CLUB RULES
EFFECTIVE DATE: APRIL 1ST 2022

 

 

  1. Name
    • The name of the Club is Chipstead Golf Club.
  2. Definitions
    • In these Rules, the following expressions shall have the following meanings:
      Annual Subscription: Annual subscriptions are payable in advance of the subscription period or any other day as the Proprietor may determine. 

      Annual membership fees and any other dues payable by members will be reviewed annually by the Proprietor.  

       

       

      Club: Chipstead Golf Club 

       

       

      Committee: The Committee from time to time appointed pursuant to rules 14 and 15 

       

       

      Eligible Members: Eligible Members shall include all fully paid up Members, excluding Flexible Members, Special Members, Junior Members, Social Members and players nominated by Corporate Members, and only Eligible Members shall be entitled to take part in elections to the Members’ Committee and Club Officers. 

       

       

      Extraordinary Meeting: An Extraordinary Meeting of Members of the Club convened and held pursuant to Rule 18.   

          

       

      Manager: A Manager or Managers appointed by the Proprietor to operate The Club on a day-to-day basis. 

       

       

      Member: A Member of whatever category of Membership of the Club. 

       

       

      Members’ Annual Meeting: The Annual Meeting of Members of the Club convened and held pursuant to Rule 18. 
      Office Holders: Men’s Captain, Men’s Vice Captain, Ladies’ Captain, Ladies’ Vice Captain.  

       

       

      Proprietor Meetings: Meetings called by the Proprietor on an ad-hoc basis.  

       

       

      Proprietor: The Dosanjh Foundation Ltd, a company registered in England with company registration number 11271352 whose registered office is at Monarch House, 7-9 Stafford Road, Wallington, Surrey, SM6 9AN 

       

       

      Rules: These rules (including any by-laws made pursuant hereto) as from time to time revoked supplemented or altered by and published by the Proprietor. 

       

       

      Social Members: Persons of 18 years and over permitted by the Proprietor to use the Clubhouse and its facilities only, subject to payment of such annual or other subscriptions and subject to such restrictions and conditions as the Proprietor may from time to time prescribe, such persons having no Membership or voting rights or rights to join the Members’ Committee but such persons being bound by these Rules. 

       

       

      Special Members: Members who are granted full playing rights by the Proprietor under special fee arrangements. 

       

       

    • In these Rules, words importing the singular shall include the plural, and vice versa.
  3. Proprietary Club
    • The Club is a proprietary club of the Proprietor. 
  4. Objects
    • The objects of the Club are:
      • to establish, maintain and conduct a golf club for the accommodation and benefit of the Members, Members’ Guests and Visitors, and to encourage golf and social activities among Members, and generally to provide Members with all the usual privileges and advantages of a private members’ golf club; 
      • to abide by the Rules of Golf and the Rules of Amateur Status as laid down by the Royal and Ancient Golf Club of St. Andrews and as far as practicable to ensure that members, visitors and guests using the Course abide by these Rules;
      • to affiliate to and abide by the Rules of England Golf, the Surrey County Golf Union, the Ladies Golf Union, and the Surrey Ladies County Golf Association;  
      • to comply with the Council of National Golf Unions Standard Scratch Score and Handicapping Scheme 1983 and any amendments thereto. 
  5. The Proprietor
    • The Proprietor will provide and maintain a golf course and clubhouse, together with ancillary facilities and those things which are reasonably necessary for the Club to be carried on in accordance with its objects and these Rules. The Proprietor will be responsible for any connected expenses. The Proprietor will arrange contracts and or franchises as may be necessary and have the sole right to manage and terminate all such contracts. 
    • The Proprietor appoints the Manager to operate the Club on a day-to-day basis and is authorised to implement these Rules in the best interests of the Proprietor.  
    • For the avoidance of doubt the Proprietor does not give the Manager authority to enter into any legally binding arrangements or commitments on behalf of the Proprietor unless otherwise expressly stated in writing. 
    • The Proprietor reserves the right to make concessions for individual Members wherever it sees fit. 
  6. Categories of Membership
    There shall be the following categories of Membership:

    • Playing membersOf various categories including, but not limited to, Full, Flexi and 5 day. Each category having specific playing rights and restrictions which may be amended from time to time by the Proprietor or Manager.
    • Social MembersSocial Members may be permitted to use the Clubhouse facilities only subject to such restrictions and conditions as the Proprietor may from time to time prescribe. Such persons shall have no voting or playing rights nor be eligible to serve on a Committee but will be bound by these Rules. A Social Member shall be at least 18 years of age.
    • Corporate MembersWho are permitted to play upon terms which will be agreed with the Proprietor. 
  7. Membership
    • Every candidate for Membership shall be at least 18 years of age (excluding Juniors).
    • Each candidate for Membership or to be a Social Member must complete and sign an application form for the purpose and may be interviewed by the Manager, who may in his absolute discretion accept or reject any candidate without assigning any reason therefore. No person may be admitted to Membership or as a Social Member before the expiry of 48 hours from the date of his application.
    • Upon payment of the joining fee (if any) and the annual subscription or such lesser sum as the Proprietor may agree, any candidate whose application has been approved will become a playing Member and will receive a ‘Bag Tag’ which they will show upon request.
  8. Annual Subscription
    • Members’ Annual Subscriptions will be due for payment in full in advance for twelve months (or part thereof) from the date of joining the Club and every twelve months thereafter. By prior arrangement with the Proprietor, Annual Subscriptions may be paid by such instalments and on such terms as may be agreed.
    • If any Annual Subscription, or instalment thereof, has not been paid in full by the due date then all rights of the Member shall be immediately suspended until the amount due is paid in full.
    • A Member who resigns must give notice in writing to the Manager on or before the date for payment of the Annual Subscription, otherwise the Member shall be liable to pay his Annual Subscription for the subscription year.
    • Whether paying in advance or by instalments a Member shall be liable for the full amount of the Annual Subscription even if the Member resigns during the subscription year. 
  9. Bar Levy Accounts 
    • The Club operates an electronic levy account system which Members may use to purchase certain goods and services provided by the Club from time to time.
    • Discounts that are afforded to Members (or certain categories of Members) from time to time may only be obtained if purchases are made using the levy account system.
    • Each member may be required to make a minimum contribution to their levy account at the beginning of each membership year (or on joining).
    • The amount of the minimum contribution may vary by membership category and from time to time at the discretion of the Proprietor.
    • A member may ‘top up’ their levy from time to time at the Club bar. Top ups may be made by cash or credit/debit card.
    • It is a members’ responsibility to maintain safe custody of their membership cards. The Proprietor does not accept responsibility for the unauthorised use of a member’s levy resulting from a lost, stolen or lent membership card.
    • Members are not permitted to a cash or other form of monetary reimbursement of any unspent minimum contribution, or top up, to their levy account.
    • Members must spend all minimum contributions by the end of the membership period, any balance of minimum contribution remaining thereafter will be forfeited.
    • A balance remaining on a member’s levy account on cessation of their membership (if not renewed) will be forfeited.
  10. Cancellation, Suspension of Membership and Expulsion 
    • The Proprietor reserves the right to cancel any Membership and rights by notice verbally or in writing to the Member, Social Member or Special Member at any time and without refund of any fees or Annual Subscriptions paid in advance.
    • The Proprietor may, without having to assign any reason therefore, by notice in writing to any Member suspend that Member to such an extent and upon such terms as they shall see fit, or expel any Member. Any Member suspended or expelled pursuant to this Rule shall remain liable for any Annual Subscription due prior thereto.
    • Any Member so suspended or expelled shall have no rights against the Manager, the Proprietor, its directors or the committee and their respective officers, managers, employees, representatives and agents in respect of such suspensions or expulsion.
  11. Resignation and Transfer of Membership 
    • Any Member may apply for transfer from one category of Membership to another at any time by agreement with and upon terms set out by the Proprietor. The Proprietor shall not be obliged to approve any transfer of Membership.
    • Any Member wishing to resign or transfer his Membership shall give notice in writing of his intention to the Proprietor.
  12. Non Members
    • Subject to payment of green fees set by the Proprietor, and the provisions of these Rules and the following restrictions, Members may bring guests to play with them on the course and enjoy the same facilities as Members.
    • The Member must play with his guest or guests, no one person may be a guest on more than ten occasions in any Year, and no Member may bring more than three guests on any one occasion unless otherwise agreed by the Manager. 
    • A Member shall be responsible for payment of all monies due by or in respect of his guests. 
  13. Green Fees and Societies
    • The Proprietor will permit green fees and Societies to play at its discretion. 
    • The level of green fees and fees for Societies will be set from time to time by the Proprietor. 
  14. The Committees
    • Members’ Committee
      • If a member of the Members’ Committee is absent from four consecutive meetings, the Members’ Committee shall have the power to declare this place vacant and co-opt another Eligible Member to the Members’ Committee, who shall serve for the remainder of the year and shall be eligible for re-election at the next Members’ Annual Meeting. 
      • The Members’ Committee shall consist of the Men’s Captain, Men’s Vice-Captain, Ladies’ Captain, Ladies’ Vice-Captain, two members of the Vets’ committee, one Past Captain and up to three elected Eligible Members. 
      • The Members’ Committee shall have such additional functions as the Proprietor may from time to time delegate to it. 
      • The Members’ Committee shall have power to appoint Subcommittees for such purposes as it may see fit, and may delegate to any such Subcommittee such of its powers as it may consider necessary or desirable, and may nominate or co-opt any Eligible Member whether or not a Committee Member to serve on such Subcommittees. Unless otherwise provided by the Members’ Committee, the Men’s or Ladies’ Captain, as appropriate, shall be a member of each Subcommittee. Each Subcommittee shall elect a Chairman of its meeting who in the absence of the Secretary shall keep full and accurate minutes of all proceedings of the Subcommittee. 
      • The Members’ Committee shall form a Handicap Subcommittee which shall have a majority of elected Eligible Members and which shall have control of handicapping matters within the Club, subject to Rule 4. 
      • The Members’ Committee shall form a Competition and Match Subcommittee which will ensure that at least 10 handicap qualifying competitions are held in each year, subject to the approval of the Proprietor. For more details see Competition and Matches Subcommittee procedures available in the Clubhouse and on the Club website.
    • Ladies’ section Committee 
      • The Ladies’ section Committee will manage the running of their competitions and events and will provide a monthly report to the Member’s Committee. For more details see the Ladies’ section procedures available in the Clubhouse and on the Club web site. 
    • Seniors’ section Committee 
      • The Seniors’ section Committee will manage the running of their competitions and events and will provide a monthly report to the Member’s Committee. For more details see the Seniors’ section procedures available in the Clubhouse and on the Club web site.   
  15. Election of Committees 
    • Members’ Committee
      • At the Members’ Annual Meeting all Eligible Members present shall be responsible for the election of the Club Captain, Vice-Captain and those standing for election to the committee. 
      • Nominations for the Members’ Committee supported by a proposer and seconder who shall both be Eligible Members must be received in writing by the Secretary at least 21 days before the Members’ Annual Meeting.
      • A list of nominations in alphabetical order with the names of proposer and seconder shall be affixed to the notice board in the Clubhouse at least 14 days before the Members’ Annual Meeting. Ballot papers shall be prepared containing the names of candidates for election and each Eligible Member present in person (in the case of a Corporate Member, by its duly appointed representative) at the Members’ Annual Meeting shall be entitled to one vote.
      • If an insufficient number of candidates are nominated or a vacancy occurs during the year, the Members’ Committee may co-opt Eligible Members to fill the vacancies with the agreement of the Proprietor for that year only and they shall be eligible for election at the next Members’ Annual Meeting. 
      • If two or more candidates obtain an equal number of votes the person chairing the Members’ Annual Meeting shall have a second or casting vote.
    • Ladies’ section Committee 
      • See Ladies’ section procedures
    • Seniors’ section Committee
      • See Seniors’ section procedures
  16. Committee Meetings 
    • Members’ Committee
      • One half of the members of the Members’ Committee shall constitute a quorum for the purposes of any Committee Meeting. 
      • The Men’s Captain, or in his absence either the Men’s Vice-Captain, Ladies’ Captain or Ladies’ Vice Captain if present shall preside. Or, if these are absent the meeting shall elect a Chairman. 
      • Unless otherwise provided in these Rules the decisions of the Members’ Committee shall be made by simple majority of those present and voting, and, in the event of an equality of votes, the Chairman of the meeting shall have a casting vote. 
      • The Secretary shall convene a meeting of the Members’ Committee at any time if requested to do so by the Proprietor, or the Men’s Captain or the Ladies’ Captain, or by three or more Committee Members.
      • Subject to the other provisions of these Rules, the Members’ Committee and each Subcommittee formed in accordance with Rule 13.1.7 shall regulate its own procedures. 
      • The Proprietor shall be entitled to notice of and to appoint representatives to attend and speak at all meetings of the Members’ Committee and each Subcommittee, but such representatives shall have no vote. 
      • The Proprietor or his representative shall have a dedicated agenda item scheduled as the first item at the start of each Members’ Committee meeting to provide and receive feedback relating to the provision of facilities in accordance with Rule 5. 
    • Ladies’ section Committee 
      • See Seniors’ section procedures 
  17. Annual Meeting
    • Members’ Annual Meeting
      • The Members’ Annual Meeting shall be held in April each year. 
      • Each Eligible Member present in person (in the case of a Corporate Member by its duly appointed representative) shall be entitled to one vote.
      • For the election of the Men’s Captain and Vice Captain only Eligible male Members are entitled to vote.  
      • The Men’s Captain, or in his absence either the Men’s Vice-Captain, Ladies’ Captain or Ladies’ Vice Captain if present shall preside. Or, if these are absent the meeting shall elect a Chairman. The Chairman shall have a second or casting vote. 
      • The Proprietor shall be entitled to notice of and to appoint representatives to attend and speak at the Members’ Annual Meeting, but such representatives shall have no vote. 
    • Ladies’ section Annual Meeting
      • See Ladies’ section procedures. 
    • Seniors’ section Annual Meeting 
      • See Seniors’ section procedures. 
  18. Extraordinary Meeting
    • The Members’ Committee or the Proprietor may convene an Extraordinary Meeting of Members when any question arises of such importance as shall; in the discretion of the Members’ Committee, or the Proprietor justify calling such a meeting. The Members’ Committee shall be bound to convene such a meeting upon receiving a requisition signed by not less than fifty Eligible Members. Voting at such a meeting shall be in accordance with Rule 17.1.2. 
  19. Proprietor’s Meeting 
    • The Proprietor may on an ad-hoc basis call a meeting of all Eligible Members generally with a view to communicating information of significant interest or for any other reason they may consider necessary.
  20. Notices of Meetings 
    • At least 14 days written notice of any Members’ Annual or Extraordinary Meeting specifying the nature of the business to be transacted, and the day, place and hour of such meeting, shall be sent to the Proprietor, and by way of notice to the Members, a copy of such notice shall be affixed to the notice board in the clubhouse. 
  21. Hours of Opening and Functions
    • The Proprietor or the Manager may in its discretion close the golf course or clubhouse or any parts thereof for any period and for any purpose which is considered necessary or desirable. 
    • No Member shall be entitled to any refund of Annual Subscription or any other compensation in the event of closure of the golf course or clubhouse or any part thereof. 
    • The Members’ Committee, with the prior consent of the Proprietor, shall be empowered to organise and allow functions for Members and their guests to be held in the clubhouse. 
    • The Proprietor and the Manager may admit visitors to use such of the Clubhouse facilities, as they shall decide. 
    • The sale or supply of intoxicating liquor in the Club shall be permitted within the general licensing hours in force within the licensing district in which the clubhouse is situated, and during any extended hours granted by the Justices, and the bar opening hours shall be fixed by the Proprietor. Intoxicating liquor shall be sold or supplied only in accordance with the terms and conditions imposed by the Justice’s Licence granted in respect of the clubhouse. 
    • Children under the age of 18 may not be supplied with alcoholic beverages, nor may they use any gaming  machines. 
  22. Alterations to Rules 
    • These Rules may be revoked, supplemented or altered by the Proprietor and such revocation supplementation or alteration shall take effect and be binding upon Members upon notice thereof being affixed to the noticeboard in the clubhouse. 
    • The Proprietor may make revoke supplement and alter such by-laws as it may consider necessary from time to time concerning the operation of the clubhouse its facilities and the car park, the availability of any facilities for Members and others, and any other relevant matters. Such by-laws, and any revocation supplementation or alteration thereof, shall be posted on the notice board in the clubhouse and shall have effect and be binding upon Members from the date of such notice until otherwise determined by the Proprietor. 
    • The Proprietor may consult with the Members’ Committee in relation to the making revocation supplementation or alteration of any by-laws. 
    • Where there is any conflict between these Rules and the by-laws the provisions of these Rules shall prevail. 
  23. Register of Club Members 
    • Every Member shall notify the Manager of his address, or that of an agent in the United Kingdom if such person is not resident in the United Kingdom, to which notices of meetings and demands for Annual Subscriptions may be sent and of any changes of such address. Such addresses shall be inserted in the register and any notices sent by post to such address appearing in the register for the time being shall be deemed to have been delivered at the time when the notice would have been delivered in the ordinary course of post. 
  24. Liability and Disclaimers 
    • No Member will be under any financial liability to the Proprietor or the Club by reason only of Membership except in relation to his Annual Subscription, and under Rules 11.1 and 12.3. 
    • Neither the Proprietor nor the Club shall be responsible for damage, injury or loss occurring on the course, in the clubhouse and its surroundings or occurring at any activity or function operated organised arranged or sponsored by the Proprietor or the Club, except to the extent that such liability cannot be excluded by law. 
    • Any Member or guest or visitor or Social Member who makes use of or accepts the use of any apparatus, facility, privilege or service of the Proprietor or the Club in any manner, or who engages in any game exercise competition or other activity operated organised arranged or sponsored by the Proprietor or the Club, shall do so at his own risk; and the Proprietor and its directors and the Club and their respective officers, managers, employees, representatives and agents shall have no liability to any Member guest visitor or Social Member otherwise in respect of any damage injury or loss resulting from such use, except to the extent that such liability cannot be excluded by law. 
    • The Proprietor and its directors and the Club and their respective officers, representatives and agents shall have no responsibility or liability to any Member, guest, visitor or Social Member for any articles brought into the clubhouse and its surroundings, and any article left by any person without specific provision having been made with the Manager for its storage, may be disposed of by the Proprietor if it has been retained the same for one month prior to such disposal. 
    • Neither the Proprietor nor the Club accept any liability or responsibility in respect of any damage, injury or claims caused as a result of any persons use of the course or clubhouse. Each person is responsible for ensuring they have the appropriate personal cover and insurances at all times.  
  25. Rules of Golf, Dress and Etiquette 
    • The Proprietor in consultation with the Members’ Committee, shall be entitled to make revoke supplement and alter by-laws concerning standards of dress for Members, guests, visitors and Social Members to the clubhouse and to ensure that Members, guests and visitors observe the etiquette of golf. 
    • Members not acting in the best interests of the Club or who threaten or seek to canvass support against the Club or the Manager will see their Membership cancelled or suspended under Rule 10
  26. Disputes and Differences 
    • Any dispute or difference which may arise as to the interpretation or implementation of these Rules and the by-laws or as to the powers or the validity of proceedings of the Members’ Committee, any sub-committee or any Members’ Annual or Extraordinary Meeting of the Club shall be determined by the Proprietor whose decision shall be final and binding on all Members
  27. Notices
    • To be deemed valid any notice or other communication intended for the Club or Proprietor, and in connection with these Rules and their application, shall be in writing and delivered by hand or first class post to: 

      Gary Torbett
      Director of Golf
      Chipstead Golf Club
      How Lane
      Chipstead
      CR5 3LN

    • Clause 27.1 does not apply to the service of any proceedings in any legal action