The Worcestershire Union of Golf Clubs
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Rules and Regulations
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Approved by Council
November 1997
Amended by Council March 2000
Amended by Council November 2000
Amended by Council March 2003
Amended by Council March 2004
Amended by Council November 2004
Amended by Council October 2007
Amended by Council April 2011
WORCESTERSHIRE UNION OF GOLF CLUBS
RULES AND REGULATIONS
INDEX
Page Paragraph Subject
1 1 Name
1 2 Objects
1 3 Membership
2 4 Affiliation and Disaffiliation
2 5 Management of The Union
2 6 The Council
2 7 Officers of the Union
3 8 Duties of the Officers
3 9 Delegates
3 10 Executive Committee
4 11 Selection Committee
4 12 Finance Committee
4 13 Voting Powers
4 14 Annual Meeting of the Council
4 15 Council Meetings
4 16 Special Meetings of the Council
5 17 Rules and Regulations
5 18 Subscriptions
5 19 County Membership Scheme
5 20 Quorum
5 21 Co-opted Members of Committees
6 22 Selection of Senior Officers
6 23 Resignation or Death
6 24 Honoraria to Officers
6 25 Procedure and Conduct of Disciplinary Committees
6 26 Interpretation
7 Appendix A – English Golf Union Mandatory Rules to be included in Affiliated Golf Club Constitutions
WORCESTERSHIRE UNION OF GOLF CLUBS
RULES AND REGULATIONS
1. NAME
The name of the Union shall be the Worcestershire Union of Golf Clubs hereinafter referred to as “the Union”.
2. OBJECTS
The objects of the Union shall be:-
2.1 To promote and administer Amateur Golf in Worcestershire.
2.2 To encourage and assist its Member Clubs.
2.3 To uphold and abide by the Rules of Golf and the Rules of Amateur Status as laid down by the Royal and Ancient Golf Club of St. Andrews (hereinafter referred to as “the R&A”).
2.4 To assist and co-operate with the English Golf Union Ltd (hereinafter referred to as “the EGU”), and the Midland Golf Union Ltd (hereinafter referred to as “the MGU”) and abide by such Rules as are laid down from time to time insofar as they affect County Unions.
2.5 To assist and co-operate with the Council of National Golf Unions (hereinafter referred to as “CONGU”) and ensure that the Union and its Members totally comply with the current version of the Rules and Regulations of the Unified Handicapping Scheme, subject to any conditions imposed within the scheme by the EGU.
3. MEMBERSHIP
3.1 Clubs
Membership of the Union shall be open to Golf Clubs within the County of Worcestershire and borders thereof subject to the following conditions:-
3.1.1 To abide by the Rules and Regulations of the Union.
3.1.2 To abide by the Rules of Golf and the Rules of Amateur Status as laid down by the R&A.
3.1.3 To abide by the Rules and Regulations of the Unified Handicapping Scheme (as amended) as laid down by CONGU subject to any conditions imposed within the scheme by the EGU.
3.1.4 To provide a Constitution and Rules which must be approved by the Union and which must contain in particular the requirement that all Officers (apart from Presidents, Vice-Presidents, Past Presidents and Golf Managers) are elected by Club Members. It is a further requirement that the Club Members at Annual General Meeting or the elected General Committee which ever is appropriate shall appoint a Competition and Handicapping Committee (the majority of which shall be elected members), which shall have complete control of handicapping matters in the Club.
3.1.5 To agree that the Union may have the courtesy of the course and part of the Clubhouse on up to two occasions per year when requested, provided that the Union gives reasonable notice. On such occasions the host club will accept that Competitions are to be played in accordance with the Rules of Golf, as approved by the R&A. The Local Rules of the host club are to be approved by the Event Committee and amended, if necessary, to conform to the Rules of Golf, Health & Safety Regulations and Environmentally Sensitive Areas.
3.1.6 To inform the Union immediately as to any change in the design and length of the course.
3.1.7 Any change in a Club’s constitution which affects the Mandatory Rules for Affiliation to a County Union, as set out in the EGU Appendix B dated 20th April 1994, (attached), must be notified to and receive the sanction of the Union before the change is made.
3.1.8 To inform the Union immediately as to any change of ownership of a Club and new conditions being imposed.
3.2 Associate Members
The Council shall have power to appoint Associate Members but such members shall have no voting rights.
3.3 Life Members
The Council shall have power to appoint Honorary Life Members for an outstanding contribution to further the interest of the Union.
1.
4. AFFILIATION AND DISAFFILIATION
4.1 Affiliation of new Clubs and Associate Members shall be approved at a meeting of the Council within the Guidelines laid down by the EGU.
4.2 Disaffiliation of a Club, other than under Regulation 18.5, shall also be approved at a meeting of the Council.
4.3 Any appeal against the decision of the Council to refuse to affiliate, or to disaffiliate, a Club shall be made in writing to the Secretary of the Union within fourteen days of the Club being notified of such a decision. If such an appeal is received the Officers of the Union shall have power to review the matter and make a decision, and such finding shall be final.
4.4 Any Club wishing to disaffiliate from the Union must give notice of such intention on or before the 30th September in any year, otherwise the Member Club shall be liable to pay the appropriate annual rate of subscription for the ensuing year.
5. MANAGEMENT OF THE UNION
5.1 The Management of the Union shall be vested in the Council.
5.2 The Union is a non-profit making organisation and shall not make a distribution of any profits or surpluses save to another non-profit making body. In the event of the dissolution of the Union the assets and property of the Union shall be distributed only to non-profit making bodies as shall be directed by the Council of the Union.
5.3 In the activities for which it is constituted the Union is fully committed to the accepted principles and practices of equality of opportunity in golf. The Union expects its Member Clubs, in dealings with employees, members, prospective members, volunteers and visitors, to be equally committed to these principles and to conform to the spirit as well as the legal requirements of all relevant legislation. The Union will support clubs in actions they might take to eliminate unfair treatment and discrimination of any of their members, employees, volunteers or visitors.
5.4 In the activities for which it is constituted the Union is fully committed to the accepted principles and practices regarding the safeguarding of children in golf and is committed to providing a safe and welcoming environment for all junior participants. The Union expects its Member Clubs, to be equally committed to these principles. The Union will support them in their efforts to achieve GolfMark as a statement of the quality of the procedures they operate with regard to juniors.
6. THE COUNCIL
The Council shall consist of the following members:-
6.1 Two representatives nominated by each Club
6.2 The Officers elected or appointed under Regulation 7.1.2, 7.1.3, & 7.2
6.3 Past Presidents and Vice-Presidents.
6.4 EGU and MGU delegates, elected under Regulation 9. Delegates.
6.5 Honorary Life Members.
7. OFFICERS OF THE UNION
7.1 Elected Officers
7.1.1 The elected Officers of the Union shall be the President, the Captain, the Treasurer, the Junior Organiser, the Captain of the 2nd Team, the Seniors’ Captain, the Coaching Officer, the Manager of the County Membership Scheme, the Development Officer, the President-Elect and the Captain-Elect.
7.1.2 All the elected Officers, apart from those listed in 7.1.3 shall be elected annually at the Annual General Meeting of the Union.
7.1.3 The County Captain, 2nd Team Captain, Senior Captain and the Delegates elected under Regulation 9, shall be elected annually at the Annual Half-Year Meeting.
7.1.4 The President shall not serve for more than two years, unless Regulation 23.1 applies.
7.1.5 The Captains shall not normally serve for more than two years.
7.1.6 All other Officers (with the exception of the Vice-Presidents) shall not generally serve for more than six years with the exception of the President-Elect and Captain-Elect who will serve up to one year during the President’s last year of office and the Captain’s last year of office respectively.
7.2 The Chairman of the Executive Committee.
7.3 Past Presidents and Vice-Presidents.
7.4 Officers employed by the Union.
2.
8. DUTIES OF THE OFFICERS
8.1 The President shall represent the Union at the various Championships, Matches, County Dinners and other events either administered by the Union, when the County has been invited, or if the County or one of its Members is involved. Such duties shall be shared as and when necessary with the Past Presidents and Vice-Presidents as arranged by the Secretary. The President is an ex-officio member of all the Committees of the Union. He shall chair the Half-yearly and Annual Council Meetings.
8.2 The Chairman shall be responsible for the smooth running of the administrative side of the Union and shall chair the Executive and Finance Meetings.
8.3 The Captains shall be responsible for 1st, 2nd, and Senior Team Matches of the Union. The Secretary and the Junior Organiser shall keep them informed of all matters concerning the matches.
8.4 The Secretary shall be responsible in the first place to the Chairman, and shall also be responsible for :-
8.4.1 The assembling and arranging of County 1st and 2nd teams and matches as directed by the Captains. The convening of meetings as directed and the taking of minutes at such meetings which shall be kept as a permanent record.
8.4.2 The organisation and administration of the Union’s County Championships and Competitions.
8.4.3 Attending to the day-to-day business of the Union by acting on his own initiative but shall inform the Chairman of any decisions taken.
8.4.4 Attending such meetings, seminars et cetera as and when required to represent the Union.
8.5 The Treasurer shall be responsible for all financial transactions of the Union and shall undertake such duties as the Council or Finance Committee requires. The Treasurer shall ensure that audited accounts for the Union are reviewed each year by an appointed Auditor who is not an Officer of the Union.
8.6 The Junior Organiser shall be responsible for the organisation of championships, events, teams for matches, and the coaching of Juniors and Youths as laid down by the Executive Committee. He shall co-operate with the MGU on Junior matters within the Midland Counties and attend meetings of the Junior Delegates of that Union.
8.7 The Coaching Officer shall organise and arrange coaching and any County Trial as approved by the Executive Committee.
8.8 The Manager of the County Membership Scheme shall be responsible for the running of its competitions in accordance with the directions from the Executive Committee.
8.9 The Development Officer shall be responsible for:-
8.9.1 Assisting Member Clubs when further development is envisaged.
8.9.2 Assisting developers with new developments within the County when called upon.
8.9.3 Representing the Union on the County Golf Partnership Steering Group
8.9.4 Attending development seminars of the EGU.
8.9.5 Assisting the Secretary on the affiliation of new Clubs, or other new developments within the County.
9. DELEGATES
9.1 One delegate to represent the Union, as the Voting Member, at all meetings of the EGU and MGU.
9.2 One delegate to represent the Union, at all meetings of the MGU.
9.3 Development Officer and Secretary to represent the Union on the County Golf Partnership.
9.4 Delegates shall be elected at the Annual Half-Year Meeting of the Council
10. EXECUTIVE COMMITTEE
The Executive Committee shall:-
10.1 Consist of the Officers named in Regulation 7.1.1, and include the Chairman, the Secretary, the Delegates named in Regulation 9. (if not already members), together with up to three co-opted members, and Past Presidents. Vice-Presidents, who would not otherwise be in attendance, shall be invited to Enlarged Executive Committee meetings normally held September and April.
10.2 Have power to carry out the running of the Union on day-to-day affairs on behalf of the Council and to perform such other duties as shall from time to time be requested by the Council.
10.3 Elect the Chairman of the Executive Committee annually.
10.4 Be responsible for the Terms of Reference, employment and disciplinary matters of any employed Officer of the Union (such as the Secretary).
3.
11. SELECTION COMMITTEE
11.1 The Selection Committee shall:-
11.1.1 Consist of the Captain, the 2nd Team Captain, Secretary, Coaching Officer and the Junior Organiser.
11.1.2 Be responsible for the selection of Union Teams (except Juniors and Seniors) and day-to-day matters concerning County matches.
11.2 The Secretary shall chair meetings of the Selection Committee.
11.3 The Captain-Elect shall also attend in his year.
11.4 The Selection Committee shall also have the power to co-opt up to a further two members if and when required.
12. FINANCE COMMITTEE
The Finance Committee shall:-
12.1 Consist of the Chairman, who shall chair the Finance Committee, the Treasurer and the Secretary.
12.2 Be responsible to the Council for the finances of the Union and shall have power to allocate funds for the day-to-day running of the Union, to fix entry fees for competitions, and to undertake such duties as the Council instructs.
12.3 Recommend to the Executive Committee the yearly subscription payable by Member Clubs, which will be subject to the final approval of the Council.
13. VOTING POWERS
13.1 Each Member Club shall have two votes at any meeting of the Council. One club representative may cast both votes.
13.2 Officers in Regulations 6.2 and 6.3, Representatives in Regulation 6.4 and Life Members in Regulation 6.5 also have one vote at any meeting of the Council. Individuals holding more than one Office only have one vote.
13.3 At any Meeting of the Council, or of the Committees, the Meeting Chairman shall have a casting vote.
14. ANNUAL MEETING OF THE COUNCIL
14.1 The Annual General Meeting of the Council shall take place usually in April when elections will be held for the Officers in Regulation 7.1.2
14.2 An audited financial statement shall be submitted for approval by the Council.
14.3 The Secretary shall give notice of at least 21 days of such meeting to all Council Members and the Secretary of each Club, together with an Agenda showing the matters to be discussed and any necessary papers appertaining to such discussions.
14.4 Members of the Council wishing to put forward any proposal or nomination must give notice in writing to the Secretary of the Union no later than the 28th February prior to the meeting.
15. COUNCIL MEETINGS
A further meeting of the Council, the Annual Half-Year Meeting, shall be held in October when :-
15.1 Reports of the golfing season will be given.
15.2 The Subscription for the following year will be fixed.
15.5 Any other matters may be discussed, and where applicable, voted upon.
15.6 Members of the Council wishing to put forward any proposal must give notice in writing to the Secretary of the Union no later than the 31st August prior to the meeting.
16. SPECIAL MEETING OF THE COUNCIL
16.1 A Special Meeting of the Council may be convened at any time by the Chairman of the Executive Committee on his own initiative.
16.2 The Secretary must also convene a meeting upon written request being jointly made by any five Member Clubs; such written request shall state the business which the Member Clubs wish to bring before the Special Meeting.
16.3 Four weeks notice shall be given by the Secretary to the Secretary of each Club and all Council Members, and no business shall be considered at such Special Meeting of which notice has not been given in accordance with this rule.
4.
17. RULES AND REGULATIONS
17.1 No Regulation of the Union shall be repealed, altered or approved without a majority of at least two-thirds of the votes cast by those present and entitled to vote at a Council Meeting.
17.2 Twenty one days notice of any proposed deletion, alteration or addition must be given by the Secretary to all Council Members.
18. SUBSCRIPTIONS
18.1 Annual Subscriptions are due in full from all playing members at a Member Club, for any part of a Club Subscription Year for which they are a member.
18.2 A payment shall be calculated on the number of male playing members of a Club two months after the start of a Club’s Subscription year (‘the first relevant date’) and shall be payable no later than three months after the start of a Club’s Subscription Year.
18.3 A further payment may be due in respect of late renewals, or, new members joining between the first relevant date and the end of the eighth month of a Club’s subscription year (‘the second relevant date’). If a further payment is due, it shall be payable no later than nine months after the start of a Club’s Subscription year.
18.4 A Collection Statement, supported by a Club’s membership management report for each relevant date, showing the number of members in each membership category and a reconciliation identifying movements in the Club’s membership since the previous relevant date, shall be sent to the Union within one month of the first and second relevant dates.
18.5 If any subscription payment remains unpaid after the end of the month following the relevant date, membership of the Union shall cease. A Club’s representatives shall not be entitled to attend or vote at any meeting of the Council and no member of a Club will be eligible to play in any competition of the Union. A Club will lose the right to administer CONGU Handicaps and their members’ handicaps will lapse.
18.6 The Executive Committee shall have the right to determine an appeal from a Club that has lost its membership of the Union and have power to reinstate that Club when all subscription arrears have been paid or if the Executive are satisfied that extenuating circumstances prevail.
19. COUNTY MEMBERSHIP SCHEME
The County Membership Scheme is a scheme in which Members of Affiliated Clubs are able to take a further interest in the affairs of the County. The Manager shall be responsible for the running of its competitions in accordance with directions from the Executive Committee. He shall be responsible for organising such other assistance as may be required for the individual events.
20. QUORUM
20.1 The quorum for any meeting shall be fifty per cent of the Council or Committee of which 2 must be Officers.
20.2 Should there not be a quorum at a meeting, the Secretary will re-convene the meeting as soon as possible.
20.3 If there is still not a quorum, the meeting may then take place provided all Members have been notified.
21. CO-OPTED MEMBERS OF COMMITTEES
21.1 Where applicable the power to co-opt shall be the responsibility of the Committee concerned.
21.2 Members so co-opted shall serve until the next Annual General Meeting after their co-option but may again be co-opted thereafter.
5.
22. SELECTION OF SENIOR OFFICERS
22.1 When a nomination is required for the office of a President, Vice-President or Life Member, the Secretary shall convene a meeting of the President, Past Presidents and Vice-Presidents who shall put forward a nomination for the Executive Committee to consider, subject to final approval by the Council.
22.2 When a nomination for County Captain or Second Team Captain is required, the Secretary shall convene a meeting of the current County Captain and the three Immediate Past County Captains, who, in either case, shall put forward a nomination for the Executive Committee to consider, subject to final approval by the Council. For a Second Team Captain nomination, the meeting will consult the current Second Team Captain.
22.3 When a nomination for Senior Captain is required, the Secretary shall convene a meeting of the current Senior Captain and up to three Immediate Past Senior Captains, who shall put forward a nomination for the Executive Committee to consider, subject to final approval by the Council.
22.4 When a nomination for Chairman, Secretary, or Treasurer is required, the Secretary shall convene a meeting of the Finance Committee, who shall put forward a nomination for the Executive Committee to approve, in the case of the Treasurer the nomination is subject to final approval by the Council.
23. RESIGNATION OR DEATH
23.1 If, during the course of a year, a vacancy arises amongst the Officers through resignation or death, then his predecessor shall be asked to carry out such duties for the duration of the year. Should this not be possible, the Executive Committee shall appoint a replacement to fill the vacancy until the next Annual General Meeting.
23.2 In the case of a nominated Club representative resigning or dying, then the Club shall name a replacement.
24. HONORARIA TO OFFICERS
Honoraria payable to Officers of the Union to cover expenses incurred on behalf of the Union shall be paid as decided by the Executive Committee and these shall be reviewed annually.
25. PROCEDURE AND CONDUCT OF DISCIPLINARY COMMITTEES
25.1 The procedure shall be as laid down by the EGU which is shown in the Appendix to the Constitution and Rules of the EGU, and which is printed in the EGU Year Book.
25.2 If there be such an incident, the Secretary will immediately notify the EGU and also the Insurance Company if necessary.
26. INTERPRETATION
References to the masculine will include the feminine and where appropriate the singular will include the plural.
End of Regulations – April 2011
6.
AFFILIATION TO THE ENGLISH GOLF UNION LTD (EGU Ltd) AND COUNTY GOLF UNIONS
PART 2. MANDATORY CLAUSES WHICH MUST BE INCLUDED IN THE CONSTITUTION OF A CLUB APPLYING FOR AFFILIATION TO THE ENGLISH GOLF UNION LTD. (EGU Ltd).
2.1 Conduct of the Game
a The club agrees to recognise the R&A as the body responsible for the Rules of Golf and Amateur Status and shall abide by those Rules and any changes as laid down from time to time by R&A Rules Limited.
b The club agrees to comply with the Council of National Golf Union’s Unified Handicapping System (CONGU UHS) and any conditions imposed within the system by the EGU Ltd.
c The club agrees to comply with the Rules of the EGU Ltd. (pursuant to Article 5 of the Articles of Association) and other provisions of the Articles of Association as are relevant and of The Rules of its County Union as laid down from time to time.
d The club shall pay by the due date, all subscriptions due to the County Union and to the EGU Ltd. in respect of every male playing member.
e The golf club members shall appoint a Competition and Handicapping Committee (the majority of which shall be elected members) which shall have complete control of Handicapping matters in the club.
f The Club will adopt the EGU/EWGA Equity and Equal Opportunities Policy.
g The Club will adopt a Child Protection Policy
h The Club will agree to the Terms and Conditions of the EGU Ltd Anti-Doping Policy and Rules.
2.2 Rules 2.1(a) to 2.1 (h) and this Rule shall not be amended or revoked without the prior written consent of the EGU.
(February 2010 Version - EGU Ltd)
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