Dear Members
The Constitution of any organisation, including the Gosford Golf Club, is a living document designed to evolve with changing times and needs. Periodically updating the Constitution is necessary to ensure that it remains relevant, efficient, and in line with best practices. Two significant areas where such updates can be crucial are reducing the burden on the Disciplinary Committee and enabling electronic voting.
Reducing the Burden on the Disciplinary Committee
The Disciplinary Committee plays a vital role in maintaining the integrity and decorum of the Gosford Golf Club. However, the process of handling appeals can be cumbersome, time-consuming, and resource intensive. Introducing measures such as charging a fee for appealing decisions can help mitigate these challenges.
Financial Implications: By implementing a fee for appeals, the club can cover the administrative costs associated with handling these appeals. This ensures that the process does not drain the club’s resources and that the appeals process is taken seriously by members. The financial aspect also ensures that only genuine grievances are brought forward, filtering out frivolous appeals.
Efficiency: The fee mechanism can streamline the process, making it more efficient. Members are likely to be more considerate before filing an appeal, thus reducing the number of appeals and allowing the Disciplinary Committee to focus on more critical issues.
Fairness: It is important to note that the fee will be refunded if the appeal is successful. This maintains the fairness of the system, ensuring that members are not discouraged from appealing valid grievances.
Enabling Electronic Voting
The advent of digital technologies has transformed numerous aspects of modern life, and the governance of clubs and organisations is no exception. Enabling electronic voting within the Gosford Golf Club can bring several benefits:
Accessibility: Electronic voting ensures that all members, regardless of their physical location, can participate in club decisions. This inclusivity is particularly important for members who may be unable to attend meetings in person due to health, travel, or other constraints.
Efficiency and Speed: Electronic voting can significantly speed up the decision-making process. Results can be tallied quickly and accurately, reducing the time between proposal and implementation.
Security: Modern electronic voting systems are designed with robust security measures to ensure the integrity of the voting process. These systems can prevent fraud and ensure that each member’s vote is accurately recorded.
Environmental Impact: Reducing the need for physical ballots and paperwork aligns with sustainable practices and reduces the club’s environmental footprint.
Engagement: By making voting more accessible and convenient, the club can increase member engagement in governance. Higher participation leads to decisions that better reflect the collective will of the members.
In conclusion, periodically updating the Constitution of the Gosford Golf Club is essential to ensure it meets the evolving needs of the club and its members. First of all, in reducing the burden on the Disciplinary Committee through measured financial mechanisms and secondly enabling electronic voting are two critical updates that can enhance the efficiency, fairness, and inclusivity of club governance. These changes pave the way for a modern, responsive, and well-governed club that continues to thrive in the years to come.
The Board of the Gosford Golf Club proposes the following motions pertaining to the Constitution of the Gosford Golf Club Ltd.
Introduction to Motion One proposes the implementation of a fee for appealing decisions made by the Disciplinary Panel. This measure aims to ensure that the appeal process is taken seriously and to cover administrative costs associated with handling appeals.
This paragraph will need to be included in Sub-paragraph 11.2 Procedure (i) as sub-paragraph (ii) & (iii)
Motion One
Paragraph 11.2 Procedure
- A member has the right to appeal any penalty, suspension or expulsion imposed for disciplinary matters by requesting such to the Secretary within 14 days of receiving notification of a disciplinary hearing.
- A fee shall be charged upon submission of an appeal against a decision made by the Disciplinary Panel.
- This fee will be fully refunded if the appeal is successful, and the original decision is overturned.
Introduction to Motion Two
The 3-strike rule is proposed to ensure that all members adhere to the code of conduct and the rules of golf. It aims to maintain high standards of behaviour and integrity within our club. This motion outlines the disciplinary steps to be taken upon each strike resulting from a breach of conduct or golfing rules.
The 3-strike rule is designed to promote fair play, respect, and integrity within our club. By implementing this policy, we aim to create a positive and welcoming environment for all members. We trust that these measures will encourage compliance with the code of conduct and the rules of golf while providing clear and consistent consequences for breaches.
This paragraph to be introduced in Article 11: Disciplinary Proceedings, new Subparagraph 11.3 Disciplinary outcomes
Motion Two
11.3 Disciplinary Outcomes
a. Strike 1
Upon the first proven breach of the code of conduct or the rules of golf, the member will be required to have a conversation with either the Club Captain, the General Manager or both . This meeting will serve as an initial warning and an opportunity to discuss the nature of the infraction, offer guidance, and remind the member of the club’s expectations.
b Strike 2
Upon the second proven breach, the member will face a suspension from the club for a period of up to six weeks. The duration of the suspension will be determined based on the severity of the infraction and at the discretion of the disciplinary authority. This suspension period is intended to provide the member with time to reflect on their behaviour and its impact on the club community.
c Strike 3
The third proven breach will result in the member being called before the disciplinary committee. The committee will review the member’s conduct, consider previous infractions, and determine the appropriate course of action. This could range from further suspension to expulsion from the club, depending on the seriousness of the breaches and the member’s attitude towards rectifying their behaviour.
Introduction to Motion Three
The triennial rule outlines a method for staggering the replacement of board members to ensure continuity. Normally, the rule aims to replace only one-third of the board members at a time, thereby maintaining corporate membership and business continuity.
However, this rule comes into effect under special circumstances, specifically if the majority or the entire board resigns or is removed at a general meeting simultaneously. When this happens, directors are elected to serve staggered terms:
- The President and Treasurer are elected for three-year terms.
- The Captain and Vice President are elected for two-year terms initially.
- Other directors are elected for one, two, or three-year terms, decided by lot.
Once the triennial appointment period expires, the term of appointment for directors reverts to the standard three-year period at subsequent general meetings. This rule ensures that even in the event of mass resignation or removal, board members are replaced in a staggered manner, preserving stability and continuity within the board’s
operation.
The only change in this Subparagraph is the removal of 15.4 (c) which was contradicting 15.4 (d) which stated that the casual vacancy would only serve the term of the replaced director till the ensuing Annual General Meeting. It was the opinion of the Board of Directors that this could under certain circumstances lead to the majority of the Board of Directors being subject to election.
Motion Three
15.4 Triennial Rule and Subsequent General Meeting
It is desirable that replacement of Board members should be staggered over the three-year term of office for the Board members, so that only one third of the Board are replaced, in order to retain corporate membership and business continuity. In general, it is desirable that the President and Vice President should not be replaced in the same election, and similarly the Captain and the Treasurer should not be replaced in the same election. The remaining Directors should be up for election in alternate years, so that one existing member is re-elected, or a new member is elected every year
Filling of casual vacancies on the Board by a Director who will serve out the elected term of the retiring Director should minimise the need to invoke the Triennial rule, however, where a majority of the Board resigns or is removed at general meeting by the membership, at the same time, then the Triennial Rule will come into effect, such that some directors will be elected for one, some for two, and some for three-year terms, according to the following:
- President and Treasurer are to be elected for three-year term;
- Captain and Vice President for a two-year term initially; and
- other Directors elected for 1, 2, and 3-year terms, decided by lot.
At subsequent general meetings, where the triennial rule is in effect, the term of appointment for directors will revert to the three-year period once the Triennial appointment period has expired.
- At each general meeting held while the triennial rule is in force (other than the first such meeting) the number of Members required to fill vacancies (other than casual vacancies) on the Board shall be elected and shall, unless otherwise disqualified hold office for three (3) years.
- A person who fills a casual vacancy in the office of a member of the Board elected in accordance with this Article shall, unless otherwise disqualified, hold office expiration of the Board member that has been replaced.
- In the event that the number of candidates nominated for any position on the Board exceeds the number required to be elected, a ballot shall be held prior to the Annual General Meeting.
Introduction to Motion Four
The following motion aims to transition the Club to an electronic voting system, replacing the current method.
The move to an electronic voting system offers several compelling benefits for the club.
Firstly, it ensures a more efficient and streamlined voting process, reducing the time and effort required to count votes manually. This efficiency can lead to quicker decision-making and a more responsive governance structure.
Secondly, electronic voting systems enhance accessibility and convenience for all members. Members can cast their votes from anywhere, at any time, using their personal devices, which is particularly beneficial for those who have difficulty attending in-person meetings or live far from the club. This increased accessibility fosters greater member participation and engagement in club decisions.
Moreover, electronic voting systems offer improved accuracy and reliability. The risk of human error in vote counting is significantly minimised, and the system can provide immediate verification and validation of votes. This accuracy helps maintain the integrity of the voting process and ensures that the results truly reflect the members’ preferences.
Lastly, transitioning to an electronic voting system demonstrates the club’s commitment to modernisation and embracing technology. It positions the club as forward-thinking and progressive, attracting new members who value innovation and efficiency. Overall, the benefits of an electronic voting system align with the club’s goals of enhancing member experience, fostering greater engagement, and ensuring accurate and timely decision-making.
Major changes to this Paragraph are:
15.6 Voting Procedures
All paragraphs relation to the words “Voting Paper” which in the current Constitution relate to Subparagraph 15.6 (d) paragraphs d – e – f – g namely
d The voting paper or papers shall contain in alphabetical order the names of all duly nominated candidates for the respective positions .
e The voter shall mark his/her voting paper by making a tick or a cross, no numbers, opposite the name of each candidate for whom he/she wishes to vote.
f Any voting paper upon which the votes are not recorded for the exact number of candidates to be elected shall be rejected as informal.
G In any case of doubt as to the formality of the voting paper the matter shall be referred to the Returning Officer whose decision shall be final.
Motion Four
15.6 Voting Procedure
- Except as hereinafter provided nominations for election to the Board shall be made in writing signed by two (2) Full, Lifestyle or Life Members of the Club entitled to attend and vote at General Meetings and by the nominee who shall state the office or offices for which the nominee is nominated.
- Nominations shall be lodged with the General Manager at the office of the Club at least twenty-seven (27)) days prior to the date of the Annual General Meeting at which the election is to take place. The General Manager shall forthwith post notification of such nominations on the Club’s website and on the Club’s notice board.
- Members eligible for election to the Board may be nominated for more than one office and in the event of their being elected to the senior office as hereinafter provided shall be deemed to have been eliminated from candidature for election to the junior office. For the purpose of these Articles the order of seniority of offices shall be:
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Firstly: |
President |
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Secondly: |
Vice-President |
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Thirdly: |
Captain |
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Fourthly: |
Treasurer |
(d)
- If the number of candidates duly nominated for any office does not exceed the number required to be elected, the candidate or candidates nominated shall be declared elected at the Annual General Meeting.
- If insufficient nominations be received for any offices the candidate or candidates, if any, nominated shall be declared elected at the Annual General Meeting and nominations may with the consent of the nominee, be made orally at the Meeting for the vacancies then remaining. If more than one candidate is nominated for such vacancies an election by secret ballot for such vacancies shall be held at the meeting.
- If the number of candidates nominated shall exceed the number required to be elected, a ballot shall be taken prior to the Annual General Meeting as provided by By-Law provided that the electronic ballot shall be ratified by a Returning Officer and two or more scrutineers appointed by the Board. A candidate for any position shall not be appointed as Returning Officer or as a scrutineer. In the event of an equality of votes in favour of two or more candidates the Chairperson of the Meeting shall draw lots between the candidates having an equality of votes so as to ensure the election of the necessary number to fill the vacancies.
- Candidates shall be listed in surname alphabetical order for the respective positions
- The Board may make By-Laws consistent with this Constitution concerning, or otherwise determine, the procedure as to nominations and the conduct and declaration of the election.
- The Board may at any time appoint a Director pursuant to section 30(1) (b1) of the Registered Clubs Act, provided that the total number of Directors must not exceed any maximum prescribed in accordance with Section 10(1) (k1) of the Registered Clubs Act.
- The Board shall annually appoint a Returning Officer. The Board will seek expressions of interest from the ordinary membership. The Returning Officer is not eligible for election to the Board.
It is the desire of the Board of Directors to have these motions passed in the interest of all members.
The Board has set the following time line:
Letter to all members: April 10th, 2025
Deadline for comments: April 24th ,2025
Notice to all members of General Meeting: May 8th, 2025
General Meeting: June 3rd , 2025
If any member wishes to discuss these motions, please contact our General Manager in writing or request a meeting with the Board. We feel that all proposed motions are in the general interest of our Club.
Email to gm@osfordgolf.com.au or director@gosfordgolf.com.au.
Board of Directors
Gosford Golf Club
April 2025