Rules of the Suffolk Golf Union

1.  The Union shall be called the "Suffolk Golf Union” (hereinafter called the 'Union”) and shall be affiliated  to the English Golf Union (hereinafter called the “EGU”). The Union is a non-profit making organisation and shall use its funds for the furtherance of amateur golf in the County. In the event of the dissolution of the Union, the assets of the Union shall be distributed only to non-profit making bodies as shall be directed by the Council of the Union.

2.  The Union shall consist of affiliated Golf clubs in the County of Suffolk subject to the approval of the Council.

3.  The governing body shall be styled the Council and the entire management of the Union shall be vested in it. Eight (qualified to vote) shall form a quorum of the Council.

4.  The Council shall consist of the Executive Committee and two representatives from each club affiliated to the Union.

5.  The Executive Committee shall comprise of Officers and Members:-
a. The officers shall be a President (elected for a maximum of 3 years), a President-elect (elected for a maximum of 3 years), a Secretary (elected annually), a Treasurer (elected annually) and a Chairman of Suffolk Junior Golf (elected annually).
b. The Members (six in total) shall be elected at the Annual Meeting of the Council. Two of the Members shall retire each year but shall be eligible for re-election.
c. The 1st, 2nd and Seniors Team Captains shall be ex officio members of the Executive Committee whilst holding office.
d. Five shall form a quorum.
e. No Officer of the Union or member of the Executive Committee who is in receipt of an honorarium or salary from the Union shall be entitled to vote at a meeting of the Executive Committee.    No Officer of the Union or member of the Executive Committee shall vote at a meeting of the Executive Committee on any matter in which he has a vested interest.

6.  Nominations for vacancies on the Executive Committee shall be made in writing and shall be in the hands of the Secretary at least 14 days before the date fixed for the Annual Meeting. A list of all nominees shall be sent to all Clubs in the Union at least 7 days before the date of the Annual Meeting.

7.  The Executive Committee shall appoint First, Second and Seniors Team Captains who shall hold office for as long as the Executive Committee shall determine and in default of limitation for a period of 12 months. The Executive Committee may terminate the appointments at any time.          

8.  The Executive Committee shall have power to deal with all matters arising in the interval between meetings of the Council. If any casual vacancy should occur in its body in that interval it may appoint any member of a Golf Club affiliated to the Union to fill the vacancy until the next Annual Meeting of the Council. If any member of the Executive Committee shall fail to attend three consecutive meetings, the Executive Committee may declare a casual vacancy. The Executive Committee may at any time, and for any purpose, appoint a Sub-Committee

9.  The Annual Meeting of the Council shall be held during the month of March in each year at such place as may be decided by the Executive Committee. At least 28 days notice of the Meeting shall be given by the Secretary to each Club in the Union. Notice of intention to move any resolution at the Annual Meeting (except a resolution dealing with the election or annual accounts) must be sent to the Secretary so as to reach him before the 1st. day of January. The Club representatives may vote on every resolution. Only the President may vote on behalf of the Executive Committee. A member of the Executive Committee may vote only if he is also representing his Club.

10.  The Annual Subscription of each Club in the Union shall be fixed by the Executive Committee from time to time as necessary and any increase in the rate shall not require the sanction of a Council Meeting. Annual subscriptions are payable in advance and become due on the 1st. January in each year. No Club whose subscription is in arrears shall be entitled to vote through its representative at the Annual or any other meeting of the Council. Nor shall such Club or the members of Club compete in any golf Meeting of the Union after the 31st. January, so long as the Club's subscription shall remain unpaid.

11.  The Secretary shall keep correct Minutes of the proceedings of the Council and Executive Committee and shall produce the same at all Meetings thereof. Copies of Minutes of the Council shall be distributed to all Clubs in the Union. He shall summon Meetings of the Council and Executive Committee and shall send a copy of the duly audited Annual Statement of Accounts made up to the 31st. October previous to the Secretary of each Club in the Union with the Notice calling the Annual Meeting of the Council.

12.  A Special Meeting of the Council may be convened at any time by the Secretary at the instance of the Executive Committee or by written request to him from the representatives of any two Clubs in the Union. When such Special Meeting is called on the request of any two Clubs, the Secretary shall convene the Meeting for a date within 42 days of the receipt of such request. At least 14 days' notice of the business to be transacted at such meeting shall be given to the Secretary of each Club in the Union and only business of which notice has been given shall be considered.

13.  No amendment, addition or deletion to the Rules of the Union shall be made except pursuant to a Resolution carried by a two-thirds majority of the Council Members present at any meeting of the Council. At least 28 days' notice of any Resolution to propose such an amendment, addition or deletion shall be given to each Club in the Union.

14.  The regulations for the Union Golf Meetings and Matches shall be regarded as by-laws. No preliminary notice shall be required for the alteration of such regulations at any meeting of the Council.

15.  Any Club wishing to resign its membership of the Union must give notice of resignation in writing to the Secretary on or before the 30th day of November otherwise the Club shall be liable to pay the annual subscription for the ensuing year.

16.  The Executive Committee shall have the power to administer the Individual Membership   Scheme as necessary during each year to operate from 1st. January the following year

17.  All member Clubs and playing members affiliated to the Union shall, when participating in County competitions, County representative matches and all other events and matches organised by the Union, conduct themselves in a manner which is not prejudicial to the interests of the Union or to the game of golf.

18.  The Executive Committee shall have disciplinary powers over any group, member club or playing member affiliated to the Union.

This disciplinary power as delegated to the County under the Constitution and Rules of the EGU extends to cover breaches of the rules of golf, the rules of the EGU and the rules and regulations of the Union or such other matters prejudicial to the interests of the Union or to the game of golf.

The disciplinary functions of the Executive Committee cover all county competitions, County representative matches and all other events or matches organised by the Union.

The disciplinary function shall be exercised in accordance with instructions published in the current Year Book of the EGU

General Conditions of Entry for Suffolk Golf Union Championships

1.      All Championship events shall be played in accordance with the Rules of Golf 2008-2011 as approved by R&A Rules Ltd and such Local Rules approved by the Championship Committee.   If, in any championship, it is deemed by the Championship Committee to be impossible or impractical to complete the event in accordance with the specific conditions because of adverse weather conditions or other circumstances, the Championship Committee shall be empowered to vary such conditions to the extent necessary to achieve a result within the time available or to abandon the championship.

2.      Eligibility

a.       Of Amateur Status as defined by the R&A with the exception of the Suffolk Open Championship in which Professionals who are bona fide or honorary members of the Suffolk Professional Golfers Association may participate.

b.      In possession of an ACTIVE handicap under the CONGU Unified SSS and Handicapping Scheme 2008-2011 and not exceeding that determined by the Suffolk County Union as a condition of entry.

c.       A playing member of a club affiliated to the Suffolk Golf Union, or in the case of Suffolk County Stroke Play Championships, born in the County of Suffolk and a current member of a club affiliated to the English Golf Union.   (In the case of Anglian League matches, the player must be a member of a club affiliated to the County Union which he is representing).

d.      Entrants may not have represented another county at golf or participated in another county’s championship in the preceding 365 days.   Exception: the time limit does not apply to junior events but a player therein must not have competed in another County’s events in the same year.

3.      A person under the age of 18 years on the day of the competition will not be allowed to play in County Championships unless his entry is accompanied by the relevant and duly signed Health, Safety, Emergency First Aid and Medical Treatment Parental Consent Forms. (Attached)

4.      Entry Forms

a.       All entries must be made on the official entry form, be fully completed, accompanied by the correct fee, payable to the Suffolk Golf Union, and received by 6pm on the stipulated closing date.  Late entries may only be accepted at the sole discretion of the tournament organiser.

b.      Entry forms will NOT be accepted without the players’ personal CDH identification number. (Obtained from the club secretary)

c.       Withdrawals within 48 hours of the competitor’s appointed start time will forfeit the entry fee, unless he has advised a suitable replacement.

d.      All entries shall be subject to the approval of the Championship Committee which reserves the right to accept or refuse an entry without giving reason for its decision which will be final.

5.      Where entries exceed the stipulated number, the highest handicaps will be balloted out and entry fee refunded.

6.      The Committee may provide in the conditions of the completion (Rule 33-1) that if a player arrives at his/her starting point, ready to play within five minutes after his/her allocated starting time, in the absence of circumstances which warrant waiving the penalty of disqualification as provided in Rule 33-7, the penalty for failure to start on time is loss of the first hole in match-play or two strokes at the first hole in stroke play instead of disqualification.

7.      Ride-on buggies will only be authorised for competitors if an appropriate medical certificate issued by a competent medical authority, stating that the competitor could not otherwise play, has been lodged with the County Secretary at least seven days before the Competition and if the host club does not consider that the course is unsuitable for buggies. When such permission is given, no other person shall ride in the buggy nor may it be used for purposes other than to covey the authorised person and his/her own equipment if he/her has no caddie. All such authorised persons must have the appropriate third party insurance to meet all claims which might arise against them as a result of the use of the buggy and where the vehicle may have to cross a pubic road or highway, it must have suitable vehicle licensing and insurance. The competitor is responsible for advising the host club of his intention to use a buggy, making himself aware of and signing his agreement to the club’s buggy policy.   Penalty for Breach of Condition is Disqualification

8.      All ties will be decided by play-off unless an alternative method is stated in the rules of the championship.   In the case of a play-off, competitors will be advised by the Committee of the time and order of play which shall be decided by lot. If a player fails to appear at the appointed time, he shall be disqualified as provided in Rule 6-3.

9.      All competitors are required to ensure their playing equipment complies with Royal and Ancient Club of St Andrews Rules of Golf 2008-2011, Appendix C, paras 1a and 1b (pages 141 and 142). Penalty for Breach of Condition is Disqualification.

10.  All players shall play without undue delay and in accordance with any pace of play which shall be laid down by the Committee.

11.  Any competitor who during the course of an event, including practice days, misbehaves or acts in a manner which brings the game into disrepute may be barred from entering Suffolk Golf Union events for such a period the Championship Committee deems appropriate.  Example of behaviour judged to be unacceptable is swearing, throwing clubs, vandalising the course or clubhouse, deliberately infringing the Rules of Golf etc    

12.  Professionals shall not be allowed to caddie in any County event.   No caddies shall be allowed in County junior events.   Competitors are responsible for the actions of their caddies and shall ensure their caddies comply with the Conditions and regulations as they apply for competitors.

13.  Any competitor found using a mobile phone on the course, other than calls to the Emergency Services or Tournament Officials may be disqualified under Rule 14-3 or barred from entering Suffolk Golf Union events for such a period the Championship Committee deems appropriate.

14.  Distance Measuring Devices (DMD) are permitted in all Suffolk Golf Union championships provided they only measure distance.  Any player using a device fitted with options that measure anything other than distance is in breach of Rule 14-3. for which the penalty is disqualification.

15.  Trophies

Recipients of any Suffolk Golf Union trophy will be responsible for the Trophy

from the time it is presented until the time it is relinquished,   He or his club, if the trophy has been deposited therewith, shall ensure it is sufficiently insured at all times.     Trophies are insured by the County but that insurance becomes invalid if force is not required to remove the trophy, in which case the recipient or the club, if deposited therewith, shall be responsible for any loss or damage thereto.

The holder shall also be responsible for having the trophy suitably engraved, for which the County will make a suitable re-imbursement on request, and for returning it to the Championship Organiser at least 14 days prior to the following year’s event.

16.  Player Insurance.  Competitors are responsible for ensuring their equipment and belongings are properly insured and they have appropriate insurance against any third party claims which might arise against them as a result of competing in the championships.

17.  The wearing of shorts will be allowed in Suffolk Golf Union competitions provided they are tailored knee length shorts and worn with white sport socks. All forms of dress must also meet the host clubs dress rules.   Players are responsible for ensuring their caddies also conform to all such regulations.

18.  Competitors are expected to familiarise themselves with the host club’s Heath and Safety Guidance Notes displayed on the Championship notice board.

19.  All disputes will be settled by the Championship Committee formed by the Championship Referee (3 to form a quorum) whose decision is final.

20.  Any competitor who fails to appear on the tee at his appointed time or, having qualified to continue in an event, fails to do so must without delay furnish to the Committee an explanation in writing, to the satisfaction of the Championship Committee. If he does not do so, he will be debarred from entering or taking part in any Suffolk Golf Union event for such period of time as the Executive Committee may decide

A full set of Suffolk Golf Union regulations may found on www.suffolkgolfunion.co.uk  Competitors must signify they have read the regulations when entering and agree to accept and abide by them.