THE MEADOWRIDGE TENNIS CLUB
CONSTITUTION (2010)
1.0 NAME
1.1 The name of the Club shall be *THE MEADOWRIDGE TENNIS CLUB*.
1.2 The badge and colors shall be the badge and colors of The Meadowridge Tennis Club.
2.0 MEMBERSHIP
2.1 The membership of the Club shall consist of Honorary, Honorary Life, Ordinary (Senior and Junior), Wednesday Lady, Social, Non-Playing, Parent, Country, Temporary and Student Members.
2.1.1 An Honorary Member or Honorary Life Member shall be one who, by reason of his holding some public office, or having conferred some special benefit upon or service to the Club, has been elected to such Honorary Membership at a meeting of Members, of which due notice has been given, stating the intention to elect such Honorary Member of Honorary Life Member.
Honorary Members and Honorary Life Members shall be entitled to all the privileges of the Club, without payment of entrance fee, or annual subscription, and they shall enjoy the same rights as an Ordinary Member.
2.1.2 A Senior Ordinary Member shall be a person over the age of 18 years who has been elected as hereinafter set out, and who has paid the necessary fees and dues.
2.1.3 A Junior Ordinary Member shall be a person under the age of 18 years on 1st January of the year and who has been elected as such and who has been paid necessary fees and dues. Such Members shall be subjected to such terms and conditions as shall be laid down by the Committee.
2.1.4 A Social Member shall be one whose use of the tennis courts will be confined to the off-peak periods as determined by the Committee from time to time and who has paid the necessary fees and dues.
2.1.5 A Country member shall be one who permanently resides outside the present magisterial district of the Cape, Bellville, Wynberg, Simonstown, Paarl, Stellenbosch, Wellington, Somerset West and the Strand, has been elected as such, and having paid the necessary fees and dues, shall be entitled to the same rights as Senior and Junior Ordinary Members.
2.1.6 A Temporary Member shall be a person who has been accepted as such by the Committee, and may include:
(a) A Candidate for membership whose application for membership has been submitted to the Committee, or
(b) A Visitor to Cape Town, or
(c) A reciprocity Member
Temporary Membership shall not be permitted for a period longer than three months.
2.1.7 A Wednesday Lady Member shall be a Social Member as defined in 2.1.4 above and who has been elected to play in the Wednesday morning group.
2.1.8 A Parent Member shall be a person whose child is a junior member as defined in 2.1.3 and who has paid the necessary fees and dues. Use of the tennis courts by a Parent Member shall be confined to playing with the child who is a junior member.
2.1.9 A Non-Playing Member shall be a person who does not participate in any tennis played at eh club but shall be entitled to the use of the club’s other facilities provided such member has been so elected and has been paid the necessary fees and dues.
2.1.10 A Student Member shall be a bona fide registered full-time Student who has been elected as such and who has paid the necessary fees and dues.
2.1.11 No person residing within 30 kilometers from the premises of the club shall be eligible for election as an honorary member, temporary member or reciprocity member of the club unless:-
2.1.11.1 He is so eligible by reason of his holding a public office or being a bona fide candidate for membership or having conferred an exceptional benefit on the club; or
2.1.11.2 He is allowed the privileges of membership while engaged in a match or competition, approved by the Committee of the Club.
2.1.12 A copy of the Rules and Regulations shall be available at the Clubhouse and shall be binding upon all Members.
2.2 ELECTION OF MEMBERS
2.2.1 A candidate for election as a Member, other than as an Honorary or Honorary Life member, must be proposed by one Member of the Club and seconded by another in writing.
2.2.2 The application form shall be signed by the applicant, his proposer and seconded, and shall contain such particulars as the Committee may from time to time decide.
2.2.3 Members will be elected, or otherwise, by a majority of the Committee. The Committee shall be entitled to refuse Membership to any applicant and need give no reason for its decision. Provided that no Ordinary Member of the Club shall be elected less than fourteen days after his nomination or without his name having been screened on the premises of the Club for less than seven days.
2.2.4 A Register of members and their addresses shall be kept on the Club premises.
2.2.5 An applicant for Membership who is not a Meadowridge Ratepayer or Resident, will generally only be accepted after all applicants from Meadowridge Ratepayer or Resident have been satisfied, but the Committee is empowered to give consideration to other applicants in special circumstances.
2.2.6 The signature on an application form for membership shall, upon election of the Member, be deemed to bind such Member to his Constitution and any amendments thereof, made from time to time, and to all rules and regulations of the Club and all bye-laws which have been or may thereafter be made.
2.2.7 The limitation of the number of members of the Club shall be left in the discretion of the Committee.
3.0 ENTRANCE FEES AND SUBSCRITIONS
3.1 The liability of a Member is limited to the amount due in respect of his unpaid subscriptions and any other monies he may owe to the Club.
3.2 The entrance fees and subscriptions payable in respect of the various classes of membership shall be those recommended by the Committee from time to time and approved at the Annual General Meeting.
3.3 The Committee shall have power in its discretion to waive the entrance fees and reduce the annual subscription in any special cases, or in respect of certain classes of Membership, or for certain periods, providing that the annual subscription for Ordinary Members shall be at least twenty rand.
3.4 The financial year of the Club shall be from 1st April to 31st march, and all subscriptions, whether annual or temporary, are payable by 30th April. Subscriptions may, at the discretion of the Committee, be paid in installments.
3.5 In cases where Members are elected subsequently to the 30th September in any year, the full entrance fee, together with half of the annual subscription, shall be paid for that year, provided, however, that the Committee may in its discretion fix a lower subscription for that year in respect of Member elected after 31st December.
3.6 Upon payment of the annual subscription due as determined by the Annual General Meeting, senior Members shall be entitled to a free key giving such Members entry to the grounds and courts. The locks will be renewed annually on 1st May, by which date subscriptions are payable. The onus is on the recipient of such keys to ensure that the privilege of such key is exercised responsibly and this Constitution and the effective Rules and Regulations of the Club are strictly adhered to.
3.7 Any Member who fails to pay his subscription within three months after it become due shall not be entitled to continue as a Member or enjoy the privileges of the Club whilst such subscription remains unpaid, but shall nevertheless remain liable for the payment thereof and his name shall be removed from the Register of members provided that the Committee shall have power to reinstate such Member on payment of the arrear subscription and a penalty of 20% of the subscription and furnishing an explanation satisfactory to the Committee.
3.8 A Member may, at any time, by giving notice to the Secretary, in writing, resign his Membership of the Club, provided, however, that he shall, notwithstanding such resignation, remain liable for the annual subscription due and unpaid at the date of his resignation, and for any other amounts due by him to the Club; provided further, that should such notice of resignation not reach the Secretary before 31st March, such member shall be deemed to have agreed to continue his Membership for the following year and shall be liable for one half of the following year’s subscription.
4.0 GENERAL MEETINGS
4.1 Annual General Meeting
The Annual General Meeting of Members (who which not less than 14 day’s notice shall have been given as hereinafter provided) will be held not later that 30th April in each year at such time and place as the Committee may determine.
4.2 Special General Meeting
The Committee may at any time, call a Special General Meeting of Members by giving not less than 14 day’s notice, specifying the purpose for which the meeting is called. The Committee shall, in like manner, and upon like notice, call a Special General Meeting upon receipt of a requisition signed by not less 10 (ten) Senior Ordinary Member of the Club, specifying the purpose for which the Meeting is to be called. Subject to the powers of the Committee hereinafter stated, no business other than that shall be transacted at such meeting, but any resolution strictly relating to such business may be submitted to such meeting.
4.3 Notice of General Meetings
Notice of the day, hour and place of the Annual General or Special General Meeting shall be posted on the Club’s Notice Board for at least 14 days previous to the Meeting, and also sent by post to each Member. Notice of any Resolution to be proposed at the Annual General Meeting, other than ordinary business, must be lodged with the Secretary on or before the last day of March in each year, and be posted forthwith on the Club’s Notice Board.
4.4 Quorum at General Meetings
The quorum for a General Meeting or a Special General Meeting shall be 20 (twenty) Senior Ordinary Members; provided that if no quorum be present within half an hour after the time fixed for the meeting, the Meeting shall, in the case of the Annual General Meeting called by the Committee, be postponed to the same day and hour in the following week, and at such adjourned for transaction of all business of the Meeting. In the case of a Special General Meeting, called by a requisition of Members, if no quorum is present, it shall be definitely dissolved.
4.5 Chairmen at General Meeting
The Chair at all General Meetings shall be taken by the Chairman of the Committee, or, in his absence, by the Vice Chairman or, failing him, by a Member of the Committee appointed by the said Committee.
4.6 Business at Annual General Meeting
The business to be transacted at the Annual General Meeting shall be:
4.6.1 To confirm the Minutes of the previous General Meeting;
4.6.2 To receive and consider the Chairman’s Report, the Treasurer’s Report and Audited Financial Statements for the previous financial year;
4.6.3 To elect the Committee for the ensuing year as hereinafter provided;
4.6.4 To elect the Ladies’ and Men’s Club Captains/Match Secretaries;
4.6.5 To elect an Honorary Auditor for the ensuing year;
4.6.6 To elect an Honorary Members and Honorary Life Members;
4.6.7 To deal with any Resolution concerning the affairs of the Club of which due notice has been given, and any such business concerning the affairs of the Club which is brought under consideration by the Report of the Committee. The Committee may, however, at any meeting of Members; if there is insufficient time to notify all the Members, bring forward any business which considers urgently requires decision or action by Members of the Club.
4.7 Voting at General Meeting
Every question submitted to a Meeting shall be decided, in the first instance , by a show of hands, the Chairman having a second or casting vote, and unless a ballot be demanded immediately by at least 5 ( five) members present, the declaration by the Chairman of the results shall be conclusive. Should a ballot be demanded as aforesaid, it shall be taken forthwith. All Members shall be entitled to vote at General Meetings of the Club, except Junior Ordinary Members and Temporary Members.
4.8 Points of Procedure
Points of procedures on which these Rules are silent shall be decided at a General meeting of Members.
4.9 Minutes at General Meeting
Proper minutes shall be taken by the Honorary Secretary at all General Meetings.
5.0 COMMITTEE
5.1 The affairs of the Club shall be governed and managed by a Committee consisting of a Chairman, Vice Chairman, an Honorary Secretary, an Honorary Treasurer and 5 (five) other Members of the Club, 2 (two) of whom shall be elected Club Captains/Match secretaries, of which Committee at least 3 (three) must be lady Members. An Honorary President may be elected in an advisory capacity.
5.2 The Members of the Committee shall be elected each year at eh Annual General Meeting of the Club.
5.3 Members of the Committee shall retire annually but shall be eligible for re-election at the Annual General Meeting.
5.4 In the event of there being insufficient nominations for the Committee at the Annual General Meeting, the officers for which there are no nominations, shall be filled by the new Committee co-opting Members to fill such vacancies.
5.5 In the event of there being more nominations than the number required to fill the vacancies on the Committee, an election shall be held and shall be by secret ballot.
6.0 POWERS AND DUTIES OF THE COMMITTEE
6.1 The Committee shall have full power and authority to do any act, matter or thing which could or might be done by the Club, excepting such matters as are in this Constitution specially reserved to be dealt with at a General Meeting of the Members.
6.2 In addition to the general powers and authorities, and without in any way limiting such powers and authorities, the Committee shall have the following special powers:
6.2.1 To make and give receipts, releases and other discharges for monies payable to the Club, and for the claims and demands of the Club. Such receipts shall be signed by the Honorary Treasurer or some person lawfully acting in his place.
6.2.2 To open and operate banking accounts in the name of the Club, to draw, accept, endorse, make and execute Bills of Exchange, Promissory Notes, Cheques, Guarantees and any other negotiable instruments connected with the business of the Club. Such Bills of Exchange, Cheques and other negotiable instruments shall be signed by any two of the chairman, Vice-Chairman, Honorary Secretary or Honorary Treasurer after approval has been given by the Committee.
6.2.3 To make, vary, suspend and repeal bye-laws for the regulation of the affair of the Club, provided that such bye-laws do not conflict with the Constitution of the Club.
6.2.4 To buy, sell and deal in all kinds of equipment and all kinds of provisions required by persons frequenting the Club.
6.2.5 To arrange and hold competitions and tournaments, and to make any special arrangements therefore, and to set aside the Club’s grounds or any part thereof, for any purpose whatsoever.
6.2.6 To arrange terms of reciprocity with other Clubs.
6.2.7 To fill vacancies amongst their members as may occur during their term of office. Any person so appointed shall hold office as long as the vacating Member would have retained office if no vacancy has occurred.
6.2.8 To appoint from Members of the Committee and/or of the Club, Sub-Committee of any number for any purpose and to delegate to such Sub-Committees, such powers as the Committee may deem desirable and at will to dissolve any such Committee. The Chairman, Vice-Chairman, Honorary Secretary and Honorary treasures shall be ex officio Members of all Sub-Committees.
6.2.9 To co-opt not more than two additional Members to the Committee who may hold office until the next Annual General meeting.
6.2.10 To borrow, raise, lend and invest money in such manner as may seem fit and proper.
6.2.11 The Committee shall ensure that the Clubhouse and other improvements as well as the other assets of the Club are adequately insured against fore, theft and other risks.
6.2.12 The Chairman and Honorary Secretary shall represent the Club as delegates to any Tennis Association to which the Club may be affiliated. When either of both is unable to attend these meetings, the Committee shall nominate substitutes in their stead from the remaining Members of the Committee.
7.0 MEETINGS OF THE COMMITTEE
7.1 At all meetings of the Committee, the Chairman, or in his absence, the Vice-Chairman, shall take the Chair, or, in his absence, any other Member of the Committee elected by those present. At any Meeting of the Committee 4 (four) shall form a quorum. All resolutions at such meetings shall be decided by majority of votes, and in the case of equality of vote, the Chairman shall have a casting as well as a deliberative vote.
7.2 The Committee shall meet at least once in each calendar month.
7.3 Proper Minutes of all Meetings of the Committee shall be kept by the Honorary Secretary. At least 4 clear days’ notice shall be given of all Meetings of the Committee unless the majority of members agree to accept shorter notice in the case of an emergency.
7.4 Any Member of the Committee who fails to attend any three consecutive meetings without having obtained leave of absence from the Committee shall automatically cease to be a Member thereof.
8.0 BOOKS OF ACCOUNT
8.1 Proper books of account of the Club shall be kept by the Honorary Treasurer and shall be audited by an Accountant having a recognized qualification who shall not be a member of the Committee, and who shall be appointed by the Members at the Annual General Meeting. In case of a vacancy occurring in the Audit appointment during the year, the Committee shall forthwith appoint a suitable substitute to fill the vacancy.
8.2 All funds of the Club shall be kept in a banking account and/or Building Society account and all cheques and withdrawals slips shall be signed by the Honorary Treasurer and the Chairman or Honorary Secretary.
9.0 DISCIPLINE
9.1 If, in the opinion of the Committee, a Member has committed a willful breach of the Constitution or bye-laws and regulations of the Club, or is guilty of improper, dishonest, unsportsmanlike or ungentlemanly conduct, or is deemed to be undesirable, or fails to make any payments of monies due to the Club after due notice, or fails to appear before the Committee when called upon to do so, or is guilty of conduct prejudicial to the interest of the Club, whether within the Club’s precincts or representing the Club at any other venue, the Committee shall have the following powers:
9.1.1 To expel such Member.
9.1.2 To deprive such Member of any or all the rights and advantages of his membership during such time or period as the Committee in its absolute discretion may deem fit and advisable.
9.1.3 To call upon such Member, in writing, through the Honorary Secretary, to resign, and if he fails to resign within 7 days, to expel such Member.
9.1.4 To reprimand any such Member.
Provided, however, no Member shall be subjected to any of the above disciplinary measures unless and until the Committee shall have given him an opportunity to appear before it, at such time and place as it in its discretion may deem fit, to explain his conduct. At any such hearing, the Committee shall fix the procedure to be adopted.
9.2 In the event of any person ceasing to be a Member by reason of the powers of this rule, the said person shall not have any rights to a refund of any contribution, subscription or any fee paid by him.
10.0 GENERAL
10.1 Visitors
10.1.1 1 (One) person may be introduced as a Visitor for the day by each Member on such terms and conditions, including the levying of a fee, as may be laid down by the Committee. Any visitor’s fee remaining unpaid by a visitor shall be recoverable from the Member introducing him.
10.1.2 The number of visitors on any Saturday shall be limited at the discretion of the Committee which may lay down the maximum number permitted.
10.1.3 Permission to introduce a Visitor on any Saturday shall be obtained from the Honorary Secretary not later that the day before the proposed visit.
10.1.4 The condition governing the introduction of any Visitor may be subject to revision by the Committee.
10.1.5 The Committee may reserve any portion of thee use of the Club for the exclusive use of Members.
10.1.6 Only Members of the Club (including bona fide reciprocity members) shall be permitted to pay for accommodation therein or for liquor or refreshments supplied therein.
10.2 Other Matters
10.2.1 Courts may be reserved by the Committee for matches, match practice, tournaments and for such other purposes as the Committee in its discretion may decide.
10.2.2 The Club shall, as a voluntary association is capable of suing and being sued in any of the Courts of law of the Republic of South Africa. The Domicile Citandi et Executandi of the Club shall be the address of the Honorary Secretary for the time being, and the Committee shall have power to delegate to someone or more of its Members full power and authority to bring or defend any such suit and to sign all necessary documents for that purpose.
10.2.3 Members of the Committee shall be absolved from responsibility for acts or omissions of any other Committee Members or Members of the Club or authorized Visitors which adversely affect the Club and its general membership unless it is due to the willful neglect or willful default of the Member himself.
10.2.4 All questions relating to the interpretation of this Constitution shall be decided upon by the Committee. All such interpretations shall be submitted to Members at the next Annual General Meeting, who shall have the power to confirm, reject or amend such decisions.
10.2.5 No profit from the sale of liquor by the Club shall accrue to any individual.
11.0 DISSOLUTION OF CLUB
11.1 The Club may only be dissolved with the sanction of a two-thirds majority of Members present and qualified to vote at a General Meeting of the Club and provided that the proposed dissolution has been stated in the notice of the meeting.
11.2 Proceeds from the realization of assets of the Club shall be applied in the first instance towards settlement of the liabilities of the Club.
11.3 Surplus funds shall be distributed to Members of the Club or to any other associations or body of persons in such manner approved by Members in General Meeting.
12.0 RULES OF PLAY
The Club shall be governed by the Laws of Tennis South Africa and such special local rules as may apply.
13.0 TEAMS
The Committee shall decide on the number of teams which will represent the Club in various competitions.
14.0 LITIGATION
Neither the Club nor any Member thereof shall be held responsible for any injury or damage or loss to person or property sustained whilst on the Club’s premises.
15.0 AMENDMENT OF CONSTITUTION
This Constitution may only be amended with the sanction of a two-thirds majority of Members of the Club present and qualified to vote at a General Meeting of the Club and provided that the proposed amendment be stated in the Notice of the Meeting.
AMENDMENT TO THE CONSTITUTION
Proposed at the AGM on the 23rd April 2007 by Mike Parker, and seconded by Terry Wallender.
2.0 MEMBERSHIP
2.1 The membership of the Club shall consist of Honorary, Honorary Life, Ordinary (Senior and Junior), Wednesday Lady, Social, Non-Playing, Parent, Country, Temporary and Student members. In addition to these Senior Social Members and Family Members have been added.
2.1.12 Senior Social Members shall be social members permitted to play social tennis on Saturdays’; available to longstanding non-league playing members who have contributed substantially to the Club. This will be on a ‘nomination or request’ basis only.
2.1.13 Family Members shall be a family of 2 adults and 2 children, limited to off peak times only.