Constitution & Rules

(As amended 19th March 2003)

AFFILIATED CLUBS

Bowood; Broome Manor; Chippenham;Cricklade Hotel; Cumberwell Park; Erlestoke Sands; Hamptworth; High Post; Highworth; Kingsdown; Lafarge (Westbury); Manor House at Castle Combe; Marlborough; North Wilts; Oaksey Park; Ogbourne Downs; Salisbury and South Wilts; Tidworth Garrison; Upavon (RAF); West Wilts; Whitley; The Wiltshire; Woodbridge Park and Wrag Barn.

(Revised and adopted at the Special General Meeting on 12 May 1997;
amended at the Annual General Meetings in 1999, 2001 and 2002; and at the Meeting of Council in March 2003)

1 Name
The name of the Union shall be the "Wiltshire County Golf Union".

2  Funds
The Union is a non profit making organisation and shall not make a distribution of any profits or surpluses save to another non profit making body.  In the event of the dissolution of the Union, the assets and property of the Union shall be distributed only to non profit making bodies as shall be directed by the Council of the Union.

3  Aims and Objectives
The objectives of the Union shall be:-

  1. to act as a central authority to promote the welfare and interests of   amateur golf in Wiltshire, and to determine all questions that may arise;
  2. to fulfill whatever financial and other obligations emanate from affiliation to the English Golf Union (EGU) and the South Western Counties Golf Association (SWCGA);
  3. to uphold the Rules of Golf as laid down by the Royal and Ancient Golf Club of St Andrews;
  4. to uphold the terms of the Standard Scratch Score and Handicapping Scheme as laid down by the Council of National Golf Unions;
  5. to arrange a County Championship and other competitions at all levels and at all recognised age levels;
  6. to participate in SWCGA Championship events and to arrange matches with other Counties; and
  7. to arrange an Annual Dinner and other social functions as may be decided.

4 Affiliation

  1. All recognised Golf Clubs in Wiltshire whose membership is confined to amateurs shall be eligible for affiliation to the Union.
  2. It is a condition of affiliation that a Club must participate in the Union's County Card Scheme and must make its course available for Union events when required.
  3. The affiliation fees payable by each Affiliated Club to the Union and to the EGU shall be based on the number of male playing members, irrespective of membership category, as at 31 December.

    a)
    As affiliation fees are the responsibility of individual Club Members, it is a requirement of Affiliation, that Clubs act as a collection agency for the Union, and has, as a condition of Club Membership, a clause specifically requiring payment of fees to the County Union, and EGU, by the due date The amount of the Affiliation Fee to the Union shall be such annual sum per male playing member as is determined by the Council.

  4. Affiliation Fees shall become due on I January in each year and no representative of a Club whose fees are unpaid by the 31 January shall be entitled to vote at any Meeting of the Council, and no member of such Club shall be permitted to participate in Union competitions, meetings or matches.
  5. The Union shall have no control over the internal arrangements of Affiliated Clubs Officers. .

5 Officers

  1. The Officers of the Union shall be the President, the Deputy President, the Captain, the Vice-Captain, the Junior Golf Delegate, any representative of the Union serving on the Executive Committee of the EGU, the Secretary and the Honorary Treasurer.
  2. The Officers, other than a representative of the Union serving on the EGU Executive Committee and the Secretary, shall be elected at the Annual General Meeting (AGM) of the Council. The nominations for election shall be included on the AGM Agenda.
  3. All Officers, other than the Secretary, shall be elected for two year terms of office and the term of office of the President shall overlap the term of office of the Captain. All such Officers shall retire at the conclusion of their term of office but shall be eligible for re-election.
  4. The Secretary shall be a paid employee of the Union and, unless otherwise agreed, shall continue in office until the AGM immediately following his reaching the age of sixty-five years. The terms and conditions of his employment and his detailed duties and responsibilities shall be set out in appropriate formal documents.
  5. The Officers will be responsible for the day to day management of the affairs of the Union between meetings of the Council.
  6. Particular responsibilities of the Officers include:-

    a. the complete running of Union competitions including the drafting of the relevant Rules and Conditions;

    b. deciding the rota by which Clubs will host Union competitions;

    c. deciding the venue for home matches;

    d. promoting and organising the development and encouragement of Junior Golf in all its aspects;

    e. all coaching matters;

    f. an interest and commentary on the Captain's team selections;

    g. drafting the criteria for the award of team colours;

    h. representation of the Union at inter-county matches and events;

    i. disciplinary matters concerning team players and other individuals, such persons having a right of appeal to the Council; and

    j. implementing the guidelines laid down by the Council for the reimbursement of accommodation and travelling expenses to players and officials representing the Union at away matches and other events.

  7. The Officers will make recommendations to the Council on matters on which the Council has sole responsibility for making decisions.
  8. The Officers may form designated sub-committees and determine the composition, the terms of reference and the delegated powers of each.
  9. The Officers may invite anyone to their meetings whom they consider has special knowledge, ability or experience which may be useful to the Officers in their deliberations.

6 Council

  1. The governing body of the Union is the Council whose authority is paramount and in whom is vested the entire management of the affairs of the Union.
  2. The Council shall consist of the Officers of the Union and one representative from every Affiliated Club.  Such Club Representative may be only a male amateur golfer who is a fully paid up member of that Club.
  3. The Chairman of the Council shall be the President, whom failing the Deputy President, whom failing the Council shall elect its own Chairman.
  4. Every member of the Council shall have a vote excepting the Chairman who shall have both a deliberative and a casting vote.
  5. The immediate Past President of the Union, the immediate Past Captain of the Union, the Union's representative (if any) on the Executive Committee of the EGU, and the Honorary Auditor may attend Council Meetings but shall have no voting rights unless they are also the official Representative of their respective Club.
  6. A quorum of the Council shall be half the aggregate number of officers and Club Representatives entitled to attend and vote.
  7. In addition to the election of Officers, the Council is responsible for who may serve as officers nominating all the Union representatives or representatives on the EGU, SWCGA and other golfing bodies.
  8. The Council will meet at least twice during the year in addition to the AGM.
  9. Particular responsibilities of the Council include:-

    a. the admission of new Clubs seeking affiliation to the Union;

    b. deciding the annual rate of Affiliation Fees payable by Clubs;

    c. deciding the rules of the County Card Scheme;

    d. deciding the Secretary’s salary and car mileage allowance;

    e. deciding how surplus Union funds should be invested;

    f. laying down guidelines for the reimbursement of accommodation and travelling expenses to players and officials representing the Union at away matches and other events;

    g. dealing with all disciplinary matters concerning Affiliated Clubs; and

    h. dealing with major disciplinary matters concerning individuals referred to the Council by the Disciplinary Committee.

7 Disciplinary Inquiry

The Executive Committee of the Union, shall be responsible for appointing at least 3 impartial members, from within it’s ranks, to form a Disciplinary Committee, one of whom shall be nominated as Chairman. If this is found to be impossible, then 3 other impartial persons, shall be appointed to fulfil the Disciplinary Committee role. A person shall not be appointed to serve on the Disciplinary Committee, if he has any personal interest in, or involvement with, the subject matter of the Inquiry. The Secretary may form part of the Inquiry, for record purposes only, in a non voting capacity. Thereafter, matters will be dealt with in accordance with the procedures laid down in the Constitution and Rules of the EGU.

8 Annual General Meeting.

  1. The AGM of the Council shall be held in the month of December each year and a clear four weeks notice of such Meeting shall be given by the Secretary to the Secretaries of all Affiliated Clubs.
  2. The financial year of the Union shall be to 31 October and the Honorary Treasurer shall lay before the Meeting for their approval and adoption the Balance Sheet and Accounts for the year, duly audited. A copy of the Annual Accounts shall be enclosed with the Agenda sent to Club Secretaries fourteen days before the Meeting.
  3. The Council shall elect an Honorary Auditor who shall submit a Report on the Annual Accounts, and shall be eligible for re-election.
  4. The Constitution and Rules of the Union may be altered only by a two-thirds majority of Representatives present and voting at an AGM. An alteration to the Constitution and Rules must be proposed in writing by an Affiliated Club and must be in the hands of the Secretary at least six weeks prior to the Meeting. The Secretary shall include the proposal on the Notice convening the Meeting and on the Agenda. Minor amendments to any such proposal may be taken at the AGM at the discretion of the Chairman.
  5. Any general business of the Union may be discussed at the AGM but no formal proposition may be voted upon unless notice in writing by an Affiliated Club has been given to the Secretary at least six weeks prior to the Meeting and such proposition shall be included on the Notice calling the Meeting and on the Agenda. Any proposed amendment to a proposed resolution must be in writing from an Affiliated Club and received by the Secretary at least twenty-one days prior to the Meeting so that details may be included on the Agenda.

9 Special General Meeting.

A Special General Meeting of the Council may be convened at any time by the Secretary or by a written request to the Secretary from an Affiliated Club.  A clear four weeks notice of the business to be transacted at such Meeting shall be given in writing to the Secretaries of Affiliated Clubs and only business of which such notice has been given shall be considered and voted upon.
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