Constitution
Constitution
1. TITLE
1.1 The club shall be called Kesgrave Tennis Club, hereafter referred to as ‘the
Club’ and shall be affiliated to the Lawn Tennis Association.
2. OBJECTS
2.1 To foster and promote the sport of tennis at all levels, providing opportunities for
recreation and competition.
3. MEMBERSHIP
3.1 Membership of the Club shall be open to any person completing a membership
form and paying the relevant subscription fee as determined by the Annual General
Meeting of the Club Members.
There shall be 5 classes of membership available –
Adult Member
Family Member
Junior Member
Honorary Member
Committee Member
4. OFFICERS
4.1 The Officers of the Club shall be known as follows –
Chairperson
Vice Chairperson
Secretary
Treasurer
Welfare Officer
Match Secretary
Communications and Media Officer
5. ELECTION OF OFFICERS
5.1 All officers shall be elected at the Annual General Meeting of the Club, from, and
by, the Members of the Club.
5.2 All offices are held for a period of three years, but may be re-elected to the
same office after the three year term. Within this period officers can
step down and replacement officers can be voted in.
5.3 To become an officer a minimum of 12 months membership is required.
5.4 The Head Coach will not be permitted to be a committee member, but will be
eligible to attend meetings.
6. GENERAL COMMITTEE
6.1 The affairs of the Club shall be controlled by a General Committee comprising of
the Officers of the Club and up to 3 other members elected from, and, by the Full
Members of the Club. The General Committee shall meet at agreed intervals and not
less than four times per year.
6.2 The duties of the General Committee shall be
6.2.1 To control the affairs of the club on behalf of the Members.
6.2.2. To keep accurate accounts of the finances of the Club through the Treasurer.
These should be available for reasonable inspection by Members and should be
subject to an independent review before every Annual General Meeting. The Club
shall maintain bank accounts and the following officers shall be authorised
signatories: two from the Chairperson, Treasurer and Secretary.
6.2.3 To co-opt additional members of the Committee as the Committee feels this is
necessary. Co-opted members shall not be entitled to vote on the Committee.
6.2.4 To make decisions on the basis of a simple majority vote. In the case of equal
votes, the chairperson shall be entitled to an additional casting vote.
7. GENERAL MEETINGS
7.1 The Annual General Meeting of the Club shall be held not later than at the end of
March each year. 21 clear days notice shall be given to Members of the Annual
General Meeting by circulating a copy of the notice to every member, and posting the
notice on the Club notice board. Members must advise the Secretary by email of any
business to be moved at the Annual General Meeting at least 14 days before a
meeting. The Secretary shall circulate or give notice of the agenda for the meeting to
Members not less than 7 days before the meeting.
7.2 The business of the Annual General Meeting shall be to –
7.2.1 Confirm the minutes of the previous Annual General Meeting and any General
Meetings held since the last Annual General Meeting.
7.2.2 Receive the independent review of the accounts for the year from the
Treasurer.
7.2.3 Receive the annual report of the Committee from the Secretary.
7.2.4 Receive the annual reports from the team captains and coaches.
7.2.5 Elect an independent reviewer of the accounts.
7.2.6 Elect the Officers of the Club.
7.2.7 Review the Club subscription rates and agree them for the forthcoming year.
7.2.8 Transact such business received in writing by the Secretary from Members 14
days prior to the meeting and included on the agenda.
7.2.9 Any Other Business.
7.3 Special General Meetings may be convened by the General Committee or on
receipt in writing or by email from not less than 5 Full Members of the Club. At least
21 days notice of the meeting shall be given.
7.4 Nomination of candidates for election of Officers shall be made in writing or by
email to the Secretary at least 14 days in advance of the Annual General Meeting
date. Nominations can only be made by Full Members and must be seconded by
another Full Member.
7.5 At all General Meetings, the chair will be taken by the Chairperson or, in their
absence, by a deputy appointed by the Club or by Full Members attending themeeting. A vote can be made by proxy by email to the Secretary up to 2 days before the meeting.
7.6 Decisions made at a General Meeting shall be by a simple majority of votes from
those Full Members attending the meeting. In the event of equal votes, the
Chairperson shall be entitled to an additional casting vote. A vote can also be made by proxy by email to secretary up to 2 days before the meeting.
7.7 A quorum for a General Meeting shall be 2 Full Members and 3 Officers of the
Club including 1 from the Chairperson, Secretary and Treasurer.
7.8 Each Member over the age of 18 of the Club shall be entitled to one vote at
General Meetings, after having been a member for minimum of 12 months.
8. ALTERATIONS TO THE CONSTITUTION
8.1 Any proposed alterations to the Club Constitution may only be considered at an
Annual or Special General Meeting, convened with the required written or emailed
notice of the proposal. Any alteration or amendment must be proposed by a Voting
Member of the Club and seconded by another Voting Member. Such alterations shall
be passed if supported by not less than two thirds of those Full Members present at
the meeting, assuming that a quorum has been achieved.
9. DISSOLUTION
9.1 If at any General Meeting of the Club, a resolution be passed calling for the
dissolution of the Club, the Secretary shall immediately convene a Special General
Meeting of the Club to be held not less than one month thereafter to discuss and
vote on the resolution.
9.2 If at that Special General Meeting the resolution is carried by at least two-thirds
of the Voting members present at the meeting, the General Committee shall
thereupon, or at such date as shall have been specified in the resolution, proceed to
realise the assets of the Club and discharge all debts and liabilities of the Club.
9.3 After discharging all debts and liabilities of the Club, the remaining assets shall
not be paid or distributed amongst the Members of the Club, but shall be given or
transferred to some other voluntary organisation having objects similar to those of
the Club.