Rules & Aims of the club

  1. The name of the Club is Conway Lawn Tennis Club (Conway LTC).
  2. The Club is registered as Conway LTC by Certificate of Incorporation as a Private Limited Company (company number 5526591).
  3. The purpose of the Club is to promote the sport of tennis in Southgate and to encourage community participation in the same.
  4. The officers of the Club are:
    • Chair
    • Secretary
    • Treasurer
    • Assistant Treasurer
    • Club Captain (Deputy Chair)
    • Social Coordinator
    • Bar Manager
    • Communications Coordinator
    • Junior Coordinator
      Facilities and Maintenance Coordinator
  5. A men’s Match Captain and a ladies’ Match Captain are appointed by the Club Captain. The Match Captains appoint team captains for summer and winter leagues in consultation with Chair and Club Captain.
  6. The Club is managed by a Committee consisting of the officers and two further Club members. The Match Captains are ex-officio members of the Committee. In the event of an officer post being temporarily unfilled, an additional Club member without portfolio may be elected. The Committee may also co-opt one or two additional members for specific purposes. If officer roles are combined, a corresponding number of extra Club members may be appointed.
  7. The roles of officers, Match Captains and team captains are set out in Agreement 1 and guidance for junior members is given in Agreement 2 (both attached). Officers and captains are expected to support Club activities and help new members to integrate. Additional agreements can be developed and existing agreements can be modified by the Committee as the need arises.
    Meetings and functions.
  8. Each year, the Chair will convene four meetings of the Committee (normally in February, April, July and October), an Annual General Meeting (normally in March) and such Special General Meetings as are required.
  9. Seven members constitute a quorum for Committee meetings. Twelve members constitute a quorum for General Meetings.
  10. The Committee will seek to ensure that the rules of the Club are observed and that decisions made at the Annual General and Special General Meetings are implemented. The Committee is responsible for all matters concerning the use of the courts and other Club facilities, including coaching arrangements, match fees and floodlight fees.
  11. The Committee may deal with Club matters that are not specifically provided for in the rules, reporting as appropriate to the general membership on action taken. The Committee is empowered to require the resignation of any member who acts in a manner prejudicial to the wellbeing of the Club.
  12. The Annual General Meeting (AGM) will be held in the first quarter of each year. At each AGM the officers will be appointed, the Chair will present an annual report and the Treasurer will present a statement of accounts which will be audited as and when required by appropriate legislation. The accounts will be available for perusal by all club members on request. A copy of the accounts will be displayed in the clubhouse for two weeks after the AGM. Membership categories and subscription rates will also be set for the year ahead.
  13. The Rules of the Club may be modified only at a General Meeting. Proposed rule changes must be presented in writing to the Secretary with the support of at least eight members and the proposals must be posted on the Clubhouse notice board and website at least seven days before the general meeting at which they will be considered.

Membership and subscriptions

  1. Club membership is currently available in the following categories:
    • Senior (aged 18 and over – including free membership for one child)
    • Family (one/two adults and all their children)
    • Student (in full-time education)
    • Senior citizen (aged 65 and over)
    • Advanced junior (under 18, but capable of playing at senior level)
    • Junior (10 to 18 years)
    • Mini tennis
    • Weekday (Monday to Friday only)
    • Social (playing on up to five occasions annually)
    • Honorary (by invitation of the Committee)

  1. Where relevant, age is measured from 1 January immediately before the AGM.
  2. Annual subscriptions and joining fees are determined at the AGM and must be paid by the end of April. Failure to pay will exclude a member from participation in Club play, matches, competitions, social events and the Wimbledon draw. A member who has not paid by the end of the Club year will be deemed to have ended their membership, but not their financial liability to the Club.
  3. Membership of the Club shall be open to anyone interested in the sport on application regardless of sex, age,disability, ethnicity, nationality, sexual orientation, religion or other beliefs.
  4. The Club committee may refuse membership, or remove it, only for good cause such as conduct or character likely to bring the club or sport into disrepute. Appeal against refusal or removal may be made to the members.
  5. The club is run on a “not for profit basis”. All surplus income or profits are re-invested in the club. No surpluses or assets will be distributed to members or third parties.

Play and use of Clubhouse

  1. Senior members have first claim on courts at times agreed by the Committee and publicised in the Clubhouse and on the website, though one court will be available for junior play unless Club or Tournament activities prohibit. Official inter-club matches – both senior and junior – have priority over social play. The Committee may identify and publicise particular times when juniors have priority use of the courts.
  2. Players must wear sports clothing and tennis shoes. Play will proceed according to Lawn Tennis Association rules. Courts must be used only for tennis and related training activities. Balls and floodlights will be provided, as required, for matches and designated Club and training sessions.
  3. The Clubhouse and playing facilities will be available to senior members every day from 8.30 to 23.30 and at other times for social occasions agreed by the Committee. Senior members may request a Clubhouse key in their second year of membership. The Clubhouse must be treated with care and members are expected to dispose of rubbish and recyclables with care. Table tennis equipment may be set up and used only in the presence of a Committee member.
    Dissolution of the Club.
  4. Upon dissolution of the club any remaining assets shall be given or transferred to another registered CASC, a registered charity or the sport’s governing body.


    Conway LTC: March 2008


AGREEMENT 1

THE ROLES OF OFFICERS, MATCH CAPTAINS AND TEAM CAPTAINS


The Chair will:

The Secretary will:

The Treasurer will:

The Assistant Treasurer will:

The Club Captain will:

The Social Coordinator will:

The Bar Manager will:

The Communications Coordinator will:

The Junior Coordinator will:

The Facilities and Maintenance Coordinator will:

The Men’s and Ladies’ Match Captains will:

Team Captains will:

AGREEMENT 2

GUIDANCE FOR JUNIOR MEMBERS

Conway LTC: March 2008