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MAIDENHEAD LAWN TENNIS CLUB CLUB RULES AND REGULATIONS November 2007 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 seek affiliation to The Lawn Tennis Association through the appropriate County Lawn Tennis Association and shall adopt and conform to the Rules of these organisations in so far as they can apply. 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 Seniors Juniors Juniors - Invited Notes to the Subscription Scale (a) Every Senior and Junior Playing Member must, with the Club subscription, pay a Player s Contribution, which the Club passes on to the County Lawn Tennis Association. The rates of the contribution are decided annually at the Annual General Meeting of The Berkshire Lawn Tennis Association. (b) 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. (c) The subscription year runs from 1st April to 31st March. (d) A Member whose subscription is not paid by the 1st April will cease to be a member. (e) 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. (f) For a new member, after the end of June, the Administration, Communication 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. For other classes of Membership provided in Rule 4, a candidate shall be proposed and seconded by members aged 18 or over on a form to be provided for the purpose. Every application shall be posted on the Club notice board for at least seven days before being considered by the Administration, Communication and Facilities Committee, whose decision shall be by a simple majority and shall be final. 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. Resignation and Transfer between Classes A member wishing to withdraw from Membership or 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. 8. Suspension or Expulsion 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 these Rules and Regulations 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. 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. 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. Rule 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). 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 another 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. 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 elect Members in accordance with Rule 6 and 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 (except the election of Members) 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 appointed 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 • 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. 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 seven days notice of any General Meeting, together with a copy of the agenda. 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 Committee 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. 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 shall have a second or casting vote. 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 on the Club notice board 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.) 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 freehold title to the Club premises shall be vested in the names of the Trustees. The number of Trustees shall not be more than four or less than two. 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. 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 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 Executive Management Committee. 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. PLEASE NOTE THAT DUE TO CONVERSION FROM A WORD DOCUMENT SOME OF THE FOLLOWING MAY NOT APPEAR VERY UNDERSTANDABLE. PLEASE REFER TO THE PRINTED VERSION ON THE CLUB NOTICEBOARD REGULATIONS after AGM 19th November, 2007 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 L.T.A Subscription Fee Reduction Joining Fee Adult £155.50 £9.50 £20 £60 Senior Citizen £149.50 £9.50 £20 £60 Student £90.50 £9.50 £10 £30 Family £450.00 Var £40 £180 Juniors £89.90 £3.10 £10 £30 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 subscription for a family will be increased by the LTA fee for each additional child over two. Non-Playing Members Annual LTA Reduction Joining Fee Subscription Fee Social £20 n/a n/a Other Fees Adult visitors £5.00 per day/visit. Junior visitors £3.00 per day/visit NB: visitors are welcome for three visits coaching adult visitors £3.00 per session - payable by the coach coaching junior visitors £1.50 per session (summer camps £2.50) - payable by the coach court hire at the Club £7.00 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. |