Harburn Golf Club’s Terms of Reference
The Members of Harburn Golf Club elect a Council annually, in order that traditional elements of Club life can be preserved for the future. The Council is made up of volunteers, ideally representing all Sections of the Club, thus reflecting the variety of views and opinions held by the membership.
This document is designed as an introduction to the Council for new or prospective Council Members. It is also available to all members should they wish to gain a better understanding of Council procedures.
The Role of the Council and its Members
The Council exists to represent and promote the views and interests of the Club Members and to liaise and work closely with Members and other appropriate parties to create a well run, reputable Golf Club that fully reflects the aspirations and expectations of the Club Members.
Council Members are elected for a period of three years and are expected to act at all times in a manner befitting the high standards required of a Council Member of a reputable Club. The procedure for the election of Office Bearers is set out in Section 4 of the Club’s Constitution while their individual responsibilities are covered in Section 5 of the same document.
The management of the business and affairs of the Club are as set out in Section 3 of the Club’s Constitution. As stated, the Council will appoint sub-committees at its first Meeting following each AGM to manage various aspects of the Club, including the Greens Committee, House Committee, Match and Handicap Committee, Finance Committee and a Social Committee. The Council also has the power to elect further sub-committees as are deemed necessary or desirable. Currently, there is a Policy sub-committee dealing with Constitution, Health and Safety and Legislative matters.
Council Meetings
Council Meetings are generally held within the Clubhouse each month and are chaired by the Captain or in his absence, by the Vice Captain. In the event that both the Captain and Vice Captain are not present, those attending will appoint a Chairperson for that meeting. Six Council Members are required to form a quorum. Convenors are requested to submit their reports in advance of the meetings to allow full discussions to take place during the meetings.
It is the duty of every Council Member to make themselves available for each Council Meeting. If, for any reason, a Council Member cannot attend a meeting, a notice of apology should be sent to the Secretary in advance.
Decisions are taken on a majority vote, each Member having one vote. In the case of a tie, the Captain/Chairperson shall have the casting vote.
The structure of Council Meetings generally follows this agenda:
- Apologies.
- Minutes – approve and sign Minutes of the previous Meeting and discuss matters arising but not included in this Agenda.
- Treasurer’s Report.
- Match Secretary’s Report.
- House Report.
- Greens Report.
- Social Report.
- Ladies’ Section Report.
- Juniors’ Section Report.
- Policy Report.
- Any Other Competent Business.
- Applications for Membership.
- Date of the next Meeting.
Minutes of each Council meeting are taken by the Secretary, circulated to Council Members and subsequently filed within the Club Office.
The Council Meetings are normally convened at 1900hours and are usually finished by 2100hours. The sub-committees convene their own meetings as and when required prior to Council Meetings in order that written reports are available for full discussion at the Council Meetings.
Other Council Business
In addition to the on-going management of the Club, the Council must undertake the appropriate disciplinary action if Members infringe Club/R&A/SGU rules and regulations or acceptable standards of behaviour under the terms and conditions set forth in Section 16 of the Club’s Constitution.
The Council also has the responsibility of calling the Club’s Annual General Meeting which has to be held not later than the last Sunday of March in any year. The procedures to be followed in setting up the AGM are described in the Constitution, Section 6, as also are the rules applicable at that Meeting.
A Special General Meeting of the Club may be called at any time upon request by the Council, or upon a written request signed by not less than twenty Eligible Members of the Club. Such a Meeting shall then take place within one month of the date of the request.
Becoming a Council Member
Any Eligible Member of Harburn Golf Club can stand for any Council position as long as he has a proposer and a seconder. Nominations for Council positions must be made on the nomination forms that are posted in the Clubhouse at least fourteen days before each Annual General Meeting. Full details regarding the Election of Office Bearers and Council Members are set out in the Club’s Constitution, Section 4.