Club Constitution

Approved 9/10/19


The Club shall be known as Writtle Tennis Club (WTC) and shall form one of the sports sections of the Writtle Sports and Social Club (WSSC) situated in Paradise Road, Writtle, Chelmsford, Essex, CM1 3HW.

Writtle Tennis Club shall be registered and affiliated to the governing body of tennis, the Lawn Tennis Association (LTA).


The aims and objectives of Writtle Tennis Club and the committee shall be:

  • To advance the interests and development of both social and competitive tennis for all ages and abilities in the community.
  • To offer tennis coaching and competitive opportunities.
  • To provide all its services in a way that is fair to everyone.
  • To ensure a duty of care to all members of the Club.
  • To effectively manage, safely maintain and responsibly improve the facilities of the Club. 


All members shall be subject to the regulations of the Club Constitution and by joining the Club shall also accept to abide by WTC Terms and Conditions and the rules of WSSC.

Membership of WTC is open to anyone regardless of sex, age, disability, ethnicity, nationality, sexual orientation, religion or other beliefs.

Categories of membership to WTC shall include:

  • Full Adult
  • Off peak Adult
  • Senior
  • Junior
  • Family
  • Honorary

Honorary members shall be nominated by the committee and shall be ratified at the AGM.


Any amendments to membership fees are at the sole discretion of the Management Committee. A minimum of 3 months notice months’ notice shall be given to all members of any changes.

WTC membership fees may be subject to short-term special promotions or offers at the discretion of the committee.


The Club shall be managed by a committee consisting of a Chairperson, Vice-Chairperson, Secretary, Treasurer (to be known as the “Officers”), and a minimum of four other members; all of whom shall be elected annually at the AGM by the membership.

Six members, of whom two should be Officers, shall form a quorum.

At least three of the people on the committee are unrelated or non-cohabiting.

In deciding who sits on committee the skills and diversity of its members must be considered.

Committee members are subject to regular election and should serve no more than 9 years.

The committee shall enforce the club objectives, responsibilities, etiquette and discipline in accordance with LTA policies, WTC Terms and Conditions and the WSSC Constitution.

The committee shall be responsible for the disciplinary hearings of members who infringe any regulations.

The committee shall have the power to co-opt and fill any vacancy until the succeeding AGM.

The committee shall have the power to appoint advisers to the committee to fulfil its business objectives but as such they shall not be able to vote.

The committee shall have the power to borrow money, achieve funding or grants in accordance with an agreed business plan for any major development projects.

The committee may form sub-committees charged with carrying out specific duties and reporting back to the next full committee meeting for discussion or communicating by eEmail if a matter of urgency for decision.

A committee meeting which can achieve quorum shall be convened at any time by the Secretary and be no less than six times a year.

Formal minutes shall be completed of committee meetings and any decisions made recorded. Minutes shall be approved by committee to confirm accurate records. Minutes are accessible to all members.

Business conducted at a committee meeting shall be voted upon by show of hands.

No absent vote can be accepted prior to a meeting. All voters must be present.

The Chair shall have one vote. If the resultant vote is a draw the matter shall be carried forward to the next meeting for further consideration.

The Secretary shall minute the result of any vote.

Any member with a conflict of interest, either personal or business, must raise this ahead of the relevant discussion and the Chair shall manage the process how this is handled.


All Club monies shall be held in a bank account in the name of Writtle Tennis Club. Two independent signatories are required for payments.

The accounts shall be presented to the committee by the Treasurer at any convened meeting.

The account shall be conducted in accordance with the current bank mandate.

There shall be a restrictive daily online transaction limit able to be operated by the Treasurer and any other nominated committee member as agreed by the committee.

Any urgent club expense over the currently agreed value shall need authorisation of a minimum of two other committee members in addition to the Treasurer.

Any major expense shall be presented and discussed at the next committee meeting and voted upon.

The Treasurer shall have the power to authorise the payment of remuneration of expenses to any member and to any person for services rendered to the Club.

The financial year of the club shall run from 1st April until 31st March.

The accounts shall be independently reviewed or audited by a fully qualified external person prior to presentation at the AGM by the Treasurer and are made available to members to describe how money has been spent.

All surplus income shall be reinvested in the club in such a manner as deemed in bests interests of the Club and its members

Liability of any borrowed money:

  • Parish Council (Upon request and approval as guarantor)
  • WSSC (Upon request and approval as guarantor)
  • The membership


The Head Coach shall act in accordance with the signed coaching contract as agreed with the Club’s management committee.


A general meeting of the Club shall be held annually annually, and formal notice of the AGM shall be sent to all members at least 28 days prior to the meeting. No period greater than 15 months shall elapse between one AGM and the next.

The notice shall invite nominations for Officers and committee members and any rule or Constitution changes. All such nominations shall have a proposer and seconder and be lodged with the Secretary at least 7 days before meeting.

The Constitution shall only be changed through agreement by the voting process of an AGM or EGM.

If neither of the Chair or Vice-Chair can be present, the meeting shall appoint its own Chair from the committee in attendance.

The AGM agenda shall:

  • Approve the minutes of the previous year’s AGM.
  • Receive a report from the Chair.
  • Receive a report from the Treasurer and approve the annual accounts.
  • Receive a report from the Head Coach.
  • Receive reports from the Club Captain (or from individual team captains).
  • Review and consider any amendments to T&C, regulations and adopt the Constitution for the forthcoming year.
  • Elect Officers and committee for the following year.

Every election and topic of business at the AGM shall be decided by a majority vote recorded by show of hands.

A quorum for the purpose of an AGM shall be 12 persons entitled to vote.

To be eligible to vote an individual must be a paying member of the Club not less than 18 years old or, alternatively, they must be an honorary member.

No absent vote can be accepted prior to a meeting. All voters must be present.

The vote is directed by the Chair. In the event of equality of vote amongst members, the Chair’s vote shall be the casting one.

The Secretary shall minute the result of any vote.


An Extraordinary General Meeting shall be called by an application in writing to the Secretary supported by at least 10% of the members of the Club.

The committee shall also have the power to call an EGM by decision of a majority of the committee members.

An EGM shall be convened by the Secretary within 14 days of any request and giving 28 days notice days’ notice to full membership.

Every such meeting shall specify the business for which it has been convened and no other business shall be transacted at such meeting.

A quorum for the purpose of EGM shall be 12 persons entitled to vote.

Voting procedures for an EGM shall be the same as for the AGM.


A resolution to dissolve the Club can only be passed at an AGM or EGM.

A dissolution shall take effect from the date of the resolution and the Management Committee shall be responsible for the winding-up of the assets and liabilities of the Club.

In the event of the Club being wound up only those who have been in full membership of the Club for the previous five years are entitled to participate in the realised assets


Writtle Tennis Club hereby adopts and accepts this constitution as a current operating guide regulating the actions of members.