Details on how you can comment on the Draft Constitution printed below will be available via the newsletter nearer the time
John O’Gaunt Club Senior Section
Constitution
Including
Eligibility for and Rules and
Responsibilities of Membership
And
Eligibility and Rules for and Responsibilities of Entering
Senior Section Competitions and Interclub Matches
Published XXXX 2021
A copy of this document is available on the Senior Section blog (jogseniors.blogspot.co.uk) and on the Senior Section notice board in the changing room foyer.
For those unable to see the document online, a limited number of printed copies can be made available on written application to the Honorary Secretary.
L.Changes to this Constitution9
N.Approval of this Document10
The purpose of the John O’Gaunt Golf Club (‘the Club’) Seniors’ Section (‘the Section’), is to arrange and encourage the play of social and competitive golf among those eligible for membership of the Section (see SectionB)
Section members are not a separate category of membership of the Club but the Club kindly supports the Section by:
Section members retain the same rights and responsibilities as any other member of the Club as defined by their Club membership category. Correspondingly members of the Section have a responsibility to ensure that their actions or words do not embarrass or cause difficulties for the Club or the Section.
The Section defines its own governance and rules provided that those do not conflict with the Club’s current governance and rules or the current Rules of Golf, bothapplicable at the time and including any changes to those which may be made from time to time. Should there be any conflict Club rules and the ‘Rules of Golf’ take precedence.
The membership and financial year of the Section shall run from 1st January to 31st December each year.
Playing Membership of the Section is available to any playing male member of the Club who will be aged 60 or more in the current calendar year, on payment of an annual subscription as set by the Committee from time-to-time.Playing members (‘members’):
The annual subscription will become due on 1st January every year. A new member joining during a year will be required to pay the full annual subscription for that year with no reduction.
Annual subscriptions must be paid before any member may vote at a General Meeting of members, enter any Section competition or be selected for any Interclub match in that year.
Courtesy Membership of the Section may be awarded by the Committee to any male playing member of the Club who would otherwise qualify for Playing Membership of the Section. No annual fee is payable by Courtesy Members of the Section but they must pay any entry fees defined in the competition rules or other event. Courtesy Members of the Section may:
Social Membership of the Section is available to any male social member of the Club who has also previously been a playing member of the Section. No annual fee is payable by Social members of the Section.
Any member may attend the Seniors’ Section Annual Dinner on payment of the fee set by the Section Committee.
A social member who changes his Club membership category back to a playing category, must pay the required annual subscription before having the rights and responsibilities of a playing member of the Section.
An Annual General Meeting (AGM) of members shall be held in February each year. Only members who have joined (or rejoined) the Section in the current year shall be eligible to stand for office and/or vote at the AGM.
On behalf of the Committee, the Hon Sec shall give notice of the AGM and issue an Agenda at least 5 weeks prior to the AGM.
AGM Quorum. For an AGM to be considered quorate The Captain or Vice Captain, 50% of the Seniors’ Section Committee and 25% of the membership must be present.
At the AGM:
The above officers, together with the Immediate Past Senior Section Captain, shall comprise the Senior Section Committee (‘the Committee’).
Should a vacancy arise on the Committee during the year, the Committee has the power to co-opt additional membersas necessary. Such co-opted members of the Committee shall retire at the next AGM but be eligible for proposal for election at that AGM.
An Extraordinary General Meeting (EGM) of members may be called by the Committee or by 5 or more voting members with at least 5 weeks’ notice.
The role of each committee officer is described below while expansion of these roles and those of any ex-officio members as may be appointed by the committee from time to time are detailed in Appendix A.
The Captain. The role of the Seniors Captain is to provide the Section’s primary contact with the Club, Club Captain, Lady Captain and Junior Section Coordinator.
The Vice Captain. The role of the Vice-Captain is to provide the Section’s primary contact with the Club Vice-Captain and Lady Vice-Captain and deputising for the Seniors’ Section Captain in his absence.
The Immediate Past Captain (IPC). The role of the IPC is to provide the Section’s primary contact with the Club IPC and is responsible for advising the Seniors’ Section committee as necessary and providing adjudication on any disciplinary matters.
The Treasurer. The role of the Treasurer is to provide the Section’s primary contact with the Club Treasurer and Accounts Assistant, and is responsible for the management and accounting of Section finances and the maintenance of a Section membership list.
The Match Secretary (Match Sec). The role of the Match Sec is to provide the Section’s primary contact with the Assistant Manager and Catering Manager for all matters concerning Senior Section inter-club matches and responsible for coordinating the actions of individual match organisers.
The Competitions Secretary (Comp Sec). The role of the Comp Sec is to provide the Section’s primary contact with the Assistant Manager and if appropriate Catering Manager for all matters concerning Senior Section Competitions and coordinating the actions of individual competition organisers.
The Honorary Secretary (Hon Sec). The role of the Hon Sec is to provide the Section’s primary contact between the Section and Club Administration on all administrative matters and coordinating the activities of the match and competitions secretaries.
Committee Meetings. The Committee shall meet as they decide. For a Section Committee meeting to be considered quorate there must be the Captain or Vice Captain and 50% of Committee members present.
The Committee is responsible for:
To meet its first objective, the Section will support the provision of casual golf for all Senior members of the Club through 18-hole and 9-hole roll-ups. These roll-ups are not a formal part of Section activities and run by a Section ex-officio Committee Member. They will make their own rules regarding format, entry fees and prizes and should be open to any playing member of the Club whether or not they are members of the Section.
Each member wishing to play in a Section Competition or Interclub Match must have a Competition Handicapindex in accordance with the World Handicap System (WHS). The member is responsible for ensuring that his own handicap is maintained and that he meets the requirements to maintain a competition handicap.
A member without an authorised handicap index who registers to play in a Section Competition will initially be added to a Reserve List. Should spaces remain after entry for the competition has closed, the member will be added to the competition but will not be eligible to win any prizes.
If the competition is a qualifying competition for handicap purposes, all cards will be submitted for possible handicap adjustment.
The Section will run a number of competitions of various formats over the year and, unless specified in the particular competition rules, entry to these will be limited to members of the Section. The list of competitions will be determined by the Committee, agreed with the Cluband published annually.
Members or their families wishing to donate a new trophy should submit their proposal to the Section Committee. The Section is limited in the number of competitions it can run by course availability and must abide by Club decisions. The Committee will look at any requests and consider them in the context of existing competitions. Any changes to the list of competitions will be published before the next AGM for consideration by members at the AGM.
The rules, including rules of entry, for each competition will be set by the Committee and published annually and again prior to entry for the competition opening.
Members may enter competitions between the opening and closing dates for the particular competition and may, if required, withdraw from a competition before the closing date without notice. Members who have signed up to a competition and need to withdraw after the closing date, must advise the Organiser or Comp Sec in writing, giving a reason for their withdrawal.
Members who require to be drawn within a limited tee-time period must notify the Comp Sec in writing on entry to the competition, but no later than the closing date for entries to that competition, and must give a reason for their request. The Comp Sec will make reasonable efforts to meet the member’s requirements. Members who abuse this facility by regularly requiring particular times and/or without reasonable excuse may be denied their request.
Members who fail to attend a competition for which they have signed up, or habitually withdraw from a competition with short notice, may be subject to disciplinary action (see J below).
Members who fail to submit a card at the conclusion of their competition round have breached a Rule of Golf and may be disqualified.
In a competition, where the stipulated round starts at other than the first hole, the holes must be played consecutively from the allotted start hole until completion of the eighteen holes. Players must ensure their card is correctly marked (Rule 6-6d). Failure to play the holes and/or record them in the correct order will result in disqualification. For the purposes of count back in such competitions the front nine will always be the front nine of the course and the back nine will always be the back nine of the course.
An Organiser may be appointed to assist with the running of any competition. The Organiser’s duties will be communicated by the Comp Sec to the person appointed for each competition.
Optionally a raffle may be held at each competition. The net proceeds from the raffle will be added to the sum raised for the Captain’s chosen charity/charities.
Members over the age of 70 who no longer play in 18-hole competitions may, by prior arrangement with the Comp Sec and agreement of the Club Golf Administrator, play a separate 9-hole competition. Where such competitions are qualifying, the members’ cards will be submitted for possible handicap adjustment.
The Section will run a number of Interclub matches over the year and entry to the teams for these will be limited to members of the Section. The list of matches will be determined by the Committee and published annually. Matches will comprise a home and away leg. The dates and times for home legs will be agreed by the Committee with the Club to ensure the appropriate tee reservations can be made. The dates and times of away legs will be agreed by the Committee with the opposing club.
Members wishing to be selected for a match team should ensure they are registered as available for both legs of that match.
Selection for a match team will be limited to those indicating they are available for both legs of a match. Selection will be made in time to enable members to confirm their availability for both legs. Other than the Senior Section Captain, all members who are selected for a team but are unable to confirm their availability for both legs will be withdrawn from the match team and replaced by a reserve for both legs of that match.Members who, having played the first leg of a match, subsequently withdraw from the second leg without, in the Committee’s opinion, good reason may be withdrawn or removed from subsequent matches. The Committee may, in exceptional circumstances, remove a member from the Interclub Squad.
The Captain’s team selection decision is final.
Members who fail to attend a match for which they have been selected or habitually withdraw with short notice may be subject to disciplinary action (see J below).
Members selected for a team are expected to wear the Seniors’ match kit whilst playing matches. Unless advised otherwise by a member of the Committee, team members are expected to dress in jacket and Senior Section tie at the match lunches.
The Captain has discretion to impose a fine on any member playing a match who breaches the match dress code or any etiquette. Any fines imposed will be added to the Captain’s Charity fund.
An Organiser may be appointed to assist with the running of any match. The Organiser’s duties will be communicated by the Match Sec to the person appointed for each match.
The Senior Section receives invitations from other clubs to send representatives to special events. These will be published and are open to all Section members who wishto play.
Where entry is unlimited, members are free to enter such competitions but are asked to report their entry and result to the Invitations Coordinator.
Where entry is limited, the Invitations Coordinator will present a list of volunteers to the Captain who will select those who are to represent the Club and Section. Such selection will be made on an equitable basis.
The Committee will reimburse the reasonable bar bill of a Section member who achieves a Hole in One at any Section Competition or Interclub Match. The member must pay the bar bill and submit his claim to the Treasurer with his bar receipt and the signed score card.
Any member who wishes to dispute any decision made by the Committee or anyone acting on behalf of the Committee should follow the procedure below:
The Committee will confirm any decision verbally and in writing and their decision is final.
Any member who makes a complaint to the Club regarding any matter that affects the Section is required to send a copy of that complaint to the Section Committee via the Honorary Secretary so that they can be properly prepared to respond to the Club on the matter.
The Committee are responsible for ensuring adherence to the Rules of Golf and any local, Club or Section rules in any Section events.
Failure to attend a Section competition or Interclub match without notifying the appropriate Committee member (Match sec or Comp Sec) or Organiser in advance and/or without reasonable excuse, is considered a breach of Section rules.
In the event that any rule is breached, in addition to applying any penalties defined in the Rules of Golf, the Committee may, after hearing submissions from the member or members concerned, apply any of the following sanctions according to the seriousness of the breach of rules:
In the event that any of the above sanctions are applied, the Committee has the right to retain any fees paid.
In the first instance the Committee delegates to the IPC the responsibility for applying the appropriate penalties to be applied with regard to a breach of any Rules of Golf. Any member so sanctioned by the IPC may appeal to the Committee.
In the event that a banning or removal sanction is applied, the member may apply for reinstatement the following year and the Committee has the right to approve or reject that application.
Any disciplinary action taken by the Committee does not preclude the member(s) involved also being subject to the Club’s disciplinary procedures where appropriate.
Changes to this constitution of a significant nature (for example: amending the purpose, objectives or governance of the Section) can only be made at a General Meeting of voting members of the Section. Minor changes (for example: changes to the duties of a committee member or grammatical changes to the text that do not amend the core meaning of the text) can be agreed within committee but must be communicated to the membership within one month of the amendment being agreed.
A proposal to make a significant change to this Constitution can be submitted by the Committee or by a minimum of five members of the Section, provided that such a request is made in writing. Prior to making such a request in writing, the members may discuss the reason for the request with any member of the Committee.
Version | Date | Details of the Change |
201706 | 13/6/2017 | First version of a new Constitution approved at an EGM on 13/6/2017. This replaces the former ‘GENERAL CONDITIONS of COMPETITION ENTRY and CONDUCT’ published 31/7/2013 entirely. |
202107 | / /2021 | Updated version of the Constitution approved at . This replaces the previous version and takes account of changes to the structure of the document and Section structure and improvements to Section Governance. |
This document was approved by members at a General Meeting held on 2020.
Signatures:
Bill Walker Senior Section Captain | Richard Westergreen Thorne Senior Section Honorary Secretary |
Appendices
1.John O’Gaunt Golf Club Seniors’ Section – Roles & Responsibilities
John O’Gaunt Golf Club Senior Section – Roles & Responsibilities
This document lists the roles and responsibilities of the officers of the above Section. The officers are the members of the Senior Section Committee (“Committee”) and comprise:
Also listed are the roles and responsibilities of ex-officio members that support the committee and comprise:
The Captain is the Section’s primary contact with the Club, Club Captain and Lady Captain.
Duties:
The Vice-Captain is the Section’s primary contact with the Club Vice-Captain and Lady Vice-Captain and deputising for the Section Captain in his absence.
Duties:
The IPC is the Section’s primary contact with the Club IPC and is responsible for advising the committee as necessary and providing adjudication on any disciplinary matters.
Duties:
The Treasurer is the Section’s primary contact with the Club Treasurer and Accounts Assistant, and for the management and accounting of section finances.
Duties:
The Match Sec is the Section’s primary contact with the Assistant Manager and Catering Manager for all matters concerning inter-club matches and responsible for coordinating the actions of individual match organisers.
Duties:
The Comp Sec is the Section’s primary contact with the Assistant Manager and if appropriate Catering Manager for all matters concerning Senior Section Competitions and coordinating the actions of individual competition organisers.
Duties
The Hon Sec is the Section’s primary contact between the Section and Club Administration on all administrative matters and coordinating the activities of the match and competitions secretaries.
Duties:
The Inv Coord is the Senior Section single point of contact for all invitations from other Golf Clubs to competitions open to JOG Seniors. This does not include incurring any costs of entry etc. which will be the sole responsibility of the entrants.
Duties
The Clothing Co-ordinator is the Section’s Single point of contact for all Senior Section annotated clothing.
Duties
The Section Blog Editor is responsible for maintain an on line record of the Section history as well as a full account, with photographs, of the current seasons matches, competitions and other events.
Duties
The Section Trophies Custodian is responsible for accounting for all Seniors’ Section Trophies to ensure they are properly managed, maintained and available for presentation at the appropriate occasion.
Duties
The Tuesday Group is a Covid19 safe group set up to enable members to meet and play casual golf with a variety of other Section members during the Corona virus pandemic. The Tuesday Group Organiser is responsible for the day to day coordination of the group through regular, clear, two-way communication to ensure that Group members are organised into 3 and 4 ball groups with allocated tee times on Tuesday mornings whenever there is not a Seniors’ Section Competition scheduled.
This role will change when pandemic restrictions are sufficiently eased to allow the traditional Tuesday/Thursday roll ups to recommence.
Duties
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