BOVINGDON & FLAUNDEN TENNIS CLUB
CONSTITUTION & RULES

NAME

The Club shall be named “The Bovingdon & Flaunden Tennis Club” and shall have for its objects the provision of lawn tennis, social and other facilities for its members.

NON PROFIT MAKING CLUB

The Club is constituted by these rules as a non-profit making Members Club.

Application of Surplus Funds

The Club is a non-profit-making organisation.  All surpluses will be used to maintain or improve the Club’s facilities and in furtherance of the Club’s objects.  No surplus will be distributed other than to the Members on winding-up or dissolution of the Club.

Nothing in Clause 4.1 shall prevent the Club from entering an agreement with a member for the supply by him to the Club of goods or services or for his employment by the Club, provided that such arrangements are approved by the Management Committee (without the member being present) and are agreed with the member on an arm’s length basis.
                                                                                                                                                                                     

AFFILIATION

The Club is affiliated to the Lawn Tennis Association through the Hertfordshire County Lawn Tennis Association and shall adopt and conform to the Rules of these organisations in so far as they can apply.

MEMBERSHIP

Eligibility for membership

Persons of either sex are eligible for full membership of the Club provided they are at least 18 years old. No person shall be denied membership of the Club on the grounds of race, ethnic origin, creed, colour, age, disability, sex, occupation, sexual orientation, religion, political or other beliefs.

Persons below the age of 18 may be elected as Junior Members without the right to hold office or vote at general meetings.

Admission of Members

Any person who wishes to become a Member must submit an application in such form as the Management Committee shall decide.  Every candidate for membership shall be considered by the Management Committee, which shall, in its absolute discretion, decide whether to admit that candidate as a Member.

Classes of Members

There shall be the following classes of members for the Club:

Membership of the Club shall consist of the following categories:

o Senior member   A person over 18 years of age 
o Student member  A person under 23 years of age who is receiving full time education
o Junior member  A person under 18 years of age on April 1st
o Family membership Up to two adults who will be classed as senior members and all children up to the age of 18 years of age who will be classed as junior members
o Social membership Open to any age

Only Full Members shall be entitled to receive notice of, attend and vote at general meetings.  The other Members shall be entitled to all the other privileges of membership other than the right to receive notice of, attend and vote at general meetings.

All members shall be subject to these Rules and the Regulations of the Club and shall abide by the rules and regulations of the LTA and the relevant CLTA, from time to time in force.

Subscriptions 

The annual subscription for each type of Member shall be determined from time to time by the Management Committee.

1. Subscriptions
Members shall pay the appropriate Subscription for the playing season from 1st April to the 31st March as agreed at the AGM last held prior to the commencement of the playing season. Members joining mid season may pay a reduced subscription at the discretion of the Treasurer.
If subscription fees have not been received by the 30th April their membership will automatically be terminated.
Membership of the Club shall be deemed to constitute consent to the holding of membership details by the Club as personal data for the purposed of the data Protection Act 1984.

2. Resignation

A Member may withdraw from membership of the Club on sending a letter to the secretary; no notice is required to the Club.  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.

3. Expulsion

The Management Committee shall have power to expel a Member when, in its opinion, it would not be in the interests of the Club for him to remain a Member.

A Member shall not be expelled unless he is given 14 days’ written notice of the meeting of the 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 Management Committee and at any such meeting to be accompanied by a representative or friend, who may answer complaints made against the member and to cross-examine any witnesses on behalf of the member.  The member must not be expelled unless at least 2/3 of the Management Committee then present vote in favour of his expulsion.

The Management Committee may exclude the Member from the Club’s premises until the meeting considering his expulsion has been held

MANAGEMENT

a) The management of the Club shall be under the control of the Committee

o Chairman
o Secretary
o Treasurer
o Club Coach
o Match Secretary
o Social Convenor
o Clubmark Co-ordinator
o Maintenance Co-ordinator
o Junior Representative
o Parish Council Representative

b) An Honorary President maybe elected at an Annual General Meeting in recognition of services to the Club. This person may also serve in another capacity on the Committee.

c) The Club Officers, other Members and the Committee and Club Auditors shall be elected at the Annual General Meeting from amongst the members of the Club entitled to vote by a simple majority, and shall hold office until the end of the next annual General Meeting.

d) The Club Committee shall have the power by simple majority to fill any vacancy occurring amongst the Officers of the Club or other members of the Committee that may occur between Annual General Meetings.

e) The retiring Officers and other members of the Club Committee shall be eligible for re-election.

f) The quorum for Club Committee members shall be any five members constituting the Committee from time to time

g) The Committee shall have the power to appoint sub-committees for such purposes as may from time to time be required and to delegate such of its powers as it may see fit.

h) A Junior Committee will represent the Junior section of the Club and will consist of :

o Junior Secretary
o Junior Representative on the main Committee
o Coach
o And up to 4 junior members to be elected by the juniors themselves

i) The main Committee will meet at least once every three months.

MEETINGS

The Annual General Meeting of the Club shall be held in October to receive the annual reports, to adopt the Statement of Accounts for the previous year, to elect Officers, Committee members and auditor.

To consider, and if thought fit, to approve alterations to these Rules and to transact any other business which maybe specified in the Notice convening the meeting.
   
At least twenty one clear days notice shall be given of the Annual General Meeting (AGM). The AGM agenda shall be as decided by the Club Committee. Written notice of propositions not on the agenda, and of Nominations for Officers, Committee Members and Auditors, together with names of the Proposers and Seconders for such propositions or nominations must be delivered to the secretary of the Club not less than seven clear days before the AGM.

Nominations must be accompanied by the Consent of the Nominee. In the event of the Secretary failing to receive written nominations in accordance with this rule, the Chairman of the meeting shall accept nominations from the floor. The Quorum for the AGM shall be ten Members entitled to vote personally present.

The annual Statement of the Club’s Accounts shall be audited by the Auditors appointed at the previous AGM.

Extraordinary General Meetings (EGM) on any Club matter shall be called at twenty one clear days notice by the Club Secretary on a Resolution of the Club Committee or by request of not less than twenty members or by not less than one fifth of the members entitled to vote, whichever shall be the less. Such meeting shall be called by the Secretary within fourteen days of receipt of the written requisition. The Quorum for am EGM shall be the same as for an AGM.  

NEW RULES, AMENDMENTS & ALTERATIONS

Notice of any alteration to the Rules intended to be proposed by a member of the Club shall be given to the Hon Secretary duly proposed and seconded in writing at least 21 days before any General Meeting at which the same is to be brought forward, and full particulars of any proposed alterations or additions shall be sent out in the Notice convening the meeting. 

All such proposed alterations or additions and any amendment to them which maybe proposed and seconded shall be put to the vote of the meeting and provided that on a show of hands, or if demanded on a poll a majority of two thirds of the votes of those members present and entitled to vote shall be cast, in favour, then the same shall be deemed to be carried.

VOTING

Each member of the Club, other than a junior member, shall have one vote at any General meeting of the Club. In the case of a family membership only those people over 18 years of age will be entitled to vote.

At an AGM or EGM any member entitled to vote who is unable to attend may appoint another member to vote for him/her by proxy.

The Chairman of the Club shall preside at all general and Committee meetings unless he/she is absent, when any Officer or Member of the Committee may preside at the invitation of the majority of those present.

FINANCE

All moneys payable to the Club shall be received by the person authorised by the Management Committee to receive such moneys and shall be deposited in a bank account in the name of the Club.  No sum shall be drawn from that account except by cheque signed by 2 of the 5 signatories who shall be nominated by the Committee and include the Honorary Treasurer. Any moneys not required for immediate use may be invested as the Management Committee in its discretion thinks fit.

The Management Committee shall have power to authorise the payment of remuneration and expenses to any officer, member of the Management Committee, Member or employee of the Club and to any other person or persons for services rendered to the Club.

The financial transactions of the Club shall be recorded in such manner as the Management Committee thinks fit by the Honorary Treasurer.

Full accounts of the financial affairs of the Club shall be prepared each year.  These accounts shall be duly audited by and independent person.  The accounts must be made available to every Member when notice concerning the annual general meeting is given.

BORROWING

The Management Committee may borrow a maximum total amount of £25,000 on behalf of the Club for the purposes of the Club from time to time at its own discretion and with the sanction of a general meeting any further money above that sum.

The Management Committee shall have no power to pledge the personal liability of any Member for repayment of any sums so borrowed.

GENERAL

The Treasurer shall keep such proper books of accounts as will enable him/her to present at every General Meeting of the Club an accurate Report and Statement concerning the finances of the Club.

It shall be the duty of the Committee to take into account the Rules and Regulations of the Club and generally manage its affairs, subject to the approval of the Club at its general Meetings and shall apply the funds of the Club to the objects of the Club.

The Committee shall make such regulations as they think fit as to the management of the Club and shall cause the same to be exhibited in the Club premises for 14 days before the date of the implementation. Such Regulations shall remain in force until approved or set aside by a vote at a General Meeting of the Club.

Every member on joining the Club impliedly undertakes to comply with these Rules and any refusal or neglect to do so or any conduct which in the opinion of the Committee is either unworthy of a member or otherwise injurious to the character and interest of the Club shall render a member liable to expulsion by the Committee provided that before expelling a member the Committee shall call upon him/her for an explanation of his/her conduct and shall give him/her an opportunity of defending himself/herself or resigning his/her membership. The vote for a resolution on expulsion shall be by ballot and the resolution shall only be carried out by a majority of the full members of the Committee.

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 injury resulting from this or any other cause. Members are responsible for their own Personal Accident Insurance.

The property of the club, any lease or loan agreement, shall be vested in the Trustees who shall be appointed by the Committee and the property of the Club shall be vested in them to be dealt with by them as the Committee may from time to time direct by resolution (of which any 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 the Committee. Whereby reason of such death, resignation or removal it is necessary that a new Trustee or Trustees be appointed, the Committee shall nominate the person or persons to be appointed the new Trustee or Trustees.

DISSOLUTION

A resolution to dissolve the Club shall be proposed only at an extraordinary general meeting and shall be passed only if carried by a majority of at least 3/4 of the Members present and voting.

The dissolution shall take effect from the date of the resolution and the members of the Management Committee shall be responsible for the winding-up of the assets and liabilities of the Club.

Any property remaining after the discharge of the debts and liabilities of the Club shall be paid to or distributed among the Members equally.

PUBLIC AVAILABILITY OF COURTS

The courts will be available to the general public for use outside of Club hours in accordance with a chart of court availability which will be approved by the Committee annually and displayed on the outside of the Clubhouse and in the window of Jarmans in Bovingdon High Street, where the public may arrange and pay for bookings.

A copy of the Constitution and Rules shall be given to each existing member of the club, to new members when joining the Club and a copy shall be displayed on the Clubhouse notice board.

BOVINGDON & FLAUNDEN TENNIS CLUB
REGULATIONS

The Committee shall have the power to make and alter the regulations of the Club. Such current Regulations will also be displayed on the Clubhouse notice board.

COURT AVAILABILITY

A current court availability chart is attached to these regulations. Any changes to this will be posted on the notice board.

CLUB PLAYING ETIQUETTE

1. Members are required to wear appropriate clothing. Players are not allowed on court unless wearing tennis shoes/trainers, black soled shoes/trainers are forbidden. During social tennis if playing singles and all other courts are being used for doubles games, the next two players waiting to play should be invited to make up a four.
2. When League matches are in progress vacant courts cannot be used until the last match on that set of courts has finished.
3. No more than four players are permitted on a court at any one time except for coaching sessions.
4. In social playing times, games should be restricted to first to 5 games if there are other members waiting. Players just arriving must wait there turn if other members are already waiting to play. A ‘peg board’ may be operated in busy social times.

COACHING

Coaching for juniors is regularly available on Saturday mornings and junior play is encouraged currently on Friday afternoons from 5.00pm until 6.15pm. Time is allocated according to ability. Adult coaching is available via prior arrangement with Club Coach(s) in accordance with the court availability chart.
 
NOTICE BOARD

The Committee reserves the right to remove any unauthorised literature from the Club notice board.

NO SMOKING

Please note that smoking is not permitted in the Clubhouse

HEALTH & SAFETY

Following ‘health & safety’ requirements applicable to areas used by children DOGS ARE BANNED from the Clubhouse and Club grounds. In the interest of safety prams, buggies of any kind are not permitted on or besides the courts. Any ‘health & safety’ issues should be made known without delay to the Club ‘health & safety’ officer. Their details will be shown on the notice board.

SPECTATORS

Spectators are respectfully requested to avoid, as far as possible noise and continuous movement whilst play is in progress, particularly when matches are taking place.

VEHICLES

All vehicles will be restricted to the car park. All bicycles to be placed in bike rack, when provided.

NEW MEMBERS

New members, of all categories, are always welcome. Enquiries for membership should be directed to the secretary in the first instance.
 
VISITORS

Members may bring the same visitor to the Club only four times a year, the fees are:
- Adults £2.00
- Juniors £1.00

TENNIS BALLS

Members must provide their own balls for ordinary play but balls will be provided for matches, American Club tournaments and finals day. During the league season used balls maybe available for use during social tennis.

CHILD PROTECTION

The Club takes all aspects of child protection very seriously. Any concerns regarding the well being of any children should immediately be reported to the Clubs child protection officer, whose contact details will be shown on the notice board.