Constitution continued
FINANCE
All monies raised by or on behalf of the Club shall be applied to further the Objectives of the Club and for no other purpose.
The Treasurer shall be responsible for maintaining suitable financial records and for the preparation of an annual income and expenditure statement duly audited by an independent person elected at the Annual General Meeting.
The financial year shall be the 1st November to the 31st October.
All monies payable to the Club shall be received by the Treasurer.
The funds of the Club shall be lodged at banks or building societies in accounts in the name of the Club and all cheques, drafts etc. drawn on these accounts shall be signed by any two from the Chairperson, Secretary or Treasurer.
The Treasurer shall have the authority to access on-line banking for the benefit of the Club.
The Committee shall have the power to authorise the payment of remuneration and expenses to any officer, member of the Committee, Member and any other person(s) for services rendered to the Club.
The Committee shall ensure, as far as possible, that a contingency fund be maintained for future court maintenance and the level of funding be discussed at each Annual General Meeting as an agenda item.
INSURANCE
The Committee shall effect suitable third party and public liability insurance cover.
Members are responsible for effecting their own personal accident insurance cover.
ANNUAL AND EXTRAORDINARY GENERAL MEETINGS
An Annual General Meeting of the Club shall be held every year during November when the annual report of the Committee and audited statement of accounts up to the end of the financial year shall be presented.
Not less than fourteen days notice of the date of the Annual General Meeting shall be given to all eligible Members by the Secretary.
Notice of any motion proposed to be moved at the Annual General Meeting shall be given in writing to the Secretary by the 30th September and submitted by any two Members.
Resolutions proposed at the Annual General Meeting must be proposed and seconded by any two Members present and eligible to vote.
Among any other business, the Annual General Meeting shall:-
(a) Confirm the Minutes of the previous Annual General Meeting and of any Extraordinary General Meeting.
(b) Receive the Chairperson’s report.
(c) Receive the Captains’ reports.
(d) Receive a Junior development report.
(e) Receive an independently examined statement of accounts for the financial year and Treasurer’s report.
(f) Set Annual Subscriptions for each membership category and any other fees for the following Season.
(g) Consider and set the contingency fund for court maintenance.
(h) Resolve any motions.
(i) Elect:
President;
(j) Elect Officers:
Chairperson;
Secretary;
Treasurer.
(k) In addition to (j) above, elect a further nine Committee Members to include:
Membership Secretary
Men's Captain;
Ladies’ Captain;
A Senior Member representing the Junior Membership named the Junior Coordinator.
The quorum for general meetings shall be 10% of the total Senior membership.
Each Senior Member shall be entitled to one vote at general meetings.
A motion shall be carried by a simple majority of those present and eligible to vote, except when the motion is a Constitutional amendment which shall require a two-thirds majority of those present and eligible to vote.
The Chair shall have a casting vote in addition to a deliberate vote.
An Extraordinary General Meeting shall be called by an application in writing, stating the purpose, to the Secretary signed by not less than 10% of Senior Members, such meeting to be held within twenty-one days of the application. The Committee shall have the power to call an Extraordinary General Meeting by decision of a simple majority of the Committee.
PROPERTY
The Property of the Club, other than cash, shall be vested in the Trustees. They shall be entitled to an indemnity out of the property of the Club for all expenses and other liabilities properly incurred by them in the discharge of their duties.
Responsibility for all property owned, leased or licensed by the Club rests with the Committee.
DISCIPLINE
The Committee shall have the power to take appropriate disciplinary action against any Member and shall also have the authority to terminate the membership of any Member guilty of conduct deemed to be to the detriment of the Club.
Members who breach sections C5.4 or Rule R3 will be spoken to at the time. If they continue to deliberately offend, the matter will be reported to the Committee to consider what action to take.
The decision of the Committee shall be final in any matter under dispute and the Committee shall have power to take such disciplinary action as may be necessary.
Any action taken by the Committee is subject to the Rules of the Club and the rules of natural justice, which means, in particular, that the Member(s) must be given a chance to explain themselves at a special meeting of the Committee, of which the minimum of 14 days notice will have been given.
DISSOLUTION
A resolution to dissolve the Club shall be proposed only at an Extraordinary General Meeting and shall be passed only if carried by a majority of at least 90% of those present and eligible to vote.
In the event of the passing of the resolution to wind up the Club, the Senior Members of the Club shall appoint a representative committee which shall be empowered to distribute the assets, including cash and investments in hand.
Any property remaining after the discharge of the debts and liabilities of the Club shall be paid or distributed, at the discretion of the Trustees, for the benefit of tennis in Pembrokeshire.
REVIEW OF THE CONSTITUTION
The Constitution shall be reviewed on a five year basis.
Amendments to the Constitution shall only be agreed at an Annual General Meeting.
In the event of any question or matter arising which is not provided for in the Constitution or Rules, such matters shall be dealt with by the Committee, whose decision shall be final.