1. Proprietary Club, Management and Control
The Club is a proprietary club. The Company will provide the Club with the Golf Course and Clubhouse together with ancillary facilities and everything reasonably necessary for the carrying on of the business of the Club in accordance with its objects and these Rules. The Company will be responsible for all expenses relating to the Club operations, the engagement and administration of the Management Agreement and all other matters including the expenditure of money.
The objectives of the Club are to establish, maintain and conduct a golf club, to encourage social activities between the Members, and generally to afford to its Members all the usual privileges and advantages of a proprietary golf club. In order to carry out its objectives the Company will provide the Club with the Facilities.
There are thirteen categories of Membership; Founder, Life, Full, Associate, Corporate, Junior, Overseas, Temporary, Intermediate, Social, International, Country and Day. Membership will be at the sole discretion of the Company. Its decision will be final and no reason for refusing any Membership application will be given by the Company. In all categories, with the exception of Temporary and Social, the right to Membership is only accessible by being nominated by a Debenture Holder or the Company. Concurrent Membership (Debenture nominated – Company nominated) is not permitted. Before being accepted as a Member, the individual will be required to agree to abide by the Rules, including the payment of Joining Fees and Annual Subscriptions as referred to in Rule 6. A Member will remain obliged to abide by these Rules until such time as he or she resigns or his or her Membership is terminated or suspended pursuant to Rule 8 or, in the case of a Full or Associate Member, until such time as his or her nomination is withdrawn by the relevant Debenture Holder.
3.1 Founder Membership
Founder Membership was granted to the 100 Full Debenture Holders who reserved a Full Debenture on or prior to 23rd October 1994. Founder Membership is not transferable and will be extinguished on the first transfer or death of the Full Debenture Holder. The transferee of such Full Debenture will thereafter be entitled to nominate a Full Member without the special privileges attached to Founder Membership.
3.2 Life Membership
A limited number of Full Debenture Holders were invited by the Company to pay a single non-refundable sum at the prevailing rate plus any applicable VAT, and become entitled to nominate a Life Member.
3.3 Full Membership
Each Full Debenture Holder will be entitled to nominate a Debenture Nominated Member for Full Membership of the Club. The Company are also entitled to nominate a Company Nominated Member for Full Membership of the club. Both Debenture and Company Nominated memberships are subject to payment of a Joining Fee and Annual Subscription at the prevailing rate plus any applicable VAT. Full Members will be entitled to use the Facilities of the Club at all times subject to Rule 24.
3.4 Associate Membership
Each Associate Debenture Holder will be entitled to nominate a Debenture Nominated Member for Associate Membership of the Club. The Company are also entitled to nominate a Company Nominated Member for Associate Membership of the club. Both Debenture and Company Nominated memberships are subject to payment of a Joining Fee and Annual Subscription at the prevailing rate plus any applicable VAT. Associate Members will be entitled to use the Facilities of the Clubhouse at all times but only to play on the Course and use the practice facilities on weekdays and subject to Rule 24.
3.5 Corporate Membership
A limited number of corporate bodies may be allocated a number of Full Debentures and Associate Debentures. The minimum allocation is four Associate Debentures allowing up to 12 Alternate Members to be nominated and is subject to the payment of the Corporate Membership Joining Fee and Annual Subscription at the prevailing rate plus any applicable VAT. Corporate Members may arrange an annual golf day as determined in the schedule for Corporate Membership subject to the prior consent of the Company.
3.6 Junior Membership
The Company will be entitled to accept a Junior Member subject to the payment of an Annual Subscription at the prevailing rate plus any applicable VAT. Junior Members must be 17 or under at the commencement of the Membership Year. Arrangements whereby Junior Members may use the Facilities of the Club will be displayed in the Club Diary.
3.7 Overseas Membership
The Company will make available a limited number of Overseas Memberships. To apply for this category of membership the applicant will be resident outside the United Kingdom. An Overseas Members may play up to 24 times per calendar year. A reduced Annual Subscription will be payable and subject to VAT.
3.8 Temporary Membership
The Company reserves the right to nominate Temporary Members against Debentures that are not subscribed for.
3.9 Social Membership
Life, Founder, Full, Associate and Overseas Members will be entitled to nominate one additional individual as a Social Member, usually their spouse, partner or child over the age of 18, without payment of any fees. Social Memberships will be renewable annually. Social Members will be entitled to use the Clubhouse at all times subject to Rule 24, but will not be entitled to make use of the Course or any other facilities that may be provided from time to time.
3.10 International Membership
The Company is entitled to nominate International Members against Debentures that are not subscribed for. Only non-UK residents may apply and proof of residency will be required. International Members will be accepted on receipt of the Joining Fee and Annual Subscription, as set out by the Board. International Members are not entitled to vote. International Members may play golf seven days per week, but will be restricted to play after 10am at weekends and UK Bank Holidays. International Members have the right to bring up to three playing guests mid-week and one playing guest at weekends, on payment of the relevant Green Fee.
3.11 Country Membership
Members who reside outside a 75 mile radius of the Club may apply for Country Membership. Only 25 Country Memberships will be available at any one time and Annual Subscriptions will be set annually by the Board.
3.12 Day Membership
The Management will, at its discretion, allow a limited number of Day Members (averaging no more than 50 per year) to play the course at off peak times (Monday-Thursday). These Day Members will, for a fee, be allowed to play 18 holes of golf and to use the Clubhouse and practice facilities but will not be entitled to enter Club competitions and events. Day Members will be fully briefed on the Rules of the Club and expected standards of etiquette in advance of their visit. Day Members and Day Member tee times will be carefully managed to avoid any disruption to the Members of Bearwood Lakes Golf Club.
3.13 Intermediate Membership
The Company will be entitled to accept an Intermediate Member subject to the payment of an Annual Subscription at the prevailing rate plus any applicable VAT. Intermediate Members must be between the ages of 18 to 30 inclusive, at the commencement of the Membership Year. Arrangements whereby Intermediate Members may use the Facilities of the Club will be displayed in the Club Diary.
4. General Obligations of Members
Every Member shall submit to and be bound by the Rules and any byelaws from time to time in force. Every Member shall communicate their address or that of their bankers or agent from time to time to the Company and all notices or letters sent to such address shall be deemed to be duly delivered.
5. Joining Fees, Annual Subscriptions & Clubhouse Levy
Prior to being accepted as a Member, a Joining Fee, an Annual Subscription and Club House Levy plus any applicable VAT, where it is chargeable, will be payable to the Club. The level of Joining Fees, Annual Subscriptions and Clubhouse levy will be decided by the Board and announced annually on or before 1st April in each year.
Annual Subscriptions are payable by 30th April annually in advance by all Members. Part payments of the Annual Subscription for Members who join during the year will be accepted on a pro rata basis at the discretion of the Company. Refunds for Members who leave for any reason during the year will not be given, other than at the discretion of the Company.
6. Payment Terms
Interest will be levied at 2.5% per month, or part thereof, above the bank Base Rate for any Subscriptions paid after the due date. Any Member failing to pay Annual Subscriptions within one calendar month of the due date will be deemed to have resigned and may only be reinstated at the discretion of the Company and may be liable to a further Joining Fee. The responsibility for all outstanding payments will revert to the Debenture Holder who nominated the Member who will thereupon be liable for the same. Should the Debenture Holder not pay the outstanding fee within a further period of one calendar month, the Company reserves the right to take whatever action it deems necessary for the recovery of the outstanding debt. The Debenture Holder will have the right to replace the Member whose Membership has been terminated
with a Debenture Nominated Member, save where the Debenture Nominated member has been expelled as a Member.
7. Suspension or Termination of Membership
Any Member breaching these Rules or generally accepted standards of behaviour or golf etiquette may be requested to appear before the Membership Liaison Group which may recommend to the Company disciplinary action, suspension for such period as its thinks fit or expulsion from the Club in respect of such Member. No Member or Debenture Holder will have the right to compensation by reason of any action so taken. Should a Member who is also a Debenture Holder be expelled from the Club their Debenture may be forfeited.
8. Election of Captains and Vice Captains
Any two members of the Club will be at liberty to nominate any Life, Founder or Full Member who has been a member or has been a member of the club for at least Three years to serve as Club and Lady Captain or Vice-Captain and Lady Vice-Captain. The name of each Member so nominated will be sent in writing to the Membership Office in the Clubhouse at least 21 days before the Club Annual Review accompanied by a letter from the candidate consenting to serve, if elected. A list of the candidates in alphabetical order will be circulated to all Members entitled to receive the Club Annual Review with such notice and will be affixed to the notice board of the Club at least 14 days before the Club Annual Review. Balloting lists will be prepared containing the names of the candidates only, and each Life, Founder, Full and Associate Member will be entitled to vote for one candidate for each office by a vote. In the event that there are insufficient candidates nominated, the Membership Liaison Group may fill the remaining vacancies. If two or more candidates obtain an equal number of votes, the Membership Liaison Group will select from such candidates the candidate who is to serve as the relevant officer. The Captain and Lady Captain will each year resign and be replaced by the relevant Vice Captain. The Captain and Lady Captain will not be eligible for re-appointment as Vice Captains. The Ladies Section will appoint the Ladies Handicap Secretary and other ladies required to form a ladies committee required under LGU rules.
9. The Membership Liaison Group
The purpose of the Membership Liaison Group is to act as a formal channel of communication between the Company and the Members of the Club. Members may only approach the Company through the Membership Liaison Group. The Membership Liaison Group may make proposals to the Company on behalf of the Members.
The Membership Liaison Group will comprise the President or his or her nominated representative, the Captain, Vice-Captain, Lady Captain and Lady Vice Captain. Life, Founder, Full and Associate Members will be entitled to attend each General Meeting of the Club. They will be entitled to nominate candidates, propose and second items for consideration, and vote on proposals.
The Chairman of the Company will act as President of the Club.
In addition to the above the Membership Liaison Group may propose to the Company candidates for election as Honorary Vice President for such periods as they think fit. Any Honorary Vice President may use the Course and Clubhouse and will have all the rights and privileges of a Member.
10. Representation to the Company
The Membership Liaison Group is the means of formal communication by the Members of the Club to the Company.
The Membership Liaison Group may submit any reasonable representations in writing to the Company at the Membership Office. The Company will give all reasonable consideration to such representations but any decision taken by the Company will be final and binding on the Members.
11. Membership Liaison Group Meetings
Four Members of the Membership Liaison Group, one of which must be the President or his or her nominated representative approved for such purposes by the President of the Club, will constitute a quorum for the purposes of any Membership Liaison Group meeting. The President or his or her nominated representative will be the Chairman of the Membership Liaison Group. Decisions of the Membership Liaison Group will be made by a simple majority or those present and voting. If there is an equality of votes the Chairman will have a casting vote. A meeting of the Membership Liaison Group may be arranged at any time if required to do so by three Members of the Membership Liaison Group. Subject to these Rules, the Membership Liaison Group will regulate their own procedure.
12. Functions of the Membership Liaison Group
All matters concerning the interests of the Members will be coordinated by the Membership Liaison Group and communicated to the Company at the Membership Office in the Clubhouse. Debenture Holders will regulate their affairs in accordance with the Debenture Deed. The Company may from time to time require the Membership Liaison Group to perform such additional functions that the Company may delegate to it.
13. Task Groups
The Membership Liaison Group may, with the written permission of the Company, appoint task groups selected from Members willing to join the same for such purposes and with such powers as are approved by the Company. Each task group will appoint its own officers to perform such specific duties as are approved by the Company.
14. Membership Staff
The Membership Staff will be responsible to the Company for the day to day management of the Club via the Management Agreement with a view to the efficient operation of the Club. Membership Staff will maintain a register of Debenture Holders and Members. They will keep minutes of all proceedings and records of the Membership Liaison Group, task groups, including all handicaps, competitors, events, and Members’ Annual Subscription and expenditure accounts.
15. The Club Annual Review
The Club Annual Review of the Club will be issued in spring each year (normally March). All Life, Founder, Full and Associate Members of the Club will (unless suspended) be entitled to receive the review and vote. Corporate Members will have one vote per Debenture purchased. The Chairman, or his or her nominated representative, will the issue the review.
16. Extraordinary General Meeting
The Company or any 50 of the Life, Founder, Full and Associate Members may call an Extraordinary General Meeting of the Members when any questions of urgent importance arise and the Company will be bound to do so upon receiving a requisition at the Membership Office signed by not less than 50 Members for a date no later than 21 days after the date of requisition.
17. Notice of Meeting
At least 14 days’ notice of any Extraordinary General Meeting specifying the business to be transacted and the day, place and hour of the Meeting, will be sent to every Life, Founder, Full, Corporate and Associate Member and will be affixed on the notice board in the Clubhouse.
18. Proceedings at General Meetings
No business shall be transacted at a Meeting unless a quorum is present. Four Members of any category shall be a quorum. If such a quorum is not present within half an hour from the time appointed for the Meeting, or if during the Meeting such a quorum ceases to be present, the meeting shall stand adjourned to the same day in the next week at the same time and place. A resolution put to the vote of a Meeting shall be decided in the first instance on a show of hands. A poll may be requested by the Chairman or by three or more Members. On a show of hands, all Members entitled to attend and vote shall have one vote.
19. Members Guests
- Founder and Full Members may introduce not more than three playing guests on any day.
• An Associate Member may introduce not more than three playing guests on weekdays.
• Day Members are not entitled to introduce guests to the Club.
- Members may bring guests after 11am on a Friday to Sunday.
• Members may not introduce the same playing guest more than six times in the same calendar year.
- Associate Members may only play six times per annum on weekends as a Member’s guest and not on days of Club competitions.
• A Member shall accompany his or her playing guest unless otherwise permitted by the Membership Staff. Should it be agreed, that a member may have guests without being present themselves, this will be subject to payment of the Unaccompanied Member Guest Green Fee.
• The playing guest’s name and details will be taken, in line with GDPR. Members may, however introduce small groups of guests or arrange corporate golfing days on occasions when this will not cause inconvenience to the Members.
• The Company will allow the pupils of Reddam House and the employees limited access to play the Course at restricted times as guests for a relevant fee.
• The Company reserves the right at its absolute discretion not to accept the introduction of guests at any time.
- The Member is always responsible for their guests. The appropriate Members Guest Green Fee should be settled in the Pro Shop before play.
20. Non-playing Guests
A Member or Social Member may introduce non-playing guests to the Clubhouse and its facilities (excluding the Course).
The non-playing guests shall be accompanied by the introducing Member (unless authorised by Management).
The number of non-playing guests that may be introduced will be restricted as deemed necessary by the Company.
Complaints concerning any matters affecting the Club will be made in writing to the Membership Office via the Membership Liaison Group and will be given all reasonable consideration by the Company.
22. Club Opening Hours and Functions
The Company may in its discretion close the Clubhouse or Course or any part thereof for any period which it may consider necessary or desirable, in order to affect maintenance, redecoration or refurbishment and for up to five days per year for tournaments and Pro-Ams. The Company will always try to give reasonable notice of its intentions to effect any such closure and the case of tournaments and Pro-Ams all Members will be offered a free spectator ticket. No Member will be entitled to a refund of Annual Subscriptions or Joining Fees or any other compensation by reason of any closure of the Course or Clubhouse. On occasions when the Clubhouse is being used for a function, either for a Club event or by a Member or visitor, certain areas of the Clubhouse may be closed to Members.
23. Amendment of the Rules
From time to time the Company may impose changes to these rules to promote the efficient and smooth running of the Club.
Major changes will only come into force after a majority vote ratifying the same via the Annual Review or Extraordinary General Meeting.
24. Interpretation of the Rules
The Company will be the sole authority for the interpretation of these Rules, whose decision shall be final and binding on all Members.
25. Rules of Golf, Dress and Etiquette
Players will at all times abide by the regulations and rules of the game of golf adopted from time to time by the Royal and Ancient Golf Club of St. Andrews, the County Union, the EGU, the LGU and the Standard Scratch Score and Handicapping Scheme 1983, together with such local rules as the Company from time to time considers appropriate. Members and their guests will be required to dress appropriately in the Clubhouse and on the Course at all times, although gentlemen will not be required to wear jackets and ties in the Clubhouse except on specified occasions when advance notice will be given.
26. Financial Liability
A Member will not be liable or responsible for any of the liabilities of the Company or the Club by reason solely of Membership save for payment of a Joining Fee where applicable on first becoming a Member and payment of Annual Subscriptions in accordance with these Rules.
27. Exclusion of Liability
Neither the Company nor the Club will be responsible for any damage injury or loss occurring at the Club or at any activity
or function operated, arranged, organised or sponsored by the Company other than death or personal injury caused by the
negligence of the Company, the Club, its agents or employees. Any Member, guest, visitor or other person who in any manner
makes use or accepts the use of any apparatus, facility, privilege or serve of the Club or who engages in any game, exercise,
competition, or any other activity operated, arranged, organised or sponsored by the Club will do so at his or her own risk and will hold the Club, the Company and its Directors, officers, employees, representatives and agents harmless from any loss, costs, injury, damage or any other liability sustained and/or resulting from any act or omission of any Member or guest introduced into the Club or any visitor. The Club, the Company and the Directors, officers, representatives, employees and agents thereof will not be responsible or liable to any Member or his or her guest or any visitor for any articles brought onto the Club premises.
28. Mobile Telephones
The use of mobile telephones will only be accepted in certain areas of the Course and Clubhouse as directed by the Company from time to time. Restrictions will be posted on the notice board as the occasion arises. Members of the medical profession may, with the permission of the Membership Staff carry bleepers on the Course.
The Club may not be used for betting, gambling or any unlawful games in contravention of the Gaming Acts.
30. Members’ Own Food and Drink
No Members, guests or visitors are permitted to bring food or drink into the Clubhouse or onto the grounds for consumption on the Facilities.
Payments for all expenditure by Members, other than Joining Fees and Annual Subscriptions, will be accepted by charging to the member account or payment made at point of sale. The member’s Club account will allow Members to settle the balance of their account monthly by Direct Debit.
The Club reserves the right to levy Members to ensure an adequate food and beverage revenue for the Clubhouse; if this takes place, Club levy will be chargeable in advance at the beginning of each golf year commencing 1st May.
32. Membership Cards
Membership Cards are issued to identify Members and allow access to the Club. They are not transferable and should be produced on request. Bag tags must be displayed and be visible on golf bags.
33. Golf Equipment
The sharing of golf bags and equipment is not permitted.
Pets will not be permitted within the Clubhouse or on the Course.
35. Equipment Sales
The Pro Shop has the sole rights to sell sports equipment and clothing and accessories on the Club premises.
There are five tee positions on each hole. In a friendly match Members can mix and match their chosen tee positions by hole. Members are also permitted to play off different tee positions according to their ability within a friendly match. The requirements of the LGU and the EGU will be clearly marked for each hole. In Club competitions there will be one specified tee position for each hole and Members must play from this position.
Competitions, whether Club or external, shall be held at such times and under such conditions as the Company shall determine after liaison with the relevant committee. The Course may be closed to all but competitors on such occasions as the Company may from time to time decide.
In order to be eligible for Club Board Events, a member must have played in 3 qualifying (competition) rounds in the previous 12 months, according to and confirmed by their handicap record.
No Member shall take away, or be permitted to take away, from the Club premises under any pretext whatever, or shall injure or destroy, any article that is the property of the Club. No paper, notice or placard, written or printed, shall be put up in the Club without the sanction of the Company. All Members shall pay every expense they incur in the Clubhouse or upon the Club premises before they leave or as otherwise agreed by the Company. The Clubhouse shall not be used for any unlawful purpose. The hours of the sale of intoxicating liquors will be fixed by byelaws made by the Company from time to time in conformity with the appropriate laws and regulations in force at that time.
Any communication may be served by the Company, or the Club, upon a Member by sending it via email or through the post in a prepaid envelope addressed to such person at the address that appears in the records of the Company. Any communication, which requires to be served upon the Company, may be served by sending it via email or through the post in a pre-paid envelope addressed to the Company at the registered office of the Company from time to time. Any communication served by post shall deemed to have been served at the expiration of forty-eight hours after it is posted, and in providing such service it shall be sufficient to provide that the envelope containing the communication was properly addressed and posted.
40. Operative Date
These rules took effect on 1st January 2023.