Constitution and rules
The Club shall be known as the Haverfordwest Lawn Tennis Club (hereinafter called the “Club”).
The Club is situated at The Parade, Haverfordwest, Pembrokeshire, SA61 1PW (hereinafter called the “Parade”).
The Club shall be affiliated to, bound by and subject to the articles of association of Tennis Wales Ltd. of the Lawn Tennis Association (hereinafter called the “LTA”).
(a) provide tennis, social and other activities and generally to encourage and facilitate the playing of tennis;
(b) provide and maintain, in accordance with the Club’s lease, the Club premises at the Parade;
(c) promote, improve, develop and support the interests of tennis;
(d) provide coaching and coaching facilities for children and beginners in Pembrokeshire;
(e) provide such other benefits to its Members as it shall think fit;
(f) affiliate to Tennis Wales Ltd (and by doing so affiliate to the LTA) and to comply with and uphold the Rules and Regulations of both bodies as amended from time to time;
(g) acquire, establish, own, operate and turn to account for the Members’ benefit the tennis court facilities of the Club, together with buildings and easements, fixtures and fittings and accessories as shall be thought advisable;
(h) make rules concerning the operation of the Club including, without limitation, rules concerning disciplinary procedures that may be taken against the Members;
(I) discipline the Members where permitted by the rules;
(j) do all such other things as the Committee thinks fit to further the interests of the Club or to be incidental or conducive to the attainment of all or any of the objects.
The Club shall consist of:-
(a) President and Vice Presidents.
(b) Senior Members, comprised of:-
(i) Adult Members, who shall be 18 years of age or over on the 1st January;
(ii) Student Members, who shall be 18 years of age or over on the 1st January and in full time educational study;
(iii) Family Members, who shall be 18 years of age or over on the 1st January and reside with at least one Junior Club Member;
(iv) Life Members, who may be elected at an Annual General Meeting.
(c) Junior Members, comprised of:-
(I) Junior Members, who shall be under 18 years of age on the 1st January or still attending school or invited as such at the discretion of the Committee;
(ii) Family Junior Members, who shall be under 18 years of age on the 1st January or still attending school or invited as such at the discretion of the Committee and reside with at least one Senior Club Member.
(d) Intermediate Members, who shall be Junior Members who have been invited as such by the Committee.
(e) Parent/Guardian Social Members, who shall be 18 years of age or over on the 1st January, providing access to the Clubhouse facilities and who may use the Club courts to play with their child/children (who are Members) during the hours of play allocated for Juniors (see Rule R4.4). This category of Member shall have no voting rights. (herein called “Member(s)”).
Senior membership shall consist of no more than thirty-five Senior Members per available Club court. Subject to C4.2, membership of the Club shall be open, and not unreasonably restricted on the grounds of sex, race or of political, religious or other opinions, to any person in the area who is prepared to accept and support the Aims and Objectives of the Club. In accepting membership, a person agrees to and is bound by the Constitution and Rules of the Club and is subject to the LTA Rules and Disciplinary Code. Only Senior Members shall be entitled to receive notice of, attend and vote at the Annual General meeting and any Extraordinary General meeting. Junior Members are entitled to elect from amongst themselves one representative who shall have the right to vote as a full Member on Junior matters at Committee meetings.
Members will be invited, by letter, to renew their membership on the 1st April, the invitation to detail the available membership categories and respective subscriptions.
The method of admission of candidates for membership shall be a matter for the Committee, whose decision shall be final.
Fees shall apply to Senior, Intermediate, Junior, Social Members and visitors and shall be determined at the Annual General Meeting. Subscriptions must be paid before a Member may play on the courts or be entitled to the privileges of Membership.
Annual subscriptions are due on the 1st April each year and are payable to Haverfordwest Lawn Tennis Club. Any Member whose subscription is not paid by the 30th April shall be required to pay an amount decided upon by the Committee, in addition to their subscription, upon their request for renewal of membership. Visitors may be allowed to use the courts 1 and 2 at the discretion of the Committee, providing they are accompanied by a fully paid-up Member of the Club. Responsibility for payment of their fee to the Treasurer rests with the Member. There will be a maximum limit of three visits per season. Life Members, the Club Secretary and the Club Treasurer shall be entitled to have their subscriptions waived. The Club Committee may decide upon other charges or subscriptions at its discretion, on a Season basis.
The playing season (herein called the “Season”) shall commence on the 1st April each year and shall be continued throughout the ensuing twelve months or for such period as the Committee shall decide.
The Officers of the Club shall be:
The Officers shall hold office for a calendar year, being elected annually at the Annual General Meeting. All Officers shall retire but shall be eligible for re-election.
Any casual vacancy occurring may be filled by the Committee.
The management of the Club shall be vested in the Management Committee (herein called the “Committee”).
The Committee shall act for the Members, in accordance with the Constitution, in honesty and good faith. Liabilities incurred fall upon the membership.
The Committee shall comprise:
(b) A further nine Members to include:
(i) Men’s Captain;
(ii) Ladies’ Captain.
(iii) A Senior Member representing the Junior Membership.
Meetings shall be convened by the Secretary giving 14 days notice and a minimum of 9 meetings to be held throughout the Season. The date and time of each meeting to be agreed at the previous meeting. If a meeting has to be cancelled for any reason, a new date must be arranged as soon as possible. In the absence of the Chairperson, a Vice-Chairperson shall be appointed by the Committee Members present at the particular meeting. Quorum for meetings shall be five. Committee Members should attend at least 50% of all meetings. It shall be the responsibility of the Committee to set and implement the Club Rules, and composition of the Membership categories. Every proposal at a meeting shall be carried by a simple majority of those present and eligible to vote. The Chair shall have a casting vote in addition to a deliberate vote. The interpretation of the Club Constitution and composition of the Membership categories shall be vested in the Committee, who shall decide all questions relating to the Club, save otherwise those specified in, or involving an amendment to the Constitution. The Committee shall have the power to appoint Trustees, who must be Senior Members of the Club, the number of which should be no more than four and no less than two. The Committee may elect Vice-Presidents during the Season if they feel it expedient to so do. The Committee shall have the power to appoint Sub-Committees, as they think fit, to assist in the undertaking of their duties. The Committee may delegate any or all of its powers to such Sub-Committees at its absolute discretion. The Committee shall have the power to co-opt Members as they think fit to assist in the undertaking of their duties. The Committee may employ professional advice at its discretion. The first Committee meeting after the Annual General Meeting shall confirm the Minutes thereof.
All monies raised by or on behalf of the Club shall be applied to further the Objectives of the Club and for no other purpose.
The Treasurer shall be responsible for maintaining suitable financial records and for the preparation of an annual income and expenditure statement duly audited by an independent person elected at the Annual General Meeting.
The financial year shall be the 1st November to the 31st October. All moneys payable to the Club shall be received by the Treasurer. The funds of the Club shall be lodged at banks or building societies in accounts in the name of the Club and all cheques, drafts etc. Drawn on these accounts shall be signed by any two from the Chairperson, Secretary or Treasurer.
The Committee shall have the power to authorise the payment of remuneration and expenses to any officer, member of the Committee, Member and any other person(s) for services rendered to the Club.
The Committee shall ensure, as far as possible, that a contingency fund be maintained for future court maintenance and the level of funding be discussed at each Annual General Meeting as an agenda item.
The Committee shall effect suitable third party and public liability insurance cover. Members are responsible for effecting their own personal accident insurance cover.
ANNUAL AND EXTRAORDINARY GENERAL MEETINGS
An Annual General Meeting of the Club shall be held every year during November when the annual report of the Committee and audited statement of accounts up to the end of the financial year shall be presented.
Not less than fourteen days notice of the date of the Annual General Meeting shall be given to all eligible Members by the Secretary. Notice of any motion proposed to be moved at the Annual General Meeting shall be given in writing to the Secretary by the 30th September and submitted by any two Members. Resolutions proposed at the Annual General Meeting must be proposed and seconded by any two Members present and eligible to vote. Among any other business, the Annual General Meeting shall:-
(a) Confirm the Minutes of the previous Annual General Meeting and of any Extraordinary General Meeting.
(b) Receive the Chairperson’s report.
(c) Receive the Captains’ reports.
(d) Receive a Junior development report.
(e) Receive an audited statement of accounts for the financial year and Treasurer’s report.
(f) Set Annual Subscriptions for each membership category and any other fees for the following Season.
(g) Consider and set the contingency fund for court maintenance.
(h) Resolve any motions.
(j) Elect Officers:
(k) In addition to (j) above, elect a further nine Committee Members to include:
- Men’s Captain;
- Ladies’ Captain;
A Senior Member representing the Junior Membership.
The quorum for general meetings shall be 20% of the total Senior membership.
Each Senior Member shall be entitled to one vote at general meetings.
A motion shall be carried by a simple majority of those present and eligible to vote, except when the motion is a Constitutional amendment which shall require a two-thirds majority of those present and eligible to vote.
The Chair shall have a casting vote in addition to a deliberate vote.
An Extraordinary General Meeting shall be called by an application in writing, stating the purpose, to the Secretary signed by not less than 20% of Senior Members, such meeting to be held within twenty-one days of the application. The Committee shall have the power to call an Extraordinary General Meeting by decision of a simple majority of the Committee.
The Property of the Club, other than cash, shall be vested in the Trustees. They shall be entitled to an indemnity out of the property of the Club for all expenses and other liabilities properly incurred by them in the discharge of their duties.
Responsibility for all property owned, leased or licensed by the Club rests with the Committee.
The Committee shall have the power to take appropriate disciplinary action against any Member and shall also have the authority to terminate the membership of any Member guilty of conduct deemed to be to the detriment of the Club.
Members who breach sections C5.5 or Rule R3 will be spoken to at the time. If they continue to deliberately offend, the matter will be reported to the Committee to consider what action to take.
The decision of the Committee shall be final in any matter under dispute and the Committee shall have power to take such disciplinary action as may be necessary.
Any action taken by the Committee is subject to the Rules of the Club and the rules of natural justice, which means, in particular, that the Member(s) must be given a chance to explain themselves at a special meeting of the Committee, of which the minimum of 14 days notice will have been given.
A resolution to dissolve the Club shall be proposed only at an Extraordinary General Meeting and shall be passed only if carried by a majority of at least 90% of those present and eligible to vote.
In the event of the passing of the resolution to wind up the Club, the Senior Members of the Club shall appoint a representative committee which shall be empowered to distribute the assets, including cash and investments in hand.
Any property remaining after the discharge of the debts and liabilities of the Club shall be paid or distributed, at the discretion of the Trustees, for the benefit of tennis in Pembrokeshire.
REVIEW OF THE CONSTITUTION
The Constitution shall be reviewed on a five year basis.
Amendments to the Constitution shall only be agreed at an Annual General Meeting.
In the event of any question or matter arising which is not provided for in the Constitution or Rules, such matters shall be dealt with by the Committee, whose decision shall be final.
All Members must observe any displayed rules appertaining to the clubhouse which is shared by the Bowling Club. Members MUST respect the facilities therein.
Details of the agreement for occupancy of the Pavilion will be displayed on the Club notice boards and shall be observed by Members.
Every Member shall be responsible for ensuring that the courts are free of all debris before and after play.
Litter must be placed in the bins provided.
Gates must be locked on completion of play.
Code numbers of court locks must only be known to Club Members. Numbers must be kept scrambled during and after play.
The conditions of the Lease for the Courts should be known to the Committee and conditions observed.
The public may use courts 3 and 4 at all reasonable times at an agreed charge.
Proper tennis footwear must be worn, which should be heelless and should have non marking soles.
Recognised sportswear associated with playing tennis must be worn on court.
HOURS OF PLAY
Seniors – At all times from 9 a.m. each day, but with regard to R4.4.
Students – During vacations from 9 a.m., but with regard to R4.4.
Intermediates – As for Juniors and Club evenings as invited at the discretion of the Committee.
Juniors – a) Weekdays during school holidays from 9 a.m. – 5.30 p.m. on courts 1 &
2, from 9 a.m. – 6.30 p.m. on courts 3 & 4;
(b) Weekdays during school terms from 4 p.m. – 5.30 p.m. on courts 1 & 2, from 4 p.m. – 6.30 p.m. on courts 3 & 4;
(c) Saturday/Sunday from 9 a.m. – 12 noon*;
(d) Monday shall be Junior evening from 4 p.m. onward.
* Preference will be given to Club matches, Tournaments and Competitions, when no Junior play shall be permitted – see Fixture List.
Hours of play may be varied at the discretion of the Committee.
The Committee shall have authority to provide extra court, including indoor court, facilities for its Members, Club and coaching activities.
The Committee may allow either court 3 or 4, when not in public hours, to be used for private coaching, subject to sufficient notice being given and the fee agreed in writing.
ORDER OF PLAY AT CLUB EVENINGS
The order of play shall be at the discretion of the Club Captains or Vice-Captains or any Committee Members present.
Doubles MUST take preference over singles at all times when court space is limited.
Play shall be restricted to ONE SHORT SET when Members are waiting to use the courts. Tie-break comes into operation at five games all. If 1 or more players are waiting to play, sudden death deuce will be played in each game.
Balls shall be supplied for the use of Members at Club evenings and for matches. They remain the property of the Club and shall be available from Committee Members. All effort should be made to retrieve lost balls.
Matches shall be arranged by the Club Captains and priority use of the courts shall be given for this purpose. A list of match fixtures shall be displayed on the Club notice board at the commencement of each season.
The Men’s and Ladies’ League teams to be selected by their respective Captains and Vice-Captains.
WIMBLEDON TICKET ALLOCATION
As a result of affiliation to Tennis Wales Ltd, any Wimbledon tickets allocated to the Club will be issued at the discretion of the
Management Committee. All Club Members who are current British Tennis Junior Members (9 years of age and over) and Adult Members are eligible to apply for tickets. All tickets are distributed in pairs. Tickets are STRICTLY NON TRANSFERABLE.
Members should indicate their interest in obtaining tickets on the form which will be posted on the Club notice board at the appropriate time.
Members must have regard to the Club’s Constitution at all times. [A copy can be found on the Club notice-board in the Pavilion.]