Policies

Constitution

Constitution of Keyworth & District Lawn Tennis Club

(“the Club”)

Our Mission

The aim of the Club is to provide facilities for and to promote participation in the amateur sport of lawn tennis in Keyworth. The Club is committed to helping people in and around Keyworth to play lawn tennis more often in a welcoming, affordable and safe environment.

Our values

  • Stay safe
  • Play fair - enjoy, respect
  • Include others
  • Look after our facilities
  • Support your club
  • Make a positive contribution to the community of Keyworth and district

 

Definitions

Members- an individual who has paid the membership subscription and whose membership has been confirmed by the club.

Guest- an individual who attends the club at the invitation of a member and in respect of whom the appropriate guest fee has been paid.

Competitor-an individual who plays at the club at an LTA registered event or a competitive match between Keyworth Tennis Club and another club.

Visitor-an individual who attends the club premises, at the invitation of a club member, either implicitly or explicitly, for any other purpose. This will include for example members of the public attending an event such as a club open day or sessions made available to schools and other organisations

The premises and assets of the Club

The Club occupies and uses the premises of then club, comprising four tennis courts, the clubhouse and surrounding access area under a tenancy with Keyworth Parish Council as landlord. The lease runs until 24 March 2036.

Ownership of the Club property is vested in all members of the Club.

 

The trustees

There are three trustees of the club whose role is to act as legal representatives of the club and its members as required. They will be replaced if they cease to be members of the club, or if the Committee or AGM asks them to stand down. Replacements will be elected by the members.

The trustees currently in post are John Stansfield, Maxine Barklett and Eugene O’Connor.

Their only role up to and including 23 March 2021 has been to sign the lease for the tenancy of the club’s premises with Keyworth Parish council.

The Committee

  1. The control of the Club shall be exercised by a Committee with a maximum of 10 members, including Chairman, Vice-Chairman, Club Secretary, Treasurer, Match Secretary, Membership Secretary, Social Secretary, Welfare Officer and up to two intermediate / junior. Any Committee member can hold more than one post. All posts are unpaid
  2. Each member of the Committee will have one vote at Committee meetings. In the event of a tie the Chairman will have the casting vote.
  3. The Chairman of the club and each Committee member shall be elected annually at the Annual General Meeting.
  4. Nominations for Committee membership are to include the names of a Proposer and Seconder before or during the Annual General Meeting.
  5. The day-to-day business of the Club shall be transacted by the Committee.
  6. The Committee shall be responsible for the everyday purchase of materials for Club use.
  7. The Committee will take reasonable steps to ensure that the Clubhouse and Courts and the wider premises are safe and secure
  8. Not less than 3 members shall form a quorum at a Committee meeting.
  9. The Committee may fill, on an ad hoc basis, any vacancy arising subsequent to the Annual General Meeting, pending proposal and election at the next Annual General Meeting.
  10. The Committee may, at its discretion, appoint Sub-Committees to assist, investigate, advise or report to the main Committee on any specific projects.
  11. 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 Chairman, Vice-Charman, Club Secretary and Treasurer shall be 'ex officio' members of all Sub-Committees.
  12. The Committee may suspend a member who, in the Committee’s opinion, has repeatedly or flagrantly failed to comply with any of the rules or for good causes such as conduct or character likely to bring the club or sport into disrepute, or non-payment of subscriptions. This could include considerations of any complaints against the individual received by the club 
  13. The suspension can be time-limited or indefinite at the Committee’s discretion. The suspended member can appeal to an Annual General Meeting or Extraordinary General Meeting.
  14. The Committee may refuse or remove membership. Such an affected person can appeal to an Annual General Meeting or Extraordinary General Meeting

 

Rules

  1. The conduct of the Club and its members, guests and visitors will be undertaken in accordance with the Club Rules.  The Committee may add, remove or amend rules for the day-to-day running of the Club.  Each member of the Club shall agree to abide by the Club Rule.
  2. A copy of the Constitution and of the Rules shall be displayed in the clubhouse and be available for all members to view. ·

       

Financial and Accounts

  1. The Treasurer will prepare annual accounts for the year ended 31 August each year. Two members of the Club, not being on the Committee, or a Certified or Chartered Accountant shall be appointed at the AGM to audit the Club accounts for the ensuing year.
  2. The accounts to the previous 31 August will be presented for approval at the AGM
  3. All surplus income or profits are to be reinvested in the club.  No surpluses or assets will be distributed to members or third parties.
  4. 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

     

Annual General Meeting

  1. The Annual General Meeting shall be held once a year not later than 31 March and at least 7 days’ notice shall be given to each member.
  2. Nominations for any office are to include the names of a Proposer and Seconder before or during the Annual General Meeting.
  3. 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.
  4. The retiring Chairman, or retiring Vice-Chairman, shall conduct the business at the Annual General Meeting.
  5. In order to pass any proposal, put to the meeting a percentage of 50% + 1 of the adult members present and eligible to vote is required.
  6. Voting rights at an Annual General Meeting are given to full adult members only.

Extraordinary General Meeting

  1. The Club Secretary, with the approval, or at the request, of the Committee, or by a request signed by not less than 30 full adult members (or more than one fifth of the total number of adult members if fewer), shall call on Extraordinary General Meeting of the Club, of which not less than 3 days’ notice shall be given to all members.  The business to be discussed shall be clearly stated on the request and no other business shall be discussed or transacted.
  2. Voting rights at an Extraordinary General Meeting are given to full adult members only.

      

Membership

  1. The membership year runs from 1st April to end of March.
  2. Membership of the club shall be open to anyone interested in the sport of lawn tennis, on application, regardless of sex, age, disability, ethnicity, nationality, sexual orientation, religion or other beliefs.  However, limitation of membership according to the availability of facilities is allowable on a non-discriminatory basis.
  3. All persons wishing to become members of the Club shall submit an application form to the Membership Secretary.  An interval of at least 48 hours shall elapse before the membership application is accepted and  the privileges of membership are recognised
  4. The Club may have different classes of membership and subscription on a non-discriminatory and fair basis. 
  5. Classes 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 , or one or two grandparents and their joint grandchildren).
  • Individual adult (age 18 and over on 1st April).
  • Couples (age 18 and over on 1st April).
  • Intermediate (Age 10 to 18 on 1st April and full-time students).
  • Junior (under 10 on 1st April)
  • Country Member (people who live 25 miles or further from the club pavilion).
  • Life membership may be agreed by majority vote of the Annual General meeting on the recommendation of the Committee.

 Subscriptions

  1. The Committee shall propose the levels of subscriptions for the following year commencing on 1 April. The Annual General Meeting will agree or otherwise set, by majority vote, these subscriptions.
  2. The Club will endeavour to keep subscriptions at levels that will not pose a significant obstacle to people participating, commensurate with maintaining a sound financial position of the Club.
  3. Entrance fees and subscriptions of new members are payable before they make use of the facilities of the Club.
  4. Proposed subscriptions shall be determined in February by the Committee, and notified to all members before the Annual General meeting.
  5. Part year rates are available for new members joining part way through the membership year, as determined by the Committee.
  6. The available payment methods will be set by the Committee.
  7. 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.
  8. Partial refunds will only be given to members who choose to leave the club in exceptional circumstances at the discretion of the Committee.
  9. 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 by the Committee.

Complaints Procedure

 

If a complaint is received from a member of this or another club or a member of the public, the complaint will be discussed by the committee in a timeous manner and the appropriate actions agreed, implemented and the decision and its reasons recorded in writing. A minimum of 2 members of the committee will be involved in this matter and the resolution reported to the rest of the committee. Confidentiality of the complainant will be respected if requested or is appropriate.

If the complaint is against a member of the club, then this may be taken into account in any decision regarding continuation or renewal of membership

Competitions

  1. 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.
  2. The Committee shall have the responsibility of recruiting members of the Club to represent it as team members t in any form or competition.
  3. The Committee shall organise internal club competitions provided a sufficient number of members are entered for any such competition.

 

Policies

The Committee will determine a number of important Policies (the "Policies").

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
  • Risk assessment
  • Privacy
  • Data protection
  • Complaints
  • Serving of alcohol

 

Right to Play

  1. Current, registered and paid members are able to play on the courts
  2. The following may also play on the courts
  • Guests playing with a member of the Club (this includes guests on social tennis evenings) where appropriate visitor fee has been paid
  • Potential members on a trial under supervision of an adult club member
  • Competitors playing in LTA registered events
  • Competitors from other clubs playing in league matches against Keyworth Tennis Club
  • People attending coaching sessions.
  • Others at the discretion of the Committee (including but not limited to participants under LTA Places to Play, schools, parties, Family days and Open days)

 

 

 

Coaching

Paid coaches must be LTA accredited and have been checked with the Disclosure and Barring Service (DBS). Such coaches will be treated as paid up adult members on the approval of the Committee.

Use of the Facilities

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

 

Last updated 19 March 2024