Cumbria Union of Golf Clubs

 

Rules

 

Revised 2005

 

These Rules were adopted by the Council of the Cumbria union of Golf Clubs

at the Annual General Meeting of the Union held on Thursday 7th December 2005

at Penrith Golf Club.

 
 

 

Cumbria Union of Golf Clubs

Rules

1. Name

The Union shall be called the Cumbria Union of Golf Clubs.

 

2. Objects

(i)   The objects of the union shall be:

(ii)  To further the interest of the amateur golfers and golf clubs in Cumbria.

(iii) To promote amateur golf championships and competitions.

(iv) To arrange golf matches with other counties and associations.

(v)  To assist in maintaining a uniform system of handicapping.

(vi) To abide by the Rules of Golf as laid down by the Royal and Ancient

       Golf Club of St Andrews.

(vii) To abide by the Rules of Amateur Status as laid down by the Royal and Ancient

        Golf Club of St Andrews.

(viii)To abide by the Rules of the English Golf Union.

(ix)  To take action from time to time as the Council may consider desirable

        for the benefits of members.

(x)To keep member clubs informed of the Union business and competition results

 

3. Membership

The Union shall consist of:

(a)          Recognised clubs having a Golf Course in Cumbria.

(b)         Such other recognised Clubs as the Union shall admit to membership with consent of the County Golf Unions in whose area such Clubs are situated.

 

Applications for membership in the Union shall be submitted to, and considered by, the Executive Committee, who shall have power to admit a club and in the event of their refusal to admit any club, an appeal may be made to the Council whose decision shall be final.


4. The Council

(a) The Union shall be governed by the Council of the Union constituted as laid down by

      Rule 4(b).  The Council shall be empowered to delegate any part of its duties to the

      Executive Committee constituted as laid down in Rule 8

(b)  The Council shall consist of:

(i)  The officers of the Union as laid down in Rule 5.

(ii) Two delegates from each Club in the Union.

(iii) Members of the Executive Committee not otherwise members of the Council.

          (c) The nomination of the Club delegates to the Council of the Union each year must be  

   made by the Club to the Secretary of the Union before 15th November in each year.

   The delegates to the Council shall hold office from one Annual General Meeting of the   

   Council to the commencement of the next such meeting. In the event of a delegate being  

   unable to attend a council meeting a deputy, appointed by the Club concerned, may attend in

   his place.

 

Only those persons or their deputies, nominated by the clubs, are eligible to vote at the Annual  

General Meeting of the Union, Fifteen shall form a quorum of the council.

 

 (d) All Club delegates and members of the Executive shall each have one vote at meetings of the

        Council.  The Chairman shall have a casting vote

 

5. Officers

(a)  Officers of the Union shall consist of:

(a) President

(b) A President Elect

(c) All Past Presidents

(d) A Secretary

(e) A Treasurer

(f) A Captain of the First Team

(g) A Captain of the Second Team

(h) A Chairman of the Handicap Committee

(i) A Secretary of the Handicap Committee

(j) A Secretary of the Junior Golf Society

(k) A Secretary of the Scratch League

(l) A Press Officer

 

(b) All past Presidents shall hold office without re-election

(c) Nominations for the office of President and President Elect shall be made by

     the Past Presidents to the Executive Committee and by the Executive Committee

     to the Annual General Meeting.  

      President and President Elect shall hold office for two years.

(d) The Council shall have power from time to time, on the recommendation of the

       Executive Committee, to elect any person being a member of a club affiliated to

       the Union to be a Vice President.  The position of Vice President is permanent.

(e) All Officers as set out in paragraph (a) above excepting the president, President Elect

      and all Past  Presidents shall hold office until the conclusion of the Annual General Meeting

      of the Council after the meeting at which they were elected and are eligible for re-election.

(f) Nominations for the appointment of the officers stated in this clause and Vice President

     can be made by both clubs and the Executive. 

     All nominations must be sent to the Secretary in writing before the 15th November in any year.

     Details of all nominations must be included with the notice of the

     Annual General Meeting of the Council.

 

6.  Auditor

An Auditor of the Union shall be elected yearly at the Annual general Meeting of the Council.

 

7.  Trustees

(a)The property of the Union shall be vested in four trustees who shall be appointed by the

    Executive Committee.  The property of the Union shall be dealt with by them,

    as the Executive Committee may from time to time direct by resolution

    (of which an entry in the minute book shall be conclusive evidence). 

 

 

(b) The Trustees shall be indemnified against risk and expense out of the Union Property. 

       The Trustees shall hold office until death or resignation or removal from office by

       the Executive Committee.

(c) Where by reason of such death, resignation or removal, it is necessary that a new trustee or

      trustees be appointed, the Executive Committee shall nominate the person or persons

      to be appointed as the new Trustee or Trustees.  For the purpose of giving effect to such

      nomination the President of the Union is hereby nominated as the person nominated

      as the person to appoint the new trustees of the Union within the meaning of Section 36

      of the Trustees Act 1925 and he shall by deed duly appoint the person or persons so nominated

      by the Executive Committee.

 

8. Executive Committee

(a) The Executive Committee shall consist of:

(i)  The officers of the Union

(ii) Nine other members to be elected at the Annual General Meeting. 

     The elected members of the Executive shall hold office for three years,

     Three retiring annually in rotation but who shall be eligible for re-election.   The election of Union delegates to the executive

     shall take place by nomination from clubs, the Executive or any two members of the

     Council.  Such nominations must be sent to the secretary in writing before

     15th November in any year.  Details of all nominations for the Executive must be

     Circulated with the notice of the Annual General Meeting of the Council.

If insufficient nominations are made to fill the vacancies, nominations can be taken

at the Annual General Meeting.  When insufficient nominations are received,

those correctly nominated are automatically elected and voting takes place for those

Nominated on the day to fill the further vacancies.

(b) Each Member of the Executive Council shall have one vote at meetings

      and the Chairman shall have a casting vote

 

 

 

9. Powers and Duties of the Executive Committee 

(a) The Executive Committee shall meet, at least every two months to conduct the business

      of the Union.

(b) The President will act as Chairman of all meetings of the Executive but if he is unable to attend the president elect shall act as Chairman.In the case of equity of duties the Chairman shall have a second casting vote.

(c) The Executive Committee will elect the following sub-committees:

 

(i)   Championship/Competitions Committee                 5 Members

(ii)  Finance Committee                                     ...........3 Members (Including Treasurer)

(iii) Dinner Committee                                       ...........4 Members

(iv) Junior Committee                                                   4 Members (plus secretary)


            Each Committee shall elect a Chairman

 

(d) The Executive Committee shall submit nominations for the officers of the Union to

      the Annual General Meeting of the Council.

(e) The Executive Committee shall conduct the affairs of the Union and deal with

      all matters arising in the intervals between meetings of the Council.

(f) Nine Members of the Executive Committee will form a quorum.

(g) Seven Days Notice of all meetings shall be given by the Secretary to all members of

     the Executive Committee and must be called by him at any time at the request in writing

     of three members of the Executive Committee.

(h) The Executive Committee shall annually elect two representatives to the Council of

      the English Golf Union and one of those two shall be elected to serve on

     the Executive Committee of the English Golf Union.

     The representative to the Executive Committee of the English Golf Union is automatically

      a representative on the committee for the Northern Group of Counties of the English Golf Union

(i) The Executive Committee shall, at the first meeting after the Annual General Meeting

     elect two representatives to the committee for the Northern Group of Counties of

     the English Golf Union.

(j) Any vacancy in the Executive Committee can be filled by the Executive Committee

     and such person will have normal voting rights for the remainder of term of office.

(k) The Executive Committee shall be responsible for the arrangement, regulation and conduct

      of amateur golf championships and competitions within the County as well as matches

      with other Counties or Associations. 

 

10.  Procedure and Conduct of Disciplinary Committees

(a)    The Executive Committee must ensure that all rules contained both in the Constitution and the Regulations governing championships and matches are complied with. The Executive Committee is authorised to deal with any breach of rule, or discipline, and to impose sanctions upon any club, player or person deemed to have breached any rule.

(b) The Executive Committee shall have the power to appoint and delegate disciplinary powers to a Disciplinary Sub-Committee, such power to be exercised in accordance with the terms and conditions for the procedure and conduct of Disciplinary Committees from time to time issued by the English Golf Union. Should there be such an incident,theSecretary will immediately inform the Chairman of the Executive. If necessary,he shall also inform any insurance company with an insurable interest.The Disciplinary Committee will normally consist of thePresident,(who shall act as Chairman),the President Elect and any two members of the Executive Committee.The Chairman shall have a casting vote in the event of the Committee failing to come to an unanimous decision.

10.1 The Council of the Union shall indemnify its officers and members of the executive together with any other officials of the County Union against any legal claims made against them in connection with the proper discharge of their duties carried out on behalf of the Council of the Union

 

11. Annual Meeting  
 

The Union’s Year shall run from 1st October every year to 30th September in the next year

          and the Annual General Meeting of the Council shall be held within four months

          of the 30th September in each year on a date and at a place and time to be decided by

          the Executive Committee.  At least twenty-one days notice in writing of

          the Annual General Meeting of the Council shall be given to each club in the Union.

 

12.  Co-Option to Executive Committee 

The Executive Committee shall have power to co-opt any person, or number of persons,

 without power to vote to assist them in there deliberations on any matter.

 

13.  Subscriptions 

Each Club in the Country Union shall pay an annual subscription of such sum

as shall be agreed by the Council at the Annual General Meeting.  In addition each Club

shall pay such sum as the Union shall be called upon to pay for each Club to the

English Golf Club Union.  Subscriptions shall become due on the first day of January

in each year.  No Club whose subscription is in arrear shall be entitled to send delegates

to a Council Meeting nor shall such Club (or its members) be entitled to take part in any

English Golf Union event, County or other golf meeting of the Union and any entry

Made by the Secretary of such a club shall be void.  (A Club shall be considered in arrear

if its subscription is not paid by 15th May

and shall automatically cease to be a member of the Union on 31st  December).

 

14.  Minute Book

The Secretary shall record correctly in a Minute Book all proceedings of the Council and

Executives Committee and shall produce the Minute Book at all meetings thereof.

 

15.  Summoning of Meetings

The Secretary shall summon all meetings of the Council and Executive Committee

 

16.  Correspondence of the Union

The secretary shall conduct the correspondence of the Union

 

17.  Annual Accounts and Reports

The Treasurer shall prepare and send copies of the financial statements made up to the

 30th September each year to the Secretary of each Club in the Union at least twenty-one

days before the Annual General Meeting of the Council.

 

18.  Special Meetings of the Council

A special meeting of the Council shall be convened at anytime the Executive Committee

so direct, or if four Clubs or more in the Union shall so request in writing addressed to

the Secretary Twenty-one days notice of business to be transacted at such meetings

shall be given to each Club in the Union and other business of which notice has

been given shall be considered.   

 

19.  Alterations of Rules or Regulations

(a) No Rule or Regulation of the Union shall be made, repealed, altered save by a majority

     of two-thirds of the representatives present and voting at the Annual General Meeting

     of the Council or at a special meeting of the council called for the purpose of repealing

     or altering such rule or regulation.  Any officer or Club in the Union wishing to propose

     any such new rule or regulation, repeal or alteration shall give notice to the Secretary

     not less than forty-two days before a meeting of the Council and the Secretary shall give

     notice thereof to all Clubs in the Union not less than twenty-eight days before such Council

      Meeting. 

   Upon consideration of such proposals it shall be competent for the meeting of the

    Council to pass them with or without modification.

(b) Bye-Laws and Rules

     The Executive Committee is empowered to make, repeal and amend such Bye-Laws

      as it may from time to time consider necessary for the conduct of county affairs. 

      Such repeals, amendments and additions shall have effect until otherwise determined

      by the Council in General Meeting.

(c) All Rules and bye-Laws must be published in the County Card.

 

20.  Standard Scratch Score and Handicapping System

The Union recognises the Standard Scratch Score and Handicapping Scheme adopted

by the English Golf Union and all Clubs in the Union shall adopt that scheme

and handicap their players in accordance with it.  The Council of the Union shall have power

to supervise and alter the handicap of any member of any Club in the Union.

 

21.  Disputes

All disputes between the Union and Clubs being members of the Union shall, if either party

so requests, be referred to the Executive Committee of the English Golf Union

whose decision on such a dispute shall be binding on both parties.

 

22.

CHILD PROTECTION POLICY STATEMENT

Cumbria Union of Golf Clubs [The Union] is committed to creating and preserving the safest possible environment for children whilst at Union venues [including practice sessions] and is committed to the following :

  1. The child’s safety and welfare is paramount whatever the circumstances;
  2. Everyone with a role in working directly with, or supervising children, has a responsibility to safeguard and promote the child’s welfare, protecting them from harm and to provide a safe environment in which they can participate;
  3. All suspicions and allegations of poor practice and abuse will be taken seriously and responded to swiftly and appropriately;
  4. All staff/members/volunteers who work with children will be recruited with regard to their suitability for that responsibility and that they will be provided with any guidance and training necessary to assist them in their work with children;
  5. All staff/members/volunteers who work with children will be aware of their responsibilities for child protection.

 

The following principles underpin Cumbria Union of Golf Club’s Child Protection Policy :

  1. All children within golf, whatever their age, culture, disability, gender, language, racial origin, religious belief and/or sexual identity have the right to be protected;
  2. Appropriate procedures are in place to provide consistent and appropriate protection to both children and the adults who work with children;
  3. All children have the right to be safe and to be treated with dignity and respect;
  4. All staff/members/volunteers who work with children will be provided with suitable training and support such that they will be aware of and understand best practice and how to manage any welfare or child protection issues that may occur;
  5. The child protection procedures that will be developed for The Union will be based around the guidance contained within the Children in Golf [CiG] Resource Pack. 

 

The Children Act 1989 states that anyone who is involved in the care of children should “Do whatever is reasonable in the circumstances for the purpose of safeguarding or promoting the child’s welfare”

 

Signed by :……JOHN SHEFFIELD ………………………………………………………………….

 

President  :……JOHN SHEFFIELD ………:DATE………APRIL 2006 ……………………………………

 

 

The Union will implement and maintain a series of procedures that will underpin the Child Protection Policy Statement. A summary of the main procedures are as follows :

  1. The Appointment of Nominated Persons

 

The Union will appoint nominated persons who will have the responsibility for ensuring the confidentiality of any information and deciding what action to take in the event of a report of suspected child abuse.

The Union’s nominated Welfare Officer is

  1. Mr.J.Smith   Honorary Secretary

 

      In addition the following are child protection ‘nominated persons’ :

  1. Mr. H.Thompson  Treasurer & Junior Assistant
  2. Mr. A. Plane   Junior Assistant
  3. Mr.K. Bowe    Junior Assistant
  4. Mr. R. Forster  Junior Assistant

 

Note: it is not the responsibility of the Union Welfare Officer or the ‘nominated persons’ to decide whether or not child abuse is occurring, but it is their responsibility to act on concerns.

  1. Training & Information

 

  1. The Union will ensure that the nominated persons are adequately trained in their responsibilities.
  2. Take Appropriate Action

The nominated persons who receive the information will take action according to two broad categories :

  1. Is the practice poor ?
  2. Is it abuse ?

 

In the case of poor practice, the nominated persons will report to The Union’s Executive Committee to bring about correction.  In the suspected case of abuse, the nominated persons will report the details to the appropriate governing body [contact details are contained in the CiG Resource Pack, a copy of which is kept in The Union’s Secretaries Office].

The Union will act strictly in accordance with the guidance given to the nominated person(s), with the prime concern being the safety of the child.

 

 

4) Maintain Records

The Union Secretary will maintain recruitment [Self Disclosure, CRB Check etc] and training records for all staff/members/volunteers who work with children. The nominated persons who receive information relating to poor practice or abuse will record all details in the Incident Record Form [See Appendix 6B of the CiG Resource Pack, a copy of which is kept in The Union Secretary’s Office].

5)  Review

The Union will review the operation of this policy each year by analysing any records, information recorded and the resultant actions taken.

  1. Ensure Good Practice

 

The Union accepts its duty to minimise risk of child abuse.  The Union will ensure that anyone appointed into a position of sporting contact with children will act in accordance with the good practices detailed in CiG Resource Pack, a copy of which is kept in The Union Secretary’s Office.

  1. Publish Procedures

 

The Union will ensure that all members are aware of the Union’s policy on Child Protection by publishing and distributing and/or displaying this policy.  The various procedures that underpin this policy are maintained by the Junior Organiser, copies of which are available to Union members upon request. A master copy of all procedures is kept in The Union Secretary’s Office.

  1. Additional Areas

 

In addition, underpinning procedures also cover the following areas :

  1. Good practice guidelines;
  2. Communications guidelines;
  3. Transporting children whilst representing the Union;
  4. Photography and use of video;
  5. Codes of Conduct for Children;
  6. Codes of Conduct for staff/members/volunteers;
  7. Parental guidance;
  8. Late collection;
  9. Union night registration;
  10. Membership criteria and interviews;
  11. Support/advice contact details.

 

 

 23

GOLF CHAMPIONSHIPS AND COMPETITIONS
RULES OF ENTRY

GUIDANCE FOR ALL COMPETITIONS ORGANISED BY THE CUMBRIA UNION OF GOLF CLUBS. IT DETAILS WHAT IS EXPECTED OF THE PLAYERS AND MEMBERS OF THE COUNTY EXECUTIVE.

THE CUMBRIA UNION OF GOLF CLUBS EXPECTS THOSE PLAYERS CHOSEN TO REPRESENT THE COUNTY TO TAKE PRIDE IN THEIR ACHIEVEMENT, AND AS AMBASSADORS FOR THEIR COUNTY, TO CONDUCT THEMSELVES ACCORDINGLY. 

 

 COUNTY MATCHES

The Cumbria Union through the Executive will field four County Teams. The County Side: a 'B' Team; a Seniors Team; a Juniors Team.
 Matches will be arranged annually by the competitions sub-committee.

  1. Players entitlements will include, but may not necessarily be  

      restricted to, the following:-

  1. accommodation when away from home for County and B Team
  2. a snack (if required) prior to a practice round at either the host club or                                                          

           taken en route. (Re-imbursement will be made if player has to fund such                 
      expenditure )
c)   travel allowance.
      d)   meals for a caddie on the day of play for County team only
     e)   a lunchtime drink for players and opponents at home matches.

2) When selected to play for The County Side, players will be provided
     with :-

      a) A long-sleeved grey sweater.
      b) A short-sleeved sweater (if required).
      c) A white short-sleeved shirt.
     d) A County tie with two gold bands.
     e) Two golf balls per match.

3)  The  following Terms, Conditions and Requirements shall be observed by both the players and the Executive in connection with County Matches:-

a) The County Captain shall have full responsibility for the selection of the team. Any difficulties encountered by the players in whatever context shall be communicated to the County Captain who will determine the course of action to be taken

b) Players are normally required to stay overnight in the hotel booked by the County Union along with the officials and fellow team members, and to take their meals as arranged

c At the post-match evening meal players are expected to wear their County blazer, shirt and tie.

d) Players who have completed their matches are expected to remain on the course to    support their fellow team members.

e) All practice rounds prior to a County Match shall be at the discretion of the Captain who shall inform the players of the arrangements.

f) All reasonable expenses incurred when representing the County shall be presented to the Captain prior to the match so that the players will receive re-imbursement before departure

g) The County will endeavour to provide support and assistance to those County players entering national championships.  Application for financial support should be made through the County Captain.

 

h) Players are asked to observe the following sequence of priority when considering their availability to represent the County Union:-

i) National Amateur Championships.
ii) Cumbria Union Matches and Competitions.
iii) The player’s home club events.

In the event of conflicting dates, the players should approach the County Captain for advice.

i) Members of the Executive are expected to be present at all County fixtures whenever possible, and be available to provide assistance when called upon.

4) The following awards will be made for performance in County Matches as and when appropriate:-

a) The James Salver
Awarded to the player who records the highest total number of points in Full County Team Matches during one season. One point is credited for a singles win, 1/2 point for a singles halved match or a  foursomes win, 1/4 point for a foursomes halved match.

b) County Colours
A player will be awarded his County Colours when he has achieved a total of six points as credited in the James Salver together with any EGU representation points.

 

5) Championships and Competitions

a) County Championship
 72 hole Scratch Stroke-play over two days with the winner receiving                                           
 the Championship Bowl and an invitation to represent the County
 in the Champions of Champions Tournament
 Limited to 81 players with handicaps of 6 or better
 First days play of 36 holes to be completed in three-balls at 10minute
 Intervals. The field to be reduced to top 40 and ties after first day’s
 play, providing a minimum of 18 holes has been completed
 Where fewer than 18 holes can be completed on the first day, all
 competitors  will be invited to compete in the second day’s play at their
 original starting times
 Second day’s play of 36-holes to be completed in two-balls at eight minute
 intervals. Players starting times to be in order of decreasing
 totals of first day’s scores
 The Championship will only be awarded providing a minimum number of
 36 holes over two days has been completed. In the event of gross score
 ties for first place, the Championship will be decided by a sudden death
 stroke-play play-off. The holes to be determined by the Competitions
 Sub-Committee
 Ties for all other positions will be decided by card play-off ( last 36 holes,
 then last 18 holes, then last 9-holes ) after which prizes will be shared
 The Championship Bowl will be awarded to the winner
 Prizes will be given  for the best eight gross scores overall and a prize for  
 the best gross score on each  of the two days of the Championship
 No player can receive more than one prize

b) Individual Scratch Match-play Championship (over three days )
First day- 36 hole medal limited to top 64 entries of 6 handicap or better
Top 16 to qualify for Knock-out competition, Draw to be made on finishing
position of medal according to established format ie :- General Numerical Draw  (page 141 of Rules of Golf 2004 – 2007)
Each round comprises an 18-hole match, with any match finishing all square after 18 holes to be decided immediately, by sudden death play-off starting at the first hole. The winner will receive the Trophy and prizes will be awarded to all players who reach the last 8

c) Northern Counties Group Qualifying

       A team of six players will represent the County in the competition played in accordance with the conditions of play as dictated by the EGU.
The format is generally 36-hole scratch stroke play with all twelve scores counting.
A player selected to play in this event will be credited with one representative appearance in his County record, and a point towards his County Colours.

 

 

e) Seniors Championship
Open to full members of golf clubs affiliated to the Cumbria Union who have attained the age of 55 on the day of the Championship
Gross and nett competition, with the  Championship Cup and prize being awarded for the Best Scratch Score
There will be a seeded draw according to handicap, limited to players with a maximum handicap of 20
Other prizes will be awarded to individuals in the four age ranges from 55-59, 60-64, 65-70 and 70 and over

f) Seniors big Six
           A team of six players will represent the County in the competition played in accordance with the conditions of play as dictated by the EGU.
The format is generally 36-hole scratch stroke play with all twelve scores counting.