HAREFIELD PLACE GOLF CLUB
CONSTITUTION (Revised August 2011)
1. Name and Affiliation
1.1. The Club shall be known as HAREFIELD PLACE GOLF CLUB hereinafter referred to as the Club.
1.2. The Club shall be affiliated to the English Golf Union, The Middlesex County Golf Union, the Ladies Golf Union, The National Association of Public Golf Courses and to any other such governing golf association or body as the Management Committee shall decide.
2. Objects
2.1. The object of the Club is to provide the facilities of a golf club and to take a lease or tenancy of the Club Room and Patio in the Clubhouse situate at Harefield Place, for regular users of Uxbridge Municipal Golf Course. This to be provided free of charge if the club allow the clubroom to be allowed for private functions through the year.
3. Membership
3.1 Membership of the Club shall be open to users of Uxbridge Municipal Golf Course who apply for membership, using the official membership application form, duly proposed and seconded by members who hold at least one year's membership of the Club, and whose applications are duly accepted by the Club's Management Committee. Persons on being elected to membership will pay a joining fee in addition to their first year's subscription. Where an application for membership originates from a past member of the Club the full entrance fee will normally be paid but this amount may be reduced subject to ratification by the Management Committee.
3.2 The annual membership subscription shall be as recommended by the Management Committee subject to ratification by the Annual General Meeting. Membership subscriptions shall be due on the 1st April of each year and membership will lapse if subscriptions are not received by 1st June of that year. New members subscriptions are due within one month of their application for membership being accepted by the Management Committee. Pro-Rata Annual Membership subscription reductions for new members joining after June will be at the discretion of the Management Committee. The payment of the annual subscription entitles the member, after one year's membership, to the full privileges of the Club. No member in arrears shall be entitled to compete in Club competitions.
3.3. The Management Committee of the club may require any member to explain any conduct of his/hers which it considers may be detrimental to the well-being and good name of the club. Any member required to give such an explanation will be given not less than 7 days' written notice of a meeting of the Management Committee at which his/her explanation will be required. The member may give his/her explanation to that meeting in person or in writing and, if in person, the member may be accompanied or represented by another member of his/her choice. After the meeting, the Management Committee shall decide what action, if any, is appropriate to take including, without limitation, expulsion or suspension. The Management Committee may, if it wishes, defer any decision until further information has been obtained. Only members of the Management Committee present at the meeting the member was required to attend shall be entitled to vote when the decision is made. No decision to expel or suspend the member shall be valid unless approved by not less than a two thirds majority of members of the Management Committee present at the meeting and entitled to vote.
4. Officers
4.1 The officers of the club shall be:
PRESIDENT
VICE-PRESIDENT
SECRETARY/TREASURER
HANDICAP SECRETARY
COMPETITION SECRETARY
CAPTAIN
These officers to be elected annually at the Annual General Meeting.
5. Management Committee
5.1 The management of the Club shall be vested in the Management Committee.
5.2 The President and Vice-President shall be patrons of the Club and shall be regarded as regular invitees to and members of the Management Committee Meeting and may exercise that privilege without formal notification.
5.3 The ex-officio members of the Management Committee shall be:
SECRETARY/TREASURER
HANDICAP SECRETARY
COMPETITION SECRETARY
CAPTAIN
VICE-CAPTAIN
PAST CAPTAIN
SENIORS REPRESENTATIVE
JUNIOR SECTION REPRESENTATIVE
COURSE PROFESSIONAL
LADIES REPRESENTATIVE
TWO CLUB MEMBERS
5.4 With the exception of the Course Professional, and Ladies representative all Management Committee officers/members will be elected annually at the AGM.
The Management Committee shall be empowered to co-opt additional members to the Management Committee should circumstances dictate.
5.6. The Management Committee shall elect a Chairman and Vice-Chairman from within the membership of the Mangement Committee. (Note: See 5.2 which empowers this to include President and Vice-President).
5.7. After due notice to all the Management Committee, five shall constitute a quorum, co-opted members excepted.
5.8 Minority meetings consisiting of fewer than five members may be convened at the call of the President, Vice-President or Secretary/Treasurer to transact emergency business but, to be effective, any decisions made at any such meeting must be ratified at the next Management Committee meeting.
5.9 The Management Committee shall have power to borrow money for the purposes of the Club provided that the amount of money borrowed for the time being remaining undischarged shall not exceed £50,000 on such terms and at such a rate of interest as the Management Committee may from time to time in its absolute discretion think fit and to secure the repayment of money borrowed by giving such guarantee or security as may be necessary.
5.10 Excepting Sections 5.1 to 5.9 above normal accepted business and Club Committee practices will apply.
6. Accounts
6.1. The Secretary/Treasurer shall keep the Club's accounts and shall be the custodian of the Club's funds. The signature of the Secretary/Treasurer, President and one appointed member of the Management Committee shall be lodged at the Bank and two of these three signatures will be necessary to sign cheques on the Club's account.
6.2. The Club's accounts shall be audited annually and an audited balance sheet shall be presented to the Annual General Meeting of the Club.
6.3. The financial year of the Club shall end on 31st January and all accounts shall be settled by that date. The audited statement of accounts shall be ready for presentation to the Annual General Meeting within eight weeks of the ending of the financial year.
6.4. A competent auditor shall be appointed by the Management Committee.
7. Annual General Meeting
7.1. An Annual General Meeting of the Club shall be convened within eight weeks of the ending of the Club's financial year. (See 6.3.)
7.2. Notice of the convening of the Annual General Meeting shall be given to members of the Club, either in writing and/or by notice posted in the Club House, not less than three clear weeks before the Annual General Meeting takes place.
7.3. Nominations of officers and other Management Committee posts may be made by the Management Committee. Alternative nominations may be submitted, in writing, to the Club Secretary/Treasurer and must be proposed and seconded by bona fide Club members. Such nominations must be received at least 7 days before the date of the Annual General Meeting.
7.4. The Annual General Meeting shall receive the audited statement of accounts, elect the officers and other members of the Management Committee and transact such other business as shall be brought forward.
7.5. At the Annual General Meeting 10% of the membership shall constitute a quorum.
7.6. At the Annual General Meeting all issues, excepting 12.1 shall be decided by a simple majority vote with the President having a casting vote should it be necessary.
8. Ladies Section
8.1. The Club may make provision for a Ladies Section when there are at least ten subscription-paying lady members whose membership is governed by 3.1 of this Constitution.
8.2. The Ladies annual membership subscripton fee shall be as 3.2 of this Constitution.
9. Junior Section
9.1 The Club may make provision for a Junior Section when there are at least eight subscription-paying juniors whose membership is governed by 3.1 of this Constituion.
9.2 The junior annual membership fee shall be as decided by the Management Committee.
9.3 The age definition of a junior shall be as defined by the Middlesex County Golf Union.
10. Club Trophies
10.1 All Trophies presented for annual competition shall remain the property of the Club and must be returned to the Club by 31 January of the year following the year in which they were won.
10.2. Three persons, not necessarily members of the Management Committee shall be appointed by the Management Committee to act as Trophy Trustees of the Club Trophies. It shall be their responsibility to satisfy themselves that the Club Trophies are in proper custody and adequately insured. In the case of the Club disbanding, for any reason, it shall be the duty of the Trophy Trustees to act as custodians of the Club Trophies, and other assets, until such time as an Extraordinary General Meeting of the Club shall determine their disposal.
10.3. All Competitions shall be played under the Rules of Golf approved by The Royal and Ancient Golf Club of St Andrews, subject to the local rules of the Club in force at the time of the competition.
10.4 The Handicap/Competition Secretary shall be responsible for the dating and planning of all Competitions subject to Management Committee agreement.
10.5 The year’s programme of Competitions and other events shall be agreed by the Mangement Committee and it shall be the duty of the Handicap/ Competition Secretary to exhibit due notice of each Competition on the Club Notice Board or similar location.
11. Handicapping
11.1 The Management Committee shall constitute the Handicapping Committee of the Club.
11.2. All matters of dispute relating to Handicaps shall be referred to the Management Committee by the Handicap/Competition Secretary.
12. Amendments
12.1. This Constitution shall only be amended at the Annual General Meeting or Extraordinary General Meeting of the Club and by a majority vote of not less than two-thirds of the members present and voting.
12.2 Notice of a motion by any member to amend this Constitution must be submitted, in writing, to the Secretary/Treasurer at least two weeks before the Annual General Meeting or Extraordinary General Meeting.
12.3 Notice of recommendations by the Management Committee to amend this constitution must be indicated in the notice of the convening of the Annual General Meeting or Extraordinary General Meeting.
13. Extraordinary General Meeting
13.1. An Extraordinary General Meeting of the Club may be summoned at any time by the Secretary/ Treasurer on a majority vote of the Management Committee, or by request, in writing, of at least thirty members of the Club. At least three clear weeks notice of such a meeting must be given to the members of the Club.
RULES FOR THE HAREFIELD PLACE CLUB HOUSE
1. The Club House is for the use of Harefield Place Golf Club Members only subject to the following exceptions:
1.1. Guests limited to four at any one time. (excluding spouse, girl-friend/boy-friend.
1.2. Guests must leave when the member leaves (no unattended guests).
1.3. Any member and or guest shall leave at the request of a Committee Member or the Steward. Swearing, loud or offensive behaviour could result in individuals being asked to leave and also possible disciplinary action being taken by the Management Committee. Irrespective of whether the individual feels the behaviour is not offensive if a committee member or steward or bar staff feel it is, it will be deemed as offensive.
1.4. Special events, Social occasions, Open Tournaments, Club matches and the like as decided by the Club and/or Steward.
1.5 At the discretion of the steward or bar staff, members and their guests may be refused alchohol if it is felt they have consumed too much.
2. Opening Hours
2.1 The Clubhouse will be open at all reasonable times subject to security, demand and Staff/Management Committee presence.
2.2 Bar and Catering facilities will be available at all reasonable times subject to demand, staff availabilty and the terms of the Club's liquor licence.
2.3 As necessary the Clubhouse will be used for Club match meals, Committee meetings etc., on such occasions access to the Clubhouse will not be available but this will obviously be kept to a minimum.
3. Smart dress and appearance are requested at all times.
3.1 A reasonable standard of dress is demanded.
3.2 No golf shoes of any kind should be worn, including any shoes worn previously to play golf (training shoes etc.)
3.3 Shirts must be worn at all times (no vests or sleeveless shirts).
4. Dogs are not allowed in the Club House.
5. Abuse of Clubhouse facilities will not only result in expulsion from the Clubhouse but, in the case of a Club member, will also result in the disciplinary procedure set out in Section 3.3 of the Club Constitution being invoked against him/her.
6. Clubhouse staff cannot realistically be expected to monitor these Rules, it follows therefore that all members will not only abide by same but enforce them as well.
7. The above rules shall generally apply to the adjoining Club patio.
COMPETITION RULES (Revised March 2007)
1. General
The Rules of the Royal & Ancient Golf Club of St Andrews shall apply generally. In Monthly Medals, Mid-Week Competitions, and all Club Trophy Competitions, the following rules 2-8 shall apply.
2. Entries
Competitors must print name on the Competition sheet and enter their name, membership number, date and Competition on a Competition Card before commencing play. Only one entry per competitor will be allowed, when a competition extends over one or more days. Except for Eclectic Competition. On some Competitions an entry fee is to be paid prior to commencing play. This will be posted and fees to be paid via the envelopes provided in the Pro's shop and must be filled in to be eligible for the Competition.
3. Order of Playing Holes
Competitors must commence at 1st hole and complete round without a break, except as otherwise directed by the Management Committee or Tournament Organiser, or during winter period when playing from mats, when either 1st or 7th hole may be used to commence round at starter’s request only.
4. Cards
GROSS SCORES ONLY AT EACH HOLE TO BE ENTERED
No competitor shall mark his/her own card. Unless the Committee appoint a marker. A member shall mark and sign his/her fellow members card, as a marker (printing his/her name clearly in player B) and on completion of the round the competitor must sign his/her card before leaving the course. Cards without date, competition name, membership number, or necessary signatures, will be disqualified. No cards are to be made out in the clubhouse, except when a card is affected by rain, when a duplicate should be made out and attached to the original. The Committee reserve the right to disqualify any card suspected of being completed in the clubhouse. All completed cards shall be placed in the box provided, including Nil returns. Failure to do so will result in being denied entry to the next two weekends competitions.
5. Handicaps
Competitors shall play off current H.P.G.C. Handicaps as shown on the handicap board, or a lower handicap, corrected to handicap rules.
6. Type of Competition
Competitions shall consist of one round of 18 or 36 holes stroke play, par or Stableford, as indicated in the current year's fixture list. Weekends Competitions; if the course is closed on Saturday or Sunday then the Competition is cancelled, this also applies to the Mid-Week Medal if the course is closed on either day. All scores below SSS will count for Handicapping purpose.
7. Method of Scoring
(a) STROKE/MEDAL PLAY
The number of shots taken at each Hole is entered on the the card then totalled for eighteen holes to obtain the gross score. The player’s full handicap is then deducted for net score.
(b) STABLEFORD TROPHY COMPETITIONS Full handicap allowance. Competitions take the strokes they receive at alloted holes. If allowance is more than 18, 2 strokes shall be taken at holes in order of stroke index.
For a Hole played in:
Net Score of 1 over par - 1 point
Net score of par - 2 points
Net score of 1 under par - 3 points
Net score of 2 under par - 4 points
Net score of 3 under par - 5 points
In the interests of speeding up play, a player should pick up his/her ball after reaching a score where no points can be achieved..
(c) BOGEY – Full handicap allowance
Match play competition against the course.
Competitors take the strokes they receive at allotted holes. If the allowance is more than 18, 2 strokes shall be taken at holes in order of stroke index. The actual gross score at each hole where a win of half is recorded must be entered on the card.
Players play every hole against their own net par if they beat net par they mark a plus (+), if the equal par mark (0), if par is not achieved they mark minus (-). The result is calculated by adding up the plusses and subtracting the minus.
8. Ties
Ties will be decided as follows:
Stroke Competitions - The better net score (with proportionate handicap allowance) over the last 9, 6, 3, 2 or 1 holes as necessary.
Par Competitions -The better par result over the last 9, 6, 3, 2 or 1 holes as necessary.
Stableford Competitions - The better points score over the last 9, 6, 3, 2 or 1 holes as necessary.
Ties which cannot be decided by this means shall be resolved by the Management Committee.
Knock-out Competitions
Holland Cup (Singles), King & Hutchings Bowl (Mens Fourball), Greensomes Shield, The Premier Foursomes Challenge, Brian Russell singles and The Kelly-Lyddon (Fourball). The following conditions (9 - 16 shall apply).
9. Entry
Entry sheets will be posted in the Clubhouse, indicating the closing date of entry. Members may choose their own partners for pairs Competition. Members are also referred to Rule 17.
10. Type of Competition
Each round will consist of 18 holes match play, (Singles, Fourball, Greensomes, Foursomes).
(a) Singles - Matchplay is played by holes rather than by calculating the total number of shots. The handicapping is based on an full allowance of the difference between the players handicaps. A hole is won by the player who holes their ball in the least number of net shots. If both players complete the hole in the same score then the hole is halved.
(b) Four-Ball - better ball, Played with a partner. Handicap allowances are taken against the lowest handicapped player, who plays off scratch, with the other players receiving 3/4 of the difference. Played as match play, after each hole whichever player has the lowest score, wins the hole.
(c) Greensomes - Played with a partner off lower handicap X 0.6 plus higher handicap x 0.4. Both partners drive on every hole and then select which ball they prefer to play and the other ball is picked up. If player `B's ball is selected, player 'A' hits the second shot with the selected ball and play then proceeds on an alternate basis until the hole is completed. Penalty shots do not effect the order of play.
(d) Foursomes - Played with a partner using one ball off 1/2 of their combined handicaps. Foursomes rules require that partners drive on alternate holes so they have to decide in advance who is going to drive on the first hole. Once a player has driven they then take alternate shots at their joint ball until the hole is completed, penalty shots do not effect the order of play.
11. Handicap
As Rule 5.
Stroke Allowances.
Singles - Full difference between handicaps.
Four-ball - the Player with the lowest handicap gives strokes to the other players equal to 3/4 of the difference in handicaps.
Greensomes - Full difference between lower handicap x 0.6 plus higher handicap x 0.4 of each team.
Foursomes - 1/2 of their combined handicaps. Strokes to be given and received as shown by the stroke index on card. If a match is all square at the 18th hole, the next hole to be played shall be No. 1 and play shall continue until one player or side shall win a hole, with strokes given and received as in original 18 holes, or if time allows a rematch may be considered.
12. Tees
Play shall be from Competition Tees.
13. Time Limit and Arrangement of Matches
The date by which each round must be played will be shown on the draw sheets. Each competitor has an equal responsibility for arranging the date and time for matches. ALL MATCHES NOT PLAYED BY THE SPECIFIED DATE WILL BE DISQUALIFIED UNLESS EXTENSIONS HAVE BEEN GRANTED BY THE COMPETITION SECRETARY.
14. Substitutes
In the event of a player withdrawing from the first round in which they are due to play of a pairs competition, his partner may find a substitute for the competition providing he does so prior to the last day of the first round to be played and the substitute has not previously played.
15. Claiming matches
A competitor in singles, or side, may claim the match should the opponents(s) fail to attend at the 1st tee within I hour of the time arranged as long as player notifies player or pro-shop of their delay.
In Four-ball matches, one player may represent a side. See Ref: 30-3 (a) - Rules of Golf.
16. Recording Results of Matches
The Winner (or Claimant) of each match must record the fact by entering his (or his side's) name in the next round immediately the match is finished.
17. Eligibility for Entry Into Competitions
Annual Subscriptions must be paid before entering any competitions. Annual Subscriptions are due on 1st April.
A Div 3 Monthly Medal will be run for new members, who on joining the Club do not have a handicap. They will only be entitled to enter this competition, Mid-Week Competitions, Open Competitions and Div 3 Eclectic Tankard Competitions, for the first year of their membership, after they have been allocated a handicap by submitting 3 cards. On completion of one year - providing they have played at least 3 medals within that year - they are placed in the Premier, First or Second Division according to their handicap, and shall be entitled to play in all events.
To be eligible to play in the Captains Prize Day Competition, members must have played in, and returned cards in at least four competitions in the current year. The presentation of prizes will be held on the evening of play - a winning competitor not in attendance may forfeit his prize. In which case it will be allocated to the next competitor in order of merit. To be eligible to play in Trophy Competitions members must have played in, and returned cards in at least three Monthly Medal Competitions during the previous twelve months.
18. Winter Eclectic Cup Competitions
This Competition will take place on the Week-ends designated in the Club Year Book, with the following rules:
(a) Only one entry per weekend.
(b) First entry to be a completed round and counts for handicapping purposes.
(c) Competition sheets to be entered before playing. All rounds must be signed prior to commencing play.
(d) If the course is closed either on SATURDAY or SUNDAY of a competition week-end then the competition for that week-end is cancelled.
(e) Your final score will be your best return for each hole during the competition, less half your handicap.
(f) Sweep Fee optional for this Competition will be posted and is to be paid prior to playing the first round only.
19. Handicap Allocation to New Members
New Members joining HPGC with an EGU recognised handicap
These new members would be eligible for all competitions with immediate effect on joining the club as long as the handicap is verified by the current golf club secretary.
New members joining HPGC with no handicap
These new members would receive a handicap from our handicap secretary, on completing 3 handicap assessment cards. They would be eligible to play in Division 1 and/or Division 2 monthly and midweek medals from day one. They would also be eligible for all other club competitions after completing four Division 1 and/or Division 2 competitions.
20. Disciplinary Action
(a) Disciplinary action will take place:
1. When the Club pre books tee times for any competition during the calendar and members with pre assigned times against their names fail to show or give reasonable notice to club officials responsible for the event.
2. When the competitor leaves the course during an 18 or 36 hole event when tee times have been pre assigned or
3. When an individual indicates their commitment to represent the Club in a home or away fixture, friendly or competitive, and fails to show or give reasonable notice to club officials responsible for the match.
If you fail to give reasonable notice which we deem to be at least 24 hours, you will be subject to a three club competition ban from the date of the competition and you should receive notice of the ban in writing from the club within one week.
During this time your handicap is suspended for all club medal or stableford competitions. You cannot compete in knockout matches at HPGC or competitions away from the club.
Clearly the management committee will view emergency situations that affect communication on their individual merit. It is however the responsibility of the individual to communicate within 48 hours of the event to the club official responsible for the event or the club secretary on 01895 272457.
If you fail to communicate within this time, a ban will be imposed regardless of the situation.
No exceptions will be reviewed by the management committee and members do not have the right to appeal.
(b) All completed cards shall be placed in the competition box in the entrance lobby, including nil returns.
21. Computer/Telephone List Sheet
This List/Computer Sheet will be held in the PRO's shop. Entries are only to be made by the Club Secretary or President who is to be notified of any changes.
THE COMMITTEE’S DECISION IS FINAL