Menu
THE CONSTITUTION OF THE BALLINA GOLF & SPORTS CLUB LTD. ALWAYS APPLIES AND TAKES PRECEDENCE OVER THESE RULES
*2024 Version Ratified at AGM Monday 11 March 2024
The Constitution of the Ballina Golf and Sports Club shall always apply and take precedence over this Constitution.
1 Name
1.1 The name of the section formed in accordance with the Constitution of the Ballina Golf and Sports Club Ltd is Ballina Veteran Golfers and is referred to throughout these Operating Procedures and Rules as “Veteran Golfers”.
2 Objectives
2.1 The objectives of Veteran Golfers shall be:
2.1.1 To promote, develop and control the game of golf for Veteran Golfers and to organize and conduct such other amusements and entertainment as deemed desirable, and
2.1.2 To do all such other things as are conducive or incidental to the attainment of the above.
3 Definitions
3.1 “The Committee” shall mean the Committee of Veteran Golfers.
3.2 “Club” means the Ballina Golf and Sports Club Ltd.
3.2 “The Board” shall mean the Board of the Ballina Golf and Sports Club.
3.3 “Member” shall mean a member of the Veteran Golfers as set out in Section 4 of these Bylaws.
4 Membership
4.1 The members of Veteran Golfers are those playing members of the club who are at least 50 years of age and who have been approved for membership by the committee and any others who have been elected as Veeran Golfers Life members.
4.2 Members of ages 50-54 are accepted as “Junior Veterans”; they, however, are ineligible to play in NSWVGA or NRVGA sanctioned events.
5 Affiliation
5.1 Ballina Veteran Golfers must be affiliated with New South Wales Veterans Golfers
6 Meetings
6.1 All meetings, whether Committee or General shall be under the control of the chairperson of the Meeting.
6.2 The Annual General Meeting (AGM) shall be held in either March or April of every calendar year at such date and time as the Committee may decide. Prior to the holding of the AGM at least twenty-eight (28) days’ notice of the date of the meeting shall be given by the Secretary and posted on the clubs notice board.
6.3 The business to be transacted at the AGM shall be as follows:
iii) Presentation of Reports by the President, Captain, and Treasurer,
vii) Closure of Meeting.
6.4 Special business to be transacted at the AGM requires twenty-eight (28) days’ notice in writing to be given to the Secretary who shall post same on the notice board twenty-one (21) days prior to the AGM.
6.5 The incoming Committee shall take office immediately following the AGM.
6.6 Immediately following the AGM the incoming President will convene a meeting to receive any recommendations or suggestions for consideration by the incoming Committee.
6.7 At all General meetings of the Veteran Golfers, thirty (30) members present in person shall form a quorum and at all meetings of the Committee, sixty percent (60%) of members of the Committee shall form a quorum.
6.8 Meetings of the Committee shall be held on the last Monday of the month (or as otherwise agreed to by the committee).
6.9 Should any member of the Committee be absent from three (3) consecutive meetings of the Committee without leave, or should any member die, resign or become incapable of serving, his casual vacancy position on the Committee shall be declared vacant. In the case of a casual vacancy the Committee may, at its discretion, appoint a successor.
6.10 An Extraordinary General Meeting (EGM) may be called at any time by the Committee, or the written application of not less than thirty (30) members or ten percent (10%) of the members, whichever is the greater. Not less than twenty-eight (28) days in writing calling for such EGM shall be presented to the Secretary. Twenty-one (21) days’ notice of the meeting shall be posted on the notice board.
6.11 All financial members of Veteran Golfers are entitled to vote at the AGM, or EGM.
6.12 In the event of a tied vote at any General meeting the Chairperson is entitled to a deliberative vote.
7 Election of Members to the Committee
7.1 All positions shall be determined by a simple majority with each member entitled to a single vote for each position. The poll to be conducted in a manner to be determined by the committee.
7.2 Any two (2) members may nominate a member to serve on the Committee. The name of each candidate nominated shall be in writing on the prescribed form (along with the proposer and seconder) and in the hands of the Secretary at least twenty-one (21) days before the AGM.
7.3 A candidate for the Committee may be nominated for, and elected to, more than one (1) office.
7.4 The list of names of candidates shall be fixed on the notice board at least seven (7) days prior to the AGM.
7.5 If the number of candidates duly nominated for any office does not exceed the number required to be elected, the candidate(s) nominated shall be declared elected at the AGM.
7.6 Should nominations for any office exceed the number determined in accordance with Section 8, a secret ballot shall take place during the AGM to determine which of the nominees, in each case, is to fill the office. A tied vote shall be resolved in favour of the retiring candidate if any, otherwise by lot.
7.7 In the event of insufficient nominations being received for any office or vacancy on the committee, nominations shall be received from the floor at the AGM, and
7.8 In the event of a secret ballot two (2) Returning Officers shall be appointed to count the votes. Candidates may appoint scrutineers. The result of the ballot shall be announced by the Returning Officers. The Chairperson shall declare the election prior to the completion of the meeting.
8 Committee
8.1 The Committee shall consist of:
8.2 The Committee shall have the authority to increase the number of Committee members (under 8.1) as deemed necessary. However, a minimum of 6 positions must be available.
8.3 The authority of the Committee in the management of the affairs and the competitions of Veterans Golf, subject always to the Constitution of the Club, when not inconsistent with the Constitution of the Ballina Golf and Sports Club is paramount.
9 Executive Officers
9.1 The Executive Officers will consist of:
9.1.1 President,
9.1.2 Vice-President,
9.1.3 Captain,
9.1.4 Vice-Captain,
9.1.5 Secretary and
9.1.6 Treasurer.
10 Committee Voting
10.1 Each Committee Member shall be entitled to one (1) vote. In the event of equality of voting on any question it shall be resolved to preserve the status quo. The Chairperson may exercise a deliberative vote provided this is done before the result is known but is not entitled to a casting vote.
11 Sub-Committees
11.1 Sub-Committees may be appointed to assist the Committee.
12 Terms of Office
12.1 A member may hold the same office on the Committee (consequent of their election each year) for as many years that they may nominate.
13 Life Membership
13.1 Life Membership may be conferred upon any member who has rendered outstanding service exceeding ten (10) years to the Veterans’ Section. The requirements for life membership are:
13.1.1 Any two (2) members are at the liberty to nominate and second a member,
13.1.2 A nomination will then be referred to the Committee for consideration,
13.1.3 If approved, the Committee will refer the nomination to the next AGM for consideration by Members,
13.1.4 For the Member to be duly elected as a Life Member, the nomination must be approved by a two thirds majority of the members present at the AGM and,
13.1.5 That there be no more than two (2) members elected to Life Membership in one (1) financial year and there will not be more than ten (10) Life Members at any one time.
14 Resolutions
14.1 Except as concerning competitions, all resolutions passed at an AGM and/or EGM of Veteran Golfers shall be conclusive and binding on all members whether they shall be present at such meetings or not.
14.2 Any suggestions or recommendations concerning competitions accepted at any AGM are not binding on the Committee, it being the function of the Committee, through the captain to formulate Conditions of Play.
15 Finance
15.1 Withdrawals via cheques or EFTs drawn on the bank accounts of the Veteran Golfers shall be signed by any two (2) out of the President, Treasurer, Captain or Secretary and any other person so authorised by the Committee. The Treasurer shall report on financial matters to the committee as and when so requested by the Committee. All significant expenditure must be approved by the Committee prior to any commitment. In the case of urgency, the President may authorise payments of accounts subject to ratification at the next Committee Meeting.
15.2 The Veteran Golfers financial records are to be audited annually prior to the AGM by a competent person appointed by the Committee and approved by The Board.
15.3 Incidental expenses incurred by a Committee Member are to be presented at the next Committee Meeting for ratification.
15.4 The financial year of Veteran Golfers shall commence on 1st June and end on 31st May of each calendar year.
16 Membership and Nomination Fees
16.1 Veteran Golfers Membership Fees must be paid annually in conjunction with payment of Club Membership Subscriptions, and are at such level as the Committee may, from time to time, determine and Non-payment of any Veteran Golfers fee by the nominated date will result in cancellation of membership, and reinstatement of such membership will require a New Membership application form to be completed and remittance of the prescribed fee.
16.2 New Members shall complete a Veteran Golfers nomination form and submit the same with the appropriate membership fee, to the Secretary or Treasurer who will present such nomination at the next Committee Meeting for consideration. Upon receipt of the application and payment of the fee, the applicant then becomes a ‘probationary member’ who retains that status until the next Committee meeting when consideration is made to confirm or reject the membership application.
16.3 While the applicant is classified as a ‘probationary member’, he/she is eligible to play in any Veterans Golfers competition either at Ballina or any other Australian, State or (NRVGA) group 14 Veteran Golfers Association sanctioned competition events.
16.4 Veteran Golfers when nominating for NRVGA Calendar of Competition Events, must pay entrance fees prior to the published closing date, but preferably at the time of nomination.
17 Comlaints
17.1 All complaints relevant to the affairs of Veteran Golfers or their competitions shall be made in writing to the Secretary who will submit same to the Committee whose decision on such complaint shall be final. In the case of urgency, the Secretary shall refer such a complaint to any three (3) members of the Committee who shall decide the issue. If any member concerned with the complaint is dissatisfied with the decision of these three (3) members to whom the complaint may have been referred in case of urgency, such member may appeal to the Committee. In all cases the Committee decision is final.
17.2 Under no circumstances may any member directly reprimand any club employee.
18 Discipline
18.1 The Committee shall have power to discipline any member if, in the opinion of the Committee, such member is guilty of actions prejudicial to the interests of Veteran Golfers. Such an action shall be referred to the Board in accordance with the Constitution of Ballina Golf and Sports Club.
19 By-Laws
19.1 The Committee shall have the power to make or rescind By-Laws from time to time provided that such By-Law or the rescission of such By-Law is not inconsistent with the constitution of the Ballina Golf and Sports Club, or these By-Laws.
20 Alteration of By-Laws
20.1 A motion for the alteration of any part of these Laws or the enactment of a new clause is to be made only at the AGM of Veteran Golfers or at any EGM called for that purpose.
20.2 A notice of motion to amend these By-Laws specifying particulars of the proposed amendments shall be given to the Secretary twenty-eight (28) days prior to AGM or EGM and placed by on the notice board at least twenty-one (21) days prior to such meeting.
20.3 These By-Laws shall not be altered except by resolution passed by a majority of members present and entitled to vote at an AGM or EGM called for that purpose.
21 Committee Protocol
21.1 At all times, the Veterans Golfer Committee shall act in unity, any resolutions or decisions made at committee meetings shall be conclusive and binding and communicated to members without prejudice.
21.2 Committee members should refrain from discussing matters raised in committee meetings with others unless those matters are subject of a resolution and recorded in minutes.