ACGA Constitution

1a) The name of the Association shall be called African Caribbean Golf Association hereinafter referred to as "The ACGA".

2a) To provide an organisation through which members can play competitive golf in strict accordance with the official rules of golf.

2b) To provide the means for members and their families to socialise.

2c) To promote the game of golf to members of the African Caribbean community.

2d) To provide the means for members to improve their game and understanding of the rules and etiquette of the game.

2e) In all circumstances the ACGA will abode by the overiding rules as determined by the English Golf Union.

3a) The address of the Association shall be that of the Secretary.

4a) The ACGA shall have 2 classes of membership

• Full Members

• Associate Members

4b) Full Members

A full member will have the following rights:

• To participate in all ACGA activities

• To vote at the Annual General Meeting

• To invite a guest to participate in golf days (subject to capacity)

4c)  Becoming a Full Member

An individual will need to do the following to become a full member:

• Complete and submit an application form. This form will be need to be seconded by a current member in good standing.

• Pay the membership fee applicable at the time.

• Compete in 2 ACGA formal golf events.

• Receive formal confirmation of full membership status by the Secretary.

4d) Annual Renewal

Once admitted for full membership, this will need to be renewed annually by doing the following:

• Payment of the annual fee

• Advising the secretary of any change to address, contact details, golf club or handicap

• A full member who has not renewed by the end of February of the new calendar year will cease to be a full member and will be re-classified as an Associate Member. Full membership will be restored on receipt of full payment of the annual membership.

4e) Associate Member

An associate member will have the following rights.

• To be included in all correspondence sent to members.

• Participate in all competitions of the ACGA as a guest.

• Participate in all social events of the ACGA as a member.

4f) Becoming an Full Member.

An individual will need to do the following to become a full member.

• Write to the secretary and express an interest in becoming an associate member.

• All former full members will automatically become associate members.

• Receive formal confirmation of associate membership status by the Secretary.

4g) Full members or Associate members who wish to resign from the ACGA shall do so in writing to the Secretary. Any membership fees paid will not be refunded.

4h)  A member in good standing is defined as a full member who is not under a disciplinary sanction.

5a) There will be an annual subscription payable by all full members. This rate shall be set at the AGM each year applicable from January 1st of the new year.

5b)  A member whose subscription remains unpaid longer than 3 months after been properly duly notified shall cease to be a full member and will be reclassified as an associate member.

5c) Any new member taking place after July 1st shall be entitled to a 50% discount on the year’s annual subscription.  

6a)  An Executive Committee shall be elected by the AGM from among full members to oversee the affairs of the ACGA.

6b)  Officers: The committee shall consist of the following officers: Captain, Vice Captain, Secretary, Treasurer, Handicap Secretary, Social Secretary and Website Co-ordinator.

6c)  Term: Each officer shall serve for a period of 2 years and hold at least 4 meetings per year.

6d) Captain - The captain shall chair meetings of the Executive Committee

6e)  The Vice Captain shall automatically assume the role of Captain after the end of his term as vice captain

6f)  Quorum: 4 members of the committee at a meeting shall constitute a quorum.

6g)  Powers: The committee shall have the following powers:

To organise and oversee the affairs of the association in furtherance of the aims as outlined in the constitution.

Spend money for any purpose in carrying out their duties;

Interpret and enforce the rules of the ACGA (and R&A) acting as the final decision making body on all disciplinary matters.

To fill any vacancy, including that of Captain arising during their term until the next AGM.

To scrutinise members’ handicaps and make adjustments at any time in accordance with the ACGA rules and the rules of fair-play.

Where this action is taken, the member should be notified about this change as soon as possible before the start of the next ACGA competition.

Keep full records of competitions and handicaps.

To take and keep minutes of committee meetings and the AGM.

Financial accountability - The Treasurer on behalf of the Committee shall ensure that all income and expenditure is accounted for. Therefore, no expenditure shall be made or income received without the personal approval of the Treasurer.

7g) The Officers shall have the following duties/roles

The Captain shall -:

Give strategic leadership to the association

Oversee the role of the other officers and the proper functioning of the Executive Committee.

Have ultimate responsibility to ensure that the association’s affairs in conducted in strict observance with the provisions of this constitution

Chair committee and general meetings

Have an additional casting vote, in the event of a tie at both committee and general meetings

Submit a report to the AGM

The Vice Captain shall -:

Assist the Captain in carrying out their duties

Have specific responsibility for organising inter-society events

Submit a report to the AGM

The Treasurer shall -:

Ensure that all income and expenditure is accounted for. Therefore no expenditure shall be made or income received without the personal approval of the Treasurer.

Prepare and present financial reports to the committee as required and to the AGM.

Have responsibility for proposing the new annual subscription for the coming year at the AGM having first agreed this with the Executive Committee.

Be personally liable for any shortfall in the funds of the ACGA.

Keep an up-to-date record of members

The Secretary shall -:

Keep an up to date Register of Members.

6g)  Handover – The outgoing committee shall facilitate the smooth functioning of the ACGA by facilitating an orderly and efficient handover. This shall include the transfer of all documents relating to each officer within 30 days of the AGM.

7a) Misconduct: is defined as any action which in the opinion of the committee is likely to prejudice the good name of the ACGA.

7b) Allegation of Misconduct: A misconduct allegation can be filed by any full member. This should be in writing to the Secretary who shall acknowledge receipt of such communication. An allegation of misconduct an also be instigated by the committee acting on its own volition.

7c)  Investigation of Misconduct: The Executive committee shall ensure that due process shall apply to all misconduct allegations. All investigations shall be conducted with transparency, fairness, objectivity and efficiency. All misconduct allegations shall be investigated to determine and consider the evidence. The Executive Committee shall decide whether to undertake this investigation itself or appoint a sub committee to do so. Where a sub committee is appointed, the final decision must be ratified by the Executive Committee. This investigation and decision should be concluded within 60 days.

7d)  No member or officer shall be involved in disciplinary proceedings in a decision making capacity in which allegations have been made against them.

8e)  Sanctions: Where the Executive decide that a member has breached its rules, it has the power to apply the following sanctions

• Reprimand and warning as to future conduct,

• A Financial Penalty, not exceeding £200,

• Suspension from Competitions and/or Social Events

• Loss of all rights for a period not exceeding

• Expulsion from the ACGA

7f)  The Executive Committee can apply any or a combination of these sanctions.

7g)  Refunds - No refund of membership fees shall be made in the event of any of the above sanctions being applied.

7h)  Appeals: A member subjected to disciplinary procedure resulting in the application of a sanction shall have the right to appeal. They shall communicate their intention to use this facility in writing to the Secretary.

7i)  The Executive Committee shall ensure that an Appeals Committee constituting of 3 members in good standing shall meet to review the appeal within 30 days of the receipt of the appeal notice.

7j)  No member involved in making the decision at the earlier stage shall be included on the Appeal Committee. The decision of the Appeals Committee will be final and binding.

8a)  An Annual General Meeting (AGM) shall be convened by the Executive Committee once every calendar year and no later than 15 months after the previous AGM.

8b)  Notice: A notice with an agenda shall be sent to all full and associate members no less than 21 days from the date of the AGM.

8c)  Quorum: 3 full members or 20% of the paid up list of members in good standing (which ever is greater) shall be required to form a quorum at the AGM.

8d)  Special AGM: (S-AGM) Can be convened for any reason if the Committee decided that it is necessary for this to be convened in order to further the business the ACGA. A notice with an agenda shall be sent to all full and associate members no less than 7 days from the date of the S-AGM.

8e)  An AGM can also be convened if 30% of the full members at the time sign a declaration requesting such a meeting. This should be given to the Secretary and stating the nature of the business to be discussed.

8f)  After such a decision or on receipt of such a request, the Secretary shall convene a Special General Meeting of the Association within 21 days, and will ensure that not less than 7 days notice shall have been given to all Members.

8g) The AGM is the only body empowered to make changes to the constitution. Any changes to the constitution should be proposed in writing and this should be circulated to members no less than 29 days before the date of the AGM. Amendments to proposed changes can be at the AGM.

9j)  The Executive Committee shall make available the facility for proxy voting on resolutions coming to either the AGM & S-AGM.

9a) Each full member attending each recognised ACGA golf day event shall be required to pay a nominal fee set by the Committee to the Hole in One Fund. Any full member attending a recognised ACGA golf day event who achieves a Hole in One shall be entitled to receive contents of the Hole in One Fund at the time or a minimum of £100 from ACGA funds.

9b) In the event that two or more Members achieve a hole in one at the same recognised ACGA golf event then Hole in One Prize shall be shared equally.