The Pheasant Inn Golf Society
Constitution December 2024

1. OBJECTS AND MEMBERSHIP

1.1 The name of the Society shall be The Pheasant Inn Golf Society.
1.2 The aims of the Society are to provide the occasion for its membership to play amateur golf and the opportunity to meet socially and engender a spirit of friendliness and conviviality among its members.
1.3 The rules of the game of golf as it is to be played within the Society shall be those of the Royal & Ancient Golf Club of St. Andrews.
1.4 The membership of the Society shall be open to all.
1.5 The playing year for the Society shall be January to December.
1.6 Full members will be deemed to be anyone who has played 3 times in the previous 12 months. The Committee can agree to extend this in exceptional circumstances.
1.7 The maximum number of full members shall be forty at any one time.
1.8 Players wishing to join the Society will do so by applying to the Captain. If there is space at the next event they will be invited to play. Full membership will be granted when para 1.6 has been achieved. The Captain shall maintain a waiting list.
1.9 Handicaps, venues, tee times, fees, format, scoring and prizes will be decided by the Committee.
1.10 The maximum numbers of players at any one event shall be 36 unless previously agreed by the Committee
1.11 Competition rules will be displayed on the Society's website.
1.12 All members and guests, at their own expense, are recommended to have an insurance policy against any liability arising from their actions at a Society event. The Society WILL NOT BE HELD RESPONSIBLE for any loss or damage to property or personal injury however this may arise.
1.13 Upon dissolution of the Society any remaining assets shall be donated to a registered Charity.

2. GENERAL MEETINGS

2.1 The Annual General Meeting of the Society shall take place during November each year. The society will elect a Captain, Treasurer, Handicap Secretary and Secretary and two Player Representatives who will make up the Committee for the ensuing year. From these posts a Chairman will be elected.
Also at the AGM the following reports shall be received: Chairman's annual report; the Treasurer’s
statement of accounts for the previous year and the Captain’s annual report.
2.2 Seven days notice of the AGM shall be given to each member.
2.3 Nominations for Captain/Treasurer, Vice Captain/Handicap Secretary and Secretary must be made to the Secretary seven days before the meeting. Player Representatives can be nominated at the meeting.
2.4 Notice of a motion to change an article of the Constitution must be made to the Secretary seven days before the Meeting.
2.5 Five full members shall form a quorum at any AGM or Special General Meeting.
2.6 Voting on resolutions shall be by a show of hands and shall be decided on a simple majority of votes cast and in the event of a tie the Chairperson shall have the casting vote. In the event that no nominee has received over 50% of the votes cast the result will be decided by sequential elimination.
2.7 No voting by proxy or postal voting shall be allowed. Members will need to be present to vote.
2.8 At General Meetings the chair shall be taken by the Captain or in his/her absence the Vice Captain or in their absence by a member elected by those present.
2.9 A Special General Meeting may be called at any time by the Committee or by a written request to the Secretary signed by five members and stating the business to be discussed. Seven days notice of such a meeting shall be given to each member.
2.10 To be eligible for election to Captain/Treasurer, a candidate must have been a full member of the Society for the previous two years.
2.11 To be eligible for election to Vice Captain/Handicap Secretary and Secretary a member must have been a full member of the Society for the previous year
2.12 The Constitution shall be ratified at the AGM or Special General Meeting and signed by the Captain.

3. COMMITTEE
3.1 The business and affairs of the Society shall be managed by a Committee consisting of the Captain, Treasurer, Handicap Secretary, Secretary plus two Player Representatives.
3.2 The Committee shall meet when necessary. The Committee is allowed to meet through electronic means.
3.3 At Committee meetings three shall form a quorum.
3.4 The Chairman shall take the Chair at Committee meetings or in his/her absence by any member elected by those present.
3.5 Matters shall be decided by a majority of votes cast. Each member present shall have one vote with the Chairperson having the casting vote.
3.6 Minutes shall be recorded of resolutions passed at each meeting.
3.7 The Treasurer shall keep account of all receipts and disbursements of the Society and present an up to date statement of them to Committee at each meeting.
3.8 The Committee shall have power to make, alter or rescind such rules and regulations as they may consider necessary, provided always that no resolution shall change any provision of the Constitution.
3.9 At a General Meeting the membership will have the power to alter or amend any rule or regulation made by Committee.
3.10 The Committee shall have the power to fill Committee vacancies by co-option.
3.11 Any complaints or disputes shall be notified in writing to the Secretary who shall submit them to the Committee whose decision shall be final on all matters.

4. FINANCE
4.1 An Annual Subscription shall be levied and the amount agreed at the AGM.
4.2 The Society's banking account shall be kept with a bank designated by the Committee and managed by the Treasurer. Two members of the Committee will have access to the account, currently Mr Lee Dyment and Mr Jeff Carlisle.
4.3 All cheques shall be signed as directed by the Committee. Internet banking to be delegated to the Treasurer, currently Lee Dyment.
4.4 The Society finances will be audited independently annually in February prior to the AGM by a volunteer Society member. Committee members will not take the role of auditor.
4.5 The Treasurer shall present a statement of accounts to the members at the Annual General Meeting