Constitution

Adopted: April 2025

1. Name

The Society shall be known as the Old Hurst Johnian Golfing Society (hereinafter referred to as “the Society”).

2. Objects

The objects of the Society are:

  • To promote the game of golf among current and former pupils of Hurstpierpoint College, West Sussex
  • To select and field teams to represent the Society in Public Schools Golf competitions for which it is eligible, including but not limited to the Halford Hewitt Cup, the G.L. Mellin Tournament and the Grafton Morrish Trophy
  • To arrange and play matches against other alumni and old boys golf societies
  • To organise golf meetings and other events for the benefit of members throughout the year
  • To foster fellowship and camaraderie among members and to maintain a connection with Hurstpierpoint College

3. Membership

3.1 Eligibility

Membership of the Society is open to any person who has been a pupil at Hurstpierpoint College, West Sussex. There is no restriction on the year of attendance or the length of time spent at the College.

3.2 Application

Persons wishing to join the Society should apply via the website. The Committee shall have the authority to admit applicants to membership. Membership shall be confirmed upon payment of the annual subscription.

3.3 Annual Subscription

All members shall pay an annual subscription, the level of which shall be set at the Annual General Meeting each year. The subscription shall be used solely to meet the reasonable administrative costs of running the Society. The Society is not for profit and no surplus funds shall be distributed to members.

3.4 Resignation

A member wishing to resign from the Society shall notify the Honorary Secretary in writing. Resignation shall not entitle a member to any refund of subscription already paid.

3.5 Cessation of Membership

Membership shall cease if a member:

  • Fails to pay the annual subscription within a reasonable period of it falling due, as determined by the Committee
  • Resigns from the Society
  • Is expelled from the Society in accordance with clause 3.6 below

3.6 Expulsion

The Committee shall have the power to expel any member whose conduct is considered to be detrimental to the interests or reputation of the Society, or who has otherwise acted in a manner inconsistent with the aims and values of the Society. Before any decision is made, the member concerned shall be given the opportunity to make representations to the Committee. The decision of the Committee shall be final.

3.7 Honorary Membership

The Committee may, at its sole discretion, confer Honorary Membership of the Society upon any individual who has rendered exceptional service to the Society or who has made an outstanding contribution to its aims and activities. Honorary Membership is not restricted to former pupils of Hurstpierpoint College and may be awarded to any person the Committee considers deserving of such recognition.

Honorary Members shall enjoy all the rights and privileges of full membership, including the right to attend and participate in Society events and meetings, but shall not be liable to pay the annual subscription. Honorary Members shall not have voting rights at General Meetings and shall not be eligible to hold office.

The award of Honorary Membership shall be proposed and seconded by members of the Committee and confirmed by a unanimous vote of the full Committee. The conferral of Honorary Membership shall be announced to the membership and noted in the minutes of the next Annual General Meeting.

Honorary Membership may be withdrawn by the Committee in the same circumstances and by the same procedure as apply to the expulsion of a full member under clause 3.6 above.

4. Officers

4.1 Officers of the Society

The Society shall be administered by the following Officers:

  • President
  • Captain
  • Honorary Treasurer
  • Honorary Secretary

4.2 Eligibility

All Officers must be members of the Society in good standing at the time of their appointment and throughout their term of office.

4.3 Appointment

Officers shall be elected by members at the Annual General Meeting. Nominations for any office must be submitted to the Honorary Secretary prior to the Annual General Meeting. An Officer may be appointed to serve for a term of two years and shall be eligible for re-election.

4.4 Roles and Responsibilities

President

The President shall be the figurehead of the Society, representing its values and traditions. The President shall chair the Annual General Meeting and any Special General Meeting, and shall provide guidance and support to the Officers and Committee. The President shall have a casting vote in the event of a tied vote at any meeting.

Captain

The Captain shall be responsible for all matters relating to golf, including the selection and management of teams for Society competitions and matches, the organisation of fixtures against other societies, and the arrangement of Society meetings and playing events throughout the year. The Captain shall liaise with the Honorary Secretary on all playing matters.

Honorary Treasurer

The Honorary Treasurer shall be responsible for the financial affairs of the Society, including the collection of subscriptions and match fees, the payment of all Society expenses, and the maintenance of accurate financial records. The Honorary Treasurer shall present a statement of accounts to members at each Annual General Meeting.

Honorary Secretary

The Honorary Secretary shall be responsible for the general administration of the Society, including maintaining the register of members, issuing notices of meetings, recording and distributing minutes, managing correspondence, and maintaining the Society’s website and records. The Honorary Secretary shall act as the primary point of contact for members and for external organisations.

4.5 Vacancy

If an Officer position becomes vacant between Annual General Meetings, the remaining Officers shall have the power to co-opt a member to fill that position until the next Annual General Meeting, at which point the position shall be subject to election in the normal way.

4.6 Removal from Office

An Officer may be removed from office by a resolution passed by a two-thirds majority of those present and voting at a General Meeting, provided that notice of the intention to propose such a resolution has been given to all members at least fourteen days in advance of the meeting.

5. The Committee

5.1 Composition

The Society shall be managed by a Committee comprising the four Officers of the Society: the President, the Captain, the Honorary Treasurer and the Honorary Secretary.

5.2 Powers

The Committee shall have the power to manage the affairs of the Society between General Meetings, to admit new members, to set policies for the operation of the Society, and to take any action it considers necessary for the benefit of the Society, provided such action is consistent with this Constitution.

5.3 Meetings of the Committee

The Committee shall meet as often as is necessary for the proper conduct of the Society’s affairs. Meetings may be held in person or by any suitable means of remote communication. A quorum shall consist of any three Officers.

5.4 Decision Making

Decisions of the Committee shall be made by a simple majority of those present. In the event of a tied vote, the President shall have a casting vote.

6. Annual General Meeting

6.1 Frequency

The Society shall hold an Annual General Meeting (AGM) once in each calendar year. The AGM shall normally be held within four months of the end of the Society’s financial year.

6.2 Notice

At least twenty-one days’ notice of the AGM shall be given to all members by the Honorary Secretary. The notice shall set out the date, time, place and agenda for the meeting.

6.3 Agenda

The business of the Annual General Meeting shall include:

  • Apologies for absence
  • Approval of the minutes of the previous Annual General Meeting
  • The President’s report
  • The Captain’s report on the playing year
  • The Honorary Treasurer’s report and presentation of the annual accounts
  • The Honorary Secretary’s report
  • Election of Officers for the coming year
  • Setting of the annual subscription for the coming year
  • Any other business of which due notice has been given

6.4 Quorum

The quorum for an Annual General Meeting shall be ten members or one-quarter of the total membership, whichever is the lesser, present in person or by proxy.

6.5 Voting

Each member in good standing shall have one vote. Voting shall normally be by show of hands, unless a ballot is requested by five or more members present. Proxy votes must be submitted in writing to the Honorary Secretary prior to the meeting.

6.6 Chair

The Annual General Meeting shall be chaired by the President. In the absence of the President, the members present shall elect a chair from among themselves.

7. Special General Meeting

7.1 Convening

A Special General Meeting (SGM) may be convened at any time by the Committee, or shall be convened by the Honorary Secretary upon receipt of a written request signed by at least ten members or one-quarter of the total membership, whichever is the lesser.

7.2 Notice

At least fourteen days’ notice of a Special General Meeting shall be given to all members. The notice shall state the purpose of the meeting. No business other than that specified in the notice shall be transacted at a Special General Meeting.

7.3 Quorum and Voting

The quorum and voting arrangements for a Special General Meeting shall be the same as those for an Annual General Meeting.

8. Finances

8.1 Not for Profit

The Society is not established for profit. Any surplus of income over expenditure shall be retained by the Society and applied solely towards the objects of the Society as set out in clause 2.

8.2 Bank Account

The Society shall maintain a bank account in its name. All funds received by the Society shall be paid into this account. Payments from the account shall require the authorisation of any two Officers.

8.3 Financial Year

The financial year of the Society shall run from 1 January to 31 December each year, or such other period as the Committee may determine.

8.4 Accounts

The Honorary Treasurer shall maintain proper accounts of all income and expenditure. A summary of the accounts for the preceding financial year shall be presented to members at each Annual General Meeting.

8.5 Subscriptions and Match Fees

The annual subscription shall be set at the Annual General Meeting each year. The Committee may also levy match fees or other charges in connection with specific Society events. No member shall be required to pay any levy not approved by the Committee or the Annual General Meeting.

9. Competition and Match Selection

9.1 Selection

The selection of members to represent the Society in competitions, matches and meetings shall be the responsibility of the Match Manager or, where a Match Manager has not been appointed for a particular event, the Captain. The Match Manager or Captain, as applicable, shall have full authority over team selection for the event to which they have been appointed and may seek the advice of the Committee in making their selections.

The Captain shall have overall responsibility for the appointment of Match Managers and for ensuring that all selection decisions are made in a timely manner and in the best interests of the Society.

9.2 Eligibility for Competitions

Members selected to represent the Society in Public Schools Golf competitions, including the Halford Hewitt Cup, the G.L. Mellin Tournament and the Grafton Morrish Trophy, must meet any eligibility criteria set by the relevant competition organisers in addition to being members of the Society in good standing.

9.3 Conduct

All members representing the Society in competitions, matches and meetings are expected to conduct themselves in a manner befitting the Society and Hurstpierpoint College, and to abide by the Rules of Golf and the etiquette of the game at all times.

10. Amendments to the Constitution

This Constitution may only be amended by a resolution passed by a two-thirds majority of those present and voting at an Annual General Meeting or Special General Meeting, provided that the proposed amendment has been set out in full in the notice of the meeting sent to all members.

No amendment shall be made that would cause the Society to act contrary to its objects as set out in clause 2.

11. Dissolution

The Society may be dissolved by a resolution passed by a two-thirds majority of those present and voting at a Special General Meeting convened for that purpose, provided that at least twenty-one days’ notice has been given to all members.

In the event of dissolution, any assets remaining after the settlement of all liabilities shall not be distributed among members but shall be transferred to Hurstpierpoint College or to such other charitable or sporting body connected with the College as the members at the dissolution meeting shall determine.

12. Interpretation

In matters of interpretation of this Constitution, the decision of the Committee shall be final, subject to the right of any member to raise the matter at a General Meeting.

Where this Constitution is silent on any matter, the Committee shall have the power to act as it sees fit in the best interests of the Society.