Club Rules

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CROSSHILL TENNIS CLUB
Club Rules 2009

UNINCORPORATED PRIVATE MEMBERS' CLUB

 

1. Name

2. Definitions

3. Objects

4. Application of Surplus Funds

5. Membership

6. Resignation

7. Expulsion

8. Effect of Resignation or Expulsion

9. The Management Committee

10. Proceedings of the Management Committee

11. Annual general meeting  2

12. Extraordinary general meetings

13. Procedures at the annual and extraordinary general meeting

14. Guests

15. Alteration of the rules

16. Regulations and Standing Orders

17. Finance

18. Borrowing

19. Property

 

1. Name

The Club, established in 2003, is called Crosshill Tennis Club ("the Club").

2. Definitions

2.1 The "Chairman" means the person elected from time to time to be the chairman of the Club in accordance with Rule 9;

The "CLTA" means Lancashire County Lawn Tennis Association;

The "Honorary Secretary" means the person elected from time to time to be the honorary secretary of the Club in accordance with Rule 9;

The "Honorary Treasurer" means the person elected from time to time to be the honorary treasurer of the Club in accordance with Rule 9;

The "LTA" means The Lawn Tennis Association (the governing body of lawn tennis within Great Britain, the Channel Islands and Isle of Man) of the Queen's Club, West Kensington, London W14 9EG;

The "Officers" means Chairman, Vice Chairman, Hon. Secretary, Hon. Treasurer

The "Management Committee" means the committee appointed under Rule 9 to manage the Club;

The "Members" means the members of the Club admitted from time to time to membership of the Club in accordance with Rule 5;

The "President" means the person elected from time to time to be the president of the Club in accordance with Rule 9;

The "Trustees" means the persons appointed from time to time to be the trustees of the Club in accordance with Rule 10.6.

2.2 Words denoting the singular number include the plural number and vice versa; words denoting the masculine gender include the feminine gender; [and words denoting persons include bodies corporate (however incorporated) and unincorporated, including unincorporated associations of persons and partnerships].

3. Objects

3.1 The objects of the Club are:

(a) Principally to provide facilities for lawn tennis and generally to promote,

encourage and facilitate the playing of lawn tennis in the area of Blackburn

and amongst the community.

(b) to provide and maintain the Club premises at Crosshill Road, Blackburn, and club owned tennis equipment for use of it's members.

(c) to provide other ordinary benefits of an amateur sports club as set out in Schedule 18 of the Finance Act 2002 including without limitation provision of suitably qualified coaches, coaching courses, insurance, medical treatment, and post match refreshments.

(d) to sell or supply food or drink as a social adjunct to the sporting purposes of the Club.

(e) to affiliate to the CLTA (and by doing so affiliate to the LTA) and to comply with and uphold the Rules and Regulations of the CLTA and the LTA as amended from time to time and the rules and regulations of any body to which the LTA is affiliated;

(f) to acquire, establish, own, operate and turn to account in any way the tennis

court facilities of the Club together with buildings and easements, fixtures and

fittings and accessories as shall be thought advisable.

(g)  to make rules, regulations, bye-laws and standing orders concerning the

operation of the Club including without limitation regulations concerning

disciplinary procedures that may be taken against the Members;

(h)  to discipline the Members where permitted by its Rules/Regulations and to refer its Members to be disciplined by the LTA or the CLTA (as appropriate) where so required by the Rules and Regulations of the LTA) or the CLTA (as the case may be);

(i)  to do all such other things as the Management Committee thinks fit to further the interests of the Club or to be incidental or conducive to the attainment of all or any of the objects stated in this Rule 3.

4. Application of Surplus Funds

4.1  The Club is a non-profit making organisation.  All surpluses will be used to maintain or improve the Club's facilities and in furtherance of the Club's objects.  No surplus will be distributed other than to another community amateur sports club for lawn tennis, to the LTA for use in community related lawn tennis initiatives, or to a charitable organisation, on winding-up or dissolution of the Club.

 

4.2  Nothing in Clause 4.1 shall prevent the Club from entering an agreement with a member for the supply by him to the Club of goods or services or for his employment by the Club, provided that such arrangements are approved by the Management Committee (without the member being present) and are agreed with the member on an arm's length basis.

5. Membership

5.1 Eligibility for membership

5.1.1 Persons of either sex are eligible for full membership of the Club provided they are at least 18 years old. No person shall be denied membership of the Club on the grounds of race, ethnic origin, creed, colour, sex, occupation, religion or political persuasion.

 

5.1.2 Persons below the age of 18 may be elected as Junior Members without the right to hold office or vote at general meetings.

 

5.2  Admission of Members

Any person who wishes to become a Member must submit an application in such form as the Management Committee shall decide. Every candidate for membership shall be considered by an officer of the club who shall admit that candidate to membership of the Club unless to do so would be contrary to the best interests of the sport or the good conduct and interests of the Club which shall, in its absolute discretion, decide whether to admit that candidate as a Member.

 

5.3  Classes of Members

There shall be the following classes of members for the Club:

 

Full Member (comprising concessionary and adult members categories)

Associate

Junior Member (comprising under 18, under 16 and under 13 categories)

 

Only Full Members shall be entitled to receive notice of, attend and vote at general meetings.  The other Members shall be entitled to all the other privileges of membership other than the right to receive notice of, attend and vote at general meetings.

 

5.4 Subscriptions

 

5.4.1 The annual subscription for each category of Member shall be determined from time to time by the Management Committee provided that the Management Committee shall use its best endeavours to ensure that the fees set by it do not preclude membership of the Club.

 

5.4.2  The Members shall pay the annual subscription fees set by the Management Committee.

 

5.4.3 No candidate who has been elected a Member shall be entitled to the privileges of membership until the first annual subscription has been paid.

 

5.4.4  Any Member whose subscription is not paid by 31st May shall be deemed to have resigned his membership of the Club.

6. Resignation

 

A Member may withdraw from membership of the Club on one week's clear notice to the Club.  Membership shall not be transferable in any event and shall cease immediately on death or dissolution or on the failure of the Member to comply or to continue to comply with any condition of membership set out in these Rules.

7. Expulsion

 

7.1 The Management Committee shall have power to expel a Member when, in its opinion, it would not be in the interests of the Club for him to remain a Member.

 

7.2 A Member shall not be expelled unless he is given 7 days' written notice of the meeting of the Management Committee at which his expulsion shall be considered and written details of the complaint made against him.

 

7.3 The Member shall be given an opportunity to make written representations and/or to appear before the Management Committee and at any such meeting to answer complaints made against him and to cross-examine any witnesses and must not be expelled unless at least two-thirds of the Management Committee then present vote in favour of his expulsion.

 

7.4 The Management Committee may exclude the Member from the Club's premises until the meeting considering his expulsion has been held.  For the avoidance of doubt, the member shall be entitled to attend that meeting for the purpose of making his representations.

8. Effect of Resignation or Expulsion

Any person ceasing to be a Member forfeits all right to and claim upon the Club, its property and its funds and he has no right to the return of any part of his subscription.

9. The Management Committee

 

9.1 The Club shall be managed by a Management Committee consisting of:

(a)  the Chair

  • (b) the Vice-Chair

(c)  the Honorary Secretary;

(d)  the Honorary Treasurer;

(e)  no more than ten other Members elected annually at the annual general meeting.

 

9.2 The Honorary Secretary shall display on the club notice board each year a nomination form for the election of officers and other members of the Management Committee in the place of those retiring.  Those persons proposed to be nominated as officers and other members of the Management Committee to fill any vacancies that have arisen must be nominated by any two Full Members on the form prescribed by the Management Committee by such date as the Management Committee shall prescribe each year.

 

9.3  Any person nominated as a member of the Management Committee must be a Full Member.

 

9.4 If there is only one candidate nominated to fill any particular vacancy, that candidate shall be declared elected unopposed for that particular vacancy at the next annual general meeting.  If there is more than one candidate for any particular vacancy there shall be an election at the annual general meeting for that position.  In the event of a tie, the candidate to be elected shall (unless the candidates otherwise agree) be determined by lot.

 

9.5 The Management Committee shall be elected at the annual general meeting in each year, and subject to termination of office by resignation, removal or otherwise, the members remain in office until they or their successors are re-elected or elected (as the case may be) at the annual general meeting following their re-election or election (as the case may be).

 

9.6  In addition to the members elected or appointed in accordance with this Rule 9, the Management Committee may co-opt up to three further persons who shall serve until the next annual general meeting. Co-opted persons shall be entitled to vote at the meetings of the Management Committee.

 

9.7 The Management Committee may appoint any Member to fill any casual vacancy on the Management Committee until the next annual general meeting when that person shall retire but shall be eligible for re-election.

 

9.8  Retiring members of the Management Committee may be re-elected.

 

9.9  A member of the Management Committee shall be deemed to have vacated office if:

(a)  he becomes bankrupt or makes any arrangement or composition with his creditors generally; or

(b)  he is, or may be, suffering from mental disorder; or

(c)  he resigns his office by notice to the Club; or

(d)  he shall without sufficient reason for more than three consecutive meetings of the Management Committee have been absent without permission of the Management Committee and the Management Committee resolves that his office be vacated; or

(e)  he is suspended from holding office or from taking part in any activity relating to the administration or management of the Club by a decision of the CLTA or the LTA; or

(f)  he is requested to resign by not less than two-thirds of the other Management Committee members acting together.

10. Proceedings of the Management Committee

10.1 Management Committee meetings shall be held as often as the Management Committee thinks fit provided that there shall not be less than three meetings each year. The quorum for such meetings shall be five. The Chairman and the Honorary Secretary shall have discretion to call emergency meetings of the Management Committee if they consider it to be in the interests of the Club. The Honorary Secretary shall give all the members of the Management Committee not less than seven days' notice of a meeting.

 

10.2  The Chairman shall be the chairman of the Management Committee. Unless he is unwilling to do so, the Chairman shall preside at every meeting of the Management Committee at which he is present.  But if there is no person holding that office, or if the Chairman is unwilling to preside or is not present within ten minutes after the time appointed for the meeting, the Vice-Chairman shall preside.  If there is noVice-Chairman or if he is unwilling to preside, of if he is not present within ten minutes after the time appointed for the meeting, the members of the Management Committee present may appoint one of their number to be chairman of the meeting.

 

10.3  Decisions of the Management Committee shall be made by a simple majority and in the event of an equality of votes the Chairman or the acting chairman of that meeting shall have a casting or additional vote.

 

10.4  The Management Committee may appoint such sub-committees as it considers necessary and may delegate to them such of the powers and duties of the Management Committee as the Management Committee may determine. All sub-committees shall periodically report their proceedings to the Management Committee and shall conduct their business in accordance with the directions of the Management Committee. At least one member of any sub-committee shall be a member of the Management Committee. Should none of the Management Committee members of a sub-committee be able to attend a Management Committee meeting, the sub-committee will nominate one of its members to represent it at the Management Committee meeting; this member shall have full Management Committee voting rights for the duration of that meeting.

 

10.5  The Management Committee shall be responsible for the management of the Club and shall have the sole right of appointing and determining the terms and conditions of service of employees of the Club.  The Management Committee shall have power to enter into contracts for the purposes of the Club on behalf of all the Members.

 

10.6.1  The Trustees of the Club shall be appointed from time to time as necessary by the Club in general meeting from among the Members who are willing to be so appointed.  A Trustee shall hold office during his life, or until he shall resign by notice in writing given to the Management Committee or until a resolution removing him from office shall be passed at a general meeting by a majority comprising two-thirds of the Members present and voting.

 

10.6.2  All property of the Club including land and investments, shall be held by the Trustees for the time being, in their own names so far as necessary and practicable, for the use and benefit of the Club. On the death, resignation or removal from office of a Trustee the Management Committee shall take steps to procure the appointment by the Club in general meeting of a new Trustee in his place; and shall as soon as possible thereafter take lawful and practicable steps to procure the vesting of all Club property into names of the Trustees as constituted after the said appointment. The Trustees shall in all respects act, in regard to any property of the Club held by them, in accordance with the directions of the Management Committee; and shall have power to sell, lease, mortgage or pledge any Club property for the purpose of raising or borrowing money for the benefit of the Club in compliance with the Management Committee's directions.  But no purchaser, lessee or mortgagee shall be concerned to enquire whether any such direction has been given.

 

10.7  The number of Trustees shall not be more than five or less than two.

 

10.8  The members of the Management Committee shall be entitled to an indemnity out of the assets of the Club for all expenses and other liabilities properly incurred by them in the management of the affairs of the Club.

11. Annual general meeting

11.1  The annual general meeting of the Club shall be held at such time as the Management Committee shall decide each year to transact the following business:

(a)  to receive the Chairman's report of the activities of the Club during the previous year;

(b)  to receive and consider the accounts of the Club for the previous year, the auditor's report on the accounts if auditors are appointed and the Honorary Treasurer's report as to the financial position of the Club;

(c)  to remove and elect the auditor or confirm that he remain in office;

(d)  to elect the Officers and other members of the Management Committee;

(e)  to decide on any resolution which may be duly submitted in accordance with Rule 11.2 below;

(f) to deal with any special matters which the Management Committee desires to bring before the membership.

 

11.2 Notice of any resolution proposed to be moved at the annual general meeting shall be given in writing to the Honorary Secretary not less than 14 days before the meeting.

 

11.3  No period greater than fifteen months shall elapse between one annual general meeting and the next.

12. Extraordinary general meetings

An extraordinary general meeting may be called at any time by the Management Committee and shall be called within 21 days of receipt by the Honorary Secretary of a requisition in writing signed by not less than 10 Members stating the purposes for which the meeting is required and the resolutions proposed.

 

13. Procedures at the annual and extraordinary general meeting

 

13.1  The Honorary Secretary shall send to each Member at his last known address written notice of the date of the general meeting together with the resolutions to be proposed at least 14 days before the meeting.

 

13.2  The quorum for the annual and extraordinary general meetings shall be 8 Full Members or one-tenth of the membership of the Club (whichever is the greater number).

 

13.3  The Chairman shall preside at all meetings of the Club but if he is not present within 15 minutes after the time appointed for the meeting or has signified his inability to be present at the meeting, the Members present and entitled to vote may choose one of the other members of the Management Committee present to preside and if no other member of the Management Committee is present or willing to preside the Members present and entitled to vote may choose one of their number to be chairman of the meeting.

 

13.4  Each Full Member present shall have one vote and resolutions shall be passed by a simple majority of those Members present and voting.  In the event of an equality of votes the chairman of the meeting shall have a casting or additional vote

 

13.5  The Honorary Secretary, or in his absence a member of the Management Committee, shall take minutes at annual and extraordinary general meetings.

 

13.6  Any Member not being an individual may by resolution of its board of management authorise such person as it thinks fit to act as its representative at general meetings.  A person so authorised is entitled to exercise the same powers on behalf of the Member as that Member could exercise as if it was an individual Member.

 

13.7  There shall be no right for a Member to vote by proxy.

14. Guests

14.1  Any Member may introduce guests to the Club, provided that no one whose application for membership has been declined or who has been expelled from the Club may be introduced as a guest.

 

14.2  The Member introducing a guest must enter the name and address of the guest together with his own name in a book which must be kept on the Club's premises.

 

14.3  No one may be admitted as a guest on more than six occasions in any calendar year.

15. Alteration of the rules

15.1  These Rules may be altered by resolution at an annual or extraordinary general meeting provided that the resolution shall not be passed unless carried by a majority of at least two-thirds of the Members present and voting at the general meeting, the notice of which contains particulars of the proposed alteration or addition.

16. Regulations and Standing Orders

The Management Committee shall have power to make, repeal and amend such regulations and standing orders as it may from time to time consider necessary for the wellbeing of the Club.  Such regulations and standing orders and any repeals or amendments to them shall have effect until set aside by the Management Committee.

17. Finance

17.1  All moneys payable to the Club shall be received by the person authorised by the Management Committee to receive such moneys and shall be deposited in a bank account in the name of the Club.  No sum shall be drawn from that account except by cheque signed by one of the three signatories who shall be the Chairman, Honorary Secretary and Honorary Treasurer.  Any moneys not required for immediate use may be invested as the Management Committee in its discretion thinks fit.

 

17.2  Subject to Rule 20.3, the income and property of the Club shall be applied only in furtherance of the objects of the Club and no part thereof shall be paid by way of bonus, dividend or profit to any Member.

 

17.3  The Management Committee shall have power to authorise the payment of remuneration and expenses to any officer, member of the Management Committee, Member or employee of the Club and to any other person or persons for services rendered to the Club.

 

17.4  The financial transactions of the Club shall be recorded in such manner as the Management Committee thinks fit by the Honorary Treasurer.

 

17.5  Full accounts of the financial affairs of the Club shall be prepared each year. These accounts shall be duly audited by the auditors if appointed.  The accounts must be made available to every Member at or before the annual general meeting.

18. Borrowing

18.1  The Management Committee may borrow a maximum total amount of £1000 on behalf of the Club for the purposes of the Club from time to time at its own discretion and with the sanction of a general meeting any further money above that sum.

 

18.2  When so borrowing the Management Committee shall have power to raise in any way any sum or sums of money and to raise and secure the repayment of any sum or sums of money in such manner and on such terms and conditions as it thinks fit, and in particular by mortgage of, or charge upon, or by the issue of debentures charged upon all or any part of the property of the Club.

 

18.3  The Management Committee shall have no power to pledge the personal liability of any Member for repayment of any sums so borrowed.

 

18.4  The Trustees shall, at the discretion of the Management Committee, make such dispositions of the Club's property or any part thereof, and enter into and execute such agreements and instruments in relation thereto, as the Management Committee may deem proper for giving security for such moneys and the interest payable thereon.

19. Property

19.1  The property of the Club, other than cash at the bank, shall be vested in the Trustees.  They shall deal with the property as directed by resolution of the Management Committee and entry in the minute book shall be conclusive evidence of such a resolution.

 

19.2  The Trustees 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.

20. Dissolution

20.1  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 three-quarters of the Members present and voting.

 

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

 

20.3  Any property remaining after the discharge of the debts and liabilities of the Club shall be  paid to or distributed to the LTA for use in community related tennis initiatives, another community amateur sports club for lawn tennis or a charity.


Amended February 2009

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