EGC Members' Rules

ETCHINGHILL GOLF CLUB RULES

1. NAME

The Club shall be called ETCHINGHILL GOLF CLUB ("the Club")

2. TRUSTEES

The CHAIRMAN, TREASURER & SECRETARY for the time being shall be the Trustees of the Club in whom the property of the Club shall be vested.

3. OBJECTS OF THE CLUB

To promote and foster the game of golf at Etchinghill the proprietors of which are The Etchinghill Golf Trust and to provide and arrange all such social and golfing activities as may be thought necessary.

4. MEMBERSHIP OF THE CLUB

The club shall consist of the following classes of membership:-

a) Full Members - Persons who have paid the annual fee and have been accepted as a member.

b) Juniors - Persons under 19 years of age who have been accepted as a member on terms at the discretion of The Etchinghill Golf Trust.

lf The Etchinghill Golf Trust suspend, cancel or do not renew the membership of any member of The Etchinghill Golf Trust then the member's membership of the Club shall automatically cease.

5. MEMBERSHIP OF GOLFING BODIES

The Club will obtain and maintain membership of the following golfing bodies:-

KENT COUNTY GOLF UNION

ENGLISH GOLF UNION

LADIES GOLF UNION
ENGLISH WOMEN’S GOLF ASSOCIATION
KENT COUNTY LADIES GOLF ASSOCIATION

And any other such bodies that represent golfers as may be deemed necessary to promote the interests of the Club and its members.

6. THE GAME

The Game of Golf at the Club must be played strictly in accordance with the Rules of Golf as laid down by the Royal and Ancient Golf club of St Andrews, Scotland and the Rules of Etiquette, except in so far as they may be modified by the local rules and bye-laws of the Club. The Club will comply with the Council of National Golf Union's Regulations and Rules of the SSS & Handicapping Scheme (and any conditions imposed within the scheme by the English Golf Union).

7. PRINCIPAL OFFICERS

The principal officers of the Club are:-

CHAIRMAN OF THE CLUB'S COMMITTEE
SECRETARY
TREASURER
CLUB CAPTAIN
LADIES CAPTAIN
SENIORS (FOXTROTTERS) CAPTAIN

8. ORDINARY COMMITTEE MEMBERS

Three committee members shall be elected at the AGM.

9. THE CLUB'S COMMITTEE ("The Committee")

a) The Committee shall consist of the Principal Officers, three Vice-Captains, the Charities Officer, the Fixtures Secretary together with the three elected ordinary members of the Club.

b) At every meeting of the Committee the Chairman shall preside, or, in his absence, another member of the Committee, chosen by Committee members, shall preside.

c) Decisions shall be made by a majority vote of those members attending and in the case of an equality of votes, the Chairman shall have a casting and second vote.

d) The Proprietors and the Chief Executive of THE ETCHINGHILL GOLF TRUST shall be ex-officio members but shall not be entitled to vote.

e) The Committee may appoint such sub-committees and make bye-laws as it deems appropriate.

10. THE CAPTAINS

(a) The Club Captain/Vice-Captain, Ladies Captain/Vice-Captain, Seniors( Foxtrotters) Captain/Vice-Captain and the Juniors Captain/Vice-Captain shall be elected by the members of the Club at its Annual General Meeting and shall hold office for one year from the 1st January in each year. They must be card-holding Members of The Etchinghill Golf Trust at Etchinghill and be members of the Club.

(b) Procedure for filling vacancies. In the event of any of the above positions remaining unfilled after the A.G.M, an E.G.M shall be held as soon as circumstances permit to fill any vacancy.

(c) The Club Captain is the principal officer and the other captains should consult with him on the administration of their own sections. Each captain may call upon any member/members to assist them with their duties.

11. THE SECRETARY

The Secretary shall:-
a) Have the custody of all documents belonging to the Club.

b) Keep full and correct minutes of committee meetings and general meetings of the Club.

c) Administer the day to day affairs of the Club.

d) Keep an up-to-date Register of all members but may appoint another member for this purpose. Members must notify the Secretary or his appointee immediately of any change of address or other particulars necessary to keep the register up-to-date.

12. THE TREASURER

a) The Treasurer must keep the accounts of the Club and must make up the annual statement of accounts and balance sheet of the Club to 3lst December in each year.

b) The accounts and balance sheet must be made available for inspection by all members after the audit.

c) The treasurer will, after consultation with and agreement by, the committee set the annual subscription to the Club for approval by members at the AGM.

13. a) The Club will pay the Etchinghill Trust membership fees of the following:
Club Captain
Ladies Captain
Seniors Captain (5 days only)
Junior Captain
The Secretary
The Treasurer
Should any person hold more than one of the above posts both membership payments will be made.
b) The Club will pay honoraria to the following:
The Chairman
The Fixture Secretary
Other members who have been of service to the Club during the year.
All honoraria for the year will be agreed by the committee before it retires.

14. ANNUAL GENERAL MEETING

The Annual General Meeting of the Club will be held in November each year at a time and place determined by the committee. At each Annual General Meeting:

a) The Chairman of the Committee or if unavailable another member of the Committee shall preside.

b) Resolutions or motions shall be passed by a majority vote of those members attending but in the case of equality votes, the chairman shall have a second or casting vote.

c) The accounts for the previous financial year ending 31st December must be presented by the treasurer and approved.

d) The Principal Officers, the three ordinary Committee members, the Junior Captain and Vice Captains must be elected.

e) Any resolution by a member or other business of which notice has been communicated to the Secretary and include in the notice of the meeting issued by the Secretary shall be voted on or discussed as the case may be.

f) Reports shall be made by the Principal Officers.

g) The annual subscription to the Club shall be approved.

h) To elect from time to time an Honorary President and Honorary Life Vice Presidents.

15. AUDITORS

The Committee shall engage a qualified accountant to audit the annual accounts.

16. EXTRAORDINARY GENERAL MEETING

a) The Committee may convene an EGM at any time on 21 days’ notice and must be convened by the Committee within 14 days of a requisition of at least 20 members of the Club given to the Secretary.

b) A requisition must state the purpose for which the meeting is called.

17. ELECTIONS TO THE COMMITTEE

a) The three ordinary members of the Club shall hold office for one year when they shall retire. No member, other than the Secretary or Treasurer, may serve for more than three years consecutively.

b) The Chairman shall be elected annually at the AGM but may not serve for more than 3 consecutive years unless the members at an AGM resolve otherwise.

c) Any two members of the Club may, with the consent of the nominee, nominate a member to be a Principal Officer, a Vice Captain or ordinary member of the Committee.

d) The name of each member, nominated as above, must be sent to the Secretary, in writing, on a proposal form available from reception signed by the proposer and seconder and the member nominated, at least 21 days before the AGM or if appropriate an EGM.

e) A list of candidates for election( in alphabetical order and indicating retiring members) shall be posted in the Clubhouse not less than 14 days before the Annual General Meeting.

f) lf more than three members are nominated for election as ordinary members of the Committee, a ballot shall be held at the Annual General Meeting. Each member taking part in the ballot must vote for not more than three candidates; failure to do this will render the ballot paper invalid. lf fewer than three candidates are nominated for election, the members nominated shall be automatically elected and at the first meeting of the Committee members shall be co-opted to fill any vacancy.

g) Any member, who without leave of absence or reasonable excuse, fails to attend three consecutive meetings of the Committee, shall, unless the Committee decide otherwise, cease to be a member of the said Committee and the remaining members may co-opt another member of the Club to fill his/her place.

18. DUTIES OF THE COMMITTEE

a) To conduct the affairs of the Club on behalf of the members.

b) To administer the disciplinary Rules of the Club.

c) To set competition fees and other charges.

19. EXPENDITURE

No member of the Club, including Club officers, may commit the Club to any expenditure unless the expenditure is authorised beforehand by the Committee.

20. ELECTION OF MEMBERS OF THE CLUB

a) A candidate for membership to the Club must be a cardholding member of The Etchinghill Golf Trust at Etchinghill.

b) A candidate for membership shall apply to the Committee to join and shall provide such references as the Committee shall deem appropriate.

c) The Committee reserves the right to reject an application from any person to join the Club.

21. FEES

The Etchinghill Golf Trust is responsible for charging members for the use of the course and its facilities.

Annual Club subscriptions are payable by the 1st January each year. No member whose annual club subscription is in arrears shall be entitled to vote at any meeting or play in any Club competition and his membership will automatically lapse. Late payment will be subject to a surcharge fixed by the Committee. No member will be entitled to a refund of payment of any part of the annual Club subscription if the member resigns or is expelled or if his membership is suspended.

22. COMPLAINTS

All complaints or grievances must, in the first instance, be made in writing to the Secretary, who, if he is unable to resolve the complaint or grievance satisfactorily, shall submit the same to the committee whose decision is final.

23. DISCIPLINARY RULES

a) The Committee shall duly exercise the disciplinary powers delegated to them under the English Golf Union Constitution.

b) The Committee (at a meeting at which the Chairman and at least three other members are present) shall have the power to suspend the membership or expel a member if in the opinion of the committee the conduct of such member shall be injurious to the interests of the Club. Before a membership is suspended or a member is expelled the Secretary must give the member 14 days written notice to attend a meeting of the Committee and must inform the member of the complaint.

c) No member may be expelled or have his membership suspended unless:-

i) The member is given an opportunity of appearing before the Committee and answering the complaint, and

ii) At least two thirds of the Committee present vote in favour of his suspension or expulsion.

24. NOTICE OF MEETINGS

a) Notice of Committee and General Meetings of the Club shall be posted on the general club notice board within the clubhouse. At least 14 days’ notice must be given of any General Meeting of the Club and the notice shall specify the business to be transacted and the day, time and place it will be held.

b) No business other than that of which notice has been given may be brought forward at a General Meeting of the Club.

25. ALTERATION TO RULES

The rules may be added to, repealed or amended by a resolution passed at a General Meeting of the Club by a majority of members voting on it. Every member shall be bound by and submit to the Rules and Bye-laws of the Club and The Etchinghill Golf Trust as prescribed from time to time.

26. DRESS REGULATIONS

a) Clean, smart casual or formal clothing must be worn in the clubhouse and on the course. No player may discard their shirt whilst on the course. Jeans, dirty or torn trousers, singlets and beachwear are not considered to be smart casual clothing and are therefore not permitted in the clubhouse or on the course.

b) In the Summer months tailored shorts with socks may be worn by members.

c) Approved golf footwear must be worn on the course at all times.

27. CODE OF BEHAVIOUR

Members are required to maintain a proper standard of behaviour and play on the golf course. In particular, leaving litter or damage to the course or equipment and slow play will be disciplinary offences. The Etchinghill Golf Trust's staff are authorized to approach members to warn them of any breach and, in appropriate cases, to require them to stop play and to report the behaviour to the Secretary.

28. TEE BOOKING TIMES

Booking procedures are controlled by The Etchinghill Golf Trust.

29. QUORUMS

a) The quorum at a Committee meeting shall be seven.

b) The quorum at General Meetings shall be twenty.

30. TERMINATION OF THE CLUB

The Etchinghill Golf Trust have the right to terminate the operation of the Club at Etchinghill on giving members six months’ notice.

31 INTERPRETATION

a) The headings to these rules are for ease of reference only and are not to be taken into account in their interpretation.

b) Where appropriate the singular shall indicate the plural and the masculine the feminine.

These Rules signed and dated on:-

PRESIDENT
CHAIRMAN
SECRETARY
TREASURER

Amended AGM 2023