BERKSHIRE BUCKINGHAMSHIRE & OXFORDSHIRE

UNION OF GOLF CLUBS

CONSTITUTION

 Name

The Union shall be called the Berkshire Buckinghamshire and Oxfordshire Union of Golf Clubs (hereinafter called the “County Union”).

 Objects

a)      To promote, administer and encourage the development of, and participation in, the amateur game of golf within the geographic area of the County Union.

b)      To arrange Championships, Trophy Events, Matches and Competitions as the Executive Committee may think fit, and played according to the Rules of Golf and the County Regulations as set out in Appendix 2.

c)      To co-operate with the English Golf Union (hereinafter called the “EGU”) and other County Golf Unions in all matters relating to the administration and playing of the game of golf.

d)     To assist in maintaining a uniform system of handicapping as the Area Authority for the Council of National Golf Unions (CONGU) within the County Union and to duly operate the Standard Scratch Score and Handicapping Scheme 1983 as amended and revised from time to time.

 Membership

The County Union shall consist of all affiliated Clubs within the geographic area of Berkshire, Buckinghamshire and Oxfordshire whose application for affiliation has been approved by the County Union and having made payment of the affiliation fees (see Appendix 1). All male playing members of affiliated Clubs (hereinafter called “Playing Members”) shall be members of the County Union.

National and Regional Application

The County Union is a member of the EGU and, as such, is a member of the South Eastern Group as defined by the EGU rules. The County Union recognises the EGU as the governing body of amateur golf in England and the Royal and Ancient Golf Club of St. Andrews (hereinafter called the “R&A”) as the governing body for the Rules of Golf and of Amateur Status. The President shall be the County Union Voting Member at all EGU General Meetings with the County Secretary/Treasurer acting as proxy in the President’s absence.

The Council

The governing body of the County Union shall be called the Council and the entire management of the affairs of the County Union shall be vested in it. Twenty members present and entitled to vote shall form a quorum. The Council shall appoint an Executive Committee to carry out all duties of the Council between its meetings, subject to any specific restrictions which may be placed upon it. The President will chair Council meetings or, in his absence, a Chairman shall be appointed by the meeting.

The Council shall consist of:-

a)      The President, The President-elect (when appointed), Past-Presidents, Vice-Presidents and other members of the Executive Committee (hereinafter called “Officials”).

b)      The Secretary or other Club Official and one representative from each affiliated Club, one of whom shall be known as the Club Representative. Each Club shall, in writing, notify The County Union Secretary of the name and address of the Club Representative by the first day of January each year, to take effect from the date of the Annual Council meeting. In the event of the resignation of a Club Representative an alternative may be appointed and shall remain in office for the balance of the year.

At any Council meeting Officials and each Club may cast one vote. The Chairman of the meeting shall have a casting vote in the event of a tie.

Officers of the County Union

The Officers shall be:- 

• The President and The President-Elect (when nominated)
• The County Captain
• The County Union Secretary and /or Treasurer

No Officer, Shadow Officer, Member of Council, nor anyone connected with them shall be paid a salary calculated by reference to any profit or surplus of the County Union or its gross income.

The County Union shall not purchase goods or services from anyone who is or was an Officer or Shadow Officer of the County Union, acting as an intermediary between the County Union and Officer or Shadow Officer, or connected with such person or persons.

 Annual Council Meeting

The Annual Meeting of the Council shall be held not later than 31^st March in each year at such time and place as may be decided by the Executive Committee. At least 21 days notice of the meeting shall be given by The County Union Secretary to each County Union Official and to each affiliated Club, specifying the business to be transacted including copies of resolutions to be considered under this Rule or Rule 14.

The Council shall at each Annual Meeting elect The President, except that The President shall serve a minimum of two years and a maximum of three years. The President-elect shall be recommended by The President, in consultation with the Past-Presidents, to the Executive Committee for nomination to the Annual Meeting.

The business of the meeting shall also include:- 

• The consideration and, if approved, the acceptance of the Annual Accounts.
• The election of Nominated Members of the Executive Committee as provided under Rule 9c) and 9d).
• A report of the working of the County Union for the year.
• The appointment of an Auditor.
• The consideration of any resolutions submitted in accordance with the Rules.

Not later than 1^st December in the preceding year The County Union Secretary shall give notice to all affiliated Clubs that any resolutions or nominations to the Executive Committee intended to be placed before the Annual Council Meeting (except a resolution relating to the Accounts or a resolution proposed by the Executive Committee) must be in writing and received by The County Union Secretary not later than 1^st January preceding the Annual Council Meeting. Any amendment to a proposed resolution must be submitted to The County Union Secretary at least 14 days before the date of the meeting.

Additional/Extraordinary Meetings

Additional meetings of the Council may be convened by The County Union Secretary at the instance of the Executive Committee or by written request to him from the Club Representatives of twenty affiliated Clubs stating the purpose for which such a meeting is required. Twenty-one days notice of the business to be transacted at such meetings shall be given to all Officials and to affiliated Clubs and only business of which notice has been given shall be considered. Any amendment to a proposed resolution must be in writing and in the hands of The County Union Secretary at least fourteen days before the date of the meeting. When a meeting is called on the requisition of twenty Clubs, The County Union Secretary shall call the meeting within twenty-eight days of the requisition.

The Executive Committee

a)         Responsibility of the Executive Committee:-

Subject to any restrictions imposed by Council, the Executive Committee shall conduct the affairs of the County Union and deal with all matters arising in the intervals between meetings of the Council and be responsible for the organisation and operation of all County Meetings, Matches, Competitions and Events and for the establishment of handicap limits. The President shall be the Chairman of meetings of the Executive Committee and shall have a casting vote in the event of a tie. In the absence of The President the meeting shall appoint a Chairman.

b)         The Executive Committee shall appoint annually:- 

• The County Captain (and a Vice-Captain if so desired)
• Colts Manager (if so desired)
• Junior Manager
• “A” Team Manager (if so desired)
• Seniors Manager

All the appointments shall take effect from 1^st January annually but are subject to confirmation by Council. The appointees shall be called Co-opted Members of the Executive Committee and shall have full voting rights on that committee during their term of office.

c)         Composition of the Executive Committee

The Executive Committee shall be composed of:- 

• The President
• The Immediate Past-President for a period not exceeding twelve months
• The President-elect on nomination prior to his election at the Annual Council Meeting
• The County Union Secretary and / or Treasurer
• The Co-opted Members (see 9 b) above)
• Ten Nominated Members of affiliated Clubs elected by the Council at the Annual Council Meeting.

d)         Terms of Office of Nominated Members of the Executive Committee

At least two of the Nominated Members shall retire annually (subject to paragraph 2. below) and can be eligible for re-election provided no Member shall serve more than four years consecutively. At least one year must elapse after retirement before any former Nominated Member can stand for election again. 

1. Any Nominated Member during his four years may be appointed a Co-opted Member, thus creating a vacancy for a Nominated Member. 
2. The Executive Committee may appoint any member of an affiliated Club to fill a casual vacancy until such time as the person whose retirement as a Nominated Member created the vacancy would have retired.

e)         The Appointment of The County Union Secretary and / or Treasurer 

The Executive Committee shall be empowered by the Council of the County Union to appoint a County Union Secretary and / or Treasurer (referred to throughout this Constitution as The County Union Secretary) and arrange conditions of employment.

f)         Executive Committee Quorum

For Executive Committee meetings to be valid a quorum of at least four members must be in attendance excluding The President and The County Union Secretary.

g)         Sub-Committees

The Executive Committee shall appoint sub-committees to deal with specific areas of responsibility such as Discipline, Finance, Junior Golf, Championships and Golf Development. The County Union Voting Representatives on the Steering Group of the BB&O Golf Partnership will be serving members of the current Executive Committee.

Minutes

The County Union Secretary shall keep minutes of the proceedings of all Council and Executive Committee meetings and shall produce them at the succeeding meetings of each body.

Finances

The County Union Secretary shall record all financial transactions and shall prepare annually a Revenue Account and Balance Sheet for each year ending 31^st December. These Annual Accounts shall be audited and a copy shall be sent to all Officials and affiliated Clubs.

Resignation

Any Club wishing to resign from the County Union must give notice thereof in writing to The County Union Secretary on or before 1^st November in the previous year. Otherwise the Club shall be liable to pay its subscription for the ensuing year.

Discipline

A Standing Committee for Discipline shall be appointed by the Executive Committee and the Chairman of this committee shall nominate three impartial members of the committee for each inquiry. Under the Rules of the EGU the County Union shall have power to suspend the handicap of a Playing Member for breaches of the Rules of the EGU or Regulations of the EGU or for conduct which prejudices the interests of the EGU or the County Union in the game. Any Playing Member whose handicap is suspended by the committee shall have a right to appeal to the Executive Committee.

The procedures and conduct of any inquiry of the committee shall be in accordance with the current instructions of the EGU for such matters.

Alteration of Rules

No new rules shall be made nor shall any rule be altered or repealed except at Council Meetings after twenty-one days notice of such change shall have been given to all entitled recipients of notices of Council Meetings. Notice of any amendments to any proposed resolutions must be submitted in writing to reach The County Union Secretary not less than fourteen days before the date of the meeting.

No new rule or alteration, amendment or repeal of any rule may be approved without a majority of at least two-thirds of the votes cast by those present and entitled to vote at the meeting.

APPENDIX 1

Affiliation Fees

i)                    All Clubs are required to pay the County Union annual affiliation fees as decided by the County Union and, in addition, any annual subscription demanded by the EGU. The affiliation fees for both the Berkshire, Buckinghamshire & Oxfordshire Union of Golf Clubs and the English Golf Union, are due on the total number of Male Members on the Club’s register as at the 30^th June in the preceding year, regardless of a Club’s financial year end or membership renewal date.  

Any Club whose fees are in arrears on 31^st March in any year may not, and its members may not, take part in any County Union function, event or match until such time as fees have been paid. 

Any Club failing to comply with fee regulations will be deemed to be in arrears and will forfeit affiliation. Playing Members of such Clubs will cease to hold an official handicap as recognised by the governing bodies. 

Any Club becoming affiliated during the County Union’s financial year may have their first year’s fees reduced at the discretion of the Executive Committee. 

The County Union is a non-profit making organisation and shall not make a distribution of any profits or surpluses save to another non-profit making body. In the event of the dissolution of the County Union the assets and property of the County Union shall be distributed only to non-profit bodies as shall be directed by the Council of the County Union. 

Application for Affiliation

Any Golf Club owning a golf course or having rights to play over a golf course may apply for affiliation of the County Union and thus of the EGU (see Rule 3 -Membership).

The Club making application shall contact The County Union Secretary for application forms. When completed they should be returned to the County Union accompanied by:- 

• A full course measurement certificate as per CONGU SSS and Handicapping Scheme 1983 as amended and revised from time to time.
• A copy of the Local Rules of the course.
• A Copy of the constitution and/or rules of the Club.
• A Copy of playing rights agreement (where applicable).

All applications, which must comply with the Rules of Affiliation of the EGU will be considered by the Affiliation Sub-Committee of the Executive Committee of the County Union. If any application is refused the applicant may appeal to the Executive Committee, the decision of which shall be final.

In the event of any Club application being refused by the EGU the County Union will not accept such affiliation.

APPENDIX 2

Competition Regulations

1. Competitions shall be held each year to decide the Amateur Championship, Junior Championship, Under 25s Championship, Over 25s Championship, Seniors Championship, the Club Foursomes Championship and Club Scratch & Junior Team Championships. The Executive Committee shall arrange such other competitions and fixtures as it may think fit.
2. Entrants to the Junior, Under 25s, Under 25s and Seniors events shall be within the age groups set by the R&A, the EGU and County Union Regulations as appropriate.
3. All entries shall be subject to the approval of the Executive Committee who reserve the right to accept or refuse any entry without giving reason for their decision, which shall be final. 
4. All competitions shall be played in accordance with the Rules of Golf of the R&A and such Local Rules as shall be approved by the Championship Sub-Committee. Subject to the conditions of each event, competitions are open to any male playing member whose Home Club, for handicapping purposes, is a Club affiliated to the County Union who is of Amateur Status as defined by the R&A.
5. In the cases of the Junior, Under 25s, Over 25s, Seniors and Amateur Championships, competitors may not have taken part in the Championship of another English County or represented another County Union at golf in any inter-County league or friendly match in the same calendar year as the relevant Championship. In the cases of the Club Scratch & Junior Team and Club Foursomes Championships a player shall not be eligible if he has played in a similar event in another English County in the same calendar year.  
6. The words “player” and “member” shall be interpreted to mean any male member who by virtue of his membership is entitled to take part in his Club competitions and to play golf for his Club. 
7. All disputes relating to competitions shall be settled by the Executive Committee or by the Championship Sub-Committee appointed for that purpose and their decision shall be final.

April 2011