Highway Golf Society - Constitution

This summarises the main aspects of how the Society is managed.
 
  • The name of the society is Highway Golf Society (The Society).

  • Objects

    The objects of The Society is to promote friendship through golf and associated social contact.


  • Membership and Guests

    The Society has free membership and provides good value golf days offering an enjoyable day out with the opportunity to socialise over a drink during and after a meal following golf.
    New members may be introduced by an existing member     but the final approval of their membership is to be made by the Committee, who may also remove members after providing full reasons for doing so.
    Any member who, for whatever reason, has not played for 3 years shall, at the discretion of the Secretary, be removed from the membership communication list and not informed of future Society business through group emails / WhatsAPP.
    The Committee shall, at any time, introduce an annual membership fee if The Society's finances and circumstances warrant it.
    Each member will be asked to provide an email address and phone number which shall be used for all Society communications. It shall be the member's responsibility to update The Society when an email address or number changes. One member may be elect to be the conduit for their group of friends.

  • Handicaps

    All members who have a registered WHI with England Golf, as part of golf club membership, or subscribing with an organisation such as iGolf will have this converted to a playing handicap for each course played. Full details of members handicap status will be available on the handicap page of the web site. For any member who does not have a registered WHI, they will have an internal WHI, either from transfer of an existing HGS playing handicap, or what is advised by a new member, initially to a maximum of 32. For use of WHI handicaps, our governance policy is:

    1. Established WHI's will be accepted from England Golf or any other accredited provider.

    2. The secretary will maintain easy access to latest WHI information for all registered members by establishing a friends list in the EG app.

    3. A player holding a registered WHI who wins a golf day will be expected to enter their round scores in the EG app.

    4. If a player with a registered WHI has not entered a minimum of three scores for the year preceding a golf day, their WHI will become part of the Society internal system for review. Details of the internal review system will be maintained in the handicap page of the web site.

    5. The secretary will monitor data for registered and non registered WHI's to determine any ongoing adjustments to the internal review system to maintain fairness.

  • Card Marking and Rules of Play

    The rules of the game of golf to be played within The Society shall be those of the Royal & Ancient Golf Club of St. Andrews.
    Each player's card shall be marked by another player in the same group and at the end of the game, and both having agreed the score, both the player and the marker are to sign the card.
    Where a player is in contention for any of the prizes the Captain of the day (or a nominated helper) will check the score. Corrections to improperly marked cards will be made, but there will be no disqualifications or penalties so we maintain the friendliness of the Society.
    Once checked, scores are final, even if later processing for The Society records indicates a discrepancy. All infringements of rules during the round should be dealt with by playing partners, but if required a ruling from the Secretary can be requested before the score is finalised.

  • Splitting Ties

    When there is a tie for any of the place prizes, ties will be split in accordance with Stableford rules. The player with the higher points score on the last 9 holes wins the tie. When this does not split the tie, it is then based on points scored for last 6 holes, then last three and if necessary first 6, then first 3 of front 9.

  • Prizes

    Prizes for each golf day will be at the discretion of the Committee depending on factors including the position of The Society's finances at the time and the number of players with a maximum of:

    • 1st - Trophy to be returned after 1 year, Replica Trophy, bottle of wine and a sleeve of balls.
    • 2nd - Replica, bottle of wine and a sleeve of balls.
    • 3rd - Bottle of wine and a sleeve of balls.
    • 4th - Bottle of wine and a sleeve of balls.
    • 5th - Sleeve of balls.

    Additional prizes will be awarded for Longest Drive, Nearest the Pin and all players who score a gross 2 (subject to society finances). There is also a trophy for anyone who scores a hole in one which will be kept by the holder.
    A player can win any of the additional prizes, but this does not exclude them from winning any of the place prizes.
    When there is a tie for any of the places, refer to the above for "Splitting Ties".
    Any new guest playing for the first time on the day who does not have a registered WHI will not be eligible for any of the place prizes, but they are eligible for any of the other prizes.
    At the end of each year a further trophy will be awarded to the most improved player, calculated by the increase of the average points scored in the current and previous years provided that they have played at least twice in both years.

  • Golf Day Payments

    The cost of each golf day will be decided by the Committee taking into account the golf club charge to The Society and the need for us to fund the prizes and other costs. Details will be included in the annual newsletter issued once the golf days have been booked for the forthcoming year.
    The cost will include an additional amount for raffle tickets for those those who cannot stay for the meal.
    Members will not be confirmed as playing until payment has been received as The Society may be liable for “no shows”.
    We recommend that members pay these fees at least 7 days before the golf day direct to our bank account, whose details are included on the newsletters, and inform the General Secretary and Treasurer accordingly. This     enables the Committee to confirm the numbers with the golf club, decide on the level of prizes and on the playing groups and it stops excessive cash being handled on the golf day.


  • Newsletters

    A Newsletter will be sent to all members annually by email or WhasApp, usually in January once the golf days for the ensuing year have been confirmed as booked. The newsletter will be published on our web site from the events page.


  • Accounting

    The accounts of The Society shall be prepared by the Treasurer and made up to 30 September each year. The accounts should be reviewed by another person, who may be a member of the Society or a third party with appropriate financial qualifications, before presentation to the members at the AGM.


  • Annual General Meeting (AGM)

    The Annual General Meeting of the society shall be held in October each year, in order to receive the Committee’s report, the Statement of Accounts for the previous year, sufficient time to book first choice dates for golf days and for the election of Captains, Vice Captains and committee members and any other Society business as appropriate, for the ensuing year.
    Three members are required to form a Quorum for the AGM.


  • Officers & Committee

    a. A Committee shall be elected at each Annual General Meeting (AGM) for a term of one year commencing immediately following the AGM.
    b. The Committee should consist of at least four members to include a General Secretary, Treasurer, Captain and Vice Captain. In the event that no member wishes to be Captain or Vice Captain for the whole year then a Captain and Vice Captain can be elected for each golf day.
    c. A Committee Member may hold two or more positions.
    d.The General Secretary will act as the Chairperson of Committee meetings and of the AGM and any other general meetings.
    e. Three Committee members are required to form a Committee Quorum.
    f. The Committee may form Sub-Committees for any purpose, which shall be comprised of at least 1 Committee Member together with co-opted members as appropriate.
    g. The Committee may co-opt additional members to the Committee and shall do so if the number of Committee members falls below three. A co-opted Member of the Committee may serve for any period decided by the Committee until the next AGM and will have full voting powers.
    h. In the event that a Member retires from the Committee other than at an AGM, a replacement may be co-opted to stand until the following AGM.
    i. The Committee shall have full authority to make, alter and publish Society rules on matters falling within its responsibility for the purpose of the management of The Society provided always that such rules do not seek to materially change or conflict with the Constitution.
    j. If a vote is required on a topic discussed at committee (face to face or electronically), that is within the constitution remit, the general secretary / chair person may exercise a casting vote to resolve a tie. This should only be exercised in situations where it is inappropriate to keep a status quo (e.g. deciding on two differerent dates for a golf day, two venues etc.)

  • Data Protection & Website

    The Society's website shall be maintained and contain details of forthcoming events, golf day scores, trophy winners, members' handicaps and members of the Committee. Personal details of members are not to be contained on the website.
    The General Secretary shall keep contact details of current and past members.
    The Society shall ensure that personal data is stored securely using modern software that is kept-up-to-date. Access to personal data shall be limited to personnel who need access and appropriate security should be in place to avoid unauthorised sharing of information.


  • Dissolution of the Society

    Any decision for the Society to cease must be made by the members at an AGM or a specially convened Extraordinary General Meeting (EGM).
    Once the decision to cease has been made by a simple majority of those voting at the AGM or EGM, all debts and liabilities of the Society are to be paid and any surplus funds paid to a charity agreed by the committee. When considering such a charity emphasis may be given to golf and/or local charities.


  • Dress Code

    All members must adhere to the dress code of the relevant golf clubs chosen for the Society's golf days. The Society only requests smart casual with meals and voluntary wearing of the society tie.


  • Amendments to the Constitution

    Any repeal for part of the Constitution shall require a simple majority of the members voting (face to face or electronically) at an AGM or an EGM. In the event of a tied vote, the motion shall be decided by the general secretary / chairman of the meeting. Adjustments to existing aspects of the constitution for more efficient running of the Society may be agreed by a committee majority.




    Version 3, 24/09/2024