Orchardleigh Golf Club
Seniors' Section - Procedural Guidelines
1 AIMS AND ELIGIBILITY
a. The aim of the Seniors' Section is to promote golf and social events for the senior members of Orchardleigh Golf Club.
b. Any male member of Orchardleigh Golf Club, who has attained the age of 55 years, is eligible to join the Section and is encouraged to do so.
c. Membership is free, by completing the Seniors’ application form to be found on the Seniors’ notice board and handed to any committee member or into the office.
2 THE SENIORS COMMITTEE
a. The Seniors Section will be managed by an elected Committee, who will try to meet at least on a monthly basis to discuss matters relating to the well being of the Section.
b. They will organise the playing and social activities and respond to recommendations and suggestions from members of the Section.
c. They will hold the Treasurer responsible for the proper accounting of all monies coming into and paid out of the Section and the preparation of regular financial statements.
d. They will arrange for the minutes of their meetings and other matters of interest to members to be placed on the Seniors’ notice board.
e. A quorum for Committee meetings is two-thirds of its membership, which includes the attendance of the Captain or Vice-Captain., and, in the event of a tied vote, with the chairman of the meeting having a (second) casting vote.
3 ELECTION OF OFFICERS TO THE COMMITTEE
a. The election of the Committee will take place at the AGM and, if there is more than one nomination for a post, there will be a paper ballot among the members attending.The Committee comprises:
Captain
Vice-Captain (Captain-elect)
Treasurer
Fixture Secretary
Competition Secretary
Secretary
An Assistant Fixture Secretary should also be appointed, to assist handover, where the existing Fixture Secretary indicates that he does not wish to continue after a further 12 months. The Assistant Fixture Secretary will have no voting powers.
An Assistant Competition Secretary shall be appointed to deputise for the Competition Secretary. The assistant Competition Secretary shall have no voting powers.
b. All members of the Committee will be elected to serve one year between AGM dates.
c. All members of the Committee, except the Captain-elect, must stand down, but can be nominated for re-election to serve for a further year.
d. Any member can nominate any other member to serve for a specific post on the Committee at election time by completing the official proposal form, available from the Seniors’ Secretary.
e. Any name put forward for nomination should have a Proposer and Seconder and the nominee should sign the form to confirm his agreement to stand for election.
f. All nominations should be sent to the Seniors' Secretary on the official nomination form by mid-day on the closure date – 14 days before the advertised date of the AGM.
4 ANNUAL GENERAL MEETING.
a. The AGM will be held in October each year.
b. If a member wishes to put an item on the agenda for the AGM, he must submit it to the Seniors' Secretary 14 days before the AGM.
c. Notice of the AGM, and any EGM, must be advertised on the Seniors’ noticeboard, at least 21 days prior to the meeting and include details of Committee members seeking re-election.
d. An EGM can be called at by the Committee at any time or upon a request signed by at least ten members of the Section.
d. The quorum for AGMs and EGMs is ten members, and in the event of a tied vote, with the chairman of the meeting having a (second) casting vote.
5 ELECTION OF SENIOR CAPTAIN ELECT
a. The position of Captain-elect is open to all members of the Seniors Section.
b. The acceptance of the Captain-elect at the AGM will automatically confirm his succession as Captain for the following year.
c. It is the Captain’s prerogative to put forward his preferred candidate for nomination for Captain-elect to the Committee for endorsement.
d. If the Committee have no objections to the Captains’ nominee, that name will go forward to the AGM with any other applications that may be received.
e. If there is more than one nomination, a paper ballot will take place at the AGM.
6 RESPONSIBILITIES OF COMMITTEE MEMBERS
a. Captain
i. Represent the Seniors' Section at all times, including at the Club Committee.Present a monthly report to the Seniors Committee on the Section’s activities during the previous month.
ii. Prepare Club Committee meeting report from the Seniors' Committee.
iii. Select and organise the team for Senior Inter-Club Matches.
iv. Liase and co-ordinate with the Club Manager on any items that affect the Seniors.
v. Be responsible for setting standards and ensure that all seniors adhere to the Golf etiquette and dress code of the Club.
vi. Chair meetings of the Section and its Committee.
b. Captain-elect
i. Assist the Captain in all aspects of his duties and deputise in his absence.
ii. Post information on seniors opens at other clubs on the Seniors notice board.
c. Secretary
i. Maintain register of members.
ii. Prepare the agendas and minutes of Committee meetings and post copies of minutes on the Seniors' notice board.
iii. Deal with correspondence arising from committee meetings.
iv. Prepare any annual and intermediate reports as required.
v. All aspects of administration for the AGM.
d. Competition Secretary
i. Organise and control all in-club competitions, book tee-times and publish results
e. Fixture Secretary
i. Arrange all Senior Inter-Club matches
ii. Post fixtures on the Seniors' notice board.
iii. Ensure that tee times are reserved as necessary.
f. Treasurer
i. Account for all Income and Expenditure of the Seniors' Section funds.
ii. Arrange and prepare Annual Accounts for Audit and submit to AGM.
iii. Supply the Seniors' Committee with monthly financial reports, or as required.
7. OTHER MATTERS
a. The Committee can co-opt any member of the Seniors' Section onto the committee to carry out or assist in a specific requirement, including to fill a mid-year vacancy, subject to the decision being posted on the Seniors' notice board.
b. Details of the current committee members are to be displayed on the Seniors notice board.
c. Any changes to the procedural guidelines, with the exception of Annexe A (Seniors' Activities), can be approved only at an Annual or Extraordinary General Meeting.
d. Any member can make representation in writing at any time to the Seniors' Committee, if he thinks that changes should be made.
E. The Seniors' Committee may appoint representatives of the Section to serve on Club Committees.
ANNEXE A
1. Competitions
a. A roll-up takes place every Monday; the Tee is reserved between 0900 - 1030hrs. These times could vary slightly dependent on Club activities. Any changes will be placed on the Seniors’ notice board.
b. Members wishing to play should meet in the Clubhouse at least 15 minutes before the first tee time so that a draw for partners can be made.
c. With effect from April 2009 in order to comply with CONGU guidelines, all roll-ups between April and October will be qualifiers. A medal round will normally be played on the first Monday of the month with tee times allocated in handicap order, the remainder will be Stablefords. All are played off the yellow tees.
d. There are two divisions for competitions – Division 1 for handicaps 0 – 16 and Division 2 for handicaps 17 – 28.
e. Other competitions include Seniors’ Championship, Captain’s Cup, Veterans’ Vase and The Millennium Trophy.
f. An annual ‘away day’ is arranged by the Committee.
g. The Committee will make a small entrance fee for all competitions, provide prizes and allocate a proportion to Seniors’ funds.
h. The objective of the section is to promote the game of golf among qualifying members in a friendly and cordial atmosphere. Breaches of rules and/or procedures, which cannot be resolved amicably between players, must be referred to the Committee for resolution.
i. New member to the Seniors without a CONGU-recognised handicap will be required to play in three qualifying competitions, (individual medal or Stableford), to enable accurate assessment of his handicap prior to his being eligible to win a prize.
2. If any Senior member wishes to donate a trophy to be competed for annually, please inform the Seniors’ Committee.
3. Inter – Club Matches
a. Inter – Club matches will be posted on the notice board well in advance. Those wising to take part in these matches should ensure that their names are on the sheet in good time.
b. Members should ensure that they are available on the date before adding their name to the sheet.
c. The Captain will choose the team, which will preferably consist of a mix of handicaps, and preference will be given to those members who support the seniors at roll-ups and other seniors, activities.
d. Every effort will be made to give all members an opportunity to represent the Club in home and away matches.
e. The selected team will be posted in good time giving details of start times etc. If due to unforeseen circumstances you are unable to play after being selected, please notify the Captain immediately.
f. Team members are to arrive at the venue one hour before the first tee time.
g. Team members are encouraged to wear Seniors’ shirt and sweater when playing in matches.
h. It is expected that all team members will stay for the evening meal wear a jacket and Club tie.
4.Seniors’ Championship
a. In order to qualify for the Seniors’ Championship, members must have submitted cards in at least three qualifying competitions in the previous 12 months.
5.Senior Open Tournaments
a. A list of Senior Open Tournaments covering the local area is published annually. The list will be made available to the Committee, who will place details on the Seniors’ notice board.
b. Entry to these competitions is open to all Senior members of the Club. If limited place events are oversubscribed, places will be allocated by draw.
6.Changes
The details in this Annex can be amended at any time by the Seniors’ Committee to meet changing circumstances. Any changes must be posted on the Seniors’ notice board.
Rev 3. 10/09 Guidelines and Annexe ‘A’ amended as agreed AGM 12 October 09.
Rev 4. 14/09 Annexe ‘A’ amended – added 1/i - as agreed Committee Meeting 10 December 09.
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