CONSTITUTION AND RULES (Amended Nov 2020)
- The Club shall be called Frimley Tennis Club (‘The Club’).
- The main purposes of the Club are to:-
- Provide facilities for and promote participation in the amateur sport of tennis in Surrey Heath and the surrounding areas
- Provide the opportunity to play tennis in a congenial club atmosphere.
- Provide, maintain and develop the premises (including the tennis courts) occupied by the Club.
AGM and Executive Committee
- The date of the Annual General Meeting (AGM) shall be agreed by the Executive Committee and shall be held no later than 13 months from the previous AGM.
- The AGM shall elect:
- a Chairman, a Vice-Chairman, a Treasurer, a Secretary (‘The Officers’), a Membership Secretary and up to 7 additional members (‘Committee Members’) as required to serve on an Executive Committee.
- a ladies’ and a men’s club captain who will serve for a period of no more than 3 consecutive years.
- No member of the Executive Committee may serve in any position, or plurality of positions, for a period of more than 3 consecutive years, except in exceptional circumstances.
- The Executive Committee may co-opt additional Committee Members at times of need.
- The Executive Committee shall meet as required, 5 forming a quorum, including no fewer than 2 Officers.
Membership of the Club
- Membership of the Club shall be open to anyone interested in the sport of tennis on application, regardless of sex, age, disability, ethnicity, nationality, sexual orientation, religion or other beliefs, except as a necessary consequence of the requirements of tennis.
- The Club may have different categories of membership and subscription on a non- discriminatory and fair basis and (subject to paragraph 11) the number of members in each category of membership shall be limited at the discretion of the Executive Committee.
- The Club will keep subscriptions at levels that will not pose a significant obstacle to people wishing to join the Club or participate in its activities. The Executive Committee may deny or remove membership, but only for good cause such as conduct or character likely to bring the Club or sport into disrepute. Appeal against refusal or removal may be made to the members.
- There shall be six categories of membership namely: Family, Adult, Student, Country, Junior and Social. Family membership is open to partners, plus any children under the age of 22 living in the family home or in full time education. Student membership is available for adults under 22, and in full time education at the start of the club subscription year. Social membership is open to non-playing members and is limited to attendances at club social events. Country members must reside 45 miles or more from the Club and are not eligible to play in league matches or the club tournament. Social membership shall be limited to a maximum of 50 percent of the total membership.
- The Executive Committee will consider on individual merit, a request to waive any applicable joining fee upon re-joining after a break in membership.
- A Junior member shall become an Adult or Student member for all club purposes when his/her 16th birthday falls on or before the 31st December immediately prior to the start of a subscription year.
- A Junior member upon reaching their 16th birthday, is entitled to attend all adult functions for the rest of a club year.
- Age at midnight on the 31st December immediately prior to the start of the subscription year will be used to determine qualification for club championship entries. This is in line with current LTA rules.
- Subject to paragraph 10 membership and joining fees shall be reviewed annually at the AGM and the amount for the forthcoming season set by the meeting. Subscriptions shall be due and payable on a date set annually by the Executive Committee.
- The tennis courts will be available for various club sessions at times advised by the Executive Committee. There will be separate sessions for Juniors and Adults. In each case members will be expected to mix in together.
- Maximum time of play will be 20 minutes if any members are waiting.
- At non-club times, the maximum period of play will be 40 minutes, unless courts have been pre-booked, if other members are waiting. This rule does not apply during official club tournaments, club matches or club coaching.
- Coaching, whether individual or group, is to be delivered by the Club’s affiliated coach(s). A member wishing to arrange private coaching outside of an organised club coaching session must book a court in advance.
- All coaching must be provided by a member of the Club or by a company with whom the Club has a coaching agreement. The use of non-affiliated coaching will be the exception and only sanctioned with prior written approval from the Executive Committee.
- A member shall not use the courts for commercial coaching of other members or non-members unless a recognised club affiliated coach or the prior written approval of the Executive Committee has been obtained.
- Members may invite one guest each to play at the Club at a charge set by the Executive Committee.
- No one individual may play as a guest more often than 6 times in a subscription year.
- Only recognisable tennis clothing and non-marking footwear shall be worn whilst on the courts.
- Rules pertaining to public use of the courts are the subject of a separate document.
- Floodlit courts are available to members. The rules of operation are the subject of a separate document which is displayed at the courts.
- All members will be issued with membership identification and must produce it on request.
29. The Club will be registered with the Lawn Tennis Association (LTA) as its governing body. It is a condition of registration with the LTA that the Club complies with the LTA Disciplinary Code (“the Code”). It is acknowledged that the Contracts (Rights of Third Parties) Act 1999 applies, so that the Code is enforceable by both the LTA and the Club, in accordance with the provisions of the Code.
- Any Club bank account shall require that cheques drawn against the account are signed by the Treasurer and one of the following officers: Chairman, Secretary or Vice Chairman
- The accounts will be audited annually. All surplus income over expenditure will be reinvested in the Club. No surpluses or assets will be distributed to members or third parties
- As the Club is an unincorporated body, leases with the local authority are entered into by Trustees acting on behalf of the Club and, as a result, the Trustees have obligations and liabilities under the leases (“Lease Liabilities”). Accordingly,
- The Officers of the Club are authorised on behalf of the Club to agree to indemnify Trustees against any Lease Liabilities. For the avoidance of doubt, until such agreement is made the existing agreements between the Trustees and the Club shall remain in full force and effect as if they had also been made in accordance with these Constitution and Rules.
- Without, in each case, the prior written consent of the Trustees (unless such consent has been requested and has been unreasonably refused):
- the Club shall not be dissolved; and
- no assets of the Club shall be disposed of except in the ordinary course of the Club’s usual activities.
- The Club shall act consistently with and shall comply with the obligations of both the Club and Officers of the Club contained in any agreement between Trustees and Officers of the Club in connection with any Lease Liabilities.
- Upon dissolution of the Club any remaining assets, having met any outstanding liabilities, shall be given or transferred to another registered Community Amateur Sports Club registered with HMRC, a registered charity or the LTA, for use by them in related community sports.
- With minimum notice of seven days an Extraordinary General Meeting of the Club can be called at any time at the discretion of the Executive Committee, or shall be called within 14 days after receipt by the Secretary of a request to that effect signed by at least 12 members.
- Every such requisition shall specify the business for which the meeting is to be convened, and no other business shall be transacted at such a meeting.
- Either 15 members or 10% of the adult membership as at the date of the meeting, whichever is the greater, shall form a quorum at any General Meeting of the Club.