Functional Manual

History of Looe Golf Club Seniors Section

 

The first records from meetings of the, then, Veterans Section of Looe Golf Club date back to 1989 which shows 25 members present at the first recorded Annual General Meeting. It appears the number of members increased fairly rapidly and by 1992, 42 members attended that year's AGM.

 

The Section remained the Veterans until changed by members vote at the 2012 AGM to Looe Golf Club Seniors. A document recording just how the Section functions has been suggested at Committee meetings and AGMs many times over the past years of the Seniors/Veterans existence. However, evidence of such a document being formally accepted by Committee and members alike are unavailable and therefore it must be assumed that none exists. 

 

The purpose of this document is to fill that gap and to formally document the functional operation and rules of the Seniors Section of Looe Golf Club.

1.  Purpose

1.1. The Section exists to bring suitably mature male golfers together for the purpose of enjoyment of organised friendly and competitive golf competitions and social occasions for like-minded persons.

 

2.  Membership

2.1. Membership is open to all members of Looe Golf Club aged 55 (CGU adopted this as Senior/Veterans age limit) and over.  [2] As a paid-up member full voting rights at AGM/EGM are granted.

2.2. Looe Golf Club Senior Section [1] members are first and foremost members of Looe Golf Club and will abide by Looe Golf Club Constitution and Rules.  Disciplinary matters involving these rules, roles and responsibilities will be considered by the Senior Section Officers and Committee.  Breach of Club rules will be passed to the Club Committee for their consideration.

 

3.  Subscription

3.1. The level of subscription to the Seniors Section shall be set and agreed by the Seniors Committee and approved by way of a vote of the members, usually at an AGM. The subscription level may be changed through an EGM if urgently required.

 

4.  Committee

4.1. For the purposes of continuity and functional management a Committee will be responsible for the day-to-day management and success of the Section.  The Committee will be formed by members and elected by members at an AGM/EGM to the positions of Treasurer, Assistant Treasurer, Secretary, and Seniors Captain. The Vice-Captain, Previous Years Captain and up to 2 co-opted members will complete the composition of the Committee. A further position of Media and Marketing Member was added in 2021.

 

4.2. The Committee have the authority to amend these documented rules and procedures for the purpose of being in the best interest of the Seniors Section and to amend this document as appropriate. Where a change of rules or procedures may have direct financial impact on members of the Section, the Officers of the Committee shall seek approval from the members through a vote prior to that change and to ensure that a record of the change exists in either EGM/AGM Minutes.

 

4.3. Should members be aggrieved by any changes of the rules and procedures representation shall be made through the options available in Para 6.2.

                               

5.  Roles and Responsibilities of Officers of the Committee

5.1.  The Treasurer with the aid of his assistant will be accepted annually by members under Rule 4.1 and shall be responsible for ensuring financial propriety of the Section funds and to this end, he will be expected to,

   a)  collect all monies due to the Section and arrange payment of Section funds for services as authorised by the Committee,

   b)  ensure appropriate levels of security for Section funds at all times,

   c) ensure a detailed record of members competition entrance fees paid in and prizes paid out is maintained for each competition to enable a record of percentage pay-out against club funds split to be kept and reported at AGM and committee meetings. 

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   d)  prepare financial statements and documentation for all meetings of the Committee and for annual audit,

   e)   to bring to the notice of the Committee immediately any circumstance in which the financial security of the Senior Section may be compromised,

   f)   monitor eligibility (6 roll ups) of entrants before they compete in Seniors in house comps [3]

   g)  ensure the committee do not surpass their limit of £50 donation/gift without approval of the members,

   h)  prior to the Annual Presentation event arrange for trophies to be acquired and engraving to be completed and funded,

5.1.1. When appointed, the Assistant Treasurer will be a full committee member and shall assist the Treasurer in his duties and stand for him as directed.

​5.2. The Secretary will be accepted annually by members under Rule 4.1 and shall be responsible for ensuring that the administration of the Section is sufficiently maintained to satisfy our commitments to our members, our host Looe Golf Club and to other clubs and organisations with whom we share reciprocal home and away matches, to this end he will be expected to;

   

   a)  arrange for the convention of all meetings, produce agenda, Chair the AGM and other meetings should the Captain be unavailable, prepare minutes recording decisions made and disseminate to all interested parties,

   b)  raise competitions, draws and score reports for members through Club V1 & How Did I Do.

   c)  monitor and record changes to rules and procedures in this manual as required and at least annually,

   d)  manage incoming and outgoing correspondence relating to all Section matters,

 

   e)  keep Section members informed of future events and competitions through e-mail, web pages, noticeboards and other media with the aid of the Media & Marketing Member,

   f)  bring to the notice of the Committee any event which may cause significant embarrassment to either Looe Golf Club or its Senior Section,

   g)  liaise with other Club Senior Secretaries regarding inter-club matches,

   h)  assist the Club Handicap Secretary with the Annual Handicap Review of Seniors members,

 

   i)  ensure each new committee complete a survey to determine the suitability of competition rules. i.e. Tees, Numbers of Qualifiers, Roll up Team and Individual Stablefords, Medals etc.

 

5.3.  The Captain will be accepted by progression and members vote at AGM after a period, usually one year, as Vice-Captain and shall be responsible for ensuring the day-to-day standards and rules of the Senior Section and, of those of Looe golf Club are upheld to this end he will,

   a)  agree a programme of competitions with the Secretary ensuring that all competition draws are completed fairly with scores promulgated in a reasonable timeframe.

   b)  select and captain teams for home and away matches, arranging for promulgation of nominated teams through all available media,

   c)  ensure all players are made aware of the dress standard required for Away Matches. The dress standard for Home post-match meals will be smart casual (No jeans or shorts) [6],

   d)  chair all meetings of the Senior Committee,

   e)  actively seek a Vice Captain to follow his term.

5.4.  The Vice-Captain will be nominated, seconded and voted in at AGM and will be responsible for supporting, assisting and substituting for the Captain in all of his duties and when necessary standing in for the Captain in his absence or when called upon.

 

5.5. The Vice-Captain should actively recruit a suitable person to assume the role of his Vice-Captain arranging suitable nominations for him at the AGM prior to the year during which he will be Captain.

5.6. The Media and Marketing Member will assist the Captain/Committee in maximising fundraising efforts and increase and retain membership by: 

a) building and maintaining an interactive website, including but not limited to details of membership, fixture list - including matches list, committee minutes, list of officers, to provide a shop window for the Seniors first, club second

 

b) assisting Secretary with membership coordination, including Seniors 3 event payment instructions


c) external communication - videos & other promotion - create content to go on the web site and social media channels (not including WhatsApp - as that is a members run platform)
 

d) liaise with PR and press to distribute details of the section’s activities.

 

5.7.   Co-Opted Committee Members without specific roles and responsibilities will be required to assist other Committee members in their roles, competitions and roll up days.

     

6. Meetings

6.1. The AGM will be held annually in September. The Secretary will post notice of the AGM including nomination for Officer details (at least 14 days in advance of the meeting) along with requests for proposed and seconded agenda items to be raised during the AGM. There will be no “any other business” on the AGM agenda. If required general discussion may take place on conclusion of the meeting. For the meeting to proceed a Quorum of 25% of members must be present.

6.2. An Extra Ordinary General Meeting (EGM) of the Senior Section may be called by the Committee, or by written request by six or more members - the request must give notice of the matter to be discussed. The meeting will then be arranged within 7-14 days. The matter to which the notice relates will be the only topic open to discussion. For the meeting to proceed a Quorum of 25% of members must be present.

6.3. Seniors' Committee Meetings will be held at intervals determined by the Captain and Secretary as appropriate to manage Section harmony. Members who have concerns over the management, conduct or general running of the Section should discuss their concern with a Committee member who is bound to take that concern forward for discussion by the Committee.

 

7. Balance of Competitions, Roll Ups against Qualifiers and Trophies

7.1. The Committee understands the importance of presenting a fair and balanced selection of fun and competitive games to members, and also the importance of maintaining members' handicap status and completing the programme of inter-club matches. During the year, playing Tuesday and Thursday mornings, roughly 104 golfing opportunities are available to the Seniors. Of those 104 opportunities some 70% are given to Team Competitions (Twitch, waltz, etc) with 20% given to Stablefords and Medals i.e Qualifiers, and the remaining 10% given to others (Seniors Opens, Matches vs Ladies Etc.)  Inter club matches are not included as Roll Ups will take place on inter-club match days.

7.2. The Committee, post 2021 Annual Survey of Members, currently feel that this a fair proportion to sufficiently maintain members' handicaps whilst providing a fair fun/competitive balance and will in future years endeavour to maintain this current status unless successfully challenged by members under current rules.

7.3. Competitions will be held in accordance with the rules and conditions as stated under the individual named trophy Sections on the Seniors Web Pages.

 

8. Competitions and Entrance fees

8.1. All members will be required to pay the required entrance fee, prior to playing in a competition, as set by the Committee. Members have options as to their method of payment, in advance to a members account by cash, bank transfer or alternatively by cash on the day. Should a member’s account have insufficient funds to cover their next game they will receive notification that funds are required.  If the member has funds from previous wins this may be transferred to cover the shortfall. Likewise, if players that pay by cash on the day fail to pay on the day then any funds held in winnings by the section will be used to cover the shortfall.

N.B. If any member plays and insufficient funds exist in his account to cover the entrance fee on the day of the competition, regardless of whichever payment option he uses, he shall be disqualified from that competition, in line with Looe GC rules for competitions.

 

8.2. The exception is the Seniors Captain who in the absence of any other financial support from Looe Golf Club is entitled to enter all competitions (Opens not included) free of charge and is entitled to fully retain any financial prize he should win. [4]

8.3. Tuesday and Thursday are normally Seniors competition days and registration is required by 1600hrs of the previous day.  The draw will be promulgated by Email, WhatsApp and How Did I Do by 1800hrs on the same day.  Members not registering before 1600hrs will not be refused entry but will take up a position at the rear of the field with those who have registered being promoted up the tee time draw if gaps exist.

 

8.4. Roll-ups will now only take place when no other competitions are organised by the Section for that day. Registration for these rare occasions will be by 1000hrs and cash will be required on these days. The person organising is to collect entrance fees, cash only, and complete a list of players. To ensure that all players are covered by the Seniors 2’s policy, Hole in One Insurance, and subsidies a 60/40 split (approx.) of entrance fee must be made. 60% can then be paid out in prizes and 40% must go to the Section funds. This is in line with all other Seniors Competitions.

 

8.5. The Seniors Summer knockouts are free to enter and the Buster Trophy Pairs Knockout will be drawn from a list of voluntary players split into two groups, higher and Lower handicaps, the draw will take select a player from each group who will play as a team and they will play other groups similarly drawn. 

 

8.6. Tee Times for Knockout matches are to be arranged independently of Seniors Section Tee Times and Fourball knockout matches will not be allowed to start between the Ladies and Seniors Tee Times. This is to prevent matches spoiling the enjoyment of the whole Seniors Section Roll Up/competitions.

8.7. The Committee will not sanction matches to be played beyond round completion dates. If individuals or teams cannot complete their matches, the individuals or teams concerned shall amicably decide who is responsible for the match not being completed and must inform the committee, by completing the relevant result sheet with the name/names of who is to go through to the next round. to

 

8.8. The senior’s Committee will settle any competition disputes using club decisions as guidance. Any decision made by the Committee will be final.

 

8.9. OPERATION BALL BAG. The Captain, in cases of forecasts of, or in extreme inclement weather, may call Operation Ball Bag. Once called the competition of the day will be cancelled. Members will be notified through WhatsApp, Email and club answerphone messages as early as possible and it is the player’s responsibility to check if OP BB is in play via one of these methods.  If players wish to play, balls will be placed in a bag at in the clubhouse and drawn out at 10:20hrs to select playing partners. £3 entry fee will be collected, cash only with requirements of Par 8.4 taken into consideration. Players must check if the Course is open. Winter League rounds will be played regardless of weather!

 

9.  Prize Winners

9.1.   Seniors trophy competition winners will be given the choice of receiving an engraved medal/small trophy or a Pro shop voucher worth approximately £7. [5]

 

10.  Away Days

10.1.   At least one Away Day per year will be arranged and where possible subsidised by the Seniors Committee. At the Captain's discretion he may, if funds are available, request that a second Away Day be considered. Members may also put forward their ideas for suitable venues for these days.

References:

 

  1.  Reference AGM minutes 2012 – Name Change from Vets to Seniors – approved by majority.

  2.  Reference AGM minutes 2008 – CGU recognise Seniors/Veterans age as 55 years and over.

  3.  Reference AGM 2014 – eligibility to play in knockout comps and Seniors trophy comps.

  4.  Reference AGM 2018 – Captains Competition entrance fee and winnings voted for 16 - 2

  5. Reference AGM 2014 – Winners to be offered Trophy or voucher voted for 17-3.

  6. Reference EGM Dated 5th March 2020 - Members voted for smart casual dress for home matches. 13-6