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GCMA North West



NORTH WEST REGIONAL RULES

APPROVED AT EGM – 16TH FEBRUARY 2017






1. DEFINITIONS

1.1       the “Region” means The Golf Club Managers’ Association – North West Region.

1.2       the “Rules” means the Rules of the Region.

1.3       “Members” means current Members of the Region.

1.4       the “National Association” means the Golf Club Managers’ Association.

1.5       the “Committee” means the Regional Planning Group as defined in rule 6 herein.

1.6       the “Manager” means the Regional Manager.

1.7               the “Immediate Past Captain” shall mean the Captain of the Region whose term of office immediately preceded that of the current Captain of the Region.

2. TITLE

2.1       The Region shall be called “The Golf Club Managers’ Association – North West Region”.

2.2               The Region will primarily serve Members from clubs within the Region’s borders as defined by the National Association.

3. OBJECTIVE

3.1               To meet at least twice annually to provide the opportunity for Members of the Region to discuss and exchange ideas on golf club management, other business related matters and to facilitate networking and communication.

3.2               To provide the opportunity to enhance professional working relationships, exchange views and obtain advice.

3.3       To participate in golf competitions and fixtures arranged by the Region.

4. MEMBERSHIP

4.1        Membership of the Region shall be confined to persons who are Members of the National Association, having qualified under the current Rules of the National Association.

4.2       The Region shall consider the election of Honorary Life Members as appropriate and shall nominate such Members for election at the Annual General Meeting (AGM).

4.3        Regional Honorary Life Membership is not transferrable to another region.

4.4        Any Member intending to resign from the Region shall give notice in writing to the Manager by the 31st December in each year.

4.5        Members shall be deemed to have resigned from the Region should they fail to pay their subscription or cease to be Members of the National Association.

4.6        Members by joining the Region will be deemed to have accepted the Rules and Bye-laws of the Region.

5. EQUALITY

5.1        The Region, in common with the National Association, is fully committed to supporting the principle and practice of equality of opportunity. No Member should receive less favourable treatment on the grounds of age, gender, disability, race, parental or marital status, pregnancy, religion or belief, sexual orientation or gender reassignment or should be disadvantaged by conditions or requirements that cannot be shown to be relevant to performance.

6. MANAGEMENT OF THE REGION

6.1       There shall be a Committee which shall consist of the Captain of the Region, Vice Captain of the Region, Immediate Past Captain, Manager and a maximum of 4 other Members of the Region who shall be nominated and elected at the AGM. Proposed and seconded by Members of the Region, nominations are to be submitted to the Manager at least 21 days prior to the AGM and Members will be advised of the nominations at least 14 days prior to the AGM. In the event of there being more nominees than the number of vacancies available on the Committee, those nominees receiving the most votes will be elected.

6.2       At least 50% of those voting at Committee Meetings shall be managers in post where possible.

6.3       The elected Members shall serve for two years after which they may offer themselves for re-election at the

    AGM.

6.4       In the event of a Committee vacancy arising during the year, between AGM’s, the Committee, may, at       their discretion, co-opt replacement/additional Members of the Region to sit on the Committee, who will serve until the following AGM when they may seek election in the prescribed manner.

6.5      The Committee shall meet a minimum of twice a year with a minimum of 5 Committee Members required to form a quorum.

6.6      The Manager, or in their absence the Captain of the Region, shall chair all meetings of the Committee.

6.7      Decisions taken will be by simple majority of those Committee Members present, and will be minuted by the Manager. In the event of the failure to reach a clear decision there shall be no casting votes.

7. DATA PROTECTION

7.1      The Region collects and maintains personal information in order to carry out its functions as a Region of the National Association, provide membership services and comply with certain statutory obligations. All personal information is treated with the utmost confidentiality and with appropriate levels of security in accordance with the Data Protection Act 1998.

8. THE CAPTAIN OF THE REGION

8.1      Shall be a Member of the Region.

8.2      Shall be elected to office at the AGM.

8.3      Their term of office shall run from the AGM at which they were elected to the next AGM.

8.4      They shall be nominated by the Past Captains of the Region.

9. THE VICE CAPTAIN OF THE REGION

9.1      Shall be a Member of the Region.

9.2      Shall be elected to office at the AGM.

9.3      Their term of office shall run from the AGM at which they were elected to the next AGM.

9.4      They shall be nominated by the Past Captains of the Region.

10. THE REGIONAL MANAGER

10.1    Shall be a Member of the Region.

10.2    Shall be elected annually at the AGM.  Nominations for this office are to be submitted to the Captain of the Region at least 21 days prior to the AGM and Members will be advised of the nominations at least 14 days prior to the AGM. There shall be no restriction of the number of years the Manager may serve.

10.3    The Manager shall convene a meeting of the Committee a minimum of twice a year.

10.4    The Terms of Reference for the Manager will be determined by the Committee, following the guidelines produced by the National Association. The main responsibilities are: -

10.4.1   Preparing and maintaining annual accounts for the Region which, after approval at the AGM, shall

   be signed by either the Captain of the Region or the Immediate Past Captain and thereafter, within

   30 days, a copy of the financial statement of accounts will be forwarded, for filing purposes, to the

   National Association.

10.4.2   Making all payments on behalf of the Region.

10.4.3   Maintaining a bank account in the name of the Region.

10.4.4   Taking minutes of all Regional meetings and distributing them as appropriate after such meetings.

10.4.5   Arranging Regional meetings and annual fixtures.

10.5    The Manager shall attend National Committee Meetings and the National Conference as representative of the Region.

10.6    The Manager shall receive an annual honorarium which shall be determined by the Committee. Increases in excess of 5% shall be approved by Members at the Annual General Meeting.

10.7    The Manager shall be reimbursed by the National Association for all reasonable travel and subsistence expenses associated with attending National Committee Meetings. The Region will reimburse all other such payments.

10.8    The Region shall pay for the Manager's National Association Subscription and attendance at the National Conference.

10.9    The Manager will not pay a Regional Subscription.

11. CHAIR

11.1    The Manager shall chair regional and general meetings.  In their absence the Captain of the Region will act as Chair and in their absence the Vice Captain of the Region.  In exceptional circumstances in the absence of all three of the aforementioned the Chair may be nominated from those Members present.  However, there must be at least 10 Members present to form a quorum.

12. GENERAL MEETINGS

12.1    The AGM shall take place within the first four months of each calendar year. 

12.2    A minimum of 28 days’ notice is required for General Meetings. Notice shall be given in writing to every Member, stating the date, time and place of the Meeting and the general nature of the business to be conducted.

12.3    The purpose of the AGM shall be to elect the Captain of the Region, the Vice Captain of the Region, the Manager and elected members of the Committee, to receive the financial statement of accounts, to set subscriptions for the next year and to vote on resolutions of which due notice has been given.

12.4    The Committee may put forward resolutions at any General Meeting, details of which must be included in the notice convening the Meeting. Members may put forward resolutions at any General Meeting provisional upon them being signed by at least 10 Members of the Region and being notified in writing to the Manager at least 21 days prior to the Meeting. Details of such resolutions shall be given in writing to every Member at least 14 days prior to the Meeting.

12.5    Voting, except for matters as specified at 13.1 below, will be by simple majority and unless otherwise confirmed by the Committee at the time of issuing the notice convening any Meeting, voting will be by way of an electronic voting proforma sent to Members at least 14 days prior to the Meeting. Members are required to vote online and all votes must be cast at least 48 hours prior to the Meeting.

12.6    All Members of the Region are entitled to vote at General Meetings in accordance with Rule 12.5 above.

12.7    The Committee may call an Extraordinary General Meeting (EGM) in accordance with Rule 12.2. They shall also be bound to convene an EGM in accordance with the same Rule 12.2 within 28 days of the Manager receiving a requisition signed by at least 10 Members of the Region stating the purpose for which they desire the Meeting to be called and the resolution to be put to the Meeting.

13. RULES, REGULATIONS & BYE- LAWS

13.1    No Rule of the Region shall be repealed or altered and no new rule shall be introduced unless voted upon and agreed by 75% of all the Members present in person at a General Meeting of the Region.

13.2    All Members shall be bound to submit to the Rules and Regulations and Bye-Laws of the Region and shall accept as final the Committee's interpretation thereof and decisions thereon.

13.3    The Committee is empowered to make, repeal and amend from time to time such Bye-Laws as they may consider necessary for the administration of the Region. These shall be binding on Members until set aside by a General Meeting of the Region.

13.4    No Rule of the Region shall contradict a National Association Rule.

14. SUBSCRIPTIONS

14.1    The annual subscription is to be determined at the AGM. All annual subscriptions shall be payable in advance by 1st January.

14.2    Members whose subscription has not been paid by 1st February shall be deemed to be in default, deemed to no longer be a Member of the Region and thereby not be entitled to exercise any of the privileges of membership.

14.3    Such defaulting Members, on application to the Committee, may be reinstated on payment of their outstanding subscriptions.

15. ANNUAL COMPETITIONS, MATCHES AND FIXTURES.

15.1    These will be arranged annually by the Manager in conjunction with the Committee and a list of fixtures shall be advised to all Members.

15.2    All current Members are eligible to play subject to complying with the individual conditions of each competition as agreed by the Committee

15.3    All trophies remain the property of the Region.

15.4    The Region is responsible for the insurance and engraving of such trophies.

15.5    A list of all trophies and the current holders shall be kept by the Manager.

15.6    Representation in National Events and Meetings shall be determined in accordance with the rules set by the National Association.

16. WINDING UP

16.1    If the Region is wound up or dissolved then, after settling all liabilities and debts of the Region, the National Association shall dispose of the net assets remaining to the adjacent regions.

17. NOTICES

17.1    Any notice that is required to be served in writing may be served either personally or by sending it through the post in a prepaid letter addressed to such Member at their address or by email to the email address of such Member as notified to the Manager or by posting it on the Region’s website.

17.2    Any notice served by post shall be deemed to have been served 48 hours after it was posted. Notice sent by email shall be deemed to have been served 12 hours after it is sent. Notice served by the Region’s website shall be deemed to have been served immediately.

18. NATIONAL ASSOCIATION CAPTAIN

18.1    Regions are invited to submit, to the National Association, suitable candidates for the post of National Captain prior to the 1st August each year.

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