Club Constitution and Regulations

Our Mission

Keyworth Tennis Club - committed to helping more people in and around Keyworth play more often in a welcoming, affordable and safe environment.

Our Principles

  • Stay safe
  • Play fair - enjoy, respect
  • Include others
  • Look after our facilities
  • Support your club

Constitution:

The courts were held in trust by Keyworth Playing Fields Association, who delegated to the Keyworth and District Lawn Tennis Club (‘KDLTC)’ the control of the Club House and Courts.  The Club was reformed at a Public Meeting on 25th January 1965 under the auspices of the Keyworth Playing Fields Management Committee. 

Keyworth Tennis Club has since entered into a new tenancy arrangement from April 2013 with a new direct relationship with Keyworth Parish Council as landlord in place of the former intermediate role occupied by KPFA. This situation has arisen as KPFA, like many small voluntary organisations, has struggled to maintain sufficient active members to allow its continuation. It is suggested that KPFA may still continue in some capacity to manage bids for capital projects with funding from the Keyworth Show.

Keyworth Tennis Club has since entered into a new tenancy arrangement from April 2013 with a new direct relationship with Keyworth Parish Council as landlord in place of the former intermediate role occupied by KPFA. This situation has arisen as KPFA, like many small voluntary organisations, has struggled to maintain sufficient active members to allow its continuation. It is suggested that KPFA may still continue in some capacity to manage bids for capital projects with funding from the Keyworth Show.

Keyworth Tennis Club has since entered into a new tenancy arrangement from April 2013 with a new direct relationship with Keyworth Parish Council as landlord in place of the former intermediate role occupied by KPFA. This situation has arisen as KPFA, like many small voluntary organisations, has struggled to maintain sufficient active members to allow its continuation. It is suggested that KPFA may still continue in some capacity to manage bids for capital projects with funding from the Keyworth Show.

Aim

The aim of the Club is to provide facilities for and to promote participation in the amateur sport(s) of tennis in Keyworth.

Control

  • The control of the Club shall be vested in a Committee with a maximum of 16 members, including an Honorary Chairman, Honorary Club Secretary, Honorary Treasurer, Club Captain, Honorary Membership Secretary, Social Secretary, Club Coach and up to two intermediate / junior representatives and a maximum of 7 additional adult members.

·These Committee members shall be elected annually at the Annual General Meeting.

·The General business of the Club shall be transacted by the Committee.

·The Committee shall be responsible for the everyday purchase of materials for Club use.

·All property of the Club shall be vested in the Committee.

·Each member of the Club shall agree to abide by the Club Rules; payment of the Annual Subscription shall be signified as acceptance of this.

·A copy of these Rules shall be displayed in the clubhouse and be available for all members to view.

·These Rules may not be added to except at the Annual General Meeting or an Extraordinary General Meeting called for that purpose.

·Security of the Club property is vested in all members of the Club.

  • Voting rights at any Annual General Meeting or Extraordinary General Meeting are given to full adult members only.

Accounts

Two members of the Club, not being on the Committee, or a certified Accountant shall be appointed to audit the Club accounts for the ensuing year.

Committee

  • Not less than 3 members shall form a quorum.
  • The Committee may fill any vacancy arising subsequent to the Annual General Meeting.
  • The Committee may, at its discretion, appoint Sub-Committees to assist, investigate, advise or report to the main Committee on any specific projects.
  • Each Sub-Committee shall consist of a Chairman, appointed by the main Committee and other club members co-opted by the main Committee. From the latter, the Hon-Chairman, Hon-Club Secretary and Hon-Treasurer shall be 'ex officio' members of all Sub-Committees.
  • The Committee shall have power to suspend a member until an appeal to an Annual General Meeting or Extraordinary General Meeting is made.

Annual General Meeting

  • The Annual General Meeting shall be held once a year and at least 7 days notice shall be given to each member.
  • Nominations for any office are to include the names of a Proposer and Seconder before or during the Annual General Meeting.
  • All items to be included on the Agenda shall be submitted to the Club Secretary or Chairman at least 3 days prior to the Annual General Meeting.
  • The retiring Chairman shall conduct the business at the Annual General Meeting.
  • In order to pass any proposal put to the meeting a percentage of 50% + 1 of the adult members present is required.

Extraordinary General Meeting

The Club Secretary, with the approval, or at the request of the Committee, or by a requisition signed by not less than 30 full adult members (or more than one fifth of the total number of members), shall call on Extraordinary General Meeting of the Club, of which 3 days notice shall be given to all members (by means of an email sent round the club).  The business to be discussed shall be clearly stated on the requisition, and no other business shall be discussed or transacted.

Subscriptions

  • The Committee shall fix the subscriptions based on recommendations given to the Annual General Meeting.
  • Entrance fees and subscriptions of newly elected members are payable before they make use of the facilities of the Club.
  • Subscriptions are due on the 1st April and any member whose subscription is 1 month in arrears shall not be entitled to use the facilities of the Club until such subscription is paid.

Membership

  • 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 or other beliefs.  However, limitation of membership according to available facilities is allowable on a non-discriminatory basis.
  • 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 causes 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.
  • Grades of membership are as follows:
  • Family (one or two parents and their children under 18 on 1st April or who are full-time students to a first degree level).
  • Individual adult (age 18 and over on 1st April).
  • Couples (age 18 and over on 1st April).
  • Intermediate (Age 10 to 18 on 1" April and full time students).
  • Junior (under 10 on 1st April)
  • Country Member (people who live 25 miles or further from the club pavilion).
  • Visiting tennis teams to the District may use the Club on a Daily Membership basis.
  • Day membership.
  • Members may introduce a guest to the club's playing facilities upon payment of a visitor's fee.  This fee will entitle the member of the public to use courts under the strict understanding that they obey Club rules.  The Day Fee must be paid before playing and is not returnable.  To be admitted as a bona-fide guest the guest’s name must be entered into the Visitor Book by the member introducing the said guest.  The Committee shall determine from time to time the appropriate daily rate to be charged and the maximum number of times a guest may play.
  • Life membership may be granted at an Annual General meeting on the recommendation of the Committee and in light of the criteria laid down by the Membership Categories Working Group in their report of 4/2/2002.
  • Social membership is for people over the age of 18.
  • No person under the age of 10 may use the courts unless under the close supervision of a full adult member. The club will take no responsibility for any child under the age of 16 left unattended at the courts.
  • All persons wishing to become members of the Club shall submit an application form to the Hon. Membership Secretary.  An interval of at least 48 hours shall lapse before the privileges of membership are recognised.
  • All surplus income or profits are to be reinvested in the club.  No surpluses or assets will be distributed to members or third parties.
  • Upon dissolution of the club any remaining assets shall be given or transferred to another registered CASC, a registered charity of the sport’s governing body for use by them in related community sports.

Court Behaviour

  • Rubber soled shoes must be worn by all players.
  • Appropriate tennis clothing must be worn at the Club at all times.
  • Correct behaviour is expected of all members so as not to cause annoyance to other players.
  • The Committee may make orders for the regulation of play, such orders to be posted on the Club House notice board.
  • No children or dogs shall be allowed on the grounds or in the Club House unless under proper control.

Competitions

  • The Committee shall enter teams in the Nottinghamshire Lawn Tennis League, and be responsible for the running of such teams, as directed by the members at the Annual General Meeting.
  • The Committee shall have the responsibility of ensuring that members of the club shall represent its teams in any form or competition.
  • The Committee shall organise internal club competitions provided a sufficient number of members are entered for any such competition.

Club House

  • The Club House will be open for use by members and their bona fide guests at the discretion of and at such times as the Committee shall decide between the hours of 9am and 11pm daily and on occasions at such later times as may be determined by the Committee. To be admitted as a bona-fide guest the guest's name must be entered in the Visitor's Book by the member introducing the said guest.  No member may introduce more than 3 guests in any period of 24 hours.
  • All members shall abide by rules concerning the use of the Club House as displayed on the Club House notice board.
  • Due to the expiry of our premises licence in 2014 the sale of alcohol on the premises is prohibited.

General

The Committee may make regulations or directives and deal appropriately with all matters not provided for here before.

Regulations:

Background

These Regulations govern the day-to-day operation of Keywork Tennis Club (the "Club").

The Rules of Keyworth Tennis Club allow the Committee to determine, implement and periodically update these Regulations.

The Regulations will be posted on the Clubhouse noticeboard, and displayed on the Club website.

All non-trivial changes to these Regulations will be notified to members.

Policies and Procedures

In addition to the Regulations in this document, the Committee will determine a number of important Policies and Procedures (the "Policies").

These Policies form part of the overall Regulations of hte Cub, which all members are required to read and comply with.

The detailed Policies will be displayed on the website, with edited summaries displayed on the Clubhouse noticeboard.

These Policies will include, but are not restricted to the following topics:

  • Safeguarding
  • Equality, diversity and inclusion
  • Risk assessment
  • Health and safety
  • Sun safety
  • Privacy and data protection
  • Complaints

Safety and Security

The Committee takes reasonable steps to ensure that the Clubhouse and Courts (the "Facilities") are safe and secure.

Members play tennis at their own risk and are asked to apply common sense in looking out for themselves and other members at all times.

The last person to leave the Courts should make sure that the gate is locked with the padlock provided.

The last person to leave the Clubhouse should make sure that all heaters, taps, lights and floodlights are turned off, and the door securely locked.

Membership

The membership year runs from 1st April to end of March.

Subscriptions shall be determined in February by the Committee, and notified to all members at the start of March.

Part year rates are available for new members joining after **** as determined by the Committee.

The available payment methods will be set by the Committee.

A member who has not joined by the 1st April is no longer a member until such point as they re-register and pay.

Partial refunds will only be given to members who choose to leave the club in exceptional circumstances at the discretion of the Committee.

Cases where members seek to change membership category in the year (eg from Couple to Family) will be treated on a case-by-case basis.

Right to Play

Only current, registered and paid members are able to play on the Courts

The only exceptions to this rule are:

  • Guests playing with a member of the Club
  • Potential members on a trial 
  • Competitors playing in LTA registered events
  • Competitors from other clubs playing in league matches against Keyworth Tennis Club
  • People attending coaching sessions.

Court Allocation

Allocations will be given the following priority order:

  • Club tournaments
  • Club matches
  • Club group coaching
  • Private members play

Coaching

Paid coaches must be LTA accredited and have been checked with the Disclosure and Barring Service (DBS).

Use of the Facilities

All events at the Club, both tennis and social, must be approved by the Committee.

Smoking is not allowed on any part of the Facilities, including the Courts and the clubhouse.

Alcohol must not be sold on the premises, nor consumed at times other than those approved by the Committee.

Any playing of music should be at a contolled level that does not annoy other users of the club or our neighbours.

We do not hold a TV licence, so the streaming of live TV on any device, including mobile devices, is not permitted at the Club.

Court Rules

Players should comply with the principles of Respect and Fair Play, both on and off the Courts.

Members, including juniors, should wear appropriate sports clothing and footwear when on court.

Children are not allowed on the Courts unless they are playing tennis.

Take off the court everything you take on - including all balls, ball cans, ring-pulls and litter.

Balls will be provided for Club sessions, tournaments and matches, and must be returned to the clubhouse.

Members should provide their own tennis balls for private games, although they may use the used balls in the clubhouse.

Floodlights are available for use by members at no additional cost.