Constitution

The following information makes up The Club's Constitution.

DRAFT Constitution

General, Games and Handicap Committee

Introduction

Sandilands Golf Club is owned by GrangeLinks Property Limited, and operated by Sandilands Leisure Limited (collectively "The Owner"), trading as 'Sandilands Golf Club'. It is a Proprietary Club.

Sandilands Golf Club provides a range of golfing services to enable members to play golf in a traditional environment. The President, Golf Club Secretary and Head Greenkeeper are appointments made solely at the discretion of the Club owner.

Any disciplinary matters are dealt with by either a General Committee or a Games & Handicap Committee which is also responsible for Competitions and Handicapping of players.

Officers of the Club

The Officers of the Club shall be the President, the Captain, the Ladies Captain, the Vice-Captain, the Secretary,  Secretary of the Games & Handicap Committee, the Handicap Secretary and the Treasurer.

Sandilands Golf Club General Committee

The General Committee shall consist of the President, the Captain, , Vice Captain, the Secretary of the Games & Handicap Committee the Secretary and the Treasurer.

This Committee will deal with more serious breaches of discipline or matters that the Games & Handicap Committee refers to it for dealing with. It will only meet when arranged by the Secretary of the Games & Handicap Committee after consultation with other members of the Committee including the Club owner.

This Committee will have the power to suspend any member from Club Competitions and recommend to the Club owner that a member should be expelled from the Club for serious breaches of behavior and discipline. Any expulsion of a member will be at the sole discretion of the Club owner.

Games and Handicap Committee

To maintain consistency the office of the Secretary of the Games & Handicap Committee, the Treasurer, and the Handicap Secretary will be honorary positions with full voting rights.  Any person holding these posts for a period of up to 3 years MUST seek re-election to the Committee at an AGM. Should these people be the same three people their re-elections will take place in separate years so continuity and consistency of the Committee is maintained.

Should they not be re-elected the Captain will appoint a member of the Committee to do that person’s duties until the Committee meet and elect someone into that post. 

Any change in office, through retirement, ill health or for any other reason, will be duly advertised prior to the Annual General Meeting where replacements will be agreed by a vote.

The Games and Handicap Committee shall consist of eleven people, the Club Captain, the immediate Past Captain, the Ladies Captain, the Club Vice Captain, Secretary of the Games & Handicap Committee, Handicap Secretary, the Treasurer, the Golf Club Secretary, Seniors Captain and two other members elected by the membership at the Annual General Meeting and with total agreement of the owner.

The Junior Captain is invited to attend (non voting).

The Club owner’s representative on the Games and Handicap Committee shall be the Golf Club Secretary.

Each elected committee member serves for two years then must stand for re-election. The notification of any vacancy will be posted at least 28 days before the Annual General Meeting where Club members can be proposed and seconded for such vacancies (see note below).

Any member of the Committee who has been asked to leave the Committee or has had a vote of no confidence or any other form of serious disciplinary action taken against them will not be allowed to stand for re-election for a position on the Committee for a period of 5 years.

 Any member who has been disciplined by the General Committee/Games and Handicap Committee may not stand for election to the Committee unless express permission is given by the Club owner.

If any vacancy shall occur during the year the committee shall have power to co-opt any member to fill the vacant position who shall occupy it until the next Annual General Meeting but the Committee shall have full power to act, notwithstanding that any such vacancy shall not have been filled. However the person filling this post will not have a vote at any Meetings.

The Games and Handicap Committee will meet on a regular basis, usually monthly, to discuss any items relevant to the running of the Club. This will include correspondence from members and any discipline matters that may arise from any Competitions played. It will also discuss review of handicaps where necessary. The Committee has the power to deal with members by way of suspension from Club Competitions. This will only be done after full investigation and hearing directly from the member. Any decision made by the Committee will be given to the Member in writing. The decision will be subject to Appeal by the member but the punishment can on Appeal be decreased or increased.

At all meetings of the Games & Handicap Committee, the Captain, or in his absence the Vice Captain shall take the chair. If neither are present at the meeting a Chairman will be elected who will conduct the meeting. The Games & Handicap Committee will appoint a Minute taker who will keep minutes of the meetings to which Sandilands Golf and Leisure shall have access. Copies of the Minutes when approved as a true record will be displayed in the Clubhouse for member’s information.

Any resolutions previously passed by the General Committee, the Games and Handicap Committee or any Annual General Meeting previous to this Constitution will be carried forward and be strictly complied with. This includes the use of Club funds which the Games & Handicap Committee will always use in the best interests of the members.

Powers of the Games and Handicap Committees

In addition to those already mentioned above

  1. The organization of Club golf competitions and matches
  2. The maintenance of the CONGU Unified Handicapping Scheme
  3. The supervision of the Junior Section
  4. To agree with the owner on an annual basis the General Rules and Procedures.
  5. The General/Games and Handicap Committee shall have power to remove any member of the General/Games and Handicap Committee in the event of any conduct considered prejudicial to the character, good order or welfare of the Club.

The General Committee shall have the power to delegate to the Ladies Committee the management of matters solely concerning Lady Members. Any Ladies playing in Club Competitions who contravene the rules in any way will be dealt with by the stewards or the Games & Handicap Committee, as the gentlemen are, with the outcome being forwarded to the Ladies Section; the Ladies Section has their own Committee and run independently of the Gentleman’s Section.

Members Rights

Members shall play the game of golf in accordance with the rules and regulations made for the playing of the game. Members including social members shall be entitled to enter upon the club’s premises in furtherance of their normal club membership. Playing Members shall be allowed to enter into the competitions to which they are eligible under the Conditions of Entry as laid down by the Games and Handicap Committee and in compliance with the individual Rules and formats of each Competition.

No member of the club shall by reason of Membership of the club be under any financial liability except for payment to the Club of entrance fees, annual subscriptions, insurance payments, green fees and the payment for services or other items provided to the individual by the club. The rights of a member as such shall be personal and shall not be transferable and shall cease upon their death.

Conduct of Members

The members shall show courtesy and consideration to all other members whilst using the club’s facilities. The Games & Handicap Committee will deal with all matters occurring during Club Competitions unless they are so serious in which case the General Committee will then deal with them. (see note under Complaints and suggestions).

Any disputes that occur out of Competition, either relating to members or visitors will be dealt with by the Club owner or someone nominated by her.

No member shall undertake any action or activity, which would, or could bring the game of golf or Sandilands Golf Club’s name into disrepute. Any breach of this will be dealt with by either the Games & Handicap Committee or the General Committee dependant on the seriousness of the incident.

Complaints and Suggestions

All formal complaints made on the day of a Competition regarding any issue will be reported to the stewards on the day or in their absence a member of the Committee. They will investigate the matter and deal with it in conjunction with existing Rules and the Rules of golf. If the matter is so serious it will be reported the Games & Handicap Committee as soon as practicable.

Any other formal complaints and suggestions from Members relating to competitions, handicaps etc must be delivered in writing to The Secretary of the Games & Handicap Committee,  who will report them to the Games and Handicap Committee as soon as practicable.

All members should be aware that the funds held in the Games & Handicap Committee bank account belongs to the members. The Committee welcomes any suggestions, in writing, from any members who has ideas on how the money should be spent. The Games & Handicap Committee are guided by AGM decisions as to the limits they can spend on member’s behalf and will always consider members best interests when spending the money.

All members raising any issues in writing will be given a written response once decisions have been made.

All other complaints or suggestions relating to the Golf Course and/or the running of the Club Facilities should be directed to the Golf Club Secretary, the owner's representative.

General Rules and Procedures

Copies of the Club Rules will be published in the List of Members Handbook; a copy will be retained by The Secretary of the Games and Handicap Committee and the Club Secretary.

Every member shall be bound by the General Rules and Procedures of the Club and the interpretation thereof for which The Secretary of the Games & Handicap Committee and Club Secretary and the General Committee/Games and Handicap Committee shall be the authorities.

No rule of the Club shall be altered, and no rule shall be made save by agreement with Sandilands Golf and Leisure Ltd.

The General Committee/Games and Handicap Committee shall adopt such means as they deem expedient to bring to the notice of members of the Club all such General Rules and Procedures and any amendments and repeals to such General Rules and Procedures as long as they shall be in force and binding upon all members of the Club.

Annual General Meeting

The Club will hold an Annual General Meeting which shall normally be held in February, at such a place and time as the Games and Handicap Committee shall determine. The date and time for this meeting shall be included in the Club’s Fixture List given to all members each year. Such notice and the nature of the business to be transacted shall be posted on the Club’s Main Notice Board on the 1st of December the previous year. The Captain of the Club shall chair the meeting until he hands over to the Vice Captain who will then become the newly appointed Club Captain.

The Vice Captain prior to the Annual General Meeting will have sought the approval of the Club owner as to his Vice Captain during his term of office. The new Vice Captain will be announced by the newly elected Captain after he takes office.

The Games and Handicap Treasurer will prepare an annual account sheet which will be audited and displayed in the Clubhouse at least 7 days before the Annual General Meeting.

Any member may give notice of his intention to propose a resolution, i.e. change of Rules, change of Competition Rule or change to the Constitution at the Annual General Meeting. Such proposal shall be sent to The Secretary of the Games & Handicap Committee in writing by the date mentioned in the notice of AGM on the Club notice board. It must be supported by at least another 5 playing members who must sign any such proposal. No business other than that which has been put in writing shall be transacted at such meeting.

Any proposed changes in Rules from members and The Games & Handicap Committee, will be displayed on the main notice board at least 14 days before the Annual General Meeting enabling members to consider such changes before the AGM.

Special General Meeting

The Owner or the General/Games and Handicap Committee may call a Special General Meeting when, in their opinion, any question of urgent importance shall arise, The Secretary of the Games & Handicap Committee shall notify members by posting a notice on the Clubs main notice board at least 28 days before the Special General Meeting, specifying the business to be transacted and the day, place and hour of such meeting. No other business other than that of which due notice has been given shall be transacted at such meeting.

Any full member may give notice of his intention to propose a resolution to request a Special General Meeting, but only for matters which are considered of an urgent nature. Such proposal shall be sent to The Secretary of the Games & Handicap Committee supported by the signatures of not less than (20) other playing members. In consultation with the Games & Handicap Committee a Meeting will be arranged in line with details mentioned above regarding Special General Meetings.

Voting

Voting at the Annual General Meeting and Special General Meeting shall be by show of hands and or by means of a secret ballot as proposed by the Chairman and agreed by those in attendance at the meeting. Scrutineers will be appointed by the Games & Handicap Committee to oversee the voting procedure.

At all such meetings only Full Members, Honorary Life Members shall be entitled to vote. Each member present will be allowed one vote each. No votes by proxy or in writing will be allowed. Once discussed and a vote taken as above, should the result be tied the Chairman of the Meeting shall have a casting vote.

Addresses of Members

Every Member shall communicate to the Secretary of the Games & Handicap Committee any change of addresses or telephone number. Such address shall be inserted in the register of Members held by the Club Secretary. A list of contact telephone numbers is held at the Club in case of emergency. All notices sent to such address shall be deemed to have been duly delivered within three days following the date of posting.