Eversdens Tennis Club – Constitution
1. Name
The name of the Club is The Eversdens Tennis Club.
2. Objects and Powers
2.1 The objects of the Club are to provide recreational tennis facilities for people of all ages living in, near or having association with the villages of Great and Little Eversden and to encourage greater participation and coaching in the sport of tennis, particularly for young people and those who at present have no access to the sport.
2.2 In furtherance of the said objects the Club will have power to:-
2.2.1 Construct one or more tennis courts.
2.2.2 Obtain necessary planning approvals from the statutory planning authority.
2.2.3 Submit all construction works to competitive tender.
2.2.4 Raise funds by any lawful means and through any lawful activity and invite and receive contributions from any person or persons whatsoever by way of subscriptions.
2.2.5 Invest the moneys of the Club not immediately required for the said objects in or upon such investments, securities or property as may be thought fit, subject nevertheless to such conditions (if any) as may be for the time being imposed or required by law.
2.2.6 Do all such other lawful things as are necessary for the attainment of the said objects.
2.2.7 Affiliate the Club to the Lawn Tennis Association.
3. Membership
3.1 Membership will be open to people living in, near or having associations with the villages of Great and Little Eversden.
3.2 Honorary members may be appointed at the discretion of the Executive Committee. Honorary members shall not be entitled to vote.
3.3 The Executive Committee shall have the right:-
3.3.1 to approve or reject applications for membership
3.3.2 for a good and sufficient reason to terminate the membership of any person PROVIDED THAT the member concerned shall have the right to be heard by the Executive Committee before a final decision is made.
4. Honorary Officers
4.1 At the Annual General Meeting hereinafter mentioned members shall elect a Chairman, a Secretary, a Treasurer and such other Honorary Officers, as members shall from time to time decide.
4.2.1 The Chairman and Honorary officers shall be members of the Executive Committee and of any Committee.
4.2.2 The Club will appoint one or more qualified auditors/independent examiners and may determine their remuneration (if any).
5. Executive Committee
5.1 Subject as hereinafter mentioned the policy and general management of the affairs of the Club shall be directed by an Executive Committee (hereinafter called the Committee) which shall meet not less than 2 times a year.
5.2 The Committee when complete shall consist of:-
5.2.1 The Honorary Officers
5.2.2 Eversdens Parish Council nominee
5.2.3 3 elected members
5.3 The elected members of the Committee shall be elected at the Annual General Meeting in accordance with Clause 6.1
5.4 Election to the Committee shall be for three years. One third of the Committee membership shall retire annually but shall be eligible for re-election, the members so to retire being those who have been longest in office since the last election. As between members who have been in office for the same length of time, those due to retire shall be chosen by lot.
5.5 In addition to the members so elected and to those serving by virtue of Clause 5.1 or 5.4 the Committee may co-opt up to 3 further members being members of the Club who shall serve until the conclusion of the next Annual General Meeting after individual co-option provided that the number of co-opted members shall not exceed one third of the total membership of the Committee at the time of co-option. Co-opted members shall be entitled to vote at meetings of the Committee.
5.6 Any casual vacancy in the Committee may be filled up by the Committee and any person appointed to fill such a casual vacancy shall hold office until the conclusion of the next Annual General Meeting and shall be eligible for election at that meeting.
5.7 The proceedings of the Committee shall not be invalidated by any failure to elect or any defect in the election, appointment, co-option or qualification of any member.
5.8 The Committee may appoint such special or standing Committees as may be deemed necessary by the Committee and shall determine their terms of reference, powers, duration and composition. All acts and proceedings of such special or standing Committees shall be reported back to the Committee as soon as possible.
6. General Meeting
6.1 The first General Meeting of the Club shall be held not later than 31 December 2006 and in each year thereafter an Annual General Meeting of the Club shall be held at such time (not being more than 15 months after the preceding Annual General Meeting) and place as the Committee shall determine. At least 21 clear days notice shall be given by displaying such notice on the public notice boards and by such other means as the Secretary thinks fit. At such Annual General Meetings the business shall include the election of Honorary Officers; the election of full members to serve on the Committee; the appointment of an auditor or auditors/independent examiners; the consideration of an annual report of the work done by or under the auspices of the Committee and the audited accounts; and the transaction of such other matters as may from time to time be necessary.
6.2 The Chairman of the Committee may at any time at his/her discretion, and the Secretary, having received a written request signed by no less than eight members and giving reasons for their request, shall, within twenty-one days of receiving a written request so to do, call a Special Genral Meeting.
7. Nominations of Honorary Offices and Committee members
Only members of the Club shall be eligible to serve as Honorary Officers or members of the Committee. Nominations for Honorary Officers or members of the Committee must be made by members of the association in writing and must be in the hands of the Secretary at least 21 days before the Annual General Meeting. Should nominations exceed vacancies, election shall be by a show of hands.
8. Rules of Procedure at all Meetings
8.1 Quorum The quorum at a meeting of the Club or of the Committee or any Committee appointed under Clause 5.8 hereof shall be 24 members of the Club or one third of the Committee or Committees (as the case may be) or such other number as the Club may in General Meeting from time to time determine.
8.2 Voting Save as otherwise herein provided, all questions arising at any meeting shall be decided by a simple majority of those present and entitled to vote but in case of equality of votes, the Chairman of the meeting shall have a second or casting vote.
8.2 Minutes Minute books shall be kept by the Committee and all other Committees, and the appropriate secretary shall enter therein a record of all proceedings and resolutions.
8.4 Standing Orders and Rules The Committee shall have power to adopt and issue Standing Orders and/or Rules for the Club. Such Standing Orders and/or Rules shall come into operation immediately PROVIDED ALWAYS that they shall be subject to review by the Club in General Meetings and shall not be inconsistent with the provisions of this Constitution.
9. Finance
9.1 All monies raised by or on behalf of the Club shall be applied to further the objects of the Club and for no other purpose PROVIDED THAT nothing herein contained shall prevent the repayment to members of the Committee or of any Committee appointed under Clause 5.8 hereof of reasonable out-of-pocket expenses incurred in furthering the aims of the Club.
9.2 The Honorary Treasurer shall keep proper accounts of the finances of the Club.
9.3 The accounts shall be audited at least once a year by the auditor/independent examiners appointed at the Annual General Meeting. Accounts will be produced to 30th November each year.
9.4 An audited statement of the accounts for the last financial year shall be submitted by the Committee at the Annual General Meeting as foresaid.
9.5 A bank account shall be opened in the name of the Club by the Executive Committee with a bank of their choosing. The Executive Committee shall also have authority to change the Bank whenever they deem this to be appropriate. The Committee shall authorise in writing the Chairman, Treasurer and the Secretary of the Club to sign cheques on behalf of the Club. All cheques must be signed by no less than two of the three authorised signatories.
10. Alterations to the Constitution
Any alteration of this Constitution shall receive the assent of no less than two-thirds of the full membership of the Club for the time being whether individual or representative present and voting at a meeting specially called for the purpose PROVIDED THAT notice of any such alteration shall have been received by the Secretary in writing not less than 21 clear days before the meeting at which the alteration is to be proposed. At least 14 clear days notice in writing of such a meeting, setting forth the terms of the alteration, shall be sent by the Secretary to each member of the Club.
11. Dissolution
If the Committee by a simple majority decide at any time that on the grounds of expense or otherwise it is necessary or advisable to dissolve the Club, it shall call a meeting of all members of the Club who have the power to vote, of which meeting not less than 21 days notice (stating the terms of the Resolution to be proposed) shall be given. If such a decision shall be confirmed by a two thirds majority of those present and voting at such meeting the Committee shall have the power to dispose of any assets held by or on behalf of the Club. Any assets remaining after the satisfaction of any proper debts and liabilities shall be given to the Eversden Parish Council.
12. Notices
Any notice may be served by the Secretary on any member either personally or by sending it through the post in a prepaid letter addressed to such member at his or her last known address. Any letter so sent shall be deemed to have been received within five working days of posting.
