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CHIPSTEAD PLACELAWN TENNIS CLUB

 

RULES

March 2008

 

1)    The Club shall be called the CHIPSTEAD PLACE LAWN TENNIS CLUB. The main purpose of the club is to provide facilities for, and to promote and encourage participation in, lawn tennis.

 

 

2)    The Club is constituted by these Rules as a Non-profit-making Members' Club. In no circumstances during the continuance of the Club, nor at nor after its dissolution, shall any assets or surplus funds be distributed to any Member or other person nor to any organisation which is not itself either constituted as non-profit-making or a charity.

 

 

3)    The Club shall seek affiliation to the Lawn Tennis Association through the Kent Lawn Tennis Association and shall adopt and conform to the Rules of these organisations in so for as they can apply.

 

 

4)    Governing Body

4)

The Members in General Meeting shall be the Governing Body of the Club. Subject thereto and to the provisions of these rules the affairs of the Club shall be managed by the Committee.

 

 

5)    Committee

5)

(a)       The affairs of the Club shall be managed by a Committee of members consisting of a Chairman, Secretary, Membership Secretary, Treasurer, Match Secretary, Courts Secretary, Social Secretary, Men's Captain, Ladies' Captain, a representative of Intermediate and Junior members and two other members, elected at each Annual General Meeting. Only members in Classes (a), (b), (e) and (f) of membership shall be eligible for election to the Committee. They shall hold office until the next following Annual General Meeting and be eligible for reselection.

 

(b)       All committee members shall serve in an honorary capacity without remuneration, but shall receive reimbursement for all expenses reasonably incurred on behalf of the Club or in execution of their duties as Committee Members.

 

(c)       The quorum at a Committee meeting shall be 5. Decisions of the Committee shall be by simple majority of those present and voting and in the event of equality of voting, the Chairman shall have a second or casting vote.

 

(d)       The Committee shall have power to fill vacancies and to co-opt additional members to the Committee; and it may delegate any part of its duties to one or more sub-committees which may be composed of any members of the Club.

 

(e)       The Committee shall have power to make and alter Byelaws from time to time. Such Bye-laws shall be published by displaying them in the pavilion and shall be binding on all members of the Club and visitors thereto.

 

 

6)    General Meeting

6)

(a)          An Annual General Meeting shall be held in March each year.

(a)

(b)          A Special General Meeting may be convened by the Committee or shall be convened by the Secretary on receipt by him of a requisition signed by not less than 20 full or intermediate members stating the business for which such a meeting is demanded.

 

(c)          Fourteen clear days' notice shall be given to members of all General Meetings.

(c)

(d)          Every full, intermediate, honorary and life member shall be entitled to be present and to speak and vote at any General Meeting.

(d)

(e)          At any General Meeting the quorum shall be 15 members entitled to vote.

(e)

(f)           The business of the Annual General Meeting shall be the consideration of the minutes of the previous Annual General Meeting and of any subsequent Special General Meetings, the consideration of the Honorary Treasurer's Accounts for the year, the election of the Committee for the ensuing year, the appointment of an Honorary Auditor and any items of which notice has been given and details included in the Agenda.

 

(g)          Save as provided otherwise in these Rules, decisions shall be taken by simple majority. In the event of an equality of votes the Chairman shall have a second or casting vote.

 

 

7)     Classes of Member

7)

There shall be the following Classes of member:

 

(a)  Senior  members (minimum age 21 years)

(b)  Intermediate members (aged 16 to 20 years inclusive)

(c)  Junior members (aged 7 to 15 years inclusive. Juniors under 9 must be supervised on court by an Adult or Intermediate member)

(d)  Non-playing members

(e)  Life members elected in General Meeting

(f)   Honorary members

(g)  Country members (must live more than 30 miles from the club, play intermittently and be a playing standard equivalent to a senior  member)

(h)   Infant members (aged under 7)

(h)

Age in each category is as at 1 January of the appropriate year. The Committee shall have power to appoint and remove honorary members, subject to ratification by the members at the next following Annual General Meeting.

 

8)     Election of Members

(a)          Membership shall be open to all the community without discrimination on the grounds of ethnicity, nationality, sexual orientation, religion, beliefs, sex, age or disability, except as a necessary consequence of the requirements of the sport of lawn tennis.

 

(b)          The Committee shall not be required to give reasons for refusing any person membership of the Club.

 

(c)          A candidate for senior  or intermediate membership shall satisfy the Committee that his or her tennis is of a reasonable standard.

 

(d)          The Committee shall have power to limit the numbers of members in the respective Classes if they consider this necessary.

 

 

9)      Entrance Fee and Subscription Fees

9)

(a)          A joining  fee shall be payable with the first year's subscription by every new full, intermediate, and country member. The amount of the joining fee shall be fixed at each Annual General Meeting for the ensuing Subscription Year.

 

(b)          The Subscription Year runs from each 1 April to 31 March in the following year.

 

(c)          Subscription fees for the Classes of Membership shall be fixed at each Annual General Meeting.

 

(d)          For a subscription paid by 30 April, a reduction will be allowed. This reduction shall be fixed at each Annual General Meeting. Any member whose subscription is not paid by 30 June will be liable to have his or her membership withdrawn (and any reselection of that member will then be subject to such conditions as the Committee may decide).

 

(e)          The Committee may in its discretion determine a proportionately reduced subscription for any person elected to membership after the end of September in any year.

 

(f)           Any member wishing to resign shall do so in writing to the Membership Secretary. If such resignation is notified after 1st April the subscription for that year remains payable. Under no circumstances shall a member be entitled to any refund of joining or membership fees upon his or her resigning, being suspended or expelled.

 

(g)          The Committee shall have power to allow persons who are not members to use the Club for a limited period on such terms as the Committee shall decide.

 

(h)         .

 

 

10)      Suspension and Expulsion

 

The Committee shall have power to terminate or suspend the membership of any Member or to exclude any Member or Visitor whom it considers to be in breach of these Rules or guilty of misconduct or offensive behaviour to any other Member or Visitor.  Any member suspended or expelled may convene a Special General Meeting by notice in writing to the Secretary. At such General Meeting the Membership shall confirm, vary or set aside the decision of the Committee.

11)    Visitors

 

Visitors may be introduced by any senior , intermediate, provisional, life, honorary or country member subject to the following conditions:

 

(a)         No member may introduce more than three visitors in any one Subscription Year.

 

(b)         No person shall play as a visitor on more than three occasions during any one Subscription Year.

 

 

 

12)      Dress

 

Tennis clothing shall be worn by all members and visitors when using the courts. Tennis shoes must  be worn at all times.

 

 

13)      Dogs

 

Dogs shall not be allowed on the Club premises.

 

 

14)      Financial Year

14)

The Club's financial year shall run from 1 January to 31 December and the accounts submitted to the Annual General Meeting shall be prepared accordingly.

 

 

15)      Accounts and Audit

15)

The accounts of the Club shall be examined by an Auditor elected at the Annual General Meeting and an annual Statement of Account as at 31st December, duly certified by him, shall be circulated with the Notice of the Annual General Meeting.

 

All expenses incurred by the Committee in management of the Club shall be discharged by them out of the funds of the Club in their hands and, except with the consent of the members in General Meeting, the Committee are not authorised to incur liabilities in a year the total of which will exceed the funds available in that year.

 

 

16)      Trustees

16)

There shall not be more than four Trustees of the Club. The first Trustees shall be appointed by the Committee and the property of the Club (other than cash, which shall be under the control of the Treasurer) shall be vested in them to be dealt with by them as the Committee shall from time to time direct by resolution (of which an entry in the Minute Book shall be conclusive evidence). The Trustees shall be indemnified against risk and expense out of the Club property. The Trustees shall hold office until death or resignation or until removed from office by a resolution of the Committee, who may for any reason which may seem sufficient to a majority of them present and voting at any meeting remove any Trustee or Trustees from the office of Trustees. If by reason of any such death, resignation or removal it shall appear necessary to the Committee that a new Trustee or Trustees shall be appointed, or if the Committee shall deem it expedient to appoint an additional Trustee or additional Trustees, the Committee shall by resolution nominate the person or persons to be appointed the new Trustee or Trustees. For the purpose of giving effect to such nomination the Chairman for the time being is hereby nominated as the person to appoint new Trustees of the Club within the meaning of Section 36 of the Trustee Act 1925 and he shall by deed duly appoint the person or persons so nominated by the Committee as the new Trustee or Trustees of the Club and the provisions of the Trustee Act 1925 shall apply to any such appointment. Any statement of fact in any such deed of appointment shall, in favour of a person dealing bona fide and for value with the Club or the Committee, be conclusive evidence of the fact so stated.

 

 

17)      Borrowing Powers

 

If at any time the Club in General Meeting shall pass a Resolution authorising the Committee to borrow money, the Committee shall thereupon be empowered to borrow for the purposes of the Club such an amount of money either at one time or from time to time and at such rate of interest and in such a form and manner and upon such security as shall be specified in such Resolution, and thereupon the Trustees shall at the direction of the Committee make all such dispositions of the Club property or any part thereof and enter into such Agreement in relation thereto as the Committee may deem proper for giving security for such loans and interest. All members of the Club whether voting on such Resolution or not, and all persons becoming members of the Club after the passing of such Resolution shall be deemed to have assented to the same as it they had voted in favour of such Resolution.

 

 

18)      Rules and Bye‑Laws

 

(a)       A copy of these Rules shall be prominently displayed at all times on the Club notice board and by their Membership of the Club, all Members agree to be          bound by these Rules and any Bye‑Laws made by the Committee under Rule 6.

 

(b)       The Rules shall not be altered except at a General Meeting after due notice, and then only provided that two‑ thirds of those present and voting are in favour.

 

 

19)Dissolution

 

If at any General Meeting a resolution for the dissolution of the Club shall be passed by a majority of the members present, and such resolution shall at a Special General Meeting held not less than one month thereafter be confirmed by a resolution passed by a majority of two‑thirds of the members voting thereon the Committee shall thereupon or at such fixture date as shall be specified in such resolution, give or transfer the assets to another Community Amateur Sports Club, a registered Charity or the Lawn Tennis Association.

 

Signed                                                                                   Treasurer

 

Signed                                                                                   Secretary

 

 

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