b) To organise stroke and matchplay competitions for the benefit of club members.
c) To organise and encourage social functions within the clubhouse.
4) Membership
Membership shall be:
a) Adult members having paid to Carmarthenshire County Council ( The Operator) their full subscription (inclusive of the relevant Welsh Golf Union fees ,Dyfed Golf Union fees and the Operator’s contribution to the Members’ Club administration costs), for playing privileges at Garnant Park Golf Club. Adult members shall be eligible to vote at meetings & be elected as officers of the club.
b) Junior members having paid to Carmarthenshire County Council ( The Operator) their full subscription, (inclusive of the relevant Welsh Golf Union Fees , Dyfed Golf Union Fees and the Operator’s contribution to the Members Club administration costs) for playing privileges at Garnant Park Golf Club. Junior members shall neither be eligible to vote at meetings nor shall they be eligible for election as officers of the club.
c) Membership is not transferable.
5) Committee
The Club Committee shall consist of the following officers: -
a) President
b) Club Captain
c) Club Vice Captain
d) Secretary
e) Competition Secretary
f) Treasurer
g) Lady Captain
h) Junior Organiser
i) Handicap Secretary
j) Lady Vice Captain
k) Senior Section Representative
The term of office for President shall be five years, whilst the remainder of officers shall be elected annually. A quorum of five officers must be present to form a meeting with either club or vice captain being present.
6) Election Of Committee
a) Any two full members of the club shall be at liberty to nominate another member to serve
as an officer on the Committee.
b) All nominees to be notified to the secretary fourteen days prior to the A.G.M.
c) An alphabetical list of all nominees will be placed on the notice board seven days prior to
the A.G.M.
d) Each full member present at the A.G.M. shall be entitled to vote for any number of
candidates.
e) In the event of more than one nomination for a post, a paper ballot shall take place
individually with those present at
the A.G.M.
f) All officers elected at the A.G.M. shall assume their posts at the first committee meeting
following the A.G.M.
g) The committee will fill any vacant posts arising after the A.G.M.
h) A further three members may be co-opted on to the committee terminating at the following
A.G.M.
7) Powers Of Committee
The members committee in addition to any powers hereinafter specifically conferred upon them, shall have the following powers:
a) To provide liaison between the club and the Operator.
b) To control & administer Club competitions & handicapping in line with C.O.N.G.U. regulations.
c) To provide remit of officers duties.
d) To review the club constitution annually.
e) To record with consent, and only process membership details for the purpose of the club's handicap computer system, under CONGU guidelines, within the Data Protection Act guidelines, where all members’ details will be kept under password or other relevant secure means and accessed by committee only.
8) Meetings
Monthly Meetings
a) The secretary is to notify members of monthly meeting minutes via the clubs Notice
Board.
A.G.M.
a) The A.G.M. of the club shall be held in March.
b) The Secretary will inform all members 21 days prior to the confirmed date of the A.G.M.
with time, date & venue.
c) The agenda will be displayed on the notice board 14 days prior to the confirmed date of
the A.G.M.
d) A quorum of twenty members must be present to hold an A.G.M.
E.G.M.
a) An E.G.M may be called by an application in writing to the secretary signed by a
minimum of twenty five full club members.
b) The members committee shall have the power to call an E.G.M. by decision of a simple
majority.
c) The E.G.M. shall be held within twenty one days of the secretary being notified.
d) A quorum of twenty members must be present to hold an E.G.M.
e) All E.G.M voting will be paper ballot.
MOTION
a) A motion shall be carried by a simple majority of those members present, except when a
motion is a constitutional amendment which can only be carried with a 2/3rds majority.
b) The President shall chair the AGM and EGM meetings and shall have the casting vote.
c) Voting by proxy will be permitted at both A.G.M. & E.G.M.
9) Conduct Of Members
a) All members shall adhere to the golfing etiquette.
b) Misconduct will not be tolerated at any time.
10) Complaints Procedure
a) All complaints shall be made in writing to the secretary.
b) The secretary will refer all written complaints to the committee.
11) Complaints/Investigation Process
a) The Committee will as soon as practicable, investigate in a fair manner the nature of the complaint.
b) The Committee shall call a member before them to make any statement or give such
necessary and applicable explanations.
c) A member can be accompanied at this stage.
d) In the event of the complaint being proven and is of a serious nature, the Committee may instigate the Disciplinary Procedure.
e) The Secretary will communicate the Committee's decision in writing within a reasonable and appropriate time.
12) Disciplinary Procedure
a) The committee will undertake all disciplinary procedures.
b) A member can be accompanied at this stage.
c) The Committee will then further review the facts of the investigative process in a fair
manner, and take into account all mitigating facts.
d) The Committee will adjourn the process for a short period in order to reflect on the facts gathered.
e) In the event of the complaint being proven the committee shall have the power to suspend a member for any period of time during the current or following playing season at its absolute discretion.
f) All relevant disciplinary minutes to be held in the ‘Disciplinary File’ and not for general access.
g) All decisions will be confirmed in writing.
13) Appeals Procedure
a) All appeals must be registered in writing to the secretary within seven days of the date of receipt of the letter confirming the complaint/disciplinary decision.
b) The club President will arrange and chair all appeal meetings.
c) The President will assemble an additional two members not from the committee to form an appeals panel.
d) The two additional members must be agreed by both parties as independent to the process.
e) In the event of the appeal panel not agreeing with the committee’s decision, the president will report the findings of the panel back to the committee in order that they may take the opportunity to review their decision.
f) The decision of the appeals panel shall be final
14) Competitions
a) Competitions shall be held at such time and under such conditions as the committee
shall determine.
b) The suspension, postponement or cancellation of any club competition due to unforeseen circumstances is entirely the responsibility of any three committee members (to include Competition secretary or nominee).
15) Handicap
a) Handicapping shall be undertaken under C.O.N.G.U. rules as dictated by the Golf Union of Wales.
b) All members shall submit a minimum of three valid score cards (for 9 or 18 holes) during the period 1st January to the 31st December, in any one year.
c) Failure to submit three valid score cards will lead to automatic suspension of members playing handicap. Reinstatement will be at the discretion of the committee.
16) Auditors & Finance
a) The club financial year shall be the 1stFebruary to 31st January.
b) The committee shall appoint an independent auditor annually not on the Committee.
c) Audited accounts shall be presented at the A.G.M.
d) All funds raised by club members shall be used following committee approval.
e) Records shall be kept of all payments and receipts of member’s funds.
f) The bank account shall be in the name of Garnant Park Members Golf Club.
g) All cheques drawn on the account shall be countersigned by any 2 out of the 5 following officials - Club Captain, Vice Club Captain, President, Secretary and Treasurer.
