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OHOPE INTERNATIONAL GOLF
CLUB [INC]
RULES
20 July 2010
Rules of the Ohope International Golf Club Incorporated
[Draft FW- 3]
Table of Contents
1. NAME 3
2. OBJECT 3
3. CLASSES OF MEMBERSHIP 3
4. ELECTION OF MEMBERS 4
5. CESSATION OF MEMBERSHIP 5
6. OFFICERS AND COMMITTEE MEMBERS 5
7. DUTIES OF OFFICERS AND COMMITTEE
6
8. ANNUAL GENERAL MEETING 7
9. SPECIAL GENERAL MEETING 8
10. ANNUAL SUBSCRIPTIONS 8
11. AUDITORS 9
12. RULES OF PLAY 9
13. MANAGEMENT 9
14. CLUB YEAR 10
15. REGISTERED OFFICE 10
16. VOTING 10
17. COMPLAINTS 10
18. EXPULSION OF MEMBERS 10
19. PERSONAL BENEFIT 10
20. WINDING UP 11
21. REPEALS AND SAVINGS 11
22. REGISTER OF MEMBERS 11
1. NAME
The name of the club shall be …
The Ohope International Golf Club Incorporated
[also known as Ohope Golf Club]
2. OBJECT
To foster and encourage the game of golf and other recreational
activities which may be conveniently carried out in conjunction thereof.
3. CLASSES OF MEMBERSHIP
3.1) Full Members.
These members shall pay membership fees as set by the club at the
Annual General Meeting on the recommendation of the Committee, shall
have all the privileges of the Club, have full voting rights and the
right to stand for office in the Club.
Included in this membership class shall be the following:
a) 18 Hole Full Playing Members
These members have full playing rights for 18 holes
b) 10 Hole Members
These members shall have the right to play 10 holes of golf on a daily
occasion or when a 10 Hole competition is organised
c) Life Members -
These members have been admitted as Life Members in accordance with
these rules and will have full playing rights for 18 holes. A life
member shall not pay any annual fees.
d) Whole of life members
As of 1st December 2010 no further member may be elected to this
category
3.2) Honorary Members.
These members have been admitted as Honorary Members in accordance with
these rules. A Honorary Member will have no playing rights, shall not
pay any annual fees, they shall have all the privileges of the club
excepting they cannot hold office and have no voting rights.
3.3) Country Membership
Country members shall be entitled to the privileges of the
course and clubhouse and to attend club functions but shall not be
entitled to play in Club trophy competitions or have any
other privileges including a vote at meetings of the club.
Country members must be full playing members of another NZ Golf
Affiliated Club.
Fees shall be set at the Annual General Meeting on the recommendation
of the Committee.
3.4) Junior Membership
This class of membership covers persons who attend primary,
intermediate or secondary schools and are under the age of 18years. A
junior member who reaches this age may apply for extension of junior
membership (with appropriate reasons) or become a full playing member.
Junior members shall be entitled to attend club functions and use of
the course or clubhouse subject to any restrictions and conditions that
the committee may impose.
Fees shall be set at the Annual General Meeting on the recommendation
of the Committee.
3.5) Summer Membership
This class of member covers people admitted to the club for the period
of daylight savings. Such members shall be entitled to use of the
course and club house facilities and be entitled to play on any day.
Summer members shall not be entitled to vote or stand for office. Fees
shall be set at the Annual General Meeting on the recommendation of the
Committee.
3.6) Sustaining or Social membership
This class of membership is for people who do not wish to play active
golf but wish to be associated with the club. They shall have all the
privileges of the club excepting they cannot hold office and have no
voting rights. Fees shall be set at an Annual General Meeting on the
recommendation of the Committee.
3.7) Trial Memberships
The Committee can recommend and trial different classes of membership
to meet new challenges. Any such trial evaluation may be for a period
up to but no longer than 18 months. Any new Membership class must be
approved at the next occurring Annual General Meeting following the
completion of the trial.
4. ELECTION OF MEMBERS
a) General
Every candidate for membership shall be proposed by one member and
seconded by another member on a nomination form duly approved by the
Committee. Such candidate shall also sign the nomination form to be
submitted for election to a vote of the Committee at its first meeting
following receipt. No rejected candidate shall again be proposed until
after expiry of three ( 3 ) calendar months from the date of rejection.
b) Life Members
At an Annual General Meeting of the Club, and on the recommendation of
the Committee, and with a 75% majority , the members of the Club may
elect any member who may have rendered exceptional service to the Club
as a Life Member
c) Honorary Members
At an Annual General Meeting of the Club, and on the recommendation of
the Committee, the members of the Club may elect by simple majority any
member who they consider merits this recognition by the Club, as a
Honorary Member.
d) Change of Membership Class
Any Member wishing to become a Member of another class of Membership
shall give written notice to this effect to the secretary.
5. CESSATION OF MEMBERSHIP
A member shall cease to be a member of the club in the event of either
of the following:
a) He/she fails to pay his/her subscription within 2
months of it falling due or within such time as the Committee permits
b) He/she submits his/her resignation in writing or
by email to the secretary.
6. OFFICERS AND COMMITTEE MEMBERS
A) The officers of the club shall be the President,
Vice-President, Men’s Club Captain, Women’s Club Captain, Men’s
Vice-Captain, Women’s Vice-Captain and Secretary and Treasurer who
shall form the executive committee (note that where a Secretary/Manager
is employed, he/she shall perform the treasurer and secretary
duties, though he/she will not be an Officer of the Committee). The
President shall be ex-officio member of any sub-committees which may be
formed from time to time.
B) The offices of Secretary and Treasurer [if
required] shall be by appointment made by the Committee at the first
Committee meeting after the Annual General Meeting, and subject to
these Officers being eligible Members of the Club, they shall have
voting rights.
C) The Committee shall comprise the Officers and 6
Committee Members
D) Should a vacancy occur during the year in any of
the above Officers or on the Committee, it may be filled by the
Committee until the next Annual General Meeting.(the Committee may
retain the names and order of the defeated candidates, if available, in
order to assist selection).
E) Every candidate for any office shall be nominated
and seconded by financial full members of the club in writing and
accepted by the nominee and delivered to the Secretary at least 7 days
prior to the Annual General Meeting. Immediately after the last date
for receiving nominations the secretary shall post a copy of all
nominations on the Club noticeboard. Nomination forms for this purpose
shall be provided by the club and shall include provisions for
signatures by the nominee, nominator and seconder and the date. If the
exact number of members is nominated for the respective positions they
shall be declared elected by announcement at the Annual Meeting.
If more members are nominated for any office, the election of Officers
and Committee shall be by ballot at the Annual Meeting. Nominations may
be called from the floor of the Annual General Meeting to fill vacant
positions only. Such nominees must be present at the Annual General
Meeting. If any election held in pursuit to this clause is a tie then
the outcome shall be decided by lot.
If a vacant position is not filled the Committee may, at their first
committee meeting ask a member to take the vacant position.
E) All officers and Committee members of the club
shall hold office from the date of their election until the Annual
General Meeting next following their election or until they resign
whichever first occurs but if properly nominated as aforesaid shall be
eligible for re election. Except that the outgoing Committee shall be
responsible until and including the closing day of the winter season.
F) The President, and in his absence the Vice
President shall preside at all Annual, Special and Committee meetings
of the Club. The Chairperson at any Annual, Special or Committee
Meeting shall, in addition to his ordinary vote as a member, have a
casting vote. Six members shall form a quorum for any meeting of the
Committee. For Sub-Committees a quorum shall be at least half of the
members of that sub-committee.
G) Any Officer or Committee member who fails to
attend three ( 3) consecutive meetings without apology or valid excuse
automatically forfeits his/her place on the Committee.
H) The Committee shall have the power each year to
form from amongst its members such sub-committees as it sees fit. The
president is ex-officio on all sub-committees and may appoint a
sub-committee chairman. Such sub-committees shall have only such
control over the expenditure of the moneys of the club as may be
delegated to it by the Committee. The Committee may at all times make
alterations in the personnel of such sub-committees
I) The Officers of the Club and Members of the
Committee may be removed by a resolution of a Special Meeting of the
Club.
7. DUTIES OF OFFICERS AND COMMITTEE
1. The Committee shall meet monthly or at such time
as may be necessary for the transaction of business as decided by the
President or shall be convened within 7 days upon a requisition
in writing on not less than 5 members of the Committee.
2. The Secretary shall keep minutes of all
resolutions and proceedings at Annual, Special and Committee Meetings
and shall produce such minutes at all meetings and shall keep a record
of the members present and voting at all meetings for the election of
members.
3. The Treasurer shall keep correct accounts and
books of the Club showing financial transactions and all other
particulars usually shown in the books of a like nature. The
Treasurer shall also account for all monies received and bank such
funds to the Clubs bank account; submit statements as to the financial
position of the Club to the monthly meetings of the Committee; have an
annual balance sheet prepared for submission to the Annual Meeting of
the Club – such balance sheet having been previously examined and
certified as correct by the Auditor.
4. The Men’s Club Captain shall have the
responsibility for the day to day running of the men’s golf and shall
be Chairman of the Full Match Committee and the Men’s Match Committee.
5. The Men’s Vice-Club Captain shall deputise for the
Men’s Club Captain in his absence and assist the Captain.
6. The Women’s Club Captain shall have the
responsibility for the day to day running of the women’s golf and shall
chair the Women’s Match Committee.
7. The Women’s Vice-Club Captain shall deputise for
the Women’s Club Captain in her absence and assist the Women’s Club
Captain.
8. The Men’s and Women’s Club Captains shall share
the responsibility for the running of mixed events.
9. Sub-committees
a. The permanent sub-committees shall be:
i. The Match Committee comprising of the Club
Captains, the Vice Club Captains and such other persons as the
Committee agrees should be Members of the sub-committee, shall have
delegated to it the duty of arranging the club programme subject to any
controls placed on it by the Committee. The Match Committee, three of
whom shall form a quorum, shall arrange and control all competitions
and matches, and their decision on all points connected therewith shall
be final.
ii. The Finance sub-committee comprising of the
Treasurer and two other Members appointed by the Committee, shall be
responsible to the Committee for the management of the Club’s finances.
iii. The Greens sub-committee, comprising of at least
three Committee Members appointed by the Committee and such other
persons as the Committee agrees should be members of the sub-committee,
shall be responsible to the Committee for the development and
maintenance of the course and maintenance of plant and machinery.
iv. The House sub-committee consisting of at least
three Committee Members appointed by the Committee and such other
persons as the Committee agrees should be Members of the sub-committee
and having ex officio as a non voting member the Bar Manager (if any)
of the Club, shall be responsible to the Committee for the operations
of the clubhouse facilities including bar facilities.
b. In addition to the permanent sub-committees the
Committee shall appoint such sub-committees as it may think fit from
its body or from Members of the Club. All Members of each
sub-committee need not be , but at least one must be, a Member of the
Committee. The Committee may at any time and from time to time
make alterations in the personnel of such sub-committees.
c. All sub-committees shall have only such duties and
powers as the Committee shall delegate to them
d. The President is ex-officio a member of each
sub-committee
8. ANNUAL GENERAL MEETING
A) The annual meeting of the club shall be held not
later than the 20th Of December in each year, at such time and date and
place as the Committee may determine, for the purpose of electing the
Officers and members of the Committee and transacting such other
business as shall be advertised in a newspaper circulating in the
district and posted in the Clubhouse and on the club web site [and by
email] at least 14 days before the date fixed for the meeting. The date
for the next Annual Meeting will be set each year at the Annual General
Meeting and printed in the Club Programme.
B) At the Annual General Meeting or in
any other general meeting of the club a quorum shall be no less than 20
members present in person, provided however that if at any
general meeting a quorum shall not be present within half an hour ,the
same shall be adjourned to a date not less than 14 days later. Notice
of the adjourned meeting shall be advertised. If within 15 minutes
after the time fixed for such adjourned meeting a quorum shall not be
present, the meeting may proceed with the business for which the
meeting was originally called.
C) All Financial Full Members shall be entitled to
vote.
D) All remits to be presented at an Annual General
Meeting must be in writing and in the hands of the Secretary/Manager
within 7 days of the Annual General Meeting and published
within the club house that day.
9. SPECIAL GENERAL MEETING
A Special General meeting may be called at the direction of the
Committee at any time, or shall be called by the Secretary within 14
days of receipt of a requisition to that effect, signed by no less than
20 financial Full Members of the club, specifying the subject to
be discussed at such meeting. Notice of any such meeting specifying the
matter to be discussed thereat shall be advertised in a newspaper
circulating in the district and posted in the Clubhouse and on the club
web site [and by email] at least 7 days prior to the date fixed for the
holding thereof. No business shall be transacted at any such meeting
except that of which notice shall have been given aforesaid.
10. ANNUAL SUBSCRIPTIONS
Annual subscriptions for each class of Member shall be such amount as
shall from time to time be fixed by the Committee prior to the Annual
General Meeting and presented to the Annual General Meeting. The
subscription amounts as set by the Committee shall be deemed to have
been approved by the Annual General Meeting unless a resolution
rejecting the proposed subscription is passed by at least 75% majority
of members voting. The Committee in sending out subscriptions
prior to the AGM may increase these by up to 4% of the previous year’s
rate as of right. This right to be confirmed at each Annual
General Meeting.
Annual subscriptions are due as from 1st October, with payment in full
to be received no later than 30th November in each year. If the
subscription is not paid by 1st December or such later date as in any
particular case the Committee permits, then the member’s playing rights
shall cease and he or she shall lapse from the NZ Golf handicap system.
The Committee has the power to approve membership fees by arrangement
and shall have the power in those circumstances to charge an
administration fee. The committee shall have the power to remit of
refund the whole, or any portion, of any subscription in the event of
any person, through serious unavoidable circumstances, being unable to
continue full playing membership.
The Committee shall have the power to accept membership of a new member
during the current financial year and set the subscription for that
part of the season on a pro rata basis.
No member shall vote at any general meeting or compete in any club
competition as long as any arrears of subscription shall remain unpaid
after the dates on which the same became due.
11. AUDITORS
An Auditor shall be appointed at the Annual General
Meeting.
12. RULES OF PLAY
The rules of the Game of Golf as adapted from time to time by the Royal
and Ancient Golf Association Incorporated, excepting so far as they are
varied by the local rules of the Club, shall be the Golf Rules of this
Club. All complaints shall be made in writing to a Club Captain
who shall, if unable to remove the cause, submit them to the Committee
whose decision shall be final.
13. MANAGEMENT
Subject to any specific instructions or directions given by resolution
carried at any General Meeting of the club, the management and
control of the affairs of the club shall be vested in the Committee,
and the Committee shall have the following powers and duties:
1) To engage, control and dismiss the Club
servants and paid officers except the Auditor, and exercise all such
administrative powers as may be necessary to effect the purpose of the
club.
2) To suspend or otherwise discipline any
member for any second wilful breach of any by law or rule from
exercise of his privileges as a member for any period not
exceeding for any one such breach ,one calendar month.
3) To purchase, carry out, construct and maintain
such buildings, fences, machinery, improvement and other works it
considers necessary, subject to a capital limit of $100,000
4) To borrow or raise money on the property of the
club, to take out loans and debentures, subject to a capital limit of
$50,000.
5) To close the whole, or part of the links, and club
house for such periods at it sees fit, and impose conditions of payment
or otherwise for the use of course or clubhouse on any particular day
or days.
6) To close the list of Members of any class thereof
at any time for such period or periods and subject to such conditions
as it may deem expedient or otherwise to regulate the number of Members
of any class.
7) To enter into contracts, negotiations and
agreements in the name of the club as may be considered expedient for
the purposes of the club.
8) To apply for, obtain and renew a club license
pursuant to the provisions of the sale of liquor act.
14. CLUB YEAR
The year shall commence on 1st October each year and end 30th
September the following year provided that the club financial year also
shall be from 1st October in each year until 30th September in the year
following.
15. REGISTERED OFFICE
The registered office shall be at the clubhouse or at any such place as
the Committee may from times to time determine.
16. VOTING
At all Special, Annual or General Meetings voting shall be as follows:
1) Full Members present in person and financial
at the time shall have one vote.
2) In the case of any equality of votes, the
Chairperson shall be entitled to a casting as well as a deliberative
vote.
3) Except as herein expressly provided, voting shall
be by show of hands or by ballot if demanded by not less than five
Members present. Except as herein provided, all motions shall be
decided by a simple majority of Members present in person.
17. COMPLAINTS
All complaints must be made in writing to the Secretary in order that
they may be submitted to the Committee .
18. EXPULSION OF MEMBERS
On receiving a a written complaint signed by three ( 3 ) members of the
club alleging that any member has so misconducted himself/herself
as to render his/her membership no longer desirable and stated the
conduct complained of the executive committee shall meet to consider
the matter within seven ( 7 ) days of the lodgement of the complaint.
The member whose conduct is in question shall be notified of the
complaint and the grounds of same and be entitled to be
represented either personally or by a friend or personal representative.
The opinion of such meeting will be taken by ballot and if two thirds
of those present shall be in favour of expulsion he/she shall cease to
be a member of the club, but shall remain liable for any subscription
or fees owing by that member.
19. PERSONAL BENEFIT
Notwithstanding any expressed or implied in these rules, the activities
of the Ohope International Golf Club Incorporated shall not be carried
out for the personal pecuniary profit or benefit of any member or
individual or associated person.
20. WINDING UP
If upon winding up or dissolution of the Ohope International Golf Club
Inc there remain, after the satisfaction of all its debts and
liabilities, any funds or property whatsoever, the same shall not
be paid or distributed amongst the members of the Ohope International
Golf Club Inc, but shall be given or transferred to some other non
profit body having objects similar to the Ohope International
Golf club Inc or some other charitable organisation within New Zealand.
21. REPEALS AND SAVINGS
All rules existing immediately prior to these rules coming into
operation are hereby revoked, providing however, that such revocation
shall not affect:
a) The validity, effect or consequence of anything
already done or suffered by these prior rules;
b) Any existing status or capacity:
c) Any right, interest, title or estate already
acquired by the club or any remedy or proceeding in respect thereof;
d) The proof of any past Act or thing.
22. REGISTER OF MEMBERS
The secretary shall keep a register of member’s names and his/her
status as a member. Every member shall communicate to the secretary any
change of address. All notices required to be given under these rules
shall be deemed to have been given on the day following posting to last
known address of any member.
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