ROSEHILL SOCIAL GOLF CLUB INC.

NOTICE OF MOTION

PROPOSED CHANGE TO THE CONSTITUTION AND RULES

CARRY OVER FUNDS

Under the Constitution and Rules of the Rosehill Social Golf Club I hereby propose a notice of motion to adopt an amendment to the Constitution and Rules as presented below, with the matter to be decided at the clubs AGM on Wednesday 9^th December 2009.

I recommend that all interested parties read the document in full at their earliest convenience. 

I am happy to discuss this document with any club member prior to the AGM.

Clause 29 Re carry over funds from one season to the next

Change: Delete current clause.  This reads as follows:

29.  The Club shall not carry forward into the next playing year any funds other than an amount to be determined by the following formula:  For the season commencing 1st March 2007, the commencement fund shall not be greater than $1500.00 and this figure shall increase annually in proportion to the National inflation figure or as may be determined at the Annual General Meeting or Special General Meeting to meet unforseen circumstances. The balance of funds at the end of each year, other than the carry forward fund, shall be expended on a social function (s) for the benefit of the members

Change Clause 29 to read as follows:

The amount of funds to be carried over into the next playing season will be a minimum of $1,500 as of 1^st December 2009.  The carryover amount will be used by the incoming committee within the boundaries of the constitution.  Excess funds shall be directed for the benefit of members.

Motion proposed by Treasurer, Les Cook

Seconded by President, Kevin Pearce

Dated:  12 November 2009

Members notes {not to be included in the constitution}

The statement using the carry over amount within the boundaries of the constitution guards against the club being sent into liquidation.

The treasurer/committee will present a financial plan regarding any excess funds for discussion and approval by members.

#2

ROSEHILL SOCIAL GOLF CLUB INC.

NOTICE OF MOTION

PROPOSED CHANGE TO THE CONSTITUTION AND RULES

ADDITIONAL COMMITTEE MEMBER TO BE ADDED TO THE CURRENT COMMITTEE STRUCTURE OF THE ROSEHILL SOCIAL GOLF CLUB

The management committee recommends that an additional committee member be added to the committee.  The current situation is that a member from the summer season, normally the coordinator, is invited onto the committee from September until the March meeting but has no voting rights.  This proposed change formalises that issue.

Proposal:  Add a Summer Committee Member

Role: to represent the summer season members from December through to the end of February.

Members notes:

Advantages:  Summer season now has a official representation on the management committee

The position carries voting rights

Will only need to attend meetings from September through to March (optional)

Important position considering the growth of the club membership and increase in summer golf players.

Proposed by

Kevin Pearce

President

Seconded by

Dave Gallop

Assistant Secretary

12th November 2009

2. The aims of the Club shall be to foster the game of golf and to encourage good fellowship amongst the members by conducting organised games throughout the season which runs from 1st March to the 30th November each year. The summer competition will commence from the 1st December and finish on the last day of February each year. The property and income of the Club shall be applied solely towards the promotion of the objectives or purposes of the Club and no part of that property or income may be paid or otherwise distributed, directly or indirectly, to members of the Club, except in good faith in the promotion of those objectives or purposes.

3. ( a ) Ordinary Members shall be those members of the Club, over the age of 18 years, who pay the annual subscription as such. Ordinary Members only shall be entitled to vote or be eligible to hold office. A limit will exist of sixty five (65) Ordinary Members in any one season.

( b ) Country Members shall be persons residing in any place outside of a 100kilometer radius of the Perth GPO who are elected as Country Members during such times as they reside beyond such distance and no longer. Country Members shall have the same playing rights as ordinary members. If any such member ceases to reside beyond such distance he shall not be entitled to become an Ordinary Member until he shall have submitted in all respects to the conditions and requirements of candidature for ordinary membership. A limit of five (5) Country Members shall exist in any one season.

( c ) Social Members shall be persons not eligible for ordinary or country membership. Such members may play with the Club in all events except Club 
championships but will not be eligible for trophies nor do they have a vote at Club meetings. A limit of five (5) Social Members shall exist in any one season.

Life Members shall be members who have rendered conspicuous service to the Club over a period of not less than 10 years and who are elected life Members by the members at a General Meeting on the prior recommendation of the Management Committee. Life Members shall, without payment of the annual subscription, have all the privileges of ordinary members. Not more than one life member shall be elected in any one financial year, nor shall the total number of life members exceed ten at any one time.

4. New members shall be proposed and seconded by financial members of the Club of at least six months standing and all applications for membership shall be decided by vote of the Management Committee.

5. A member may bring two visitors to any Club competition except the Club championships or other such events as may be decided by the Match Committee. A visitor may not play more than three times in any one season except with the prior permission of the Management Committee.

6. The nomination fees and annual subscription of Ordinary Members, Country Members and Social Members shall be determined at the Annual General Meeting. Nomination fees must be paid at the time of nomination and annual subscriptions become due on the 1st March each year and are payable by the 1st April each year. Any member whose subscription is more than one month overdue shall be struck off the membership list at the discretion of the Management Committee. Any member who is not financial shall not be eligible to win any club trophies.

7. The Patron, President, Vice President, Captain, Vice Captain, Secretary, Assistant Secretary, Treasurer, Assistant Treasurer, Handicapper, Social Secretary and Auditor shall be elected each year by the members at the Annual General Meeting to be held on a date to be fixed by the outgoing Management Committee. Nominations for these offices are to be proposed and seconded by financial members of the Club of at least six months standing prior to the commencement of the meeting and be handed to the Secretary prior to the commencement of the Annual General  Meeting. If nominations have not been received for all the above mentioned offices prior to the meeting then the Chairman shall call for nominations from the floor during the meeting. The new office bearers shall take office immediately upon being elected.  No member shall be elected to more than one office other than the Public Officer.

8. The Management Committee shall comprise the President, Vice President, Captain, Vice Captain, Secretary, Assistant Secretary, Treasurer, Assistant Treasurer, Handicapper, Public Officer and Social Secretary. Such committee is to be responsible for the general management of the Club with five office bearers necessary to form a quorum. The Management Committee shall:

(a)   be responsible for the Club complying with the requirements of the relevant Associations Incorporation Act.
(b)   have sufficient powers to terminate the membership or suspend any member who, in the view of the majority of the Management Committee has brought the Club into disrepute or who has not acted in the best interest of the Club and its members.
(c)   appoint annually, a sub-committee or a volunteer to run the summer competition with the Captain and the appointee preparing the fixtures. The summer competition should be otherwise run independently of the regular competition and fully funded from receipts from the players taking part. A financial statement prepared by the summer competition appointee showing an accurate record of all receipts and expenditure should be ready for audit and presented to the Management Committee in time for the first meeting in March.

(d)   make a committee position vacant if the individual dies, has a diagnosed mental or long term illness, is incarcerated, becomes bankrupt, fails to attend regular meetings without due reason or brings the club into disrepute or who has not acted in the best interest of the Club and its members. The Management Committee can elect a club member to fill the vacant position by means of a vote within the committee or casual vacancies occurring during the year can be announced by the Secretary and nominations solicited. A Special General Meeting will be called for the purpose of electing the new office bearer(s). The Secretary will give 21 days notice to all members advising of the Special General Meeting and call for nominations to fill the vacancy.

9. The order of business at meetings is as follows (subject to alteration by the Chairman)
            ( a )      Apologies

            ( b )      Confirmation of minutes

            ( c )      Business arising from the minutes

            ( d )      Correspondence

            ( e )      Reports

            ( f )       Notices of motion (of which due notice has been given)

            ( g )      Any other business not requiring notice of motion

10. The Match Committee shall comprise the Captain, Vice Captain and five other members who will be appointed by the Captain to the approval of the Management Committee of whom one will be the Handicapper and one the delegate to the W.A.G.L. if applicable. The Match Committee shall be responsible for the playing programme, course discipline and etiquette. The Captain or the Match Committee will decide on the application by any member to use a motorised cart.

11. The Social Committee shall comprise of the Social Secretary and no more than six members appointed by him and approved by the Management Committee. The Social Committee shall be responsible for all social activities of the Club.

12. The President shall preside at all Club and Management Committee meetings or in his absence then the Vice President (VP) shall preside. The VP shall keep himself informed of all activities of the Club.

13. The special duty of the Vice President shall be to welcome new and intending members and inform them of their responsibilities as Club members until such time as they are accepted as ordinary members.

14. The Captain shall arrange and organise all games throughout the season. On the golf course the Captain has complete authority and all decisions made by him must be adhered to. In the absence of the Captain, the Vice Captain shall then assume the same authority.

15. The Secretary shall issue all notices calling the various meetings of the Club setting forth the business to be transacted and detailing all notices of motion. He shall attend all meetings of the Club and record all minutes for confirmation. He shall be the custodian of the Common Seal of the Club (if applicable) as well as all records, books, documentation and securities of the Club. He shall also maintain current records of all financial members including addresses and dates of payments of subscriptions. In the absence of the Secretary, the Assistant Secretary shall assume responsibility for the recording of the minutes and day to day duties.

16. The Treasurer shall take charge of all Club funds, keep an account of all receipts and expenditure and shall deposit all monies received by him with such bank as may be decided by the Management Committee, such account to be operated by the President and Secretary or Treasurer. Cheques are to be signed by any two of these officers. The Treasurer shall submit his annual statement of receipts and expenditure, assets and liabilities, duly audited in writing for inspection by members at the Annual General Meeting each year. In the absence of the Treasurer, the Assistant Treasurer shall assume responsibility for the day to day operations.

17. The Social Secretary shall arrange and organise all social functions throughout the season with the approval of the Management Committee.

18. The Handicapper shall maintain  a true and proper record of member’s handicaps in accordance with the rules of golf.

19. The Public Officer shall be the reference point for the relative Government Department for the compliance with the applicable Associations Incorporation Act and will be appointed by the Management Committee from the serving members of the Committee.

20. The Auditor shall audit the books, the annual statement and balance sheet and prepare a report on these for the Annual General Meeting.

21. Notice (s) of motion to be proposed at any Annual General Meeting or Special General Meeting to add, rescind or amend any item of this Constitution and Rules must be given in writing, with the names of the proposer and seconder to the Secretary not later than three clear weeks before such a meeting and no motion shall be adopted unless agreed to by a three fourths majority of those present and entitled to vote. Such notices of motion are to be detailed on the agenda to be circulated by the Secretary at least seven clear days before such a meeting. No less than twenty (20) plus the Chairman are to be present at a General Meeting to form a quorum. Amendments to the Rules and Constitution will not take effect until approved by the  Commissioner of the relevant Associations Incorporation Act

22. The Annual General Meeting of the Club shall be held within four (4) months of the end of the financial year and written notice shall be sent to all members one (1) calendar month prior to such meeting. The financial year shall commence on 1st December annually.

23. An Ordinary member desirous of calling a Special General Meeting shall produce to the Secretary in writing a petition containing the signatures of no less than 25% of Ordinary Members of the Club. Upon receipt of the petition, the Secretary must call a Special General Meeting within twenty one ( 21 ) days.

24. No member shall be entitled to speak more than once on any matter at a General Meeting, unless in explanation or by special permission of the Chairman except the mover who shall have the right of reply.

25. Voting may be done in person or by written proxy or postal voting signed by the member. Written Postal votes must be received by the Secretary prior to any Annual or Special General Meeting.

26. All play shall be conducted in accordance with the Rules of Golf as laid down or approved from time to time by the Royal and Ancient Golf Club of St. Andrews in conjunction with the local rules applicable to the playing course and such rules as are laid down by the Match Committee, providing that such rules do not conflict with the general rules of golf.

27. All complaints must be made in writing to the Captain or Secretary but if these officers are unable to give satisfaction to the complainant himself shall have the right to submit his complaint in writing to the Management Committee. Any member aggrieved by an action of the Management Committee may within seven (7) days of the action request a Special General Meeting in accordance with clause 23. above.

28. Nominations from financial members shall be called during the month of October for the Annual Clubman Award. All nominations received are to be examined by a sub-committee comprising of the Secretary, Assistant Secretary and Vice President who will then report to the Management Committee meeting in November. The Management Committee will rule on the matter and the award will be presented at the Annual Dinner and Presentation night.

29. The Club shall not carry forward into the next playing year any funds other than an amount to be determined by the following formula:
For the season commencing 1st March 2007, the commencement fund shall not be greater than $1500.00 and this figure shall increase annually in proportion to the National inflation figure or as may be determined at the Annual General Meeting or Special General Meeting to meet unforseen circumstances. The balance of funds at the end of each year, other than the carry forward fund, shall be expended on a social function (s) for the benefit of the members.

30. Members have the right to inspect any documents and records of the club subject to written notice being given to the Secretary and a suitable time being agreed.