CHINA FLEET COUNTRY CLUB

SENIORS GOLF SECTION

CONSTITUTION & RULES

1. GENERAL

1.1. The Section shall be called “China Fleet Seniors Golf”. The status of The Section shall be that of a Non-profit making unincorporated association of the Members.

2. OBJECT

2.1. The object of the Seniors Golf Section (hereinafter called “The Section”) is to promote and encourage the playing of golf to all senior male members of the China Fleet Country Club.

3. AUTHORITIES FOR THE CONDUCT OF THE GAME OF GOLF

3.1. The Section recognises the Royal and Ancient Golf Club of St Andrews (R&A) as the ruling body of Amateur Golf and agrees to abide by the Rules of Golf and Amateur Status laid down by the R&A.

4. EQUALITY AND DIVERSITY

4.1. The Section adopts England Golf Equality and Diversity Policy.

4.2. The Section respects the rights, dignity and worth of every person and will treat everyone equally regardless of age, ability, gender, race, ethnicity, religious belief, sexuality or social/economic status.

4.3. The Section is committed to everyone having the right to enjoy their sport in an environment free from the threat of intimidation, harassment and abuse.

4.4. All Section members have a responsibility to oppose discriminatory behaviour and promote equality of opportunity.

4.5. The Section will deal with any incidence of discriminatory behaviour seriously, according to club disciplinary procedures.

5. MEMBERSHIP

5.1. To qualify for membership of The Seniors Section, a male golfer must, in addition to being over the age of 60, also be a full golf member of the China Fleet Country Club.

6. SUBSCRIPTIONS

6.1. The rate of each year’s subscription shall be resolved by the membership on the resolution at the Annual General Meeting (AGM).

6.2. The subscription year shall be from November to October.

7. TRUSTEES AND SOCIETY PROPERTY

7.1. There will be 3 Trustees of The Section who are the Treasurer, Captain & Secretary.

7.2. The property of The Section shall be held in the names of the Trustees for the time being.

7.3. A General Meeting may remove or appoint Trustees at any time (except that the Treasurer cannot be removed as a Trustee as long as he or she is Treasurer but ceases to be a Trustee on ceasing to be Treasurer when the new Treasurer automatically becomes a Trustee).

8. INDEMNITY OF TRUSTEES

8.1. The Trustees shall be indemnified from all liability arising out of their carrying out in good faith their duties as Trustees of The Section and such indemnity will be provided by the Members in the event that the assets of The Section are inadequate to provide same.

9. COMMITTEE

9.1. The management of The Section shall be vested in a Committee consisting of 5 elected officials (Captain, Vice-Captain, Honorary Secretary, Honorary Treasurer and Competitions’ Secretary) together with the Past Captain.

9.2. Each member of the committee shall be entitled to votes at meetings. In the case of any decision by the Committee culminating in an even vote, the Captain (or in his absence the Vice-Captain) shall have the casting vote.

9.3. Representatives from the management of the China Fleet Country Club may participate in Committee Meetings but shall not be eligible to vote.

9.4. Three members of the Committee shall form a quorum.

9.5. The elected Captain shall hold office for one year and may seek re-election at the AGM.

9.6. The other four elected officials shall hold office for one year and may seek re-election at the AGM.

9.7. In normal circumstances, any elected official having served for a maximum of five years continuously as Honorary Secretary, Honorary Treasurer and Competitions’ Secretary (or in a combination of these positions) must stand down from the Committee for at least 12 months unless re-elected, exceptionally, by the members at the AGM.

10. MEETINGS

10.1. The AGM shall normally be held on the 1st Monday of November each year.

10.2. Committee Meetings shall be convened by the Captain as required.

10.3. As a minimum, however, 3 Committee Meetings shall be held each year. These should take place in March, June and September.

10.4. Extraordinary General Meetings can be convened at any time at the request of either 3 elected Committee Members or 10 Members of The Section.

11. DUTIES AND RESPONSIBILITIES OF ELECTED OFFICIALS

11.1. SENIORS’ CAPTAIN

11.1.1. To act as a representative and ambassador for The Seniors Golf Section.

11.1.2. To oversee the smooth running of The Section.

11.1.3. To encourage maximum participation in and enjoyment of The Section.

11.1.4. To chair AGM and Committee Meetings.

11.1.5. To determine, in broad outline and conjunction with the Honorary Secretary, the fixture list for his year of office.

11.1.6. To liaise, as necessary, with the Golf Manager on general matters concerning The Section’s activities.

11.1.7. To determine, with the Club’s Golf Manager, the menus and dining arrangements for visiting team matches.

11.1.8. To select and Captain representative teams.

11.1.9. To attend the Men’s Section monthly meetings.

11.1.10. To raise the club profile within the County, as the opportunity presents itself.

11.1.11. To encourage recruitment to The Section and to welcome new members.

11.2. SENIORS’ VICE CAPTAIN

11.2.1. To support and, where necessary, deputising for the seniors’ Captain at inter-club matches and roll-ups.

11.3. HONORARY SECRETARY

11.3.1. To agree on provisional fixture dates with other clubs after consultation with the Captain.

11.3.2. To discuss and agree on the detailed annual fixture list with the Golf Manager for inclusion in the Club’s Fixture List.

11.3.3. To advise the Captain and other Clubs of final fixture dates.

11.3.4. To arrange tee times for matches against other clubs.

11.3.5. To determine, with the Captain and Golf Manager, the rescheduling of fixtures cancelled as a result of inclement weather.

11.3.6. To maintain the membership record of The Seniors Golf Section.

11.3.7. To conduct all correspondence concerning The Section after consultation with the Seniors Captain.

11.3.8. To make and maintain records of the minutes of the AGM and Committee Meetings.

11.3.9. To post a copy of the AGM and Committee Meeting Minutes on the Senior Men’s Section’s Notice Board.

11.3.10. Responsible for Data Protection Compliance.

11.4. HONORARY TREASURER

11.4.1. The Treasurer and one of two nominated member(s) shall authorise the signing of cheques, Bacs or Faster Payments.

11.4.2. The number of signatories to be used shall be as the Committee shall nominate.

11.4.3. To maintain accurate and up to date financial accounts and records.

11.4.4. To bank, all monies received regularly and to verify and authorise the settlement of all accounts promptly.

11.4.5. To produce a balance sheet at each Committee Meeting to include, where possible, a forecast of forthcoming income and expenditure.

11.4.6. To present a financial report at the AGM to cover the following:

11.4.7. A statement of Income & Expenditure for the past year.

11.4.8. A Balance Sheet showing the current state of the funds.

11.4.9. To recommend the annual subscription to the membership at the AGM.

11.5. COMPETITIONS SECRETARY

11.5.1. To produce posters and notices for ‘In-House’ Seniors’ golfing events such as the Winter Eclectic, Singles and Pairs Match Play competitions.

11.5.2. To prepare and check ‘In–House’ competition cards.

11.5.3. To enforce competition rules and conditions of play.

11.5.4. To maintain records of all ‘In House’ competitions.

11.5.5. To liaise with the Captain and Vice-Captain in the event of the need to reschedule ‘In-house’ competitions.

11.5.6. To arrange the engraving of all The Section’s Trophies for presentation at the AGM.

12. FINANCE AND ACCOUNTS

12.1. Annual accounts are to be prepared and a Balance Sheet presented to the members at the AGM.

12.2. Although no statutory audit is required any member of The Section may request that the accounts be audited. Such an audit is to be conducted by not less than one elected, and one non-elected member of The Section.

12.3. Cheques are to be signed by the Treasurer and any one of two authorised members whose signatures are held by the bank.

13. CONDUCT ON THE COURSE

13.1 The Section has no powers to investigate or take actions relating to matters arising on the course which are within the remit of CFCC Management, therefore, all complaints should be directed towards the Golf Manager to investigate. If the Committee are informed of any subsequent actions against individual(s) they should, at the earliest opportunity, decide what the appropriate consequences are with regard to membership of the Section.

14. COMPETITIONS

14.1. Competitions shall be held at such times and under such conditions and rules, as the Committee shall determine.

14.2. The decision of the Committee, on any point arising out of a competition, shall be final and binding on competitions.

15. COMPLAINTS

15.1. Complaints concerning the administration of The Section or situations arising during competitions organised by The Section (which cannot be dealt with immediately) must be put in writing to the Honorary Secretary and responded to within 14 working days of receipt.

16. SUGGESTIONS AND COMMENTS

16.1. Suggestions and comments concerning the administration of The Section are to be submitted to the Honorary Secretary in writing.

17. UNRESOLVED MATTERS

17.1. Any matters out with the remit of the Committee (see 15.1) are to be referred to the management of the China Fleet Country Club, either by the individual(s) concerned or by the Secretary on receipt of a written communication.

18. NOTICES

18.1. No notes, notices or other written forms of communication are to be fixed to the Senior Men’s Golf Notice Board without prior permission of the Honorary Secretary.

19. MEMBERS RESPONSIBILITIES

19.1. The Honorary Secretary is charged with maintaining an up-to-date list of Members names, email addresses and telephone numbers. Accordingly, all members have a responsibility to keep him informed of any changes.

19.2. Each member shall, in addition to the rules imposed by the China Fleet Country Club also be required to observe the Rules and Constitution of The Section, as detailed above.

20. AMENDMENTS TO THE CONSTITUTION

20.1. Notice of any proposal to amend or alter this Constitution must be given in writing to the Honorary Secretary in such good time to enable him to circulate it to all members of The Section at least 4 weeks before the date of the AGM or Extraordinary General Meeting called for that purpose.

20.2. Approval shall be by the vote of two-thirds of the members present as such meeting, with the Captain having the right of a casting vote.

21. AUTHORITY

21.1. The China Fleet Management has authority in all matters concerning CFCC and no decisions or actions taken by The Seniors Golf Section shall be contrary to their policies.

22. DISSOLUTION

22.1. The Section may be wound up at any time if agreed by two-thirds of those members present and voting at any General Meeting. In the event of winding up, any assets remaining after all debts have been paid shall be distributed among the membership.

The Constitution & Rules