Our club rules
1. Name & Objects.
The Club, founded in 1932, shall be called THE CRANSTON PARK LAWN TENNIS & SOCIAL CLUB and shall have for its objects the provision of lawn tennis, table tennis, social and other facilities for its Members.
These Rules set out what is expected from each party to the relationship between Club and each of its Members. The Club is constituted by these Rules as a non-profit making Members Club. In no circumstances during the continuance of the Club, nor at, nor after its dissolution shall any assets or surplus funds be distributed to any Member or other person nor to any organisation which is not itself either constituted as non-profit making or a charity provided that nothing herein shall prevent the payment to any Member of reasonable and proper remuneration or honorarium for services rendered to the Club or interest on a loan properly approved by and made to the Club.
The Club shall seek affiliation to the Lawn Tennis Association (LTA) through the Essex County Lawn Tennis Association and shall adopt and conform to the rules of those organisations in so far as they can apply unless specifically excluded by resolution of the Management Committee provided that no rule relating to the game of Lawn Tennis may be excluded. The Club will also abide by the LTA’s Safeguarding Policies and Guidance, the Inclusion and Diversity Policies as shall be in place from time to time.
4.1 There shall be at least three Trustees appointed by the Management Committee. Trustees shall be ex-officio members of the Management Committee.
4.2 The present and future real property of the Club (other than cash and investments which shall be under the control of the Treasurer or as directed by the Management Committee under the provision of Rule 7.3) and stock of any licensed bar which shall be under the control of the Bar Manager shall be vested in the Trustees to be dealt with by them as the Management Committee shall from time to time direct by resolution (of which an entry in the Minutes shall be conclusive evidence).
4.3 The Trustees shall be indemnified against risk and expense out of the Club property.
4.4 The Trustees shall hold office until resignation or until removed from office by resolution of the Management Committee who may for any reason which may seem sufficient to the majority of those present and voting at the meeting remove any Trustee from this office.
4.5 If by any reason of such death, resignation, or removal it shall appear necessary to the Management Committee that a new Trustee shall be appointed or if the Management Committee shall deem it expedient to appoint an additional or additional persons, the Management Committee shall by resolution nominate the person or persons to be appointed the new Trustee or Trustees.
4.6 For the purpose of giving effect to such nomination the President is hereby nominated as a person to appoint new Trustees of the Club within the meaning of Section 36 of the Trustee Act 1925, and he shall by deed duly appoint the person so nominated by the Management Committee as a new Trustee of the Club, and the provisions of the Trustee Act 1925 shall apply to any such appointment.
4.7 Any statement of fact in any such Deed of Appointment shall in favour of a person dealing bona fide and for value with the Club or Management Committee be conclusive evidence of the fact so stated.
5. Membership and Rules.
5.1 Persons of either sex are eligible for full membership of the Club provided they are at least 18 years old. No person shall be denied membership of the Club on grounds of race, ethnic origin, creed, colour, age, disability, sex, occupation, sexual orientation, religion, political or other beliefs.
5.2 Conditions of membership: Each Member agrees as a condition of membership:
- To be bound by and subject to these Rules as in force from time to time.
- To be bound by and subject to the Rules of the LTA and the Disciplinary Code.
5.3 Rule 5.2 confers a benefit on the LTA and, subject to the remaining provisions of this Rule, is intended to be enforceable by the LTA by virtue of the Contracts (Rights of Third Parties) Act 1999 For the avoidance of doubt, the members do not intend that any term of these Rules, apart from Rule 5.2 should be enforceable, by virtue of the Contracts (Rights of Third Parties) Act 1999, by any person who is not a party to this agreement.
5.4 The Management Committee may terminate the membership of any person or impose any other sanction they determine to be appropriate in connection with the breach of any condition of membership set out in Rules 5.2 and 5.3 above.
5.5 Membership shall be divided into the following categories:
5.5.1 Full Playing.
5.5.2 Full Playing Age 19-30 and not in full time education
5.5.3 Full Playing Over 19 in full time education.
5.5.4 Full Playing Retired.
5.5.5 Full Playing Country
5.5.6 Summer 1st April to 30th September.
5.5.7 Mid-week Monday to Friday until 4pm.
5.5.8 Junior – Coaching Age 10 to 18.
5.5.9 Junior – No access to squad coaching.
5.5.10 Mini – Age 4 to 9.
5.5.11 Junior or mini parent.
5.5.12 Table Tennis – per team.
5.6 The category and number of Members of any category shall be at the discretion of the Management Committee.
5.7 Honorary Membership may be conferred at the discretion of the Management Committee by way of a reward for special services to the Club.
5.8 Intending new playing members shall make application to the Membership Secretary on the form provided. Membership shall commence on payment of the appropriate subscription.
5.9 The Management Committee reserves the right not to admit any candidate for membership of the Club where to admit such candidate would be contrary to the best interests of the sport or the good conduct and interests of the Club.
5.10 Coaches and Players:
The Club agrees that all unlicensed and unregistered coaches, so far as reasonably practicable, players and other persons using the facilities of the Club will be required, as a condition of such use, to agree to be bound by subject to these Rules, the Rules of the LTA and the Disciplinary Code, such agreement to contain an express acknowledgement that the Contracts (Rights to Third Parties) Act 1999 applies and the LTA and the Club can enforce any breach at its option and in its sole discretion.
5.11 Table Tennis teams shall be permitted up to five in number or at the discretion of the Management Committee more than five. The number of players in each team shall be at the discretion of the Table Tennis Secretary. An annual subscription shall be payable but no contribution by a Table Tennis player to such subscription shall entitle that player to any privileges of the Club except for the purpose of playing Table Tennis or Social Membership or for such other associated purposes as may be approved by the Management Committee, and the amount of Team subscription shall be fixed accordingly.
6. Visitors and Temporary Membership.
6.1 Every member of a visiting team shall be an honorary Member for the day and every competitor at a tournament at the Club (and in the case of a competitor under the age of 18 his or her parent or guardian) shall be an honorary Member for the period of the tournament.
6.2 Persons not permanently residing within reasonable distance of the Club may be admitted as Temporary Members at the discretion of the Management Committee for a period not exceeding two months and on payment of a subscription agreed by the Management Committee.
6.3 A Member may invite a visitor at any time upon payment of the appropriate fee if tennis is played. Members introducing visitors are responsible for the payment of any fee due and shall ensure that the visitor signs the Visitors Book. A Social Member may play on payment of the same fee as a visitor but neither a visitor nor a Social Member may play on more than six occasions during any one subscription year. All such persons are bound by the Rules, the Rules of the LTA’s and the Disciplinary Code, as displayed on the Club’s Notice Board and Club Website.
7.1 Except for the purpose of subscriptions (Rule 8.2)) the Club’s Financial Year shall run from 1st October to 30th September and the Accounts submitted to the Annual General Meeting shall be prepared accordingly.
7.2 The Treasurer shall be responsible for making safe and efficient arrangements for the receipt of all monies due to the Club and for payment of all accounts and shall maintain accounts at such banks and subject to such authorised signatories as the Management Committee may direct.
7.3 Any monies surplus to immediate requirements shall be placed on Deposit Account at the Club’s bankers or may be invested in such securities which term shall include Premium Savings Bonds registered in such names as the Management Committee may direct.
7.4 Borrowing other than temporary borrowing by way of bank overdraft or otherwise in anticipation of receipt of cash due within the current financial year shall be permitted only following a resolution of a General Meeting on the recommendation of the Management Committee.
7.5 There shall be two Auditors who shall not be members of the Management Committee and who shall be elected at the Annual General Meeting and shall hold office until the next succeeding Annual General Meeting and shall be eligible for re-election.
8.1 The amount of annual subscriptions inclusive of any applicable tax shall be fixed each year at the Annual General Meeting.
8.2 Subscriptions shall be due on 1st April in each year and cover the period until the 31st March.
8.3 A Member shall not be entitled to the privileges of the Club until the appropriate subscription has been paid. Any Member who fails to pay by 30th April shall be liable to forfeit Membership of the Club on a decision of the Management Committee.
8.4 For persons elected to membership after 30th April the Management Committee, may, at their discretion, fix a proportionately reduced subscription for the part year. Similarly, the Management Committee may make a refund to a Member who becomes unable to use the Club’s facilities for a substantial part of the year on account of injury, illness or departure from the district.
8.5 The Management Committee shall have discretion to reduce the subscription of any Member.
9.1 A President of the Club may be elected at an Annual General Meeting and if so elected shall hold office until death or resignation or until removed from office by a resolution of a General Meeting.
9.2 There shall be the following officers who shall be ex-officio members of the Management Committee:
- Match Secretary
- Junior Secretary
- Tournament Secretary
- Membership Secretary
- Social Secretary
- Publicity Officer
- Bar Secretary
- Grounds Secretary
- Pavilion Secretary
- Men’s Captain
- Ladies Captain
- Head Coach
- Table Tennis Secretary
- Committee Member (optional)
- Committee Member (optional)
9.3 An Annual General Meeting or the Management Committee may appoint such other officers as considered necessary who shall hold office from the date of their appointment until the next succeeding Annual General Meeting.
10.1 The management of the Club shall be entirely vested in a Management Committee consisting of the Officers specified in Rule 9 .2 and two additional Members (optional) all of whom shall be elected at the Annual General Meeting and shall hold office from immediately following their election until the next succeeding election and shall be eligible for re-election.
10.2 The Chairperson shall preside at all Management Committee and General Meetings and shall be elected at the Annual General Meeting and shall hold office from immediately following their election until the next succeeding election and shall be eligible for re-election.
10.3 A quorum shall consist of five members in the case of the Management Committee. All decisions taken at Management Committee meetings save as elsewhere provided in these Rules shall be reached by simple majority vote. All Committee Members shall be entitled to vote. In the event of equality of votes the Chairperson shall have a second or casting vote.
10.4 The Management Committee shall have power to co-opt other Members, to enlist for any special purpose the services of any person or persons, and to fill any vacancy that may arise in the Management Committee or in the office of Auditor and a person filling such vacancy shall hold office until the next Annual General Meeting.
10.5 The Club agrees that:
- Each member of the Management Committee will be required as a condition of election or appointment to agree to be bound by and subject to these Rules, the Rules of the LTA and the Disciplinary Code, such agreement to contain an express acknowledgement.
- The Contracts (Rights to Third Parties) Act 1999 applies, and that the LTA and the Club can enforce any breach at its option and in its sole acknowledgement.
11. Powers of the Management Committee.
11.1 To make, circularise and revise as may be required all necessary regulations and playing Rules for the conduct of the Club.
11.2 To appoint such additional Sub-Committees or Working Parties as it may deem desirable.
11.3 In conjunction with the LTA as deemed necessary, to terminate or suspend the membership of any Member or to exclude any Member or visitor whose conduct is considered to be objectionable or detrimental to the interest and welfare of the Club whether on the Club premises or otherwise. See Appendix 2 Expulsion.
11.4 In all matters concerning the correct interpretation of these Rules or any matter not provided for herein, the decision of the Management Committee or, if the issue arises at a General Meeting, the Chairperson shall be final.
12. Intoxicating Liquor.
12.1 The control of any bar for the sale of intoxicating liquor shall be vested in the Management Committee established under the provisions of Rule 10.2.
12.2 The Management Committee shall determine the hours during which the bar may be open which hours shall be permitted hours laid down by the 2003 Licensing Act and in compliance with all conditions set out in the Club Premises Certificate.
12.3 No person shall at any time be entitled to receive at the expense of the Club (or any Member thereof) any commission percentage or similar payment on or with reference to purchases of intoxicating liquor by the Club; nor shall any person directly or indirectly derive any pecuniary benefit from the supply of intoxicating liquor by or on behalf of the Club to Members or guests apart from any benefit accruing to the Club as a whole and apart also from any benefit which a person derives indirectly by reason of the supply giving rise to or contributing to a general gain from the carrying on of the Club.
12.4 No Member shall be permitted to purchase or consume intoxicating liquor upon the Clubs premises whilst under the age of eighteen years.
13. Team Selection.
The selection of Men’s and Ladies teams for competing in Essex League and all other competitions shall be the responsibility of the Men’s Captain and Ladies Captain respectively in consultation with the Club Coach and any Team Captain appointed under the provisions of Rule 9.3.
14. General Meetings.
14.1 The Annual General Meeting of the Club shall be held between 15th November and 15th December in each year. Such meeting to take place at the Club premises with physical attendance by those entitled to attend. In exceptional circumstances and at the total discretion of the Chairperson the AGM may be held by video conference facility or other virtual means. The purpose of the meeting will be to transact the following business:
- To confirm the minutes of the previous Annual General Meeting and of any subsequent Extraordinary General Meeting.
- To consider the report of the Management Committee.
- To consider the Statement of Accounts together with the report of the Auditors.
- To fix subscriptions for the subscription year commencing 1st April next.
- To seek authority from Members for the Management Committee to obtain finances as it sees fit.
- To elect the members of the Management Committee.
- To elect two Auditors.
- To consider other business of which notice has been given in the notice convening the meeting.
- To consider any other business which a majority of Members present and voting agree shall be considered, save that no amendment to these Rules may be made other than by the procedure set out in Rule 16 .2, no resolution to dissolve the Club may be passed other than by the procedure set out in Rule 17.1 and no resolution may be passed relating to the transfer of any of the Club’s assets, the borrowing of money or any expenditure not within the immediate financial resources of the Club.
14.2 An Extraordinary Meeting of the Club:
- may be convened by the Management Committee at any time and
- shall be convened by the Secretary within four weeks after receipt by them of a request to that effect specifying the business for which the meeting is convened and signed by at least ten Full Playing Members.
14.3 At least fourteen days’ notice shall be given to each Member (other than Temporary Members) of every General Meeting and the notice convening the meeting shall include an Agenda and in the case of an Annual General Meeting be accompanied by the report of the Management Committee and the Statement of Accounts.
14.4 Any Member wishing to propose a resolution at an Annual General Meeting shall send a copy thereof not later than the preceding 1st October to the Secretary who shall ensure that the Proposal is included in the agenda.
14.5 At all General Meetings a quorum shall consist of ten Full Playing Members and all decisions save as elsewhere provided in these Rules shall be reached by simple majority vote. In the event of equality of votes the Chairperson shall have a second or casting vote.
14.6 All Members (other than Temporary Members) which term shall for the purpose of this Rule include the parent or guardian of a Junior Member may attend and speak at a General Meeting but save as provided in Rule 14.7 only Full Playing Members may make nominations, propose resolutions and vote. It is, however recognised and accepted that under certain circumstances and with the approval of the Management Committee, it may prove necessary to fill certain posts beyond Full Playing members. There must, however, be a majority of Full Playing Members on the Management Committee
14.7 Social Members shall be eligible to hold the office of Social Secretary within the terms of Rule 10.1 and may be nominated for such offices and vote at their election.
14.8 Nominations for Officers and members of the Management Committee and Sub-Committees may be made by:
- The Management Committee or
- Any two eligible Members. To be valid, nominations must have the written consent of the nominee unless the nominee signifies consent at the meeting. In the event of two or more nominations for the same position a secret ballot shall be held amongst those present at the Annual General Meeting or Extraordinary General Meeting.
15. Injury, Loss of Property.
Members, visitors, their guests, or any other person of whatsoever description bringing vehicles, rackets, clothing or other property to the Club, its grounds and premises, do so at their own risk and the Club shall not be responsible for any loss, damage or injury to any property or person while on the Club’s premises.
16. Rules and Regulations.
16.1 A copy of these Rules and of any regulations made by the Management Committee under Rule 11.1 shall be prominently displayed at all times on the Club Notice Board and on the Club Website and all Members shall be deemed conversant therewith.
16.2 These Rules shall not be added to, repealed, or amended except by resolution of a General Meeting of which due notice and of the proposed resolution has been given provided that no such resolution shall be deemed to have been passed unless it is approved by at least two thirds of the Full Playing members present and voting thereon.
17.1 The Club shall be dissolved on the passing of a resolution to that effect at a General Meeting of which due notice and of the proposed resolution has been given provided that no such resolution shall be deemed to have been passed unless it is approved by at least two thirds of the Full Playing Members present and voting thereon.
17.2 The effect of such a resolution shall be to appoint a Dissolution Committee consisting of the Trustees of the Club, the Chairperson, Secretary and Treasurer holding office at the date of the resolution and in the event of duplication of such persons or unwillingness to act, such other Full Playing Members as the meeting may appoint so as to provide a Dissolution Committee consisting of six persons.
17.3 The Dissolution Committee so appointed shall wind up the affairs of the Club and if after paying off all debts and liabilities there remains any property whatsoever the same shall be used within the terms of Rule 2 for promotion or furtherance of junior tennis in Upminster or elsewhere in the County of Essex as the Dissolution Committee thinks fit.
Definition of Terms:
In the Rules, unless the context requires otherwise:
Chairperson: means the person elected from time to time to be the Chairperson of the Club in accordance with Rule 9.
Club: means Cranston Park Lawn Tennis and Social Club.
Disciplinary Code: means the disciplinary code of the LTA in force from time to time.
LTA: means Lawn Tennis Association the governing body of the game of lawn tennis or such successor entity or entities as become(s) the governing body of the game of lawn tennis from time to time.
Member: means a Member of the Cranston Park Lawn Tennis and Social Club, admitted from time to time to the Club in accordance with the Rules and the Rules of the LTA.
Full Playing Member means such Members having full playing rights – Categories 5.5.1 to 5.5.5.
Rules means the Rules of the Club.
Rules of the LTA means those rules of the LTA as are in force from time to time.
The Secretary: means the person elected from time to time to be the Secretary of the Club in accordance with Rule 9.
The Treasurer: means the person elected from time to time to be the Treasurer of the Club in accordance with Rule 9.
Officers: means the persons elected from time to time in accordance with Rule 9.
The Management Committee: means the committee appointed under Rule 9 to manage the Club.
The President: means the person elected from time to time to be the President of the Club in accordance with Rule 9.
The Trustees: means those persons appointed as such.
- Subject to the remaining provisions of this Rule, the Management Committee shall have power to refuse membership or expel a Member only for good and sufficient cause, such as conduct or character likely to bring the Club or the game into disrepute.
- A Member shall not be expelled unless they are given 14 days’ written notice of the meeting of the Management Committee at which their expulsion shall be considered, and written details of the complaint made against them.
- The Member shall be given an opportunity to appear before the Management Committee to answer complaints made against them. The member must not be expelled unless at least two-thirds of the Management Committee then present vote in favour of expulsion.
- The Management Committee may exclude the Member from the Club’s premises until the meeting considering their expulsion has been held. For the avoidance of doubt, the Member shall be entitled to attend that meeting for the purpose of making his representations.
- The Member may appeal against the Management Committee’s decision by notifying the Management Committee who shall put the matter to the Club’s Members in a General Meeting and decided by a majority vote of Members present and voting at such meeting.
Effect of Resignation or Expulsion
Any person ceasing to be a Member forfeits all right to and claim upon the Club, its property and its funds and they have no right to the return of any part of his subscription.
The Management Committee may refund an appropriate part of a resigning Member’s subscription if it considers it appropriate taking account of all the circumstances.