Policies & Important Documents

The Union shall be called The Northumberland Union of Golf Clubs.

It shall consist of recognised Golf Clubs in Northumberland, whose enrolment in the Union shall be subject to the approval of the Executive Committee, but in the event of appeal the decision of the Council shall be final and also of individual male members of such Golf Clubs for whom those Golf Clubs have paid an affiliation fee.

The governing body of the Union shall be styled the Council, and the entire management of the Union shall be vested in it.

The Council shall consist of the Officers hereinafter mentioned and of a representative from each Club in the Union. Voting on all matters considered by the Council will by each Club having one vote.

The Officers of the Council shall consist of the President, Immediate Past President, such Vice Presidents recommended by the Executive Committee for special services rendered to the Union as shall be elected by the Council, the Past Presidents, and the Honorary Treasurer. The President or acting President shall have a deliberate as well as a casting vote.

A representative from each of seven Clubs shall form a quorum of the Council.

The Annual Meeting of the Council at which at least 21 days’ notice shall be given to each Club in the Union, shall be held in the area of Newcastle upon Tyne not later than the 31st of March in each calendar year for the purpose of: –

• Receiving the report of the Executive Committee on the affairs of the Union during the preceding year, and the Accounts which have been examined in accordance with the books and records provided, for the year ended on the previous 31st of October.
• Electing the Officers of the Union and Members of the Executive Committee as required by these rules, and an Auditor.
• Transacting the general business of the Union and such special business of which due notice shall have been given.
• Receiving proposals other than a request for a Special Council Meeting (See Rule 16) from Clubs for consideration by the Annual Meeting of the Council. Such proposals shall be formally submitted by a Club, accompanied by a second Club supporting the proposal and to be with the Secretary 21 days prior to the meeting. Voting on proposals put forward by Clubs will be by each affiliated Club having one vote with proxy votes allowed. In the event of a tie the President who is Chairman will have a casting vote.

The President and the Honorary Treasurer shall be elected yearly at the Annual Meeting of the Council and shall hold office until the election of their successors. The Executive Committee shall appoint a Secretary on such terms as they think fit.

The Council’s Executive

Committee shall consist of the President, the immediate Past President, up to five other Past Presidents elected as hereinafter provided, and the Honorary Treasurer, together with eight other members of the Council, two of whom being those with seniority of service since last elected shall retire in each year but shall be eligible for re-election by ballot at the Annual Meeting of the Council. At such election each member of the Council may give one vote only to a candidate for election but must vote for as many candidates as there are vacancies. Voting papers not fulfilling these conditions shall be declared void. In addition to this, on an annual basis, we will elect both a Junior and Senior representative to the Executive. Any elected member of the Executive Committee who shall have failed to attend 50% of the Meetings of the Executive Committee during the preceding year shall forfeit his position unless he shall give to the Executive Committee a satisfactory explanation of such failure.

Nominations to fill vacant positions on the Executive Committee shall be sent by Clubs, in writing, so as to be in the hands of the Secretary ten clear days before the Annual General Meeting. Nominations received after that date shall not be valid. No Club shall nominate annually more than one person for the Executive and such nominee must be a member of the Council. Clubs shall be advised before the date of the Annual Meeting of the nominations received.

Should there be more than five Past Presidents exclusive of the immediate Past President, and willing to be members of the Executive Committee, the Executive Committee shall elect five of such Past Presidents at their first Meeting immediately following the Annual Meeting of the Council in each year. Past Presidents will not have the right to vote at such election. Any Past President who shall have failed to attend a minimum of 50% of the Meetings of the Executive Committee during the preceding year shall forfeit his position unless he shall give to the Executive Committee a satisfactory explanation for such failure.

The Executive Committee shall have power to deal with all matters arising in the intervals between the Annual Meetings of the Council other than those matters affecting any change to contributions or subscriptions of any kind due to the NUGC where Clubs belonging to the Union shall be consulted and a decision reached by a simple majority of Clubs entitled to vote. Five shall form a quorum of the Executive Committee. The President or acting President shall have a deliberate as well as a casting vote.

The Executive Committee shall have power to co-opt in the event of a vacancy occurring in the elected members provided that the member so co-opted shall retire at the next Annual Meeting of the Council but be eligible for re-election.

Prior, and at least 21 days before each Annual Council Meeting, the Executive Committee shall make a proposal for the annual affiliation fee to be paid by each Club to the Northumberland Union of Golf Clubs. The proposal or any subsequent amendment shall be decided by a simple majority of those Clubs entitled to vote (and voting) at the Annual Council Meeting. In the event of a tie the President who is Chairman will have a casting vote. Subscriptions shall be due on the 1st of February in each year and no Club whose subscription shall be in arrears on 1st March following or any of its members shall be entitled to vote or take part in any meetings or competitions of the Union.

The Secretary shall keep Minutes of the proceedings of the Council. He shall summon all meetings of the Council and shall prepare and send copies of the Financial Statement, duly audited to the Secretary of each Club in the Union at least twenty one days before the Annual Meeting. The Honorary Treasurer shall receive and dispose of all monies belonging to the Union in accordance with the instructions of the Executive Committee.

A Special Council Meeting may be convened at any time by the President or Acting President and the Secretary must do so when requested in writing by the representatives of any three Clubs in the Union. Twenty one day’s notice of the business to be transacted at such meetings shall be given to the Clubs belonging to the Union, and only business of which such notice has been given shall be considered.

No Rule of the Union shall be repealed or altered, and no new Rule shall be made, unless two thirds of the members voting at any meeting of the Council are in favour of the alteration. Twenty one day’s notice of any proposed repeal, alteration, or addition shall be given to each Club belonging to the Union.

The Executive Committee of the Union is charged with ensuring that all rules and etiquette contained both in the constitution and the regulations for County Competitions and Matches are observed. The Executive Committee is authorised to deal with any breach of rules, etiquette, discipline, or other misconduct and to impose sanctions upon any Club, Player, or Person deemed to have committed or been involved in any such breach or misconduct. Any Club, Player, or Person summoned to appear before the Executive Committee for such alleged breach or misconduct, if found guilty, may appeal to the Council of the Union. Notice of appeal must be lodged in writing with the Secretary of the Union within twenty-one days from the date of the Executive Committee decision to impose sanctions. The Secretary shall then convene a meeting of the Council in accordance with Rule 16 to consider such appeal.

The regulations for County Competitions shall be regarded as Bye Laws, and Clubs shall require no preliminary notice to be given them of any alteration in such regulations.