RULES OF THE HAM AND PETERSHAM TENNIS CLUB
NAME: The Club shall be known as The Ham and Petersham Tennis Club
AIMS: The aims of the Club are to provide facilities for members to play tennis
A person who wishes to become a member of the Club shall complete an application using the form provided by the Committee. Membership shall be confirmed by the Committee once a subscription has been paid. Every candidate for membership shall be considered by the Management Committee, which shall admit that candidate to membership of the Club unless to do so would be contrary to the best interests of the sport or the good conduct and interests of the Club (A person shall not be entitled to any privileges of the Club until two days have passed since his application for membership was submitted, whether or not he is admitted as a Member before those two days have lapsed). Only Club members are eligible to participate in Club activities. Any exceptions must be formally agreed by the Committee on an annual basis.
There shall be the following types of member:
- Individual adult members
- Family members (Normally, two adults and their children)
- Junior members (For those aged under 18 or under 25 in full time education)
- Star Club members (For those aged 12 and under who have joined the Star Club programme for young players. If their only affiliation is through the Star Club, they shall have restricted access to be agreed by the Committee.
- Honorary (For coaches and others at the discretion of the Management Committee. No subscription)
- Guest (For visitors and to allow a trial membership for prospective members)
The Committee may, from time to time, propose changes to these membership categories and present them for the approval of the Annual General Meeting (AGM).
Conditions of Membership
Each member agrees as a condition of membership:
(A) To be bound by the Rules of the Ham and Petersham Tennis Club (this document) and the Policies and Procedures of the Ham and Petersham Tennis Club that have been formally adopted by the Management Committee.
(B) To be bound by and subject to the LTA Rules and the Disciplinary Code of the LTA (These can be viewed on the LTA web site and via a link on the Club web site).
Rules (A) and (B) above confer a benefit on the LTA and, subject to the remaining provisions of this rule, are intended to be enforceable by the LTA by virtue of the Contracts (rights of Third Parties) Act 1999. For the avoidance of doubt, the members do not intend that any term of these rules, apart from rules (A) and (B) above, should be enforceable by virtue of the Contracts (Rights of Third Parties) Act 1999, by any person who is not party to this agreement.
Note that in the rules, unless the context requires otherwise:
“Disciplinary Code” means the disciplinary code of the LTA in force from time to time.
“LTA” means LTACLG and its subsidiaries or such successor entity or entities as become(s) the governing body of the game of lawn tennis from time to time.
“Member” means a member of the Ham and Petersham Tennis Club.
“LTA Rules” means the rules of the LTA as in force from time to time.
Subscriptions shall be set annually by the Committee and notified to the AGM. Subscriptions shall vary depending on the type of membership. The Committee may, at its discretion, waive the whole or part of the subscription, notably for those who join the club in the second half of the year.
Subscriptions shall be payable on 1 May each year. Only those who have paid their subscription shall be eligible for the Wimbledon draw.
Only those who have paid their subscriptions shall be eligible to attend and vote at the AGM or any other meeting of the Club. Those who have not paid their subscriptions by the end of June each year shall be deemed to have resigned.
There may be a President of the Club who shall be nominated by the Committee and appointed for one year at the AGM. If the President is a normal member of the Club, he or she shall be entitled to vote at the AGM and other meetings. The President shall not automatically be a member of the committee but may be co-opted at the invitation of the committee.
COMMITTEE AND OFFICERS
The committee shall consist of the following:
- Deputy Chair
- Membership Secretary
and not less than four or more than eight other members.
The Ham and Petersham Tennis Club agrees that each member of the Management committee will be required, as a condition of election or appointment, to agree to be bound by and subject to these rules, the Rules and Disciplinary Code, such agreement to contain an express acknowledgement that the Contracts (Rights of Third Parties) Act 1999 applies and that the LTA and the Ham and Petersham Tennis Club can enforce any breach at its option and in its sole discretion.
The Committee shall endeavour to meet at least four times a year. Four members of the Committee constitute a quorum.
The Committee may co-opt members, including team captains (if they are not already elected as Committee members) for up to 12 months and may invite others, such as the Club coach and a representative of Grey Court School and its Parents’ Association, to attend committee meetings. All elected and co-opted members of the Committee who are full adult members of the club shall be eligible to vote at committee meetings. Those invited to attend, as opposed to being formally co-opted, shall not be entitled to vote at committee meetings. In the event of a tied vote, the Chairman shall have the casting vote.
A member of the committee is deemed to have vacated office if he has been absent from the committee meetings on more than three occasions without good reason and without the permission of the committee.
THE ROLE OF THE COMMITTEE
The Committee shall have the following duties:
- To manage the affairs of the club and take any action on behalf of the club that it deems to be in the interests of the Club.
- To oversee policies and procedures of the Club
- To agree the annual subscriptions to be recommended to the AGM
- To agree new members and the action to be taken with respect to members who have not paid their subscriptions
- To oversee arrangements with respect to coaching of members
- To oversee the role of the Club Coach(es)
- To maintain good relations with the Lawn Tennis Association, Surrey LTA, Richmond Council, Grey Court School and other relevant parties
- To review and agree playing times in relation to School activities and the different classes of membership
- To represent the Club off site and in the wider community
- To agree any sub-committees that from time to time it may consider appropriate
OVERSIGHT OF CLUB ASSETS
The subscriptions and all other assets of the Club shall be vested in three Trustees who shall be appointed at the AGM. Failing such appointment, the Trustees shall be the Chair, the President and the Treasurer.
The assets of the Club shall be used solely in promotion of the aims of the Club. All income shall be paid into a Club bank account or savings account. Cheques may be drawn on the Club account when signed by any two of the Treasurer, Secretary and Chair or one other member of the committee agreed by the committee.
Only Club coaches who have entered a coaching agreement with the Club shall coach at the Club. Club coaches shall automatically be honorary members of the club.
The Ham and Petersham Tennis Club agrees that every coach and, so far as reasonably practicable, players and other persons using the facilities of the Ham and Petersham Tennis Club will be required, as a condition of such use, to agree to be bound by and subject to these rules, the Rules and Disciplinary Code, such agreement to contain an express acknowledgement that the Contracts (rights of Third Parties) Act 1999 applies and that the LTA and the Ham and Petersham Tennis Club can enforce any breach at its option and in sole discretion.
THE ANNUAL GENERAL MEETING
The Annual General Meeting shall be held every year not later than 30 June. Written notice of the day, hour and place of the meeting and of the business to be transacted shall be sent to each member at least 14 days prior to the date of the meeting.
Notices of resolutions and motions to be presented to the meeting must reach the Secretary not less than seven days prior to the meeting. The Chair may, at his/her discretion, allow any matters of which formal notice has not been given, to be discussed and determined at the meeting.
The Committee, or any 25 members of the Club, may, by notice in writing to the Secretary specifying the purpose of such a meeting, call for a Special General Meeting of the Club. The Secretary shall, within 14 days of receipt, convene a meeting on the same basis as the Annual General Meeting.
ELECTION AND RETIREMENT OF COMMITTEE MEMBERS
At each AGM, the Committee shall retire; but all Committee members shall automatically be eligible for re-election. Nominations for the post of Chair, Deputy Chair, Secretary, Treasurer and Committee members shall be forwarded to the Secretary not less than seven days prior to the date of the AGM, provided that the consent of the nominated person has been obtained. In the absence of such nominations, the Chair may accept nominations from members attending the meeting, normally of members attending the meeting, to be appointed to the above mentioned Committee posts. Such nominations must be proposed and seconded.
Voting Members must be 18 or over to be eligible to vote and have paid a full adult subscription either as an individual, a married couple or head of family. Families shall not normally have more than two votes. Voting eligibility applies to both general Club meetings and committee meetings.
Non voting members are all other classes of membership including star club, junior, student, honorary members and guests.
At any meeting, unless a majority of members present call for a secret ballot, a resolution or motion put to the meeting shall be decided on a show of hands. Every adult member present shall be eligible to vote, subject to the provisions outlined above concerning the criteria for club membership. Members may vote by proxy. In this case, the individual must specify a member whom he wishes to vote on his behalf. In the event of equal votes for and against a motion, the Chair shall have an additional casting vote.
REPORTS AND ACCOUNTS
At each AGM, the Committee shall present a report of the activities of the Club during the previous year together with a statement of accounts.
If the Committee decides that expulsion of a member is desirable in the interests of the Club, they may expel a member, stating their reasons for this action. That member shall have a right of appeal to the AGM or a Special Meeting.
The Club may be dissolved by a resolution passed by a two-thirds majority of those present and eligible to vote at an AGM or a Special Meeting. If, after dissolution and clearance of all debts and liabilities, any assets remain, these will be distributed among the members of the club on a basis to be agreed at the meeting where the dissolution is agreed.
ACCESS TO, APPLICATION AND ALTERATION OF THE RULES
Each member of the Club shall, on request, be provided with a copy of these rules by the Secretary. They shall also be posted on the Club Website. Where there is any query concerning the rules, the query shall be resolved by the Committee. The Committee shall also decide on any actions should issues arise that are not covered by the rules. The rules may be amended at the AGM or a Special Meeting of the Club when agreed by a two-thirds majority of those present and eligible to vote.
These revised rules were approved at the AGM held on 22 June 2011