CONSTITUTION

Ratified by the SGA on 17 NOVEMBER 2009

Reference:    A. SGA Handbook for the current season

1.   This edition of the SHAPE Golf Association (SGA) Constitution is a review of the re-write completed in 2007, and reflects minor changes. It is being submitted to the SGA membership for ratification in accordance with SHAPE Directives governing SGA activities. 
2.   SGA is a Group II activity in the SHAPE Morale and Welfare Activities (MWA) program. As such, its activities are self-governing and self-supporting, but monitored by HSG on behalf of the COS in accordance with SHAPE Supplement to ACE Directive 5-1, 10 September 2008.
3.   The SGA Executive Committee modified this Constitution in 2007 and on 20 November 2007, this constitution was endorsed by unanimous vote at the Annual General Meeting (AGM).
4.   Each season, the publication of the SGA Handbook which details programs, fees, membership arrangements, annual calendar, etc will complement this SGA Constitution.
5.   Any future required changes in either the Constitution or the SGA Handbook should be submitted to the Secretary who shall bring them to the attention of the Executive Committee, and if required, a General Meeting of members.

1.         The Association is known as the SHAPE Golf Association (SGA).

2.         The Association is formed as a sporting organisation operating under the rules of the SHAPE Morale and Welfare Activities (MWA) Program, Community Service, as a Group II activity (SHAPE Supplement to ACE Directive 5-1, 10 September 2008, refers).

3.         The Association is affiliated to the Royal Golf Club du Hainaut (RGCH) and the Mont Garni Golf Club.

ARTICLE II – OBJECT

4.         The object of the Association is to promote golf in the international community of SHAPE, and to develop friendly relations with the local civilian golfing community.

ARTICLE III – MEMBERSHIP

5.         Any military or civilian member of SHAPE who wishes to enjoy SGA playing privileges at the RGCH or Mont Garni must first join the SGA.  Further details of current membership arrangements are to be found at Reference A.

Section 1 – Categories

6.         Membership categories are as follows:

a.         Active.  This category, which includes all privileges of the Association is open to all persons, military and civilian, who are assigned to SHAPE in an international or national support position, and hold a valid SHAPE ID card.

b.         Dependant Members.  This category is open to dependants of Active members.  Dependants may hold office in the SGA and may vote at General Meetings.

c.         Restricted.  This category is open, on a space available basis, to all persons and their dependants assigned to, or employed by, NATO agencies other than SHAPE, and those previous members of SHAPE who retire in the local area and hold the appropriate SHAPE entry documentation.  They may not normally hold office in any capacity in the SGA Committees, however, this rule may, in exceptional circumstances, and if to the benefit of SGA, be waived at the discretion of the Executive Committee, and following subsequent agreement by the next general meeting of members.  Restricted members may not vote at General Meetings.

d.         Honorary.  SACEUR, DSACEUR and the SHAPE COS are honorary members.  The President of the Committee may bestow additional honorary membership on an annual basis only.

Section 2 – Terms of Membership

7.         Members must have an established handicap. Those who have no handicap must initiate the required novice qualification procedures before they are permitted to play under the auspices of the SGA.  Further, an established handicap is required under the current beneficial terms of membership for SGA members at local clubs according to membership guidelines.

8.         SGA membership shall expire if not renewed by the member on a yearly basis.  The membership year coincides with the calendar year.  SGA members must inform the Membership Secretary if they intend to discontinue their membership for any reason.  This is to allow admission of new members in certain categories should there be a waiting list.

Section 3 – Fees

9.         Details of current SGA fees are in Reference A.  These may change annually at the proposal of the Executive Committee, but all changes will be authorised by a general meeting of members.

Section 4 – Termination of Membership

10.      Membership is automatically terminated upon departure of a member from the SHAPE or NATO community, unless restricted membership is to be retained under the provisions of Para 6c.

11.      Any member may be requested to leave the Association if, after a closed hearing, the President’s Committee decide that the member has violated the standards of the Association.  The member will be given the opportunity to explain his/her situation before the Committee prior to any decision being taken.

Section 5 – Membership of RGCH

12.      SGA members are allowed to use the full facilities of RGCH under the following conditions:

a.         RGCH Associate Membership.  There are a limited number of Associate memberships which give SGA members the privileges of full members of RGCH, less voting rights at General Meetings.  Spouses and dependants of Associate members are automatically eligible for Associate membership on payment of the appropriate fees.  Associate RGCH members pay the annual RGCH subscription without the club joining fee, however, Associate members remaining at SHAPE for longer than a standard three year tour, will be required to pay, for each additional year, 10% of the joining fee up to the time of 100% payment, at which time they become full members.  This additional payment is only applicable to heads of families.  A waiting list for Associate membership is held by the Membership Secretary as necessary.  Details are at Reference A.

b.         Semainier Membership.  RGCH offers a number of Semainier memberships annually.  Mont Garni does not offer this facility.  Semainier-holders retain the playing privileges of green fee paying members, but no green fee is payable during the week.  A waiting list for Semainier membership is held by the Membership Secretary as necessary. 

c.         RGCH Green Fee Membership.  SGA members who have not joined RGCH as Associate or Semainier members may play RGCH [or Mont Garni] as green fee users.  On weekdays (Monday to Friday, except Belgian holidays), SGA members are privileged to pay a reduced green fee.  Proof of SGA membership and appropriate qualifications will be required prior to the payment of these green fees.  Play at weekends and on Belgian holidays may be arranged through RGCH Secretariat, to a maximum of 20 players per day, however, full green fees will be charged.  Details are at Reference A.

Section 6 – Guests

13.      SGA members may invite guests to play at RGCH provided that the guest is not a member of SHAPE and that the member plays with the guest.  Normally guests will pay the standard green fee with the exception of guests of Associate members who may, each year offer 4 such guests a free green fee (plus 2 additional guests for a married couple).  Responsibility for the conduct and proper playing qualification of guests rests with the host member.

Section 7 – Conduct

14.      SGA members are required at all times to comply strictly with the etiquette of golf, individual Club rules, and to abide by the provisions of the SGA Handbook.

15.      Management of the SGA is carried out by nominated, elected, and co-opted officials as shown below.  The President and Captain will make every effort to ensure that positions of management within the SGA Committees are filled primarily by willing volunteers, but also that as many Nations, ranks, services, status’ as possible are represented in the various committees.

16.      Nominated Officials.  The nominated officials of the SGA and their principal duties are as follows:

a.         Honorary President.  The function of the Honorary President is to ensure that the interests of the SGA are represented as appropriate at the highest levels of the SHAPE staff and in the local community.  A new Honorary President is normally nominated by the outgoing incumbent after due consultation.

b.         President.  The President has overall responsibility for the management of the SGA and is primarily concerned with matters of policy affecting the Association.  A new President is normally nominated by the Honorary President.

c.         Vice-President(s).  The President may appoint one or more Vice-Presidents, in order to assist the President with his duties as necessary.

17.      Elected Officials.  The elected officials of the SGA are elected at the AGM held under the chairmanship of the President (or in his absence, the Captain).  General meetings are to be held at least annually.  The elected officials of the SGA and their principal duties are detailed below:

a.         Captain.  The Captain is responsible to the President for the day-to-day running of the activities of the SGA, the provision of a Handbook and a periodic newsletter.  He will normally represent SGA at SGA hosted events, prize-giving etc.

b.         Vice-Captain.  The Vice-Captain deputises in the absence of the Captain, and chairs the Tournament Committee and the Handicap Committee.  The post may be combined with another Committee appointment.

c.         Secretary.  The Secretary is responsible for the organisation of routine and annual meetings and major social functions as specified by the Executive Committee.  He is also responsible for recording and distributing the minutes of meetings, attending to SGA general correspondence, for close liaison with the club Secretariats, preparing the annual return required by the Morale and Welfare Activities (MWA) Council, and coordinating, producing and promulgating the annual SGA Handbook.  The Secretary will further oversee the orderly use of the assigned SGA notice boards in the SHAPE complex and at clubs.

d.         Treasurer.  The Treasurer is responsible for maintaining proper accounts of all financial aspects of SGA activities, including matches, social and property related matters.  He is to present accounts for audit at a time, and in the manner required by current MWA regulations and SHAPE Directives.  He is to present audited accounts for approval at the annual general meeting, and to develop, in close coordination with the Executive Committee, a financial plan for each season.  He is to coordinate with the Secretary in respect of the annual MWA return and bid for MWA funds.

e.         Ladies’ Captain.  The Ladies’ Captain is responsible for planning and coordinating an SGA Ladies’ program.  She will be elected annually at the AGM.

f.          Tournament Director(s).  The Tournament Director(s) are responsible for co-ordinating the organising and publicity of all aspects of the annual program of matches and tournaments, and for recommending the distribution of prizes.  The proposed program of activities for the coming season is to be coordinated and agreed with the host clubs in adequate time to allow promulgation in the annual Handbook, and to allow sponsorship arrangements to take place.  A Lead Tournament Director is appointed, and provides general oversight and management of the program.  It is not the intention that the Tournament Director(s) should run all SGA events.  Indeed, this load should be spread among the SGA officials, thereby sharing the necessary expertise and enhancing the flexibility of event organisation.  The Lead Tournament Director, in conjunction with the Captain, will liaise with the other SGA officials in order to develop a roster of organisers for the running of the planned monthly and season-long events.  The Tournament Directors are to ensure detailed records are kept of all SGA organised events.

g.         Publicity Member.  The Publicity Member is responsible for the development and implementation of publicity on SGA activities.  He will work closely with the Tournament Director(s) and sponsorship member to ensure proper exposure of SGA activities for the benefit of all parties.  He will work closely with the Secretary on publicity for social events.

h.        Novice Coordinator.  The Novice Coordinator is responsible, in close coordination with the respective clubs and the Handicap Secretary, for the development, coordination and implementation of an SGA novice program.  He is to provide information and assistance to novice members in respect of available training opportunities, obtaining qualifications, and for providing advice regarding novice eligibility to play.

i.          Handicap Director.  The Handicap Director is responsible for maintaining the SGA handicap system and for periodic publication of an updated handicap list.  He is to liaise closely with the Membership Secretary to ensure optimum shared use of database facilities.  The list is to be maintained in accordance with the current procedures and regulations of the rules of golf as applied by the Royal Belgian Golf Federation (RBGF).  These rules are promulgated annually in the SGA Handbook.  He is to coordinate with the clubs to ensure that handicaps for members of those clubs, in whatever category, as members of the RBGF, are updated as required.  He is to liaise, through the Tournament Committee, with the Tournament Directors and the Secretary in respect of stipulating, publicising and enforcing necessary handicap qualifications to allow both current and new members to take part in SGA and club competitions at the appropriate playing level.

j.           Membership Secretary.  The Membership Secretary is responsible for the maintenance of the SGA membership scheme and records database.  He is the first point of contact for prospective SGA members and thus introduces them to the appropriate categories of membership currently in force, and coordinates their check-out program as required.  He is to maintain the membership roll and collects dues from members annually.  He will issue membership cards and maintain a waiting list if required for club membership in Associate or Semainier categories.   He will also be responsible for mailing of all general membership correspondence (newsletters etc) using the database facilities provided.  He is to liaise closely with the Handicap Secretary to ensure optimum shared use of database facilities.

k.         Property Manager.  The Property Manager is responsible for procuring and maintaining an inventory of all SGA property and trophies, and to make such items available to SGA members at agreed rates, and in accordance with current regulations for MWA Group II activities.  In close cooperation with the Tournament Directors and Sponsorship member, he is responsible for the procurement and distribution of prizes.

l.          Sponsorship Member.  The sponsorship member is responsible for identifying and arranging support of the SGA golfing program through contact with sponsors.  He is to liaise closely with the Publicity Member, Tournament Directors and Property Manager to ensure that all parties derives benefit from the arrangements.  He is responsible for correspondence with, and hosting sponsors when and where applicable.

m.       Representative to the RGCH Comité Sportif.  This post, which should be French speaking, is the link on golfing matters between the SGA and RGCH.  The incumbent attends all Comité Sportif meetings, represents the views and concerns of the SGA executive committee on technical and playing aspects of the game, and reports back to the SGA executive committee on current and planned activity concerning golf at RGCH and, when applicable, in the RBGF.

n.        Mont Garni Representative.  An SGA member who is active in golf at the Mont Garni Club will be invited to represent SGA interests to that Club and particularly to bring activities of the Club to the attention of SGA members.  He will liaise closely with the Secretary and Novice Coordinator to ensure that SGA information is freely available at Mont Garni, and conversely on SGA notice-boards.

o.         Co-opted Officials.  Members may be co-opted on an as-required basis to assist with the management of specific SGA matters or activities.

Section 2 – Prerequisites

18.      SGA officials are to be either active members of the Association or dependants of active members.

19.      Elected officials will serve for a period of one year without compensation and are to be re-elected at each annual meeting of members.

20.      The business of the SGA is conducted through various standing committees as described and shown below:

a.         The President’s Committee.  The President’s Committee comprises the President (Chairman), the Vice-President(s), the Captain, the Vice-Captain, the Secretary and the Treasurer (if required).  The function of the Committee is to address matters of policy affecting the medium and long-term interests of the SGA, and to liaise closely with club management.

b.         The Executive Committee.  Chaired by the Captain, the Executive Committee comprises the elected and co-opted officials of the Association.  The Committee is responsible for the day-to-day management of the activities of the SGA.  This Committee will normally meet on a monthly basis throughout the year.

c.         The Tournament Committee.  The Tournament Committee comprises the Vice-Captain (Chairman), the Tournament Directors, the Handicap Director, the Property Manager and, if necessary, the Ladies’ Captain, Sponsorship and Publicity Members.  The Committee supervises the preparation and execution of SGA tournaments and adjudicates in matters of dispute.

d.         The Handicap Committee.  The Handicap Committee comprises the Vice-Captain (Chairman), the senior Tournament Director, the Secretary, the Ladies’ Captain and the Handicap Director.  The Committee supervises the allocation of handicaps to SGA members.  It may assess and adjust current handicaps of players if perceived necessary, and will adjudicate in disputes.

21.      In addition to the standing committees, working committees may be set up as necessary to undertake special projects.

Section 4 – Executive Committee.

22.      The functions of the Executive Committee are described in the following paragraphs:

a.         Composition.  As shown above.

b.         Selection.  SGA officials are normally nominated and elected at the SGA AGM.

c.         Election.  Election is by ballot of the active members present at the meeting, the result being decided by majority vote.  If there are more than 2 candidates for a post, and no one candidate receives more than 50% of the vote cast, the candidate with the least number of votes is to be eliminated and a further ballot is to be held until such time as one candidate receives more than 50% of the votes cast.

d.         Nomination Consideration.  In nominating candidates for election, members of the SGA are to ensure that the international nature of the SHAPE organisation is reflected as far as possible in the composition of the Executive Committee.

e.         Replacement.  The Executive Committee may nominate replacements to fill interim vacancies, subject to the agreement of the President and ratification by a majority vote of the SGA members present at the next general meeting of the Association.

f.          Removal.  Any member of the Executive Committee may be removed for cause, subject to the agreement of the President and a ¾ majority vote of the SGA members present at a publicised general meeting of the Association.

g.         Quorum.  A minimum of 4 voting members of the Executive Committee (one of whom must be the Captain or Vice-Captain, or designated representative) will constitute a quorum.

h.        Meetings.  The Executive Committee will meet at intervals determined by the Captain, normally monthly throughout the year.

23.      The SGA is included in the overall SHAPE MWA insurance coverage as a community service, Group II activity.

Section 2 – Club Funds Deposits

24.      Deposits will be made bi-monthly or whenever funds on hand exceed €400.  The Treasurer and/or Membership Secretary will make deposits to the SGA account.

Section 3 – Disbursement of Funds and Disposal of Assets.

25.      A majority vote of the members of the Executive Committee is sufficient for the disbursement of funds not exceeding €1000 and to dispose of assets worth less than €100.  This limit does not apply to items in the budget approved at the SGA AGM.

26.      A majority vote of the members of the Association present at a publicised general meeting is necessary for the disbursement of funds for expenditure and disposals of assets exceeding the value of €1000 which are not included in the approved budget.

27.      The Treasurer is responsible for the financial instruments of the SGA.

Section 4 – System of Accounting and Audit.

28.      The Treasurer will maintain proper accounting records including all bank and cash operations, inventory and property values.

29.      The Commander HSG will maintain an audit program to ensure that accounts of the Association receive an external audit at least twice a year.  The President, when called upon to convene an audit board, will appoint at least two members of the Association who do not participate in fund keeping or treasurer functions.  One additional member will be provided by the Commander HSG.

30.      The President will be responsible to ensure that the funds of the Association (ie: all monies, negotiable documents and stocks, equipment, supplies and other valuables) are being properly maintained and audited, and that all permanent accounting instructions received from the Commander HSG are being properly applied.

31.      When the Treasurer of the SGA is about to change, the president will direct a handover of all SGA financial instruments and their verification by HSG officials 30 days prior to handover as prescribed in SHAPE Supplement to ACE Directives 5-1, 60-1 and 60-100.

Section 5 – Financial Statement

32.      Financial statements will be submitted to HSG Fiscal office (Audit Section) semi-annually for the periods 1 Jan – 30 Jun and 1 Jul – 31 Dec in accordance with SHAPE Supplement to ACE Directive 5-1, 10 September 2008 and related ACE Directives 60-1 and 60-100.

33.      Copies of financial statements will be distributed to members of the Association, or will be discussed in detail at a publicized general meeting at least annually.

ARTICLE VI – HANDICAPPING

Section 1 – General

34.      The method of calculating handicaps for SGA is to be based on the system used by the RBGF, RGCH and Mont Garni.  Copies of the rules under which the scheme is administered are held by the Handicap Director.  Further information is provided at Reference A.

Section 2 – New Members

35.      New members with previous golfing experience having a recognised handicap certificate from a Federation or former club, will, on presentation of the certificate to the Membership Secretary, have the handicap recognised at face value.

36.      New members with previous golfing experience who are unable to produce a valid proof of handicap will be required to play an assessment round.  A temporary handicap annotated by a * will then be awarded.  The new member must subsequently submit three properly completed cards, countersigned by an SGA member with an established handicap (non *) of 28 or better, before a substantive handicap can be awarded.  Until this has been achieved, members with a * handicap may only play in SGA scrambles, or in SGA sponsored tournaments/matches against a “0” handicap, or “hors concours” against their temporary handicap.  Further information, relevant to the current season, is provided at Reference A.

37.      Novice golfers will establish a playing handicap through the various schemes offered by RGCH and Mont Garni, and coordinated by the Novice Coordinator of the SGA Committee.  The requirements for establishing a handicap in respect of practical ability and theoretical tests change from season to season, as do the learning opportunities at each club.  Further information, relevant to the current season, is provided at Reference A, and offers and opportunities will be regularly publicised on SGA notice boards or leaflets.

38.      In all cases, a novice golfer, upon attaining a handicap of 36, may play on the courses and enter SGA or club competitions.

ARTICLE VII – AMENDMENTS TO THE CONSTITUTION

39.      Amendments to the Constitution which represent more than routine updating may be made at any General Meeting provided due notice is given by publication at least one week in advance of the meeting, and the amendment is approved by 66% of the active members present and voting.

Section 2 – Emergency

40.      Amendments may be made in an emergency by the Executive Committee and subsequently confirmed at the next General Meeting of the Association as provided in Section 1 above.

Section 3 – Revisions, Deletions, Additions of Appendices

41.      References in, or Annexes to the Constitution may be revised, deleted or added to by the Executive Committee at any time provided they are neither in conflict with the provisions of the Constitution, nor duplicate detailed material in the current Handbook.