SEACROFT GOLF CLUB Club Handbook Rules and Bye-laws 1
Contents Club Overview... 5 Objects... 5 Management of the Club... 5 Membership 6 Application for membership... 6 Types of membership... 6 Local Full playing... 7 Graduated Adult Playing.7 Mid-Distant Adult Playing..7 Distant Adult Playing..7 Junior.7 Adult Social 7 Social (with Local Playing Partner) 7 Weekend Membership. 8 Adult Novice ---------------------------------------------------------------------------------------------------8 Adult Academy.8 Life Membership..8 Ways to pay membership fees..8 Membership Year and renewal 9 Membership Fees 9 Termination of a membership... 9 Management... 10 Overview... 10 Directors... 10 Elected directors... 10 Company Chairman (Seacroft Golf Links Co Ltd)...11 Ex-officio Directors... 12 Directors Board Meetings 12 Directors ability to delegate... 12 Positions at the Club... 12 2
Election Meeting... 12 Application process... 12 Election process...12 Length of position... 13 Position renewal... 13 Club Meetings... 13 Calling a meeting... 14 Notice of Meeting.14 Voting... 14 Administration... 15 Ways to vote... 15 - Show of hands... 15 - Proxy 15 Proxy Voting...16 Disciplinary Procedure... 16 Exclusion from premises... 16 Guests and Green Fees... 17 Temporary Members... 17 Green fees... 17 Guests... 17 Miscallaneous..18 Health and safety... 18 Expenses... 18 Clubhouse and facilities... 18 Mobile Telephones.19 Changing Rooms, Lockers & Trolley Spaces 19 Personal and Club property... 19 Handbook interpretation... 20 Bye-Laws... 20 Etiquette of Golf... 20 Courtesy of the course... 20 Members Tee Times... 21 Wednesday Competitions.20 Thursday Competitions....20 3
Throughout the Week.20 Local Rules 20 Consideration for other players 20 Behaviour during play 21 Priority on the Course.21 Damage to the Course, Clubhouse & surrounding properties 21 Care of the Course - Holes in Bunkers... 22 - Restore divots, repair ball marks and damage by spikes.22 - Damage to greens, flagsticks and bags... 22 - Golf Carts, Buggies and Trolley s... 22 - Damage through practice swings... 22 Dogs..22 Dress Code on the Course.22 Dress Code in the Clubhouse.22 Golf Buggies 23 Pace of Play 23 Competitions... 23 Miscellaneous... 23 4
Club Overview Seacroft Golf Club (Club) was founded in 1895 and incorporated as a Limited company in 1900 as Seacroft Golf Links Company Ltd. Originally the 1 st tee was located outside The Vine Hotel and the course only had nine holes. In 1900 it was decided to build an 18 hole golf course designed by Willie Fernie of Troon and much of the present course is little changed from that design. In 1923 further land was purchased and the 12 th, 13 th, 14 th, 15 th and 16 th holes were improved Many of the founding members of the club were from Nottingham. In those days Skegness was commonly known as Nottingham by the sea. The houses near the course were built after its conception by many of these industrialists and professional people who spent much of their leisure time at Skegness. The original clubhouse was built in 1904 and the present clubhouse which was opened in 2005 is built on that same site. These rules and bye-laws (Rules) have been adopted to assist in good, efficient and proper management of the Club. Objects The Club has as its objects: to provide facilities for golf and generally to promote, encourage and facilitate the playing of golf to provide facilities for social and recreational activities to promote a congenial atmosphere in which to enjoy these activities. The Club is committed to ensuring that equity is incorporated across all aspects of the Club and its development. In doing so it acknowledges and adopts the English Golf Union s generic equity statement on definition of sports equity. Management of the Club The day-to-day management of the Club is carried out by the Board of Directors working through the Club s General Manager/Secretary. Matters relating largely to the playing of the game of golf and club social activities are overseen by the Committee of Seacroft Golf Club. This committee comprises of the elected Board Directors, Club Captain, Club Vice- Captain and the Ladies Section Captain. Further details of how the Club is managed and how the directors are appointed can be found on page 10. 5
Membership Application for Membership Any person wishing to join the Club may become a member, subject to the conditions set out in these Rules. There are various types of membership available to suit differing needs. Please see the Types of Membership section on page 6 for further information. In order to become a member a candidate must complete a membership application form providing personal contact information. The latest version of this form can be obtained from the Club s website, and can also be obtained from the General Manager/Secretary. Details of prospective members will be bulletined on the Club noticeboard for fourteen days Once the form has been completed this must be submitted to the General Manager/Secretary or Club Professional. At this stage, should there be any concerns with regard to the prospective member these will be referred to the Board of Directors. An application may only be refused by the Board of Directors for good and sufficient reason. Examples include misconduct or when it appears their character is likely to bring the Club or the game of golf into disrepute. Upon being accepted as a member the applicant will be required to pay their membership fee (or alternatively set up a direct debit), and in doing so they will be issued with a Welcome Pack Once a member has paid their membership fee they will be deemed to have accepted both the Club s articles of association and also the Rules of the Club, as varied from time to time. Types of Membership The Club offers a number of types of membership. These are all designed to accommodate members needs and wants. The different types of membership have differing rates, with many having differing benefits and eligibility criteria. Full details of the membership types are explained below. The membership types all have been designed to encourage participation in golf. Their membership rates have also been set at a level that tries not to pose a significant obstacle to those wishing to join the Club, although at the same time allowing the Club to cover its costs. Adult playing members (aged 18 and over) and Social members, who were in membership prior to 19 th August 1997, are entitled to vote in a general meeting (junior members are not entitled to vote in a General Meeting). The following classes of membership do not carry an entitlement to vote in general meeting: Social Membership (apart from Social Members who were in membership prior to 1 st August 1997), Social Membership with a playing partner, Weekend Membership, Adult Novice Membership & Adult Academy Membership. Full details of a member s ability to vote is explained on page 14. 6
All memberships are for a period of twelve months, unless otherwise stated. If a member decides to join mid-way through a membership year their membership fee will be calculated pro rata. The types of membership available are: Local Full Playing Membership A full playing membership is available for all members over the age of 34 and living within a 15 mile radius of Seacroft Golf Club. There are no restrictions with this membership and members can play seven days a week. Reduced membership rates apply for members attaining the age of 70 & 80 who have been in membership for twenty years or more. Graduated Adult Playing Membership A graduated membership available for those members aged 18 to 34. This membership benefits from the same rights as a full playing membership and is designed to ease more junior members into the cost of a full playing membership. Mid-Distant Adult Playing Membership A Mid-Distant Adult Playing membership applies to members whose primary place of residence is between 15 and 30 mile radius of Seacroft Golf Club, as set out on a map that can be obtained from the General Manager/Secretary. A sight of the member s Council Tax may be required as proof of their main residency. It cannot be combined with any other category of membership. This membership benefits from the same rights as a local full playing membership. Distant Adult Playing Membership A Distant Adult Playing membership applies to members whose primary place of residence is outside a 30 mile radius of Seacroft Golf Club, as set out on a map that can be obtained from the General Manager/Secretary. A sight of the member s Council Tax may be required as proof of their main residency. This membership cannot be combined with any other category of membership. It has the same rights as a full playing membership Junior Membership A junior membership is available to all boys and girls from the 1 st April in the year they reach the age of 10. The Club Professional will assess when juniors are proficient to play on the course. Juniors are eligible to become adult members on 01 April following their 18 th birthday. Children below the age of 10 can play the course (without the payment of a membership fee) in the company of an adult member. Adult Social Membership For those wishing to join the Club socially but with no playing rights. Social Members are not entitled to vote in a General Meeting, apart from those who were in membership prior to 1 st August 1997. Non-members can be signed in on up to 6 occasions in any membership year, after which they should apply for Social Membership. Social Membership entitles the member to buy a discount card for the purchase of alcoholic drinks from the bar. Social Membership (with Local Playing Partner) Available for partners of local full playing members wishing to join the Club socially but 7
with no playing rights. This class of membership does not carry the right to vote in a General Meeting. This class of membership entitles the member to buy a discount card for the purchase of alcoholic drinks from the bar. Weekend Membership Can play social, winter monthly medals, bash formats and stablefords, but no cup competitions. Membership is restricted to twenty members. Can play mid-week on payment of a standard green fee or with member green fee if playing with a member. Adult Novice Membership For complete beginners to the game of golf. Membership is for 3 months (nonrenewable). The membership includes 5 golf lessons and one session on basic rules and golf etiquette, loan of clubs, tee times by prior arrangement and a golf mentor. This category of membership cannot vote in General Meeting. Adult Academy Membership The membership is for one year after which time full membership can be taken. If full membership starts during the year it will be payable on a pro rata basis until the following 31 March. Social membership is included and a discount card can be purchased to be used behind the bar. 3 hours tuition is included in the membership package. The purpose of the academy membership is to achieve a handicap of 28 (men) and 36 (ladies). Once a handicap has been achieved the academy member would be expected to graduate to full membership at the start of the next membership year or sooner if so desired. The member will be a first-time member of a golf club or have graduated from the Seacroft Novice Membership. Tee times should be confirmed in advance with the golf professional. An academy member cannot play in members times but can play in social roll-ups and on achieving a handicap they can graduate to full membership and play in club competitions. The academy member has full use of the clubhouse and practice facilities. This class of membership cannot be used in conjunction with graduated or other membership options. Academy members cannot vote in general meeting. Life Membership The Board of Seacroft Golf Links Company Ltd may, at its own discretion, elect as a life member anyone who has rendered exceptional service to the Club or in promotion of the game of golf upon such terms as they see fit. Ways to Pay Membership Fees A member can pay their membership in a number of ways: 1. By BACS payment direct into the Club s bank account (bank details can be obtained from the General Manager/Secretary) 2. By debit/credit card (in the case of payment by credit card a 2% surcharge will 8
be added) 3. By cash or cheque 4. By a monthly direct debit. If a member chooses to pay by direct debit, an external company provides the collection and management of the fees.. A member who opts to pay by way of monthly direct debt will be subject to the terms and conditions set out by the direct debit. A copy of the current direct debit agreement can be obtained from the General Manager/Secretary. The direct debit runs for a period of 10 months (April to January). Any member who cancels the direct debit mid-term is liable to pay any outstanding uncollected balance in full. Any applicant for membership joining mid-term can pay the initial membership subscription by direct debit. Membership Year and Renewal The Club s membership year runs from the 1 st April to the 31 st March. In February of each year a member will receive a renewal pack by email or post, if no email facility. This will be sent out by the General Manager/Secretary and will contain an invoice for the forthcoming year. Subscriptions shall be payable by 26 th March each year. Any member whose renewal subscription shall remain unpaid on 7 th May shall cease from that time to be a member of the Club and their name shall be removed from the list of members. The Board, at their discretion, may restore the name to the list upon such terms as they see fit. Membership Fees Membership fees and any other associated costs are set by the Board of Directors of Seacroft Golf Links Company Ltd. Termination of a Membership A membership may be terminated in one of two ways: 1. If a member does not wish to renew their membership they must inform the General Manager/Secretary of this fact by the 26 March. If a member wishes to terminate their membership prior to this they may, however, they will be responsible for the full membership fees for the outstanding membership year. This applies both to those members paying in full in advance, and also those paying by direct debit. 2. A member may also be asked to leave the Club in certain circumstances. Please see page 16 for further details on the disciplinary procedure. 9
Management Overview The day-to-day management of the Club is carried out by the directors working through the Club s General Manager/Secretary There are two types of directors that together form the board of directors: 1. Elected directors. These are the directors who have been appointed in their position by the other members; and 2. Ex-officio directors. These are the directors who due to their position within the Club are entitled to become an Ex-officio director. The Club Captain and Club Vice-Captain are ex-officio directors of the Club and will have the right to vote in Board Meetings of Seacroft Golf Club Co Ltd. The number of directors (excluding ex-officio directors) shall not be more than fourteen. This number can be altered by the Company in General Meeting. Irrespective of the type of director, in order to hold the office as a director that person must be a member of the Club. If they cease to be a member, they are automatically deemed to have resigned from their office as a director from that date. Only members who are deemed to be fit and proper persons are allowed to hold a position of office within the Club. This is an obligation imposed by the Finance Act 2010 and must be complied with at all times. A director may resign their office at any time by providing a written notice of resignation to the General Manager/Secretary. This will not affect their status as a member of the Club in anyway. If there becomes a vacancy within the board of directors the current directors may ask any member they feel suitable to fulfil that role. If the member accepts, the newly appointed member will hold office until the next Annual General Meeting. If he/she wants to continue as a director of the Club he/she will be required to submit themselves for election in the usual manner by completing and submitting a nomination form which will be voted on at the next Annual General Meeting. Directors Elected Directors A playing member who has been with the Club for over one year at the date of application may apply to become a director. Application process: Firstly, an applicant must complete an application form. The latest version of this can be obtained from the General Manager/Secretary. The application form requires the applicant s personal details and details of their proposer and seconder. Only members who have been in membership for over one year at the date of the nomination can act as 10
either a proposer or seconder. The applicant should provide an explanation as to why they consider themselves suitable for the role as director. Once completed the application form must be delivered to the General Manager/Secretary by 5:00 p.m. on 31 August preceding the holding of the Annual General Meeting. Should 31 August fall on a non-working day. the application should be submitted by 5.00 p.m. on the last working day prior to 31 August. For further details of election meetings please see page 12 1. Election Process The applications will be voted on at the forthcoming Annual General Meeting upon which the appointment is to be decided. In order to be successful, the applicant must be voted into the role by a simple majority. The applicant is not able to vote on whether they are appointed as a director. If there is more than one applicant for any one position, the applicant with the most votes will be elected to that position. 2. Period of Office An elected director is appointed for a term of three years. This period of office automatically terminates on the third anniversary of their appointment. A director may resign from their office prior to the termination date. In order to do this the director must resign by giving written notice to the General Manager/Secretary. If this occurs the remaining directors may fill the position under the provisions detailed on page 10. 3. Office Renewal An elected director who wishes to apply to serve a further term must follow the same application procedure as if they were applying for their first term. This procedure is explained above. Company Chairman (Seacroft Golf Links Company Ltd) The Company Chairman will be elected by the Directors at the first Board meeting following the Annual General Meeting from within themselves. The Company Chairman will initially be appointed for a period of three years, however, he/she may be appointed for a further period of three years if duly elected in the manner previously described. In the event of the Company Chairman resigning their office mid-term, the Board of Directors may appoint a Chairman from within the Board for the remaining period. The Company Chairman will chair meetings of Seacroft Golf Links Company Ltd. A Company Vice-Chairman will be appointed by the Board of Directors from within their number. In the absence of the Company Chairman the Company Vice-Chairman will chair meetings. 11
Ex-officio Directors A member becomes an ex-officio director due to their role as the Club s: 1. Captain; 2. Vice-Captain; Full details on how a member becomes appointed to an ex-officio position and how long they are in office is explained below. Directors Board Meetings The directors will be notified by the General Manager/Secretary of any proposed meetings, together with the time and location of the meeting. In order for the meeting to take place validly, there must be five or more directors present. Ex-Officio Directors will be included in this number. These directors must be those entitled to vote on the business of the meeting. If there are less than five directors at the meeting, the meeting will be adjourned and reconvened at a later time. All business of the meeting is to be decided by a simple majority on a show of hands. If the vote is tied the chairman has a second or casting vote. If the chairman is unable to vote on the motion there will be no casting vote available. Directors Ability to Delegate If the directors believe it is in the interest of the Club to delegate to a sub-committee or a particular specialist, then they may. They must keep under review whether the delegation is in the best interests of the Club at all times. Positions at the Club There are two roles within the Club for which a member can apply. These roles are: 1. Club Captain; 2. Vice-Captain; Election Meeting These positions are appointed at the Annual General Meeting of Seacroft Golf Club Application Process Firstly, an applicant must complete an application form. The latest version of this can be obtained from the General Manager/Secretary. The application form requires the applicant s personal details and details of their proposer and seconder. Only members who have been in membership for over one year at the date of the nomination can act as either a proposer or seconder. The applicant should provide an explanation as to why they consider themselves suitable for the role. 12
Once completed the application form must be delivered to the General Manager/Secretary by 5:00 p.m. on 31 August preceding the holding of the Annual General Meeting. Should the 31 August fall on a non-working day. the application should be submitted by 5.00 p.m. on the last working day prior to 31 August. Election Process The applications will be voted on at the relevant election meeting. In order to be successful, the applicant must be voted into their role by a simple majority of the members. The applicant is not able to vote on whether they are appointed. If there is more than one applicant for any one position, the applicant with the most votes will be elected to that position. Length of Position A member s appointment automatically terminates on the anniversary of their appointment. The precise date of this will depend on the date which the following year s election meeting is held. Position Renewal The Club Captain and Vice-Captain shall retire at each Annual General Meeting and shall be eligible for re-election to any of these offices, except that the Captain and Vice- Captain shall not be eligible for re-election to the same office for more than three consecutive years. The positions of Club Captain and Club Vice Captain are ex-officio directors of the Club. They will cease to occupy these positions at the expiration of their terms of office, unless at the time of their appointment they were a director of the Company. Club Meetings At least once a year there will be a meeting held with all of the members of the Club. This meeting is called the Annual General Meeting. There may be other meetings held with all of the members of the Club and these are called General Meetings. If a member proposes a motion or any suggested alterations to the Rules these must be advised to the General Manager/Secretary in writing no later than the 31 August. This is in order to enable the directors sufficient time to give consideration for their inclusion on the Annual General Meeting notice agenda, as further explained below. The Annual General Meeting shall be held at such time and place as the Board may decide when the following business will be conducted: 1. The election of Club Captain and Club Vice-Captain. 2. Election of Board Directors. 3. The appointment of Club Auditors The exact date and time of this will be notified in advance by the General 13
Manager/Secretary. Calling a Meeting Typically a meeting will take place because either: 1. The directors have decided to call a meeting. This could be because they wish to make a change within the Club that needs to be put to the vote of the members or because an Annual General Meeting is due in order to approve certain documentation, such as the accounts; or 2. When a Special General Meeting is convened on request in writing addressed to the Club Captain of the General Manager/Secretary, signed by at least 30 members, setting out the matters to be brought forward and the proposed agenda. 3. The business at any General Meeting shall be limited to that provided for by these Rules and those further matters specified in the notice convening the meeting. 4. The quorum at any General Meeting shall be 25 or such other number as may from time to time be fixed by an Annual General Meeting Notice of Meeting The General Manager/Secretary will circulate a notice to all of the members of the Club entitled to vote in General Meeting. This notice will contain details of the business to be discussed at the meeting, the time, the location, the ability to vote by proxy. The text of any proposed resolutions that are to be passed as special resolutions will also be set out. For further details on resolutions please see below. The notice will be circulated 21 clear days before the meeting. A clear day excludes the day the notice is sent and the day of the meeting. In order to keep costs to a minimum, the preferred method of sending a notice to the member is by email. The General Manager/Secretary will ask the members if they are happy to be contacted by email, and if so, asked to provide their email address. If a member does not have an email address or wishes to be contacted by post then notices will be sent out by post. Voting Any resolutions proposed at a meeting of the members will be passed either as: 1. An ordinary resolution; or 2. A special resolution The difference between the two types of resolution is the number of votes needed in favour of the resolution. All fully paid up members are entitled to one vote. There is an exception to this and this is if the motion affects the member, so for example if the Club was proposing to purchase 14
land from a member. If this is the case the member should notify the Club Secretary no later than before the vote is taken of this fact and a decision will be taken whether the member is entitled to vote. If there is any doubt the member will not be allowed to vote. The following classes of membership do not carry an entitlement to vote in general meeting: Social Membership, Social Membership with a playing partner, Weekend Membership, Adult Novice Membership & Adult Academy Membership. Any Social Member who joined prior to 19 th August 1997 is able to vote in General Meeting. If a member is in arrears of their membership fee they are not entitled to vote. This applies both in respect of being counted to call a meeting (see above) as well as when a vote is taken within a meeting on a resolution. To pass an ordinary resolution a simple majority of members who, being entitled to vote, do so in person or by proxy. This means there must be over 50% in favour of a motion. To pass a special resolution 75% or more of members who, being entitled to vote, do so in person or by proxy. If a resolution receives less than the necessary number of votes the resolution will not be passed. Administration The Company Chairman will chair meetings of Seacroft Golf Links Company Ltd. A Company Vice-Chairman will be appointed by the Board of Directors from within their number. In the absence of the Company Chairman the Company Vice-Chairman will chair meetings. The Club Captain will chair meetings of Seacroft Golf Club. In the absence of the Club Captain, the Club Vice-Captain will chair the meeting. In order for the meetings to take place validly there must be 25 or more members present. These members must be those entitled to vote on the business of the meeting. If there are less than 25 members present, the meeting will be adjourned and reconvened at a later time. Ways to Vote There are two ways to vote at a meeting, other than for the election of directors, which is by ballot: 1. Show of Hands A vote on the show of hands is the traditional method of voting on a resolution. Every member is entitled to one vote and therefore the chairman of the meeting simply adds up the number of hands raised. 2. Proxy All members of the Club are entitled to vote by way of proxy. This means they are able to vote without being present. The member elects somebody to vote on their behalf. In order to appoint a proxy, the member must complete and return the appointment of 15
proxy form to the General Manager/Secretary. A proxy form will accompany the notice sent out to the members informing them about the meeting. It is important that the form is completed, signed, and returned to the Club Secretary no later than 5.00 p.m. two clear working days before the meeting. This means if a meeting is held at 6.30p.m. on Saturday, the form must be received by the General Manager/Secretary no later than 5.00 p.m. on the Wednesday. The form cannot be returned by email. Please be aware that if the form is not returned correctly the proxy vote will not be able to be counted. Proxy Voting A member wishing to vote by proxy can do so in one of two ways. They may either: 1. Complete the proxy form in its entirety and return it to the Club Secretary. If this option is chosen the Chairman of the meeting will vote on the member s behalf; or 2. Complete the proxy form to the extent that they wish to notify the General Manager/Secretary that they will be voting by proxy and provide the name of the person who will be present at the meeting to vote on their behalf. If a member appoints a proxy it is their responsibility to ensure the proxy knows exactly how the member wishes them to vote. The proxy can only exercise discretion if the member has confirmed on the proxy form that the proxy can do so. Disciplinary Procedure The grievance and disciplinary procedures shall be carried out in accordance with the rules set out in England Golf s Standard Guidelines, as varied from time to time. The latest version of these rules can be obtained from the General Manager/Secretary. Any member expelled from the Club shall forfeit all rights to any claim against the Club and its property and funds and will not be eligible to any refund of unexpired subscription. Any person who has been excluded from membership due to disciplinary procedures shall not be entitled to re-application for membership for a minimum period two years. Exclusion from Premises If a member has been asked a disciplinary grievance meeting, the directors may exclude that person from the Club s premises until the meeting considering their grievance has been held. 16
For the avoidance of doubt, the member shall be entitled to attend the Club's premises to attend any disciplinary meeting affecting their membership. Guests and Green Fees Temporary Members Non-members are entitled to use the Club s facilities and are deemed to be temporary members If a temporary member wishes to play golf they must pay a green fee. Green fees The directors of the Club can from time to time set the rates for the green fees. The green fees are set based on a scale. This scale differentiates the rates payable depending on: 1. the time of day. 2. the day of the week; and month of the year. 3. whether the day is a bank holiday. The latest green fees scale can be obtained from the General Manager/Secretary, Club Professional or Club website Guests The Club encourages members to bring guests to the Club. Guests wishing to play are treated as temporary members, details of which are explained above. Guests of members benefit from a concessionary rate of green fees. Further details of these rates can be obtained from the General Manager/Secretary. Members must sign in their playing guest in the green fee book maintained in the Professional s Shop. Members must sign in their Non-Playing Guest(s) in the Visitor Book maintained in the entrance lobby. Please note that playing guests can only play six times (in total) in any membership year at the concessionary rate. Any person falling within the categories detailed below are entitled to enjoy the facilities of the Club as if they were members of the club (on the payment of the appropriate fee where necessary) and as such may be supplied with intoxicating liquor for themselves and their guests for consumption on the premises: Including: a) Temporary Members paying a green fee and members of visiting Golf Societies paying the appropriate green fee b) Non-playing guests of members c) Players and officials of visiting teams 17
d) Competitors in any competition where courtesy of the course is given. e) Officials and Committee of England Golf, the Lincolnshire Union of Golf Clubs, the Ladies Golf Union, the Lincolnshire Ladies County Golf Association. f) Any others approved by the General Manager/Secretary Miscellaneous Health and safety All members must comply with the Club s health and safety policy. A copy of this is available from the General Manager/Secretary. Expenses The Club will reimburse expenses properly incurred by members (including directors) in accordance with these provisions. For the avoidance of doubt the normal and incidental costs of being a member of the Club will not be recoverable as an expense. Any attempt to claim expenses in breach of this clause may result in disciplinary action. All expenses need to be authorised by the General Manager/Secretary before they are incurred. Expenses will only be reimbursed if they are: a) claimed using forms that are available; b) submitted within seven days of being incurred; c) supported by relevant documents (for example, VAT receipts, tickets, and credit or debit card slips); and d) where required, authorised in accordance with the instructions in force at the time the expense was incurred. Claims for authorised expenses submitted in accordance with this policy will be paid to a member by cheque or by bank transfer. Any questions about the reimbursement of expenses should be put to the General Manager/Secretary before the relevant expense is incurred. Clubhouse and Facilities Within the Clubhouse alcohol is available to be purchased. Due to this, strict compliance of alcohol licencing laws have to be complied with, not least in respect of the fact that alcohol can only be served to persons 18 years old or over. Children under the age of 18 are allowed to enter the Clubhouse although children under the age of 10 must be accompanied by an adult at all times. The adult is responsible for the supervision of this person at all times. 18
All persons entering the Club s premises are asked to be considerate of the Club s facilities and the enjoyment for other members. If any person is deemed to be in breach of this duty they risk being asked to leave the premises. A persistent failure to comply with this duty will be deemed misconduct capable of disciplinary action. Further information on the disciplinary procedure is set out on page 16. If any member has any issues with a member s behaviour, or the behaviour of a member s guest, initially please inform a director of the Club or General Manager/Secretary who will ensure the matter is dealt with professionally and in confidence. Please do not attempt to resolve any issues yourself. However, the Franchisee and their staff have the authority to deal with such matters as they arise. The Clubhouse will be open daily during the hours detailed on the notice board and in the clubhouse. The bar and catering facilities will be available during the hours detailed on the notice board and in the clubhouse. Mobile Phone Policy Mobile phones should be on silent or vibrate mode at all times on the course and in the clubhouse. They may be used on the course only in emergencies. Should people wish to make or respond to a voice call whilst in the clubhouse they may do so discreetly outside the confines of the building. The Club understands that mobile phones are now used for more than voice calls and wifi is available in the clubhouse. The Club requests that due respect is given to fellow members and guests. Phone usage not in accordance with this policy will be considered a breach of Club bye-laws. Changing Rooms/Lockers & Trolley spaces Lockers and trolley spaces are available for annual rental payable in advance. Lockers are not to be transferred or exchanged between members and rented only from the General Manager/Secretary. The changing rooms should be kept clean and tidy at all times. Golf shoes should be wiped clean after play. Soft spike shoes can be worn in the 19 th and on the decking area. Golf trolleys must not be taken into the changing rooms. Personal and Club Property Members are asked to take care of their personal property. The Club accepts no responsibility for items of golf equipment, clothing or valuables left or lost in the clubhouse or on the course. Any member who wilfully or through improper use, damages or destroys any property of the Club shall make good the damage at their own expense. A failure to do so by the member will be deemed misconduct capable of disciplinary action. Further information 19
on the disciplinary procedure is set out on page 16. Handbook Interpretation If there is any inconsistency within these Rules and the Articles of Association, the Articles of Association of the Club shall prevail. Please note that these Rules are designed to assist in the Club s management and do not attempt to cover every situation. It is for the directors to interpret these Rules as they believe act in the best interests of the Club. Apart from the details under the headings of Management, Positions at the Club and Club Meetings, the Directors of the Club may amend or add to these rules and by-laws as they consider appropriate. Any alterations/additions/amendments or removals to the sections under the headings of Management, Positions at the Club and Club meetings can only be altered/amended/added to or removed by Members in General Meeting. Any Member taking issue with these Rules should initially detail their concerns in a letter addressed to the Directors. The Board will consider the points raised and take whatever action they consider appropriate. The Member raising their concerns will be advised in writing of the action taken by the Board. Bye-Laws Etiquette of Golf The following customs belong to the established etiquette of golf and should be observed by everybody at all times whilst on the Club s premises: Courtesy of the Course The Captain of the Club has priority on the course at all times. Members Tee Times It is essential that before playing members check the online tee booking system or at the Professional s Shop for pre-bookings. Wednesday Competitions Ladies competitions have priority in their allotted time. Thursday Competitions Gentlemen s competitions have priority in their allotted time. No four ball groups are allowed after 3.00 p.m. Throughout the Week 20
The first tee is reserved for members until 9.22 a.m. and from 12 noon to 2.00 p.m. This is subject to the discretion of the Professional and the General Manager/Secretary. The ball trough is to be utilised for members order of play. Players must not place a ball in the trough until all members of their group are present at the Club and available to play. The course may be closed completely on various days allotted and approved by the Board. Members are encouraged to play 3 or 4 ball games in members times. Local Rules Seacroft Golf Club Local Rules are as detailed on the official scorecard or on the notice board in the respective changing rooms. Consideration for Other Players Green keepers have priority on the course at all times. In the interest of all, players should play without delay. No player should play until those in front are out of range. Players searching for a ball must signal the players behind them to pass as soon as it becomes apparent that the ball will not easily be found; they should not search for five minutes before doing so. When the play of a hole has been completed players should immediately leave the putting green, not after recording the scores for the hole just completed. Seacroft Golf Club encourages Ready Golf please see the notice board for full details. Behaviour During Play No one should move, talk or stand close to or directly behind the ball or hole when a player is addressing the ball or making a stroke. Yell fore to warn others of an errant or upcoming shot. Never throw a club, ball or other object. Priority of the Course In the absence of special Rules, two ball matches should have precedence over and be entitled to pass any three of four-ball matches. A single player must give way to a match of any kind. Any match playing a whole round is entitled to pass a match playing a shorter round. If a match fails to keep its place on the course and loses more than one clear hole on the players in front, it should allow the match following to pass. Players engaged in an official competition have priority over all others. Damage to the Course, Clubhouse & Surrounding Properties Any damage or potential damage caused by a member, guests or visitors to the course or its buildings or to surrounding properties or any physical injury inflicted must be reported to the General Manager/Secretary or the Professional as soon as possible. 21
Players are personally responsible for any damage they cause. Players must not cause any damage by climbing over the fences bordering the course. Players must NOT enter the field bordering the roadway by the 8 th fairway or private properties abutting the course. A public right of way exists across the course from the 3 rd tee across the 16 th fairway. Players are to give the public right of way. Players must not practice on the fairways except on the areas set aside for practice between the 1 st and 18 th fairways and between the 7 th and 13 th fairways. (The Club Professional has absolute priority to use the 1 st and 18 th area for lessons). Players must not practice pitch or chip strokes onto the putting greens. (This includes the practice putting area at the clubhouse.) Care of the Course Holes in Bunkers Before leaving a bunker, a player should carefully fill up and smooth over all holes and footprints. Restore Divots, Repair Ball Marks and Damage by Spikes Through the green, a player should ensure that any turf cut or displaced by them is replaced at once and pressed down, and that any damage to the putting green made by the ball is carefully repaired. Damage to the putting green caused by golf shoe spikes should be repaired only on completion of the hole. Damage to Greens, Flagsticks and Bags Players should ensure that when putting down bags or flagsticks, no damage is done to the putting green, and that neither they nor their caddies damage the hole by standing close to it, in handling the flagstick, or in removing the ball from the hole. The flagstick should be properly replaced in the hole before the players leave the putting green. Golf Carts, Buggies and Trolleys Local notices regulating use must be strictly observed. Damage through Practice Swings In taking practice swings, players should avoid causing damage to the course, particularly the tees, by removing divots. Dogs A member taking a dog onto the course must have it on a lead at all times and must clean up any dog fouling. Dress Code on the Course 22
Golfers are asked to wear normal golf attire on the course. No blue denim jeans, tracksuits, athletic shorts or collarless shirts are permitted. Golf shoes should be worn. Dress Code in the Clubhouse Smart casual attire should be worn throughout the clubhouse. Smart trainers and blue denim jeans can be worn but not if they are bleached or ripped. Head gear os not encouraged to be worn in the Clubhouse. Members participating in Club Competitions are expected to attend presentations if they have played. Changing out of golf attire is optional unless otherwise stated. Failure to abide by the foregoing may lead to you being asked to leave the course/clubhouse. Golf Buggies Members may use their own ride-on buggies with the permission of the Board of Directors, which will be granted only on medical grounds. Members must obtain a medical certificate from their General Practitioner confirming their need for the use of a buggy. Members must strictly observe all directional signs and keep off all designated exclusion areas. Failure to observe this rule may lead to suspension of the facility to use a buggy. Members must have their own liability insurance and anyone driving the buggy must be aged 17 and over. Buggies may not be hired or driven on the course or on Club property by persons under the age of 17. Pace of Play Seacroft Golf Club discourages slow play. We ask that you keep up with the players in front. We encourage Ready Golf apart from in matchplay of course. However, this should never compromise the etiquette of the game of golf. Competitions For the terms and conditions for the conduct and entry of club competitions please see the addendum attached to this handbook and the notice posted on the Club Notice Boards. Miscellaneous Members are asked to keep the General Manager/Secretary advised of changes of personal details. If there is poor light or adverse weather conditions during social play it is the player s own responsibility to make a judgment as to whether there is any danger in continuing to play safely. 23
24