Club Constitution

  • The Club will be called Witheridge Lawn Tennis Club (hereinafter will be referred to as The Club) and may also be known as Witheridge Tennis Club.
  • Witheridge Lawn Tennis Club will be registered and affiliated to the Law Tennis Association (LTA) of 100 Priory Lane, Roehampton, London SW15 5JQ.

 

Aims and Objectives:

The aims and objectives of the Club will be:

  • to offer facilities for playing tennis, tennis coaching and competitive opportunities
  • to promote the Club and tennis participation within the local community
  • to manage the Club
  • to ensure a duty of care to all members of the Club
  • to provide all services in a way that is fair to everyone

Membership:

  • Membership of the Club is open to anyone interested in participating, coaching, or volunteering in tennis, regardless of sex, age, disability, ethnicity, nationality, sexual orientation, religion or other beliefs,a dn social/economic status.
  • The membership shall consist of the following categories:
  1. Individual Adult Membership
  2. Joint Adult Membership (two people living at the same address)
  3. Family Membership (adult and unlimited number of children living at same address)
  4. Junior Membership (under 16 years)
  5. Student Membership (16 - 21 years)
  • All members will be subject to the regulations of the Constitution and by joining the Club will be deemed to accept these regulations and codes of practice that the Club has adopted.
  • Members in each category will pay the appropriate membership fees requested.  The costs and timeframes for paying these fees will be determined by the Committee and presented at the Annual General Meeting.
  • Individuals shall not be eligible to take part in the business of the Club, vote at general meetings or be eligible for selection to any Club team unless the applicable subscription has been paid by the due date and/or membership has been agreed by the Club Committee.

Equal Opportunities:

  • This Club is committed to ensuring that equity and equal opportunities are incorporated across all aspects of its development.
  • The Club respects the rights, dignity and worth of every person and will treat everyone equally within the context of tennis, regardless of age, avility, gender race, ethnicity, religious belief, sexuality or social/economic status.
  • The Club is committeed to everyone having the right to enjoy their sport in an environment free from the threat of intimiadation, harassment and abuse.
  • All Club members have a responsibility to oppose discriminatory behaviour and promote equality of opportunity.
  • The Club will deal with any incidence of discriminatory behaviour seriously, according to Club disciplinary procedures.

The Committee:

  • The affairs and finances of the Club shall be conducted by a Committee of at least 5 members, which shall consist of the Chairperson, Treasurer, Secretary, Junior/Welfare Officer and no more than 2 other members, who shall be elected at the Annual General Meeting.
  • All Committee members must be members of the Club.
  • The term of office shall be for one year, and members shall be eligible for re-election at the Annual General Meeting.  If no new candidates stand for election, the existing members shall be re-elected with a block vote.
  • If the post of any officer or ordinary committee member should fall vacant after such an election, the Club Committee shall have the power to fill the facancy until the succeeding Annual General Meeting.
  • The Committee will be responsible for adopting new policies, codes of practice and rules that affect the organisation of the Club.
  • The Committee will have powers to appoint any advisers to the Committee as necessary to fulfil its business.
  • The Committee will be responsible for the management of the Club and will have the sole right of appointing and determining the terms and conditions of service of employees and/or contractors of the Club.
  • The Committee will be responsible for disciplinary hearings of members who infringe on the Club rules/regulations/constitution.  The Committee will be responsible for taking any action of suspension or discipline following such hearings. 
  • There will be an Annual General Meeting held on a mutually convenient date between November and March (but prior to the new year which starts in April) each year and extra ordinary meeting may be convened by the Secretary of the Club as and when deemed necessary. 
  • All paid up members will have the right to vote at the Annual General Meeting.
  • The quorum required for the the business to be ageed upon at the Annual General Meeting will be 50% of those present.

Finances:

  • The Club Treasurer will be responsible for the finances of the Club.
  • The financial year of the Club will run from 1st April and end of 31st March.
  • All Club monies will be banked in an account held in the name of the Club.
  • A self-audited statement of annual accounts will be presented by the Treasurer at the Annual General Meeting.
  • Any cheques drawn against the Club funds should hold the signatures of the Treasurer and one other Officer.  For Internet Banking, two authorised users should be in place with two being required to authorise all payments.
  • All members of the Club shall be jointly and severalloy responsible for the financial liabilities of the Club.
  • All surplus income or profits are to be reinvested in the Club.  No surpluses or assets will be distributed to members or third parties.

Annual General Meetings and Extraordinary General Meetings:

  • Annual General Meetings are the means whereby the members of the Club exercise their democratic rights in conducting the Club's affairs.
  • The Club shall hold the Annual General Meeting each year and always within fifteen months of the previous AGM.
  • Business to address at the AGM:
  1. Approve the minutes of the previous year's AGM
  2. Receive reports from the Chair
  3. Receive a report from the Treasurer and approve the Annual Accounts and future expenditure
  4. Elect the Officers on the Committee
  5. Agree on the membershiup fees for the following year
  6. Consider any proposed changes to the Constitution
  7. Decide on any proposed resolutions
  8. Deal with other relevent business
  • Notice of the AGM will be given by the Club Secretary with at least 21 days' notice to be given to all members.
  • Resolutions for discuss at the AGM must be submitted to the Secretary not less than 14 days prior to the AGM.
  • Nominations for Officers of the Committee will be sent to the Secretary prior to the AGM.
  • Proposed changes to the Constitution shall be sent to the Secretary prior to the AGM, who shall circulate them at least 7 days before an AGM.
  • The quorum for the AGMs will be 10% of the membership.
  • The Chair of the Club shall hold a deliberative as well as a cdasting vote at general and committee meetings.
  • An Extraordinary General Meeting (EGM) shall be called by an application in writing to the Secretary supported by at last 10% of the members of the Club.  The Committee shall also have the power to call an EGM by decision of a simple majority of the Committee members.  
  • All procedures shall follow those outlined above for AGMs.

Amendments to the Constitution:

  • The Constitution will only be changed through agreement by a majority vote at an AGM or EGM.

Disciplines and Appeals:

  • All concerns, allegations or reports of poor practice/abuse relating to the welfare of children and young people will be recorded and responded to swiftly and appropriately in accordance with the Club's child protection policy and procedures.  The Club Welfare Officer is the lead contact for all members in the event of any child protection concersn.
  • All complaints regarding the behaviour of members should be presented and submitted in writing to the Secretary.
  • The Club Committee will meet to hear complaints within 14 days of a complaint being lodged.  The Committee has the power to take appropriate disciplinary action including the termination of membership.
  • The outcome of a disciplinary hearing should be notified in writing to the person who lodged the complaint and the member against whom the complaint was made within 7 days of the hearing.
  • There will be the right of appeal to the Club Committee following disciplinary action being announced.  The Committee should consider the appeal within 7 days of the Secretary receving the appeal.

Dissolution:

  • A resolution to dissolve the Club can only be passed at an AGM or EGM through a majority vote of the membership.
  • In the event of dissolution, all debts should be cleared with any Club funds.  Any assets of the Club that remain shall be awared to a charity of the members' choice or donated to the LTA for the benefit of British Tennis.

Declaration:

  • Witheridge Law Tennis Club hereby adopts and accepts this constitution as a current operating guide reglating the actions of the members and the Club Committee.