Senior Men’s Constitution

CONSTITUTION OF THE BUCHAN SENIORS GOLFING ASSOCIATION

( as amended 19 November 2015)

1)   THE ASSOCIATION

a) The Association is called the Buchan Seniors Golfing Association, hereinafter referred to as the Association.

b)  The Association is a federation of subscribing Golf Clubs namely, Peterhead, Inverallochy, Oldmeldrum, Fraserburgh, Newburgh, Inverurie, Cruden Bay, Ellon and Longside, which have senior male members and a constitution and rules appropriate to a golf club.

c) The Association shall be a non-profit making body.

2)   AIMS & OBJECTIVES

The Aims & Objectives of the Association are

a)    To promote and foster among the members a closer bond and fraternity for their joint and mutual benefit

b)    To promote and conserve the best interests and true spirit of the game of golf as embodied in its ancient and honourable traditions

c)    To encourage conformance with the R & A Rules of Golf by forming the Association. The Association may from time to time introduce Local Rules to cover specific requirements of the Association.

d)    To maintain a system of handicapping which will be reviewed annually.

e)    To provide an authoritative body to govern and conduct the Associations competitions.

3)   MEMBERSHIP

Membership shall consist of male members of the nine member clubs who are 60 years old and over and have a current National Handicap. Each member club will be allowed a maximum of 27 Members. Otherwise, each club will be responsible for their own membership criteria.

4)   EXECUTIVE COMMITTEE

The Association responsibilities and obligations will be discharged by an Executive Committee.

The composition of the committee, who must be a Buchan Senior member of a golf club within the Association, shall be as follows:-

a)    Captain

b)    1 Member of the Buchan Seniors nominated by each of the 9 member clubs

c)    The Sponsor (ex officio)

d)  Secretary/Treasurer

e)  Assistant Administrator

The Executive Committee shall meet as necessary for the sound running of the Association. A special meeting may be called at the request of four members of the committee.

The voting rights are reserved for the Captain and the nine representatives of the member clubs.

Six members shall form a quorum at an Executive meeting.

5)   DUTIES OF THE EXECUTIVE COMMITTEE

The Executive Committee must

a)    Define the duties of the Secretary/Treasurer.

b)  Oversee the finances of the Association.

c)   Prepare a detailed annual budget.

d)    Determine the per capita rate for annual subscription from members.

e)    Interpret the Constitution, and decide all questions in connection with it.

f)    Control all aspects of the competitions promoted and run by the association and in accordance with any decisions made by Notice of Motion which have been duly discussed and voted on and passed at any Annual General Meeting or Special Meeting called for that purpose.

6)   FINANCE

Members members shall pay an annual subscription as determined by the Executive Committee. All subscriptions shall be in the hands of the Association by 1st April annually. The responsibility for collecting joining fees and annual subscriptions rests with the individual club representatives.

The funds of the Association shall be derived from

a)    Annual subscriptions as provided for in Clause 5 (d) above and all contributions that may be received from other sources including sponsorship

b)    The financial year shall end on 30TH September in each year.

c)    All monies received by the treasurer will be deposited in the Buchan Seniors General Fund bank account

d)    All cheques issued by the treasurer shall be countersigned by a duly authorised signatory.

7)   GENERAL MEETINGS

a)    The Annual General Meeting shall be held in the month of October at least three weeks after the final Association event of the season. The date, time and venue for the AGM will be decided by the Executive. Notice shall be given to member clubs by the secretary at least twenty-one days beforehand. A copy of the Annual Audited Statement of Accounts shall be made available one week before the meeting.

b)    A Special General Meeting may be called by the Executive Committee at any time or called by written requisition signed on behalf of at least three Member Clubs. Any requisition will specify the business to be transacted and it will not be competent to deal with any other business. The Secretary shall, within ten days of the receipt of the requisition, notify all members of the Executive Committee and all member clubs. Notices of amendment must be received by the Secretary within seven days thereafter. The meeting must be held within 28 days of the receipt of the requisition at a venue decided by the Executive Committee.

c)    Every member of the Association shall be entitled to attend and vote at a General or Special Meeting of the Association

d)    Any Notice of Motion must be made in writing with the Proposer and Seconders’ name and signature thereon, and be in the hands of the Secretary, at least four weeks prior to the AGM to allow them to be circulated to member clubs. Any member who proposes or seconds a Notice of Motion for an A.G.M. or Special Meeting must attend that meeting or the motion fails.

e)    Fifteen members shall form a quorum at a General or Special Meeting of the Association.

f)    The Constitution of the Association shall not be altered or added to without the approval of two-thirds of those present, and voting, at an Annual General Meeting or Special General Meeting convened for this purpose.

g)    The Annual General meeting shall

i)     Receive a report on the activities of the Association

ii)    Receive and approve an Audited Statement of Accounts for the year

iii)   Receive a current budget statement

iv)   Appoint auditors for the following year

v)    Appoint the Captain for the following year from the Member Clubs in the rotation shown in Clause 1 (b) above

vi)   Appoint the Secretary/Treasurer and Assistant Administrator

vii)  Decide the Honorarium for the Secretary/Treasurer and Assistant Administrator.

8)   CHAIRMAN

At all meetings the Captain, whom failing, a Member of the Executive Committee, appointed by the Meeting, shall take the Chair. The Chairman shall have a casting vote in addition to any vote he may otherwise have.

9)   CESSATION OF THE ASSOCIATION

In the event of the Association folding and ceasing to exist all monies held in the General Fund will be equally shared between the member clubs, and passed to their respective clubs junior sections for the benefit of the juniors.

The Tom Lothian Hole-in-One fund shall be donated to cancer research at Aberdeen Hospital.

10)                HONORARY MEMBERS

The Association may elect Honorary Life Members.