1. Articles and Bye-laws
1.1. Display and amendment
A copy of the Articles and Bye-laws as amended from time to time shall be prominently displayed at all times at the premises of Maidenhead Lawn Tennis Club (the “Club”) and all Members shall be deemed to be familiar with them. The Articles shall not be altered except at a General Meeting after due notice, and then only provided that seventy five percent of those present and voting are in favour. The Bye-laws shall be made and periodically revised by the Board or by the Club in General Meeting, subject to the restrictions set out herein. Any new Bye-law proposed by the Board shall be subject to majority approval at the next General Meeting. Interpretation of all the Articles and Bye-laws must be consistent with the statutory requirements for Community Amateur Sports Clubs (“CASCs”) and the Rules and Discipline Code of the Lawn Tennis Association (the “LTA”). These Bye-laws may not be amended in any way that is not consistent with the Club’s Articles or applicable laws.
1.2 Responsibilities and Powers of the Board
The Board is responsible for ensuring that:
• the Club complies with all applicable laws;
• the Bye-laws are consistent with all applicable laws and with the Articles; and
• the Club has appropriate operating practices.
The Board reserves the right to develop and implement appropriate processes and procedures intended to ensure that the Club:
• complies with all requirements set out in or imposed by applicable laws, rules or regulations, including, without limitation, those imposed by the LTA, for the purposes of CASC status, or by the Royal Borough of Windsor and Maidenhead Council; and
• has appropriate operating practices on, for example, car parking, court etiquette, sports clothing, membership numbers and grievances.
2. Reimbursement of Members
For the avoidance of doubt, the Club may reimburse Members for travelling and other out-ofpocket expenses related to matches, Club events or other Club business.
3. Matters requiring 2/3rds approval
The following matters require the approval of at least 66.7% of Voting Members present at a General Meeting.
3.1. Moving the Club
Any proposal to move the Club to another site.
4. Bye-laws requiring Majority approval
The following Bye-laws may be revised or removed on the resolution of a majority of Voting Members present at a General Meeting subject to Bye-law 1.
4.1. Classes of Member
Membership of the Club shall be open to anyone.
The Board shall have power to limit the numbers of members in the respective classes if they consider this necessary. There shall be the following classes of Members:
• Honorary Life
• Adult, Adult (65+), Adult (80+)
• Young Adult (19-29)
• International Students
• Juniors 18 & under, Juniors 10 & under, Juniors 8 & under
• Social (Adult and Junior)
Honorary Membership shall be strictly limited and at the discretion of the Board, by way of reward for special services to the Club.
4.2. Subscriptions and Fees
Subscriptions, joining fees and Fees for the current year are shown within Appendix 1. The due date for annual subscriptions is 31st March. Subscriptions paid before the 15th March will benefit from a prompt payment discount.
Notes to the Subscription Scale:
a) The subscription year runs from 1st April to 31st March.
b) A member whose subscription is not paid by the 1st April will cease to be a member.
c) In the event of the Club being liable for Value Added (or any other) Tax on members’ subscriptions, the figures shown in the regulations shall be inclusive thereof.
d) For a new member, after the end of June, the Board may at their discretion accept a proportionally reduced subscription for the part-year. Likewise, they may make a refund to a member who becomes unable to use the Club for a substantial part of the year on account of injury, illness, or departure from the district.
4.3. Accountancy Year
The Club’s Financial Year shall run from 1st April to 31st March and the accounts submitted to the Annual General Meeting shall be prepared accordingly.
4.4. Elected Board Posts
The Board comprises: the Chair; the Secretary; the Treasurer; the Facilities Director; the Junior Representative Director; the Competitive/Teams Director*; the Social Players Director*; and the Socials/Bar/Comms Director*.[*Not necessarily the same as any of the elected Committee Posts but has the responsibility of representing those areas posts.]
4.5. Elected Committee Posts
They are the President; Vice-President; Mens Team Captain; Ladies Team Captain; Match Secretary; Bar Chairman; Social Secretary; Publicity & Communications Representative; Social Players Representative Daytime; Social Players Representative Evening.
Election of Committee Members will follow the same process set out in the Articles for Directors.
4.6. Staggering of Board and Committee Posts
Each Director and Committee member will be elected for a three-year term, with one third of the posts being voted on at any one AGM. At the first GM of MLTC Ltd the initial elections will be for a period of 1, 2 or 3 years.
Group 1: In 2019 the following will be elected for 3 years, thereafter for 3 years:
- Treasurer (Board)
- Junior Representative Director (Board)
- Socials/Bar/Comms Director (Board)
- Match Secretary
- Publicity & Communications Representative
- Social Players Representative Evening
Group 2: In 2019 the following will be elected for 1 year, thereafter for 3 years:
- Chair (Board)
- Competitive/Teams Director (Board)
- Mens Team Captain
- Bar Chairman
- Social Players Representative Daytime
Group 3: In 2019 the following will be elected for 2 years, thereafter for 3 years:
- Secretary (Board)
- Facilities Director (Board)
- Social Players Director (Board)
- Vice President
- Ladies Team Captain
- Social Secretary
4.7. Casual Vacancies of Committee members
Where a Committee member resigns or is otherwise unable to continue acting as a Committee member the same process as defined in the Articles
4.8. Committees The Social Play, Teams, Club Tournament, Court Allocation, Coaching & Development, Juniors, Social aspects, Facilities & Premises, Redevelopment & Strategy Group, Grievance, and the Appeals Committees are responsible for the day to day running of the Club and they will be made up of the elected officials and other co-opted members.
The make-up of the various Committees, as well as the Director responsible for each Committee, is detailed in the Composition of Committees document (appendix 2).
Committees must have a minimum of 3 members and the quorum should be 60% of the Committee members. In the event that one of the offices is not filled the quorum for the Committee is reduced accordingly.
4.9. Board and Committee Meetings and Minutes
All Committee members will be notified of Board meetings and any elected Committee Member can attend any Board meeting, but is not eligible to vote.
Minutes will be produced by the Board and by each Committee and published on the MLTC web site.
4.10. Term limits
Subject to nomination and successful re-election at the AGM, an office holder (except President and Vice-President) shall not stand for election for any one post for more than 2 terms (each of 3 years) in succession.
If a Member is elected for a period less than 3 years then that period does not count towards the 2 term limit.
The Board, recognising that it can be difficult to get nominations for some posts and, provided the current office holder is prepared to continue in that post beyond this period, reserves the right to waive the term limit in such circumstances.
4.11. Injury, Loss of Property Etc.
Members or Visitors leaving unattended vehicles, rackets, clothing or other property at the Club do so at their own risk and the Club shall not be responsible for any loss, damage or injury resulting from this or any cause.
4.12. Visitors and Temporary Members
Visitors may be introduced by a Playing Member. Before a Visitor plays, the Member introducing him/her must make an appropriate entry in the Visitor’s Book and pay the fee, which is detailed in Appendix 1, provided that no one whose application for membership has been declined or who has been expelled from the Club may be introduced as a Visitor. A Non-Playing Member may play, at the same fee as a Visitor, but neither a Visitor nor a NonPlaying Member may play more than three times in any one year except with the special permission of the Board.
Temporary Playing Members
Any properly introduced Visitor playing with a Member or any player coming to the Club to participate in an event run by or sanctioned by the Club (e.g. Schools tournament, county matches/events, non-members being coached, holiday camps) shall be a Temporary Playing Member for tA Visitor not permanently resident, nor working within 30 miles of the Club, may be admitted as a Temporary Member at the discretion of the Treasurer and one other Board Member for a period not exceeding one calendar month, at the fees decided by the Treasurer.
Temporary Social Members
Visitors attending a social event or accompanying a player in an event run by or sanctioned by the Club will be a Social Member for the day.
Temporary Playing and Social Members
Any Temporary Member using the facilities of the club will be required, as a condition of such use, to agree to be bound by and subject to the MLTC Ltd Articles and these Bye-laws, 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 club can enforce any breach at its option and in its sole discretion.
4.13. Related Directors
At any one time there may be no more than two related or co-habiting Directors from one family.
4.14. Expenditure and Delegation of Authority
For any Committee, any single item of expenditure greater than £5000 must be referred to the Board for prior approval.
4.15. Proxy Notices
Clarifying the Articles: Proxy Notices must be delivered to the Secretary at least 48 hours before the start of a GM.
4.16. Equal Opportunities
a) This Club is committed to ensuring that equity and equal opportunities is incorporated across all aspects of its development.
b) The Club respects the rights, dignity and worth of every person and will treat everyone equally within the context of tennis, regardless of age, ability, gender, race, ethnicity, religious belief, sexuality or social/economic status.
c) The Club is committed to everyone having the right to enjoy their sport in an environment free from threat of intimidation, harassment and abuse.
d) All Club Members have a responsibility to oppose discriminatory behaviour and promote equality of opportunity.
e) The Club will deal with any incidence of discriminatory behaviour seriously, according to the Club’s Grievance Process.
4.17. Safeguarding and Complaints
a) All concerns, allegations or reports of poor practice/abuse relating to the welfare of children, young people and vulnerable adults will be recorded and responded to swiftly and appropriately in accordance with the Club’s safeguarding policy and procedures. The Club Welfare Officer is the lead contact for all members in the event of any safeguarding concerns.
b) All complaints regarding the behaviour of members should be presented and submitted in writing to the Secretary who will process the complaint according to the Grievance Process and refer the matter to the Grievance Committee.
4.18. Sale of Alcohol
The bar will be open for the sale of alcoholic drinks at such times as are regulated by the Board within the hours permitted by Law and as stated on the Premises Licence. All alcohol consumed on the premises must be purchased from the club bar unless preauthorised by the Bar Chairman or by the Board.
The Head Coach has the discretion to determine if a coach is permitted to deliver coaching for fees at the Club. Unlicensed or unregistered coaches are not permitted to coach unless supervised by a registered coach.
4.20. Social Events
The following applies to all Social Events and Tournaments:
• Any event taking more than £20 per day is to be accounted for.
• Any other event expected to make a profit is to be accounted for.
• Any other event where a loss is made and the club has agreed to make good the loss is to be accounted for.
• Event Fees, whether above or below the £20 limit, are to be advertised.
5. Appendices to the Club Bye-Laws
1. Subscriptions and Fees for the current year
6. Appendices to the Board’s Reserve Powers:
2. Composition of Committees
3. Committee Terms of Reference, authority to incur expenditure, limit of expenditure and delegated powers
4. Committee Members Job Descriptions
5. Grievance Procedure