Constitution & Rules of the Wigtownshire County Golf Club.
1. Name
1.1 The Club will be called “The Wigtownshire County Golf Club”, hereafter referred to as ‘the Club’.
1.2 The Club shall affiliate to the Scottish Golf Ltd and the South Area Golf Association
2. Objectives
2.1.1 The Club shall hold the following as its aims and objectives and shall strive to fulfil these aims and objectives at all times.
2.1.2 The main purposes of the club are to provide facilities for and to promote participation in the amateur sport of golf in South West Scotland, in particular Glenluce area:
2.1.3 To promote and abide by the Rules of Golf as fixed from time to time by The R. & A;
2.1.4 To provide access to golf for players of all standards in a friendly and welcoming atmosphere that does not discriminate on the grounds of occupation, gender, age, race. religion nor political belief, sexual orientation nor disability; as per the SGU Equity Policy – See Appendix 1
2.1.5 To provide coaching in golf to beginners and for improvement for experienced players;
2.1.6 To arrange competitions and matches for members;
2.1.7 To lease and/or purchase land and/or equipment suitable for the purposes and functions of the Club;
2.1.8 To sell and deal in alcohol, mineral/aerated water, matches, other related products as well as refreshments, foodstuffs and golfing equipment in accordance with the provisions of any licensing laws and by obtaining the necessary statutory consents and licenses for this; No excisable liquor shall be sold or supplied to any person under 18 years of age.
2.1.9 Hire and employ all staff deemed necessary for the purposes of the Club and pay to them and to other persons in return for services rendered to the Club salaries, wages, charges and pensions or such arrangements as required by legislation.
3. Membership
3.1.1 Full Adult Members: Ladies and Gents paying full subscriptions, prepaid Subscription or similar loan agreement. Voting right.
3.1.2 Associate/Country: Available to full members of other Clubs, excludes entry into competitions.
3.1.3 26-35 years; Persons under 36 years as at 1st January in each year. Voting right.
3.1.4 18-25 years: Persons under 26 years as at 1st. January in each year. Voting right.
3.1.5 Junior (14-17): Persons under 18 years as at 1st. January in each year.
3.1.6 Juveniles (Under 14): Persons under 14 years as at 1st January in each year.
3.1.7 Winter visitor: Subscription from October – March inclusive.
3.1.8 Social visitor: Non-playing subscription.
Full Adult, 26-35 and 18-25 years members have voting rights at an Annual General Meeting, or an Extraordinary General Meeting, all other categories above plus club employees are not entitled to a vote.
3.2 Annual Subscriptions shall be due immediately after the AGM (First Wednesday in February) and must be paid by 31st. March. Subscriptions not paid by 31st March will result in membership ceasing.
3.3 The club shall provide notice of subscriptions due, including methods of payment available to members.
Membership of the Club.
Membership of the Club shall be open to anyone interested in the sport on application, regardless of sex, age, disability, ethnicity, nationality, sexual orientation, religion nor other beliefs, except as a necessary consequence of the requirements of golf. The club may have different classes of membership and subscription on a non-discriminatory and fair basis. The club will keep subscriptions at levels that will not pose a significant obstacle to people participating. The Club committee may refuse membership, or remove it, only for good cause such as conduct or character likely to bring the club or sport into disrepute.
Appeal against refusal or removal may be made to the members.
No member will participate in any of the advantages or privileges of the Club until all arrears due by her or him are paid.
Temporary Playing Members (Visitors): Visitors shall be entitled to play over the course and on payment of the appropriate fee, shall become Temporary Playing Members.
4. Management of the Club.
4.1 The Executive Committee shall consist of the President, and appropriate office-bearers/person and shall deal with the day to day business of the club.
4.1.1 The Office-Bearers will consist of President, Vice-President, Ladies’ Captain, Gents’ Captain, Honorary Secretary, Honorary Treasurer and/or appropriate officer/person. It will not be necessary for the Honorary Secretary or the Honorary Treasurer to be a member. They may be appointed by the General Committee if suitable for the specific position but if a non-member they will not have a vote.
4.1.2 The Office-Bearers, Ladies’ Vice-Captain. Gents’ Vice-Captain, Gents’ Match Secretary along with five members, will be the General Management Committee of The Club five being a quorum; the Chairperson having the casting vote.
4.1.3 Nominations for all officers and members of the Committee will be duly proposed, seconded and accepted by the candidate in writing for the vacancy must be in the hands of the Hon. Secretary and/or appropriate officer/person at least two weeks prior to the Annual General Meeting, with (a) ballot(s), if necessary, held during the Annual General Meeting. Proposals accepted by accepted nomination from the floor at the AGM to uptake an outstanding vacancy may be voted on or accepted by acclamation if no other candidate.
4.1.4 President, Vice-President, Hon. Secretary and Hon. Treasurer and/or appropriate officer/person shall serve a maximum of three years before requiring to be re-elected for a further term at the AGM.
4.1.5 Committee Members (five) shall each serve a term of three years, before requiring to be re-elected for a further term at the AGM.
4.1.6 Vacancies occurring during the year will be filled temporarily by the remaining members of the Committee. The Committee may co-opt another person or persons if they so desire, but they will automatically retire at the next succeeding Annual General Meeting and shall be eligible for election. Any Committee member who resigns during the year will be prohibited from being re-elected to the committee for a minimum period of one year. Any Committee member, who fails to attend two consecutive meetings without reasonable excuse, will be deemed to have resigned from the committee.
4.1.7 The Committee shall hold periodical meetings but at least every two months.
4.1.8 The Committee may appoint a Complaints Officer and have the power to appoint a Disciplinary Committee and any Sub-Committee as required. Sub Committees will consist of seven members viz. four office bearers plus three from the general committee – three forming a quorum.
4.1.9 Any member wishing to withdraw from the Club, must notify the same in writing to The Honorary Secretary and/or appropriate officer/person.
4.1.10 All regulations made by the Committee and orders given by them will be binding on every member and on others having the privilege of playing on the course until altered or set aside by a General Meeting.
4.1.11 No Office-Bearer shall rent or lease land to the Club, nor be a relative, business partner or person acting under the direction of any person leasing or renting land to the club. No Office-Bearer shall be a relative, business partner or person acting under the direction of any person associated with the Club who receives emoluments based on the turnover of any aspects of the Club’s activity
4.1.12 The Chairperson at each meeting of the Committee of the Club shall be the President in their absence the Vice-President, and in their absence the Captain/Lady Captain or in their absence, a member of the Executive.
4.1.13 No committee member other than the Captains and Vice-Captains shall hold more than one post at the same time.
5. Composition & Responsibilities of Executive Committee.
Heritable property belonging to the Club shall be vested in the President, Vice-President Honorary Secretary, Honorary Treasurer and/or appropriate officer/person and their successors in office as Trustees on behoof of the Club. All leases, Minutes of Agreement, Contracts of Employment and Formal Deeds shall be binding on the Club if signed on its behalf by the President, Honorary Secretary, Honorary Treasurer and/or appropriate officer/person for the time being. The Committee of Management shall have the power at all times to borrow such sums from the Bank or other lenders for the proper management of the Club as the Committee will find expedient, and that with or without the granting of security for said sums.
Any major borrowing of over £5,000 must be approved by the Club at a General Meeting.
6. General Meetings.
Special Meetings of the Club may be called within 21 days by the Committee or on a requisition to the Honorary Secretary signed by at least ten members and stating the reason for the meeting, which shall be the basis of the agenda. Notice of such EGM will be posted on the Clubhouse notice board at least 21 days prior to the meeting and advertised at least 14 days prior.
7. The Annual General Meeting.
The Annual General Meeting of the Club will be held the first Wednesday in February each year
Notice will be posted on the Clubhouse notice board at least 21 days prior to the meeting. Any change will require an advert notifying the change in the local press.
The Statement of Accounts will be submitted by the Honorary Treasurer and/or appropriate officer/person.
Annual Subscriptions and all other relevant Club Fees shall be agreed upon and ratified by the Annual General Meeting. The Annual General Meeting is also empowered to inaugurate a one-time joining fee if and when this may be deemed necessary.
Correct accounts and records shall be maintained showing the financial affairs and intromissions of the Club.
Motions for the Annual General Meeting must be lodged with the Honorary Secretary and/or appropriate officer/person, in writing, at least twenty-one days before the Annual General Meeting. Amendments to such Motions must be in the hands of the Honorary Secretary and/or appropriate officer/person, in writing, at least fourteen days before the Annual General Meeting. (Proposals or suggestions received after this date or at the Annual General Meeting will be under the heading of Any Other Competent Business and may be discussed at the discretion of the Chairperson).
8. Finance.
8.1 The financial year shall run from 1st November to 31st October.
8.2 The Honorary Treasurer and/or appropriate officer/person will be responsible for Securing the preparation of Annual Accounts of the Club and laying these before the AGM.
8.3 Accounts shall be certified by the Club’s independent Auditor and approved at the AGM
8.4 All cheques drawn against the Club’s funds shall be signed by two from three Signatories being the President, Hon. Treasurer, Hon. Secretary and/or appropriate Officer/person.
9. Dissolution or Winding Up of the Club.
9.1 The Club is a non-profit making organisation and all profits and surpluses will be used to maintain or improve the Clubs facilities or to carry out the objectives of the club.
9.2 All surplus income or profits are to be reinvested in the club. No surpluses or Assets will be distributed to members or third parties.
9.3 Upon dissolution of the Club any remaining assets shall be given or transferred to another CASC, a registered charity or the sport’s governing body for use by them in related community sports.
10. Conduct and Discipline Procedure.
10.1 Members of the Club will, at all times, conduct themselves in a responsible manner.
10.2 Members of the Club will, at all times, comply with the Equity Policy of the Club as shown in the attached Appendix 1.
10.3 No member of the Club will at any time, while within the precincts of the Club, conduct themselves in a violent, abusive, offensive or anti-social manner towards any Office Bearer, employee, member, visitor or any other person.
10.4 No member of the Club will intentionally cause damage to the property of the Club or Act in a manner that is injurious to the character, interests or efficient running of the Club.
10.5 Complaints regarding members who may have contravened the Constitution and/or Rules and Regulations of the Club will be dealt with as per the procedures outlined in the attached Disciplinary Procedures, shown at Appendix 2.
10.6 Members should refrain from making any allegation(s) against other members while refusing to make an official complaint regarding the matter(s), in order that the allegations can be investigated. Such refusal to make an official complaint while repeating the allegation(s) may be considered to be against the efficient running of the Club.
10.7 Any member who has been suspended by the Club following a decision by the Disciplinary Committee shall not, during the period of suspension, be entitled:-
10.7.1 To enter upon the Club property, whether in the company of another member or otherwise, save only to collect his or her property or for the purposes of attending any General Meeting or Appeal process, which may be held during the period of Suspension.
10.7.2 To the refund or rebate of the whole or part of his or her annual subscription paid or Payable by him or her in respect of the year during which the suspension occurs.
10.8 Any member who has been expelled by the club following a decision by the Disciplinary Committee shall not be entitled:-
10.8.1To enter upon the Club property, whether in the company of another member or Otherwise, save only to collect his or her property.
10.8.2 To the refund or rebate of the whole or part of his or her annual subscription paid or Payable by him or her in respect of the year during which the suspension occurs.
10.9 Any member of the Club who plays with such a suspended or expelled member on The Club course may be considered to be in Contravention of Section 4.1.6 of this Constitution.
11. Functions
11.1 Club Function. Social functions organised by the Committee of the Club, for which there may be a charge, shall be permitted.
11.2 Private Functions. A member, group of members, or in the case of the Club wishing to hold functions not related to the everyday purpose of the Club, an Office-Bearer, may apply in writing to the Hon. Secretary and/or appropriate officer/person for permission to hold a function in the Club premises. The following rules shall apply: -
11.2.1 The application must be made at least three weeks prior to the date required.
11.2.2 The application must be countersigned by two members of the Committee and should state the nature of the function.
11.2.3 The Honorary Secretary and/or appropriate officer/person shall on receipt of the application display same in a prominent position in the Club premises for one week. If no objections are received the Honorary Secretary and/or appropriate officer/person or his nominees may then approve of the use of Club premises for the said function. One Committee Member shall be present during the course of the function. In the event of objections being received the Committee will then consider and make the final decision on whether to authorise or decline the application
11.2.4 The function will finish at the normal closing time of the Club’s liquor licence unless an extension of hours has been granted.
11.2.5 The use of Club premises for a private party may incur a fixed sum charge, to be reviewed Annually by the Committee. Additionally, all breakages and/or damages occurring during the period of let shall be charged at cost to the person/persons hiring the premises.
12. The Constitution.
12.1 No alterations will be made to the foregoing Rules except at a General Meeting of the Club 21 days’ notice having been given of such proposed alterations and any amendments lodged 14 days prior all of which posted on the Club notice board 7 days prior to the meeting.
12.2 The Constitution and Rules in force from time to time shall be binding on the Club Office- Bearers and Members.
12.3 On renewing their members agree to abide by the terms of the Constitution that are in force at the time of renewal.
12.4 A copy of the current Constitution will be posted on the Club Website, Notice Board and a further copy will be held behind the bar area.
13. Miscellaneous
13.1The Ladies’ section of the Club may form their own committee for the purpose of Administering S.G.U. rules pertaining to the Ladies only, providing the Club Constitution and Club rules remain Paramount.
This Constitution has been approved in accordance with 12.1 above and accepted as the Constitution of the Wigtownshire County Golf Club.
Revised – A.G.M. 7th February 2024
Gwen Robson President
Stuart Forsyth Honorary Secretary