The Union shall be called Hampshire Isle of Wight and Channel Islands Golf Union hereinafter referred to as the Union.
The objects of the Union shall be:
2.1 To promote administer and encourage male amateur golf throughout Hampshire Isle of Wight and the Channel Islands.
2.2 To assist in maintaining a uniform system of handicapping.
2.3 To arrange and administer the annual County Championships.
2.4 To arrange and manage golf matches with other Counties.
2.5 To arrange and manage such competitions matches and other events as the Council consider desirable.
2.6 To encourage and promote the interests of golf at all levels and to co-operate with all affiliated Clubs in these objects.
2.7 To control and organise the Individual County Membership Scheme. Individual County Members as such shall not be members of the Union and shall be subject to such terms and conditions and pay such subscription as the Annual General Meeting (as hereinafter defined) shall decide from time to time.
2.8 To act in conjunction with the English Golf Union and other County or District Unions or Associations on any of the aforesaid objects.
2.9 To take such action from time to time as the Council may consider desirable for the benefit of its Members.
The Union shall consist of the following:-
3.1 Full Members (hereinafter called Member Clubs) being recognised Golf Clubs having or playing on a Course within Hampshire, Isle of Wight and the Channel Islands. They shall pay such subscription by way of affiliation fee at such times as the Annual General Meeting shall determine from time to time.
3.2 Associate Members (hereinafter called Associate Clubs). Associate membership may be granted to such golfing societies within the County Union as may be approved by the Council. They shall pay such subscription by way of affiliation fee as the Annual General Meeting shall determine from time to time.
3.3 Member Clubs and Associate Clubs whose male playing membership falls below fifty shall forthwith cease to be Members of the Union.
4. All Member Clubs shall:-
4.1 Grant to the Union without charge the facilities of the Course and part of the Clubhouse at reasonable intervals in accordance with normal County Practice. In the case of Member Clubs playing over Courses in private ownership, the provision should be agreed in writing with the owner or owners of the Course and Clubhouse. In the case of Member Clubs playing over Courses owned by a Statutory Corporation (Municipal Authorities) if required the provisions should be agreed in writing by the appropriate Officer.
4.2 Notify the Union of any disciplinary action taken against a Member including suspension of handicap or privileges of membership.
4.3 The Member Club or Associate Club shall notify the Secretary of the Union from time to time any change to the measured Course over which they play and/or have access on a permanent basis and of any alteration to the Rules and/or Constitution of the Club.
5. Election of Members
Any Club wishing to become a Member Club or Associate Club shall conform to the mandatory conditions set out in Appendix A and shall submit to the Secretary of the Union two copies of the Rules and Bylaws of the Club which must contain the Rules set out in Appendix B and shall contain provisions to the effect that any change in the governing authority of a Course (or Club) through sale or any other reason must be notified immediately to the Union and to the English Golf Union. Continued affiliation will not be automatic and will only be confirmed by the English Golf Union and the Union if and when they are satisfied that the Club’s Constitution is to remain unchanged or if changed will still comply with all the requirements laid down in Appendix A and B.
5.1 Before membership is accepted the Union must be satisfied that:-
5.1.1 The Course is suitable for the paying of qualifying competitions as specified by the Council of National Golf Unions from time to time.
5.1.2 The Course has been measured professionally and a Certificate of such measurement lodged with the Secretary of the Union. Where Courses have more than one tee for any hole or holes which are to be used for handicapping purposes, measurement shall be taken from each tee and recorded. All resulting measured Courses must be registered with the English Golf Union and Application for Basic Standard Scratch Scores should be identified individually on the form of Application for approval of the Basic Standard Scratch Score for a new Course. Measurement will be in accordance with the Standard Scratch Score and Handicapping Scheme as issued by the Council of National Golf Unions from time to time.
5.1.3 Any Application to increase or decrease the Basic Standard Scratch Score of a new Course (e.g. additional shots for Course value) must be identified on the Application from and assessment for such increase or decrease made in accordance with the Standard Scratch Score and Handicapping Scheme as issued by the Council of National Golf Unions from time to time.
5.1.4 The English Golf Union Standard Scratch Forms have been completed in triplicate and lodged with the Secretary of the Union.
5.1.5 Control will be exercised over any outside body using the Course particularly in respect of the Rules of Amateur Status and with particular regard to the Conditions relating to prizes.
1. Proprietary Courses over which affiliated Clubs are permitted to play must be aware of their responsibilities for enforcing Clause 5.1.5 by those using their Courses and that failure to do so could jeopardise the status of any affiliated Club which plays there on.
2. After affiliation has been accepted:-
2.1 Any alteration to the measured length of a Course must be notified to the Union. If such an alteration results in the total yardage of the originally approved Course being revised, notification must be given to the English Golf Union on the form of Application for an alteration to the Basic Standard Scratch Score. If the alteration results in the total yardage increases or decreases outside of the Band within which the original Standard Scratch Score was calculated and thereby required the allocation of a new Standard Scratch Score, notification must be given to the English Golf Union also on the same form.
2.2 Applications for alterations of the Basic Standard Scratch Score which are made only by way of an increase for Course value or difficulty, must be supported by the Union and reasons for their assessment and approval of the same notified to the English Golf Union on the form of Application for an addition for Course value to the Provisional Standard Scratch Score. All Applications must be completed in triplicate.
6.1 Affiliation fees to the Union. Member Clubs and Associate Clubs shall pay such annual subscription to the Union as the Annual General Meeting shall decide for the next following 1st January. Such subscription shall be paid per head of male playing members of all categories including junior and veteran members on the Register as at the date of the Annual General Meeting of the Union.
6.2 Annual subscriptions to the English Golf Union in addition to the Union affiliation fee. All Member Clubs and Associate Clubs shall pay annually such subscription as may be laid down for the time being by the English Golf Union. This subscription shall be paid to the Union for forwarding to the English Golf Union.
6.3 Both the Union affiliation fee and the English Golf Union subscription become due for payment on such date as the Council shall decide in each year.
6.4 No Member Club or Associate Club who is in arrears with the Union affiliation fee or English Golf Union subscription shall be entitled to vote at meetings nor competitions organised by the Union.
Vice-Presidents may be elected by the Annual General Meeting to serve for life or such other term as the Annual General Meeting shall decide. Candidates for the position of Vice-President shall be nominated by the Council for election at the Annual General Meeting.
8. Vice-President Officers
The Vice-President shall from their number nominate two Vice-President Officers for election at the Annual General Meeting. Such Vice-President Officers shall serve for a maximum period of two years and thereafter the Vice-Presidents shall nominate two alternative Vice-President Officers for election at the Annual General Meeting. In the event that either of the Vice-President Officers are unable or unwilling to serve for the full term of two years, the Vice -Presidents shall from their number nominate an alternative for election at the next following Annual General Meeting to serve for the unexpired period of the term applicable to the Vice-President Officer being unable or unwilling to serve as aforesaid. At no time shall the same Vice-President Officer serve for a period of twelve months commencing with the end of their term of office.
The Officers of the Union shall be:
9.1 A President to serve for a period of up to three years and who shall not be eligible for re-election for twelve months thereafter.
9.2 Two Vice-President Officers.
9.3 The immediate Past President or in his absence his immediate predecessor.
9.4 Captain who shall normally serve for a period of up to two years and thereafter shall be eligible for re- election. Candidates for the office of President may be nominated by the Past Presidents or by the Council for election at the Annual General Meeting. Candidates for the position of Captain shall be nominated by the Council for election at the Annual General Meeting. The names of all nominees as officers shall be circulated to all members of Council for approval at least 28 days before the Annual General Meeting.
10. The Council
No Officer, Shadow Officer, Member of Council nor anyone connected with them shall be paid a salary calculated by reference to any profit or surplus of the Union or its gross income. The Union shall not purchase goods or services from anyone who is or was:- An Officer or Shadow Officer of the Union, or acting as an intermediary between the Union and Officer or Shadow Officer, or connected with such persons or persons.
The government of the Union and the disposal of its property and funds shall be vested in the Council constituted as follows:-
10.1 The Officers of the Union.
10.2 The Secretary and the Treasurer.
10.3 The Immediate Past Captain.
10.4 The Member Clubs and Associate Clubs of the Isle of Wight, the Island of Jersey and the Island of Guernsey shall nominate one Member to represent each Island on the Council. These Members shall be elected annually at the Annual General Meeting to serve for a maximum period of four years after which they shall not be eligible for re-election for a period of twelve months provided that:-
10.4.1 Nominations in respect of each candidate are sent to the Secretary of the Union by the 31st October prior to the Annual General Meeting.
10.5 At least three but not more than eight Members. These Members shall be elected annually at the Annual General Meeting to serve for a maximum period of four years after which they shall not be eligible for re-election for a period of twelve months provided that:-
10.5.1 Nominations in respect of each candidate, duly proposed by the Captain of the Member Clubs or Associate Clubs, seconded and also counter-signed by the candidate consenting to serve, if elected, are sent to the Secretary of the Union by 31st October prior to the Annual General Meeting.
10.5.2 In the event of there being more candidates than there are vacancies, the method of election shall be by ballot the President shall have a casting vote.
10.5.3 In the case of there being insufficient candidates nominated, the Council shall have the power to nominate candidates for the remaining vacancies.
10.5.4 Any casual vacancy occurring in the Council of the Union in any year, may be filled by the Council subject to confirmation at the next Annual General Meeting.
10.5.5 The Council shall have power to co-opt persons on to the Council at their discretion, but such co-opted persons shall not have voting power.
11. Procedure of the Council
11.1 At meetings of the Council the President shall be the Chairman and may vote and in addition shall have a second or casting vote. In the event that the President shall be unable or unwilling to act as Chairman the Council shall elect another of the Officers or elected Members as Chairman.
11.2 At a Council meeting seven shall form a quorum.
11.3 The Council shall meet as need arises during the course of any year and shall meet upon notice being given by the Secretary either upon the authority of the President or upon his own authority or upon a requisition signed by five Members of the Council. In either of the latter cases the nature of the business to be transacted shall be notified to all Members of the Council with the notice of meeting.
11.4 Without prejudice to the generality of sub-paragraph 2.9 of Rule 2 the Council shall have power to make and vary Rules and regulations to govern the County Amateur Championship or competitions in Hampshire, Isle of Wight and the Channel Islands or matches involving Members Clubs, Associate Clubs or individual players wherever played and shall take such action as is required to ensure these Rules and Regulations are complied with.
11.5 To appoint three representatives to the Council of the English Golf Union and to appoint a Representative of the Council to the South Eastern Group Committee and to nominate a Representative for election to the English Golf Union Executive Committee who shall normally be the same person appointed to the South Eastern Group Committee as aforesaid.
11.6 To appoint annually an Executive Committee which shall include the President and the Secretary, Captain and four elected Members of Council with such power as the Council may from time to time determine.
11.7 To appoint sub-committees and determine the composition and the terms of reference and delegated powers of each.
11.8 To appoint a Colts Manager, a Junior Golf Manager and a Golf Development Officer.
11.9 To expel any Member Club or any Associate Club or Individual County Member from membership of the Union or suspend any playing member of the said Clubs from County events or to inflict other appropriate punishment for breaches of the Rules of the Union, Resolutions of the Union passed under sub-paragraphs 9.4 and 9.11 of this clause, the Rules of golf and the Rules of Amateur Status and for any conduct which prejudices the interests of the Union or the game of golf or is likely to bring the Union into disrepute.
11.10 To delegate disciplinary powers.
11.11 To admit Members in accordance with these Rules.
11.12 To organise championship and other competitions and matches and to make regulations therefore as may be necessary from time to time.
11.13 To oversee the handicapping system applicable to all Members.
11.14 The Financial Year of the Union shall begin on the first day of November each year and shall end on the thirty-first day of October to which day the accounts shall be balanced.
11.15 To control the property and funds of the Union including the power of borrowing for the purposes of the Union any sum or sums of money either upon Mortgage or Charge of all or any of the property or funds of the Union or otherwise or not secured as may be thought fit.
11.16 To pass such Resolutions as it considers necessary from time to time for the better management of the affairs of the Union and of the game and which are binding on all Members.
11.17 To deal with any matter not otherwise provided for in and to decide on the interpretation of these Rules and to delegate all or any of its power to the Executive Committee.
11.18 The Council shall have the power to appoint a Secretary and to fix remuneration to such Secretary and power to appoint a Treasurer and fix remuneration of such Treasurer and to appoint such Assistant to the Secretary and Treasurer as shall from time to time be required and to fix remuneration for such Assistant. For the avoidance of doubt the Secretary and Treasurer may be one and the same person. Neither the Secretary nor the Treasurer in that capacity shall have a vote at any Meeting of the Union.
11.19 The Secretary shall keep correct Minutes of the proceedings of the Council and the General Meetings and shall produce such Minutes at their meetings. He shall summon all meetings of the Council and the General Meetings and shall send copies of the Financial Statement to the Secretary of each Club in the Union at least 21 days before the date of the Annual General Meeting. He shall deal with all correspondence of the Union, the collection of all moneys due to the Union and the payment of all accounts and shall generally act in accordance with the instructions of the Council. He shall be responsible for the administration of all Championship Meetings and competitions and work in close co-operation with the President and any sub-committee appointed for these purposes. He shall also administer the Individual County Membership Scheme. The Treasurer shall be responsible for keeping the accounts of the Union and laying them before the Annual General Meeting a statement showing the financial position of the Union duly audited.
Member Clubs and Associate Clubs may appoint a delegate to the Annual General Meeting or Special General Meeting of the Union in proportion to the number of male playing members on its register on the last day of the month preceding the meeting irrespective of category in the ratio of one delegate for every one hundred Members or portion of one hundred Members.
13 Annual General Meeting
The Annual General Meeting of the Union shall be held in each year at such time, date and place as may be decided at the previous years Annual General Meeting or by the Council and in default of such decision at the discretion of the Council at least 21 days notice shall be given by the Secretary to each of the Member Clubs and Associate Clubs together with an agenda of the business to be transacted which shall include the following:-
13.1 To receive a report upon the working of the Union for the year.
13.2 To consider and if approved to pass the accounts for the preceding year.
13.3 To elect officers.
13.4 To elect members of Council.
13.5 To appoint an Auditor.
13.6 To consider any resolution submitted by Member Clubs or Associate Clubs or by the Council and any such resolutions shall be enclosed with the notice convening the Annual General Meeting.
13.6.1 The President, or in his absence, a member of Council elected by the Meeting shall act as Chairman, he shall have a second or casting vote in addition to his own vote.
13.6.2 Notification of nominations to the Council as hereinbefore provided and any notices of motions intended to be raised at the Annual General Meeting, must be made in writing and reach the Secretary of the Union not later than the 31st day of October prior to the Annual General Meeting. All such notices must be signed by the Secretary of the Member Club or Associate Club and one other Member.
13.7 At an Annual General Meeting 25% of Member Clubs shall form a quorum.
13.8 All Member Clubs and Associate Clubs shall authorise one delegate appointed in accordance with Rule 12 to vote on behalf of the Member Club or Associate Club at the Annual General Meeting and a Special General Meeting and the name and address of such delegate shall be notified in writing to the Secretary not later than fourteen days before the date of the Annual General Meeting or a Special General Meeting. Only delegates authorised in accordance with this sub rule shall be eligible to vote at the Annual General Meeting or a Special General Meeting.
13.9 Votes may be given either in person by the delegate appointed in accordance with Sub-Rule 8 of this Rule or by proxy. A proxy shall be appointed in writing under the hand of the Appointee. The instrument appointing the proxy shall be delivered to the Secretary not later than seven days before the date of the Annual General Meeting or Special General Meeting whichever shall be appropriate at which the person named in such instrument proposes to vote.
13.10 Any instrument appointing the proxy shall be in the following form:-
HAMPSHIRE, ISLE OF WIGHT AND CHANNEL ISLANDS GOLF UNION
I xxxx of xxxx being a Delegate for xxxx Golf Club appointed in accordance with Rule 10 of the Union appoint xxxx of xxxx or failing him xxxx of as my Proxy to vote in my name and on my behalf at the Annual/Special General Meeting of the Union to be held on the xx day of xx 200x and at any adjournment.
Dated this xx day of xx 201x .
14. Special General Meeting
A Special General Meeting shall be convened at any time upon the requisition of any ten Member Clubs or Associate Clubs such requisition being made in writing to the Secretary. Each such requisition shall be signed by the Captain of the Club and one other Club member. Upon receipt of such requisition the Secretary shall in consultation with the President fix a date for the meeting and 14 days prior to such date shall send notice to all Member Clubs and Associate Clubs or the business to be transacted at such meeting and a copy of the requisition. A Special Meeting may also be convened by the Council at any time. At a Special General Meeting 20 Member Clubs shall form a quorum.
15. Alteration to the Rules
15.1 No new Rule shall be made nor shall any Rule be altered nor repealed except at an Annual General Meeting of the Union at least 21 days notice of such proposed new Rule, alteration or repeal shall be given by the Secretary to each Member Club and each Associate Club and notice of any amendment to any proposed resolution must be submitted in writing duly signed by the Proposer and seconder to reach the Secretary not less than 14 days before the date of the said meeting.
15.2 When a proposal for a new Rule or alteration or amendment of any Rule is considered it shall be competent for the Member Clubs or Associate Clubs voting on such proposal to alter or amend any such proposed new Rule or any such alteration or amendment or to make any addition or alteration to such Rule provided that any alterations, amendments or additions made under this Rule shall not affect the substance or intent of the original proposal.
15.3 No new Rules or alterations or amendment or repeal of any Rule may be approved without a majority of at least two thirds of the votes cast by those present and voting at the General Meeting.
16.1 Only players who have official handicaps allocated according to the handicapping system approved by the Council of National Golf Unions shall be permitted to enter competitions or take part in any matches organised by the Union. This Rule shall not apply to social events or similar special competitions of Member Clubs and Associated Clubs.
16.2 Where any Rule herein is in conflict with a Rule of a Member Club or Associate Club the Rule of the Union shall prevail.
17. County colours
The following shall be entitled to wear the county regalia:
17.1 Officers and ex-officers and Vice-Presidents of the Union and such other persons as are appointed by the Council from time to time.
17.2 Members of representative County teams as awarded at the discretion of the Council.
17.3 Members of affiliated Clubs for any outstanding performance in a National event as awarded at the discretion of the Council.
The Council shall be empowered to make byelaws to meet temporary emergencies as and when they consider necessary.
The Union shall not make a distribution of any profit or surplus save to another non profit making body. In the event of a dissolution of the Union, the funds assets and properties of the Union shall be distributed amongst individual Members of Member Clubs and Associate Clubs as may be directed by Annual General Meeting or Special General Meeting.
20.1 Any complaints against a Member Club, Associate Club, individual Member of such Clubs or an individual County Member shall be made in writing to the Secretary who shall forthwith send a copy of such complaint to all persons complained against and to the Executive Committee and shall convene a meeting of the Executive Committee at the earliest convenient date.
20.2 The Executive Committee shall have power to reprimand, suspend, expel from the Union or impose any other form of restriction of privileges which they consider appropriate on any Member Club or Associated Club or Individual County Member who infringes any Rule or byelaw of the Union or whose conduct shall in their opinion be prejudicial to the character or interest or the Union or whose conduct is likely to endanger the welfare unanimity or good order of the Union.
20.3 In all cases any complaint or complaints shall be considered by the Executive Committee at their next regular meeting or at an emergency meeting convened as aforesaid for the purpose and the Executive Committee shall be empowered to require the Member Club, Associated Club or Individual County Member to appear before it until the date of the meeting to which such Member shall be summoned.
20.4 If the Executive Committee are of the opinion that the complaint or complaints do not warrant them summoning such Member to appear before them, such Member and the complainant shall be notified in writing to this effect.
20.5 If the Executive Committee are of the opinion that the complaint or complaints against a Member does warrant such member being summoned to appear before the Executive Committee at least 21 clear days notice in writing shall be given by the Secretary to the Member of being so summoned and the notice shall contain a statement detailing the breach of Rules complained of.
20.6 No Member shall be reprimanded, suspended, expelled or have privileges restricted save as provided for in sub-paragraph 3 hereof without first being summoned before the Executive Committee and full opportunity afforded to such member to provide a defence. Should a Member fail to appear before the Executive Committee having given no prior reasonable explanation for failure so to do the case will proceed and be dealt with by the Executive Committee in such Members absence.
20.7 Any appeal against the decision of the Executive Committee shall be made to the Council from which the Executive shall be excluded, and shall be in writing to the Secretary within 30 days from the date of the Executive Committees decision and such an appeal shall contain a statement detailing the grounds for appeal. Any appeal shall be heard at the next regular meeting of the Council or at an emergency meeting convened for the purpose and the decision of the Council shall be final and binding. At the hearing of the appeal, voting shall take place by secret ballot and any resolution shall require a two-thirds majority of the members present and voting. From the date of lodging the appeal until the same is determined, the Council may reinstate the player.
The following rules must be included in the Club Rules or Constitution of a Club as a condition of affiliation to the Hampshire, Isle of Wight and Channel Islands Golf Union and thus to the English Golf Union.
1. Conduct of the Game
1.1 The club agrees to recognise the Royal and Ancient Golf Club of St Andrews as the ruling body of Amateur Golf and shall abide by the Rules of Golf and Amateur Status as laid down from time to time by the Royal and Ancient. (R&A)
1.2 The club agrees to comply with the Council of National Golf Union’s Regulations and Rules and Rules of the SSS & Handicapping Scheme and any conditions imposed within the scheme and also any conditions as imposed by the English Golf Union.
1.3 The club agrees to comply with the Constitution and Rules of the English Golf Union and of the Hampshire, Isle of Wight and Channel Islands Golf Union as laid down from time to time.
2. Subscriptions to the English Golf Union and Hampshire, Isle of Wight and Channel Islands Golf Union
The club shall pay all subscriptions due to the Hampshire, Isle of Wight and Channel Islands Golf Union and to the English Golf Union in respect of every male playing member of whatever category.
3. Disciplinary Powers
The club shall duly exercise the disciplinary powers delegated to them under the English Golf Union Constitution. The Management shall be responsible for the discipline within the club EXCEPT that in the case of matters relating to the playing of the game within the rules of amateur golf, the playing of competitions under the auspicious of the Competitions Committee and the handicapping system as administered by the Handicapping Committee disciplinary powers shall be the sole responsibility of the duly elected committee of members.
The club shall agree to hold an Annual General Meeting to elect the Officers of the Club. In addition the members at the Annual General Meeting or the elected General Committee which ever is appropriate shall appoint a Competitions and Handicapping Committee (the majority of which shall be elected members) which shall have complete control of handicapping matters in the club.
5. Courtesy of the Course
The facilities of the course and part of the clubhouse should be made available to the County Union at reasonable intervals in accordance with normal County practice. Where a club does not control its own course, this provision should be agreed in writing with the owners, prior to affiliation.
Rules 1 to 5 and this Rule shall not be amended or revoked without the prior written consent of the English Golf Union.
As a condition of affiliation the club shall agree to the following MANDATORY CONDITIONS covering the requirements of the English Golf Union in their assessment of the suitability of a club applying for affiliation to its County Union and the English Golf Union.
a) Membership and Playing facilities
The minimum number of male members in a club applying for affiliation shall be:
9 hole course 60
18 hole course 90
If a County grants a period of provisional affiliation under its discretionary powers, the minimum numbers shall only apply after completion of the period. Should a club’s membership’s level subsequently fall below these minimum limits, the County Union shall have discretion over continued affiliation.
b) Maximum membership numbers for handicapping purposes
The maximum membership number in a club which has Handicapping Authority (i.e. the Club) may administer in its capacity as a ‘Home Club’ shall be:
9 holes 500
18 holes 1000
27 holes 1250
36 holes 1500
These figures will not apply retrospectively. However, if either now or in the future, a club wishes to exceed these numbers, special permission must be obtained from the English Golf Union.
c) Course Maximum
On courses over which a number of different affiliated clubs play the following limits on total aggregate membership of such clubs shall apply.
9 holes 625
18 holes 1250
27 holes 1575
36 holes 1875
The County Union must make these restrictions abundantly clear to all clubs and course in its area.
e) Playing facilities
A club not having control of a course must have an agreement with the person or body controlling the course to make reasonable playing facilities available each week and contain adequate arrangements for all members to play a minimum of the four qualifying competitions per annum during the months of April to October inclusive. As a guide to County Unions, the EGU recommends that ‘reasonable playing facilities available’ should equate to at least three full days per week. County Unions should monitor such arrangements.
Subject to the provisions of the following ‘guidance note’, the Constitution of a Club applying for affiliation must contain the Mandatory Rules set out in Appendix A. Any change in a club’s constitution which affect the Mandatory Rules set out in Appendix A must be notified to and receive the sanction of the County Union before the change is made.
g) Administration Centre
A club’s Administration Centre shall be at the club or at an address within the boundaries of the County Union to which it is affiliated and its handicap records must be located there. Records must be available for inspection (under the terms of clause 9(4) and 10(2) of the SSS & Handicapping Scheme) at reasonable notice.
It is possible that either a new club has already prepared a draft of the club Constitution prior to meeting County Union Officials or no attempt has been made to prepare the Constitution prior to any meeting with the County and the Club is awaiting guidance. In any event a copy of the club Constitution in duplicate must be included when an official application is made. In the case of a club that has prepared and published its Constitution may not comply to the Mandatory Rules as stated in Appendix A. In this instance, upon notification of any errors or omissions, the club must confirm, in writing, its agreement to include the Mandatory Rules within its Constitution or to correct any errors or omissions, within a stipulated time. Where copies of the Constitution have already been published for use by members, any necessary amendment to the club’s rules shall be by addendum in the first instance and ultimately as a solid copy in any subsequent publication of the Constitution.