Constitution

1.0 NAME
The name of the Union shall be the Derbyshire Union of Golf Clubs hereinafter referred to as “The Union”.

2.0 OBJECTS
The objects of the Union shall be:
2.1       To promote and administer Amateur Golf in Derbyshire.
2.2       To encourage and assist its Member Clubs.
2.3       To uphold and abide by the Rules of Golf and the Rules of Amateur Status as laid down by the Royal and Ancient Golf Club of St. Andrews (hereinafter referred to as “The R. & A.).
2.4       To assist and co-operate with the Council of National Golf Unions (hereinafter referred to as CONGU) and ensure that the Union and its Members comply with the Regulations and Rules of the S.S.S. & Handicapping Scheme 1983 (as amended) subject to any conditions imposed within the scheme by the English Golf Union.
2.5       To assist and co-operate with the English Golf Union (EGU) and the Midland Golf Union (MGU) and abide by such Rules as are laid down from time to time insofar as they affect County Unions.

3.0 MEMBERSHIP
3.1.0 Clubs
Membership of the Union shall be open to Golf Clubs within the County of Derbyshire and borders thereof subject to each Club agreeing:-

3.1.1    To abide by the Rules and Regulations of “The Union”.
3.1.2    To abide by the Rules of Golf and the Rules of Amateur Status as laid down by “The R. & A.”
3.1.3    To abide by the Rules and Regulations of the S.S.S. & Handicapping Scheme 1983 (as amended)as laid down by “CONGU” subject to any conditions imposed within the scheme by the English Golf Union.
3.1.4    To provide a Constitution and Rules which must be approved by the Union and which contains in particular the requirement that all Officers (apart from Presidents, Past Presidents and Golf Managers) and the Handicapping and Competition Committee are elected by the Club Members, and furthermore that the Handicap and Competition Committee Members are responsible for applying the SSS & Handicapping Scheme 1983(as amended) within the Club.
3.1.5    To reasonably agree that the Union may have the courtesy of the course and part of the Clubhouse on at least one occasion per year.
3.1.6    To immediately inform the Union of any change in the design and length of the course.
3.1.7       To immediately inform the Union of any change in the Constitution and Rules of the Club which may affect the playing of golf
To immediately inform the Union of any change of ownership of a Club and of new conditions being imposed which may affect its relationship with the Union.
3.2.0 Associate Members
The Executive Committee shall have power to appoint Associate Members, but such Members shall have no voting rights.

3.3.0 Life Members
 The Executive Committee shall have power to appoint Honorary Life Members for an outstanding contribution in furthering the interests of the Union.                                              

4.0  AFFILIATION & DISAFFILIATION
4.1       Affiliation of new Clubs and Associate Members shall be approved at a meeting of the Executive Committee within the Guidelines as laid down by the English Golf Union and subject to the conditions stated in 3.1 as applicable.
4.2       Disaffiliation of a Club shall also be approved at a meeting of the Executive Committee.
4.3       Any appeal against the decision of the Executive Committee to refuse to affiliate, or to disaffiliate a Club, shall be made in writing to the Secretary of the Union within fourteen days of the Club being notified of such decision.  If such an appeal is received the Officers of the Union shall refer the appeal to the English Golf Union, whose decision shall be final.
4.4       Any Club wishing to disaffiliate from the Union must give notice of such intention on or before the 31st October in any year; otherwise the Member Club shall be liable to pay the appropriate annual rate of subscription for the ensuing year.

5.0  MANAGEMENT OF THE UNION
The management of the Union shall be vested in the Executive Committee.                                                                                       

6.0 THE EXECUTIVE COMMITTEE
The Executive Committee shall consist of the following members:­

6.1 One representative nominated by each Member Club.
6.2 The Officers elected under Regulation 7.
6.3  The Immediate Past President and Past Captain.
6.4 Any other person or persons, who in the opinion of the Committee should be co-opted, provided that the total number of such persons is less than the total number of members nominated by affiliated Clubs and further provided that the person so co-opted is considered to have special or ad hoc contributions to make.
6.5 The Appointed Delegates of the Union on the Councils of the English Golf Union and the Midland Golf Union.
6.6 Hon. Life Members.
6A   EXECUTIVE COMMITTEE RESPONSIBILITIES
6A.1 To nominate an Assistant Secretary, a 2nd. Team Captain and a Junior Delegate: and allow such persons to serve on the Committee: -only the latter two may vote.
6A.2 To administer the financial affairs of the Union, to authorize the expenditure of Union funds, to raise loans on its behalf and to approve and fix payment of honoraria and expenses to any office-holder.
6A.3   To appoint sub-committees in accordance with Rules 15.4 and 23.
6A.4 To select representative teams and arrange matches, fixtures, coaching facilities and social events.
6A.5 To give directions and advice to Affiliated Clubs in relation to the official handicapping scheme in force or other matters over which it has jurisdiction.
6A.6 To administer the County Membership Scheme in furtherance of the objects of the Union.
6A.7 To fix conditions of play, entrance fees and other charges in respect of fixtures or social events and to appoint the venues thereof.
6A.8  To appoint replacements for casual vacancies on the Committee as in 21.1.
6A.9  To nominate delegates to the National and Regional Golf Unions.
6A.10 To consider and decide any application for affiliation or disaffiliation in accordance  with Rule 4.
6A.11 To perform or procure the performances of such other function as it deems fit in order to fulfill the objects of the Union in accordance with these Rules.
6A.12 To propose any alterations or recommend repeal of any Rule (Subject to Rule 17)

7.0  OFFICERS OF THE UNION                                                  
The Officers of the Union shall be:

7.1 Elected Officers
7.1.1 The elected Officers of the Union shall be The President, Deputy President, The Captain, The Secretary and The Treasurer.
7.1.2 All the Officers in 7.1.1 shall be elected annually at the Annual General Meeting of the Union.
7.1.3 The President shall not normally serve for more than two years..
7.1.4 The Captain shall not generally serve for more than two years.
7.1.5 An Officer, or an Official shall not normally hold more than one position at any one time.
7.2      Chairman
At the first meeting of the Executive Committee following the A.G.M., the Executive Committee will elect a Chairman from their official Executive members. The President of the Union may be nominated for the position.

7.3       Employees of the Union.
7.3.1 All Employees of the Union shall be responsible in the first place to the Chairman and the terms of Reference, employment and disciplinary matters shall be the responsibility of the Executive Committee.

8.0  DUTIES OF THE OFFICERS
8.1       The President shall be responsible for the Union to be represented at the various Championships, Matches, County Dinners and other events either administered by the Union; when the County has been invited; or if the County or one of its Members is involved. Such duties shall be shared as and when necessary with the Past Presidents. The President is an ex-officio member of all the Committees of the Union.
8.2       The Chairman shall be responsible for the smooth running of the administrative side of the Union and will chair Executive, Finance and A.G.M. meetings.
8.3       The Captain shall chair the Selection Committee meetings and be responsible for the general team organisation. The Secretary, The Captain of the 2nd Team, and the Junior Delegate shall keep him informed of all matters concerning the matches.
8.4       The Secretary shall be responsible for:­
8.4.1 The convening of meetings as directed,
8.4.2 The taking of minutes at such meetings which shall be kept as a permanent record.
8.4.3 The organisation and administration of County Championships, County matches and competitions.
8.4.4 Initiative according to the guidelines laid down by the Executive Committee and shall inform the Chairman of any decisions taken.
8.4.5 The formulating of Annual Fixtures.
8.4.6 The Annual Dinner arrangements as directed by the Sub-committee.
8.4.7 The keeping of all relevant County golf records.
8.4.8 Shall represent the Union by attending meetings, seminars etc., in which the Union has a direct interest.
8.5.      The Treasurer shall be responsible for all financial transactions of the Union and shall undertake such duties as the Executive Committee or Finance Committee requires. He shall ensure that audited accounts for the Union are prepared each year by an appointed Auditor who is not an Officer of the Union.
8.6       The Junior Delegate shall be responsible for the organisation of championships, events, matches and coaching of juniors and Youths as agreed by the Executive Committee. He shall co-operate with the English Golf Union and the Midland Golf Union on Junior matters and attend meetings of both Unions.

9.0  DELEGATES
Two delegates to represent the County Union on each of the Councils of the English Golf Union and the Midland Golf Union shall be elected at the Annual General Meeting. One of such delegates shall be nominated by the Union to represent the Midland Group on the Executive Committee of the English Golf Union as and when the Union are represented by the agreed rotation.

10.0 MANAGEMENT COMMITTEE
The Management Committee shall consist of the Officers named in Regulation No.7.1.1 and 7.2.

Such Management Committee shall have power to carry out the running of the Union on day-to-day affairs on behalf of the Executive Committee and to perform such other duties as shall from time to time be requested by the Executive Committee.

11.0 SELECTION COMMITTEE
The Selection Committee shall consist of the President, Deputy President (as and when appropriate), Captain, the 2nd Team Captain, the Secretary, and the Junior Golf Delegate. They will have power to co-opt a further two members if and when required. They shall be responsible for the selection of Union Teams and day to day matters concerning County matches.  The Captain shall chair the meeting.

12.0 FINANCE COMMITTEE
The Finance Committee shall consist of the Chairman, President, the Treasurer and the Secretary.  They shall be responsible to the Executive Committee for the finances of the Union and shall have power to allocate funds for the day-to-day running of the Union, to fix entry fees for competitions, and to undertake such duties as the Executive Committee instructs. They shall recommend to the Committee the yearly subscription payable by Member Clubs. They will have power to co-opt a further two members as and when required.

13.0 VOTING POWERS
At the Annual or Special General Meetings and at any meetings of the Executive Committee the each member of the Executive Committee as detailed in 6. The Executive Committee shall be entitled to have one vote with the exception of the Secretary, Assistant Secretary and Treasurer.

(it is to be noted that although Clubs may be invited to send more than one representative to a meeting, only their nominated representative or his deputy is entitled to vote.)

At any Meeting of the Executive Committee the Chairman shall have a casting vote.

14.0 ANNUAL MEETING OF THE UNION
The Annual General Meeting of the Union shall take place before 31st. March each year when elections will be held for the Officers named in 7.1 and the two Representatives for the English & Midland Golf Unions.

An audited financial statement shall be submitted for approval by the Annual General Meeting.

The Secretary shall give notice of at least 21 days of such meeting to all Union members through the Secretary of each member club, together with an agenda showing matters and any necessary papers appertaining to such discussions. Members of the Executive Committee, who represent their Clubs, wishing to put forward any proposal or nomination from their Club must do so in writing, signed by the Secretary of the Club, addressed to the Secretary of the Union no later than 31st December preceding the Annual General Meeting.

15.0 EXECUTIVE COMMITTEE MEETINGS
Four meetings meeting of the Committee shall be held during the year.

15.1 At the November meeting the following business shall be presented and approved. Draft Accounts, Budgets and Subscriptions for the following year shall be fixed.
15.2 The following nominations for Officers shall be made, considered and placed before the Annual General Meeting :
A)    The President,

B)    The Deputy President (as applicable)

C)    The Captain

D)     Hon. Secretary

E)     Hon. Treasurer

15.3 The following appointments of Officials for the following year shall be made:
A.     Hon Assistant Secretary

B.     2nd. Team Captain

C.    Junior Golf Delegate

D.    Junior Captain

E.     Co-opted members.

15.4 The following Committees shall be nominated for confirmation at the January meeting of the Executive:
A)    Management Committee

B)    Finance Committee

C)    Selection Committee

D)    Handicap and Competition Committee

E)    Standing Committee for Discipline

F)     Dinner Committee

G)    Course rating Committee

Proposals made in writing for this meeting must reach the Secretary no later than the 31st October prior to the meeting.

16.0 SPECIAL MEETINGS OF THE COMMITTEE
A Special Meeting of the Executive Committee may be convened at any time by the President (Chairman) on his own initiative. The Secretary must also convene a meeting upon written request being made by any five member clubs; such written request shall state the business which the Clubs wish to bring before the Special Meeting. Four weeks' notice shall be given by the Union Secretary to the Secretary of each Member Club and all Executive Committee Members, and no business shall be considered at such Special Meeting of which notice has not been given in accordance with this rule.

17.0 RULES AND REGULATIONS
Any alteration to the Union Rules must be approved at the Annual General Meeting.

Any additions, amendments or repeal of the Rules and Regulations of the Union shall be sent in writing to each Executive Committee member and the Secretary of each affiliated Club at least 28 days before the date of the Executive Committee meeting at which such additions, amendments or repeal are to be discussed.  Written notice of any amendments to the proposals shall be submitted, signed by the Secretary of the Club, to the Secretary of the Union not less than fourteen days before the Annual General meeting.

18.0 SUBSCRIPTIONS
All subscriptions payable by Member Clubs shall become due and payable on the 31st March in each year. A representative of the Club whose subscription is unpaid shall not be entitled to attend or vote at any meeting of the Executive Committee, and no member of that Club shall be allowed to play in any competition of the Union.  A Member Club that has not paid the subscription by 30th. April will cease to be a member of the Union.  The Executive Committee will have the right to determine an appeal from a Club that has lost its membership when extenuating circumstances prevail, and have the power to reinstate such Club.

19.0 QUORUM
The quorum for any meeting shall be one half of the Executive Committee, and two Officers who must be present.

Should there not be a quorum at a meeting, the Secretary will re-convene the meeting as soon as possible.

If there is still not a quorum, the meeting may then take place provided all members have been notified.

20.0 SELECTION OF SENIOR OFFICERS
20.1    When a nomination is required for the office of a President or Deputy-President, the Secretary shall convene a meeting of the President and Past Presidents who shall put forward a nomination for the Executive Committee to consider.
20.2 When a nomination for Captain is required, the Secretary shall convene a meeting of the Captain and Past Captains, who shall put forward a nomination for the Executive Committee to consider.
20.3     When a nomination for a Secretary or Treasurer is required the Secretary shall convene a meeting of the Management Committee, who shall put forward nominations for the Executive Committee to consider.

21.0 RESIGNATION OR DEATH
21.1    If, during the course of a year, a vacancy arises amongst the Officers through resignation or death, then his predecessor shall be asked to carry out such duties for the duration of the year.  Should this not be possible, the Executive Committee shall appoint a replacement to fill the vacancy until the next Annual General Meeting.
21.2 In the case of a nominated Club representative resigning or dying, then the Club shall name a replacement.

22.0 HONORARIA AND ALLOWANCES
22.1    Honoraria payable to Officers of the Union to cover expenses incurred on behalf of the Union shall be paid as decided by the Finance Committee and approved by the Executive Committee and these shall be reviewed annually at the July meeting.

22.2   Allowances awarded to County Team members taking part in official/approved representative matches/competitions shall be decided by the Finance Committee and approved by the Executive Committee

23.0 PROCEDURE AND CONDUCT OF DISCIPLINARY COMMITTEES
The procedure shall be as laid down by the English Golf Union which is shown in the Appendix to the Constitution and Rules of the English Golf Union, and which is printed in the EGU Year Book.   Should there be such an incident, the Secretary will immediately inform the Chairman of the Executive Committee and notify the English Golf Union. If necessary he should also inform the Insurance Company. The Executive Committee must appoint a Standing Committee for Discipline annually. They will normally be the President, Chairman, Captain, Secretary and two club       executive representatives. A minimum of three would attend any meeting convened.

24.0 INDEMNITY
The DUGC shall indemnify each Officer and member of the executive Committee in respect of personal liability for any breach of duty to any Union member or third party arising out of the performance by that Officer or member of his Executive Committee       function, provided that such performance has been authorised by the Committee or these Rules, and the alleged breach is not due to his wilful default.

25.0 DISSOLUTION OF THE UNION DISTRIBUTION OF INCOME AND ASSETS
The Union is a non profit making organisation and shall not make a distribution of any profits or surpluses save to another non profit making body. In the event of dissolution of the Union the assets and property of the Union shall be distributed only to non profit making bodies as shall be directed by the Executive Committee of the Union.

End of Regulations.  
November 1999
Approved Executive Committee……...… 29th.  November 1999
Approved at Annual General Meeting …. 24th. January 2000
Amended at Annual General Meeting….. 29th. January 2001 (Rule 14)
Amended at Annual General Meeting…..