The PGS Constitution
- Porchester Golf Society (“PGS”) was established in 1999 with the aim of providing members with a forum to play organised competitive golf at challenging venues on a regular basis.
- The key mission of PGS is to ensure that the membership plays well, continually improves it’s golfing both on and off the course and at all times has fun. As a society we are keen to promote the enjoyment of the game however at all time respecting the spirit of golf.
- Membership to the society is open to all regardless of race, religion, sex, and politics. The key-determining factor in assessing both new and continued membership is that an individual upholds the ethos of the society and is respectful of the standard golf etiquette.
- While the society encourages new members of varying ability to join the club, the committee has the right to decline membership if an individual’s handicap is greater than 28. In order to improve the standard of play, the maximum handicap allowable in competition will be 24.
- The society agrees to abide by the rules of golf as laid down by the Royal & Ancient Golf Club of St Andrews, and any additional rules laid down by the society. In the event of conflict, the society’s rules shall prevail.
- PGS is governed by an elected committee currently consisting of four members. These include two joint secretaries, a handicap secretary and a treasurer. These officers are appointed on an annual basis and can offer themselves for re-election at the Annual General meeting, which shall be held in October or November after the end of a season.
- Having been elected, the committee has authority to make operational decisions regarding the running of the society. (See appendix 1, which sets out the roles of each officer and the operational matters, which fall within their remit.)
- Each member of the committee has one vote. A majority is required for a committee decision to be carried. In the instance were there is a hung vote, the committee collectively agree on a “temporary” fifth member to be selected from the general membership. All committee members must unanimously agree on the selection of this “temporary” member. This “temporary” member will have the casting vote.
- Should the committee be unable to agree on the selection of the temporary member or otherwise be unable to resolve a matter between themselves then they should call an Extraordinary General Meeting providing at least 14 days notice. At the time of calling the meeting, members should be informed of the purpose of the meeting and what they will be asked to vote on.
Decisions on non-operational matters prior to an AGM
- During the year the committee may introduce emergency rulings for non-operational matters having secured a majority vote between them. The introduction of such new rulings shall be communicated to the society by email, or in exceptional cases by fax. Such non-operational rulings need to be ratified (approved) at the AGM to ensure that they are adopted for the forthcoming year.
Disagreement with the Committee during the year
- Should any member disagree with a ruling they can call an extraordinary general meeting (EGM) having secured the support of ten other members opposing the new ruling.
- Having called an EGM, a member must notify the society in writing of their opposition against a ruling to ensure the membership fully understands their position.
- There must be a minimum of 60% of the active membership (at least 5 of which voted for the EGM) and at least 2 officers for an EGM to take place. At the EGM, the committee will through one of the joint secretaries put forward their rationale for making a ruling. The opposing member will then put forward their opposition. The matter will then be put to a vote by a show of hands with the majority carrying the decision.
- We are keen to attract new members of varying abilities as this provides the lifeblood to a long lasting society. At all times it is essential that as a society we ensure that new members will respect the ethos of PGS and respect the manner in which we conduct ourselves.
- On this basis, any new members need to be proposed and seconded to the committee. This should be done in writing with the proposer setting out to the committee why he has proposed the new member and commenting on their golfing ability and etiquette.
- The committee will then request that the proposee plays two rounds of golf, as a guest (all during the same season) with varying groups and request feedback on both golfing ability and etiquette from the captains with whom the proposee played.
- Based on this feedback the committee will determine if membership is accepted. All members are bound by the society’s rules.
- In granting membership, the committee will ask captains to comment specifically on the following:
- Speed of play
- Knowledge of basic rules of golf
- Recognition and adherence to acceptable behaviour and etiquette
- The committee shall not withhold membership on the grounds of golfing ability unless it can be demonstrated that the proposee has a handicap in excess of 28.
- PGS is a non-profit organisation. Its purpose is to use any retained income for the benefit of the members of the society. Having had their membership approved by the committee, a new member will pay a non-refundable £100 joining fee. All such fees are accounted for in the financial statements as ‘Paid Up Members Funds’. Any differential between the member fee per event and the guest fee per event (for the two events mentioned in Membership point will be refunded to the new member on joining.
- Membership fees for the forthcoming year are payable by all members wishing to enjoy membership privileges for the forthcoming year. Failure to pay the membership fee on the due date will result in a member being viewed as guest for the forthcoming season.
- The committee will notify the society in advance of the AGM both the proposed sum of the membership fee and the due date
- In the event of the society dissolving, all Members’ Funds as stated in the financial statements at the time of dissolution, shall be distributed between the existing members.
- The society's financial statements distinguish the members funds as follows
- Retained Income Fund (RIF)
- Paid Up Members Fund (PUMF). The Retained Income Fund will be distributed to existing members in proportion to how many events each member has played as a member throughout their membership. The formula shall be: RIF will be divided by the total number of events played by all existing members. For the purposes of demonstration, we shall term this result as 'X'. Therefore, each existing member's share of RIF will be determined by multiplying the total number of events played by that member by 'X'. The PUMF shall be distributed equally between the existing members. Any Retained Losses shall reduce the PUMF before the fund is distributed equally to all existing members.
- All monies due to the society (inc fines, dues fees) must be paid on or before the registration, of that event, failing which the member shall forfeit their right to play the event. In the event that the committee, does not receive such monies due within 14 days after the said event, then their membership will be deemed terminated.
- If a member leaves the society or their membership is terminated then their proportion of the funds held in the Paid Up Members Fund will be capitalised as income. For the avoidance of doubt any such member will not be entitled to any share of the retained income.
- If membership fees are not paid by the due date then their membership will be suspended for the whole of the season and they shall only be entitled to play as a guest. If the same member fails to then pay their membership fee for the following season (i.e. two seasons in a row), then their membership shall be terminated forthwith thereafter.
- Failure to abide by the rules of the society will be deemed as sufficient grounds to instigate the termination of membership.
- In order for membership to be terminated, the committee must notify the member in writing of their intention to terminate membership. Should the member fail to convince the committee that they will change, the committee can terminate the membership. Once the decision is taken to terminate membership after a warning has been given, the committee must notify the general members of their intention to terminate said member’s membership. Any society member has 7 days within which to raise an objection. If no objection is raised, termination of membership will be effective at the expiry of the 7 days. Should a member object to the termination, they must follow the procedures as set out above “disagreement with committee during the year”.
- Finding Venues
- Costing of Events
- Buying/Engraving of Trophies. Presentations
- Making members aware of Dates and Monthly events
- Chasing up attendances for events
- Corresponding with guests. Groupings
- Teams Events
- Arranging Transportation
- Arranging Meal Requirements
- Arranging AGM Meet with other secretary before each event
- Meeting with rest of Committee
- Maintaining Accounts
- Sending Cheques for deposits for each event
- Collections of monies at each event
- Meeting with rest of committee
- Maintain Handicaps
- Card checking at venue for prize winners
- Produce result sheet after venue
- Explain rules for team competitions, and correspond with group captains on the day
- Meeting with rest of committee
- The society season shall consist of 6 monthly events normally played on the first Saturday of each month between the months of April to September inclusive. In addition the society shall hold a seasonal MatchPlay competition
- The society will convene its AGM during the months of October or November
- The GOY this will be the player with the highest total of points over the year. A minimum of five events have to be played to qualify for this award, however those who play more than the minimum events will have only their best five points finishes counting towards the award. If two or more people tie with the same score then the person who has finished first most times over the seasons events will be declared the winner if that is the same then second place finishes and so on. The point’s table is set below
- In case of two or more players coming in with the same winning score in an event, then the highest stableford score over the last 9 holes will determine the winner, if that is the same then the last 6 holes, followed by the last 3 holes. If they are still the same then it will be the points scored on the 18th followed by 17th etc etc
Position Finished & Points Gained