WESTRAY GOLF CLUB (OPEN)
CONSTITUTION (as of 28/2/2023)
1. Name
1.1 The name of the club shall be THE WESTRAY GOLF CLUB (OPEN), hereinafter referred to as “the Club”.
1.2 The Club shall affiliate to Scottish Golf Ltd. And Scottish Golf (North Region).
2. Objectives
2.1 The Club shall hold the following as its aims and objectives and shall strive to fulfil these at all times.
2.1.1 To promote the game of golf for the benefit of members and the local community;
2.1.2 To promote and abide by the Rules of Golf as they are fixed from time to time by the R&A;
2.1.3 To provide access to golf for players of all standards in a friendly and welcoming atmosphere that does not discriminate on the grounds of gender, age, race, religion or belief, sexual orientation or disability;
2.1.4 To provide coaching in golf to junior beginners and for improvement for other
players; and
2.1.5 To arrange competitions and matches for members.
3. Membership
3.1 The membership of the Club shall consist of the following classes of membership:
3.1.1 Ordinary membership;
3.1.2 Junior membership for those under 18 years of age;
3.1.3 Senior membership for those aged 65 and over;
3.1.4 Social membership for non-players;
3.1.5 Country membership for those living outside the parish of Westray; and
3.1.6 Temporary membership for visitors on payment of fee required for duration of play.
3.2 All members shall pay an annual subscription to join the Club. The membership fee for each category of membership shall be decided at the Annual General Meeting.
3.3 All members joining the Club shall be deemed to accept the terms of this constitution and be required to conduct themselves in accordance with any conduct rules, equity policy and disciplinary procedures.
3.4 Membership is open to all and no application shall be refused on grounds of gender, age, race, religion or belief, sexual orientation, marriage and civil partnership, pregnancy and maternity or disability.
3.5 The annual subscription for membership shall be displayed in the two main Club buildings and publicly in local shops.
3.6 Annual subscriptions shall be due by 31st March. In the event that any member’s annual subscription has not been paid by then, the Secretary shall ask said member if he/she wishes to continue membership. If so, he/she shall pay immediately. If not, notice of termination shall be intimated to the member in writing by the Secretary. No member shall be entitled to play on the course or enter any competition without having paid the annual subscription.
4. Management of the Club
4.1 There shall be a General Committee of Management responsible for the overall management of the Club. This committee will be elected by the members at the Annual General Meeting.
4.2 The General Committee of Management shall hold meetings as may be required for the despatch of all competent business, including disciplinary procedures. A meeting of the committee shall be called by the Captain at any time. The Secretary shall give at least three days’ notice of all committee meetings by circular of advertisement. If urgent business has to be attended to, a committee meeting may be held on shorter notice.
4.3 All voting committee members must be members of the Club.
4.4 The members of the General Committee of Management will be elected at the Club AGM.
5. Composition and Responsibilities of the General Committee of Management
5.1 The General Committee of Management shall consist of the following office bearers:
5.1.1 Captain;
5.1.2 Vice Captain;
Lady Captain
Lady Vice Captain
5.1.3 Treasurer;
5.1.4 Secretary
5.2 The Captain and Vice-Captain will serve for 3 years and will be eligible for re-election in their respective roles for at least a further 2 years, after which time he/she will be eligible for election to another role on the Committee for a further 2 years. At the end of this period he/she must take at least 1 year’s break before becoming eligible for re-election to the Committee.
The Vice-Captain shall succeed the Captain subject to proper nomination and approval by a majority of members present and voting at the AGM.
All other office-bearers and members of the General Committee of Management shall serve for 3 consecutive years in any one role and will be eligible for election to another position for a further 2 years, after which time he/she must take at least 1 year’s break before becoming eligible for re-election to the Committee.
5.2.1 If at the end of their eligible term, the holder of any position may be re-appointed in their existing role in the event that no member is nominated to replace them. This reappointment has a term of one year. If a member nominates for the role, the holder of the
position must stand aside at the AGM if their term has expired according to paragraph 5.2.
5.3 The General Committee of Management, chaired by the Captain, shall have full powers for the conduct of the Club’s affairs vested in it. All rules, by-laws and orders, made by the General Committee of Management, shall be deemed sufficiently intimated to members by being posted in the Club buildings, and shall be binding on all members and users until set aside or altered by a General Meeting.
5.4 If the conduct of any member is such that appears to impair the character or good standing of the Club, or if any member wilfully disobeys any order of the General Committee of Management which has been communicated to said member, or is in breach of any rule or by-law of the Club, then a formal complaint may be made to the General Committee of Management who shall refer the complaint to a Discipline Committee consisting of 3 members who shall consequently take appropriate action if any is deemed necessary. Such action would be agreed by majority of members present and be in keeping with the Club’s disciplinary policy. In the event of any appeal against any action taken, a subsequent hearing shall be held before a second disciplinary sub-committee, consisting of 3 different members. All communications about disciplinary meetings should be in writing. Any verbal warnings should be formally recorded and included in the minutes.
6. General Meetings
6.1 A General Meeting may be called when the General Committee of Management deems it necessary, or on a written requisition being presented to the Secretary, stating the matter to be brought before the meeting and signed by at least 6 members.
6.2 No business shall be transacted at a General Meeting other than that of which notice has been given in the notice calling the meeting.
6.3 At least 21 days’ notice of a General Meeting must be given.
6.4 All members of the Club may vote at a General Meeting.
6.5 Quorum of any General Meeting, including the AGM, shall be 10% or 5 members, whichever is the greater.
7. The Annual General Meeting
7.1. The Annual General Meeting shall be held once per calendar year on a date to be advised, but to be no later than 8 weeks after the end of the financial year. Its main business shall be:
7.1.1. The presentation of an annual report by the General Committee of Management.
7.1.2. The election of office-bearers.
7.1.3. Approval of the minutes of the last AGM and any other General Meetings held during the
year.
7.1.4. Approval of the audited accounts for the last financial year.
7.1.5. Consideration and approval of any changes to the Constitution.
7.1.6. Any other relevant business.
7.2. Voting on any matters shall be by simple majority of Club members present and voting.
7.2.1. Each nomination for office bearer shall require one proposer, who shall be a voting member of the Club.
8. Finance
8.1 The financial year shall run from 1st January to 31st December.
8.2 The Treasurer shall be responsible for preparing a duly audited statement of the Club’s financial position to lay before the AGM.
8.3 All cheques drawn against the Club’s funds shall be signed by the Treasurer and another authorised signatory. The Treasurer shall operate the debit card and internet banking facility.
9. Dissolution or Winding Up of the Club.
9.1 All profits and surpluses will be used by the Club to maintain and/ or improve the Club facilities or to carry out the objectives of the Club.
9.2 If, upon the winding up of the Club there remains, after the satisfaction of all the Club’s debts and liabilities, any property whatsoever, the same shall be given or transferred to some other organisation or organisations having aims and activities similar to those of the Club, such organisation or organisations to be determined by the members of the Club by resolution passed at a General Meeting at or before the time of dissolution, and, insofar as effect cannot
be given to such provision, then to some charitable objects.
10. The Constitution
10.1 The Constitution and rules of the Club shall not be altered except at the Annual General Meeting or at a Special General Meeting called for that purpose.
10.2 Intimation of any proposed alterations must be given either by notice of motion at a previous General Meeting or in the notice calling the aforementioned Special General Meeting.
10.3 Any member desiring to move an alteration of the Constitution or rules of the Club at the Annual General Meeting must intimate the terms of his/ her motion to the Secretary in writing not later than 28 calendar days before the date of the AGM.
10.4 The Constitution will be altered only with the consent of two thirds of voting members present at a General Meeting
10.5 The Constitution shall be binding on the Club’s office-bearers and members.
11.Complaints
11.1All complaints shall be made in writing to the Secretary and be signed by the person making them. No complaint shall be attended to unless this rule is complied with. The Secretary shall then submit any complaints to the General Committee of Management, who shall have the power to take any action or decision thereon as they deem necessary.
This Constitution has been approved in accordance with 10.4 above and accepted as the Constitution of The Westray Golf Club (Open)
Amendments made to the constitution at the AGM 2022 and 2023 are not included in this version, this page will be updated as soon as possible.