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 the 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. The Chairman of the club and each Committee member shall be elected annually at the Annual General Meeting.
  3. Nominations for Committee membership are to include the names of a Proposer and Seconder before or during the Annual General Meeting.
  4. The day-to-day business of the Club shall be transacted by the Committee.
  5. The Committee shall be responsible for the everyday purchase of materials for Club use.
  6. The Committee will take reasonable steps to ensure that the Clubhouse and Courts and the wider premises are safe and secure
  7. Not less than 3 members shall form a quorum at a Committee meeting.
  8. The Committee may fill any vacancy arising subsequent to the Annual General Meeting.
  9. The Committee may, at its discretion, appoint Sub-Committees to assist, investigate, advise or report to the main Committee on any specific projects.
  10. 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.
  11. The Committee shall have power to suspend a member until an appeal to an Annual General Meeting or Extraordinary General Meeting is made.

 

Rules

  1. The conduct of the Club and its members, guests and visitors will be undertaken in accordance with the Club Rules that are included within this Constitution as an Appendix
  2. The Committee may propose Rules for the day-to-day running of the Club
  3. The Rules may not be added to or amended except by way of majority vote at the Annual General Meeting or at an Extraordinary General Meeting called for that purpose.
  4. 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.
  5. A copy of the Constitution and 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 non-member 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 15  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 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 (by means of an email sent to every member round the club).  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 lapse before the privileges of membership are recognised
  4. 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, or non-payment of subscriptions. Appeal against refusal or removal may be made to the members.

 

  1. The Club may have different classes of membership and subscription on a non-discriminatory and fair basis. 
  2. 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 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).
  • 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 guest's Day Fee.  This fee will entitle the guest to use courts under the strict understanding that they obey Club rules.  The Day Fee must be paid before playing and is not returnable.  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 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. Subscriptions shall be determined in February by the Committee, and notified to all members at the start of March.
  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.