Constitution

CONSTITUTION
FAIRLIGHT TENNIS CLUB [Revised August 2021]
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NAME.
The name of the club shall be The Fairlight Tennis Club.

OBJECTIVE.
The objective of the club is to provide facilities for playing of tennis on a competitive and social basis.
The club is open to all without regard to race, class, creed, age or sexual orientation and everything done by or under this constitution is to be done with regard to that principle.

THE COMMITTEE.
The Committee shall consist of three officers and three other members whose duties will be decided at the Annual General Meeting:
The Chairperson who shall preside at all meetings at which he/she is present and who shall have an additional vote in the event of an equality of votes.
The Treasurer who shall be responsible for keeping a proper account of the funds of the club.
The Secretary
Three other members whose responsibilities will be:-
i] To maintain a current list of all members
ii] To organise social functions
iii] Court maintenance.
The Committee shall be elected at the Annual General Meeting in each year and, subject to termination of office by resignation or otherwise, shall remain in office until successors are elected at the Annual General Meeting next following their election.

The Committee shall have power to fill any vacancy that may occur.
The Committee shall have the power to co-opt additional members for specific purposes who will serve on the Committee until the next Annual General Meeting.
The retiring members of the Committee shall be eligible for re-election.Election of candidates to the Committee shall be proposed and seconded by members of the club at the Annual General Meeting.

At Committee meetings four shall form a quorum.

MANAGEMENT
The club shall be managed by the Committee in accordance with the rules of the club and they are empowered to make bye-laws for the good management, order and conduct of the club.

NEW MEMBERS
New members will be accepted following the agreement of the Chairperson.
No new members shall be entitled to the privileges of membership until payment of the annual membership subscription fee has been paid.
Members joining after 1st September will be entitled to a reduced subscription fee until the next financial year.

GRADES OF MEMBERSHIP
i] Full playing member
ii] Junior membership which shall be open to persons under the age of 18 years on 31st December of the year of their joining.

SUBSCRIPTIONS
The annual and reduced subscription fee payable by all members shall be decided by the club at the Annual General Meeting for the subsequent year if any change is required. Annual subscriptions shall be due on 28th of February of each year. Membership shall be automatically terminated on failure to pay without reasonable explanation by this date.

FINANCE
The Committee shall, through the Treasurer, control and regulate all income and expenditure of the club funds.
A banking account shall be kept in the name of the Fairlight Tennis Club. Cheques on this account shall be signed by the two following officers - Treasurer and Secretary.
All monies received by the club from any source whatsoever shall be entered in the financial account by the Treasurer.
The club will not accept any liabilities which have not been approved by the Committee.
MEMBERSHIP RULES Copies of the rules of the club will be issued on joining the club.
No addition or alteration shall be made to the rules except at an extraordinary general meeting held for that purpose or at an Annual General Meeting.
Notice of suggested alterations must be given in writing to the Secretary at least seven days before a general meeting.
No member shall be absolved from such rules through plea of ignorance.
Any member, in the opinion of the Committee, guilty of bringing the club into disrepute may be expelled.
USE OF COURT/PLAYING RULES
The use of the court shall be administered by the Committee.
Court bookings are made electronically using Fastcourts booking system. Bookings cannot be made more than one week in advance and for a maximum of 90 minutes.
Members under the age of 16 must be accompanied by a parent/guardian.
Only tennis shoes to be worn. This rule also applies to guests. Members will be held responsible for damage caused.
Payment for guests is the responsibility of the member. The fee for guests is £2.00 and must be paid to the Treasurer together with the guest’s name prior to play. Please note that guests can only play on three occasions, after which time the guest would be expected to join.
At the end of play the net must be lowered two turns to release the tension and the court should be swept free of any loose stones on all sides. Remember also to securely lock the gate by using the combination padlock.
Dogs, bicycles, skateboards, prams, toys on wheels are not allowed at anytime on the court.
Any member found climbing over or through the perimeter fence will be expelled from the club.
If any of the above Rules are breached Fairlight Tennis Club reserves the right to cancel membership of the club.
The court is available for play all the year round but caution must be exercised following wet or icy weather. It is the responsibility of members to assess the court conditions before play.

The club is insured with a policy from:- Protectivity Insurance. Members should be aware that this policy provides the club with Public Liability Insurance and Personal Accident Insurance.

CLUB FINANCIAL YEAR
The club financial year shall end on and all accounts shall be made up to and including 31st December.
GENERAL MEETINGSThe Annual General Meeting shall be held at the beginning of the year at which the audited accounts of the previous club year shall be submitted.
An Extraordinary General Meeting shall be called within 14 days of the receipt by the Secretary of a written application signed by ten members of the club stating the business for which the meeting is being called.
In the event of such a meeting all signatories must attend.
FINANCIAL STATEMENT
An audited copy of the Financial Statement of the year shall be available at the Annual General Meeting.
AUDITORS
The accounts of the club shall be audited by an Auditor appointed by the Committee.
CORRESPONDENCE
All correspondence and communications of a general nature to and from outside sources shall be through the Secretary.
COMPLAINTS
All complaints, enquiries and suggestions shall be submitted in writing to the Secretary.
LIABILITIES
Liability will be limited to the requirements of the law appertaining at that time and in accordance with the club’s current insurance policy.
DISSOLUTION OF THE CLUB
If at any general meeting a resolution for the dissolution of the club shall be proposed following 14 days previous notice and the proposal be passed by a two-third majority of the members present, the Committee shall thereupon, or on such future date as shall be specified in such a resolution proceed to realise the property of the club and after discharge of all liabilities shall be plation dedicated to the playing of tennis in Fairlight, within a specified time to be agreed at the General Meeting and upon such placement the club shall be dissolved. At the termination of the specified time the Fairlight Parish Council should dispose of the funds to any sporting organisation of their choice within Fairlight.aced on trust with Fairlight Parish Council to be used by any future organisation of their choice within Fairlight.