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Constitution and Rules
1. Name
The name of the Union shall be “The Halifax Huddersfield and District Union of Golf Clubs”, hereinafter referred to as “the Union”.
2. Objects
The objects of the Union shall be:-
(1) To promote, administer and encourage amateur golf within the Member Clubs of the Union with particular emphasis on scratch and junior golf; and
(2) Without limiting the generality of the foregoing:
(a) To arrange a Union Match Play Championship, a Union Stroke Play Championship, a Union Club Championship and such other competitions and golf meetings that are held under the auspices of the Union.
(b) To co-operate with the Yorkshire Union of Golf Clubs.
(c) To employ the funds of the Union to the best advantage for the achievement of these objects.
3. Governance
The governing body of the Union shall be the Executive Committee as elected by the Member Clubs - Rule 12.
4. R and A Rules
All Championships,Competitions and matches shall be played according to the Rules of Golf as approved by the Royal and Ancient Golf Club of St Andrews and the Local rules upon whose green the event is being played, in so far as it does not contravene the Rules of Golf and have the approval of the Competition Committee
5. Membership
Membership shall comprise of Member Clubs, Playing Members Senior Members and Non-Playing Members as defined below:-
(1) Member Clubs - Golf Clubs affiliated to both a County Union and the English Golf Union which:
(a) have a constitution and rules approved by the Union, recognising the Rules of Golf as approved by R and A Rules Ltd and giving control to its members or a committee thereof of the handicapping and management of competitions of its members in accordance with the National Handicapping Scheme for the time being in force.
(b) undertake to conform to the Constitution and Rules of the Union.
(c) undertake to conform to the Rules of Amateur Status for the time being in force as laid down by R and A Rules Ltd.
(2) Playing Members - All full and junior male members of a Member Club who are eligible to compete in all competitions arranged by that club, in which medal play conditions prevail and for which a competition scratch score is calculated, subject only to the exclusion by virtue of any restrictions or limitations which may be imposed relating solely to either the handicap or the age of the players who may compete.
(3) Senior Members - members of a Member Club aged 55 and over who are eligible to play in mid week competitions arranged by that Club in which medal play conditions prevail and for which a competition scratch score is calculated, subject only to the exclusion by virtue of any restrictions or limitations which may be imposed relating solely to either the handicap or the age of the players who may compete.
(4) Non-Playing Members - members of a Member Club who have previously served on the Executive Committee of the Union who are no longer full members of that club.
6. Admission to Membership
(1) Applications for club membership shall be sent in writing to the Honorary Secretary of the Union together with an undertaking that, if elected to membership, the club will conform to the Constitution and Rules of the Union and to any other conditions which were agreed with the Executive Committee at the time of the club’s application. All applications for membership shall be considered by the Executive Committee whose decision shall be final
(2) Playing Members, Senior Members and Non Playing Members shall be members as a consequence of their membership of a Member Club
7. Resignation of Membership
(1) Any Member Club wishing to resign must give notice thereof in writing to the Honorary Secretary of the Union on or before 30th November in any year otherwise such Member Club shall be liable to pay its subscription for the ensuing year.
(2) Playing Members, Senior Members and Non Playing Members shall cease to be members if they cease to be a member of a Member Club
8. Annual Subscriptions
(1) Each Member Club shall pay such annual subscription as shall from time to time be determined by the Executive Committee. Any increase in the annual subscription which is greater than 25% of the current annual subscription shall require the prior approval of the Member Clubs in general meeting
(2) Playing Members, Senior Members and Non Playing Members shall pay no subscription to the Union.
(3) Annual subscriptions shall be due and payable on 1st April of each year. No Member Club, Playing Members or Senior Members of a Member Club whose subscription is in arrears shall be entitled to take part in any competitions or events organised by the Union.
9. Officers
(1) The Officers of the Union shall be the President, the Immediate Past President, the President-Elect, the Vice Presidents, the Honorary Secretary, and the Honorary Treasurer.
(2) With the exception of the Immediate Past President, the Officers shall be elected at the Annual General Meeting of the Union.
(3) The President, President-Elect, Honorary Secretary and the Honorary Treasurer shall hold office until the next Annual General Meeting when they shall retire but shall be eligible for re-election
(4) Vice Presidents shall not exceed five in number and shall not be subject to annual retirement but the Executive Committee shall have the right to request that they retire from office at such time as they cease to actively participate in the affairs of the Union.
(5) The President and Past Presidents of the Union shall meet each January to recommend nominations for the offices of President, President-Elect and, if necessary, Vice Presidents for approval by the Executive Committee.
(6) Nominations for the Offices of Honorary Secretary, Honorary Treasurer and Auditor shall be made by the Executive Committee.
10. Trustees
(1) The property of the Union, other than cash, shall be vested in not less than two, nor more than four, Trustees and such property shall be dealt with by them as the Executive Committee may from time to time determine by resolution (of which an entry in the minute book shall be conclusive evidence).
(2) The Trustees shall be indemnified against all risk and expense (except in the case of negligence) out of the property of the Union.
(3) The Trustees shall be nominated by the Executive Committee for appointment at the Annual General Meeting and shall hold office until the next Annual General Meeting when they shall retire but shall be eligible for re-election.
11. Funds
In the event of the dissolution of the Union, the assets and property of the Union shall be distributed between the Member Clubs in proportion to, or as near as maybe, the current subscriptions paid by the Member Clubs.
12. Executive Committee
(1) Except as otherwise provided the affairs of the Union shall be administered by the Executive Committee which is constituted as follows:-
(a) The Officers of the Union; and
(b) Fifteen other members (“Elected Members”) elected as set out in paragraph 13 below
(2) Without prejudice to the generality of these rules, the Executive Committee shall in particular have the following powers:-
(a) To appoint sub-committees and determine their composition, terms of reference and delegated powers;
(b) To expel a Member Club from membership of the Union or to inflict the appropriate punishment on any Member Club, Playing Member, Senior Member or Non Playing Member for breaches of the rules of the Union, resolutions of the Union passed under paragraph (g) of this clause, the Rules of Golf, the Rules of Amateur Status or for any conduct which prejudices the interests of the Union or the game;
(c) To delegate disciplinary powers;
(d) To admit Members in accordance with these Rules;
(e) To organise championships, matches and other competitions and to make regulations therefor as may be necessary from time to time;
(f) To control the property and funds of the Union;
(g) To pass such resolutions as it considers necessary from time to time for the better management of the affairs of the Union and which are binding on all members; and
(h) To deal with any matter not provided for in these Rules.
(i) To decide upon the interpretation of these Rules.
(3) Three Officers together with four other members of the Executive Committee shall form a quorum at meetings of the Executive Committee with the exception of those meetings which are held on the day of a golf competition for the specific purpose of resolving queries or disputes arising from that competition when any three members of the Executive Committee shall form a quorum
13. Elected Members
(1) Playing Members (excluding juniors under eighteen years of age) and Non-Playing Members are eligible to become Elected Members.
(2) Candidates for election shall be nominated by Member Clubs and their names must be submitted in writing to the Honorary Secretary at least two weeks prior to the date of the Annual General Meeting at which the election is due to take place.
(3) The candidates to be elected at each Annual General Meeting shall be determined by ballot amongst the voting representatives of the Member Clubs who are present in person. Each voting representative may give one vote only to a candidate, but must vote for as many candidates as there are vacancies. Ballot papers which do not fulfil any conditions for voting laid down at the meeting shall be declared void.
(4) Subject to the conditions of paragraph (5), Elected Members shall hold office for a period of three years with five members retiring by rotation each year. Retiring members are eligible for re-election.
(5) In cases where there are more than five vacancies due to a member or members having retired prior to completion of the three year period, any candidate or candidates elected to fill such additional vacancy or vacancies will retire at the same time as the retiring member(s) would have retired if they had continued in office. The first five candidates in the ballot will be elected for a period of three years with the other candidates being elected for the reduced periods determined according to the number of votes received.
(6) If two or more candidates obtain an equal number of votes another ballot shall if necessary be taken in respect of such candidates. If two or more candidates again obtain an equal number of votes, the Executive Committee shall select by lot from such candidates the candidate or candidates who is or are to be elected.
(7) A vacancy arising during the year through the death or resignation of an Elected Member may be filled by the Executive Committee. Any member so appointed shall hold office only until the next Annual General Meeting and shall then, subject to nomination by a Member Club, be eligible for re-election.
14. General Meetings
No business shall be transacted at any Annual General Meeting or Extraordinary General Meeting unless a quorum of voting representatives from the Member Clubs is present. Each Member Club shall have one voting representative and seven voting representatives present in person shall be a quorum. With the exception of the election of Elected Members (Rule 13), a resolution put to the vote at any general meeting shall be decided on a show of hands and each voting representative present in person shall have one vote. In the case of an equality of votes, the Chairman of the meeting at which the show of hands takes place shall be entitled to a casting vote. With the exception of the Chairman’s casting vote, no other person other than the voting representatives will be entitled to vote at a general meeting.
15. Annual General Meeting
(1) Not less than 21 days clear notice of the Annual General Meeting shall be sent by the Honorary Secretary to each Member Club. The accidental omission to send, or non-receipt of, such notice shall not invalidate the proceedings of such Annual General Meeting.
(2) The Annual General Meeting shall be held in March each year at a venue selected by the Executive Committee for the following purposes:-
(a) To receive reports for the preceding year To receive the audited statement of accounts for the preceding year
(b) To elect Officers and Elected Members
(c) To elect an Auditor
(d) To elect Trustees
(e) To transact any other general or special business, provided that details of such business have been specified in the notice convening the meeting.
16. Extraordinary General Meeting
(1) An Extraordinary General Meeting may be convened by :-
(a) The President and the Honorary Secretary; or
(b) Any three Member Clubs who must submit a written request to the Honorary Secretary who must then convene an Extraordinary General Meeting within fourteen days after receipt of such request.
(2) The convening of an Extraordinary General Meeting shall be called by at least 21 days clear notice given to all Member Clubs setting out the venue, date, time and the business to be considered.
17. Changes to Constitution and Rules
No new rule or regulation shall be made nor shall any rule be altered or repealed unless the new rule, amendment, alteration or repeal is approved by a majority of at least two thirds of the votes cast by those voting representatives present in person at an Annual General Meeting or Extraordinary General Meeting convened for that purpose.
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