CONSTITUTION OF THE TILFORD AND RUSHMOOR TENNIS CLUB

1. Name

The Club, established in 2009, is called Tilford and Rushmoor Tennis Club ("the Club").

2. Definitions

2.1 “the Chairman" means the person elected from time to time to be the chairman of the
Club in accordance with Rule 10;
"the CLTA"means Surrey County Lawn Tennis Association;
"the LTA" means The Lawn Tennis Association (the governing body of lawn tennis within
Great Britain, the Channel Islands and Isle of Man) of the Queen's Club, West Kensington,
London W14 9EG;
"the Management Committee" means the committee appointed under Rule 10 to manage the
Club;
"the Members" means the members of the Club admitted from time to time to membership
of the Club in accordance with Rule 6;
"the Secretary” means the person elected from time to time to be the secretary of the club in
accordance with Rule 9;
“the Treasurer" means the person elected from time to time to be the treasurer of the Club
in accordance with Rule 9;
"the Trustees" means the persons appointed from time to time to be the trustees of the Club
in accordance with Rule 10.6.
2.2 Words denoting the singular number include the plural number and vice versa; words
denoting the masculine gender include the feminine gender;

3. Objects

The objects of the Club are:
(a) the promotion of community participation in healthy recreation for the benefit of the
inhabitants of Tilford and Rushmoor by the provision of facilities for playing tennis.

4. Powers

(a) to provide and maintain Club premises and club-owned tennis equipment for the use of its
members;
(b) to provide other ordinary benefits of an amateur sports club as set out in Schedule 18 of the
Finance Act 2002 including without limitation provision of suitably qualified coaches, coaching
courses, insurance, medical treatment, post-match refreshments;
(c) to sell or supply food or drink as a social adjunct to the sporting purposes of the Club;
(d) to affiliate to the CLTA (and by doing so affiliate to the LTA) and to comply with and
uphold the Rules and Regulations of the CLTA and the LTA as amended from time to time
and the rules and regulations of any body to which the LTA is affiliated;
(e) to make rules, regulations, bye-laws and standing orders concerning the operation of the
Club including without limitation regulations concerning disciplinary procedures that may be
taken against the Members;
(f) to discipline the Members where permitted by its Rules/Regulations and to refer its
Members to be disciplined by the LTA or the CLTA (as appropriate) where so required by
the Rules and Regulations of the LTA or the CLTA (as the case may be);
(g) to make donations or offer support to lawn tennis clubs which are charities or
community amateur sports clubs;
(h) to do all such other things as the Management Committee thinks fit to further the
interests of the Club or to be incidental or conducive to the attainment of all or any of the
objects stated in this Rule 3.
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5. Application of Surplus Funds

5.1 The Club is a non-profit making organisation. All surpluses will be used to maintain or
improve the Club's facilities and in furtherance of the Club's objects. No surplus will be
distributed other than to another community amateur sports club for lawn tennis, to the
LTA for use in community related lawn tennis initiatives, or to a registered charitable
organisation, on winding-up or dissolution of the Club.
5.2 Nothing in Clause 4.1 shall prevent the Club from entering an agreement with a member
for the supply by him to the Club of goods or services or for his employment by the Club,
provided that such arrangements are approved by the Management Committee (without the
member being present) and are agreed with the member on an arm's length basis.
5.3 No Member shall be paid a salary, bonus, fee or other remuneration for playing for the
Club.

6. Membership

6.1 Eligibility for membership
6.1.1 Persons of either sex are eligible for full membership of the Club provided they are at
least 18 years old. No person shall be denied membership of the Club on the grounds of
race, ethnic origin, creed, colour, age, disability, sex, occupation, sexual orientation, religion,
political or other beliefs.
6.1.2 Persons below the age of 18 may be elected as Junior Members without the right to
hold office or vote at general meetings.
6.1.3 The number of Members is unlimited.
6.2 Admission of Members
Any person who wishes to become a Member must submit an application in such form as
the Management Committee shall decide. Every candidate for membership shall be
considered by the Management Committee, which shall admit that candidate to membership
of the Club unless to do so would be contrary to the best interests of the sport or the good
conduct and interests of the Club.
6.3 Classes of Members
6.3.1 There shall be the following classes of members for the Club:
Full Adult Member
Junior Member
6.3.2 Only Full Members shall be entitled to receive notice of, attend and vote at general
meetings. The other Members shall be entitled to all the other privileges of membership
other than the right to receive notice of, attend and vote at general meetings. All Members
shall be subject to these Rules and the Regulations of the club and shall abide by the Rules
and Regulations of the LTA and the relevant CLTA, from time to time in force.
6.4 Subscriptions
6.4.1 The entrance fee and annual subscription for each type of Member shall be determined
from time to time by the Management Committee provided that the Management
Committee shall use its best endeavours to ensure that the fees set by it do not preclude
membership of the Club.
6.4.2 The Members shall pay any entrance fee and annual subscription fees set by the
Management Committee from time to time.
6.4.3 No candidate who has been elected a Member shall be entitled to the privileges of
membership until he has paid the entrance fee (if any) and his first annual subscription.
6.4.4 Any Member whose entrance fee or subscription is more than one year in arrears shall
be deemed to have resigned his membership of the Club.

7. Resignation

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A Member may withdraw from membership of the Club on 7 days clear notice to the Club.
Membership shall not be transferable in any event and shall cease immediately on death or
dissolution or on the failure of the Member to comply or to continue to comply with any
condition of membership set out in these Rules.

8. Expulsion

8.1 The Management Committee shall have power to expel a Member when, in its opinion,
it would not be in the interests of the sport or of the Club for him to remain a Member.
8.2 A Member shall not be expelled unless he is given 14 days' written notice of the meeting
of the Management Committee at which his expulsion shall be considered and written details
of the complaint made against him.
8.3 The Member shall be given an opportunity to make written representations and/or to
appear before the Management Committee and at any such meeting to be accompanied by a
representative or friend, who may answer complaints made against the member and to cross-
examine any witnesses on behalf of the member. The member must not be expelled unless at
least two thirds of the Management Committee then present vote in favour of his expulsion.
8.4 The Management Committee may exclude the Member from the Club's premises until
the meeting considering his expulsion has been held. For the avoidance of doubt, the
member shall be entitled to attend that meeting for the purpose of making his
representations.

9. Effect of Resignation or Expulsion

Any person ceasing to be a Member forfeits all right to and claim upon the Club, its property
and its funds and he has no right to the return of any part of his subscription. The Management
Committee may refund an appropriate part of a resigning Member's subscription if it considers
it appropriate taking account of all the circumstances.

10. The Management Committee

10.1 The Club shall be managed by a Management Committee consisting of: (a) the Chairman;
(b) the Secretary;
(c) the Treasurer;
(d) no more than 2 other Members
elected annually at the annual general meeting
10.2 The Management Committee shall decide in its discretion how Members may be
nominated to be members of the Management Committee and shall notify the Members
accordingly.
10.3 Any person nominated as a member of the Management Committee must be a Full
Member
10.4 If there is only one candidate nominated to fill any particular vacancy, that candidate
shall be declared elected unopposed for that particular vacancy at the next annual general
meeting. If there is more than one candidate for any particular vacancy there shall be an
election at the annual general meeting for that position. In the event of a tie, the candidate to
be elected shall (unless the candidates otherwise agree) be determined by lot.
10.5 The Management Committee shall be elected at the annual general meeting in each year,
and subject to termination of office by resignation, removal or otherwise, the members
remain in office until they or their successors are re-elected or elected (as the case may be) at
the annual general meeting following their re-election or election (as the case may be).
10.6 In addition to the members elected or appointed in accordance with this Rule 10, the
Management Committee may co-opt up to 3 further Members who shall serve until the next
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annual general meeting. Co-opted members shall be entitled to vote at the meetings of the
Management Committee.
10.7 The Management Committee may appoint any Member to fill any casual vacancy on the
Management Committee until the next annual general meeting when that person shall retire
but shall be eligible for re-election.
10.8 Retiring members of the Management Committee may be re-elected.
10.9 A member of the Management Committee shall be deemed to have vacated office if:
(a) he becomes bankrupt or makes any arrangement or composition with his creditors
generally; or
(b) he is, or may be, suffering from mental disorder; or
(c) he resigns his office by notice to the Club; or
(d) he shall without sufficient reason for more than three consecutive meetings of the
Management Committee have been absent without permission of the Management
Committee and the Management Committee resolves that his office be vacated; or
(e) he is suspended from holding office or from taking part in any activity relating to the
administration or management of the Club by a decision of the CLTA or the LTA; or
(f) he is requested to resign by all the other Management Committee members acting
together.

11. Proceedings of the Management Committee

11.1 Management Committee meetings shall be held as often as the Management Committee
thinks fit provided that there shall not be less than 4 meetings each year. The quorum for such
meetings shall be 3. The Chairman and the Secretary shall have discretion to call emergency
meetings of the Management Committee if they consider it to be in the interests of the Club.
The Secretary shall give all the members of the Management Committee not less than 3 days'
notice of a meeting.
11.2 The Chairman shall be the chairman of the Management Committee. Unless he is
unwilling to do so, the Chairman shall preside at every meeting of the Management
Committee at which he is present. But if there is no person holding that office, or if the
Chairman is unwilling to preside or is not present within five minutes after the time
appointed for the meeting, the, the members of the Management Committee present may
appoint one of their number to be chairman of the meeting.
11.3 Decisions of the Management Committee shall be made by a simple majority and in the
event of an equality of votes the Chairman (or the acting chairman of that meeting) shall
have a casting or additional vote.
11.4 The Management Committee may from time to time appoint from among its number
such sub-committees as it considers necessary and may delegate to them such of the powers
and duties of the Management Committee as the Management Committee may determine.
All subcommittees shall periodically report their proceedings to the Management Committee
and shall conduct their business in accordance with the directions of the Management
Committee.
11.5 The Management Committee shall be responsible for the management of the Club and
shall have the sole right of appointing and determining the terms and conditions of service
of employees of the Club. The Management Committee shall have power to enter into
contracts for the purposes of the Club on behalf of all the Members.
11.6 The Management Committee shall also be known as the Trustees of the Club.
11.7 The number of Trustees shall the same as the number of members of the Management
Committee.
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11.8 Every member of the Management Committee, employee or agent of the Club shall be
indemnified by the Club and the Management Committee shall pay all costs, losses and
expenses which any such member of the Management Committee, employee or agent may
incur or for which he may become liable by reason of any contract entered into or act or
thing done by him in good faith as such member of the Management Committee, employee
or agent in accordance with the instructions of the Management Committee or of a general
meeting of the Club or otherwise in the discharge of his duties. The Management Committee
may give to any member of the Management Committee, employee or agent of the Club
who has incurred or may be about to incur any liability at the request of or for the benefit of
the Club such security by way of indemnity as may seem expedient.

12. Annual general meeting

12.1 The annual general meeting of the Club shall be held at such time as the Management
Committee shall decide each year to transact the following business:
(a) to receive the Chairman's report of the activities of the Club during the previous year;
(b) to receive and consider the accounts of the Club for the previous year, and the
Treasurer's report as to the financial position of the Club;
(d) to elect the members of the Management Committee;
(e) to decide on any resolution which may be duly submitted in accordance with Rule 12.2
below;
(f) to deal with any other matters which the Management Committee desires to bring before
the membership.
12.2 Notice of any resolution proposed to be moved at the annual general meeting shall be
given in writing to the Secretary not less than 28 days before the meeting.
11.3 No period greater than fifteen months shall elapse between one annual general meeting
and the next.

13. Extraordinary general meetings

An extraordinary general meeting may be called at any time by the Management Committee
and shall be called within 21 days of receipt by the Secretary of a requisition in writing signed
by not less than 10 Members stating the purposes for which the meeting is required and the
resolutions proposed.

14. Procedures at the annual and extraordinary general meetings

14.1 The Secretary shall either send to each Member at his last known address written notice
or email to each Member at his last known email address notice of the date of the general
meeting together with the resolutions to be proposed at least 21 days before the meeting.
14.2 The quorum for the annual and extraordinary general meetings shall be 5 Members or
one-tenth of the membership of the Club (whichever is the greater number).
14.3 The Chairman shall preside at all meetings of the Club but if he is not present within
15 minutes after the time appointed for the meeting or has signified his inability to be
present at the meeting, the Members present and entitled to vote may choose one of the
other members of the Management Committee present to preside and if no other member
of the Management Committee is present or willing to preside the Members present and
entitled to vote may choose one of their number to be chairman of the meeting.
14.4 Each Full Member present shall have one vote and resolutions shall be passed by a
simple majority of those Members present and voting. In the event of an equality of votes
the chairman of the meeting shall have a casting or additional vote.
14.5 The Secretary, or in his absence a member of the Management Committee, shall take
minutes at annual and extraordinary general meetings.
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15. Guests

15.1 Any Member may introduce guests to the Club, and any player, coach, other
team representative, match official or spectator attending the Club's premises (by invitation
of the Club) who is not a Member shall be a guest of the Management Committee, provided
that no one whose application for membership has been declined or who has been expelled
from the Club may be introduced as a guest.
15.2 The Member introducing a guest and any person introduced as a guest of the
Management Committee in accordance with Rule 14.1 must enter the name and address of
the guest together with the name of the introducer in a book which must be kept on the
Club's premises.
15.3 No one may be admitted as a guest on more than six occasions in any calendar year.

16. Patrons

Up to three Patrons may be nominated to support the objects of the Charity, with a financial
donation to the club. The Management Committee shall have power to appoint the Patrons
and ensure that they are fully apprised of the objects of the Club. Patrons to be nominated and
approved annually at the annual general meeting.

17. Amendments

17.1 The Charity may amend any provision contained in this Constitution provided that:
(a) no amendment may be made that would have the effect of making the Charity cease to be
a Charity at law;
(b) no amendment may be made to alter the Objects if the change would undermine or work
against the previous objects of the Charity;
(c) no amendment may be made to the objects, dissolution, application of income clauses or
this clause without the prior written consent of the Commission;
(d) any resolution to amend a provision of this constitution is passed by not less than two
thirds of the members present and voting at a general meeting, the notice of which contains
particulars of the proposed alteration or addition.
17.2 A copy of any resolution amending this constitution shall be sent to the Commission
within twenty one days of it being passed.

18. Regulations and Standing Orders

The Management Committee shall have power to make, repeal and amend such regulations
and standing orders as it may from time to time consider necessary for the wellbeing of the
Club. Such regulations and standing orders and any repeals or amendments to them shall have
effect until set aside by the Management Committee.

19. Finance

19.1 All moneys payable to the Club shall be received by the person authorised by the
Management Committee to receive such moneys and shall be deposited in a bank account in
the name of the Club. No sum shall be drawn from that account except by cheque signed by
two of the three signatories who shall any three named members of the Management Committee.
Any moneys not required for immediate use may be invested as the Management Committee in
its discretion thinks fit.
19.2 Subject to Rule 21, the income and property of the Club shall be applied only in
furtherance of the objects of the Club and no part thereof shall be paid by way of bonus,
dividend or profit to any Member.
19.3 The Management Committee shall have power to authorise the payment of
remuneration and expenses to any officer, member of the Management Committee, Member
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or employee of the Club and to any other person or persons for services rendered to the
Club.
19.4 The financial transactions of the Club shall be recorded in such manner as the
Management Committee thinks fit by the Treasurer.
19.5 Full accounts of the financial affairs of the Club shall be prepared each year. A report
on these accounts shall be prepared by an independent person. The accounts must be made
available to every Member when notice concerning the annual general meeting is given.

20. Borrowing

20.1 The Management Committee may borrow a maximum total amount of £1,000 on behalf
of the Club for the purposes of the Club from time to time at its own discretion and with the
sanction of a general meeting any further money above that sum.
20.2 When so borrowing the Management Committee shall have power to raise in any way
any sum or sums of money and to raise the repayment of any sum or sums of money in such
manner on such terms and conditions as it thinks fit provided that in the event that the
repayment of any sum or sums is to be secured (in particular by mortgage of or charge upon,
or by the issue of debentures charged upon all or any part of the property of the Club) the
grant of such security must be approved by the Club at a general meeting).
20.3 The Management Committee shall have no power to pledge the personal liability of any
Member for repayment of any sums so borrowed.
20.4 The Trustees shall, at the discretion of the Management Committee, make such
dispositions of the Club's property or any part thereof, and enter into and execute such
agreements and instruments in relation thereto, as the Management Committee may deem
proper for giving security for such moneys and the interest payable thereon.

21. Property

21.1 The property of the Club, other than cash at the bank, shall be vested in the Trustees.
They shall deal with the property as directed by resolution of the Management Committee
and entry in the minute book shall be conclusive evidence of such a resolution.
21.2 The Trustees shall be indemnified by the Club and the Management Committee shall
pay all costs, losses and expenses which any such Trustee may incur or for which he may
become liable by reason of any contract entered into or act or thing done by him in good
faith as such Trustee in accordance with the instructions of the Management Committee or
of a general meeting of the Club or otherwise in the discharge of his or their duties. The
Management Committee may give to any Trustee, who has incurred or may be about to
incur any liability, at the request of or for the benefit of the Club such security by way of
indemnity as may seem expedient.

22. Dissolution

22.1 A resolution to dissolve the Club shall be proposed only at an extraordinary general
meeting and shall be passed only if carried by a majority of at least three-quarters of
the Members present and voting. If the members resolve to dissolve the Charity the Executive
Committee will remain in office as Charity Trustees and be responsible for winding up the affairs
of the Charity in accordance with this clause. The dissolution shall take effect from the date of
the resolution.
22.2 The Trustees must collect in all the assets of the Charity and must pay or make provision
for all the liabilities of the Charity.
22.3 The Trustees must apply any remaining property or money: (a). directly for the Objects;
(b). by transfer to any Charity or charities for purposes the same as or similar to the Charity;
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(c). in such other manner as the Charity Commission for England and Wales (“the
Commission”) may approve in writing in advance.
21.4 The members may pass a resolution before or at the same time as the resolution to
dissolve the Charity specifying the manner in which the trustees are to apply the remaining
property or assets of the Charity and The Trustees must comply with the resolution if it is
consistent with paragraphs (a)-(c) inclusive of sub-clause (3) above.
21.5 In no circumstances shall the net assets of the Charity be paid to or distributed among
the members of the Charity (except to a member that is itself a Charity).
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