Club rules

There are separate Rules & Etiquette for tennis.

1. THE CLUB The name of the Club is "Surbiton Racket & Fitness Club". Its address is Berrylands, Surbiton, Surrey, KT5 8JT. It is a private members Club. The Club is a non-profit making organisation. All profit and surplus will be used to maintain or improve the Club's facilities. No profit or surplus will be distributed other than to another non-profit making body or to members on the winding up or dissolution of the Club.

2. MEMBERSHIP The Club membership is composed of ladies and gentlemen and junior members (the latter of whom must be below the age of eighteen years either (a) on the 1st April prior to the date of joining, or (b) in any subsequent year, on the date any subscription renewal is due).

3. FINANCIAL YEAR The Club's financial year ends on 31st March.

4. THE MANAGEMENT OF THE CLUB The Club is presided over by a President who is elected annually at the Club's Annual General Meeting. The management of the Club is carried out by an Executive Committee elected (other than in the case of the Club Director) at the Club's Annual General Meeting. The membership of the Executive Committee comprises the following:-·

In addition : a Vice Captain may be elected at the end of the first year of the Club Captain's period of office and will attend Executive Committee meetings for the subsequent year in a non voting capacity;- the previous Club Captain may be invited to attend Executive Committee meetings by the Club Captain at any time in the first year of the Club Captain's period of office.

Three members present and entitled to vote, one of whom must be the Club Captain or the Treasurer, shall constitute a quorum for a meeting of the Executive Committee.

The Executive Committee shall have full power:-

a) to decide all questions not provided for in these Rules or which are not by these Rules reserved for the Annual General Meeting;

b) to direct the general policy of the Club, and in particular to consider and, if approved, implement recommendations of the Tennis and Squash Sub-Committees;

c) to make, repeal and amend all such Bye-laws (not inconsistent with these Rules) as shall be expedient for the management of the Club. All such Bye-laws shall be binding upon members until repealed by the Executive Committee or set aside by resolution of an Annual General Meeting or Extraordinary General Meeting;

d) to fill any vacancy in their number;

e) to set a budget relating to finance of the Club and to present this to the Annual General Meeting;

f) to recommend rates of subscription and fees for members at the Annual General Meeting;

g) to elect any person to be an Honorary member of the Club for such limited period and purpose as the Executive Committee may determine;

h) to waive or alter the entrance fee and / or subscription of any individual member. Any waivers granted will be available for inspection, if required, at the next AGM;

i) to authorise the Disciplinary Committee for the time being to exclude from the Club any member or visitor guilty of a breach of the Rules or of the Bye-laws or whom it may deem guilty of misconduct;

j) to invite any person to attend the Executive Committee in a non-voting capacity

k) to organise the provision of a temporary overdraft facility of up to fifteen thousand pounds (if required) with the Club's bankers to enable the Club to continue to trade during the winter period.All resolutions by members of the Executive Committee shall, to be effective, be passed by a simple majority of the Executive Committee present and voting, and each member present shall have only one vote, apart from the representative from Kingston Council who shall have no vote. The previous Club Captain will only have a vote if the Club Captain is not present, but under no circumstances will a previous Club Captain have a second or casting vote. In the case of equal voting, the Club Captain, or in his/her absence the Treasurer, shall have a second or casting vote.

5. SUB-COMMITTEES There shall be a Tennis Sub-Committee and a Squash Sub-Committee each of which shall comprise such members as are elected at the Annual General Meeting. Only Tennis or Tennis and Squash members may be elected to the Tennis Sub-Committee and only Squash or Combined members may be elected to the Squash Sub-committee. The Executive Committee at its discretion may appoint such other sub-committees for any purpose it deems appropriate. The President, Club Captain and Club Director shall have access to meetings of the Sub-Committees (in a non voting capacity). On all Sub-Committees all resolutions shall, to be effective, be passed by a simple majority of the members present and voting. Each member shall have only one vote except that in the case of equal voting, the Chairman shall have a second or casting vote. A minimum of two members present and entitled to vote, shall constitute a quorum for a meeting of each Sub-Committee.The Sub-Committees shall deal with such matters as may from time-to-time be referred to them and shall make such recommendations to the Executive Committee as they may wish. Each Sub-Committee shall have the power to fill any vacancy in its numbers or to co-opt.

6. PERIODS OF OFFICE (i) The period of office of each Committee member shall be from the date of his / her election until the conclusion of the next Annual General Meeting except:-

(a) in the case of the Club Captain whose period of office shall be from the date of election until the conclusion of the next but one Annual General Meeting; (Unless no other person stands for the post of Club Captain and if agreed at the AGM, the Club Captain may stand for a further twelve months) and

(b) in the case of the Vice Captain whose period of office as Club Captain, may commence at the conclusion of the Annual General Meeting. The Vice Captain may be appointed every second year. In the event that the Vice Captain is unable to take up the appointment as Club Captain, a replacement shall be appointed at the Annual General Meeting.

(ii) The Club Director (a paid official appointed to manage the Club) shall operate within the policy laid down by the Executive Committee. His terms of appointment shall be agreed by the Executive Committee with the endorsement of the Club President.

7. APPOINTMENT OF STAFF The Club Director, in conjunction with the Treasurer and Club Captain shall be responsible for the appointment of the Club staff and any matters relating to them. Members shall refer any matter concerning Club staff including complaints to the Club Director, Club Captain or Treasurer and not to any member of the Club staff directly.

8. PAYMENT OF SUBSCRIPTIONS AND ENTRANCE FEES The due date for renewal of subscriptions and the appropriate LTA/SRA levies is 1st April of each year. Although single payments are preferred, there is a facility for members to pay by Direct Debit; however, there may be an appropriate levy made on these payments which if it is to be proposed will be reccommended by the Executive Committee at the AGM.If payment is made by Direct Debit, then all payments must be fullfilled upon the signing of the Direct Debit mandate. If a payment is not received by the Club, the Member shall have their subscription suspended until payment has been received.A member whose subscription has not been paid by 30th April of each year will not be entitled to use the Club's facilities and may by resolution of the Executive Committee be suspended as a member of the Club until full payment has been received by the Club Director. (The joining fee can then be charged to any person renewing their membership after a period of thirty days has elapsed from renewal of their membership fees) Any person who ceases to be a member, forfeits all rights as a member.Payment of a subscription or part thereof will constitute the member's agreement to adhere by the Club rules.

9. FAMILY MEMBERSHIP Family membership includes two adults and any number of children aged under 18 at the time the subscription is due and living as a family with those adults. At any subsequent membership renewal date, if any child reaches the age of 18, he or she will be required to pay the appropriate individual membership subscription. Family membership also applies to couples living at the same address. This benefit applies only to tennis and squash.

10. COUNTRY MEMBERSHIP Country membership may be offered to existing or new members whose normal residence is over 30 miles (in a straight line) from the Club. (Country members do not have a vote at an AGM)

11. UNSATISFACTORY CONDUCT OF A MEMBER In the event that the conduct of any member of the Club is, in the opinion of the Executive Committee, contrary to the interests of the Club or injurious to its reputation, then a Disciplinary Committee shall be formed under the Chairmanship of the Club Captain. This Disciplinary Committee shall comprise the Club Captain, the Chairmen of the Tennis and Squash Sub-Committees and two members who are not elected on any committee at the time of the offence and who shall be selected by the Club Director. In the event the member being disciplined is under eighteen years of age, then he or she may have the right to have a parent or guardian present at the Disciplinary meeting. The Disciplinary Committee shall consider the matters and take whatever action they consider appropriate and if necessary terminate the membership of the person concerned. Should this occur, the member in question is not entitled to any refund of subscription paid.

12. VOTING RESTRICTIONS AND ELIGIBILITY FOR ELECTION TO COMMITTEES Country, Social & Bridge and Junior members shall not be entitled to vote at meetings, nor be eligible for election to Committees of the Club.

13. COURT FEES All members playing squash shall pay the appropriate fees for the use of the courts and all tennis members shall pay the appropriate fees for the use of floodlit courts and indoor courts prior to play commencing. The member whose name is entered on the booking sheet will be responsible for the payment of the correct fees.

14. RESIGNATION Members who wish to resign must notify the Club Director in writing before the renewal date of their subscription. Otherwise they will be liable for the subscription for the following year. There is no entitlement to any refund of subscription or entrance fee in the event of resignation of membership.

15. VISITORS A member may introduce visitors to the grounds and Clubhouse except on such occasions that the Executive Committee deems it not to be in the Club's best interest. A visitor may play tennis or squash provided

No visitor may play tennis or squash on more than five occasions during any period of twelve consecutive calendar months whether introduced by different members or not. Under no circumstances may visitors use the gym or its equipment. The names of those visitors not playing tennis or squash must be entered in the visitors book by the introducing member but there shall be no fee. Members are responsible for the conduct of their visitors.During tournaments, players, their guests and any spectators are made honorary members of the Club for the duration of the tournament.If attending group sessions, for either tennis or squash, players are made honorary members for that specific period of time.

16. ANNUAL GENERAL MEETINGS & EXTRAORDINARY GENERAL MEETINGS (RULES 16 -21) The Annual General Meetings shall be held not later than the second week in July and in principle, as soon after the end of the Financial Year (March 31st) as practical. The time date and place of the Annual General Meeting shall be agreed by the Executive Committee. At least three weeks notice of an Annual General Meeting must be given to members in writing, to their address as provided in the Club's database, accompanied by the Agenda, the Executive Committee's report and the Treasurer's statement for the past year and balance sheet as at the end of the last Financial Year. The Treasurer's statement and balance sheet shall be formally submitted to the meeting which shall also elect members of the Executive Committee and the Tennis and Squash Sub-committees. All subscriptions and fees for the following year shall also be agreed at the Annual General Meeting.

17. Nominations for Committee members are to be noted on the proposal lists as provided in the Clubhouse. The lists are to be made available at least three weeks before the Annual General Meeting and nominations will close seven days before the meeting occurs. Compliance with this procedure will be the sole responsibility of the Club Director.

18. Members may propose additional items, for discussion purposes only, to the Agenda of the Annual General Meeting under "Any Other Business" provided fourteen days notice, prior to the meeting has been given to the Club Director in writing and which the President and the Club Captain consider suitable for discussion at the Annual General Meeting. Such additional items shall be added to the Agenda of the Annual General Meeting.

19. At all Annual General Meetings and Extraordinary General Meetings, twenty members present and entitled to vote shall form a quorum and subject to Rule 25, any resolution at an Annual General Meeting or an Extraordinary General Meeting shall be passed by a simple majority of the members present and voting. Each member present shall, except where otherwise provided by these rules, have one vote only. At all Annual General Meetings and Extraordinary General Meetings, the President, the Club Captain or any other person nominated by the Executive Committee shall take the chair and shall, in the event of equal voting, have a second or casting vote.

20. If the Executive Committee feel that a postal ballot of all voting members is appropriate, then this ballot will take the place of the normal majority vote (Rule 19) at an AGM or EGM. The result will then be made public at the meeting.

21. The Executive Committee shall call an Extraordinary General Meeting when (a) they consider it appropriate or (b) on receipt of a written request signed by a minimum of eighty voting members. The time, date and place of Extraordinary General Meetings shall be agreed by the Executive Committee and in the event of (b) above, the date of the meeting shall be within 30 days of receipt of such written request.

22. At least seven days' notice of any Extraordinary General Meeting shall be sent in writing to every member at his / her address as provided in the Club's database.

23. PAYMENTS BY MEMBERS Members must pay in full for any and all expenses they incur in the Club before they leave the grounds. No credit shall be allowed to any member.

24. CLUB OPENING HOURS The Club shall be opened at the times the Executive Committee may from time-to-time determine.

25. EVIDENCE OF MEMBERSHIP All members must be prepared to produce evidence of membership at all times when in the Clubhouse or grounds of the Club.

26. AMENDMENTS These Rules (correct at date of publication) may be added to, repealed or amended by resolution at any Annual General Meeting or Extraordinary General Meeting by a two-thirds majority of members present and voting.1st December 2000

BYE-LAWS Amendments and / or additions to these Bye-Laws must be approved by the Executive Committee and shall be exhibited on the Club Notice Board as long as they are operative or until incorporated into a new edition of the Rules and Bye-Laws.

1. OPENING HOURS The opening hours of the Club House and the sale of intoxicating liquors shall be as follows:-

Club House  normally open Sale of liquor
Monday - Friday 8.00am - 11.30pm 10.00am - 11.00pm
Saturday 9.00pm -10.00am 10.00am - 9.30pm
Sunday 9.00am - 9.00pm 10.00pm - 8.30pm

Bank Holidays shall be treated the same as Sundays unless alternative arrangements are approved by the Executive Committee and are posted in the Club House at least seven days before.

2. ANIMALS Only animals belonging to members shall be allowed in the Club buildings or grounds (a) with the prior consent of the Club Director and (b) under the constant control of the member to whom the animal belongs.

3. BICYCLES & SKATE BOARDS Bicycles and skate boards shall not be ridden in the grounds.

4. NOTICES Notices shall not be exhibited on the Club Notice Boards or anywhere else on the Club grounds without the prior approval of the respective Chairman of the Tennis or Squash Sub-Committees and in all cases the Club Director.

5. PARKING Members are requested to park their cars on the Club side of the road and to leave the entrance free at all times for emergencies.

6. EXCLUSION OF LIABILITY Neither the Club nor any officer thereof shall be liable to any member or guest of a member or any other person for any loss of or damage to any property occurring, from whatever cause, in or about the Club premises; nor for any injury sustained by any member or guest or any other person whilst on or entering or leaving the Club premises; and a notice to this effect shall at all times be displayed in a prominent position on the Club premises.

7. DRESS Although there are no formal rules concerning dress in the Clubhouse, members are expected to conform to standards in keeping with the status of the Club. Shirts/tops must be kept on at all times when using the Club's grounds or facilities.

8. SMOKING Smoking is prohibited in the clubhouse, squash courts, the gym, the changing rooms and on all the tennis courts.

HEALTH & FITNESS CENTRE

1. CONDITIONS OF USE (ITEMS 1 - 4) No person under the age of sixteen may enter the gym either to use the equipment or otherwise.

2. Any person between the ages of sixteen and eighteen must produce a letter from his/her parents or guardians, agreeing to his/her use of the gym and the equipment.

3. All persons must have had an assessment before using the gym equipment. The cost of this assessment is included in the first year's subscription. Any subsequent assessment has to be paid for by the member.

4. Members use the gym at entirely their own risk.

SAUNAS

1. CONDITIONS OF USE (ITEMS 1 - 5) Only members over the age of sixteen may use the sauna. Such use is at entirely their own risk

2. No shaving in the sauna is permitted at any time. 

3. Towels and clothes must never be placed near or on the hot coals.

4. If feeling unwell, do not use the sauna.

5. Members must shower before using the sauna

JUNIOR MEMBERS

1. USE OF THE CLUBHOUSE Junior members not granted Senior Status are not allowed in the Club House after 8.30pm unless accompanied by a parent or attending an organised function which Junior members are permitted to attend.

2. ACCESS TO TENNIS COURTS Except when the tennis courts are reserved by the Tennis Sub-Committee for their use or for organised Junior events and matches, Junior members are only permitted to book the tennis courts specifically set aside for them and then only on a shared basis with Senior members. If tennis courts are available, then juniors may use those courts until they are asked to vacate them.

3. ACCESS TO SQUASH COURTS Except when the squash courts are reserved by the Squash Sub-Committee for their use or for organised Senior or Junior events and matches, Junior members may use the squash courts free if they are not booked. If Junior members wish to book a court, they must pay the appropriate fee in full.

4. MINIMUM AGE The minimum age for junior membership shall be 6 years of age.

5. SENIOR STATUS At their discretion, the Tennis & Squash Sub-Committees may award Senior Status to juniors.

6 THE CLUB COACHES The names, and telephone numbers of the Tennis and the Squash Coaches shall be displayed on the notice board inside the entrance to the Club House.