JOINT SERVICES GOLF CLUB (DHEKELIA) CONSTITUTION AND RULES. Copy of 7

JOINT SERVICES GOLF CLUB (DHEKELIA) CONSTITUTION AND RULES Copy of 7

AMENDMENT RECORD SHEET Number AMENDMENT Dated Amendments incorporated by (Signature) Date Copy: 1. President. 2. Chairman. 3. Captain. 4. Lady Captain. 5. Club Manager. 6. Treasurer. 7. Clubhouse notice board. i PREFACE

1. The Chairman and the Executive Committee of the Joint Services Golf Club (Dhekelia) have drawn up this constitution and its rules on behalf of The Club members to ensure the efficient and effective operation of The Club. 2. The constitution is to be available for all members to view. Members are welcome to propose to any member of the Club committee any refinement, amendment or suggestion. Amendments can only be ratified at the Annual General Meeting (AGM). The Secretary will promulgate any such amendments before the AGM for review. 3. Under exceptional circumstance, the Executive Committee may amend and make changes to the composition of said committee and amend or change the various duties of the general club committees when necessary. The Chairman has the right, for Service reasons, to overrule any decisions made by committees. 4. The finances of The Club are to be maintained in accordance with current Service Fund regulations (Non-Public) Funds. (Original Signed) Chairman JSGC(D) Date: 1 Jul 2015 (Original Signed) President JSGC(D) Date: 1 Jul 2015 ii

THE CLUB CONSTITUTION & RULES 1. The Club shall be named THE JOINT SERVICES GOLF CLUB (DHEKELIA), hereafter referred to as "The Club". 2. The Club exists to provide welfare and golfing activities for Service personnel, dependants and other entitled personnel within British Forces Cyprus (BFC). The Club will provide suitable facilities and an appropriate environment in which to play golf and will actively promote, encourage and motivate entitled personnel to play golf as a social, recreational and competitive service sporting activity. 3. The Club has associate membership of the Cyprus Golf Federation (CGF) and conforms to the rules of the Royal and Ancient Golf Club of St Andrews (R&A). CLUB MANAGEMENT 4. The Club is managed by a committee sanctioned by the Chairman. The duties of the committee are to include the conduct of sporting, social and recreational activities of The Club and the management, on behalf of the members, of the finance and all matters of general concern. Where possible, entitled members are to undertake key roles within the Club; however if there is a lack of available entitled members due to manpower constraints or operational commitments, non-entitled members will be invited to fill appointments until an entitled member becomes available. MEMBERSHIP OF THE CLUB 5. Entitled Membership. The committee may consider for membership persons who fall into the following categories: a. All military personnel serving in Cyprus. b. All foreign and commonwealth forces attached to BFC units. c. All personnel in military reserve services, serving in or on long term temporary duty with BFC units. d. All UK based civilians serving with BFC organisations and within the SBAA. e. All UK based contractors employed wholly by the MOD and who are entitled to free service provided health, education and housing provision. f. All dependants, including children of the above. A definition of a dependant is the wife or husband of, and any person, such as a child, who is wholly or mainly maintained by or in the custody or charge of a member of BFC. 6. Non-Entitled Membership. The committee may consider for membership purposes persons who are not eligible for entitled membership, but who apply for membership with a proposer and seconded from amongst The Club entitled members and are considered suitable and deserving. The number of non-entitled members is to be reviewed annually and must remain within guidelines set by HQ BFC. Non-entitled members will pay full subscription fees but are to have no voting rights. The executive committee may revoke a non-entitled membership at any time.!1

7. Junior Membership. Junior membership is available to any dependant child under the age of 18. Parents of junior members are responsible for his or her behaviour at all times when at The Club. A junior member has access to all club facilities but is excluded from using the bar facilities for the consumption of alcohol. A junior member who attains a full handicap (men s or ladies ) is eligible to play in adult competitions. 8. Honorary Membership. An honorary member must at the time of their admission or transfer to honorary membership, be a person that The Club desires to honour for services to The Club. Honorary members will pay no subscription fees and have no voting rights. 9. Visitor Membership. Visitor membership is available to entitled personnel, their houseguests and to ex-members of The Club, who are on a visit to Cyprus. Visitor membership shall not run for more than 2 consecutive months unless sanctioned by the Executive Committee. Visitor Members will be eligible to enter The Club Open competitions and fun competitions if they are in possession of a valid club handicap. They will not be allowed to enter The Club `honours board' competitions. CLUB OFFICIALS 10. President. The President of The Club shall be the Commander Dhekelia Station or his nominated deputy. 11. Chairman. The Chairman of The Club must be a serving military Officer appointed by the President. 12. Club Captain. The Club Captain shall be a serving military member wherever possible and will be appointed by the President and Chairman. The Club Captain will normally have been the Club Vice-Captain during the previous year, unless deemed otherwise by the President and Chairman. CLUB COMMITTEES 13. The Executive Committee. The Executive Committee is responsible for the overall management of The Club. Members of this committee, with the exception of the Chairman and Captain, shall be elected at the AGM and will hold office for 12 months until the following AGM. They shall be eligible for re-election annually. 14. The Executive Committee shall consist of the following: a. The Chairman. b. The Captain. c. The Lady Captain. d. The Treasurer. e. The Club Manager. f. The Secretary (minutes only). 15. The Executive Committee shall meet at least once a quarter and more frequently if deemed necessary by the Chairman to discharge the business of The Club. At all meetings, the Chairman or in his absence the Club Captain shall preside. The Chairman shall have the casting vote on any decisions made by the Executive committee. 16. The Executive Committee has the authority to engage or dismiss club staff as required. 17. Seven days notice of all Executive Committee meetings shall be given to each committee member to ensure full attendance.!2

18. The Management Committee. The Management Committee is responsible to the Executive Committee for the day to day running of The Club. It will consist of the following core members whose duties and responsibilities are detailed in annexes B to I: a. The Captain. b. The Vice Captain. c. The Lady Captain. d. The Club Manager. e. The Treasurer. f. The Competitions and Handicap Secretary. g. The Grounds Member. h. The Secretary (minutes only). The Club Captain may invite other appointed members to Management Committee meetings as required. 19. A member of the Management Committee may hold a maximum of 2 appointments on the authority of the Executive Committee. 20. Management Committee meetings should be held at least every two months or more frequently if deemed necessary by the Club Captain. The Chairman may request members of the Management Committee to attend Executive Committee meetings if deemed necessary. CLUB COMMITTEE ELECTION PROCEDURE 21. Eligibility for Election. Members of the Club Committees should where ever possible be entitled members of The Club. Nominations are to be voted in at the AGM, with the Club Captain and Vice Captain being entitled members. The Lady Captain should where ever possible be an entitled member of The Club. In the event that an entitled lady member cannot be found to fill the vacancy, then the Chairman can direct that a non-entitled lady member may take up the appointment. 22. Election Procedure. A list of nominations for election to the Executive and Management Committees is to be posted on the notice board in the clubroom, four weeks prior to any AGM. The nominees, together with the names of their proposer and seconder shall be entered on the list. This will be closed and taken down one week prior to the AGM. The numbers of votes cast for each nominee will not be announced (only entitled members are entitled to vote). 23. Sub Committees. In addition to the committees outlined above, the following sub committees shall be formed: a. Grounds Committee. The Grounds Committee is responsible for the maintenance of and improvement to the golf course. Any changes to the course will be at the discretion of the Grounds Committee. The committee shall comprise of the Club Captain, the Vice Captain, the Lady Captain and the Grounds Member. Projects that require funding above the budget allocated to the grounds staff shall be referred to the Executive Committee for approval. The Grounds Committee shall meet at least quarterly and in liaison with the Treasurer, will produce a plan for the coming year.. Any over budget spend must be authorised by the Executive Committee before expenditure. b. Competitions Committee. The Competitions Committee will consist of the Club!3

Captain, the Vice Captain, the Lady Captain and the Competitions and Handicap Secretary or the Assistant Competitions and Handicap Secretary, who are responsible for the efficient organisation and running of all Club competitions and matches. c. Festival of Golf Committee. This Committee is responsible for the efficient organisation and running of the Festival of Golf week. It will comprise of the Club Vice Captain(Chair), the Lady Captain, the Competitions and Handicap Secretary, the Seniors' Open competition organiser, the Club Manager and the Secretary. d. Handicap Committee. This Committee will be responsible for implementing The Club handicap policy in accordance with rules of the governing bodies. It will comprise of the Club Captain, the Vice Captain, the Lady Captain and the Competitions and Handicap Secretary. CONSTITUTION AMENDMENTS AND NEW RULES 24. The Constitution will be reviewed when required by the Executive Committee and any changes promulgated to members via The Club notice boards. No amendments or alterations to the constitution shall be made by the Executive Committee without ratification by an Annual General Meeting or Extraordinary General Meeting. ANNUAL GENERAL MEETING 25. The AGM shall, where possible, be held during the first week of June. The AGM will select the new Committees. At least 51% of the entitled members of The Club shall be present to constitute a quorum, and every proposition shall be decided by a majority vote of the entitled members present. Junior and non-entitled members are not permitted to vote at an AGM, but they may attend to express their views. All items for discussion at the AGM are to be submitted in writing to the Secretary not less than 7 days prior to the AGM. Other business will be accepted from the floor at the AGM and discussed, but it may not be voted on, but it will be carried forward to the next Management or Executive Committee meeting for discussion. 26. All voting is to be conducted in person, proxy voting is only permissible for entitled members who are unable to attend the AGM due to leave, duty or other military commitments. Their votes, in a sealed envelope, should be given to the Chairman for inclusion at the appropriate time. 27. The Treasurer shall submit a financial statement of affairs and balance sheet for the past year for consideration and approval at the AGM. This is to be produced just before the AGM and made available to the membership at the meeting. The Treasurer may submit an interim report if appropriate. EXTRAORDINARY GENERAL MEETING 28. The Executive Committee may direct the Secretary to call an Extraordinary General Meeting at any time. An EGM will be called in exceptional circumstance and only for the good and benefit of The Club. SUBSCRIPTIONS AND FEES 29. Annual subscriptions, green fees and locker fees shall be reviewed and set by the Executive Committee annually. 30. Subscriptions and other fees are payable annually on the first day of October. Members whose fees are not paid by the first of October are not eligible to compete in Club competitions until payment is made. Non-renewal of membership by the first day of November will be regarded as the membership being terminated. 31. Refunds of annual subscriptions or other fees will only be considered in exceptional circumstances and judged on a case by case basis. Entitled members requesting refunds are to submit their requests in writing to the Chairman who may authorise refunds at a rate!4

of 1/12 of the membership subscription for each unexpired month of the fee paid, apart from the CGF element and the locker fee which remains non-refundable. 32. Lockers. The Membership Secretary is to ensure that entitled members have priority over non-entitled members for the allocation of lockers. 33. The Chairman may offer incentives to those members who take up Committee appointments or who volunteer to undertake other supporting roles within The Club. This will be in recognition of the time and personal effort that they contribute for the benefit of The Club. 34. Green fees are payable by all visitors to The Club, the amount being decided annually by the Executive Committee. Green fees must be paid in full prior to commencement of a round. Once play has begun, green fees are not refundable. 35. Visitors must adhere to the dress code policy and conduct code of The Club. If a green fee player breaches any of The Club rules, the player may be denied further use of the course with no entitlement to refund. COURTESY OF THE COURSE 36. The President and the Commander, British Forces Cyprus shall be given courtesy of the course at their convenience. 37. Past Chairmen, Club Captains and Lady Captains of The Club may be afforded courtesy of the course. Such courtesy may only be exercised when their stay in Cyprus is not more than one calendar month. 38. Club Chairpersons, Club Captains, Lady Captains and Club Secretaries of the other three Service Golf clubs in Cyprus are afforded courtesy of the course. A reciprocal arrangement exists for The Club's office holders. 39. Courtesy of the course does not give the recipient the right of free entry into The Club's competitions; it only negates the requirement to pay green fees when playing social golf. 40. The President, the Chairman and the Captain may authorise the waiving of green fees, if a visitor warrants exemption through benefit to The Club. The name of the visitor should be put on the green fee sheet with the sponsor s name and waived in the money column. PRIORITY OF THE COURSE 41. The following are granted priority in order when there is a possibility of a delay on the first tee: a. Players in The Club diary competitions. b. Players in The Club knock out competitions. c. Entitled members. 42. All players on the course are to play without undue delay and, if they are holding up play and are not being held up themselves, they are to allow the group following to play through. 43. At all times, those not playing a full round from the first tee, or playing as more than a 4 ball, have no standing on the course. COURSE RESERVATIONS 44. The course may be reserved for specific dates and times by application to the Club Manager. The Club Manager must receive such an application at least 14 clear days prior!5

to the date for which the reservation is requested. 45. The interests of the Club Membership shall be paramount when considering applications for reservations of the course. Course reservations which involve members of The Club shall take priority over those that do not, with the proviso that there may be a specific requirement upon occasion to give priority to Service personnel. COURSE CLOSURE 46. The President (Head of Establishment) has the right to curtail all or any golf activities at any time for operational reasons or other Station activities. 47. The Executive Committee can close the course at any time. Additionally, the Club Captain, Club Manager or grounds staff, singularly or collectively, may make a decision to close the course, when they believe play on the course may result in damage to any part of the course or a danger to the players. All members on the course are to be notified as soon as possible of such a decision and a notice displayed on the first tee. 48. Any member playing on the course after notification of the course closure shall be liable for disciplinary action. GROUNDSTAFF AND COURSE EQUIPMENT 49. Club Members may use non-mechanical equipment to assist in the maintenance of the fairways, browns and their surrounds but only after consultation with, and authorisation by, the grounds staff. Health and Safety is to be paramount and no equipment is to be used without prior training and a certificate signed to state that training has been given. Only suitably qualified and competent persons are to operate machinery. 50. Course equipment may not be removed from the course without the permission of the Grounds Member or the grounds staff. 51. Trees, bushes and plants growing on the course are not to be trimmed, cut or removed without the prior authority of the Grounds Committee. RULES AND DECISIONS 52. The Rules of Golf of the R&A shall be observed in all matches and competitions. 53. The Management Committee shall have the power to make and amend Local Rules for the playing of golf in accordance with the guidelines laid down by the R & A and the CGF. 54. In competitions, rulings and decisions regarding occurrences during these competitions are to be obtained from the Competitions Committee. Any ruling or decision made by the Competitions Committee is binding on all Club members. 55. In competitions, complaints or objections may only be made to the Competitions Committee and must be made in accordance with the Rules of Golf. HOLEIN-ONE 56. A holeinone is only valid if achieved during an officially recognised round of golf of a minimum of 12 holes and independently witnessed, an accordance with The Club policy. Any Club member achieving a "HoleinOne" will be presented with a certificate and a tie (gentlemen), or brooch (ladies). The Club Manager is responsible for administering the holeinone procedures. DRESS 57. All Members of The Club are to conform to the dress code policy of The Club on and around the course. In the clubhouse, dress although not formal must be clean and non!6

DISCIPLINE offensive. Golf shoes are not to be worn in the clubhouse. Any member or visitor not conforming to the dress code policy will be invited to leave The Club. 58. The Executive Committee has the right to take such action as they deem necessary against any member of The Club for acts of dishonesty, malpractice or other undesirable conduct which, in the opinion of the committee, is prejudicial to the aims, objectives, interests or reputation of The Club. No individual member of The Club or committee shall have the right of summary discipline for any offence, except as provided to the Competitions Committee in the Rules of Golf as authorised by the R&A or the Local Rules of The Club. 59. Members are not permitted to address complaints to The Club staff directly. In the first instance such matters should be brought to the attention of the Club Manager and passed to the Captain. Should a member feel that his or her complaint is not being dealt with appropriately they may approach the Club Captain or put their complaint in writing to the Chairman. SHOP 60. The Club will maintain a shop for the purpose of providing golfing equipment to members. The shop will be managed by volunteers and is solely for the purpose of selling or hiring equipment at a reduced cost to members and visitors. The sale of goods is to be strictly controlled and profit margins set by the Executive Committee. Under no circumstance is personal gain to be made from the sale of goods. All profits from the sale of goods will be reinvested into The Club. OPENING HOURS 61. The course will be open during normal daylight hours throughout the year unless a notice stating otherwise is prominently displayed. The Club locker room will be available to members at all times. 62. The Club bar will be open at the times posted in the bar. 63. The Shop is to open when required for competitions and other golfing events, as well as listed times displayed in the Shop window. ALCOHOL 64. Only alcoholic beverages purchased from The Club bar may be consumed in The Club. Members and visitors are not to consume alcohol on the course or anywhere else except the bar and patio areas. In exceptional circumstances the Executive Committee may allow alcohol to be served on the course and normally only to promote a competition or social event. CHILDREN 65. Children, who are not Junior Members, will be permitted on the course provided they are under the control of an adult Member who shall be responsible for their conduct and behaviour. 66. Children are not permitted to practise on, or play any hole or any part of the course, unless they are Junior Members of The Club, or have paid the relevant green fee. DOGS 67. Dogs are not permitted in the clubhouse or on the course at any time.!7

SUGGESTIONS AND PROPOSALS 68. Any member who has a suggestion, which in their view will enhance the facilities provided by The Club, should put it in the suggestions book. All other proposals should be made in writing to the Club Manager who is to ensure that any such proposal is raised at the next relevant committee meeting. The Club Manager will inform the member of the committee's decision which will also be recorded in the suggestions book.!8

ANNEX! A TO THE CLUB CHAIRMAN 1. The Club Chairman is an appointed position and is responsible to the President for ensuring that the Club is run in an effective manner and in accordance with The Club Constitution, Service regulations and Station Encroachment directive. 2. The Club Chairman is to chair the meetings of The Club Executive Committee, which should be held at least once per quarter. He is also to chair the Annual General Meeting and any Extraordinary Meetings as deemed necessary. 3. The Club Chairman is to ensure that The Club accounts are maintained in accordance with Service Funds Regulations and is personally responsible for carrying out monthly Fund Manager checks with the Regimental Accountant, HQ Dhekelia Station. He or she must be Fund Manager qualified. 4. The Club Chairman is to ensure The Club maintains an Encroachment Development Plan (EDP) and Financial Plan (FP). 5. The Club Chairman is to ensure that all members are to be made aware of and comply with the Safety, Health, Environment and Fire (SHEF) regulations as laid down by the Station SHEF directive. 6. The Club Chairman is responsible for the oversight and correct management of all activities, ensuring compliance with BFC and Dhekelia Station directives. 7. The Club Chairman is to ensure that no duty free goods are available for sale to nonentitled personnel at any time. 8. The Club Chairman is to maintain all documentation regarding insurance, etc. as required by law or Dhekelia Station directives. A-1

ANNEX B TO DUTIES OF THE CLUB CAPTAIN 1. The Club Captain is an appointed position and is responsible to the Chairman for the efficient day to day running of The Club, in accordance with The Club constitution. 2. The Club Captain is to seek advice or approval from the Executive Committee for such projects or decisions which are of a major nature and require expenditure of over 500. 3. The Club Captain, in conjunction with the Competitions/Handicap Secretary will be responsible for producing a fixtures list for the following season prior to the annual fixtures meeting with the other Services golf clubs. 4. The Club Captain is responsible for ensuring that all Competitions are run in accordance with the Rules of Golf of the R&A, the CGF regulations, The Club Local Rules and The Club Competition Rules/Procedures. 5. The Club Captain will ensure that all elected Committee members are carrying out their responsibilities in accordance with their job specifications. 6. The Club Captain is to chair the Management Committee meetings and is a member of the Executive Committee. 7. The Club Captain is to assist the Chairman with The Club EDP. 8. The Club Captain is responsible for the reception and hosting of sponsors in conjunction with other members of The Club. 9. The Club Captain is to ensure The Club reviews the SHEF policy annually and is the focal point for all SHEF matters. 10. The Club Captain is responsible for recruitment of entitled personnel to The Club. B-1

ANNEX C TO DUTIES OF THE CLUB VICE CAPTAIN 1. The Vice Captain is a voluntary position and is responsible to the Club Captain. 2. The Vice Captain acts on behalf of the Club Captain in his absence. 3. The Vice Captain is to assist the Club Captain in the management of the course. 4. The Vice Captain is to ensure monthly and annual property checks are conducted and that the property book is kept up to date at all times. 5. The Vice Captain is to plan with the Competitions and Handicap Secretary all Inter-Club fixtures, ensuring all team lists and transport are arranged in time for each fixture. He is responsible for arranging any prizes required for home fixtures. 6. The Vice Captain is to liaise with the Club Manager to ensure that The Club trophies and boards are updated with the winner(s) of each event. 7. The Vice Captain is to be a member of the Management Committee. C-1

ANNEX D TO DUTIES OF THE LADY CAPTAIN 1. The Lady Captain is a voluntary position and is responsible to the Club Captain for all matters relating to the Ladies' Section. 2. The Lady Captain is to assist the Club Manager in the running of The Club so far as it affects the Ladies' Section. 3. The Lady Captain is to ensure that all Ladies competitions are run in accordance with the Rules of Golf of the R&A, the CGF regulations, The Club Local Rules and The Club Competition Rules and Procedures. 4 The Lady Captain is to be a member of both the Executive and Management Committees. D-1

ANNEX E TO DUTIES OF THE CLUB MANAGER 1. The Club Manager is a voluntary position and is responsible to the Executive Committee for the smooth and efficient running of The Club. He or she is The Club focal point and link between members and committees. 2. The Club Manager is to ensure that he or she is available for up to 10 hours per week. 3. The Club Manager is responsible for delegation of tasks to members where appropriate including maintenance of The Club web page. 4. The Club Manager is also responsible for the following areas: a. Liaison with the CGF ensuring The Club is represented at CGF Board meetings and passing the information to club members. b. Line manager for all club staff and employees including conducting all interviews and inductions. c. Ensure arrangements for all club bookings are accurate and funded prior to commitment by The Club. d. Promoting and implementing energy saving measures. e. Promoting and following relevant Health and Safety procedures. f. Collection of monies from the green fee safe, together with one other agreed person, collating the green fee sheet and passing the monies to the Regimental Accountant on a regular basis. g. Course bookings. h. Hole in one procedure. 5. All employees of The Club have the right of access to the Club Manager and through him or her to the Executive Committee if necessary. 6. The Club Manager is the contact between members of The Club and the committees and he or she is expected to maintain contact with all members, informing, directing and helping as necessary. Conversely, members are expected to deal with the Club Manager on any matter that concerns them and not to approach members of the committees in the first instance. Members are not permitted to address complaints, etc to The Club staff directly. 7. The Club Manager is expected to exercise firmness with tact in dealing with members complaints and behaviour etc. If necessary, members should be invited to meet the committee to put forward their points of view. 8. The Club Manager is to ensure advice and direction is available to members and visitors on all aspects of the game of golf with particular reference to The Club s Local Rules and etiquette. 9. The Club Manager is to be a member of both the Executive and Management Committees. E-1

ANNEX F TO DUTIES OF THE CLUB TREASURER 1. The Club Treasurer is a voluntary position and where ever possible, should be an entitled member with specific experience of Service Funds accounting. 2. The Club Treasurer is responsible to the Chairman for maintaining The Club's accounts in accordance with Service Funds regulations. 3. The Club Treasurer is to prepare a liquidity statement to be presented at all Executive Committee meetings and at the Annual General Meeting. 4. The Club Treasurer is to prepare annually a financial plan and present the plan to the Executive Committee. This plan is to cover a minimum of a 12 month period. 5. The Club Treasurer is to continually review assets and liabilities and make recommendations to the Executive Committee on future investment strategy. 6. The Club Treasurer is to ensure that all outstanding bills are paid within 30 days of receipt of a statement or request for payment. 7. The Club Treasurer in conjunction with the Regimental Accountant is to periodically review the Shop and Bar profit/loss and make recommendations to the Executive Committee as appropriate. 8. The Club Treasurer is to ensure that all salaries, tax and insurance payments are paid in respect of all employees in accordance with current SBAA and Republic of Cyprus regulations. 9. The Club Treasurer is to co-ordinate all supporting accounts documentation for the presentation to relevant audit teams. 10. The Club Treasurer is responsible for ensuring adequate insurance cover exists for The Club assets, fixtures and employees. 11. The Club Treasurer is to be a member of both the Executive and Management Committees. F-1

DUTIES OF THE COMPETITIONS AND HANDICAP SECRETARY ANNEX G TO 1. The Competitions and Handicap Secretary is a voluntary position and is responsible to the Club Captain for the efficient organisation, running and recording of all competitions throughout his tenure of office. 2. The Competitions and Handicap Secretary is to ensure that all competitions are run in accordance with the Rules of Golf of the R&A, the CGF regulations, The Club Local Rules and The Club Competition Rules and Procedures. 3. The Competitions and Handicap Secretary is responsible for: a. Assisting the Club Captain in planning the year s competitions, club matches and the production of the annual fixtures list for The Club. b. Formulating competitions, ensuring that completion dates are strictly adhered to, entry forms are available in plenty of time and distributed as required. c. Ordering and purchasing the trophies and prizes for all competitions, ensuring that the amount spent does not exceed that received in entry fees or sponsorship donations. d. Consolidating a main scoreboard for major events to be displayed for competitors information. e. Checking all scorecards after competitions and consolidating the results for display as required. Passing the competition results to the Club Manager for uploading to The Club website. f. Making a consolidated list of major results for presentation at the Annual General Meeting. g. Submission of score cards and updating handicaps (whilst electronically maintained, these are to be reviewed regularly). h. Producing start times for competitions to be displayed at least 2 days prior to the event. i. Checking that entry fees for all competitions are paid and accounted for. Ensuring that all receipts and payments are recorded on a spreadsheet which should be presented for audit. j. Supplying the Captain or Chairman with a list of competition winners for the presentation. k. Liaising with the Competitions Secretaries of the other clubs regarding entries to other major competitions. 4. The Competitions and Handicap Secretary is responsible for: a. Processing all score cards submitted by members of The Club for obtaining an initial handicap. b. Ensuring that new members who join from a previous club produce a valid handicap certificate from their previous club for consideration, before being awarded a handicap at Dhekelia. c. Processing all score cards of members for handicapping purposes, to ensure that members are allocated the correct handicap according to the current handicapping system G-! 1

as laid down by the governing bodies. ANNEX G TO d. Maintaining and keeping up to date a register of handicaps in accordance with the current handicapping system and displaying the register on the competition notice board. e. Providing a handicap certificate on request for any member leaving the Club or playing at away courses. f. Bringing to the Captain's attention any problems or irregularities regarding member's handicaps. g. Calling Handicap Committee meetings to review members' handicaps as necessary and to hold an Annual Handicap Review as required by the EGA. 5. The Competitions and Handicap Secretary is to be a member of the Management Committee. G-! 2

ANNEX H TO DUTIES OF THE GROUNDS MEMBER 1. The Grounds Member is a voluntary position and is responsible to the Club Captain for the efficient maintenance of the course, all The Club's machinery/equipment and the effective use of the workforce. He or she is to communicate the Club Captain s policy on priority of work to the grounds staff, specifically the order of priority for bunkers, "browns" and fairways. He or she is to communicate the Club Chairman s policy on all matters concerning the use of club equipment and Health and Safety on the course. 2. The Grounds Member is to liaise with the Treasurer to discuss all financial matters appertaining to the grounds upkeep. He or she will account for the grounds staff expenses, subject to budgetary control and produce itemised balanced statements to the Treasurer at the end of each month. 3. The Grounds Member is to supervise all ground staff and casual labour employed to work on the course. 4. The Grounds Member is to control and account for all stocks of seeds, fertilisers, weed killers and POL as directed by the Management Committee. 5. The Grounds Member is to ensure safe methods of working for all the grounds staff and casual labour employed to work on the course 6. The Grounds Member is responsible for the supervision of ground staff including the detailed daily tasking of work, control of hours worked, quality control and audit of all tasks performed. 7. The Grounds Member is to supervise the proper husbandry of soils and to direct the maintenance of all grassed areas, especially fairways. 8. The Grounds Member is to direct the maintenance of "browns" in order to produce the best possible conditions for putting. 9. The Grounds Member is responsible for ensuring that Teeing areas are properly defined, marked and maintained. 10. The Grounds Member is to direct the preparation and maintenance of sand bunkers including turf revetment when required. 11. The Grounds Member is to direct the clearing of all debris from the course and repairing any damage. 12. The Grounds Member is to direct the construction and repair of all fences, posts and markers used by The Club. 13. The Grounds Member is responsible for the maintenance of all water irrigation equipment and is to ensure that the water irrigation system is kept in a fully operational state at all times. 14. The Grounds Member is to ensure that proper maintenance and records of servicing of all equipment is carried out in accordance with the manufacturer s instructions. 15 The Grounds Member is to be a member of the Management Committee. H-1

ANNEX I TO DUTIES OF THE SECRETARY 1. The Secretary is a voluntary position and directly responsible to the Club Manager. 2. He or she is responsible for the accurate recording and dissemination of committee meeting minutes once approved by the chairman of the committee. 3. He or she is to maintain a database recording committee minutes and these are to be kept for 6 years. 4. He or she is to issue a calling notice for committee meetings once approved by the relevant chair. 5. He or she is to hold an updated contact list of all members, provided by the Membership Secretary. 6. The Secretary is to attend both the Executive and Management Committees. I-1

ANNEX J TO DUTIES OF THE SHOPKEEPER 1. The shopkeeper is a voluntary and unpaid position and is directly responsible to the Club Manager. This is not a committee appointment. 2. The Shopkeeper is to provide a service to the Club for the provision of golfing equipment. 3. The Shopkeeper is to assist the Competition and Handicap Secretary in supplying prizes for competitions. 4. The Shopkeeper is to: a. Pay in monies to the Regimental Accountant's office with sale and stock sheets at regular intervals. Only sums that are covered by The Club's insurance policy are to remain on the premises overnight and then only in the club safe. b. Ensure that there is sufficient stock in the shop at all times and that the shop operates at a profit level as laid down by the Executive Committee. He or she is to work in close liaison with the Treasurer to control the value of stock held in the shop for insurance purposes. c. Maintain accurate stock sheets and update them from sales sheets. d. Ensure that only members, their guests, green fee players and other military golf clubs are allowed to make purchases from the shop. If there is in any doubt, then proof of identity prior to the sale is to be made. e. Ensure that the shop and stock room are kept clean and tidy at all times. f. Ensure that only agreed sales and services are operated by the shop and on club premises. (Private sales are prohibited). g. Maintain control of The Club scorecards to ensure they are up to date and that sufficient stocks are held for events. 5. At the end of the playing season the Shopkeeper in conjunction with the Treasurer is to carry out a complete review of shop stock and plan the requirements for the new season. He or she is to recommend to the Treasurer any stock requiring write off or reduction in price. J-1

ANNEX K! TO DUTIES OF THE MEMBERSHIP SECRETARY 1. The Membership Secretary is a voluntary position and directly responsible to The Club Chairman. This is not a committee appointment. 2. He or she is to maintain a membership list in accordance with levels set by the Executive Committee. 3. He or she is to maintain an up to date waiting list for new applicants. 4. He or she is to ensure that all monies are paid into the Regimental Accountant's office in a timely manner, with minimal monies being retained. Only sums that are covered by The Club's insurance policy are to remain on the premises overnight and then only in the club safe. Copies of receipts for all payments are to be passed to the Treasurer. 5. He or she is to ensure that all members are enrolled with the Cyprus Golf Federation. 6. He or she is to maintain up to date lists of contact details for all members and inform the Secretary and Club Manager of any changes. 7. He or she is to manage the allocation of lockers and ensure that the entitled members are given priority over the non-entitled members. 8. He or she is to advise the Competitions and Handicap Secretary of all new members with regards to CGF enrolment and handicap issues. DUTIES OF THE PROPERTY MEMBER! K-1

ANNEX L! TO 1. The Property Member is a voluntary position and is directly responsible to the Club Manager. This is not a committee appointment. 2. The Property Member is to carry out a 100% property check on appointment, monthly, annually or as directed. 3. The Property Member is to maintain The Club property book by updating it after purchases or write-offs. 4. The Property Member is to advise the Treasurer on any property losses or damages that will affect the overall value of The Club s property for insurance purposes. 5. The Property Member is to prepare the Club Property book for audit as required. 6. The Property Member is to assist the Chairman in conducting property conditioning boards as necessary. 7. The Property Member is to assist other committee members where required.! L-1

ANNEX! M TO DUTIES OF THE HOUSE MEMBER 1. The House Member is a voluntary position and is directly responsible to the Club Manager for the maintenance of The Club buildings and fixtures. This is not a committee appointment. 2. The Club's buildings and fixtures are to be inspected regularly for damages and wear. Should repair be required the necessary details are to be raised at the next Management Committee meeting so that approval for the repair can be given and the appropriate funds allocated. 3. All repairs are to approved by DIO in the first instance. Under no circumstance are third party or self help works to be undertaken without prior DIO approval. No external contractor is authorised to conduct repairs in The Club without a third party works agreement through DIO. 4. The House Member is responsible for assisting the Competitions and Handicap Member with updating boards each season in conjunction with the Vice Captain. 5. The House Member is to assist other Committee Members where required.! M-1

ANNEX N TO DUTIES OF THE FOOD MEMBER 1. The Food Member is a voluntary position and is directly responsible to the Club Manager. This is not a committee appointment. 2. In general, he or she is to work in partnership with event organisers and the Club Manager and in all areas relevant to the provision of food in the clubhouse to provide the best possible service to customers. 3. This will include: Planning for functions by: a. Discussing requirements with event organisers and obtaining quotes for food. Obtaining additional china, cutlery, glassware if needed. b. Working with the Club Manager to identify additional charges to include in the final quote for the event organisers. c. Ensuring that any food sign up sheets are put on the competitions notice board at the same time as competition entry sheets. d. Communicating with event organisers to see that agreed menu, numbers and timings are provided to the food provider in good time and passing this information to the Club Manager. Supervising food service by: a. Ensuring food providers are familiar with the kitchen layout and overseeing their use of The Club facility and contents. Arranging for appliances to be turned on in good time. b. Checking that tables, china, cutlery etc have been prepared as required. c. Organising and supervising the serving of food, including collection of meal tickets where necessary. e. Directing and supervising the kitchen/serving staff to ensure good service. Completing follow-up procedures including: a. Collecting or signing for food if required and obtaining invoices from food providers. b. Ensuring the Clubhouse has been cleared and returned to normal layout. c. Passing invoices and timesheets to the Club Manager for payment. d. Advising the Club Manager of any compliments, queries, difficulties or complaints related to food provision or service. Ensuring that the kitchen is well organised and tidy by: a. Organising storage areas for ease of use and ensuring that items are returned to the correct location. b. Checking stores, including those in fridges and freezers and removing any which need discarding. c. Managing the kitchen and gas supplies and informing the Club Manager of any cleaning materials or gas that need ordering. Refilling the soap dispensers and cleaning sprays. d. Ensuring that the kitchen has been properly cleaned after use and that cleaning N-!1

ANNEX N TO schedules are signed accordingly. Arranging a periodic thorough clean of all kitchen areas (up to 4hrs per month) and arranging additional necessary deep cleaning when agreed by the Club Manager. e. Ensuring that The Club Health and Safety, energy saving and security measures are implemented in the kitchen. f. Advising the Club Manager of any queries or difficulties that arise concerning kitchen usage and reporting repairs, or maintenance that is needed. N-!2

ANNEX O TO DUTIES OF THE SPONSORSHIP MEMBER 1. The Sponsorship Member is a voluntary position and is directly responsible to the Club Manager. This is not a committee position. 2. The Sponsorship Member is to co-ordinate the procedures related to contacting, hosting and thanking sponsors for Club and Men's competitions. The Lady Captain will be responsible for organising sponsorship for all Ladies' competitions, working with the Sponsorship Member where appropriate. 3. The Sponsorship Member is to proactively seek new sponsors in accordance with the requirements of the Competitions Committee. 4. Prior to competitions, the Sponsorship Member will contact the sponsor to confirm the date and timing of the event and their attendance. The Sponsorship Member should encourage early payment of sponsorship funds. The Sponsorship Member will make necessary arrangements to ensure access to Dhekelia Station for the sponsor. O-1