RAF Kinloss Golf Society

KGS Constitution

CONSTITUTION OF
RAF KINLOSS GOLFING SOCIETY (KGS) 2008

CONSTITUTION OF THE ROYAL AIR FORCE KINLOSS GOLFING SOCIETY

INTRODUCTION

1. The Kinloss Golfing Society (KGS) comprises of Service and civilian golfers of all abilities who each have a professional or personal connection with RAF Kinloss. The Society aims to promote and foster the game of golf at RAF Kinloss and to provide opportunities for personnel to represent the station at local, Group, Command and Service levels. The promotion and fostering of the sport is achieved through the existence of a block membership scheme at Forres Golf Club together with regularly organized golfing activities at subsidized rates to the participating members funded by annual subscriptions levied on all members. The provision of opportunities to represent Kinloss is achieved by drawing on the KGS membership as the main source of players, together with the management of Stn Sports Fund grants by the KGS to subsidize the cost of any associated green fees in Service events. As a consequence of the aforementioned aims, there is no restriction on the number of KGS members at any time.

MEMBERSHIP STRUCTURE

2. Membership Categories.
Throughout the Constitution document, the term, "member" includes all membership categories, unless otherwise stated. The membership categories, which are listed with their associated benefits and rules are at Annex A, are as follows:

a. Full Member. Full Membership of the KGS is open to the following personnel:

(1) All full time armed forces personnel permanently stationed at RAF Kinloss, or any
parented satellite unit.

(2) All part-time or auxiliary armed forces personnel serving at RAF Kinloss, or any
parented satellite unit.

(3) All MOD employed civilians working at RAF Kinloss or any parented satellite
unit.

b. Affiliated Member. Affiliated Membership is open to the following personnel:

(1) All serving RAF personnel stationed elsewhere but living in the vicinity of RAF
Kinloss.

c. Civilian Member. Civilian Membership is open to non-MOD employed civilians permanently employed, full time or part time, at RAF Kinloss. This includes employees of private companies permanently located on station.

d. Retired Member. Any former Full, Affiliated or Civilian Member who remains in the vicinity of RAF Kinloss may be offered Retired Membership upon written application to the Committee.

e. Dependant Member. Dependant Membership is open to all dependants aged 12 or over of full time armed forces personnel permanently stationed at Kinloss, or any parented satellite unit.

f. Honorary Member. Honorary Membership is rarely awarded and may only be offered to an existing Retired Member. It is free of any subscription charge and must be offered and renewed annually by a 60% majority vote at an AGM. Honorary Membership should be proposed only for individuals who have demonstrated outstanding loyalty, participation and discipline within the Society over a protracted period and who have also served on the committee with distinction. The initial proposal and secondment for Honorary Membership must be in writing to the OIC from the 2 Full Members and must be supported by a citation of the individual's achievements and signatures from a minimum of 10% of the Full Membership roll at the time of the AGM. The name of the proposed Honorary Member must be published with the agenda and the proposing member, or his seconder, must attend the AGM in support of the proposal, unless otherwise previously agreed by the Chairman. Renewal of any Honorary Membership will not require a further formal proposal, in which case the Chairman will read out the name and the citation and a vote will then be taken. There is no maximum number of Honorary Members at any one time. However, their names and citations must be published in the Minutes of the AGM.

3. Subscriptions.
All members, with the exception of Honorary Members, must pay an annual subscription into the KGS Fund. The Committee will manage the fund and the element comprising of subscription income must be allocated only to activities that are open to all KGS members or may be spent on property for the ownership of the Society. The subscription amount is set by a simple majority at an AGM, normally convened in November, or by the Committee if a quorum is not achieved at an AGM before the end of November. A reduced annual subscription fee for personnel posted in to RAF Kinloss after 01 Aug will be considered at the discretion of the committee.

4. Applications for Membership.
Applications for all categories of membership, with the exception of Honorary Membership, must be completed at Annex B and submitted to the Membership Secretary. With the exception of those applying for Retired Membership, the subscription must be submitted simultaneously, whereupon the applicant is immediately awarded the appropriate membership and given a receipt for the subscription. Applications for Retired Membership will be acknowledged by the Membership Secretary and then discussed at the next Committee meeting. In due course the applicant will be informed in writing of the Committee's decision with a request for the subscription if appropriate.

5. Membership Renewal.
All existing memberships are renewable on 1 January every year whereupon the annual subscriptions become payable. A two-month period of grace, to the end of February, to cater for detachments, etc, is allowed. Non-payment of the subscription before 1 March may result in immediate exclusion from the Society at the discretion of the Committee.

MANAGEMENT STRUCTURE

6. Appointment and Term of Office of the OIC KGS.
By agreement with Forres GC, the Station Commander, as a Vice President of the club, is permitted to appoint the OIC KGS to the Club Council and the Course Management Committee to represent the interests of the KGS in the club and on the course. Accordingly, the OIC KGS is appointed by the Station Commander for a term not exceeding 2 years, normally upon the recommendation of the previous OIC. The OIC will be a Full Member of the KGS and must be either a commissioned officer or WO/MACR and should have been a long-standing and active member of Forres GC prior to the appointment. The TORs for the OIC KGS are at Annex C.

7. Appointment of the Deputy OIC KGS.
The Deputy OIC is nominated by the OIC, normally from within the committee and, subject to the agreement of the Station Commander, may succeed the OIC in office. Accordingly, the OIC must consult with the Station Commander before appointing his deputy if it is intended for the Deputy OIC to take over in due course. The Deputy OIC will be a Full Member of the KGS and should be a long-standing and active member of Forres GC and may hold SNCO rank or higher. However, the minimum rank outlined above must be met upon appointment to the office of OIC KGS. The TORs for the Deputy OIC KGS are at Annex D.

8. Appointment of the Committee.
The Committee is elected at the AGM and nominations to obtain a seat on the committee can be made by any member. In addition to the OIC and the Deputy OIC, the composition of the Committee is as follows:

a. Committee Secretary. The Committee Secretary is responsible to the OIC for all administrative matters relating to the KGS. The TORs for the Committee Secretary are at Annex E.

b. Treasurer. The Treasurer, who is responsible to the OIC for managing the KGS Fund and the Sports Fund grant, is to be of at least SNCO rank. The TORs for the Treasurer are at Annex F.

c. Membership Secretary. The Membership Secretary, who is responsible to the OIC for all matters relating to membership of the KGS. The TORs for the Membership Secretary are at Annex G.

d. RAF Match Secretary. The RAF Match Secretary is responsible to the OIC for the organization and coordination of all RAF Kinloss representative matches, excluding RAFSGL fixtures, and the RAF Kinloss Station Championships. The TORs for the RAF Match Secretary are at Annex H.

e. KGS Match Secretary. The KGS Match Secretary is responsible to the OIC for the organization and coordination of all KGS associated events and the Fountain Plate Competition. The TORs for the KGS Match Secretary are at Annex I.

f. RAF Scotland Golf League (RAFSGL) Captain. The RAFSGL Captain is responsible to the OIC for the organization and coordination of the RAF Kinloss league team and all matters relating to the membership of RAF Kinloss in the league. The TORs for the RAFSGL Captain are at Annex J.

g. Publicity Member. The Publicity member is responsible to the OIC for all publicity matters relating to RAF Kinloss and the KGS. The TORs for the Publicity Member are at Annex K.

h. Trophy Member. The Trophy Member is responsible to the OIC for all matters relating to the presentation, maintenance and retrieval of trophies throughout the year. The TORs for the Trophy Member are at Annex L.

i. Merchandising Member. The Merchandising Member is responsible to the OIC for the purchase of suitable merchandise, for persons representing either the Stn of the KGS. The TORs for the Merchandising Member are at Annex M.

j. Additional Members. Additional members may be elected to the Committee to assist, or deputise for, the various secretaries with their associated duties.

MEETINGS

9. General Meetings.
General Meetings are open to all members and are to be promulgated in Station Routine Orders. Additionally, the agenda may be published on the KGS Notice Board at Forres GC. The following rules govern General Meetings:

a. Annual General Meeting (AGM). An AGM will be convened every November. The agenda should be published no later than a fortnight before the meeting and will include a financial report for the previous year and a proposed budget for the following year. At the meeting, reports will be heard from the executive members of the committee. Votes will be taken to set the subscription charge and budget for the ensuing year, to elect the committee, to ratify any proposed amendment of the KGS Constitution before presentation to the Station Commander and to offer/renew Honorary Memberships. Members wishing to discuss any other business may do so at the last item on the agenda. However, any proposal that requires a vote must be submitted in writing to the OIC before 30 September in order for it to be published on the agenda. Any member wishing to be put forward for election to the Committee should apply in writing to the OIC before the meeting commences.

b. Extraordinary General Meeting (EGM). An EGM, to decide specific business that cannot wait until the next AGM, may be convened if required by the OIC or if a written request is submitted to the OIC, signed by a minimum of 15% of the Full Membership roll. The meeting must be scheduled to occur within 4 weeks of receipt of the request.

c. Quorum. General Meetings are to be chaired by the OIC or his deputy. A minimum of 15% of the Full Membership will be sufficient to form a quorum. If a quorum is not present within 15 minutes of the published time, the meeting is to be postponed until the earliest opportunity.

d. Voting. All members of the Society may attend General Meetings and may vote, which is normally by a show of hands, with a simple majority deciding the issue. The Chairman has the casting vote.

10. Committee Meetings.
The Committee is to meet on a monthly basis, or as directed by the OIC.

11. Minutes of Meetings.
Minutes of the AGM and any EGM must be published within 2 months of the meeting and circulated to the PEdO and Station Commander. Minutes of the Committee meetings must be published within 2 weeks of the meeting.

GENERAL

12. Forres Golf Club KGS Membership Scheme.
10% of the Forres Golf Course season tickets are allocated to RAF Kinloss. Accordingly, the OIC KGS is responsible to the Station Commander for the proper management of the allocation, which exists only on the broad principle that Service personnel on active duty tend to be posted away before they reach the top of lengthy civilian membership waiting lists. Accordingly, only Full and Dependant Members of the KGS may join Forres GC through the KGS Scheme, which is on a first come, first served basis. More details of the eligibility criteria and application procedure are detailed at Annex A. Only existing KGS members may renew their membership of Forres GC through the KGS membership scheme. In the event of a waiting list for Forres GC membership, the OIC KGS may, in exceptional circumstances at annual intervals, as proposed by the Committee, place a maximum of 2 KGS members at the top of the list for the overall benefit of the Society and RAF Kinloss. Examples of such members would be the Station Commander to facilitate his standing appointment as Vice President of Forres GC or a very low handicap golfer posted onto the unit who requires expedient membership of a club to enable him to represent the station. This facility will not be extended to individuals if membership of another local club is simultaneously available to them. Any member who feels that he/she has a case for advancement up the waiting list is to submit a reason in writing to the OIC KGS through the Membership Secretary.

13. Insurance.
A Service Funds insurance policy covers all members against legal liability for personal injury of a 3rd party or damage to property while playing golf. However, only Service personnel or MOD employed civilians are covered by insurance when travelling as passengers on Service MT. Accordingly, only Full and Affiliated Members may travel on Service MT when participating in KGS events.

14. Competition Rules.
All competitions organised by the KGS will be played in accordance with the Rules of Golf as approved by the Royal and Ancient Golf Club of St Andrews.

15. Amendments to the Constitution. Any Member may submit a proposed amendment to the KGS Constitution in writing to the Committee through the OIC KGS. Furthermore, the Constitution is to be reviewed by the Committee at annual intervals. Any proposed amendments are then to be presented at a General Meeting for submission to the Station Commander for final approval.

Annexes: