NAME, AFFILIATION AND OBJECTS
Thameside Tennis is the operating name of the Civil Service Lawn Tennis Clubi. The club is affiliated to the Middlesex County Lawn Tennis Association, Senior’s Tennis GB (the Veterans’ Lawn Tennis Association) and the Civil Service Sports Council Lawn Tennis Association (CSSCLTA)ii. The object of the Club is principally to provide facilities for and generally to promote, encourage and facilitate the playing of tennis including through the provision of suitably qualified coaches.
Membership of the Club is open to all without discriminationiii. However, adult members must pay an annual subscription to CSSC, either as a standard or linked memberiv. For juniors, under the age of 19, a parent or carer must join CSSC, whether or not the adult is a playing member of the club (CSSC membership is only open to over 16s)v.
The committee may, at its discretion, appoint Life members (and revoke life membership) for existing or past members who have given long and valued service to the Club and who are no longer actively involved in Club activities. Life Members are not required to pay a Club subscription fee.
The membership secretary or, in his/ her absence, the Treasurer shall maintain an up to date record of the paid-up members of the Club. All members are to be provided with a name tag on the club membership board.
Membership shall cease at the discretion of the committee if;
A member’s subscription remains unpaid three months after the due date, or
A member breaches the Constitution or behaves in an inappropriate way.
Members may bring visitors subject to the Rules of Play of the Club and at the prescribed fee.
Subscriptions shall become due on 1 April each year or on joining and shall be paid to the membership secretary, or any member of the committee, within a period specified by the committee. The Committee may offer a general discount for prompt payment should it see fit Subscriptions shall only be refunded in very exceptional circumstances and the committee’s decision on this shall be final.
The Non-Executive Officers of the Club shall be:
The Executive Officers of the Club shall be:
The Executive Officers of the Club may not be ‘linked’ to each other.
The Club is managed by a committee, consisting of the Chair, Secretary and Treasurer, together with four or five playing members.Four members including Officers shall form a quorum. A quorum consists of four members, of which at least 2 must be Executive Officers.
All committee roles are honorary i.e. done without payment. The exception is that, as a way of thanking them for their efforts throughout the year, committee members are offered the chance to purchase from Wimbledon tickets allocated by the LTA and CSSC before the other tickets are balloted. The committee may, at its discretion, give an award or small gift to ordinary members who have otherwise provided distinguished service to the club.
Any vacancy among the officers or members of the committee may be filled by the committee until the next Annual General Meeting. The committee shall also have the power to appoint from its ranks deputy officers should the occasion arise.
All business in the committee or in any sub-committee is decided by a majority vote, each officer or member having one vote. In the event of equality of voting, the Chair has an additional or casting vote. Voting by proxy is not permitted.
The responsibility for match fixtures and selection of men’s, ladies’ and mixed teams will rest with the men’s and ladies’ team captains, in conjunction with the match secretary.
The committee should arrange to meet at least three times during the summer season and on such occasions during the winter as the Chair considers necessary. The agenda for these meetings should be sent out at least 7 days prior to the date of the meeting.
Special meetings of the committee may be called by the Secretary whenever required by the Chair or by written request of at least five members of the committee. The agenda for a Special Meeting must be sent out at least 3 days prior to the date of that Meeting.
The Secretary must keep the records of the Club and minutes of meetings and will carry out such other duties as may be assigned to him/her by the committee.
The Treasurer is responsible for all receipts and payment. Monies received by any representative shall be forwarded to him/her without delay.
At each meeting of the committee, the membership secretary must provide details of the current membership of the Club. The Treasurer will be responsible for seeing that the financial position is satisfactory.
Rules of play are drawn up by the committee, who are responsible for seeing that these are observed. The Rules of Play may be amended from time to time by the committee at their sole discretion.
14 days notice of any General Meeting will be given to the members of the Club. On receiving a requisition signed by 50 members, the Secretary will call a General Meeting.
The Annual General Meeting (AGM) of the Club will be held in March of each year, under the Chairmanship of the President or a Vice-President of the Club, or in the event of these officers not being available, an officer nominated by the committee.
The business of the meeting will be:-
To confirm the minutes of the previous AGM ;
To receive and, if approved, adopt the Committee Report;
To receive and, if approved, accept the Accounts for the past year, which runs from 1st January to 31st December;
To consider and, if approved, alter the Constitution for the management of the Club;
To elect Officers of the Club and members of the committee;
To determine the limits of the authority of the Treasurer’s signature;
To elect the Honorary Auditor(s);
(i) Of which notice must have been given to the Secretary of the Club at least seven days before the date of the Meeting;
(ii) At the discretion of the Chair of the Meeting.
All voting shall be by majority, except in the case of amendment of the Constitution, for which a two-thirds majority of members present and voting shall be required.
No Constitutional rule of the Club shall be repealed and no new Constitutional rule shall be adopted, except at a General Meeting of the Club. Due notice of a resolution to be moved at a General Meeting shall be sent to the Secretary not less than seven days before the meeting.
A bank account must be maintained in the name of the Club at a bank approved by the committee. Monies received must be placed to the credit of the Club’s bank account at the earliest opportunity.
When instructed by the committee, the Treasurer will give details of the current financial position of the Club. Arrangements may be made for the Chair to receive from the Club’s bankers a certificate showing the Club’s bank balance.
Except as provided in Rule 21 no member may incur liabilities on behalf of the Club without the approval of the committee, and after such approval has been given the Treasurer will normally pay accounts as they become due without further reference to the committee.
Any committee member may incur expenditure of small amounts. Such items must not, save in exceptional circumstances, exceed a sum pre-determined by the committee. Receipts for such expenditure will be given to the Treasurer and will be available for examination by the Honorary Auditor.
The Treasurer’s signature will suffice for cheques up to a sum determined annually by the AGM. All cheques over that sum drawn on the bank account of the Club will be signed by the Treasurer (or the acting Treasurer) and by the Chair or the Secretary. When Internet banking is used to make payments then the Treasurer will be authorised to process payments up to a sum determined annually by the AGM. For any transactions over this sum then the authority by way of email will be sought from either the Chair or the Secretary.
The Treasurer, or in his/ her absence any member of the committee, will give a receipt on request for any payment made to the Club, and will keep records of such receipts.
The Treasurer will prepare an annual statement of the Income and Expenditure of the Club from 1 January to 31 December in each year, together with a Balance Sheet showing the Assets and Liabilities as at 31 December in each year. These statements will be submitted for certification prior to the AGM to the Honorary Auditor(s), who will have access to all the books and records of the Club and will verify that the accounts are correct, duly vouched and in accordance with the Constitution of the Club. The Chair will pass to the Honorary Auditor any certificates which he may receive from time to time of the bank balance of the Club.
In cases of dispute as to the interpretation of the Constitution, the committee will decide the meaning.
The Club does not accept liability for any injury sustained by a player at any time. Details of an injury received should be immediately reported to King’s House School’s staff. Any member (a member’s guest shall be deemed the responsibility of the member) causing wilful or malicious damage to the Club’s property or equipment, will reimburse the Club for the full cost of such repair or replacement as may be necessary, and will be suspended until such payment is made and/or may forfeit the remainder of his or her subscription, at the committee’s discretion.
Facilities for members, other than the supply of tennis balls, are supplied by King’s House School and the Club accepts no responsibility for said facilities.
This Constitution, and any subsequent amendments, shall be brought to the notice of CSSC.
All surplus income or profits are to be reinvested in the club. No surpluses or assets will be distributed to members or third parties. Upon dissolution of the club any remaining assets shall be given or transferred to another registered charity or the sport’s governing body for use by them in related community sports.
Upon dissolution of the club any remaining assets shall be given or transferred to another registered charity or the sport’s governing body for use by them in related community sports.
Approved AGM March 2018
i The Club was set up as CSLTC in the 1920s. It changed its operating name in 2017 to better demonstrate its accessibility. It is an unincorporated Association.
ii CSLTA is part of CSSC Ltd, trading as CSSC Sports & Leisure. Future references to these organisations will simply call them CSSC. It is the affiliation to CSSC which gives the Club the right to hire courts from King's House School (KHS), as CSSC leased the sports ground before KHS took over in late 2010
iii This is a condition imposed by HMRC as a Community and Amateur Sports Club, which allows the Club to benefit from tax advantages.
ivAny CSSC member is able to link up friends and family to their membership, allowing them to join CSSC as Linked Members
v CSSC’s insurance will cover the adult activity at the Club while the correct risk assessments and Health & Safety checks are in place. Insurance arrangements for juniors are covered through the Club’s affiliation to the Middlesex LTA.