Aquarius Golf Club Constitution

CLUB CONSTITUTION

1. NAME
The Club shall be called the ‘Aquarius Golf Club Limited’. The object of the club, as a Community Amateur Sports Club (CASC) member, is to provide facilities for and promote participation of the whole community in the sport of Golf.

2. THE CLUB COMMITTEE
2.1 The Club Committee shall be the governing body of the club with committee members elected at the Annual General Meeting, held in March each year.

2.2 The Club Committee will consist of the main committee and an executive committee.

2.3 In order to promote inclusion of views across the club membership, all will have voting rights.

2.4 However, should the Club main committee be unable to reach a consensus on business decisions the executive committee will be tasked to take decisions on behalf of the club.

2.5 The executive committee will consist of the Club Chairperson, Honorary Treasurer, Club Secretary, Chair of House, Chair of Greens and Membership secretary – as those with responsibilities for the main areas of income and expenditure of the club.

2.6 Main Committee positions, with honorary officials in bold and their tenure are set out in the table below.
• Club Chairperson 3 years
• President 3 years
• Vice President 3 years – nominated by the President and approved by the main committee
• Honorary Treasurer 3 years
• Club Captain 1 year
• Lady Captain 1 year
• Secretary 3 years
• House Chair (plus 2)* 3 years
• Membership Secretary (plus 1)* 3 years
• Communications Secretary 2 years
• Greens Chair (plus 2)* 3 years
• Competitions and Handicaps Secretary (plus 1)* 2 years
• Junior Organiser 2 years
• Entertainment Secretary (plus 1)* 2 years

*to form sub committees and be part of main committee

2.7 Seven members attending a meeting of the main committee which due notice is given will constitute a quorum. Three, in the case of the executive committee.

2.8 In the event a member of the main committee cannot fulfil the full term of office the committee can co-opt a club member until the next AGM is held.

2.9 The Executive Committee, or delegated part thereof, has the full powers to engage and dismiss employees, pay wages and fix remunerations and rewards for those who are or have been in the service of the AGC. Should any member of the executive committee be in a position of conflict they will abstain from any relevant decision.

2.10 The Main Committee is responsible for sanctioning all expenditure and contract negotiations, e.g. lease; to maintain, repair and improve the club facilities both on the course and in the clubhouse.

2.11 That any payments made from the Club’s Banking account will be made by those individuals, approved by the Main Committee of the Club, to be on the banking mandate.

2.12 Aquarius Golf Club Limited is a non-profit making organisation and is not subject to commercial influence. All surpluses arising from its activities will be used to maintain or improve the club's facilities.

2.13 The Club will maintain an operational contingency fund to cover a period of up to 6 months to cover salaries and other operational costs such as materials and equipment.

2.14 In the event of the dissolution of the Club, any assets remaining after the satisfaction of all debts and liabilities shall not be distributed among members of the Club, but shall be given or transferred to one or more of the following approved sporting or charitable bodies: a. A registered charitable organisation(s). b. Another Club which is a registered CASC. c. The sport’s national governing body for use by them for related community sports.

3. ANNUAL GENERAL MEETING

3.1 That the Annual General Meeting for the passing of the accounts, electing President, officers, members of the Committees and auditors, revising rules and transacting other business, be held in March each year. Fourteen days’ notice of such meeting to be sent to each member of the Club by the Club Secretary. Club Constitution March 2022

3.2 That the election of members of the main Committee take place in the following manner: Any two playing members of the Club are at liberty to nominate a playing member to serve on a Committee having previously received the consent of such member. The name of each member so nominated to be sent in writing to the Club Secretary at least seven days before the Annual General Meeting

3.3 That notice of any resolution to be proposed at the Annual General Meeting or intention to propose any new rule or rules to be sent to the Club Secretary in writing, by the first day of March. That the Club Secretary shall send notice of the same to every member with the notice convening the Annual General Meeting. Any amendment to any such motions must be in the hands of the Club Secretary not less than three days before the date fixed for the meeting and any such notice of amendments shall be posted on the Club notice board by the Club Secretary that, subject to Rule 8, no rules of the Club shall be repealed or amended and no new rule be made save by a majority of at least two thirds of the members present and voting at the Annual General Meeting or an Extraordinary General Meeting. That an Extraordinary General Meeting may at any time be called by the Main Committee, and shall be called by the written request of twelve playing members within twenty-one days of receipt of such request. Fourteen days’ notice of such meeting shall be sent by the Club Secretary to each member, the notice to state the object for which the meeting is called.

3.4 That the accounts of the club be made up to December 31st in each year, or such week ending deemed convenient nearest that date, be presented, duly audited at the Annual General Meeting.

4. FINANCE MANAGEMENT

4.1 Honorary Treasurer will prepare an annual budget to be agreed by main committee in December each year, (with individual areas allocated budget – e.g. Greens, House, Entertainments)

4.2 In-year spend within budget
- Agreed by majority of executive committee
- Where external contractors are engaged,

3 quotes are required and approvals processed through committee

4.3 Over budget spend of £1,000 and over, requires approval by main committee

4.4 Over budget spend of under £1,000 can be approved by a majority of the executive committee.

5. MEMBERSHIP

5.1 The club shall consist of playing and non-playing members in such limited numbers that may be fixed by the Main Committee of the Club

5.2 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

5.3 AGC is committed to following CASC guidance in the administration of membership applications and, when in place, a waiting list.

5.4 In line with CASC guidance1 , the main committee can, on occasions, offer Honorary/life memberships, without restricting ordinary memberships.

5.5 Membership categories will be classed as follows:
i) Seven Day
ii) Five Day (weekdays)
iii) Junior (8-17)
iv) Student (those in FTE or equivalent)
v) Social
vi) Country (living 25 miles or more from the course)
vii) Overseas

5.6 Subscriptions will rise in line with Retail Price Index (RPI). Anything above this will be associated with future financial planning and agreed by the Main committee.

5.7 Each new member shall pay such an Entrance fee as the Main Committee may from time to time determine.

5.8 All members will be notified of the annual subscription during the month of February.

5.9 Entrance Fees shall be payable upon election and all annual subscriptions shall be payable by the 31st of March in each year. The club offers the facility to pay the annual subscription on a monthly basis, this is not to be seen as a ‘monthly membership’ and cannot be paused. No member be entitled to play in any competition until all monies due to the club by him or her have been paid.

5.10 All Candidates for playing-membership will be offered a courtesy round. On payment of the entrance fee and subscription and confirming that they are suitably insured for playing golf, the candidates will be accepted into playing membership.

5.11 All stray balls over the boundary wall are to be reported to the Club Secretary, in the log book or by e-mail, to enable the club and or the individual member to draw on insurance, as necessary. Failure to do so may result in suspension or cancellation of membership.

5.12 On payment of the entrance fee and subscription, candidates for non-playing membership will be accepted into membership.

5.13 The Main Committee may refuse membership, or remove it, for any good cause such as misconduct or character likely to bring the Club or sport into disrepute.

5.14 Any member violating the Rules or Regulations of the Club, or guilty of misconduct, may be suspended or expelled by resolution of the Main Committee, provided such a resolution be carried by a majority of the full Main Committee.

5.15 That the election of each playing member be notified to them by the Club Secretary or membership secretary, who shall forward copy of the Rules of the Club together with a request for payment of the amount due. Until such an amount has been paid they shall not be entitled to participate in any advantages of the Club. If payment is not received within one month of the date of his election, the same shall be void, unless the cause of the delay is explained to the satisfaction of the Main Committee

5.16 That any playing member wishing to resign must give notice in writing to the Club Secretary before the 28th of February or be liable for the subscription for the ensuing year.

5.17 If a member resigns and leaves the club, any balance left on the bar card will be transferred to the club bank account.

5.18 That any member whose subscription shall be one month in arrears shall be ipso facto cease to be a member of the Club, but shall nevertheless remain liable for all monies then due to the Club.

5.19 That members shall defray whatever expenses they incur before leaving the Clubhouse.

6. MEMBERS PLAYING RESTRICTIONS

6.1 Five-Day members are allowed to pay a Green Fee at weekends, except on competition mornings.

6.2 Five-Day members are not allowed to introduce playing visitors on Saturday or Sundays.

6.3 No Juniors be permitted to play on Saturday or Sunday before noon subject to:
- Being part of an organized event, e.g. led by the Junior organiser
- That during winter months (Ladies medal days only) and for four Ladies major competitions and the Anniversary Bowl, Ladies be allowed to tee off from 11.00 am.
- That during winter months (drawn competitions only) junior male members are allowed to tee off with full members from 8.00 am on winter competition days. Until Juniors reach the age of 14 years they shall only be allowed to play under the control and in the company of an adult member of the Club.

6.4 Junior members under 14 are not allowed to bring any guests. Junior members aged between 14 and 18 are allowed to bring junior guests but not adult guests.

6.5 A junior at the age of 18 may become a Full Member, without the payment of a joining fee & will be allowed to become a full member if the club membership is full.

7. GUESTS AND VISITORS

7.1 Members may, subject always to the veto of the Committee as to days and persons, introduce friends and guests to the privileges of the Clubhouse.

7.2 Each member may sign in up to a maximum of three (3) playing guests and five (5) non-playing guests. Members are responsible for their guests and must remain in the company of their guests at all times. If a member wants to bring more guests to a social event, this can be cleared with the secretary and or entertainments secretary in advance of the specific event.

7.3 In the case of golfers, names must be recorded in the Green Fee Book, paying such Green Fees as the Committee determine, before commencement of their round.

7.4 A member may not introduce any one playing visitor more than ten times in anyone year.

8. RULES FOR COMPETITIONS AND TOURNAMENTS

8.1 The rules of play shall be those adopted by the Royal & Ancient Golf Club of St. Andrews as modified by local rules and overseen by the competitions secretary.

9. GENERAL

9.1 The Main Committee has the power to interpret and enforce the rules of the Club and to deal with matters not thereby provided for; to make bye-laws, local rules, special rules for competitions and the like; to determine the respective duties of the officers, and the method of their performance; and to discharge such other duties as set out in the these rules or as are customary.

9.2 The House Committee and Bar manager will manage the purchase for the Club and supply by the club of intoxicating liquor

A J Reid
Alastair Reid OBE
Honorary Chair

C Toop
Chris Toop
Club Secretary