BY-LAWS
SECTION 1 MANAGEMENT
Executive Committee
1.1 The Executive Committee shall exclusively exercise its responsibilities in accordance with the powers vested upon it by the Club’s Constitution.
Affiliation
1.2 The Club shall be affiliated with the Western Australian Golf League (WAGL) and accordingly shall comply with the by-laws of the WAGL.
1.3 Capitation fees shall be met from the general revenue of the Club.
1.4 Liaison with the WAGL is to be maintained through the Executive Committee by the elected delegate.
SECTION 2 ASSEMBLY
Home Course
2.1
The home course is Hammersley
Public Golf Course,
2.2 The Gleneagles Tavern facilities and environs shall be used as the Club’s clubrooms and the venue for meetings and the repository for trophies and honor boards subject to the conditions set by the Tavern’s management.
SECTION 3 DUTIES AND RESPONSIBILITIES
Duties of the Elected Officers
President
3.1 The President shall be responsible for the overall conduct and supervision of the administrative, financial and playing activities of the Club.
3.2 Chair all Annual General, General, Special General and Executive Committee meetings.
3.3 Check and sign minutes from all Club meetings.
3.4 Sign all official correspondence.
Captain
3.5 Responsible for matters concerning the conduct of play.
3.6 Chairman of Match Committee Meetings.
3.7 Maintain a record of all competition and events results.
3.8 Receive and record the competition fees and transfer all moneys received to the Secretary/Treasurer.
3.5 Understudy the President.
Vice Captain
3.6 Understudy and assist the Captain.
3.7 Act in the absence of the Captain.
3.8 Member of the Match Committee
Secretary
3.9 Responsible for the administrative aspects of the Clubs management.
3.10 Record and maintain minutes of all club meetings.
3.11 Process applications for membership and renewal.
3.12 Maintain the members roll.
3.13 Member of the Match Committee.
Assistant Secretary
3.14 Understudy the Secretary
3.15 Act as the Secretary in his absence
Treasurer
3.16 Maintain books of account.
3.17 Bank moneys received.
3.18 Present accounts for payment and draw cheques accordingly.
3.19 Maintain the cash book and prepare financial statements for audit.
3.20 Present audited financial statement to the Annual General Meeting for adoption.
3.21 Present reports to General and Executive Committee meetings.
Assistant Treasurer
3.22 Understudy the Treasurer.
3.23 Acts as the Treasurer in his absence.
Handicapper
3.24 Maintain the players handicap register.
3.25 Examine player’s cards and amend handicaps.
3.26 Forward return of player’s handicaps to WAGL.
3.27 Issue official WAGL handicap cards.
3.28 Member of the Match Committee.
Assistant Handicapper
3.29 Understudy the Handicapper
3.30 Act as the Handicapper in his absence
WAGL Delegate
3.31 Represent and present the position of the Club at all WAGL meetings.
3.32 Disseminate information from the WAGL to Club members.
3.33 Co-ordinate Club participation in WAGL events.
Property Member
3.34 Responsible for the accounting and security of Club Trophies.
3.35 Maintain Trophy Register.
3.36 Ensure respective trophies are available for presentation at events and competitions.
3.37 Organize engraving and embossing of trophies and honor boards.
Sponsorship Member
3.42 Responsible for seeking sponsorship for the purpose of enhancing the Club’s activities.
3.43 Liaise with corporations, business and individuals in promoting the Club and the benefits of sponsorship.
Social Member
3.44 Responsible for the planning and conduct of club social events
Webmaster
3.45 Responsible for all administration and maintenance of the Club Website.
3.46 Provide liaison between the Executive Committee and the Website Provider.
3.47 Responsible for updating club records on a weekly basis.
Assistant Webmaster
3.48 Understudy Webmaster.
Match Committee
3.49 Responsible for fixture events on an annual basis.
3.50 Conduct all Club competitions and events.
3.51 Advise on and supervise the adherence to the Rules of Golf.
3.52 Adjudicate disputes and hear appeals.
3.53 Is subject to control by the Executive Committee.
3.54 A quorum for Match Committee meetings shall be three. In the absence of a quorum the Chairman may co-opt another member from the Club to assist the Match Committee.
3.55 Selection of individuals or teams to represent the Club in outside competitions.
SECTION
4 ADMINISTRATION (General)
Financial Year
4.1 The Financial Year for the Club shall commence 1 January and cease on 31 December each year.
Subscriptions
4.2 Subscription fees fall due on 1 January of each year and are payable within thirty days.
4.3 Members who have not paid their subscriptions as at 1 February of each year shall convert to visitor status until such time as the subscription fees are paid in full.
4.4 New members joining prior to 30 June are required to pay the full subscription.
4.5 New members joining after 1 Jul shall pay a pro rata subscription fee of $5.00 per month including the month of joining until December of that year.
4.6 Pro rata subscription is only available to members on initial membership application and is not available to members after their first year of joining the club.
4.7 The issue or purchase of a Club shirt to members joining after 1 July shall be dependent upon stocks available.
4.8 Membership is to be applied for in writing on the form provided at Annex A.
4.9 Current members renewing their membership, are to complete the personal particulars form at Annex B.
General Meetings
4.10 The quorum at all General Meetings shall be one third of club membership but not less than 12.
4.11 In the event of a tied vote, the Chairman shall have the casting vote.
4.12 Where a member will be absent from a General Meeting, they may nominate another financial member as their Proxy, to vote on their behalf on all matters raised at that meeting.
4.13 Proxy nominations should be in writing and received by the Secretary prior to the meeting.
Budget
4.14 The Executive Committee shall budget for the majority of moneys received during the playing season to be used during the same period. Provision shall be made for start up capital to be carried forward to the next season.
4.15 Notwithstanding By-Law 4.14, the Executive Committee may present reasons at a General Meeting to carry forward any surplus for purchases of a major nature.
Expenditure
4.16 The Executive Committee shall expend Club moneys for the day-to-day management of the Club, such as for the conduct of competitions, the provision of prizes, embossing and stationery.
4.17 Expenditure of a nature outside the parameters of the day-to-day management of the Club shall be presented for approval a General Meeting or a Special General Meeting called for that purpose.
4.18 The President shall be authorized to expend an amount not exceeding the amount approved at the Annual General Meeting on Club social activities such as the 19th Hole subject to the availability of funds.
Social
4.19 Social events shall be held as determined by the Executive Committee.
4.19 A variety of social events may be considered including a presentation night and end of season function.
SECTION 5 ADMINISTRATION (Playing Activities)
Playing Season
5.1 The playing season shall commence on 1 February and cease on 30 November of each year.
5.2 The Match Committee shall compile and issue a yearly fixture schedule ensuring a variety of competitions and events.
5.3 A minimum of two competitions/ events shall be held at the home course each month.
5.4 A summer competition shall be conducted during the period 1 December to 31 January of each year, alternating weekly between the home course and other courses selected by the Match Committee.
Handicaps
5.5 There shall be three grade handicaps for club competitions as follows:
a. A Grade 0 – 17,
b. B Grade 18 – 22, and
c. C Grade 23 – 45.
5.6 Initial handicaps shall be assessed from the submission of three cards, unless adequate proof of a current handicap is produced. Thereafter, and in all cases, the Club Handicapper shall apply the provisions of the Australian Golf Handicap System as advised by the WAGL.
5.7 When a player has a handicap awarded from another league or club, which is lesser than the Club handicap, the lesser handicap shall apply.
5.8 All handicap records shall be examined at 1 February, at which time all scores more than one year old shall be disregarded, being no longer valid. For a player to retain a Club handicap, he/she must have at least three live cards as at 1 February.
Competitions
5.9 The premier Club competition shall be the Club Championships, conducted once in each playing season to determine the Club Champion and respective Grade Champions.
5.10 The Match Committee shall issue to each playing member a copy of the Club’s Competition and Event Rules for competitions and events subject to specific rules.
Local Rules of Golf
5.11 The Club Captain shall advise players prior to the event or competition of any local Rule of Golf that applies at the time.
Sponsorship
5.12 Sponsorship from organizations and individuals shall be arranged through the Sponsorship Member and presented to the Management Committee for approval.
5.13 Sponsorship shall not be limited to the donation of trophies or prizes and may take the form of monetary donations, social functions, provision of uniforms and equipment.
5.14 Whilst sponsorship is greatly appreciated, sponsors are to be advised that the type of game to be played utilizing that sponsorship is entirely up to the Match Committee, however, any request will be considered on its merits.
Prizes
5.15 All Club competitions and events shall attract a prize for the winner, runner up and third place getter. Winners of Club trophies shall also be eligible for the award of prizes.
5.16 The Match Committee shall determine the value and nature of respective Club prizes in accordance with the availability of funds as advised by the Executive Committee.
5.17 Sponsorship trophies and prizes for winners, runners up and third place shall not attract the award of supplementary prizes from the Club, unless the sponsorship is inadequate or limited to the award of the trophy to the winner, necessitating the Club to take up the shortfall.
5.18 Where a member is unable to attend the presentation of prizes, they are to offer their apologies to the Match Committee.
5.19 Notwithstanding By-Law 5.18, the Match Committee may determine the final distribution of prizes.
5.20 Members who are not financial at the commencement of the playing season, i.e. 1 February are ineligible to win any trophy or prize until such time as their membership subscriptions are paid in full. Any such payment must be made prior to the commencement of the competition.
5.21 Novelty events within competitions shall attract ball prizes funded from the days competition fees and may be augmented by sponsor’s prizes. Players equaling or bettering their handicap shall also receive ball prizes.
5.22 When a financial member achieves an Eagle, the member shall be awarded six balls up to and including the first six weeks after the last Eagles Nest has been won. Thereafter the Eagles Nest builds by one ball per week to a maximum of 12 balls. In the event there are joint winners, the Eagles Nest shall be shared equally, with each winner receiving six balls.
5.23 When a financial member achieves an Albatross the prize shall be 24 golf balls.
5.24 When a financial member achieves a Hole in One, the prize shall be 24 golf balls with the playing ball suitably mounted as a trophy paid for by the Club.
5.25 The Eagles, Albatross and Hole in One competition apply to both the playing season and the summer competition.
5.26 The Eagle, Albatross and Hole in One competition shall not apply when temporary greens or tees are in play.
Visitors
5.27 Visitors shall not be eligible to win a Club competition trophy or prize or any of the place getter prizes conducted on the day.
5.28 Visitors with a valid handicap who pay the competition fee for the day shall be eligible to win novelty events including achieving playing to or better than their handicap.
5.29
Visitors without a valid
handicap, who pay the competition fee, shall only be eligible to win Nearest
Pin and
Club Shirts
5.30 All financial members will receive a club shirt at the start of the playing season.
5.31
Members should only wear the
current club shirt at club competitions and where representing the Army Golf Club WA at
WAGL and other events.
5.32 In the event of a shortage of shirts, members may continue to wear the previous club shirt until such time that they receive a new one.
Dress Standards
5.33 The minimum dress standards shall be in accordance with standards of the course being played, however as a general guide:
5.34 Men – Shirt with collar, trousers, slacks or shorts and appropriate footwear.
5.35 Women – Shirt/blouse with collar, slacks, skirt or shorts and appropriate footwear.
Note: Many golf courses now will only allow players to play with soft spike shoes.
SECTION 6 SAFETY
Work safe Legislation
6.1 All members should be aware of their obligations under the provisions of the Work Safe (WA) legislation and to the safety of fellow golfers.
6.2 The practice of hitting up to the playing group or ground staff in front and other practices such as throwing golf clubs are considered unsafe and shall be a breach of the Clubs By-Laws.
SECTION 7 COMPLAINTS, ADJUDICATION AND APPEALS
Code of Conduct
7.1 All members of the Club are to adhere to the Club Code of Conduct attached at Annex C.
7.2 A breach of the Code of Conduct may result in disciplinary action and/or suspension from the club.
Disputes
Match Disputes
7.3 Match disputes are to be brought to the Match Committee prior to submission of score cards.
7.4 The Match Committee’s decision is final and no correspondence will be entered into.
Minor Complaints
7.5 Minor complaints involving another members behavior, or slow play may be brought to the Captains attention at the end of the days play.
7.6 The Club Captain and at his discretion and without prejudice, may forward the complaint to the Executive Committee, if he believes the behavior is ongoing.
Formal Complaints
7.7 A member who has reason to believe that another member has committed a breach of a rule under the Club’s Constitution or the By-Laws, may lodge a complaint in writing to the Executive Committee, detailing the date/time, the name of the member alleged to have committed the breach and the nature of the breach itself.
7.8 The Club President is to acknowledge receipt of the complaint in writing within seven days of it receipt.
7.9 The President is to inform the member of the allegation and allow him or her a reasonable time to respond to the allegations.
7.10 The Executive Committee may interview other members of the club to gather further information regarding the allegations.
7.11 Where the Executive Committee believes that the allegations are founded they may:
a. Issue a formal caution to the member,
b. Suspend the member from play with the club for a specified period,
c. Rescind club membership for a specified period.
7.12 The parties in dispute may appeal the decision of the Executive Committee and have the dispute resolved at a Special General Meeting for that purpose and the decision of the Special General Meeting shall be final.
AUTHORISATION
7.13 These By-Laws of the Army Golf Club (WA) were accepted and authorized by an Executive Committee meeting.