Rules of Filey Golf Club

Policy

RULES OF FILEY GOLF CLUB

1. NAME

The name of the club shall be “Filey Golf Club.”

2. OBJECTS

The objects of the Club shall be to promote the playing of golf, encourage social interaction among members, and provide refreshments together with amenities associated with the enjoyment of golf.

The Club shall operate as a non-profit entity, with all surplus income reinvested into the Club.
No profits or surpluses shall be distributed to members or third parties.

3. MEMBERSHIP

The Club shall consist of an appropriate number of members as determined by the Committee.

Categories of membership may be introduced by the Committee, together with any specific restrictions, subject to ratification at the next Annual General Meeting (AGM).

4. RESTRICTIONS ON MEMBERSHIP

The Club shall consist of an appropriate number of members as determined by the Committee.

Categories of membership may be introduced by the Committee, together with any specific restrictions, subject to ratification at the next Annual General Meeting (AGM).

Suspended Members

a. Playing Members may apply to suspend their Playing Membership for a maximum period of 12 months without reapplying.
b. Suspension can only be granted upon a written request to the Committee.
c. Suspension will only be granted to members who have paid the subscription for the Club year in which they wish to suspend membership.
d. Fees for suspension will be determined by the Committee and published alongside subscription rates.
e. The fee for suspension will become due when the suspension is granted.
f. Suspension will be considered by the Committee in accordance with the published guidelines.
g. A suspended member retains social membership benefits but loses access to golfing facilities until reinstated as a full member.

5. OFFICERS OF THE CLUB

The Club shall have the following officers: Club President, Club Captain, and Club Vice-Captain

a. The Vice-Captain shall become the Captain the following year unless decided otherwise at the AGM or due to unforeseen circumstances.
b. The Club President serves a maximum of three years and cannot be re-elected as Club President.
c. Officers shall be elected at the AGM, with terms commencing on 1 January following the AGM.
d. Any Officer shall not hold any Chair unless agreed by the Committee and ratified at the next AGM.

6. COMMITTEE

a. The Committee shall consist of the Officers of the Club, the Lady President, the Lady Captain, and up to six Elected Members.
b. Each Elected Member shall have specific responsibilities based on their experience or skills for the benefit of the Club.
c. Each Elected Member may take only one specific role.
d. The Committee manages the business of the Golf Club, implementing proposals from the annual budget agreed upon in consultation with advisory panels where appropriate.

7. ELIGIBILITY FOR ELECTION

Only full members are eligible for election as Officers of the Club. Any Officer ceasing to be a full member shall vacate their office immediately.

8. TERM LIMITS

a. Elected Members of the Committee serve a maximum of three years but are eligible for re-election.
b. The term of office starts immediately after the AGM unless the member is a retiring Club Official, in which case it commences on 1 January.
c. To allow continuity, one third of Elected Members (those elected earliest) shall retire at each AGM but may stand again.
d. Where members have served equal terms, retirement will be agreed between them or decided by lot.
e. If an Elected Member becomes an Officer, their Committee position becomes vacant and is included in AGM elections.

9. ELECTION PROCEDURES

a. A list of retiring Elected Members and vacancies shall be displayed in the Club for 14 days before the AGM.
b. Nominations must be proposed and seconded and submitted at least eight days before the AGM.
c. Elections are by paper ballot overseen by scrutineers.
d. In the event of a tie, the Chairman of the meeting has the casting vote.
e. If only one nomination is received, the candidate is elected unopposed.
f. Members may cast one vote per vacancy.
g. Invalid ballot papers will be null and void.

10. APPOINTMENT OF STAFF

a. The Secretary and other necessary staff shall be appointed by the Committee.
b. An Accountant and/or Auditor shall be elected or re-elected at the AGM and must belong to a recognised professional body.
c. Casual vacancies may be filled by the Committee, but appointees must stand for election at the next AGM.

11. SECTION COMMITTEES

Sections (Ladies, Seniors, Rabbits) may appoint their own committees to regulate competitions and recommend matters to the main Committee.

12. COMMITTEE PROCEDURES

Conduct of Meetings

a. Meetings of the Committee shall follow the Club’s Confidentiality Policy.
b. A Vice-Chairman shall be elected at the first meeting after each AGM.
c. If the office of Chairman or Vice-Chairman becomes vacant, the members of the Committee present at the first meeting of the Committee following the occurrence of the vacancy shall elect one of the Elected Members to fill the vacancy.
Each Chairman or Vice-Chairman so elected shall continue in office until the next AGM.
d. At every meeting of the Committee the Chairman, or in his absence the Vice-Chairman, shall preside and if at such meeting the Chairman or Vice-Chairman shall not be present, then the members present shall elect one of their number to be Chairman of such meeting.
e. All questions which shall be proposed or discussed at any meeting of the Committee shall be determined by a majority of the votes of the members present, and no member shall have more than one vote except the Chairman of the meeting who, in case of equality of votes, shall have a second or casting vote.
f. The quorum for any meeting of the Committee is five of which at least 2 must be Elected Members who have been elected at a General Meeting.
g. The Committee may from time to time appoint Members Advisory Panels. The Members Advisory Panel Chairman may appoint any number of the Members of the Club not being members of the Committee to act with and form part of any such Members Advisory Panel. Any such members Advisory Panel will be chaired by the Member of the Committee with the relevant remit.
h. Any Members Advisory Panel may meet and adjourn as they shall think appropriate.
i. The Chairman of the Committee may attend any meeting of any Members Advisory Panel.

13. MINUTES & NOTICES

The Committee shall cause Minutes to be made

a. Of all appointments of Staff made by the Committee
b. Of those attending each meeting of the Committee
c. Of all orders and decisions made by the Committee
d. Any such Minutes, if signed by the Chairman of any meeting of the Committee shall be accepted as clear evidence of any decisions taken
e. Notice shall be given of every meeting of the Committee and Members Advisory Panel to respective members of the same. A notice may be served by hand or email delivery or by sending it through the post to such Member at their registered postal or email address.
f. Any Officer or Elected Member of the Committee or of any members Advisory Panel may, at any time, resign his office by giving notice to the Secretary.
g. Minutes of meetings of the Committee, (draft version) will be published on the website of the Golf Clubs secure Club Systems as soon as practical.

14. POWERS OF THE COMMITTEE

Management

15. TRUSTEES

Appointment

a. The property of the Club together with its shareholding in Filey Golf & Recreation Ltd shall be vested in Trustees appointed by the Committee, who hold office until death, resignation, or removal.
b. The Trustees shall be indemnified against the risk and expense arising out of their appointment, out of the Club property and funds.
c. Trustees & Directors of Filey Golf & Recreation Ltd will deal with all matters pertaining to the Club’s property and shareholding or Filey Golf and Recreation Ltd only as directed by the Committee.
d. When it is necessary that a Trustee or Trustees be appointed or removed the Committee shall take the necessary decision.

16. MEMBERSHIP POLICIES

Election Process

a. Candidates wishing to become a member of Filey Golf Club must be proposed and seconded by two Full members of the Club of at least two years standing, to both of whom the Candidate shall be personally known, unless the Committee consider it appropriate to consider an alternative application.
b. The applicants name and category of membership, will be published on the notice boards, entered in the candidates’ book, together with the names of Proposer and Seconder, the details recorded and kept securely in compliance with data protection (GDPR) in the office.
c. Nominated Candidates will be considered in the order of their application.
d. No Candidate may be excluded from membership except by a majority vote of the Committee.
e. In no case will the Committee enter into correspondence with a rejected candidate as to the reason for its decision.
f. Nomination for membership of the Club must be in the hands of the Secretary at least two full days before any applicant can be allowed any of the privileges of membership according to the current Licensing Act.
g. Members elected after 31 March in any year will only be required to pay such reduced subscription as the Committee may decide.
h. Former members applying to re-join the Club must submit a properly completed nomination form for decision by the Committee.

Temporary Membership

17. SUBSCRIPTIONS

Annual Subscription

a. All members (excluding Life and Honorary Members) must pay an Annual Subscription.
b. The amount is set by the committee and cannot increase by more than 5.5% without approval at a General Meeting.
c. Discounts on the Annual Subscription on a number of membership categories are, from time to time, recommended to the AGM by the Committee. (These Discounts are listed separately.)

Payment Terms

Subscriptions are due in advance by 30th September each year.

Committee Authority

The Committee can cancel or discount any subscription or fees owed by members.

Arrears

a. Payment of any Annual Subscription by instalments may be permitted by the Committee following a written application.
b. If any member is paying by agreed instalments, the payments will be monthly as agreed with the finance company and approved by the Committee.
c. Members in arrears may lose membership and must reapply for readmission and shall be re-admitted only if, and upon such terms, as the Committee think fit.

18. RETIREMENT OF MEMBERS

Any member intending to resign from the Club must signify his/her intention in writing to the Secretary.

19. EXPULSION OF MEMBERS

Conduct and Discipline

Code of Conduct

All disciplinary procedures will follow the guidelines set by the English Golf Union (EGU).

Conduct Breaches

Alleged breaches of the Code of Conduct on or outside premises managed by the Committee will be investigated by the Committee.

Disciplinary Actions

If an allegation is deemed harmful to the Club’s character or interests, the Committee may discipline or expel the member.

Right to Appeal

20. GENERAL MEETINGS

AGM

Timing

The AGM will be held on the third Wednesday of November.

Agenda

a. Receive reports and the Balance Sheet for the previous year.
b. Address members' questions (written notice must be submitted at least seven days prior to the AGM).
c. Confirm the appointments of the Club Captain, Club Vice Captain, and the Club President (when applicable).
d. Elect Members to the Committee as necessary.
e. Review and recommend the financial obligations for members for the following year, if required by Club Rules.
f. The report of the Committee, Balance sheet, Accounts, budget for the forthcoming year shall be displayed in the Clubhouse at least seven days prior to the AGM and a copy shall be supplied to any full member on request.

21. SPECIAL GENERAL MEETINGS

Convening the Meeting

The Secretary shall convene a SGM when instructed by the Committee or upon receiving a written requisition from at least thirty Full members.

Requisition Details

The requisition must clearly state the purpose of the proposed meeting.

Timing

The Secretary will convene the SGM within twenty-one days of receiving a valid requisition.

Member Authority

Notice Period

Notice of every General Meeting will be posted in the Clubhouse and sent to the registered email addresses of Full Members giving at least seven days’ notice of every General Meeting.

Notice Details

The notice will specify the place, date, hour of the meeting, and the business to be transacted.
The notice in the Clubhouse will remain posted until the meeting has concluded.

Non-receipt Clause

The non-receipt of notice by any member does not invalidate the proceedings of the General Meeting.

QUORUM & ADJURNMENT PROCEDURES FOR ALL GENERAL MEETINGS

Quorum Requirement

A quorum of thirty Full members is required for any General Meeting.

Adjournment

If a quorum is not present within half an hour of the scheduled start time, the meeting will be adjourned to the same day and time the following week.

Reconvened Meeting

At any reconvened General Meeting, if a quorum is still not present, the Full Members in attendance will be deemed sufficient to conduct the business

a. The Chairman of the Committee shall preside as chairman at every General Meeting of the Club, or in his absence the Vice-Chairman or in the event of both being absent then the Full Members present shall elect a Full Member present to be Chairman for the meeting.
b. The Chairman may, with the consent of any General Meeting, adjourn that General Meeting. Only the unfinished business from the adjourned meeting will be transacted at the reconvened meeting.
c. At any General Meeting a declaration by the Chairman that a resolution has been carried shall be sufficient evidence.
If any Full member challenges the Chairman’s decision, the votes for and against the resolution will be declared.

VOTING

Voting Rights

a. Only Full Members who have paid their dues at least 48 hours prior to any General Meeting may vote at meetings.
b. Employees who are also full members of the club are entitled to vote at any AGM or SGM but not on any matter in regard to working practices or remuneration.
c. Proxy voting is not permitted.
d. The Chairman shall, in case of equality of votes, be entitled to a second or casting vote.

AMENDMENT TO PROPOSAL ON NOTICE OF A GENERAL MEETING

a. Any member of Filey Golf Club eligible to attend and vote at any General Meeting may put a properly worded written amendment as long as the effect is not to negate the original proposal included in the notice of that General Meeting.
b. The Club Secretary should receive the written amendment no later than 10.00 a.m. on the Monday immediately preceding the AGM.

Accounts and Financial Management

Accounts

True accounts of income and expenditure for the previous 12 months, 1st October to 30th September inclusive, shall be prepared by the Accountant/Auditor and presented at the AGM for approval.

22. PAYMENTS TO THE CLUB

All subscriptions, entrance fees and other income payable to the Club shall be received by the Secretary, or any other person duly authorised by the Committee, whose receipt in writing shall be sufficient discharge for the same.

23. NOTICES

Serving Notices: Notices to any Member shall be served personally, by email, or via post to the member’s registered address.

24. AMENDMENTS TO CLUB RULES

a. Rules can only be amended or deleted by a majority vote at a General Meeting.
b. The Committee shall have power to make, revoke and alter byelaws as they deem necessary for the regulation of play, management of Greens and Club premises and any other matters. All such decisions to be notified to members by the placing of a notice on the Notice Board, the Clubs website and to the registered email address of members.
c. All disputes and difficulties (excepting where otherwise provided by the Rules) shall be decided by the Committee, whose decision shall be final.

25. DISSOLUTION

Assets on Dissolution

In the event of dissolution, no member shall have rights to any surplus; assets will be used for approved charitable or sports related purposes.

26. SUBSRIPTION DISCOUNTS

Members up to the age of 12 are Free
Between the ages of 12 and 14 pay £26
Between the ages of 15 and 17 pay £52
The above levels of subscription are increased annually by the same percentage as the Full Members.

On the level of subscription of a Full Member annual discounts are:
Ages 18 to 21 – £550
Ages 22 to 25 – £400
Ages 26 to 28 – £300
Ages 29 to 31 – £150
Ages 75 and over having been a Full Member for at least 20 years – £300.

Any Member who does not renew their annual membership, and then applies to rejoin, will have their application considered by the Committee.
Any appropriate discount would apply providing the renewing applicant was still within the relevant category of membership.

New Members joining part way through the Club year will pay a pro rata fee + £100. The £100 will then be deducted from their next subscription, if they wish to renew.

Returning members, now within 5 years of resigning, will have to pay the full subscription price for their category no matter what time of year they join.

Signed on behalf of the Membership
Dr David Perkins BchD LDS RCS (England)
Chairman of Committees
November 2025

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