- The name of the Club is Conway Lawn Tennis Club (Conway LTC).
- The Club is registered as Conway LTC by Certificate of Incorporation as a Private Limited Company (company number 5526591).
- The purpose of the Club is to promote the sport of tennis in Southgate and to encourage community participation in the same.
- The officers of the Club are:
- Assistant Treasurer
- Club Captain (Deputy Chair)
- Social Coordinator
- Bar Manager
- Communications Coordinator
- Junior Coordinator
Facilities and Maintenance Coordinator
- A men’s Match Captain and a ladies’ Match Captain are appointed by the Club Captain. The Match Captains appoint team captains for summer and winter leagues in consultation with Chair and Club Captain.
- The Club is managed by a Committee consisting of the officers and two further Club members. The Match Captains are ex-officio members of the Committee. In the event of an officer post being temporarily unfilled, an additional Club member without portfolio may be elected. The Committee may also co-opt one or two additional members for specific purposes. If officer roles are combined, a corresponding number of extra Club members may be appointed.
- The roles of officers, Match Captains and team captains are set out in Agreement 1 and guidance for junior members is given in Agreement 2 (both attached). Officers and captains are expected to support Club activities and help new members to integrate. Additional agreements can be developed and existing agreements can be modified by the Committee as the need arises.
Meetings and functions.
- Each year, the Chair will convene four meetings of the Committee (normally in February, April, July and October), an Annual General Meeting (normally in March) and such Special General Meetings as are required.
- Seven members constitute a quorum for Committee meetings. Twelve members constitute a quorum for General Meetings.
- The Committee will seek to ensure that the rules of the Club are observed and that decisions made at the Annual General and Special General Meetings are implemented. The Committee is responsible for all matters concerning the use of the courts and other Club facilities, including coaching arrangements, match fees and floodlight fees.
- The Committee may deal with Club matters that are not specifically provided for in the rules, reporting as appropriate to the general membership on action taken. The Committee is empowered to require the resignation of any member who acts in a manner prejudicial to the wellbeing of the Club.
- The Annual General Meeting (AGM) will be held in the first quarter of each year. At each AGM the officers will be appointed, the Chair will present an annual report and the Treasurer will present a statement of accounts which will be audited as and when required by appropriate legislation. The accounts will be available for perusal by all club members on request. A copy of the accounts will be displayed in the clubhouse for two weeks after the AGM. Membership categories and subscription rates will also be set for the year ahead.
- The Rules of the Club may be modified only at a General Meeting. Proposed rule changes must be presented in writing to the Secretary with the support of at least eight members and the proposals must be posted on the Clubhouse notice board and website at least seven days before the general meeting at which they will be considered.
Membership and subscriptions
- Club membership is currently available in the following categories:
• Senior (aged 18 and over – including free membership for one child)
• Family (one/two adults and all their children)
• Student (in full-time education)
• Senior citizen (aged 65 and over)
• Advanced junior (under 18, but capable of playing at senior level)
• Junior (10 to 18 years)
• Mini tennis
• Weekday (Monday to Friday only)
• Social (playing on up to five occasions annually)
• Honorary (by invitation of the Committee)
- Where relevant, age is measured from 1 January immediately before the AGM.
- Annual subscriptions and joining fees are determined at the AGM and must be paid by the end of April. Failure to pay will exclude a member from participation in Club play, matches, competitions, social events and the Wimbledon draw. A member who has not paid by the end of the Club year will be deemed to have ended their membership, but not their financial liability to the Club.
- Membership of the Club shall be open to anyone interested in the sport on application regardless of sex, age,disability, ethnicity, nationality, sexual orientation, religion or other beliefs.
- The Club committee may refuse membership, or remove it, only for good cause such as conduct or character likely to bring the club or sport into disrepute. Appeal against refusal or removal may be made to the members.
- The club is run on a “not for profit basis”. All surplus income or profits are re-invested in the club. No surpluses or assets will be distributed to members or third parties.
Play and use of Clubhouse
- Senior members have first claim on courts at times agreed by the Committee and publicised in the Clubhouse and on the website, though one court will be available for junior play unless Club or Tournament activities prohibit. Official inter-club matches – both senior and junior – have priority over social play. The Committee may identify and publicise particular times when juniors have priority use of the courts.
- Players must wear sports clothing and tennis shoes. Play will proceed according to Lawn Tennis Association rules. Courts must be used only for tennis and related training activities. Balls and floodlights will be provided, as required, for matches and designated Club and training sessions.
- The Clubhouse and playing facilities will be available to senior members every day from 8.30 to 23.30 and at other times for social occasions agreed by the Committee. Senior members may request a Clubhouse key in their second year of membership. The Clubhouse must be treated with care and members are expected to dispose of rubbish and recyclables with care. Table tennis equipment may be set up and used only in the presence of a Committee member.
Dissolution of the Club.
- Upon dissolution of the club any remaining assets shall be given or transferred to another registered CASC, a registered charity or the sport’s governing body.Conway LTC: March 2008
The Chair will:
- convene, determine agendas and chair Committee and General meetings;
- prepare an annual report for the AGM and interim website news articles;
- hold key Club documentation and make it accessible for legitimate purposes;
- represent the Club’s interests with outside bodies, including Enfield Council;
- make necessary annual submissions to Companies House;
- ensure Match Captains are aware of fixture meeting dates;
- oversee coaching arrangements;
- guide Committee decisions regarding rule transgressions by Club members;
- advise Match Captains on squad/team composition and match issues.
The Secretary will:
- minute Committee meetings and General meetings;
- prepare drafts and, where appropriate, sign letters on Club business;
- maintain an up-to-date reference version of Club rules and arrangements.
The Treasurer will:
- maintain formal records of all sources of income and expenditure;
- advise on financial priorities and authorise legitimate expenditure;
- bank income and make payments on the Club’s behalf;
- prepare an annual statement of accounts for the AGM;
- ensure the annual statement is audited by the independent appointee.
The Assistant Treasurer will:
- maintain up-to-date membership lists and contact details;
- receive subscriptions from members and match fees from team captains;
- receive takings from the bar and social events;
- reimburse documented expenditure on Club requirements;
- ensure agreed membership and contact information is available to members.
The Club Captain will:
- appoint men’s and ladies’ Match Captains;
- provide supporting advice on squad/team composition and match issues;
- deputise in the Chair’s absence;
- organise the annual Club championship and handicap tournament.
The Social Coordinator will:
- lead Committee planning of social calendar, including finals days;
- assemble support groups to plan and manage social events;
- prepare associated publicity material for the website and Clubhouse.
The Bar Manager will:
- keep the variety and volume of bar contents under review;
- purchase drinks and snacks as necessary to keep the bar suitably stocked;
- advise Treasurer on bar price list and keep up-to-date.
The Communications Coordinator will:
- develop and maintain the Conway website, incorporating news items provided by officers and team captains;
- keep the Clubhouse notice-board and window postings up-to-date.
The Junior Coordinator will:
- liaise with the club coach;
- act as a link between senior and junior sections;
- report to the committee on junior issues;
- help educate junior members into the ethos of Club membership;
- ensure that a child protection officer is appointed.
The Facilities and Maintenance Coordinator will:
- oversee cleaning and security arrangements for Clubhouse and grounds;
- advise Chair and Treasurer on maintenance, upgrading and replacement of equipment and facilities for Clubhouse, grounds and courts;
- commission and oversee maintenance and replacement work;
- oversee provision of balls for matches and Club play;
- monitor all aspects of the floodlight operation and use;
- complete required Health and Safety checks.
The Men’s and Ladies’ Match Captains will:
- work with the Chair and Club Captain to identify team captains and squads for summer and winter leagues;
- ensure that at least one experienced team player attends fixtures meetings;
- monitor events, taking steps to anticipate and resolve any difficulties;
- advise team captains as necessary, inducting members new to the job;
- provide annual article for inclusion in Chair’s annual report.
Team Captains will:
- establish contact with squad members before the season begins;
- select and notify team members for each match in good time;
- contact opposition captains in advance to confirm match arrangements;
- ensure new balls are available from Facilities Coordinator for home matches;
- arrange supper/tea providers, as required, for home matches;
- determine pairings and pair ranking for each match;
- collect match fees, settle drinks bills, reimburse match supper providers and submit balance to Assistant Treasurer;
- complete and despatch match results slips to the specified league contact.
- Junior membership lasts for a year, from April to April.
- All juniors are issued – and should carry – a membership card.
- Juniors may play at any time as long as the courts are not required by senior members of the club. Saturday mornings between 10.30 and 13.30 and Wednesday evenings after 7.00 are ‘Senior Club Play’ times. Juniors are unlikely to get courts at these times. At other times, at least one court will always be available and usually more.
- Club Matches (senior and junior) against other clubs have priority use of courts. Fixtures times are clearly indicated on the club website.
- Juniors must provide their own tennis balls, except for coaching sessions.
- Juniors must sign in when attending coaching sessions.
- Juniors may play with a non-member friend, but a guest fee is payable. Non members may only play four times as a guest.
- Junior members may play with their non-member parents.
- Suitable sports clothing (no jeans/fatigues) and tennis shoes should be worn.
- Juniors must not use the Clubhouse except with the permission and in the presence of a senior member.
- Rackets and covers should carry individual identification.
- Juniors should treat the courts, nets and other property of the Club with care and behave with respect to fellow tennis players and members of the public.
- A First Aid box is in the kitchen area. Parents with young children should be aware that the club cannot take responsibility for children outside the immediate boundaries of the club. The pond and recreation area are not part of the Club grounds.
- Junior members will be entered free of charge into Club junior tournaments.
- The Club has an identified Child Protection Officer to whom junior members and parents can express concerns. The name of the child protection officer will be clearly displayed in the clubhouse and on the club website.
Conway LTC: March 2008