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Calcot Park

Ladies' Section Constitution

1. RULES OF THE COMMITTEE

The administration of all matters connected with the Ladies’ Section shall be under the control of the Committee – subject to the control of the 'Committee of the Club' (Rule 2 – Club Rules).  Any reference in the constitution to the Honorary Secretary shall be taken to refer to either the Honorary Administration Secretary or the Honorary Competition Secretary.

The Ladies’ Section shall consist of all Lady Playing Members of the Club.

The Vice Captain for the ensuing year shall be appointed by the current Ladies’ Captain together with the four preceding Ladies’ Captains who are still full playing members of the Ladies' Section. This appointment shall be posted on the notice board at least three weeks before the Ladies’ Annual General Meeting. The Ladies’ Captain may be the Captain of her Division or at her discretion may choose to appoint Silver and Bronze Team Captains.

The Vice Captain for the preceding year shall be appointed Ladies’ Captain for the ensuing year.

The Vice Captain shall arrange with the Club General Manager dates for all matches and competitions for the ensuing year, which concern The Ladies’ Section.

2. COMMITTEE

a) The Committee shall, unless varied in the General Meeting, consist of the Ladies’ Captain and Vice Captain: The Honorary Administration Secretary, Honorary Treasurer, Honorary Competition Secretary (hereinafter called “the Officers”): and Four Members,  (hereinafter called the “Ordinary Committee Members”), and a Board Member from the Ladies’ Section, ex-officio without voting powers. All members of the Committee shall be Full or Five-Day Members of the Club. The number of Five-Day Members eligible to serve on the Committee at any one time will be restricted to reflect the ratio of Full to Five-Day Members.  If there is more than one Board Member from this section the longest serving shall report from the Board to the Ladies’ Committee, if she so wishes.  The County Representative and others may be invited to Committee Meetings to give their reports but they shall have no voting rights.

b) The Committee’s year of office shall be the calendar year.  Apart from the Ladies’ Captain and Vice Captain the members of the Committee shall be elected at the Ladies’ Annual General Meeting, by secret ballot. Tellers shall provide a list of the number of votes cast, with particular reference to (4e) below. Result of the ballot shall be announced in order of votes cast. In the event of a tie in the ballot there shall be a re-vote on the names for the final place and, if there is still no outright winner, one name shall be drawn.

c) With the exception of the position of Ladies’ Captain or Vice Captain, no Member may serve on the Committee in any capacity whatsoever for more than four consecutive years. The Officers are to be elected for a period of two years with the option of being re-elected for a further two consecutive years.  During such a four year period, no Member shall serve for a total of more than three years as an Ordinary Committee Member. This rule cannot apply to a Board Member from this Section as it is not enforceable.

d) No Member shall be eligible to stand for election to the Committee unless she has been duly proposed and seconded by Members who have the power to vote, and her name has been posted on the Ladies’ Notice Board at least seven days prior to the day appointed for the Annual General Meeting.(f) No Member who retires from the Committee having completed her period of service under Rule 4c shall be eligible for re-election to the Committee for a period of one year following the date of her retirement.

e) The Committee shall appoint a Member to fill a casual vacancy, who shall be the unsuccessful candidate who received the most votes at the previous Annual General Meeting, or failing her, any Full Member or 5-day member. The Member so appointed shall serve only until the next Annual General Meeting and such service shall be disregarded for the purpose of Rule 4c.

f) The Committee may delegate any of its powers to Sub-Committees consisting of such Members as they think fit but any Sub-Committee so formed shall conform to any regulations imposed on it by the Committee.

g) The Committee shall cause proper records to be kept of all its proceedings and of the proceedings of General Meetings.

h) The decision of the Committee in all matters shall be final.

3. GENERAL MEETINGS

The Ladies’ Annual General Meeting shall be held on the second Saturday in November each year. The Financial Year shall end on the 30th September.  Notices of motions must be sent in writing to the Honorary Administration Secretary at least seven clear days before the Annual General Meeting.

All Members of the Ladies’ Section are eligible to vote at General Meetings provided they have attained the age of 18 years. Postal forms are available for those unable to attend a Meeting either from the Ladies’ Captain or Honorary Administration Secretary as soon as nominations for the Committee are closed. The Postal Form is completed and placed in an unnamed envelope (to maintain secret ballot) which is then placed in another envelope which has the name of the Member making the Postal vote on the outside (to ensure Members only have one vote). This is then handed to the Honorary Administration Secretary who keeps a record of those members who have voted by post. At this stage the envelope is opened and the unnamed envelope placed in a file for opening and counting at the A.G.M. where all the other votes are cast.  Notices of the Annual General Meeting and Minutes of the previous Annual General Meeting shall be sent to all Playing Members at least twenty one days before the date of the Meeting.

The Ladies’ Captain may instruct the Honorary Administration Secretary to call an Extraordinary General Meeting whenever either of them considers it necessary, or when required to do so by a requisition signed by at least ten Members. The Meeting to be called within twenty one days of the date of the requisition and held within a further twenty one days.

At all General Meetings thirty Members shall form a quorum.

At all General Meetings a resolution put to the vote of the Meeting shall be decided on a show of hands. In the case of an equality of votes the Chairman of the Meeting shall have a second casting vote.

The appointed Board Member from this Section shall give a report on Board matters at the Ladies’ Annual General Meeting.

4. HONORARY AUDITOR AND ACCOUNTS

The Honorary Treasurer and one designated Committee Member shall sign on the Ladies’ Section Banking Account. The Honorary Treasurer may sign cheques of less than £500. Both signatures are required for cheques of £500 or more.

The Honorary Treasurer shall draw up accounts of the Ladies’ Section which shall be audited prior to presentation to the Annual General Meeting.

5. COMPLAINTS

All complaints must be made in writing to the Honorary Administration Secretary and must be submitted by her to the Committee. The complainant has the right to appear before the Committee to state her case, such a case to be made in her letter of complaint.

6. ALTERATION OF RULES

No Rule shall be altered or amended except at the Ladies’ Annual General Meeting of Members or at an Extraordinary General Meeting convened for that purpose.  The Rules and Conditions of Entry for all Competitions shall be published prior to accepting entries and shall not be subject to variation thereafter. (If it should subsequently prove impossible to comply with any Rule of condition of Entry, then the competition shall be cancelled or re-arranged).

The Constitution shall be available in the Ladies’ Section of Club Website. A paper copy shall be made available to any Playing Member on request.


PROCEEDINGS OF THE COMMITTEE

Committee Members shall be notified of all Meetings. Four Members, including at least one Ordinary Committee Member, shall form a quorum.  The Chairman of the Committee shall be the Ladies’ Captain but in her absence the Members shall choose one of their number to take her place.  Questions arising at any Meeting shall be decided by a majority of votes. In the case of an equality of votes the Chairman shall have a second casting vote. No voting by post or proxy shall be allowed.

The Ladies’ Captain and either the Honorary Administration Secretary or the Honorary Competition Secretary shall be empowered to make routine decisions which must be ratified at the next meeting of the Ladies’ Committee.  Should an emergency occur, the Ladies’ Captain shall have power to instruct the Honorary Administration Secretary to convene a Committee Meeting at any time by telephone, email or by First Class Post, specifying the business to be transacted.

At the first meeting of the Committee the Honorary Handicap Secretary shall be appointed for the year; the appointee need not be a Committee Member.  A Committee member must declare any interest in matters under discussion and refrain from taking part in or voting on such subjects.  The Minutes of the Annual General Meeting should be approved at the first meeting of the Committee following the Annual General Meeting.

Term of Office – The Committee’s year of office shall be the calendar year.

The Proceedings of the Committee shall be available in the Ladies' Section of the Club Website.  A paper copy shall be made available to any Lady Playing Member on request.


INFORMATION

Summary of minutes of Committee meetings may be found in a folder in the Ladies locker room.


COMPETITIONS

Players must sign the competition book found either in the Professional’s Shop or, on some occasions, in the Ladies’ Locker Room prior to taking part in competitions.  Payment for competitions is generally payable in the Professional’s Shop unless otherwise directed.  Information and criteria for competitions will be found in the folder marked “Rules and Conditions of Ladies’ Competitions” held in the Ladies’ Locker room.

5-Day Members are not eligible to play in some competitions and these are listed on the notice board in the Ladies’ Locker Room and can also be found in the 'Rules and Conditions of Ladies’ Competitions'.


GENERAL

Ladies may wear matching coloured socks and if of an appropriate design shirts may be worn outside of shorts or slacks.  Ladies are encouraged to wear match colours when participating in competitions and matches with other Clubs.






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