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MAIDENHEAD LAWN TENNIS CLUB CLUB RULES AND REGULATIONS November 2011 1. Name and Purpose The Club founded in 1879 shall be named “The Maidenhead Lawn Tennis Club”. The purposes of the Club are to promote and encourage the amateur sport of Lawn Tennis in Maidenhead and community participation in the same. The colours of the Club shall be light and dark blue. 2. Constitution The Club is constituted by these Rules as a non-profit-making Members’ Club. In no circumstances during the continuance of the Club, shall any assets or surplus funds be distributed to any Member, other person or organisation, other than as defined in rule 14. (a) The property and funds of the Club cannot be used for the direct or indirect private benefit of its members other than as reasonably allowed by this Rule. (b) The Club may provide sporting and related social facilities, club sporting equipment, coaching, courses, insurance cover, medical treatment, reasonable away-match expenses, post-match refreshments and other ordinary benefits of Community Amateur Sports Clubs as provided for in the Finance Act 2002. (c) The Club may also in connection with the sports purposes of the Club: Sell and supply food, drink, related sports clothing and equipment. employ members and non-members (though not for playing) and remunerate them for providing goods and services, on fair terms set by the relevant Committee without the person concerned being present. pay for reasonable hospitality for visiting teams and guests. indemnify the Committee, members and employees acting properly in the course of the running of the Club against any liability incurred in the proper running of the Club (but only to the extent of its assets). 3. Affiliation The Club shall be affiliated to the County Lawn Tennis Association (CLTA) (and by doing so become and remain registered as an associate of the LTA) and to comply with and uphold the Rules and Regulations of the CLTA as amended from time to time and the LTA Rules and the LTA Disciplinary Code and the rules and regulations of any body to which the LTA is registered or affiliated. 4. Classes of Member and Subscription Rates Membership of the Club shall be open to anyone interested in Lawn Tennis on application, regardless of sex, age, disability, ethnicity, nationality, sexual orientation, religion or other beliefs. However, limitation of membership according to available facilities is allowable. There shall be the following Classes of Member. The joining fee and rates of subscription shall be shown in the Regulations. Playing Members Non-Playing Members Honorary Life Social Adult Juniors Juniors - Invited Notes to the Subscription Scale a) The subscription year runs from 1st April to 31st March. b) A Member whose subscription is not paid by the 1st April will cease to be a member. c) In the event of the Club being liable for Value Added (or any other) Tax on Members’ subscriptions, the figures shown in the regulations shall be inclusive thereof. d) The subscription and entrance fee, if applicable, of a new Member shall be due on application and will be repaid if election to membership does not take place. At the discretion of the Honorary Secretary and one other Committee member, the candidate may be allowed to use the Club pending the consideration of his application. e) For a new member, after the end of June, the Administration, Communications and Facilities Committee (see below) may at their discretion accept a proportionally reduced subscription for the part-year. Likewise they may make a refund to a member who becomes unable to use the Club for a substantial part of the year on account of injury, illness, or departure from the district. 5. Accountancy Year Except for the purposes of subscriptions (see Rule 4, Note (c)), the Club’s Financial Year shall run from 1st April to 31st March and the accounts submitted to the Annual General Meeting shall be prepared accordingly. 6. Election of Members Honorary Membership (other than temporary in accordance with Rule 10), including Honorary Life Membership, shall be strictly limited and at the discretion of the Executive Management Committee, by way of reward for special services to the Club. Any person who wishes to become a Member must submit an application in such form as the Administration, Communication and Facilities Committee shall decide. Every candidate for membership shall be considered by the ACFC, which shall admit that candidate to membership of the Club unless to do so would be contrary to the best interests of the sport or the good conduct and interests of the Club. A person shall not be entitled to any privileges of the Club until two days have passed since his application for membership was submitted, whether or not he is admitted as a Member before those two days have lapsed. The Executive Management Committee (see below) shall have power to limit the numbers of Members in the respective Classes if they consider this necessary. The Administration, Communication and Facilities Committee reserve the right of rejecting any proposed member without stating the reason for doing so. 7. Transfer between Classes and Resignation of Membership A member wishing to transfer to a Class at a lower rate of subscription shall notify the Honorary Secretary or the Treasurer in writing or otherwise shall be liable for the full subscription. A Member may withdraw from membership of the Club by giving notice to the Honorary Secretary or the Treasurer in writing. Membership shall not be transferable in any event and shall cease immediately on death or dissolution or on the failure of the Member to comply or to continue to comply with any condition of membership set out in these Rules. 8. Conditions of Membership 8.1 Each member agrees as a condition of membership: (A) To be bound by and subject to the rules and regulations of the club and the relevant CLTA. (B) To be bound by and subject to the L.T.A. Rules and the Disciplinary Code. 8.2 Rule 8(1) confers a benefit on the LTA and, subject to the remaining provisions of this rule, is intended to be enforceable by the LTA by virtue of the Contracts (Rights of Third Parties) Act 1999. For the avoidance of doubt, the members do not intend that any term of these rules, apart from rule 8(1), should be enforceable, by virtue of the Contracts (Rights of Third Parties) Act 1999, by any person who is not a party to this agreement. 8.3 The Executive Management Committee shall have the power to terminate or suspend the membership of any member or to exclude any member or visitor whom it considers guilty of a breach of the Club’s Rules and Regulations, the L.T.A . Rules and Disciplinary Code, or of misconduct or offensive behaviour to any other member, visitor or employee, whether on the Club’s premises or elsewhere. A member shall not be expelled unless he is given 14 days written notice of the meeting of the Executive Management Committee at which his expulsion shall be considered and written details of the complaint made against him. The Member shall be given an opportunity to make written representations and/or to appear before the Executive Management Committee and at any such meeting to answer complaints made against him and to cross examine any witnesses and must not be expelled unless at least two thirds of the Executive Management Committee then present vote in favour of his expulsion. The Executive Management Committee may exclude the Member from the Club's premises until the meeting considering his expulsion has been held. For the avoidance of doubt, the member shall be entitled to attend that meeting and to be accompanied by another member of their choice. 8.4 Any person ceasing to be a Member forfeits all right to and claim upon the Club, its property and its funds and he has no right to the return of any part of his subscription. [The Executive Management Committee may refund an appropriate part of a resigning Member's subscription if it considers it appropriate taking account of all the circumstances.] 9. Injury, Loss of Property Etc. Members or Visitors leaving unattended vehicles, rackets, clothing or other property at the Club do so at their own risk and the Club shall not be responsible for any loss, damage or injury resulting from this or any cause. 10. Visitors and Temporary Members Visitors may be introduced by a Playing Member. Before a Visitor plays, the Member introducing him/her must make an appropriate entry in the Visitor’s Book and pay the fee, which is detailed in the Regulations, provided that no one whose application for membership has been declined or who has been expelled from the Club may be introduced as a guest. A Non-Playing Member may play, at the same fee as a Visitor, but neither a Visitor nor a Non-Playing Member may play more than three times in any one year except with the special permission of the Administration, Communication and Facilities Committee. Every member of a visiting match team shall be an Honorary Member for the day and every competitor in a tournament at the Club (and in the case of a competitor under age 18, his parent or guardian) shall be an Honorary Member for the period of the tournament. Temporary Members not permanently resident, nor working within 30 miles of the club, may be admitted at the discretion of the Treasurer and one other Committee Member for a period not exceeding one calendar month, at the fees decided by the Treasurer. 11. Management The Club shall be managed by an Executive Management Committee and two subsidiary committees namely: the Administration, Communication and Facilities Committee (ACFC) and the Playing and Coaching Committee (PCC). Each member of the Executive Management Committee, the ACFC and the PCC must satisfy Her Majesty’s Revenue and Customs (HMRC's) fit and proper person test to be involved in the general control, management and administration of the Club and must declare that he is a fit and proper person prior to being elected. The Club agrees that each member of the Executive Management Committee, the ACFC and the PCC will be required, as a condition of election or appointment, to agree to be bound by and subject to these rules, the rules and regulations of the relevant CLTA and the LTA Rules and the LTA Disciplinary Code, such agreement to contain an express acknowledgement that the Contracts (Rights of Third Parties) Act 1999 applies and that the LTA and the Club can enforce any breach at its option and in its sole discretion. The Executive Management Committee shall consist of the President; Vice-president; Chairman; Honorary Secretary; Treasurer; Facilities Chairman; Junior Representative; the Chair of the Administration, Communication and Facilities Committee; the Chair and one other representative of the Playing and Coaching Committee. In the event that the appointed Chair of either subsidiary committee is already a nominated member of the Executive Committee, a further representative may be appointed by the relevant subsidiary committee to be a member of the Executive Management Committee The Administration, Communication and Facilities Committee shall consist of the Honorary Secretary, Treasurer, Publicity and Communication Co-ordinator, Facilities Chairman, Bar Chairman, and a General member. They shall meet as soon as possible after the Annual General Meeting and shall appoint, from the members of that Committee, a Chair who will be a member of the Executive Management Committee. The Playing and Coaching Committee shall consist of the Men’s Captain, Ladies Captain, Match Secretary, Veteran’s Representative, Junior Representative (who must be an adult), Coaching and Development Representative, Social Secretary, Social Players Representative and a General member. They shall meet as soon as possible after the Annual General Meeting and shall appoint, from the members of that Committee, a Chair and two other representatives, one of whom must be the Junior Representative, who then are members of the Executive Management Committee. The Chair and the other representatives from the ACFC and PCC must carry forward the majority view of their committee and therefore vote in favour of any proposals from their committee at the Executive Management Committee. The ACFC and PCC shall operate in accordance with the Roles and Responsibilities detailed in the Regulations and with the powers and duties otherwise delegated to them by the Executive Management Committee. If a member of the Executive Management Committee, who is also a member of a subsidiary committee, is unable to attend a meeting of the Executive Management Committee, a substitute from the relevant subsidiary committee may attend. If more than one of the offices is held by a single person, no extra Committee vacancy shall be created. All shall be elected for the year at the Annual General Meeting except that the elected Executive Management Committee shall have the power to fill any casual vacancy and any office not filled at the annual general meeting (other than a position on the A.C.F.C for licensing purposes). In the event that one of the offices is not filled the quorum for that Committee is reduced accordingly. The quorum at an Executive Management Committee meeting shall be six; at an ACFC meeting shall be four; and at a PCC meeting shall be six. Decisions of the each Committee shall be made by a simple majority and in the event of equality of votes the person chairing the meeting shall have a casting or additional vote. A Committee Member himself or a close family member having a financial interest in some aspect of the club is prohibited from being a member of any Committee which directly manages that aspect. The Executive Management Committee shall from time to time make and revise the Club’s Regulations and shall have the power to decide any matter unprovided for by these rules and the current Regulations. Each Committee shall meet at least four times in every year and additionally as circumstances may require. The Executive Management Committee may, at their discretion, call a meeting of all Committee Members of the Executive Management Committee, ACFC and PCC at which each person shall only have one vote. The Executive Management Committee, or the Committees with the agreement of the Executive Management Committee, may delegate any of its duties to one or more sub-committees which may be composed of any members of the Club, but any sub-committee to control a bar supplying intoxicating liquor shall be elected and operate in accordance with the Licensing requirements. The Chairman shall be the chairman and shall preside at every meeting of the Executive Management Committee. If he is unwilling or unable to preside the members of the Executive Management Committee present may appoint one of their number to be chairman of the meeting. The Executive Management Committee shall be responsible for the management of the Club and shall have the sole right of appointing and determining the terms and conditions of service of employees of the Club. The Executive Management Committee shall have power to enter into contracts for the purposes of the Club on behalf of all the Members. A member of any Committee shall be deemed to have vacated office if: • the said member, without sufficient reason and without permission of the Committee, has been absent for more than three consecutive meetings or • the said member is requested to resign by not less than two thirds of the attending Committee members at a meeting called of the Executive Management Committee, ACFC and PCC or • he becomes bankrupt or makes any arrangement or composition with his creditors generally; or • a registered medical practitioner who is treating that person gives a written opinion to the Executive Management Committee stating that that person has become physically or mentally incapable of acting as a member of the Executive Management Committee, the ACFC or the PCC and may remain so for more than three months; or • by reason of that person’s mental health, a court makes an order which wholly or partly prevents that person from personally exercising any powers or rights which that person would otherwise have; or • he resigns his office by notice to the Club; or • he is suspended from holding office or from taking part in any activity relating to the administration or management of the Club by a decision of the CLTA or the LTA. Any person accepting election or nomination to the Executive Management Committee, the ACFC or the PCC who has any financial interest in Lawn Tennis must, before such election or nomination, state in writing to the Club all such interests. Failure to do so will lead to automatic disqualification from that Committee. The Executive Management Committee has the right to veto such an election if, in its opinion, it is not in the best interests of the Club. 12. General Meetings An Annual General Meeting shall be held each year between 15th October and 30th November inclusive. The Executive Management Committee shall call an Extraordinary General Meeting at their discretion or within one month of receipt by the Honorary Secretary of a requisition signed by twenty Members or if the membership is less than 100, by one-fifth of the Members, stating the business proposed to be transacted. Any Member wishing to propose a resolution at the Annual General Meeting must send a copy thereof to the Honorary Secretary before 1st October so that provision may be made on the Agenda. The Honorary Secretary shall send to every Member (other than temporary Members) at least fourteen days notice of any General Meeting, together with a copy of the agenda. The accidental failure to give notice to any person entitled to notice, or the accidental omission of any such details in any notice, shall not invalidate the proceedings at the meeting. The business of the Annual General Meeting shall be the confirmation of the minutes of the previous Annual General Meeting and of any subsequent Extraordinary General Meetings, the consideration of the Executive Management Committee’s report and the Honorary Treasurer’s Accounts for the year, the election of Officers and the Committees for the ensuing year, the appointment of an Auditor, and any items of which notice has been given and details included in the Agenda. The business of an Extraordinary General Meeting shall be in accordance with the requisition under which it was summoned and the Agenda issued. At any General Meeting further business may be accepted at the discretion of the chairman of the meeting provided that it does not call for an alteration of the Rules, the winding up of the Club, the transfer of the club’s assets, the borrowing of money, or any expenditure not within the immediate financial resources of the Club. Nominations for the election of officers and committee members (who must be 18 years of age) must be proposed and seconded and be notified to the Honorary Secretary at least 7 days before the meeting. Every Member (other than Temporary Members) shall be entitled to be present and to speak at any General Meeting and, if aged 18 years or over, to vote thereat. In the event of an equality of votes, the Chairman of the meeting shall have a second or casting vote. There shall be no right for a Member to vote by proxy. No person may represent more than one Member At any General Meeting the quorum shall be 30 Members entitled to vote. 13. Rules and Regulations A copy of these Rules and of the Regulations made by the Executive Management Committee under Rule 11 shall be prominently displayed at all times at the club and all Members shall be deemed conversant therewith. 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. The Regulations shall be made and periodically revised by the Executive Management Committee. Interpretation of all the Rules must be consistent with the statutory requirements for CASC’s (which means Community Amateur Sports Clubs as first provided for by the Finance Act 2002.) and the L.T.A. rules and Discipline Code. 14. Dissolution The Club shall be dissolved on the passing of a resolution to that effect at a General Meeting after due notice, by at least two-thirds of those present and voting. Such a meeting shall appoint a Committee to be responsible for the orderly winding up of the Club’s affairs. After settling all liabilities of the Club, the Special Committee shall dispose of the net assets remaining to one or more of the following: a) to another Club with similar sports purposes which is a charity and/or b) to another Club with similar sports purposes which is a registered CASC and/or c) to the Club’s national governing body for use by them for related community sports. 15. Trustees The Executive Management Committee shall appoint Trustees, to hold office until death or resignation unless removed from office by a resolution of the Executive Management Committee. The said resolution must be confirmed at a General Meeting by two thirds of those present and entitled to vote. The number of trustees shall not be more than four or less than two. The property of the Club, other than cash at the bank, shall be vested in the Trustees. They shall deal with the property as directed by resolution of the Executive Management Committee and entry in the minute book shall be conclusive evidence of such a resolution. The Trustees shall be indemnified by the Club and the Executive Management Committee shall pay all costs, losses and expenses which any such Trustee may incur or for which he may become liable by reason of any contract entered into or act or thing done by him in good faith as such Trustee in accordance with the instructions of the Executive Management Committee or of a general meeting of the Club or otherwise in the discharge of his or their duties. The Executive Management Committee may give to any Trustee, who has incurred or may be about to incur any liability, at the request of or for the benefit of the Club such security by way of indemnity as may seem expedient. 16. Supply of Intoxicating Liquors Intoxicating liquors may be supplied by or on behalf of the Club to Members for consumption by themselves or their guests or the persons listed below and may be sold to: (a) members of visiting teams and their supporters (b) non-members playing in tournaments held at the Club and their supporters (c) persons attending the Club premises for social or other functions organised or authorised by the Club provided always that the number of such functions shall not exceed 12 in any one year, but no function shall be permitted to which admission may be obtained by payment of money at the door whether for a ticket or otherwise. No Member shall be entitled to introduce more than 3 bona fide guests into the Club at any one time. The names and addresses of all guests and the name of the Member signing them in shall be entered into a book maintained for that purpose and kept on the premises. The supply of intoxicating liquors for consumption off the premises is not permitted other than to a Member in person. Purchase for the Club and supply by the Club of intoxicating liquor must be in the absolute discretion of the A.C.F.C. The A.C.F.C. must not in any way be restricted in freedom of purchase. The permitted hours for the supply of intoxicating liquors shall be during such periods, not exceeding the hours permitted by the Licensing Authority, as may from time to time be decided by the A.C.F.C. No persons under the age of 18 shall be permitted to purchase intoxicating liquors. The Bar Chairman is permitted, on the instructions of the ACFC, to apply to the Licensing Authority for an extension of the permitted hours for special events. 17. Use of Facilities The club agrees that all unlicensed and unregistered coaches and, so far as reasonably practicable, players and other persons using the facilities of the club will be required, as a condition of such use, to agree to be bound by and subject to these rules, the Rules and Regulations of the relevant CLTA, the LTA Rules and the LTA Disciplinary Code. Such agreement to contain an express acknowledgement that the Contracts (Rights of Third Parties) Act 1999 applies and that the LTA and the club can enforce any breach at its option and in its sole discretion. 18. Notices The Club can send, make available or supply any notice, ballot paper, accounts, document, or other information by personal delivery, by posting it to the intended recipient’s usual address, by sending it or supplying it in electronic form to an address notified by the intended recipient to the Club or by making it available on a website and notifying the intended recipient of its availability in accordance with this rule. If any notice or other information is left by the Club at the intended recipient’s usual address, it is treated as being received on the day it was left. If any notice or other information is sent by the Club by post, it is treated as being received the day after it was posted if first class post was used, or 72 hours after it was posted if first class post was not used. In proving that any notice or other information was received, it is sufficient to show that the envelope was properly addressed and put into the postal system with postage paid. If any notice or other information was sent using electronic means, it is treated as being received on the day it was sent. In the case of notices or other information available on a website, the notice or other information is treated as being received on the day on which it was made available on the website or, if later, the day on which the notice of availability is treated as being received by the intended recipient in accordance with this rule. REGULATIONS after AGM 28th November, 2011 A. Wearing Apparel Whilst on court Members, visitors and clients of the coaching staff are required to wear recognised tennis clothing subject to the following: T-shirts are not considered recognised tennis clothing unless specifically sold as such. Footwear must be rubber soled, without raised heels, spikes, studs, cleats, bars or deep ribbing. Footwear may be coloured subject to the above and be sold as suitable for use on the court surface at the Club B. Subscription Scale The due date for annual subscriptions shall be 31st March. Annual Subscriptions For a subscription paid before the 15th March a reduction will be allowed as shown below: Playing Member Net Annual Subscription Reduction Joining Fee Adults £195 £20 £65 Senior Citizen £185 £20 £65 Student £115 £10 £35 Family £505 + Fam. Sup. £40 £200 Juniors £105 £10 £35 Notes: Senior citizens must be over 60 on April 1st. Students are adult members aged between 18 and 21 years or adult members in full time education. The family supplement ( £10 per adult and £3.50 per child) is to cover the old LTA fee which has been built into the single membership subscription but not the family package, due to different family sizes. Non-Playing Members Annual Reduction Joining Fee Subscription Social £25 n/a Other Fees Adult visitors £5.00 per day/visit. Junior visitors £5.00 per day/visit NB: visitors are welcome for three visits coaching adult visitors £4.00 per session - payable by the coach coaching junior visitors £2.50 per session (summer camps £3.00) - payable by the coach court hire at the Club £7.50 per hour per court court hire at Oaken Grove £5 per hour per court C. Other Notes Beginners have an LTA rating of 11.2 to 12.2 Consumption of Alcohol The Executive Committee has made a Regulation that states: ‘All alcohol consumed on the premises must be purchased from the Club Bar.’ Executive Committee October 2006 Licensing Hours Members are reminded that they must adhere to our licence hours, for the supply of alcohol, which are: Monday to Saturday 1000 to 2300 hrs Sunday 1200 to 2230 hrs. Following the above there is a 20 minute drinking-up time. Hosting Social Events. An event taking more than £20 per day is to be accounted for. Any other event expected to make a profit is to be accounted for. Any other event where a loss is made and the club has agreed to make good the loss is to be accounted for. Event Fees, whether above or below the £20 limit, are to be advertised. Executive Committee September, 2005 Committees – Roles and Areas of Responsibility Committee Function Areas Committee Members Responsibilities Executive Management Constitution Club Vision Overall Strategy Finance Business Plan Management of Club President; Vice-President; Chairman; Treasurer; Chair of Administration, Communication and Facilities Committee (ACFC). The Honorary Secretary. Facilities Chair and two other representative of Playing and Coaching Committee (PCC) [one of whom must be the Junior Representative]; Propose changes to constitution Changes to club regulations Decide on proposals from committees Decide on strategies from committees Agree limits for membership categories Maintain/audit accounts Setting subscription levels and charges Sub-Committee to Exec Discipline of members Chairman Social Players Juniors, Gents & Ladies Captain Decide on appropriate discipline Administration, Communication and Facilities Committee (ACFC) Secretarial. General Mgt. Administration. Court Rules. Court Allocation. Facilities. Publicity & Communication Bar. Charitable work Facilities Communications Honorary Secretary Treasurer Administrator Bar General Member 1 Subscription collection Control membership waiting list/invite new members Maintain/enhance internal/extern’l facilities and courts Promote the club externally including newspapers Web site Liaise with the LTA, neighbours, Council Sponsorship Supply of consumables including tennis balls Monitor/tweak court rules Manage the Administrator Manage the bar licences and staff. Committee Function Areas Committee Members Responsibilities Sub-Committee to ACFC House & Ground Facilities Maintain/enhance internal/external facilities and courts Sub-Committee to ACFC Court Rules Honorary Secretary Administrator Monitor/tweak court rules Playing and Coaching Committee (PCC) Teams Leagues Tournaments Matches Social and general play. Coaching and Development. Membership development and liaison. Catering. Social Events. Juniors Men’s captain Ladies captain Veterans Match secretary Coaching and Development Social Players Head Coach Social Representative General Member 1 Run the club tournaments Arrange all matches and practice Control junior & match court use. Propose number/type of teams. Pick all teams. Managing of juniors, team players and social players Integration of juniors/seniors. Integration of new junior & new senior members (except beginners) Coaching & Development Propose appropriate new membership categories/limits. Promote/arrange social events. Arrange catering for major events Liaison with club members. Sub-Committee to PCC Coaching & Development Coaching and Development Head Coach Juniors Men’s captain Ladies captain Recruit, Appoint & Manage the Head Coach and coaches Agree coaching programmes Control coaching court use Outreach with schools, communities, other tennis clubs etc Transition of juniors Development of all members Manage/run ratings & other development tournaments Play in new members Managing of beginner members. Propose appropriate new membership categories/limits Sub-Comm to PCC Juniors Junior Representative Head Coach Manage the juniors Committee Function Areas Committee Members Responsibilities Sub-Committee to PCC Club Tournaments Juniors Representative Ladies & Men’s captain. Social Players Rep. Manage/run the Club Tournaments Key: If the Committee office is in Italics (e.g. Administrator) that means the committee person may not vote on that committee. |