Kesgrave Tennis Club Constitution

1. TITLE

1.1 The club shall be called Kesgrave Tennis Club, hereafter referred to as ‘the Club’ and shall be affiliated to the Lawn Tennis Associated.

2. OBJECTS

2.1 To foster and promote the sport of tennis at all levels, providing opportunities for recreation and competition.

3. MEMBERSHIP

 3.1 Membership of the Club shall be open to any person completing a membership form and paying the relevant subscription fee as determined by the Annual General Meeting of the Club Members.

There shall be 5 classes of membership available –

  • Full Member
  • Family Member
  • Junior Member
  • Honorary Member
  • Committee Member

4. OFFICERS

 4.1 The Officers of the Club shall be known as follows –

  • Chairperson
  • Vice Chairperson
  • Secretary
  • Treasurer
  • Membership Secretary
  • League Secretary

(The Chairperson, Vice Chairperson, Secretary and Treasurer will be Executive officers)

5. ELECTION OF OFFICERS

5.1 All officers shall be elected at the Annual General Meeting of the Club, from, and by, the Members of the Club.

5.2 All offices are held for a period of one year, but may be re-elected to the same office the following year.

6. GENERAL COMMITTEE

6.1 The affairs of the Club shall be controlled by a General Committee comprising of the Executive officers of the Club and up to 6 other members elected from, and, by the Full Members of the Club. The General Committee shall meet at agreed intervals and not less than four times per year.

6.2 The duties of the General Committee shall be

6.2.1 To control the affairs of the club on behalf of the Members.

6.2.2. To keep accurate accounts of the finances of the Club through the Treasurer. These should be available for reasonable inspection by Members and should be subject to an independent review before every Annual General Meeting. The Club shall maintain a bank current account and the following Officers shall be authorised to sign club cheques: two from the Chairperson; Treasurer and Secretary.

6.2.3 To co-opt additional members of the Committee as the Committee feels this is necessary. Co-opted members shall not be entitled to vote on the Committee.

6.2.4 To make decisions on the basis of a simple majority vote. In the case of equal votes, the chairperson shall be entitled to an additional casting vote.

7. GENERAL MEETINGS

7.1 The Annual General Meeting of the Club shall be held not later than at the end of March each year. 21 clear days notice shall be given to Members of the Annual General Meeting by circulating a copy of the notice to every member at their preferred postal address (home or email), and posting the notice on the Club notice board. Members must advise the Secretary in writing or by email of any business to be moved at the Annual General Meeting at least 14 days before a meeting. The Secretary shall circulate or give notice of the agenda for the meeting to Members not less than 7 days before the meeting.

7.2 The business of the Annual General Meeting shall be to –

7.2.1 Confirm the minutes of the previous Annual General Meeting and any General Meetings held since the last Annual General Meeting.

7.2.2 Receive the independent review of the accounts for the year from the Treasurer.

7.2.3 Receive the annual report of the Committee from the Secretary.

7.2.4 Receive the annual reports from the team captains and coaches.

7.2.5 Elect an independent reviewer of the accounts.

7.2.6 Elect the Officers of the Club.

7.2.7 Review the Club subscription rates and agree them for the forthcoming year.

7.2.8 Transact such business received in writing by the Secretary from Members 14 days prior to the meeting and included on the agenda.

7.2.9 Any Other Business.

7.3 Special General Meetings may be convened by the General Committee or on receipt in writing or by email from not less than 5 Full Members of the Club. At least 21 days notice of the meeting shall be given.

7.4 Nomination of candidates for election of Officers shall be made in writing or by email to the Secretary at least 14 days in advance of the Annual General Meeting date. Nominations can only be made by Full Members and must be seconded by another Full Member.

7.5 At all General Meetings, the chair will be taken by the Chairperson or, in their absence, by a deputy appointed by the Club or by Full Members attending the meeting.

7.6 Decisions made at a General Meeting shall be by a simple majority of votes from those Full Members attending the meeting. In the event of equal votes, the Chairperson shall be entitled to an additional casting vote.

7.7 A quorum for a General Meeting shall be 2 Full Members and 3 Officers of the Club including 1from the Chairperson, Secretary and Treasurer.

7.8 Each Member over the age of 18 of the Club shall be entitled to one vote at General Meetings.

8. ALTERATIONS TO THE CONSTITUTION

8.1 Any proposed alterations to the Club Constitution may only be considered at an Annual General Meeting, convened with the required written or emailed notice of the proposal. Any alteration or amendment must be proposed by a Voting Member of the Club and seconded by another Voting Member. Such alterations shall be passed if supported by not less than two thirds of those Full Members present at the meeting, assuming that a quorum has been achieved.

9. DISSOLUTION

9.1 If at any General Meeting of the Club, a resolution be passed calling for the dissolution of the Club, the Secretary shall immediately convene a Special General Meeting of the Club to be held not less than one month thereafter to discuss and vote on the resolution.

9.2 If at that Special General Meeting the resolution is carried by at least two-thirds of the Voting members present at the meeting, the General Committee shall thereupon, or at such date as shall have been specified in the resolution, proceed to realise the assets of the Club and discharge all debts and liabilities of the Club.

9.3 After discharging all debts and liabilities of the Club, the remaining assets shall be paid or distributed amongst the Members of the Club, but shall be given or transferred to some other voluntary organisation having objects similar to those of the Club.