General Meeting of the Club shall be held as near as possible, and no later than 31st. October, the date is decided by the Council. Notice of the Annual General Meetings and details of any special business to be discussed shall be sent to each member at his/her last known address or by email where the Secretary has details of a member’s email address unless the member gives notice to the Secretary that they are unwilling to receive notices electronically at least twenty-one (21) days before the date of the meeting. Any motion for discussion at the Annual General Meeting shall constitute special business and shall, therefore, be notified to the Secretary in writing at least six weeks before the A.G.M for the inclusion of details in the pre-Annual General Meeting notice to members. The Club President shall normally take the Chair at general meetings, at which he shall have the right to a casting vote.
12 SPECIAL GENERAL MEETINGS
The council may, whenever they deem it necessary, convene a special general meeting. The council shall also convene such a meeting within twenty-eight (28) days of receipt from the Managing Secretary of a request signed by no fewer than thirty (30) full members of the club.The request shall contain details of the motion to be proposed by the members requesting the meeting. The notice convening a special general meeting shall be dispatched to each member at his/her last known address or by email where the Managing Secretary has details of a member’s email address unless the member gives notice to the Managing Secretary that they are unwilling to receive notices electronically at least fourteen (14) days before the date of the meeting, and it shall contain details of the motion to be discussed. No other business shall be raised at the meeting but amendments to the motion may be discussed if there are a proposer and seconder.
13 QUORUM AT GENERAL MEETINGS
At all general meetings of the Club, fifty (50) full members shall constitute a quorum.
If such a quorum is not present within half an hour from the time appointed for the meeting, or if during a meeting such a quorum ceases to be present, the meeting shall stand adjourned to the same day in the next week at the same time and place or to such time and place as the Council may determine. If a quorum is not present for the adjourned meeting those present will constitute a quorum provided there is a minimum of ten present.
14 RULES AND REGULATIONS – INTERPRETATION
Any question about the construction and meaning of the Rules and Regulations shall be referred to the Council, whose interpretation shall be final unless challenged in writing by at least thirty (30) members when the matter will be decided at a general meeting on the basis laid down in Rule 2 (b).
The Council shall have the authority to make and publish such bye-laws as may be desirable to cover matters that do not merit or are not suitable for, treatment by Regulation, e.g. standards of dress, the order of play, etc.
16 BUGGIES, RIDE-ONS AND TROLLIES
All Buggies, Ride-on and Trollies must go around the greenside bunkers and under no circumstances between the bunkers and the Greens.
II CATEGORIES AND CONDITIONS OF MEMBERSHIP – REGULATIONS
1 CATEGORIES OF MEMBERSHIP (ADULTS – 19 YEARS AND OVER)
Full members entitled to all the rights and privileges of membership, including the right to play the course on any day when it is not closed for a special reason, e.g. for a major competition, to compete for Club prizes and sweepstakes and to introduce guests.
Full members with the same rights and privileges as Seven-Day Male members, except the right to play the course on Saturdays and Sundays without paying the appropriate green fee.
Some members have become Life members by paying a lump sum under arrangements made to enable the Club to finance special projects, but any member who has given outstanding service to the Club may be elected to Life membership at an Annual General Meetings on the recommendation of the Council. Life members shall have the status, rights and privileges of full members.
Honorary membership may be conferred by the Council on persons directly employed by the Club, on employees who have retired after giving long and satisfactory service to the Club, and exceptionally on any person whose special relationship with the Club merits it. Each Honorary membership shall be formally reviewed by the Council annually in March. Honorary members shall have the right to play the course, compete for Club prizes and sweepstakes, and use the Club facilities, but they shall not have the right to attend or in any way participate in Club meetings.
The Council shall have the authority to grant Temporary membership in appropriate circumstances and at such a subscription as they think proper. Temporary members shall be entitled to play the course, use the Club’s facilities, and enter routine weekend and Bank Holiday competitions. They shall not be entitled to enter major Club competitions other than open competitions or have the right to attend, or in any way participate in Club meetings.
Social members may use the Clubhouse and introduce guests at the discretion of the Secretary. They shall not use the putting green or any of the other practice facilities and may play the course only on payment of the appropriate green fee, and shall produce their membership cards on request.
2 CATEGORIES OF MEMBERSHIP (YOUNG PERSONS UNDER 19 YEARS)
Young persons under 19 years of age on 31st March of the subscription year shall be in one of the following membership categories:
Those who are under 19 years of age on 31st March of the subscription year.
At the discretion of the Council those who are 19 but not 25 years of age on 31st March and who are full-time students at a recognised educational establishment. Applications for Student members must be made in writing to the Managing Secretary accompanied by evidence of the applicant’s full-time studentship.
3 JUNIOR MEMBERS - RESTRICTIONS
a) Weekend Play
Junior members shall have restricted hours of play during weekends, details of which shall be defined in Bye-Laws authorised by the Council and prominently displayed in the Clubhouse.
Junior members may enter competitions only at the discretion of, and under conditions laid down by, the Council.
4 LADIES SECTION
a) Lady members shall be admitted as members of the Ladies section.
b) The Ladies section shall elect their own committee, Captain, Vice-Captain and other officers to deal with the affairs of the section. They shall make their own rules for the conduct of ladies competitions and in respect of other matters not covered by the Club Rules and Regulations. All rules so made and/or amended shall require the Council’s approval.
5 ELECTION AND ENROLMENT OF MEMBERS
The number of members to be enrolled in each of the categories described in Regulations 1 and 2 shall be at the discretion of the Council and shall be reviewed annually in March.
b) New Members
All new members shall be interviewed by the Managing Secretary who will decide whether the candidate needs to be referred to the council before his/her enrolment is approved.
c) Membership Refusal
The Club Council may refuse membership, or remove it, only for good cause such as conduct or character likely to bring the club or sport into disrepute. Appeal against refusal or removal may be made to the members.
d) Reports to Council
At each Council Meeting, the Managing Secretary shall report details of all members enrolled since the previous Council meeting.
Any member wishing to resign membership of the Club shall notify the Secretary in writing of his/her intention to do so on or before the last day of March.
7 PAYMENT OF SUBSCRIPTIONS/DEFAULTERS
a) Annual subscriptions are due on the 31st. March and the amount payable for the ensuing year by each category of member shall be published in accordance with Rule 5 and an individual notice together with an invoice shall be sent to each member during February. Unless otherwise stated, all memberships are for a full twelve (12) months.
b) A direct debit facility is available whereby seven and five-day members can pay their annual subscription spread over a period of twelve months for a small service charge.
c) No new members’ election/enrolment shall be valid or effective until the appropriate subscription has been paid and entrance fee paid up. If payment has not been made within one month the person shall be informed by letter that in the absence of a satisfactory explanation of the delay and immediate payment of the amount due, his/her membership cannot proceed.
Any member who fails to pay his/her subscription by 31st March or defaults on their direct debit mandate shall automatically cease to be a member of the Club. Each person whose membership lapses under this rule shall be so informed by letter and any appeal against such loss of membership shall be dealt with by Council who shall decide whether and on what terms the appellant may be re-admitted to membership. A record shall be kept of any defaulter who does not satisfactorily explain his/her failure to pay the subscription due and this will be taken into account if the person later re-applies for admission to the Club.
9 BAR LOYALTY CARD AND SECURITY SYSTEM
a) A card will be issued to members on payment of the compulsory levy, which will be collected with the annual subscription each year. The only exception to this is for Junior/Student members who will be supplied with the card for entry purposes only but will have a choice of paying the levy. The levy is held in individual accounts and will entitle members to receive a discount, agreed by Council when making purchases in the clubhouse.
b) At 31st March each year, any amount remaining from the initial levy for that year will be transferred to Filton Golf Club (1979) Limited.
c) The card will remain the property of Filton Golf Club at all times.
d) Full rules and condition of the loyalty card are displayed on the Managing Secretary’s notice boards at both entrances to the club.
10 CLUB CAPTAIN AND LADIES CAPTAIN – EXPENSES ALLOWANCE
The Club Captain shall receive a grant equal to one year’s Seven-Day subscription to assist with the expense his term of office entails. A similar concession shall apply to the Ladies Section in lieu of any other direct financial assistance.
The Council has the power to admonish, suspend or expel any member who has willfully acted contrary to any of the Rules, Regulations and Bye-Laws of the Club, or whose conduct has caused or is likely to cause distress or offence to other members or employees of the Club. Before expelling an offender the Council may at their discretion send a private notice giving him/her the opportunity to resign from the Club to avoid the ignominy of expulsion. Any member having been expelled or having resigned to avoid being expelled shall have his/her name entered in the Club’s records as ‘persona non grata’ and shall not be entitled to recover any monies paid by him/her to the Club. NO PERSON WHO IS PERSONA NON-GRATA SHALL BE RE-ADMITTED INTO MEMBERSHIP WITHOUT THE UNANIMOUS APPROVAL OF THE COUNCIL.
The Council shall set up a disciplinary panel that will normally consist of the Captain, the Vice-Captain and one elected member. Penalties to be subject to ratification by the Council.
Any former member who wishes to rejoin the Club may be re-elected/re-admitted in accordance with Regulation 5, with due regard for the circumstances in which he/she previously left the Club. Persons being re-admitted to membership shall be required to pay an entrance fee at the current rate unless they did so during previous membership.
13 RULES OF THE GAME
The Rules of Golf as approved by the Royal and Ancient Golf Club of St Andrews, generally referred to as R & A Rules, shall be observed in all matches and competitions. The Council shall have the power to make ‘Local Rules’ from time to time to meet the requirements of Filton Golf Club, but only within the limits allowed in R & A Rules.
The Council shall fix the dates of all competitions and determine the times and conditions of play and the minimum number of entries necessary to enable the competition to be effective. Due notice of competitions shall be placed on the notice board(s) provided for this purpose in the Clubhouse. Players in a competition shall have the right to pass players who have not entered the competition and players who have already played their competition round.
The rules governing handicaps are set out in the Standard Scratch Score and Handicapping Scheme administered by the Council of National Golf Unions. The rights and obligations of players, with which all members should make themselves conversant, are described in Part Three, Section 13 of the scheme, which stipulates, inter alia, that a player shall have one handicap only which shall be allotted by his HOME Club. That handicap shall apply elsewhere including other clubs of which the player is a member. Any player who is a member of more than one affiliated Club must select one as his HOME Club and notify that Club and the others of his choice.
No member or visitor shall in any circumstances bring a dog into the Clubhouse or allow a dog to accompany him/her during a game of golf other than an assistance dog.
17 BUYING OF GOLF BALLS
No member or visitor shall buy golf balls at the Club from anyone but the Professional.
18 COMPLAINTS AND SUGGESTIONS
All complaints and suggestions shall be made to the Managing Secretary in writing and signed.
Minimum standards of dress shall be laid down in Bye-Laws authorised by the Council and prominently displayed on the Clubhouse notice board(s). Any member who fails to conform to those standards shall be required to leave the course or Clubhouse. Anyone who persists in ignoring the dress regulations shall be dealt with under Regulation 11.
Any member who willfully deposits litter (packages, paper, drink cans, etc) on the course or in the Clubhouse, other than in waste bins, shall be liable to one month’s suspension on the first offence. A repetition of the offence shall be dealt with under Regulation 11.
21 GOLFING GUESTS AND VISITORS
Members may introduce golfing guests on payment of the appropriate green fee, provided there is no major Club competition in progress and provided the guest is not for any reason barred. Such guests who have an approved Club handicap shall be entitled to enter routine (non-qualifying) weekend and bank holiday competitions, but those without a bona fide Club handicap shall not. A member may introduce up to three guests at any one time for the reduced green fee.
Casual Visitors shall be allowed to use the course on payment of the appropriate green fee provided they are not for any reason barred and that they have a bona fide Club handicap, but they shall not be permitted to enter any Club competitions.
Visitors may use the changing rooms but those who use the Clubhouse must first sign the visitor’s book.
Members’ Guests. Members are reminded that they are responsible for the standard of play of their guest and that they conform to laid down standards of dress and etiquette on the course and in the Clubhouse.
22 SOCIAL VISITORS
Guests may be introduced by full members only (and by social members at the discretion of the Secretary). They shall be required to sign the Visitors Book on every visit, and shall not be allowed to use the putting green or any of the other practice facilities.
Young children who are brought into the Clubhouse must be kept under proper control. If any member is in any way disturbed by the behaviour of visiting children their parents/guardians shall be asked to remove them from the premises. No children shall be allowed in the Clubhouse after 6.30 pm save in exceptional circumstances.
24 LICENSING LAWS
a) Bar Opening Hours
The permitted hours shall be those fixed from time to time in pursuance of the Licensing Acts, and those in operation at any time shall be displayed in a prominent place in both bars.
Subject to any restriction that may from time to time be imposed by the Club Council, the following persons shall be entitled to admission to the Club premises to purchase intoxicating liquor for consumption on the premises:
(i) Golfers on payment of the appropriate green fee
(ii) Members’ guests.
(iii) Those taking meals at the Club premises
(iv) Those attending any organised function at the Club.
25 UNAUTHORISED GROUPS/SECTIONS
No sections or groups with restricted or sectional interests shall be set up in the Club without the formal approval of the Council.
26 NOTICES IN THE CLUBHOUSE
No paper or notice, written or printed, shall be displayed in the Clubhouse without the Managing Secretary’s authority. In no circumstances will private or personal notices be exhibited.
27 CLUBHOUSE OPENING HOURS
The clubhouse shall be closed on Christmas Day. The hours of opening on other days will be defined in Bye-Laws authorised by the Council and prominently displayed in the Clubhouse.
FILTON GOLF CLUB BYE-LAWS
I – CONDITIONS OF PLAY
1 PLAYING COMBINATIONS
Only two-ball, three-ball and four-ball matches are recognised and authorised by the Club although single players are permitted.
2 PLAYING EQUIPMENT (CLUBS)
Players may not share the same set of clubs during play except where this is permissible under the R & A Rules of Golf.
3 STARTING TIMES AND TEES
The approved starting times and starting tees for two-ball, three-ball and four-ball matches are shown on the special notice boards alongside the first tee and the alternative starting tee and they must be strictly observed unless they are specifically varied by the Council, Captain or Managing Secretary.
4 SEQUENCE OF PLAY
Once started, all games or matches should play holes in their proper sequence. Players who fail to do so have no standing on the course.
5 WEEKEND RESTRICTIONS
Junior Members may not commence play before 12.00 midday during the months of October through March, and 2.00 pm from April through September on Saturdays and Sundays, unless they are playing with an adult member.
6 BREACHES OF ETIQUETTE AND SLOW PLAY
Breaches of etiquette and slow play are to be discouraged and serious instances of either should be taken up at the time with offenders or promptly reported to the Captain or Managing Secretary so that they may be dealt with.
II – GENERAL
The dress code is determined by the council and is displayed on the Managing Secretary’s notice boards. All members and visitors should adhere to the dress code at all times.
2 MOBILE PHONES
Mobile phones are not to be used in the Clubhouse. Use of mobile phones is permitted in the car park and in both entrance halls.Mobile phones should only be used on the course in the case of an emergency.
Full rules on the use of mobile phones are displayed on the Managing Secretary’s notice boards.
3 CAR PARK
The parking areas are clearly defined and must be used properly and sensibly. Careless and selfish parking and parking in any of the access areas are not acceptable and members who persistently offend in this respect risk suspension from the Club. Cars are parked at owners risk. Changing of shoes or clothing in the car park is prohibited.
a) Wash Room, Toilets and Shower Room
Spiked shoes must be removed before entering any of these areas. Shoes, equipment, balls, etc, must not be washed or cleaned in the hand basins or showers.
b) Changing Rooms
Spiked or other shoes, on or off the owner’s feet must not be placed on the seats. Personal belongings left lying about will be removed for disposal.
c) Furniture and Fittings
Anyone causing damage to furniture and fittings will be expected to pay for the required repairs or restoration.
d) Music and Television
The music system and television are intended for occasional use only and they should not be in use at the same time. The volume must be kept to a reasonable level at all times.
5 PRIVATE FUNCTIONS
Private functions may be allowed subject to the policy laid down by Council.
6 UNAUTHORISED VISITORS
Only members, their guests and green fee paying visitors are allowed to use the Club’s facilities. Casual visitors and customers making purchases at the Professional’s Shop or having lessons from the Professionals are not allowed to use the Club’s facilities without permission. Strangers using the Club’s facilities should be challenged and if necessary asked to leave. Any problems that arise should immediately be reported to the Managing Secretary or House Manager/Steward, as appropriate.