Sussex County LTA Rules

 SUSSEX COUNTY LAWN TENNIS ASSOCIATION  – RULES

 

  1. Name

 

The association is called Sussex County Lawn Tennis Association (“the Association”).

 

  1. Definitions

 

2.1   In these rules unless the context otherwise requires;

 

           “the Management Board” means the committee established by Rule 9.1

 

“the County” means the area comprising the counties of East and West Sussex and the City of Brighton and Hove;

 

“County Colours”         means blue with white martlets;

 

           “the Game” means the game of tennis;

 

          “the LTA” means the Lawn Tennis Association (the governing body of tennis within Great Britain, Channel Islands and Isle of Man) of The National Tennis Centre, 100 Priory Lane, Roehampton, London SW15 5JQ;

 

            “LTA Disciplinary means the disciplinary code of the LTA in force from time

            Code” to time;

 

            “LTA Rules” means the rules of the LTA as in force from time to time

    

           “the Members” means the members of the Association admitted from time to time to membership of the Association in accordance with Rule 4;

 

            “the Clubs” means tennis clubs as defined in the LTA’s Rules as amended from time to time;

 

“the Championships” means the Official Lawn Tennis Championships at Wimbledon recognised by the International Tennis Federation

 

             “the Patrons”               means persons expressing an interest in the Association

                                               and who have paid a subscription in accordance with Rule 6

 

             “the Officers” means the persons elected or appointed from time to time to be President,  Chairman, Secretary and Treasurer in accordance with Rule 9;

 

              “the Trustees” means the persons appointed from time to time to be the trustees of  the Association in accordance with Rule 10.9.

 

“the Tennis Sussex Coordinator”  means the person appointed by the                  Management Board to support Tennis Sussex initiatives

 

2.2 Words denoting the singular number include the plural and vice versa; words denoting the masculine gender include the feminine gender; and words denoting persons include bodies corporate (however incorporated) and unincorporated including unincorporated associations of persons and partnerships.

 

  1. Objects

 

3.1 The objects of the Association are:

 

  1. a) to act jointly with the LTA as the governing body for the Game within the County, to advance and safeguard the interests of the Game, to promote increase in participation at all levels of the Game, and generally to do all such acts, manners, and things in connection with, or incidental, thereto;

 

  1. b) to take and retain a membership interest with the LTA and to comply with, and uphold throughout the County, LTA Rules and LTA Disciplinary Code and the rules and regulations of any person or body to which the LTA is registered or affiliated;.

 

  1. c) subject to the LTA Rules , and the LTA Disciplinary Code, to make, amend and revoke rules and regulations for the control and governance of the Game in the County and for the disciplining of players, officials, coaches, and others involved within the Game, and to comply with and uphold these Rules;

 

  1. d) to accept all duties and powers delegated to it by the Council of the LTA and to appoint  a representative or representatives for the County to the Council of the LTA to express the views of the County at meetings of the LTA’s Council in accordance with any rules, regulations, or bye-laws of the Association. The Association agrees that members of its Management Board together with members of any Committees it establishes and any volunteers reporting to Management Board members will be required, as a condition of election, to agree to be bound in writing by and subject to these rules, the LTA Rules, and the LTA Disciplinary Code, such agreement to contain an express acknowledgement that the Contracts (Rights of Third Parties Act) 1999 applies and that the LTA and the Association can enforce any breach at its option and in its sole discretion;

 

  1. e) to promote, arrange and regulate inter-county matches, county championships, tournaments, inter-club and county competitions and junior activities at all levels and age groups and to select teams for inter-county matches and competitions and generally to do all such acts, matters and things in connection with, or incidental, thereto; to do or provide for all or any such matters and things as may be considered necessary for or ancillary to such promotion, arrangement and regulation, including for the comfort, conduct, conveyance, convenience, or benefit of players and of the public, and of any other persons concerned or engaged in such competitions or matches.

 

  1. f) in accordance with the LTA’s guidelines, that such entity provides organised tennis opportunities subject to the LTA Rules, the LTA Disciplinary Code, and the LTA’s wider jurisdiction, to consider and resolve disputes, and enforce any award or decision, arising in connection with the Game in the County or otherwise delegated to it by the LTA and to provide by these rules, regulations, bye-laws or otherwise for a process to govern such disputes; to decide doubtful and disputed matters arising in connection with tennis in the County or otherwise delegated to it by the LTA and to provide, by regulations, by-laws or otherwise, for deciding and settling all differences which may arise in the County between associations, places to play included at Rule 4.1 below, competitions, players or any persons who are registered with or who are employed or engaged by any such association, competition or place to play, or any other person in reference to due compliance with the laws of the Game, (as from time to time prescribed by the LTA) or the regulations, or by-laws of the Association or of the rules, regulations or Standing Orders of the LTA, or in reference to contracts, or to any other matter of dispute or difference arising between such, or persons, or any of them, and whether the Association is concerned in such dispute or difference or not, and to make such provisions for enforcing any award or decision as shall be thought proper;

 

  1. g) to acquire, dispose of, establish, own, lease, operate, use, and turn to account in any way lawn tennis court facilities within the County together with buildings and easements, fixtures and fittings and accessories as shall be thought advisable;

 

  1. h) to arrange, purchase and distribute tickets allocated to the County for The Championships in accordance with the guidelines laid down by the LTA and the ticket terms and conditions issued by The All England Lawn Tennis and Croquet Club;

 

  1. i) to promote the teaching of the Game and the development of  tennis in the County and in particular the development of junior tennis in the County and to promote, encourage and support coach education, the function of competition organisers, referees and umpires and the training of coaches, teachers, competition organisers, referees and umpires;

 

  1. j) to advance and safeguard the interests of the players of the Game at all levels within the County and to work with the LTA in furthering the tennis career of any person or persons of any age ordinarily resident in the County.

 

  1. k) to do all such other things as the Management Board thinks fit to further the interests of the Association or to advance and safeguard the interests of the Game, to promote increase in participation at all levels of the Game, or to be incidental or conducive to the attainment of all or any of the objects stated in this Rule 3.

 

  1. Membership

 

4.1 An entity shall qualify for registration as a Member, and thereby for registration as an associate of the LTA, if the Management Board of the Association deems. Such an entity shall include, but not be limited to:

 

(a) a members’ or commercial tennis club;

(b) a park-based tennis programme;

(c) a school-based tennis programme for the community which operates out of curriculum hours;

(d) a pay and play tennis centre;

(e) a tennis academy; and/or

(f) a further education or higher education tennis club,

provided, in each case, that it has a written constitution or set of rules governing its operation approved by the Management Board.

 

4.2 a) Members of the Management Board shall become Members of the Association for the duration of their Board membership or until a resolution of dissolution has been put and carried at a General Meeting in accordance with Rule 20 whereupon they shall immediately cease to be members.

  1. The following shall become Members of the Association for the duration of their appointment or until a resolution of dissolution has been put and carried at a General Meeting in accordance with Rule 20, namely, the Ladies’ Match Secretary, the Men’s Match Secretary, the Ladies’ Captain, the Men’s Captain, the representatives nominated by the Management Board to serve on the Council of the LTA, the Chairmen of Committees established under Rule 10.6 and any other persons at the discretion of the Management Board and appointed by the Management Board to assist in the management of the Association.

 

4.3 If a dispute arises as to whether an entity qualifies to be registered as a Member, the Management Board shall refer the matter to the President of the LTA whose decision on the matter shall be final.

 

4.4 Excepting those covered by Rule 4.2(a) and 4.2(b), any person who wishes to become a Member must complete an on-line registration or submit an application in such form as the Management Board shall decide. Subject to rule 4.3 election to membership shall be at the sole discretion of the Management Board.

 

4.5 Each Member agrees as a condition of membership of the Association and association with the LTA:

 

  1. a) to be bound by and subject to these rules as in force from time to time;

 

  1. b) to be bound by and subject to the LTA Rules and LTA Disciplinary Code; and
  2. c) to ensure that its underlying members, any unlicensed and unregistered coaches and, so far as reasonably practicable, players using its facilities (the “Member’s connected parties”) are bound by and subject to the LTA Rules and the LTA Disciplinary Code by obtaining the formal agreement of the Member’s connected parties, as a condition of membership, association, registration, election, or as otherwise appropriate, to be bound by and subject to the LTA rules and the LTA Disciplinary Code, such agreement to contain an express acknowledgement that the Contracts (Rights of Third Parties) Act 1999 applies and that the LTA can enforce any breach at its option and in its sole discretion.

 

4.6 Rule 4 confers a benefit on the LTA and 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 4 should be enforceable by virtue of the Contracts (Rights of Third Parties) Act 1999, by any person who is not subject to these rules.

 

4.7 The Management Board may terminate the membership (and so association) of any person, or impose any other sanction it determines to be appropriate, in connection with the breach of any condition of membership set out in this rule. Rule 5 shall not apply to such termination.

 

4.8 A Member may withdraw from membership of the Association by notifying the Secretary in writing on or before the thirtieth day of September in any year.  Failure to comply with this Rule shall render the Member liable for the ensuing annual subscription.

 

4.9 Membership shall not be transferable in any event and shall cease immediately on death or dissolution or on the failure of the Member to comply or to continue to comply with any condition of membership set out in these Rules.

 

  1.         Expulsion

5.1 Subject to the remaining provisions of this rule the Management Board shall have power to expel a Member if it, in its sole discretion, determines that it would be in the best interests of the Association to do so.

 

5,2 A Member shall not be expelled unless he is given fourteen days’ written notice to attend a meeting of the Management Board and written details of the complaint made against him.

 

5.3 The Member shall be given an opportunity to make written representations or appear before the Management Board to answer complaints made against him, to bring forward evidence and to be represented.  No member may be expelled unless at least two thirds of the Management Board present at the relevant meeting vote in favour of his expulsion.

 

  1. Patrons

 

Persons wishing to support the Association in accordance with definition 2.1 may apply to become Patrons.  Patrons shall be Members of the Association without the right to vote at General Meetings and without the right to share in any dissolution proceeds under Rule 20.

 

  1. Entrance fee and subscription

 

7.1 The annual entrance fee and subscription for each type of Member and for Patrons shall be determined from time to time by the Management Board and shall be effective for that year. Such annual subscription may exceed the minimum annual subscription described below.

 

7.2 The minimum annual subscription for each Member referred to in rule 4.1, which shall be deemed to include any taxation which may be payable thereon, shall be calculated by multiplying the number of courts of each surface to which that member has “regular access” (whether through a lease, user agreement, and/or such other arrangement or understanding) by the applicable “court fee.” Court fees shall be determined by the LTA; regular access means access on an exclusive basis for at least 15 hours per week for at least 40 weeks per year.

 

7.3 In respect of Members referred to in rule 4.1 that do not have “regular access” to tennis courts, a fixed minimum annual subscription, determined annually by the LTA or by the County if allowed by the LTA, shall apply.

 

7.4 Unless the LTA determines otherwise on a case by case basis, the annual subscription fee of Members referred to in rule 4.1 in respect of each year to 30 September shall be payable between 1 October and the following 15 January.

 

7.5 The annual subscription fee of Members referred to in rule 4.1 shall be paid as directed by the Management Board.

 

7.6 The annual subscription fee of Members referred to in rule 4.1 shall include the amount, if any, payable in respect of benefits or services provided by the LTA.

 

7.7 Any Member referred to in rule 4.1 whose first subscription remains unpaid for one calendar month after the receipt of notice of membership, or whose annual subscription in any subsequent year remains unpaid by 15 January shall, if the LTA so resolves, cease to be eligible for grants and other advantages offered to Members by the LTA.

 

7.8 Any Member whose subscription fee is not paid by such date as the Management Board shall decide each year shall be deemed to have resigned his membership of the Association.

 

7.9 Subscriptions for Patrons shall be due on 1 January each year. Any Annual Patron  

whose subscription remains unpaid by the first day of February shall cease to be a Patron.

  1. Life Vice-Presidents

 

8.1 Life Vice-Presidents may be elected at an Annual General Meeting in recognition of substantial service to the Association.

 

8.2 Life Vice-Presidents shall be notified of and have the right to attend General Meetings without the right to vote.

 

  1. Management of the Association

 

9.1 The Association shall be managed by a Management Board consisting of

 

  1. a) the Officers who shall be elected by the Annual General Meeting except that the President shall only be a member ex officio

 

  1. b) the representative nominated by the Management Board to serve on the Council of the LTA

 

  1. a suitably qualified coach

 

  1. the Tennis Sussex coordinator(s)

 

  1. the Communications and Marketing (social media) representative

 

  1. the Competitions (including Leagues) representative

 

  1. the Tennis Sussex Office support representative

 

  1. the Wimbledon tickets allocation representative

 

  1. one nomination of the Chairman, if so desired

 

Roles © to (h) will be identified by the Management Board in line with paragraph 10.5 and may be varied at its discretion. Other roles assisting in the operation of Tennis Sussex, including the Disability Coordinator and the Safeguarding representative will be asked to submit reports to the Management Board and attend meetings as appropriate.

 

9.2 a) All nominations for Officers to be elected at the Annual General Meeting must reach the Secretary in writing by one month prior to the date of the AGM.  Nominations so received shall first be put to the meeting. If after this process vacancies remain, then further nominations shall be accepted at and put before the meeting.

 

  1.  b) All nominations must be accompanied by the consent of the nominee to serve, if elected.

 

9.3 The Officers shall be elected by the Annual General Meeting in each year and, subject to termination of office by resignation, removal or otherwise, shall remain in post until they or their successors are re-elected or elected (as the case may be) at the Annual General Meeting following their re-election or election (as the case may be). In order to provide reasonable continuity of service the Management Board may decide that one or more of the Officers may be elected to serve for up to but not more than three years

 

9.4 The Management Board may appoint any person to fill any casual vacancy on the Management Board until the next Annual General Meeting when that person shall retire but shall be eligible for re-election.

 

9.5 Retiring members of the Management Board may be re-elected. Guidelines for the length of service of Officer roles are that the same roles should not be filled by the same person for longer than nine years. No volunteer, should fill more than one role, whether Management Board or not, unless a suitable alternative volunteer cannot be found.

 

9.6 A member of the Management Board shall be deemed to have vacated Office if:

 

  1. a) being Chairman, Secretary or Treasurer, he becomes bankrupt or makes any arrangement or composition with his creditors generally; or

 

  1. b) he resigns his Office by notice to the Association; or

 

  1. c) he shall without sufficient reason for more than three consecutive meetings of the Management Board have been absent without permission of the Management Board and the Management Board resolves that his Office be vacated; or

 

  1. d) he is suspended from holding Office or from taking part in any activity relating to the administration or management of the Association by a decision of the Management Board, the Sussex County Lawn Tennis Association or the LTA; or

 

  1. he is requested to resign by not less than three quarters of all the other Management Board members acting together.

 

9.7 The Association agrees that each member of the Management Board will be required, as a condition of election or appointment, to agree to be bound in writing by and subject to these rules, the LTA Rules, and the LTA Disciplinary Code, such agreement to contain an express acknowledgement that the Contracts (Rights of Third Parties) Act 1999 applies and that the LTA and the Association can enforce any breach at its option, and in its sole discretion.

 

9.8 The Management Board may create and appoint members to committees of one or more members as they deem desirable to further Association’s objectives

 

  1. Proceedings of the Management Board

 

10.1 Management Board meetings shall be held as often as the Management Board thinks fit provided that there be not less than four meetings each year.  The quorum of such meetings shall be five. If the total number of members of the Management Board is less than the quorum required, the members of the Management Board must not take any decision other than a decision to appoint further members of the Management Board in accordance with Rule 9 above or to call another meeting. The Chairman and the Secretary shall have discretion to call additional meetings of the Management Board if they consider it to be in the interests of the Association.  The Secretary shall give all the members of the Management Board not less than ten days’ notice of a meeting.

 

10.2 The Chairman shall be the chairman of the Management Board.  Unless he is unwilling to do so, the Chairman shall preside at every meeting of the Management Board at which he is present.  But if there is no person holding that office, or if the Chairman is unwilling to preside, or is not present within five minutes after the time appointed for the meeting, the members of the Management Board present may appoint one of their number to be the chairman of the meeting.

 

10.3 Decisions of the Management Board shall be made by a simple majority and in the event of equality of votes the Chairman (or the acting chairman of the meeting) shall have a casting or additional vote.

 

10.4 County Colours shall be awarded at the discretion of the Management Board.

 

10.5 The Management Board may from time to time delegate any of the powers which are conferred on them by these rules to such person or committee, by such means, to such an extent, in relation to such matters, and on such terms and conditions as it considers necessary and may delegate to them such of the powers and duties of the Management Board as the Management Board may determine. If the members of the Management Board specify, any such delegation may authorise further delegation of the members’ powers. The members of the Management Board may revoke any delegation or alter its terms and conditions.  All persons or committees shall periodically report their proceedings to the Management Board or to a designated Management Board member and shall conduct their business in accordance with the provisions of these rules and any directions given by the Management Board.

 

10.6 a) The Management Board shall appoint a disciplinary committee with the responsibility and power to inflict penalties on any organisation or person for any infringement of the Rules of the Game or of the Rules and Regulations of the LTA or for conduct which, in its opinion, is detrimental to the interests of the Game or of the Association.  The appointment and proceedings of the Disciplinary Committee shall follow as closely as is appropriate the disciplinary procedures contained in the Rules of the LTA.

 

  1. b) Subject to and additionally to Rule 10.6 a) the Council shall delegate power to discipline and suspend players who are members of County teams or training squads to the Ladies’ Captain, Ladies’ Match Secretary, Men’s Captain and Men’s Match Secretary as appropriate.  Any such action shall be reported to the Management Board at the earliest practicable opportunity.

 

10.7 The Management Board shall be responsible for the management of the Association and shall have the sole right of appointing and determining the terms and conditions of service of employees of the Association.  The Management Board shall have power to enter into contracts for the purposes of the Association on behalf of all the Members. Any employees or applicants for employment who are also members of the Management Board shall not be party to any such discussions or decisions.

 

10.8 a) The Management Board shall appoint Trustees on such terms as the Management Board may think fit, to hold office until death or resignation unless removed from office by a resolution of the Management Board.  The Chairman from time to time is nominated as the person to appoint new Trustees within the meaning of Section 36 of the Trustee Act 1925. A new Trustee or new Trustees shall be nominated by resolution of the Management Board and the Chairman shall by deed duly appoint the person or persons so nominated as the new Trustee or Trustees of the Association and the provisions of the Trustee Act 1925 shall apply to any such appointment.  Any statement of fact in any such deed of appointment shall in favour of a person dealing with the Association or Management Board in good faith be conclusive evidence of the fact so stated.

 

  1. b) The number of Trustees of the Association shall not be more than four or less than two.

 

  1. c) The Trustees from time to time shall have the right to attend meetings of the Management Board and General Meetings but they shall not have the right to vote at such meetings unless otherwise qualified to do so.

 

10.9 Every member of the Management Board, Trustee, employee, or agent of the Association shall be indemnified by the Association and the Management Board shall pay all costs, losses and expenses which any such member of the Management Board, Trustee, employee or agent may incur or for which he may become liable by reason of any contract entered into or act or thing done by him in good faith as such member of the Management Board, Trustee, employee or agent in accordance with the instructions of the Management Board or of a General Meeting of the Association or otherwise in the discharge of his duties.  They may give to any member of the Management Board, Trustee, employee or agent of the Association who has incurred or may be about to incur any liability at the request of or for the benefit of the Association such security by way of indemnity as may seem expedient.

 

10.10 If the Management Board shall so decide, any member of the Management Board may participate in a meeting of the Board by way of video conferencing or conference telephone or similar equipment which allows every person participating to hear and speak to one another throughout such meeting.  A person so participating shall be deemed to be present in person at the meeting and shall accordingly be counted in the quorum and be entitled to vote. Such a meeting shall be deemed to take place where the largest group of those participating is assembled or, if there is no such group, where the chairman of the meeting is.

 

10.11 The  Management Board may appoint an assistant secretary or other suitable person to take minutes at Management Board and/or General meetings.

 

  1. Annual General Meeting

 

11.1     The Annual General Meeting (AGM) of the Association shall be held in the month of February each year on such day as the Management Board shall decide A minimum of two months notice will be given.. Should it be necessary for any reason not to hold the AGM in February the Management Board  will advise this not later than 1 January and will give a minimum of two months notice of the new date which shall not be later than 14 months from the previous AGM. The date for the AGM shall never be later than 30 April The following business shall be transacted at the AGM:

 

  1. a) to approve the minutes of the previous Annual General Meeting and of any subsequent Extraordinary General Meeting;

 

  1. b) to receive the Management Board’s report of the activities of the Association during the previous year;

 

  1. c) to receive and consider the accounts of the Association for the previous year, the accountant’s report on checks made in accordance with Rule 17.5 and the Treasurer’s report as to the financial position of the Association;

 

  1. d) to elect a suitable independent accountant to complete the checks required by Rule 17.6;

 

  1. e) to elect the Officers

 

  1. f) to decide on any resolution which may be duly submitted in accordance with Rule 11.2 below;

 

  1. g) to deal with any special matters which the Management Board wishes to bring before the membership.

 

11.2 Notice of any resolution proposed to be moved at the Annual General Meeting shall be given in writing to the Secretary not later than one month prior to the meeting.

 

  1. Extraordinary General Meetings

 

12.1 An Extraordinary General Meeting may be called at any time by the Management Board and shall be called within twenty one days of receipt by the Secretary of a requisition in writing signed by not less than fifteen voting Members of the Association stating the purposes for which the meeting is required and the resolutions proposed.

 

12.2 The business of an Extraordinary General Meeting shall be in accordance with the requisition under which it was summoned and the agenda issued.

 

  1. Procedures at the Annual and Extraordinary General Meetings

 

13.1 Subject to Rule 13.7 all Members, Vice-Presidents, Trustees and Patrons of the Association and all members of registered Clubs and Organisations are entitled to be present at General Meetings.

 

13.2 The Secretary shall send to each Member, each Vice-President and each Trustee at his last known address including email address, written notice of the date of the General Meeting together with the resolutions to be proposed thereat, and in the case of an annual general meeting the names of the persons proposed to be elected members of the Management Board for the ensuing year at least ten days before the meeting. The accidental failure to give notice to any person entitled to notice, or the accidental omission of any such details in any notice, shall not invalidate the proceedings of the meeting.

 

13.3 If the persons attending an annual or extraordinary general meeting do not constitute a quorum within half an hour of the time at which the meeting was due to start, or if during a meeting a quorum ceases to be present, the chairman of the meeting must adjourn it. The chairman of the meeting must adjourn the meeting if directed to do so by the meeting. When adjourning an annual or extraordinary general meeting the chairman of the meeting must specify the time and place to which it is adjourned or state that it is to continue at a time and place fixed by the chairman and the secretary of the Association who must give due regard to any directions as to the time and place of any adjournment which have been given by the meeting. If the continuation of an adjourned annual or extraordinary general meeting is to take place more than fourteen days after it was adjourned the Association must give at least seven days notice to the persons to whom notice of the Association’s meetings is required to be given in accordance with rule 13.2.

No business can be transacted at adjourned annual or extraordinary general meetings which could not properly have been transacted at the meeting if the adjournment had not taken place.

 

13.4 The chairman of the meeting may permit other persons who are not members to attend and speak at a meeting.

 

13.5 The quorum for the annual and Extraordinary General Meetings shall be twenty persons entitled to vote.

 

13.6 Unless he is unwilling to do so, the President shall preside at every General Meeting of the Association at which he is present.  But if there is no person holding that office or if the President is unwilling to preside or is not present within fifteen minutes after the time appointed for the meeting, the Chairman shall preside.  If there is no Chairman or if he is unwilling to preside, or if he is not present within fifteen minutes of the time appointed for the meeting, the members of the Association present and entitled to vote may appoint one of their number to be the chairman of the meeting.

 

13.7 Voting at Annual and Extraordinary General Meetings shall be as follows:

 

  1. a) Member Clubs shall have the right to nominate representatives to attend and vote in accordance with the following scale:

A Club having up to four courts may have one representative.

A Club having from five to eight courts may have up to two representatives.

A Club having nine courts or more may have up to three representatives.

 

  1. b) excepting Vice Presidents, Trustees, and Patrons, who have no voting rights, each other Member present shall have one vote.

 

  1. c) Resolutions shall be passed by a simple majority.  In the event of an equality of votes the chairman of the meeting shall have a casting or additional vote.

 

13.8 Any Member not being an individual may by resolution of its board of management authorise such person or persons (as the case may be) as it thinks fit to act as its representative or representatives at General Meetings.  A person so authorised is entitled to exercise the same powers on behalf of the Member as that Member could exercise if it was an individual Member.

 

13.9 There shall be no right for a Member to vote by proxy.  No person may represent more than one Member.

 

13.10 The minimum age for voting whether as a representative or as an individual shall be eighteen years.

 

13.11 No objection may be raised as to the qualification of any person voting at a meeting except at the meeting or adjourned meeting at which the vote objected to is tendered, and every vote not disallowed at the meeting is valid. Any such objection must be referred to the chairman of the meeting.

 

13.12 At any Annual General Meeting further business may be accepted at the discretion of the chairman of the meeting provided that it does not call for any resolution of which due notice has not been given in accordance with Rule 11.2.

 

  1. Alteration of the Rules

 

These Rules may be altered by resolution at an Annual or Extraordinary General Meeting provided that the resolution shall not be passed unless carried by a majority of at least two thirds of the persons present and entitled to vote at the General Meeting, the notice of which contained particulars of the proposed alteration or addition.

 

  1. Regulations, Bye-laws and Standing Orders

 

The Management Board shall have power to make, repeal and amend such regulations, bye-laws and standing orders as it may from time to time consider necessary, desirable, or appropriate. Such regulations, bye-laws and standing orders and any repeals or amendments to them shall have effect until set aside by the Management Board.

 

  1. Use of Facilities

 

The Association agrees that all unlicensed and unregistered coaches and, so far as reasonably practicable, players and other persons using the facilities of the Association or an associate will be required, as a condition of such use, to agree to be bound by and subject to these rules, the LTA Rules, and the LTA Disciplinary Code, such arrangement to contain an express acknowledgement that the Contracts (Rights of Third Parties) Act 1999 applies and that the LTA and the Association can enforce any breach at its option and in its sole discretion.

 

  1. Finance

 

17.1 All moneys paid to the Association shall be received by the person authorised by the Management Board to receive such moneys and shall be deposited in a bank account in the name of the Association.  Unless decided otherwise by resolution of the Management Board which shall have authority to make changes to take account of developments in banking procedures but which shall maintain a similar or enhanced level of internal control, no sum in excess of £1000 shall be drawn from that account except by cheque signed by two of the three signatories who shall be the Chairman, the Secretary and the Treasurer. The Treasurer shall have authority to pay amounts up to and including £1000 by cheque or online. The Treasurer may operate a PayPal account but its use is restricted to the receipt of money into the Association’s funds and for refunds of tournament entry fees up to a maximum of £100 or its equivalent in Euros and other similar requirements which must be individually authorised by the Treasurer. Any moneys not required for immediate use may be invested as the Management Board in its discretion thinks fit.

17.2 The Management Board shall have the power to make loans/grants to registered Clubs within such limits and on such terms as it shall determine.

17.3 Subject to Rule 20.3, the income and property of the Association shall be applied only in furtherance of the objects of the Association and no part thereof shall be paid by way of bonus, dividend or profit to any Member.

17.4 The Management Board shall have power to authorise the payment of remuneration and expenses to any Officer, member of the Management Board, Member or employee of the Association and to any other person for services rendered to the Association. The remuneration of a member of the Management Board, Member, or employee of the Association or other person may take any form and may include any arrangements in connection with the payment of a pension, allowance, or gratuity, or any death or sickness or disability benefits to, or in respect of that person.

17.5    The financial transactions of the Association shall be recorded in such manner as the Management Board thinks fit by the Treasurer

17.6 Full accounts of the financial affairs of the Association shall be prepared each year.  The financial year, in respect of which, inter alia, all subscriptions shall be payable, shall be from the first day of October to the thirtieth day of September.  These accounts shall be examined and checked by the accountant, including independent verification of all bank accounts and investments. A copy shall be made available to each Member together with the notice of the Annual General Meeting. The Management Board, at its discretion, may order a more detailed check, or full audit, of the financial affairs of the Association.

 

  1. Borrowing

 

18.1 The Management Board may borrow a maximum total amount of twenty thousand pounds on behalf of the Association for the purposes of the Association from time to time at its own discretion and with the sanction of a General Meeting any further money above that sum.  In the case of borrowing from the LTA no maximum total amount shall apply.

 

18.2 When so borrowing the Management Board shall have power to raise in any way any sum or sums of money and to raise and secure the repayment of any sum or sums of money in such manner and on such terms and conditions as it thinks fit, and in particular by mortgage of or charge upon or by the issues of debentures charged upon all or any part of the property of the Association.

 

18.3 The Management Board shall have no power to pledge the personal liability of any Member for repayment of any sums so borrowed.

 

18.4 The Trustees shall, at the discretion of the Management Board, make such dispositions of the Association’s property or any part thereof, and enter into and execute such agreements and instruments in relation thereto, as the Management Board may deem proper for giving security for such moneys and the interest payable thereon.

 

  1. Property

 

19.1 The property of the Association, other than cash at the bank, shall be vested in the Trustees.  They shall deal with the property as directed by resolution of the Management Board and entry in the minute book shall be conclusive evidence of such a resolution.

19.2 The Trustees shall be indemnified by the Association and the Management Board shall pay all costs, losses and expenses which any such Trustee may incur or for which he may become liable by reason of any contract entered into or act or thing done by him in good faith as such Trustee in accordance with the instructions of the Management Board or of a General Meeting of the Association or otherwise in the discharge of his or their duties.  The Management Board may give to any Trustee who has incurred or may be about to incur any liability at the request of or for the benefit of the Association such security by way of indemnity as may seem expedient.

 

  1. Dissolution

 

20.1 A resolution to dissolve the Association shall only be proposed at an Extraordinary General Meeting and shall only be passed if carried by a majority of at least three quarters of the persons present and entitled to vote.

20.2 The dissolution shall take effect from the date of the resolution and the members of the Management Board shall be responsible for the winding-up of the assets and liabilities of the Association.

20.3 Any property remaining after the discharge of the debts and liabilities of the Association shall be paid to or distributed as determined by the Management Board to any entity providing organised tennis opportunities covered by Rule 4.1 above, any other non-profit making body with similar objectives, or any tennis related charity.

February 2018