Lilleshall Village Tennis Club

LILLESHALL VILLAGE TENNIS CLUB

CONSTITUTION

Section A: Name and Objectives

A.1 The name of the Club shall be ‘Lilleshall Village Tennis Club’.

A.2 The Club shall be affiliated and registered to The Lawn Tennis Association and to Tennis Shropshire. The Club shall abide by the Rules and Regulations of these Associations and by the Rules and Laws of Lawn Tennis.

A.3 The Club is constituted as a non-profit making Club.

A.4 The aims of the Club are:-

(a) to offer facilities for tennis and to promote the sport, including social and competitive tennis for adults and juniors,
(b) to offer tennis coaching for adults and juniors,
(c) to promote health and fitness to residents of the local community and surrounding area,
(d) to ensure a duty of care to all members.

Section B: Membership

B.1 There shall be the following classes of membership. All, with the exception of Junior and Social Members, are eligible to vote (with one vote) at all General Meetings of the Club. The membership year commences on April 1st and ages are taken at that date.

(a)    Adult – anyone who has attained the age of 25 years, 
(b)    Young Adult – anyone who has attained the age of 18 years but is not yet 25, 
(c)    Junior – anyone who has not attained the age of 18 years,
(d)    Family – one/two parents and one or more juniors,
(e)    Rusty Racquet – an Adult or Young Adult who attends only the Wednesday morning Rusty Racquet sessions,
(f)    Social - anyone who wishes to join the Club without wanting to play tennis,
(g)    Honorary/Life.

B.2 All Members, apart from Social Members, shall pay Affiliation Fees to Tennis Shropshire and the Lawn Tennis Association.

B.3 Membership of the Club shall be open to anyone interested in the sport of tennis. No one shall be denied membership of the Club on the grounds of race, ethnic origin, colour, age, disability, sex, occupation, sexual orientation, religion, nationality, political or other beliefs.

B.4 The Membership Fee for each category of membership shall be proposed by the Committee to the members at least three weeks before the Annual General Meeting in each year. Any proposed changes can only be approved by a majority of those members who are present at the AGM and who are entitled to vote. If the proposed fees are approved they shall become effective from the beginning of the next Membership Year.

B.5 Every member shall provide the Secretary with up-to-date contact details.

B.6 Membership of the Club shall be deemed as giving consent to the holding of relevant personal data as required by the Data Protection Act and the General Data Protection Regulation.

B.7 An application for new membership shall be on the form approved and supplied by the Committee. The applicant must complete all sections of the form.
The Committee will consider the application and the decision to approve it shall be by a simple majority vote. The Committee shall have the right to accept or refuse an application.

B.8 Membership Fees become due on April 1st each year and members must ensure that their fees are paid in full to the Treasurer by May 31st or by instalments within a timeframe agreed with the Treasurer. 
A new member joining the Club after August 31st of the Membership Year will be asked to pay half of the annual fee for that year and will pay that amount within one month of becoming a member or by instalments within a timeframe agreed with the Treasurer.

B.9 The Committee may cancel the membership of any member whose annual membership fee is more than one month in arrears. 

B.10 Prospective new members can be invited to attend for a maximum of three free Club Sessions before applying for membership.

B.11 Members shall agree to abide by the terms of the Club Constitution.

B.12 An adult or junior receiving coaching by the Club Coach shall be a member of the Club and shall have paid the appropriate Membership Fee.

B.13  All members of the Club who are eligible to vote at General Meetings shall be jointly and in equal proportions responsible for the financial liabilities of the Club.

B.14 Should a member leave the Club (other than for reasons of discipline) during a Membership Year the Committee shall decide whether or not to refund the whole or part of the Membership Fee. 

Section C: The Club Committee

C.1 The Officers of the Club shall be Adult Members of the Club and shall consist of the Chairman, Secretary and Treasurer. Officers shall be elected at the Annual General Meeting and shall hold office for one year. All Officers of the Club shall be eligible for re-election to the same office or another office at the end of their period of election.

C.2 The Committee shall consist of the Officers, the Club Safeguarding Officer, the President and a minimum of three Adult or Young Adult members of the Club elected at the Annual General Meeting (AGM) to hold office for a period of one year.

C.3 Candidates for election to the Committee shall be those members of the retiring Committee eligible for re-election and other members whose nominations, proposed and seconded by those members of the Club who are eligible to vote, with their consent have been received by the Secretary at least fourteen days before the date of the AGM in each year. Such nominations, together with the proposer and seconder shall be circulated to members and posted on the Club noticeboard at least seven days before the date of the AGM.

C.4 If the number of candidates for election is greater than the number of vacancies to be filled then there shall be a ballot of those members present and eligible to vote at the AGM. 

C.5 If the number of candidates for election is equal to or less than the number of vacancies then all candidates shall be deemed to be elected if the majority of those present and eligible to vote at the AGM vote in favour of such election.

C.6 In the event of a ballot at the AGM failing to determine the members of the Committee because of an equality of votes, the candidate or candidates to be elected from those having an equal number of votes shall be determined by lot.

C.7 If a vacancy should occur on the Committee during the year, the Committee may co-opt another eligible member to fill such a vacancy. Co-opted Committee Members shall be entitled to vote at Committee Meetings.

C.8 The Committee shall have the power to suspend or terminate the membership of any member who is deemed by the Committee to have been guilty of misconduct or offensive behaviour to any other member.

C.9 The Committee may appoint such sub-committees as it deems necessary and may delegate powers as it may think appropriate to the sub-committees.

C.10 The Committee may nominate for election at an AGM such Honorary/Life Members as the Committee may think fit.

C.11 The Committee shall be responsible for adopting new policies and rules which affect the organisation of the Club.

Section D: Finance

D.1 The Treasurer shall be responsible for the finances of the Club.

D.2 The financial year of the Club shall run from November 1st until the following October 31st

D.3 All Club money shall be banked in an account held in the name of the Club.

D.4 Any cheques drawn against Club funds should bear the signatures of the Treasurer and at least one other Officer of the Club.

D.5 The Committee shall manage the Club according to the Constitution and shall ensure the funds of the Club are applied solely to the Club. The Committee shall ensure that the property and funds of the Club will not be used for the benefit of members other than as permitted by the Constitution. No surpluses or assets will be given to members or third parties. Any surplus income shall be re-invested in the Club at the discretion of the Committee and not necessarily in the subsequent financial year in which any surplus has arisen.

D.6 The Committee or any person delegated by the Committee shall enter into contracts in excess of £50 only as far as authorised by the Committee. No member shall, without the authority of the Committee, borrow money or incur debts on behalf of the Club.

Section E: Committee Meetings

E.1 The Committee shall endeavour to meet at least twice during their year in office. Meetings are called by the Secretary.

E.2 Three members, including at least one Officer, shall form a quorum at a Committee Meeting.
E.3 The Junior Representative and Team Captains may be asked to attend Committee Meetings as and when required. The Junior Representative and Team Captains will not be eligible to vote at Committee Meetings.

E.4 Voting shall be by show of hands. Voting by proxy shall not be permitted. In the case of equality of votes the Chairman shall be entitled to a second and casting vote.

E.5 Any conflict of interest must be declared to the Chairman prior to the start of the meeting. The Chairman shall then determine if the member may remain at the meeting and/or vote when the item is discussed.

E.6 The Chairman will preside at Committee Meetings. If the Chairman is not present a Chair elected by those Committee Members present will assume the Chairman’s role.

Section F: Annual and Special General Meetings

F.1 An Annual General Meeting (AGM) of the Club will be held each year. The AGM shall take place either in February or March. The date and venue of the AGM shall be decided by the Committee.

F.2 The Secretary shall at least twenty eight days before the date of the AGM circulate in writing to each member notice of the AGM, Committee Nomination Forms and the business to be brought forward at the AGM.

F.3 The purpose of the AGM is:-
    (a) to present and approve the Minutes of the previous year’s AGM,    
    (b) to hear a report from the Chairman,
(c) to hear and approve reports from the Secretary and the Safeguarding Officer,
    (d) to present (by the Treasurer) and approve the annual accounts,
(e) to elect the President, Officers, Committee, Safeguarding Officer and Junior Representative,
(f) to agree the membership fees for the following year,
(g) to discuss and vote on any business that the Committee has put in the notice convening the AGM,
(h) to discuss and vote on any business given in writing by a member eligible to vote to the Secretary at least thirty five days before the date of the AGM.

F.4 Any item raised under ‘Any Other Business’ (AOB) may be discussed but shall not be voted on unless a majority of the Committee shall so agree.

F.5 The Committee may at any time, upon giving at least fourteen days notice in writing, call a Special General Meeting (SGM) of the Club for any special business. The nature of the business to be discussed shall be stated on the notice convening the meeting. Only the business stated on the notice shall be discussed.

F.6 The Committee shall call a SGM upon a written request addressed to the Secretary signed by at least five members who are eligible to vote. The Committee shall meet within seven days of the Secretary receiving the request in order to call a SGM. The Committee shall give fourteen days notice to members in writing of any such SGM. The discussion at the SGM shall be confined to the business for which the meeting was called.

F.7 Eight members who are present and eligible to vote shall form a quorum at any General Meeting of the Club.

F.8 Only those individuals who have paid their membership fee for the current year, or who have agreed membership with the Club, are eligible to propose or second motions and vote at General or Special General Meetings.

F.9 Only those members who are eligible to vote shall vote at any General Meeting. Other members may attend and speak but cannot vote.

F.10 At every General Meeting of the Club the Chairman will preside or, in the Chairman’s absence, a Chair elected by a majority of those members present who are eligible to vote.

F.11 The Secretary’s, Treasurer’s and Safeguarding Officer’s reports and all motions from the floor must have a proposer and seconder before being voted upon by those present and eligible to vote.

F.12 Voting at any General Meeting is by a show of hands and decisions are made by a simple majority. Voting by proxy shall not be permitted. In the case of an equality of votes the Chairman, or acting Chair, shall have a second, or casting, vote.

Section G: Limitations of Club Liability

G.1 Members of the Club use the Club premises and other facilities of the Club entirely at their own risk and accept that:

(a)    the Club shall not accept any liability for any damage to or loss of property belonging to      members,
(b)    the Club shall not accept any liability for personal injury arising out of the use of the Club premises and any other facilities of the Club either sustained by members or caused by the said members whether or not such damage or injury could have been attributed to or was occasioned by the neglect, default or negligence of any of them, the Officers or Committee of the Club.

G.2 Public Liability Insurance for Club Sessions and Club Matches is covered by the Lawn Tennis Association. The details are displayed on the Club noticeboard.

G.3 Any accident shall be recorded on the relevant forms located in the Club House and given to the Secretary.

Section H: Safeguarding

H.1 The Club shall adhere to the Safeguarding Policy of the Lawn Tennis Association and shall ensure that all the contents of the documentation are communicated to members and displayed within the Club premises.

H.2 Anyone involved with coaching juniors should be checked by the Disclosure and Barring Service and make themselves aware of the Child Protection documentation and Codes of Conduct.

H.3 Any suspected ‘safeguarding’ incident shall be reported to the Club Safeguarding Officer who shall then take appropriate action.

Section I: Discipline and Complaints

I.1 Harassment, bullying, abuse or victimisation of another Club member will not be tolerated. Any reports received by the Committee of such behaviour shall be investigated by the Committee in accordance with the Rules and Regulations laid down by the Lawn Tennis Association.

I.2 Complaints of any nature shall be addressed in writing to the Club Secretary, or to the Chairman in the event that the complaint shall relate to the Secretary.

I.3 The Committee shall meet to hear complaints within fourteen days of a complaint being received by the Secretary. Should the complaint involve a Committee Member then that Member shall not sit at the disciplinary hearing. The result of such a hearing shall be notified to the person who lodged the complaint and the member against whom the complaint was made within ten days of the hearing. 

I.4 There shall be the right of appeal made in writing to the Secretary, or to the Chairman in the event that the complaint related to the Secretary, to the Committee following disciplinary action being given. An Appeals Committee shall consider the appeal within fourteen days of the written appeal being received by the Secretary, or Chairman. The Appeals Committee shall consist of five adult members of the Club, selected by the Club Committee, who are not members of the Club Committee.  
 
I.5 Should any member be expelled from the Club, he/she shall not be entitled to have any part of his/her annual membership fee refunded.

Section J: Dissolution of The Club

J.1 If the Committee has made the decision to dissolve the Club a Special General Meeting shall be called. If the proposal to dissolve the Club is confirmed by a three-quarters majority of the members present who are eligible to vote, the Committee shall, on the date specified by the proposal, proceed to realise the assets held by or on behalf of the Club and discharge all debts and liabilities of the Club.

J.2 If upon the dissolution of the Club and after any debts and liabilities have been paid there remains any property whatsoever such property shall not be distributed to the members of the Club. Such property shall be given or transferred, in a manner determined by the Committee, to another tennis club, or shared between two or more tennis clubs, within the County of Shropshire.

Section K: Changes to The Constitution

The Constitution shall only be changed through agreement at an AGM or SGM. Any proposed changes shall be effected by following the procedure described in Section F.3 (g) or Section F.3 (h).

Section L: Declaration

Lilleshall Village Tennis Club hereby accepts this Constitution as a current operating procedure governing the actions of members.

Name:                Position:        Name:                Position:

Pauline Coffey                      Secretary                      Jilly Broadbent                        Chairman

Signed:            Date:            Signed:            Date: 

                                               17 March 2020                                                            17 March 2020